TSGB Rules. Job description for the TSGB General Manager and Assistant (Administrative Regulatory Services) STAR project deliverable 9

Transcription

1 TSGB Rules Job description for the TSGB General Manager and Assistant (Administrative Regulatory Services) STAR project deliverable 9 Date: 20 June 2014 Author: Dr Christopher Querée

2 Owner: TAP Phase Two Project Team Client: TAP TSI Steering Committee Version: V1-0 Page 2

3 1. Document history 1.1 Document location This document is available in the member s area of the TAP TSI project extranet. 1.2 Revision history This document was revised as follows: Revision date Version Summary of changes Changes marked 20/06/14 V1-0 Release version None 1.3 Approvals The approval for this document is as follows: Name Title Approval Issue date Version Project Team TAP Steering Committee 1.4 Distribution Project manager, workstream leaders Joint Chairmen This document is distributed to: Approved 20/06/14 V1-0 Name Remark Issue date Version TEN-T Agency TAP Steering Committee Project Team Interested public Official recipient of the STAR project deliverables Chairs, members and alternates All members of the Project Team On TSI.uic.org 1.5 Document maintenance This document is published by the TAP TSI Phase Two Transition team. Any reader detecting errors or needing clarification should contact the TAP TSI Phase Two project team. Page 3

4 2. Table of contents 1. Document history Document location Revision history Approvals Distribution Document maintenance 3 2. Table of contents 4 3. List of definitions 5 4. Introduction Purpose of the document 6 5. General Manager and Assistant job descriptions Description of the TSGB Responsibilities of the General Manager and Assistant Skills and Experience of the General Manager Recruitment process for the General Manager Skills and Experience of the Assistant Recruitment process for the Assistant 9 6. Administrative services Administrative services provided by the General Manager Administrative service service levels 11 Page 4

5 3. List of definitions The following table defines words in the text. Abbreviation Chair General Assembly General Manager Internal Rules of the TSGB Regulatory Services Resolution Statutes Supplier TAP TSI Third Party TSGB Vice Chair Meaning means the natural person who either chairs General Assembly meetings or nominates the Vice-Chair to act in his-her place, as defined in art. 5.6 of the present document means the body responsible for the management and operation of the TSGB means the natural person who provides administrative services to support the TSGB such rules as are set out in relevant documents of the TSGB, as produced and amended from time to time As defined in document TSGB Regulatory Services means an official decision of the General Assembly as a result of agreement by consensus or by a vote means the Statutes of the TSGB is a generic term for an organisation that provides a service (as defined in the TSGB Regulatory Services document) used by TSGB Licencees irrespective of the commercial basis for that supply whether by a service partner under a framework agreement or by a service provider under a supply contract Commission Regulation (EU) No 454/2011 on the technical specifications for interoperability - Telematic Applications for Passenger Services or as re-published from time to time means any organisation that is not a member of a Stakeholder Association and is not a public authority means the TAP TSI Services Governance Body Means a natural person who acts in place of the Chair for General Assembly meetings, as defined in art of the present document Page 5

6 4. Introduction 4.1 Purpose of the document This document is deliverable number 9 for the STAR project. It provides the job description for the TSGB General Manager and Assistant. The job description can and will be updated as the work of the TSGB evolves over time The job description must be read together with the TSGB Rules document, which provides further detail about the operation of the TSGB and the method of appointment for the General Manager and the Assistant. Page 6

7 5. General Manager and Assistant job descriptions 5.1 Description of the TSGB The TSGB is an AISLB incorporated in Belgium. The members of the TSGB are licenced railway undertakings and ticket vendors, as defined in the TAP TSI Regulation. The TSGB General Assembly is made up of all the members and they direct the activities of the TSGB through a series of resolutions The purpose of the TSGB is to ensure that the TAP TSI Regulatory Services exist in a manner that allows regulatory obligations to be met and regulatory rights to be enjoyed. The TSGB achieves this by providing computer and administrative services. These services are provided by the General Manager and the Assistant. The annual budget is in the order of 300K, provided by the members. Further details are available from the TSGB Chair. 5.2 Responsibilities of the General Manager and Assistant The management of the service provision is the responsibility of the General Manager, supported by an Assistant. The General Manager reports to the Chair of the TSGB General Assembly. The General Manager and the Chair will work closely together to ensure that the regulatory services are provided to the satisfaction of the General Assembly. The Assistant reports to the General Manager The General Manager will have the responsibilities granted to him/her by the General Assembly. These responsibilities are summarised in this document and will be described in detail in the TSGB Operational Procedures document to be prepared by the General Manager The Advisory Committee has no role in the definition of the responsibilities of the General Manager and cannot issue the General Manager with tasks or responsibilities other than those agreed by the General Assembly and documented in the TSGB Operational Procedures In the first years of the TSGB, the critical responsibility of the General Manager is, on behalf of the General Assembly, to execute, monitor and report on the development and implementation plan set out in the TSGB Delivery Plan document. Once this plan has been executed, the critical responsibility is to oversee, monitor and report on the operational regulatory services the plan has created The General Manager will negotiate agreements with service partners and conduct any procurement needed for those services for which a service partner solution is not possible. All service provider procurements shall be based on the minimum life cycle cost for the provision of the regulatory service over at least three years The General Manager will provide the information needed by the General Assembly to select the supplier of a regulatory service according to the procurement principles set out in the TSGB Rules The responsibilities of the General Manager will include: providing the administrative services described in section 6.1 below and meeting the service levels described in section 6.2 below preparing and maintaining a set of TSGB Operational Procedures that are approved by the General Assembly and which describe in detail the services and service levels to be provided by the General Manager and the Assistant Page 7

