Rules of Procedure of Statistics Finland

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1 1(7) Rules of Procedure of Statistics Finland General provisions Operational organisation By virtue of Sections 3 and 4 of the Statistics Finland Act (48/1992), and amendments thereto (901/2002), the Director General of Statistics Finland has confirmed the following Rules of Procedure. Section 1. The activity of Statistics Finland is regulated by the Statistics Finland Act (48/1992), promulgated on 24 January 1992, with subsequent amendments thereto, and the Council of State Decree on Statistics Finland (1063/2002), with subsequent amendments thereto, promulgated on 11 December In addition to what has been prescribed in law, Statistics Finland s administration, the tasks of its Departments, Units and personnel, the matters to be decided at Statistics Finland and the parties responsible for making such decisions shall be subject to the provisions of these Rules of Procedure. Detailed provisions concerning the planning and accounting systems, budget, payment transactions, book-keeping, internal auditing, materials management functions and other financial management of Statistics Finland are given in the Financial Rules of Statistics Finland. Provisions concerning internal auditing are given in the Internal Auditing Code of Practice. Principles applied in process management are defined in the Process Management Guidelines of Statistics Finland. The Director General and the Directors of the Departments draw up annual performance agreements about the tasks which, in accordance with these Rules of Procedure, each Department is responsible for. Section 2. Statistics Finland has the Data Collection Department, three Departments producing statistics (Population and Social Statistics, Economic and Environmental Statistics, and Business Statistics), three Departments producing support functions (Communication and Information Services, Administration, and Information Technology), and the Office of Director General and the Standards and Methods Department. The Departments are comprised of Units which may divide further into Teams. Section 3. The Management Group of Statistics Finland assists the Director General in the direction and development of Statistics Finland. The Management Group considers the most important factors influencing strategic and operational policies, finances and the productiveness of activity. The Management Group comprises the Director General, the Directors of the Departments, and a representative who is elected by the personnel from among themselves for two years at a time, and who has a personal deputy. If required, the Management Group can also convene in an extended

2 2(7) composition when it will additionally include persons especially nominated by the Director General. Where pertinent, the Director General can also other persons who have contributed to the preparation of matters on the agenda of the meeting invite to a Management Group meeting. An officeholder appointed by the Director General acts as the Secretary at the meetings of the Management Group. Organisational elements and their tasks Section 4. The Departments and Units implement Statistics Finland s strategy and the tasks assigned in legislation to Statistics Finland in the core processes and the support functions that serve them, and bear the responsibility for the steering, maintenance and development of their processes in accordance with the following division of responsibilities: Section 5. The Office of Director General assists the Director General and the Management Group by assuming responsibility for the preparation and development of matters that concern Statistics Finland s activity and the development and co-ordination of official statistics, and relate to making decisions about strategy and operating policy. It is also the task of the Office of Director General to steer and develop Statistics Finland s international activities and co-ordinate the national statistical service. The Office of Director General also bears the responsibility for matters that concern data administration and other extensive project, preparatory and development tasks in accordance with what has been agreed in the performance agreement or separately prescribed. Section 6. The tasks of the Data Collection Department include the development of data collection methods and tools and the improvement of the quality of data, the data collection tasks belonging to the statistics production process from planning to validation and automatic editing of received data and other acquisition of data. The Department has an Interview Services Unit. The Unit s task is to produce and develop interview services and maintain an interviewing organisation that serves the whole agency. Section 7. The area of responsibility of the Population and Social Statistics Department covers the compilation of statistics describing population, income, education, culture, labour market, justice and other living conditions. The Department is responsible for promoting the mutual integration of the population statistics system. The Department also produces population projections. Section 8. The area of responsibility of the Economic and Environmental Statistics Department covers the compilation of statistics describing the activity of the national economy, government finances and public services, financial markets, prices and costs, and the environment and energy. The Department is responsible for improving the coherence of economic statistics required by national accounts and for developing statistics on municipalities and environmental accounts.

