STANDARD TWINNING PROJECT FICHE 1. Basic Information 1.1 Programme: Phare 2006 1.2 Twinning Number: HR/2006/IB/FI/05TL 1.3 Title: Developing Public Internal Financial Control in the State Treasury 1.4 Sector: Public Finance 1.5 Beneficiary country: Croatia 1.6 Maximum Budget: 230.000 EUR 2. Objectives 2.1 Overall Objective(s): The overall objective is to develop a more efficient, accountable and better-functioning public internal financial control system in the State Treasury in compliance with international standards and EU practices. Such a public internal financial control system will enable public finance in Croatia to become more efficient and transparent. 2.2 Project purpose: The development of operating processes and procedures, risk analysis, audit trails and other elements necessary for the establishment of a comprehensive system of public internal financial control within the State Treasury. 2.3 Contribution to National Development Plan/Cooperation agreement/Association Agreement/Action Plan The National Programme for the Accession of the Republic of Croatia into the EU for 2007 indicates in its chapter Financial Control as priorities raising leader awareness of the need to establish and develop a comprehensive financial management and control (hereinafter, FMC) system and further co-ordination of the establishment and development of that system. 3. Description 3.1 Background and justification: The basic framework of financial control and management is laid down in the Law on Public Internal Financial Control1 (hereinafter, the PIFC Law) and consists of a set of interrelated components, namely: control environment, risk management, control activities, information and communication, monitoring and assessment. PIFC Law defines the methodology, standards, relationships and responsibilities, and competence of the Ministry of Finance and other bodies in the implementation of the public internal financial controls system. It also defines that the Ministry of Finance is competent for coordinating the establishment and 1 See Annex III – PIFC Law. 1 development of the public internal financial control system and that the Department for Harmonisation of Internal Audit and Financial Control in the Ministry, as the Central Harmonisation Unit, is in charge of implementing coordination. The mission of the Central Harmonisation Unit is to coordinate and harmonise the methodology and guidelines for FMC and internal audit for the public sector as a whole. Its role is to manage the process of development and modification of FMC and internal audit. Central Harmonisation Unit also develops methodology for risk assessment which is obligatory for all state administration bodies to use. The Unit gives methodological guidelines concerning FMC and internal audit, evaluates activities of units for internal audit, supervises realisation of defined requests and analyses functions of units for internal audit, prepares annual report which consolidates activities of units for internal audit and heads in charge of FMC in all state administration bodies. It is also defined that the Central Harmonisation Unit has to provide sustainable capacity of education for internal auditors and employees involved in FMC in the public sector. The Budget Act defines the basic elements of control environment as follows: basic budget processes and the direction of their implementation; responsibilities and competence of the head of a budgetary user2 for the lawful, purposeful, efficient and cost-effective use of budgetary funds; separation of duties between the financial controller and the chief accountant; and the responsibility for the organization of internal audit. The policy and vision of the Ministry of Finance are laid down in the Strategic Plan for Internal Audit. In 2006, all existing business processes and stages within the State Treasury were identified and documented. The State Treasury3 is a part of the Ministry of Finance. Its basic functions are: budget preparation, budget execution, cash management; financial planning and forecasting, management of government bank accounts, revenue management, government reporting, budget accounting and public debt management. At the beginning of 2007, the Ministry of Finance issued the Annual Report on Financial Management and Control, which briefly explains what and how has been done with respect to the organizational structure of the FMC system. The Report also describes ex-ante and ex-post controls performed in the Ministry of Finance. In July 2007, the Plan for the Establishment and Development of Financial Management and Control System in the State Treasury and the Ministry of Finance was adopted. In mid-September 2007, the heads of internal organization units adopted the Plan for the preparation of written processes and procedures, which are expected to be ready by the end of 2008. Using information from these written descriptions, a map of processes will be created by the end of June 2008. Because of the specific processes in the State Treasury, guidance from experts working in Treasuries of other countries that faced the same problems is needed. Unfortunately, the Central Harmonisation Unit is not able to satisfy all specific requirements (lack of specific knowledge) that the State Treasury has. The internal audit function for the Treasury is performed by the independent Internal Audit Unit, which was established on 4 April 2005. Every year, the Internal Audit Unit updates the Three-year Strategic Plan and Annual Audit Plan, covering all functions of the State Treasury in accordance with risk assessment and available resources. The implementation of training and education for all Treasury staff to provide them with the skills and knowledge is necessary for the establishment and development of financial management and control. Without proper training, there is a danger that the system development might go off in an unwanted direction. 