MTP 2008-2009

Main goal for the European Union Lisbon Strategy, 2000 “…to become the most competitive and dynamic knowledge-based economy in the world, capable of sustainable economic growth with more and better jobs and greater social cohesion”. Lisbon Strategy, 2005 “…the importance of innovative, competitive and performance oriented public sectors as they contribute to the Lisbon goals as well as to the provision of quality public services”.

Report Lisbon Strategy Since the conclusions of the ad hoc group (Lisbon Group) Report, the EUPAN network has to take into consideration the framework of the Lisbon Strategy when developing all its activities and define the MTP contents. Report Lisbon Strategy Ad hoc group (Lisbon Group)

Lisbon strategy goals versus Public Administration constraints HOW TO FACE PUBLIC ADMINISTRATION CONSTRAINTS WHEN THE BIG CHALLENGE IS: To do more with less To improve efficiency in public sectors To deliver quality services To develop more transparency and better performance To deal with demographic change and ageing and its effects on the labour market To manage recruitment in the public sector taking into account the pressure of an ageing population on human resources

EUPAN Network Exchange information Share experiences Considering the challenges that public administrations face the EUPAN network is the appropriate forum to: Exchange information Share experiences Share best practices Compare current developments and reforms Promote EU-wide concepts and strategies for public services Jointly search for solutions to the common challenges A EUPAN tem como campo de acção a administração pública, lida com diversos temas mas a abordagem é restrita à Administração pública .

MTP – Sources Report of Lisbon Ad-hoc group Ministers Resolution Defined common priority areas according to the Lisbon Strategy Ministers Resolution Approved the two main priorities for the future EUPAN work Directors-General Resolutions Agreed on the main working areas for the different WG’s Memorandum on MTP Guidelines for the new MTP format Assessment results/contributions Identified the main issues that the MS would like to handle within EUPAN

METHODOLOGY FOR THE 2008-2009 MTP How is it possible to enhance cooperation among working groups? With a developed format and content, so it will be a more target oriented document, focusing on a transversal approach to themes defined as main priorities. To be successful in this transversal approach the subjects to be dealt with should be limited in number and dealt with in a more in-depth way. Establishing specific / new working methods.

The Portuguese Presidency proposal is : MTP – Co-operation The Portuguese Presidency proposal is : To enhance co-operation for an effective connection among EUPAN Working Groups in order to achieve common targets by using specific, agreed methods.

LAST MTP STEPS 1st MEETING PROPOSAL APRROACH 2nd CONTRIBUTIONS DURING THE MEETING AND BY E-MAIL 3rd ANALYSIS OF CONTRIBUTIONS 4th CONCLUSIONS AND FINAL PROPOSAL

THE FINAL MTP 2008/2009 PORTUGUESE PRESIDENCY PROPOSAL FOR EUPAN WORKING AREAS , ACTIVITIES , GOALS ARE :

EUPAN MAIN PRIORITIES OBJECTIVES CO-OPERATION AREAS CO-OPERATION METHODS TOPICS TO DEVELOP IPSG WORKING AREAS E-GOV WORKING AREAS HRWG WORKING AREAS ACTIVITIES

EFFICIENCY & GOVERNANCE LISBON STRATEGY PUBLIC SERVICE IMAGE EFFICIENCY & GOVERNANCE HRWG IPSG e-GOV DEMOGRAPHIC CHANGE Reduction of administrative burdens Sustainable of pensions systems Strategic management Leadership skills HR productivity Staff motivation Quality Conferences Competences development CAF Gender orientation Public service image Flexibility – forms of work Good Administration Lifelong learning Customer focus/inclusive Gov. Knowledge management CUSTOMER ORIENTATION EUPAN PRIORITIES