3 3(7) The Department comprises the Greenhouse Gas Inventory Unit, which is responsible for the calculation and reporting of greenhouse gas emissions in Finland and the tasks relating to them under currently valid regulations, agreements and recommendations. The Greenhouse Gas Inventory Unit has an Advisory Board, which prepares an annual development programme for the inventory and addresses matters relating to quality control methods, resources for the inventory, and arrangements for international co-operation and reviews. Section 9. The area of responsibility of the Business Statistics Department is to compile statistics describing manufacturing, construction and service industries and research and other development inputs, wages and salaries, and labour costs. The Department is responsible for the development and reorganisation of the entire business statistics system. Section 10. The task of the Standards and Methods Development Department is to steer the statistical production process, to support statistical methodology in statistics production, to promote uniform application of metadata and classifications and quality work in statistics production and to intensify project work. The Department also houses the Researcher Service facility, which is responsible for the implementation and development of services directed at researchers and for the maintenance and development of microsimulation models. Section 11. The Communication and Information Services Department takes care of matters that concern communication, database and network services, information services, publishing and publication activity, the Library of Statistics and archiving, co-ordination of charged services, and other matters in accordance with what has been agreed in the performance agreement or separately prescribed. Section 12. The Administration Department sees to matters that concern general administration, employer s responsibilities, legal advice, human resources development, personnel services, accounting and financial administration services, internal planning and monitoring, property and materials management services, and other matters in accordance with what has been agreed in the performance agreement or separately prescribed. The Department also deals with matters that are not assigned to other Departments in these Rules of Procedure. Section 13. The Information Technology Department takes care of matters that concern IT infrastructure, application services, services to users inclusive of internal and external telecommunications, workstation services, administration of centralised databases, centralised data entry services and computer training services, and other matters in accordance with what has been agreed in the performance agreement or separately prescribed. Section 14. In addition to the tasks specified for them in Sections 5 to 13, the Departments are also responsible for the development and maintenance of the statistics, databases and services within the scope of their area of responsibility, and for general development tasks within the national statistical

4 4(7) service in accordance with what has been agreed in the performance agreement or separately prescribed. Section 15. The head of the Office of Director General is the Deputy Director General. Each of the statistics Departments described in Sections 6 to 9 is headed by a Director. The head of the Standards and Methods Department is the Deputy Director General of Statistics Production. The head of the Communication and Information Services Department is the Director of Information Services. The head of the Administration Department is the Director of Administration. The head of the Information Technology Department is the Director of Information Technology. Each Unit has a supervising Head. Section 16. For a specific development task or for the preparation of an otherwise essential matter to the activity of the agency, and irrespective of the existing confirmed division of responsibilities, the Director General may set up a project or working group and appoint its chair or leader and members with separately specified powers of authority from among the personnel of Statistics Finland. If deemed necessary, members may also be invited from outside Statistics Finland. For the management of the tasks of his/her Department, the Director of a Department may set up projects and working groups within given frameworks and appoint to them members of the Department s personnel irrespective of the existing confirmed division of responsibilities. Section 17. Irrespective of the existing confirmed division of responsibilities, if required, each employee of Statistics Finland is obliged to perform the tasks, which the Director General or the Director of the Department employing him/her assigns to him/her in accordance with general principles. Management and solving of problems at Statistics Finland Section 18. The tasks of the Director General are prescribed in the Act and Decree on Statistics Finland. Section 19. Notwithstanding what is prescribed in the Decree on Statistics Finland or elsewhere in these Rules of Procedure or in the Financial Rules, the Director General decides matters that concern: 1. Proposals and statements for the enactment or amendment of statutes. 2. Internal instructions and guidelines of Statistics Finland. 3. Announcement of open vacancies and discretionary leaves of absence that last longer than twelve months. 4. Participation of Statistics Finland in projects that are funded by the European Union or co-financed. 5. Statements and agreements that are important in principle, and other matters that these Rules of Procedure do not decree to be decided by other officials.

5 5(7) The Director General appoints the deputy for the Director of a Department at the submission of the Director concerned. In individual cases, the Director General may decide about a matter that would otherwise have to be decided by his/her subordinates. Section 20. Directors and Heads of Units are responsible for ensuring that the activities and finances entrusted to their leadership are managed appropriately and cost-effectively, as well as in accordance with issued guidelines and the agency s general policies, and that the performance targets set for the Departments or activities are reached. They must, for their part, monitor the general development of the activities under their leadership and take initiatives for the implementation of necessary revisions and improvements. In addition, they are responsible for appropriate use of the available resources, attention to information security, development and working conditions of the personnel under their supervision, promotion of equality and co-operation among the personnel, communication required by their tasks and participation in information distribution within the organisation. An up-to-date list is kept of the leaders and supervisors this Section concerns. Section 21. Unless otherwise decreed in these Rules of Procedure, the Director of a Department decides, in accordance with issued guidelines and after agreeing about performance targets with the Director General, for the part of his/her own Department matters that concern: 1. The activities and division of responsibilities in the Department and its internal organisation. 2. Appointment and hiring, and remuneration of personnel. 3. Personnel development and other personnel administration matters; not, however, cancellations of service contracts or dismissals. 4. Use of appropriations within given frameworks. 5. Agreements concerning charged activities, procurement and other agreements as well as statements. The Director of a Department appoints deputies for the Heads of Units. Only another Head of a Unit can act as a deputy to a Head of a Unit in personnel matters. Section 22. In addition to what has been prescribed in Section 21: 1. The Director of a Department decides matters concerning the data content of statistics and the application of statistical concepts, classifications and identification systems. 2. The Director of the Data Collection Department decides matters concerning data collection in collaboration with other Directors of Departments. 3. The Director of Information Services acts as the owner of the processes of standard products and assigned commissions. In co-operation with the Directors of Departments, the Director of Information Services decides matters relating to Statistics Finland s publishing activity and those concerning the product and service selection, publishing and release calendar.

