SHAREDSERVICESYNERGY

SHARED SERVICES ORGANISATION DESIGN

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ORGANISATION DESIGN GUIDING PRINCIPLES

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WHAT IS THE PURPOSE OF ORGANISATION DESIGN?

INPUT ANALYSIS DESIGN

Determine processes in scope Define Organisational Design Guiding Principles Create a Capacity Model Iterate the Organisation Design

UNDERSTAND AND DEFINE PRINCIPLES WHILE COLLATING PERTINENT DATA

UNDERSTAND SHARED SERVICES AND ENTITY IMPACT

DEFINE ROLES AND ASSOCIATED SKILLS REQUIREMENTS

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Will I lose my job?

Will my job totally change?

Do I have the required skills?

Will I work with new people?

Will I have a new manager?

Will I have to move to a new location?

EXISTING STAFF

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Uncertainty of employees addressed

Key people retained

Management team committed

Skilled and motivated teams in place

Successful knowledge sharing

Entity buy-in

Service and performance culture enabled

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What is the job and what are the responsibilities?

What are the performance expectations?

What kind of career can I expect?

How will I be trained?

SHARED SERVICES STAFFSUCCESS IN ORGANISATIONAL DESIGN IS

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Am I losing my trusted local support?

Am I being asked to take on more work?

How will I get in touch with the new service?

How will they understand my needs?

What if something goes wrong?

Will the new service be flexible enough?

Will it cost me more?

CUSTOMERS

Define an organisation that is consistent with the Shared Services vision, strategic objectives, and operating model.

Provide an accurate estimate of the size of Shared Services to be used as an input to the hiring plan and

technology requirements etc.

Continue to educate and build confidence in the entities and other stakeholder communities on how the

Shared Services model will work in practice.

Provide input to the required organisational changes in the AGGPA entities.

Build and Implementation Phase

Completed as part of the assessment phase. Confirmed functions include: HR, Finance, IT

Define organsational design principles to use as a basis for designing the Shared Services organisation

Create organisational structure draft

Estimate the number of people required for the new processes

Define draft number of teams, supervisors, etc. required

Use the draft numbers as input to the workforce transition approach

Create draft roles and responsibilities

Revise the capacity model based on walk-throughs of new processes based on the process design work

Determine exchange of information required between Shared Services and the entities

Finalise staffing models

Update and finalise role and responsibilities documents

Complete the job architecture

Assessment Phase Design Phase Design Phase

Both technical expertise and customer service focus are vital for Shared Services to achieve excellent delivery of its strategic objectives

Shared Service managers and their reports can deliver the strategic objectives of the organisation, for which they are individually and collectively accountable

Shared Services always finds ways to continuously improve

The organisation is designed to support autonomous decision making

Shared Services is transparent

The organisation operates with simplicity

The organisation supports and facilitates collaboration and meaningful alignment across the entities

Shared Services creates a motivated workforce who can grow and develop - offers a career path

Shared Services is a Learning Organisation

The organisation makes the most of top talent

Employees within Shared Services are agile and innovative

People are an important part of the process

Shared Services is integrated with the rest of the ecosystem through business partnering and is aligned to the group way of doing things