Brochure MDF
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EU External Cooperation
Modular Training
Capacity development in EU Procedures
in the context of the European Union external actions
Managing projects & programmes in the context of the external actions of the EU can be very challenging. MDF offers you the opportunity to deepen your knowledge and enhance your skills on several topics related to the management of projects and programmes funded by the EU external cooperation instruments.
Build your own programme matching your organisation’s needs & challenges!
We offer you the opportunity to build your own training of 5 days by selecting 2 modules. This gives you the flexibility
you need to focus on your specific needs and it makes it possible to contract in a direct way on basis of a single tender:
simple, flexible and available when you need it!
How does it work?
Each training programme lasts 5 days. It starts with ½ day of general introduction on the context of the subjects covered and ends with ½ day of workshop to answer specific questions and discuss your case studies. The rest of the programme (4 days) is to be selected from the modules offered:
Day 1 Day 2 Day 3 Day 4 Day 5
Introduction
Module I
Module I
Module II
Module II
Module I Module II Cases - Coaching
Modules on offer (2 days each)
1. Logical Framework:
The logical framework as a tool in the context of EU financed programmes
2. Service Contracts:
Procurement procedures & service contract management (EDF / BUDGET)
3. Supply Contracts:
Procurement procedures & supply contract management (EDF / BUDGET)
4. Decentralised Operations – Programme Estimates:
Drawing-up of programme estimates, financial implementation and closure (EDF / BUDGET)
5. Grants Call for proposals :
Call for proposals and evaluation procedures (EDF / BUDGET)
6. Grants Management :
Grant contract management (EDF / BUDGET)
The modules are available in French and in English. The training will always be based on the latest legal texts (EDF 10/Budget) and the most recent versions of the practical guides.
FOR WHOM ?
Our modules have been designed for actors and beneficiaries of EU external cooperation involved in the management of EU financed projects/programmes (staff of the NAO/ representatives of the partner country, technical ministries, project managers, imprest administrators, imprest accounting officers...).
WHY MDF ?
MDF has a longstanding experience in management, design and facilitation of training programmes on various aspects of the external cooperation assistance of the European Union. In particular, in designing and delivering workshops on EU financial/contractual/management procedures. All our trainers have a strong experience in instruments and procedures of the EU external cooperation programmes as well as in the EU PCM / Logical Framework Approach.
OUR APPROACH
Each module is given in a participatory and interactive way. Presentations alternate with practical exercises based on real cases. Participant’s experiences, challenges and best practices are at the centre of each course.
Our key success factors
1. We are experienced in translating complex messages into an easily absorbable language, attractive
training material and practical instruments.
2. In our perception, self-driven and sustainable learning with immediate application can only take place
when participants perceive the learning process as a pleasant and even fun event.
3. We are convinced it is essential to create an ambiance in which participants feel at ease, free to
speak and participate, in other words, to install group dynamics early in the process.
4. Our priority in delivering training courses is to have participants internalise the newly learned
knowledge, skills and attitude:
5. Great importance is attached to the structure and logic of the sessions within a module as well as
between the several modules: at any time participants need to know where in the process they
stand.
6. Our training courses are designed by people with ample experience in international cooperation. They
know how to safeguard the required favourable and conducive learning environment in different
socio-cultural settings.
7.
Our training efforts are conducted in an interactive way. These efforts are based on models of
learning such as the Experiential (Adult) Learning Cycle (Kolb) and principles of Brain Based
Learning (Dirksen).
PRACTICAL INFORMATION
The cost for this 5 days training is € 15.400
This includes
A complementary team of two experienced trainers (fees)
For a group of maximum 25 participants1
Coordination with the contracting authority and contract management
The course & the didactical material for each participant (files, USB stick, manuals, training material)
This does not include – provision to be foreseen
Travel and per diem of the trainer team. The maximum provision for this is set at € 4.600
To be provided by the contracting authority
Rental of venue, coffee breaks and lunch breaks
SUPPORT AND ADVICE
MDF Brussels also offers support and advice on subjects related to contractual and financial procedures, calls for tender, calls for proposals, contract management of services, supplies or grants in the framework of development projects financed by the European Union external cooperation. We can provide support to develop a programme estimate, budget, logical framework, or answer your questions regarding the different procedures for projects financed by the Budget or the EDF. If you wish to use our services in this context, please contact us for a tailor-made approach.