6 6(7) Presentation of matters 4. The Deputy Director General of Statistics Production acts as the owner of the statistical production process. The Deputy Director General of Statistics Production decides matters concerning the data located in the Researcher Services facility and their use and those relating to agreements for charged service assignments. In addition, the Deputy Director General of Statistics Production decides matters relating to the establishment and discontinuation of statistics and to the starting and ending of data collection at the submission of the Director of the Department concerned. The Deputy Director General of Statistics Production also decides matters relating to the introduction of new production methods in collaboration with the Directors of statistics Departments. 5. The Deputy Director General decides matters concerning standardisation of data administration and information technology within the frameworks of policy decisions and given guidelines. 6. The Director of Administration decides matters that concern the use of the common appropriations of Statistics Finland with the exception of the appropriations allocated for common IT expenses, the costs of employersubsidised trade union training and the introduction of a new job title. 7. The Director of Information Technology decides matters that concern appropriations allocated for common IT expenses. Section 23. In respect of his/her own Unit, the Head of a Unit decides matters concerning the organisation of tasks and the division of responsibilities in accordance with the targets set for activity and the agreed principles. In addition, in respect of his/her own Unit, the Head of a Unit decides matters that concern: 1. Publishing of regularly produced statistical publications and releases in accordance with a previously drawn up schedule. 2. Use of classifications and identification systems. 3. Agreements for charged service assignments up to the value of EUR 10, Approvals and alterations concerning annual leaves and agreements connected to them. 5. Granting of non-discretionary leaves of absence based on statutes or agreements. 6. Overtime work compensated in time off and granting of flexi leave and time off against savings in the working hours bank. 7. Participation in personnel training according to a schedule confirmed in advance. Section 24. The Director General and the Director of a Department decide matters upon submission, and the Head of a Unit without submission, unless otherwise required by the nature of the matter.

7 7(7) Granting of leave of absence Issuance of authority to travel A submission concerning a matter coming under the decision-power of the Director General is made by a Director of a Department or by another official nominated by him/her who has been preparing the matter. Otherwise the official having prepared the matter shall make a submission on it. Section 25. The maker of a submission bears the responsibly for the decision made upon his/her submission unless he/she has expressed a dissenting opinion concerning the decision. A decision document is signed by the party having made the decision and, where the decision has been made upon submission, it is countersigned by the person having made the submission. If the person having made the submission disagrees with the decision, he/she is entitled to have his/her dissenting opinion recorded during the handling of the matter in the file copy of the document compiled about the decision. A dissenting opinion recorded in a file copy must be signed by the person having made the submission on the matter and verified by the person having made the decision with a notation recorded in the same document. Section 26. Leaves of absence for the Directors of the Departments are granted by the Director General. For other personnel of Statistics Finland leaves of absence or similar leaves are granted by the Directors of the Departments concerned with the exceptions specified in Sub-paragraph 3, Paragraph 1 of Section 19 and Sub-paragraphs 4 to 6, Paragraph 2 of Section 23. Section 27. The Directors of the Departments issue authority to travel for the personnel of their own Departments. For the Directors of the Departments authority to travel is issued by the Director General. For the Director General authority to travel is issued by her/his deputy. For trips financed by external parties, authority to travel is always issued by the Director of Administration. Entry into force Section 28. These Rules of Procedure enter into force on. These Rules of Procedure repeal the Rules of Procedure confirmed on 8 March Helsinki, 20 December 2012 Director General Director of Administration Marjo Bruun Pasi Henriksson Distribution: Registrar s Office, Directors of Departments, Co-operation Committee, Intranet

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