1. IPSG Work Programme

2. IPSG Meeting St. Patrick’s Hall Dublin Castle Dublin
5TH & 6TH February 2004

3. Centre for Management & Organisation Development
Welcome Address
Mr Jim Duffy
Director
Centre for Management & Organisation Development

4. Calendar of Meetings during the Irish EU Presidency
Date
Venue
Meeting
Friday 9th January
Dublin
Troika Secretariat
Thursday/Friday
5th/6th February
St. Patrick’s Hall
Dublin Castle
IPSG
Friday 12th March
Friday 19th March
DG Troika
6th/7th May
Croke Park
Friday 14th May
Wednesday 26th May

5. IPSG Work Programme Summary of DG Resolution/MTP
Findings of the Survey
Proposals
Proposed Work Programme

6. Implications of DG Resolution/MTP for IPSG
Ministers Resolution
Approves the MTP of activities for
Reiterates “need … to pay due attention to the priorities of the administrations of new member states”
DGs Resolution for IPSG
Acknowledges progress to date
Outlines/Supports agenda for MTP

7. Implications of DG Resolution/MTP for IPSG
MTP general Activities
Irish presidency to take account of views of 10 new member states about WP
Dutch Presidency to assess impact of MTP and respond accordingly

8. Implications of DG Resolution/MTP for IPSG
MTP Aims (specific to IPSG)
Ensure full participation of new member states in ongoing IPSG activities (e.g. CAF, QCs)
Identify new areas/activities of common interest which can be pursued in future WPs

9. Implications of DG Resolution/MTP for IPSG
CAF Activities for 2004
Disseminate EIPS study & Conclusions of Rome CAF Event
Evaluate the EIPA CAF Resource Centre
Make public the experiences & results obtained during 3QC
CAF Activities 2005
Carry out an appraisal of the level of dissemination of the CAF thoughout Europe
Submit the new CAF Action Plan to the DGs for approval

10. Implications of DG Resolution/MTP for IPSG
QC Activities for 2004
Complete preparations for 3QC
Involve new members states
Examine ways of collecting inputs for future QCs
Evaluate results of 3QC
QC Activities 2005
Promote & disseminate information on selected 3QC cases/experiences
Draw up guidelines for the organisation of 4QC
If necessary, Organise expert meeting(s) to prepare for 4QC

11. Implications of DG Resolution/MTP for IPSG
Benchmarking Activities for 2004
Appraise progress on Learning Labs
CAF outputs must be evaluated to facilitate national benchmarking
Evaluate viability of NEW initiatives
Draw up & agree benchmarking WP
Benchmarking Activities 2005
Implement benchmarking WP
DGs to appraise results in second half of 2005

12. Implications of DG Resolution/MTP for IPSG
Communication Activities for 2004
Draw up an annual Work Project Plan
Include creation of EPAN site, managed & financed by EIPA, in Project Plan
Investigate possibility of transferring CIRCA knowledge base to new site
IPSG to coordinate all working group contributions
Commence implementing approved plan
Communication Activities 2005
DGs to produce progress report in second half of 2005

13. Implications of DG Resolution/MTP for IPSG
Improving Working Methods
Implement guidelines in 4 areas
creation of a mid and long term planning process
project and activities management
management of meetings
knowledge management
Develop links process with other working groups and activities
WM Activities 2005
Appraise effectiveness of new Working Methods

14. Summary of Work progressed since last Meeting in Rome
TFE Report, MTP and DG Resolution
Survey to further develop IPSG 2 year Work Programme
Further work on the development of the IPSG Working Methods Guidelines
Evaluation of feedback from the Rome CAF Event
Commencement of EIPA Resource Centre Review
Commencement/continuation of PROCUREMENT & ROAD SAFETY Learning Labs
Initial work on improving Communication & KM processes
Maintenance of CIRCA
Consultations with EIPA on development of NEW EPAN website
Further development of proposal by Speyer on CeDAT (Centre of Documentation, Analysis and Transfer)
Continuing Preparations for 3QC

15. Discussion Paper on IPSG Work Programme for 2004 - 2005
Completed in January 2004

16. Report on IPSG Work Programme Survey January 2004
Discussion paper includes:
Background to the Survey
Details of the Survey seeking views for IPSG Work Programme 2004 – 2005
A summary of findings including conclusions from the survey
Proposals for the IPSG Work Programme
Next Steps
3 Appendices

