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Inception Report March 2002 TRACECA: Harmonisation of Border Crossing Procedures Inception Report March 2002 1 TRACECA: Harmonisation of Border Crossing Procedures – Inception Report 0.0: Report Cover Page Project Title: Harmonisation of Border Crossing Procedures Contract Number: 01-0167 Countries: Armenia, Azerbaijan, Bulgaria, Georgia, Kazakhstan, Kyrgyzstan, Moldova, Romania, Tadjikistan, Turkey, Turkmenistan, Ukraine, Uzbekistan. Local Recipient EC Consultant Name: TRACECA IGC Scott Wilson Permanent Secretariat Address: 8/2 General Aliyarbekov Street Scott House Baku Basing View Basingstoke AZ 370000 Hampshire Azerbaijan RG21 4JG UK Tel. Number: (994-12) 982-718 +44(1256) 461161 Fax. Number: (994-12) 892-718 +44(1256) 816835 Contact Person: Zviad Kvatchantiradze Adrian Tite Peter Ranger Secretary General Project Director Project Manager Signatures: Date of Report: March 2002 Reporting Period: November 2001 to March 2002 Author of the Report: Scott Wilson EC M & E team ____________ ____________ _______ [name] [signature] [date] EC Delegation ____________ ____________ _______ [name] [signature] [date] Tacis Bureau ____________ ____________ _______ [task manager] [name] [signature] [date] Project Managers: Scott Wilson - Compass –- NEA - Sema 3 TRACECA: Harmonisation of Border Crossing Procedures – Inception Report Published March 2002 Copyright © 2002 by Tacis Services DG 1A, European Commission Enquiries concerning reproduction should be sent to the Tacis Information Office European Commission, Aarlenstraat 88 1/ 06 Rue d’Arlon, B-1040 Brussels. This report has been produced by Scott Wilson/NEA/Sema. The findings, conclusions, interpretations expressed in this document are those of Scott Wilson/NEA/Sema alone and should in no way be taken to reflect the policies or opinions of the European Commission Project Managers: Scott Wilson - Compass –- NEA - Sema 4 TRACECA: Harmonisation of Border Crossing Procedures – Inception Report TABLE OF CONTENTS 0.0 REPORT COVER PAGE 1.0 PROJECT SYNOPSIS 2.0 ANALYSIS OF THE PROJECT 2.1 Start Situation 2.2 Project Context 2.3 Project Problems 2.4 Situation of the local Recipient / Operators 2.5 Target Groups 3.0 PROJECT PLANNING 3.1 Introduction 3.2 Relations and coordination with other Projects 3.3 Project Objectives 3.4 Project Approach 3.5 Project Outputs or Intended Results 3.6 Planning for the Project Duration 3.7 Project Planning for the Next Period 3.8 Constraints, Risks and Assumptions 4.1 ADJUSTMENTS TO TERMS OF REFERENCE 4.1 Language of the Project. 4.2 Timing of Customs Working Groups. 4.3 Funding of Customs Working Groups. 4.4 Format of Publications. 5.0 FORMS – 1.4 – 1.5 – 1.6 – 0.4 6.0 LIST OF APPENDICES Appendix 01 Project Process and Coordination Structure Appendix 02 Meetings – Tbilisi and Ashgabat Appendix 03 TRACECA and Project Presentations Appendix 04 Borders Audit Data Collection Format Appendix 05 Regional Reports Appendix 06 Kyoto and Other Conventions Appendix 07 Project and TRACECA Web Site Appendix 08 ESCAP Corridors Map Project Managers: Scott Wilson - Compass –- NEA - Sema 5 TRACECA: Harmonisation of Border Crossing Procedures – Inception Report 1.0 Synopsis of the Project Wider Objectives: To promote a transport corridor between Europe and the Caucuses/Central Asia through regional harmonisation and integration with international transport and trade practices and to promote the movement of traffic along that corridor Specific Project Objectives: To harmonise border crossing procedures within the region and to align them with EU practice. Outputs: The following outputs will be provided: • Institutional deliverables: Customs Working Groups, Institutes of Customs Brokers, Training in modern border procedures within the Working Groups; • Technical Reports: Border Procedures Database, Border Documentation Report, Harmonised Controls and Implementation Plan, Manual for Customs Officers, User Guide for transport operators and traders, Pre-Feasibility Report on Development of Common Transit Procedures; • Non Technical Reports: Inception Report, Progress Reports, Draft Final and Final Report, Administrative Reports, Information Reports. (Reports/Guides to be available in Russian/English) Activities: • Development of coordination mechanism with the IGC and National Commissions; • Review of previous work and recommendations; • Establishment of Customs Working Groups and Brokers Institutes; • Audit of designated Border Procedures; • Development of reports on designated Documentation and Harmonised Controls; • Production of User Guides and Manuals (Russian/English); • Training in modern border procedures within the Working Groups; • Proposals for a Common Transit Procedural System; • Production of standard Tacis reports. Target Group: The direct Beneficiary is the National