Final Version September 2010 Integrated Management System (IMS) for sustainable development on local and regional level

Transcription

1 Final Version September 2010 Integrated Management System (IMS) for sustainable development on local and regional level Scope Continuous extension geographically and content wise: From one site towards the whole urban area From relevant environmental aspects towards all sustainability aspects according to the Aalborg Commitments. Elements of the IMS Steps of the management cycle Documents / reference tools (Update of) Baseline Review - Baseline Review Target Setting - Strategic Programme - Action Plan(s) Political Commitment - Council resolution Implementation and Monitoring - Monitoring Programme Evaluation and Reporting - Internal Audit (system review and performance) - Monitoring Report - Sustainability Report Cross-cutting elements Documents / reference tools Involvement and Communication - Plan for communication and involvement of stakeholders - Plan for internal communication - SPOT one point for the access to the IMS documents Organisational set-up - Organizational structure (with clear definition of roles and responsibilities) - Capacity building programme for employees

2 Performance oriented management system: Definition of performance Achievement at the end of a management cycle Different levels of performance: excellent/ fair/ poor/non-performance Performance must be better than legal compliance How to measure and evaluate performance Comparison of achievements (at the end of the management cycle) with targets set in the strategic programme Assessment of achievements by stakeholders involved Gradually expanding scope (depending on starting point) Minimum requirements with regard to performance Use of set of key indicators plus individual indicators for all relevant sustainability aspects and in all management elements (Baseline Review, Strategic Programme, Monitoring, Reporting) Time-related SMART 1 targets in Strategic Programme and Action Plan(s) Assessment of evaluation outcomes by stakeholders Political commitment is achieved (approved Strategic Programme, Internal Audit and Monitoring Report recognized by City Council) Widen scope gradually: From one site approach to the whole urban area and focus on environmental aspects to all dimensions of sustainability Information on performance in Sustainability Report Minimum requirements on content and process regarding all management steps Minimum requirements on content = Documents/tools which should be developed in each step of the IMS and the related specific content. Minimum requirements on process = Procedural steps needed for the implementation of the IMS. (UPDATE OF) BASELINE REVIEW for the Baseline Review Includes set of key indicators Includes identification of relevant plans and programmes with their targets and objectives currently in place and of importance to sustainability aspects Baseline review is done by cross departmental working group Recognition of Baseline Review by City Council 1 SMART = Specific, Measurable, Achievable, Realistic, Time-bound I 2

3 (UPDATE OF) BASELINE REVIEW for the Baseline Review Includes identification of relevant systems and procedures in place to realize municipalities legally required and voluntary plans and programmes (system audit) Includes overview on relevant legislation (or indication where to find legislation) and system /procedure on up dating of legislation (legal compliance) Includes stakeholder analysis In case of assignment of Aalborg Commitments (AC): Submission of Baseline Review latest 12 months after assignment of AC to the AC Secretariat TARGET SETTING for the Strategic programme Includes long term (10/15 years) and short term (3/5 years) SMART targets and measures Target setting is based on the results of the Baseline Review Target setting needs to focus on the aspects of local policies with significant impact regarding environment and sustainable development Includes set of key indicators, related to Targets Includes Action Plan(s) (work-plan for the implementation of Strategic Programme with particular reference to short term targets) Includes definition of follow up mechanism Involvement of stakeholders at least in Target setting Strategic Programme approved by the city council In case of assignment of Aalborg Commitments (AC): Submission of Strategic Programme latest 24 months after assignment of AC to the AC Secretariat I 3

