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Lan yogi-nipa’s organizational analysis

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The document summarizes an organizational diagnosis project conducted by the National Institute of Public Administration (NIPA) in Indonesia. The goals of the project were to identify NIPA's current organizational needs and resources, diagnose root problems, and design a future organizational structure. The project involved analyzing NIPA's existing and proposed organizational structures using tools like the McKinsey 7S framework and OCAI instrument. A committee of experts conducted primary and secondary data collection, analysis, and developed recommendations to improve NIPA's organization.

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Organizational Diagnosis Yogi Suwarno The 2011 NIPA Action Plan
Goal of The Project The Goal • To identify current organizational needs as well as its potential Background resources Outcome & KPI References • To diagnose its root of problems Instruments • To design its future organizational TIC & Steps structure and prospective AP in Detail
Background The Goal • The organizational structure of National institute of Public Administration has been Background changed for several times since its establishment in 1967. The last form has Outcome & KPI been used for more than a decade. References • As the new-growing needs from both internal and external stakeholders, as well Instruments as dynamic environments of NIPA’s tasks TIC & Steps today, the adjustment of the NIPA’s AP in Detail organization is inevitable. As a result, NIPA should also maintain its resources to determine its future prospective.
Map of NIPA’s Function The Goal Background Head Outcome & KPI References General Instruments Affairs TIC & Steps AP in Detail Training Research School of Functions Functions Administration
Current NIPA’s Organizational Structure Kepala LAN Sekretaris Utama Biro Perencanaan Biro Umum Deputi Litbang Deputi Bid. Kajian Deputi Bid, Kajian Deputi Bidang Deputi Bidang Administrasi Kinerja Kelembagaan Manjemen Kebijakan Pembinaan Diklat Pembangunan dan Diklat SPIMNAS & SDA dan Pelayanan Aparatur Otomasi AN Kajian Kinerja Kajian Manajemen Kajian Administrasi Dir. Widyaiswara Kepemimpinan Kelembagaan Kebijakan Internasional Kajian Kajian Kajian Manajemen SIOAN Dir. Kurikulum TMKP SDA Pelayanan Kajian Otoda Kajian HAN PKP2A PKP2A PKP2A STIA 5
Proposed Structure from Top Mgt Kepala LAN Sekretaris Utama Biro Humas,Informasi Biro Perencanaan Biro Umum dan Kerjasama Deputi Litbang Deputi Bid. Kajian Deputi Bid, Kajian Deputi Bidang Deputi Bidang Administrasi Kinerja Kelembagaan Manjemen Kebijakan Pembinaan Diklat Pembangunan dan Diklat SPIMNAS & SDA dan Pelayanan Aparatur Otomasi AN Kajian Kinerja Kajian Manajemen Kajian Administrasi Dir. Widyaiswara Kepemimpinan Kelembagaan Kebijakan Internasional Kajian Kajian Kajian Manajemen SIOAN Dir. Kurikulum TMKP SDA Pelayanan Kajian Kajian Hukum Adm. Dir. Penjaminan Kajian Otoda Pemberdayaan Diklat Khusus Negara Mutu Masyarakat PKP2A PKP2A PKP2A STIA 6
The Goal Outcome Background Outcome & KPI Organizational analysis result References Instruments KPI TIC & Steps AP in Detail Availability of diagnosis result (recommendation)
McKinsey Seven S’s The Goal Background Structure Outcome & KPI Strategy Systems References Shared Instruments Value TIC & Steps Skills Style AP in Detail Staff
Instruments The Goal Background Outcome & KPI OCAI Self- References Assessment Inrtument (Johnston) Instruments Organizational Commitment TIC & Steps AP in Detail Structure
Instruments The Goal Background Social Outcome & KPI Clan Relation References More Adhocracy Instruments Innovative OCAI Wider Market TIC & Steps Stakeholder AP in Detail Less Hierarchy Hierarchical
Team In Charge The Goal Background • Committee Outcome & KPI • Experts of References – Organizational Diagnosis Instruments – Human Resource Management TIC & Steps AP in Detail
Steps to Do The Goal Background Outcome & KPI References Instruments Primary & Developing Public Secondary Conducting Preparation Instrument Expose & Data Analysis TIC & Steps of Analysis Final Touch Collection AP in Detail
