1. IPSG Meeting Croke Park Dublin
6TH & 7TH May 2004

2. Introduction to the Meeting
Approval of Minutes of last Meeting held on 5th/6th February 2004
Presentation of the Agenda
Introduction to Draft DG Resolution
Topics and work programme

3. Calendar of remaining Meetings during the Irish EU Presidency
Date
Venue
Meeting
Thursday/Friday
6th/7th May
Croke Park
Dublin
IPSG
Friday 14th May
Troika Secretariat
Wednesday 26th May
DG Troika
Thursday/Friday 27th/28th May
Dublin Castle
DG Meeting

4. Agenda (Day 1) -> 6th May
9.15 – Opening of the Meeting
10.00 – Introduction of New Member
States/Candidate Countries
10.45– Communications / KM
Presentation of Broad Communications Action Plan
11.15 – Tea/Coffee Break
11.30– Communications / KM (continued)
EPAN Website
Presentation of Draft KM Handbook
Update on CIRCA
Articles for E-Newsletter
1.00 – 2.00 Lunch

5. Agenda (Day 1) -> 6th May
2.00 – 3.00 SPEYER / CeDAT
Presentation by Speyer Proposal re: CeDAT (Centre of Documentation, Analysis and Transfer)
3.00 – 4.00 CAF Activities
Presentation of evaluation of CAF Resource Centre
Discussion on CAF Resource Centre
4.00 – Tea/Coffee Break
3.30 – CAF Activities (continued)
Outcome of the CAF Vienna Meeting
Presentation of Draft CAF Action Plan developed at Vienna Meeting
Discussion on CAF Action Plan
8.00pm Social Dinner

6. Agenda (Day 2) –> 7th May
9.00 – Arrival of Participants
9.15 – Summary of previous day’s proceedings
Conclusions from previous day’s proceedings
Review of previous day’s DG Resolutions
9.30 – rd Quality Conference
Update on current position regarding 3QC
Questionnaire re National Stand Requirements
10.30 – Benchmarking Activities
Learning Lab on Public Procurement by Italy
Update on Learning Lab on Road Safety by France
11.00 – Tea/Coffee Break

7. Agenda (Day 2) –> 7th May
11.15 – Benchmarking
Presentation by Benchmarking Group
11.45 – DG Resolutions
1.00 – 2.30 Lunch
2.30 – Open Discussion Forum
Dutch Agenda for next presidency
Update on Process Orientation
Update on E-Gov
European Administrative Space

8. DG Resolutions

9. Summary of progress since last meeting
Implementation of Working Methods Guidelines and work on the further development of the Guidelines re: development of KM Handbook
CAF Activities
(a) Work on the Procurement and Road Safety Learning Labs
(b) Initial Proposals for Benchmarking Annual Programme
Maintenance of CIRCA
Consultations with EIPA on development of NEW EPAN website
Further development of the proposal by Speyer on CeDAT (Centre of Documentation, Analysis and Transfer)
Continuing Preparations for 3QC
Completion of Broad Communication Plan for IPSG
Publication of eNewsletter

10. Ireland Deadline for Irish Activities Jan- Jun 2004 CAF
Report of the CAF EIPA Resource Centre
Initial draft of the CAF Action Plan
May
3QC
Preparation for 3QC
Ongoing
Benchmarking
Progress report of meeting in April by Italy on Procurement LL
Progress report of meeting in April by France on Road Safety LL
Initial proposals by Benchmarking subgroup on Annual Work Programme
Communication
/KM
Consultations with EIPA to develop/present proposals to set up a new
EPAN website
Development of a Broad Communication Plan to co-ordinate improved
Communication/ KM processes for IPSG
Update on Circa
Publication of 3rd Issue of eNewsletter
Working
Methods
Implementation of WM guidelines
Draft KM handbook ready
Work
Programme
Approval of Work Programme
Ongoing ~Implementation
Feb
Other
Speyer initial proposal
Process Orientation, European Admin Space and eGov
As required

11. Introduction of Member States and Candidate Countries
Cyprus
Czech Republic
Estonia
Hungary
Latvia
Lithuania
Malta
Poland
Slovak Republic
Slovenia
Bulgaria
Romania
Turkey

12. Cyprus IPSG Representative Name: Andreas Mylonas
What we hope to get out of participating in IPSG:
Techniques how to disseminate the CAF and/or other quality management tools
Networking with experts with a view to promoting formal business cooperation
Gain knowledge and experience of how to organise/deliver a high level conference.
What we hope to contribute to IPSG group:
Organisation and delivery of a conference /training programme relating to the activities of IPSG.
Participation in working sub-groups Knowledge Management, Benchmarking, and especially CAF.
Participation in learning labs and Quality Conferences