2 Budgetary users are state bodies, local and regional government bodies, institutions, minority councils, budget funds and local governments whose expenditures for employees and/or material expenditures are secured by the budget. 3 See Annex II - Organisational chart of the State Treasury 2 3.2 Linked activities (other international and national initiatives): CARDS 2004 - Strengthening Public Internal Financial Control Structure The overall objective of the project was to strengthen PIFC structure, which is in line with the international and EU standards, in the Republic of Croatia. This project aimed firstly at deepening and targeting the assistance on Central Harmonization Unit, Financial Management and Control and Internal Audit at the central Government level and secondly to ‘roll out’ PIFC (FMC and IA) to the lower levels of Government, especially to counties and major cities. The project consists of 2 components, service and supply. The supply part has been finalized with the 14th February 2008 and the Galileo software for PIFC licence has been delivered and installed. Pilot projects on the national and local level have been implemented with the goal of common application of international standards of internal control. All education modules (A, B, C and D) for financial management and control were delivered, and education was provided for individual budget users. The seventh module for educating internal auditors on practical examples of conducting audits was delivered. The service part started on 4th April 2008, and is planned to end on 30th October 2008. 3.3 Results: The outputs desired from this project are: Component 1: Describing business processes and procedures 1. A Report analysing the current situation and including recommendations for improvement 2. Compiled descriptions of all business processes and audit trails into the Book/Map of business processes Component 2: Risk management 3. Defined business risks that need to be managed (Risk Registry) 4. Risk Management Strategy 5. Analysis of existing and expected controls within business processes carried out 6. Plan for the elimination of internal control weaknesses 7. Draft annual report on financial management and control Component 3: Training of the Treasury staff 8. Staff trained in financial management and control through workshops and a study visit 3.4 Activities: Kick-off meeting In order to support the visibility of the project, a kick-off meeting should be organized by the Twinning partners. Specific activities for the establishment of a comprehensive system of public internal financial control are: Component 1: Describing business processes and procedures 1.1. To prepare a report analysing the current situation Analysis of the current situation should state what and how has been done with respect to the organizational structure of the FMC system so far: which processes and audit trails in the Treasury are described, how well are they described, which ex-ante and ex-post controls performed in the Treasury have been described, what other activities the Plan for the Establishment and Development of Financial Management and Control System in the State Treasury foresees. The Report should also cover recommendations for improvement concerning the results already achieved. 3 Benchmarks: a report analysing the current situation and including recommendations for improvement prepared 1.2. To describe business processes/procedures and define audit trail Formal descriptions of business processes and procedures will contain flow-charts (i.e. schematic presentations of processes/procedures), description of process activities, information on persons responsible for the performance of specified activities, deadlines for their completion and other documents (forms, instructions, etc.) used in business processes. These descriptions will also include controls within processes and personnel responsible for the performance of control activities. Benchmarks: all business processes/procedures and controls within processes/procedures documented (descriptions, flow-charts etc.) 1.3. To supervise process mapping Using information from the above list of processes/procedures and their descriptions, a map of State Treasury processes will be created so as to provide a comprehensive overview of the FMC system and its goals, and identify relationships between processes and opportunities for improvement in the business operations of the organization. The content of the map is set by the Central Harmonisation Unit and is shown here: Book/Map of business processes Form Budget User Book/Map of processes Process code Version Process owner Process name Process goal Main risks Short process description Entry: Activities: Exit: Relation to other processes/procedures 4 Resources needed for process realisation Codes and names of procedures