SYNERGIA

SUMMARY OF THE IMPLEMENTATION OF BEST MANAGEMENT PRACTICES, 1^st EDITION OF SYNERGIA PROJECT

 What is the implementation in the SYNERGIA project?

The implementation of good practices under SYNERGIA project is a response to management challenges identified by project Participants at the recruitment stage. During the Education and Cooperation Programme, Participants develop their implementation projects for new management solutions in public institution that they represent. Under SYNERGIA project these implementation projects are worked-out according to high-level standards that are based on the case-study method and application of best practices to public institutions.

The implementation component is an important element of SYNERGIA project. According to the project regulations, teams representing all institutions participating in the project are required to prepare a competition application containing a project to implement best management practices. In each edition the winning project is indicated by the Competition Commission, and then implemented with the support of external consultant, as part of the project. Also, additional implementation trainings are provided for the winning-project within SYNERGIA.

The managerial challenge implemented in the 1^st edition of SYNERGIA by Warmia and Mazury Voivodship Office in Poland.

In the first edition of the project, the highest notes  were awarded by the Competition Commission to the implementation project submitted by the Warmia and Mazury Voivodship Office under the title: “Integrated Professional Development Program for Managers – a program for building a management workshop”. 

In the period from July to October 2021, the following activities have taken place under the winning-project: :

• research tools, both in traditional and in electronic version, were developed to identify competency gaps and training needs of middle-management in the institution trainings for participants of the implementation part of the project were conducted.
• The participants of the trainings were employees of Warmia and Mazury Voivodship Office, with extensive managerial experience.  The trainings covered topics such as chosen aspects of human resource    During the training, managerial competences, effective delegation of tasks and key principles of interpersonal communication were improved. Participants also have extended their competencies in  team building and conflict resolution in  teams that they lead. The second part of the training was focused on competencies building for internal trainers who already work in the institution. This part of the training was focused on  the best standards  internal trainer in the organization should follow, and training programs creation and designing. Modern tools supporting the competence development process and a dedicated e-learning platform were prepared. The educational platform is still being developed, also after the end of the training cycle, and is a permanent element of innovative methods of managing people at Warmia and Mazury Voivodship Office.

SYNERGIA best practices used

The Warmia and Mazury Voivodship Office SYNERGIA implementation project used, a number of SYNERGIA best practices, in particular:

• Systematic development of leaders within the organization,
• The Six Step method, in the field of in-depth analysis of competency gaps,
• Tools for managing a project along the different stages of its life cycle in the field of project management

SUMMARY OF IMPLEMENTATION OF GOOD MANAGEMENT PRACTICES

One of the main pillars of SYNERGIA  – a network of Cooperation and Experience Exchange of High-Level Officials from Central and Eastern Europe project is the implementation of good management practices. In accordance with the project regulations, teams representing all institutions participating in the project are obliged to prepare a competition application containing a project for implementing good management practices. The winning project, selected by the competition committee, is implemented with the support of KSAP as part of the project. The implementation program is an innovative approach to managerial challenges in public institutions.

Winner of the 2nd edition

In the second edition of the project, the highest marks in the internal competition were awarded to the project entitled “Synergy and development of key competences as an investment in human capital in the structures of the State Sanitary Inspection of the Mazovian Voivodeship”, submitted by the State Sanitary and Inspection of the Mazovian Voivodeship.

 Implementation process

The implementation of good management practices as part of the second edition of SYNERGIA project was carried out in the period from July to October 2022. The implementation project was carried out using good management practices, presented during the training part of the project by professors from the world’s best business universities, including: IESE Business School (University of Navarra) or Saïd Business School (University of Oxford). The implementation concerned the following practices: Data – driven decision making, Locating a bottleneck in the process, Transforming closed networks into open ones.

The main goal of the implementation was to develop the human capital of the State Sanitary Inspection in Mazovia by creating a training system including 3 modules: leadership, mentoring and integrated training for people starting work, so that the Inspection becomes a learning organization, open to cooperation and attractive on the labor market. Specific objectives include improving the qualifications of the management staff, implementing a comprehensive training program for newly employed people, and creating and implementing a coordinated and effective personnel policy.

The implementation included, among others: the following actions:

1. A series of leadership training and shadowing processes for State District Sanitary Inspectors.
2. Recruitment of candidates for mentors, individual meetings with future mentors and participation in mentoring training organized at the KSAP headquarters. In the future, the implementation of mentoring will provide great support for the development of organizational culture and the implementation of the strategic objectives of the inspection by transforming it into a knowledge-based institution.
3. Preparation of an integrated training program for newly employed employees, preparation of an e-learning platform with training and implementation of a training course on the e-learning platform.

Results

1. Increasing the motivation and commitment of new employees – increasing work efficiency,
2. Exchange of experiences and the opportunity to get to know each other during joint training and work – team synergy in terms of perceiving common goals as a service,
3. Building a positive employer image, team spirit and reducing the level of staff turnover.

