1
Template of Project fiche for IPA National programmes /
Component I – centralised and decentralised management
How to adapt the template of the Project fiche:
This is the standard template for the Project fiche - centralised and decentralised
management. The text and structure should not be modified.
The phrases within [ ] should only be included if appropriate.
Text in italics is guidance to fill the appropriate sections and should not be included
in the final draft. Please remember to delete this paragraph, any other text in italics
and all the brackets in the final version.
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
2
Project Fiche – IPA National programmes / Component I
(Maximum 12/15 pages without the annexes /1500 characters no space per page)
1
IDENTIFICATION
Project Title
Short title of the project
CRIS Decision number
Project no.
Sequence numbering according to the National programme
MIPD Sector Code
Select from the list below the sector(s) to which the project
belongs:
1. Public Administration Reform
2. Justice and Home Affairs
3. Private Sector Development
4. Transport
5. Energy
6. Environment and Climate Change
7. Social Development
8. Agriculture and rural development
9. Support and other activities
The numbering is for the
sake of EU statistics and
does
not
need
to
correspond
with
the
numbering
in
the
beneficiary MIPD
ELARG Statistical code
See IPA programming guide par 7.7
DAC Sector code
See CRIS DAC Form
Total cost
(VAT excluded)1
Overall costs including other contributions (amount of EU
contribution + amount of other contributions).
EU contribution
Management mode
Centralised/centralised indirect/joint/decentralised
Centralised mngmt:
EU Delegation in charge
Decentralised mngmt:
Responsible Unit or
National
Authority/Implementing
Agency
Enter here the EU Delegation or HQ Unit or Beneficiary country
authority in charge of implementation of the project.
Implementation
Who is in charge of management of intervention(s) to be
1
For decentralised programmes: details of Central Finance and
Contracting Unit (CFCU) and Programme Authorising Officer
(PAO)
The total project cost should be net of VAT and/or of other taxes. Should this not be the case, clearly indicate the amount
of VAT and the reasons why it is considered eligible.
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
3
management
implemented?
In case of decentralised management, include also the name of
the SPO (Senior Programming Officer)
Implementing modality
Stand alone project, …
Project implementation See CRIS DAC Form
type
Zone benefiting from Indicate the region(s) concerned by the action(s) (if appropriate)
the action(s)
2
2.1
RATIONALE
PROJECT CONTEXT: ISSUES TO BE TACKLED AND NEEDS ADDRESSED
Briefly describe the context key problems/needs which are currently faced by the project
beneficiaries (as identified in the MIPD) and how the project will help to resolve these.
2.2
LINK WITH MIPD AND NATIONAL SECTOR STRATEGIES
Quote the MIPD priority(ies) that the project addresses and in a short paragraph describe
how the project helps meet the objective(s) of the MIPD and its link to MIPD sector
objectives.
Briefly describe the link with the relevant national sector strategies, including National
Development Plan and National Plan for the Adoption of the Acquis (where applicable). If
there is no relevant sector strategy, explain if the project contributes to develop one or provide
an explanation of why a sectoral frame is less important in this specific case.
2.3
LINK WITH ACCESSION PARTNERSHIP (AP) / EUROPEAN PARTNERSHIP (EP) /
STABILISATION AND ASSOCIATION AGREEMENT (SAA) / ANNUAL PROGRESS REPORT
Where relevant, briefly quote and describe what Accession Partnership (AP) / European
Partnership (EP) / Stabilisation and Association Agreement (SAA) or Annual Progress Report
priority(ies) the project will address. How will the project contribute to national plans and EU
integration?
If the priority is important for the accession negotiation process, include references to opening
or closing benchmarks for negotiation chapters.
When relevant, state the link between the project and the EU internal policies, i.e. the
contribution to the EUROPE 2020 Strategy.
2.4
PROBLEM ANALYSIS
Further describe the main problems the proposed project will address and support. Identify
who are the stakeholders most affected by the problem and what institutional and
organisational issues should be addressed.
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
4
2.5
LINKED ACTIVITIES AND DONOR COORDINATION
Provide an overview of previous and ongoing actions financed by EU, other donors (bilateralmultilateral) and national governments. In particular, provide information on:

the link between the project and the other activities in the same sector or field;

the link to any activities financed from the national budget;

the results achieved by other projects.
2.6
Lessons learned
Describe problems/issues encountered in previous projects in the same field and how they can
be avoided. If any evaluation has taken place, please describe key recommendations and
follow-up.
3
3.1
DESCRIPTION
OVERALL OBJECTIVE OF THE PROJECT
Describe the overall purpose and objective of the project. In particular, bearing in mind that
the overall objective will not be achieved by the project alone, explain why the project is
important for the country and what concrete public benefits it will bring.
