Summary of 2008 Administrator’s Conference

1. Summary of 2008 Administrator’s Conference

2. 2008 Administrators Conference Preparation • The Administrators conference for 2008 was the product of over four months of preparation by the Country & HQ Administrators and technical and administrative personnel from HQ. • An initial survey of the Administrators helped to initially identify suggested thematic areas for the conference.

3. Thematic Area Work Groups • The ten thematic areas that were selected by the Administrators were: Business Continuity; Enhanced Financial Management and Internal Controls; Shared Services; Corporate Management Systems; Results Based Management; Sub-Regional Model; Best Practices; Procurement; Human Resources; and Vision. • Work groups were led by Administrators from the Countries, Centers and HQ were formed to address each of these ten thematic areas.

4. Thematic Area Work Groups Process • The workgroups were composed of Country Office & HQ Administrators and technical and administrative personnel from HQ. • They met in virtual meetings using Eluminate and Sharepoint over a 4-5 month period. Over 60 eluminate meetings were held and over 50 of these meetings were recorded and are available to listen to online.

5. Objective of the Work Groups • The ultimate objective of each one of these work groups was to prepare outcome(s) for the conference for the assigned thematic area that would immediately improve the productivity and efficiency of the Administrators. • These outcomes were then linked to the Organizations RER indicators to demonstrate the linkage to the 2008-2012 Strategic Plan of the Organization.

6. Outcomes • During the conference, each thematic area was encouraged to identify other outcomes that are presently being produced or that the Administrators would like to see in the future.

7. Outcomes Relationship to Risk Management • The Administrators were asked to present these outcomes to their respective Managers, prior to the Annual Managers Meeting and to look at them through the lenses of Risk Management (a short presentation on Risk management was given to all the Administrators), to help them start identifying risks that are being mitigated by these outcomes or identify other unmitigated risks for the Annual Managers Meeting at the market place discussion on Risk Management.

8. Future Impact • The collaborative workgroups identified above by the thematic areas will continue collaborating after the Administrators conference, no less often than once a month and that the "In Process and Future desired outcomes" would be divided up to the appropriate thematic area for discussion, prioritization and recommendations . • 70 outcomes that can be used right away; are in process or will be addressed in the future and greatly increased collaboration among Administrators in a virtual forum that enhances team work and focuses on country needs. 

9. Business Continuity • Draft Guidelines for business continuity plan and budget • Training • IT Resources

10. Enhanced Financial Management • IPSAS. Road map and training • Monthly financial checklist to be revised

11. Common Services • Common Services group established under coordination of ERP or AM • Guidelines for common services • HQ Common Services mailbox • Delegation of Authority under common services to be reviewed.

12. Corporate Management System • Draft IT Strategy including chronogram to implement CMS. • Training Administrators in IT. Enhance supervision. • IT functions and back up to be defined

13. Results Based Management • Risk Management Assessment to be developed • Training on RBM • SOS and CITRIX mandatory training for technical, administrative and secretarial staff

14. Sub regional Model • Implement another “entity” in Ampes for countries for decentralized regional posts. • Avoiding issuance of obligations through HQ delegation of authority • Operating funds for decentralized regional posts • Separate local funds from regional funds

15. Best Practices • Risk management overview • Sharing worksite for best practices and periodic systematization and dissemination. • PAHO E manual to consolidate all policies

16. Procurement. Grants Training on logistics for technical staff Immunities and privileges training. Role of PAHO for donations Letter of Agreement Draft guidelines to be disseminate for comments before it is approved. Training through elluminate sessions to all technical staff.

17. Human Resources • Draft matrix for HRM contractual mechanisms. Appointments, benefits, administration issues, presented for comments. • Core post study to be finalized • Post description for administrative officers to be revised • Analysis and minimize inequities by contract type, including corrective measures to be shared with senior managers

18. RER LINKED • 16.3.1 Proportion of PASB entities with approved human resources plans for a biennium, aligned with the corporate HR strategy. • 16.5.1 Level of user satisfaction with selected managerial and administrative services, as measured through surveys • 16.6.3 HQ and Pan American COs and Centers implemented policies and plan to improve staff health and safety in the workplace