Programme: 8th Annual Meeting 20 April 2016 Vilnius Agenda 1. - - PowerPoint PPT Presentation

Implementation of the Lithuanian−Swiss Cooperation Programme: 8th Annual Meeting

20 April 2016 Vilnius

Agenda

• 1. Opening of the Annual meeting

General remarks on progress made in the implementation of the Lithuanian-Swiss Cooperation Programme against Conceptual Framework: general experience and results achieved

• 2. Reporting on the status of the Programmes and other measures:

2.1. Programme on energy efficiency in hospitals 2.2. Programme on perinatal and neonatal health care 2.3. Programme on research and development. Scholarship Fund 2.4. Individual project 2.5. NGO Fund 2.6. Technical Assistance Fund

• 3. Other important issues in implementation of Lithuanian-Swiss Cooperation

Programme:

3.1. Overall financial statement on the past and tentative future disbursements and commitments 3.2. ”Swissness” 3.3. Strategy and activities to inform the general public about the Lithuanian-Swiss Cooperation Programme and measures implemented 3.4. Evaluation of Swiss Contribution: findings of evaluation, implementation of recommendations (Swiss information) 3.5. Completion Report for the Lithuanian – Swiss Cooperation Programme (Swiss information) 3.6. Reporting in 2017 (annual report for 2016, completion report, etc.) (Swiss information) 3.7. Any other issues to be discussed Closing of the Annual meeting

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Annual Report

• Reporting period: 1 January 2015 – 29 February 2016
• Report covers operational and financial progress,

implementation issues, administrative framework, publicity strategy and activities, etc.

• Report approved on 22 March by the Steering

Committee of the Lithuanian−Swiss Cooperation Programme (written procedure)

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Reporting on the status of the Programmes and

• ther measures:

status of implementation, issues, next steps in 2016

4

Reporting on the Energy Efficiency in Hospitals Programme (1)

 Expected results of the Programme: buildings of hospitals and energy efficient

engineering systems renovated/installed, premises of units for perinatal and neonatal care services renovated

 Operational progress:

Programme management:

• Interim financial audit of the programme conducted in March 2015, no major deficiencies were

detected.

• Survey of patient satisfaction with in-patient services (intermediate evaluation of satisfaction)

conducted in January - February 2015. Improvement of conditions for patients was noted in case

• f hospitals which completed repair works.
• Expertise services procured by MoH in February 2015. Analysis on the needs of EAs as regards

solar collectors has been done. Preparation of technical projects:

• Main activities (including LED): 26 out of 27 technical projects prepared
• Additional activities (solar collectors): 16 out of 16 tenders launched, 4 contracts signed, 0

technical projects prepared.

• Additional activities (photovoltaic): 7 out of 13 tenders launched, 7 contracts signed, 0 technical

projects prepared

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Reporting on the Energy Efficiency in Hospitals Programme (2)

 Expected results of the Programme: buildings of hospitals and energy efficient

engineering systems renovated/installed, premises of units for perinatal and neonatal care services renovated

 Operational progress:

Works:

• Main activities (including LED): 33 out of 33 public procurements launched, 29 contracts

signed, 17 contracts completed.

• Main activities (including LED): 3 contracts left to sign for P. Mazylis Maternity Home

(heating pumps, LED, ventilation system renovation) and 1 contract for Vilnius Maternity Home (medical gas system installation)).

• Additional activities (solar collectors): 16 out of 16 tenders launched, 4 contracts signed, 0

contracts completed.

• Additional activities (photovoltaic power stations): 7 out of 13 tenders launched, 7 contracts

signed, 0 contracts completed.