For projects that are specifically designed to plug gaps / deliver a specific acquis related
outcome, describe the purpose and the principal benefit related to the country's preparation for
EU accession.
Objectively verifiable indicators for the overall objective shall be included in the log frame.
Indicators at this level are likely to be found outside the project, for example using national
statistics.
3.2
SPECIFIC OBJECTIVE(S) OF THE PROJECT
(The specific project objective(s) is(are) the single or central objective(s) of the project. The
project objective(s) can be derived from the problem the project is trying to address.)
What is(are) the specific project objective(s) which if achieved will provide a solution to: the
problem encountered in the MIPD sector; and/or to a gap that needs to be filled relevant to the
beneficiaries preparation for EU accession; or to another priority identified in the MIPD?
The project purpose/objective(s) should be SMART (Specific, Measurable, Achievable,
Realistic, Timely). Objectives and related measurable indicators, along with assumptions that
may affect the overall progress of the project, shall be included in the log frame. If the project
objective(s) is(are) met, then it will make a contribution to the overall objective.
Note that main results and underlying activities proposed to achieve the project objective(s)
should be described under items 3.3 and 3.4.
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
5
3.3
RESULTS
List the main anticipated results.
It will be important to be able to measure the results, therefore objective verifiable indicators,
along with assumptions that may affect their progress during the life of the project, shall be
included in the log frame. If the results are achieved then the project objective will be met.
3.4
MAIN ACTIVITIES
List the main activities, include details on the means/contracts to deliver them, e.g. provision of
grants, services, personnel, works, and contracts to be deployed in relation to these. Where
applicable, include national-funded contracts linked to the activity as well as identification of
source of co-financing funding and its availability. The activities use means/contracts and if the
assumptions (such as co-financing and linked activities) are correct, they will achieve results.
3.5
ASSESSMENT OF PROJECT
(WHERE APPLICABLE)
IMPACT, CATALYTIC EFFECT AND CROSS BORDER IMPACT
Describe how the immediate impacts of the project will contribute to intermediate impacts
which may be defined in MIPD priorities or in MIPD sector objectives.
Mention any additional benefits or positive spill-over effect that it may bring for other
beneficiaries and stakeholders or cross-border effects.
3.6
SUSTAINABILITY
Describe how the expected results will be sustainable in the long term. Illustrate commitments
or resources to be provided by the beneficiary to make results sustainable, including possible
human and financial resources required and provided for the maintenance of results once the
project is completed.
3.7
ASSUMPTIONS AND PRE-CONDITIONS2
Identify the main risks and list the mitigating measures.
Indicate any pre–condition to be met.
Provide a list of preparatory activities/studies, contracts and implementation milestones.
4
IMPLEMENTATION ISSUES
In the light of the activities/means/contracts indicated in section 3.4, provide information on
the management mode(s) and any delegated partners.
2
Assumptions are external factors that have the potential to influence (or even determine) the success of a
project but lie outside the control of the implementation managers. Such factors are sometimes referred to as
risks or assumptions but the Commission requires that all risks shall be expressed as assumptions. Preconditions are requirements that must be met before the sector support can start .
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
6
4.1
INDICATIVE BUDGET
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
7
Indicative Project budget (amounts in EUR) (for decentralised management)
SOURCES OF FUNDING
PROJECT TITLE
IB
(1)
INV
(1)
TOTAL
EXPENDITURE
TOTAL PUBLIC
EXPENDITURE
IPA
CONTRIBUTION
EUR
EUR
EUR
(a)=(b)+(e)
(b)=(c)+(d)
(c)
%
(2)
PRIVATE
CONTRIBUTION
NATIONAL PUBLIC CONTRIBUTION
Total
EUR
%
(2)
(d)=(x)+(y)+(z)
Central
Regional/Local
EUR
EUR
(x)
(y)
IFIs
EUR
EUR
(e)
%
(3)
(z)
Activity 1
Contract 1.1
–
–
–
Contract 1.2
–
–
–
Contract 2.1
–
–
–
Contract 2.2
–
–
–
Activity 2
……
TOTAL IB
TOTAL INV
TOTAL PROJECT
NOTE: DO NOT MIX IB AND INV IN THE SAME ROW. USE SEPARATE ROWS.
