Communications Networks, Content and Technology
European Commission Directorate General

Management and operations support in the Net Futures Directorate

Management and operations support in the Net Futures Directorate

Administration & Finance (Unit E.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
  • 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
    • IT/web (content provisions and Directorate coordination)

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 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: 
5.50
People: 
5.50 full-time equivalent (FTE)
Collaboration with other DGs or agencies:
Budget: 
Research Administrative and operational budget will cover (1) Studies to support reseaarch objectives, (2) Research and policy promotion events and material, (3) All other administrative budget activities such as missions, rapporteurs, publications
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 (away days).

Outputs

Share knowledge about new H2020 rules

Timeframe: Ongoing

Indicators

3739

Training Sessions/Meetings

Target Weekly AFU's team meetings - Bi-weekly AFU meetings - Bi-weekly directorate's financial gestionnaires meetings (Ongoing)

Operational units (internal stakeholders) satisfied with AFU support

Timeframe: End of 2014

Indicators

2491

Internal stakeholders' satisfaction survey (lead indicator)

Target 75% satisfaction rate at yearly survey (End of 2014)
Baseline Satisfaction rate (End of 2013)

Proper monitoring of operational budget planning and consumption

Timeframe: According to deadlines set out by management

Indicators

2489

Timely delivery of budget planning and no deviation

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

Full use of Human Resources available to it to reach its objectives

The Directorate makes full use of the human resources available to it to reach its objectives.

Timeframe: End of 2014

Indicators

2487

Time for filling in vacancies

Target No post vacant for more than 3 months (End 2013)

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

2483

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: Timely delivery of contribution according to deadlines set out by management. Ongoing.

Indicators

2481

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

2479

Set up and participation to regular meetings

Target Weekly AFU's team meetings - Bi-weekly AFU meetings - Bi-weekly directorate's financial gestionnaires meetings (Ongoing)
Results/Impacts

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

Timeframe: End of 2014

Indicators

3748

Directorate's contribution to DG CONNECT Staff satisfaction survey

Target 75% satisfaction rate (31/12/2014)
Baseline Satisfaction rate (31/12/2013)

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: End of 2014

Indicators

2493

Internal stakeholders' satisfaction rate

Target 75% satisfaction rate at yearly survey (End of 2014)
Baseline Satisfaction rate (End of 2013)

Link to DG CONNECT's Top Level Targets

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