Belarus - Ukraine

Dear Beneficiaries,

 

please be informed that presentations on the interim reporting and visibility are available below in the section "Interim Reporting".

_____________________________________________________________________________

 

Dear Beneficiaries,

 

please be informed that Implementation Manual together with presentations from the training are available below in the section "Implementation".

_____________________________________________________________________________

 

Dear applicants,

Please take into account that the BY-UA Programme timetable is provided only for reference and is not a binding document.

Due to procedural matters or delays in decision-making processes, events or activities may be postponed or implemented earlier.

Sending the Information Letters on the results of the first round of evaluation within the Programme Belarus-Ukraine had to be postponed. These letters will be distributed not later than second half of October.

Let us assure you that this delay will not cause any restrictions in time or procedural matters for the applicants to appeal the decisions and/or obtain information related to the decision making process.

The appeal period will last ten working days. We will inform you about the starting day in the Information Letters.

_____________________________________________________________________________

Dear applicants,

kindly be informed about BY-UA programme timetable.

Activity

Duration

From (Start)

To (Deadline)

Comments

Call for Proposals

90 days

20.01.2016

19.04.2016

 

Information Days

15 days

01.02.2016

16.02.2016

8 Information Days for 950 participants were held in 3 cities in Belarus and 5 cities in Ukraine

Step 1: Opening & Administrative Check and Concept Note Evaluation

Opening and Administrative Check

 2 days

23.05.2016

25.05.2016

148 project proposals submitted by BY/UA applicants.

The Opening and Administrative Check was performed by the internal assessors (Management Authority).

After the administrative check, 8 applications were excluded from the further evaluation process.

 

*According to the Guidelines for Applicants (GfA), the Opening Session had to start 10 days after the deadline (19.04.2016) for the submission of applications in order to ensure the receipt of project proposals submitted by mail. However, one application sent before the deadline was returned to the applicant because of a mail service mistake. This is why it was necessary to extend the Opening and Administrative check for 10 more days.

Finalization of the evaluation grids

10 working days

26.05.2016

10.06.2016

148 grids for the project proposals were finalized

Analysis of the results of the Opening and Administrative check by the Management Authority

10 working days

13.06.2016

24.06.2016

The proposals were checked for missing documents, incomplete information in accordance with the GfA.

Drafting request letters to the applicants

10 working days

27.06.2016

08.07.2016

102 clarification letters were drafted, edited and approved.

Clarification requests sent to applicants by Managing Authority (MA)

1 day

11.07.2016

11.07.2016

Following the Administrative Check, 102 clarification letters submitted by the MA to the applicants.

Submission of clarifications by applicants

10 days

11.07.2016

20.07.2016

10 days period for applicants to submit clarifications (according to the GfA). Three applicants did not provide the requested clarifications.

Assessment of the results of the Administrative Check and Clarifications (Preparation of the minutes for the Evaluation Committees)

5 days

20.07.2016

25.07.2016

The results of the Opening and Administrative Check and clarifications submitted by the applicants were checked by the internal assessors.

First meeting of the Evaluation Committee (EvC)

1 day

29.07.2016

29.07.2016

Following the Opening and Administrative Check, the first meeting of the EvC was held on 29.07.2016 at the GIZ Office in Kyiv/UA. The MA gave a detailed presentation on the outcomes of the Opening Session and Administrative Check. The EvC was informed about the reasons for the project proposals that were rejected during the Administrative Check.

 

As a result of the Administrative Check, 8 project proposals out of 149 were rejected due to the administrative criteria “Concept Note exceeds 5 full pages” (cf. Guidelines for Assessors), because of incomplete set of documents or application written in language other than English.

 

The results of the first round of evaluation were approved by the JDMC BY-UA in written procedure on 30.08.2016.

Follow up of the first EvC meeting

2 days

29.07.2016

01.08.2016

For the following step in the evaluation process, the external assessors were selected and contracted by the Support Programme (SP). After the assessors were contracted by the SP, the Concept Notes were sent to the external assessors on 01.08.2016.

Additional explanations on the evaluation procedures had to be provided by the MA to the external assessors.

Evaluation of Concept Notes (CN) by external assessors

 10 days

01.08.2016

12.08.2016

After the Administrative Check, 141 CNs were evaluated by the external assessors. Each CN was assessed by two assessors on the “four eyes” principle. The same proposal was evaluated by two different assessors working separately and producing their own independent assessment.

Analysis of the results of the Evaluation of the Concept notes by the MA and preparation of documents for the Second meeting of the EvC

10 working days

15.08.2016

26.08.2016

The grids provided by the external assessors were checked for consistency. As a result, 55 projects had to be re-evaluated by the EvC (proposals which obtained scores with a difference of more than 10 points by different assessors).

