Conference of Directors of Schools and Institutes of Public Administration (DSIPA) Development and promotion of a communication network between schools and institutes Canach, 2/3 May 2005

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 2 II. LU presidency > Communication network > Agenda Introduction ▶ Promotion of a communication network ▶ Methodology Sketch of results & Workshop ▶ Topics & Collaborative work Other considerations ▶ Organisational questions Conclusion & Questions

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 3 II. LU presidency > Communication network > Promotion ▶ Aim support ROI setup of a common web portal provide CMPS with relevant information for the support of DSIPA community

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 4 II. LU presidency > Communication network > Promotion ▶ groundwork in supporting an effective collaboration ▶ themes DSIPA is interested in identification structuring supporting ▶ no framework / software choice IT awareness highlight noteworthy results, remaining questions, (decisions to be made)

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 5 II. LU presidency > Communication network > Methodology Content (website) structurin g identificatio n supportin g possible functionalities requirements

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 6 II. LU presidency > Communication network > Themes identification ▶ Former work (ROI Survey, Agenda) ▶ exchange of good practices ▶ bench-marking ▶ networking and exchange between experts and trainers ▶ common curriculum development ▶ development of innovative programs ▶ Survey Informal partnerships Everyday life practices / habits

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 7 II. LU presidency > Communication network > Themes identification ▶ Themes with count of related suggestions, proposals or questions ▶ organisation, funding (13+1) ▶ educational experiences, techniques and materials (12) ▶ Knowledge transfert (11) ▶ Training of top-level civil servants (10) ▶ communication experiences, techniques and materials (8) ▶ content of the training catalogue (8) ▶ Training assessment, quality insurance (7+2) ▶ training impact in everyday work, DSIPA role in admin. evolution (2+4) ▶ selection techniques (3) ▶ national to international status (2+0) ▶ human resource management (2) ▶ training promotion (1) ▶ integration of training materials and techniques in the networking tools (0)

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 8 II. LU presidency > Communication network > Themes structuring ▶ Organisation of the propositions in related themes ▶ Investigate interests of DSIPA for each theme Interest statement ▶ (inexistant – low – high – very high) Possible personal involvement ▶ (Lead – Active Member – Onlooker – not at all)

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 9 II. LU presidency > Communication network > Themes structuring ▶ Using open-source online survey tool: phpsurveyor

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 10 II. LU presidency > Communication network > Themes structuring ▶ Themes rated more interesting ▶ training of top-level civil servants ▶ training assessement. ▶ knowledge transfer ▶ communication experiences, techniques and materials. ▶ educational experiences, techniques and materials. ▶ the impact of training in the everyday work ▶ role of the DSIPA in the evolution of the administration. ▶ the content of the training catalogue ▶ integration of training materials and techniques in networking tools ▶ topics related to human resource management. ▶ levelling of national agents in order to reach European levelling. ▶ widening of national training to international status ▶ training promotion ▶ organisation -related topics ▶ quality insurance. ▶ funding issues. ▶ selection techniques

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 11 II. LU presidency > Communication network > Interest statements inexistantlowhighvery highpriority

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 12

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 13 II. LU presidency > Communication network > Themes structuring ▶ Descriptions are now available for each topic related proposals related demands count of interested countries potential active members list

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 14 II. LU presidency > Communication network > Themes supporting ▶ Aim support ROI setup of a common web portal provide CMPS with relevant information for the support of DSIPA community ▶ Means sketch DSIPA needs in effective work support apply CRPHT community support methodology

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 15 II. LU presidency > Communication network > Community support methodology

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 16 II. LU presidency > Communication network > Community support methodology ▶ Needs Encourage communication Facilitate coordination Support community consistency Promote individual involvement Ease the share of information Assist the development of the community

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 17 II. LU presidency > Communication network > Community support methodology ▶ Support community consistency ▶ Permit members to know each other, mostly through the sharing of social or organisational information (role, expertise…) or the set up of democratic work habits. ▶ Related questions: ▶ The composition of the groups varies never / often / always. ▶ The aim of the community is common to every member. ▶ The final purpose of the communication is to harmonize the point of view of the members amongst the topic, that is use the same words to depict their respective situations, set up homogeneous practices in their own environments. ▶ The final purpose of the communication is to initiate some groundwork in a topic, in order to define norms or conventions shared amongst the participants. This aims at the "interoperability" of the group. ▶ Members should be allowed to discuss informally about the topics discussed in the community, even outside official meetings. ▶ The members do not have the same native language, or no common language

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 18 II. LU presidency > Communication network > Community support methodology ▶ Support community consistency ▶ Related requirements: ▶ diffusion means for sociological or organisational knowledge ▶ informal communication means between members ▶ means to capture and understand the context of a given activity to be done ▶ notification when a new element arises in the shared space ▶ task allocation means to assign particular activities to particular members ▶ means of knowing the activities assigned to each member ▶ help in taking decisions communally (survey, pool, vote…) ▶ means of undertaking or coming to a commitment with members ▶ activities status and shared resources status ▶ mechanisms that ease the reuse of former results in other community activities ▶ mechanisms to preserve the integrity of individual work