CONTACT & REGISTRATION
For registrations and more information about the training please contact our office:
MDF Brussels Fanny Tittel-Mosser M: [email protected] I: www.mdf.nlT: +32-(0)2-242 19 09
F: +32-(0)2-242 58 45
Looking forward to organising a successful training with you!
Melinda Wezenaar
Branch director MDF Brussels
1
Should you not be able yet to use the single tender € 20,000 – procedure, but are still bound to the € 10,000 threshold, we can propose 1 trainer for a maximum of 12 participants. Or you can of course launch the competitive negotiated procedure or use the FWC Com-Lot 2.
TRAINING & CAPACITY DEVELOPMENT PROGRAMMES IN THE CONTEXT OF EU EXTERNAL COOPERATION
Since its establishment in 1984 MDF, Management for Development Foundation has been involved in several training & capacity development programmes in the context of EU external cooperation. MDF has been in charge of the following EU external cooperation training programmes:
Date Training programmes
1990 - 1994 Project Cycle Management and Logical Framework Approach
1998 - 2003 Financial & contractual procedures of the 8th EDF for ACP countries and Brussels:
• 1998 – 2003, 175 seminars were conducted in all ACP countries and Brussels
• All course organisation and logistics were dealt with by the MDF Brussels office, in close cooperation with the EU Delegations and/or the NAO, as well as with our contracting authority.
2003 - 2009 Financial & contractual procedures of the 9th EDF for ACP countries and Brussels
• In the period 2003 – 2009 : in total 94 sets of 3 types of seminars (5 days basic seminar, two 2 days specific seminars) were successfully delivered to the ACP States, in more than 50 countries (846 training days) and 35 sets in Brussels (7-9 days training, i.e. 245 – 315 days). The number of participants per course ranges from 15-25.
• In total 6254 participations were registered for the ACP countries; 1374 for Brussels
• All course organisation and logistics were dealt with by the MDF Brussels office, in close cooperation with the EU Delegations and/or the NAO, as well as with our contracting authority.
2007 - 2008 Financial & contractual procedures of ENPI:
• 11 4-5 days seminars (5 types of modules) were successfully delivered in the ENPI South countries
• In total 364 participations were registered.
MDF has participated/participates as consortium partner in the following training & CD programmes:
Date Training & Capacity Development Programmes
2004 - 2007 Training and Manual on Environmental mainstreaming in development cooperation.
2007 - 2009 2010 - 2011
Helpdesk advisory services, methodological support and seminars on integrating the environment in development co-operation (as per 2010, integrated in the ADM programme (see below).
2007 - 2010 Technical Cooperation Facility to the NAO Kenya
2011 - 2014 Technical Assistance Facility to the NAO Kenya
2005 - 2008 Training programme and methodological support on Aid Delivery Methods (ADM).
2008 - 2011 Training programme and methodological support on Aid Delivery Methods (ADM).
2011 - 2014 Training programme and methodological support for Project and Programme Cycle Management
(PPCM)
2008 - 2013 Training and Support Services for the Commission’s Directorate-General for Humanitarian Aid
(ECHO) - administrative procedures and ECHO contracts management; best practices.
