SPPD NEWSLETTER - WORKSHOP REPORT STRATEGIC PLANNING WORKSHOPS

Workshop Report

Strategic Planning Workshops - First Round in Vlasic

SPPD Newsletter 31st August 2009 • No 2

STRATEGIC PLANNING AND POLICY DEVELOPMENT

1 - 2.06.09 Energy 3 - 4.06.09 Transport 11 - 12.06.09 Labour and employment

Following plenty of preparation the first workshops on strategic planning finally took place beginning June. Participants had the chance to learn about strategic planning methodology in general, but also to undertake the first practical steps themselves.

The classic strategic planning methodology as used

by SPPD and most other governmental and private institutions foresees a sequence of activities that start with the formulation of the vision and mission statements to provide a realistic and positive idea where the institution would like to stand in the future.

SPPD The “Strategic Planning and Policy Development” programme is working on strengthening public institutions’ capacities in selected sectors in the field of strategic planning, public policy development and public finance management The Programme has been facilitated through contributions by the EC Delegation to BiH, the Governments of the Netherlands and Norway and UNDP.

Vision and Mission are followed by the situation analysis. The situation analysis compared to the vision allows us to establish the gap between the current situation and the future we are aiming for. To bridge the gap between today and the future, all ministries will have to define strategic aims and programs. These programs will be broken down to concrete activities. The final result, the 3-year strategic plan, will not only be useful for the formulation of the next Budget Framework paper that covers the same period, but also for the formulation of the ministries’ next annual work plan.

SPPD Newsletter 31st August 2009 • No 2

During the first round of workshops in Vlasic partner ministries developed draft mission and vision statements (see examples in the attached boxes).

Most ministries continued to work on their draft mission and vision statements during mentorship sessions that were held in the ministry with the support of SPPD consultants.

MOFTER (Sadeta Celomerovic, Admir Softic, Tanja Aleksic)

Ministry of Industry, Energy and Mining RS

Ministry of Communications and Transport FBiH

Vision The IEM Ministry of the RS establishes the legal and institutional framework in the area of energy to ensure a safe and quality energy supply in accordance with the principles of a competitive energy market and sustainable development, while using energy efficiently and protecting the environment.

Mission The IEM Ministry of the RS needs to ensure the development of the energy sector and safe and equal energy supply for all energy users through the implementation of laws and regulations and harmonisation of these laws with the EU Acquis, through defined policies and strategies in the area of energy in the RS and obligations stemming from international agreements concluded by BiH, through cooperation with all users in this area.

Ministry of Civil Affairs BiH Vision The Ministry, Labour and Employment Department, jointly with all other partners in the area of labour and employment, facilitates the achievement of a higher rate of activity of the working population and lower unemployment rate within EU standards and coordinates activities aimed at securing dignified work of employed and life-long learning of the working population.

Vision The MCT wants to ensure a modern and effective transport infrastructure and achieve the level of safety and traffic organization required by EU standards with the aim of meeting citizens’ and business community’s needs.

Mission The Ministry executes supervision over implementation of maintenance and building of transport infrastructure, regulates transport of goods and passengers through all means of transport and manages the system of a safe transport, all with the aim of meeting citizens’ and business community’s needs.

Mission The Labour and Employment Department of the Ministry of Civil Affairs improves its coordinating role through communication and activities with other sectors in the Ministry and responsible institutions in the labour and employment area at all levels, as well as social partners, through an open approach to issues when finding solutions in this area aimed at achieving the highest possible activity of a working population, highest possible employment rate and dignified work of employees. In addition, it also successfully coordinates activities with other partners in the labour and employment and education area aimed at establishing institutions/services and creation of preconditions for life-long learning of a working population.

SPPD Newsletter 31st August 2009 • No 2

Participation at the SP workshops FBiH Transport & Ermin Cero, mentor

Of the 57 workshop participants 21 were men and 36 were women.

Among them were 3 Assistant Ministers/Secretary/Advisor to the Minister, 13 Heads of Sections and Departments and 41 expert advisors, associates and a few interns.

