A reorganization and digital transformation program for the Greek Local and Regional authorities by Elias Litsos and Marianna Ioannidou

1. A Reorganization and Digital
Transformation Program for the Greek
Local and Regional Authorities
THE 10TH SAMOS 2020 SUMMIT
ON ICT-ENABLED GOVERNANCE
Elias Litsos and Marianna Ioannidou,
E.E.T.A.A. S.A., Greece

2. The Hellenic Agency for Local Development and
Local Government -E.E.T.A.A. S.A
Scientific and Technical Advisor of Local and
Central Government for the promotion of
local and regional development
 Provides support for the developmental & social
role of Local Government
 Designs & implements projects for the
Improvement of Local Government Administrative
capacity

3. Strategic objectives of the Program in 4
areas of intervention
Processes & Regulatory
framework
Simplifying, standardizing
and automating the
administrative procedures of
Municipalities and Regions /
Legislative changes
Information systems
Promoting the digitization
& interoperability of Local
Government
Organizations
Organizational &
management standards
Redesigning
organizational
structures, job profiles
and performance
management indicators
Human Resources
Improving
knowledge,
competences and
mindset of Local
Government
Organizations staff

4. Program Owner & Stakeholder
collaboration
Funding from the
Operational
Program "Public
Sector Reform“,
NSRF 2014–2020
A programming
Agreement has
been signed
between
a) the Ministry of
Interior,
b) the Central
Union of Greek
Municipalities
c) the Union of
Regions of Greece
A programming
contract has been
signed between the
Ministry of Interior
and Ε.Ε.T.Α.Α.
The Monitoring
Committee is
attended by a
representative of
the Ministry of
Digital Governance
Program owner : Ministry of Interior

5. Program Actions and Budget
Action 3 :«Training of municipal and regional staff in order to be able to
implement the new operational models», with a budget of 3.0 million €.
Action 2 :«E-Government infrastructures for the implementation of the new
operational models of the 1st and 2nd Degree LGOs», with a budget of 23.9
million €.
Action 1 : «Reorganization and administrative reform of Local Government
Organizations (1st and 2nd Degree ) – Simplification and Standardization
of procedures - Pilot operation», with a budget of 3.6 million €.

6. The first Action of the Program
(currently implemented)
Reorganization and administrative reform of Local
Government Organizations (1st and 2nd Degree) – Process
Simplification and Standardization - Pilot operation
Subproject 1
Process Simplification and
Standardization of LGOs -
Organizational and operational
standards - Specifications of the
necessary information systems
Subproject 2
Managing change for
the reorganization of
LGOs

7. Subproject 2 : Work Packages, Schedule
& Budget
Work Packages 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
1
Description of the existing organizational &
operational model / Mapping, modelling and
evaluation of existing processes
2
Strategic planning of the new operational
model / Process simplification and
standardization / Legislative changes
3
Elaboration of standards for the organizational
structure, staffing and performance
measurement of LGOs
4
Information systems &
Interoperability specifications
5
Transition plan from existing to new
operational model / Design of training
programs
6 Pilot applications
A contract has been signed between EETAA and the association of
companies “DBC – EEO – UBITECH”, after international competition
(Price with VAT : 1.475.432,60 €)

8. WP 1 : Description of the existing organizational &
operational model / Mapping, modelling and assessment
of existing processes
Activities
1. Description of
the existing
operational model
in the pilot LGOs
2. Modelling
of existing
processes
3. Process
Assessment
Objectives
Complete mapping of the existing
organizational structure,
operational procedures and IS of
pilot LGOs
Utilizing modern process
management software
(ADONIS)
Identification of processes which :
a) will be transformed
(b) will be abolished
(c) will be maintained in transition
until they are finally removed

9. WP 2 : Strategic planning of the new operational model /
Process simplification and standardization / Legislative
changes
Activities
1. Strategic
planning of the
new LGOs
operational model
2. Process
simplification and
standardization
3.Proposal for new
services & internal
processes
4.Proposal of the
necessary legislative
changes and
amendments to the
regulatory framework
Objectives
Investigation of good international
practices for the transformation of
services and internal processes
Digital transformation of provided
services in order to become Level 4
and 5 services, following a specific
methodology for reducing
administrative burdens
Design of new services (not
currently provided) in line with
European best practices
Establishment of a uniform
/standardized mode of operation for
all LGOs, taking into account their
specificities

