Review Organization Project

SWOT Analysis
Define Stage
15th July 2009

Pungki Purnadi & Associates 2009

 Agenda

09.00 – 09.05 Opening by Consultant

09.05 – 09.10 Background Project by Country Director
09.10 – 09.25 Project Methodology & Approach by Consultant
09.25 – 09.40 Plan Indonesia Challenges by Consultant
09.40 – 09.55 SWOT Process Flow by Consultant
09.55 – 10.55 Breakout Session – SWOT Matrix
10.55 – 11.55 Breakout Session – Initiatives
11.55 – 13.00 Lunch
13.00 – 13.45 Group Presentation
13.45 – 14.45 Wrap Up by Consultant

Pungki Purnadi & Associates - Review Organization Project - 2009 2

 Agenda

• Opening by Consultant 5 min

• Background of the project by CD 5 min
• Project Methodology and Approach 15 min
• Plan Indonesia Challenges 15 min
• SWOT Analysis
SWOT Process Flow by Consultant 15 min
Breakout Session – 2 groups
SWOT matrix 60 min
Initiatives 60 min
• Group Presentation 45 min
@ 15 min
• Wrap-up 60 min

Pungki Purnadi & Associates - Review Organization Project - 2009 3

 Agenda

• Opening by Consultant 5 min

• Background of the project by CD 5 min
• Project Methodology and Approach 15 min
• Plan Indonesia Challenges 15 min
• SWOT Analysis
SWOT Process Flow by Consultant 15 min
Breakout Session – 2 groups
SWOT matrix 60 min
Initiatives 60 min
• Group Presentation 45 min
@ 15 min
• Wrap-up 60 min

Pungki Purnadi & Associates - Review Organization Project - 2009 4

 Agenda

• Opening by Consultant 5 min

• Background of the project by CD 5 min
• Project Methodology and Approach 15 min
• Plan Indonesia Challenges 15 min
• SWOT Analysis
SWOT Process Flow by Consultant 15 min
Breakout Session – 2 groups
SWOT matrix 60 min
Initiatives 60 min
• Group Presentation 45 min
@ 15 min
• Wrap-up 60 min

Pungki Purnadi & Associates - Review Organization Project - 2009 5

 Timeframe activity for in depth
consultative times
Phase I – Organization Mapping & Understanding

Key Activities Consultative day 1 2 3 4 5 6 7 8 9 10 11 12 Remarks

Understanding Stage Consultant

& HR Staff
Mapping – Desk Review
• Interview with CMT & some staffs
regarding to country strategic plan,
program approaches, existing structure,
proposed structure and other relevant
documents.
Deliverables :
• Plan Indonesia Organization Map
Consultant
& representative
Define Staff
• Conduct SWOT Analysis – Focus Group
Discussion
• Conduct Key Business Process Analysis
and Key Result Area's – Focus Group
Discussion
Deliverable :
• Plan Indonesia SWOT Analysis &
Business Strategic Choice
• Present Key Business Process and Key
Pungki Purnadi & Associates - Review Organization Project - 2009 6
Result Area's
 Timeframe activity for in depth
consultative times
Phase II – Organization Identifying & Socialization

Key Activities Consultative Day 1 2 3 4 5 6 7 8 9 10 11 12 Remarks

Design Stage Consultant

• Prepare recommendation on proposed

Organization Model
• Designing Job Description (high level)
• Designing Accountability Matrix (high
level)
Deliverable :
• Organization Model Recommendation
Consultant
• Job Description High Level & CMT

• RACI Matrix High Level

• Change Management Plan

Intervention Stage
• Finalized Organization Structure
• Socialization on revised Organization
Model
• Change Management Intervention

Pungki Purnadi & Associates - Review Organization Project - 2009 7

 Agenda

• Opening by Consultant 5 min

• Background of the project by CD 5 min
• Project Methodology and Approach 15 min
• Plan Indonesia Challenges by Consultant 15 min
• SWOT Analysis
SWOT Process Flow by Consultant
Breakout Session – 2 groups
SWOT matrix 60 min
Initiatives 60 min
• Group Presentation 45 min
@ 15 min
• Wrap-up 60 min

Pungki Purnadi & Associates - Review Organization Project - 2009 8

 Organization Vision, Mission, Values

The
The Vision
Vision The
The Mission
Mission
Plan aims to achieve lasting improvements in the
quality of life of deprived children in developing
countries, through a process that unites people across
cultures and adds meaning and value to their lives,
by:
Plan's vision is of a world in
which all children realise their
• enabling deprived children, their families and their
full potential
communities to meet their basic needs and to
in societies that respect increase their ability to participate in and benefit from
people's rights and dignity. their societies
• building relationships to increase understanding and
unity among peoples of different cultures and
countries
• Promoting the rights and interests of the world's
children

