IPSG Work Programme

IPSG Meeting St. Patrick’s Hall Dublin Castle Dublin 5TH & 6TH February 2004

Centre for Management & Organisation Development Welcome Address Mr Jim Duffy Director Centre for Management & Organisation Development

Calendar of Meetings during the Irish EU Presidency Date Venue Meeting Friday 9th January Dublin Troika Secretariat Thursday/Friday 5th/6th February St. Patrick’s Hall Dublin Castle IPSG Friday 12th March Friday 19th March DG Troika 6th/7th May Croke Park Friday 14th May Wednesday 26th May

IPSG Work Programme Summary of DG Resolution/MTP Findings of the Survey Proposals Proposed Work Programme

Implications of DG Resolution/MTP for IPSG Ministers Resolution Approves the MTP of activities for 2004-2005 Reiterates “need … to pay due attention to the priorities of the administrations of new member states” DGs Resolution for IPSG Acknowledges progress to date Outlines/Supports agenda for MTP

Implications of DG Resolution/MTP for IPSG MTP general Activities Irish presidency to take account of views of 10 new member states about WP Dutch Presidency to assess impact of MTP and respond accordingly

Implications of DG Resolution/MTP for IPSG MTP Aims (specific to IPSG) Ensure full participation of new member states in ongoing IPSG activities (e.g. CAF, QCs) Identify new areas/activities of common interest which can be pursued in future WPs

Implications of DG Resolution/MTP for IPSG CAF Activities for 2004 Disseminate EIPS study & Conclusions of Rome CAF Event Evaluate the EIPA CAF Resource Centre Make public the experiences & results obtained during 3QC CAF Activities 2005 Carry out an appraisal of the level of dissemination of the CAF thoughout Europe Submit the new CAF Action Plan to the DGs for approval

Implications of DG Resolution/MTP for IPSG QC Activities for 2004 Complete preparations for 3QC Involve new members states Examine ways of collecting inputs for future QCs Evaluate results of 3QC QC Activities 2005 Promote & disseminate information on selected 3QC cases/experiences Draw up guidelines for the organisation of 4QC If necessary, Organise expert meeting(s) to prepare for 4QC

Implications of DG Resolution/MTP for IPSG Benchmarking Activities for 2004 Appraise progress on Learning Labs CAF outputs must be evaluated to facilitate national benchmarking Evaluate viability of NEW initiatives Draw up & agree benchmarking WP Benchmarking Activities 2005 Implement benchmarking WP DGs to appraise results in second half of 2005

Implications of DG Resolution/MTP for IPSG Communication Activities for 2004 Draw up an annual Work Project Plan Include creation of EPAN site, managed & financed by EIPA, in Project Plan Investigate possibility of transferring CIRCA knowledge base to new site IPSG to coordinate all working group contributions Commence implementing approved plan Communication Activities 2005 DGs to produce progress report in second half of 2005

Implications of DG Resolution/MTP for IPSG Improving Working Methods Implement guidelines in 4 areas creation of a mid and long term planning process project and activities management management of meetings knowledge management Develop links process with other working groups and activities WM Activities 2005 Appraise effectiveness of new Working Methods

Summary of Work progressed since last Meeting in Rome TFE Report, MTP and DG Resolution Survey to further develop IPSG 2 year Work Programme Further work on the development of the IPSG Working Methods Guidelines Evaluation of feedback from the Rome CAF Event Commencement of EIPA Resource Centre Review Commencement/continuation of PROCUREMENT & ROAD SAFETY Learning Labs Initial work on improving Communication & KM processes Maintenance of CIRCA Consultations with EIPA on development of NEW EPAN website Further development of proposal by Speyer on CeDAT (Centre of Documentation, Analysis and Transfer) Continuing Preparations for 3QC

Discussion Paper on IPSG Work Programme for 2004 - 2005 Completed in January 2004

Report on IPSG Work Programme Survey January 2004 Discussion paper includes: Background to the Survey Details of the Survey seeking views for IPSG Work Programme 2004 – 2005 A summary of findings including conclusions from the survey Proposals for the IPSG Work Programme 2004-2005 Next Steps 3 Appendices

