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Organizational Diagnosis

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Yogi Suwarno The 2011 NIPA Action Plan

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Goal of The Project


To identify current organizational needs as well as its potential Background resources

The Goal

Outcome & KPI References

To diagnose its root of problems

Instruments

To design its future organizational TIC & Steps structure and prospective
AP in Detail

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Background
The organizational structure of Background National institute of Public Administration has been changed for Outcome & several times since its establishment KPI References in 1967. The last form has been used Instruments for more than a decade.

The Goal

TIC & Steps AP in Detail

As the new-growing needs from both internal and external stakeholders, as well as dynamic environments of NIPAs tasks today, the adjustment of 3/10/13

The Goal

Map of NIPAs Function

Background

Outcome & KPI References Instruments TIC & Steps AP in Detail

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Current NIPAs Organizational Structure

PKP2A 3/10/13 PKP2A PKP2A STIA

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Proposed Structure from Top Mgt

PKP2A 3/10/13 PKP2A PKP2A STIA

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The Goal Background Outcome & KPI References Instruments TIC & Steps AP in Detail

Outcome
Organizational analysis result

KPI
Availability of diagnosis result (recommendation)

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McKinsey Seven Ss
The Goal Background Outcome & KPI References

Instruments TIC & Steps AP in Detail

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Instruments
The Goal Background Outcome & KPI References

Instruments

TIC & Steps AP in Detail

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Instruments
The Goal Background Outcome & KPI References

Instruments

TIC & Steps AP in Detail

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Team In Charge
The Goal
Background

Committee Experts of

Organizational Instruments

Outcome & KPI References

Diagnosis

Human Resource Management

TIC & Steps

AP in Detail

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Steps to Do
The Goal Background Outcome & KPI References Instruments

TIC & Steps

AP in Detail

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Background

Setting up the Operational Outcome & Committee


KPI References

The Goal

Unit Task 1: Preparation

Establishing the Committee Instruments Timetable and targets


TIC & Steps

Identifying & collecting the availability of resources (human, IT, Detail AP financial, and network)

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Step What Setting up the Operational Committee

Detailed plan

Person in charge

Due date

Schedule I II

How Who Making a list of General potential human Bureau resources to be chosen, then assigning chosen ones to be member of the team Making official General decision, including to Bureau inform all of member team about their task, timetable and target

When 1 2 3 4 1 2 3 4 3rd week

Establishing the Committee Timetable and targets

1st week

Identifying & Providing resources to General collecting the support the team, and Bureau availability of make them workable resources (human, IT, 3/10/13 and financial,

1st week

KPI
The Goal
Background

Team in charge is established Timetable and target is set up Supporting resources is provided

Outcome & KPI References

Instruments TIC & Steps

Detail AP

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Background

Identifying several experts on Outcome & organizational analysis


KPI References

The Goal

Unit Task 2: Developing Analysis Instruments

Inviting selected experts on Instruments organizational analysis to have focus TIC & Steps group discussion Drafting instruments of analysis Detail AP based on end-result of the discussion

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Validating those instruments through test-case

Step

Detailed plan

Person in charge

Due date

Schedule II III IV

What How Who Identifying Making a list of Team several experts potential experts of on organizational organizational analysis diagnosis from both internal and external organization Inviting selected experts on organizational analysis to have focus group discussion Drafting instruments of analysis based on end-result of the discussion Inviting the experts to discuss proper instruments of analysis in two or three forums of discussion Team

When 1 2 3 4 1 2 3 4 1 2 3 4 2nd week

2nd week

Drafting instruments Team of analysis based on end-result of the discussion into questionnaires and interview guidance Team

1st week

Validating those Doing some test-

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3rd

KPI
Background

Selected experts is invited to discuss Outcome & instruments of analysis the


KPI References

The Goal

Provisional instruments of analysis is Instruments determined


TIC & Steps

Detail AP

Instruments of analysis is tested/validated Instruments of analysis is determined

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Background

Inviting selected key informants Outcome & representing each organizational KPI References functions