Benchmarks: all business processes documented in the above Form, Map of business processes created Component 2: Risk management 2.1. To provide support to the State Treasury staff in identifying significant risks in business processes that need to be managed (Risk Registry) A risk analysis will be performed to identify and assess business objectives and associated risks which may affect their achievement, evaluate the likelihood of risks occurring and their “knock-on” effects (i.e. impacts on the organization) and develop appropriate risk management measures. The Risk Registry should for every identified individual risk connected to a specific business process cover: the owner (the person responsible) of the risk, the likelihood of risk occurring and its impact on the organization, necessary activities that need to be taken for reducing the risk, the person in charge for the implementation of these activities, the deadline for the implementation and date of the next overview of that risk. The Risk Registry will not be a special software application, but a folder containing MS word or other documents with the required data. Benchmarks: report on the analysis and assessment of risks prepared, Risk registry created 2.2. To develop Risk management strategy After the risks have been identified, analysed and assessed the Expert will, with the assistance of Treasury staff, recommend risk control measures to minimize or avoid any possible adverse effects of identified hazards. According to the Public Internal Financial Control Law (see Annex III) risk management includes the overall process to, having in mind the budget user’s objectives, identify, assess and monitor risks and to take necessary actions, in particular through modification of the financial management and control system, with the purpose of reducing risks. The Risk management strategy produced by the Expert shall, after the Risk Registry has been set up, for each of the risks identified and assessed, recommend control measures (risk control activities) to minimize or, if possible, avoid negative effects of these risks on business processes at the State Treasury. Benchmarks: Risk management strategy prepared 2.3. To conduct an analysis of the existing / established and expected / needed controls within business processes The analysis should include recommendation for eliminating weaknesses and recommendation for improvement to the Risk Registry. Once the Risk Registry is set up and risk control activities are defined, the Expert in coordination with the State Treasury will review the system to assess whether the expected/necessary controls are in place and are sufficient, and consider any additional control measures that may be required, such as: 5 ex ante controls, and ex post controls. Benchmarks: report on the analysis of existing and expected controls within business processes prepared 2.4. To develop a plan for the elimination of internal control weaknesses A report will be prepared identifying internal control weaknesses and making recommendations for improvement. The report should take due account of the risks involved and recommend levels of control commensurate to the extent and significance of identified weaknesses. Recommended measures should provide reasonable assurance that controls are in place and operating as intended. Controls should be cost-effective in terms of the estimated costs and benefits expected from risk prevention and detection of errors and irregularities. The developed plan will be implemented by the State Treasury at a later date without the twinning team. Benchmarks: plan for the elimination of internal control weaknesses prepared 2.5. To draft an annual report on financial management and control The annual report should reflect the operation and form of internal controls and contain information on the activities undertaken to strengthen the financial management and control framework. The report will be written based on a template provided by the State Treasury. Benchmarks: draft of the annual report on FMC prepared Component 3: Training of the Treasury staff 3.1. To provide training for staff in financial management and control All State Treasury staff will be provided with training and education that will allow them to acquire the skills and knowledge necessary for further implementation and development of the financial management and control system. Without proper training, there is a danger that the system development might go off in an unwanted direction. Training needs analysis with a focus on FMC should be carried out for the staff of the State Treasury in the form of a report. Resulting from it, a training programme should be elaborated covering workshops and seminars. Benchmarks: a report on the analysis of Treasury’s staff training needs prepared, a training programme outline prepared. 3.2. Workshops At least 6 workshops should be organised for the staff covering the following topics: descriptions of business processes and procedures and controls within processes, identifying relationships between processes and opportunities for improvement in the business operations of the organization, identifying and assessing risks in business processes, elimination of internal control weaknesses. Benchmarks: Workshop descriptions, handouts and presentations provided, implementation dates and list of participant for training events confirmed, staff trained. 