Pungki Purnadi & Associates - Review Organization Project - 2009 9

 Organization Vision, Mission, Values

Core Values Working Climates

• Respect & Trust each other • Conducive to participation, empowering
• Caring for & help others to achieve their environment
potentials • Teamwork
• Justice & Equity • Conducive to collaboration
• Personal & Organizational Integrity • Conducive to learning
• Professional commitment to the right of the • Conducive to continuous improvement
deprived girls & boys & family • Free to share idea
•Creative & Innovative
•Teamwork & Partnership

Pungki Purnadi & Associates - Review Organization Project - 2009 10

 Challenges
• Alignment between Country Strategic Planning • Increasing demand of local participation
and Program Unit Strategic Planning to ensure Regulatory • Advocacy Plan Program
the quality of Program delivery • New Frontier
• Clarify the role & accountability of Strategic
Bodies/Territory
Planer group – Program Maker Implementation
group and Support Function group • Having a clear corporate culture which have to be
cascaded up to the lower level
• Employee Mobility on location transfer relatively
difficult
Strategy • Synergy between Program Support (Strategic
• Unclear accountability, roles Planner group) and Program Unit
and responsibility Operation/implementation (Program Maker group)
• Internal Communication among the groups tend to
be formal

Plan Culture &

Partners Formal Structure Internal
Indonesia Behaviour
External

• Improving leverage and relationship with partners • Create local capabilities to support and sustained Plan
Capabilities Program
• Difficulties in recruit & retain Program Support
Process (Strategic Planner group) & other key positions
• Unclear process & accountability of Tech People
• Competency Gap between existing people competency
each function group
vs competency requirement
• Need to understand the building of
• Needs of Employee Development Program to fulfill
position description by job holder
Competency Gap
• Need to establish a clear RACI Matrix
• Needs to establish a clear succession plan, talent
• New comers need to accelerate their • Needs to review the accountability of IT people
management and Bench strength strategy to
learning process on site
accommodate fast growing organization
• Define how technology can be one of the best
• Strategic Remuneration Plan to retain and attract PI
support tools in achieving technical excellence
employees
and cost efficiencies organization
Pungki Purnadi & Associates - Review Organization Project - 2009 11
Challenges – Strategy, Culture & Behavior
STRATEGY

ƒ Alignment between Country Strategic Planning and Program Unit Strategic Planning to
ensure the quality of Program delivery
ƒ Clarify the role & accountability of Strategic Planer group – Program Implementer group and
Support Function group

CULTURE AND BEHAVIOUR

ƒ Having a clear corporate culture statement which have to be cascaded down to the lower
level
ƒ Employee Mobility on location transfer relatively difficult
ƒ Synergy between Program Support (Strategic Planner group) and Program Unit
Operation/implementation (Program Implementer group)
ƒ Internal Communication among the groups tend to be formal
ƒ Vary perspectives regarding to Plan Indonesia and Partner relationship

Back
Pungki Purnadi & Associates - Review Organization Project - 2009 12
Challenges – Capability People

CAPABILITY - PEOPLE

ƒ Create local capabilities to support and sustained Plan Program

ƒ Difficulties in recruit & retain Program Support (Strategic Planner group) & other key
positions
ƒ Competency Gap between existing people competency vs competency requirement
ƒ Needs of Employee Development Program to fulfill Competency Gap
ƒ Needs to establish a clear succession plan, talent management and Bench strength
strategy to accommodate fast growing organization
ƒ Strategic Remuneration Plan to retain and attract PI employees.
ƒ Ability to manage fund with certain standard of reporting and Project Based approach
ƒ Sensitivity & creativity to propose and deliver high impact and well sustained
community based program
ƒ Solid and seasoned Leaders

Back
Pungki Purnadi & Associates - Review Organization Project - 2009 13
Challenges – Capability technology & process

CAPABILITY - TECHNOLOGY

ƒ Needs to review the accountability of IT people on site

ƒ Define how technology can be one of the best support tools in achieving technical
excellence and cost efficiencies organization
ƒ Technology that enable sharing knowledge and database and simple reporting/straight
line report

