service and activity discovery template - local...
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<Area> Confidential Page 1 of 22
Service and Activity Discovery Template
Area: <xxxxxxxxx >
Date Issued 16 March 2016
Version No.
Status Draft Approved
Check point 1: Check point 2: Check point 3:
Prepared By
<Area> Confidential Page 2 of 22
Contents
1. Description of activity / function ............................................................................................. 3
2. Scope ......................................................................................................................................... 3
3. Legislative Requirements ........................................................................................................ 3
4. Current State ............................................................................................................................. 3
4.1 Burwood ............................................................................................................................................. 3 4.1.1 Background ........................................................................................................................................ 3 4.1.2 Council specific requirements (e.g. resolved by Council resolution, or local laws) ........................... 4 4.1.3 Contracts & Agreements .................................................................................................................... 4 4.1.4 Reporting Requirements .................................................................................................................... 4 4.1.5 Resources .......................................................................................................................................... 5 4.1.6 Service Levels .................................................................................................................................... 6 4.1.7 Stakeholders (Please insert in table below) ....................................................................................... 7 4.1.8 IT Systems ......................................................................................................................................... 7 4.1.9 Corporate Resources (i.e. business partners or similar) ................................................................... 7 4.2 Canada Bay ....................................................................................................................................... 8 4.2.1 Background ........................................................................................................................................ 8 4.2.2 Council specific requirements (e.g. resolved by Council resolution, or local laws) ........................... 8 4.2.3 Contracts & Agreements .................................................................................................................... 8 4.2.4 Reporting Requirements .................................................................................................................... 9 4.2.5 Resources .......................................................................................................................................... 9 4.2.6 Service Levels .................................................................................................................................. 10 4.2.7 Stakeholders (Please insert in table below) ..................................................................................... 11 4.2.8 IT Systems ....................................................................................................................................... 11 4.2.9 Corporate Resources (i.e. business partners or similar) ................................................................. 11 4.3 Strathfield ......................................................................................................................................... 12 4.3.1 Background ...................................................................................................................................... 12 4.3.2 Council specific requirements (e.g. resolved by Council resolution, or local laws) ......................... 12 4.3.3 Contracts & Agreements .................................................................................................................. 12 4.3.4 Reporting Requirements .................................................................................................................. 13 4.3.5 Resources ........................................................................................................................................ 13 4.3.6 Service Levels .................................................................................................................................. 14 4.3.7 Stakeholders (Please insert in table below) ..................................................................................... 15 4.3.8 IT Systems ....................................................................................................................................... 15 4.3.9 Corporate Resources (i.e. business partners or similar) ................................................................. 15 4.4 Current Process(es)\Systems (front facing, affecting public)........................................................... 16 4.4.1 Burwood ........................................................................................................................................... 16 4.4.2 Canada Bay ..................................................................................................................................... 16 4.4.3 Strathfield ......................................................................................................................................... 16 4.5 Relevant Corporate Documents ....................................................................................................... 16 4.5.1 Burwood ........................................................................................................................................... 16 4.5.2 Canada Bay ..................................................................................................................................... 17 4.5.3 Strathfield ......................................................................................................................................... 17 4.6 Additional notes / findings ................................................................................................................ 17 4.7 Ideas ................................................................................................................................................ 17