3.3. Study visit Preferably a study tour on FMC should be organized for up to 6 persons in an EU Member State. This study visit should introduce several members of the State Treasury’s staff with the experience of another treasury in introducing FMC: in defining and describing processes, identifying risks and managing them through risk control activities, analysing established and expected controls, and other activities in the area of FMC. A report on the study trip should be delivered. Benchmarks: a study visit programme provided, up to 6 participants confirmed, report on the study tour provided. 6 When performing the aforementioned activities the experts should follow the indicative work schedule: Date/Duration Month 1 Activity Activity 1.1. Month 1 – Month 3 Activity 1.2. Month 3 Activity 1.3. Month 4 Activity 2.1. Activity 2.2. Month 5 Activity 2.3. Activity 2.4. Month 6 Activity 2.5. Activity 3.1. Activity 3.2. Activity 3.3. Output Report analysing the current situation and including recommendations for improvement prepared All business processes/procedures and controls within processes/procedures documented (descriptions, flowcharts etc.) Descriptions of all business processes and audit trails compiled into Book/Map of business processes Report on the analysis and assessment of risks prepared, Risk registry created Risk Management Strategy prepared Report on the analysis of existing and expected controls within business processes prepared Plan for the elimination of internal control weaknesses prepared Draft of the annual report on FMC prepared Training programme outline prepared. Workshop descriptions prepared, implementation dates and list of participants for training events confirmed. Workshop handouts and presentations provided. Staff trained. Study visit programme provided. up to 6 participants confirmed. Report on the study tour provided. TOTAL working days 3.5 Input (Working days) Two experts in total of 8 working days Two experts in total of 75 working days Two experts in total of 4 working days Two experts in total of 15 working days Two experts in total of 20 working days Two experts in total of 15 working days Two experts in total of 8 working days Two experts in total of 4 working days Three experts in total of 21 working days 170 working days Means/ Input from the MS Partner Administration: The project implementation requires participation of a key expert and a number of short term experts. 3.5.1 Profile and tasks of the Project Leader 7 Project Leader One of the short term experts defined in section 3.5.2 will act as Project Leader and, along with the work days allocated to her/him as a short term expert, s/he will also be awarded 12 work days over 6 months to work as a Project Leader. The team leader should have the following profile: - University degree in a relevant field - Fluency in both written and spoken English - Computer literacy - Good communication skills Team Leader’s tasks: In addition to the task performed in course of the activities, the Project Leader shall execute the following tasks: - oversee the implementation of the project to ensure that all support from the management and staff of the Member State side is available - will co-manage the implementation of the Project with the Project Leader from the Beneficiary Country - provide efficient leadership of the project 3.5.2 Profile and tasks of the short-term experts Short term experts (170 work days over 6 months) The experts should be civil servants/public officials of the relevant MS administration. The project implementation requires participation of minimum 6 experts, although a MS can offer more experts. The short term experts should have the following profile: Common requirements for all experts: - fluency in both written and spoken English - computer literacy - good communication, training and dissemination skills. Expert 1 and 2 (Component 1) - University degree in a relevant field - At least 5 years of experience in the field of public internal financial control - In depth knowledge of the field of financial management and control, especially of description of processes, preparation of procedures and audit trails Expert 3 and 4 (Component 2 and 3) - University degree in a relevant field - At least 5 years of experience in the field of public internal financial control - In depth knowledge of the field of financial management and control, especially in risk analysis and management and in setting up check lists and control methods Expert 5 and 6 (Component 3) - University degree in a relevant field - At least 5 years of experience in the field of public internal financial control - Experience in planning and delivering of training in the field of PIFC. 4. Institutional Framework 8 The main beneficiary institution of the project will be Ministry of Finance, State Treasury, responsible for budget preparation and consolidation, budget execution, state accounting, public debt management as well as the affairs of financial management of European Union aid funds through the National fund. Two Steering Committee meetings will be held for the purpose of reviewing the progress made under the project as well as to discuss results achieved and/or problems occurred. The first Steering Committee meeting will be held during the third month of project activities implementation in order to discuss