2009 – 2013 Framework contracts Beneficiaries – Lot 1 – Rural Development
2009 – 2013 Framework contracts Beneficiaries – Lot 7 – Culture, Governance and Home Affairs
2009 – 2013 Framework contracts Beneficiaries – Lot 9 –Education, Employment and Social
TAILOR MADE TRAINING IN THE CONTEXT OF EU EXTERNAL COOPERATION
Date Countries Participants
EU procurement & contract management
Since 2009, training programmes conducted in Europe and in African countries: Belgium, France, Germany, Spain, The Netherlands, Botswana, Republic of South Africa, Sudan, Netherlands Antilles, Kenya, Swaziland, DR Congo, Pakistan, Chad, and Algeria…
Several NAO offices and staff partner country, technical ministries, DEU, consultancy companies,… involved with EC funding and with services contracts management
EU decentralised operations –
programme estimates
Since 2009, training programmes conducted in Europe and in African countries: Belgium, Germany, Spain, The Netherlands, Republic of South Africa, Sudan, Netherlands Antilles, Kenya, Burkina Faso, Tunisia, Tanzania, Swaziland, DR Congo, Philippines, and Chad…
Several NAO offices and staff partner country, technical ministries, DEU, consultancy companies,… involved with EC funding and with programme estimates under decentralised operations
EU Grants :
- EU Call for proposals - EU grants
management
Since 2009, training programmes conducted in Europe, Africa and Asia: Belgium, Germany, The Netherlands, DR Congo, Tanzania, DPR Korea, US, Turkey …
NGOs or non-for-profit org,”desk officers”, project managers, and administrators / logisticians.
PCM – Logical framework
Since 2009,training programmes conducted in Europe, Africa and Asia: Belgium, Germany, Kenya, Spain, Zambia, DPR Korea, Singapore …
Several NAO offices and staff partner country, technical ministries, DEU, consultancy companies, NGOs, …
What do our participants think?
“
“It is one of the best training courses that I ever had in the last ten years!!! Hats off to the very competent trainers. They were very impressive with their strong knowledge base and lively style!! Well done MDF!!!”
Khalid Hanif, Pitad, Ministry of Commerce, Government of Pakistan - Course on “Financial and Contractual Procedures applicable to the EU external aid financed from the EU general budget” (Islamabad, 05/2012)
Hope in the future you may be offering other programmes that our staff can benefit from as we certainly appreciated the course, your excellent way of bringing forward the course content and sharing your knowledge. Despite having to brace the extreme harsh weather in Europe at this time of the year having travelled from a tropical country, the courses in procurement procedures and managing EC contracts were excellently executed and provided me a wealth of knowledge which I can share with others and apply in my everyday practice.”
Hermia James, Ministry of Finance Grenada
The 3 day MDF seminar on 'How to obtain EU-funding?' gave me a better understanding of the way the EU sees the role of NGO and other Non-State Actors in the implementation of its thematic and geographic priorities on development. Understanding the EU program cycle is crucial for obtaining useful information in an early stage, to identify the overlap with our own programs, to be able to decide about our own strategies for fundraising and to prepare ourselves internally for upcoming calls for proposals.
The exchange with people who judge the quality of concept notes and full proposals was very useful to understand how proposals can be written in order to increase our chances for success in a very competitive environment. We learned also from the different
experiences of colleagues of other NGO who participated in the seminar.” Erik Van Mele - Oxfam-Solidarity, Belgium
"An excellent course !! It provides very practical information for the management of EU Decentralised Operations”
Hilary Hazel, NAO
St Kitts and Nevis.
I have recently attended a seminar on “How to obtain EU funding?” The seminar was very interesting with good facilitation and experience sharing with colleagues. I now feel able to look easily and quickly for the right information on EU grants and to support my colleagues in writing good concept notes and full proposals according to EU standards. I would definitely recommend this seminar for the staff dealing with EU grants issues.”
Antoine Hauzeur - Institutional Partnership Coordinator, SOS Children’s Villages.
Module INTRO – basis for other modules : EU BUDGET / EDF CONTEXT
Introduction to EU external actions framework and partner country (EDF / BUDGET)
Objectives of the module
This module aims at setting the scene and creating the same basis of understanding for all participants in the main context, institutions, actors, financial and legal framework of the EU - partner country cooperation. It furthermore clarifies important terminology and looks at the overarching documents for project implementation, and its use. As this module lays the foundations, it will precede any of the other selected modules.
Content of the module
This general introduction aims to situate the
implementation modalities (service, supply, grants contracts and programme estimates) in the broader context of the EU external actions. Depending on the instrument and the sources of financing related, the module will focus more on the EDF or the BUDGET rules.
