Administrative Burden Citizens - Project experiences SIRA Consulting - 29. January 2008 The Hague Peter Bex

Introduction Basic principles of Administrative Burden Definition and Standard Cost Model Principles for calculating Administrative Burden Project Approach Administrative Burden High lights of the Baseline measurement Measuring a ‘Life-event’

Basic principles of Administrative Burden (1) Definition of Administrative Burden The costs for (organized) citizens which result from complying with information obligations laid down in government regulations. Complying with these obligations means that administrative tasks have to be carried out, such as collecting, processing, registering, archiving and delivering information. Administrative Burdens are measured in time and € per year

Basic principles of Administrative Burden (2) Standard Cost Model Regulations Information obligations To comply with the information obligation administrative tasks have to be carried out P Internal Time to fulfill administrative tasks Q Number of occurrences of Administrative Tasks Q2 Frequency of periodic administrative Tasks Q1 Frequency of incidental administrative tasks or Number of Citzens P External Out of Pocket costs to fulfill administrative tasks T x Q = Administrative Burden in Time T x Q = Administrative Burden in Costs

Basic principles of Administrative Burden (3) The main principles of the SCM Open structure. The standard cost model is designed with an ‘open structure’. This means that the SCM clearly and verifiably includes: The relevant information obligation that is concerned (article from the legislation). The tasks that citizens must carry out to comply with these obligations. How these costs are calculated. Full compliance. The AB is estimated based on the assumption that the regulation will be fully complied with. Only the costs, not the benefits. The SCM only measures the Admi-nistrative Burden; possible benefits are not taken into consideration. Concurring functions. Some of the information obligations would be implemented even if they were not imposed by law or international regulations. Despite the fact that, in such a situation, the regulation concurs with the practice, the time and costs concerned are still considered Administrative Burden.

Measuring AB Citizens Measure only the most important legislation 20% of the legislation causes 80% of AB for citizens. Differentiate between relevant target groups: General citizens. The elderly. Benefit claimants. The chronically ill and disabled. Organised citizens.

Project Approach Administrative Burden Phases 1 Preparation of the project framework 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results

Project Approach Administrative Burden Phases Phase 1: Aim – Work – Results 1 Preparation of the project framework Desk study to get detailed insight in the relevant regulation. Compile overview of regulations (laws, policy documents etc) and target groups. Prepare structure of the Standard Cost Model and make it ready for data input. Arrange Project Supervisory Committee Draw up Action Plan and first meeting Project Supervisory Committee Verify project approach Result: Overview with relevant regulations and Standard Cost Model Preparation of the project framework 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results

Project Approach Administrative Burden Phases Phase 2: Aim – Work – Results 1 Preparation of the project framework Identify all information obligations and refer to articles in the regulation. Describe the administrative tasks (process) for citizens to comply to information obligation Collect all relevant documents to get insight into information obligations Discuss the results with specialists of the legislator Put all relevant data into 1st version of the Standard Cost Model Identify information obligations and prepare field investigation. 1st version SCM for the relevant information obligations in the selected regulation 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results

Project Approach Administrative Burden Phases Phase 3: Aim – Work – Results 1 Preparation of the project framework Prepare Citizens’ Panels. Panels are conducted on the basis of a specific questionnaire. All information from the panels is reported (including feed back) Put data into the 2nd version of the SCM Discuss results with specialists with practical experience Not only quantitative information also qualitative information is important Collect and process information obtained from citizens The results of the Panels are documented in summaries and the Standard Cost Model 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results

Project Approach Administrative Burden Phases Phase 4: Aim – Work – Results 1 Preparation of the project framework Report the results in draft report (PxQ) Verify collected information with specialists. Prepare workshop with non- gouverne- mental and public organizations: Consensus AB Insight in reduction of AB Eventually collect missing or discussable information in additional interviews Finalise draft report Analyse collected information and obtain con- sensus for Administrative Burden Final report with Administrative Burden, over- view of (prioritized) reduction proposals and insight in “Red Tape“ 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results

