Submission of the Annual Cooperation Programme Report

Second Swiss Contribution Estonia Annual Cooperation Programme Report Reporting Period - 21.11.2022 - 31.12.2023 Report Number - 1 Report Submission Date 30.04.2024 Table of content s TOC \o "1-3" \h \z \u 1. Executive Summary PAGEREF _Toc165301162 \h 4 2. Cooperation Programme progress PAGEREF _Toc165301163 \h 4 2.1 Achievement of objectives of the Cooperation Programme PAGEREF _Toc165301164 \h 4 2.2 Status of implementation PAGEREF _Toc165301165 \h 5 2.3 Work plan and financial planning PAGEREF _Toc165301166 \h 5 3. Cooperation Programme Management PAGEREF _Toc165301167 \h 6 3.1 Management and control systems PAGEREF _Toc165301168 \h 6 3.2 Audits PAGEREF _Toc165301169 \h 6 3.3 Irregularities PAGEREF _Toc165301170 \h 6 3.4 Monitoring and evaluation PAGEREF _Toc165301171 \h 6 4. Communication activities PAGEREF _Toc165301172 \h 6 5. Risk management at the level of the Cooperation Programme PAGEREF _Toc165301173 \h 6 Annex 1: Reporting according to Swiss core indicators at Cooperation Programme level PAGEREF _Toc165301174 \h 7 Annex 2: Status of implementation PAGEREF _Toc165301175 \h 8 Annex 3: Financial status PAGEREF _Toc165301176 \h 9 Annex 4: Work plan for the coming year PAGEREF _Toc165301177 \h 10 Annex 5: Financial planning (ongoing Support Measures) PAGEREF _Toc165301178 \h 10 Annex 6: Irregularities PAGEREF _Toc165301179 \h 12 Annex 7: Monitoring and evaluation plan for the coming years PAGEREF _Toc165301180 \h 13 Annex 8: Overview of communication measures at country level during the reporting period PAGEREF _Toc165301181 \h 14 Annex 9: Overview of risk assessment on Support Measure Level PAGEREF _Toc165301182 \h 15 List of abbreviations CH Switzerland CHF Swiss Franc NCU National Coordination Unit SCO Swiss Contribution Office SM Support Measure Executive Summary The Annual Cooperation Programme Report covers the period from November 21, 2022, to December 31, 2023. Progress and Achievements: Following the signing of the Framework Agreement on November 21, 2022, preparation for two s upport m easures , SM "Biodiversity Programme" and SM "Supporting Social Inclusion," commenced. SM “ Biodiversity Programme ” : Following the approval of the first stage proposal by the Swiss Agency for Development and Cooperation, a stakeholder consultation w as held in June 2023 , contributing to the preparation of a comprehensive second stage proposal, which was approved on March 7, 2024 . SM “ Supporting Social Inclusion ” : This support measure also progressed through first stage proposal approval and stakeholder consultatio n in September 2023 , leading to the preparation of a second stage proposal approved on March 21, 2024. Implementation Status: Both s upport measures were in the preparation stage at the end of 2023, and the implementation of the activities had not yet begun . The support measure a greement for the “Biodiversity Programme” was signed on April 30, 2024, with the launching event scheduled for May 30. The agreement for SM “Supporting Social Inclusion” will be signed on May 31, and its launching event is planned for October. Challenges: The preparation of the second stage proposals was a challenge, consuming more time than initially anticipated. Risk assessment has identified potential delays in IT development for the SM “ Biodiversity Programme ” and complexities in procurement and time management for the SM “ Social Inclusion Programme ” . Strategies for mitigation have been initiated, including early procurement processes and detailed support measure management planning. Financial Overview: Funding for the two s upport m easures is set, with the SM “ Biodiversity Programme ” allocated CHF 6 , 93 million and the SM “ Supporting Social Inclusion ” CHF 18 , 6 million. As the support measures are just starting, no reimbursements have been claimed yet. Risk Management: Both programmes have been assessed with low -medium risk levels . Detailed risk assessments and mitigation strategies are outlined , focusing on proactive measures to address potential delays and procedural complexities . Future Plans: The most significant activities in 2024 include the signing of s upport m easure a greements and the launching events for both s upport m easures . The SM Agreement for SM „ Supporting Social Inclusion “ will be signed on May 31. The launching event for the SM „ Biodiversity Programme “ is scheduled for May 30, and for SM „ Supporting Social Inclusion “ , it is planned for October 2024. Cooperation Programme progress Achievement of objectives of the Cooperation Programme As the s upport m easure a greements have not yet been signed and the implementation of the s upport m easures has not started , it is currently not possible to assess the effects of the s upport m