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Implementation Plan – Phase One September 15, 2009

Access Alliance Multicultural Health and Community Services. Implementation Plan – Phase One September 15, 2009. PSTG Consulting. Content. Current state Organization management structure Key functional areas Future state Key functional areas Conceptual groupings

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Implementation Plan – Phase One September 15, 2009

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  1. Access Alliance Multicultural Health and Community Services Implementation Plan – Phase OneSeptember 15, 2009 PSTG Consulting

  2. Content • Current state • Organization management structure • Key functional areas • Future state • Key functional areas • Conceptual groupings • Evaluation against criteria • Future state organization structure • Requirements for the transition • Estimated financial variance • Risks and mitigation strategies • Implementation plan timeline

  3. Current State

  4. Organization Management Structure Legend Corporate Services Research & Evaluation Community Programs Primary Health Services Special Projects Executive Director Director, Community Programs Director, Primary Health Services Director, Special Projects Director, Research & Evaluation Coordinator, Finance Coordinator, Volunteer & Community Relations Coordinator, Research, Advocacy Coordinator, Settlement Services Coordinator, Administration Coordinator, Youth Programs Coordinator, Women’s Programs Coordinator, Research, Training Coordinator, Clinical Admin Services Coordinator, Youth Mentorship Coordinator, Data Support & Evaluation Coordinator, Family Program Coordinator, Data Management Coordinator, Interpretation Services Unionized

  5. Key Functional Areas

  6. Key Functional Areas (con’t)

  7. Future State

  8. Key Functional Areas – Strengths, Weaknesses & Gaps Red type denotes changes from the current state functional areas *Includes the board of directors.

  9. Key Functional Areas – Strengths, Weaknesses & Gaps (con’t) Red type denotes changes from the current state functional areas

  10. Key Functional Areas – Strengths, Weaknesses & Gaps (con’t) Red type denotes changes from the current state functional areas

  11. Conceptual Groupings of the Organization’s Functions • What is the conceptual thinking or organizing principles that determine our functional models? • It is important to note that the conceptual functional groupings are models prescribed by the organizations functions. They are not organization structure but the foundation from which the organization structure is built. • The functional grouping models for Access Alliance are as follows: • Geographic site model • The functions of the organization are distributed by geographic site in this model. • Population-based model • The populations served by the programs and services of the organization are highlighted in this model • Social enterprise model • This model allocates functions based on their revenues or expenditures. • Service model • This model organizes functions by the services and programs offered by the organization.

  12. The Selected Model – The Social Enterprise Model Strategic & business planning & organization monitoring & assessment Social programs Development programs Corporate support services Research Interpreter services Finance & accounting Advocacy & policy Resource development Administration Primary health services Volunteers & members IT / IS Community Services Communications The Social Enterprise Model is based on grouping the organizations functions according to whether they are revenue generating, cost centres, or corporate support.

  13. Evaluation of Options Against Criteria The extent to which the selected organization structure, the Social Enterprise Model fits the established criteria was determined through ranking and scoring process, the results are shown in the table below. The ranking spectrum ranges from 3 for a high score and 1 for a low score. The result is a score of 89% in fitting with all the established criteria.

  14. Future Organization Structure Executive Director Assistant Executive Director (Development Programs) Director, Corporate Support Services Manager, Interpreter Services Research Director Manager, Research Operations Director, Community & Health Programs Manager, Corporate Support Manager, Human Resources Coordinators* Research Manager, Resource Development Manager, Primary Health Services Manager, Community Programs Manager, Settlement Programs Coordinator, IT / IS Coordinator*, Volunteers & Community Relations Lead, Allied Health Services Health Promoter*, Youth Health Promoters*, Settlement Coordinator, Finance & accounting Lead, Clinical Health Services Health Promoter*, Women Legend Coordinator, Administra-tion East Downtown West Health Promoter*, Family Coordinator*, IT support • HP Classification bargaining unit position • Note: Communications is included in Knowledge Transfer

  15. Future Organization Structure - Management Executive Director Assistant Executive Director (Development Programs) Director, Corporate Support Services Manager, Interpreter Services Research Director Manager, Research Operations Director, Community & Health Programs Manager, Corporate Support Manager, Human Resources Manager, Resource Development Manager, Primary Health Services Manager, Community Programs Manager, Settlement Programs Legend Note: The management positions will be phased in. The phasing of the organization structure is outlined in the following diagrams. East Downtown West

  16. Future Organizational Structure – Up To February Executive Director Note: The blue filled shapes will be put in place by February 2010 Director, Research & Evaluation Manager, Research Operations Director, Community Programs Director, Primary Health Services Director, Special Projects Coordinator, Finance Coordinator, Settlement Services Lead, Allied Health Services Coordinator, Research, Advocacy Coordinator, Volunteer & Community Relations Coordinator, Administration Coordinator, Women’s Programs Coordinator, Research, Training Lead, Clinical Health Services Coordinator, Youth Programs Coordinator, Clinical Admin Services Coordinator, Data Support & Evaluation Coordinator, Family Program Coordinator, Youth Mentorship Coordinator, Interpretation Services Coordinator, Data Management Unionized

  17. Future Organization Structure – At One Year Executive Director Assistant Executive Director (Development Programs) Director, Corporate Support Services Manager, Interpreter Services Research Director Manager, Research Operations Director, Community & Health Programs Manager, Human Resources Manager, Primary Health Programs Manager, Community Programs Manager, Settlement Programs Coordinators Research Manager, Resource Development Coordinator, IT / IS Lead, Allied Health Services Health Promoter, Youth Health Promoters, Settlement Coordinator, Volunteers & Community Relations Coordinator, Finance & accounting Lead, Clinical Health Services Health Promoter, Women Legend Coordinator, Administra-tion East Downtown West Health Promoter, Family Coordinator*, IT support Note: At this phase it is expected that the Manager, Interpreter Services and the Manager, Resource Development will be part-time positions.

  18. Future Organization Structure – Expected End State (1 Year +) Executive Director Assistant Executive Director (Development Programs) Director, Corporate Support Services Manager, Interpreter Services Research Director Manager, Research Operations Director, Community & Health Programs Manager, Corporate Support Manager, Human Resources Coordinators* Research Manager, Resource Development Manager, Primary Health Programs Manager, Community Programs Manager, Settlement Programs Coordinator, IT / IS Coordinator*, Volunteers & Community Relations Lead, Allied Health Services Health Promoter*, Youth Health Promoters*, Settlement Coordinator, Finance & accounting Lead, Clinical Health Services Health Promoter*, Women Legend Coordinator, Administra-tion East Downtown West Health Promoter*, Family Note: At this phase the Manager, Interpreter Services and the Manager, Resource Development will be separated into full-time positions. Coordinator*, IT support

  19. Requirements to Transition to the New Organization Structure

  20. Estimated Financial Variance in the Organization

  21. Risks and Mitigation

  22. Risks and Mitigation (con’t)

  23. Project Management, Issues Management Change and Stakeholder Management Implementation Plan Timeline – Phase 1 August ‘09 September ‘09 October ‘09 November ‘09 December ‘09 January ‘10 1 6 Develop common language document Vet job specifications and descriptions for Manager, Research Operations 2 7 Post job listing and hire Manager, Research Operations Develop phased organization structure 8 3 Appoint Health Service Leads Develop communication plan 4 9 Develop risk management plan Vet job specifications and descriptions ready for prioritizing and posting in February 5 Develop economic costs 10 Prioritize hires Presentation to the Board Legend In Progress

  24. Discussion

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