10. WP 3 : Elaboration of standards for the organizational
structure, staffing and performance measurement of LGOs
Activities
1. Design of
- Standard job profiles
- Standard organization charts
- Staffing standards
2. Elaboration of process
efficiency and effectiveness
indicators
Objectives
Adoption of uniform
organizational
specifications for
LGOs
Documented
performance
evaluation of LGOs

11. WP 4 : Information systems &
Interoperability specifications
Activities
1. Information
systems
specifications
2. Interoperability
specifications
3. Design of the
new ICT
architecture and
infrastructure for
LGOs
Objectives
-Documented functional and
non-functional requirements
-Management Information
system (MIS)
- Central subsystem of
Interoperability Services
(Enterprise Service Bus )
- Web services
Modern, open, cost-effective
infrastructures with reusability

12. WP 5 : Transition plan from existing to new operational model
/ Design of training programs
Activities
1. Elaboration of a
Transition plan
2.Design of training
programs
Objectives
Gradual & Smooth
change from the existing
to the new operational
state of LGOs
Improving knowledge,
capabilities and skills
and achieving a change in
personnel culture

13. WP 6 : Pilot applications
Activities
Pilot applications
Objectives
Evaluation of the new
organizational and
operational standards
applicability

14. Subproject 2 : Critical success factors
 Development of a constantly updated process
management system of LGOs
 Compliance with EU and Greek standards and
regulatory framework
 Decisions within the project must be evidence-
based, potentially after simulation
 Application of the “Once – only” principle
 Scientific support of E.E.T.A.A. by experts
 Project management & Risk management
 Change management (Subproject 1)

15. Panagiotou
Nikolaos,
Associate
Professor,
N.T.U.A.
Veskoukis
Vasilios,
Associate
Professor,
N.T.U.A.
Charalambidis
Ioannis ,
Associate
Professor of
the University
of the Aegean
Euripides
Loukis,
Professor of
the University
of the Aegean
Cooperation with Experts

16. Subproject 1 is implemented by EETAA and
includes the following actions :
 P l a n n i n g a n d c o n d u c t i o n o f s e m i n a r s a i m i n g t o i n f o r m l o c a l a n d
r e g i o n a l a u t h o r i t i e s a b o u t t h e p r o j e c t ,
 F o r m a t i o n o f t h e m a t i c n e t w o r k s ( l o c a l , r e g i o n a l a n d c e n t r a l l e v e l )
c o m p r i s e d o f m u n i c i p a l , r e g i o n a l a n d m i n i s t e r i a l s p e c i a l i z e d
e m p l o y e e s ,
 D e s i g n a n d u s e o f a s p e c i a l l y d e s i g n e d e l e c t r o n i c p l a t f o r m
f a c i l i t a t i n g c o m m u n i c a t i o n b e t w e e n E E T A A a n d t h e m a t i c n e t w o r k s ’
m e m b e r s ,
 C o n d u c t i o n o f s u r v e y s t o e v a l u a t e t h e c u r r e n t w o r k i n g e n v i r o n m e n t
o f l o c a l a n d r e g i o n a l a u t h o r i t i e s ,
 C o n s u l t a t i o n p r o c e s s o n s u b p r o j e c t ’ s 2 d e l i v e r a b l e s t o c o l l e c t
c o m m e n t s a n d s u g g e s t i o n s f r o m t h e m a t i c n e t w o r k s ’ m e m b e r s .
Subproject 1: Change management for
the reorganization of local and regional
authorities

