PPT - SIGMA-GIZ Academies - Stage 2 - Ukraine_CAF Process.pdf

Presentation given by Ukraine at Building a sustainable quality management approach - Academies for EaP countries organised by the SIGMA Programme and the GiZ Eastern Partnership Regional Fund. Stage 2: Elevating for excellence.

1. UKRAINE
CAF
Steps and process

2. Angela KUKULIA
Head of the Project management Department of the Center
for Adaptationof Civil Service to the Standards of European Union
COMMON ASSESSMENT
FRAMEWORK (CAF)
STEPS AND PROCESS
from theory to the practical
experience of Ukraine

3. 3
The CAF PROCESS
PHASE 1:
START & PREPARATION
PHASE 2:
SELF-ASSESSMENT PROCESS
PHASE 3:
IMPROVEMENT PLAN

4. 4
The CAF PROCESS
Timeline: 3 to max 6 months
CAF PHASE 1
Start of the Journey
Management meeting,
purpose, scope, roles, staff
information, communication
plan (and project plan)
Appointing the self-assessment
group(s) (SAG)
CAF PHASE 2
Self-assessment process
Major role: SAG!
SAG training (1,5 -2 days), individual self-
assessment 9 criteria & 28 subcriteria: strengths,
areas & improvement actions
Consensus WS based on self-assessment results
Self-assessment report, presentation to
management & finalization. Informing staff
CAF PHASE 3
Prioritisation/ CAF Action Plan
Improvement plan WS / prioritization
of identified improvement actions
based on the self-assessment report.
Involve management!
Improvement report incl. CAF Action
Plan (2 years)
Informing staff, key stakeholders &
promoting the organisation
ECU LABEL &
IMPLEMENTATION PHASE
Applying for external feedback
& receiving ECU Label
Monitoring (and adjustments)
of the CAF action plan
implementation
ECU label award
NEXT CAF CYCLE
Lessons learned and (new) SAG
starts the CAF journey again
…
…
…

5. CAF PHASE 1
START OF THE JOURNEY
Management meeting, purpose, scope,
roles, staff information, communication plan
(and project plan)
Appointing the self-assessment group(s) (SAG)

6. 6
Stages of CAF launch in Ukraine
Implementationduring2006-2009instatebodiesoftheISO9000standardinaccordancewiththeProgramforthe
ImplementationoftheQualityManagementSysteminCentralExecutiveAuthorities,approvedbytheDecreeoftheCabinet
ofMinistersofUkrainedatedMay11,2006No.614
PreviouspositiveexperienceinimprovingprocessandactivitiesofstatebodiesthroughtheuseofCAF,inparticularwithin
theframeworkoftheTwinningproject"SupportingthedevelopmentofthecivilserviceinUkraine"(2012-2014)
OnFebruary28–March01,2019atthepremisesoftheNationalAgencyofUkraineonCivilService(NAUCS)
washeldTAIEXworkshopontheImplementationofResults-basedManagementSystem(106participantstookpart)
Forthepurposetodeterminethecurrentstateofaffairsregardingqualitymanagement,Methodologicalrecommendations
forconductingapreliminarysurveyofqualitymanagementsystemsinstateauthoritiesweredeveloped(approvedbythe
OrderoftheNAUCSofApril26,2019No.80-19)
Preliminarysurveywasconductedaccordingto5criteria:leadership,strategicplanning,personnel,partnershipand
resources,processesamong66governmentauthorities(including19ministriesand48othercentralexecutiveauthorities)
OnNovember28-29,2019,inHelsinki(Finland)duringameetingoftheMinistersoftheEuropeanUnion,responsibleforpublic
administration,newmembersoftheCAFEUPANWorkingGroupofNationalCorrespondentswereapproved,inparticular,
Ukraine,inthepersonoftheNAUCSreceivedobserverstatusintheWorkingGroup
ThisstatusgavetheopportunitytoofficiallyattractresourcesandimplementtheEuropeanCAFqualitymanagementmodelin
Ukraine

7. 7
Main tasks of the Ukrainian National
CAF Resource Center
coordinationandassistancetogovernmentauthoritiesandlocalself-governmentbodiesintheusingoftheCAF
organizationandparticipationinself-assessmentcertificationofgovernmentauthoritiesandlocalself-
governmentbodiesaccordingtotheCAF
conductingtrainingsandconsultationsonissuesofpromotionandusingoftheCAF
participationinCAFexternalfeedbackinordertoreceivethe"EffectiveCAFUser"awardbygovernment
authoritiesandlocalself-governmentbodies
organizationofforums,conferencesanddiscussionsontheimplementationoftheCAF
researchanddisseminationofbestpracticesintheimplementationoftheCAF
supportandparticipationintheEuropeannetworkofCAFnationalcorrespondentsandCAFusersinthepublic
sector
cooperationwiththeEuropeanCAFResourceCenteroftheEuropeanInstituteofPublicAdministration(EIPA)
andCAFNationalResourceCentersandcorrespondentsindifferentcountries