easures, or provide information about the results, outcomes, and outputs . Status of implementation Following the signing of the Framework Agreement on November 21, 2022, preparation for two s upport m easures, SM "Biodiversity Programme" and SM "Supporting Social Inclusion," commenced. The Ministry of Climate, in collaboration with Programme C omponent O perators - the Estonian Environment Agency and the Environmental Board of Estonia - prepared the first stage proposal for the SM "Biodiversity Programme". The NCU submitted the proposal to the SCO on April 13, 2023. The Swiss Agency for Development and Cooperation approved the proposal on April 20, 2023. Similarly, the Ministry of Culture, in cooperation with the Ministry of Social Affairs, the Ministry of Education and Research, and the Ministry of the Interior as Programme C omponent O perators, prepared the first stage proposal for the SM "Supporting Social Inclusion". The NCU submitted this proposal to the SCO on June 14, 2023, and it was approved by the Swiss Agency for Development and Cooperation on June 28, 2023. Following the approval of the first stage proposals, consultations with stakeholders were conducted and compilation of the second stage proposals was started. Ministry of Climate, in collaboration with Programme C omponent O perators, held a stakeholder consultation on June 5, 2023, while the Ministry of Culture conducted theirs on September 21, 2023. Both events achieved considerable success, marked by active participation and constructive discussions. Stakeholders provided positive feedback on the planned activities within both s upport m easures. This feedback was incorporated into the preparation of the second stage s upport m easure proposals as much as it was possible. During the second half of the year, there was sustained communication among P rogramme O perators, Programme C omponent O perators, the N CU, and the SCO to prepare the second stage support measure proposals. The NCU submitted the second stage proposal of the SM "Biodiversity Programme" to the SCO on February 9, 2024. The Swiss Agency for Development and Cooperation approved this proposal on March 7, 2024 . Furthermore, the NCU presented the second stage proposal of the SM "Supporting Social Inclusion" to the SCO on February 26, 2024. This proposal received approval from the Swiss Agency for Development and Cooperation on March 21, 2024. The preparation of the second stage proposals proved to be a challenge, consuming more time than initially anticipated. This phase necessitated close collaboration among all involved parties. However, throughout this process, a strong partnership emerged, significantly contributing to the development of good -quality proposals. Work plan and financial planning The most significant activities in 2024 include the signing of s upport m easure a greements and the launching events for both s upport m easures. The s upport m easure a greement for the SM “ Biodiversity Programme ” was signed on April 30, 2024, with the launch ing event scheduled for May 30. The agreement for SM “ Supporting Social Inclusion ” will be signed on May 31, and its launch ing event is planned for October. Additionally, Steering Committee Meetings for both support measures are also set for October 2024 . Information on financial planning is included in Annex 5. Cooperation Programme Management Management and control systems During the first reporting period, preparations for the implementation of the cooperation program me were underway. Following the departure of the previous program me expert, a new person was recruited to the NCU in May 2023. There were no changes in the Paying Authority and the Audit Authority , as the necessary staff had already been hired . Audits During the first reporting period, no audits were conducted. Irregularities During the first reporting period no complaints were received and no irregularities were detected. Monitoring and evaluation As the support measures had not yet started , monitoring activities were not carried out. Evaluations of the support measures are planned to be carried out in 2028. Communication activities Communication concept is provided in a separate document . As the support measures had not yet started no communication activities took place in 2023 . Risk management at the level of the Cooperation Programme Risk assessment of the Cooperation Programme is based on s upport m easure p roposals as implementation of s upport me asures ha d not yet started. The overall risk level of both s upport m easure s can be categorized as low-medium. The highest risk in the SM “Bio d iversity Programme”, assessed as medium-high, is associated with IT developments in Programme Component 1, “Development of innovative monitoring technologies/solutions and