EU Customs Competency Framework - Overview. A. Introduction B. The EU Customs Competency Framework Background and Approach...

Transcription

1 January 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... 7 C. The EU Customs Competency Framework - Components... 8 Career model... 8 Overall EU Customs Competency Framework... 8 a) Core Values... 9 b) Proficiency levels c) Professional Competencies d) Operational Competencies e) Management Competencies Role Mapping Usage of the EU Customs Competency Framework Hierarchical Levels Role Mapping Tool and Role Mapping Matrix D. EU Customs Competency Deliverable Components

3 A. Introduction Reference Documents Ref. Title Version Date R01 The Dublin Strategy TBC TBC R02 Competency Dictionary V1.0 21/12/2012 R03 UCC: Proposal for the Union Customs Code, v COM(2012) 64 final - Regulation (EC) 515/97 64 final 20/02/2012 R04 Customs Blueprint Pathways to Modern Customs N/A N/A R05 WCO Picard Professional Standards N/A N/A R06 NZ Customs Service Competency Framework N/A N/A R07 FYI For Your Improvement" 4th edition Lombardo and Eichinger. 4th Ed. 04/01/2004 R08 Feasibility Study N/A N/A R09 Report DEVELOPMENT OF A COMPETENCY FRAMEWORK N/A N/A R10 EU Customs Competency Framework Tool N/A N/A Table 1: Reference Documents Acronyms and Abbreviations: Acronyms EC EU HR IP MS Description European Commission European Union Human Resources Intellectual property Member State(s) ( MS Customs Administrations ) Table 2: Acronyms and Abbreviations 3

4 Document Purpose This document describes the approach taken in the development of the EU Customs Competency Framework. It describes the important definitions the inputs and decisions taken. An overview of EU Customs Competency Framework is included; however for more in depth information, it is advised to consult the Competency Dictionary for the individual competency definitions. Structure This document is organised as follows: The introductory part of the document provides an Introduction, Reference Documents, Acronyms and Abbreviations and Document Purpose; The EU Customs Competency Framework Background and Approach chapter gives an introduction to the competency framework and the approach used in its development; it also provides information on its vision and methodology. The EU Customs Competency Framework - 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 can be found in the EU Customs Competency Dictionary and are not listed here. The EU Customs Competency Framework - Deliverable Components chapter -presents the list of documents and supporting tools that form the complete EU Customs Competency Framework package. 4

5 B. The EU Customs Competency Framework Background and Approach Introduction The EU Customs Competency Framework is the first step to achieve a common strategic performance development framework for the Customs Administrations of the European Union. It has been developed based on input from a number of participants from the Member States (MS), documentation from the World Customs Organization (WCO) and other international sources. In addition, an expert project group with representatives from the MS was established to ensure that national experience in the usage and application of competency frameworks in the field of Customs was taken into account. 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 by participants in the study 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". These participants represented National Customs Administrations of the EU; a number of Trade organisations and other relevant stakeholders, The EU Customs Competency Framework is part of this common framework and is the foundation on which subsequent elements of the common framework are built upon. It will be the building block to drive improved delivery of Customs service and improved business outcomes by supporting workforce development. In essence it 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 operates 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; 5

6 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 occurred) as a result of shifting trade patterns, global financial crises and the rapidly changing nature of business operations and supply chains, The EU Customs Competency Framework is the mechanism to deliver consistently high standards of service in all MS Customs Administrations. It will bring a harmonised EU approach and is the basis to set a common training and education framework to support Member States (MS) in delivering the skills and knowledge that the Customs profession needs. This will enable MS Customs Administrations to deliver world-leading Customs services throughout the European Union (EU). Additionally, Customs must be able to respond to change, and be future oriented to remain ahead of shifting trade patterns, global financial crises and the rapidly changing nature of business operations and supply chains. The EU Customs Competency Framework aligns with the strategic direction to address these requirements and to develop high performing Customs workforces. This will be achieved through the definition of a shared view of the competencies that high performing Customs professionals currently need, and those that they need in the future - see Figure 1 - European Customs Vision. Figure 1 - European Customs Vision 6

7 Methodology The development of the EU Customs Competency Framework was an iterative process which is depicted below in Figure 2 - Competency Framework Methodology. Initially, development was based on a number of inputs from various sources. These included training material and plans from various National Administrations; existing National competency frameworks, where available; competency approaches and best practice documents received from MS; and other international resources. After the development of an initial framework, an expert project group was established to review and update the Competency Framework based on their expertise and inputs. A number of project group workshops were held over a period of time, which resulted in an updated and an improved framework based on the experts feedback. The final step in the methodology was to incorporate MS comments and points of view. This was achieved via MS review and feedback implementation, and additionally through a role mapping exercise. The role mapping exercise consisted of a review of position descriptions and interviews of employees and their managers. This final step in the methodology aimed to improve the overall quality, usability and completeness of the framework, as gaps are identified and competencies are further defined and categorised. The EU Customs Competency Framework is intended to be a living document, which is future-oriented. MS may adapt the EU Customs Competency Framework to their own specific use, to include additional competencies or to request updates to be made by DG TAXUD. The EU Customs Competency Framework aims to set the optimal standards for European Customs. Figure 2 - Competency Framework Methodology 7