Unit Task 1: Preparation The Goal Background • Setting up the Operational Outcome & KPI Committee References • Establishing the Committee Instruments Timetable and targets TIC & Steps • Identifying & collecting the availability of resources (human, IT, Detail AP financial, and network)
Person in Due Schedule Step Detailed plan charge date I II What How Who When 1 2 3 4 1 2 3 4 Setting up the Making a list of potential General 3rd week Operational human resources to be Bureau Committee chosen, then assigning chosen ones to be member of the team Establishing the Making official decision, General 1st week Committee Timetable including to inform all of Bureau and targets member team about their task, timetable and target Identifying & Providing resources to General 1st week collecting the support the team, and Bureau availability of make them workable resources (human, IT, financial, and network)
KPI The Goal Background • Team in charge is established Outcome & KPI • Timetable and target is set up References Instruments • Supporting resources is provided TIC & Steps Detail AP
Unit Task 2: Developing Analysis Instruments The Goal Background • Identifying several experts on Outcome & KPI organizational analysis References • Inviting selected experts on organizational analysis to have focus Instruments group discussion TIC & Steps • Drafting instruments of analysis based on end-result of the discussion • Validating those instruments through Detail AP test-case • Determining final-instruments
Person in Due Schedule Step Detailed plan charge date II III IV What How Who When 1 2 3 4 1 2 3 4 1 2 3 4 Identifying several Making a list of potential Team 2nd experts on experts of organizational week organizational diagnosis from both analysis internal and external organization Inviting selected Inviting the experts to Team 2nd experts on discuss proper week organizational instruments of analysis in analysis to have two or three forums of focus group discussion discussion Drafting Drafting instruments of Team 1st instruments of analysis based on end- week analysis based on result of the discussion end-result of the into questionnaires and discussion interview guidance Validating those Doing some test-cases in Team 3rd instruments selected unit of week through test-case organization Determining final- Finalizing questionnaire Team 4th instruments and interview guidance week
KPI The Goal Background • Selected experts is invited to Outcome & KPI discuss the instruments of analysis References • Provisional instruments of analysis Instruments is determined TIC & Steps • Instruments of analysis is tested/validated Detail AP • Instruments of analysis is determined
Unit Task 3: Collecting Primary and Secondary Data The Goal Background • Inviting selected key informants Outcome & KPI representing each organizational functions References • Carrying out small discussion on certain topics, primarily on organizational issues Instruments • Questionnaire distributed to selected units TIC & Steps representing each core function of LAN • Interviews with selected informants • Collecting supporting data and Detail AP information on organizational area
Person in Schedule Step Detailed plan Due date charge V VI VII What How Who When 1 2 3 4 1 2 3 4 1 Inviting selected key Defining number of units to be Team 1st week informants representing observed, then Inviting selected each organizational unit key informants representing each organizational unit Carrying out small Serial discussions carried out Team 4th week discussion on certain involving each representatives to topics, primarily on discuss organizational issues in organizational issues their own unit Questionnaire Distributing questionnaire to Team 3rd week distributed to selected selected units representing units representing each each core function of NIPA. core function of LAN Collecting questionnaire back Interviews with selected Doing some interviews with Team 4rd week informants selected key informants, primarily with key leaders and key organizational members Collecting supporting Informing representing-units Team 1st week data and information on to provide relevant data. organizational area Visiting each representing units to collect data.