8. CAF PHASE 2
SELF-ASSESSMENT PROCESS
MAJOR ROLE: SAG!
SAG training (1,5 -2 days), individual self-assessment
9 criteria & 28 subcriteria: strengths, areas &
improvement actions
Consensus WS based on self-assessment results
Self-assessment report, presentation to management &
finalization. Informing staff

9. 9
Legislative provision of the implementation
of quality management (CAF)
Tasks and key indicators of effectiveness, efficiency and quality of official activity
of civil servants who hold the positions of state secretaries of ministries for 2021,
approved by the Decree of the Cabinet of Ministers of Ukraine of December 28, 2020 No. 1645
Methodological recommendations for conducting a survey of the quality management system
of the ministry, other central executive authorities,
approved by the Order of the NAUCS of December 8, 2020 No. 230- 20
Typical tasks and key indicators of effectiveness, efficiency and quality of official activity
of civil servants holding the positions of heads of central executive bodies for 2021,
approved by the Decree of the Cabinet of Ministers of Ukraine of December 28, 2020 No. 1646

10. *more than 500 people took part in these trainings
10
Training programs with the purpose of training the members of the
working groups on the survey of the quality management system of
the state authorities
Forcivilservantsofseniorpositions(categoryA)–itwastrainingon“Increasingthe
efficiencyandqualityofmanagementinthefieldofpublicadministrationbyapplyingthe
CommonAssessmentFramework(CAF)”
ForcivilservantsofcategoryBandC,andofficialsoflocalself-governmentauthorities
–“Increasingtheefficiencyandqualityofmanagementinthefieldofpublicadministrationand
localself-governmentbyapplyingtheCommonAssessmentFramework(CAF)”
Onlinecourse“Improvingtheefficiencyandqualityofmanagementinthefieldofpublic
administrationandlocalself-governmentbyusingthemodeloftheCommonAssessment
Framework(CAF)”

11. 11
Surveys of the quality management system
of the state authorities
QM SYSTEM SURVEY IN 2019:
CAF-2013 MODEL
QM SYSTEM SURVEY IN 2021:
CAF-2020
InaccordancewiththeCAF-2013model
Inaframeworkofthe:
ResolutionoftheCabinetofMinistersofUkraineof
December18,2018No.1030- randNo.1031- r
ActionPlanfortheImplementationofthePublicAdministration
ReformStrategyofUkrainefor2019-2021,approvedbythe
ResolutionoftheCabinetofMinistersofUkraineofJune24,
2016No.474-rapreliminarysurveyofthequalitymanagement
systemwasconductedinministries,othercentralexecutive
authorities
Forthepurposetodeterminethecurrentstateofaffairsregarding
qualitymanagement,Methodologicalrecommendations were
developedforconductingapreliminarysurveyofquality
managementsystemsingovernmentauthorities
Wasconductedaccordingto5criteria:leadership,strategic
planning,personnel,partnershipandresources,processesamong
66governmentauthorities(including19ministriesand48other
centralexecutiveauthorities)
FinalReportontheresultsofconductingin2019thesurveyof
qualitymanagementsystemofministriesandothercentralexecutive
authoritieswasprepared
InaccordancewiththeCAF-2020
ForthepurposeofintroducingCAFintothesystem
ofexecutiveauthorities,Methodological
recommendationsweredevelopedforconducting
areviewofthequalitymanagementsystemofthe
ministry,anothercentralexecutiveauthorities
58executivebodies(16ministries;42othercentral
executiveauthorities)tookpartinthesurvey
FinalReportontheresultsofconductingin2021
thesurveyofqualitymanagementsystemof
ministriesandothercentralexecutiveauthoritieswas
prepared

12. 12
SINCE 2023
TheCenterstartingtoprovidemethodicalandinformationalsupportonCAFtostateauthoritiesofthedefensesector:
workingmeetings
informationmaterialsonconductingsurveys
developinganActionPlanforimprovingthequalitymanagementsystem,takingintoaccountthespecificsoftheactivitiesofthese
authorities
AlsowaspreparedDRAFTSofthe:
officialtranslationoftheCAF-2020Manual(needsproofreadingandediting)
DecreeoftheCabinetofMinistersofUkrainewasdeveloped,whichenvisagestheintroductionofacomprehensivequality
managementsystembasedontheCAFmodelinstateandlocalself-governmentauthorities.Thisdocumentalsoprovides
approvalfor:
ProvisionontheUkrainianNationalResourceCenterCAF,whichwillclarifyandexpandthelistoftasks,powersandrights
oftheCenter
Procedureforcarryingoutself-assessmentaccordingtotheCAFmodel
Procedureforprioritizingmeasuresanddevelopinganimprovementplan
ProcedureforconductinganexternalevaluationoftheapplicationoftheCAFmodel
Procedureforholdingacompetitionregardingbestpracticesinthefieldofpublicadministration,etc.
e-digestonqualitymanagementinthefieldofpublicadministration

