Planning for Succession

1. Planning for Succession Steve Gartrell NCDA Winter Meeting Washington, D.C. Jan. 30, 2009

2. Succession • The right, act, or process, by which one person succeedsto the office of another. • Succeeds: • Replace another in an office or a position • To accomplish something desired or intended

3. Successful Succession • To help new people succeed, you need to provide • Knowledge • Skills • Good Systems • Clear Policies and Procedures • Confidence

4. Succession • Too often we find out about holes in our program’s policies, procedures & staff skills, after . . .

5. Succession • Perhaps . . . good idea to think about before someone drops their notice/retirement on your desk? • So . . .

6. Are You Ready, If Your. . . • Account Specialist with 7 years of service quits, gives 2 weeks notice • Housing Planner with 5 years of service does not return from Maternity Leave • Housing Rehab. Program Manager w/ 30+ years of service retires, gives 2 months notice • Housing/CD Director w/ 30+ years of service retires – Gives 6 months notice

7. Succession Planning • Think about your staff’s skills, systems, & procedures • Start asking questions:

8. Succession Planning • What skills would be lost? • Do other people know the job? • Temporarily? • Permanently?

9. Succession Planning • What tasks would need to be continued? • In the immediate short term? • Longer term? • Can tasks be eliminated? • Are you relying on Institutional Memory?

10. Succession Planning • Are there written procedures documenting major tasks (where feasible)? • Are there written policies? • Are policies and procedures reviewed and updated periodically?

11. Succession Planning • Do you have an adequate review and approval process within most procedures? • How do you know if the new person is doing it right? • Is the level of documentation appropriate to the specific task?

12. Succession Planning • Training opportunities? • Formal Courses • Online • OJT

13. Succession Scenarios – How different? How similar? • Account Specialist with 7 years of service quits, gives 2 weeks notice • Housing Planner with 5 years of service does not return from Maternity Leave • Housing Rehab. Program Manager w/ 30+ years of service retires – Gives 2 months notice • Housing/CD Director w/ 30+ years of service retires – Gives 6 months notice

14. Specific Scenarios • Account Specialist - Tasks pretty much set in stone: • Processing bills in IDIS and City system • Processing program income • Handling procurement • Procedures should be well documented

15. Specific Scenarios • Housing Planner – combination of specific procedures & more independent skills • Finance Procedures (Notebook) • Project Management (Formal & OJT) • Planning (Fair Housing Plan) • Hopefully bring planning skills, but may need help with finance and project management

16. Specific Scenarios Housing Rehab. Program Manager Tasks: Management, Systems and Technical • How well are systems (e.g., financial, eligibility, underwriting) set up? • Are program guidelines in place? • Has the incumbent detailed all tasks for which they are responsible? • Is there backup or documentation for tasks that current incumbent performs?

17. Specific Scenarios CD/Housing Director Tasks: Management, Systems and Technical • How well are systems (e.g., financial, eligibility, underwriting) set up? • Are program guidelines in place? • Has the incumbent detailed all tasks for which they are responsible? • Is there backup or documentation for tasks that current incumbent performs?

18. Actions For Successful Succession • Policies and Procedures Notebook (or folder on server) • Accurate Job Description • Task list w/ successor designation • Transition Memo from Incumbent • Status of projects, contact names, etc. • Formal Training • OJ Training • Cross Training

19. Policy/Procedures Folder (Financial Procedures)

20. Housing/CD Director Task List (Partial) General CD/Housing Administration (approximately 40-50% FTE) To Be Transitioned and to Whom (Amy unless otherwise noted): • Responsible for overall management of Housing & CD Teams and associated activities • Meet weekly with Housing/CD Team leaders • Attend Housing Team Meetings • Attend P&D Board meetings (when CD/Housing Items on agenda) • Chair quarterly CD/Housing Staff meetings • Oversee documentation of processes and procedures for all aspects of housing & CD programs (including documentation of own tasks/responsibilities for transition)

21. Housing/CD Director Task List (Partial) HOME Administrator (50 to 65% FTE): • Manage Activity Scoping Sessions (HOME Eligibility and Procedural determinations) • Provide HOME TA (self or assign consultant) for members • Review Project/Program Documents for HOME requirements • Usually Mortgage, Note & Funding Agreement • Manage HOME IDIS & Finance Plus Process • Process IDIS Activity Setups and Completions • Process IDIS Activity Funding • Approve Finance Plus batches and IDIS draws

22. Transitions Opportunity for Change • Rehab. program – recent years: reduced productivity, high admin. cost • Moved Housing Office to City Hall • Simplified Rehab. program from 14 different grants and loans to 1 loan program • Changed office culture • From social work to housing rehabilitation (getting applications in and cases out)

23. Successful Succession • To help new people succeed, you need to provide • Knowledge • Skills • Good Systems • Confidence

24. Contact • Steve Gartrell • sgartrell@newtonma.gov • 617-796-1140