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Update on the implementation of the Strategic Plan

Update on the implementation of the Strategic Plan. Nellie Simon 15 th November 2011. Content. Introduction Component 1: Translation of the Strategic Plan into objectives Component 2: Implementation of the Strategic Plan Component 3: Monitoring the results of the Strategic Plan

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Update on the implementation of the Strategic Plan

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  1. Update on the implementation of the Strategic Plan Nellie Simon 15th November 2011

  2. Content • Introduction • Component 1: Translation of the Strategic Plan into objectives • Component 2: Implementation of the Strategic Plan • Component 3: Monitoring the results of the Strategic Plan • Next steps • Annexes

  3. Introduction Strategy Planning Cycle OHIM will implement its strategy by defining a Strategy Planning Cycle to ensure the vision for 2015 is accomplished • ANNUAL WORK PROGRAMME • Link to the Strategy Plan • Long term budget planning • ANNUAL ACTIVITY REPORT • Rescheduling • Action Plans • Budget Adjustment • EXECUTION • Programmes, projects • Day-to-day activities • Budget execution STRATEGY PLANNING CYCLE • MEASURING • Balanced Scorecard • Benefits realisation (programmes) • Budget control

  4. Introduction Strategic Plan 2011-2015 • Three goals are defined in the Strategic Plan: • Goal 1: Build a Strong, Vibrant and Creative Organisation • Goal 2: Increase Quality and Optimise Timeliness of Operations • Goal 3: Promote Convergence of Practices OHIM’s STRATEGIC PLAN for the 2011-2015 period presents AMBITIOUS goals … … with the idea of becoming an EXCELLENT ORGANISATION that promotes INTERNATIONAL COOPERATION • Two strategic pillars are described in the Strategic Plan: • Pillar 1 Organisational Excellence: Develop OHIM’s organisational excellence, building on the successes of the last 15 years • Pillar 2 International Cooperation: Foster international cooperation to develop a comprehensive European network In order to accomplish the vision for 2015, OHIM has developed a Strategy Implementation Framework articulated around three components, that will ensure the appropriate linkage between the strategy and the operations Translation of the Strategic Plan into a Strategy Map Implementation of the Strategic Plan through the definition of a Programme Management Model Monitoring of the results trough a Balanced Scorecard 1 2 3

  5. Introduction Strategy Implementation Framework These 3 components have several objectives in order to ensure the excellent execution of the Strategic Plan 1 2 3 Translation of the Strategic Plan Implementation of the Strategic Plan Monitoring the results through a Balanced Scorecard Translate the Strategic Plan into a Strategy Map composed of 20 objectives, which lead to the accomplishment of the three goals of the Strategy Plan Define a Programme Management Model to ensure the implementation of the Six Lines of Action defined in the Strategic Plan Design a Balanced Scorecard by defining indicators and milestones for all the objectives of the Plan Description Advantages • Highlight strategic areas to focus on • Communicate effectively strategic goals and objectives both internally and externally • Provide clear governance and stakeholder structure • Manage cross functional, OHIM-wide initiatives • Focus on strategic goals & initiatives encouraging internal cooperation • Provide a standardised way to track the strategy implementation • Set the Office’s level of performance per year • Enable integrated reporting and facilitate decision making process at a Strategic level Illustrative

  6. Content • Introduction • Component 1: Translation of the Strategic Plan into objectives • Component 2: Implementation of the Strategic Plan • Component 3: Monitoring the results of the Strategic Plan • Next steps • Annexes

