The institution, in coordination with the other institutions participating in the international agreement, specifies the processes enabling the application of the agreement in specific cases.
Guideline code
ICT_08700
Mechanism
Mechanism
- The technical committees working at the international level of the agreement should specify the main operational processes of the agreement.
- One of the key processes to be specified concerns the accurate identification of the persons covered by the agreement in the different countries where they have lived.
- This may be based on personal identifications (IDs) used in each country for social security procedures;
- These personal IDs may be requested when an operation of the agreement is performed (e.g. claiming a benefit, registering a detached worker, etc.).
- Other frequent processes include the following:
- Collecting relevant personal data of persons covered by the agreement;
- Registering a detached worker;
- Claiming a benefit in the scope of the agreement;
- Requesting past labour history/records (for pensions);
- Inquiring about current employee status (for detached workers);
- Inquiring about rights to receive medical services in a host country;
- Granting or rejecting a benefit claim.
- Benefit payment or service delivery may be based on existing processes in the institution.
- Processes may consist of two sub-processes:
- A request sub-process, which corresponds to operations requesting data;
- A response sub-process, which corresponds to the result of a request.
- The specification should include the input, output, procedure and expected delays, and the roles involved in each process.
- While the international part of the processes has to be jointly defined by all the parties to the agreement, national and institutional parts are specified by each institution. Efficiency may be improved by defining common processes for different agreements.
- All the processes, especially those involving a request to another institution, may generate a record for traceability purposes. The content of these records should comply with the data protection conditions established in the agreement.
- The exchanges involve security controls as follows:
- Outgoing packages (requests and data) should be electronically signed in order to embed the identification of the staff person issuing the message;
- Incoming packages should be authenticated by validating their electronic signature.
- These processes should be included in the administrative arrangements associated with the agreement.
Structure
Structure
- The management should commission the institution’s delegates in the liaison committee of the agreement to specify the main operational processes of the agreement in coordination with the other participant institutions.
- The operational processes of the agreement should comply with the terms and administrative arrangements of the agreements involved, particularly the data protection conditions.
- Processes may have an international part involving the other parties to the agreement and a national part that specifies operations within the institution and other national institutions.
- The implementation of the operational processes related to the scope of the agreement should be based on the architectures, frameworks and models defined for the agreement at the international, national and institutional levels, as well as on this set of Guidelines.
Title HTML
Guideline 65. Operational processes related to the scope of the agreement
Type
Guideline_1
Weight
90