THE EFFICIENCY OF PUBLIC MANAGEMENT AND GOVERNANCE Transversal working areas among EUPAN Network PRIORITY WORKING AREA HRWG IPSG eGOV THE EFFICIENCY OF PUBLIC MANAGEMENT AND GOVERNANCE CUSTOMER FOCUS EU VERSION OF THE “CUSTOMER INSIGHT” CUSTOMER FOCUS GUIDELINES CITIZEN CHARTER GUIDELINES INCIATIVES ADDRESSING THE NEEDS OF DISAVANTAGED AND POTENCIAL EXCLUDED CITIZENS HOW TO STIMULATE THE USE OF EGOVERNMENT SERVICES BY CITIZENS REDUCTION OF ADMINISTRATIVE BURDENS IDENTIFY NEW METHODS OF COMPETITIVENESS AND PRODUCTIVITY IN PA WORKSHOP ON ADMININSTRATIVE PROCEDURES SIMPLICATION BACKOFFICE TRANSFORMATION; CROSS-GOVERNMENT COLABORATION; MANAGEMENT OF TRANSVERSAL SERVICES; METHODOLOGIES TO MEASURE THE PROGRESS Proposal for learning team/ common workshops: ways to manage shared projects PUBLIC SERVICE IMAGE WORK ON TRUST, COMPETITIVENESS, TRANSPARENCY, QUALITY, INCLUDING WORK CONDITIONS, TRAINING EVALUATION, MOTIVATION, JOB SATISFACTION WORK ON VISION OF PS Proposal for learning team/ common workshops: ways to increase citizen/customer confidence on e-services How to promote the use of electronic services? How technologies enable us to connect with customers and meet their needs? Privacy and data security. Proposal for learning team/ common workshops: ways to improve Public services image

Transversal working areas among EUPAN Network PRIORITY WORKING AREA HRWG IPSG eGOV THE EFFICIENCY OF PUBLIC MANAGEMENT AND GOVERNANCE LISBON STRATEGY SOCIAL DIOLOGUE EFECTIVE CONTRIBUTION OF CENTRAL GOVERNMENT ADMINISTRATIONS TO THE IMPLEMENTATION AND FORESEEN REVISION OF THE LISBON STRATEGY EVALUATION OF PA´S ADDED VALUE TO THE LISBON STRATEGY GOALS QUALITY MANAGEMENT COMPARATIVE ANALISYS OF QUALITY MAGT IN PA´S IN THE MS 5th QUALITY CONFERENCE, PARIS AND 6th QC PREPARATION CAF ACTION PLAN & 4th CAF EVENT STRATEGIC MANAGEMENT - STRATEGIC VISION OF EFFICIENT MEASURES AND EFFECTIVE METHOD FOR DEVELOPED A PRODUCTIVE P.A MANAGEMENT - WORK ON THE MOBILITY BETWEEN PA AND EU AND PA AND THE PRIVATE SECTOR Proposal for learning team/ common workshops: ways to improve strategic management KNOWLEDGE MANAGEMENT TALENT AND COMPETENCES DEVELOPMENT Proposal for learning team/ common workshops: ways to retain and better use the HR knowledge in the public services.

Transversal working areas among EUPAN Network PRIORITY WORKING AREA HRWG IPSG eGOV DEMOGRAPHIC CHANGE & AGEING SUSTAINING EFFICIENT ADMINISTRATION WORK ON SUSTAINABILITY OF PENSIONS SYSTEMS POSITIONS WORKSHOP ABOUT THE DEMOGRAPHIC CHANGE ON 5QC SOCIAL DIALOGUE WORK ON SUSTAINING EFFICIENT ADMINISTRATION IN VIEW OF DEMOGRAPHIC CHANGES, INCLUDING RECRUITMENT, LIFELONG LEARNING, STAFF MOTIVATION, COMPETENCES AND TALENT DEVELOPMENT, LEADERSHIP SKILLS, FLEXIBILITY REGARDING THE FORMS OF WORK AND WORKING LIFE. Proposal for common workshop at 5QC: ways to face the demographic challenge

