Communications Networks, Content and Technology
European Commission Directorate General

Management and operations support - Excellence in Science

Management and operations support - Excellence in Science

Administration & Finance (Unit C.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

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 running relevant Directorate knowledge networks
  • 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;
  • 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

At times units work in silos, without the necessary cross-unit collaboration which would lead to more efficient and effective implementation of work. Units do not share knowledge and best practices sufficiently, which would lead to more efficient and effective implementation of work and expertise development. 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.Tendering for studies is occasionally implemented late,

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

Input

Full-Time Equivalent: 
4.0
Other: 

Knowledge bases - CONNECTED (our intranet), iKnow+ (our on-line training tool), the Manual of Procedures, 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 (C financial assistants and C project officers), 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

Proper monitoring of operational budget planning and consumption

Indicators

770

Timely budget planning and implementation (lead indicator)

Target Full budget consumption and no deviation with forecast. (Annual)
Baseline 100 % (2013)

Full capacity of Directorate's human resources to reach its objectives

Indicators

2641

Time for filling in vacancies

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

Early planning and timely implementation of studies

Indicators

2640

Studies

Target All contracts signed before 31/12 (Annual)

Adapt procedures to new H2020 rules

Timeframe: First quarter of 2014

Indicators

3819

New H2020 procedures established

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

Business continuity is ensured

Indicators

3817

Set up appropriate monitoring tools

Target regular meetings organized and/or attended

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

Timeframe: According to deadlines set out by management

Indicators

2639

Timely report delivery

Target 100 % within deadlines (Annual)
Baseline 100 % within deadlines (2013)

Share knowledge about new H2020 rules

Timeframe: End of 2014

Indicators

3825

Participation to and promotion of H2020 trainings

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

Support to set up of governance

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 of 2014

Indicators

3822

Governance arrangements adopted by management and operational guidance in place.

Target Governance arrangements adopted by management and operational guidance in place for FET-OPEN (by October 2014)

Governance arrangements adopted by management and operational guidance in place.

Target Governance arrangements adopted by management and operational guidance in place for FET-OPEN (by October 2014)
Results/Impacts

High-quality, prompt and adequate level of support

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

Indicators

802

DG CONNECT staff annual satisfaction survey

Target 75% satisfaction rate (By end of 2014 and 2015)

Link to DG CONNECT's Top Level Targets

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