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Administrative Management Strategic Plan

This strategic plan outlines the goals, activities, and programs for the Secretariat for Administration and Finance in order to rationalize spending, develop program management mechanisms, and ensure resources are allocated according to member state priorities.

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Administrative Management Strategic Plan

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  1. Secretariat for Administration and Finance Administrative Management Information on the Goals, activities and programs indicators that require approval from Member States for their inclusion in the Strategic Plan Pursuant to resolution AG/RES. 1 (LI-E/16) Rev. 1 April 5, 2018

  2. Administrative Management Strategic Lines 1. Rationalize spending on the administrative areas of the General Secretariat 2. Develop program management and monitoring mechanisms using tools that ensure that those resources are allocated in accordance with the priorities established by the member states. Strategic Objectives Strategic Objectives 1.1. Automate and simplify administrative processes in order to focus resources to maximize benefits. 1.2. Establish a strategic plan for information systems. 1.3. Realign and reallocate the Organization’s human resources. 2.1. Establish financial policies and fiscal review mechanisms based on effectiveness and efficiency, accountability, and transparency. 2.2. Administer the Organization’s real estate efficiently. 2.3. Define a comprehensive strategy for the Organization's real property.

  3. Administrative Management CAAP/GT/RVPP-354/18 corr.1 SUPPLEMENTARY INFORMATION ON THE COMPREHENSIVE STRATEGIC PLAN OF THE ORGANIZATION ADMINISTRATIVE MANAGEMENT AREA Submitted by the SG pursuant to resolution AG/RES. 1 (LI-E/16) rev. 1 Based on the preceding Strategic Lines and Strategic Objectives related to Administrative Management, the following slides detail the goals, activities and programs Indicators for consideration and approval from Member States for their inclusion in the Strategic Plan

  4. Administrative Management 1. Rationalize spending on the administrative areas of the General Secretariat 1.1. Automate and simplify administrative processes in order to focus resources to maximize benefits. Goal: Two processes per SAF dependency documented, streamlined and automated Activities and Programs Indicators 1.1.1. Workshops regarding the use of BPM tool • Percentage of participants who requested process automation from SAF. 1.1.2. Workshops regarding the use of process matrix and user need specification • Number of processes received for automation from all Secretariats during 2017-2020

  5. Administrative Management 1. Rationalize spending on the administrative areas of the General Secretariat 1.2. Establish a strategic plan for information systems. Goal: Present one Strategic IT Plan Activities and Programs Indicators 1.2.1. Define a consistent strategy for each of the constituents of IT: Infrastructure and Communications Information Structuring Applications Development IT Architecture and Human Resources • Virtualization Index > 0.73 • 100% of IT infrastructure under maintenance • Annual growth of Small Business Application Programs>15% • Total Number of servers backed up to the cloud > 75% • Data growth rate >10%

  6. Administrative Management 1. Rationalize spending on the administrative areas of the General Secretariat 1.3. Realign and reallocate the Organization’s human resources . Goal: Present one Strategic Workforce Planning Activities and Programs Indicators 1.3.1. Develop a Strategic Workforce Plan (SWP) to reallocate and specialize scarce human resources according to the organizational priorities identified by Member States. • Clear long-term organizational priorities are defined by member States taking into consideration scarcity of resources in the organization. • Dynamic Organizational design is developed to respond to priorities set • Activities are designed and adapted to close the gap between current and needed resources, which include but are not limited to: training and development, recruitment and selection of personnel, performance evaluation, career and succession planning, lateral transfers, hiring and onboarding process, exit interviews, internal communication strategy, knowledge sharing, mentoring program, update of rules and policies, etc. • Percentage of participants who requested process automation from SAF.

  7. Administrative Management 2. Develop program management and monitoring mechanisms using tools that ensure that those resources are allocated in accordance with the priorities established by the member states. 2.1. Establish financial policies and fiscal review mechanisms based on effectiveness and efficiency, accountability, and transparency. Goals: Budgetary and financial rules updated 8 financial reports identified for "Push" mechanism distribution Review of at least 3 cash management policies (income, expenditure and investments) Activities and Programs Indicators 2.1.1. Review, update or prepare new financial policy and procedures • Number of manuals, and administrative memorandum issued or updated and posted on the OAS.org accountability tab • Number of processes re-engineered / automated 2.1.2. Provide financial reporting • Number of communications sent to users with links to routine reports 2.1.3. Manage financial risk • Percentage of clean opinions received of external audits

  8. Administrative Management 2. Develop program management and monitoring mechanisms using tools that ensure that those resources are allocated in accordance with the priorities established by the member states. 2.2. Administer the Organization’s real estate efficiently. Goals: Efficient allocation of space Implementation of energy saving and water consumption reduction Activities and Programs Indicators 2.2.1. Reevaluate plans and standardize space allocation • Inventory report • Number of additional workstations and increased USF available for rent • Number of rental contracts for office space and events 2.2.2. Evaluate existing energy and water saving policies to prepare a new cost reduction proposal • Percentage of reduction in energy consumption • Percentage of reduction in water use

  9. Administrative Management 2. Develop program management and monitoring mechanisms using tools that ensure that those resources are allocated in accordance with the priorities established by the member states. 2.3. Define a comprehensive strategy for the Organization's real property. Goals: Efficient allocation of space Capital fund established Funding available for effective routine maintenance and repairs Activities and Programs Indicators 2.3.1. Develop a comprehensive real estate study to determine current and future space allocation needs • Percentage of reduction in GS use of space 2.3.2. Based on real property space allocation needs, develop a business plan for all OAS Real estate property • Number of proposal received for purchase of excess property, remodeling or construction of new facilities 2.3.3. Asses current funding needs to address deferred maintenance costs • Percentage of deferred maintenance projects implemented grouped by building 2.3.4. Member States approved budgetary increases to cover yearly routine repairs • Percentage of funding dedicated to routine maintenance and repair activities

  10. Thank you

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