8 ensuring that the Regulatory Services are made available to TSGB Licencees as defined in the document TSGB Regulatory Services and according to the development and implementation plan set out in the TSGB Delivery Plan document executing service management of contracts with suppliers both Service Contracts and Framework Agreements including the management of TSGB Licencee complaints and the early termination of Supply Contracts or Framework Agreements subject to poor performance by the supplier monitoring and reporting on the TSGB Delivery Plan and on the performance of the framework agreements and supply contracts presenting all relevant service provision and financial issues to General Assembly meetings preparing the draft annual accounts and the draft budget defining proposals for the annual Stakeholder Association charges and third party Licencee fees that must be decided on by the General Assembly informing the Advisory Committee of the activities and projects of the General Assembly and General Manager through provision of the minutes of the meetings of General Assembly and by providing access to related procedures and documents informing the Advisory Committee of the costs associated with the TSGB activities and on the charges levied on TSGB licensees, subject to Belgian data protection laws. 5.3 Skills and Experience of the General Manager The General Manager must have the legal right to work in Belgium The General Manager must have at least ten years experience in the management of computer and administrative service delivery, with at least five years within a railway environment. There is no specific educational requirement although it is expected that the General Manager will be educated at least to degree level The proven ability to analyse systems and identify key requirements that meet onerous obligations within the railway industry is essential as is the ability to analyse systems, processes, obligations and proposals to identify quickly the full range of risks and opportunities presented The post holder must have a proven track record in negotiating with and controlling the activities of suppliers and an ability to define, document and manage contracts and control processes and define and monitor key performance criteria The post holder must be a highly effective communicator with well-developed interpersonal and presentational skills that gain the confidence of users and suppliers alike. 5.4 Recruitment process for the General Manager The recruitment of the General Manager is the responsibility of the Chair of the TSGB Assembly. S/he will make a call for candidates by inviting all Stakeholder Associations and TSGB Licencees to propose candidates. S/he, together with the Vice Chair, will assess candidates against the skills and experience requirements set out in section. They will interview a shortlist and propose the preferred candidate to the General Assembly for a decision. The proposal will include the commercial and contract terms to be applied. Page 8

9 5.4.2 If the preferred candidate and terms are approved by a resolution of the General Assembly then the Chair will conclude the contract. If not, the Chair will seek to change the terms or will seek another preferred candidate, include a further call for candidates if needed, as agreed by the General Assembly. 5.5 Skills and Experience of the Assistant The Assistant must have the legal right to work in Belgium The Assistant must need to demonstrate the following experience: careful and diligent working ability in conventional office computer tools ability to maintain website data ability to work with budgets and financial reports There is no specific educational requirement although it is expected that the Assistant will be educated to degree level. 5.6 Recruitment process for the Assistant The recruitment of the Assistant is the responsibility of the General Manager. S/he will make a call for candidates by inviting all Stakeholder Associations and TSGB Licencees to propose candidates, but will also advertise locally. S/he will assess candidates against the skills and experience requirements set out in section 5.4. S/he will interview a shortlist and after consultation with the Chair and Vice-Chair will propose the preferred candidate to the General Assembly for a decision. The proposal will include the commercial and contract terms to be applied If the preferred candidate and terms are approved by a resolution of the General Assembly then the General Manager will conclude the contract. If not, the General Manager will seek to change the terms or will seek another preferred candidate, including a further call for candidates if needed, as agreed with the Chair. Page 9