Understanding the full picture, knowing the context and basic framework, the main actors, the use of EDF and/or Budget funds, these are all essential elements for anyone who wishes to work better with EU funds. Hereafter a closer look will be taken at the Financing agreement, conditions, technical & administrative provisions and in particular the date + 3 years. The group will build the time line based on a Financing agreement. Furthermore, notions and terminology
regarding management modes and implementations modalities will be clarified.
Programme of the module
Session A
Introduction to the course EU – partner country context
Policy context, cooperation context, financial
instruments, institutions, main actors, legal framework, references
Session B
Financing decision and implementation modalities
Cycle of operations and documents
Exercise
Financing decision, Financing agreement, date + 3.
Building the time-line
Management modes Implementation modalities
Module 1: PCM & THE LOGICAL FRAMEWORK
The logical framework approach in the context of the EU external actions
2
Objectives of the module
This module focuses on the logical framework approach in the context of projects and programmes for EU external actions and this, throughout the cycle of operations (or project cycle).
Participants will go through the planning steps in the identification and formulation phase so they recall how the logical framework is best built up. They will be encouraged to better assess the quality of the logical framework as guiding tool during the planning and implementation phases of the project. The logical framework will also be a basis for the project/ programme evaluation or even the strategy at a more political level (meta-evaluation).
The module aims to reinforce the capacities of the participants to better use the tool in order to draw-up the logical framework of a programme estimate from a financing agreement or in order to assess the logical frameworks received through calls for proposals.
Content of the module
The first session covers the different phases of the cycle of operations and the documents included therein.
The course then recalls the basics of the logical framework approach (steps to build the intervention
2
The cycle of operations is built according to information from the Programming- and Project documents including PRAG we have access to at the moment of the creation of this document
logic, the importance of a project purpose and how to
formulate/assess a relevant one, indicators,
assumptions and feasibility analysis ...) to end with two practical sessions concerning on the one hand the development of a logical framework from a financing agreement and on the other hand the appraisal of the logical framework.
Programme of the module
Session A
PCM and LFA
Context, rationale, terminology and definitions
Session B
The project cycle: steps, actors, documents
Project cycle management: documents and actors in the framework of EU external actions
The different levels of the logical framework and the strategies – interlocked logframes
Sessions C & D
Logical framework: intervention logic
The intervention logic and the importance of the project purpose
Indicators and sources of verification
Practical exercise
Session E
Logical framework: project feasibility
Identify the assumptions and evaluate the risks
Practical exercise
Session F
Logical framework: indicators
How to formulate good indicators (smart) The importance of the sources of verification
Practical exercise
Session G
Logical framework and the financing agreement, its link with the programme estimates
Examples and illustrations
Exercise on drawing up a logical framework from a financing agreement
Session H
Appraising the logical framework
Module 2: SERVICE CONTRACTS
Procurement procedures & service contract management (EDF / BUDGET)
BUDGET - EDF 10Financial and Contractual Procedures
E C R eg ulatio n - Ins tru men ts
C S P R S P
N IP R IP
A c tion F ic he & D raft F A
F inanc ing Dec is io n C R IS
Indic ative alloc ation
Im plem en tation modalities
A doption of g lobal fin./budg.
c ommitm ent
Individual fin./budg. C omm itm ent
W orks D irect L abour S upplies S ervices P aym ent R ec overy P aym ents P re-F inancing
A n n ual A c tion P rog ramm e
F inanc ing A g reem en t T ec hnic al & A dm inis trative P rov is io ns
C reation of g lobal fin./budg . c om mitment Third Country Third Party
Interim F inal B alance
P ublic procurement
O ther G rants
Objectives of the module
This module aims at strengthening the knowledge and abilities of the participants in the use of contractual and financial procedures (EDF / BUDGET) to apply in the framework of the management of service contracts financed by the EU external programmes.
Content of the module
After reviewing the different types of procedures (open, restricted, framework contracts, competitive negotiated ...) and the general rules regarding eligibility (nationality and origin), the participants will focus on the specific process of an international restricted tender for a service contract, and this, from the launching of the tender to its evaluation up to the award of contract. A case study will illustrate the theory. The last two sessions will focus on contract management, once contracts signed. The practical use of the special and general conditions is key here. The roles and responsibilities of the different actors will be highlighted at each stage. Frequent references will be made to legal sources and to the Practical Guide to contract procedures for EU external actions.