improvement of environmental databases and systems”. There is concern that IT developments may take longer than anticipated. To mitigate this risk, the preparation of procurement documents has already commenced to ensure that activities can begin as early as possible. The highest risks in the SM “ Supporting Social Inclusion” assessed as medium-high are associated with time-frame constraints and procurements. The time-frame for the implementation of the s upport m easure is considered challenging. To mitigate the risk, consistent time-management and commitment of the s upport m easure team are essential. Furthermore, the complexity of the procurement procedures is perceived as a considerable risk. The risk mitigation measures include swift and good cooperation with donor, fast translation and provision of materials to donors, and consultations with the procurement experts at the State Shared Service Centre. Annex 1: Reporting according to Swiss core indicators at Cooperation Programme level Objectives of the Swiss Contribution Core Indicators (CI code) Baseline Target Achieved this period Cumulatively achieved Cumulatively achieved as % of target M anaging migration and supporting integration . Increasing public safety and security MIGR_CI_1 Number of migrants and forcibly displaced persons participating in new or expanded measures for social and economic integration 0 20000 Cross-cutting CC_CI_1 Number of people benefiting from training to improve institutional and professional capacity Annex 2: Status of implementation SM name including Swiss and Partner State SM codes Status Swiss contribution to the SM in CHF Start date End date SM Agreement and Amendments (dates of entry into force) Reporting status Assessment of progress by NCU SM “ Bio d iversity Programme ” 1st stage proposal approved by Switzerland 01.05.2024 31.08.2028 30.04.2024 Choose an element. Choose an element. SM “ Supporting Social Inclusion ” 1st stage proposal approved by Switzerland 01.06.2024 31.08.2028 31.05.2024 Choose an element. Choose an element. Annex 3: Financial status SM name including Swiss and Partner State SM codes Swiss contribution to the SM [CHF] Total reimbursements received from CH [CHF] % of Swiss contribution to the SM received from CH SM “ Bio d iversity Programme ” 6 930 000 0 0 SM “ Supporting Social Inclusion ” 18 600 000 0 0 Technical Assistance Fund 390 000 0 0 Support Measure Preparation Fund 80 0000 0 0 Total 26 000 000 0 0 Annex 4: Work plan for the coming year SM name including Swiss and Partner State SM codes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec SM “ Biodiversity Programme ” 2 nd SMP SMA L E COM COM COM AU COM AU RR TFR COM SC COM COM COM SM “ Supporting Social Inclusion ” 2 nd SMP SMA COM COM AU COM AU RR TFR COM SC L E COM COM COM Cooperation Programme level AM COM COM COM COM COM COM COM COM Abbreviations: Annual Meeting AM Audit: AU Communication activity: C OM Evaluation: EV TFM: Task Force Meeting Launching event : L E Monitoring Mission: MM Reimbursement Request: RR Second stage SM Proposals submitted to CH: 2 nd SMP Signature of SM Agreement: SMA Steering Committee Meeting : SC Submission of tender documents to CH for assessment: P Annex 5: Financial planning (ongoing Support Measures) SM name including Swiss and Partner State SM codes Swiss contribution to the SM [CHF] Reimbursements planned to be requested from CH [CHF] 202 4 202 5 202 6 202 7 202 8 202 9 SM “Biodiversity Programme” 6 930 000 0 1 852 235 1 686 569 1 709 995 1 672 078 9 123 SM “Supporting Social Inclusion” 0 7 134 836 4 668 098 4 626 548 2 170 517 SM “Technical Assistance Fund” Support Measure Preparation Fund 390 000 80 000 64 000 80 000 67 000 70 500 72 000 65 100 51 400 Annex 6 : Irregularities No irregularities were detected. SM name including Swiss and Partner State SM codes Irregularity reference number Swiss contribution to the SM in CHF Nature of actual or suspected irregularity Estimation of total financial damage in CHF (if any) Proposed financial correction in case of financial damage Status Choose an element. Choose an element. Choose an element. Choose an element. Annex 7 : Monitoring and evaluation plan for the coming years A Overview SM name including Swiss and Partner State SM codes 2023 2024 2025 2026 2027 2028 2029 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 SM “ Bio d iversity Programme ” M E E E SM “ Supporting Social Inclusion ” E E E Cooperation Programme Monitoring visit: M Evaluation : E Please see also Excel table Annex 7A - 1 Monitoring P lan B Additional information on the strategic planning of evaluations Information is provided in Excel table Annex 7B - 1 Annex 8 : Overview of communication measures at country level during the reporting period No communication activities were carried out during the