Second meeting of the EvC

2 days

01.09.2016                       

02.09.2016                        

The second meeting of the EvC was held on 01./02.09.2016 in GIZ Office in Kyiv/UA. The EvC had to re-evaluate 55 CNs in accordance with the provisions of the GfA. The re-evaluation of the 55 CNs by the EvC was carried out during the meeting of the EvC.

 

On the whole, 97 project proposals were recommended for further evaluation.


- If one Concept Note is awarded an overall score above 30 points from one assessor and a score less than 30 points from the other assessor, no matter the score difference, the EvC voting members themselves will assess the Concept Note.
- If, for a Concept Note, the score difference between two assessors is more than 5 points, and the opinion of the assessors in charge remain unchanged (namely, to recommend or not the application for further evaluation), the EvC voting members themselves will assess the Concept Note.

Finalization of the evaluation grids & minutes of the second meeting of the EvC

10 working days

05.09.2016

16.09.2016

The minutes of the meeting and 55 evaluation grids were finalized.

Drafting the First Evaluation Report for the JDMC

10 working days

19.09.2016

30.09.2016

The second Evaluation Report was drafted and sent for approval by the JDMC on 03.10.2016.

Review of and decision on the results of the evaluation of CN by the JDMC

10 working days 

03.10.2016

12.10.2016

The First Evaluation Report (Step 2, Evaluation of CNs) was submitted to the JDMC for approval. The Report was approved by the JDMC on 12.10.2016 by written procedure. The Report was redrafted later by the results of the Appeals Committee (please see Review of the second version of the Evaluation Report by the JDMC below).

Sending Information Letters with the results of the evaluation of the CN to the applicants

 1 day

17.10.2016

17.10.2016

141 information letters were submitted to the applicants on the results of the evaluation of the CN:

-   36 concept notes pre-selected;

-   45 concept notes not recommended for pre-selection;

-   61 concept notes not covered by twice available budget.

Submission of appeals on the results of the evaluation of the CN by applicants

15 days

17.10.2016

01.11.2016

Following the submission of the Information Letters with the results of evaluation of the CN to the applicants, 7 appeal letters were received (15 days for submission of the appeal letters).

First meeting of the Appeal Committee (AC)

1 day

03.11.2016

03.11.2016

The first meeting of the AC was held on 03.11.2016. Following the decision of the AC, 1 project proposal was re-introduced in the evaluation process (104/P2/2.1).

Fourth meeting of the EvC

1 day

04.11.2016

04.11.2016

The third meeting of the EvC was held on 04.11.2016 in the GIZ office Kyiv/UA. The EvC checked and approved the results of the second evaluation step after the evaluation of the appeals.

Finalization of the minutes and evaluation grids of the fourth meeting of the EvC

10 working days

07.11.2016

15.11.2016

The minutes and the letters to the applicants who submitted appeals were finalized.

Revision and approval of the first Evaluation Report (Step 1, Opening and Administrative Check and evaluation of CN (after the Appeal Committee)

5 days

16.11.2016

21.11.2016

The first Evaluation Report (Step 1, Opening and Administrative Check and evaluation of CN) approved by the JDMC in written procedure.

Review of the second version of the Evaluation Report by the JDMC

10 working days

28.11.2016

09.12.2016

The JDMC approved the Second Evaluation Report in written procedure. The JDMC approved the evaluation report in written procedure on 01.12.2016 after several corrections.

Step 2: Evaluation of Full Application Forms

Evaluation of Full Application Forms by the external assessors

20 working days

26.09.2016

20.10.2016

The Full Applications that passed the first evaluation step were evaluated by the external assessors. Each project proposal was evaluated by 2 external assessors. The results of the evaluation of the Full Applications were submitted to the EvC.

 

The entire evaluation procedure for the Full Applications took from 20 days starting from 26.09.2016. Due to personal and family problems of two evaluators the results were belated, making this evaluation step lasting 20 working days.

 

*In order to speed up the evaluation process, step 2 (the evaluation of the full applications) was started in parallel with step 1 (the evaluation of the concept notes).

Analysis of the results of the evaluation of the full applications by the MA

10 days

21.10.2016

01.11.2016

72 grids provided by the external assessors were analyzed for consistency, proposals for the re-evaluation by the EvC were selected.

Third meeting of the EvC

1 day

02.11.2016

02.11.2016

The EvC reviewed the results of the evaluation of the full application forms and re-evaluated the applications with a difference in scores of more than 10 from two assessors.