Amounts net of VAT
(1) In the Activity row, use "X" to identify whether IB or INV
(2) Expressed in % of the Public Expenditure (column (b))
(3) Expressed in % of the Total Expenditure (column (a))
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
8
Indicative Project budget (amounts in EUR) (for centralised management)
SOURCES OF FUNDING
PROJECT TITLE
TOTAL
EXPENDITURE
IB
(1)
INV
(1)
EUR
(a)=(b)+(c)+(d)
IPA CONTRIBUTION
EUR
(b)
PRIVATE
CONTRIBUTION
NATIONAL CONTRIBUTION
%
(2)
Total
EUR
%
(2)
(c)=(x)+(y)+(z)
Central
Regional/Local
IFIs
EUR
EUR
EUR
EUR
(d)
(x)
(y)
(z)
%
(2)
Activity 1
contract 1.1
–
–
–
contract 1.2
–
–
–
contract 2.1
–
–
–
contract 2.2
–
–
–
Activity 2
……
TOTAL IB
TOTAL INV
TOTAL PROJECT
NOTE: DO NOT MIX IB AND INV IN THE SAME ACTIVITY ROW. USE SEPARATE ROW
Amounts net of VAT
(1) In the Activity row, use "X" to identify whether IB or INV
(2) Expressed in % of the Total Expenditure (column (a)
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
9
4.2
INDICATIVE IMPLEMENTATION SCHEDULE (PERIODS BROKEN DOWN BY QUARTER)
Dates indicated in the schedule cannot go beyond the contracting and execution deadlines in
the financing proposal
Contracts
Start of
Tendering/
Call for
proposals
Signature of
contract
Project Completion
Contract 1.1
Contract 1.2
…..
Contract 2.1
……
All activities should in principle be ready for tendering in the 1ST Quarter following the signature of the
FA.
Describe by whom and how the procurement/grant award dossiers (technical specifications, terms of
reference, guidelines for applicants, etc.) will be prepared, whether external preparatory studies or
expertise is needed and what is the status of recruiting such external experts and plan for preparations
of the procurement/grant award dossiers so that the tenders can be launched as soon as the FA is
concluded.
If necessary, explain the sequencing of the project activities / contracts.
4.3
CROSS CUTTING ISSUES
4.3.1 Equal Opportunities and non discrimination
Describe how the project takes account of gender aspects during design and implementation
phase.
4.3.2 Environment and climate change
Describe how environmental considerations have been integrated in the project design.
4.3.3 Minorities and vulnerable groups
Describe how the project takes account of people belonging to minorities/vulnerable groups
and if their involvement is facilitated.
4.3.4 Civil Society/Stakeholders involvement
Indicate what measures have been taken to associate civil society and other relevant
stakeholders in the design and implementation of the project.
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
10
ANNEXES
Documents to be annexed to the Project fiche
1. Log frame
2. Description of Institutional Framework
(Including composition of the project Steering Committee, Sector Monitoring Sub-Committees,
and sectoral working group)
3. Reference list of relevant laws and regulations only where relevant
4. Details per EU funded contract(*) where applicable:
For TA contracts: outputs expected from the contractor and indicative budget breakdown.
For twinning contracts: main components and activities foreseen, indicative budget
breakdown, profile of the MS project leader, resident twinning advisor and key short term
experts as well as name and position of the project leader of the BC.
For grants schemes: components of the scheme, eligible target group and activities (in case of
direct grants, justification for selection of grant beneficiary without call for proposal).
For supply contracts: reference to feasibility study as well as indicative list of items, cost
estimate, intended beneficiary, indication on how detailed technical specifications will be
prepared, provisions for maintenance + section to be filled in on assets' ownership(**).
For works contracts: reference to feasibility study for the construction works, identification of
the site, indicative list of works to be completed and cost estimate, indication on how technical
specifications will be prepared, provisions for maintenance and information on assets'
ownership(**); account of services to be carried out for the service part of the contract.
Please note that feasibility study is a pre-requisite when works and supply contracts are
proposed.
For each activity, describe format and co-financing plan.
(*)
Non standard aspects (in case of derogation to PRAG) also to be specified.
(**) Assets' ownership, maintenance plans (applicable to all supply and works contracts):



Ownership of assets (current and after project completion)
Maintenance plans
Describe any co-financing arrangement how this will be implemented and by
when
5. Project visibility activities
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
11
ANNEX 1: Logical framework matrix in standard format
LOGFRAME PLANNING MATRIX FOR Project Fiche
Project title and number
Contracting period expires
Total budget
Execution period expires
:
IPA budget:
Overall objective
Objectively verifiable
indicators (OVI)
Sources of Verification
Specific objective
Objectively verifiable
indicators (OVI)
Sources of Verification
Assumptions
Results
Objectively verifiable
indicators (OVI)
Sources of Verification
Assumptions
Activities to achieve results
Means / contracts
Costs
Assumptions
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management
12
Annex 16 — Template of Project fiche for IPA programmes / component I – centralised and decentralised management