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Reporting on the Energy Efficiency in Hospitals Programme (3)

 Achievement of key performance indicators:

 Impact and outcomes‘ indicators to be achieved at the end of programme implementation

• Achievement of outputs‘ (results) indicators is in process:

Reporting on the Energy Efficiency in Hospitals Programme (4)

 Main issues and risks:

• timely implementation of newly introduced activities (solar collectors, heating

pumps, photovoltaic power stations)

• Kaunas clinical hospital: repair works in process

 Mitigation measures:

• CPMA prepared standard procurement documents and provides operative advice

to the hospitals

• possible extension of the project implementation deadline in case of concrete

hospitals

• close monitoring of the new project implementation agreement with Kaunas

clinical hospital (procurements made via CPO-system)

• periodical technical meetings between the IB, CPMA and NCU organized to

review the progress of activities

• hospitals constantly monitored (visits to hospitals, phone consultations, etc.) by

the CPMA and IB

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Energy Efficiency in Hospitals Programme: work plan for 2016

Technical projects & technical supervision/expertise

To prepare technical project:

• solar collectors and heating pumps
• photovoltaic power stations
• vacuum supply system

2 hospitals (April 2016), 7 hospitals (May 2016), 7 hospitals (June 2016) 2 hospitals (April 2016), 2 hospitals (May 2016), 9 hospitals (June 2016) 1 hospital (April 2016)

Works

• To complete works (for main activities)

21 hospital (August 2016) Programme management

• To procure energy audit services

May 2016

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Reporting on Improvement of perinatal and neonatal health care services in Lithuania Programme (1)

 Expected results of the Programme: Lithuanian hospitals (in main cities, regions and

periphery) will be provided with new modern medical equipment, transportation system will be improved, computer database of pregnant, delivering women and neonates health data created and installed, diagnostics and treatment protocols in obstetrics and neonatology developed and implemented, professional competence of medical staff increased

 Operation progress:

• Survey of patient satisfaction with in-patient services (intermediate phase) conducted in

January - February 2015. Positive impact for all aspects of patients satisfaction regarding related health care services noted.

• Procurement of medical equipment:

– in total 63 contracts signed – equipment (87 titles (out of 108)) installed

• Vehicles: in July 2015 transport was delivered to 3 hospitals.
• Guidelines and protocols:

– all planned 70 diagnostic and treatment guidelines and protocols prepared by November 2015. – 98 training courses conducted in 2015 (2337 participants from 32 hospitals, 5 topics).

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Reporting on Improvement of perinatal and neonatal health care services in Lithuania Programme (2)

• 3 new activities are in public procurement process:

– Baby friendly hospital initiative, – Routine ultrasound examination of pregnant women. Guidelines and protocols of diagnostics and treatment in obstetrics and neonatology adaption to practical use, – Trainings for participants engaged in the provision of obstetric and neonatal services due to keep skills

• Repair works:

– repair contracts implemented by 6 hospitals (Kaunas Clinics, Klaipėda, Kaunas Clinical Hospital, Marijampolė, Trakai, Telšiai), – activities completed by 3 hospitals (Vilnius Maternity Home, Mažeikiai, Vilnius City Clinical Hospital)

• Development of computer database:

– contract signed in January 2016. – JSC decision on additional related activities taken in March 2016.

• Partnership:

– JSC decision on approval of the corrected budget of the Partnership plan was made on 21 December 2015. The amended plan was provided to SCO on 15 January 2016. – implementation completed.

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Reporting on Improvement of perinatal and neonatal health care services in Lithuania Programme (3)

 Achievement of key performance indicators:

 Impact and outcomes‘ indicators to be achieved at the end of programme implementation

• Achievement of outputs‘ (results) indicators is in process:

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Reporting on Improvement of perinatal and neonatal health care services in Lithuania Programme (3)

 Achievement of key performance indicators:

• Impact and outcomes‘ indicators to be achieved at the end of programme implementation
• Achievement of outputs‘ (results) indicators is in process:

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Reporting on Improvement of perinatal and neonatal health care services in Lithuania Programme (3)

 Main issues and risks:

• Medium risk could be identified in development and installation of

computer database of pregnant, delivering women and newborn babies’ health records.