13. The Czech Republic IPSG Representative Name: Jiri Marek
What we hope to get out of participating in IPSG
to gain know-how of good quality public administration
to participate in joint programmes to improve the quality of our public administration
to earn experience of good management of public administration
What we hope to contribute to IPSG group
to solve problems of good European public administration jointly with other Member States
by active participation to assist in problem solving
to be a good partner to all members

14. Estonia
IPSG Representative Name: Juhani Lemmik, Estonian Ministry of Finance
What we hope to get out of participating in IPSG
CAF and its application, links with other models
Benchmarking – what is it and how to use it
Expert meetings (e.g process management)
What we hope to contribute to IPSG group
CAF experience, participation in expert meetings, contribution to EIPA website
Quality Conferences
Expert meetings and other new initiatives

15. Hungary IPSG Representative Name: Ákos Kovács
What we hope to get out of participating in IPSG
Approval of new CAF Action Plan
Data, information and practical tools
Benchmarking possibilities
New, integrated and easy-to-use EPAN website
What we hope to contribute to IPSG group
To support CAF activities (top priority)
CAF Action Plan – active paticipation e.g. Vienna
Taking part in the work of LLs
Use of the results of benchmarking, KM, etc

16. Latvia IPSG Representative Name: Reinis Upenieks
What we hope to get out of participating in IPSG
Ideas for national government Public service quality improvement strategy
Support to the ongoing activities in the field
Networking
What we hope to contribute to IPSG group
Challenges as new member
Place for piloting new ideas

17. Lithuania IPSG Representative Name: Jurgita Domeikiene
What we hope to get out of participating in IPSG
to get knowledge and to learn from experience and achievements of the EU countries seeking to improve the quality of services delivered to citizens and businesses;
to be involved in current process of developing of a new approaches and methods for improving the quality of public services.
What we hope to contribute to IPSG group
to participate actively in the work of IPSG;
to ensure implementation of proposals and recommendations of IPSG and subgroups in order to meet objectives set in MTP;
to spread results and achievements of IPSG in our country.

18. Malta
IPSG Representative Name: Christine Madiona (standing in for Charles Polidano)
What we hope to get out of participating in IPSG
To learn about initiatives taken by other countries in the fields of quality assurance and service quality improvement.
More specifically, to find out what measures other countries are taking to bring about tangible improvements in service delivery.
What we hope to contribute to IPSG group
To contribute our own experiences in these areas.

19. Poland IPSG Representative Name: Adam Misiuwianiec
What we hope to get out of participating in IPSG
1. Support in:
Promotion of modern management solutions in public administration,
Exchange of experiences in implementing CAF and benchmarking,
Adaptation of CAF for Polish public administration conditions,
Dissemination of CAF throughout Polish public administration,
Training of Polish CAF trainers.
2. CAF participation effects:
Improved contact between citizens and local authorities by CAF people surveys
Improved quality of services delivered to citizens and businesses,
Membership in CAF Network

20. Poland What we hope to contribute to IPSG group
Engagement in works of IPSG
Experience of Polish public administration.

21. Slovakia IPSG Representative Name: František Kajánek
What we hope to get out of participating in IPSG
exchange of experiences
new ideas as regards public administration
useful personal contacts
What we hope to contribute to IPSG group
strong support to activities of common interest to the IPSG
active role in the field Quality Management
experiences in the field State Administration
staff reform

22. Slovenia IPSG Representative Name: Gordana Žurga
What we hope to get out of participating in IPSG:
Knowledge Management
3QC
What we hope to contribute to IPSG group:
Participation in Knowledge Management
Assisting with some of the background preparatory work for 3QC

23. Bulgaria
IPSG Representative Name:
Roumyana Rousseva

24. Romania IPSG Representative Name: Monica Dimitriu
What we hope to get out of participating in IPSG
learning and implementing CAF concept and Knowledge Management
finding more about best practices from Member States
being involved in joint programmes to improve the quality of the Romanian public administration
finding more about the possible benchmarking partners
What we hope to contribute to IPSG group
become involved in benchmarking activities’ subgroup
contribute to EIPA’s work, documents and materials
participate within the Knowledge Management subgroup
share our experiences with other countries which are in similar situations, by using EIPA’s site

25. Turkey
IPSG Representative Name:
Mr. Cevdet Yilmaz

26. Communications/ Knowledge Management

27. Communications/ Knowledge Management –
Broad Communication Plan

28. Broad Communication Plan - Next Steps
Agree plan
Commence “miniature self-assessment” of KM practices
Set up subgroup representing all EPAN WGs
Contact persons from EPAN WGs for Knowledge Sharing Plan
EIPA to continue work on development of EPAN site