Summary

The implementation of good practices as part of the SYNERGIA project is a response to management challenges identified by project participants at the recruitment stage. During the educational and cooperative part, consisting of training sessions with experts from the world’s leading public management centers, work in groups on specially prepared case studies (case study methodology developed by Harvard Business School) and workshop sessions, projects of new management solutions in public institution are developed.

The program of integrated activities for the development of key competences of employees of the State Sanitary Inspection in Mazovia comprehensively included activities aimed at changing the organizational culture of the institution. Activities under the program were addressed to management staff, experienced, committed and talented people (mentors/talents) and newly hired employees.

SUMMARY OF BEST MANAGEMENT PRACTICES IMPLEMENTATION, 3rd EDITION OF SYNERGIA

As part of the implementation part in SYNERGIA – a network for cooperation and exchange of experiences between high-level officials from Central and Eastern Europe, good management practices are implemented in public administration institutions. Since the third edition of the project, good practices have been implemented by implementation teams and  individual participants of the educational and cooperation program. The winning projects were selected by a Competition Commission composed of independent experts and experienced officials of public administration institutions from Poland.

IMPLEMENTATION IN THE INSTITUTION – NATIONAL FUND FOR ENVIRONMENTAL PROTECTION AND WATER MANAGEMENT

The institutional winner of the third edition of SYNERGIA implementation part  was the National Fund for Environmental Protection and Water Management, which prepared a project titled: „Preparation for the transformation of organizational culture, towards a culture positively influencing the creation of an intelligent and agile organization that stably, effectively and efficiently supports projects and initiatives that serve the environment and activities for transformation towards a low-emission economy”.

The aim of the project was to identify priority areas requiring changes in the existing organizational culture by a comprehensive examination and development of a possible targeted organizational culture.

IMPLEMENTATION PROCESS

The following activities were carried out as part of the implementation:

1. Learning about the current organizational culture, including conducting a survey among National Fund employees, meetings with the Management Board, representatives of trade unions operating in the National Fund and the Ethics Ombudsman of the institution.
2. Establishing an interdisciplinary team to implement changes.
3. Analysis of opinions about the National Fund among stakeholders.
4. Preparing management and employees to introduce changes – training for employees and management staff aimed at developing the assumptions of the target organizational culture.
5. Formulating the targeted organizational culture and assumptions for changing of the Code of Ethics for National Fund employees.

In addition to the main tasks, a number of accompanying tasks were carried out, which contributed to a more effective implementation. Additional actions taken include:

1. Trainings for members of the interdisciplinary team on change management in the process of organizational transformation at the National Fund.
2. Establishment of a group of Change Leaders in the National Fund f consisting of 39 employees.
3. Implementation of the logo for the transformation of organizational culture in the National Fund.
4. Implementation of the weekly National Fund Newsletter for employees.
5. Organization of events for National Fund employees to build and strengthen their commitment (e.g. as part of the World Car Free Day).
6. Publishing information about work at the National Fund in social media.

SYNERGIA BEST PRACTICES USED

As part of the implementation work, the following good practices developed during the educational and cooperation program in SYNERGIA, were used:

1. Re-evaluation of project observations after completion of subsequent phases.
2. A leader with a vision for the development of the institution.
3. Building employee engagement with a public organization.
4. Leadership/Accountability.
5. Defining the problem.

RESULTS

The implementation of good practices and actions taken by the interdisciplinary team and the team of Change Leaders contributed to the verification of the current organizational culture, including the inhibiting norms existing in the institution, threats and weaknesses. The actions taken also contributed to the development of assumptions for changing the organizational culture in the National Fund for Environmental Protection and Water Management and, ultimately, the formulation of targeted principles of organizational culture in the National Fund, which was subsequently adopted by the Fund’s Management Board.

INDIVIDUAL IMPLEMENTATION – MINISTRY OF INFRASTRUCTURE

The individual winner of the third edition of the implementation stage of SYNERGIA was a representative of the Ministry of Infrastructure, who presented a project entitled: “Optimization of auxiliary processes in the office by using process management methods.”

The aim of the project was to introduce process management methodology in the area of ​​auxiliary processes, in particular where processes were carried out in several organizational units.

IMPLEMENTATION PROCESS

The project team, appointed from among the employees of the Ministry’s service units, was responsible for the identification, analysis and description of processes. The team’s aim was to map supporting processes using a dedicated application. Based on the created map, an analysis of possible improvements and process optimization was carried out.

SYNERGIA BEST PRACTICES USED

As part of the implementation work, the following good practices developed during the educational and cooperation program in SYNERGIA were used:

1. Locating bottlenecks in processes
2. Meeting agreed deadlines

SUMMARY OF BEST MANAGEMENT PRACTICES IMPLEMENTATION, 4th EDITION OF SYNERGIA  

Implementations under SYNERGIA introduce good management practices to Polish public administration institutions which are the winners of the internal implementation competition carried out within the project. In accordance to the Implementation Regulations, in the fourth and last edition of the project, two team implementation projects and one individual implementation were carried out. All implementation projects presented below received support in accordance with the provisions of the project regulations. It should be noted that good practices developed during the SYNERGIA educational and cooperation program are implemented on an ongoing basis by all program participants in their daily work in the institutions participating in the project.