  7. Translation of the Strategic Plan Strategy Map A Strategy Map has been built to translate OHIM’s Strategy, takingas a starting point the vision and the three strategic goals Vision 2015: “Be a true organisation of excellence and build together with the national offices and BOIP an integrated European Trade Mark and Design Network to cover the needs of users” ORGANISATIONAL EXCELLENCE INTERNATIONAL COOPERATION STAKEHOLDERS STAFF USERS EU & EXTERNAL PARTNERS Increase convergenceofpractices 3 2 Improve timeliness, predictability, consistency and additional dimensions of quality as perceived by users Build a strong, vibrant and creative organisation 1 4 Take a wider role in combating counterfeiting and piracy Empower users by making OHIM’s decision-making processes transparent 7 Integrate users into OHIM practice Harmonize policies, proceedings and tools 10 Foster a performance-oriented organisation 9 INTERNAL PROCESSES 5 Enhance information and knowledgeexchange between OHIM and external partners 11 Optimise process efficiency Broaden external communication to achieve closer contact with stakeholders Alignfirst instance practicewith Boards of Appeal and European Courts practices 12 6 8 WORK ENVIRONMENT PEOPLE RESOURCES & KNOWLEDGE 14 Bring about culturalrenewal based on inter-departmental collaboration and communication, learning and a balanced workforce Build an organisationbased on knowledge and research 15 13 Optimise the workplace and the environment TECHNOLOGY 16 17 18 19 Build a robust and secureinfrastructure to ensure business continuity Increase IT flexibility and agility towards business change Optimise operational IT cost Provide a set of commonITtools FINANCIAL Maintain financialautonomy 20

  8. Content • Introduction • Component 1: Translation of the Strategic Plan • Component 2: Implementation of the Strategic Plan • Component 3: Monitoring the results of the Strategic Plan • Next steps • Annexes

  9. Programme Management Model (1/6) HR Programme The second component consists of the definition of the Programme Management Model in order to execute the Strategic Plan’s 6 lines of action Line of Action Programme Projects Achievements LA1 HR Reform and cultural renewal HR Reform Programme • Definition of job families for 80% of total workforce • Definition of competency framework • Gender equality • Achieved 31.6% of women in management • Gender Policy document is drafted. Functional Competency Profiles and Development Framework LA2 Simplification and Modernisation of Information Systems OHIM 3.0 Programme LA3 Expansion and Optimisation of the Working Environment Work environment Programme Human Resource Information System LA4 Establishment of the IP Academy and Knowledge Repository IP Academy Programme People, Policies & Processes LA5 Improvement and Broadening of Quality Programme Quality LA6 Development of the European Network Development of European Network

  10. Programme Management Model (2/6) OHIM 3.0 Programme Line of Action Programme Projects Achievements LA1 HR Reform and cultural renewal HR Reform Programme P1: Simplification and modernisation of IT Systems • Roadmap drafted for IT Architecture simplification initiative • Upgrade of IT network • Addition of IT Security Architecture components LA2 Simplification and Modernisation of Information Systems OHIM 3.0 Programme P2: Definition of Architecture P3: Development & Monitoring Network Infrastructure LA3 Expansion and Optimisation of the Working Environment Work environment Programme P4: IT Security Infrastructure LA4 Establishment of the IP Academy and Knowledge Repository IP Academy Programme P5: IT Sourcing strategy LA5 Improvement and Broadening of Quality Programme Quality P6: IT Vendor Management Framework LA6 Development of the European Network Development of European Network

  11. Programme Management Model (3/6) Work Environment Programme Line of Action Programme Projects Achievements LA1 HR Reform and cultural renewal HR Reform Programme • Completion of OHIM’s main building 5th floor renovation • Start of the refurbishment for the OHIM’s main building 4th floor LA2 Simplification and Modernisation of Information Systems OHIM 3.0 Programme P1: Complete the refurbishment project LA3 Expansion and Optimisation of the Working Environment Work environment Programme LA4 Establishment of the IP Academy and Knowledge Repository IP Academy Programme P2: Extend the main building capacity with the construction of a new wing LA5 Improvement and Broadening of Quality Programme Quality LA6 Development of the European Network Development of European Network