MTP - Co-operation within and between WG’s New Working methods Specific goals Level of co-operation SET UP OF “LEARNING TEAMS” (LT); TO WORK TOGETHER IN A COMMON PROJECT (BETWEEN MEMBERS OF ONE GROUP, MEMBERS OF DIFFERENT EUPAN WGS AND EXPERTS/ CONSULTANTS OF MS INVITED BY THE LT) INTEGRATION VIRTUAL MEETING – POSSIBLE ON CIRCA WEBSITE TO EXCHANGE INFORMATION BETWEEN THE WGS; TO COLLECT DIFFERENT VIEWS OR IDEAS ABOUT SPECIFIC SUBJECTS; TO ASK/ANSWER QUESTIONS RELATED TO A SPECIFIC PROJECT OR SUBJECT; INFORMATION CONSULTATION COLLABORATION PARTICIPATION OF WG’S CHAIRS OF THE PRESIDENCY IN ALL OTHER WG’S MEETINGS; TO CONTRIBUTE WITH KNOWLEDGE/EXPERIENCE OF A DIFFERENT WG TO THE WORK DEVELOPED IN ANOTHER WG

EUPAN WORKING AREAS HRWG IPSG E- Gov PUBLIC SERVICE IMAGE STRATEGIC MANAGEMENT SOCIAL DIALOGUE SOCIAL DIALOGUE (HORIZONTAL THEME) SUSTAINING EFFICIENT ADMINISTRATION OF CENTRAL GOVERNMENT ADMINISTRATIONS IN VIEW OF DEMOGRAPHIC CHANGES EFFECTIVE CONTRIBUTION OF CENTRAL GOVERNMENT ADMINISTRATIONS TO THE IMPLEMENTATION AND FORESEEN REVISION OF THE LISBON STRATEGY VIOLENCE AND HARASSMENT AT WORK IPSG QUALITY MANAGEMENT CUSTOMER FOCUS LISBON STRATEGY (EVALUATION) REDUCTION OF ADMINISTRATIVE BURDENS KNOWLEDGE MANAGEMENT E- Gov REDUCTION ON ADMINISTRATIVE BURDENS INCLUSIVE GOVERNMENT

HRWG - MTP 2008/2009 - PROPOSAL ITEMS ACTIVITIES Promote HR WORKING AREA ITEMS ACTIVITIES PUBLIC SERVICE IMAGE Promote competitiveness, and quality in P.A To developed and identify new methods of competitiveness and productivity in PA; To search and define quality level of public services indicators to promote better services; Promoting trust transparency Vision of public service To identify and improve staff working conditions, namely developing new talents and competences for increasing motivation and more incentive for job satisfaction projects. All the results have to be measured; To identify factors and practices that contributes to promote trust and transparency in P.A (as organization, as employer).

HRWG - MTP 2008/2009 - PROPOSAL ITEMS ACTIVITIES STRATEGIC MANAGEMENT HR WORKING AREA ITEMS ACTIVITIES STRATEGIC MANAGEMENT CHANGE MANAGEMENT To Identify the keys of successful public administration management, considering a strategic vision to develop: - A productive PA management; Indicators to measure the efficiency of their results; Mobility between PA in EU and PA and the private sector as a clear challenge in the context of PA needs; REWARD SYSTEM To develop researches and to identify Reward Systems including measurement of motivation factors and reached objectives; IMPROVING LEADERSHIP OR MANAGERIAL SKILLS To Identify the use of leadership skills of senior staff as well as gender- oriented assignments to managements positions, passing by ageing development and motivation; Developing competences /leadership and the use of ICT; SUSTAINABILITY OF PENSIONS SYSTEMS To Identify the challenges related to a long work life time (changed aged structure in PA) and the sustainability of pension systems.