IPSG Work Programme Ongoing Activities as directed by DGs and defined in MTP Common Assessment Framework Quality Conferences Benchmarking activities Communication and Development of improved Working Methods the TFE report on the potential impact of EU–Enlargement on EPAN states … “the continuity and elaboration of EPAN’s current objectives should be ensured while taking the specific interests of the new Members into account”

Summary of Survey Responses 29 countries canvassed Plus EFQM, Speyer & EIPA 22 responses received 13 from current member states, 6 from acceding countries, 2 from candidate countries, and a response from Speyer

Organisational Health Redefine strategy plan/mission for IPSG 1 Organisational Health Redefine strategy plan/mission for IPSG 2 Integration of new members Quality Conferences 4 3 8 Quality Service Delivery Options Benchmarking 5 6 13 Communication/Knowledge Management 9 17 CAF Activities Priority Total No. Interested views Work Topic Public Private Partnerships 16 20 21* Total Development of projects with HRM Group Development of projects converging IPSG and e-Government Group Definition & optimization of Business Processes European Administrative Space *21 out of the 22 responses indicated a priority 1 preference

Priorities of New/Candidate Member States 8 Responses from 6 new members 2 candidate countries Priority 1 Priority 2 Priority 3 CAF 5 1 Communication/ KM 2 Quality Service Delivery Options 3 Public Private Partnerships Benchmarking Other

Proposals for IPSG Programme CAF 3QC Benchmarking Communication/ KM Improving Working Methods Consider relevant CAF inputs for developing Action Plan Canvass new member states for 3QC involvement Italy to present progress on Procurement LL in February France to present progress on Road Safety LL in May Set up subgroup, seek volunteers & address benchmarking issues CAF Network to address possibility of CAF as a benchmarking tool EIPA to consider MTP & Survey findings when developing Action Plan for new EPAN website KM subgroup to continue to develop improved KM processes, with assistance of new & existing members WM Group to enhance WM guidelines as required CAF Network/EIPA to be responsible for CAF operational activities Greater Autonomy for QC teams Future hosting countries to incorporate WP Survey findings

DGs Resolution, MTP & TFE Report Survey Findings Proposals IPSG Work Programme

Ireland Dead Line for Irish Activities Jan- Jun 2004 CAF Evaluation of the CAF EIPA Resource Centre Dissemination of conclusions of the EIPA study & Rome CAF Event CAF meeting arranged/held & initiating development of CAF Action Plan May 3QC Preparation for 3QC Canvass new member states Get agreement on devolved autonomy for QC teams Ongoing February Benchmarking Progress report by Italy on Procurement LL Progress report by France on Road Safety LL Set up Benchmarking subgroup Communication /KM EIPA to develop/present an annual working plan re: their commitment to set up a new EPAN website Coordinate development of improved Communication/ KM processes for IPSG Working Methods Finalise latest version of WM guidelines Implement WM guidelines Draft KM handbook ready Work Programme Agree IPSG WP proposals Other Develop initiatives, discussion papers, etc. e.g. Report on WP Survey As required

Netherlands Jul – Dec 2004 CAF Continuation of development of CAF Action Plan 3QC Final 3QC preparation Hold 3QC Evaluate outcome of 3QC Benchmarking Continuation of work on Road Safety & Procurement LLs Draw up annual programme of work Communications /KM Commence implementation of EIPA’s Work plan Working Methods Continue to develop & implement improved working methods Work Programme Assessment of MTP Finalise the IPSG work programme for 2005

Luxembourg Jan – Jun 2005 CAF Carry out an appraisal of dissemination of CAF thoughout Europe Submit new CAF Action Plan to DGs for approval Commence implementing once approved 3QC Carry out Quality Conference activities; eg Disseminate 3QC info. Preparation for 4QC Benchmarking Implement the annual programme of work on benchmarking Communications /KM Continue implementation of EIPA’s Work plan Working Methods Carry out an appraisal of new working methods Work Programme Commence work on new IPSG Work Programme for 2006-2007

United Kingdom Jul – Dec 2005 CAF Implement CAF Action Plan 3QC Continue preparation for 4QC Benchmarking Continue implementing the annual programme of work DGs to appraise the results achieved Communications /KM DGs to produce a progress report on implementation of EPAN website, etc., by EIPA Working Methods Respond as necessary to findings of the working methods appraisal Work Programme Continue work on developing new 2 year WP.