CAPABILITY - PROCESS

ƒ Unclear process and accountability of each function group (still using the work flow of
task list)
ƒ Needs to understand the building of job/position description by the job holder.
ƒ Needs to establish a clear RACI matrix
ƒ New comers need to accelerate their learning process
ƒ Need to comply to certain reporting standard and timely reporting
ƒ Plan Indonesia’s vision, mission & values have to embedded within its corporate
culture, system, procedures and policy

Back
Pungki Purnadi & Associates - Review Organization Project - 2009 14
Challenges – formal structure
FORMAL STRUCTURE

ƒ Unclear accountability, role and responsibility

ƒ Too Wide Span Of Control e.g. Country Director
ƒ Too many Direct Subordinates e.g. Program Unit Manager has 4 (four) direct report
with variety function and each PU has apprx.14-15 direct report
ƒ Program Support Manager has no visibility of Community Transformation Agent
profile and their career in the organization.

Back
Pungki Purnadi & Associates - Review Organization Project - 2009 15
Challenges – regulatory bodies
REGULATORY BODIES/TERRITORY

ƒ Increasing demand of local participation

ƒ Program Planning & Implementation must actively offer participation to local
government

ƒ Advocacy to Plan Program

ƒ Enhance government commitment regarding Child Rights

ƒ New Frontier
ƒ Remoteness (distance and geography)
ƒ Different communities and nature characteristics
ƒ Security

Back
Pungki Purnadi & Associates - Review Organization Project - 2009 16
Challenges – partners/vendors
PARTNERS/VENDORS

ƒ Difficulty in finding an appropriate local NGO partner who have certain resources within
Plan standard
ƒ Partner (country donor) demand higher standard of project compliance and reporting
ƒ Dedicated program objectives from country donor that un-match with community
priorities
ƒ Improving leverage and relationship with partners
ƒ Grant Country expect ; openness, accuracy, transparency, structured
communications, input into key decisions (e.g. budget), administration of the
contract, a single point of contact empowered to make decisions
ƒ Foster Parent expect : …………………….
ƒ Community expect : ……………………….

Back
Pungki Purnadi & Associates - Review Organization Project - 2009 17
 Challenges
• Alignment between Country Strategic Planning • Increasing demand of local participation
and Program Unit Strategic Planning to ensure Regulatory • Advocacy Plan Program
the quality of Program delivery • New Frontier
• Clarify the role & accountability of Strategic
Bodies/Territory
Planer group – Program Maker Implementation
group and Support Function group • Having a clear corporate culture which have to be
cascaded up to the lower level
• Employee Mobility on location transfer relatively
difficult
Strategy • Synergy between Program Support (Strategic
• Unclear accountability, roles Planner group) and Program Unit
and responsibility Operation/implementation (Program Maker group)
• Internal Communication among the groups tend to
be formal

Partners
Plan Culture &
Formal Structure Internal
Indonesia Behaviour
External
• Improving leverage and relationship with partners
• Difficulty in finding an appropriate local NGO
• Create local capabilities to support and sustained Plan
• Partner (country donor) demand higher standard of Capabilities Program
project compliance and reporting
• Dedicated program objectives from country donor • Difficulties in recruit & retain Program Support
that un-match with community priorities Process (Strategic Planner group) & other key positions
Tech People
• Competency Gap between existing people competency
vs competency requirement
• Needs of Employee Development Program to fulfill
• Unclear process & accountability of Competency Gap
each function group • Needs to establish a clear succession plan, talent
• Needs to review the accountability of IT people
• Need to understand the building of management and Bench strength strategy to
on site
position description by job holder accommodate fast growing organization
• Define how technology can be one of the best
• Need to establish a clear RACI Matrix • Strategic Remuneration Plan to retain and attract PI
support tools in achieving technical excellence
• New comers need to accelerate their employees
and cost efficiencies organization
learning process
Pungki Purnadi & Associates - Review Organization Project - 2009 18
 Agenda

• Opening by Consultant 5 min

• Background of the project by CD 5 min
• Project Methodology and Approach 15 min
• Plan Indonesia Challenges by Consultant 15 min
• SWOT Analysis
SWOT Process Flow by Consultant
Breakout Session – 2 groups
SWOT matrix 60 min
Initiatives 60 min
• Group Presentation 45 min
@ 15 min
• Wrap-up 60 min

Pungki Purnadi & Associates - Review Organization Project - 2009 19

FOCUS GROUP DISCUSSION
To Synergize the Vision and Strategies

Pungki Purnadi & Associates 2009

 Mapping for Competitive Strategies

target Issues we are considering

Strength Weakness
-Issues -Issues
- Area we should which which
solve or develop we should we should
-Area we should focus & solve or
sustain
sustain develop

