1. EPAN – IPSG EPAN Administrative Framework
Luxembourg, 17 February 2005

2. Contents « EPAN Administrative Framework » project
Principal deliverable
Road Map
Synthesis Report on working methods
Propositions in terms of communication, principal roles and actors, and also document management
Discussions
EPAN, IPSG, EPAN Administrative Framework

3. EPAN Administrative Framework » project
EPAN, IPSG, EPAN Administrative Framework

4. Principal deliverables
Road Map
Synthesis Report on working methods
Propositions in terms of communication, principal roles and actors, and also document management
Proposition of a communication plan and protocole
Presentation supports
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5. Road Map (1)
Synthesis Report on working methods and habits, based upon
DG resolutions
EPAN guidelines for participation, EPAN evaluation framework
IPSG working methods guidelines
CIRCA users manual, website protocol, guide to keywords
TFE recommendations
contact with WG members, IPSG Troika+, IPSG WM/KM group
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6. Road Map (2) Outline of a document management model
Outline of a communication model
Communication plan proposal, with associated document management concerns and communication protocol outline
Presentation of communication plan to the IPSG members, and other EPAN WG eventually
Want to contribute ?
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7. Inventory of existing guidelines
EPAN as an organisation
Definition
Internal structure
Communication plan elements
Open questions
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8. EPAN - definition EPAN as an organisation Aims
informal network, emanates from the Ministers and DGs decisions.
Aims
aiming at the overall improvement of the quality of the public administration and civil service.
improve information exchange through meetings, CIRCA, EUPAN.org
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9. EPAN – internal structure
Meeting of the Ministers
DGs, DGs Troika, DG Troika Secretariat
Presidency
Working Groups
AdHoc Groups
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10. EPAN – internal structure remaining questions
Meeting of the Ministers - composition
DGs, DGs Troika, DG Troika Secretariat - flow of documents and decisions
Presidency - role, reinforcement, follow-ups
Working Groups - exact composition, hierarchy, status
AdHoc Groups - guidelines
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11. Communication plan elements
Documents typology
Common document flows
MTP
WG leading, hierarchical communication
Meetings management
Presidency role
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12. Communication plan elements - remaining questions
Documents typology - CIRCA structure, Keywords, EUPAN structure
Common document flows
MTP - integration of WG working plans
WG leading, hierarchical communication - agreement
Meetings management - e-communications, concurrent sessions, feedback mechanisms, consensus workaround
Presidency role - CIRCA document management
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13. Surveys and studies organisation
Open questions
Editorial board
Structure, Roles
Funding of the work
Presidency, co-presidencies, other models
Surveys and studies organisation
Efficiency, Grouping, Reuse, Publication
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14. Communication plan outline
WHAT - HOW: Common document and information
MTP, WG leading, hierarchical communication, Meetings management, Presidency role
Current state & Propositions
SUPPORT:
Mediums
Document management
WHO: to be further discussed
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15. MTP Habits Propositions New member States can state their opinion
Early availability on CIRCA
Propositions
Hierarchical flow of documents
Review by peers
Based upon a continuous consultation process
new member States can state their opinion on the MTP and the schemes of work
Early availability: 1 or 2 weeks before the meetings the required articles should be available on CIRCA in english, other languages depend on the wish of the presidency.s
Hierarchical flow of documents: presidents of GTs  DG Troïka Secretariat  DG Troïka  DGs and Ministers
MTP could be elaborated on the basis of a process of continuous consultation, open debate and priorisation of the possible points
Any decision of DGs should be translated of resolution by the WP for approval by the DG Troïka and agreement during the meeting of DGs
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16. Meetings management Habits Proposition
Prepare the meetings to reduce the costs of them to electronic communication
Proposition
Shorten the meetings and conduct them in parallel
Parallel meetings to facilitate the exchanges, which can be difficult for the small countries where the same person attends to many groups
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17. DG Meetings Proposition Hierarchical flow of documents
e.g: selection of topics
Translation into resolutions to be made by the WG