• Low risk in implementation of newly introduced activities (on baby-friendly

hospital initiative, additional trainings, guidelines and protocols)  Mitigation measures:

• extension of the project implementation agreement with the Executing Agency
• close monitoring by responsible institutions
• periodical technical meetings between the IB, CPMA and NCU organized

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Improvement of perinatal and neonatal health care services in Lithuania Programme: Work plan for 2016 (1)

Programme management

To organise event on presentation of results (EA) To organise final conference (IB) September 2016 March 2017

Medical equipment

To launch 4 tenders 4 in 2Q/2016 To complete the procurement process and sign 14 contracts 6 in 2Q/2016 6 in 3Q/2016 2 in 4Q/2016 To deliver equipment to beneficiary hospitals Continuously Repair works To complete repair works August 2016

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IT database To develop the database August 2016 To procure services for extension of IT database May 2016 To implement activities on extension of IT database December 2016 New additional activities Baby-friendly hospital initiative:

• to sign service contract
• to implement activities

May 2016 December 2016 Routine ultrasound examination of pregnant women: developed guidelines and protocols:

• to sign service contract
• to implement activities

May 2016 December 2016 Trainings for medical staff:

• to sign service contract
• to implement activities

June 2016 December 2016

Improvement of perinatal and neonatal health care services in Lithuania Programme: Work plan for 2016 (2)

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Reporting on Research and Development Programme (1)

 Expected results of the Programme: capacities and experience of Lithuanian

researchers enhanced, their wider involvement into the international research field facilitated

 Operational progress:

• Annual scientific project reports for the year 2014 approved in February – March 2015.
• Mid-term review of joint research projects conducted on 3 February 2015 (63 participants).
• Open call for institutional partnership projects implemented (17 applications received, 9

selected for financing).

• All 9 projects signed implementation and consortium agreements.
• In March 2016 training seminar on implementation of the institutional partnership projects

was organised by Research Council and CPMA.

• 4 joint research projects completed in March, other 7 projects close to completion (end of

April 2016).

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Reporting on Research and Development Programme (2)

 Achievement of key performance indicators:

• Impact and outcomes‘ indicators to be achieved at the end of programme

implementation

• Achievement of outputs‘ (results) indicators is in process:

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Reporting on Research and Development Programme (3)

 Main issues and risks:

• timely use of projects‘ budgets

 Mitigation measures:

• a number of modifications of the projects’ budgets were done seeking to enable the

beneficiaries to conduct additional activities and/or achieve extra results.

• delays in execution of research activities are managed by project teams and monitored by the

administrating institutions.

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Research and Development Programme: Work plan for 2016

To complete implementation of 7 joint research projects April 2016 To organise the final conference 26 May 2016 To implement 9 institutional partnership projects September - October 2016 To evaluate and approve the reports of institutional partnership projects November 2016

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Reporting on the Scholarship Fund

 Operational progress:

• In April 2015 the CB prepared progress report for Swiss universities.
• In September 2015 the responsible Sciex administrator in CB attended Sciex

closing conference.

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Reporting on the Individual Project (1)

 Expected results of the project: after implementation of the video equipment the

court proceedings will be optimized and possibilities for specific groups of society to participate in these proceedings will be simplified.

 Main activities:

• video-conferencing equipment installed and trainings conducted by end of 2014,
• several small procurements on computers, data storage and other technical

equipment needed for the smooth functioning of video conferencing system.

• in November 2015 additional practical seminar for judges on application of the

system was organised.

• in January-February 2016 project financial audit was conducted, no deficiencies

found.

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Reporting on the Individual Project (2)

 Achievement of key performance indicators:

• Achievement of outputs‘ (results) indicators:

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Reporting on the Individual Project (3)

 Achievement of key performance indicators:

• Achievement of outcomes‘ indicators:

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Reporting on the Individual Project (4)

 Achievement of key performance indicators:

• Achievement of outcomes‘ indicators:

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5% 4% 6,68% 9% 0% 2% 4% 6% 8% 10% The number of cases increased during the calendar year The costs of cases decreased during the calendar year Target Achieved

Reporting on the Individual Project (4)

 Achievement of key performance indicators:

• Achievement of impact indicators:

Efficiency (effective functioning) of courts activities increased

Status: indicator achieved. Data, reported for the Project outcomes indicators, shows the increased numbers of the annually examined cases and savings, which appeared due to the less convoying from the imprisonment institutions to courts. These indicators confirm the increased efficiency of the court work.