10 6. Administrative services 6.1 Administrative services provided by the General Manager The General Manager will be responsible for the provision of all these services but will delegate 1 tasks to the Assistant as required for the effective management of the TSGB. Therefore, in the following text the term General Manager also includes Assistant as determined by the General Manager The General Manager will publish detailed information on the internet that explains to interested parties whether they are a stakeholder or a third party, and how they can apply, or whether they have no rights or obligations under the Regulation and therefore cannot be a Licensee The General Manager will prepare the terms of the standard licence under which all TSGB Licencees will have access to the services of the TSGB. S/he shall obtain approval for the contents of the licence by a resolution of the General Assembly This information will be provided by the General Manager to Member State National Contact Points for them as far as possible to distribute as part of their responsibilities If an organisation considers that it is a stakeholder or a third party it may apply to be a Licensee of TSGB. Being a Licensee gives rights to all the services provided by the TSGB. The TSGB application will require the organisation to submit supporting documents showing if they are a stakeholder and, if so, attached to which stakeholder group. The General Manager will verify the application and the documentation Once a licence is confirmed, the General Manager will set up the appropriate access for the Licensee to all the operational computer services. This will include the notification service relating to updates to TSGB resources and assets. If a licence is declined where required by the TSGB Statutes, the party can raise the matter with its Member State regulatory body The primary administrator for a Licensee is responsible for adding all named individuals for that Licensee and setting all access control rights and roles The General Manager shall provide access to all the information needed by potential Licence applicants including their obligations and rights both towards TSGB and also towards other Licensees. This shall include web-based information and a telephone and service. The telephone and service shall be manned during normal office hours in Europe (08:00 UTC to 16:00 UTC) The General Manager shall process requests for new, changed or cancelled Licences. The General Manager shall determine the status of Licensees based on documentary evidence as defined in the TSGB Statutes. The General Manager shall ensure that the applicant agrees to be bound by the TSGB Statutes and that the new Licensee understands they may be liable to pay damages to another Licensee(s) if found in breach For new Licensees, and on demand for existing Licensees, the General Manager shall create or change or remove the relevant entry in the membership computer system For new Licensees, and on demand for existing Licensees, the General Manager shall create or change or remove the registry identity of the administrator(s) nominated by a 1 Delegation means the passing of the execution of a task to the Assistant but with the General Manager remaining ultimately responsible for its satisfactory completion. Page 10

11 Licensee to manage the Licensee s individual users and to set access control levels for those users The General Manager shall have no involvement in the addition, change or deletion of individuals within a Licensee organisation or their roles and rights apart from the administrator(s) The General Manager shall enable Licensees to search for other Licensees and to provide the contact details of their administrator(s). The administrator shall enable licensee to search for other users in the same Licensee organisation The General Manager shall maintain all accounting books and meet all accounting controls as required by law and as required by TSGB Statutes Within five working days of the end of each calendar month, the General Manager shall assemble complete financial reports for all activity that has taken place in the previous month. The General Manager shall distribute this information as determined by the General Assembly The General Manager shall provide statutory reports to the tax authorities as required by law and shall ensure that audits are carried out as required by company law The General Manager shall maintain a list of authorised signatories for the TSGB and the level and number of signatories required for decision and action The General Manager shall as authorised by the General Assembly open, maintain and manage the bank account(s) for the TSGB according to the TSGB Rules The General Manager shall maintain records of all chargeable activity, shall seek approval for payments according to the TSGB Statutes and shall make payments where authorised The General Manager shall seek payment of debts according to the TSGB Rules The General Manager and the Assistant shall attend TSGB General Assembly meetings as required to report on their activity. 6.2 Administrative service service levels The task requirements for the General Manager are defined in the table below. The volumetrics may be larger if a simple charging regime is not possible. Requirement Volumetrics Service Level Administrative process requests for Licences including confirmation of status as stakeholder (of various kinds) or third party Create/change/remove entry in membership computer service including definition of administrator(s) Maintain accounting books and accounting controls required by law 100 in first year 50 a year thereafter 100 in first year 50 a year thereafter Once Two weeks Three months in first year Two days thereafter All data correct within five days from instruction Provide standard monthly financial reports to the TSGB Monthly One week prior to meeting Page 11

12 Requirement Volumetrics Service Level Provide ad-hoc financial reports on demand 50 per year Two days from instruction Provide statutory reports Annually Within company law deadlines Keep records of all chargeable activity On-going Two days from instruction Administer payments 5 to 10 payments expected per month Pay bills and collect debts 40 to 60 transactions per month Invoices processed in five days Payment within 30 days of valid invoice Documents processed in five days Manage cases where debts are overdue Quarterly In monthly report to General Assembly Page 12