Recommend Improvements

7/30/2019 Recommend Improvements

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Continuous Improvement & Benchmarking

Recommend ImprovementsRecommend Improvements

Innovation

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Continuous Improvement & BenchmarkingModule: Recommend Improvements2

Learning objectivesLearning objectives

Have the skills to: Decide upon the purpose of the

report

Prepare a report index Develop an Implementation plan

Estimate costs

Assess Impacts

Assess Barriers

Quality check the report

Purpose

Index

Implement

Costs

Impacts

BarriersQA Check

Purpose

Index

Plan

Costs

Impacts

Barriers

QA Check




Agree on the Purpose of the report Agree on the Purpose of the report

What will we ask the SteeringCommittee to do ? Accept our recommendations

Change a by-law Change Government policy Project integration Approve a loan

Approve a budget allocation Approve more staff Approve the sale of an old asset




Key success factorsKey success factors

1. Clear and concise recommendations

2. Clear justification for by-law change

3. Clear justification for policy change

4. Cash flow schedule for City debt repayments

5. Costs vs. benefits to the customer

6. Impacts are complete and considered

7. Barriers are complete and considered

8. Possible funding source alternatives




Report styleReport style

Plural tense (“We”)

Findings supported with evidence

Recommendations the result of findings

Focus upon the ToR

Highlight strengths as well as opportunities

Do not personalise findings or causes

ToR must be completely addressed

Appendices can be justification




Report formatReport format

Number paragraphs

Number the pages

Version code

Serial number on each page (when

confidential)

Link appendices in the report body

Two covers

Circulation record




Report indexReport index

1. Executive summary

2. Background and ToR

3. Approach used

4. Findings and root causes5. Recommendations

6. Costs and benefits

7. Impact

8. Barriers9. Possible funding sources

10. Actions required of the S/C

11. Appendices - implementation plan




RecommendationsRecommendations

Directly linked to the root cause,

problem or opportunities discovered

Clear and concise

Practical, and can be visualized by

the reader

Within our current technology and

technical capability




CostsCosts and revenuesand revenues

Confirm how your organisation “costs”

projects and service changes

Incremental costs for the improved serviceOnce off change costs

New capital investment costs

Higher recurrent operating costs

The sale of underutilized assetsThe receipt of grant, subsidy, donation




BenefitsBenefits to the customer to the customer

1. Greater access or availability;

2. Faster response times;

3. Improved quality of the outputs;

4. Greater efficiency in the use of resources;

5. Increased customer satisfaction; or

6. Better outcomes from the service.

7. Quantify these Benefits with KPIs1. Current value

2. Forecast value post Implementation




Impact assessmentImpact assessment

1. People, departments, businesses, customers

that will be impacted

2. How they will be impacted

3. Serious or not

4. How should the serious impacts be addressed

5. Include this “How” in the Implementation plan




Barrier analysisBarrier analysis

1. Who may create a Barrier

2. What will be the Barrier

3. Why will they create the Barrier

4. Should this Barrier be addressed

5. How should the Barrier be addressed

6. Include the “How” in the Implementation plan




Actions required of the Steering Actions required of the SteeringCommitteeCommittee

1. Specific tasks

1. Present to the Council

2. Present to the Mayor

3. Present to the State Government

4. Assist in Union negotiations

5. Assist in a specific implementation task

6. Approve funding or a loan application




Implementation planImplementation plan

Steps involved

Timing of the steps

Who is responsible (their name)

End date for step completion

Output name and quantity for each

step




Quality check before submissionQuality check before submission

1. Cover

2. Index (table of contents)

3. Appendices titles and sequence

4. Header and footer – date, version, author

5. Spelling, grammar

6. Paragraph and page numbering

7. Reference to an appendix

8. Author or contact detail




Issue to the Steering CommitteeIssue to the Steering Committee

1. Cover letter

2. CIB Project report

3. Appendices

4. Conditions:1. Confidential

2. Restricted circulation

3. Number of copies printed

4. Names of recipients of this report (linked to serialnumber if necessary)

5. Adequate Lead time before meeting




Disclaimer Disclaimer

The views expressed in this Toolkit are the views of the authors and do not necessarily reflect

the views or policies of the Asian Development Bank (ADB) or Asian Development Bank

Institute (ADBI), or their Board of Directors, or the governments they represent. ADB and ADBI

do not guarantee the accuracy of the data included in this CD-ROM and accepts no

responsibility for any consequences of their use. Terminology used may not necessarily beconsistent with ADB official terms.

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Recommend Improvements