29. January 2008 The Hague Peter Bex Administrative Burden Citizens - High lights of the Baseline measurement - 29. January 2008 The Hague Peter Bex

High lights baseline measurement (2) The administrative burden for the citizens amount to: 112 million hours; and €1,276 million out-of-pocket expenses Per Target group:

High lights baseline measurement (2) The Top 10

Administrative Burden Citizens - Measuring a ‘Life-event’ - 29. January 2008 The Hague Peter Bex

Measuring a ‘life event’ Examples of ‘Life-events’: Birth Going to school An accident Pension A Life-event is composed of different information obligations E.g. Birth Birth declaration Request Child benefit National Health Care Programme Register for Nursery

Measuring a ‘Life-event’ Assumptions zero measurement of a ‘Life-event’ 1 ‘Life-event’ 4-6 information obligations 4-6 stakeholders involved 1 targetgroup

Project Approach AB ‘Life-event’ Phases Phase 1: Aim – Work – Results 1 Preparation of the project framework Desk study to get detailed insight in the relevant regulation. Compile overview of regulations (laws, policy documents etc) and target group. Prepare structure of the Standard Cost Model and make it ready for data input. Arrange Project Supervisory Committee Draw up Action Plan and first meeting Project Supervisory Committee Verify project approach 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results Result: Overview with relevant regulations and Standard Cost Model Capacity: Coordinator: 3,5 days Stakeholders: 0,5 day (per stakeholder)

Project Approach AB ‘Life-event’ Phases Phase 2: Aim – Work – Results 1 Preparation of the project framework Identify all information obligations and refer to articles in the regulation. Describe the administrative tasks (process) for citizens to comply to information obligation Collect all relevant documents to get insight into information obligations Discuss the results with specialists of the legislator Put all relevant data into 1st version of the Standard Cost Model 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results 1st version SCM for the relevant information obligations in the selected regulation Capacity: Coordinator: 5,0 days Stakeholders: 1,5 day (per stakeholder)

Project Approach AB ‘Life-event’ Phases Phase 3: Aim – Work – Results 1 Preparation of the project framework Prepare 5 Citizens’ Panels (10-12). Panels are conducted on the basis of a specific questionnaire (max 2,5 hours). All information from the panels is reported (including feed back) Put data into the 2nd version of the SCM Discuss results with specialists with practical experience Not only quantitative information also qualitative information is important 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results The results of the Panels are documented in summaries and the Standard Cost Model Capacity: Coordinator: 12,0 days Stakeholders: 0 day (per stakeholder)

Project Approach AB ‘Life-event’ Phases Phase 4: Aim – Work – Results 1 Preparation of the project framework Report the results in draft report (PxQ) Verify collected information with specialists. Prepare workshop with non- gouverne- mental and public organizations: Consensus AB Insight in reduction of AB Eventually collect missing or discussable information in additional interviews Finalise draft report 2 Collecting information & preparing the field investigation 3 Field investigations: Citizens’ Panels 4 Analysis and consolidation of results Final report with Administrative Burden, over- view of (prioritized) reduction proposals and insight in “Red Tape“ Capacity: Coordinator: 8,0 days Stakeholders: 1,5 day (per stakeholder)

Project Approach AB ‘Life-event’ Summary Coordinator Per stakeholder Phase 1 3,5 0,5 Phase 2 5,0 1,5 Phase 3 12,0 0 Phase 4 8 1,5 Total 28,5 days 3,5 days Planning Duration 2 – 3 months

SIRA Consulting Edisonbaan 14 C 5 3439 MN Nieuwegein The Netherlands\ Tel: +31 (0)30 602 4900 Fax: +31 (0)30 602 4919 Managing directors: drs. ing. P.M.H.H. Bex E-mail peter.bex@siraconsulting.nl dr. ir. H.F. Kaltenbrunner E-mail helmut.kaltenbrunner@siraconsulting.nl