17. Why to encourage local authorities’ personnel to
participate in the project?
E s t i m a t e t h e c u r r e n t
w o r k i n g c o n d i t i o n s i n
l o c a l a n d r e g i o n a l
a u t h o r i t i e s
I d e n t i f y p o t e n t i a l
c h a l l e n g e s
G e t m u n i c i p a l a n d r e g i o n a l
e m p l o y e e s i n v o l v e d i n t h e
p r o j e c t f r o m i t s v e r y
b e g i n n i n g
M a k e p u b l i c e m p l o y e e s
u n d e r s t a n d t h e i m p o r t a n c e
o f t h e i r r o l e i n t h e
u p c o m i n g c h a n g e
F a c i l i t a t e t h e i m p l e m e n t a t i o n o f S u b p r o j e c t 2
Ensure that the services provided by local
and regional authorities comply w ith the
European Standards (DESI)
B a s e s u b p r o j e c t ’ s 2
m a n a g e m e n t o n r e a l i s t i c
d a t a
P r o v i d e f u r t h e r m o t i v a t i o n
t o r e g i o n a l a n d c e n t r a l
w o r k i n g g r o u p s
b y r e m u n e r a t i o n

18. Digital Economy and Society Index (DESI) 2020,
Digital Public Services
Source: DESI 2020, European Commission
• E s t o n i a , S p a i n , D e n m a r k , F i n l a n d
a n d L a t v i a s c o r e > 8 5 %
• E U a v e r a g e o f 7 2 . 2 %
• R o m a n i a , G r e e c e , C r o a t i a , S l o v a k i a
a n d H u n g a r y s c o r e l e s s < 6 0 %
Source: DESI 2020, European Commission
T h r o u g h o u t t h i s p r o g r a m , G r e e k
L o c a l G o v e r n m e n t a i m s t o r e a c h
a v e r a g e E U s c o r e
Digital Public Services

19. Delineation of 10 Functional Areas (FA)
3 . E n v i r o n m e n t , S p a t i a l P l a n n i n g a n d
U r b a n P l a n n i n g
2 . E d u c a t i o n , C u l t u r e a n d S p o r t s
1 . S o c i a l P o l i c y , E m p l o y m e n t a n d
P u b l i c H e a l t h
4 . I n f r a s t r u c t u r e a n d T r a n s p o r t
5 . A g r i c u l t u r a l D e v e l o p m e n t
6 . I n d u s t r y , T r a d e , T o u r i s m
Throughout the delineation of the 10 FA shown above, the whole range of activities provided by local and regional
organizations is covered
7 . M u n i c i p a l P o l i c e a n d C i v i l
P r o t e c t i o n
8 . P l a n n i n g , e - G o v e r n m e n t a n d
C i t i z e n S e r v i c e
9 . F i n a n c i a l M a n a g e m e n t a n d
S u p p l i e s
1 0 . H u m a n R e s o u r c e M a n a g e m e n t a n d
A d m i n i s t r a t i v e O p e r a t i o n s

20. Planning and Conduction of seminars
P l a n n i n g a n d C o n d u c t i o n o f s e m i n a r s i n 1 1 r e g i o n s
s o a s t o i n f o r m l o c a l a n d r e g i o n a l g o v e r n m e n t ’ s p e r s o n n e l ( e l e c t e d
a n d p u b l i c ) a b o u t
 T h e a i m s o f t h e p r o j e c t a n d t h e i r r o l e i n i t
 T h e p a r t i c i p a t i o n o f m u n i c i p a l i t i e s a n d r e g i o n s i n s p e c i f i c t a s k s
 T h e d e l i v e r a b l e s t o b e s u b m i t t e d
a n d
m o t i v a t e l o c a l a n d r e g i o n a l g o v e r n m e n t ’ s p e r s o n n e l ( e l e c t e d a n d
p u b l i c ) t o
 F o r m t h e m a t i c n e t w o r k s ,
 I n f o r m t h e i r c o l l e a g u e s a b o u t t h e p r o j e c t a n d i t s i m p o r t a n c e ,
 C o o p e r a t e s o a s t o m a k e t h e u p c o m i n g c h a n g e a s u c c e s s f u l
p r o c e s s