KPI The Goal Background • List of respondents/informants Outcome & KPI representing each organizational References unit Instruments • Summary of Discussion particularly TIC & Steps on organizational issues • Questionnaires is distributed Detail AP • Interviews with key informants is carried out • Secondary data is collected
Unit Task 4: Conducting Analysis The Goal Background • Scanning data and selecting Outcome & KPI appropriate information for analysis purposes References • Translating data into useful Instruments information TIC & Steps • Analyzing them based on agreed- instruments • Providing temporary analysis result Detail AP • Putting temporary analysis into a written-draft of analysis
Person in Schedule Step Detailed plan Due date charge VII VIII What How Who When 1 2 3 4 1 2 3 4 Scanning data and Grouping data into Team 2nd week selecting appropriate certain categories information for Scanning and selecting analysis purposes which data will be used Translating data into Selected data is Team 2nd week useful information translated into useful information. Pinpointing each key information to support each questionnaire in the analysis process. Analyzing them based Analyzing those secondary Team 1st week on agreed- and primary data instruments Providing temporary Providing temporary Team 2nd week analysis result analysis result Putting temporary Narrating those analysis Team 3rd week analysis into a result into a written-draft of written-draft of analysis analysis
KPI The Goal Background • Data being grouped into certain Outcome & KPI categories References • Selected data to be used Instruments TIC & Steps • Useful information • Analysis result Detail AP • Draft of analysis result
Unit Task 5: Public Expose and Final Touch The Goal Background • Inviting public to an open expose of Outcome & KPI NIPA’s organizational analysis References • Presenting the result of organizational analysis Instruments • Having some responses and feed-back TIC & Steps from the audience • Making some improvements based on expose Detail AP • Reporting the result of organizational analysis to the NIPA’s B/R team to be followed-up by necessary actions
Person in Due Schedule Step Detailed plan charge date VIII IX What How Who When 4 1 2 3 4 Inviting public to an Preparing draft of analysis Team & 4rd open expose of LAN’s Making invitation to all General week organizational analysis organizational member to Bureau attend the public expose Presenting the result of Carrying out public expose General 1st organizational analysis Presenting analysis result Bureau & week Q&A Team Having some responses Collecting responses and feed back Team 1st and feed-back from the from the audiences/participants week audience Making some Making some improvements based Team 2nd improvements based on on expose result week expose Reporting the result of Preparing final draft of analysis Team 4th organizational analysis Applying for ISSN week to the LAN’s B/R team Publishing the draft to be followed-up by Reporting the result of necessary actions organizational analysis to the LAN’s B/R team to be followed- up by necessary actions
KPI The Goal Background • Public expose invitation is distributed Outcome & KPI • Public expose is carried out References • Some responses and feed back are Instruments collected TIC & Steps • Draft of analysis is improved • Analysis result is published officially Detail AP • Analysis result is reported to NIPA’s B/R team
Change Management The Goal No Expected Obstacles Alternative Ways/ Solutions Background 1 Reluctance of its 1. Developing awareness of Outcome & KPI internal organization change through organizational members to change members. References 2. Instruments of analysis should Instruments address real needs/problems of organization TIC & Steps 3. Establishing good communication and internal relations 4. Observing proper respondents, Detail AP in the right time and right place. 2 Periodic diagnosis and Diagnosis should be conducted similar studies may periodically within enough time make the range organizational members browned off
Lan yogi-nipa’s organizational analysis

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Lan yogi-nipa’s organizational analysis

  • 1. Organizational Diagnosis Yogi Suwarno The 2011 NIPA Action Plan
  • 2. Goal of The Project The Goal • To identify current organizational needs as well as its potential Background resources Outcome & KPI References • To diagnose its root of problems Instruments • To design its future organizational TIC & Steps structure and prospective AP in Detail
  • 3. Background The Goal • The organizational structure of National institute of Public Administration has been Background changed for several times since its establishment in 1967. The last form has Outcome & KPI been used for more than a decade. References • As the new-growing needs from both internal and external stakeholders, as well Instruments as dynamic environments of NIPA’s tasks TIC & Steps today, the adjustment of the NIPA’s AP in Detail organization is inevitable. As a result, NIPA should also maintain its resources to determine its future prospective.
