THE DETAILED TWINNING LIGHT PROJECT FICHE
1. BASIC INFORMATION
1.1. Désirée number: 2005/17360.05.02
1.2. Twinning number: EE05-IB-TWP-ESC-09
1.3. Project Title: Rising awareness on exposure based risk assessment of
chemicals
1.4. Beneficiary:
Direct beneficiary: Ministry of Social Affairs of Estonia (MoSA)
Indirect beneficiaries: Ministry of the Environment; Ministry of the Interior,
Ministry of Economic Affairs and Communications, Chemicals Notification
Centre; Health Protection Inspectorate; Labour Inspectorate; Technical
Inspectorate; Environmental Inspectorate; Rescue Board; The Estonian
Association of Chemical Industry
2. OBJECTIVES
2.1. Overall Objective – The risks posed by chemicals to health and environment
are controlled.
2.2. Project purpose – The Estonian relevant governmental institutions are ready
for risk assessment and management of chemicals according to the REACH
regulation and the EC directive on the assessment of the effects of certain
plans and programmes on the environment to protect health and environment
3. BACKGROUND AND JUSTIFICATION
3.1. Context in the beneficiary country
Chemical safety is a horizontal discipline encompassing workers safety,
consumer safety, environment protection and protection of property.
Since the accession to the EU in 2004 great steps have been made toward
improving the situation of chemical safety in Estonia. Estonia has multiple
small but fairly well working governmental organisations, ministries and
agencies to manage the EU legislation. The co-operation between and coordination of activities of ministries and authorities in charge has been greatly
improved since the accession to the EU. Taking into account the horizontal
character of chemicals safety, this is an important achievement.
However, as the EU has worked out new EU chemical policy and REACH
regulation has been adopted to implement the new policy, then Estonia is faced
with a new challenge - to implement REACH regulation especially the skills to
assess risks to health and environment need to be improved. Furthermore,
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general understanding on risk assessment of chemicals, substance evaluation,
and compilation of safety data sheets is obligatory for broader scale of
personnel from several institutions. There is clear lack of such kind of
knowledge in most of the institutions responsible for REACH implementation
and enforcement.
Improvement of the implementation of the environmental impact assessment
and
strategic environmental assessment is needed in Estonia as well. The task to
carry out such kind of assessments is vital for improving the general safety of
human and environment in Estonia. At present, there is clear lack of expertise
and skilled personnel from the side of public authorities to carry out and
evaluate such kind of assessments from the health as well as from
environmental side.
As the chemical safety is a horizontal issue then several ministries have certain
tasks and responsibilities on the field of chemical safety. The Ministry of Social
Affairs and institutions in its administrative area are the co-coordinating
institutions of the implementation of chemical safety legislation in Estonia.
Clear responsibilities lie also with the Ministry of the Environment in this field.
According to the REACH regulation the competent authority of substance
evaluation is Chemicals Notification Centre in Estonia.
The other main authorities whose roles assume skilled personnel on risk
assessment and management of chemicals (including understanding of
environmental impact assessment and strategic environmental assessment) are:
1) Health Protection Inspectorate
2) Labour Inspectorate
3) Technical Inspectorate
4) Environmental Inspectorate
5) Rescue Board
Currently the expert level on risk assessment of chemicals is present only in
Chemical Notification Centre. However, in order to fulfil the REACH
requirements additional personnel to the Centre is needed and additional
training from the point of view of REACH is needed to all experts. The level of
knowledge of personnel of other institutions mentioned above should be raised
at least to general level to fulfil the duties of the member state according to the
REACH regulation.
3.2. Accession Partnership, NPAA priority and contribution to national
Development Plan
1) Risks to human health and environment shall be evaluated according to the
following acts:
Regulation (EC) No 1907/2006 of the European Parliament and of the Council
of 18 December 2006 concerning the Registration, Evaluation, Authorisation
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and Restriction of Chemicals (REACH), establishing a European Chemicals
Agency, amending Directive 1999/45/EC and repealing Council Regulation
