Rules of procedure for the Social Insurance Institution
In accordance with section 7, subsection 1, paragraph 3 of the Act on the Social Insurance Institution (17.8.2001/731), the following rules of procedure for the Social Insurance Institution (hereinafter referred to as 'the Institution') were confirmed on 21 March 2013.
Rules of procedure for the Social Insurance Institution (effective 1 May 2013)
Section 1. Administrative structure and organs of the Institution
The administrative structure and organs of the Institution are laid down in the Act on the Social Insurance Institution.
Organizational units comprise the central administration departments and units, insurance regions, and insurance districts and other local administration units.
Section 2. Management
The operations of the Institution are managed and developed by the Board as specified in the Act on the Social Insurance Institution.
The responsibilities of the Director General are laid down in the Act on the Social Insurance Institution and sections 3 and 5 of these Rules of Procedure. The division of responsibilities between the Director General and the Directors is decided by the Board.
Section 3. Result-oriented management
An operating and financial plan for the Institution is drawn up annually by the Director General and submitted to the Board for decision.
On the basis of the operating and financial plan, the Board concludes a performance agreement with the Director General, after which the Director General concludes performance agreements with the individual Directors. The Director General concludes performance agreements with the organizational units that are his or her responsibility. Each Director concludes performance agreement with the organizational units that are his or her responsibility. The Regional Director concludes performance agreements with the heads of insurance districts and other local administration units.
Staff responsible for the relevant processes shall be invited to be heard when drawing up the performance agreements.
Achievement of the goals agreed in the performance agreement is reported by the Director General to the Board, by the Directors to the Director General, and by the heads of the organizational units to the Director General and the Directors.
Section 4. Presentation of matters to the Board
Matters are presented to the Board by the Director General. However, the Director General may delegate the task of presenting matters to the Board.
The Board decides on the right to attend Board meetings.
Section 5. Responsibilities of the Director General
In addition to the provisions of section 9, paragraph 3 of the Act on the Social Insurance Institution and the provisions of section 3 of these Rules of Procedure concerning the responsibilities of the Director General, the Director General is responsible for the units entrusted by the Board to his or her responsibility and for the matters within the purview of such units.
The Director General decides on the rules of procedure of the units that are his or her responsibility and, upon the proposal of the Directors, the rules of procedure of the other organizational units. In the event of uncertainty about which organizational unit is responsible for a certain matter, the issue is resolved by the Director General.
The Director General has general authority to decide on the Institution's processes.
Section 6. Responsibilities of the Directors
The Directors are responsible for the planning and management of the organizational units which have been placed under their responsibility by the Board and for the planning and management of the matters for which the units are responsible. The Directors report to the Director General.
Regional and local administration operations are the responsibility of a Director appointed for that purpose by the Board. He or she concludes performance agreements with the Regional Directors.
The Directors deputize for each other in accordance with the decision of the Board. The Director General is deputized by a designated Director.
Section 7. Executive Management Team
An Executive Management Team of the Institution operates under the direction of the Director General. The Executive Management Team consists of the Director General, the Directors, and members appointed by the Director General. The Executive Management Team deals with key matters to be presented to the Board and other matters necessitating a broader analysis than can be given within a single sector of operations.
The sectors of operation and organizational units each have their own management team whose responsibilities are defined in more detail in the rules of procedure pertaining to them.
Section 8. Cooperation in the preparation of matters
The process-based management approach adopted by the Institution requires seamless cooperation across unit boundaries. Organizational units and staff members shall maintain contact by means of mutual consultation, provision of information and other suitable methods.
The head of the organizational unit responsible for the preparation shall ensure that the rules and provisions issued on cooperation are adhered to when preparing matters.
Section 9. Central administration departments
The Institution's central administration comprises the following departments.
- The Administration Department, responsible for general administration, strategic planning and performance based management, development of the organization and operations, legal affairs, general coordination of legislative drafting and international affairs, communications and translation services;
- the Economic Department, responsible for financial planning, management of funding and liquidity, verification of contribution revenue, investment activity, payment transactions and central accounting;
- the Pension and Income Security Department, responsible for planning, development, guidance and benefit process management in the areas of pension insurance, housing, unemployment and family benefits, student financial aid and conscripts' allowances, and the coordination of cross-border benefit affairs;
- the Health Department, responsible for planning, development, guidance and benefit process management in the areas of health insurance, occupational health care, rehabilitation and disability benefits, as well as for the assessment of claims for disability pension and claims for occupational health services within the central administration;
- the Field Operations Department, responsible for the planning and coordination of regional and local operations, customer service support and the development of customer service processes;
- the Human Resources Department, responsible for personnel affairs, collective agreements, employer responsibilities, personnel processes, development of personnel resources, work communities and expertise, staff training and staff health services;
- the Data Administration Department, responsible for data administration, coordination of information systems, systems testing, data support, benefit disbursement and payment service, and the collection of state and local government contributions to funding;
- the IT Department, responsible for information systems design, maintenance and development and for the production, delivery and organizing of ICT system services;
- the Actuarial and Statistical Department, responsible for actuarial calculations and statistics relevant to the planning and implementation of social security and the operations of the Institution, as well as for statistical information service meeting society's needs;
- the Research Department, responsible for carrying out research and providing information services supporting the development of benefit systems and the operations of the Institution; and
- the Office Services Department, responsible for procurement, office services, preparedness and security services, and real estate and facilities management.
