A Model for Common Services Process Approach Assessment Planning Decision-Making Management.

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