This project is funded by Service Contract for a Monitoring System of the Implementation of Projects and A project implemented by

the European Union Programmes of External Co-operation financed by the European Community ICCS-NTUA consortium
Lot 5: Centrally Managed Thematic Projects, 155-526//156-646

EC Results-Oriented Monitoring Programme for

Centrally Managed Thematic Projects

1. THE MONITORING CONCEPT

1.1. Definition of Monitoring (ROM – Results Oriented Monitoring)
A regular, independent reporting mechanism, preparing and submitting status reports and analytical
assessment to the project management.

1.2. Objectives of Monitoring

To allow a rapid appreciation of project / programme progress towards result/objectives achievement.
To enable focused project management decisions in order to:
• allow adjustments to be made with minimal disruption and
• ensure that projects remain on course and reach their objectives.

1.3. Projects/Programmes Monitored

Criteria for eligibility of projects to be monitored:
• Ongoing or completed projects,
• of a certain size (with EC contribution over 300.000 € approximately).

1.4. Concept of the Monitoring System

Results-oriented monitoring - ROM (distinct from daily monitoring of inputs/outputs):
• rooted in the EC’s Project Cycle Management / Logical Framework Approach,
• implemented by external, independent contractors (M-Project),
• implemented through short field visits to projects by experienced experts (Monitors),
• who monitor (assess) quality of project design, efficiency, effectiveness, impact prospects, and
potential sustainability (no audit or in-depth financial monitoring is done),
• against the Logical Framework Matrix (LFM) and Time Schedule of the project/programme,
• and provide a clear, external, view of the project’s performance, strengths and weaknesses,
proposing alternative approaches and/or corrective actions if and where required,
• in standard Monitoring Reports.

1.5. Recipients of the Monitoring work and results

Direct:
• the European Commission, Directorate General EuropeAid, Direction F;
• all other EC agents, through the EC Common Relex Information System (CRIS);
• Indirect, and following decision of the EC authorities: the Projects’ authorities, whose day-to-day
management requires much more detailed information, but to whom the Monitoring work and
results can be of real use.
ROM Team Centrally Managed Thematic Projects - Brussels Office
Rue d’Egmont 15, 1000 Brussels, Belgium Tel.: +322 5136113 Fax: +322 5130639 E-mail: Brussels@romcmtp.eu
Centrally Managed Thematic Projects ICCS-NTUA Consortium

2. MAIN FEATURES OF THE MONITORING METHODOLOGY

2.1. Documentary Basis
• Grant Contract or other financing document;
• Other contractual document(s), ToRs, and, where available, Amendments (Riders);
• Project LFM including the Objectively Verifiable Indicators (OVI);
• Implementation Schedule, including resources and time schedules;
• Progress Reports, and any other outputs produced by the project;
• Mission reports, Evaluation Reports, and other outputs produced by short-term experts.

2.2. Coverage
• One Thematic Lot (Centrally-managed Thematic Budget Lines), and six Geographical Lots:
European Neighbourhood Policy Instrument (ENPI); Africa, Indian Ocean and South Africa; Asia;
Latin America; Western Balkans and Turkey; and Caribbean, Pacific, Cuba and OCTs.

• All main projects and programmes of the Region/Lot (§1.3).

2.3. Monitoring Portfolio

• Each of the 7 lots is assigned to a ROM-Project;

The CMTP ROM-Project covers the following instruments and programmes:

¾ Instruments related to CMTP

1. European Instrument for Democracy and Human Rights (EIDHR)

2. Instrument for Stability (IfS)

3. Development and Cooperation Instrument (DCI)

¾ Programmes related to CMTP
1. Investing in People (IiP)

2. Environment and sustainable management of natural resources, including

energy (ENRTP)

3. Non-state actors and local authorities in Development (NSA & LA)

4. Food Security Thematic Programme (FSTP)

5. Migration and Asylum (M&A)

• The ROM CMTP team implements circa 130 project-visits per year.

2.4. Monitoring Missions

• The Mission Team’s composition depends on the project, and aims to ensure adequate sectoral
expertise, as well as broad PCM/LFA and ROM experience.

• The monitoring visits are of short duration, depending on the size and type of the project, number
and location of different stakeholders, etc.

CMTP ROM Team p. 2/4

Centrally Managed Thematic Projects ICCS-NTUA Consortium

2.5. Monitoring Missions’ Organisation

• Selection of monitors – Allocation of projects to monitors (EU);

• Collection of Materials and Documentation, collection of contact lists;

• Preparation of the monitors (study of documentation, identification of main issues, preparation of

interviews);

• Logistical arrangements in close cooperation with the EC Delegations and/or the

Projects/Programmes Coordinators and stakeholders;

• Regular briefing meetings of the Team Leader in EuropeAid (Brussels) for the Centrally Managed
Thematic Projects.

2.6. Monitoring Missions’ Implementation

• ROM-Visits to the projects (main stakeholders on site, including the beneficiaries) – interviews
with as many stakeholders as possible;

• Confirmation of LFMs, Objectively Verifiable Indicators (OVI), Sources of Verification (SoV);

• Preparation of Background Conclusion Sheets (BCS) and of a draft of the M-Report;

• Debriefing of the M-Team with the EuropeAid in Brussels;

2.7. Monitoring Reports Preparation and Dissemination

• Preparation or Update of Project Synopsis;
• Finalisation of Background Conclusion Sheets (BCS) after the debriefing with the EC responsible,
when and where required;
• Preparation of the Monitoring Report;
• Submission of Monitoring Report, BCS, Project Synopsis, LFM, Implementation Schedule to
Quality Control;
• Quality control of the Monitoring Outputs;
• Submission of the Monitoring Outputs to the Monis and CRIS databases, the relevant Task
Managers in EuropeAid.

3. THE MONITORING PROJECT

3.1. Project Duration
¾ Three years through yearly work plans.

3.2. Project Contractors’ Consortium

¾ ICCS-NTUA (Institute of Computer and Communication Systems - National Technical University of
Athens), the leading partner of the Consortium (Greece);
¾ INTEGRATION Management Consultants (Germany);
¾ ECORYS Research and Consulting (The Netherlands);
¾ TMS INTERNATIONAL (Ireland).

CMTP ROM Team p. 3/4

Centrally Managed Thematic Projects
3.3. Project Offices
1. Brussels Office
Mailing Address:
Telephone Numbers:
Fax Number:
E-mail Address:
Contact Persons:
2. Athens Head Office (AHO)
Mailing Address: 9, Iroon Polytechniou str., 15773 Zografou, Athens
Telephone Numbers:
Fax Number:
E-mail Address:
Contact Person:
CMTP ROM Team
ICCS-NTUA Consortium
15, Rue d’Egmont, B4, 1000 Brussels
+32 2 5136113
+32 2 5130639
Brussels@ROMCMTP.eu
Mr. Marc RAEYMAECKERS, Team Leader (TL)
Dr. Konstantinos MISSIRLIS, Deputy Team Leader (DTL)
Ms. Violette LEGRAND, Central Information Officer (CIO)
Ms. Anne-Katrin VIOLY, Junior Expert (JE)
+30 107723760, 7723612, 7723583
+30 107723550
Athens@ROMCMTP.eu
Dr. Athanasios PAPAKONSTANTINOU, Project Director (PD)
p. 4/4