1. Improvement of personnel policies in Statistics Estonia and lessons learned Remi Prual Statistics Estonia Quality Manager 04.05.2010

2. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Contents Definition Motives Suggestions Strategy 2003-2007 Employee satisfaction survey 2006 EFQM self-assessment 2007 Strategy 2008-2011 Employee satisfaction survey 2008 EFQM self-assessment 2009 Employee satisfaction survey 2010.

3. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Data about the Presenter Name Remi Prual Education BA in Information Sciences MA in Information Management Work in Statistics Estonia 2 years in Marketing and Dissemination Department 4.5 years as Quality Manager Previous work experience data systems, data collection, data analysis, etc.

4. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Personnel policy (definition) answers.com (April-May 2010): A set of rules that define the manner in which an organisation deals with human resources. A personnel policy should reflect good practice, be written down, be communicated across the organisation, and should adapt to changing circumstances.

5. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Motives Organisation may work well daily, but … desicions made on personnel issues may vary, because principles are not written down. To ensure, that desicions and manners are consistent and employees are treated equally.

6. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Suggestions Quality Declaration of the European Statistical System (ESS) 2001 declares: To attract and keep competent staff, it is vital to satisfy staff needs. The ESS members should treat their employees as the key resources they are. Personnel policies are key elements in the TQM models incl. in the EFQM Excellence Model used by Statistics Estonia since 2007.

7. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 PD Strategy 2003-2007 Need for a personnel policy based on opinions and experience as well as on suggestions from Eurostat. Objective: professional and motivated staff. Indicator: to implement policy by the end of 2004. A few important parts were systematically developed and implemented in 2003-2005: training principles; performance & development dialogues. These principles have been revised later.

8. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 CA Strategy 2003-2007 Employee satisfaction survey 2006 Improvement areas were clarified and development directions were clearly mandated by the staff. Main improvement areas: organisational culture and work environment; employee recognition; work processes.

9. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 PD Strategy 2003-2007 Plans were laid down for 2006-2007: assessment of work positions; rearrangement of the salary system; performance & development dialogues to be held with 80% of employees. EFQM self-assessment 2007 Above-mentioned improvement areas and needs for development were identified again. 6 important improvement actions were selected. Priorities 4-6 (1-3 were related to planning).

10. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Assessment of work positions A special working group assessed all work positions in our institution (~150 positions / 450 employees) against the same model considering the following 7 criteria: Education Professional experience Work adjustments Need for intellectual power Extent of management or collaboration Responsibility for processes Effect of desicions.

11. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Rearrangement of the salary system 10 salary classes Based on the results (number of points) of work position assessments. Detailed description of common needs for education, experience, responsibilities, etc., within each salary class. Principles of incentive pay based on work results incl. planning activities, objectives and assessment (on an annual basis).

12. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 PD Strategy 2003-2007 Plans clarified and carried out in 2006-2007: assessment of work positions; rearrangement of the salary system; performance & development dialogues with 80% of employees. EFQM self-assessment 2007 Above-mentioned improvement areas and needs for development were identified again. 6 important improvement actions were selected. Priorities 4-6 (1-3 were related to planning).

13. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 PD Strategy 2008-2011 The following objectives were added to the 2008-2011 Strategy: increase the share of generalists in statistics; develop the department-driven organisational culture into the institution-driven one; create a modern work environment improvement of the work environment.

14. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 CA Strategy 2008-2011 Employee satisfaction survey 2008 Main improvement areas: similar to those specified in 2006. EFQM self-assessment 2009 6 important improvement actions were selected. Priorities 1-3 implementation of activity-based costing; implementation of the career management system; development of general personnel policy.

15. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 PD Strategy 2008-2011 Plans were made and activities carried out in 2009 in the framework of the EFQM C2E project. Implementation of the ABC model: all employees report their working hours; hours are linked to subprocesses and salaries. Development of the career management system: conformation programmes for novices; career paths and programmes. General personnel policy development.

16. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 PD General personnel policy A set of main principles on two pages. Consists of five main areas: Management Staff planning Staff recruitment, selection and conformation Staff recognition, compensation and motivation Staff improvement Available on Statistics Estonia’s website http://www.stat.ee/40539 (in Estonian only). http://www.stat.ee/40539

17. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 C Strategy 2008-2011 Employee satisfaction survey 2010 carried out and the results are known: similar to the results gained in 2006 and 2008. Improvement areas not carried out yet: Recognitions Sharing know-how between units Improvement of the work environment. Main improvement areas not agreed yet reason: waiting for input (conclusions and suggestions) from all departments.

18. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 P Future plans Improvement areas not yet carried out. Reviewing and restructuring of work position groups Positions with the same name may involve totally different tasks, for example: statistician’s tasks may happen to be more similar to data manager’s tasks; Parallel rearrangement of work processes. Waiting for the top management desicions.

19. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 P Future plans Consolidation of services within the public sector (Ministry of Finance and its governing area will be the first to undertake this process in 2010). This concerns: personnel services; financial services; IT services.

20. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Lessons learned Use a framework for improvements. Framework helps you to keep your plans focused and structured. DIY, if needed. Use one document as the umbrella for others. If you start with n+1 policies from n+1 corners, then it may be difficult to have a good overview and keep them connected to each other. The Policy – links to all areas and subdocuments.

21. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Lessons learned Use a detailed plan for future improvements: Different parts of personnel policy influence and give input to each other. Certain policies must be implemented before you can start with others. See the big picture (whole organisation). Personnel policy influences everyone. It also has an effect on other policies within the organisation and its environments.

22. Improvement of personnel policies in Statistics Estonia and lessons learned 04.05.2010 Thank you for your attention! Remi Prual Statistics Estonia Quality Manager Remi.Prual@stat.ee