17. IPSG Work Programme
Ongoing Activities as directed by DGs and defined in MTP
Common Assessment Framework
Quality Conferences
Benchmarking activities
Communication and
Development of improved Working Methods
the TFE report on the potential impact of EU–Enlargement on EPAN states …
“the continuity and elaboration of EPAN’s current objectives should be ensured while taking the specific interests of the new Members into account”

18. Summary of Survey Responses
29 countries canvassed
Plus EFQM, Speyer & EIPA
22 responses received
13 from current member states,
6 from acceding countries,
2 from candidate countries, and
a response from Speyer

19. Organisational Health Redefine strategy plan/mission for IPSG 1
Organisational Health
Redefine strategy plan/mission for IPSG 2
Integration of new members
Quality Conferences 4 3 8
Quality Service Delivery Options
Benchmarking 5 6 13
Communication/Knowledge Management 9 17
CAF Activities
Priority
Total No. Interested views
Work Topic
Public Private Partnerships 16 20
21*
Total
Development of projects with HRM Group
Development of projects converging IPSG and e-Government Group
Definition & optimization of Business Processes
European Administrative Space
*21 out of the 22 responses indicated
a priority 1 preference

20. Priorities of New/Candidate Member States
8 Responses from
6 new members
2 candidate countries
Priority 1
Priority 2
Priority 3
CAF 5 1
Communication/ KM 2
Quality Service Delivery Options 3
Public Private Partnerships
Benchmarking
Other

21. Proposals for IPSG Programme
CAF
3QC
Benchmarking
Communication/ KM
Improving
Working
Methods
Consider relevant CAF inputs for developing Action Plan
Canvass new member states for 3QC involvement
Italy to present progress on Procurement LL in February France to present progress on Road Safety LL in May
Set up subgroup, seek volunteers & address benchmarking issues
CAF Network to address possibility of CAF as a benchmarking tool
EIPA to consider MTP & Survey findings when developing Action Plan for new EPAN website
KM subgroup to continue to develop improved KM processes, with assistance of new & existing members
WM Group to enhance WM guidelines as required
CAF Network/EIPA to be responsible for CAF operational activities
Greater Autonomy for QC teams
Future hosting countries to incorporate WP Survey findings

22. DGs Resolution, MTP & TFE Report
Survey Findings
Proposals
IPSG Work Programme

23. Ireland Dead Line for Irish Activities Jan- Jun 2004 CAF
Evaluation of the CAF EIPA Resource Centre
Dissemination of conclusions of the EIPA study & Rome
CAF Event
CAF meeting arranged/held & initiating development of
CAF Action Plan
May
3QC
Preparation for 3QC
Canvass new member states
Get agreement on devolved autonomy for QC teams
Ongoing
February
Benchmarking
Progress report by Italy on Procurement LL
Progress report by France on Road Safety LL
Set up Benchmarking subgroup
Communication
/KM
EIPA to develop/present an annual working plan re: their
commitment to set up a new EPAN website
Coordinate development of improved Communication/ KM
processes for IPSG
Working
Methods
Finalise latest version of WM guidelines
Implement WM guidelines
Draft KM handbook ready
Work
Programme
Agree IPSG WP proposals
Other
Develop initiatives, discussion papers, etc. e.g. Report on WP Survey
As required

24. Netherlands
Jul – Dec 2004
CAF
Continuation of development of CAF Action Plan
3QC
Final 3QC preparation
Hold 3QC
Evaluate outcome of 3QC
Benchmarking
Continuation of work on Road Safety & Procurement LLs
Draw up annual programme of work
Communications
/KM
Commence implementation of EIPA’s Work plan
Working Methods
Continue to develop & implement improved working methods
Work Programme
Assessment of MTP
Finalise the IPSG work programme for 2005

25. Luxembourg
Jan – Jun 2005
CAF
Carry out an appraisal of dissemination of CAF thoughout Europe
Submit new CAF Action Plan to DGs for approval
Commence implementing once approved
3QC
Carry out Quality Conference activities; eg
Disseminate 3QC info.
Preparation for 4QC
Benchmarking
Implement the annual programme of work on benchmarking
Communications
/KM
Continue implementation of EIPA’s Work plan
Working Methods
Carry out an appraisal of new working methods
Work Programme
Commence work on new IPSG Work Programme for

26. United Kingdom
Jul – Dec 2005
CAF
Implement CAF Action Plan
3QC
Continue preparation for 4QC
Benchmarking
Continue implementing the annual programme of work
DGs to appraise the results achieved
Communications
/KM
DGs to produce a progress report on implementation of EPAN website, etc., by EIPA
Working Methods
Respond as necessary to findings of the working methods appraisal
Work Programme
Continue work on developing new 2 year WP.