Current status

Pungki Purnadi & Associates - Review Organization Project - 2009 21

 Developing Strategies & Initiatives
1
4
Internal Analysis 3 SWOT Strength Weaknesses

Opportunities S-O Initiatives W-O Initiatives

How will Plan Indonesia's past
Performance affect future actions? Strengths Weaknesses
Threat S-T Initiatives W-T Initiatives

Opportunities Threats S-O: How to leverage on the internal strength to take

2 advantage of external opportunities.
External
Environment W-O: How to improve internal weaknesses by taking
advantage of external opportunities.
Analysis
S-T: How to use the internal strength to reduce its
How are key environmental drivers
vulnerability to external threats
going to affect Plan Indonesia target?
W-T: How to prevent company's weaknesses from
Divisional’s S&I must also in line with PI’s Strategic Directions and
making it susceptible to external threats
Key Initiatives.

PI Strategic Directions PI Key Initiatives

§
§
5
§
Deliver a robust target through §
enhanced program management to §
contribute §
a total value of USD ??? Billion
§ Undertake regular performance benchmarking to enhance competitiveness
level.
§ Strengthen Long Term Manpower Planning to support Country objectives

Dept / Division
§
§ Develop in-house capabilities in organization building l
PI’s
Strategic Build competitive advantage through§
Directions § Enhanced business building relationship in focus countries.
capability development in PI’s
§ Participate in partnerships which create advantage beyond that of an individual
identified Institutional Capabilities player.
§
§ Develop and implement the identified niche technology areas.

§ Strengthen staff development efforts.

§ Implement structured succession planning.
Strategies &
Close leadership gap and inculcate
Global Champion’s mindset in PI
§ Enhance leadership development program.
§ Implement intervention plans to uplift mindset change in courage , meaning,
ownership and value.
Initiatives
8

Plan Indonesia S&I - CSP

Pungki Purnadi & Associates - Review Organization Project - 2009 22
 Internal Environmental Analysis (sample)

A. Internal Issue/Challenge Implication

Drivers
Strategy • Alignment between Country Strategic Planning and • Lack of effectiveness in program
Program Unit Strategic Planning implementation
• Clarify the role & accountability

Culture & • Having a clear corporate culture which have to be • increasing need to develop local
cascaded to the lower level abilities
Behavior • Employee Mobility on location transfer relatively difficult • unclear accountability & roles might
• Synergy between Program Support (Strategic Planner suffer team effectiveness
group) and Program Unit Operation/implementation • Plan Indonesia’s Values need to be
(Program Maker group) transform & embedded in its Policy,
• Internal Communication among the groups tend to be Procedures, System & communication
formal style
• Vary perspectives regarding to Plan Indonesia and
Partner relationship

Pungki Purnadi & Associates - Review Organization Project - 2009 23

 Internal Environmental Analysis (sample)

A. Internal Issue/Challenge Implication

Drivers
People • Create local capabilities • sustainability of program
• Difficulties in recruit & retain implementation
• Competency Gap • Plan Indonesia readiness to fully
leverage new direction

Process • Unclear process and accountability Needs to • lack of effectiveness program

understand the building of position description by the job implementation
holder. • grey area between position
• Needs to establish a clear RACI matrix • failure to meet reporting standard
• Need to comply to certain reporting standard and timely • Plan Values become “nice letters on
reporting the paper”
• Plan Indonesia’s vision, mission & values have to
embedded within its corporate culture, system,
procedures and policy

Technology • The accountability of IT people on site • high degree of dependency to IT

• How technology can be one of the best support tools people
• Failure to optimize technology to cater
knowledge sharing, efficient process
and increase technical excellence

Pungki Purnadi & Associates - Review Organization Project - 2009 24

 External Environmental Analysis (sample)

B. External Issue/Challenge Implication

Drivers
Regulatory • Increasing demand of local participation • sustainability of program
• Advocacy to Plan Program implementation
Bodies • New Frontier • Impact of Plan Program in Indonesia

Partners • Difficulty in finding an appropriate local NGO partner • Decrease Plan Indonesia ability to
Country donor is demanding on higher level standard of implement program
project compliance and reporting • Un-match between Plan Indonesia
• Dedicated program objectives from country donor program and community priorities
• Improving leverage and relationship with partners • Failure to meet country donor standard
• Manage Partner expectation (country donor & foster requirement
parents) • Dissatisfaction from partner