8 C. The EU Customs Competency Framework - Components Career model The EU Customs Competency Framework career model currently identifies two career paths: a strategic management and an expert career path. The objective is to provide a framework that is flexible and generic so that it can be adapted by MS for their specific purpose. For example, MS may use it to define training measures, in recruitment to identify roles to be fulfilled or in performance management to validate that employees are performing to the required level. This career model has been used as a reference point, when developing the individual competencies of the EU Customs Competency Framework. Figure 3 - A model with two career paths Overall EU Customs Competency Framework This section describes the overall framework, including a high level overview of each element of the EU Customs Competency Framework. For detailed information relating to the individual competencies, please see the Competency Dictionary [R02]. The EU Customs Competency Framework is underpinned by a set of core values which should be demonstrated by any individual who works within the Customs profession in the EU. The competencies are then 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 8

9 further described in the following sections. There are no separate competencies for the Expert Career Path; the difference is that the competencies required to be considered an expert must be demonstrated by an individual with a proficiency level of 4, i.e. at an Expert level. Figure 4 - High Level Overview EU Customs Competency Framework for Customs a) Core Values The Customs Core Values are the values that underpin the goals and beliefs of EU Customs Administrations. These fundamental values underlie the behaviours of Customs professionals and match the personal beliefs of the people who work in EU Customs Administrations. The Customs Core Values are applicable to everyone who works in the EU Customs Administrations. They do not have an associated proficiency level as each individual should strive to achieve and demonstrate these values at all times, and are considered fundamental to someone s approach to their profession. 9

10 The core values were chosen and discussed with the Competency Framework project group. They are aligned with the EU mission statement and the Union Customs Code. Figure 5 - 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 6 - Proficiency Levels. 10

11 Figure 6 - Proficiency Levels 11

12 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 Customs only. However, the competencies that were chosen for inclusion have been analysed and are deemed relevant in the Customs profession. The competencies are based on existing national competency models. In addition, they are strongly aligned with the Lominger s competency descriptions [R07], and adapted to the EU Customs context. Figure 7 - Professional Competencies d) Operational Competencies The Operational Competencies are intended to be used in roles that are more specific to Customs Administrations. They are more technical and should be applied in a more job-specific manner. The Operational Competencies are based on the Union Customs Code [R03] and the EU Customs Blueprint [R04]. These documents were used as the key input to the discovery and definition of the operational competencies. Considering that the Competency Framework applies to all operational roles, including those that are supported only by National legislative provisions, additional competencies were also added to cover these. For example, Audit and Supply Chain Operations are areas that are not explicitly mentioned in the Union Customs Code. However, they are included to reflect comprehensively the on the job knowledge and skills that are required for EU Customs professionals. As these competencies are specific to Customs, and not generic, the Competency Dictionary includes a scope description to assist the user in understanding where and when the competency could be applied for roles in EU Customs operations. 12

13 Figure 8 - Operational Competencies e) Management Competencies The Management Competencies are intended to be used specifically for Customs professionals with management responsibilities. However, this does not imply that Professional and Operational Competencies are excluded from roles in management. Depending on the role, a selection of Operational and Professional Competencies will typically also be necessary. Some of the Management Competencies are Customs specific, others are generic. Naturally, there are different levels of management ranging from line management to strategic management. The Management Competencies in this document may apply to all levels depending on the specific contexts within Member States. The competencies are based on existing national competency models. In addition, they are strongly aligned with the first and second draft of the WCO Picard professional standards competency model [R05] and have been adapted to the EU Customs context. Figure 9 - Management Competencies Role Mapping Usage of the EU Customs Competency Framework The next element of the EU Customs Competency Framework is its use 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 national contexts of the MS. For the purpose of demonstrating the use of the EU Customs Competency Framework, a hierarchical organisational structure and a selection of potential roles were identified in order to: 13

