IMPLEMENTATION REPORT ON THE NETWORKING AND THE PILOT APPLICATION PROCESS OF THE GSR PROJECT

Transcription

1 IMPLEMENTATION REPORT ON THE NETWORKING AND THE PILOT APPLICATION PROCESS OF THE GSR PROJECT Work Package 2, Activity 2.5 Work Package 5, Activities 5.3 and 5.4 Work Package 6, Activities 6.1, 6.2, 6.3, and 6.4 September 2012

2 Table of Contents Introduction Organization of open Awareness Raising Animation Focus Group Sessions (Activity 5.3) Preparation of Territorial level Networks and of Territorial Social Consultation Processes for Governmental Social Responsibility (Activity 5.4 Activity 6.2) Capacity Building of the Local Systems on issues related to Social Responsibility and Quality in the Public Sector (Activity 6.1) Establishment and Operation of the Networks Carrying out of the Social Consultation Processes (Activity 6.2 Activity 6.3) Implementation of the GSR Model in Organizations and Agencies of the Public Sector (Activity 6.4) Organization of Final Dissemination Mainstreaming Event (Activity 2.5)

3 Introduction The pilot implementation process in all involved territories represented in the project was carried out simultaneously and following the same methodological approach. All partners were actively involved in all territories, and jointly supported the local implementation processes. In general, the pilot implementation stage was carried out through an integrative process, based upon the provision of the Project s Workplan and focusing on: Exploitation of the combined knowledge and expertise of the Partners, as well as of their complementary character in terms of fields of activity, authority and intervention. Awareness raising and mobilization of local Actors, through relevant communication activities, as well as through exploiting the exceptional capacity of the Partners in penetrating Actors of all related categories. Capacity building of the local Systems in relation with Social Responsibility, Quality and Lifelong Improvement in the Public Sector. Application of the tools of the GSR Model in stakeholders organizations and agencies of the public sector of various levels and categories, with a twofold aim: - Testing of the methodological tools produced and carrying-out of adjustments needed in order to satisfy needs of different types of stakeholders/potential users. - Creation of a critical mass of organizations already familiarized with the concept and the tools of the GSR Model, which could be used in the future as poles for further expansion and diffusion of the Project s outcome. More analytically, the pilot implementation process, in general, included the following steps and activities: 1 Organization of open Awareness Raising Animation Focus Group Sessions (Activity 5.3) 3

4 There have been events this type in all territories. In essence, they have constituted the introductory step in the pilot implementation stage of the project. Their aim was to inform and sensitize officers from Regional/Local level Actors - stakeholders and beneficiaries of the project of all categories (Governmental Agencies and Organizations, Highest Education- Research Institutions, Social Partners, Citizens Associations, Enterprises, Developmental Agencies, Chambers, Private Organizations and Scientists/Experts of the G.S.R. fields of interest, Networks of Experts, Institutions activating in relevant issues, NGOs, etc.) - on the project, and in the ways in which the target territories and the entities they represent could contribute and be benefited. Central Government Agencies and Organizations were also targeted. The aim was to animate these Actors towards consent with the project`s objectives and action, and towards active participation in various project activities, depending on each one`s field of activity, authority and interest. Generally, the Sessions were of a laboratorial character; during them, the project objectives, activities, progress and outputs were presented, and lectures on social responsibility, quality, etc. were delivered. Also the potential involvement of each represented entity to the respective Territorial Process for Governmental Social Responsibility and Quality and to the Transnational GSR-Net was traced and recorded. A summary of these events is presented in Table 1 4

5 Table 1 Awareness Raising Animation, Focus Groups Discussions for Governmental Social Responsibility in the Target Regions Country Region Date of Event No. of participants Greece Attica 6/4/ Western Greece 7/6/ Bulgaria 5/4/ Romania 29/2/ Italy Apulia 18/5/ Basilicata 17/5/ /6/ /9/ Hungary 12/12/ Bosnia Herzegovina 12/1/ Total Preparation of Territorial level Networks and of Territorial Social Consultation Processes for Governmental Social Responsibility (Activity 5.4 Activity 6.2) The Partners proceeded with the design of Territorial level Networks for the introduction and development of Governmental Social Responsibility and Quality in the local Systems, and with the preparation of relevant Social Consultation Processes at the Territorial level. In this context: The Pilot Master Plan of the Transnational Network and of the Territorial Sub- Networks that had been developed in the frame of the project was further specified into local Action Plans, in order to respond to the status in each target territory. 5

