bottle necks analysis

8/8/2019 Bottle necks Analysis

1/22


2/22

M AIN SECTIONS

Divi ded into f ive sec tion s

In fras truc tureIn f o rma tion shar ingCon cer n s a n d FearsS taff c o mmu ni ca tionAdm ini s tra tionLibrary

Acc o u nt sGISRec o mme n da tion s


3/22

ISSUES AND CONCERNS

In fras truc ture:

N on- s ta n dard ized elec tr ical w ir ing in capable f o r c o mmerc ial l o ads

In adequa te l ibrary elec tr ical w ir ing caus ing in suff ic ie nt lig h ting

N eed f o r Elec tr ical Capac ity S tud ies

Ja nito r ial super vis ion a n d clea ning e valua tion sys temn eed prepara tion


4/22

ISSUES AND CONCERNS

In f o rma tion shar ing :

Int er n al pr o cesses f o r tasks n eed to be d o cume nt ed,shared a n d ad ver tised

Prepara tion o f False rep o r ting measures a n dd is in ce ntiv es

N o m in a tion o f s taff f o r arra ng eme nt o f mee ting s,wo rksh o ps, sem in ars

Co mmu ni ca tion s ta n dard iza tion thr o u g h paper

Off ic ial E -ma il address n eed to be int r o duced a n d not thepr iva te ema ils


5/22

ISSUES AND CONCERNS

Con cer n s a n d Fears:

Fa vo r itism a n d m ono p o ly o f few team members sh o uldbe s to pped

Go als o f Urba n Unit n eed ad ver tised f o r urba n capac itybu ild ing a n d not f o r self int eres ts

P o s t a n d ra n k n eed s tre ngt he ning ra ther tha n pers on al ities

En er g y a n d elec tr ic ity sa ving p o licy n eed be def in ed.Au th o r ity n eed ide nti f ica tion f o r c o mpl ia n ce a n dm onito r ing o f the same


6/22

CONTINUED.

Co mmu ni ca tion breakd o w n n eed d o cume nt a tion

Prese n ce o f h id ing in f o rma tion cul ture

Fear o f vigi la nt y measures f o r wh is tle bl o wers

CCTV a n d m onito r ing makes empl o yees be ing ex tracau tio us

Ass ign me nt delayed due to ot her tasks ass ign ed by theP D


7/22

CONTINUED.

Off ice E nvi r on me nt is suff o ca ting a n d non pr o duc tiv eto wards w o rk

N o Separa te place f o r lad ies l o u ng e a n d prayer r oo m

Vis ito rs r oo m is always o ccup ied by dr ivers a n d o ff ic ialso f urba n u nit

Ju nio r le vel s taff d o es not care f o r the se nio r s taff a n do f te n refuses rep o r ting excep t to the P D

Team c on cer n s on appr ov al o f P C- I


8/22

ISSUES AND CONCERNS

S taff c o mmu ni ca tion :

Def in e o ff ice pr oto c o ls

Weekly S TLs Ma n da to ry Sec to ral mee ting s

Too ma n y int er n al mee ting s cause was ta g e o f time

Mo s tly the ac tion s are defused because Pr oj ec to r Direc to r marks c o rresp on de n ce to ma n y team membersa n d no b o dy take ac tion


9/22

CONTINUED.

Delays in Dis tr ibu tion o f ma ter ial

N o in ce ntiv e f o r c o mmu ni ca tion

Co re team mee ting s are m iss ing

Pr o per o r ie nt a tion o f int er n s a n d n ew h ire

Un c oo pera tiv e Recep tion s taff


10/22

ISSUES AND CONCERNS

Adm ini s tra tiv e Real ign me nt s:

Wo rk ass ign me nt n eeds to be def in ed thr o u g h on echa nn el ( ver tical a n d h o r izont al)

Def in e a n d d is tr ibu te s ta n dard TORs to the team

Team lu n ches, b on uses, trea tme nt s a n d tr ips sh o uld beint r o duced

There are no int er n al pr o cesses/ pr o cedures in place


11/22

CONTINUED.

ISO n eeds to be impleme nt ed

S taff a tt achme nt is not clear; spec ify the du ty o f teammembers

S TL sys tem n eeds to be s tre ngt he n ed


12/22


13/22

CONTINUED.

