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REDESIGN OF ETF PROCESSES SDD 2019 (FIRST ROUND & FINDINGS (ICT (Mtg…
REDESIGN OF ETF PROCESSES
SDD 2019
OBJECTIVE
Increase the efficiency of the ETF internal decision making process, by providing accessible and useful information needed to perform the work
ASSESSMENT
Review of processes
every year
Mid-term/along the road assessment :question:
FIRST ROUND & FINDINGS
Kick off meeting
Mtg 00_08112018
ICT
Mtg 03_07012019
:warning:
Follow up
: MRE to update the list (seven docs in total), two deadlines: end of January/Q3 or Q4 for some heavier revision due to redesign of the department work
ICT
docs to be checked re. Ethics & Integrity + Data protection
help desk support missing
DMS shall go with RSD-Core
DIR & LA
Mtg 04_08012019
Follow up
:warning: DMA to liaise with SCA+TCI to clear the docs
DIR
Decision made in the MT often are not documented, MT room to be revitalised?
Put in the DIR decisions only the principle and not the procedure
RSD - Resources &
Services Department
:warning:
Follow up
: SAS to continue handover to HWR + mtg again shortly to wrap up
Mtg 01_07012019
HR - Human Resources
Mtg 02_07012019
:warning:
Follow up
: ROL to update the excel list (the advanced one with clusters) by deadline :!?: not agreed but shortly
NB: not touching anything until the current Audit is closed
OPS
Mtg 05_08012019
:warning:
Follow up
: CMA+MAR to return the docs list (SDD template) with comments by 18/1/2019
OPS
Corporate position: needs sistematisation, last one on Digitalisation was totally out of the radar in house
Capacity Building: needs revision; shall be the same be developed for the other OPS 3 areas?
Evidence & Statistics: serious weakness in the quality assurance step
Knowledge mngt: function disappeared in 2015, serious lack ==> basic function of an expertise house
Torino Process: is not a process!
FINPROC
Mtg 06_10012019
:warning:
Follow up
: CBE to return the docs list (SDD template) with comments by 14/1/2019
COMM
Mtg 07_10112019
:warning:
Follow up
: DNA to return the docs list (SDD template) with COMM comments by :question:
COMM
Internal Communication goes with HR
Event Process goes with OPS - (specific guidelines to be inventoried)
Publication Policy need a procedure/workflow (step-by-step)
Missing:
-- Web guidelins
-- Translations (edgy solutions)
-- Communities
-- Printing, mailing, other MZE's areas
NEXT
"Spin off"
2019 two big actions
: What we want to do, milestones, how to make the transition, how to ensure that staff is on board
Mtg with HFA, FZO to be planned
re. handover of DMS management to RSD
Mtg with MRE+HFA to be planned re. Innovation project
(deadline summer/max Sept 2019)
Start clustering of materials (LHR+NDM)
Interview "newcomers" to gather their fresh feedback (LHR to call meetings with: Cesare, Daria, Jerca, Jolien, Thierry)
Reschedule mtgs with all Dept (including SDD) within two weeks
with HOD :question:
(LHR)
ACTIONS
Organisation of Information
by TBC
:red_flag:
Decide how to classify: per product/per audience/rule=>legal bais/policy=>ETF decision)
Define process/guidelines/procedure/policy/rule + standards (clear,simple, real rule making+info to staff+backup system)
Design a digital map with hyperlinks :question:
Create a visual map of overall materials by cluster including links
Cluster the material (by 31 January)
Inventory of materials
by 18 Jan 2019
Collecting actualised list of docs by Depts/Units in SDD template
Meeting all Departments/Units
Design digital map
for Intranet
Develop (with ICT)
Populate (how : :question:)
Move to process analysis level
Timetable for 2019 analysis of processes
FURTHER FINDINGS
Oral tradition prevails on written documentation
Depts strategy or one ETF strategy only + cascade? This decision is linked to the Innovation Project which shall move fast
How detailed step-by-step should be? More efficient to avoid step by step procedure for limited activities (for ex, 4 recruitments per year=step-by-step procedure is not worthwhile)
How to regulate infractions to the established processes/procedure
Procedures are there but are not acknowledged
Develop 3/4 criteria for developing new procedures to ensure consistency and quality assurance
Clarify roles (accountability with managers)