  • 4. Map of NIPA’s Function The Goal Background Head Outcome & KPI References General Instruments Affairs TIC & Steps AP in Detail Training Research School of Functions Functions Administration
  • 5. Current NIPA’s Organizational Structure Kepala LAN Sekretaris Utama Biro Perencanaan Biro Umum Deputi Litbang Deputi Bid. Kajian Deputi Bid, Kajian Deputi Bidang Deputi Bidang Administrasi Kinerja Kelembagaan Manjemen Kebijakan Pembinaan Diklat Pembangunan dan Diklat SPIMNAS & SDA dan Pelayanan Aparatur Otomasi AN Kajian Kinerja Kajian Manajemen Kajian Administrasi Dir. Widyaiswara Kepemimpinan Kelembagaan Kebijakan Internasional Kajian Kajian Kajian Manajemen SIOAN Dir. Kurikulum TMKP SDA Pelayanan Kajian Otoda Kajian HAN PKP2A PKP2A PKP2A STIA 5
  • 6. Proposed Structure from Top Mgt Kepala LAN Sekretaris Utama Biro Humas,Informasi Biro Perencanaan Biro Umum dan Kerjasama Deputi Litbang Deputi Bid. Kajian Deputi Bid, Kajian Deputi Bidang Deputi Bidang Administrasi Kinerja Kelembagaan Manjemen Kebijakan Pembinaan Diklat Pembangunan dan Diklat SPIMNAS & SDA dan Pelayanan Aparatur Otomasi AN Kajian Kinerja Kajian Manajemen Kajian Administrasi Dir. Widyaiswara Kepemimpinan Kelembagaan Kebijakan Internasional Kajian Kajian Kajian Manajemen SIOAN Dir. Kurikulum TMKP SDA Pelayanan Kajian Kajian Hukum Adm. Dir. Penjaminan Kajian Otoda Pemberdayaan Diklat Khusus Negara Mutu Masyarakat PKP2A PKP2A PKP2A STIA 6
  • 7. The Goal Outcome Background Outcome & KPI Organizational analysis result References Instruments KPI TIC & Steps AP in Detail Availability of diagnosis result (recommendation)
  • 8. McKinsey Seven S’s The Goal Background Structure Outcome & KPI Strategy Systems References Shared Instruments Value TIC & Steps Skills Style AP in Detail Staff
  • 9. Instruments The Goal Background Outcome & KPI OCAI Self- References Assessment Inrtument (Johnston) Instruments Organizational Commitment TIC & Steps AP in Detail Structure
  • 10. Instruments The Goal Background Social Outcome & KPI Clan Relation References More Adhocracy Instruments Innovative OCAI Wider Market TIC & Steps Stakeholder AP in Detail Less Hierarchy Hierarchical
  • 11. Team In Charge The Goal Background • Committee Outcome & KPI • Experts of References – Organizational Diagnosis Instruments – Human Resource Management TIC & Steps AP in Detail
  • 12. Steps to Do The Goal Background Outcome & KPI References Instruments Primary & Developing Public Secondary Conducting Preparation Instrument Expose & Data Analysis TIC & Steps of Analysis Final Touch Collection AP in Detail
  • 13. Unit Task 1: Preparation The Goal Background • Setting up the Operational Outcome & KPI Committee References • Establishing the Committee Instruments Timetable and targets TIC & Steps • Identifying & collecting the availability of resources (human, IT, Detail AP financial, and network)
  • 14. Person in Due Schedule Step Detailed plan charge date I II What How Who When 1 2 3 4 1 2 3 4 Setting up the Making a list of potential General 3rd week Operational human resources to be Bureau Committee chosen, then assigning chosen ones to be member of the team Establishing the Making official decision, General 1st week Committee Timetable including to inform all of Bureau and targets member team about their task, timetable and target Identifying & Providing resources to General 1st week collecting the support the team, and Bureau availability of make them workable resources (human, IT, financial, and network)
  • 15. KPI The Goal Background • Team in charge is established Outcome & KPI • Timetable and target is set up References Instruments • Supporting resources is provided TIC & Steps Detail AP
  • 16. Unit Task 2: Developing Analysis Instruments The Goal Background • Identifying several experts on Outcome & KPI organizational analysis References • Inviting selected experts on organizational analysis to have focus Instruments group discussion TIC & Steps • Drafting instruments of analysis based on end-result of the discussion • Validating those instruments through Detail AP test-case • Determining final-instruments
  • 17. Person in Due Schedule Step Detailed plan charge date II III IV What How Who When 1 2 3 4 1 2 3 4 1 2 3 4 Identifying several Making a list of potential Team 2nd experts on experts of organizational week organizational diagnosis from both analysis internal and external organization Inviting selected Inviting the experts to Team 2nd experts on discuss proper week organizational instruments of analysis in analysis to have two or three forums of focus group discussion discussion Drafting Drafting instruments of Team 1st instruments of analysis based on end- week analysis based on result of the discussion end-result of the into questionnaires and discussion interview guidance Validating those Doing some test-cases in Team 3rd instruments selected unit of week through test-case organization Determining final- Finalizing questionnaire Team 4th instruments and interview guidance week
  • 18. KPI The Goal Background • Selected experts is invited to Outcome & KPI discuss the instruments of analysis References • Provisional instruments of analysis Instruments is determined TIC & Steps • Instruments of analysis is tested/validated Detail AP • Instruments of analysis is determined
  • 19. Unit Task 3: Collecting Primary and Secondary Data The Goal Background • Inviting selected key informants Outcome & KPI representing each organizational functions References • Carrying out small discussion on certain topics, primarily on organizational issues Instruments • Questionnaire distributed to selected units TIC & Steps representing each core function of LAN • Interviews with selected informants • Collecting supporting data and Detail AP information on organizational area
  • 20. Person in Schedule Step Detailed plan Due date charge V VI VII What How Who When 1 2 3 4 1 2 3 4 1 Inviting selected key Defining number of units to be Team 1st week informants representing observed, then Inviting selected each organizational unit key informants representing each organizational unit Carrying out small Serial discussions carried out Team 4th week discussion on certain involving each representatives to topics, primarily on discuss organizational issues in organizational issues their own unit Questionnaire Distributing questionnaire to Team 3rd week distributed to selected selected units representing units representing each each core function of NIPA. core function of LAN Collecting questionnaire back Interviews with selected Doing some interviews with Team 4rd week informants selected key informants, primarily with key leaders and key organizational members Collecting supporting Informing representing-units Team 1st week data and information on to provide relevant data. organizational area Visiting each representing units to collect data.