(EEC) No 793/93 and Commission Regulation (EC) No 1488/94 as well as
Council Directive 76/769/EEC and Commission Directives 91/155/EEC,
93/67/EEC, 93/105/EC and 2000/21/EC
Directive 98/8/EC of the European Parliament and of the Council concerning
the placing of biocidal products on the market
Council Regulation (EEC) No 793/93 on the evaluation and control of
the risks of existing substances
Commission Regulation (EC) No 1488/94 laying down the principles
for the assessment of risks to man and the environment of existing
substances in accordance with Council Regulation (EEC) No 793/93
Commission Directive 93/67/EEC laying down the principles for
assessment of risks to man and the environment of subtances notified in
accordance with Council Directive 67/548/EEC
2) Environmental risks shall be evaluated according to the following acts:
Directive 2001/42/EC on the assessment of the effects of certain plans and
programmes on the environment
Other documents:
Protocol on Strategic Environmental Assessment to the Convention on
Environmental Impact Assessment in a Transboundary Context
Estonian Environmental Strategy until 2030
3.3. Description of the Beneficiary institution
The direct beneficiary of this project is Ministry of Social Affairs of Estonia
(MoSA). The Ministry of Social Affairs is responsible for the implementation
of legislation on chemicals as regards placing them on the market. The Ministry
of Social Affairs represents Estonia in international co-operation concerning
chemical control with focus on measures before or during placing chemicals on
the market. MoSA is responsible for Chemical Act (which is a general
horizontal law in the field of chemical safety in Estonia) as well as for
implementation of REACH regulation.
There are two departments in the MoSA responsible for chemicals regarding
risks to humans: Labour Department (deals with chemical safety at the
workplace) and Public Health Department. According to the statute of the
Ministry one of the main tasks of the Public Health Department is to assure that
the living environment maintains and supports health. The Public Health
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Department has previous as well as new experience on coordinating market
surveillance on chemical products.
The general co-ordination of transposing and implementing the EU legislation
of the chemicals safety in Estonia is managed by the Chemical Safety Unit
formulated within the Public Health Department in the Ministry. Moreover,
the Ministry of Social Affairs has also the leader position and responsibility for
managing the inter-ministerial Chemical Safety Commission established with
a government regulation. The main tasks of this Commission are:
 assess current problems concerning chemical safety and make proposals
to government agencies for the prevention or reduction of hazards arising
from chemicals;
 make proposals to the Government of the Republic for the drafting or
amendment of legislation regulating the handling of chemicals;
 provide expert analysis of bills concerning chemical safety and draft
legislation related to thereto;
 provide expert advice and consultations to government agencies in the
field of chemical safety;
 plan and co-ordinate the organisation of discussions on chemical safety;
 draft a chemical safety development plan.
The main task of Health Protection Inspectorate (subordinated by MoSA) in
the field of chemical safety is to survey whether the pre-conditions and requirements to chemicals for placing on the market are met or not. Therefore, it
is obligatory that the inspectors are familiar with risk assessment of chemicals
and are ready to inspect whether the conditions and requirements stated in SDS
(safety data sheet) are met or not case by case.
Labour Inspectorate (subordinated by MoSA) is responsible for surveillance
of chemical safety at working place. Therefore, the inspectors should be trained
to understand and use the SDS compiled according to the REACH regulation in
order to check the compliance of the conditions at working place with the
information stated on SDS. They should be also skilled to understand the risk
assessments and management in a broader scale.
Besides Health Protection Inspectorate and Labour Inspectorate also Chemicals
Notification Centre (CNC) is in the administrative field of the Ministry. The
main tasks of CNC are to manage the EU systems for new and existing
chemicals and for export-import notification in Estonia. CNC also has to run the
technical part of Estonian participation in the work concerning the Convention
on chemical weapons. CNC is appointed also as the competent authority of
substance evaluation according to the REACH regulation.
All these responsibilities of the Ministry and institutions within its
administrative area demand very skilled employees regarding chemical safety.
