The importance of the involvement of staff

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Zagreb, 22-23 May 2014

Ana Andrade, Sigma expert

Staff involvement: Self-

assessment based on the

CAF

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The CAF MODEL

1

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Focus – People Criteria

2

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WHAT IS AN Action Plan?

WHAT IS AN ACTION

PLAN?

• A document

containing a plan

of tasks, allocation

of responsibilities,

goals for the

implementation of

the project (e.g.

targets/deadlines)

and resources

needed (e.g. hours,

money).

This A P is one of the main goals of the CAF self-assessment effort and also the means to feed vital information to the strategic programming system of the organization. It must achieve an integrated plan for the organization to upgrade its functioning as a whole.

Specifically the core logic of the report is that:

1. It is an integrated systematic action planning for the whole span of the organization's functionality and operability.

2. It comes as a result of the self-assessment report,

◦ based upon evidence and data provided by the organization itself and – absolutely vital – from the view of the people from the organization.

3. It builds on the strengths, addresses the weaknesses of the organization and responds to each of them with appropriate improvement actions.

Action Plan Purpose

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HOW? Prioritize areas of improvement

1. COLLECT IDEAS for improvement from the self- assessment reports and collate these ideas for improvement under common themes;

2. ANALYSE THE AREAS FOR IMPROVEMENT AND SUGGESTED IDEAS then formulates improvement actions taking into account the strategic objectives of the organization;

3. PRIORITISE THE IMPROVEMENT ACTIONS USING AGREED criteria to calculate their impact (low, medium, high) in the improvement areas, such as:

• strategic weight of the action (a combination of impact on the stakeholders, impact on the results of the organizations, internal/external visibility);

• ease of implementation of the actions (looking into the level of difficulty, the resources needed and the speed of realization);

4. ASSIGNS OWNERSHIP to each action as well as a time schedule and milestones, and identifies the necessary resources

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Actions Prioritisation- use of a structured

approach The process for building an improvement plan could be structured

as follows: the management, in consultation with relevant stakeholders, employees and other

Low Medium High

Easy Implemen

t

Medium

Low

Not too

much

effort

ease o

f im

ple

menta

tion o

f th

e a

ctions

(lo

okin

g in

to th

e le

ve

l o

f d

ifficu

lty, th

e

resou

rce

s n

ee

de

d a

nd

th

e s

pee

d o

f re

aliz

ation

)

strategic weight of the action (a combination of impact on the stakeholders, impact on the results of the

organizations, internal/external visibility);

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Action Plan - Applied to C2E- example

action

N.º ACÇÃO SUBCRITÉRIO CAF HORIZONTE EXECUÇÃO IMPACTO CAPACIDADE PRIORIDADE ESTADO ACTUAL

1ELABORAÇÃO E DIVULGAÇÃO DA CARTA DE

MISSÃO DO IGFSE 1.1. MP 9 MESES 5 5 ALTA

2 DEFINIÇÃO DE PROCESSO DE AUDITORIA INTERNA 2.2 MP 9 MESES 5 5 ALTA

3

LEVANTAMENTO DE PROCESSOS E

DESENVOLVIMENTO DE MANUAIS DE

PROCEDIMENTOS

4.3 MP 9 MESES 5 5 ALTA

4 FORMAÇÃO/ SENSIBILIZAÇÃO NA ÁREA DA

QUALIDADE - 1ª FASE3.2 CP 6 MESES 3 3 MÉDIA

5ELABORAÇÃO E DIVULGAÇÃO DE UM MANUAL DE

ACOLHIMENTO DO IGFSE3.2 CP 6 MESES 3 3 MÉDIA

6 AVALIAÇÃO DA SATISFAÇÃO DE COLABORADORES 7.1 CP 6 MESES 3 3 MÉDIA

7

APROXIMAÇÃO AOS REQUISITOS DA NORMA ISSO

27001 - SISTEMAS DE GESTÃO DA SEGURANÇA DA

INFORMAÇÃO

4.5. MP 12 MESES 5 3 ALTA

8

APROXMAÇÃO A REQUISITOS DE

RESPONSABILIDADE SOCIAL E AMBIENTAL PARA

POTENCIAR O ENVOLVIMENTO DO IGFSE EM

ACTIVIDADES SOCIAIS E LOCAIS, NUMA

PERSPECTIVA NÃO FINANCEIRA

8.1 MP 12 MESES 5 3 MÉDIA

9

MELHORIA NAS INSTALAÇÕES DO IGFSE, NA

PERSPECTIVA INTERNA E DE RELACIONAMENTO COM

O EXTERIOR

7.2 - 8.2. MP 12 MESES 3 3 MÉDIA

improvement action IGFSE schedule

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1. Identification of Vision Mission and Values

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2. Identification of processes and

procedure manuals (process approach–ISO9001)

Performance IndicatorsTOTAL ESFORÇO DE CONTROLO EQUAL

7,60%7,30% 7,30%

7,08% 7,08% 7,08% 7,08%6,81% 6,81%

7,29% 7,29%7,08%

0,00%

1,00%

2,00%

3,00%

4,00%

5,00%

6,00%

7,00%

8,00%

9,00%

10,00%

Jan-06 Fev-06 Mar-06 Abr-06 Mai-06 Jun-06 Jul-06 Ago-06 Set-06 Out-06 Nov-06 Dez-06Meses

Taxa

TOTAL ESFORÇO DE CONTROLO PRODEP

7,61% 7,67% 7,67%8,00% 8,00% 8,05% 8,05% 8,05% 8,05% 8,10% 8,10% 8,02%

0,00%

1,00%

2,00%

3,00%

4,00%

5,00%

6,00%

7,00%

8,00%

9,00%

10,00%

Jan-06 Fev-06 Mar-06 Abr-06 Mai-06 Jun-06 Jul-06 Ago-06 Set-06 Out-06 Nov-06 Dez-06

Meses

Tax

a

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3. Internal audits ( ISO 9001)

….other improvement actions

Committed to Excellence - C2E

Site visit

Recognition C2E Responsible to carry the site visit considered that certification could be an easy step now and that we should apply to the Recognised to Excellence

CAF , IS0 9001, EFQM BSC SA8000

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Form small groups ( 4 participants)

In your group choose one organization

Explain to the others what your organization does related to this examples ( Criterion 3.2 – examples 1-4)

• What evidence do you have for

demonstrating your answers?

• What are the STRENGTHS ?

• What are the IMPROVEMENT

OPPORTUNITIES?

• DRAW 2 IMPROVEMENT ACTIONS

IN PEOPLE CRITERION

• PRIORITIZE

Group

exercise

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“The path is made by walking”

Thank YOU!