Functional Review of Government Ministries/agencies€¦ · ©2017 Afghanistan Research and...

Functional Review of Government Ministries/agencies

Methodology and Concept

Kick-Off Presentation

February 2017

©2017 Afghanistan Research and Evaluation Unit and Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbHThis presentation may be quoted, cited or reproduced only for non-commercial purposes and provided that the authors and source are acknowledged. All rights are reserved. Where this presentation is reproduced, stored or transmitted electronically, a link to AREU’s website (www. areu.org.af) and GIZ (www.giz.de) should be provided.

Government Functions toward Citizen’s Development

.

Delivery of

Services to

Citizens

Public

Services

Government

(ministries/agencies

Citizen’s Development

Government Resources:

Taxes

Natural Resources

(Donations/Grants)

Rule of Law, Health,

Education, Water, Energy,

Rural Development, Housing,

Welfare,,,,,Good Governance

©2017 Afghanistan Research and Evaluation Unit and Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH

Goals of the Operation

Identify and Analyze

• Overall functions distribution of presently 48 top level units

• Detailed functions, structures and resources of selected units (like IARCSC, IDLG, MOF, MOEC, MAIL, MoEdu, MoPH, MRRD and MOPW)

• Overall functions, structures, of general provincial administration, district administration and decentral units of Ministries

• Key vertical processes and lines of command

Optimize and Create

• Horizontal optimization of distribution and clustering of functions

• Vertical optimization of distribution and clustering of functions between top level and lower levels

• Optimization of top-down lines command and processes

• Create instruments for managing functions, structures, resources


Categorization of FunctionsWhat are the Units doing ?

• (P) for policy making and policy support functions,

• (L) for legislation,

• (C) for controlling of subordinate institutions,

• (R) for regulation and enforcement of rules,

• (S) Services for citizen and businesses,

• (A) for internal self-administration

Top level should concentrate on P, L, C + own ALower levels concentrate on R, S + own A


Questions to be answered (1)

• What are the responsibilities of the involved unit (s)

• Which concrete functions are derived from the responsibilities

• How are the functions categorized (P, L, C, R, S, A)

• Are there horizontal overlaps of functions between units of the same level? (between ministries, but also on provincial level and district level institutions)

• How are functions vertically distributed and which key vertical business processes exist?

• How are cross-cutting functions organized (like finance, human resources, logistics, ICT)


Questions to be answered (2)

• Are there options for reassignment of functions and changes of function clusters on the same level, for decentralization / deconcentration / devolution, for privatization, for elimination.

• Are there options for a general reformulation of function clusters (for example by merging or dividing of institutions or creating new institutions)

• If feasible: How are resources assigned to responsibilities and functions ?

• If feasible: Tail-to-teeth ratio


High Number of Units Leads to a Selective Approach for Functional Analysis

Quantitative Basis

• 48 Top Level units (21 Ministries, 6 Directorates, 15 Independent offices, 6 Commissions)

• 34 Provincial Administrations and unknown number of subordinate ministerial units on provincial level

• About 400 District Administrations and unknown number of subordinate ministerial units on district level

Selection

4 – 9 Top level Institutions for in-depth analysis; Up to 48 units for global analysis

1-2 provincial administrations (1x A and 1x B) for in-depth analysisSubordinate ministerial units in the area as far as available. Projection of results to other provinces

1-2 district administrations in selected province(s) + subordinate ministerial units on district levelProjection of results to other units


The “T“ Approach: General Outline

1 2 3

4 5

6 7 8

Short analysis of functions, structures, resources of all units

In-depth analysis of selected units


The T-Approach: Afghan Government Structures

President

AOP

MoPH

MoRRD

MoEdu

IDLG

MAIL

IARSC

Other

Ministries

Other

D/O/C

Provincial

Admin 1

Provincial

Admin 2

Other P.A.

Other P.A.

Subordinate

Min Unit

Subordinate

Min Unit

District

Admin

District

Admin

Subordinate

Min Unit

Subordinate

Min Unit

Other

Ministries

Name

Title


Provicial Level “T” Approach

P Direc. MRRD

P Direc. MAIL

P Direc. MOPH

Districts/villages

Districts/villages

P Direc. MOEd

P Direc. MOEC

MOPW

Short analysis of functions, structures, resources of all units

In-depth analysis of Workflow and processes

Provincial Governor


Work Process (1): Data Collection

• Exploration

• Data Collection on Ministry Level• Desk Research• Interviews and checklist driven overall data collection• Interviews and questionnaire based in-depth data collection for

selected units

• Data Collection on Province Level• Interviews and checklist driven data collection in provincial

administration• Interviews and checklist driven data collection in subordinate

units of ministries on provincial level

• Data Collection on District Level according to options


Work Process (2): Analysis and Reporting

• Analysis and Assessment, based on

• strategic goals and policies

• organizational quality criteria

• legal, technological, regional, cultural context

• criteria for optimal vertical distribution of functions

• Concept and recommendations

• concrete optimization of weak point

• Proposal of a future generalized organizational manual

• Dissemination of results and support of existing workgroups


Graphic Model of Functional Review Implementation

Central Data Collection (AOP, IDLG, IARSC, Other)

Checklist Based Interviews,Horizontal / Vertical „T“

Checklist Based Interviews Provincial Administration + Subordinate Agencies of Min‘s

Description and Assessment of Functions‘ Structure on all Levels and Top-Down-Processes

Optimization of Functions Distribution and Bundling, horizontally/vertically

Management Instruments

ChecklistsQuestionnaire

StrategyOrg. Quality

Workgroup Support and Dissemination


©2017 Afghanistan Research and Evaluation Unit and Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbHThis presentation may be quoted, cited or reproduced only for non-commercial purposes and provided that the authors and source are acknowledged. All rights are reserved. Where this presentation is reproduced, stored or transmitted electronically, a link to AREU’s website (www. areu.org.af) and GIZ (www.giz.de) should be provided.

Functional Review of Government Ministries/agencies€¦ · ©2017 Afghanistan Research and...

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