• Cooperation between Lithuanian and EU/EFTA states courts while examining international

cases improved

Status: indicator achieved. Since the installation of video conferencing equipment in courts during the first year 19 remote court hearings with participants being abroad were organized, of which 7 court hearings were organized upon requests from the foreign state court and 12 with the participants, participating in the cases being examined in Lithuanian courts and currently living

• abroad. Court hearings were organized with United Kingdom, Norway, Germany, Ireland and
• ther states. Comparing with 2013-2014, when video conferences were organized only in the

National Courts Administration and annually approximately 5 court hearings were organized, these numbers indicate the strengthened cooperation between courts in Lithuania and EU/EFTA states.

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Reporting on the Individual Project (3)

 Main issues and risks:

• potential risk that video conferences being a new modern tool for the judges will

not be conducted frequently enough  Mitigation measures:

• the NCA delivers additional information, assists during the conferences

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Individual Project: Work plan for 2016

To submit I project completion report to Swiss authorities May 2016 To submit II project completion report to Swiss authorities July 2016

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Reporting on the NGO Fund (1)

 Results of the Fund: capacities of NGOs in Lithuania strengthened, cooperation between the civil society and governmental sector enhanced, cooperation between LT and Swiss NGOs enhanced  Operational progress:

• implementation of Fund activities completed by end 2014.
• in February - March 2015 the final financial audit of the NGO fund was conducted,

no deficiencies were identified.

• CPMA monitored the fulfilment of sub-projects ex-post obligations. Final

beneficiaries provided information (declarations) on fulfilment of ex-post

• bligations. Violations while implementing sub-projects ex-post obligations were not

found.

• Reporting has been completed successfully. In September 2015 the SCO

confirmation letter on completion of the NGO Fund project was received by the NCU.

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NGO Fund: Work plan for 2016

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To submit the summary of ex-post results of sub- projects exceeding 75 000 CHF December 2016

Reporting on the Technical Assistance Fund

 Main activities of the NCU (Ministry of Finance):

• Annual Meeting organized on 14-15 April 2015
• 2 staff members took part in the Baltic Retreat (26–28 August 2015)
• n 21 – 22 September 2015 1 staff member participated in training seminar “Risk Management in the

Public Sector” (Berlin)

 Main activities of the CPMA:

• 5 employees were working exclusively with the evaluation of eligibility of expenditures, supervision of

public procurement documents and procedures, monitoring of projects’ implementation, on-the-spot checks, etc.,

• Expert's consultation and written opinion was used 34 times (31 times in public procurement process

and 3 times during the on-the-spot checks) in Neonatal programme,

• 1 qualified expert was hired for preparation of standard technical specifications for solar panels,

heating pumps and photovoltaic power stations

• new procurement on provision of media monitoring services was conducted in 2015 (contract signed

in October with the JSC „Mediaskopas“)

• a total of 11 employees of the CPMA attended 15 training courses in Lithuania,
• 2 staff members working with the Lithuanian–Swiss Cooperation Programme took part in the Baltic

Retreat.

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Other important issues in implementation of Lithuanian-Swiss Cooperation Programme

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Disbursements, mln. CHF

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Disbursements by Programmes (Contribution + National Co- financing, mln. CHF)

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Tentative Disbursements

Item Tentative eligible expenditures to be approved and paid out by the State Treasury in 2016 (in CHF) Tentative disbursements to be made by Switzerland in 2016 (in CHF) Technical Assistance Fund 327 042,00 (grant) 156 090,76 Energy Efficiency in Hospitals Programme 11 730 000,00 (grant) 2 070 000,00 (co-financing) 9 084 433,80 Perinatal and Neonatal Health Care Programme 10 800 000,00 (grant) 1 905 882,35 (co-financing) 8 216 009,33 Research and Development Programme 3 352 200,00 (grant), 591 564,71 (co-financing) 2 653 178,93 Modernization of Courts 121 189,38 (grant) 21 857,28 (co-financing) 506 052,25 Total 26 330 431,38 (grant), 4 589 304,34 (co-financing) 20 615 765,07

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Swissness

• Health sector programmes
• in January 2015 6 representatives of Lithuanian hospitals participated in a conference

and trainings to learn from experience of the Swiss perinatal centres.

• on 19 May 2015 the Swiss delegation headed by the State Secretary of the Swiss

Confederation Ms Marie-Gabrielle Ineichen-Fleisch together with the vice-minister of Finance and vice-minister of Health visited Vilnius Maternity Home.

