Public Administration Reform
Anna Bilous, Blavatnik School of Government, University of Oxford
Ukrainian civil service has been characterised as one of the most
unstable in the region (Verheijen & Rabrenovic 2015: 16) [6]. While the body of the
civil service was formed during the Soviet period, the public administration was
constantly going through changes both before and after independence. The most recent
reform agenda was formulated in 2014/15. Previously, the government declared the
start of a large-scale public administration reform in 1993, 2000 and 2011.
Prior to the recent reform strategy, the reforms were mainly
focused on the institutional reorganisation. The Law on Civil Service (1993)
introduced the concept of civil service and defined some of its functions. However,
the core responsibilities, recruitment process, reward system, and accountability
were not clarified. The 1993 understanding of civil service is limited: the civil
service is supposed to enable the government to “fulfil the functions of the state”.
In practice, this was reminiscent of the Soviet practice whereby civil service did
coordinate everything the government was supposed to be in charge of, including all
the firm activity. In the period post 1991, such a definition did not give enough
clarify on the issue apart from saying that civil service has to do everything that
the state does. This was also suggesting that that the civil service is in itself an
embodiment of the state. The 2000 Strategy introduced a number of changes, most
notably in the process of policy formulation, performance and appraisal systems.
Finally, the 2011 changes to the Law on Civil Service have never entered into force.
The issues raised in the 2011 draft law contributed to pursuing the reform agenda
(for instance, on performance assessment of civil servants).
Figure 1. Ukraine’s Governance Indicators
Source: World Bank’s Worldwide Governance Indicators
In the eyes of the general public civil service was a Pandora’s
box, and a potential threat to democracy. This tendency, though popular across
developed countries, was reinforced by the fact that the civil service, its
composition and incentive system and practices of interactions with politicians,
were formed during the Soviet period. Supporting this negative outlook was the
government effectiveness data produced by the World Bank: the Bank could not record
any major change in the performance of Ukraine’s government so far (Figure 1).
… and recently
The current wave of public administration reforms starts
with the adoption of the new edition of the Law on Civil Service in 2015. In
the following years, the government prioritised public administration
reform. As part of this effort, the government developed the Strategy
of Public Administration Reform for 2016-2020. The Strategy was broadly
based on the SIGMA framework for public administration reform developed by
the EU and OECD for the European Neighbourhood Partnership and EU Accession
Candidate countries. This was warmly welcomed by the international partners.
The European Commission estimated its total funding for a programme to
support the execution of the strategy at EUR 104 million [7]. To reflect on
the initial years of the Strategy implementation, the government has
conducted an assessment
of the public administration in 2018. Based on the results, the Strategy was
amended and extended till 2021.
External players such as the European Union, World
Bank Group, and European Bank for Reconstruction and Development have
all played a significant role in supporting positive change in Ukrainian
public administration. Perhaps most importantly, the European Union
supported the reform aimed at improving policy-making capacity within
the Ministries. The reform introduced new policy-making and strategic
planning divisions (called Directorates) within the government. The
Directorates were sponsored from the budget, with considerable support
from the EU. In 2017, the estimated assistance amounted to EUR 10
million [8]. This effort was conceptualised as a way to renew Ukrainian
civil service by attracting talent to well-paid government positions. 10
Ministries, 2 agencies and the Secretariat of the Cabinet of Ministers
took part in the pilot project that started in 2016. Since 2016, 58
Directorates were
formed as a part of the pilot with more than 500 reform experts
joining the government.
Moreover, the EU and the World Bank are assisting the
Government in developing human resource management, analysing public
accounting, tax administration and other core areas for an efficient
government operation. The programme
is fully financed by the European Union. The EU provided
a EUR 3.03 million grant for the development of the integrated HR
system. Another EUR 2 million were provided by the EU for the World
Bank’s advisory services in support of the reforms aimed at improving
efficiency in HR services. The Cabinet of Ministers adopted a high-level
Concept for Human Resources Management Information System (HRMIS)
implementation in public administrative institutions.
Success stories
There were multiple instances where civil service
reform has succeeded so far. We have identified the following
developments to illustrate the positive change:
1. Transparent and competition-driven
recruitment practices
The Government has made considerable progress on
multiple stages of the reform. The recruitment procedures were
modified, necessary changes in the regulations were adopted and
amended (in particular, the procedure for conducting competition for
civil service positions). The Government has launched the human
resources recruitment portal to advertise
positions and recruit new civil servants. 28,100 civil servants were
recruited through the competitive process in 2018 alone (Cabinet of
Ministers, 2019: 32) [9], while total number of civil servants in
Ukraine is about 200 thousand.
