Annex 1: Statement of the Resources Director

Transcription

1 Annex 1: Statement of the Resources Director \\Goldleaf\OP9\cyclebudg\Cycle Budget 2004\CB-Manag-ref\AAR 04\AAR 2004-part 5 - annexes\aar 2004-opoce-annex1-2-final.doc 31 March 2005 AAR 2004 opoce-annex1-2-final 1/7

2 Déclaration du Directeur des Ressources Je déclare que, conformément, à la communication à la Commission sur la clarification des responsabilités des acteurs-clé en matière d audit et de contrôle interne à la Commission, j ai communiqué au Directeur général mes avis et recommandations sur l état général du contrôle interne à l Office des publications. Je certifie également par la présente que les informations fournies dans la partie 3 du présent rapport annuel d activité et dans ses annexes 2 et 3 sont, à ma meilleure connaissance, exactes et complètes. Luxembourg, le 31 mars 2005 (s.) Jacobus DOGGEN Directeur Ressources f.f. (*) (*) Le nouveau Directeur Ressources a pris ses fonctions à l Office des publications au 01 janvier Le Chef de l unité Ressources signe donc la présente déclaration au titre de l exercice AAR 2004 opoce-annex1-2-final 2/7

3 Annex 2: Internal process to establish the AAR A) Internal process to establish the AAR B) Reporting systems and internal communication C) Supporting documents AAR 2004 opoce-annex1-2-final 1/7

4 A) Internal process to establish the 2004 AAR The section "Gestion du cycle budgétaire" of the BUDGET unit coordinated preparation of the 2004 AAR as follows: Part 1 Policy results in 2004 Each head of unit provided his/her assessment of achievements compared to the 2004 objectives, giving the indicator information for this assessment. This was then reviewed by the Director General. Allocation of resources i) Staff For officials, the figures shown are the posts allocated in the organigramme at 01/12/04, compared to the 2004 AMP. For other staff, the data source was data held by the section handling salaries. ii) Appropriations The figures given at Annex 3 and presented in Part 1 by activity are those from DG Budget, dated 09 March Where necessary, figures for budget items shared in 2004 by two or more activities were split according to Business Object Reports giving budget execution by Authorising Officer by Subdelegation. Figures for other financial responsibility are coherent with those presented in the Annual management Report. The sources are: OJ L&C BO Report on 2004 payments made via liaison accounts Comptes auteurs Invoices registered in Planning as paid in 2004, by production unit Invoicing Gescom Part 2 Audit 2004 and AAR 2003 Follow-up Clarification with the Sec Gen 2/3/04. Resumé of key audit points prepared by Cycle budgétaire. Part 3 Management and internal control systems in 2004 Based on documents listed below in section C. First draft prepared by Cycle budgétaire, discussed with Resource Director, Former Resource head of unit, and the Director General. [Opinion of IAC taken into account 1 ] Part 4 Issues pertaining to the declaration (reservations) No reservations were defined by the Director General on the basis of the above information. 1 Document SEC(2003)59 refers, assessment given at meeting on 11/02/2005 on ICS Baseline requirements. AAR 2004 opoce-annex1-2-final 2/7

5 Part 5 Declaration and possible reservations The declaration was signed by the Director General based on the above-received information. Given the small number of key actors involved [as specified in document SEC(2003)59], the above consultations and regular contacts of the key actors throughout 2004 have been sufficient for the Director General to reach his conclusions leading to reservations and declarations. Given the specific nature of the Office and its limited cross delegations, there is no peer review. Annex 1 Annex 2 Statement by the Head of the Resources Unit Internal process to prepare AAR 2004 and internal communication Draft prepared by Cycle budgétaire Annex 3 Draft annual accounts and financial reports - DG Budget figures from 8 January Public procurement data prepared by the AO/Contrats unit. - Consultation between "Cycle budgétaire" and "Diffusion" on waivers of recovery. Annex 4 Annual Management Report 2004 of the Publications Office co-ordinated by the secretariat of the Director General, prepared on the basis of contributions from every unit, adopted by the interinstitutional Management Committee on 11 March 2005 [Article 5(g) of Decision 2000/459/EC, ECSC, Euratom of 20 July ]. In addition to meetings held within the Resources directorate, the 2004 AAR was discussed at the following meetings: Date Subject Attendance (by section) 11 Feb 05 ICS Cyc Bud, Dir Gen, Dir Ress 18 Feb 05 Whole document Cyc Bud, Dir Gen 18 Feb 05 Whole document Cyc Bud, HU CMS Feb Whole document Cyc Bud, Dir Gen Mar 05 Discussion of AAR and Annual Management Committee Management Report 2004 The AAR must be consistent with the Office's Annual Management Report of the Publications Office, adopted by the interinstitutional Management Committee (MC). The final text will be adopted after the MC meeting on 11 March draw up an annual management report based on a draft prepared by the Director, covering in particular all revenue and expenditure headings relating to work performed and services supplied by the Office in the light of analytical accounts;. AAR 2004 opoce-annex1-2-final 3/7