The Goal

Unit Task 3: Collecting Primary and Secondary Data

Instruments

Carrying out small discussion on TIC & Steps certain topics, primarily on organizational issues
Detail AP

Questionnaire distributed to selected units representing each core function of LAN Interviews with selected informants

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Step What Inviting selected key informants representing each organizational unit

Detailed plan

Person in Due date charge

Schedule V VI VII

How Who Defining number of units to Team be observed, then Inviting selected key informants representing each organizational unit Carrying out small Serial discussions carried Team discussion on certain out involving each topics, primarily on representatives to discuss organizational issues organizational issues in their own unit Questionnaire distributed to selected units representing each core function of LAN Distributing Team questionnaire to selected units representing each core function of NIPA. Collecting questionnaire back Interviews with Doing some interviews with Team selected informants selected key informants, primarily with key leaders and key organizational 3/10/13 members

When 1 2 3 4 1 2 3 4 1 1st week

4th week

3rd week

4rd week

KPI
Background

List of respondents/informants Outcome & representing each organizational unit


KPI References

The Goal

Summary of Discussion particularly Instruments on organizational issues


TIC & Steps

Questionnaires is distributed Interviews with key informants is carried out Secondary data is collected
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Detail AP

Background

Scanning data and selecting Outcome & appropriate information for analysis KPI References purposes

The Goal

Unit Task 4: Conducting Analysis

Instruments

Translating data into useful TIC & Steps information Analyzing them based on agreedDetail AP instruments

Providing temporary analysis result


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Putting temporary analysis into a

Step What Scanning data and selecting appropriate information for analysis purposes Translating data into useful information

Detailed plan

Person in charge

Due date

Schedule VII VIII

How Who Grouping data into Team certain categories Scanning and selecting which data will be used Selected data is Team translated into useful information. Pinpointing each key information to support each questionnaire in the analysis process.

When 1 2 3 4 1 2 3 4 2nd week

2nd week

Analyzing them Analyzing those Team based on agreed- secondary and primary instruments data Providing Providing temporary Team temporary analysis analysis result result Putting temporary Narrating those Team 3/10/13

1st week 2nd week 3rd

KPI
Background

Data being grouped into certain Outcome & categories


KPI References

The Goal

Instruments TIC & Steps

Selected data to be used Useful information Analysis result Draft of analysis result

Detail AP

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Background

Inviting public to an open expose of Outcome & NIPAs organizational analysis


KPI References

The Goal

Unit Task 5: Public Expose and Final Touch

Presenting the result of Instruments organizational analysis


TIC & Steps

Detail AP

Having some responses and feedback from the audience Making some improvements based on expose Reporting the result of organizational

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Step What Inviting public to an open expose of LANs organizational analysis

Detailed plan

Person in charge

Schedule Due IX date VIII When 4 4rd week 1 2 3 4

How Who Preparing draft of analysis Team & Making invitation to all General organizational member to Bureau attend the public expose

Presenting the result of organizational analysis

Carrying out public expose Presenting analysis result Q&A Having some Collecting responses and responses and feed- feed back from the back from the audiences/participants audience Making some Making some improvements improvements based on expose result based on expose Reporting the result Preparing final draft of of organizational analysis analysis to the LANs Applying for ISSN 3/10/13 B/R team to be Publishing the draft

General Bureau & Team Team

1st week

1st week

Team

2nd week 4th week

Team

KPI
The Goal
Background

Public expose invitation is distributed Public expose is carried out

Instruments

Some responses and feed back are TIC & collected Steps

Outcome & KPI References

Draft of analysis is improved Analysis result is published officially Analysis result is reported to NIPAs B/R team
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Detail AP

Change Management
The Goal Background Outcome & KPI References Instruments TIC & Steps 1 No Expected Obstacles Alternative Ways/ Solutions Reluctance of its 1. internal organization members to change2. Developing awareness of change through organizational members. Instruments of analysis should address real needs/problems of organization 3. Establishing good communication and internal relations 4. Observing proper respondents, in the right time and right place.

Detail AP

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Periodic diagnosis Diagnosis should be and similar studies conducted periodically within may make the enough time range organizational

Terima Kasih
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