5. Document Control................................................................................................................... 18
5.1 Document Sign-off ........................................................................................................................... 18
6. References ............................................................................................................................... 18
7. Appendix 1 - Current Council Organisational Structures................................................... 19
8. Appendix 2 ............................................................................................................................... 22
8.1 Benchmarking .................................................................................................................................. 22 8.2 Customer Satisfaction ...................................................................................................................... 22 8.3 Best Practice\Emerging Trends\ Opportunities ................................................................................ 22 8.4 Gap Analysis .................................................................................................................................... 22
<Area> Confidential Page 3 of 22
Executive Summary
1. Description of activity / function [brief description of the activity / function. Think about explaining the function to someone who doesn’t know anything about it]
2. Scope
This document covers the area of [insert area] and includes the following functions: [e.g. – waste collection policy/strategy - waste service delivery - community education]
3. Legislative Requirements (legislation that applies to all 3 councils in relation to this function)
Function Reference Description Frequency
Compliance: Y/N
Recycling Waste collection
Waste Act 2009
Collection of recycling waste from households in the LGA
Fortnightly Y
4. Current State
4.1 Burwood
4.1.1 Background
<Historical events that have led to the current state>
<Area> Confidential Page 4 of 22
4.1.2 Council specific requirements (e.g. resolved by Council resolution, or local laws)
Description Reference Frequency
Recycling Waste collection to be conducted by hand
Mayoral Minute, N. 234, 2010
Fortnightly
4.1.3 Contracts & Agreements
Description Length of Contract\Agreement
End Date Right of Renewal
Contract Value
1 year Cost
Remaining Cost
Other councils or parties involved Start Date
4.1.4 Reporting Requirements
Requirement Frequency
<Area> Confidential Page 5 of 22
4.1.5 Resources
4.1.5.1 Team Profile
Position FTE Full Time
Part Time
Full Time Split
Part Time Split
Temp Casual Fixed Term Contract
Volunteers
Manager
Team members
Definition of FTE: 35 or 38 hours/week Split Role: [Qualify split role. E.g. Ranger position, also delivery Building Control, Parking
enforcement and Health Control]
4.1.5.2 Finance
Budget
Expenditure
Description $ Amount (2015/16)
One off / ongoing
$ Amount (2016/17)
One off / ongoing
Funding / Income Sources
Description $ Amount (2015/16)
One off / ongoing
$ Amount (2016/17)
One off / ongoing
Restricted Assets / Reserves
Description $ Amount (2015/16) $ Amount (2016/17)
e.g. parking meters $
<Area> Confidential Page 6 of 22
Liabilities
Description $ Amount (2015/16) $ Amount (2016/17)
e.g. parking meter replacement $$
4.1.5.3 Infrastructure & Assets (based on Asset Register info)
Description Value (replacement cost) Location
Library Van $200K Library Garage
Books $49000 Library
4.1.5.4 Property
Description Location Leased / Owned
Term Value Date of valuation
Office Council Chambers – Elsie St
Owned
4.1.6 Service Levels
Description of Service\Function\Program
Location
Fees & Charges
Service Standard
Inner West Wide
Burwood
<Area> Confidential Page 7 of 22
4.1.7 Stakeholders (Please insert in table below)
I
nflu
en
ce
Lo
w
H
igh
Chambers of commerce Councillors
Committee
Low High
Interest
4.1.8 IT Systems
System Description
TechOne – HR Management of employee data
TechOne - Payroll Processing payroll
4.1.9 Corporate Resources (i.e. business partners or similar)
Area Dedicated resource
Description Usage (High, Medium, Low)
Human Resources 0.5, or 1 or NO
Customer Service
Finance
IT Helpdesk M
<Area> Confidential Page 8 of 22
Records Management Regular TRIM activities
L
Fleet
Other
Qualifier – Fleet: e.g. Manager’s vehicle. Also used for Building, Parking, and Health.
4.2 Canada Bay
4.2.1 Background
<Historical events that have led to the current state>
4.2.2 Council specific requirements (e.g. resolved by Council resolution, or local laws)
Description Reference Frequency
Recycling Waste collection to be conducted by hand
Mayoral Minute, N. 234, 2010
Fortnightly
4.2.3 Contracts & Agreements
Description Length of Contract\Agreement
End Date Right of Renewal
Contract Value
1 year Cost
Remaining Cost
Other councils or parties involved Start Date
<Area> Confidential Page 9 of 22
4.2.4 Reporting Requirements
Requirement Frequency
4.2.5 Resources
4.2.5.1 Team Profile
Position FTE Full Time
Part Time
Full Time Split
Part Time Split
Temp Casual Fixed Term Contract
Volunteers
Manager
Team members
0.20
Definition of FTE: 35 or 38 hours/week Split Role: [Qualify split role. E.g. Ranger position, also delivery Building Control, Parking enforcement and Health Control]
4.2.5.2 Finance
Budget
Expenditure
Description $ Amount (2015/16)
One off / ongoing
$ Amount (2016/17)
One off / ongoing
Funding / Income Sources
Description $ Amount (2015/16)
One off / ongoing
$ Amount (2016/17)
One off / ongoing
<Area> Confidential Page 10 of 22
Restricted Assets / Reserves
Description $ Amount (2015/16) $ Amount (2016/17)
e.g. parking meters $$$$$
Liabilities
Description $ Amount (2015/16) $ Amount (2016/17)
e.g. parking meter replacement $$$$$$
4.2.5.3 Infrastructure & Assets (based on Asset Register info)
Description Value (replacement cost) Location
Library Van $200K Library Garage
Books $49000 Library
4.2.5.4 Property
Description Location Leased / Owned
Term Value Date of valuation
Office Council Chambers – Elsie St
Owned
4.2.6 Service Levels
Description of Service\Function\Program
Location
Fees & Charges
Service Standard
Inner West Wide
Burwood
<Area> Confidential Page 11 of 22
4.2.7 Stakeholders (Please insert in table below)
I
nflu
en
ce
Lo
w
H
igh
Chambers of commerce Councillors
Committee
Low High
Interest
4.2.8 IT Systems
System Description
TechOne – HR Management of employee data
TechOne - Payroll Processing payroll
4.2.9 Corporate Resources (i.e. business partners or similar)
Area Dedicated resource
Description Usage (High, Medium, Low)
Human Resources 0.5, or 1 or NO
Customer Service
Finance
IT Helpdesk M
<Area> Confidential Page 12 of 22
Records Management Regular TRIM activities
L
Fleet
Other
Qualifier – Fleet: e.g. Manager’s vehicle. Also used for Building, Parking, and Health.
4.3 Strathfield
4.3.1 Background
<Historical events that have led to the current state>
4.3.2 Council specific requirements (e.g. resolved by Council resolution, or local laws)
Description Reference Frequency
Recycling Waste collection to be conducted by hand
Mayoral Minute, N. 234, 2010
Fortnightly
4.3.3 Contracts & Agreements
Description Length of Contract\Agreement
End Date Right of Renewal
Contract Value
1 year Cost
Remaining Cost
Other councils or parties involved Start Date
<Area> Confidential Page 13 of 22
4.3.4 Reporting Requirements
Requirement Frequency
4.3.5 Resources
4.3.5.1 Team Profile
Position FTE Full Time
Part Time
Full Time Split
Part Time Split
Temp Casual Fixed Term Contract
Volunteers
Manager
Team members
Definition of FTE: 35 or 38 hours/week Split Role: [Qualify split role. E.g. Ranger position, also delivery Building Control, Parking enforcement and Health Control]
4.3.5.2 Finance
Budget
Expenditure
Description $ Amount (2015/16)
One off / ongoing
$ Amount (2016/17)
One off / ongoing
Funding / Income Sources
Description $ Amount (2015/16)
One off / ongoing
$ Amount (2016/17)
One off / ongoing
<Area> Confidential Page 14 of 22
Restricted Assets / Reserves
Description $ Amount (2015/16) $ Amount (2016/17)
e.g. parking meters $$$$$
Liabilities
Description $ Amount (2015/16) $ Amount (2016/17)
e.g. parking meter replacement $$$$$$
4.3.5.3 Infrastructure & Assets (based on Asset Register info)
Description Value (replacement cost) Location
Library Van $200K Library Garage
Books $49000 Library
4.3.5.4 Property
Description Location Leased / Owned
Term Value Date of valuation
Office Council Chambers – Elsie St
Owned
4.3.6 Service Levels
Description of Service\Function\Program
Location
Fees & Charges
Service Standard
Inner West Wide
Burwood
<Area> Confidential Page 15 of 22
4.3.7 Stakeholders (Please insert in table below)
I
nflu
en
ce
Lo
w
H
igh
Chambers of commerce Councillors
Committee
Low High
Interest
4.3.8 IT Systems
System Description
TechOne – HR Management of employee data
TechOne - Payroll Processing payroll
4.3.9 Corporate Resources (i.e. business partners or similar)
Area Dedicated resource
Description Usage (High, Medium, Low)
Human Resources 0.5, or 1 or NO
Customer Service
Finance
IT Helpdesk M
<Area> Confidential Page 16 of 22
Records Management Regular TRIM activities
L
Fleet 0.30
Other
Qualifier – Fleet: e.g. Manager’s vehicle. Also used for Building, Parking, and Health.
4.4 Current Process(es)\Systems (front facing, affecting public)
4.4.1 Burwood
Name Description Responsibility
Unreturned books policy
Failure to return books by 14 days will incur a fine of $5
Library officers
4.4.2 Canada Bay
Name Description Responsibility
4.4.3 Strathfield
Name Description Responsibility
4.5 Relevant Corporate Documents
<Existing document policies, procedures, corporate practices critical to the function >
4.5.1 Burwood
Document Location (i.e. ECM or TRIM ref, or physical location)
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4.5.2 Canada Bay
Document Location (i.e. ECM or TRIM ref, or physical location)
4.5.3 Strathfield
Document Location (i.e. ECM or TRIM ref, or physical location)
4.6 Additional notes / findings
[List any additional notes that you think relate to the function being analysed, but that might not fit in the template]
4.7 Ideas
[List any ideas or good points raised during your research or conversations with the council representatives. These ideas may not necessarily relate to the area/function subject of this template, but could be considered valuable for the Discovery process and for future consideration]
<Area> Confidential Page 18 of 22
5. Document Control
5.1 Document Sign-off
Name Title Area Responsibility
6. References
Document Name Document Link
<Area> Confidential Page 19 of 22
7. Appendix 1 - Current Council Organisational Structures
Burwood [to highlight where the function sits within the overall Organisational structure]
Title
Title
Title
Title
Title
Title
Title
Title
Title
<Area> Confidential Page 20 of 22
Canada Bay [to highlight where the function sits within the overall Organisational structure]
Title
Title
Title
Title
Title
Title
Title
Title
Title
<Area> Confidential Page 21 of 22
Strathfield [to highlight where the function sits within the overall Organisational structure]
Title
Title
Title
Title
Title
Title
Title
Title
Title
<Area> Confidential Page 22 of 22
8. Appendix 2
8.1 Benchmarking
<Review to include benchmarking analysis based on Office of Local Government Comparative Data and other relevant reports>
8.2 Customer Satisfaction
<Refer to results of recent residents’ satisfaction surveys, in particular if it includes specifics of area of discovery>
8.3 Best Practice\Emerging Trends\ Opportunities
Description Source
8.4 Gap Analysis
Functions\Services Best Practice Burwood Canada Bay Strathfield
example
example example