To strengthen the cross cutting dimension of strategic planning, workshop participants included aside from sector experts also representatives of the financial and legal departments of each ministry.

Transport sector

Sector

Ministry

Total attendees per Ministry

Ministry of Communications and Transport BiH

12

Ministry of Transport and Communications RS

6

Ministry of Transport and Communications FBiH

15

Ministry of Foreign Trade and Economic Relations BiH

3

Ministry for Industry, Energy and Mining RS

9

Ministry for Energy, Mining and Industry FBiH

6

Ministry of Civil Affairs BiH

1

Ministry of Labour and War Veterans RS

2

Ministry of Labour and Social Policy FBiH

3

Â

Total attendees

57

Gender

Male: 21 Female: 36

Level of seniority

Assistant ministers: 5 Heads of Section: 11 Expert Advisors and similar: 41

TRANSPORT

ENERGY

LABOUR

SPPD Newsletter 31st August 2009 • No 2

Labour and employment sector: Ernevaza Hrustanovic, Ermin Cero, Veselinka Marjanović, Jasmin Porobic, Sefika Hasanagić, Biljana Semiz, Arlett Stojanovic, Mladen Milanovic, Ljiljana Vranješ, Slavica Vucic

Visions and Missions were discussed until late in the night. Some even tried to call back to the ministry to share their new drafts:

SPPD Newsletter 31st August 2009 • No 2

Strategic Planning Workshops - second round 01 - 02.07.09 Energy 02 - 03.07.09 Transport 06 - 07.07.09 Labour and Employment During the second round of workshops, the ministries continued the work on drafting of the three-year developmental strategic plan and conducted environment analyses, i.e. situation analyses. Through the use of two basic tools, SWOT and PESTLE, ministries have, through analyses of political, economic, technological, legal and other environmental elements, defined strenghts and weaknesses of sector as internal factors but also opportunities and possible threats as external factors. Through joint efforts of ministries’ staff and SPPD consultants we obtained a full picture of the environment of each individual ministry, i.e. of the relevant organizational units with which SPPD cooperates. During the second round of workshops, civil servants have shown a high level of sector expertise, which complemented the work of SPPD consultants who, through their knowledge of the process and methodology, assisted ministries to conduct a high quality environmental analyses.

This analysis provides the basis together with the defined vision, mission and mandate to

identify strategic objectives, programmes and projects which will be targeted in the next round of workshop.

Upon completion of second round of workshops, ministries have, therefore, drafted the first four chapters of the strategic plan: Methodological approach

Concluded

Mission

Concluded

Vision

Concluded

Environment analysis

Concluded

Strategic objectives Strategic programmes Strategic projects Action plan and activities Work plan Monitoring and evaluation The second round of strategic planning workshops was held in Banja Luka with the goal of implementing workshops as close as possible to participating civil servants’ work places. Following this pattern, the next round of workshops will be organized in Mostar and Sarajevo.

Participation in the second round of strategic planning workshops Gender

Level of position

Male

Female

Level 1*

Level 2*

Level 3*

Total number of participants per Ministry

Ministry of Communications and Transport BiH

4

0

0

1

4

4

Ministry of Transport and Communications RS

4

6

2

8

10

Federal Ministry of Transport and Communications

7

2

3

1

5

9

Ministry of Foreign Trade and Economic Relations BiH

1

2

2

1

3

Ministry of Industry, Energy and Mining RS

2

9

1

2

8

11

Federal Ministry of Energy, Industry and Mining

1

3

1

1

2

4

Ministry of Civil Affairs BiH

1

0

1

1

Ministry of Labour and War Veterans RS

2

1

1

1

1

3

Ministry of Labour and Social Protection FBiH

1

2

0

1

2

3

Total number participants by gender

22

26

48

Total number of participants by level of position

8

9

32

Sector

TRANSPORT

ENERGY

LABOUR

Ministry

* Level 1 includes Assistant Ministers, Secretaries and Advisors to Ministers, * Level 2 includes heads of departments/units, * Level 3 includes expert advisors, senior expert associates and interns

SPPD Newsletter 31st August 2009 • No 2

As visible in the table, out of total 48 participants in the second round of strategic planning workshops, 22 were men and 26 female.

