Organizational Diagnosis

Yogi SuwarnoThe 2011 NIPA Action Plan

Goal of The Project

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

• To diagnose its root of problems• To design its future organizational

structure and prospective

The Goal

Background

Outcome & KPI

References

Instruments

TIC & Steps

AP in Detail

Background

• The organizational structure of National institute of Public Administration has been changed for several times since its establishment in 1967. The last form has been used for more than a decade.

• As the new-growing needs from both internal and external stakeholders, as well as dynamic environments of NIPA’s tasks today, the adjustment of the NIPA’s organization is inevitable. As a result, NIPA should also maintain its resources to determine its future prospective.

Background

The Goal

Outcome & KPI

References

Instruments

TIC & Steps

AP in Detail

Map of NIPA’s Function

Head

Training Functions

Research Functions

School of Administration

General Affairs

Background

The Goal

Outcome & KPI

References

Instruments

TIC & Steps

AP in Detail

5

Current NIPA’s Organizational Structure

Kepala LAN

Deputi Bidang Diklat SPIMNAS

Kepemimpinan

TMKP

Deputi Bidang Pembinaan Diklat

Aparatur

Dir. Widyaiswara

Dir. Kurikulum

Deputi Litbang Administrasi

Pembangunan dan Otomasi AN

Kajian Administrasi Internasional

SIOAN

Kajian HAN

Deputi Bid, Kajian Manjemen Kebijakan

dan Pelayanan

Kajian Manajemen Kebijakan

Kajian Manajemen Pelayanan

Deputi Bid. Kajian Kinerja Kelembagaan

& SDA

Kajian Kinerja Kelembagaan

Kajian Kajian SDA

Kajian Otoda

Sekretaris Utama

Biro UmumBiro Perencanaan

PKP2APKP2A PKP2ASTIA

6

Proposed Structure from Top Mgt

Kepala LAN

Deputi Bidang Diklat SPIMNAS

Kepemimpinan

TMKP

Diklat Khusus

Deputi Bidang Pembinaan Diklat

Aparatur

Dir. Widyaiswara

Dir. Kurikulum

Dir. PenjaminanMutu

Deputi Litbang Administrasi

Pembangunan dan Otomasi AN

Kajian Administrasi Internasional

SIOAN

Kajian Pemberdayaan

Masyarakat

Deputi Bid, Kajian Manjemen Kebijakan

dan Pelayanan

Kajian Manajemen Kebijakan

Kajian Manajemen Pelayanan

Kajian Hukum Adm. Negara

Deputi Bid. Kajian Kinerja Kelembagaan

& SDA

Kajian Kinerja Kelembagaan

Kajian Kajian SDA

Kajian Otoda

Sekretaris Utama

Biro UmumBiro Humas,Informasi dan KerjasamaBiro Perencanaan

PKP2APKP2A PKP2ASTIA

Outcome

Organizational analysis result

KPI

Availability of diagnosis result (recommendation)

Background

Outcome & KPI

The Goal

References

Instruments

TIC & Steps

AP in Detail

McKinsey Seven S’s

Shared Value

Structure

Systems

Style

Staff

Skills

Strategy

Outcome & KPI

References

Instruments

TIC & Steps

AP in Detail

Background

The Goal

Instruments

Structure

Organizational Commitment

Self-Assessment Inrtument (Johnston)

OCAIReferences

Instruments

Outcome & KPI

Background

The Goal

TIC & Steps

AP in Detail

Instruments

OCAI

Clan Social Relation

Adhocracy More Innovative

Market Wider Stakeholder

Hierarchy Less Hierarchical

References

Instruments

Outcome & KPI

Background

The Goal

TIC & Steps

AP in Detail

Team In Charge

Instruments

TIC & Steps

References

Outcome & KPI

Background

The Goal

AP in Detail

• Committee• Experts of – Organizational Diagnosis– Human Resource Management

Steps to Do

PreparationDeveloping Instrument of Analysis

Primary & Secondary

Data Collection

Conducting Analysis

Public Expose &

Final Touch

Instruments

TIC & Steps

References

Outcome & KPI

Background

The Goal

AP in Detail

TIC & Steps

Unit Task 1: Preparation

• Setting up the Operational Committee

• Establishing the Committee Timetable and targets

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

Instruments

References

Outcome & KPI

Background

The Goal

Step Detailed plan Person in charge

Due date

Schedule

I II

What How Who When 1 2 3 4 1 2 3 4Setting up the Operational Committee

Making a list of potential human resources to be chosen, then assigning chosen ones to be member of the team

General Bureau

3rd week

Establishing the Committee Timetable and targets

Making official decision, including to inform all of member team about their task, timetable and target

General Bureau

1st week

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

Providing resources to support the team, and make them workable

General Bureau

1st week

KPI

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

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Unit Task 2: Developing Analysis Instruments

• Identifying several experts on organizational analysis

• Inviting selected experts on organizational analysis to have focus group discussion