The Government is now working to create the Human
Resource Management Information System (HRMIS). The World Bank has
already conducted a background study,
and the contractor developing the HR portal has been selected
on an open tender. The National Civil Service Agency will be
responsible for the implementation of the HRMIS. Initial stage of
the project includes a limited number of central executive bodies,
and active phase will ensure a country-wide
coverage.
2. Competitive recruitment for Senior Civil
Servants
Introduction of transparent recruitment of senior
civil servants (grade A) was a truly revolutionary change. The
Government passed new regulations on Commission for Senior Civil
Service. The Commission started working already in 2016.
During 2016-2018, the Commission for Senior Civil
Service held 229 competitions for Category A positions in civil
service, including state secretaries of ministries, heads of oblast
and district state administrations, heads and deputy heads of
central executive bodies [10]. Based on the competition results, 150
officials were appointed, and 94 positions remain vacant (table 1).
Table 1. Recruitment Dynamics for Category A
Positions, 2016-2018
Source: Report
On Implementation Of Ukraine’s 2016-2020 Strategy For Public
Administration Reform In 2018, p.33
3. Reinforcing policy-making capacity within
Ministries
Introduction of Directorates within the
ministerial hierarchy has achieved its projected results: young
people and those from “outside of the system” went into the heart of
the government to strive for success of the reforms. While details
of the long-term reform are still in need of further consideration,
the reforms have to be congratulated on many intermediary
achievements. Among them - introducing competitive pay, eliminating
corruption in the recruitment process, improving training for civil
servants, setting a clear system of performance indicators and
reforming the image of civil servant in Ukrainian society (Bilous
& Tyshchuk 2019 [11]).
4. Striving to improve countries’
representation in international governance-related rankings
International rankings are used to evaluate the
reform. While international rankings can be questioned in terms of
methodology and gaming effects they create, they are definitely
unbiased and incorruptible by individual governments. The choice of
indicators provides a useful overview of the public administration
system and stimulates the government to pay attention to the way it
is accessed by international organisations and generate more and
better quality information about its operations.
An overview of the progress against different
rankings and indices is demonstrated in the Public Administration Report
(Directorate of Public Administration at the Secretariat of the
Cabinet of Ministers 2018:14) - figure 2.
Figure 2. Performance against the selected
international rankings and indices of governance
Source: Directorate
of Public Administration at the Secretariat of the Cabinet of
Ministers 2018, p. 14
5. Digitalization
Ukraine made a major breakthrough in the sphere of
digitalization. The digitalization agenda has affected service
delivery and internal workings of the state apparatus. In 2014, the
Government successfully passed the legislation on the administrative
services, allowing to simplify administrative service delivery for
the end users. At the end of March 2019, 121 types of administrative
services were available
to citizens and businesses online. Further improvements in other
services including implementation of the one-stop-shop approach were
also observed. With the “transparent offices” entering into force in
2014 [12], 778 Centres of Administrative Service Delivery were
operating in Ukraine by 2019. Moreover, the government has improved
its record in terms of publicly available information online, both
at the level of central and local authorities (Open
Data Barometer, 2019).
Secondly, the government has improved its internal
processes and organisation. Open and competitive procurement process
and the launch (and gradual improvement) of Prozorro system is just
one example. Prozorro system made many corruption schemes related to
government procurement impossible. The human resources recruitment
portal career.gov.ua was a step
forward in improving the transparency of the state apparatus and
attracting higher calibre of professionals to civil service.
Continuous development of the HRMIS, e-health, portal for educators,
and TREMBITA portal for interaction of government institutions have
all signified a move towards a rapid modernisation of Ukraine’s
public administration.
What are the key risks ahead?
- Lack of political support
- Changing the strategy of reform
- Reversal of the reform progress
- Ineffective communication of the reform
Civil service reform is not implemented for the
sake of civil service. In fact, all the changes are supposed to
contribute to:
- Generating better value for money
- Improving access to public services and their quality
- Making the way the government is running more efficient
- Increasing the chances that policy interventions are
effective
Each of those end goals of civil service reform
should be considered seriously. In a nutshell, these are the main
challenges governments are typically facing on their way to a more
efficient civil service.
Generating value for money implies that the
civil service is aimed at cost cutting. To this end, the civil
service has to be capable of producing up-to-date management data
series. Most governments find this challenging, so a lot of extra
efforts have to be put in to ensure that the current posts are
assigned the responsibility and hold accountable for executing the
necessary steps.