The majority of participants are expert advisors

and senior expert associate, whereas 17 participants were coming from the positions of heads of departments, ministries’ secretaries and assistant ministers.

Policy Development Workshops - First Round

09.06.09 Mostar 10.06.09 Sarajevo 16.06.09 Banja Luka

The first workshops in the policy development component were held at the government level to accommodate participants’ agenda by avoiding travelling time. We were also hoping to attract more senior officials because of the convenience of location.

These kick-off workshops were facilitated by Marina Skrabalo who managed to cover an introduction to the term ‘policy’, the policy cycle and its participants and of course, she covered the SIGMA 12 Step process for policy development. Ms. Skrabalo was able to illustrate the process very lively with a lot of current examples from Croatia and other countries in the region, which made it easier for participants to relate it to their current work in the ministries.

Participants also had the chance to review policy options in an exercise that featured a ban on smoking in public for BiH. In small groups participants ascertained pros and cons of three different policy options and proposed measures for reducing risks they identified with each option.

Additionally, they proposed a list of all stakeholders they thought ought to be involved in the process and assessed whether or not the stakeholders would be positively or negatively affected by the ban on smoking. Through a very interactive process it became evident that multiple actors would have to be consulted in the process of impact assessment of various policy options; and it also became evident that the process of policy development is interesting, albeit, deeply analytical and complex.

SPPD Newsletter 31st August 2009 • No 2

Slide from Marina Skrabalo presentation on Public Policy

Participation in first round of PD workshops Of the 62 workshop participants 29 were men and 33 were women. Among them were 5 Assistant Ministers/Secretary/Advisor to the Minister, 9 Heads of Sections and Departments and 48 expert advisors, associates and a few interns. To

Sector

strengthen the cross cutting dimension of policy development, workshop participants included aside from sector experts also representatives of the financial and legal departments of each ministry.

Ministry

Total attendees per ministry

Ministry of Transport and Communications RS

7

Ministry of Communications and Transport BiH

9

Ministry of Transport and Communications FBiH

7

Ministry for Industry, Energy and Mining RS

14

Ministry of Foreign Trade and Economic Relations BiH

6

Ministry for Energy, Mining and Industry FBiH

10

Ministry of Labour and War Veterans RS

4

Ministry of Civil Affairs BiH

4

Ministry of Labour and Social Policy FBiH

1

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TOTAL ATTENDEES

62

Gender

Male: 29 Female: 33

Level of seniority

Assistant ministers: 5 Heads of Section: 9 Expert Advisors and similar: 48

TRANSPORT

ENERGY

LABOUR

SPPD Newsletter 31st August 2009 • No 2

Public Policy Workshops - Second Round The second round of workshops within public policy support component has been dealing with the Mechanisms for Monitoring and Evaluation (M&E) of Public Policies and Legislation.

to present their irrefutable significance in the public policy cycle itself and EU Accession process.

Same as with the first workshop, this workshop consisted of the part that was presented by Ms. Skrabalo and interactive part where participants could devise legislative monitoring and evaluation mechanisms through practical exercises.

The workshop objective was to present civil servants with basic parameters for devising monitoring and evaluation mechanisms in legislative drafts as well as

Participation at the second round of public policy workhsops Out of 57 participants, 23 were men and 34 female. Among them, there were 3 Assistant Ministers/Secretaries/Advisors to Ministers,

Sector

7 Heads of Departments, Units and 38 Expert Advisors, Senior Expert Associates and Expert Associates and several Interns.