Working Methods Guidelines By Italy

Summary of WM Proposals (8) The WM group continue to enhance the WM guidelines where necessary, particularly in relation to Progressing KM handbook Carrying out surveys and Developing ways of linking with other groups and their activities. (11) Future hosting countries should continue to incorporate the findings of the WP survey as they develop their presidency Work Programmes.

CAF Activities Results of Rome CAF Event - Italy Evaluation of EIPA Resource Centre – Dag Stromsnes Non-paper on CAF issues Proposal for Development of CAF Action Plan Dissemination of EIPA Study & CAF Event results

Development of CAF Action Plan Non-paper on CAF Comments received from members Not for discussion – for information only Input into CAF meeting Proposal: * Expert Meeting on 30th March in Vienna * Prepare Draft Agenda Role of CAF Expert Group & User Network Development of CAF Action Plan Tasks and Timetable Interaction/Reporting Mechanism with IPSG Next Steps: * Hold CAF meeting * Report to IPSG on Main Points in May

Summary of CAF Proposals (1) The CAF Network considers the findings of the EIPA resource evaluation study, the conclusions of the Rome CAF event, and the views/suggestions put forward in the replies to the survey when developing the CAF Action Plan (5) The feasibility of further developing the CAF model for benchmarking should be addressed by the CAF Correspondents Network in the CAF Action Plan to be developed (9) The CAF Correspondents Network and EIPA Resource Centre assume the responsibilities for CAF operational activities, and report to IPSG at regular intervals

3rd Quality Conference By the Netherlands

Benchmarking Activities Presentation on Public Procurement LL - Italy Update on Road Safety LL - France Proposal re: benchmarking activities

Invitation to participate in Benchmarking Subgroup NOW seeking volunteers for the subgroup, representing current and new member states, including candidate countries to commence preparation work to draw up an annual programme of work during the Dutch presidency to be implemented during 2005 The subgroup should address issues highlighted by member states in survey and identify possible new initiatives in this area as recommended in the MTP

Knowledge Management Activities Update on CIRCA Progress on new EPAN website – Ireland & EIPA E-Newsletter The IPSG KM Process – Denmark Proposals re: KM

Knowledge Management Activities Update on CIRCA

Knowledge Management Activities Progress on new EPAN website – Ireland & EIPA

Summary of Communication/KM Proposal re: EPAN website (6) EIPA consider the relevant points highlighted in the survey as well as the KM issues highlighted in the MTP, when drawing up the Action Plan for the development of a new EPAN website. The plan must be completed by the May meeting and to be submitted to the DGs for approval

Knowledge Management Activities E - Newsletter

Requesting Submissions for E-Newsletter Submissions for 3rd issue of E-Newsletter to be forwarded to IPSG@finance.gov.ie By End of February 2004 please Using standard template

E-Newsletter Template EPAN Newsletter[1] [1] First part, brief information on the article (one page only). Matters Country Title of the document Abstract of the article Contact Information Website Email Full Text Document2 2 Second part, the article (maximum two pages).

Knowledge Management Activities The IPSG KM Process – Discussion of Core Elements Presentation by Denmark

Summary of Communication/KM Proposals (7) The KM subgroup of the Working Methods Group continue to develop improved Knowledge Management processes for the IPSG, giving due consideration to the suggestions put forward in the survey, on Communication/ Knowledge Management (KM), by the IPSG participants to seek further volunteers, representing current and new member states, to assist the KM subgroup in this.

Invitation to New Member States to introduce yourselves at meeting in May (3-5 mins each) and state in 3-4 bullet points what you hope to get out of participating in IPSG how/what you hope to contribute to group to do a brief summary (after May meeting), as we would like to publish it in the E - Newsletter (4th Issue) Participate in one or more of the working subgroups (if you’re not already participating)

Open Discussion Forum Process Orientation - Sweden Presentation of eGovernment Group - Ireland Update on Speyer proposal

Final Conclusions Conclusions Next Meeting Closure of Meeting 6 -7 May 2004 Closure of Meeting