EPAN – IPSG EPAN Administrative Framework Luxembourg, 17 February 2005

Contents « EPAN Administrative Framework » project Principal deliverable Road Map Synthesis Report on working methods Propositions in terms of communication, principal roles and actors, and also document management Discussions EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

EPAN Administrative Framework » project EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Principal deliverables Road Map Synthesis Report on working methods Propositions in terms of communication, principal roles and actors, and also document management Proposition of a communication plan and protocole Presentation supports EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Road Map (1) Synthesis Report on working methods and habits, based upon DG resolutions EPAN guidelines for participation, EPAN evaluation framework IPSG working methods guidelines CIRCA users manual, website protocol, guide to keywords TFE recommendations contact with WG members, IPSG Troika+, IPSG WM/KM group EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Road Map (2) Outline of a document management model Outline of a communication model Communication plan proposal, with associated document management concerns and communication protocol outline Presentation of communication plan to the IPSG members, and other EPAN WG eventually Want to contribute ? EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Inventory of existing guidelines EPAN as an organisation Definition Internal structure Communication plan elements Open questions EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

EPAN - definition EPAN as an organisation Aims informal network, emanates from the Ministers and DGs decisions. Aims aiming at the overall improvement of the quality of the public administration and civil service. improve information exchange through meetings, CIRCA, EUPAN.org EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

EPAN – internal structure Meeting of the Ministers DGs, DGs Troika, DG Troika Secretariat Presidency Working Groups AdHoc Groups EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

EPAN – internal structure remaining questions Meeting of the Ministers - composition DGs, DGs Troika, DG Troika Secretariat - flow of documents and decisions Presidency - role, reinforcement, follow-ups Working Groups - exact composition, hierarchy, status AdHoc Groups - guidelines EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Communication plan elements Documents typology Common document flows MTP WG leading, hierarchical communication Meetings management Presidency role EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Communication plan elements - remaining questions Documents typology - CIRCA structure, Keywords, EUPAN structure Common document flows MTP - integration of WG working plans WG leading, hierarchical communication - agreement Meetings management - e-communications, concurrent sessions, feedback mechanisms, consensus workaround Presidency role - CIRCA document management EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Surveys and studies organisation Open questions Editorial board Structure, Roles Funding of the work Presidency, co-presidencies, other models Surveys and studies organisation Efficiency, Grouping, Reuse, Publication EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Communication plan outline WHAT - HOW: Common document and information MTP, WG leading, hierarchical communication, Meetings management, Presidency role Current state & Propositions SUPPORT: Mediums Document management WHO: to be further discussed EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

MTP Habits Propositions New member States can state their opinion Early availability on CIRCA Propositions Hierarchical flow of documents Review by peers Based upon a continuous consultation process new member States can state their opinion on the MTP and the schemes of work Early availability: 1 or 2 weeks before the meetings the required articles should be available on CIRCA in english, other languages depend on the wish of the presidency.s Hierarchical flow of documents: presidents of GTs  DG Troïka Secretariat  DG Troïka  DGs and Ministers MTP could be elaborated on the basis of a process of continuous consultation, open debate and priorisation of the possible points Any decision of DGs should be translated of resolution by the WP for approval by the DG Troïka and agreement during the meeting of DGs EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Meetings management Habits Proposition Prepare the meetings to reduce the costs of them to electronic communication Proposition Shorten the meetings and conduct them in parallel Parallel meetings to facilitate the exchanges, which can be difficult for the small countries where the same person attends to many groups EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

DG Meetings Proposition Hierarchical flow of documents e.g: selection of topics Translation into resolutions to be made by the WG The topics to be covered could be subjected by GTs to DGs which could select some of them EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

WG leading and hierarchical communication Proposition Rapporteur of WGs responsible for reporting about the WG activity. Improve communication between WGs Improve membership management Is there a need for laying down strict management rules? Elect rapporteurs of GTs responsible for the drafting of a report and of its presentation in DGs Membership management might be improved through new "temporary" members, members who do not exist any more... need to be brought up to date in a regular way a good management of the members would allow a better communication QUESTION: is it necessary to lay down strict rules of management? EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Presidency role Habits Present the new presidency work program at the end of the former presidency Progress and Results reports produced at the end of the each presidency EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Communication plan: What? Agenda Report Working plans Invitations Questionnaires Studies Publications Guides Newsletter … Communicated documents EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

What: Document management Habits Layout standard to each presidency, no rule seems needed Documents published (native and pdf forms) Standardize document content Propositions Establish common meta-datas Further standardize document content Remove out-dated documents from CIRCA. Standard Document content involves, for instance, that a document requiring a decision of DGs should contain in its introductory section the nature, the goal and the reasons of this decision Or that any report of the working groups should be simplified, to provide an executive summary and its principal conclusions at the beginning of the document The working documents of a fomer presidency should be removed from circa by the beginning of the next presidency. une structure standard de document est utilisée en fonction de la présidence et du GT : numérotation des pages et logo de la présidence pour les documents réalisés par la présidence EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Communication plan Support Current mediums Paper distributed in meetings Emails EUPAN.org website CIRCA Groupware Phone The use of Circa is growing in all EPAN groups. emails utilisé pour envoyer les invitations aux réunions et communiquer de manière générale EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Support: Analysis of Circa Storage oriented: document repository Publication-subscription mode Interesting functionalities: Presentation, classification, seeking, notification Proposed improvements: More accurate notification Set up more targeted communication habits orienté mémoire : stockage de document (révisions et versions linguistiques différentes) mode publication-souscription : des documents sont publiés par des utilisateurs, en fonction de leurs droits respectifs, et sont téléchargés par d'autres utilisateurs quelques points faibles : il serait souhaitable de pouvoir paramétrer plus finement le rythme et les éléments sur lesquels portent les notifications (notification par un message quotidien - au maximum - reprenant les changements, ajouts etc). De même il serait bon de permettre aux utilisateurs de paramétrer les informations qui leur sont présentées sur la page d'accueil ou de mettre en avant les nouveautés, ajouts en fonction du profil de l'utilisateur connecté à la plateforme EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Support: EUPAN.org Analysis of functionnalities, to be done Habits: Publications of work and studies, Progress and Results Reports Newsletter Propositions: Structure the integration of EUPAN and CIRCA (protocol) Set up Editorial Board to improve website content Newsletter: : to inform of the most significant documents, within all the network? With bond on CIRCA/EUPAN? EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Proposition of work Using the results of We plan to Collaborative Work requirements analysis Evaluation of Circa and EUPAN tools Existing protocol propositions We plan to Propose a communication protocol for Circa and EUPAN, with related document management guidelines Refined with the IPSG members wishing to get involved grille de collecte des données : analyse des situations de travail collaboratif pour avoir une vue la meilleure possible sur la situation actuelle (voir ce que les acteurs disent qu’ils font mais aussi ce qu’ils font réellement)  complètera le document de synthèse  analyse des données  proposition de protocole Evaluation de Circa : voir (2)  voir les fonctionnalités non utilisées de l’outil et pourquoi elles ne le sont pas  quel bénéfice à les utiliser ? analyse des données et suggestion d’améliorations d’utilisation de l’outil : proposition d’un protocole de communication pour Circa et EUPAN Want to contribute ? EPAN, IPSG, 17.02.2005 EPAN Administrative Framework

Thanks for your attention Any questions or remarks?