ta_ab_bayrağı.png

STRENGTHENING THE INSTITUTIONAL CAPACITY OF THE CFCU

 

Activity 1.1. Workshop for Component 1: Optimization of CFCU organizational structure and business principles and procedures

2-day long workshop for the CFCU staff with the purpose of information exchange, brainstorming and receiving feedback covering all aspects of the optimization of CFCU business processes were organised at the premises of the Ministry of Treasury and Finance on January 23rd and 24th, 2020.

Optimization of CFCU organizational structure and business principles and procedures activities are essentially oriented to improve the organizational capital of the CFCU through the business process re-engineering.

The activities aim to optimize the institutional structures and workflows to improve the quality and timing of the processes and to enhance and sustain the institutional capabilities including establishment of new departments and systems as necessary and considering the possibilities and capabilities of the digital transformation.

The enhancement of the institutional capabilities will be based on the analysis for the prospective functions to be implemented by the CFCU taking into account the developments in the EU legal framework as well as real experiences in the case of CFCU institutions in the new entrant EU members and similar structures in the EU Member States.

Being an indispensable tool for process optimization, process digitalization will follow this task and will be performed within the scope of the project.

ta_9

 

Activity 2.1. Workshop for Component 2: Digitalization of the Business Processes

3-day workshop for 23 participants (15 of the CFCU staff and 8 participants from TUBITAK and Ministry of Energy and Natural Sources, which are competent institutions in the field of IT) with the purpose of evaluating the architecture and functional structure of the software to be developed, discussing the practicality and receiving feedback was organized at a 4-star hotel in Ankara between November 11th-13th, 2019.

Digitalization of the Business Processes activities aim to benefit from the efficiency and effectiveness gains ensured by digital transformation. The institutional business processes are to be subject to the transformation at the largest possible extent to maximize the process optimisation. The activities will cover the transfer of the re-engineered processes into electronic medium, establishment of new IT systems particularly the information management systems and integration of existing and new tools essentially.

ta_8

 

Activity 3.1. Workshop for Component 3: Provision of Technical Expertise

1-day long workshop for the CFCU staff with the purpose of information exchange, brainstorming and receiving feedback covering all aspects of the Component 3 was organized at the CFCU premises on October 25th, 2019.

Provision of Technical Expertise activities are designed to acquire short-term external expertise regarding the subjects for which specific technical knowledge is required for management of the cooperation process particularly in terms of project scope and performance of the document controls. In addition, technical expert opinion / report on horizontal issues related to tenders or contracts such as disputes, claims, tax and customs issues will be provided upon request.

Moreover, guidelines for the CFCU and Lead Institutions/End Beneficiaries staff for project implementation will be developed/updated, education material through the monitoring findings will be produced, question-answer database will be established, and consistency of the control of ex-ante and ex-post controlled files will be ensured.

ta_7

 

Activity 4.1. Workshop for Component 4: Developing and Implementing Policies, Programs and Training / Consulting Practices for the Improvement of Human Resources

1-day long workshop for the CFCU staff with the purpose of information exchange, brainstorming and receiving feedback covering all aspects of the improvement of human resources and its management was organized at the CFCU premises October 30th, 2019.

Developing and Implementing Policies, Programs and Training / Consulting Practices for the Improvement of Human Resources and Management activities are oriented to constitute a comprehensive institutional human resource policy and practice in order to ensure the sustainability, competency improvement, specialization and effective utilization of the CFCU human resources. Through the defined human resources policy and practices, the quality assurance of the human capital will be ensured for the well-functioning of the institution in one side; and in the other side the employees will benefit from their CFCU career as if they are enrolled into a career development program within the work domain through extensive theoretical and practical education and trainings. This will ultimately serve to the stability of the staff and the maintenance of the institutional knowledge through decreasing the staff turnover rate.

Based on the analyses for the business process re-engineering study and the outcomes of the Component 5: Developing Cooperation with Stakeholders and Lead Institutions / End Beneficiaries, a continuous education, training excellence and guidance division i.e. CFCU Academy will be designed to serve both the CFCU and stakeholders particularly the Lead Institution/End Beneficiary staff delivering regular and demand based training and consultancy.

ta_6

 

Activity 5.1. Workshop for Component 5: Developing Cooperation with Stakeholders and Lead Institutions / End Beneficiaries

1-day long workshop for selected CFCU and relevant stakeholders staff (approximately 30 participants) with the purpose of information exchange, brainstorming and receiving feedback covering all aspects of cooperation between CFCU, EUD, NAO, NIPAC and the Lead Institutions / End Beneficiaries held in a 4-star hotel in Ankara.