Therefore, it is especially important to increase the level of knowledge of the
personnel on risk assessment and risk management as one of the keystone
element in the implementation of EU chemicals legislation.
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The Ministry of the Environment (ME) is responsible for environmental
impact assessment and strategic environmental assessment and therefore it is
obligatory to the personnel to understand on a broader scale the principles of
risk assessment. Also, the ME is responsible for the Environmental Impact
Assessment and Environmental Control Act in Estonia.
Environmental Inspectorate subordinated to the ME is responsible for
assessing measurements from risk assessment using the information from the
SDS and checking whether the conditions and requirements stated there are
applied.
Ministry of the Interior is responsible for internal security and therefore risk
assessment and management is a part of their everyday work. Also, according to
the Chemical Act the rescue services are responsible for survey of the safety
reports and plans for emergency situation. Based on that it can be stated that the
personnel of these institutions need very good understanding on risk assessment.
The chemical safety area is strongly connected with innovation and have clear
influence on economy. Therefore, the Ministry of Economic Affairs and
Communication has also been involved in the proceeding of the REACH
regulation and is involved in the implementation of REACH regulation. Also,
the Technical Inspectorate subordinated to the ministry, has certain tasks in
surveillance according to the Chemical Act. The inspectorate is responsible for
survey of chemical safety in appropriate aspects in certain dangerous
enterprises; the personnel shall be also able to inspect the chemical safety
report.
Very good co-operation between concerned institutions (Ministry of the
Environment; Ministry of the Interior, Ministry of Economic Affairs and
Communications, Chemicals Notification Centre; Health Protection
Inspectorate; Labour Inspectorate; Technical Inspectorate; Environmental
Inspectorate) is desired and at least general understanding regarding risk
assessment and risk management is obligatory for personnel of these
institutions.
3.4. Linked activities
1) Bilateral project between Swedish Chemicals Inspectorate, KemI and The
Ministry of Social Affairs: Support to Estonia on chemicals control, 2002-2004
Project focussed on support to ministries and governmental bodies in charge of
chemicals legislation. The main counterparts and target groups were Ministry of
Social Affairs and the two institutions connected to the Ministry: the Chemicals
Safety Committee and the Chemicals Notification Centre (CNC). Expert
support was provided regarding tasks concerning notification of new chemicals
and of existing chemicals.
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2) Project funded by the SIDA (Sweden): the education in toxicology in
Estonia, Latvia and Lithuania 2002-2005. The project was aimed at educating
the chemicals control staff in the Baltic countries in toxicology.
As REACH regulation, that came into force in 2007, sets new principles for the
policy of chemical safety as well as introduces new responsibilities then there is
no duplication between current Twinning Light and before-mentioned projects.
3.5. Proposed methodology
The personnel of direct beneficiary and other relevant institutions will be trained
on risk assessment and management via several lectures and practical lessons.
The trainings have been designed in five thematic blocks:
1) Training on risk assessment of chemicals;
2) Training on strategic environmental assessment;
3) Training on substance evaluation according to REACH regulation;
4) Training on identifying uses and compilation of safety data sheet,
including exposure categories and scenarios according to REACH
regulation;
5) Study visit to see how the practical work has been arranged in another EU
member state.
The first thematic block is meant to all beneficiary institutions while it should
provide basic knowledge on risk assessment of chemicals. However, those
officials who have already good knowledge on risk assessment and management
of chemicals could be left out of this block.
The second block is also recommended to everyone while this block should
cover the basic knowledge on strategic environmental assessment but it will go
also in more sophisticated parts like combined effects in environmental impact
assessments.
The third block is mainly addressed to the personnel of the Chemicals
Notification Centre while the task to evaluate substances according to the
REACH regulation is their responsibility. However, also the personnel of the