TRACECA Commissions (or their equivalent) and the Inter Governmental Commission. The indirect beneficiaries will be the various border organisations, traders and transport organisations through harmonised and simplified procedures. Inputs: Technical assistance will include 960 person-days of long-term experts, 490 person- days of short-term experts. A project office will be established in Baku within the IGC and there will be a Focal Point within the National Commissions in each country. Visits will be made to all relevant organisations and selected border crossings. Liaison will be maintained with other TRACECA projects and the other IFIs active in the region. Assumptions: • TRACECA National Commissions have sufficient influence to implement changes in border procedures and facilitate the work of the project; • National Customs will be fully supportive of Customs Working Groups and allow external involvement in meetings; • Customs Broking Institutes can be formed and established as legal entities. Project Managers: Scott Wilson - Compass –- NEA - Sema 6 TRACECA: Harmonisation of Border Crossing Procedures – Inception Report 2.0 ANALYSIS OF THE PROJECT 2.1 Start Situation • The Contract was signed on the 12th of November 2001. The Project Mobilisation commenced, with the arrival on site in Baku, Azerbaijan of the Project Manager 15th of November 2001. • During the Inception Phase, the Project Manager was supported by the two Project Regional Team Leaders. The function of the Regional Team Leaders is to take responsibility for the (1) Black Sea and Caucasus and (2) the Asia areas which divides the 13 TRACECA countries into two designated and logical regions. • The Project Manager undertook meetings with the Main Project Recipients to ensure that all the 12 country National Secretaries and Representatives from Turkmenistan were aware of the start of the Project, their role in the Project and the requirements for office accommodation, communications and the designation of Project support and counterparts. • It was also necessary to discuss the initial methodology for data collection and border audit that would be a vital aspect of future Project development for both a database and website information. • There were several meetings, during the initial weeks, with staff and advisors of the Intergovernmental Commission (IGC), to evaluate the TOR and ascertain if there were any significant anomalies or required adjustments and to ascertain immediate needs. These meetings were held in a very cooperative and progressive atmosphere with all concerned. • Due to the nature and logistics of the Project, that encompasses 13 countries, the formal Tacis TRACECA Induction Seminar or Kick-off meeting was organised and carried out in two parts utilising the platform of the Working Group meetings for all TRACECA National Secretaries. • The first Working Group meeting took place on 10th-11th of December 2001 in Tblisi, Georgia. The Project Manager gave a brief introduction of the Project and all 12 country National Secretaries and Representatives from Turkmenistan were presented with a folder containing (1) a copy of the Project Terms of Reference (TOR) and (2) a summary of the Consultants Project Proposal. • The second Working Group meeting took place on 25th-26th of February 2002 in Ashgabat, Turkmenistan. The Project Manager gave a full Power Point presentation of the Project plus three other presentations on TRACECA Development and 11 country National Secretaries and Representatives from Turkmenistan were presented with a folder containing hard copies and a CD-ROM of five related presentations. For full details of presentation and minutes of the meeting, see Appendix 02. • A Draft Inception Report was completed on 12th March 2002. Project Managers: Scott Wilson - Compass –- NEA - Sema 7 TRACECA: Harmonisation of Border Crossing Procedures – Inception Report 2.2 Project Context • The Project Context is seen as extremely relevant to the future development of TRACECA and it appreciates and builds on the enormous progress that has been achieved by the EC Task Manager, Advisors and National Transport entities. It is the Consultants opinion that, with minor adjustments to the TOR, overall concept and planned inputs, there will be a very relevant and significant affect, in the long- term, on the Harmonisation of Border Crossing Procedures. • The discussions, with the Project Participants, were extremely constructive and there was a consensus that the project would produce the required results. There were only minor concerns that the current TOR defined a length of input that may not be sufficient for long-term strategies • For details of Meetings and Working Groups, see Appendix 02. 2.3 Project Problems • There were very few problems discovered except
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