In the formulation stage, actions are transformed into annual Action Documents and multi-annual OPs that have a clear intervention logic and indicator framework. These documents serve as the foundation for monitoring, reporting, and evaluation. In this stage, it is important for national authorities to collaborate closely with the Commission to ensure a well-planned and mature proposed action.
Annual and Multi-annual Action Plans
In line with the IPA III Programming Framework, actions are set annually using a two-phase system:
Phase 1:
Action Relevance
Actions, whether annual (in form of Action Fiches) or multi-annual (in form of Operational Programme Fiches) are submitted for relevance evaluation. These are primarily shortlisted by the Commission based on how they align with policy objectives.
Phase 2:
Technical Maturity
Selected actions evolve into detailed annual "Action Documents" (ADs) and multi-annual “Operational Programmes” (OPs). The Commission then further assesses them based on their technical readiness.
Annual ADs, which come together annually, form the Annual Action Plan. Operational Programmes will form Multi-Annual Action Plans.
The final step is the signing of the Financing Agreement, marking the conclusion of the programming process. This agreement sets the stage for annual actions and OPs, after which the European Commission and NIPAC finalise the ADs and OPs details through mutual communication.
Creating the Action Documents and Operational Programmes
A standardised template, updated by the Commission, guides the drafting of ADs and OPs. These templates ensure actions are comprehensive, addressing various aspects like climate change, gender equality, and more.
Drafting & Preparations
National institutions, in collaboration with various stakeholders, draft the ADs and OPs. Several preparatory activities, such as environmental impact assessments, accompany this drafting.
Technical Maturity
Every AD and OP undergoes a rigorous quality check overseen by the NIPAC Office. Once it is completed, the ADs and OPs are shared with the Commission for a maturity assessment.
Maturity Assessment of Annual Actions
The "readiness" or "maturity" of an action refers to whether it is set to be implemented. Think of it as checking if a project has its blueprints ready before the actual construction begins. For annual Actions, the aim is to have 60-70% of the funds ready to go within a year after finalizing the Financing Agreement.
If an action is not ready, it will not be adopted immediately. However, this does not mean it is discarded. Actions that are relevant but not yet mature are kept in a queue for possible adoption at a later stage, perhaps the next year.
For actions to be deemed mature, all the background work should be in place. This includes documents like terms of reference, technical specifications, and more. The readiness of the institutions involved is also assessed: do they have the capacity, people, and resources to ensure the action's success?
Maturity Assessment of Operational Programmes
Operational Programmes (or OPs) span multiple years, so their maturity assessment differs from the annual checks. While it is not necessary for the entire OP to be mature immediately, a significant portion should be ready. This ensures that once the financing is in place, activities can commence without delay.
Sometimes, national authorities might seek assistance in preparing the OPs. Support can come from technical experts or even directly from EU Member States. This assistance ensures that the OPs are prepared and mature.
The primary objective is to ensure there is no significant gap between the selection of a project and its initiation. A seamless, ongoing stream of projects is the desired outcome. After a financing decision is made for an OP, activities can begin, be it for major (large infrastructure projects) or non-major projects.