Managerial accountability

Legislation foresees delegation of decision-making by senior managers to lower levels of management

Review of legislation to verify that it foresees delegation of decision-making by senior managers to lower levels of management.

Clear objectives, roles and responsibilities are assigned within the organisations (%)

Analysis of survey responses from a sample of public servants in middle management positions to the following question or statement: “I am aware of my objectives, role and responsibilities within the organisation.” Answer options are: Strongly disagree, Tend to disagree, Neither disagree nor agree, Tend to agree, Strongly agree, Do not know, Prefer not to answer. Points are allocated based on the percentage of respondents who replied “Tend to agree” and “Strongly agree” to the survey question (x): • x < 10% = 0 points. • 10% ≤ x < 90% = linear function. • x ≥ 90% = 2 points.

Perception of empowerment of middle-managers in line ministries (%)

Analysis of survey responses from a sample of public servants in middle-level management positions to the following statement: “To what extent do you agree with the following statement: Under normal circumstances, I feel autonomous and empowered to take my own managerial decisions on operational/day-to-day issues (for example budget, HR, procurement, project management or service delivery), without political interferences.” Answer options are: Strongly disagree, Tend to disagree, Neither disagree nor agree, Tend to agree, Strongly agree, Do not know, Prefer not to answer. Points are allocated based on the percentage of respondents who replied “Tend to agree” and “Strongly agree” to the survey question (x): • x < 10% = 0 points. • 10% ≤ x < 90% = linear function. • x ≥ 90% = 2 points.

Procurement/contracts of low-level purchases (less than EUR 5 000) are signed below the level of minister

Results are taken from the organisation, accountability and oversight area, sub-indicator 13.1.9., criterion 1. Analysis of five ministries (ministries responsible for finance, social affairs, justice, economy and education) to assess the scope of delegation of decision-making authority at two levels: 1) from the political level (minister) to the administrative level (senior civil servants); and 2) from the top administrative level (secretary general/permanent secretary of the ministry) to the lower administrative level (heads of units within the ministry). Delegation is defined as meaning that no higher managerial approval is needed to take decisions. Delegation from the political to the administrative level is prioritised to promote separation between policy-making and operational activities. Therefore, four criteria relate to delegation from the ministerial level to the administrative level, while three criteria concern delegation within the administrative level. The seven regular decision-making items are checked in all five ministries. The administration is asked to provide documentary evidence for each of the seven decisions. SIGMA verifies the information provided during on-site observations and interviews with relevant staff members of the sample ministries. Points are awarded based on the number of reviewed ministries that meet the requirement, 0.2 points per ministry.

Recruitment decisions and employment contracts of senior advisers and similar positions are signed below the level of minister

Results are taken from the organisation, accountability and oversight area, sub-indicator 13.1.9., criterion 2. Analysis of five ministries (ministries responsible for finance, social affairs, justice, economy and education) to assess the scope of delegation of decision-making authority at two levels: 1) from the political level (minister) to the administrative level (senior civil servants); and 2) from the top administrative level (secretary general/permanent secretary of the ministry) to the lower administrative level (heads of units within the ministry). Delegation is defined as meaning that no higher managerial approval is needed to take decisions. Delegation from the political to the administrative level is prioritised to promote separation between policy-making and operational activities. Therefore, four criteria relate to delegation from the ministerial level to the administrative level, while three criteria concern delegation within the administrative level. The seven regular decision-making items are checked in all five ministries. The administration is asked to provide documentary evidence for each of the seven decisions. SIGMA verifies the information provided during on-site observations and interviews with relevant staff members of the sample ministries. Points are awarded based on the number of reviewed ministries that meet the requirement, 0.2 points per ministry.

Replies to public information requests are signed below the level of minister

Results are taken from the organisation, accountability and oversight area, sub-indicator 13.1.9., criterion 3. Analysis of five ministries (ministries responsible for finance, social affairs, justice, economy and education) to assess the scope of delegation of decision-making authority at two levels: 1) from the political level (minister) to the administrative level (senior civil servants); and 2) from the top administrative level (secretary general/permanent secretary of the ministry) to the lower administrative level (heads of units within the ministry). Delegation is defined as meaning that no higher managerial approval is needed to take decisions. Delegation from the political to the administrative level is prioritised to promote separation between policy-making and operational activities. Therefore, four criteria relate to delegation from the ministerial level to the administrative level, while three criteria concern delegation within the administrative level. The seven regular decision-making items are checked in all five ministries. The administration is asked to provide documentary evidence for each of the seven decisions. SIGMA verifies the information provided during on-site observations and interviews with relevant staff members of the sample ministries. Points are awarded based on the number of reviewed ministries that meet the requirement, 0.2 points per ministry.