Ministry

Total attendees per ministry

Ministry of Transport and Communications RS

7

Ministry of Communications and Transport BiH

3

Ministry of Transport and Communications FBiH

10

Ministry for Industry, Energy and Mining RS

13

Ministry of Foreign Trade and Economic Relations BiH

6

Ministry for Energy, Mining and Industry FBiH

10

Ministry of Labour and War Veterans RS

3

Ministry of Civil Affairs BiH

3

Ministry of Labour and Social Policy FBiH

2

Â

TOTAL ATTENDEES

57

Gender

Male: 23 Female: 34

Level of seniority

Assistant ministers: 3 Heads of Section: 7 Expert Advisors and similar: 38

TRANSPORT

ENERGY

LABOUR

SPPD Newsletter 31st August 2009 • No 2

List of legislation/public policy used as example during the policy development mentorship process: ENERGY SECTOR MINISTRY

LEGISLATION/PUBLIC POLICY

MINISTRY OF FOREIGN TRADE AND ECONOMIC RELATIONS BiH

Development of Energy Policy Law on Oil

MINISTRY OF ENERGY, MINING AND INDUSTRY FBIH Law on Energy Book of Rules on Technical Normatives for Movable Closed Tanks for Compressed, Liquid and Dissolved Under Pressure Gases MINISTRY OF INDUSTRY, ENERGY AND MINING RS

Book of Rules on Technical Normatives for Stable Pressurized Tanks Book of Rules on Content of Energy Balance

TRANSPORT SECTOR MINISTRY

LEGISLATION/PUBLIC POLICY

MINISTRY OF TRANSPORT AND COMMUNICATIONS FBIH

Book of Rules on Amendments and Supplements to Book of Rules on Criteria, Procedure and Storage Method and Registration and Verification of Transport Schedule and Content and Maintenance of Register

MINISTRY OF TRANSPORT AND COMMUNICATIONS RS

Book of Rules on Procedure or Method of Awarding Concession in Line Transport of People

MINISTRY OF COMMUNICATIONS AND TRANSPORT BIH

Law on Security in Rail Transport

LABOUR AND EMPLOYMENT SECTOR MINISTRY

LEGISLATION/PUBLIC POLICY

MINISTRY OF CIVIL AFFAIRS BiH

The Law on Employment and Work of Foreigners and Migrants in BiH

MINISTRY OF LABOUR AND SOCIAL POLICY FBiH

The Law on Mediation in Employment and Social Security of Unemployed

MINISTRY OF LABOUR AND WAR-VETERANS RS

Labour Law (particularly parts related to collective negotiations, collective contracts, representations and discriminations)

SPPD Newsletter 31st August 2009 • No 2

First round of Public Finance Management workshops The first public finance management workshops were held in Mostar from 22-23 June for the partner ministries from the energy sector and from 23-24 June for the ministries from the transportation sector.

Target group was primarily the ministries budget and finance staff directly involved in budget planning process. The SPPD public finance component was introduced to the participants, and the link with strategic planning emphasized with regards to future project activities.

The workshops focused on the methodology of program budget planning, and in particular budget

performance monitoring. In joint discussions and exercises, participants identified recommendations for improvements in the area of budget planning, and defined lists of sector-specific budget performance indicators.

The initiative to link ministries program budget planning with the strategic planning process was considered to be of particular importance by the participants. On-site mentoring as a follow-up to these workshops is currently taking place individual ministries. The workshop for the partner ministries from the labor sector took place on 13-14 July in Banja Luka.

EXAMPLES OF INDICATORS: Indicator Type

Energy Sector

Transportation Sector

Labor Sector

• Number of produced draft laws from the energy sector

• Number of issued transportation licenses

• Number of proposed employment programs

• Number of concessions issued for construction of energy plants

• Number of international agreements made

• Number of persons who have taken a particular exam

• Percentage of draft laws adopted by the Parliament

• Quantity of goods transported annually (tons)

• Number of persons employed as a result of proposed employment programs

• Production of energy (in kw) in entity/state

• Number of imports from the countries which the agreements have been signed with