The topics to be covered could be subjected by GTs to DGs which could select some of them
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18. WG leading and hierarchical communication
Proposition
Rapporteur of WGs responsible for reporting about the WG activity.
Improve communication between WGs
Improve membership management
Is there a need for laying down strict management rules?
Elect rapporteurs of GTs responsible for the drafting of a report and of its presentation in DGs
Membership management might be improved through
new "temporary" members, members who do not exist any more...
need to be brought up to date in a regular way
a good management of the members would allow a better communication
QUESTION: is it necessary to lay down strict rules of management?
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19. Presidency role Habits
Present the new presidency work program at the end of the former presidency
Progress and Results reports produced at the end of the each presidency
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20. Communication plan: What?
Agenda
Report
Working plans
Invitations
Questionnaires
Studies
Publications
Guides
Newsletter …
Communicated documents
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21. What: Document management
Habits
Layout standard to each presidency, no rule seems needed
Documents published (native and pdf forms)
Standardize document content
Propositions
Establish common meta-datas
Further standardize document content
Remove out-dated documents from CIRCA.
Standard Document content involves, for instance,
that a document requiring a decision of DGs should contain in its introductory section the nature, the goal and the reasons of this decision
Or that any report of the working groups should be simplified, to provide an executive summary and its principal conclusions at the beginning of the document
The working documents of a fomer presidency should be removed from circa by the beginning of the next presidency.
une structure standard de document est utilisée en fonction de la présidence et du GT : numérotation des pages et logo de la présidence pour les documents réalisés par la présidence
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22. Communication plan Support
Current mediums
Paper distributed in meetings s
EUPAN.org website
CIRCA Groupware
Phone
The use of Circa is growing in all EPAN groups.
s utilisé pour envoyer les invitations aux réunions et communiquer de manière générale
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23. Support: Analysis of Circa
Storage oriented: document repository
Publication-subscription mode
Interesting functionalities:
Presentation, classification, seeking, notification
Proposed improvements:
More accurate notification
Set up more targeted communication habits
orienté mémoire : stockage de document (révisions et versions linguistiques différentes)
mode publication-souscription : des documents sont publiés par des utilisateurs, en fonction de leurs droits respectifs, et sont téléchargés par d'autres utilisateurs
quelques points faibles : il serait souhaitable de pouvoir paramétrer plus finement le rythme et les éléments sur lesquels portent les notifications (notification par un message quotidien - au maximum - reprenant les changements, ajouts etc). De même il serait bon de permettre aux utilisateurs de paramétrer les informations qui leur sont présentées sur la page d'accueil ou de mettre en avant les nouveautés, ajouts en fonction du profil de l'utilisateur connecté à la plateforme
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24. Support: EUPAN.org Analysis of functionnalities, to be done Habits:
Publications of work and studies, Progress and Results Reports
Newsletter
Propositions:
Structure the integration of EUPAN and CIRCA (protocol)
Set up Editorial Board to improve website content
Newsletter: : to inform of the most significant documents, within all the network? With bond on CIRCA/EUPAN?
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25. Proposition of work Using the results of We plan to
Collaborative Work requirements analysis
Evaluation of Circa and EUPAN tools
Existing protocol propositions
We plan to
Propose a communication protocol for Circa and EUPAN, with related document management guidelines
Refined with the IPSG members wishing to get involved
grille de collecte des données : analyse des situations de travail collaboratif pour avoir une vue la meilleure possible sur la situation actuelle (voir ce que les acteurs disent qu’ils font mais aussi ce qu’ils font réellement)  complètera le document de synthèse  analyse des données  proposition de protocole
Evaluation de Circa : voir (2)  voir les fonctionnalités non utilisées de l’outil et pourquoi elles ne le sont pas  quel bénéfice à les utiliser ?
analyse des données et suggestion d’améliorations d’utilisation de l’outil : proposition d’un protocole de communication pour Circa et EUPAN
Want to contribute ?
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26. Thanks for your attention
Any questions or remarks?