MoSA and ME should understand the philosophy of substance evaluation
according to the REACH regulation and as the expert pool of substance
evaluation should be broadened in Estonia to lower the risks posed to the
institutions via quick changes in personnel of public authorities, the training
should also be open to other target institutions.
The fourth thematic section – training on safety data sheets (SDS) - is highly
recommended to all target groups as this will be one of the key factors to
everyone to fulfil their tasks according to the REACH regulation.
The study visit is meant only for representatives of Beneficiary institutions.
Previous experiences have shown that seeing first hand good functioning
arrangement of practical work in another EU country can have high value for
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arranging the practical work in Estonia. The strategic environmental assessment
and the assessment of risks posed by chemicals to health and environment are
relatively new areas in EU. Furthermore, these areas are very specific, technical
and direct practical experience on how to handle and organize the processes
would highly support the achievement of the project purpose.
All materials used in lectures and practical lessons will be gathered together and
used as a basic manual for risk assessment and management. All these materials
will be made publicly available via the homepage of the Ministry of Social
Affairs of Estonia.
As a result of the project Chemical Notification Centre will have trained experts
on risk assessment and management to fulfil the tasks of competent authority
regarding REACH regulation. The inspectors of Health Protection Inspectorate,
Labour Inspectorate, Technical Inspectorate and Environmental Inspectorate
will be skilled to inspect the adequacy of the implementation of chemical safety
requirements according to the REACH regulation. All relevant institutions will
have skilled personnel to evaluate the strategic environmental impact
assessment in fulfilling their every day tasks where appropriate.
4. DESCRIPTION OF THE ASSIGNMENT
4.1. Mandatory results
The Beneficiary Country and the Member State will jointly achieve the
following mandatory results:
1. The personnel of beneficiary institutions are skilled to evaluate and carry
out the strategic environmental assessments;
2. The personnel of beneficiary institutions are skilled on risk assessment
and management of chemicals and ready to fulfil their tasks regarding
REACH regulation.
3. Trained trainers are available at MoSA, MoE, CNC, HPI to further train
public administration, NGOs and private organisations on strategic
environmental assessment, risk assessment of chemicals according to
REACH and evaluation of the substance dossier according to REACH
regulation and identifying uses and compilation of safety data sheet
(SDS).
4.2. Benchmarks
1. At least 30 representatives of target groups (project beneficiaries as
referred in art 6.1) have gained basic knowledge on risk assessment of
chemicals and are able to weigh different options concerning evaluation,
authorisation and restrictions; (contributes to mandatory result no 2;
activity no 1).
2. 3 inspectors from each inspectorate – Health Protection Inspectorate,
Labour Inspectorate, Technical Inspectorate and Environmental
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Inspectorate (altogether 12 inspectors) – are skilled to make routine
inspections; (contributes to mandatory result no 2; activity no 1 and 3).
3. At least 30 experts of target groups (project beneficiaries as referred in art
6.1) are qualified to carry out strategic environmental assessments;
Experts of ministries and inspectorates (referred in art 6.1) are skilled to
evaluate these assessments; (contributes to mandatory result no 1; activity
no 2).
4. At least 20 experts of target groups (project beneficiaries as referred in art
6.1) are qualified to evaluate substances based on dossiers according to
REACH regulation; (contributes to mandatory result no 2; activity no 3).
5. At least 35 experts of target groups (project beneficiaries as referred in art
6.1) are qualified to compile and use safety data sheets (SDS-s);
inspectors (all inspectorates referred in art 6.1) are qualified to evaluate
the quality of SDS; (contributes to mandatory result no 2; activity no 4).
6. The study visit to maximum 10 key persons of relevant authorities
(project beneficiaries as referred in art 6.1) has been carried out and
participants have gained practical tips how to build up and maintain
effective system of risk assessments in Estonia. (Contributes to mandatory
result 1 and 2; activity no 5).
7. 4 experts of MoSA, MoE, CNC, HPI have passed all trainings in the
project and are qualified to train public administrations, NGOs and private
