a model for common services process approach assessment planning decision-making management
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A Model for Common Services
Process Approach
Assessment
Planning
Decision-Making
Management
• Inventory of existing services
• Operational needs/priorities
• Costs & benefits
• Common Service Management
Assessment
Options Report
• Existing CS
• Management mechanisms
• Client feedback
What Works?
Inventory
Assessment Assessment
• List needs and priorities
• What works/does not work
Scope of Common Services
Operational Needs and Priorities
Assessment Assessment
• Determine basic costs
• Determine essential benefits
• Usefulness of services
• Need for services
Value-Added Common Services
Cost & Benefits
Assessment Assessment
• User roles
• Manager role
• Decision-making & oversight
• Technical/operational specifications
Manageable Common Services
Common Services Management
Assessment Assessment
• Inventory of existing services
• Operational needs/priorities
• Costs & benefits
• Common Service Management
Assessment:Recap
CS OptionsReport
do easy first
• Service functions and specifications
• Resources and costs
• Management and accountability
Planning
Feasibility Plan
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• Service benchmarks
• Technical possibilities
• Rights and obligations
• Expected operational returns
Technical and Operational Feasibility
Service Functions and Specifications
Planning Planning
• Human resources
• Physical assets
• Operational/recurrent costs
• Estimations of cost saving
• Costs apportionment
• Annual budgets
• Resource mobilization
• Disbursement mechanisms
Financial Feasibility
Resources and Costs
Planning Planning
• Decision making and oversight mechanism
• Implementation mechanism
• Work/ Business plan
• Accountability standard
• Performance Management
Institutional Feasibility
Management & Accountability
Planning Planning
• Service functions and specifications
• Resources and costs
• Management and accountability
Planning:Recap
Feasibility plan
Decision-Making
Signed Agreement
• Agency review
• Inter-agency negotiations
• Preparation of documentation
Decision-making Decision-making
Agency Review
Agency Position
• Reality of costs
• Returns and economies of scale
• Controls, audit, oversight
• Delegation of authority
• Fairness
• Predictability
• Efficiency
• Effectiveness
Decision-making Decision-making
Inter-agency Negotiations
Substantive Agreement
• Platform for negotiations
• Agreed (Admin.) Management system
• Agreed task and service managers
• Reporting cycle
• Implementation modalities and
milestones
• Performance Management system
• Annual work-plans and budgets
Decision-making Decision-making
Preparation of Documents
• Minutes of meeting
• Notes
• Standard agreement
• Minimum requirements
• Review and revision
• Opt in /out
Documentation
Decision-making Decision-making
Decision-Making:Recap
• Agency review
• Inter-agency negotiations
• Preparation of documentation
Decision-making Decision-making
Signed Documentation
• Start/up
• Delivery of services
• Performance Management
• Oversight
Continuously Improved
Common Services
Management
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• Mobilize resources
• Review and report on milestones
• Establish Administrative System
Common Service Established
Start-Up
Management Management
• Annual work plan
• Annual budget
• Collection of funds
• Contracting
• Disbursement
• Financial reports
• Operational reports
Final Products
Delivery of Services
Management Management
• Benchmarks
• Measurement
• Reporting schedules
• Audits
Performance Reports
Performance Management
Management Management
• Organizational learning
• Capacity building
• Innovation /improvement
Performance Feedback
Oversight
Management Management
• Start/up
• Delivery of services
• Performance Management
• Oversight
Management:Recap
Continuously Improved
Common Service
Assessment
Planning
Decision-Making
Management