  12. Programme Management Model (4/6) IP Academy Programme Line of Action Programme Projects Achievements LA1 HR Reform and cultural renewal HR Reform Programme Knowledge Management Area • Organisation of the OHIM IP Seminar for examiners • Organisation of the European Trademark and Designs Judges Symposium in OHIM Knowledge Dissemination Area LA2 Simplification and Modernisation of Information Systems OHIM 3.0 Programme Gathering the relevant output of knowledge circles LA3 Expansion and Optimisation of the Working Environment Work environment Programme Rationalisation of unofficial databases LA4 Establishment of the IP Academy and Knowledge Repository IP Academy Programme Establish (a) rules for maintenance of KR content and (b) a system for checking that the rules are complied with LA5 Improvement and Broadening of Quality Programme Quality LA6 Development of the European Network Development of European Network

  13. Programme Management Model (5/6) Programme Quality Line of Action Programme Projects Achievements • Definition of the process to update the manual including practices of Boards of Appeal • Definition of “10 Principles on the ex post quality control process” that will enable OHIM to develop new user focused quality metrics • Elimination of: • all historical backlogs in Recordals • all backlogs in OPPO Decisions • all double entries in Recordals LA1 HR Reform and cultural renewal HR Reform Programme P1: QSE (Quality Extension) LA2 Simplification and Modernisation of Information Systems OHIM 3.0 Programme P2: Consistency & Alignment LA3 Expansion and Optimisation of the Working Environment Work environment Programme P3: Predictability LA4 Establishment of the IP Academy and Knowledge Repository IP Academy Programme P4: Integrate User feedback LA5 Improvement and Broadening of Quality Programme Quality P5: ISO LA6 Development of the European Network Development of European Network

  14. Programme Management Model (6/6) Development of European Network Line of Action Programme Projects Achievements • Implementation of the Seniority Databases project (Czech Republic and Portugal) • Harmonised G&S classification database with UK, SE, IE, MT (EN), ES, GR • “Observatory Programme” defined and planned • Several agreements to strengthen international cooperationsigned or being negotiated with different stakeholders (EPO/ WIPO, candidate countries, IP5 and BRIC) LA1 HR Reform and cultural renewal HR Reform Programme P1.Cooperation Fund LA2 Simplification and Modernisation of Information Systems OHIM 3.0 Programme P2. Convergence LA3 Expansion and Optimisation of the Working Environment Work environment Programme P3. Observatory LA4 Establishment of the IP Academy and Knowledge Repository IP Academy Programme P4. International Cooperation LA5 Improvement and Broadening of Quality Programme Quality P5. Relations with Stakeholders LA6 Development of the European Network Development of European Network

  15. Content • Introduction • Component 1: Translation of the Strategic Plan into objectives • Component 2: Implementation of the Strategic Plan • Component 3: Monitoring the results of the Strategic Plan • Next steps • Annexes

  16. Component 3. Monitoring the results of the Strategic Plan Press here to see the complete BSC The Balanced Scorecard sets indicators and milestones for each objective of the Strategy Map: BSC Indicator Indicator components Milestones (2012-2015) Measures that show the key aspect that lead to the accomplishment of the strategic objectives Detailed measures with which the indicator is calculated Targets that will facilitate the achievements of the strategic objectives by setting the level of performance expected The 43 strategic indicators contained in the BSC will provideanaccurate picture of the level of accomplishment of the Strategic Plan

  17. Content • Introduction • Component 1: Translation of the Strategic Plan into objectives • Component 2: Implementation of the Strategic Plan • Component 3: Monitoring the results of the Strategic Plan • Next steps • Annexes

  18. Next steps The next steps for the implementation of the strategy are: • Cascade the OHIM Corporate BSC • Define the Strategy Planning Cycle Objectives • Translate the contribution of the 5 departments and horizontal services to the Corporate Strategy Map • Deploy the corporate scorecard down to the OHIM 5 departments and horizontal services • Identify indicators for each department/service related exclusively to them • Closed-loop management system links strategic planning with operational execution • Integrate OHIM BSC, project execution and quality management for resource and budget planning for strategy feedback Illustrative