organisations on strategic environmental assessment, risk assessment of
chemicals according to REACH and evaluation of the substance dossier
according to REACH regulation and identifying uses and compilation of
safety data sheet (SDS); (contributes to mandatory result no 3; activity no
1-4).
4.3. Activities
1. Training beneficiary administrations (at least 30 experts) on risk
assessment of chemicals (total 10 training days):
a. The basic lectures on risk assessment of chemicals with the aim
to train the personnel to make decision on evaluation,
authorisation and restrictions;
b. The practical training/case studies of risk assessment.
2. Training beneficiary administrations (at least 30 experts) on strategic
environmental assessment and the environmental impact assessment
(total 10 training days):
a. The basic lecture on how to carry out the strategic
environmental assessment and the environmental impact
assessment and how to evaluate these;
b. The lecture on how to estimate combined effects of several
objects in the environmental impact assessment;
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c.
The practical training/case studies how to carry out the
environmental impact assessment and the strategic
environmental assessment.
3. Training beneficiary administrations (at least 20 experts) on substance
evaluation according to REACH regulation (total 10 training days):
a. The basic lecture on evaluation of the substance dossier
according to the REACH regulation;
b. The practical training/case studies how to evaluate the dossier
(including examination of information submitted, need for
further data).
4. Training beneficiary administrations (at least 35 experts) on safety data
sheet (SDS) (total 10 training days):
a. The basic lecture on identifying uses and compilation of SDS,
including exposure categories and scenarios according to
REACH regulation;
b. The practical training/case studies how to compile and inspect
the SDS.
5. Study visit of 10 key persons of relevant authorities (project
beneficiaries as referred in art 6.1) including the experts to be trained as
trainers to competent authorities of another EU member state who is
responsible for substance evaluation and on strategic environmental
assessment to gain practical tips on how to build up and maintain
effective system of risk assessments in Estonia (4 working days).
The strategic environmental assessment and the assessment of risks
posed by chemicals to health and environment are relatively specific,
technical as well as new areas in EU and direct practical experience how
to handle and organize the processes would highly support achievement
of the project purpose.
4.4. Expert input
Pool of Short Term Experts (STEs)
Tasks:
 In co-operation with Expert / Project Leader, the pool of STEs will carry
out the tasks listed in section 4.3
One of the experts will carry a role of the project leader meaning that in
addition to carrying out project activities this expert is responsible for overall
co-ordination of the project and reporting.
Experts with three different profiles are considered as optimum to gain
maximum results of the project. In total 40 working days are planned for the
activities over 4 consecutive months. Each activity is planned to be carried out
by 2 experts meaning that fees for 80 working days are calculated for the
execution of the project.
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Twinning Light partner can propose different number of STEs and also make
changes in number of working days and missions, but should bear in mind that
all activities should be implemented and mandatory results achieved and that the
budget available cannot be exceeded.
4.5. Contribution of the Beneficiary institution
The Ministry of Social Affairs will be responsible for overall co-ordination of
the project.
MoSA will be directly responsible for co-ordination and management of the
project and will assist the project team in organizational and technical matters.
Specialist of Chemical Unit of Public Health Department will be actively
assisting in the project. In additional MoSA will provide in-kind contribution –
office and communication facilities for project experts.
The results will be achieved jointly with the MS Partner.
4.6.Sustainability
All materials of the lectures will be collected and used as manual for risk
assessment and management and as a guidebook on how to carry out the
environmental impact assessment and the strategic environmental assessment.
The experts mentioned at point 4.2, benchmark no 7, who will participate in all
training activities will sign an agreement to share their knowledge on risk
assessment via presentations on seminars or trainings carried out by the
Ministry of Social Affairs of Estonia.
5. EXPERTS PROFILE
5.1 Profile of experts
Pool of STEs
Profile of expert 1:

