Administrative processes CERN Admin eguide Yael Grange FAPTPRPA

Administrative processes CERN Admin e-guide Yael Grange (FAP-TPR-PA) 13. 03. 2017

CERN Admin e-guide Context Objectives Methodology and resources Time scale Demo Conclusion 2

Introduction to the Administrative processes Rules that apply: ü Staff Rules and Regulations: give general provisions, conditions of employment and association, social and financial conditions etc… ü Administrative Circulars: specify the application of the Staff Regulations. ü Operational Circulars: refer to subjects regarding the internal operation of the Organization ü Financial Regulations ü Safety rules Etc. These rules do not explain in detail HOW to go through the administrative process. 3

Introduction to the Administrative processes The Administrative Processes Section is a central body in the Administration: ü Analyse and simplify administrative procedures in use by the Organisation, ü Assure efficient and coherent implementation of new administrative procedures, ü Implement new or modified administrative forms, üDocument administrative procedures in the CERN Admin e-guide. 4

Context Early 2008: üAdministrative procedures handbook (90’s) was not easily visible and its design was no longer user-friendly, üSome procedures were not up-to-date (significant changes were made in HR), üSome information was redundant, üAdministrative procedures were available in various format and from various entry points (handbook, HR website, other departments’ web pages…) üStaff member survey held in 2009 (application of the SRR not easily understandable. The for CERN 42% of the staff ) Admin e-guide was launched in March 2010. It’s a guide to the Organization's administrative procedures 5

Methodology and resources • Multidisciplinary working group: - HR department members Revision of - HR legal advisor procedures during - Department secretariats weekly meetings / 2 - Experts invited according to years subject • Dedicated team : - 1 procedures specialist (90%): coordination of the project - 1 procedures specialist (20%) - 1 IT specialist with HR knowledge (10%) Plus: - Translation of all the procedures by CERN translation service 6

Admin e-guide objectives Objectives Solutions Make the search for information easier • A single entry point for all administrative procedures and Privilege transparency: • Intended for administrative services as well as CERN Same information for all Keep a trace of changes in procedures FAQ = Third level (after SRR and AC) • Use of search tool for key words • A to Z procedures Index members of personnel, • Visual highlighting: text in a grey box for secretariat purposes • Approval process based on 3 categories, • Table of changes (revision history) 7

Admin e-guide objectives Objectives Solutions Explain applicable rules in simple words • French and English versions • Use of simple language, easily understood Improve layout Same format for all procedures and structure comprising 7 chapters More user-friendly Access • Restricted pages: requires authentication for CERN members of the personnel • Public page: some procedures are available from outside CERN (arrival/departure benefits) 8

Time scale Oct. 2008 1 st part of the project: HR procedures revision N. B. : During this process, high importance was given to simplification of procedures where possible. Mar. 2010 Official launch on 19 March 2010 2 nd part of the project: revision of other procedures Dec. 2011 Revision of the remaining chapters: Access and traffic at CERN (CERN access card, visitor card, car stickers etc. ), Safety, Equipment management, Host states procedures etc. Regular maintenance of the content 3 rd part of the project: migration of content (170 procedures + 500 FAQ) Nov. 2014 Migration of the content to DRUPAL (Content Management System) Regular maintenance of the content 9

Structure of the site 10

Structure of the site 11

Example 12

Structure of a procedure Y. Grange (FAP-TPC-PA) 29/09/2020 13

Conclusion ü The Admin e-Guide promotes equity of treatment, transparency and consistency of interpretation for all CERN staff. ü It is consulted by approx. 8000 individual visitors per month. ü It enables Administrative Services to be less frequently disturbed by recurrent questions. our procedures section, keeping recruited information administrative up-to-date in the ü It. For facilitates training of newly CERN Admin e-guide is of high importance but also a challenge. personnel. 14

CERN Admin e-guide http: //admin-eguide. web. cern. ch/ Questions ? 15