Programme of the module
Sessions A & B
General introduction to the procurement procedures
Types of public procurement procedures (open, restricted, framework contract, competitive negotiated) Eligibility (nationality and origin) and non-exclusion
Session C
Prior information and contract notice Case study
Session D
Content of a service tender dossier
Documents of a tender dossier
Responsibilities in preparing the tender dossier
Example of a tender dossier
Session E
Evaluation of tenders
Steps from launching to evaluation
Exercise: opening and verification of compliance with formal requirements
Administrative compliance Technical acceptance
Exercise on administrative and technical evaluation
Session F
Award of service contract
Exercise on financial evaluation and award of contract
Award of contract and signature
Exercise on « who, what, when? »
Sessions G & H
Contract execution
Special and general conditions
Module 3: SUPPLY CONTRACTS
Procurement procedures & supply contracts management (EDF / BUDGET)
Objectives of the module
This module aims at strengthening the knowledge and abilities of participants in the use of contractual and financial procedures (EDF / BUDGET) to apply in the framework of the management of supply contracts financed by the EU external programmes.
Content of the module
The general introduction aims to situate the supply contracts in the broader context of the EU external actions. Depending on the instrument and the sources of financing related, the module will focus more on the EDF or the BUDGET rules.
After reviewing the different types of procedures (open, local, competitive negotiated ...) and the general rules regarding eligibility (nationality and origin), the participants will focus on the specific process of an international open tender in the framework of a supply contract, and this, from the launching of the tender to its evaluation up to the award of contract. A case study will illustrate the theory. The last two sessions will focus on contract management, once contracts signed. The practical use of the special and general conditions is key here. The roles and responsibilities of the different actors will be highlighted at each stage. Frequent references will be made to legal sources and to the
Practical Guide to contract procedures for EU external actions.
Programme of the module
Sessions A & B
General introduction to the procurement procedures
Types of public procurement procedures (open, restricted, competitive negotiated, …)
Eligibility (nationality and origin) and non-exclusion
Session C
Prior information notice and contract notice Case study.
Session D
Content of a supply tender dossier
Introduction, Responsibilities
Documents of a tender dossier - Example tender
dossier
Session E
Evaluation of tenders
Steps from launching to evaluation
Exercise : opening and verification of compliance with formal requirements
Administrative and technical compliance
Exercise on administrative and technical evaluation
Session F
Award of supply contract
Exercise on financial evaluation and award of contract
Award of contract and signature
Exercise on « who, what, when? »
Sessions G & H
Contract execution :
Special and general conditions
Module 4: DECENTRALISED OPERATIONS – PROGRAMME ESTIMATES
Drawing-up of programme estimates, financial implementation and closure
Y ear 1
EDF 10
Programme Estimates and D+3Y ear 3 Y ear 4 Y ear 5 Y ear 6 Y ear 7 Y ear 2 C L O S UR E (≤24 MO NT HS ) E X E C UT IO N P E R IO D OF T HE F INA NC IAL AG R E E ME NT O P E R AT IO N AL IMP L E ME NT AT IO N P E R IO D C O NT R AC T ING P E R IO D (D AT E + 3) C L O S UR E ≤6 mon th s S tart-up P E C L O S UR E ≤6 mon th s O P E R A T IO NA L P E 1 C L O S UR E ≤6 mo nth s O P E R A T IO NA L P E 2 C L O S UR E ≤6 mon th s O P E R AT IO NAL P E 3 C L O S UR E ≤6 mon th s O P E R A T IO NA L P E 4 F A s ig ned b y A C P – S tart D+ 3 Max. s ig nature for las t P E (P E 4)
Max. deadlin e for las t P E c los ure (P E 4)
Objectives of the module
This module aims at strengthening the knowledge and abilities of participants in the context of projects implemented through decentralised operations.