Full university degree, preferably in life sciences or chemistry;

Working experience (>3 y) in the field of strategic environmental

assessment and the environmental impact assessment;

Fluent English;

Computer literate

Teamwork, communication and training skills.
Profile of expert 2:

Full university degree, preferably toxicology, medicine or

chemistry;

Working experience (>5 y) in the field of substance evaluation and

risk assessment (focused on human health);

Knowledge on REACH regulation is desired;

Fluent English;
10


Computer literate
Teamwork, communication and training skills.
Profile of expert 3:

Full university degree, preferably eco-toxicology, biology or
chemistry;

Working experience (>5 y) in the field of substance evaluation and risk
assessment (focused on the environment);

Knowledge on REACH regulation is desired;

Fluent English;

Computer literate

Teamwork, communication and training skills;
Additional requirements to the STE carrying out the tasks of Project Leader:

experience in management and organisation of programmes relevant to
the project
5.2. Working language
Working language of the project will be English
6. INSTITUTIONAL FRAMEWORK
6.1Beneficiary(ies)
6.1.1. Direct Beneficiary
The direct beneficiary of this project is Public Health Department in the
Ministry of Social Affairs of Estonia who co-ordinates the chemical safety
issues in co-operation with institutions in its administrative field.
6.1.2. Final Beneficiaries
Chemicals Notification Centre, Health Protection Inspectorate and Labour
Inspectorate (in the administrative field of Ministry of Social Affairs), Ministry
of the Environment (who is responsible for environmental assessment and the
environmental impact assessment), Environmental Inspectorate, Estonian
Rescue Board (in the administrative field of Ministry of the Interior), Technical
Inspectorate (in the administrative field of Ministry of Economic Affairs and
Communications), The Estonian Association of Chemical Industry.
6.1.3. The Project Leader and contact for the project
Ms Ülla-Karin Nurm,
Head of Public Health Department
Ministry of Social Affairs
Gonsiori 29
15027 Tallinn
Estonia
phone:+372 626 9145
fax +372 699 2209
Ulla-Karin.Nurm@sm.ee
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6.1.4. Programme Officer of the project
Ms Ülla-Karin Nurm,
Head of Public Health Department
Ministry of Social Affairs
Gonsiori 29
15027 Tallinn
Estonia
phone:+372 626 9145
fax +372 699 2209
Ulla-Karin.Nurm@sm.ee
6.1.5. Project manager in the Ministry of Social Affairs
Ms Aive Telling
Chief specialist
Public Health Department
Ministry of Social Affairs
Gonsiori 29
15027 Tallinn
Estonia
phone: + 372 626 9157
fax: + 372 699 2209
Aive.Telling@sm.ee
Administrative management of the project will be contracted out.
6.2. Co-ordination mechanisms between institutions and departments
MoSA will be directly responsible for co-ordination and management of the
project and will assist the project team in organizational and technical matters.
A Steering Committee will be established by the beginning of the project to
oversee the project implementation and make the key strategic decisions
concerning the project. The SC will meet once in a quarter and the following
institutions will be represented in the Steering Committee: Ministry of Social
Affairs (chair), Ministry of the Environment, Ministry of the Interior, Ministry
of Economic Affairs and Communications, Chemicals Notification Centre,
Ministry of Finance, Health Protection Inspectorate, Labour Inspectorate,
Technical Inspectorate and Environmental Inspectorate.
The everyday work is organised by continuous contacts by project parties.
Project conditionality
To avoid overlapping activities and to achieve better co-ordination an
agreement with the indirect beneficiaries will be signed before the start of the
project. Pre-consultation with the stakeholders have shown a great interest of all
parties to take part of this training.
6.3. Administrative Office
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The Central Finance and Contracting Department (CFCD) in the Ministry of
Finance (Suur-Ameerika 1, Tallinn 15006, Estonia) is the Contracting Authority
of current project and will be responsible for tendering, contracting and
payments.
7. LOCATION AND DURATION
7.1. Foreseen entry into force of the contract
Latest 15th December 2007.
7.2. Foreseen start of project activities
February 2008
7.3. Project duration
Six (6) months
7.4. Schedule and number of days for the assignment per expert
All lectures are planned to be held on working days. Each cycle of theoretical
training is planned to be held in two parts on two separate weeks. Practical
trainings should be on the third week.
For each cycle of lectures more than one expert is expected to hold lectures. The
detailed sharing pattern of hours of lectures depends on these concrete experts.
There are 80 working days planned for the STEs in total.
February
Kick-off meeting
X
Steering Committee
X
March
April
May
June
X
Activity 1 “Training on risk
assessment of chemicals”
X
X
Activity 2 “Training on
strategic environmental
assessment and the
environmental impact
assessment”
X
X
Activity 3 “Training on
substance evaluation
according to REACH
regulation”
X
Activity 4 “Training on
safety data sheet (SDS”
X
X
X
Activity 5 “Study visit”
July
X
X
Final meeting
X
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7.5. Location of assignment
The project activities will take place in Tallinn, Ministry of Social Affairs of
Estonia.
8. REPORTING AND MONITORING
8.1. Content, language, format and number of reports
Two reports have to be compiled during the execution of the assignment:
inception report and final report.
During the first month of the assignment an inception report must be compiled
defining the working programme covering main working steps and the activity
schedule as well as inputs required from MS experts and BC authorities and
expected results of implementation in close co-operation with the BC
counterpart.
By the end of the project a final report must be compiled highlighting and
assessing the achieved results of the project in retrospect. It accounts the
project’s activities, the results and outputs as compared to the Twinning Light
