GUIDELINES:
7th Quality Conference
The Lithuanian EUPAN Presidency
I. GENERAL INFORMATION
Quality conferences are appropriate platform for EUPAN members (Members States) and other public sector organisations to share their good examples and public administration development experience. Quality conferences bring to the EUPAN members a possibility to learn more about advanced methods how to make public administration more effective and efficient.
An active participation in the Quality conferences and good feedback received from the participants, shows that this activity should be continued, ensuring the quality and attraction of this event. The Lithuanian EUPAN Presidency takes responsibility to organize 7th Quality Conference (7QC) in October 2013.
During the two-day conference we will try to provide an insight into the different aspects of effective and efficient public administration. The structure of the conference will be designed in a way to share best practices, to have a look to some theoretical approaches of public administration development, to start discussions among EUPAN members and other participants on different and very topical issues of public administration development.
Additionally to plenary and parallel sessions of the 7QC the stands exhibition will be organized for the participants. A small area for national / organisational stands will give opportunity for the participants to build up new contacts and share the information face-to-face.
Participation in the 7QC is open to all EUPAN members, candidates, European public sector organisations and other stakeholders.We are planning to attract about 300 participants from European public sector organisations. On the first stage, there are no limitations on participants’ quotas.
Participation in the 7QC is free of charge. Accommodation costs will be covered for all best practice presenters from the Member states.
Lithuania is expecting proactive cooperation with EUPAN members and other stakeholders and invites them to join the efforts organizing 7QC together. Especially we need volunteers for the moderation and management of the best practices presentations.Any suggestions would be welcome and appreciated.
II. THEME DESCRIPTION
Economic crisis has affected public administrations behavior and has forced them to look for the new ways and methods how to develop activities effective and at the same time – be able to meet changing public needs and expectations. Economic challenges are requiring public administrations to apply and develop responsible approach in every action of their activities.
Responsible public administration corresponds to openness and transparency of public administrations activities, citizens involvement in public governance processes, participation and collaboration with social partners, efficient and smart use of resources, accountability and responsiveness of public administrations and civil servants and etc.
Two-day event will open discussion on the main theme of the 7QC „Towards Responsible Public Administration“. The main theme of the 7QC was approved by the EUPAN members. According to theirs suggestions, it is planning to explore these sub-themes during the conference:
Sub-theme 1:User oriented approach in public administration
Sub-theme 2: Efficient and smart use of public sector resources
Sub-theme 3: Towards transparent and open public administration
These sub-themes are oriental and should help for the Member States to select best practice cases. According to the best practice cases submitted to the 7QC secretariat, the sub-themes could be slightly adjusted or supplemented with the new ones.
III. GENERAL STATEMENTS FOR APPLICANTS
- Procedure. EUPAN membershave toask national countriesto submit best practice cases based on the 7QC theme and sub-themes. Each country has to select up to 2 cases and send their descriptions (application form) to the 7QC secretariat.Best practice cases will notbe selected with the strict evaluation procedure, but it will be taken into account how cases correspond to the 7QC sub-themes and general criteria. Suggestions and agreement to involve best practice case into the agenda of the 7QC will be discussed with the contact person of the case.
- Applicants. All European public administration (public sector) institutions from all levels (European, national, regional, local) could give best practices cases and present them during the 7QC.
- Application form. National best practice cases from the Member States should be described in the application form (see attached), giving the main information about the implemented project. An applicant should prepare a summary of the best practice case (60 words maximum), presenting objectives, results of the project, lessons learned, etc. The short description will help participants to choose workshops when they register.
- General criteria. Each submitted project/case have to correspond to these general criteria:
Useful. Implemented project shows that planned objectives and results were achieved and gave visible impacton current area of public administration.
Innovative. Some new, creative, uncommon ideas were applied implementing a project.
Integral. The project shows cooperation with customers, stakeholders, society. Integrated methods taking into account success factors (strategic objectives, personnel involvement, process and change management, etc.) were used implementing the project.
Sustainable.The results achieved implementing the project are long lasting and could be developed in the longer term.
Adaptable. The project as a good example could be adapted in the other organisations for the same or different reasons.
- Content of the cases. The purpose of the 7QC best practice cases is to illustrate the 7QC theme „Towards Responsible Public Administration“. All best practice cases presented must be related to the sub-themes suggested by EUPAN members. The best practice case may be related to more than one theme, but it is recommended to choose the most relevant one to illustrate your experience feedback.
Best practice cases should demonstrate outcomes such as:
Sub-theme 1: User oriented approach in public administration:
□Improving quality of service delivery
□Simplifying administrative procedures and reducing administrative burden for citizen and businesses
□Developing social responsibility
□Improving relations between citizens and public administrations; meeting stakeholders’ expectations; meeting citizens societal concerns
□Involvingcitizens into public service design and management
□Developing public service assessment to the citizen
□Improving reception services and developing one-stop services
□Implementing systems for measuring public service efficiency
Sub-theme 2: Efficient and smart use of public sector resources
□Implementing evidence based management initiatives
□Simplifying departmental organisation
□Implementing institutional structure reforms
□Shared support services
□Strengthening accountability in public administration
□Effective human resources management initiatives
□Working in networks
□Creating a climate for innovations
□Monitoring public administration changes
Sub-theme 3: Innovations for transparent and open public administration
□Citizen involvement in the different stages of the process
□Informing citizen and communicating with them
□Providing transparent public decision-making
□Developing external or internal communication
□Using new technologies and social media
□Consulting procedures with the society