  19. Content • Introduction • Component 1: Translation of the Strategic Plan into objectives • Component 2: Implementation of the Strategic Plan • Component 3: Monitoring the results of the Strategic Plan • Next steps • Annexes

  20. Annexes Programme Pack

  21. HR Reform Programme HR Reform Programme Functional Competency Profiles and Development Framework PM: Cayetana BORREGO Human Resource Information System PM: Miguel ORTEGA People, Policies & Processes PM: Ignacio DE MEDRANO P1: Development of Job Profiles by Job Family P2: Development of Competence Framework P4: Development of tool to support new & existing processes P6: Simplification of Staffing and Entitlement P7: Development of Administra-tion of Justice P3: Development of Performance Management System P5: Development of new recruitment platform P8: Launch OHIM competition Line of Action 1: HR Reform and Cultural Renewal (Excellence through People)

  22. HR Reform Programme 2013 2014 2015 2011 2012 Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Oct Nov Dec HR Reform Programme P1: Development of Job Profiles P2: Development of Competence Framework P3: Development of Performance Management System P4: Development of tool to support new & existing processes P5: Development of new recruitment platform P6: Simplification of Staffing and Entitlement P7: Development of Administration of Justice P8: Launch OHIM competition 15/11/11: First draft Project Brief (stars) or deliverables like Proof of Concept (P8)or High Level Requirements (P5) Milestone Deliverable 22

  23. OHIM 3.0 Programme OHIM 3.0 Programme P1: Simplification and modernisation of IT Systems PM: Rainer TRETTER P2: Definition of Architecture PM: Rainer TRETTER P3: Development & Monitoring Network Infrastructure PM: Eamonn KELLY P4: IT Security Infrastructure PM: Eamonn KELLY P5: IT Sourcing strategy PM: Timea HOLIK P6: IT Vendor Management Framework PM: Timea HOLIK Line Of Action 2: Simplification & Modernisation of Information Systems (OHIM 3.0)

  24. OHIM 3.0 Programme 2013 2014 2015 2011 2012 Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Oct Nov Dec OHIM 3.0 Programme P1 Simplification P2 Architecture P3 Network Infrastructure P4 IT Security Infrastructure P5 IT Sourcing P6 IT Vendor Management Milestone 24

  25. Working Environment Programme Working Environment Programme P1: Complete the refurbishment project PM: Christophe PEETERS P2: Extend the main building capacity with the construction of a new wing PM: Vincent POLOME Line of Action 3: Expansion & Optimisation of the Working Environment (Building the future).

  26. Working Environment Programme 2013 2014 2015 2011 2012 Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Oct Nov Dec Building Programme E E P1: Complete the refrubishment Negotiation & agreement Floor 5 Floor 4 Floor 3 Floor 2 Floor 1 E E P2: Extend the main building capacity with the construction of a new wing Specification Contracts Technical project Builiding permit E First stone Construction E Opening ceremony Commissioning Certification Occupation Milestone Deliverable Event E

  27. IP Academy Programme A4.0 A4.6 A4.1 A4.7 A4.2 A4.8 A4.3 A4.9 A4.4 A4.10 A4.5 Line of Action 4: Establishment of the IP Academy and Knowledge Repository (Thought Leadership) IP Academy Programme A - Knowledge Management Area PM: Diana CARRASCO PM: Roberto CANDELA PM: Javier EGUIDAZU PM: Zoltan KISS B - Knowledge Dissemination Area PM: Jorge SANCHEZ PM: Roberto CANDELA B1: Provision of a catalogue of training products B2: Provision of a content dissemination platform B3: Provision of an event & participation management system A5: Gathering the relevant output of knowledge circles A1: Academy branding & Gateway A2: Existing OHIM Library Improvements (PR0390) A3: Electronic OHIM Library Creation A6: Rationalisation of unofficial databases B5: Provision of an Intranet platform for internal dissemination [new insite] B4: Tutorials (newcomers, T4T, etc.) A4: Provision of Knowledge Repository (11 projects) A7: Establish (a) rules for maintenance of KR content and (b) a system for checking that the rules are complied with.