Regular annual leave requests are formally approved by the line manager

Results are taken from the organisation, accountability and oversight area, sub-indicator 13.1.9., criterion 4. Analysis of five ministries (ministries responsible for finance, social affairs, justice, economy and education) to assess the scope of delegation of decision-making authority at two levels: 1) from the political level (minister) to the administrative level (senior civil servants); and 2) from the top administrative level (secretary general/permanent secretary of the ministry) to the lower administrative level (heads of units within the ministry). Delegation is defined as meaning that no higher managerial approval is needed to take decisions. Delegation from the political to the administrative level is prioritised to promote separation between policy-making and operational activities. Therefore, four criteria relate to delegation from the ministerial level to the administrative level, while three criteria concern delegation within the administrative level. The seven regular decision-making items are checked in all five ministries. The administration is asked to provide documentary evidence for each of the seven decisions. SIGMA verifies the information provided during on-site observations and interviews with relevant staff members of the sample ministries. Points are awarded based on the number of reviewed ministries that meet the requirement, 0.2 points per ministry.

Business trips of staff members are formally approved (signed) below the level of permanent secretary or equivalent

Results are taken from the organisation, accountability and oversight area, sub-indicator 13.1.9., criterion 5. Analysis of five ministries (ministries responsible for finance, social affairs, justice, economy and education) to assess the scope of delegation of decision-making authority at two levels: 1) from the political level (minister) to the administrative level (senior civil servants); and 2) from the top administrative level (secretary general/permanent secretary of the ministry) to the lower administrative level (heads of units within the ministry). Delegation is defined as meaning that no higher managerial approval is needed to take decisions. Delegation from the political to the administrative level is prioritised to promote separation between policy-making and operational activities. Therefore, four criteria relate to delegation from the ministerial level to the administrative level, while three criteria concern delegation within the administrative level. The seven regular decision-making items are checked in all five ministries. The administration is asked to provide documentary evidence for each of the seven decisions. SIGMA verifies the information provided during on-site observations and interviews with relevant staff members of the sample ministries. Points are awarded based on the number of reviewed ministries that meet the requirement, 0.2 points per ministry.

Approval of training for staff members is authorised below the level of permanent secretary or equivalent

Results are taken from the organisation, accountability and oversight area, sub-indicator 13.1.9., criterion 6. Analysis of five ministries (ministries responsible for finance, social affairs, justice, economy and education) to assess the scope of delegation of decision-making authority at two levels: 1) from the political level (minister) to the administrative level (senior civil servants); and 2) from the top administrative level (secretary general/permanent secretary of the ministry) to the lower administrative level (heads of units within the ministry). Delegation is defined as meaning that no higher managerial approval is needed to take decisions. Delegation from the political to the administrative level is prioritised to promote separation between policy-making and operational activities. Therefore, four criteria relate to delegation from the ministerial level to the administrative level, while three criteria concern delegation within the administrative level. The seven regular decision-making items are checked in all five ministries. The administration is asked to provide documentary evidence for each of the seven decisions. SIGMA verifies the information provided during on-site observations and interviews with relevant staff members of the sample ministries. Points are awarded based on the number of reviewed ministries that meet the requirement, 0.2 points per ministry.

Order for the payments of salaries to the staff of the ministry are signed below the level of minister

Results are taken from the organisation, accountability and oversight area, sub-indicator 13.1.9., criterion 7. Analysis of five ministries (ministries responsible for finance, social affairs, justice, economy and education) to assess the scope of delegation of decision-making authority at two levels: 1) from the political level (minister) to the administrative level (senior civil servants); and 2) from the top administrative level (secretary general/permanent secretary of the ministry) to the lower administrative level (heads of units within the ministry). Delegation is defined as meaning that no higher managerial approval is needed to take decisions. Delegation from the political to the administrative level is prioritised to promote separation between policy-making and operational activities. Therefore, four criteria relate to delegation from the ministerial level to the administrative level, while three criteria concern delegation within the administrative level. The seven regular decision-making items are checked in all five ministries. The administration is asked to provide documentary evidence for each of the seven decisions. SIGMA verifies the information provided during on-site observations and interviews with relevant staff members of the sample ministries. Points are awarded based on the number of reviewed ministries that meet the requirement, 0.2 points per ministry.

Alignment between management and budget structures (%)

Checks whether senior managers have their budgets allocated to them. The analysis is carried out based on data provided by the ministry responsible for the co-ordination of internal control and a review of the budget structure and the organigramme, comparing the managerial/ organisational structures and budgets adopted by the parliament, or a more detailed budget breakdown adopted by the government. The organisational structure is defined in the country context, but it typically refers to independent constitutional bodies, agencies and departments or sectors within ministries. Points are allocated based on the level of alignment between management and budget structures within ministries (x): • x < 30% = 0 points. • 30% ≤ x < 80% = linear function. • x ≥ 80% = 2 points.