4 for the Action Plan(s) Based on the objectives and targets of the Strategic Programme. Each measure needs to be related to a target Description of concrete measures and projects to be realised: - What is to be done? (title, short description of measure) - Who is responsible? (person, department or stakeholder, contact details) - Who should support the implementation and how (person, department, contact details) - By when should the measures be completed? (timetable, date of realisation) - Which personnel and financial resources are assigned? (staff, budget) - Identification of indicator(s) to evaluate success of measure - Information to the public: To whom? Which instruments? Timetable? Green procurement procedures in case of call for tender or purchase by local government? (yes/no/under development) Involvement/consultation of those who eventually will implement the actions POLITICAL COMMITMENT Council resolution for the approval of the decision to implement the IMS and of the organisational set-up Council resolution for the recognition of Baseline Review, Internal Audit, Monitoring Report Council resolution for the approval of the Strategic Programme Council resolution for signing the Sustainability Report Approval of the decision to implement the IMS and of the organisational set-up by City Council - Mayor in representation of the City Council has the leading role and is the final responsible for the implementation of the IMS Recognition of Baseline Review, Internal Audit, Monitoring Report by City Council Approval of the Strategic Programme by City Council Sustainability Report signed by City Council I 4

5 IMPLEMENTATION AND MONITORING Includes the use of set of key indicators in Baseline Review, Strategic Programme/Action Plan, Internal Audit, Monitoring Report and Sustainability Report to measure/proof performance (= continuous improvement) Includes the definition of a Monitoring Programme (what, when, how, ), to monitor both process (fulfilment of action plan, system rules etc.) and performance (= improvement achieved against targets) Results of monitoring are included in Sustainability Report Annual Monitoring, by writing a Monitoring Report Relevant stakeholder have the possibility to give feedback on Monitoring Report Recognition of Monitoring Report plus result of stakeholder feedback by City Council EVALUATION AND REPORTING Definition of an yearly internal procedure for the evaluation of process and performance, including check-list/specific procedure for the Internal Audit and the drawing up of an Emergency Plan in case of no compliance with legislation Includes an annual Monitoring Report, which describes the results of the monitoring activity developed according to methods/procedures defined in the Monitoring Programme - Internal Audit realized by IMS-coordinator and an auditor not involved directly in the IMS - Includes mechanism for evaluation and feedback by stakeholders - Internal Audit report plus result of stakeholder feedback recognized by City Council Monitoring Report plus result of stakeholder feedback recognized by City Council I 5

6 EVALUATION AND REPORTING Includes at least one Sustainability Report within an election period, including: - Council decision to implement IMS and allocate resources - Organizational Set up with contact responsible for external communication - Sustainability Policy of the Local Authority including targets of the Strategic Programme - Main activities to fulfil targets of Strategic Programme - Main results gained as enhanced in the Monitoring Report - Level of performance gained Includes documentation of all relevant elements of the IMS (Organizational set-up, mechanisms for system review etc.) Sustainability Report signed by City Council Setting-up of one point of reference for the access to relevant documentation by stakeholders/staff involved (see also Involvement and Communication) INVOLVEMENT AND COMMUNICATION Includes the definition of a Plan for communication and involvement based on stakeholder analysis (developed within the Baseline Review) and including public rules for stakeholder involvement Includes a Plan for internal communication defining rules, procedures, outputs (e.g. Capacity Building Programme) Include publication of minimum one Sustainability Report within an election period Includes documentation of all relevant elements of the IMS for internal and external communication (Rules for stakeholder involvement, participatory processes etc) - Stakeholder involvement according to the scope in the appropriate format in all key elements of the IMS (stakeholder involvement in target setting as a minimum) - Possibility for feedback from stakeholders involved and information on if and how the feedback has been considered - Documentation and regular evaluation of participatory processes - Regular information on IMS for staff - Possibility for feedback from staff Sustainability Report signed by City Council Setting-up of one point of reference for the access by stakeholders/staff involved to relevant documentation for internal and external communication I 6

7 ORGANIZATIONAL SET-UP Includes the definition of organizational structure for all steps of the IMS, with clear identification of roles, responsibilities and internal structures (Organisational set-up) Reference to financial and human resources of the IMS Includes rules for involvement of City Council Include assignment of coordinator and coordination team with adequate business directives Include assignment of a Coordination Board, responsible for supervising the whole IMS, comprising representatives from all departments relevant for resource management and sustainability Includes assignment of internal auditor, independent by coordination team Includes the definition of a Capacity building programme for employees and documentation of realization Includes documentation of established organisational set-up Organisational set up approved by City Council - Mayor in representation of the City Council has the leading role and is the final responsible for the implementation of the IMS I 7