  28. IP Academy Programme 2013 2014 2015 2011 2012 Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Oct Nov Dec IP Academy Programme A1: Academy Branding & Gateway (in New OWS) A3: Electronic OHIM Library Creation A4.0: AdminDocs: platform upgrade A4.3: AdminDocs: phase out of X drive A4.6: Digitalisation of Content B1: Provision of a catalogue of training products B2: Provision of content dissemination platform B3: Provision of an event & participation mgmt system A2: Existing OHIM Library Improvements (PR0390) A4.1: Phase Out of P8 & content migration (PR0555) A4.2: Phase out Knowledge Base & content migration A4.4: Minisites Harmonisation A4.5: Develop Online DB of National Court judgements A4.7: Foster of staff excellence, Ohimpedia on IP A4.8: Judges Forum A4.9: Purchasing documentation migration to KR A4.10: Make internal databases available externally A5: Gathering the relevant output of knowledge circles A6: Rationalisation of unofficial databases A7: Establish (a) rules for maintenance of KR B4: Tutorials B5: Provision of an Intranet platform

  29. Quality Programme Quality Programme P1: QSE (Quality Extension) PM: Michael Dickas P2: Consistency & Alignment PM: Julio Laporta P3: Predictability PM: TBD P4: Integrate User feedback PM: Martina Schneider P5: ISO PM: Claire Duranton Line of Action 5: Improvement & Broadening of Quality (Holistic Quality)

  30. Quality Programme 2013 2014 2015 2011 2012 Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Oct Nov Dec Quality Programme RCD Publication, Invalidity proceedings, and Decisions Process for Recordals / Front Office Interaction with Users P1 Quality Check Extension Cancellation Proceedings / Decisions CTM / IR EXA Proceedings P2 Consistency & Alignment Closing Phase. The foreseen deliverables are already available P3 Predictability Milestone Deliverable P4 Integrate User Feedback Design Integrated Feedback System P5 ISO 9001 Support A Preparation and Certification Support B Preparation and Certification CTM preparation and Certification Whole Office Certification Transit 30

  31. Development of European Network Programme Development of the European Network PR1 Cooperation Fund PM: Simon WHITE PR2 Convergence PM: Dennis SCHEIRS PR3 Observatory PM: Jose IZQUIERDO PR4 International Cooperation PM: Christophe GIMENEZ PR5 Relations with stakeholders PM: Sharon BLACKBURN Class Heading Harmonization of G&S Create an IP enforcement data repository Raise awareness on IP value Set up of common IP info instruments EPO Stakeholder relations management system 18 projects Integration of Candidate Countries into tools & practices + Future projects Integration of BRIC / Africa into common tools + Future projects Develop competencies related to IP enforcement Identification of IP enforcement best practices and convergence Scope of protection B/W marks AG for figurative marks Integration of IP5 into tools & practices + Future projects Set up & integration (common tools & practices) WIPO Relative Grounds likelihood of confusion Line of Action 6: Development of the European Network (Enabling International Cooperation)

  32. Development of European Network Programme 2013 2014 2015 2011 2012 Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Oct Nov Dec European Network Programme CP1: Harmonisation of classification of G&S CP2: Class Headings CP3: Absolute Grounds figurative marks CP4: Scope of protection for B/W marks CP5: Relative Grounds likelihood of confusion OB1: Raise awareness on IP value OB2: Creation of IP enforcement data repository OB3: Creation of competencies related to IP enforcement Deliverable OB4: Identification of IP enforcement best practices and convergence RS1: Stakeholder relations management system RS2: Integration of IP5 into common tools & practices RS3: Set up of common IP info instruments EPO RS4: Set up & integration (common tools & practices) WIPO IC1: Integration of Candidate Countries into tools & practices IC2: Integration of BRIC/Africa into common tools

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