INTERNAL REVIEW REPORT

By: Asad Ibrar

MAIN SECTIONS
Divided into five sections          Infrastructure Information sharing Concerns and Fears Staff communication Administration Library Accounts GIS Recommendations

ISSUES AND CONCERNS
Infrastructure:  Non-standardized electrical wiring incapable for commercial loads  Inadequate library electrical wiring causing insufficient lighting  Need for Electrical Capacity Studies  Janitorial supervision and cleaning evaluation system need preparation

ISSUES AND CONCERNS
Information sharing:  Internal processes for tasks need to be documented, shared and advertised  Preparation of False reporting measures and disincentives  Nomination of staff for arrangement of meetings, workshops, seminars  Communication standardization through paper  Official E-mail address need to be introduced and not the private emails

ISSUES AND CONCERNS
Concerns and Fears:  Favoritism and monopoly of few team members should be stopped  Goals of Urban Unit need advertised for urban capacity building and not for self interests  Post and rank need strengthening rather than personalities  Energy and electricity saving policy need be defined. Authority need identification for compliance and monitoring of the same

CONTINUED«. 
Communication breakdown need documentation  Presence of hiding information culture  Fear of vigilanty measures for whistle blowers  CCTV and monitoring makes employees being extra cautious  Assignment delayed due to other tasks assigned by the PD

CONTINUED«. 
Office Environment is suffocating and non productive towards work  No Separate place for ladies lounge and prayer room  Visitors room is always occupied by drivers and officials of urban unit  Junior level staff does not care for the senior staff and often refuses reporting except to the PD  Team concerns on approval of PC-I

ISSUES AND CONCERNS
Staff communication:  Define office protocols  Weekly STL¶s Mandatory Sectoral meetings  Too many internal meetings cause wastage of time  Mostly the actions are defused because Projector Director marks correspondence to many team members and nobody take action

CONTINUED«. 
Delays in Distribution of material  No incentive for communication  Core team meetings are missing  Proper orientation of interns and new hire  Uncooperative Reception staff

ISSUES AND CONCERNS
Administrative Realignments:  Work assignment needs to be defined through one channel (vertical and horizontal)  Define and distribute standard TORs to the team  Team lunches, bonuses, treatments and trips should be introduced  There are no internal processes/ procedures in place

CONTINUED«. 
ISO needs to be implemented  Staff attachment is not clear; specify the duty of team members  STL system needs to be strengthened

ISSUES AND CONCERNS
Library:  Need to identify library consumers and their capacity in which information is required (establish service standards)  shortage of Urdu and other relevant literature  CD racks and storage facilities required  Staff hiring for library required

CONTINUED«. 
Book purchase approval committee delays approvals causing backlogs  Books rejected without solid reasons  No feedback about book rejection/ acceptance to the book recommender  Book payments bear lengthy delays from Accounts Dept.

CONTINUED«. 
Original library purchase bills often misplaced by Accounts  Book requisition form does not exist  Digital library being used for female dining area

ISSUES AND CONCERNS
Accounts:  Purchase orders path identification for technical approvals Define and clarify the financial path/steps and ultimate approval Late processing and payments for misc. bills and showing no concerns (I don¶t care attitude) Delay/shortage of IT component Broken hardware, missing toners etc.   

ISSUES AND CONCERNS
GIS:  Delay in payments regarding GIS section  Insufficient staff in comparison with the work load  No involvement of GIS team in UU seminars, workshops and other events  No separate time allocation by PD for GIS section

RECOMMENDATIONS
Administration:  Administration procedures need to defined and adopted New Hire orientation and mandatory 2-day workshop training Intern 2-day introduction workshop with collaboration of related department¶s STL and key team members Work and assignment register for each sector be maintained for assignment   

RECOMMENDATIONS
Accounts:  Separation between the Accountant duties and Auditor¶s job description prepared Technical approvals for financial bills need be systemized Purchase requisition system need be standardized Standard Financial path need be defined for bill processing and payments  



RECOMMENDATIONS
Fears and concerns:  Anonymous complaints box need be installed  A no retaliation policy need be posted for whistle blowers  Equal access to PD for all team members need advertised  Benefits for CCTV require sharing and fear reduction strategies need planning

CONTINUED«. 
Employment security need be enhanced and proper firing procedures need circulated  Annual employee personal file reporting need be maintained and review of personal information right be informed  Promotion and pay raise procedures need be circulated  Equal opportunity for trips, conferences, meetings and incentives policy need circulation  Monthly concern sheet need be prepared and circulated for continuous system improvements

RECOMMENDATIONS
Infrastructure:  Study for electricity capacity and load  Study for prayer room and ladies lounge and allocation of funds  Junior staff and female van for transport required. Funds allocation and purchase requested  Instant Electronic Communication tool (blackberry) need be issued for senior and important staff

RECOMMENDATIONS
GIS:  Hiring of additional staff for GIS section  Monthly PD meeting with GIS staff  Mechanism for active participation of GIS section in workshops, seminars  PD action for on time payments

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