27. Working Methods Guidelines
By Italy

28. Summary of WM Proposals
(8) The WM group continue to enhance the WM guidelines where necessary, particularly in relation to
Progressing KM handbook
Carrying out surveys and
Developing ways of linking with other groups and their activities.
(11) Future hosting countries should continue to incorporate the findings of the WP survey as they develop their presidency Work Programmes.

29. CAF Activities Results of Rome CAF Event - Italy
Evaluation of EIPA Resource Centre
– Dag Stromsnes
Non-paper on CAF issues
Proposal for Development of CAF Action Plan
Dissemination of EIPA Study & CAF Event results

30. Development of CAF Action Plan
Non-paper on CAF
Comments received from members
Not for discussion – for information only
Input into CAF meeting
Proposal: * Expert Meeting on 30th March in Vienna
* Prepare Draft Agenda
Role of CAF Expert Group & User Network
Development of CAF Action Plan
Tasks and Timetable
Interaction/Reporting Mechanism with IPSG
Next Steps: * Hold CAF meeting
* Report to IPSG on Main Points in May

31. Summary of CAF Proposals
(1) The CAF Network considers
the findings of the EIPA resource evaluation study,
the conclusions of the Rome CAF event, and
the views/suggestions put forward in the replies to the survey when developing the CAF Action Plan
(5) The feasibility of further developing the CAF model for benchmarking should be addressed by the CAF Correspondents Network in the CAF Action Plan to be developed
(9) The CAF Correspondents Network and EIPA Resource Centre assume the responsibilities for CAF operational activities, and report to IPSG at regular intervals

32. 3rd Quality Conference
By the Netherlands

33. Benchmarking Activities
Presentation on Public Procurement LL - Italy
Update on Road Safety LL - France
Proposal re: benchmarking activities

34. Invitation to participate in Benchmarking Subgroup
NOW seeking volunteers for the subgroup, representing current and new member states, including candidate countries
to commence preparation work
to draw up an annual programme of work during the Dutch presidency
to be implemented during 2005
The subgroup should
address issues highlighted by member states in survey and
identify possible new initiatives in this area as recommended in the MTP

35. Knowledge Management Activities
Update on CIRCA
Progress on new EPAN website – Ireland & EIPA
E-Newsletter
The IPSG KM Process – Denmark
Proposals re: KM

36. Knowledge Management Activities
Update on CIRCA

37. Knowledge Management Activities
Progress on new
EPAN website –
Ireland & EIPA

38. Summary of Communication/KM Proposal re: EPAN website
(6) EIPA consider the relevant points highlighted in the survey as well as the KM issues highlighted in the MTP, when drawing up the Action Plan for the development of a new EPAN website.
The plan must be completed by the May meeting and to be submitted to the DGs for approval

39. Knowledge Management Activities
E - Newsletter

40. Requesting Submissions for E-Newsletter
Submissions for 3rd issue of
E-Newsletter to be forwarded to
By End of February 2004 please
Using standard template

41. 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).

42. Knowledge Management Activities
The IPSG KM Process – Discussion of Core Elements
Presentation by Denmark

43. Summary of Communication/KM Proposals
(7) The KM subgroup of the Working Methods Group continue to develop improved Knowledge Management processes for the IPSG, giving due consideration to the suggestions put forward in the survey, on Communication/ Knowledge Management (KM), by the IPSG participants
to seek further volunteers, representing current and new member states, to assist the KM subgroup in this.

44. Invitation to New Member States
to introduce yourselves at meeting in May (3-5 mins each) and state in 3-4 bullet points
what you hope to get out of participating in IPSG
how/what you hope to contribute to group
to do a brief summary (after May meeting), as we would like to publish it in the E - Newsletter (4th Issue)
Participate in one or more of the working subgroups (if you’re not already participating)

45. Open Discussion Forum Process Orientation - Sweden
Presentation of eGovernment Group - Ireland
Update on Speyer proposal

46. Final Conclusions Conclusions Next Meeting Closure of Meeting
6 -7 May 2004
Closure of Meeting