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GEC-SAT GOVERNMENT EXCELLENCE CLASS SELF-ASSESSMENT TOOL FACILITATOR’S GUIDE De

GEC-SAT GOVERNMENT EXCELLENCE CLASS SELF-ASSESSMENT TOOL FACILITATOR’S GUIDE Development Academy of the Philippines (DAP) GEC-SAT Facilitators Guide – Page 1 of 20 ACKNOWLEDGMENT The Development Academy of the Philippines (DAP) acknowledges with sincere appreciation the invaluable contributions of Dr. Robin S. Mann and the Centre for Organizational Excellence Research (COER) Ltd., for the development and use of the Government Excellence Class Self- Assessment Tool (GEC-SAT) by public sector organizations in the Philippines. It is noteworthy to mention that Dr. Robin S. Mann’s professional advice to the DAP Project Team, through his deputation as a Technical Expert of the Asian Productivity Organization (APO) and on his personal capacity, has immensely contributed to the program implementation of the Government Excellence Class (GEC). Correspondingly, the Academy extends its special recognition to the DAP –Center for Quality and Competitiveness (CQC) Project Team in bringing the Government Excellence Class (GEC) into a reality. Thus, addressing the Philippine Development Plan’s (PDP) 2011-2016 strategy for effective and honest governance, through the administration of a self-assessment for public sector organizations, recognize commendable efforts through the GEC and to draw an agency action plan in response to opportunities for improvement in public service delivery. The DAP-CQC Project Team deserves special mention for its dedication and collective technical efforts in the preparation and implementation of the Government Excellence Class (GEC) and in customizing the GEC-SAT to the Philippine public sector setting. Special recognition goes to: Arnel D. Abanto, Managing Director and Vice-President, CQC; Ma. Theresa A. Agustin, Program Director, CQC-ICD & SME; Melani G. Mercader, Project Manager; Technical Team Members, Ceazar Valerei E. Navarro, Chenier Nicu V. Villanueva and Maegan S. Saroca. Particular recognition extends to highly esteemed contributors in the GEC, namely: DAP Senior Vice-President Magdalena L. Mendoza for her technical guidance in the development and implementation of the GEC, Presidential Communications Operations Office (PCOO)Secretary Herminio B. Coloma, Jr. for his technical advice on the implementation and on the promotion of the GEC; and to, the Asian Productivity Organization (APO) and the Academy’s APO Liaison Office for its continuous support in the Academy’s business excellence program and for the deputation of Dr. Robin S. Mann. Through all these collective contributions, the GEC is set to chart the commendable efforts and the journey to excellence of public sector organizations in the Philippines. GEC-SAT Facilitators Guide – Page 2 of 20 FACILITATOR’S GUIDE INTRODUCTION As the Facilitator you need to familiarize yourself with the whole Self-Assessment Pack (GEC- SAT Instructions, GEC-SAT Facilitator’s Guide, GEC-SAT Consensus Scorecard, GEC-SAT Spreadsheet, GEC-SAT Team Member’s Guide, GEC-SAT Team Member’s Questionnaire, and GEC-SAT Team Member’s Scorecard). Particular attention needs to be given to the Facilitator’s Guide. The Facilitator’s Guide is composed of six sections:  PRIOR TO THE TEAM CONSENSUS MEETING  DURING THE TEAM CONSENSUS MEETING  AFTER THE TEAM CONSENSUS MEETING  CONSENSUS MEETING TIME-PLAN  STRENGTHS AND OPPORTUNITIES FORM  FACILITATOR QUESTIONS This Guide and the other parts of the GEC-SAT pack have been written to guide your self- assessment approach. GEC-SAT Facilitators Guide – Page 3 of 20 PRIOR TO THE TEAM CONSENSUS MEETING  Familiarize yourself with the whole Self-Assessment Pack.  Consider which approach to use for the self-assessment. Select from the 3 options below. Recommended Approaches Advantages Disadvantages Option 1 Select a team of 4 to 8 people to form the GEC-SAT Team. These team members will be the only people who complete the self- assessment questions and attend the consensus meeting.  Easiest approach to get support for as it requires the least amount of resource  The self-assessment can be completed quickly, the consensus meeting will be easy to facilitate and issues can be explored in depth.  Staff who are not involved can still be made to feel part of the process through effective communication.  Staff not included in the process may feel left out and no buy-in to the findings or agree with the actions.  The views of the team may not be representative or they may not have the knowledge to answer some questions. Option 2 Select a team of 4 to 8 people to form the GEC-SAT Team. These team members will complete the self- assessment questions but also some or all other staff will be invited to complete the self-assessment questions. However, only the GEC-SAT Team will attend the consensus meeting.  