29. Communications/ Knowledge Management –
EPAN Web site

30. Communications/ Knowledge Management –
Knowledge Management Handbook

31. Knowledge Management Recommendations
Knowledge Sharing Plans should be attached to each IPSG Work Programme
When there are other projects or action plans a similar approach should be taken to develop a Knowledge Sharing Plan for each project.
The approval process for the Knowledge Sharing Plan should take into account the opinion of the other groups within the EPAN network
To simplify the communication process with other groups within the EPAN network, IPSG should ask them to indicate contact persons
The other WGs should be encouraged to develop knowledge sharing plans seen from their perspective

32. Knowledge Management Handbook - Next Steps
Approve the Knowledge Management Handbook
IPSG to implement KM recommendations
The KM Group to continue working on improving KM Processes
Contact other Groups with the EPAN network
Get their views on Knowledge Sharing Plan
Ask them to indicate a contact person

33. Communications/ Knowledge Management –
Update on CIRCA

34. Articles for the E-Newsletter
Communications/ Knowledge Management –
Articles for the E-Newsletter

35. 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
Full Text Document2
2 Second part, the article (maximum two pages).

36. Presentation by Speyer

37. Proposal to progress Speyer’s suggestions
Agreement on whether IPSG want a databank
If yes,
KM Group to investigate different options and make recommendations for one option to be presented during Dutch Presidency
Investigations to be led by Speyer

38. Presentation - Evaluation of the CAF Resource Centre
CAF Activities
Presentation - Evaluation of the CAF Resource Centre

39. Discussion on the Evaluation of the CAF Resource Centre
CAF Activities
Discussion on the Evaluation of the CAF Resource Centre

40. Evaluation of CAF Resource Centre – Next Steps
IPSG to oversee the development of a set of proposals
The EIPA RC should immediately:
Make improvements to the website (make it more visible, easier to access, etc.)
Address the quality assurance issue around the databank
Improve services in light of overall feedback from Member States to this study by working on CAF information leaflets, standard templates for presentations, training manuals, etc.
EIPA should attend all IPSG and CAF network meetings

41. Evaluation of CAF Resource Centre – Next Steps (continued)
The EIPA Resource Centre and representatives from the CAF Network should commence work on drafting a strategy statement and work programme for the EIPA Resource Centre
EIPA RC should present the strategy and Work Programme to the IPSG for approval and subsequent submission to the DGs (possibly as part of the CAF Action Plan) during the Dutch Presidency in the second half of 2004.
Once approved, the EIPA RC should commence implementation of the agreed strategy and Work Programme to support the agreed CAF Action Plan, during Dutch or Luxembourg Presidencies, and report back to IPSG on a regular basis regarding progress.

42. Summary of CAF Vienna Meeting
CAF Activities
Summary of CAF Vienna Meeting

43. Presentation of the Initial Draft CAF Action Plan
CAF Activities
Presentation of the Initial Draft CAF Action Plan

44. Discussion on the Draft CAF Action Plan
CAF Activities
Discussion on the Draft CAF Action Plan

45. Summary of Proceedings of 6th May
Minutes of February IPSG meeting approved
Introduction and welcome of new member states
Next steps agreed for CAF activities
Speyer Presentation and next steps agreed
Communications/KM Guidelines including Action Plan approved, EPAN Site next steps agreed, KM Handbook approved, CIRCA Update, E-Newsletter articles
DG Resolution text agreed in relation to above

46. 3rd Quality Conference
By the Netherlands

47. Benchmarking Activities-
Learning Labs

48. Benchmarking
for IPSG

49. Benchmarking – Next Steps
Carry out a review of current IPSG benchmarking to include elements of the new Benchmarking Programme to be developed
Seek ideas and suggestions for new items that might be considered for future inclusion
Develop an appropriate Benchmarking Work Programme for the next 18 months (July 2004 to December 2005)
Present a Final draft of the Benchmarking Work Programme for discussion and approval by the IPSG at the first IPSG meeting of the Dutch Presidency
Commence implementation/ progression of the agreed Benchmarking Work Programme after that meeting.

50. Benchmarking – Next Steps (continued)
6. Request another member of the benchmarking group take over leading the process from the UK for the next element of the work
United Kingdom
Netherlands
Sweden
Italy
France
Luxembourg
Czech Republic
Estonia and
EFQM

51. DG Resolutions

52. Open Discussion Forum

53. Dutch Presidency - July to December 2004
Agenda details
Notice of Next Meeting
2 - 3 September 2004
Closure of Meeting

54. Process Orientation

55. eGovernment Group
Update

56. European Administrative Space

57. IPSG Meeting Croke Park Dublin
6TH & 7TH May 2004