• Number of persons who received the license

• Average cost of producing a draft law

• Average cost of issuing a transportation license

• Average time needed to produce an employment program proposal

• Average cost of issued concession

• Average cost of making an international agreement

• Average cost of exam

Output

Outcome

Efficiency

ATTENDANCE AT PUBLIC FINANCE WORKSHOP: Energy sector

Transportation sector

Labour sector

Male

1

3

1

Female

7

7

7

Total

8

10

8

SPPD Newsletter 31st August 2009 • No 2

Frist policy development workshop in Banja Luka

Agreements with Civil Service Agencies (CSA) reached The Activity Plans that were agreed by all ministries with the SPPD Program are very time intensive, both in terms of workshops that require absence from work and support that is granted on the job through mentoring. After two months of intensive activities in strategic planning, policy development and public finance management we are sure that your personal experience confirms that this is a very intensive program.

Therefore the SPPD team decided to contact all three Civil Service Agencies to ensure that the efforts of our partners are also recognized officially as part of their professional development and hopefully have a positive influence on their future careers. By end June we received the confirmation from all Civil Service Agencies that SPPD education is in line with their adopted training strategies and we reached the following agreements: BiH CSA sent a letter to all state ministries in which they confirm that SPPD training are recognized and successful participants will be awarded with 11 credit points, certificates will be co-signed.

FBiH CSA recognized the SPPD education as official training and will accredit participants in the FBiH CSA database, certificates will be co-signed

RS CSA sent an email to all RS ministries in which the director of the CSA confirmed that SPPD education is recognized as official training and that participants will be accredited in the CSA database, certificates will be co-signed.

Conditions for certification of participants Certification for participation in SP and PD education: if civil servants participate in ¾ of all workshops Certification for successful completion of SP and PD education: if civil servants participate in ¾ of all workshops and ¾ of all mentoring sessions

SPPD Newsletter 31st August 2009 • No 2

Ongoing and upcoming events Strategic Planning

Policy Development

Public Finance Management

PD mentoring in all ministries

August

SP mentoring where required

Legislative compliance workshops

PF mentoring in all ministries

24 - 25 Aug energy 25 - 26 Aug transport 31 Aug - 1 Sept labour

SP mentoring in all ministries PD mentoring in all ministries Start work on internal act to institutionalize methodology September

SP 3rd round workshops, strategic goals and programmes 24 - 25 Sept energy 29 - 30 Sept transport 01 - 02 Oct labour

SP mentoring in all ministries

PF mentoring in all ministries Start work on internal act to institutionalize methodology

PD mentoring in all ministries

SP 4th round workshops, Action Plans October

12 - 13 Oct energy 13 - 14 Oct transport 15 - 16 Oct labour

Eurostat - mentoring in energy sector ministries

PD 3rd round workshops, policy paper exchange

PF mentoring in all ministries

26 - 27 Oct energy 27 - 28 Oct labor and employment 29 - 30 Oct transport

Democratic Governance Cluster Coordinator: Amna Muharemović SPPD Project Manager: Arlett Stojanović Editor - Arlett Stojanović

Contacts: SPPD Project Maršala Tita 48, 71000 Sarajevo, Bosnia and Herzegovina e-mail: astojanovic@undp.ba Tel: +387 33 563 868

This publication has been produced with the assistance of the European Union, the Government of the Netherlands, the Government of Norway and UNDP. The contents of this publication are the sole responsibility of the United Nations Develpment Programme and can in no way be taken to reflect the views of the European Union, the Netherlands or Norway.

The United Nations Development Programme is the UN’s global development network, advocating for change and connecting countries to the knowledge, experience and resources to help people build a better life. We work in 166 countries, helping national actors (governments, civil society, businesses and citizens) to find their own solutions to the development challenges they face.

For the period 2005 - 2009, UNDP in Bosnia and Herzegovina will be realigning its activities away from humanitarian relief to development support. The overarching goal of the Country Office in Bosnia and Herzegovina is poverty reduction. In addition to alleviating poverty, UNDP will strive to improve democratic governance, enhance human security and improve environmental sustainability. UNDP’s plans are aligned with the National Government’s Medium-Term Strategy (MTDS) and the European Unionsponsored Stabilization and Association process. (SAP).