Introducing the iMonitor Reporting Template: A Tool to Assist Civic Monitors in Gathering and Reporting Actionable Information on Monitored Contracts
Now in its second year, the iMonitor project is currently focusing on implementing its civic monitoring methodology in practice in the countries involved in this initiative. Since early summer, our volunteer monitors in Catalonia (Spain), Italy and Romania have started monitoring a few selected high-risk contracts, gathering detailed information about contract terms, hired suppliers and the actual contract implementation in their locations. In Lithuania, recruited monitors among law students at Mykolas Romeris University (MRU) have recently concluded iMonitor training sessions and are starting to conduct monitoring activities as part of their studies.
Supporting their monitoring work stands one of the key tools developed by the project: the iMonitor reporting template. This tool was developed collaboratively by all iMonitor partner organisations, drawing especially on the expertise and needs shared by our public partners – the Catalonian Anti-Fraud Office (OAC), the Romanian National Integrity Agency (ANI), the Italian National Anticorruption Agency (ANAC) and the Lithuanian Special Investigations Service (STT). The template is structured as a questionnaire and provides monitors with detailed instructions and examples to guide them through the monitoring work. Inspired by the existing Monithon reporting system for monitoring EU-funded projects, it also follows a three-step structure:
- Step 1: Desk Analysis – This initial phase involves gathering essential information about the contract, including key details such as contracting parties, contract value, and implementation schedule.
- Step 2: Contract Implementation Monitoring – Monitors then conduct fieldwork to verify whether the contract’s terms are being met in practice. This step includes site inspections and interviews to assess the quality and quantity of delivered goods or services, compliance with contract provisions, and any potential irregularities. The template guides monitors through evaluating risks like implementation delays or unjustified payments, providing a comprehensive framework for on-the-ground assessments.
- Step 3: Results and Impact – After completing the monitoring, monitors document the impact of their work, including dissemination of reports, media coverage, and feedback from public authorities. This phase helps evaluate the effectiveness of the monitoring and its contribution to improving contract implementation and fostering accountability.
The reporting tool is accessible upon registration on monithon.eu. Alternatively, registered users in iMonitor countries may first select a high-risk contract on Opentender.eu and select the option “Monitor this Tender” below the tender title to initiate a new report on the reporting tool, also automatically exporting key data from Opentender into the draft report.
Completed reports submitted by our volunteer monitors are reviewed internally by iMonitor partners to ensure report quality and accuracy of the information provided. Once approved, reports are stored in our archive and can be exported by monitors as a document to be further disseminated by monitoring groups if appropriate. Reports identifying significant issues are forwarded to public authorities supporting the project for further investigation. Our collaboration with law enforcement agencies ensures that reports are channelled through appropriate systems, facilitating timely and effective action.
The iMonitor approach emphasises the importance of collaboration among local organisations, monitoring groups, contracting authorities, and oversight agencies. By establishing robust networks and clear reporting mechanisms, we aim to enhance the effectiveness of public procurement oversight and drive meaningful improvements in the implementation of public contracts and delivery of basic public services.
Check out our guidance notes on the iMonitor reporting template below: