ATI CESO Assignments 20433-JAM & 20434-JAM

Task Objectives for the Assignments

20433-JAM

Development of Access to Information guidelines and manuals for public authorities and members of the public to improve guidance on the delivery of access to information services and knowledge of access to information rights and responsibilities.

20434-JAM

Development of technical requirements and budget for implementation of an automated electronic information system for tracking, monitoring and processing access to information requests.

Assignment Approach

It was determined that there were dated guidelines and manuals which need to be improved and update to meet current needs. Specifically there is an active push to create an electronic information management system to monitor and process access to information requests. It is not possible just to start updating and changing the guidelines and manuals. It was necessary to undertake a strategic planning exercise to define the current operating situation at the Access to Information Unit of the Information Division and the current work flow in order to properly develop updated guidelines and manuals for its operation going forward with automation in mind.

Because of the depleted staff situation at the ATI Unit Mrs. Desree Ebanks-Hanna, Policy Officer of the Information Division, assisted the staff through the strategic planning process. However on many occasions the baseline survey and situation analysis could only be undertaken with the Executive and Senior Secretaries.

Why the Strategic Plan Approach?

• It involves every staff member in the unit.
• It uses the organization chart to identify the staff functions, and human resources.
• It identifies the core work activities undertaken.
• It describes the existing system infrastructure and operating environment.
• It helps define the needs going forward.
• It looks at the organization's Strength, Weakness, Opportunities and Threats (SWOT)
• It helps the reaffirmation of their Vision, Mission and Strategic Thrusts.

Strategic Planning Results

Vision:

To promote government transparency

Mission:

To ensure the implementation and monitoring provisions of the Access to Information Act is carried out, and to provide education and awareness of it to the general public.

Strategic Thrusts: 

To implement an electronic records management system to promote government transparency in an efficient and effective way.

ATI Unit Organization Chart

It is very clear from the unfilled positions in the Unit that the ATI Unit is seriously understaffed. It has only three of six positions filled if you count the Senior Director's position as filled although Mr. Damian Cox is also acting Principal Director of the Information Division of which the ATI Unit is a part. In addition three other senior positions need to be filled.

 

ATI Unit Work Activities

The ATI Unit's Work Activities can be separated into three tranches; (i) Institutional Framework, (ii) Public Education and (iii) Secretariat to the Appeals Tribunal.

Institutional Framework

Secretariat

Public Education

It is obvious that the Public Education activities are the most affected because of the lack of key staff that would deal with it.

Strength Weakness Opportunity Threats (SWOT)

A good SWOT analysis was undertaken with the staff team including Mrs. Ebanks-Hanna. The results are summarized in the table below.

Needs Analysis & Infrastructure

A needs analysis and the ICT systems infrastructure was also undertaken. The results are detailed in the ATI Unit Strategic Plan Report. The needs analysis results were used in developing the recommendations in the report. 

The key outcome of the needs analysis is the clear identification of the gap in human resources. Over sixty (60%) percent of the positions in the Unit are not filled, four out of six. Unfortunately they are the more senior positions as well. Some are being filled at this time.

A few conclusions could be made about the system infrastructure as a result of the Advisor's experience using their network during the assignment. The internet speed was good, there was no loss of service even though a hurricane passed close to the island. The ATI Unit has a really robust UPS system install in case of power outage. 

Draft Recommendations

1. The ATI Unit is seriously under staffed especially at senior levels. It will be very difficult to implement automation, improve efficiency and undertake change management if this situation is not rectified.  The ATI Unit needs to fill the vacant positions, Sr. Director, Public Education Communication Manager, Public Education Officer, and Administrator
   
   These are core senior staff positions that need to be filled. Without them there is a large human resource deficit which impedes the capability of the unit to move forward in capacity building, or service delivery to the public.
   
   
2. Current staff have determined that it is important to improve operational efficiency including development of standard operating procedures, review, add/complete work process flow for the ATI Unit
   -         The process flow mapping will help in the implementation of the electronic Information Management system.
   
   The completion of standard operating procedures and work flow process will help both current and future to efficiency, and greatly help the development of the electronic information management system.
   
   
3. Guidelines for Responsible Access Officers to help them provide better service to the public with respect to ATI requests. A copy of the 190 page Guidelines on the Discharge of Functions by Public Authorities under the Access to Information Act 2002, created in 2005 and reprinted in 2009, was found after the strategic planning exercise was completed. It was decided that this comprehensive guideline will be used as a reference appendix and portions of it will be updated to fit in with the electronic Information Management system.
   
   The 2005 Guideline was a comprehensive document that synthesized the work tasks, work flow and timelines required to implement the Access for Information Act 2002. It was developed for the Access Officers of Responsible Authorities to deliver information requested by the public. There was a reference to a Training Manual which could not be found at the ATI Unit. Attempts are being made to source a copy from the Responsible Authorities if possible.
   
   
4. There is a pressing need to implement an electronic information management system. This system will improve efficiency and effectiveness of the unit to request for information from the public. To achieve this we need to design, cost and schedule the system for implementation
   -        Commence the conceptual and logical database design, starting with the existing forms in conjunction with the work procedures (full staff compliment).
   -        Include M&E in the system to measure the efficiency of the responsible  Access to Information Officers.
   -        Need to review local ICT companies capability and costs for website and database development.
   -        Recommend information portal be built on top of the open source WordPress content management system.
         
   Good information system design requires careful planning and implementation starting with a situation analysis, requirements collection and analysis, and conceptual design before the system is passed on to the ICT programmers. This phase is in progress, but it needs more work and staff resources to complete.
   
   
5. Staff training: e.g. Senior Secretary in publication, graphics for digital products for the Public Education area. Other areas include technical training for the Public Education Manager and Officer for the support of the website and information portal. The ATI Unit's workflow is still paper based. In order to automate their internal workflow to a digital weighted system the staff will need training in digital document management and a digital filing system be set up in parallel to the paper based process they have today. This will allow the Unit to move their workflow more efficiently to a paperless system.
   
   As the website and the future information management system will be under the responsibility of the Educational team it is recommended that additional technical training be provided to the staff, including the secretaries, in that section covering graphics, audio and video applications for the creation of digital media and educational tutorials. Additional automation training to all staff should be considered as they transition to a paperless system.
   
   
6. Update ATI Unit's website and use it as the front end of the ATI Information Management portal.
   
   Based on the situation analysis completed by the CESO Technical Advisor it is recommended that the current ATI website be the front facing gateway to the public for its electronic information management portal. There is also work that needs to be done immediately to refresh, update and improve the dated site. The site could also be modified and transferred to the WordPress content management system immediately with the electronic information management system being phased in as time, aa resources and funding becomes available.

Conclusion

1. The initial steps have started on the updating of the guidelines and manuals, however progress is slow because of lack of human resources. Existing staff at the Unit have had some training but they need additional training and additional staff to finish the work. The additional staff that are being hired at this time.
   
   
2. A good strategic plan has been completed and it could be used as a road map for the ATI Unit as it moves forward with the additional staff and its automation objective.
   
   
3. The current website needs to be updated and ported to the upcoming electronic Information Management portal as it's front facing gateway. This could be achieved in two steps. First update and port to the WordPress content management system, then add the Information Management to the back end.
   
   
4. The ATI Unit can achieve their objectives if they follow the core recommendations from the strategic plan.

Follow Up CESO Assignment

It was recognized that the scope of the two assignments was larger than the initial schedule allowed. Nevertheless the three week in country assignment resulted in a Strategic Plan for the ATI Unit with a good SWOT analysis and recommendations for action to achieve improved government transparency and increased public education and awareness of access to information.

The first assignment was modified to the development of a strategic planning report, because there was a need to undertake a detailed situation analysis before we could proceed to the updating of the guidelines and manuals. The ATI Unit has a clear understanding now of the tasks required to complete their Vision and Mission.

It also identified training needs of current staff and that of the incoming Public Education Manager and Public Education Officer and Administrator. Their input is required for the successful implementation of the electronic Information Management system with respect to the situation analysis and conceptual design with the ICT consultant.

Consequently the next assignment will be the updating of the guidelines and manuals in conjunction with technical capacity building (training), of new and existing staff, to support the electronic Information Management portal that is being implemented.

It is consistent with the objectives of the CCEDM project to increase the operational efficiency and effectiveness and the enhancement of governance and responsiveness of the institution. The goal is to also increase the visibility of the ATI Unit with enhanced communications through the electronic Information Management Portal with the application of best practices from the expertise of the Canadian Technical Advisor.

Questions, Comments, Discussion