The viewpoint of all staff is encouraged. Therefore, the feedback will be more representative.  More staff will learn about business excellence through completing the self- assessment questions.  The consensus meeting will be easy to facilitate and issues can be explored in depth as it is restricted to GEC-SAT Team members only.  More time consuming to involve more staff.  The purpose and expectations of the self-assessment have to be carefully managed with more training/awareness sessions given.  Staff may only have an intimate knowledge of their own work area and will be guessing at the answers to questions unless they are only given questions relevant to their area or are under strict instructions to miss out questions that they have no knowledge of.  If more staff complete the self- assessment questions but do not attend the consensus meeting, they will want to see clear outcomes or they may become disillusioned with the process. Option 3 Select a team of 4 to 8 people to form the GEC-SAT Team. These team members will complete the self- assessment questions but also some or all  The viewpoint of all staff is encouraged therefore the feedback will be more representative  More staff will learn about business excellence though completing the self- assessment questions and  More time consuming to involve more staff.  The purpose and expectations of the self-assessment and consensus meeting have to be carefully managed with more training/awareness sessions given. GEC-SAT Facilitators Guide – Page 4 of 20 other staff will be invited to complete the self-assessment questions and attend the consensus meeting. At the consensus meeting the views of the GEC-SAT Team will primarily be sought but there will be an opportunity for others to share their views. participating in the consensus meeting  More staff will learn in detail about their own organization by listening to the views of others at the consensus meeting. This may lead to a common and unified view of the organization.  It can be difficult to facilitate a consensus meeting with large groups of people.  Staff at the consensus meeting may become frustrated if their voice is not heard due to time limitations.  Staff may be less willing to share their views with a large group for fear of upsetting people and/or fear of appearing ignorant. FOR THE REMAINDER OF THE FACILITATOR’S GUIDE IT HAS BEEN ASSUMED OPTION 1 HAS BEEN SELECTED. If you have selected Option 2 or 3 the Guide will still be relevant although you will need to tailor the instructions to these options.  Consider if you wish to change some of the terminology used within the self-assessment to fit your agency. This is not encouraged but it is realized that in some instances this may assist in obtaining commitment to complete the self-assessment. For example, changing a “customer” to a “citizen”, or as a “patient” if your agency is a hospital. However, the essence of a question and other wording should not be changed. The questions have been designed to be generic to fit any public sector organization.  Select 4–8 people to form the GEC-SAT Team. In choosing the members you should aim to meet the following criteria:  the team members as a group should have a good idea of what goes on in all parts of the agency (mandatory). Therefore, each team member should have a good knowledge of the agency’s systems and approach to one or more of the following areas; Leadership, Strategy, Citizens, Measurement, Analysis, and Knowledge Management, Human Resource Focus, Operations Focus and Results.  they should represent a cross section of the agency (therefore have representation from front-line staff as well as senior managers)  they should be objective  they should be prepared to reach consensus with other members of the team  they should not be afraid to discuss honestly and objectively  Once the team has been selected, you will need to hold a briefing meeting to explain the purpose of the self-assessment. In particular, talk them through the contents of the GEC-SAT Team Member’s Guide.  Team Members should be given a copy of the GEC-SAT Team Member’s Guide, GEC-SAT Team Member’s Questionnaire and the GEC-SAT Team Member’s Scorecard. It is optional whether a copy of the GEC-SAT Instructions is given to aid in their understanding of the whole GEC-SAT process. Electronic or hard copies of these documents can be used. GEC-SAT Facilitators Guide – Page 5 of 20  Team Members are required to individually complete the GEC-SAT Team Member’s Questionnaire and Strengths and Opportunities Forms in preparation for the Team Consensus Meeting. Emphasize that you uploads/Management/ gec-sat-facilitator-x27-s-guide.pdf