• Drafting instruments of analysis based on end-result of the discussion

• Validating those instruments through test-case

• Determining final-instruments

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Step Detailed plan Person in charge

Due date

Schedule

II III IV

What How Who When 1 2 3 4 1 2 3 4 1 2 3 4Identifying several experts on organizational analysis

Making a list of potential experts of organizational diagnosis from both internal and external organization

Team 2nd week

Inviting selected experts on organizational analysis to have focus group discussion

Inviting the experts to discuss proper instruments of analysis in two or three forums of discussion

Team 2nd week

Drafting instruments of analysis based on end-result of the discussion

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

Team 1st week

Validating those instruments through test-case

Doing some test-cases in selected unit of organization

Team 3rd week

Determining final-instruments

Finalizing questionnaire and interview guidance

Team 4th week

KPI

• Selected experts is invited to discuss the instruments of analysis

• Provisional instruments of analysis is determined

• Instruments of analysis is tested/validated

• Instruments of analysis is determined

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Unit Task 3: Collecting Primary and Secondary Data

• Inviting selected key informants representing each organizational functions

• Carrying out small discussion on certain topics, primarily on organizational issues

• Questionnaire distributed to selected units representing each core function of LAN

• Interviews with selected informants• Collecting supporting data and information

on organizational area

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Step Detailed plan Person in charge Due date

Schedule

V VI VII

What How Who When 1 2 3 4 1 2 3 4 1Inviting selected key informants representing each organizational unit

Defining number of units to be observed, then Inviting selected key informants representing each organizational unit

Team 1st week

Carrying out small discussion on certain topics, primarily on organizational issues

Serial discussions carried out involving each representatives to discuss organizational issues in their own unit

Team 4th week

Questionnaire distributed to selected units representing each core function of LAN

Distributing questionnaire to selected units representing each core function of NIPA.

Collecting questionnaire back

Team 3rd week

Interviews with selected informants

Doing some interviews with selected key informants, primarily with key leaders and key organizational members

Team 4rd week

Collecting supporting data and information on organizational area

Informing representing-units to provide relevant data.

Visiting each representing units to collect data.

Team 1st week

KPI

• List of respondents/informants representing each organizational unit

• Summary of Discussion particularly on organizational issues

• Questionnaires is distributed• Interviews with key informants is

carried out• Secondary data is collected

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Unit Task 4: Conducting Analysis

• Scanning data and selecting appropriate information for analysis purposes

• Translating data into useful information• Analyzing them based on agreed-

instruments• Providing temporary analysis result• Putting temporary analysis into a

written-draft of analysis

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Step Detailed plan Person in charge Due date

Schedule

VII VIII

What How Who When 1 2 3 4 1 2 3 4Scanning data and selecting appropriate information for analysis purposes

Grouping data into certain categories

Scanning and selecting which data will be used

Team 2nd week

Translating data into useful information

Selected data is translated into useful information.

Pinpointing each key information to support each questionnaire in the analysis process.

Team 2nd week

Analyzing them based on agreed-instruments

Analyzing those secondary and primary data

Team 1st week

Providing temporary analysis result

Providing temporary analysis result

Team 2nd week

Putting temporary analysis into a written-draft of analysis

Narrating those analysis result into a written-draft of analysis

Team 3rd week

KPI

• Data being grouped into certain categories

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

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Unit Task 5: Public Expose and Final Touch

• Inviting public to an open expose of NIPA’s organizational analysis

• Presenting the result of organizational analysis

• Having some responses and feed-back from the audience

• Making some improvements based on expose

• Reporting the result of organizational analysis to the NIPA’s B/R team to be followed-up by necessary actions

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Step Detailed plan Person in charge

Due date

Schedule

VIII IX

What How Who When 4 1 2 3 4Inviting public to an open expose of LAN’s organizational analysis

Preparing draft of analysis Making invitation to all

organizational member to attend the public expose

Team &General Bureau

4rd week

Presenting the result of organizational analysis

Carrying out public expose Presenting analysis result Q & A

General Bureau & Team

1st week

Having some responses and feed-back from the audience

Collecting responses and feed back from the audiences/participants

Team 1st week

Making some improvements based on expose

Making some improvements based on expose result

Team 2nd week

Reporting the result of organizational analysis to the LAN’s B/R team to be followed-up by necessary actions

Preparing final draft of analysis Applying for ISSN Publishing the draft Reporting the result of

organizational analysis to the LAN’s B/R team to be followed-up by necessary actions

Team 4th week

KPI

• Public expose invitation is distributed• Public expose is carried out• Some responses and feed back are

collected• Draft of analysis is improved• Analysis result is published officially• Analysis result is reported to NIPA’s

B/R team

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

Change ManagementNo Expected Obstacles Alternative Ways/ Solutions

1 Reluctance of its internal organization members to change

1. Developing awareness of change through organizational members.

2. 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.

2 Periodic diagnosis and similar studies may make the organizational members browned off

Diagnosis should be conducted periodically within enough time range

TIC & Steps

Detail AP

Instruments

References

Outcome & KPI

Background

The Goal

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