Boo k purchase appr ov al c o mm itt ee delays appr ov alscaus ing backl og s

Boo ks re jec ted w ith o u t s o lid reas on s

N o feedback ab o u t b oo k re jec tion / accep ta n ce to theb oo k rec o mme n der

Boo k payme nt s bear le ngt hy delays fr o m Acc o u nt s Dep t.


14/22

CONTINUED.

Or igin al l ibrary purchase b ills o f te n m isplaced byAcc o u nt s

Boo k requ is ition f o rm d o es not ex is t

Digit al l ibrary be ing used f o r female d ining area


15/22

ISSUES AND CONCERNS

Acc o u nt s:

Purchase o rders pa th ide nti f ica tion f o r tech ni calappr ov als

Def in e a n d clar ify the f in a n c ial pa th/s teps a n d ul tima teappr ov al

La te pr o cess ing a n d payme nt s f o r m isc. b ills a n dsh o w ing no c on cer n s (I d ont care a ttit ude)

Delay/sh o r ta g e o f IT c o mp on e nt Br o ke n hardware,m iss ing ton ers e tc.


16/22

ISSUES AND CONCERNS

GIS:

Delay in payme nt s re g ard ing GIS sec tion

In suff ic ie nt s taff in c o mpar is on w ith the w o rk l o ad

N o invo lveme nt o f GIS team in UU sem in ars, w o rksh o psa n d ot her e ve nt s

N o separa te time all o ca tion by P D f o r GIS sec tion


17/22

RECO MM ENDATIONS

Adm ini s tra tion :

Adm ini s tra tion pr o cedures n eed to def in ed a n dad o p ted

N ew H ire o r ie nt a tion a n d ma n da to ry 2 -day w o rksh o ptra ining

Int er n 2-day int r o duc tion w o rksh o p w ith c o llab o ra tion o f rela ted depar tme nts S TL a n d key team members

Wo rk a n d ass ign me nt re gi s ter f o r each sec to r bema int a in ed f o r ass ign me nt


18/22

RECO MM ENDATIONS

Acc o u nt s:

Separa tion be twee n the Acc o u nt a nt du ties a n dAud ito r s job descr ip tion prepared

Tech ni cal appr ov als f o r f in a n c ial b ills n eed besys tem ized

Purchase requ is ition sys tem n eed be s ta n dard ized

S ta n dard F in a n c ial pa th n eed be def in ed f o r b illpr o cess ing a n d payme nt s


19/22

RECO MM ENDATIONS

Fears a n d c on cer n s:

Anon ym o us c o mpla int s b o x n eed be in s talled

A no re tal ia tion p o licy n eed be p o s ted f o r wh is tle bl o wers

Equal access to P D f o r all team members n eedad ver tised

Be n ef its f o r CCTV requ ire shar ing a n d fear reduc tion s tra te gi es n eed pla nning


20/22

CONTINUED.

Empl o yme nt secur ity n eed be e n ha n ced a n d pr o per f ir ing pr o cedures n eed c ircula ted

Ann ual empl o yee pers on al f ile rep o r ting n eed bema int a in ed a n d re view o f pers on al in f o rma tion r ig h t bein f o rmed

Pr o m otion a n d pay ra ise pr o cedures n eed be c ircula ted

Equal o pp o r tu nit y f o r tr ips, c on fere n ces, mee ting s a n din ce ntiv es p o licy n eed c ircula tion

Mont hly c on cer n shee t n eed be prepared a n d c ircula tedf o r c ontin u o us sys tem impr ov eme nt s


21/22

RECO MM ENDATIONS

In fras truc ture:

S tudy f o r elec tr ic ity capac ity a n d l o ad

S tudy f o r prayer r oo m a n d lad ies l o u ng e a n d all o ca tion o f fu n ds

Ju nio r s taff a n d female va n f o r tra n sp o r t requ ired. Fu n dsall o ca tion a n d purchase reques ted

In s ta nt Elec tr oni c Co mmu ni ca tion too l (blackberry) n eedbe issued f o r se nio r a n d imp o r ta nt s taff


22/22

RECO MM ENDATIONS

GIS:Hir ing o f add ition al s taff f o r GIS sec tion

Mont hly P D mee ting w ith GIS s taff

Mecha ni sm f o r ac tiv e par tic ipa tion o f GIS sec tion in wo rksh o ps, sem in ars

P D ac tion f o r on time payme nt s

bottle necks analysis

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