Content of the module
The module deals with concepts and work methods in the framework of the programme estimates (PE), programme estimates management rules in general and the imprest component in particular.
This module is built following the structure of the
'Practical Guide to procedures for programme
estimates'. It starts with a session intended to clarify the context in which the programme estimates are used. The main actors are reviewed and their roles are clarified through an exercise on the different possible organisational set-ups of a project. Then, participants are introduced in the implication of the “Date + 3” rule in the framework of a PE. The next sessions of the module cover the preparation and implementation of programme estimates: drawing-up a programme estimate, management of the imprest component of the budget: from the initial allocation (advance) through replenishments, up to closure.
Programme of the module
Sessions A & B
Introduction to decentralised operations and programme estimates
Definitions and reminder : decentralised/centralised management
Types of decentralised operations
Programme estimates and financial/budgetary commitments
Actors and roles
Illustration: structures of decentralised operations
Session C
Programme estimates in the cycle of operations
Project documents and actors in the cycle of operations
Types of programme-estimates
Exercise Date + 3 rule – building the timeline
Session D
Drawing up and approving a PE
Drawing up a PE
Case study on the Drawing-up of a PE
Sessions E & F
Financial implementation
Expenditure commitment and case study
Initial allocation
Expenditure commitment (types of expenditures, procurement and grants under PE)
Case study
Session G
Financial implementation
Justification of expenditure and case study
Justification of expenditures (payments, record of expenditure, replenishment request)
Case study
Session H
Closure of a PE
Module 5: GRANTS - CALL FOR PROPOSALS
Call for proposals and evaluation procedures (EDF / BUDGET)
Objectives of the module
This module aims at strengthening the knowledge and abilities of participants in successfully launching and managing the call for proposals process up to the award of grant contracts in the framework of EU external cooperation.
Content of the module
This module is both of a theoretical and practical nature. It aims at presenting the context of grants, its definitions and concepts, the actors and their responsibilities. Reference to the PRAG 2013 version will be made to introduce the new terminology. Once the ‘common language’ will have been established, a closer look is taken at the different types of financial instruments (including the new generation), call for proposals and direct award mechanisms. For each type, the steps, procedures, documents and formats will be considered in detail. Due attention will be paid to the evaluation of proposals and the award process, the steps, the documents and the roles and responsibilities.
Programme of the module
Session A
Context of Grants
Definition and basic principles
Role of actors (co-applicants, affiliates,
associates) : contracting authority, beneficiaries Context of application
Session B
Call for Proposal Process
Basic rules
The open and restricted procedures Information session
Frequently asked questions (FAQ)
Session C
Call for Proposal Guidelines
The structure The annexes
Exercise
Sessions D & E
Evaluation of concept note
Steps of the evaluation Evaluation grid Verifications
Evaluation of concept note – case study Exercice on a concept note evaluation
Session F
Evaluation of full proposal
Steps of the evaluation Evaluation grid Verifications
Session G
Evaluation of full proposal – case study Exercise on a full proposal evaluation
Session H
Award
Notification Reserve list
Module 6: GRANTS MANAGEMENT
Grant contract management (EDF / BUDGET)
Objectives of the module
This module aims to strengthen the knowledge and abilities of participants in the management of grant contracts awarded in the framework of EU external cooperation and enhance their knowledge on EU contractual and financial procedures.
Content of the module
This module is both of a theoretical and practical nature. After a brief introduction about the grant framework, all steps related to the management of a grant contract will be analysed. Basic rules and principles forming the base for the correct implementation of a grant contract will be presented. Practical examples covering different phases of contract life-cycle will be discussed to highlight correct use of procedures.
Programme of the module
Session A
Context and actors
Role of the actors and management modes
Session B
Negotiation and signature
Session C
Grant contract
Content and basic rules (pre-financing, payments, visibility)
Session D
Financial management
Eligibility principles Rules and procedures
Session E
Procurement
Annexe IV
Principles and procedures
Session F
Monitoring and evaluations
On-going monitoring Reporting ROM Session G Contract modifications Principles
Addendum, extension, suspension
Session H
Project closure
Final reports Final payments Audit