Fourth meeting of the EvC

1 day

04.11.2016

04.11.2016

The third meeting of the EvC was held on 04.11.2016 in GIZ office Kyiv/UA. The EvC, upon the request of the Appeal Committee, re-evaluated one projects (104).

Finalization of the minutes and evaluation grids of the fourth meeting of the EvC

 

07.11.2016

15.11.2016

The minutes and the evaluation grids of the fourth meeting of the EvC were finalized.

Sending Information Letters with the results of the  evaluation of the full applications to the applicants

1 day

02.12.2016

02.12.2016

38 applicants were requested documents for eligibility check.

Submission of appeals on the results of the evaluation of the full applications by applicants

15 days

02.12.2016

17.12.2016

One appeal was obtained.

Eligibility check

10 days

17.12.2016

26.12.2016

The internal assessors checked the applicants and their affiliated entity(ies) and cross-checked them with the supporting documents provided. 6 proposals from 36 ones from the main and reserve list were found ineligible.

Second meeting of the Appeals Committee

1 day

27.12.2016

27.12.2016

The second meeting of the Appeals Committee was held on 27.12.2016 over skype. The AC reviewed and declined one appeal.

Fifth meeting of the EvC

1 day

27.12.2016

27.12.2016

The fifth meeting of the EvC was held on 27.12.2016 also over skype. The EvC approved the decisions of the 2nd Appeal Committee, reviewed the results of the Eligibility Check and approved the list of applications, recommended for the award of a grant contract and the reserve list.

The list of proposals recommended for financing included 18 applications, the reserve list included 9 applications. 6 applications were found ineligible.

The EvC approved the 3rd Evaluation report to be submitted to the JDMC.

Finalization of the minutes of the fifth meeting of the EvC

10 working days

04.01.2017

13.01.2017

The minutes of the fifth meeting of the EvC were finalized.

Preparing set of documents for the meeting of the JDMC

8 working days

16.01.2017

02.02.2017

The set of documents for the JDMC was finalized.

Meeting of the JDMC

2 days

09.02.2017

10.02.2017

The second meeting of the JDMC was held on 09./10.02.2017 in Chernihiv/UA. The Evaluation Report (Step 3, Eligibility Check) was approved. The JDMC approved the list of projects recommended for financing and the reserve list.

Finalization of the Minutes of the meeting of the JDMC

 

13.02.2017

24.03.2017

The minutes and the decisions of the JDMC in written were finalized.

Preparation of the documents for the review and approval of the Evaluation Report and the list of projects by European Commission

 

27.02.2017

10.03.2017

The set of documents, including reports and the list of projects were drafted and submitted to the European Commission for endorsement on 15.03.2017.

Review and approval of the Evaluation Report and the list of projects by European Commission

 

15.03.2017

 

Documents submitted on 15.03.2016

Review and approval of the list of projects by the Federal Ministry of Economic Cooperation and Development of Germany

 

November 2017

November 2017

 

Sending Award letters to winners

 

November 2017

November 2017

November 2017

Step 3: Implementation stage

Implementation training/Contract signing

5 days

27.11.2017

01.12.2017

The training is done in two groups, per 9 projects each. All contracts were signed by the beneficiaries on 29.11.2017

First round on-site visits

1,5 months

Feb-Mar 2018

 

On-site visits will be carried out for all 18 projects.

Training on reporting

5 days

Mar 2018

 

Training on Interim Reporting for the projects, lasting more than 12 months, with a total budget of more than 100.000 EUR.

First round of financial and narrative reporting

2 months

Apr-May 2018

 

First Interim Reports from the projects, lasting more than 12 months with a total budget of more than 100.000 EUR.

Training on final reporting (project of 12 months or less)

5 days

Sep-Oct 2018

 

The final reports from the projects lasting 12 months are due in Dec 2018- Jan 2019

Second round of on-site visits

1,5 months

Oct-Nov 2018

 

On-site visits will be organized for all 18 projects.

Second round of financial and narrative reporting

2 months

Oct-Dec 2018

 

Second Interim Reports from the projects, lasting more than 12 months, with a total budget of more than 100.000 EUR.

Training on final reporting

5 days

Dec 2018 – Jan 2019

 

Training on Final Reporting for the projects lasting more than 12 months with a total budget of more than 100.000 EUR. The final reports from these projects are due in Feb-Apr 2019.

Third round of on-site visits

1,5 months

Jan-Feb 2019

 

On-site visits will be organized for all 18 projects, including those having submitted the final reports.

Final reporting

2 months

Feb-Apr 2019

 

From projects lasting more than 12 months with a total budget of more than 100.000 EUR.

