EU Customs Competency Framework for the Private Sector Overview

Transcription

1 EU Customs Competency Framework for the Private Sector Overview February 2014

2 Table of Contents A. Introduction... 3 Reference Documents... 3 Acronyms and Abbreviations:... 3 Document Purpose... 4 Structure... 4 B. The EU Customs Competency Framework Background and Approach... 5 Introduction... 5 Vision... 5 Methodology... 6 C. The EU Customs CFW for the Private Sector - Components... 7 Overall EU Customs CFW for the Private Sector... 7 a) Core Values... 7 b) Proficiency levels... 8 c) Professional Competencies d) Operational Competencies e) Management Competencies Role Mapping Usage of the EU Customs Competency Framework for the Private Sector Role Types Role Mapping Matrix D. EU Customs Competency Framework for the Private Sector Deliverable Components

3 A. Introduction Reference Documents Ref. Title Version Date R01 The Dublin Strategy TBC TBC R02 Competency Dictionary for the Public Sector V1.0 21/12/2012 R03 The EU Customs Competency Framework for the Public Sector V1.0 01/2014 R04 FYI For Your Improvement" 4th edition Lombardo and Eichinger. 4th Ed. 04/01/2004 R05 Feasibility Study N/A N/A R06 Report DEVELOPMENT OF A COMPETENCY FRAMEWORK N/A N/A Table 1: Reference Documents Acronyms and Abbreviations: Acronyms EC EU HR IP MS CFW Description European Commission European Union Human Resources Intellectual property Member State(s) ( MS Customs Administrations ) Competency Framework Table 2: Acronyms and Abbreviations 3

4 Document Purpose This document describes the approach taken in the development of the EU Customs Competency Framework for the Private Sector. It describes the important definitions, the main inputs and the decisions taken. An overview of the EU Customs Competency Framework for the Private Sector is included. However, for more in depth information, it is advised to consult the specific components of the Competency Framework for the Private Sector. Structure This document is organised as follows: The Introduction chapter gives the context of the document and includes the Reference Documents, Acronyms and Abbreviations and Document Purpose; The EU Customs Competency Framework for the Private Sector Background and Approach chapter - gives an overview of the origins of the Competency Framework for the Private Sector. It also provides information on the vision and the methodology used in the development of the framework. The EU Customs Competency Framework for the Private Sector - Components chapter - describes the relevant elements of the framework, explains the decisions made during its development, and provides a high level overview of how the elements fit together. Detailed information relating to the competencies and the Customs roles can be found in the following documents: EU Customs Role Mapping Matrix for the Private Sector; the EU Customs Role Descriptions and the EU Customs Competency Dictionary for the Private Sector. The EU Customs Competency Framework for the Private Sector - Deliverable Components chapter - presents the list of documents that form the complete EU Customs Competency Framework for the Private Sector. 4

5 B. The EU Customs Competency Framework Background and Approach Introduction The EU Customs Competency Framework for the Private Sector has been developed based on the EU Customs Competency Framework for the Public Sector. It aims to improve the performance levels of those who work in the Private Sector and have regular interactions with Customs Administrations. The following definitions are applied in relation to this work: A competency is the application of knowledge, skills and behaviours in a professional context ; A competency framework is the whole of skills, attitudes, insights and the application of knowledge that are required to perform successfully in a specific professional context. Vision Following the policy recommendations of the feasibility study led by DG TAXUD in 2011, it was convened that a "common framework to learning and continuous development for the Customs profession is a key step to achieve improved customs operations and better organisational performance throughout Europe". In this context, the EU Customs Competency Framework for the Public Sector was developed. In this subchapter, the focus will be on the vision of the Customs Competency Framework for the Public Sector, as it was the foundation for the development of the EU Customs Competency Framework for the Private Sector. Furthermore, it will be the building block to drive improved delivery of Customs service and improved business outcomes by supporting overall workforce development. In essence, the framework for the Public Sector will support the achievement of the following key business outcomes (out of many) that were agreed by the MS Customs Administrations and Trade Organisations as priorities for the Customs profession: Harmonisation of delivery and standards Ensuring that Customs Administrations and Traders operate in a uniform and transparent manner across the EU. To define standards relating to required skills and knowledge and training for a high performing Customs workforce; Better responsiveness to Change and Future Oriented Participants identified the next decade as a period of profound change (continuing the deep changes that have already 5

