af input into efsa’s work planning and strategy

AF input into EFSA’s Work Planning and Strategy

Ilias Papatryfon

Head of Unit ad interim

Global Performance Services

38th Focal Point Meeting, Parma, Italy 26-27 February 2019

EFSA annual performance cycle

2018 pilot exercise:

• summary results and AF feedback

• way forward: EFSA/FP joint proposal

Preparations for the new EFSA strategy 2027 – state of play

Feedback survey 2019 – state of play

Presentation outline

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EFSA performance cycle (annual)

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o Final Programming document 2020-2022 – 2020 annual plan o Draft Programming document 2021-2023 – 2021 annual plan Adopted by the Board and circulated for information

o Quarterly performance report 2019 highlights

o Final Annual Activity Report 2018 Taking stock of key results, including feedback survey Deviations from targets and improvement areas/activities

o Feedback survey 2019 (March)

o Final Programming document 2020-2022 – 2020 annual plan o Draft Programming document 2021-2023 – 2021 annual plan Prioritisation - activities retained Consultation and refinement on G&P work-programme


o Final Programming document 2020-2022 – 2020 annual plan o Draft Programming document 2021-2023 – 2021 annual plan Identify key priorities (multiannual and particularly for 2020)

and plan relevant activities


October

December

March

June


Programming document – based on list of EFSA planned activities across all Strategic objectives:

•To which activities to contribute?

•How to contribute?

•Ongoing or planned activities with possible synergies /overlaps?

•Are these activities appropriate and sufficient for reaching our goals?

•Additional activities to reach EFSA Strategy 2020?

•Ongoing or planned activities not included in the list, that you consider important to be addressed at the EU level (EFSA and MS)?

Customer/stakeholder feedback survey – based on summary

results:

•Which would you consider as key improvement areas to address?

•Via which specific actions could these be addressed?

•Comments on the approach and questions of the survey of last year

2018 pilot consultation – INPUTS requested

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6 countries replied

Main thematic areas of interest:

SO1 – Prioritise public and stakeholder engagement in the process of scientific assessment (24)

• Risk assessment (13)

• Risk communication (8)

• Stakeholder engagement (3)

SO2 - Widen EFSA's evidence base and optimise access to its data (9)

• Data standardisation (3)

• Dietary Survey (3)

• Open data (3)

SO3 - Build the EU's scientific assessment capacity and knowledge community (26)

• Capacity building (14)

• Cooperation (8)

• EU research agenda (4)

SO4 - Prepare for future risk assessment challenges (49)

• Biological risk assessment-WGS-AMR (9)

• Chemical risk assessment-chemical mixtures (9)

• Pan-EU environmental risk assessment (6)

• Harmonised cross cutting guidance and methodologies (8)

• Preparedness (17)

2018 pilot consultation – INPUTS received (1)

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Three main types of inputs:

• Information submission and exchange

• Possible MS contributions – experts, data, methodologies, tools, grants/procurement

• Common areas of interest / activities

• Seeking synergies and avoiding overlaps

• Shaping of AF meeting agendas

• Developing new activities / projects at EU/AF level

2018 pilot consultation – INPUTS received (2)

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Few MS replies:

• too little time

• time of the year: June – September/October

• tool used: excel

•approach too complex and heavy

•exercise to be supported by FPs

• to share MS feedback received

• to avoid overlaps with other activities / tools, e.g. workplan sharing, feedback survey, EU risk assessment agenda, etc.

2018 Strategy & Work-programme cycle – lessons learnt

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Joint EFSA/FP proposal for 2019 AF consultation

Streamlined, focused approach

• Sharing EFSA planned preparedness projects – mainly SO4

• Asking MS:

• Synergies / overlaps ?

• Anything missing to be done by EFSA and/or together with EFSA ?

• Identifying “common areas of interest” AF discussion themes & joint activities

• Can feed into the EU risk assessment agenda

Avoid overlaps:

• Information submission and exchange –> direct between relevant actors

• Risk assessment -> workplan sharing tool - R4EU Risk Assessment Plan Database

Work-programme consultation – way forward (1)

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Key milestones:

• March: EFSA/FP working group to prepare input template based on a draft priorities document

• April AF meeting: presentation of 2019 approach and 2018 pilot “common areas of interest”

• April to May (between AF meetings): consultation

• July AF meeting: discussion on 2019 “common areas of interest”

• September AF meeting: discussion on AF discussion themes and joint activities

• November AF meeting: prioritised work-programme & G&P plan

Tool to use: word document on EFSA DMS or Office 356 accessible to all

Focal Point role:

• co-develop input template

• manage the collection and synthesis of feedback from the MS,

• contact point for EFSA,

• seek endorsement of AF for feedback to EFSA

Work-programme consultation – way forward (2)

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Strategic Environmental Analysis | Methodological Approach

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Dec 2018 June 2019 2016

APPROVE SCAN ANALYZE

Apr 2019

CONSULT

May 2019

Workshop 1 EFSA Opportunities & Challenges

Int. Desk Analysis;

Support Team Discussion; • Clustering Activity

Workshop 2; EFSA Actions Identification

Draft Report Finalization

Ext. Desk Analysis; • JRC Report Analysis • External Literature Analysis

EFSA Conf. Inputs Collection; • Volunteer Input Form • Attendee Post-Conference Survey

EFSA Conf. Inputs Normalization & Clustering;

Support Team Discussion;

• Priority Setting • EFSA Scenario Analysis

External Stakeholder Consultations;

Internal Stakeholder Consultations;

Final Report Preperation

Final Report Approval by MT;

Final Report Adopted by MB

Environmental Scanning; External Desk Analysis

Execution, Input Collection and Scenario Adaptation

Stakeholder Consultations; Internal and external

consultations for review & fine-tuning

Strategic Analysis; Internal Desk Analysis, Workshops &

Clustering & Priortization Excercises

Final Approval & Adoption by Management

We are here now…

OUTPUT

Adopted Strategic Environmental Analysis Report

Multi-Annual Strategy

JRC Science for Policy

Report

JRC Analysis

Strategic Environmental Analysis Report:

Draft Report Final Report Adopted Report

Sept 2018


Strategic Environmental Analysis | State-of-Play

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Phase Posing

Question Process

Management Change

Enablement Planning Note

Environmental Scanning

What are possible future drivers?

Identify trigger desires for change

Establish forward-thinking approach and desire for change

Understanding the drivers, initiating the strategic planning cycle and establishing a desire for improvement are critical first steps

Where are we now?

Define challenges, opportunities and potential actions

Form implementation team

Current-state and SWOT analysis are important inputs for better strategic planning

Strategy Definition

Where do we want to go?

Vision, Strategy 2027 and 7 strategic roadmaps

Communicate outcome

Strategic planning should result in a high-level aspirations and strategic objectives

How do we get there?

Implementation plan, monitoring and set of roadmaps

Identify players Implementation and monitoring of strategic objectives

We are here now…

…And we are preparing for this!


Based on the feedback received from the respondents of the survey we have made the following improvements :

• More targeted: Customer/Stakeholders will only see questions that are relevant to them, thus reducing the number of “I don’t know” and “Not applicable” replies

• Fewer Questions: In particular for those groups with the lowest response rates i.e media representatives will only have approx. 15 questions.

• Each section of the survey to have a open text questions to allow respondents to provide more general comments about EFSA’s work

• Survey to be launched March 2019

Feedback survey 2019 - Improvements

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af input into efsa’s work planning and strategy

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