6 A Code of Application and Ethics for the Territorial Sub-Networks was prepared, based upon the relevant Model that had produced through the project. The formation of the Territorial Networks on a preliminary basis was concluded, using the pools of Actors that resulted from the Awareness Raising Animation Focus Group Sessions. Territorial Social Consultation Processes for all territories were prepared, based upon the Social Dialogue-Consultation Framework, a methodological tool developed through the project; goals were defined, the Agenda was set, the steps to be undertaken were planned, roles of main contributors were specified, etc. 3 Capacity Building of the Local Systems on issues related to Social Responsibility and Quality in the Public Sector (Activity 6.1) This step focused in the organization of training seminars in all territories, their aim being twofold: a) On the one hand, to build the capacity of the Partners and of other participating Actors, so as to secure productive and smooth operation of the Territorial GSR Sub-Networks and the contribution in the Transnational GSR-Net, as well as effective carrying-out of the participative pilot implementation process of the project. b) On the other hand, to prepare the ground for sustainability and future use of the project`s results and products, through the creation of a pool of experts familiarized with the project`s outcome and capable to use it and to further spread it to other organizations, geographical areas and target groups. The preparatory phase of these seminars included the following steps: Design of a Training Package on Governmental Social Responsibility, Quality and Continuous Improvement: A Training Package addressing needs of Actors/Stakeholders of all categories of the project s target groups, focusing on relevant modern concepts, 6

7 methods and practices, whilst also in the effective use of the GSR mechanism and tools, thus contributing to successful pilot application and extended future exploitation. Organization of a Training of Trainers Training Seminar in Athens, where experts coming from the Partners had the opportunity to familiarize with the issue in-hand and with the GSR Mechanism and its distinct components/methodological tools, as well as to understand in-depth the structure and the contents of the Training Package itself. Adaptation of the Transnational Training Package to the reality and the needs of the target groups of the involved territories; in this sence, there has been specification of the content, adjustment of the training material, development of additional training material in local language, etc. Organization of Seminars, for members of all catehories of the target groups; these Generally, seminars were gradually deployed, following the deployment of the whole pilot implementation process. For example in Greece, there has been an introductory and descriptive part, addressed to wide audiences (more than 80 participants in total), whilst there have been 2-3 additional training sessions per territory, addressed to more targeted participants, i.e. officers-experts-operators who would directly be in charge with the implementation of the GSR Mechanism within their structures. This part of the Seminar was conducted in parallel with the local Social Consultation Processes and with the process of supporting specific agencies and organization towards Governmental Social Responsibility, so as to gain mutual benefit for all three types of activity A summary of these events is presented in Table 2 7

8 Table 2 Delivery of the training package on GSR, Quality and Continuous Improvement Country Region Date of Event No. of participants Greece Attica 14/12/2011* 30 30/5/ /7/ /9/ /9/ Western Greece 7/6/ Bulgaria 20/6/ Romania 8/ Italy Apulia 20/6/ /7/ /7/ /9/ Basilicata 20/6/ Hungary 18/4, 25/4. 9/5, 16/5/2012 Bosnia Herzegovina 5/10/ Total 322 * Transnational Seminar Therefore the initial target of 15 trainees per target territory was significantly surpassed, whilst also the results of the training have been very satisfactory and judged to be of great importance for future use and expansion of the project s outcome. 8

9 4 Establishment and Operation of the Networks Carrying out of the Social Consultation Processes (Activity 6.2 Activity 6.3) 4.a. Establishment and Operation of Territorial Collaborative Patterns / Sub-Networks of the Transnational GSR Net (Activity 6.2) Following the aforementioned specification of the Master Plan of the GSR Net into territorial level Action Plans, Partners proceeded to the establishment and operation of territorial collaborative patterns/sub-networks in their territories. The creation and operation of the Subnetworks, was based on the provisions of an Organization and Operations System that had already been developed in the frame of the project, setting specific criteria and providing basic guidelines for the development and operation of the transnational network and its territorial expressions/sub-networks. In this context, the Territorial Sub-networks were developed and functioned around and upon Operative Units, the GSR Units and the GSR Nodes. In brief: I) The GSR-Net and its operational structures, GSR Units and Nodes, have been designed to deploy their action in a wide spectrum of relative fields, : - Observation and analysis of evolutions, distribution of updated information, support of Governmental Agencies and Organizations in the fields of quality-social responsibility-continuous improvement. - Formation and coordination of Territorial Social Consultation Processes for Quality and Social Responsibility in the Public Sector ( GSR Consultation Processes ), which have been defined as platforms of interaction and collaboration of important Actors of all relevant categories of interest and of fields of expertise, and of all types and levels of authority. II) Specifically, from the organizational and operational points of view, there are the following main sectors: Local Networking 9

