introducing the euro in belgium

Czech Twinning Program 24 - 25 september 2007

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Introducing the Euro in Belgium

JM MOTTOUL

Tel: 32 -257-63699E-mail: [email protected]


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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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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


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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


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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


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Scenario = Planning

And then to fix dates

Each project

Could start at the earliest by ….

Should finish at the latest by ….


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To fix these dates : Programming

Describing the various phases of each project

Estimating the means needed Fixing the time needed


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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.


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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


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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


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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)


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First Mission : assistance

By recommending a methodology By recommending a structure to

insure: The management

The technical assistance


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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


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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


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First mission: « Assistance »Five technical groups

Forms

1 delegatefrom eachinstitution

Chairman

Laws andRules

1 delegate from eachinstitution

Chairman

IT

1 delegatefrom eachinstitution

Chairman

Training

1 delegatefrom each institution

Chairman

Co

mm

un

ica

tion

Chairman

EXECUTIVE COMMITTEEPMO & the five chairmen of the technical groups


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Illustration

Ministry 1

DG 1

Scen. 1

DG 2

Scen. 2

IT coordinator

Forms coordinator

Gen. Coordinator

DG DG

Ministry 2

Board of general coordinators

…… 1053 projects1053 projects

IT group

Forms group

Executive committee

Pr. 1.1 Pr. 2.1

Pr. 1.2 Pr. 2.2


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Example of a IT project Phases

1. Inventory 1/3/2000 4.7852. Impact study 1/5/2000

5.5713. Analyses 1/9/2000

17.1364. Implementation and tests 1/4/2001 43.0915. Tests (integration) 1/6/2001 18.1366. Production 1/7/2001 7.1107. General repetition 31/12/2001 5.835

7 phases Deadlines IT Workload IT in men/days

> 100.000> 100.000men/daysmen/days


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Phase 4: implementation

IT Application(in BEF)

Convertor

(€ -> BEF)

Convertor

(BEF -> € )

IT Application(in €)

Convertor

(BEF -> €)

Convertor

(€ -> BEF)

BEF BEF

BEF BEF

€ €

€€


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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….


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General repetition

Comprehensive inventory of interfaces Very difficult to obtain!

Identification of the critical path

T3

T5

T4

T6T1

T2


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Critical Path

Projects in the overall scenario for which any delay implies a delay of the ultimate deadline


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Global overview

1/9/01

INV

EN

TO

RY

PR

IOTIR

ISA

TIO

N

ACCEPTATIONbetween

ADMINISTRATIONS

Organization

Planning Monitoring & reporting Closing

22/9/01 31/01/02


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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).


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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


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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


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Second mission : « Monitoring »


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Second mission : « Monitoring »(2)


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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


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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 ….


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0

100

200

300

400

500

600

700

800

900

09/2000 10/2000 11/2000 12/2000 01/2001 02/2001 03/2001 04/2001 05/2001 06/2001 07/2001 08/2001 09/2001 10/2001 11/2001 12/2001

Example 1: Number of projects

Total

Started

Ended


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0

20000

40000

60000

80000

100000

120000

140000

09/2

000

10/2

000

11/2

000

12/2

000

01/2

001

02/2

001

03/2

001

04/2

001

05/2

001

06/2

001

07/2

001

08/2

001

09/2

001

10/2

001

11/2

001

12/2

001

Example 2: Evolution WorkloadDone

Delay

To do


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Example 3: Workload to do versus workload done

secteur informatique-juillet 2001

50

55

60

65

70

75

80

85

90

95

100

0 500 1000 1500 2000 2500 3000 3500 4000 4500charge restante en hj

%ré

alis

é

Régie Bât.

Ossom

Déf.Nat.

OnvaONEm

Aff.soc.F.M.P. Justice

Cl.Moy.

Aff.Etrang. F.A.T.

Aff.Econ.

SNCB ONSS

Inasti

Onss APL

O.N.P. INAMI

Contribut. Dir.

Trésorerie

T.V.A.

Emploi et Travail

Workload to do

% realised

IT sector


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Example 4:Evaluation per ministry or institution

Code Department Situationon

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


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Conclusions Critical factors of success:

Initial mobilization Pressure from the authorities Think globally and act locally Let’s start at once! Accountability Audit system

introducing the euro in belgium

Documents

changeover program

changeover scenario

project code

scenario i

project b

scenario j necessity

project2 figures

public sector