Document 4-E
8 April 2003
English only
NEW TIME SURVEY
This contribution proposes below some modifications to the document elaborated at last meeting of the ad-hoc group. The modifications are shown with revision marks.
_________________________________________________________________________________
The former time survey, the results of which were presented at the last meeting of the ad hoc group on cost recovery for satellite network filings (July 2002), was criticized especially for the way it was carried out. The ad hoc group therefore expressed its concern as to whether the results of the survey could be deemed accurate and recommended that a new time survey should be conducted in a more objective and efficient way.
The group was of the view that the implementation and the characteristics of a new time survey should take account of the following expected goals:
1.
to identify, among all the activities performed by the BR, the proportion of those currently subject to cost recovery, so that the share of budget dedicated to cost recovery activities in the ITU-R can be known and therefore recovered. Furthermore, it is necessary to know the respective proportions of each category currently subject to cost recovery so as to proportionate the price to the effective cost of the category.
2.
to evaluate the relative shares of each one of the activities performed by the BR and not subject to cost recovery. It is considered crucial that the time survey should provide as much detailed and relevant information as possible, especially regarding the activities not currently subject to cost recovery but likely to be, since it is essential that all relevant figures be available when some new activities are proposed or recommended to be subject to cost recovery, in order to appreciate the impact of such extension.
3.
to make all the costs (recovered or to be recovered) auditable.
Given these two main objectives, the group proposed that the new time survey should be carried out according to the following characteristics:
Each day, each staff member would indicate all the activities carried out during the day together with the time spent on each of these activities. The duration of time would be expressed in hours and tenths of hour.

- 2 -
The possible activities would be chosen among a rather extended pre-defined set of denominations. This set would include the processing of satellite network filings but without a priori mention of whether the filing is subject to cost recovery, since only the analysis of the results subsequent to the compilation of the data would take account of such aspect.
An appropriate software would be used to collect automatically the raw information provided by the BR staff members and also to concatenate the data so as to show the global time spent on each of the activities within each department. Such a software tool should be available easily. Whether the SAP software, already available within the ITU, could be used to collect the information relating to the time survey, would need to be examined.
The new time survey needs to be implemented as a continuous reporting process, and not only as a one-time operation conducted over a year, thus producing relevant KPI’s to be used by the management.
List of activities relevant to the time survey:
processing of a satellite network filing, together with mention of the name of the filing: o advance publication information for networks subject to coordination o advance publication information for networks not subject to coordination o request for coordination (together with the reference to the coordination procedure ).
Note: in case a filing covers more than one coordination procedures, the breakdown between all the procedures involved needs to be specified. o requests for modification of the space service plans and Lists: Appendices 30/S30
(Parts A and B), 30A/S30A (Parts A and B) and 30B/S30B. o notification (there might be a need to distinguish between several categories, as for coordination requests) o Resolution 49 o Resolution 46/D o Checking of networks under Resolution 51 o CR/D o invoicing relating to cost recovery process o suppression of networks o updates of the Master Register o suspension of notices under No. 11.49 o management of dates of bringing into use o extension of period of validity o provisional recordings under No. 11.47
publication in the Space BR IFIC CD ROM
review of a BR finding or decision, in accordance with Article 14
service documents, in accordance with Article 20 (IFL)

- 3 -
activities related to software engineering, together with the name of the project: o specification, o development / updating o validation
mandatory assistance to administrations required by the RR (e.g. No. 9.60)
general assistance to administrations (excludes the previous item)
preparation of Rules of Procedure
preparation and attendance at ITU and non-ITU meetings (together with the name of the meeting)
management
preparation and publication of SNL
publications other than BR IFIC
training received by the BR staff
training provided by the BR staff to ITU staff
seminars and training provided by the BR staff to administrations
other activities (holidays, sick leave…)
The group was of the view that priority should be given to a proper implementation of the new time survey through an appropriate software tool, even if no results can be made available at the
2003 session of Council. The group also agreed upon that the new time survey should be conducted at least within the SSD and IAP departments.
The group eventually noted that conducting this new time survey may be somehow connected to the general audit performed in the ITU by the Group of Specialists established by PP-02
Decision [COM6/1].