10 o Organization Administration (Organisation and Operations System Application and Maintenance, Information System Administrative Support, Financial Department) Technical Support, o Territorial sub-network (Local Coordinative Unit, Sensitization Mobilisation Animation of Local Actors, Transnational GSR Net s Node, Registries of the Territorial Sub-Network) Social Responsibility - quality management systems public sector governance - strategic planning o Guidance on Strategic Planning for Social Responsibility and Quality of Governmental, Agencies/Organizations, o Animation - Guidance - Support of Governmental Agencies/Organizations to move towards Standards of Social Responsibility and Excellence and to integrate Total Quality and Continuous Improvement principles and practices, o Identification evaluation of members of the Registry of Consultants of Preparation - Certification Application of Management Systems, Quality Management, Social Responsibility, Strategic Planning, Public Sector Governance, etc. Promotion - Support of Life-Long Improvement of Public Sector Employees o Guidance on Strategic Planning for Public Sector Human Resources Sustainable Management and Development o Drawing up coordination -support of application of special programs and actions for Personal Development and Lifelong Improvement of Human Resources of Governmental Agencies/Organizations o Identification evaluation of members of the Registry of Consultants of Knowledge Management, Human Resource Management and Development, Lifelong Learning Vocational Education and Training, etc. Territorial GSR Dialogue and Consultation Processes o Awareness Raising - Animation of Local Actors of all related Categories 10

11 o o Preparation Coordination of the Territorial Social Consultation GSR Processes Identification evaluation of members of a Registry of Consultants of Social Dialogue/Consultation, Local Networking and Clustering, Sustainable Regional Socio-economic Development, etc. Roughly, the steps for the creation of the Terrirorial Sub-Networks have been the following: a) Definition of the Members-Final Formation: The Actors recorded as potential audience and members of the Network in the frame of the design of the GSR Consultation Processes, were traced in terms of capacity and (mainly) of willingness to actively involve. 2 levels were traced: Partners that could act as Stakeholders receiving and returning data, information, etc., and Core Members, actively involved in the GSR Consultation processes and/or in the process of supporting the introduction of the GSR Model within specific Agencies/Organizatios. b) Specification - adjustment of the GSR-Net`s Organization and Operations System at singlemember`s level: Specification and additions in the elements of the generic system itself, organizing and operational arrangements, adaptations of procedures, arrangements aimed in the smooth integration of the System into the existing systems of each entity and to conformity with them, etc. This process was mainly carried out for the hosting organizations of the GSR Units and the GSR Nodes. c) Arrangements concerning requirements on spaces and equipment: The GSR Units and the GSR Nodes operate in office spaces provided by the hosting partners. There was improvement of ICT equipment, in the cases it was judged necessary. The operation of the GSR Territorial Sub-networks, the GSR Units and the GSR Nodes has been supported by selected executives, who received the relative training in the frame of the aforementioned Seminars conducted in both territories. 4.b. The GSR Territorial Consultation Processes (Activity 6.3) The GSR Consultation Processes in the involved territories were carried out in accordance with the relevant planning. They aimed in the establishment of mutual understanding and of 11

12 common view in regards to the problem in hand, organized in the frame of the GSR Territorial Sub-networks, coordinated and supported by the GSR operative structures, with the participation of significant local Actors of all categories of stakeholders and beneficiaries. The goal was to: - Review and define main issues related with Governmental Social Responsibility and Quality in the territories. - Exchange of opinions and attitudes on potential systemic and systematic insertion of the GSR conept and practices in the wider Public Sector. - Share relevant knowledge and experience, according to each Actor`s fields of authority, activity and expertise. - Motivate specific Governmental Agencies and Organizations to adopt the GSR Model, thus creating demonstrative poles and a critical mass for future expansion and mainstreaming. - Review the relevant formal systems, regulations, strategies, policies, etc., and provide for harmonization of the collaborative action and for systemic interaction with them. - Deploy and consult on scenarios for coordinated paricipative action in the future. In this sence, the Agenda that was initially set, dealt with issues such as: - Constant information and awareness of the potential Stakeholders who whould participate in the pilot implementation process, - Prospects and limitations of the GSR Standard (and its accompanying Methodological Tools) application, - Hierarchy, both, in Target Organizations and in the application of the model at different levels of each organization, - Definition of the application phases and the responsible/coaching persons per organization, - Prospects for establishing viable collaborative patterns devoted to the promotion and support of Governmental Social Responsibility. 12

