Organization Assessment

1. Organization Assessment Example of an Organizational Design Review and Recommendations Developed by Agency Human Resource Services, DHRM

2. Purpose and Agenda • Purpose for this discussion • Organization assessment • Agenda • Business framework - understand business goals and priorities • Identify business needs • Understand what we currently have • Summary of observations: (What are the possible gaps, barriers, and constraints? What are their impacts on the organization?) • General benchmarking • Possible proposals • Next steps Developed by Agency Human Resource Services, DHRM

3. Business Framework • Organization Strategy • Superior Customer Service through Speed and Cost Containment • Utilize current service delivery position and extend customer service through process improvements and partnerships • Achieve leading cost position through fastest technology • Expand services offered • Fast business processes and high flexibility to react quickly to new opportunities + Developed by Agency Human Resource Services, DHRM

4. Business Framework • Actions to achieve highest customer satisfaction rating • Drive service diversification • Realize new potential in target customer base • Diversify service channels • Sustain competitive cost position • Achieve 95% accuracy in transactions • Faster learning cycles • Build world class service automation • Don’t waste money Developed by Agency Human Resource Services, DHRM

5. Business Needs • To achieve these business goals and priorities, we need: • Effective and efficient communication • Speed • Flexibility • Excellent execution • Financial accountability • Creativity and courage to try new ways • Consistent positive results Developed by Agency Human Resource Services, DHRM

6. Current Situation • What do we know about our organization? • Where are the business challenges? • Are we meeting the business goals or are we on a path to meet them? • Do we meet our customer service goals and timelines? How do we know? • Organizational Map* • Observations • Does our organization’s structure support our identified needs? *An organizational map was created on large poster boards with movable pieces to reflect the current total organizational structure. This map was reviewed in detail with leadership and allowed for exploration of options by arranging the pieces (roles) into different structures. Developed by Agency Human Resource Services, DHRM

7. Gaps, Barriers, and Constraints Developed by Agency Human Resource Services, DHRM

8. Some Data and Information Management Employees as Percent of Employee Headcount Developed by Agency Human Resource Services, DHRM

9. Proposals – Separate Customer Service and Support Functions • Advantages: • Centralized customer service focus – flexibility, communication, goal focus • Centralized customer service support services – improved visibility • More focus at Staff Mgr level • Possible Disadvantages: • Communication barriers (among support functions and between two admin services groups • Span of control Developed by Agency Human Resource Services, DHRM

10. Proposals – by Function and Office • Advantages: • Clearer functional focus – improved communication and goal focus • Site vs. dept focus • Integration of admin services groups - flexibility • Integration of financial services groups – flexibility • Centralized IT services – improved visibility • Possible Disadvantages: • Communication barriers (admin services and financial services) Developed by Agency Human Resource Services, DHRM

11. Proposals – by Function • Advantages: • Clearer functional focus – improved internal communication and goal focus • Site vs. dept focus • Integration of financial services and IT support - flexibility • Integration of admin services groups – flexibility • Possible Disadvantages: • Communication barriers (admin services and financial and IT services) Developed by Agency Human Resource Services, DHRM

12. Other Ideas • Create a group of project managers for each office to remove this activity from the Manager and Supervisor • Allows the Manager and Supervisor to focus on effective management of their areas and provide input/information for projects • The project managers provide the coordination and legwork to effectively pursue large scale projects • Look at supervision spans of control in Office 2 and in smaller groups • Opportunity to combine groups including cross-training • Necessary to have leads and supervisors in all groups? • Create central focus for IT type positions (embedded positions) • Within IT or other centralized area • May create improved efficiency across these positions • Review differentiation of levels within job families • Determine if differentiation exists • Assess needs at each level – how many senior, middle, and lower levels do we need in each job family? Developed by Agency Human Resource Services, DHRM

13. Next Steps? • Feedback from Leadership • Incorporate feedback into HR priorities • Others? • Our offer • Provide additional information on further organization assessment • Provide consultation for reviewing and discussing options • Provide and guide execution of any future changes Developed by Agency Human Resource Services, DHRM