13. 13
Ukrainian CAF Resource Center cooperated with
SOLIDARITY FUND PL
HANNS SEIDEL FOUNDATION
•numberofworkingmeetingswereheldwithPolishexperts
•workshop"PracticalexperienceofimplementingtheCAFmethodologyintheRepublicofPolandatthecentrallevel"
•trainingfortrainers:"ToolsandtechniquesforimprovingstateauthoritiesusingtheCAF"
•manual"Toolsforensuringtheefficiency,effectivenessandqualityoftheactivitiesofstateauthorities"
•internationalonlineworkshop"QualitymanagementbyusingtheCAF:thebestEuropeanpractices".The
purpose-presentinternationalexperienceregardingtheimplementationofgeneralqualitymanagementtools
inpublicadministration,inparticulartheCAF,aswellastodiscussthepracticalstepsofapplyingthequality
managementsystemintheactivitiesofgovernmentauthoritiesinUkraine

14. CAF PHASE 3
PRIORITISATION / CAF ACTION PLAN
Improvement plan WS / prioritization of identified
improvement actions based on the self-assessment
report. Involve management!
Improvement report incl. CAF Action Plan (2 years)
Informing staff, key stakeholders & promoting the
organisation

15. 15
FUTURE PLANS
PublicationoftheofficialtranslationoftheCAF-2020Manual
ApprovalofthedraftRegulationoftheCabinetofMinistersofUkraine, whichenvisagesthe
introductionofacomprehensivequalitymanagementsystembasedontheCAFmodelingovernmentand
localself-governmentbodies
Ensuremonthlypreparationanddistributione-digestonqualitymanagementinthefieldofpublic
administration
Updatetrainingprogramsandconducttrainingsforrepresentativesofgovernmentbodies
Atthestageofdiscussionofthecreationofaplatformforself-assessment(e-Tool),trainingand
informationalvideoclips,etc.

16. 16
CAF AT THE LOCAL LEVEL
thisLawentersintoforcesixmonthsfromthedateofitspublication,butnotearlierthansixmonthsfrom
thedateofterminationorcancellationofmartiallawinUkraine
The Working Group has already developed a project of Methodological recommendations,
taking into account the norms of the new Draft Law of Ukraine
"On Service in Local Self-Government Authorities"
In 2022, it was planned to develop
Methodological recommendations for conducting a survey
of the quality management system at the local level
Was adopted the Law of Ukraine "On Service in Local Self-Government Bodies"
of May 2, 2023 № 3077- IX

17. MONITORING (AND ADJUSTMENTS)
OF THE CAF ACTION PLAN
IMPLEMENTATION
NEXT CAF CYCLE
Lessons learned and (new) SAG starts
the CAF journey again

18. 18
MONITORING PROCESS
TheCabinetofMinistersofUkraine, bytheDecreeofJune4,2024No.634,introducedtheReformMatrix
–anewanalyticaltoolforeffectivedecision- makingandmanagementofthereformimplementationprocess
TheReformMatrixcontainsanoverviewoftheconditionsandrecommendationsofUkraine’s
internationalpartnersinkeysectorsandwillserveasananalyticaltoolforeffectiveimplementationand
monitoringoftheimplementationofallplannedmeasures
Itincludesmorethan200reforms(morethan400indicators)andcontainsanexpertassessmentofthe
impactofreformsoneconomicgrowthandrecovery,conductedbytheKyivSchoolofEconomicsandthe
CenterforEconomicStrategywiththeadviceoftheGrowthCenterofHarvardUniversityandtheassistanceof
theWorldBank
TheReformMatrixis​​a"living"toolthatwillbeadjustedinaccordancewithagreementswithpartners,in
particularwithintheframeworkoftheUkraineFacilityPlan

19. 19
reformmatrix.mof.gov.ua

20. UKRAINIAN NATIONAL
CAF RESOURCE CENTER TEAM
Center for Adaptation of Civil Service
to the Standards of European Union
15, Prorizna str.,Kyiv, 01601, Ukraine
[email protected]
[phone]
www.center.gov.ua