1. Quality management in the Central Statistical Office of Poland
the main areas and results (good practices)
Monika Bieniek
Workshop on Implementing Efficiencies and Quality of Output
Geneve, Septemebr 2017

2. Contents Quality management framework in the CSO
Holistic approach to quality management
Organisational structure vs.quality management
Improvement of staff competencies
Risk management
Improvement of the efficiency of statistical processes
Communication with users – a client-oriented approach
Final remarks

3. Quality management framework
Internal regulations
Other
- Strategic documents
- Annual action plan on improving quality
Standards in Quality Management System

4. A to quality management
Main areas
Quality Management structure
Human resources mangement
Risk management
Statistical processes
Communication with users

5. Quality management-structure
Scientific Statistical Council
Top management
The Methodology, Standards and Registers Department (MS)
The Programming and Coordination of Statistical Surveys Department (PK)
The Organisation and Personnel Office (BOK)
The Office of the President (GP) - internal audits
The subject-matters departments
Regional Statistical Office in Łódź
Regional statistical offices according to their specialization
Methodological Commission

6. Organisational structure vs.quality management
Flexible approach to the organisational structure
Temporary horizontal structure for specific tasks (numerous team works)
Benefits:
improvement of communication within the whole organisation
constant enrichment and providing comprehensive knowledge to the employees
synergy effect
building the new competencies & positive relationships

7. Improvement of staff competencies
Individual Professional Development Program (IPDP)
a tool for improving employee competencies
basis for directing the employees to training
identification of training needs
taken into consideration in the development of the annual Statistical Education Plan

8. Improvement of staff competencies
Statistical Education System in the CSO – an instrument supporting skills upgrading process
The annual Statistical Education Plan created on the basis of IPDP, expressed training needs, priorities of the organization
Internal & external trainings (including e-learning), conferences, scientific seminars ...
Inner Trainers Resort Program - talented, experienced, committed and willing employees
Educational System – IT tool

9. Statistical Education System
panel of superior
my development
Statistical Education System
traditional training
my profile
e-learning

10. Improvement of staff competencies
Benefits:
the employees constantly improve their qualifications, skills and competencies
full access to the comprehensive training offer of high quality (systematically expanded and adjusted to current needs)
improvement of knowledge transfer between employees
allows to match employee competencies to new challenges which the organization has to face
effective and optimum management of resources within the framework of budget

11. Risk management Introduced in 2015
Concerns the whole organisation (the CSO & 16 regional statistical offices)
assumes regular control and identification of potential internal and external threats to the planned activities, simultaneously ensuring the flow of information on the subject.
enforces top and middle management to develop a preventative action plan
supports prioritization in response to risk, changes in organizing the work of units and allocation of human resources based on the findings of the Risk Register

12. Improving efficiency of statistical processes- exemples
Measurement, evaluation and monitoring of the quality of statistical surveys
completed quality reports with quality indicators (database of quality reports)
quality reviews of statistical surveys

13. Quality review team
Data users

14. Improving efficiency of statistical processes- exemples
Quality reviews - supporting IT tools
database of quality reports - enables the analysis, evaluation and qualitative comparisons
database of quality review reports
collects documents, including the reports prepared after the reviews;
provides the possibility to monitor implementation of recommendations

15. database of quality reports

16. database of quality reports

17. database of quality review reports

18. database of quality review reports

19. database of quality review reports Good practices

20. Improving efficiency of statistical processes- exemples
Statistics Metadata System (SMS) – ensures:
consistency and standardization of metadata at every stage of the statistical process
coherence conceptual, categorical and methodological between surveys
better coordination and standardization of statistical processes

21. Improving efficiency of statistical processes- exemples
SMS
Integrates metadata in standard structures
Possibility to create models of metadata linked to each other in order to ensure coherence of the total system
The place of storage of all metadata (in the Metadata Repository)
Tasks: designing metadata structures, collecting metadata and their dissimination
Functions: metadata management, classification server management, authorisation management, metadata dissimination
 SMS available internally and externally for other producers of statistics

22. Improving efficiency of statistical processes- exemples
SMS – enables:
creation and modification of structures to describe metadata and their mutual interrelations,
collection of metadata by many users in different models (areas),
integration of metadata, their unification, organization (priorities) and avoiding redundancy,
management of metadata used not only by CSO, but also by all other ministries conducting surveys within the framework of official statistics,
publishing selected content on the CSO website (e.g. terms used in official statistics).

23. Communication with data users Social media
Twitter (
the followers: public institutions, business entities, and individuals
a perfect tool to announce briefly the latest data and publications and refers to the full content of surveys and studies in the Information Portal
the hashtags are used
quiz questions and puzzles
You Tube
„one short film > a thousand words”
Promotional spots and recordings of CSO published on the channel “Central Statistical Office CSO”
Regional statistical offices post videos of interesting events such as competitions, lectures, open days

24. Communication with data users Social media
Facebook
to present the “human face” of the Office
to enhance interactivity with our users (employee videos, experts chats, surveys and contests encouraging to react)
to increase the number of visits on CSO Information Portal
to show that knowledge of statistics is useful in everyday life and the CSO is a modern and reliable office
texts longer than 140 characters

25. Communication with data users
Infographics
visually attractive and often contain interesting facts on a chosen subject
not of expert nature and their understanding does not require specialized knowledge
also posted on Twitter
Selected Infographics translated into English and forwarded (one a month) for publication on the „European Statistics” website on Facebook

26. Communication with data users
Other exemples of client-oriented approach:
call centres,
“scientist” work place in CSO & each regional statistical Office,
information services, helpline,
Information Searching System (a tool providing easy access to statistical information resources available in other offices and institutions in Poland and to some extent in the world),
involvement of data users in quality reviews of statistical surveys,
public databases (e.g. STRATEG - strateg.stat.gov.pl),
extensive cooperation with the scientific community

27. Quality management is an effort of the whole organization
reflected in satisfaction of all stakeholders (customers and staff)

28. Quality is an ideal which cannot be achieved, but which we have to stubbornly strive for.

29. Thank you for your attention