reporting period. Communication measure Positive results in terms of visibility and awareness of the Cooperation Programme and CH’s image (media response, feedbacks etc.) L essons learnt ( e.g. related to (timing, place, adjustment to target groups, use of logo etc.) Annex 9 : Overview of risk assessment on Support Measure Level SM name including Swiss and Partner State SM codes Overall risk Assessment and comments by the NCU SM “ Bio d iversity Programme ” Low-Medium The overall risk level of the s upport m easure is categorized as low - medium. In the SM Proposal, most risks are assessed as either low or low-medium. The highest risk, assessed as medium-high, is associated with IT developments in Programme Component 1, “ Development of i nnovative m onitoring t echnologies/ s olutions and i mprovement of e nvironmental d atabases and s ystems ” . There is concern that IT developments may take longer than anticipated . To mitigate this risk, the preparation of procurement documents has already commenced to ensure that activities can begin as early as possible. SM “ Supporting Social Inclusion ” Low-Medium The overall risk level of the s upport m easure is low-medium. The highest risks (medium-high) are associated with time-frame constraints and procurements. The t ime-frame for the implementation of the s upport m easure is considered challenging. To mitigate the risk , consistent time-management and commitment of the s upport m easure project team are essential. Furthermore, the complexity of the procurement procedures is perceived as a considerable risk, involving factors such as donor involvement, the donor approval process, and irregularities in procurement procedures. The risk mitigation measures include swift and good cooperation with donor, fast translation and provision of materials to donors, and consultations with the procurement experts at the State Shared Service Centre. No medium-high or high risks were identified for Programme Components 1 and 4. Two medium-high risks were noted for Programme Component 2, "Strengthening the s ocial- and c hild p rotection s ervices." The first is the complexity of the procurement process, with mitigation measures previously described. The second is excess administrative burden and changes in personnel. Mitigation measures include quick responses to changes and obstacles, and honest discussions with donors in case of complications. One high risk was identified in Programme Component 3, "Increasing m ulticultural c ompetence in the e ducation s ector." It is considered that target groups may struggle to find time to participate in trainings. To mitigate this, implementing a well-planned calendar and providing long notice are advisable. Communication Concept Overview of the purpose , target audiences, main channels , visibility, evaluation and responsibilities. The purpose of communication activities The purpose of communication activities is to ensure that both the general public , stakeholders and target groups are informed and aware of the Swiss-Estonian C ooperation P rogramme and the objectives achieved with its support through open and relevant information exchange. Sub- purposes of communication activitie s Informing the public about support measures and their outcome s; Ensuring the transparency of support; Ensuring visibility of supported activities and phy sical objects ; Providing information that is accessible to everyone in clear and simple language. Target audiences Direct and indirect beneficiaries ; Target groups ; Stakeholders ; The general public ; Media . Main channels for communication and dissemination of information Media, e.g. newspapers, news portals, television, radio ; Websites of P rogram me O perator s , P rogram me C omponent operators and I mplementers ; A separate page will be created on the National Coordination Unit's website (www.rtk.ee), where necessary and up-to-date information will be compiled ; Social media channels of institutions involved in the implementation of the support measure s ; Press releases ; Relevant newsletters. Visibility On websites, in newsletters, and in produced materials, the logo of the cooperation programme and reference to the Swiss contribution are used ; In press releases, articles, and interviews, reference is made to the Swiss contribution; Visibility is ensured by signs, references to the logo of the cooperation programme/ Swiss contribution. Evaluation A nalysis of visibility and dynamics in media coverage, as well as engagement in social media. Communication activities and visibility in the medi a are monitored continuously. This helps to ensure that, if necessary, operational management can be promptly improved and the communication action plan updated. Regular d iscussion s of communication activities and results