Developing Cooperation with Stakeholders and Lead /End Beneficiary Institutions activities are mainly oriented to improve the human capital within the stakeholder institutions. The consultation services will primarily be provided via the regular and demand based consultations by the CFCU Academy that will be established within the CFCU structure via this project. The Programming Support Unit is envisioned to provide consultancy to the programming especially through the transfer of the knowledge in the form of lessons learnt in the post-programming phases by the CFCU. The IT systems that will be established by this project such as electronic tender database will also support the capacity of the CFCU to respond the consultation request of the stakeholders. Sound cooperation principles, methodologies and tools which would ensure effective and efficient knowledge management and sharing will be established to increase the level of the cooperation between the CFCU and its stakeholders.

ta_5

 

CFCU STAFF TRAINING: INDIVIDUAL AND INTERPERSONAL EFFECTIVENESS

 

ta_4

 

Within the scope of "Strengthening the Institutional Capacity of the Central Finance and Contracts Unit” project which is co-funded by the European Union and the Republic of Turkey, under the component for improving human resources, trainings aiming at enhancing individual and interpersonal effectiveness of the CFCU staff were held in Sapanca-Sakarya between December 4th-6th, 2019.

ta_3

 

THE OPENING EVENT OF THE PROJECT "STRENGTHENING THE INSTITUTIONAL CAPACITY OF THE CFCU"
 

ta_2

 

The opening event of the project “Strengthening the Institutional Capacity of the CFCU” of which the studies started in the 15th anniversary of the Unit with the aim of shaping the future decades of the CFCU was held on 17.04.2019 with the participation of the Deputy Minister of Treasury and Finance and National Authorizing Officer, Mr Bülent Aksu; Head of the Delegation of the EU to Turkey, Ambassador Mr Christian Berger; Ambassador of the Hungary to Ankara, Mr Viktor Matis; NIPAC representative Deputy Director of Financial Cooperation and Project Implementation, Mr Bülent Özcan; the representatives of IPA and other national contracting authorities and PAO and CFCU Director, Mr M. Selim Uslu.

 

In his speech, Mr Aksu, underlining that the project is the result of institutional dynamics of the CFCU, thanked the CFCU for the project initiative on the improvement of the institutional capacity. Mr Aksu also extended his special thanks to the EU Delegation as well as to NIPAC for their contribution to the realisation of the project and confirmed his persistent support for the successful implementation of the project. Furthermore, Mr Aksu stressed that the project will contribute to the transformation of the institutional capacity of the CFCU to utilise varying EU and national funds and amplify the value it produces for the country. He added that such a transformation will function to internalize, develop and sustain the institutional capacity of the CFCU obtained through the EU cooperation.

 

In his speech, Ambassador Berger expressed that the EU authorities attribute a particular importance to the project based on its potential to contribute the capacity of any institution to benefit from the IPA funds through cooperation with the CFCU. Mr Berger also emphasized that the project was a strong sign of the commitment of the EU and efforts of the Turkish authorities to accomplish the common objectives.

 

Ambassador Matis, with reference to the Hungary origin of the Contractor, pointed out that the partnership is a result of the accelerating convergence between the Hungary and Turkey thanks to the EU accession process. He also shared his belief that the project would contribute to the development of the cooperation between the Hungarian and Turkish people and business environment as well as the EU and Turkey financial cooperation.

 

Mr Uslu, the PAO and CFCU Director, highlighted that the CFCU, in cooperation with its stakeholders, has accomplished 2698 contracts with a total amount of over 1.4 billion EUR in the last decade beginning with the inception of the IPA programme in 2007. He pointed out that this project is an important step to further enhancement of the capacity improvement for the IPA system and a particular pre-emptive action to the financial backlog problem so as to ensure the effective and efficient utilisation of the available funds.

 

The Definition of the Project

The project purpose is to contribute to the effective and efficient utilisation and management of the funds and projects implemented by the CFCU. The project budget is €1,991,000 with an EU contribution of €1,791,900 and a national contribution of €199.100.

 

The project envisages accomplishing its purpose through:

  • improving the efficiency and effectiveness of the CFCU business processes
  • ensuring the steady development of human resources
  • enhancing the CFCU institutional capacity to operate on the whole of the PCM steps in project management including programming and evaluation and
  • enhancing and systematizing the cooperation with the IPA stakeholders.

 

The activities to be performed to achieve these goals during the 30-month implementation period are categorized under the five components below:                  

  • Optimization of the CFCU Business Processes
  • Digitalisation of the Business Processes
  • Establishment of Technical Control Capacity
  • Development of Human Resource Management System
  • Development of Consultancy Capacity of the CFCU

 

ta_1

 

The Expected Project Outcomes

It is expected that the activities of this project as a whole will provide improvement in the process quality of the PCM and enhance the outcomes of the IPA projects both quantitative and qualitative manner in the direction of the objective of EU-TR financial cooperation. Specifically, the quantitative improvement is expected to be ensured via tackling the fund losses and backlog through decreasing the duration of contract (tender, grant, twinning) document preparation process, document rejection rates and cancellation rate of the contracting processes; and the qualitative improvement is expected to be ensured via tackling the quality losses through increasing the focus and sources on the quality of the contracts and contract implementation with the improvement of quantitative concerns. Thus, the projects funded by the EU-Turkey financial cooperation will be implemented more efficiently and effectively to improve the outcomes of the contract implementation, which would in return provide added value for Turkish and EU tax payers.

Click for the project brochure.