Final visits

1 month

Apr-May 2019

 

Final visits will be organized to projects having submitted the final reports in Feb-Apr 2019.

Programme Final Reporting

2 months

May-Jun 2019

 

 

  • List of expenditures.xls

    89.5 kb, XLS, Download
  • EaPTC Guidelines for Applicants_Be-Ua_ENG.pdf

    983.26 kb, PDF, Download
  • EaPTC Guidelines for Applicants_Be-Ua_RUS.pdf

    1142.2 kb, PDF, Download
  • Annex A_Grant Application Form с подстрочным переводом.docx

    236.14 kb, DOCX, Download
  • Annex B_budget - с подстрочным переводом.xls

    84 kb, XLS, Download
  • Annex C_logframe с подстрочным переводом..doc

    78 kb, DOC, Download
  • FAQ_BY-UA_updated Apr 08.pdf

    1152.19 kb, PDF, Download

Implementation

  • 01_BY-UA_Introduction_Results of the call.ppt

    1464 kb, PPT, Download
  • 02_2017-11_BY-UA_EaPTC_EN_Fin.ppt

    8309.44 kb, PPT, Download
  • 03_BYUA Grant Contract Provisions.pptx

    829.14 kb, PPTX, Download
  • 04_BY-UA_Introduction to Procurment_RU.PPTX

    2933.42 kb, PPTX, Download
  • 05_06_BY-UA_Bugetary issues and accounting requirements_RU.PPTX

    1724.01 kb, PPTX, Download
  • 08_BY-UA_Project Monitoring_RU.pptx

    520.79 kb, PPTX, Download
  • 09_BYUA Reporting_RU.pptx

    876.5 kb, PPTX, Download
  • 10_BY-UA_Project Closing_RU.pptx

    395.35 kb, PPTX, Download
  • 11_Project registration and approval (BY).pptx

    3226.32 kb, PPTX, Download
  • Зак-во МТП, нац одобрение, документы (BY).ppt

    1976 kb, PPT, Download
  • Национальный мониторинг и отчетность (BY).pptx

    1413.3 kb, PPTX, Download
  • EaPTC BY_UA-Project Implementation Manual.pdf

    1185.93 kb, PDF, Download
  • Annexes to Implementation Manual.zip

    275.83 kb, ZIP, Download

Documents to be completed

  • Annex A_Grant Application Form.docx

    146.86 kb, DOCX, Download
  • Annex B_budget.xls

    77 kb, XLS, Download
  • Annex C_logframe.doc

    52 kb, DOC, Download
  • Annex D_lefcompany.pdf

    603.07 kb, PDF, Download
  • Annex D_lefpublic.pdf

    517.97 kb, PDF, Download
  • Annex E_fif.pdf

    521.99 kb, PDF, Download

Documents for information

  • Annex II_gencond.pdf

    373.45 kb, PDF, Download
  • Annex III_speccond.doc

    178.5 kb, DOC, Download
  • Annex IX_transferassetsownership.doc

    52 kb, DOC, Download
  • Annex L Partnership Agreement.docx

    58.13 kb, DOCX, Download
  • Annex V_requestpay.doc

    44 kb, DOC, Download
  • Annex VI_finalreport.docx

    33.18 kb, DOCX, Download
  • Annex VI_financialreport.xls

    309.5 kb, XLS, Download
  • Annex VI_interreport.doc

    73.5 kb, DOC, Download
  • Annex VII _expendverif.doc

    131 kb, DOC, Download
  • Annex IV_awardproc.doc

    56 kb, DOC, Download
  • GIZ_PerDiems_2016.pdf

    725.15 kb, PDF, Download

Info-days presentations

  • 1_General info_BY-UA_rus.ppt

    1214 kb, PPT, Download
  • 2_Eligibility_criteria_BY-UA_rus.pptx

    504.45 kb, PPTX, Download
  • 3_Evaluation_BY-UA_rus.pptx

    842.69 kb, PPTX, Download
  • 4_Annex_C_Logframe_BY-UA_rus.ppt

    1209 kb, PPT, Download
  • 5_Annex A_Application_Form_BY-UA_rus.pptx

    1831.37 kb, PPTX, Download
  • 6_Annex B_Budget_BY-UA_rus.ppt

    2731.5 kb, PPT, Download

Interim Reporting

  • 1.0_BY-UA_Lessons Learned_RU.pdf

    544.42 kb, PDF, Download
  • 2.0_BY-UA_visibility_RU.pdf

    934.93 kb, PDF, Download
  • 3.0_BY-UA_Interrim reporting_RU.pdf

    766.5 kb, PDF, Download