14 1. Demonstrate how the EU Competency Framework for Customs could be used and applied in a national context; 2. Test the level of detail in the Competency Framework. 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 roles effectively. In the Sample Roles section below, a selection of roles are depicted. They are based on the New Zealand Customs Service Competency Framework and included here for illustrative purposes only. Based on the levels from the New Zealand Customs Service, a European Role Mapping Matrix was developed to depict the customs roles that are common to the European Customs Administrations. Hierarchical Levels The New Zealand Customs Service Competency Framework [R06] defines a leadership career path for Customs professionals in New Zealand. As no such framework exists for EU Customs, this framework was adapted for the EU Customs Competency Model, in order to define roles and test it at various levels. This is chosen for illustrative purposes only. Six hierarchical levels have been identified to represent the Customs profession. These range from operational levels up to the higher executive management levels. At each level, a role may be defined and those roles may follow either of the career paths that have been identified in the development of the EU Customs Competency Framework i.e., the Expert Track or the Strategic Management Track. The New Zealand levels are: 1. Personal and Peer Leadership only responsible for own action, not working alone on a specific task 2. Lead Customs Tasks only responsible for own action, but also takes accountability for tasks on which multiple people have worked, without officially leading a team 3. Lead Customs Teams Team leader; (Management or Expert Track) 4. Lead Customs Leaders Leading the team leaders ( Management or Expert Track) 5. Lead Customs Groups Leading the leaders that lead the team leaders, reporting to the highest level (Strategic / Operational) 6. Lead Customs Service Leading the Customs Administration (Strategic and Operational) 14

15 The hierarchical levels have also been adapted to include scope for the Expert Career Path. Someone working at the Expert level is not required to lead a team; however it may be that someone is working at the Levels 1-6, as listed above, but can also be considered one of the expert types below. These expert levels are: 1. Junior Expert Developing deep skills in a particular area and is recognised for their abilities / contributions in an area of competence 2. Expert Expert in a particular area, known by colleagues as the go to person for their area of competence. Contributes in solving complex problems in that area. 3. Senior Expert Expert in one or more domains. Is known by colleagues as the go to person for their expertise. Can contribute to policy development, and any decisions that are made relating to this area of expertise. The diagram below outlines how the two career paths are related in the New Zealand Customs administration. Figure 10 - Roles and Levels 15

16 During the development of the Role Mapping Matrix and the identification of Common Customs Role in Europe, the framework from New Zealand was adapted to better reflect the European context. Figure 11 depicts the career paths envisaged for the European Role Mapping Matrix. Figure 11 - Roles and Levels in European Role Mapping Matrix Role Mapping Tool and Role Mapping Matrix The supporting documents consist of a standalone Excel tool which can be used for the role mapping. In addition, a European Role Mapping Matrix has been created that includes the Role Descriptions and Competency Profiles for the identified common Customs roles. The standalone tool includes all the necessary information, such as the Competency descriptions, and the Proficiency Level descriptions to enable users to use the Competency Framework fully, to develop their own role profiles for their Customs Administration. The tool consists of the two templates for role mapping: Create a Role Template for the definition of a role, mapped with its associated competencies. The user will then select the associated proficiency levels for the chosen competencies; Roles Overview The second template is for a high level overview of all roles / competencies in a matrix. This is useful for HR, for example, to have a high level view of the roles. This is editable to add more competencies / roles. 16

17 Figure 12 Supporting Tools Create a Role and Figure 13 - Roles Overview below give a snapshot of what the tool looks like. For details on how to use the tools, please refer to the tool [R10] itself where there are clear instructions on its usage. Figure 12 Supporting Tools Create a Role Figure 13 - Roles Overview When creating roles and role descriptions, it is advised to start from the Role Mapping Matrix that contains the different European Common Customs Roles. This is because these roles have been identified during various Role Mapping visits to Customs administrations from MS and represent the roles required in the most typical Customs Administrations in the EU. It consists of a matrix (in Excel format) that gives an overview of all the common roles. For each of these identified roles, a role description, including high level tasks for that role and an optimal competency profile are described. The role descriptions can be consulted by clicking on the links in the matrix or in separate Word documents. 17

18 Figure 14 - Role Mapping Matrix D. EU Customs Competency Deliverable Components The competency framework consists of the following documents and supporting tools: EU Customs Competency Framework - Overview This is the Word document explaining the components of the EU Customs Competency Framework and also outlining the approach taken in the definition of the competencies. It explains the decisions made regarding why certain competencies were chosen in each section, with particular emphasis on explaining how we defined the list of operational competencies (i.e. based on the Union Customs Code, on-the-job related competencies and future oriented). This document is useful for anyone who wants to understand the background to the development of the EU Customs Competency Framework; EU Customs Competency Dictionary This is a Word document containing the detailed information regarding the Core Values, Operational, Professional, and Management Competencies. Additionally it will provide the descriptions for the Proficiency Levels; EU Customs Competency Framework 101 A PowerPoint presentation which provides a high level overview of the Competency Framework (only available on request); 18

19 EU Customs Competency Framework Tool - The Excel file is a tool that can be used for Role mapping within the Competency Framework. Also provided are some worked examples which demonstrate the possible application of the Competency Framework. EU Role Mapping Matrix and Role Descriptions The Excel file containing common Customs roles in a Customs Administration in the EU, with role descriptions, high level tasks per role and a competency profile specific for each role. The Role Descriptions are also available in separate Word documents per Functional Domain. National Implementation Support Guide The Word document that provides additional guidelines when implementing the Competency Framework on a national level. 19