13 In the frame of the GSR Consultation Processes, Workshops were organized in the involved territories according to Table 3 Table 3 Carrying out the GSR Consultation Processes Country Region Date of Event No. of participants Greece Attica 30/5/ /7/ /9/ /9/ Western Greece 7/6/ Bulgaria 3/7. 4/7/ Romania 9/ Italy Apulia 20/6/ /7/ /7/ /9/ Basilicata 10/8/ /8/ /9/ Hungary 23/5/ Bosnia Herzegovina 30/6/ /7/ /10/ Total

14 5 Implementation of the GSR Model in Organizations and Agencies of the Public Sector (Activity 6.4) This part of the pilot implementation process aimed on the one hand to the testing of the core set of deliverables of the project the GSR Mechanism and its distinct components/methodological tools while on the other hand to create a critical mass of public agencies and organizations familiarized with the issue of governmental social responsibility and acting leverage towards further expansion of the GSR concept and application. In this context and along with other parts of the pilot implementation strategy, already described above, a series of comprehensive steps was undertaken for: Supporting the amelioration of Governmental Agencies` and Organizations capacity and competences in the fields of Social Responsibility, Quality and Continuous improvement. Supporting the transition process of the Governmental Agencies and Organizations towards the GSR Status. Facilitating their active involvement in local collaborative patterns for developing social responsibility and quality in the public sector. In this frame, the followings were carried-out (depending on internal current status, peculiarities and availability of each specific case of an agency-organization acting as receiving agent ): a. Definition of the agencies organizations that will compose the pilot sample, coming mainly from those attended the Awareness Raising Focus Group Session and participating in the GSR Territorial Sub-network and in the corresponding GSR Consultation Processes. b. Training of Experts and Officers of the pilot agencies organizations (through the Seminars organized in the involved territories, as already described above). c. Regular provision of know-how and updated information (regulatory frameworks, new knowledge in the fields of social responsibility, quality, continuous improvement, sustainable development, etc.). 14

15 d. Use of the Governmental Agencies Audit Methodology for Governmental Social Responsibility and Quality, a tool of the GSR Mechanism, for identifying the current status in each respective agency organization in relation to the criteria set by the GSR Standard and the corresponding requirements, as well as for tracing the potential of the recipient against social responsibility and quality. Through this procedure, the strengths and weaknesses per receiving agency organization were diagnosed, whilst specific fields for improvement were identified. e. Drawing up of specific propositions for organizational improvement, aimed to improve each recipient`s skills and competences in the fields of social responsibility and quality (using the Guide: Conforming to the GSR Standard, which is included in the GSR Mechanism set of tools). f. Support of the recipients to adopt the proposed action and to specify, adjust and implement the guidelines and provisions of the GSR Standard, and to adapt and integrate them into their existing systems and operations. The process was carried-out by experts of the GSR operative structures (Units and Nodes) and resulted in a number of conclusions (and relevant action), amongst which: 1. In terms of the GSR Mechanism and its distinct components methodological tools: The need for specification (and in some cases of simplification) of the Standard and, consequently, in its supportive tools) was identified, based on: i) The nature of the receiving organizations (e.g. pure public agency as ministry, regional authority, municipality, or an independed public organization, e.g. university, ii) chamber, developmental agency); depending on this nature and on the corresponding constitutional framework, there are categories of organizations where some of the criteria of the GSR Standard are not applicable, due to the fact that they by definition and by law exist in these organizations. The size of the organizations: receiving organizations of a smaller size, need more simple generic criteria and defined milestones; receiving organizations of larger sizes, have to 15