  • 21. KPI The Goal Background • List of respondents/informants Outcome & KPI representing each organizational References unit Instruments • Summary of Discussion particularly TIC & Steps on organizational issues • Questionnaires is distributed Detail AP • Interviews with key informants is carried out • Secondary data is collected
  • 22. Unit Task 4: Conducting Analysis The Goal Background • Scanning data and selecting Outcome & KPI appropriate information for analysis purposes References • Translating data into useful Instruments information TIC & Steps • Analyzing them based on agreed- instruments • Providing temporary analysis result Detail AP • Putting temporary analysis into a written-draft of analysis
  • 23. Person in Schedule Step Detailed plan Due date charge VII VIII What How Who When 1 2 3 4 1 2 3 4 Scanning data and Grouping data into Team 2nd week selecting appropriate certain categories information for Scanning and selecting analysis purposes which data will be used Translating data into Selected data is Team 2nd week useful information translated into useful information. Pinpointing each key information to support each questionnaire in the analysis process. Analyzing them based Analyzing those secondary Team 1st week on agreed- and primary data instruments Providing temporary Providing temporary Team 2nd week analysis result analysis result Putting temporary Narrating those analysis Team 3rd week analysis into a result into a written-draft of written-draft of analysis analysis
  • 24. KPI The Goal Background • Data being grouped into certain Outcome & KPI categories References • Selected data to be used Instruments TIC & Steps • Useful information • Analysis result Detail AP • Draft of analysis result
  • 25. Unit Task 5: Public Expose and Final Touch The Goal Background • Inviting public to an open expose of Outcome & KPI NIPA’s organizational analysis References • Presenting the result of organizational analysis Instruments • Having some responses and feed-back TIC & Steps from the audience • Making some improvements based on expose Detail AP • Reporting the result of organizational analysis to the NIPA’s B/R team to be followed-up by necessary actions
  • 26. Person in Due Schedule Step Detailed plan charge date VIII IX What How Who When 4 1 2 3 4 Inviting public to an Preparing draft of analysis Team & 4rd open expose of LAN’s Making invitation to all General week organizational analysis organizational member to Bureau attend the public expose Presenting the result of Carrying out public expose General 1st organizational analysis Presenting analysis result Bureau & week Q&A Team Having some responses Collecting responses and feed back Team 1st and feed-back from the from the audiences/participants week audience Making some Making some improvements based Team 2nd improvements based on on expose result week expose Reporting the result of Preparing final draft of analysis Team 4th organizational analysis Applying for ISSN week to the LAN’s B/R team Publishing the draft to be followed-up by Reporting the result of necessary actions organizational analysis to the LAN’s B/R team to be followed- up by necessary actions
  • 27. KPI The Goal Background • Public expose invitation is distributed Outcome & KPI • Public expose is carried out References • Some responses and feed back are Instruments collected TIC & Steps • Draft of analysis is improved • Analysis result is published officially Detail AP • Analysis result is reported to NIPA’s B/R team
  • 28. Change Management The Goal No Expected Obstacles Alternative Ways/ Solutions Background 1 Reluctance of its 1. Developing awareness of Outcome & KPI internal organization change through organizational members to change members. References 2. Instruments of analysis should Instruments address real needs/problems of organization TIC & Steps 3. Establishing good communication and internal relations 4. Observing proper respondents, Detail AP in the right time and right place. 2 Periodic diagnosis and Diagnosis should be conducted similar studies may periodically within enough time make the range organizational members browned off