6 occurred) as a result of shifting trade patterns, global financial crises and the rapidly changing nature of business operations and supply chains. After the publication and distribution of the EU Customs Competency Framework for the Public Sector, the Trader community requested the development of a similar framework for private organisations and companies actively involved in the Customs Industry. In this respect, the EU Customs Competency Framework for the Private Sector is the mechanism to deliver consistently high standards of service in Trade Organisations. Methodology The development of the EU Customs Competency Framework for the Private Sector was an iterative process which is depicted below in Figure 1 - Competency Framework Methodology for the Private Sector. As mentioned earlier, it is partly based upon the EU Customs Competency Framework for the Public Sector. In addition, a project group with representatives from the Private Sector was established. These experts gained deep understanding of the required skills, knowledge, abilities and expertise required to improve the delivery and interaction between Private Sector Organisations and Customs Administrations. Finally, the framework was tested during a role mapping exercise. In the context of this exercise, multiple companies were visited. Their organisation structures were analysed, including a review of job descriptions and interviews with employees and managers. These visits allowed the project group to test and fine-tune the framework against the reality. The EU Customs Competency Framework for the Private Sector is intended to be a living document, which is future-oriented and aims to set the optimal standards for the interaction between the Trader and European Customs administrations. 6

7 Figure 1 - Competency Framework Methodology C. The EU Customs CFW for the Private Sector - Components Overall EU Customs CFW for the Private Sector This section describes the overall framework, including a high level overview of each element of the EU Customs CFW for Trade. This consists of the EU Customs Role Mapping Matrix for the Private Sector, the EU Customs Role Descriptions and the EU Customs Competency Dictionary for Traders [R02]. For detailed information, please consult each individual document. The EU Customs CFW for the Private Sector is underpinned by a set of core values which should be demonstrated by any Trader or any individual working within the Private Sector and interacting with Customs Administrations of the EU. The competencies are divided into different layers of Management, Professional, and Operational competencies. Each competency can be assigned one of four proficiency levels, from Awareness (Proficiency Level 1) to Expert (Proficiency Level 4). Details of the proficiency levels are further described in the following sections. a) Core Values The Customs Core Values are the values that underpin the goals and beliefs of everyone working in a Customs profession. They do not have an associated proficiency level as each individual 7

8 should strive to achieve and demonstrate these values at all times, and are considered fundamental to someone s approach to their profession. Figure 2 - Customs Core Values b) Proficiency levels There are four proficiency levels provided in the framework. When using the framework, a competency and associated proficiency level for the competency will be chosen. The proficiency level indicates the level of ability, or experience required from the resource to operate in the role that requires the competency. The proficiency levels are defined in Figure 3 - Proficiency Levels. 8

9 Figure 3 - Proficiency Levels 9

10 c) Professional Competencies The Professional competencies are intended to be used in a more general, broader professional context and therefore do not necessarily apply to the Customs Industry only. Customs Professionals should demonstrate different proficiency levels per professional competency, ranging from Proficiency Level 1 Awareness to Proficiency Level 4 Expert, depending on their specific role, responsibilities and tasks. The competencies that were chosen for inclusion have been analysed and are deemed relevant for employees from the Private Sector who interact with EU Customs administrations. The competencies are based on the EU Customs Competency Framework for the Public Sector and are made specific for the Private Sector. Figure 4 - Professional Competencies d) Operational Competencies The Operational competencies are intended to be applied in Customs specific tasks in the Private Sector. They are more technical and should be applied in a more job-specific manner. Customs Professionals should demonstrate different proficiency levels per operational competency, ranging from Proficiency Level 1 Awareness to Proficiency Level 4 Expert, depending on their specific role, responsibilities and tasks. It should be noted that Operational Competencies in themselves are not sufficient to perform the role of a Customs professional. In almost all cases, they should be combined with competencies from the professional competencies layer and the management competencies layer, to ensure that the Customs professional will be successful in his or her role. As these competencies are specific to Traders & the Private Sector involved in Customs, and not generic, a scope description per competency is included in the Competency Dictionary. 10

11 Figure 5 - Operational Competencies e) Management Competencies The Management Competencies are intended to be used by Customs professionals with management responsibilities. However, this does not imply that Professional and Operational Competencies are excluded from management roles. It must be noted that the focus of this Competency Framework is on the interaction between Traders and Customs Administrations. Hence, the Management Competences that are solely related to internal management tasks are not included in the framework. Figure 6 - Management Competencies Role Mapping Usage of the EU Customs Competency Framework for the Private Sector The next step of using the EU Customs Competency Framework is applying it for role mapping. In the context of the project, this exercise was required to test the framework and discover any missing competencies, but also to demonstrate how the framework can be applied in the different company contexts. For the purpose of demonstrating the use of the EU Customs Competency Framework, a selection of potential roles was identified in order to: 1. Demonstrate how the EU Competency Framework for the Private Sector could be used and applied in different private organisation contexts; 2. Test the level of detail in the Competency Framework. 11

