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Introducing the Euro in Belgium

Introducing the Euro in Belgium. JM MOTTOUL Tel: 32 -257-63699 E-mail: jeanmarie.mottoul@minfin.fed.be. Public sector: Organization at federal level. Main principle: Each manager had the responsibility to carry out the changeover process to the euro in its own services.

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Introducing the Euro in Belgium

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  1. Introducing the Euro in Belgium JM MOTTOUL Tel: 32 -257-63699 E-mail: jeanmarie.mottoul@minfin.fed.be Czech Twinning Program 24 - 25 september 2007

  2. Public sector: Organization at federal level • Main principle: Each manager had the responsibility to carry out the changeover process to the euro in its own services Czech Twinning Program 24 - 25 september 2007

  3. Organization at federal level But the minister of Finance requested the public consulting office ABC to pilot a project: • to assist these managers, • to monitor the progress of the changeover program • to report on it to the government Czech Twinning Program 24 - 25 september 2007

  4. First mission : assistance • By recommending a methodology in each department with: • A changeover scenario in each administration • divided into projects according to a technical criteria • Regulations projects • IT projects • Forms projects • Training projects • Communication projects Czech Twinning Program 24 - 25 september 2007

  5. Scenario = planning • To write the « history » of the changeover works • What should come first? What should come after? What could be done in a parallel way? • For instance, to adapt the rules and then the IT programs and then the forms and then to train the civil servants and then to communicate Czech Twinning Program 24 - 25 september 2007

  6. Scenario = Planning • And then to fix dates • Each project • Could start at the earliest by …. • Should finish at the latest by …. Czech Twinning Program 24 - 25 september 2007

  7. To fix these dates : Programming • Describing the various phases of each project • Estimating the means needed • Fixing the time needed Czech Twinning Program 24 - 25 september 2007

  8. Circular adaptation • Should the ultimate deadline of the scenario not be respected, • Then it is necessary to reduce the length of the projects and to reconsider the means bestowed to them. Czech Twinning Program 24 - 25 september 2007

  9. Coordination • It might be that a project « a » of a scenario « i », needs the result of a project « b » of a scenario « j » • Necessity to coordinate the planning of the various scenarios • Within the institution concerned • Between the institutions Czech Twinning Program 24 - 25 september 2007

  10. First Mission: assistance • To facilitate the coordination : a code for each project • 2 figures for the institution • 2 figures for the administration • 1 figure for the scenario • 1 figure for the technical criteria of the project • 2 figures for the project CODE : XX/XX/X/X/XX Czech Twinning Program 24 - 25 september 2007

  11. Illustration • Code 21/07/1/2/03 = • project 3 • in the sector IT • within the scenario 1 • of the administration 7 (customs) • of the institution 21 (ministry of Finance) Czech Twinning Program 24 - 25 september 2007

  12. First Mission : assistance • By recommending a methodology • By recommending a structure to insure: • The management • The technical assistance Czech Twinning Program 24 - 25 september 2007

  13. Structure • A general coordinator in each institution • To impulse the writing and to coordinate the scenarios • Project leaders • To run the projects • Technical coordinators • To give uniform methodology by sector, to assist the project leaders and the general coordinator Czech Twinning Program 24 - 25 september 2007

  14. First Mission : assistance • By recommending a methodology • By recommending a structure • By setting up networks • a board of general coordinators • five groups with the technical coordinators • To develop methods and issue technical recommendations • To coordinate interdepartmental actions when needed Czech Twinning Program 24 - 25 september 2007

  15. First mission: « Assistance »Five technical groups EXECUTIVE COMMITTEE PMO & the five chairmen of the technical groups Chairman Chairman Forms 1 delegate from each institution Laws and Rules 1 delegate from each institution Chairman IT 1 delegate from each institution Training 1 delegate from each institution Chairman Communication Chairman Czech Twinning Program 24 - 25 september 2007