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 19 II. LU presidency > Communication network > Community support methodology ▶ Selection of relevant requirements optional step of refining the potential requirements list relevant selection criterion

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 20 II. LU presidency > Communication network > Community support methodology ▶ Requirements mapped onto (tools) functionnalities ▶ Requirement: task allocation means ▶ (to assign particular activities to particular members) ▶ Possible functionalities: ▶ workflow management system ▶ task list maintenance ▶ process modelling, managing and planning

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 21 II. LU presidency > Communication network > Community support methodology ▶ Functionalities ▶ Selected in the context of the community availability relevance ▶ Available provided by (software) tools vendors supported by methodologies ▶ (not the point of today)

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 22 II. LU presidency > Communication network > Community support methodology ▶ For a particular topic: Detail its content ▶ what is in the discussion ▶ what is out of the discussion Select (some / all) relevant needs

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 23 II. LU presidency > Communication network > Workshop ▶ For a particular topic: Detail its content ▶ what is in the discussion ▶ what is out of the discussion Select (some / all) relevant needs ▶ Lots of time? please tackle another topic! ▶ Groups are base on the interest statements of former survey

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 24 Feedback Workshop feedback ▶ topics content ▶ highlighted needs ▶ noteworthy requirements Organisational questions ▶ requirements implications Open Discussion & Questions

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 25 Knowledge transfer ▶ Program / training exchange ▶ Competencies exchange Share THE best competence of each country (owner, partners, training material, activities, global training assessment) Only in English ▶ Other content to be defined (best practices?) Promotion (marketing) driven ▶ public access to information

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 26 communication experiences, techniques and materials How qualification (and trainings) of civil servant might change in enlarged Europe, with a focus on some partnerships and small groups (bilateral, regional groups,…) rather than the whole Europe. With regard to required competencies: Networking, Lobbying, Negociation, Project management, Policy making, Evaluation Information type interesting for Schools Common training methodology Test material of one’s own training with other schools (who agrees upon training sharing, e.g. intercultural management ?) Discuss on training / competency… Two level of information share Amongst directors (not critical) Operational (core knowledge, critical, not shared besides partnership) Setup information publication procedure Closed community (non restricted) Public diffusion (country laws/procedures) Joint sessions might be interesting (in the scope of a particular project)

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 27 impact of training in the everyday work benchmarking impact of training in everyday work integrated use of new technologies in everyday work Support to public administration reform Closer links between schools and institutes of admin on one hand and administrative changes agents on the other hand the impact of training in supporting modernisation process in central government administrations information about different approaches to public administration reform

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 28 Training assessment ▶ 3 assessment « fields » Effective learning (examination) ▶ Course quality, trainee active investment, trainer’s hability Effective use (organisation interest) ▶ Training relevance Effective added-value (circumstances dependant) ▶ impact ▶ Investigate design of courses Quality improvement, reingineering ▶ Measurement before-after training

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 29 Training of top-level civil servants ▶ Difficulty to address top managers Lack of skilled trainers (meeting/group managers) ▶ Topics include leadership, adaptative mgt, modernisation, diversity (consequences) ▶ Means: meetings between senior servants Let them address their own problems cheer the public sector ▶ Share compentencies models for top mgt

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 30 Misc remarks ▶ Webmaster might be responsible for selecting and putting information online (coordination role) ▶ No consistency in a general way: « United in Diversity » Share but no harmonization ▶ Less efforts, not expensive solution (simple)

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 31 Needs ▶ Encourage communication ▶ Protect individual property ▶ Share of information In support for a good communication concurence / protected… as a result from the habit, no particular effort needs to be refined

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 32 II. LU Presidency > Communication network > Organisational questions ▶ Potential requirements must be selected / approved ▶ availability ▶ relevance have heavy consequences ▶ (monetary) cost ▶ implication (of the community members) ▶ Should be done only when functionalities are provided / selected by tools.

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 33 II. LU Presidency > Communication network > Organisational questions ▶ example of Questions arising: Synchronous communication means electronic conference ▶ speach-floor management ? ▶ agenda keeping ? collaborative simultaneous redaction ▶ actual author?

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 34 II. LU Presidency > Communication network > Organisational questions ▶ example of Questions arising: Asynchronous communication means workflow solution ▶ model the processes < agreed upon process definition ▶ heavy personnal implication ▶ high cost < tool parametrisation

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 35 II. LU Presidency > Communication network > Organisational questions ▶ example of Questions arising: Publication / diffusion scheme no control, personal responsibility personal responsibility, selection board (webmaster?) redaction board, community responsibility

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 36 II. LU Presidency > Communication network > Organisational questions ▶ example of Questions arising: Role of presidency / Troika rising questions to be answered by community answering the same questions

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 37 II. LU Presidency > Communication network > Organisational questions ▶ Content available News of each school Agenda, activities dates Ground work (researches)… Links with other websites ▶ National schools ▶ Programs

DSIPA Conference, 2/3 May 2005 Communication network – DOC_40 38 Conclusion ▶ Provided in conclusion documents: Information ▶ Description of topics ▶ Potential requirements ▶ List of national websites and some related information Methodology ▶ Requirements selection