Communications Networks, Content and Technology

Management and operations support

Management and operations support

Administration & Finance (Unit A.5)
Goal: 

We seek to help DG CONNECT develop as an efficient and effective modern public administration. To this end, we aim to provide a high-quality, prompt and adequate level of support/advice to the Directorate's management and all the Directorate's operations, whilst respecting the segregation of duties and the legal environment in force. In addition, we seek to foster a better learning culture and knowledge sharing across the Directorate.

Action: 

The Administration and Finance Unit ("AFU")'s role in this priority includes a wide set of support actions, in particular:

  • Ways of working together/knowledge-sharing, including¬†supporting relevant Directorate¬† knowledge networks (Financial Assistants' Network,¬†Document Management Network), e.g.:
    • Procurement
      • support to and verification/authorisation of all Directorate operations concerning public procurement and studies;
    • Coordination
      • Directorate planning and reporting, including for budget issues and administrative expenditure;
        • Internal control issues;
        • Internal audit follow-up;
    • Resources
      • HR and staff engagement;
      • Document management;
    • Support to the ECSEL JTI and completion of activities of ARTEMIS and ENIAC JTIS

All actions are carried out in close cooperation with the operational units and the relevant central units and in service of the work that needs to happen in the operational units.

Situation: 

Financial files are not always handled consistently between units and financial rules may at times be interpreted in a non-coherent manner, exposing the Commission to reputational risk.The legal framework governing the implementation of H2020, including new management modes, came into force on 01 January 2014. This has resulted in a number of changes to the way that grants are handled. Our Unit, together with other Administration and Finance Units and central CONNECT units, will assist in the implementation of H2020 (e.g. new procedures/processes and guidelines).Fewer human resources are available to achieve the mission of the Unit and the Directorate.

Mandate: 
Financial Regulation and its Rules of Application. Staff Regulations.

Input

Full-Time Equivalent: 
3.50
People: 
3.50 full-time equivalent (FTE)
Other: 
  • Information: Knowledge bases - CONNECTED (our intranet), iKnow+ (our on-line training tool), the Manual of Procedures, AGE (an internal Commission FAQ forum), iFlow (our IT tool for tracking financial transactions) checklists.
  • Available trainings/workshop, mainly under the lead of central units.
  • Knowledge networks, either Directorate specific, or under the lead of central units (Administration and Finance Units', Ex-Post Audit Correspondents', Financial Correspondents', Audit, Internal Control and Budgetary Committee meetings, HR Network).
  • Team building initiatives (e.g: away days).
Outputs

Support to set up of governance (i) with executive agencies in charge of delegation of budget management and (ii) with centralized common support services

Timeframe: End 2014

Indicators

3670

Governance arrangements and operational guidance in place

Target Governance arrangements adopted by management and operational guidance in place. (End 2014)

Full use is made of the modern working tools at our disposal

Timeframe: End of 2014

Indicators

3669

All staff use "Connected" (our Jive intranet platform) as an information tool and to communicate on a regular basis

Target 20% reduction of information e-mails (End of 2014)

Adapt procedures to new H2020 rules

Timeframe: First quarter of 2014

Indicators

3668

New H2020 procedures established

Target All procedures compliant with new H2020 rules (By end of 2014)

Share knowledge about new H2020 rules

Timeframe: End of 2014

Indicators

3667

Organization of ad-hoc meetings in Directorate knowledge-sharing networks to provide training on new H2020 rules. Participation to and promotion of H2020 trainings under the lead of central units (mainly Programme Operations Unit

Target participation in relevant central trainings (By end of 2014)

Business continuity is ensured

Timeframe: Ongoing

Indicators

3665

Set up appropriate monitoring tools

Target regular meetings organized and/or attended (AFU unit meeting weekly)

Operational units (internal stakelholders) satisifed with AFU Support

Indicators

3664

Internal stakeholders' satisfaction survey (lead indicator)

Target 75% satisfaction rate at yearly survey (End of 2015)
Baseline Satisfaction rate (end of 2014)

Proper monitoring of operational budget planning and consumption

Timeframe: Ongoing

Indicators

1621

Timely delivery of budget planning and no deviation (actual vs. budget)

Target Full budget consumption and no deviation to forecast (According to deadlines set out by management)

Full use of human resources available to it to reach its objectives

Indicators

1619

Time for filling in vacancies

Target No post vacant for more than 3 months. (End of 2014)

Early planning and timely implementation of studies and other procurement

Timeframe: Planning by October of year-1, all tender specifications published by May, all contracts signed by end November

Indicators

1617

Early planning and timely implementation of studies and other procurement

Target No budget lost due to late launch or late contracting. (Planning by October of year-1, all tender specifications published by May, all contracts signed by end November )

Delivery of Directorate Management Report (DMR) / Annual Activity Report (AAR) and contribution to High Level Risk Assessment (HLRA)

Timeframe: According to deadlines set out by management

Indicators

1615

Timely delivery of DMR / AAR and timely contribution for HLRA

Target Timely delivery of contribution according to deadlines set out by management (ongoing)

Consistency in the handling/treatment of files

Timeframe: Ongoing

Indicators

1613

Set up and participation to regular meetings

Target Weekly AFU's tem mettings, Bi-weekly AFU meetings (Ongoing)
Results/Impacts

Increased learning culture and knowledge sharing across the Directorate and eventually DG CONNECT

Timeframe: Ongoing

Indicators

3681

Directorate's contribution to DG CONNECT staff satisfaction survey

Target 75% satisfaction rate (End of 2015)
Baseline Satisfaction rate (End of 2014)

High-quality, prompt and adequate level of support/advice to all Directorate's operations

High-quality, prompt and adequate level of support/advice to all Directorate's operations in order to ensure efficient daily operations in compliance with legal environment and management's instructions.

Timeframe: By end 2014

Indicators

1611

Internal stakeholders' satisfaction rate

Target 75% satisfaction rate at yearly survey (End of 2015)
Baseline Satisfaction rate (end of 2014)

Link to DG CONNECT's Top Level Targets

  • DG CONNECT is a lean, modern, effective and efficient public administration

Our contribution to top level targets is:

Helping DG CONNECT and our Directorate to meet their Digital Agenda Europe (DAE) and Horizon 2020 goals.

Helping DG CONNECT become a lean, modern, effective and efficient public administration.