EPAN – eGovernment WG Study on organisational changes, skills and the role of leadership required by eGovernment Christine Leitner (EIPA) Luxembourg, 13 May 2005

EIPA team Christine Leitner, project leader and senior lecturer Antonio Alabau, visiting professor Guadalupe Soto Mora, senior lecturer Matthias Kreuzeder, assistant to project leader External experts EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Background EPAN Mid Term Programme 2004-2005 priority: Organisational changes, skills and the role of leadership required for eGovernment to “identify the acquisition of the different skills (not only technical skills) which are needed by managers (and clerical staff) to govern and manage change”. “By the end of 2005 the eGovernment skills required will be appraised and recommendations will be agreed by the Member States.” EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Objectives of the study deals with aspects related to organisational changes, skills and the role of leadership required for effective use of ICT in public administrations briefly describes the status in the Member States identifies some learning points from case studies suggests future action within EPAN/the group based on the findings EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Structure of the study and expected outcome EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Methodology A mix of ‘top-down’ and ‘bottom up’ approach was chosen: Survey among the EPAN eGovernment working group members Selected case studies on good practice in the Member States Desk research to describe the reference framework for the study and complement 1 and 2 EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Reference framework EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Reference framework EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Key issues Are radical changes in public administrations taking place and are they necessary? What is the core of the new skills and competencies and how old are new skills? What is the relevance/impact of leadership? EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Survey Consultation of all EPAN eGovernment group members (25+4) 20 responses (19+1) Countries: AT, BE, BG, CY, CZ, DE, DK, ES, FI, FR, HU, IE, IT, LT, LU, MT, NL, SI, SE, UK EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Survey Six questions: Q1: Who is responsible at the central level for strategic aspects related to skills, organisational changes and leadership development for eGovernment, and how is the coordination between the different actors involved? Q2: Do your action plans on eGovernment include measures on skills, organisational changes or leadership? Q3: Are there specific instruments to identify skill gaps? Q4: What programmes do exist? Q5: At university level are there post-graduate programmes, full-time/part-time (executive) programmes, other? Q6: What can be done in the framework of the European Public Administration network in this field? EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Question 2 EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Results of the survey Most Member States attach great importance to the skills and competencies needed Most Member States have included them in their strategies Importance of leadership is highlighted Organisational changes seem not to be the major issue There is no common understanding of: a typology of competencies and skills a definition of roles and target groups Emphasis on (basic) ICT skills EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Case studies Case no. Name Short name Country Level and type 1 2 3 4 5 Electronic record management system ELAK Austria National 2 X-Road Project X-Road Estonia 3 Heusdense Manier van Werken Heusden The Netherlands Local 4 Knowledge management in the Region of Valencia Knowledge Management Spain Regional 5 Virtual Customs Office Virtual Customs Sweden 6 Enrolment in higher education: Universities and Colleges Admissions Service (UCAS) UCAS The United Kingdom National, agency EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Reference scheme FUNCTIONS COMPONENTS Policy & planning (political and top management level) Implementation (heads of units and CIO level) Operational (ordinary civil servants level) Strategic (development of plans and strategies) Technological (technological changes) Organisational (changes in the organisation) Administrative (activities of ordinary civil servants) EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Results of the case study analysis Long term strategy, continuity and leadership at all levels is crucial Recognise technology is just an enabler A clear vision and a clear targets: communicate ‘results and not just wishes’ externally and internally Do not underestimate resistance to change: early involvement of staff, continuous awareness actions are necessary, age is not the problem A continuous learning effort is needed Key users as internal coaches and for helpdesk EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Conclusions and suggestions Conclusions from the survey and the case study analysis Key issues Suggestions for cooperation Proposal for a workshop EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Conclusions from survey and case study analysis There seems to be a need to identify, define and classify the different skills and competencies required by eGovernment assess the skills required for the different functions at all levels, identifying the different target groups design tools for identification and measurement of the existing skill gaps try to establish core contents for different training curricula identify ways and instrument to overcome the existing skills gaps (not only though training actions), and evaluate their advantages and disadvantages exchange information and interesting practices in innovative training methodologies, such as eLearning, blended learning, coaching, etc share experience in this field EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Key issue 1 Are radical changes in public administrations taking place and are they necessary? Changes do not have to be radical, continuity is the key There are (medium term) benefits for all Design, communication of clear vision, objectives and strategy are of utmost importance Involvement of all employees in change process is necessary Resistance to change is not a matter of age EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Key issue 2 What is the core of the new skills and competencies and how old are new skills? innovation capacities project management skills leadership skills contractual management technology management and process management basic and advanced ICT skills information and knowledge management communication and interpersonal skills web editing and writing skills flexible working methods networking capabilities human resource management skills EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Key issue 3 What is the relevance/impact of leadership? Strong leadership is the energy that enables change Crucial at al levels, not just the hero leader Leaders have to design long term strategies to ensure continuity Communication strategies are important Leaders have to update their knowledge and skills EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Suggestions for cooperation Cooperation with HRM group and DSIPA on skills and leadership issues Cooperation with IPSG in good practice exchange and knowledge transfer on change and knowledge management EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership

Suggestion for workshop To look further into the skills required to make effective use of ICT in public administrations To validate and explore further the findings of the study exchange experience on good practice instruments for identification of skills gaps exchange of experience on profiles and identify common core curricula explore input/potential cooperation with initiatives such as the skills framework suggested by the UK identify the potential role of new training methodologies look into the role of training and educational programmes Date 24 July 2005 (or 1 July) EPAN, eGov WG, 13.05.2005 Organisational changes, skills and leadership