with P rogramme O perators and Programme C omponent O perators will be held , to update the action plan as needed. R esponsibilities 6.1 Responsibilities of the NCU Coordinating and supporting all communication activities regard ing the Swiss – Estonian Cooperation Programme in Estonia; Publishing the information specified in the Communication and Information Manual on the website of the NCU; Updating the website to provide useful information material to the media and stakeholders ; Providing information material and professional pictures and videos for communication activities in Switzerland; Ensuring that Programme Operators, Programme Component Operators and Implementers fulfil their obligations; Ensuring that the logo of the Swiss – Estonian Cooperation Programme and the logo of the Swiss Confederation are correctly used on all the information and communication material related to the Cooperation Programme; Informing Swiss Contribution Office about upcoming events in advance, so that possible Swiss participation can be arranged; Organising, in consultation with Swiss Contribution Office, a closing event for the Swiss – Estonian Cooperation Programme . 6.2 Responsibilities of the Programme Operators Planning and implementing communication activities of the support measure; Ensuring that all beneficiaries are aware of the support provided by the S upport M easure ; Ensuring that the Swiss support is explicitly visible on physical objects, in publications and other information materials related to the Support Measure and the Cooperation Programme; Organising a launching and a closing event of the support measure. 6.3 Responsibilities of Programme Component Operators Planning and implementing communication activities of the programme component . 6.4 Responsibilities of Implementers Planning and implementing communication activities for those programme component activities for which they are responsible for. Annex 1 Annual Action Plan for 2024 Objective Target audiences Channe l Activity Output Result Timeline Resp onsible body The Support Measure is known among the beneficiaries, stakeholders , target groups Direct and indirect beneficiaries Stakeholders T arget groups Event Organizing launching event of the Support Measure Event organised Participants of the launching event are informed about the Support Measure 30.05.2024 Ministry of Climate The Support Measure is known among the beneficiaries, stakeholders , target groups Direct and indirect beneficiaries Stakeholders Target groups Event Organizing launching event of the Support Measure Event organised Participants of the launching event are informed about the Support Measure October 2024 Ministry of Culture Information about the Cooperation Programme is available Direct and indirect beneficiaries Target groups Stakeholders The general public Media Digital communication Creating a separate page on the website of the National Coordination Unit Page is created and information is published Information about the Cooperation Programme is available to all interested parties Regularly NCU Information about the Support Measures and implemented activities is available Direct and indirect beneficiaries Target groups Stakeholders The general public Media Digital communication Publishing information on the websites of Programme Operators, Programme Component Operators, Implementers Information is published Information about the Support Measures and implemented activities is available to all interested parties Regularly Programme O perators, Programme C omponent O perators I mplementers Communication activities are thoroughly planned Programme Operators, Programme Component Operators, and Implementers NCU Meeting Ensuring effective communication with Programme Operators , Programme Component Operators and Implementers Meetings organised (quarter ly ) I nternal communication works smoothly. September 2024 NCU For official use only Notation done at: 30.04.2024 Access restriction until: 30.04.2029 Basis: AvTS § 35 lg 2 p 2 Holder of information: State Shared Service Centre Christoph Liechti Embassy of Switzerland to Latvia, Lithuania and Estonia [email protected] Ours 30.04.2024 no 11.1-23/24/1095-1 Submission of the Annual Cooperation Programme Report Dear Mr. Liechti, Hereby the National Coordination Unit of the Swiss-Estonian Cooperation Programme submits the Annual Cooperation Programme Report for the period 21.11.2022 - 31.12.2023 and the Communication Concept. Yours sincerely, (signed digitally) Urmo Merila Deputy Director General Annexes: 1. Annual Cooperation Programme Report 2. Annex 7A-1_7B-1 Monitoring and Evaluation Plan 3. Communication Concept Helena Musthallik 663 2073 [email protected] Lõkke 4 / 10122 Tallinn / 663 8200 / [email protected] / www.rtk.ee / Registrikood 70007340