S

Tab 1

  • AVENSA CONSULTING

  • Romania

  • Prefecture Institution - Botosani County

  • European Social Fund through the Operational Programme Administrative Capacity Development

  • 06/2012 - 01/2014

Tab 2

Efficient delivery of public services by improving the adequacy and work processes implemented and maintained within the Prefect Institution – Botosani

The specific objectives are:

  • Improvement of services offered to the citizens, reduce the waiting time for obtaining necessary information;
  • Improving institutional communication in the area of the Prefect Institution – Botosani County and the decentralized public services of ministries and other central government bodies subordinate to the Government, organized in Botosani County;
  • Transparency and increased accessibility to the citizen of the administrative act;
  • Increasing citizen satisfaction in the relationship with central government authorities organized at county level;
  • Changing the approach of public services through the use of analytical tools, modeling and simulation. Following the analysis of existing work processes for public services will ensure their optimization;
  • Permanent monitoring of work processes in order to continual improvement of the administration and the competence public officials. Simulating these processes will eliminate inconsistencies and design flows will be completely checked before the start of implementation. Basically, the testing process takes place before the implementation that ensures a fast and secure implementation;
  • Identifying the specific applications that should offer support to the working procedures of the Prefect Institution – Botosani county, in terms of both the management of the instituion s and relations with citizens and other social partners or institutional;
  • Increasing the efficiency of departments of the Prefect Institution – Botosani County, reduction of working time to resolution of current problems, while increasing the quality of services provided to citizens;
  • Faster civil servants acces in the apparatus of the of the Prefect Institution – Botosani County to the information necessary to substantiate decision;
  • Reducing cost and time allocated to the specific activities of the institution

Within the project „Efficient delivery of public services by improving the adequacy and work process implemented and maintained within the the Prefect Institution – Botosani County”, funded by the Operational Programme Administrative Capacity Development 2007 – 2013, they were undertaken through the Application Form the following activities:

  1. Monitoring the activities of the project
  2. Preparing and maintaining proper audit trails of project activities and sub-activities
  3. Ensuring the quality of the documents
  4. Project management

Project results

  • The possibility tracking and managing the documents from entering the system throughout processors,
  • Establishing strict policies to user’s access rights on documents and information
  • Simultaneous transmission of documents to multiple recipients with the ability to monitor receipt and position of the documents at a time on processing flow in order to identify points lock

Setting deadlines for solving various activities and notifying the coordinator and user in the event of deviation from these

Tab 3

Consultancy services for project management within the project


Activity 1: Support the monitoring of the project activities
Subtask 1.1: Implementation and updating the Action Plan Project, following discussions with project team members
Subtask 1.2: Elaborating progress reports as required by the funder
Subtask 1.3: Elaborating applications for pre-financing and reimbursement requests as required by financier
Subtask 1.4: Ensuring collaboration with project team members to conduct all activities and collaboration with all providers involved in the project in order to fulfill contractual duties
Subtask 1.5: Participation at the monitoring visits and verification activities performed by the Intermediate Body / Managing Authority and / or other structures with control / verification / audit of grants from the Structural Funds

Activity 2: Establishing and maintaining adequate audit trails of project activities and sub-activities
Subtask 2.1: Choosing appropriate audit trails of project activities and sub-activities
Subtask 2.2: Implementation of appropriate audit trails of project activities and sub-activities

Activity 3: Ensuring quality of documentation
Subtask 3.1: Designing a workflow to ensure planning for the entire documents related to the project financed
Subtask 3.2: Implementing the established workflow

Activity 4: Project Management
Subtask 4.1: Establishing responsibilities for each team member
Subtask 4.2: Implementing a monitoring tool for the project's beneficiary