Pungki Purnadi & Associates - Review Organization Project - 2009 25

 Initiatives to be effective organization – Team 1
STRENGTH WEAKNESSES
• Solid financial resources & system • Poor impact of program
• Strong vision & mission • Lack of coordination, cooperation &
• Availability of technical staff communication of the team (department)
• Established system & procedures • Staff capability gap
• Grass root foot print • Not effectively use of Plan’s resources (un-
wise behavior)
OPPORTUNITIES •
•
Strong CMT
Long experience of working • Reporting & monitoring skill Æ grant
• Positive relationship with GOI • Strong work ethic • Inconsistency in practicing Plan’s values
• Stable political & economical situation • CCCD approach
• Donor interested in Indonesia
• Can raise of local resources (CSR) S-O INITIATIVES W-O INITIATIVES
becomes mandatory
• Advocacy to support • Enhance impact of program by
• Government is open to feedback
implementation of CR, HR & good engaging government in program
• CR & Gender & Other Human Right are governance planning, implementation &
mainstream by government • Seek additional funding (locally & monitoring – evaluation
• Decentralized government system externally)
• Grass root experience used for
advocacy to government (locally &
THREAT nationally)

• Local political/social/culture practices is

not conducive S-T INITIATIVES W-T INITIATIVES
• Indonesia’s disaster areas • Engage government (national & • Enhancing awareness & efficient
• Scarcity of Community Dev Specialist local) to address behavior by giving information on
social/culture/practice the impact of global crisis
• Law Enforcement in good governance
• Various resources of funding can
• Global financial crisis improve/added value for addressing
• Shorter MoU with government disaster, poor governance issues,
• Unclear/common changes of Law
• Unclear government responsibility
etc
• Cooperate with GOI to develop
community development specialist
to be reviewed
Pungki Purnadi & Associates - Review Organization Project - 2009 26
 Initiatives to be effective organization – Team 2
STRENGTH
• Dedicated and experienced staff & number of staff
• Corporate System – PPM GL, GTS, ES4, Child Data
• Sponsorship funding
OPPORTUNITIES • Brand Image & long experience on child center organization
• Number of staff on field
• Decentralization autonomy (regional)
• Participatory planning methodology
• Government Agency responsible for
children (child right & protection) • Clear V & M statement
• Civil society participation • Child Center Organization with village base level
• INGO coalition • Clear Planning Process & Hierarchy
• UU Perlindungan Anak • Recognized at national & local level
• Children’s development Agency in RPJMN • Wide network to all levels
• CSR • Strong financial system & control

S-O INITIATIVES
THREAT • Develop resources mobilization strategy
• Technical assistance to local & national government on child-centered
• Plan is International organization – program
misperception by local government & • Scaling up & replication of Plan’s system & procedures in responding to
community children’s issues
• MoU expiration • Learning & knowledge system
• Permendagri regarding to INGO & Grant
• Inconsistency on Law, Policy, and local S-T INITIATIVES
regulation
• Low government budget allocation for • Communication strategy, plan & program, including lobby & advocacy
child centered program • Internal & external management plan, approach & programme.
• Lack of understanding & commitment of
government regarding child right issues
• Competition between government agency
that are responsible for child rights to be reviewed
Pungki Purnadi & Associates - Review Organization Project - 2009 27
 Initiatives to be effective organization – Team 2
WEAKNESSES
• Competency of staff
• Lack of Personal development Plan
• Gap between knowledge, skill & interest of staff with the need of organization

OPPORTUNITIES • CTA placed based on area/village approached & maintain general output
(generalized)
• Decentralization autonomy (regional) • Gap between policy & implementation
• Government Agency responsible for • Point on personal evaluation not including program quality measurement
children (child right & protection) • People culture : spending or organization culture ?
• Civil society participation
• INGO coalition
• UU Perlindungan Anak
W-O INITIATIVES
• Children’s development Agency in RPJMN
• CSR • Clear strategy HR Development & Plan
• Develop ownership in planning & policy formulation process
• Clear partnership, mechanism with government counterpart

THREAT • Clear hierarchy from strategic to operational

• Plan is International organization –

misperception by local government & W-T INITIATIVES
community
• MoU expiration • Development of strategic planning group Æ program
• Permendagri regarding to INGO & Grant • Development of talent management group Æ people
• Inconsistency on Law, Policy, and local
regulation
• Low government budget allocation for
child centered program
• Lack of understanding & commitment of
government regarding child right issues to be reviewed
• Competition between government agency
that are responsible for child right Pungki Purnadi & Associates - Review Organization Project - 2009
28