• four contracts (for a total amount of 1.574.278 Eur) were concluded with suppliers on

provision of equipment produced by Swiss companies (perinatal health care programme).

• Programme “Research and Development”
• 11 consortium agreements on the projects‘ implementation being successfully

implemented by Lithuanian and Swiss research institutions. During the mid-term review meeting (February 2014) both Lithuanian and Swiss representatives of the joint research projects stressed the importance and benefit of the cooperation of the two teams.

• 9 institutional partnership projects are being implemented by Lithuanian and Swiss

research institutions.

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Information and publicity activities (1)

• Publicity activities performed under health sector programmes:
• Information on the programmes is presented and constantly updated in the website of the

Intermediate Body (www.sam.lt), Facebook page, websites of hospitals.

• Promotional material (table calendars for 2016, postcards, baby socks and hats, gift boxes)

were procured and distributed.

• Press releases about essential activities and results of health programmes were prepared and

published by the IB and/or EAs.

• Information on the results achieved under the perinatal health care programme was

published in a weekly newspaper ”Ave Vita” (7 times) in January, February, July, October 2015.

• 11 articles on the health programmes financed by the Lithuanian – Swiss Cooperation

Programme at different hospitals were published in regional/national newspapers and informational websites. Two reportages on regional TVs were shown. One radio reportage (Telšiai) was broadcasted.

• Information billboards/memorial billboards were set up in several hospitals.

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Information and publicity activities (2)

• Publicity activities performed under the programme “Research and Development”:
• Information about the programme was published and updated on the websites of the

responsible institutions

• Information day for potential applicants of the institutional partnership call was
• rganised on 29 May 2015. Event was attended by 41 participant.
• Press releases about new call for the Institutional partnership projects were published by

the EA and IB.

• On 15-16 September 2015 two joint research projects participated in the festival

“Spaceship Earth”. A total of 46 participants took part in the excursions organised by the teams of these projects.

• Services for production and broadcasting of 9 TV video clips about joint research

projects were procured. Videos with English sub-titles can be found in YouToube

• website. In December 2015 – March 2016 all 9 videos were developed and broadcasted.
• Promotion material (USB sticks, pens, external battery) were procured by the EA.
• Beneficiaries implement the publicity activities based on the publicity plans (as a part of

the project implementation agreements).

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Information and publicity activities (3)

• Publicity activities performed under the individual project:
• Information about the project is presented and updated by the NCA in it’s official

website (www.teismai.lt)

• Information about the project has been published in the reports on the activities of the

NCA (yearly) (publicized on the website www.teismai.lt)

• On 20 November 2015 the seminar “The Changes in Courts: Remote court hearing.

Theoretical and Practical Aspects” was organised at the Supreme Court of Lithuania. During the seminar, the judge practice and experience in applying video conferences was presented, information on organisation of international remote court hearings was provided for the audience.

• Information video about possibilities to participate in court hearings via video

conferences was created in November 2015 and published in the NCA website, Facebook account, other information channels.

• Promotional material procured and distributed during the seminar and other NCA

events.

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Information and publicity activities (4)

• Publicity activities performed by NCU on general level:
• www.swiss-contribution.lt is being constantly updated with the latest information
• n the Lithuanian-Swiss Cooperation Programme (also the website of the CPMA:

www.cpva.lt)

• Facebook pages on the level of the Lithuanian – Swiss Cooperation Programme

updated continuously

• 5 newsletters about the Lithuanian – Swiss Cooperation Programme prepared and

distributed

• advertising at the stations of public transport (12 cities, duration: 20/04 – 03/05/2015)

and on public transport (activity is being executed in Vilnius and Kaunas, duration: 01/12/2015 – 31/05/2016) conducted

• analysis covering January – December 2015 is being finalized. 254 mentions of

keywords were recorded. Positive communication – 30,71%, other - neutral

• communication. Negative communication was not captured.
• video on the Lithuanian – Swiss Cooperation Programme developed
• promotional material procured

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Advertising at the stations of public transport

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Advertising on public transport

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Video about the Lithuanian –

Swiss Cooperation Programme:

• fficial premiere

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Any other issues to be discussed

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