16 deal with more complex management systems, a fact which is also reflected in the criteria and the requirements of a Standard and a Sub-system like GSR, which should be capable to be inserted in a wide range of functional sectors, processes and procedures. iii) The interfacing and intensive need for Interoperability among organizations and agencies functionally connected and interacting to each other: this could directly affect the actual grade of social responsibility of an agency organization, since even in the case of a complete application of the GSR concept and practices internally, the influence of external, not directly controlled factors could result to partial deterioration of the GSR characteristics and of the real impact in the society. iv) The fact that the GSR Standard is of a Global nature, since it has been built upon and integrated standards, practices and codes applicable at worldwide level; therefore it had to include provisions some of which are obsolete and odd for countries of the western world, since the problems reflected by them have been solved long time ago (e.g. children work). This Global nature creates difficulties in both the efforts for introducing GSR concept and for implementing GSR methods and practices, since there is odd information and requirements that make it more complicated and time-consuming for the recipient to understand and fimiliarize with the substantial and applicable issues. For confronting any obstacles coming from these issues, Partners, using the feedback from the Seminars and from the pilot implementation activities, proceeded to gradual specification of the GSR Standard and to relevant rationalization of its content and criteria, so as to satisfy the existing status, the characteristics and the needs of the recipients. Moreover, they carried out relevant adjustments in the Training Material. As for the issue of Interfacing and Interoperability among Public Entities, they had the opportunity to observe main aspects of the problem during the pilot process, and to exchange views and opinions with stakeholders (in the frame of the Territorial Sub-networks) for potential solutions. 2. In terms of conclusions regarding the receiving agencies organizations: 16

17 There have been different findings and conclusions in the agencies and organizations of the pilot sample dealing, in brief, with: a) The ability of application of the GSR Mechanism in different types of organizations; the GSR Standard is a generic tool, satisfying a wide range of criteria, functions, etc. Its specification to respond to the real status and needs of any organization is easy; the supportive tools escorting the Standard provide the basis for successful application. b) The fact that, even if the presentation/communication to the staff of the public agencies - organizations of the GSR concept and of its potential benefits is easy, the results are not always possitive. One major cause, mainly in Greece, has been the effect of the economic crisis to the attitudes of the employees, especially those of the public sector. Another reason, as in most cases, is the registance to the change, which increases together with the increase of the size of an organization, the complexity of its structure and the number of employees. c) The need for consent and commitment of the top management in any effort for introducing the GSR concept and implementing the GSR Model, which has also been evident in the frame of the pilot process, a fact that always exists in cases of implementing management systems of this type and nature; in the organizations in which the top management was actively involved, the pilot application process was carried more smoothly and the results were much more interesting than in the other organizations. d) The fact that the implementation of the GSR Model enabled the officers involved to trace and understand their organizations through new points of view. Moreover, depending on the organization and on the people participated in the process, various fields of priority in which GSR Model could substantially contribute were identified; among them: - The issue of Assessment of the performance and the quality of the public sector s entities, which is currently in process, based mainly on the approaches and methods of the Common Assessment Framework. - The increasing need for transparency in the operation of the public sector and for development and maintenance of citizens confidence; the GSR Model responds effectively to this need, since proposing a systemic and systematic action towards this 17

18 direction, and enables the use of best practices such as those proposed by the Global Reporting Initiative (GRI) for measuring and presenting performance of public agencies and organizations on economic, environmental and societal issues. The implementation was carried out in a total of 47 governmental agencies in all involved territories 6 Organization of Final Dissemination Mainstreaming Event (Activity 2.5) At the final stage of the project s implementation process, an International Conference was organized in Athens, by ELOT, the Decentralized Administration of Attica and the BIC of Attika, being a key-part of the project s Dissemination-Mainstreaming Strategy and aimed to inform the members of the target-groups (core stakeholders/beneficiaries and other relevant actors, including representatives of policy making and implementing organisations at local, national and EU levels, experts of relevant organisations and of other linked projects, etc.) about the project, to present and discuss its results and outputs and to animate the participants towards further familiarization and exploitation. In this sence, it has been a significant part of the exit stage of the project, devoted to wide dissemination of the project s final-mature outputs to audiences of all categories of the target groups. Similar events were organized in the rest of the involved territories. The participants had the opportunity to comment on the project`s results and the lessons learnt, to discuss on the outcome of the pilot implementation process and on the GSR Net s operation and prospects (in each country represented in the GSR Partnershp), to suggest new orientations, exchange experiences and get a grasp on the proposed methodology. A summary of these events is presented in Table 4 18

19 Table 4 Dissemination Mainstreaming Events Country Region Date of Event No. of participants Greece Attica 11/9/2012* 86 Western Greece 27/9/ Bulgaria 15/8/ Romania 27/9/ Italy Apulia 28/9/ Basilicata 28/9/ Hungary 23/5/ Bosnia Herzegovina 2/10/ Total 490 * International Conference 19