Project Fiche, the recommendations to the beneficiary, the use of the project’s
resources. The final report includes in its appendix all the relevant documents
produced during the project.
All reports shall consist of a content section and a financial section. Reports will
reflect the Project Leader’s opinion on the progress of the project and should
also be based on and reflect the information provided by BC and other sources
(i.e. short term experts, organisation of training and seminars, etc.). Reports will
be drafted by the Project manager and will be first submitted to the counterpart
BC Project Leader for comments (if any) and co-signature prior to formal
submission to the designated authority (see below).
Reports are elaborated in English in 3 copies (a copy for BC PL/PO, MS PL and
CFCD) following the provisions and requirement in the Twinning manual. All
reports should be elaborated in English.
8.2. Date of submission of reports and approval process
Inception report will be submitted not later than one month after start of the
workplan.
Final report will be submitted to CFCD not later than three months after the
completion of the workplan (6 months).
All reports must have received an evaluation from the project’s Steering
Committee (SC). For this reason each report shall be submitted electronically in
English to members of the project SC at least 1 week before the SC meeting.
The report will be discussed at the SC meeting and approved with or without
comments. Considering that the comments of the SC have been taken into
account MS Project leader signs the report and sends it to the BC project leader
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for approval. BC project leader approves the report with its signature and
returns one copy of the report to MS Project leader. PO will submit the
inception report to the CFCD for information and final report for approval. Final
version of the report is sent electronically to all SC members upon the signature
of BC project leader.
The final financial report must be accompanied by an audit certificate from a
recognized, independent auditor, following the model in Annex VI to the
Twinning Light Contract. The final report includes in its appendix all relevant
documents (descriptions of methodologies, questionnaires, results of analysis
etc) produced during the project.
The requests for payments (request of pre-financing and final invoice) together
with supporting documentation will be submitted to the CFCD for endorsement
and in parallel, a copy of the invoice will be sent to PO for approval certificate.
8.3. Monitoring
A Steering Committee will be established by the beginning of the project to
oversee the project implementation and make the key strategic decisions
concerning the project. The SC will meet at least once in a quarter and the
following institutions will be represented in the Steering Committee: Ministry
of Social Affairs, Ministry of the Environment, Ministry of the Interior,
Ministry of Economic Affairs and Communications, Chemicals Notification
Centre, Ministry of Finance, Health Protection Inspectorate, Labour
Inspectorate, Technical Inspectorate and Environmental Inspectorate. Project
leader of the EU member state partner will be part of the Steering Committee.
The responsibility for the organisation of the Project Steering Committee
meeting lies with both Project Leaders.
The Steering Committee will be instituted in order:
- to take the key strategic decisions concerning the project;
- provide advice and guidance on issues raised by the project team;
- to review all project reports and work plans;
- to oversee the implementation and to analyse the effectiveness of the
project.
Steering committee agenda and draft report are distributed electronically to the
participants at least one week before the meeting. The StC meetings are
recorded by the Estonian counterpart. The minutes are sent for approval to the
Steering Committee members within 2 weeks after the meeting. Signed minutes
by the BC and MS PL-s and recorder are included to the project reports.
The kick-off and final meetings will be held immediately before beginning and
immediately after ending of project activities
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9. BUDGET
9.1. Estimated budget
TF (€)
Total (€)
Expert fees (250 EUR per working
day); 80 days
20 000
20 000
Project Management Costs (1,5 x
total expert fees)
30 000
30 000
Experts per diems (181 EUR per
night); 96 nights
17 376
17 376
International Transportation Costs
(average return flight to Estonia
800 EUR); 24 flights
19 200
19 200
Budget item
Local Transportation and
Accommodation Costs for Estonian
participants in activities taking
place in Estonia
Estonia (€)
4000
Other costs (interpretation, seminar 27 000
facilities and materials etc.)
(venue,
materials,
coffee breaks)
BC project administrative
management
4000
3900
(interpretation)
3800
Study Visit (10 persons x 5 nights)
30 900
3800
13 800
13 800
Per diems for 10 persons for 5
nights (calculated 276 EUR per
night (maximum per diem for a
MS); will be revised according to a
proponent MS)
Study visit flight tickets (500 EUR
x 10)
5000
5000
Audit certificate
3500
3500
Provision for the changes in prices
(2,5% of the TF budget)
2694
2694
110 470
150 270
PROJECT TOTAL
39 800
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9.2. Co-financing arrangements
The amounts of co-financing indicated in the table correspond to parallel cofinancing. This will be used for study tours' flight tickets, local transportation
and accommodation costs for Estonian participants participating in trainings,
training venues, materials and catering. In addition, in-kind contribution from
Estonian administration for a good implementation of the project can be made.
The finances are foreseen in the State Budget for 2008. The co-financing
expenses will be monitored by the beneficiary and Ministry of Finance. For the
earmarked co-finances, a clear and verifiable set of costs will be provided.
9.3. Subcontracting arrangements
Translation, interpretation and other private sector sub-contracts will be
contracted by MS partner. Subcontracting of co-financing resources will remain
with the Beneficiary.
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