HRWG - MTP 2008/2009 - PROPOSAL HR WORK METHODOLOGY GOALS PUBLIC SERVICE IMAGE Output for organizational structures of the different PA of MS contributing for: Increasing the competitiveness and productivity of the public administration ; Raising the quality and efficiency of Public Services; Reaching a friendly administration for the citizens as a beneficiary of the public service; Services simplification for citizens as clients; Measuring central government administration efficiency and effectiveness. GOALS STRATEGIC MANAGEMENT To contribute to the definition and implementation of (strategic) objectives and to the measurement of those objectives. To Identify the efficiency of the measures and the effective method for increasing productivity. To define how managers can motivate and reward their senior staff. To search for solutions for the viability of the pensions systems. HR WORK METHODOLOGY Survey based on researches (when using questionnaires, they should be structured in a easy way and be, if possible, submitted to different level of respondents ) ; Shared practices (information between ms by e-mail, virtual meetings or LT); Evaluation of the solutions, results and benefits. Summarized final report with recommendations to submit to the DGs.

SOCIAL DIALOGUE - MTP 2008/2009 - PROPOSAL THEMES MAIN ACTIVITIES SOCIAL DIALOGUE (HORIZONTAL THEME) Reacting to relevant initiatives from the Commission; SUSTAINING EFFICIENT ADMINISTRATION OF CENTRAL GOVERNMENT ADMINISTRATIONS IN VIEW OF DEMOGRAPHIC CHANGES Improving effective management, recruitment, retention, lifelong learning, staff motivation, competencies and talent development; Improving leadership skills; Taking account of diversity and equality in the workforce; Enhancing the flexibility with regard to forms of work and working life, having due regard to the issue of (employment) security; EFFECTIVE CONTRIBUTION OF CENTRAL GOVERNMENT ADMINISTRATIONS TO THE IMPLEMENTATION AND FORESEEN REVISION OF THE LISBON STRATEGY Building trust in central government administrations (transparency, good governance and accountability, etc); Ensuring efficient organisation and effective output of central government administrations, taking particular account of the demands of the public/users; Considering the European Commission’s foreseen initiatives on a revised Lisbon Strategy (in 2008) with regard to central government administrations; VIOLENCE AND HARASSMENT AT WORK Observing the forthcoming multi- sectoral discussions, starting 2008, on third-party violence at work.

IPSG - MTP 2008/2009 - PROPOSAL Working areas Main results QUALITY MANAGEMENT CUSTOMER FOCUS LISBON STRATEGY (EVALUATION) REDUCTION OF ADMINISTRATIVE BURDENS KNOWLEDGE MANAGEMENT 5th Quality Conference, Paris Impact Assessment Study on 5QC (Conditional) Guidelines for 6QC CAF Action Plan 2009/2010 Report on the 3rd CAF Event evaluation results 4th European CAF Users Event Comparative Analysis of Quality Management in PAs in the EU MS Customer insight in the public services (EU version) Evaluation of Public Administrations’ Added Value to the Lisbon Strategy Goals Workshop/seminar on administrative procedures simplification Workshop about the demographic change on 5QC

Reduction of Administrative Burdens for Citizens E-GOV - MTP 2008/2009 - PROPOSAL WORKING AREAS MAIN ACTIVITIES Reduction of Administrative Burdens for Citizens Identify services with high impact on the reduction of administrative burdens for citizens; Analyse the different forms and models to put in practice the transformation of backoffices; Discuss how to encourage cross-government collaboration; To work on guidelines to manage transversal services; Analyse the different methodologies to measure the progress. Inclusive Government Identifies the initiatives addressing the needs of disadvantaged and potentially excluded citizens; Discuss how to develop multi-channel services, including face-to-face delivery; Identify the acquisition of different skills (not only technical skills) of public agents; Exchanging experiences of how to stimulate the use of eGovernment services by citizens.

MTP Evaluation The Portuguese Presidency: Considers that an assessment should be undertaken during 2009 regarding the present MTP (subjects and proposed methodology) .

Time Frame Actions Dates Innovative Public Services Group Social Dialogue Task Force Human Resources Working Group E-Government 15 - 16 November 19 November 20 November 3 - 4 December Presentation to the Troika Secretariat 26 November Presentation to the DG’s Troika 9 December (Final version) Presentation for approval in the DG meeting 10 – 11 December

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