GMS (General Management & Secretariat) Group Meeting 10-jan-12

Agenda Achievements 2011 and objectives 2012 (S. Prodon) ELENA project (S. Maury) Tour de table : main activities of each group member Achievements 2011 and objectives 2012 (S. Prodon) ELENA project (S. Maury) Tour de table : main activities of each group member

Group Structure 2011 Departures M. Hegerova (ADMIN) – Arrivals F. Negreche (TEMP) – J. Navarria (STAFF) – C. Demirdjian (TEMP) – Departures M. Hegerova (ADMIN) – Arrivals F. Negreche (TEMP) – J. Navarria (STAFF) – C. Demirdjian (TEMP) –

Group Leader S. Prodon Administration F. Ziesler Secretariat S. Escaffre Specifications & Contracts M.T. Santos Calleja DPO Office S. Prodon Secretariat S. Escaffre Secretariat Prof Rubbia D. Salmieri Group Structure R. SomP. Barriere M. Claret C. Demirdjian F. Girard-Madoux G. Jean J. Navarria F. Negreche C. Paris A. Rasmussen E. Delachenal

Group Structure as from Spring 12

Administration - Involvement in MARS panel - Monthly indicators on human resources - Guide for new recruits (in collaboration with Secretariat Section) - Team building with Secretariat Section Work axis: exchanges with other Sections Administration - Involvement in MARS panel - Monthly indicators on human resources - Guide for new recruits (in collaboration with Secretariat Section) - Team building with Secretariat Section Work axis: exchanges with other Sections Achievements 2011

Secretariat - Team building - Integration of the new recruit (open post) - Specialisation - Adaptation of the organization to the evolution of resources and workload Work axis: Team building Secretariat - Team building - Integration of the new recruit (open post) - Specialisation - Adaptation of the organization to the evolution of resources and workload Work axis: Team building

Achievements 2011 Specifications & contracts - Collaboration with FP and Project Office o Enhance quality & dissemination of templates o Participation in the optimisation of procurement procedures - Follow-up monitoring tools - Support to engineers (added value at the right moment) Work axis: optimisation and positioning Specifications & contracts - Collaboration with FP and Project Office o Enhance quality & dissemination of templates o Participation in the optimisation of procurement procedures - Follow-up monitoring tools - Support to engineers (added value at the right moment) Work axis: optimisation and positioning

Achievements 2011 DPO office - Implementation of budget follow-up indicators - Audit of all the transitory codes - Common approach for project budget follow-up - Revision of APT work units structure - New method for the preparation of MTP 2011 Work axis: harmonization & new methods DPO office - Implementation of budget follow-up indicators - Audit of all the transitory codes - Common approach for project budget follow-up - Revision of APT work units structure - New method for the preparation of MTP 2011 Work axis: harmonization & new methods

Objectives 2012 DAO Office HR Matters - New task distribution & associated procedures - Implementation of monthly indicators and listings - Preparation of a guide for new recruits - Implementation of a “new recruit package” Work axis: information for Groups & new recruits HR Matters - New task distribution & associated procedures - Implementation of monthly indicators and listings - Preparation of a guide for new recruits - Implementation of a “new recruit package” Work axis: information for Groups & new recruits

Objectives 2012 DAO Office Logistics - Distribution of tasks inside the team - Preparation of work procedures - Simplification and rationalisation of the process - Organisation of the logistics for new arrivals Work axis: liaison with HR team for new arrivals Logistics - Distribution of tasks inside the team - Preparation of work procedures - Simplification and rationalisation of the process - Organisation of the logistics for new arrivals Work axis: liaison with HR team for new arrivals

Objectives 2012 DPO Office DPO assistance - Adaptation of budget follow-up indicators to Groups’ needs - Audit of transitory codes - Rationalisation of MTP preparation & APT update Work axis: audits & rationalisation DPO assistance - Adaptation of budget follow-up indicators to Groups’ needs - Audit of transitory codes - Rationalisation of MTP preparation & APT update Work axis: audits & rationalisation