and comment the draft start-up report. The second Steering Committee meeting will be organised during the last month of the implementation period to discuss the draft final report. It should be noted that the participation of the Member State Project Leader in Steering Committees meetings have to be combined with expert missions, in case the Member State Project Leader is also a short-term expert in the twinning light project. If the Member State Project Leader is not short-term expert in the twinning light project then his visits to Croatia, (one visit every three months) as part of his overall task to ensure coordination and political steering of the project, should be organised at the same time than the two Steering Committee meetings of the project. The exact participants of the monitoring meetings will be defined during the implementation of the project, but will at least include the following members: BC Project Leader MS Project Leader CFCA Project Manager ECD Task Manager CODEF Sector Manager 5. Budget The maximum total budget for this project is 230.000 EUR. An allocation of up to 7% from the amount will be used to cover interpretation and translation costs. Interpretation costs will be reimbursed from the budget only for the purposes of workshops and seminars. 5.1. Beneficiary’s contribution The beneficiary will ensure the availability of necessary staff of the Croatian State Treasury. The beneficiaries are committed to provide all necessary infrastructure such as office space and desktop computers with internet connection for MS experts, venue for holding seminars and workshops, and to ensure the necessary local staff/experts input. 6. Implementation Arrangements 6.1 Implementing Agency responsible for tendering, contracting and accounting Central Finance and Contracting Agency Ulica grada Vukovara 284 HR – 10000 Zagreb Mrs. Marija Tufekčić, Director of the CFCA Phone:+ 385 1 4591 245 Fax: +385 1 4591 075 9 E-mail: [email protected] Twinning Administrative Office Ulica grada Vukovara 284 HR - 10000 Zagreb Contact: Ms Štefica Belčić Phone: +385 1 4591 060 Fax: + 385 1 4591 075 E-mail: [email protected] 6.2 Main counterpart in the BC, including contact person and contact details. BC Project leader Ms Ivana Jakir-Bajo, Director for the State Budget Execution Ministry of Finance State Treasury Katančičeva 5 HR - 10000 Zagreb Phone: +385 1 4591 059 Fax: + 385 1 4591 368 E-mail: [email protected] Component 1: Mirela Zagorac – Head of Section for Financial Analyses of Budget Execution Phone: +385 1 4591 381 E-mail: [email protected] Component 2: Mirela Kovač – Expert Associate (Section for Financial Analyses of Budget Execution) Phone: +385 1 4591 023 E-mail: [email protected] Component 3: Ana Michieli - Head of Section for Fiscal Impact Assessment and Budget Analyses Phone: +385 1 4591 317 E-mail: [email protected] 6.3 Contracts Twinning light contract in the amount of 230.000 EUR 6.4 Reporting Content The Start-up report will cover the first two months of contract and will be submitted during the third month: - Clearly define the aims and purpose of the aid provided by the project, - Give detailed description of the content of particular parts of the project, - Work out in detail the activities carried out and the results achieved, - Work out in detail all modifications agreed with the beneficiary institution, - Review difficulties met during the implementation of the project and measures that were undertaken for their removal, - Provide all findings obtained in the meanwhile and preliminary conclusions and - Contain a general plan of activities for implementation of the remaining duration of the project 10 The Final Report shall be submitted within three months upon the completion of the project activities and in any case within the legal duration of the project, and it should contain the following: - Complete review of all activities carried out by MS experts during the implementation of the project, - Achieved progress concerning each activity, - Summary of all project results, with particular emphasis on mandatory results, - Estimation of the project impact compared with the project aims and measures of the achieved progress, - Identification of all important problems met during the implementation of the contract and solutions that have been applied, - Lessons drawn from the project and - Recommendations for further steps in future projects Reports shall be submitted to the Ministry of Finance – State Treasury, the Central Finance and Contracting Agency and the EC Delegation in Croatia in a form of 2 hard copies, and in an electronic version on CD. All reports should be written in English. The final report shall be translated into Croatian. The Reports will have to be jointly signed by both Project Leaders. 6.5 Language Working language and the language of all reports is English. However for the workshops and seminars involving other participants than core MS and BC experts, interpretation can be provided and this is to be decided on a case by case basis. 