12 The first step in the Role Mapping was to identify the different roles and provide a description for those roles, with their associated high level tasks. The high level tasks of each role facilitated the identification of the competencies required to execute each role, as well as the optimal proficiency level required to perform the Customs roles effectively. Role Types Three role types are defined. They are described in Table 3 Role Types Type Definition Example Manager A person holding a (line) management role typically leads (an) operational team(s). The team members of his or her team do not fulfil an official management role themselves and are usually specialists in their respective field of expertise. Team lead Operational Specialist A person holding a team lead role is typically part of an operational team. He or she supports his or her team members in complex enquiries and cases related to his or her specific expertise. A team lead assigns the tasks among the team members of his or her team. A person holding an Operational Specialist role has typically specialised extensively in a certain domain. He or she is usually involved in the day-to-day Customs operational activities. He or she is responsible for their own work but also has to work in teams and will therefore have an additional responsibility of ensuring the success of the team. Table 3 Role Types Managers of (an) operational team(s), e.g. the manager of the team that is responsible for completing the Customs formalities in Export & Exit for a Customs Broker. Team lead of the team that is responsible for completing the Customs formalities related to Transit for a Customs Broker. Operational Specialist that is responsible for ensuring that a private sector trader is compliant with the relevant legislation. Role Mapping Matrix The Role Mapping Matrix for the Private Sector includes the Role Descriptions and Competency Profiles for the identified roles. When creating roles and role descriptions, it is advised to start from the Role Mapping Matrix which contains the different roles. These roles have been identified during various Role Mapping visits to different traders and companies from the private sector working and interacting with Customs Administrations of the European Union. The Matrix represents the roles required for a typical Private Company involved in European Customs. It consists of a matrix (in Excel format) that provides an overview of the common Customs roles. For each of these identified roles, a role description, including high level tasks and an optimal competency profile are described. The role descriptions can be consulted by clicking on the links in the matrix or they can also be found in a separate Word document. 12

13 All Operational Specialist Team lead Manager EU Customs Competency Framework for the Private Sector - Overview Functional Domain Type Entry of Goods Transit Temporary Storage Release for Free Circulation Export & Exit Special Procedures excluding Transit Customs Compliance Assurance Customs Payments Cross Functional Customs Manager role Team lead in the Entry of Goods Domain Team lead in the Transit Domain Team lead in the Temporary Storage Domain Team lead in the Team lead in the Release for Free Export & Exit Circulation Domain Domain Team lead in the Special Procedures (excl. Transit) Domain Specialist in the Entry of Goods domain Specialist in the Transit domain Specialist in the Temporary Storage domain Specialist in the Specialist in the Release for Free Export & Exit Circulation domain domain Specialist in the Special Procedures (excl.transit) domain Specialist in the Customs Compliance domain Specialist in the Customs Payments domain Customs Fundamentals: Basic level of competencies for all Customs Professionals in Trade/private sector Figure 7 - Role Mapping Matrix 13

14 D. EU Customs Competency Framework for the Private Sector Deliverable Components The competency framework for the Private Sector consists of the following documents and supporting tools: EU Customs Competency Framework for the Private Sector - Overview This is the Word document explaining the components of the EU Customs Competency Framework for the Private Sector and outlining the approach taken in the development of the framework. This document is intended for anyone who wants to understand the background of the development of the EU Customs Competency Framework for the Private Sector; EU Customs Competency Dictionary for the Private Sector This is a Word document containing the detailed information regarding the Core Values, Operational, Professional, and Management Competencies. Additionally, it contains the descriptions for the Proficiency Levels; Introduction Presentation for the Private Sector A PowerPoint presentation which provides a high level overview of the Competency Framework for the Private Sector (only available on request); EU Role Mapping Matrix and Role Descriptions for the Private Sector The Excel file containing common Customs roles for different traders and companies working and interacting with Customs Administrations of the European Union, with role descriptions, high level tasks per role and a competency profile specific for each role. The Role Descriptions are also available a Word document format. In addition, a user guide is distributed that explains how the Role Mapping Matrix can be used. 14