IMPLEMENTATION IN THE INSTITUTION – AGRICULTURAL AND FOOD QUALITY INSPECTION (IJHARS)

The first institutional winner of the 4th edition of the implementation stage of the SYNERGIA project was the  Agricultural and Food Quality Inspection (IJHARS), which prepared a project entitled: Building a supportive working culture in the Agricultural and Food Quality Inspection, through project management, with an appetite for evolutionary teal.

Agricultural and Food Quality Inspection carried out the implementation in a consortium with the Voivodeship Inspection of Food Quality in Opole.

The aim of the project was to build a supportive work culture and effective communication through project management and work in interdisciplinary teams.

The implementation involved increasing of competences of management staff and employees, especially in relation to project management, building of interdisciplinary teams and moving away from the silo work system. The project included improving communication, activating employees, developing interpersonal skills, strengthening trust and bonds between employees and the organizational community.

IMPLEMENTATION PROCESS

As part of the implementation work, the following good practices developed during the educational and cooperation program in SYNERGIA were used:

1. project management for management staff and employees responsible for project management,
2. work in interdisciplinary teams intended for employees of inspectorates .

In addition to the training, a project management methodology has been developed in the form of a guide that includes project management guidelines in IJHARS.

Unplanned, additional project initiatives were undertaken in the Inspectorate, which served to remind the purpose of SYNERGIA implementation project, prepare for the stabilization phase and consolidate the implementation effects, activate all organizational units of the Inspectorate to participate in project activities and submit proposals for new project ideas in IJHARS.

SYNERGIA BEST PRACTICES USED

As part of the implementation work, the following good practices developed during the educational and cooperation program were used:

1. Transforming silos into collaborative networks.
2. Integration of staff competences to achieve complementarity of teamwork (RBGY screening).
3. Project management taking into account the principle of quick results.
4. Effective project communication management.

RESULTS

The results of the implementation activities are:

1. Methodological Guide “TURQUOISE EFFECT OF SYNERGY IN JHARS”,
2. supportive work culture and effective communication through project management and working in interdisciplinary teams.

IMPLEMENTATION IN THE INSTITUTION – MAZOVIAN VOIVODESHIP OFFICE

The second institutional winner of the 4th edition  SYNERGIA implementation part was the Masovian Voivodeship Office in Warsaw. The title of the presented implementation is: “Preparation of assumptions for the implementation of an IT tool for project management in the Masovian Voivodeship Office.”

The aim of the project was to prepare the architecture and design assumptions for the introduction of a dedicated tool in the Masovian Voivodeship Office, enabling proper supervision and management of changes in project structures aimed at ensuring continuity and transparency of operations in the field of internal projects.

IMPLEMENTATION PROCESS

The following activities were carried out as part of the implementation:

1. Audit of previously, current and planned projects implemented internally in the unit.
2. Preparation of software architecture.
3. Adopting the visual concept (front-end) of the software implementation project.
4. Preparation of tasks – writing a backlog – in terms of the prepared implementation and division of roles and competences based on the needs and capabilities of the individual.

Training in project and process management was also conducted. The training was dedicated to employees of the leading units of the Office.

SYNERGIA BEST PRACTICES USED

As part of the implementation work, the following good practices developed during SYNERGIA educational and cooperation program were used:

1. Predictive waterfall projects
2. Data sharing platform
3. Application of agile approach in new electronic document system in public administration
4. Risk management through competency mapping

RESULTS

The implementation of good practices and the actions taken by the implementation team resulted in the following results:

1. preparation of documentation (architecture and backlog) and materials (visualizations) constituting the basis for starting programming work and implementing the designed software,
2. creating a register of projects kept at the office,
3. collecting data from project managers, based on the prepared functional, technical and visual concept.

INDIVIDUAL IMPLEMENTATION – STATISTICAL OFFICE IN KRAKOW

The individual winner of the 4th edition of SYNERGIA implementation part was a representative of the Statistical Office in Krakow, who presented a project entitled “Changing organizational culture. Strengthening the orientation towards innovation by improving internal communication”.

The aim of the project was to strengthen the culture of innovation based on cooperation. It was assumed that the goal would be achieved by creating and implementing a communication strategy, building interdisciplinary teams focused on the development of innovative statistical products, improving internal communication, increasing participation, improving the flow of information across existing silos, streamlining information processes and shortening the time of task implementation. Finally, it was assumed that strengthening leadership which gives trust and inspires respect should be targeted, as well as by building managerial competences of managers.

IMPLEMENTATION PROCESS

The development of an internal communication strategy was carried out by a specially appointed project team. The team focused on providing all employees with access to information that would allow them to work in the Office with a sense of security and comfort. Improvements were also introduced in cooperation between employees (organizational units, branches) in order to increase work efficiency and strengthen  orientation towards innovation. As part of the implementation, managerial training was also conducted for the management staff to increase their leadership competences.

SYNERGIA BEST PRACTICES USED

As part of the implementation work, the following good practices developed during SYNERGIA educational and cooperation program were used:

1. Communication management,
2. Knowledge management,
3. Managing People in Organizations.