7. Implementation Schedule (indicative) 7.1 Launching of the call for proposals: July 2008 7.2 Start of project activities January 2009 7.3 Project completion (Indicate month and year) October 2009 7.4 Duration of the implementation period (number of months) 9 months (6 months for project activities and 3 months for starting/wrapping up) 8. Sustainability Through the development of operating processes and procedures, risk analysis, audit trails and other elements, a comprehensive system of public internal financial control within the State Treasury will be established, which will increase efficiency of using budget funds by the budget users in achieving their goals. By increasing transparency the perception of wider public regarding efficiency of civil service will be improved. 9. Crosscutting issues Based on the fundamental principles of promoting equality and combating discrimination, participation in the project will be guaranteed on the basis of equal access regardless of sex, racial or ethnic origin, religion or belief, disability, age or sexual orientation. 11 The project does not directly involve activities with an environmental impact. 10. Conditionality and sequencing Not applicable. 12 ANNEXES TO PROJECT FICHE Annex I. Annex II. Annex III. Logical framework matrix in standard format Organisational chart of the State Treasury Law on Public Internal Financial Control 13 LOGICAL FRAMEWORK MATRIX Programme name and number LOGFRAME PLANNING MATRIX FOR Project: [Cris number] Phare 2006 DEVELOPING PUBLIC INTERNAL FINANCIAL CONTROL IN THE STATE TREASURY Contracting period expires: Disbursement period expires: 30 November 2008 30 November 2011 Total budget: 230.000 € Phare budget: 230.000 € Objectively Verifiable Indicators Sources of Verification - increased efficiency of using budget funds by - European commission annual the budget users in achieving their goals reports - improved perception of wider public Internal Audit reports regarding efficiency of civil service Information bulletins for wider public Ministry of Finance statistical reports Ministry of Finance of the Republic of Croatia, State Treasury Overall objective Developing a more efficient, accountable and better-functioning public internal financial control system in the State Treasury in compliance with international standards and EU practices; such a public internal financial control system will enable public finance in Croatia to become more efficient and transparent. Project purpose Objectively Verifiable Indicators The development of operating processes - operating processes and procedures, risk and procedures, risk analysis, audit trails analysis, audit trails developed and other elements necessary for the - training and education for all Treasury establishment of a comprehensive staff provided system of public internal financial control within the State Treasury. Results Objectively Verifiable Indicators Component 1: Describing business processes and procedures 1. A Report analysing the current - Number of described business processes and situation and including the audit trails recommendations for improvement Sources of Verification - Book/Map of business processes - Annual report on financial management and control - the Risk Registry - Risk management strategy - Final Project Report - other reports Sources of Verification - Assumptions Staff of State Treasury is fully available for project implementation. Assumptions Staff of State Treasury is fully available for project implementation. Report analysing the current situation 14 2. Compiled descriptions of all business processes and audit trails into the Book/Map of business processes Component 2: Risk management 3. Defined business risks that need to be managed (Risk Registry) 4. Risk Management Strategy developed 5. Analysis of existing and expected controls within business processes carried out 6. Plan for the elimination of internal control weaknesses 7. Draft annual report on financial management and control - Number of defined business risks 3. - The Risk Registry - Risk management strategy A report on the conducted analysis of existing and expected controls A report identifying internal control weaknesses and giving recommendations for improvement Annual report on financial management and control - A report identifying internal control weaknesses and giving recommendations for improvement written Activities Means Component 1: Describing business Twinning light contract processes and procedures 2. Book/Map of business processes - Number of compared existing and expected controls Component 3: Training of the Treasury staff 8. Staff trained in financial management and control through Number of Treasury staff trained and educated workshops and a study visit 1. - - - Midterm Report, Final Project Report Specification of costs 230.000 € Assumptions Arrangement to manage the project in place and functioning effectively. to prepare a report analysing the current situation to describe business processes/procedures and define audit trail to supervise process mapping Component 2: Risk management 4. to provide support to the State Treasury staff in identifying significant risks in business processes that need to be managed (Risk Registry) 15 5. 6. 7. 8. to develop risk management strategy to conduct an analysis of the existing / established and expected / needed controls within business processes to develop a plan for the elimination of internal control weaknesses to draft an annual report on financial management and control Component 3: Training Treasury staff of the 9. to provide training for staff in financial management and control 10. workshops 11. study visit Preconditions 16
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