EUPAN HANDBOOK

EUPAN Handbook Finnish Presidency Brought up the issue and related to the updating of the IPSG handbook proposed that the handbook should be updated so that it would cover the whole EUPAN Network Guidelines for the work within one group Principles of co-operation between the different working areas and different levels of the Network The role of the Troika work Practical information concerning the whole Network, such as administration of CIRCA The co-operation between the EUPAN and the relevant partners outside the Network

EUPAN Handbook The EUPAN handbook draft presented by the Portuguese Presidency took into account The handbook draft presented by Finland Several documents from previous presidencies available on CIRCA The contributions from the Working Groups delegates and EC

EUPAN Handbook What is a «Handbook»? Concise manual or reference book providing specific information or instructions Why a Handbook? Lack of coordination and co-operation between the WGs Lack of knowledge management in the Network Need to integrate the new EU Member States Need of basic organisational and proceeding guidelines What are the objectives of the Handbook? To work as an information bank for new individuals joining the network and its meetings To promote information sharing and horizontal co-ordination and co-operation inside the network as well as strengthening the effectiveness of the co-operation in the EUPAN network To share a common vision of knowledge management inside the network To promote good practice and continuous development of working methods To provide information of the network to outside co-operative and interested partners.

EUPAN Handbook Handbook Introduction What is the EUPAN Handbook? Why the Handbook? How to maintain the Handbook updated? How to make the Handbook visible?

EUPAN Handbook What is the EUPAN Handbook? This handbook is a concise manual, intended to be a guideline book that provides specific information concerning EUPAN functioning. It describes the EUPAN mission, structure, and standard procedures as recommendations for the different fora of the Network.

How to maintain the Handbook updated? EUPAN Handbook How to maintain the Handbook updated? This handbook is not intended to be a static document. It is crucial for its permanent usefulness that the Presidencies update the information when deemed necessary, in light of Network developments.

How to make the Handbook visible? EUPAN Handbook How to make the Handbook visible? The Handbook should be available in CIRCA and on the EUPAN Website. Furthermore, each Member State should make it available on their national websites.

EUPAN Handbook Handbook Table of contents I. EUPAN – General information about EUPAN Definition History Organisation Mission Vision Network

EUPAN Handbook EUPAN Definition EUPAN is an informal network of the Directors General responsible for Public Administration in the Member States of the European Union, the European Commission and observer countries. The informal structure of the Network is steered by the Ministers responsible for Public Ad-ministration.

EUPAN Handbook EUPAN Mission To improve the performance, competitiveness and quality of European public administrations by developing new tools and methods based on the exchange of views, experiences and good practices among EU Member States, the European Commission and observer countries, in the field of central public administration.

EUPAN Handbook EUPAN Structure Network Structure and the two Groups (DISPA and DEBR) that work in co-operation with EUPAN: Ministers Directors-General HRWG IPSG DISPA E-GOV DEBR DG Troika NCP Troika Secretariat CAF

EUPAN Handbook Handbook Table of contents II. The Role of the Different Actors Ministers Directors-Generals Presidency European Commission Troika (DG Troika/Troika Secretariat) Working Groups Sub-groups Ad hoc groups/Task forces Learning teams Delegates

EUPAN Handbook Handbook Table of contents III. The Working Groups HRWG IPSG E-GOV Co-operation with other groups

EUPAN Handbook Handbook Table of contents IV. Setting targets and reporting results Ministers Resolutions Directors-General Resolutions Troika Recommendations Medium-Term Programme Work Programme Agenda Meeting Minutes Results report Evaluation results

EUPAN Handbook Handbook Table of contents Meetings periodicity V. Directors-General meetings guidelines Meetings periodicity Chairmanship Venue Coordination and logistical issues Preparation of documents Language regime Expenses VI. Working groups meetings guidelines Before the meeting During the meeting After the meeting

EUPAN Handbook Handbook Table of contents VII. Knowledge management, working methods and tools Co-operation within the WGs Co-operation between WGs Working methods for sharing knowledge Tools for sharing knowledge Continuous improvement VIII. Visibility of the network, products and accessibility EUPAN Website Newsletter Conferences and events Studies Frameworks Guidelines

EUPAN Handbook Learning Teams Temporary LTs can be set within each WG or within EUPAN, on the basis of particular common interests of some members, with the objective to produce outputs to share within the WGs. The LTs work has to be connected to WGs/EUPAN mission, as well as the MTP in course. The role of the presidencies is strictly to approve the creation of each LT, oversee the work developed and collect the results of the LT working plan. Is responsibility is only to facilitate the work, not to finance or to assume the direct coordination of the LT

EUPAN Handbook Learning Teams Main advantages of the LTs Aligning the WGs activity to the Member States needs and expectations (volunteer basis). Covering more themes in the MTP which increases the WGs results. Sharing practices and findings among MS in a more deep way. Working on specific themes which don’t have the necessary consensus of the WGs to be a common project.

EUPAN Handbook Newsletter The country that holds the Presidency is responsible for producing the newsletter with the contributions of the WG members. There are two newsletters per year and the updated version should be available no later than one month after the end of the Presidency. The newsletter goal is to inform citizens and public administration what the Network is doing, what is new and where to find the information to learn more about it.

EUPAN Handbook Annexes OVERVIEW OF MTP MAIN TOPICS SINCE 2002 LIST OF SOURCES CONTACT LIST 4. BRIEF MANUAL FOR THE CIRCA MANAGEMENT