  16. Illustration Board of general coordinators Executive committee IT group Forms group Gen. Coordinator DG DG Scen. 1 Scen. 2 IT coordinator Pr. 1.1 Pr. 2.1 1053 projects Forms coordinator Pr. 1.2 Pr. 2.2 … … DG 1 DG 2 Czech Twinning Program 24 - 25 september 2007 Ministry 1 Ministry 2

  17. Example of a IT project Phases 7 phases Deadlines IT Workload IT in men/days > 100.000 men/days Czech Twinning Program 24 - 25 september 2007

  18. Phase 4: implementation Convertor (€ -> BEF) IT Application (in BEF) Convertor (BEF -> €) BEF BEF € € Convertor (BEF -> €) IT Application (in €) Convertor (€ -> BEF) BEF BEF € € Czech Twinning Program 24 - 25 september 2007

  19. Phase 7: General repetition • Testing the interfaces between the public administrations • Overall scenario : “to start this project, or at least to test it, I need the data in € coming from an other ministry” • I have to receive them (to give them) at the latest for…. Czech Twinning Program 24 - 25 september 2007

  20. General repetition • Comprehensive inventory of interfaces • Very difficult to obtain! • Identification of the critical path T2 T5 T6 T1 T3 T4 Czech Twinning Program 24 - 25 september 2007

  21. Critical Path • Projects in the overall scenario for which any delay implies a delay of the ultimate deadline Czech Twinning Program 24 - 25 september 2007

  22. Global overview 1/9/01 22/9/01 31/01/02 Czech Twinning Program 24 - 25 september 2007

  23. Contingency plans • Is is worth-while to set up contingency plans and to test them in case of failure in the adapted programs at a time when it is no longer possible to correct these one before the deadline (the € day). Czech Twinning Program 24 - 25 september 2007

  24. Second mission: To monitor • Through: • Standard scoreboards • Per project • To be filled every month by each project leader • And sent to the PMO (trough the GC) • Electronic support: Excel, MS Project • External audit • To check the validity of the figures Czech Twinning Program 24 - 25 september 2007

  25. External audit • A short team (4 persons) going around in the 41 institutions on a monthly or quarterly basis according to the situation • Be sure that the data checked by the audit in the administrations are these one sent to the PMO by these administrations Czech Twinning Program 24 - 25 september 2007

  26. Second mission : «  Monitoring » Czech Twinning Program 24 - 25 september 2007

  27. Second mission : «  Monitoring »(2) Czech Twinning Program 24 - 25 september 2007

  28. Third mission : to report Through a report on a quarterly basis in 1999 and 2000 and a monthly basis in 2001, the last year before the ultimate deadline PMO wrote this report to the government with full independence but after a presentation to the board of general coordinators Czech Twinning Program 24 - 25 september 2007

  29. Third mission : «  Reporting » • On a monthly basis to the government • Global information • Total workload (# scenarios, # projects, # man/days) • Workload still to do • Workload already done • Written comments …. • Information per ministry or institution • Total workload (# scenarios, # projects, # man/days) • Workload still to do • Workload already done • Written comments …. Czech Twinning Program 24 - 25 september 2007

  30. Example 1: Number of projects Total Started Ended Czech Twinning Program 24 - 25 september 2007

  31. Example 2: Evolution Workload Delay Done To do Czech Twinning Program 24 - 25 september 2007

  32. Example 3: Workload to do versus workload done IT sector % realised Workload to do Czech Twinning Program 24 - 25 september 2007

  33. Code Department Situation on 31/10/2001 20 Office central d'Action sociale et culturelle  21 Ministère des Finances  22 Ministère de l'Emploi et du Travail  23 Office national de l'Emploi  24 Caisse auxiliaire de paiement des allocations de chômage  25 Pool des marins de la marine marchande  26 Institut national de recherche sur les conditions de travail  27 Ministère des Affaires sociales, de la Santé publique et de l'Environnement  28 Institut d'Expertise vétérinaire  Example 4:Evaluation per ministry or institution Czech Twinning Program 24 - 25 september 2007

  34. Conclusions • Critical factors of success: • Initial mobilization • Pressure from the authorities • Think globally and act locally • Let’s start at once! • Accountability • Audit system Czech Twinning Program 24 - 25 september 2007

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