Section 10. Other operating units
An Internal Audit unit operates in the central administration under the direction of the Director General. The regulations of the Internal Audit are confirmed by the Board.
A Kanta services unit operates in the central administration, tasked with developing and maintaining nationwide IT services for social and health care.
Section 11. Customer service network
The Board decides on insurance regions, the location of regional central offices, insurance districts and other local administration units, and the establishment and closing of local offices.
The heads of insurance districts decide on shared government services and other customer service operations after consulting the Regional Director.
Section 12. Regional and local administration
The regional administration of the Institution comprises the following units: The Insurance Region for Southern Finland with a regional cental office in Lahti, the Insurance Region for Eastern and Northern Finland with a regional central office in Kuopio and Oulu, and the Insurance Region for Western Finland with a regional central office in Turku and Seinäjoki.
The local administration of the Institution comprises the following units:
In the Insurance Region for Southern Finland, the insurance districts of Espoo, Helsinki, Kanta-Häme, Keski-Uusimaa, Kymenlaakso, Päijät-Häme, Länsi-Uusimaa and Vantaa-Porvoo.
In the Insurance Region for Eastern and Northern Finland, the insurance districts of Etelä-Karjala, Etelä-Savo, Lapland, Oulu, Pohjois-Karjala, Pohjois-Pohjanmaa and Pohjois-Savo.
In the Insurance Region for Western Finland, the insurance districts of Etelä-Pirkanmaa, Etelä-Pohjanmaa, Keski-Pohjanmaa, Keski-Suomi, Pohjanmaa, Satakunta, Tampere, Turku and Varsinais-Suomi.
Additionally, the following units equivalent to the local administration insurance districts operate in the Institution's insurance regions: The Centre for Student Financial Aid, the Centre for Interpreting Services for the Disabled, FPA Åland [and, starting with 1 January 2014, the Overpayment Recovery Centre] (Western Finland); the Customer Contact Centre (Eastern and Northern Finland); and the Office for International Affairs [until 31 December 2013, starting with 1 January 2014, the Centre for International Affairs] (Southern Finland).
The Institution can have other local administration units.
Section 13. Responsibilites and qualifications of heads of department and other heads of central administration units
Each head of department is responsible for the management of their department and for the planning and development of matters within its responsibility. The heads of the Administration and Economic Departments and the head of Internal Audit report to the Director General. The other heads of department report to the Director responsible for the sector of operations in question.
Heads of department must have a suitable Master's degree and familiarity with the questions and management issues relevant to the topic area of the department. The head of the Administration Department must have a Master of Laws degree.
The provisions concerning the heads of department are applied to the heads of other central administration units.
Section 14. Responsibilities and qualifications of heads of section
Each head of section is responsible for the management of their section and for the planning and development of matters within its responsibility. The heads of section report to the head of department.
Heads of section must have a suitable Master's degree and familiarity with the questions and management issues relevant to the topic area of the section.
Section 15. Responsibilities and qualifications of Regional Directors
Each insurance region and regional office is headed by a Regional Director, whose responsibility it is to plan, lead and develop the operations of the insurance region and to discharge the regional responsibilities of the Institution.
Regional Directors must have a suitable Master's degree and familiarity with management responsibilities. Regional Directors report to the Director responsible for the sector of operations in question.
Section 16. Responsibilities and qualifications of other heads of unit in the insurance districts and the local administration
Each insurance district is headed by a District Manager, whose responsibility it is to plan, lead and develop the operations of the insurance district and to discharge the local responsibilities of the Institution.
District Managers must have a suitable Master's degree and familiarity with management responsibilities. The District Managers report to the Regional Director.
The provisions concerning the District Managers are applied to the heads of other local administration units.
Section 17. Qualifications of other personnel
The qualifications of other personnel than those referred to in sections 13–16 are set out separately.
Section 18. The division of responsibilities in certain situations
Matters relevant to the sector of operations of two or more organizational units are dealt with by the unit to whose sector of operations it primarily belongs.
The organizational units may come to a mutual arrangement concerning the division of responsibilities for a specific matter or specific matters that differs from the provisions of these Rules of Procedure should such an arrangement be expedient in regard to the handling of the matter.
If a matter handled by one organizational unit touches upon the operations of another unit, the other unit must be consulted when preparing the matter.
Section 19. Presentation of matters
Administrative decisions of the Institution shall be taken on presentation in accordance with the more detailed instructions of the Board concerning competence in administrative matters. Matters shall be presented by officials designated by the Director General, a Director, a head of a department or other organizational unit, a Regional Director, a District Manager or other head of a local administration unit.
Section 20. Informing the Director General
The Director General shall be informed of key issues relating to the operations of the Institution.
These Rules of Procedure will enter into force on the 1st of May 2013. These Rules of Procedure shall supersede the rules of procedure issued on the 10th of June 2008.
Updated 05/02/13