Objectives 2012 DPO Office Procurement - Set-up a central secretarial support & associated procedures - Participation in the optimisation of procurement procedures (mainly for time saving) - Revision of the mandate & procedures according to Groups’ needs - Follow-up and process improvement with Purchasing service and A&T Project Office Work axis: time saving in the process Procurement - Set-up a central secretarial support & associated procedures - Participation in the optimisation of procurement procedures (mainly for time saving) - Revision of the mandate & procedures according to Groups’ needs - Follow-up and process improvement with Purchasing service and A&T Project Office Work axis: time saving in the process

Objectives 2012 DPO Office PC Management - Definition of the mandate of the service - Liaise with BTE linkpersons - Generalisation of best practices - Analysis of the EN Department PC park with the BTE technician - Prepare a PC renewal planning Work axis: implementation of a new service PC Management - Definition of the mandate of the service - Liaise with BTE linkpersons - Generalisation of best practices - Analysis of the EN Department PC park with the BTE technician - Prepare a PC renewal planning Work axis: implementation of a new service

Objectives 2012 General Administration Travel / school fees - Distribution of tasks inside the team - Preparation of work procedures - Simplification and rationalisation of the process - Development of electronic forms & follow-up tools Work axis: implementation of the new structure Travel / school fees - Distribution of tasks inside the team - Preparation of work procedures - Simplification and rationalisation of the process - Development of electronic forms & follow-up tools Work axis: implementation of the new structure

Objectives 2012 General Administration Workshops - Preparation of electronic forms - Preparation of work procedures - Liaise with Group secretariats Work axis: implementation of the new structure Workshops - Preparation of electronic forms - Preparation of work procedures - Liaise with Group secretariats Work axis: implementation of the new structure

Objectives 2012 General Administration Computing - Distribution of tasks (incl. local / central) - Preparation of work procedures & users guides - Rationalisation of EDMS structure and usage in the Department - Preparation of new electronic forms and collaboration workspaces Work axis: EDMS rationalisation & new forms Computing - Distribution of tasks (incl. local / central) - Preparation of work procedures & users guides - Rationalisation of EDMS structure and usage in the Department - Preparation of new electronic forms and collaboration workspaces Work axis: EDMS rationalisation & new forms

Objectives 2012 General Administration GMS training - Liaise with training & development Group and IT services - Survey best practices outside CERN - Organise training sessions Work axis: spread the use of new computing techniques GMS training - Liaise with training & development Group and IT services - Survey best practices outside CERN - Organise training sessions Work axis: spread the use of new computing techniques

Objectives 2012 General Administration English documents - Definition of the scope (applicable documents) - Proposition of deadlines - Support of end-users (e.g. style guide) Work axis: formalise the service English documents - Definition of the scope (applicable documents) - Proposition of deadlines - Support of end-users (e.g. style guide) Work axis: formalise the service

Objectives 2012 General Administration Conferences - Definition of the scope & liaise with travel team - Follow-up conference deadlines for abstracts & papers - Preparation of statistics on conference attendance Work axis: statistics & deadlines Conferences - Definition of the scope & liaise with travel team - Follow-up conference deadlines for abstracts & papers - Preparation of statistics on conference attendance Work axis: statistics & deadlines

Objectives 2012 Group Secretariat Group Secretariat - Communication on the new secretariat organisation - Feed-back on central activities - Development of Group related tasks Work axis: communication & feed-back Group Secretariat - Communication on the new secretariat organisation - Feed-back on central activities - Development of Group related tasks Work axis: communication & feed-back

In summary Main challenge 2012: implementation of a new secretariat structure (in Spring 2012) - Preparation of work procedures (especially for central activities) - Information management (internal) + communication (external) - Team work and interactions - Feed-back on central activities - Proximity with Groups Main challenge 2012: implementation of a new secretariat structure (in Spring 2012) - Preparation of work procedures (especially for central activities) - Information management (internal) + communication (external) - Team work and interactions - Feed-back on central activities - Proximity with Groups