6 B) Reporting systems and internal communication I. Description of the reporting system/internal communication in the Publications Office There is a well-established structure for a regular flow of information (top-up and bottomdown) based on the following hierarchy of regular meetings, held weekly in 2004 unless indicated otherwise: Section meetings, usually headed by administrator. In some production sections these are held daily; Unit meetings organised by the head of unit with his administrators; Meetings between Financial control and budget desk officers; Production Directorate meeting - Director of Production and heads of unit in this directorate; Head of Unit meetings: held by the Director General. Attended by the Director of Production, all heads of unit, internal auditor, assistant and evaluator. The minutes of these meetings are available to all staff on the Intranet; Monthly meetings between Director General and each unit attached directly to him (attended by the Head of unit, and administrators); Annual meeting between Director General and each unit, all staff. Ad hoc meetings are called at all levels and between services as necessary. "Comités de suivi" concerning informatics and building policy Each committee, presided over by the relevant head of unit, comprises a representative of every unit and a representative of the local Staff Committee. These committees met as follows in 2004; the minutes of these meetings and the annual reports indicated below are available to all staff on the Intranet: Committee Number of meetings 2004 Annual 2004 report Informatics /d2989.pdf Building policy :11510/Rapport_2004.pdf On 28 September 2004, the Director general, Director of Production, heads of unit accompanied by an administrator, the IAC, assistant, evaluator, and head of the Financial Control section, attended a journée de réflexion to discuss objectives and indicators, informatics project management and financial control. AAR 2004 opoce-annex1-2-final 4/7

7 II. Description of the communication arrangements with the top level management (with details and dates) Les réunions du Directeur général (en sa qualité d'ordonnateur délégué) avec ses chefs d'unité (en leur qualité d'osd): Chaque lundi matin (sauf pendant les vacances) Les réunions du Comité de direction (titulaires et suppléants) en 2004: Titulaires: 25 juin 2004 Suppléants: 05 mars mars 2004 (Bruxelles) 14 mai juin octobre novembre 2004 Le Comité de direction a reçu 31 procédures écrites en 2004, y compris des informations trimestrielles sur des indicateurs clés, les activités de l IAC, et les virements de l Annexe 2. Les réunions du Directeur général avec le(la) Commissaire chargé(e) des relations avec l'opoce en 2004: Luxembourg 05 mai 2004 visite de Mme Reding et de Mme Grybauskaité Luxembourg 03 décembre 2004 visite de Mme Reding Bruxelles 26 février 2004 rencontre de M. Cranfield avec Mme Reding Bruxelles 07 septembre 2004 rencontre de M. Cranfield avec Mme Reding Bruxelles 16 décembre 2004 rencontre de M. Cranfield avec M. Figel Autres réunions dans le cadre de la gestion budgétaire: 09 mars 2004 hearing avec la DG BUDGET en présence de M. Cranfield 03 juin 2004 hearing au Conseil en présence de M. Cranfield Réunions entre la direction de l Office des publications et le Comité (local) du personnel en 2004: 21 janvier, 18 février, 24 mars, 21 avril, 26 mai, 30 juin, 15 septembre, 20 octobre, 24 novembre et 15 décembre. Le tableau suivant montre les relations entre l Office, le Comité de direction et les institutions: AAR 2004 opoce-annex1-2-final 5/7

8 PARLEMENT EUROPÉEN CONSEIL COMMISSION COUR DE JUSTICE COUR DES COMPTES COMITÉ ÉCONOMIQUE ET SOCIAL COMITÉ DES RÉGIONS Rapport de gestion Choix A1 + A2 État prévisionnel APS Comptes POUR SUITE AMP AAR Virements de crédits POUR INFORMATION BUDGET AIPN (Autorité Investie du Pouvoir de Nomination) POUR SUITE COMITÉ DE DIRECTION (Secrétaires généraux des institutions et Greffier de la Cour) - Règlement intérieur du Comité de direction (pour décision unanime) - Règles de fonctionnement de l Office (pour décision unanime) - Sélection A1, A2 (pour avis unanime) + A3 (pour avis favorable) - Annual Policy Strategy (APS) (pour décision) - Modalités d'application Titre V du Règlement financier (pour décision) - Rapport de gestion et Comptes (pour décision et transmission aux institutions) - État prévisionnel (pour décision et transmission à la Commission) - Politique de vente et de diffusion gratuite (pour décision) - Gestion du Journal officiel (pour décision) - Comptabilité analytique des dépenses (pour décision) - Nature, barème et comptabilité des prestations réalisées pour tiers (pour décision) - Projet Annual Management Plan (AMP) (pour information) - Projet Annual Activity Report (AAR) (pour information) - Reporting opérationnel trimestriel (pour information) - Reporting sur la gestion du personnel (pour information) - Virements de crédits (pour information ou décision) DIRECTEUR OFFICE DES PUBLICATIONS AAR 2004 opoce-annex1-2-final 6/7

9 C) Document references Documents used as basis for AAR IAS audit report «In-depth audit of the Office for Official Publications», final version dated 11 October 2004» COA DAS 2003 Letter from Mr Levysohn to Mrs Reding [Ref: PF 1415 DFO003821EN01-04PP-1415-OPOCE-OR.doc] AOS Reports received in reply to note RESS(2004) D/15914 Replies to specific requests to all sections and units where head of unit is not AOS to report on objectives and indicators Registers of Exceptions Replies to ICS questionnaire to measure effective compliance RESS-BUDG(04) D/14514 ICS Baseline requirement report RESS/BUDG/BUDG (05) D/2212 Financial Control report DIR GEN(05) D/2132 Notes made by Evaluator on the ad hoc Official Journal project AAR 2004 opoce-annex1-2-final Page 7/7