Access and quality of services: the
Government should focus on making reforms count for the public. In
other words, access and quality of services should be prioritised in
order to improve quality of governance. Moreover, this can also help
generate public buy-in (broaden the support base for the public
administration reform).
Making governments more efficient: The
positive change is hard to sustain. Once the government has changed,
there is a likelihood that reforms will be reversed or altered. The
inconsistency in reforming such a complex mechanism as civil service
often reduces chances for the reform effort to succeed. This is
because the rewards and bargains system (RBS) within the civil
service is hard to control for – and more prolonged period is needed
to understand the ways in which reform has changed this system. This
means that every reform changes the underlying reasons for why
people join and stay in the civil service, what skills and
experience are valued etc. This generates a balance of rewards and
bargains. Building on the need for some change in the RBS,
policymakers can make further interventions. However, if there is a
gap in understanding the changing RBS, effective policy
interventions are unlikely.
Making more effective policy interventions:
Policy analysis, including projected outputs and outcomes of
interventions, and impact assessments have to be further improved.
More trainings are needed to ensure that the civil servants are
prepared to take on the policy analysis to satisfy the
evidence-based policy requirements.
What is the plan?
1. Advance the strategy of reform
Strategy is very important. While SIGMA lays out
some directions, it is not designed to address the issues of the
actual balance of power and responsibilities across government
institutions. This is something to be considered on a national
level.
One thing is to make sure reforms cover all the
ministries – or at least have a pre-approved plan of doing so.
Another outstanding issue here is to make sure that civil service
reform is ongoing not only within the ministries, but within other
structures, such as parliamentary committees and president’s
administration.
2. Consult with civil servants and other
stakeholders to ensure that the reform is supported
The drivers of the reform should be seated within
the Parliament, in the Cabinet of Ministers and/or within the
highest political leadership of the country. Moreover, the strategy
and tactics of the reform should make sense to those outside the
civil service – and outside the government.
3. Focus on value for money
This priority has to be incorporated into the
civil service agenda. This can be done, for example, by delegation
of responsibilities for scrutinising government programmes and
ensuring that adequate progress was made with respect to public
spending on a particular programme or project. Those
responsibilities can be assigned to senior civil servants within the
government or concentrated in the so-called “delivery units”.
4. Generate a broader support for reform
This step is crucial. The government needs to show
that there is political and technical support for the reform. It has
to emphasise that the reform goes in line with the international
commitments that Ukraine has signalled, in particular to the EU. On
top of those measures, more effort should be put into:
- Demonstrating tangible change
- Linking reform outputs to outcomes
- Being transparent about funding the Strategy of Public
Administration Reform
- Openly discussing the cost-cutting measures adopted as a
part of the reform
Some reform elements might generate more
visibility than others. For example, e-governance and one-stop-shop
system for e-services are much more visible to citizens compared to
other, more intricate institutional reforms. There should be a
reasonable trade-off between visible reforms that improve access and
quality of public service – and the concealed but costly
institutional reforms aimed at creating a stronger and more capable
government in the long-term.
[6] Verheijen, T.J. and Rabrenovic, A., 2015. Civil
service development in Central and Eastern Europe and the CIS: a
perfect storm?. In Comparative Civil Service Systems in the 21st
Century (pp. 15-37). Palgrave Macmillan, London.
[7] Financial and Economic Analysis Office in the VRU,
2018. Financing the Reform of Public Administration in 2017: Plans
and Facts
[8] Secretariat of the Cabinet of Ministers of Ukraine,
Response No 6511/0/2-17 from 21/07/2017 to the Request of MP
A.Shkrum No 417/213-17 from 3/07/2017.
[9] Cabinet of Ministers, 2018. Reform Implementation
of Ukraine’s 2016-2020 Strategy of Public Administration Reform in
2018
[10] Reform Delivery Office, Cabinet of Ministers of
Ukraine, 2018. Public
Administration Reform Report for 2016-2017, p. 40
[11] Bilous, A., Tyshchuk, T., 2019. Civil Service
Reform in Ukraine: Patterns of Success in Reforming Institutions.
Vox Ukraine, forthcoming
[12] The reform was introduced in some of the city
council beforehand, however it had a limited spread (Dobryanska, N.,
2014. Centres
of Administrative Service Delivery – a Way to Fight
Bureaucratisation and Corruption. Dzerkalo Tyzhnia, 29/04/2014).
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