21. Formation of thematic networks and the
communication platform (1)
Communication Platform:
https://diadikasies.eetaa.gr
• 2 7 0 M u n i c i p a l i t i e s ( 2 , 0 8 6
m e m b e r s ) , 1 2 r e g i o n s ( 1 4 4
m e m b e r s ) a n d 1 5 m i n i s t r i e s ( 3 7
m e m b e r s ) p a r t i c i p a t e i n t h e
p r o j e c t
• E a c h M u n i c i p a l i t y a n d r e g i o n
h a s a s s i g n e d o n e s p e c i a l i z e d
e m p l o y e e i n c h a r g e o f e a c h o f
t h e 1 0 f u n c t i o n a l a r e a s
• A l l m e m b e r s c o m m u n i c a t e v i a a
s p e c i a l l y d e s i g n e d
c o m m u n i c a t i o n p l a t f o r m
( h t t p s : / / d i a d i k a s i e s . e e t a a . g r )

22. Formation of thematic networks and the
communication platform (2)
• R e g i o n a l N e t w o r k s p a r t i c i p a t e i n
s u r v e y s a n d i n s u b p r o j e c t ’ s 2
c o n s u l t a t i o n p r o c e s s e s
• C e n t r a l W G s y n t h e s i z e r e g i o n a l
n e t w o r k s ’ a n s w e r s , a d d i n g t h e i r o w n
c o m m e n t s a n d s u g g e s t i o n s
• M u n i c i p a l N e t w o r k s p a r t i c i p a t e i n
s u r v e y s a n d i n s u b p r o j e c t ’ s 2
c o n s u l t a t i o n p r o c e s s e s
• R e g i o n a l w o r k i n g g r o u p s ( W G )
s y n t h e s i z e m u n i c i p a l n e t w o r k s ’
a n s w e r s , a d d i n g t h e i r o w n c o m m e n t s
a n d s u g g e s t i o n s
• C e n t r a l W G s y n t h e s i z e R e g i o n a l W G
a n s w e r s , a d d i n g t h e i r o w n c o m m e n t s
a n d s u g g e s t i o n s
R e g i o n s
M u n i c i p a l i t i e s
Local Level
(Municipalities)
Regional Level
(Municipalities,
Regions)
Central Level
(Municipalities,
Regions,
Ministries)
10 Central WG
1 WG/FA
12 Regional
WG
10 employees
/WG
Municipal
Networks
12 Regional
Networks (12
Regions)
• M i n i s t e r i a l e m p l o y e e s p a r t i c i p a t e i n
c e n t r a l W G , e m p h a s i z i n g o n t h e l e g a l
f r a m e w o r k
M i n i s t r i e s

23. Surveys and Results
EETAA is conducting 3
surveys aiming
to evaluate the current
situation of local and
regional authorities
P r o b l e m a t i c P r o c e d u r e s – P r o p o s e d
S i m p l i f i c a t i o n s a n d I m p r o v e m e n t s
( c o m p l e t e d i n 2 0 1 9 )
I n f o r m a t i o n a n d C o m m u n i c a t i o n
T e c h n o l o g i e s ( c o m p l e t e d i n 2 0 1 9 )
R e a d i n e s s o f t h e L o c a l a n d R e g i o n a l
A u t h o r i t i e s ’ p e r s o n n e l t o i m p l e m e n t
t h e o r g a n i z a t i o n a l C h a n g e – T r a i n i n g
R e q u i r e m e n t s ( J u l y 2 0 2 0 )

24. Consultation process on subproject’s 2
deliverables
Is posted
on the
platform
by EETAA
Consultation
period begins
(20 days)
Thematic
networks’
members make
comments and
suggestions:
guidelines and
clarifications
are provided by
EETAA
The contractor
makes all the
necessary
corrections on
the deliverable
The contractor
submits the
final version of
the deliverable
Each deliverable (work
package) submitted by the
contractor:

25. Conclusions - Discussion
Municipal, Regional
and Ministerial
employees are going
to embrace the
upcoming change
Subproject 2 will
upgrade the mode of
operation and the
services provided
Greek Local
Government will
comply with the
current European
Standards
Change Management (subproject 1)
Current Transition Future
Project Management (subproject 2)

26. Thank you for your attention