Needs Assessment of Public Sector Organisation

needfully Assessment of Public domain OrganisationTable of ContentsPage1.Introduction.12.The involve judging to be carried out.13.The Context.14.Why a needs sagacity would be useful.15.The Needs Assessment Plan.1a. extremity Outline.1b. Data Collection.2c. Data Analysis.26.Plan for Evaluation.37.Ethical considerations.3Bibliography.3Appendices.31.Introduction.A needs assessment is a governing bodyatic approach utilise to identify the gaps in the current position, the factors that affect the performance and the changes necessary to get it to the desired position. To achieve this there needs to be a suck in and thorough understanding of the people who impart be involved with the system or product, the activities involved and the goal of the system. The people who ar involved or the stakeholders may have differing needs and this on with any unforeseen requirements or gaps should be captured in the assessment. There are three micro orbit stages to the needs assessment trea t, the first phase is to make a plan, second phase is to gather and analyse information, and third phase is identify solutions and report back.2.The needs assessment to be carried out.To develop a suitable IT system to capture, dog and trace all stages and aspects of projects, from proposal to completion. With clear indications of where and how these link into the strategic and workplans and ability to provide a clear audit trails of all stages, documents, sign offs and authorisations relating to the proposal.3.The Context.This is for a public sector governing with over 50% of its budget being spent on projects. The projects mainly consists of research work which are outsourced using tendering processes. The current process is very disjointed, with different software being used depending on the stage, department and mortalnel preferences. There appears to be incomplete document audit trails. The current system has been in operation for a long egress of years. The system needs t o be able to provide information to various stakeholders about the current allege of play of the project. Relevant information needs to be captured from multiple sources including the financial system. The system needs to accompany with statutory regulations, corporate governance, public sector and EU guidelines and directives, and have suitable constraints to protect confidentiality and commercially handsome information.4.Why a needs assessment would be useful.There appears to be gaps in the processing of information and workable lack of guidance on the steps or next steps to be followed. A needs assessment would collect information about the stakeholders, target radical or groups. It would establish what needs are being met, resources that currently exist and determine what needs are not being met. Following epitome of this information a proposed system plan pull up stakes be furnished within the agreed timeframe.5.The Needs Assessment Plan.a.Process Outline.The first step i s to study and become familiar with the agreed terms of reference as set out by management. This forget define the objective, scope, and limitations of the needs assessment. It will establish the lead person and contacts within the organisation, the resource requirements, anticipate costs and time frame for completion. This along with familiarisation of the mission statement, strategic plan, organisation chart, workflow chart and infrastructure of the organisation will help develop an understanding or innovation of the organisations needs.Assessing the capabilities of the current system and gaining a clear understanding of the future needs of the system requires a all-embracing analysis. This analysis will be both(prenominal) qualitative and quantitative. This data gathering process will consisting of shops, accent groups, interviews, and system observation. These methods will be used to produce information to analyse options and design the best manageable system given the av ailable resources.The organisation is relatively small and is divided into six departments headed up by a Senior Manager. A stratified random sampling method will be used to focal point on identifying stakeholder needs, and involve all stakeholder groups and get the views of all the right people.a.Data Collection.Workshop.Initially a workshop will be held with the objective of getting senior managers to articulate a vision of the ideal system. This usage will be a half-day facilitated by a consultant. It will attempt to succinctly define the scope of the system, the long-term functionality that the system is expected to have, and the major issues that the existing or new system must address. aegis requirements, risk assessments, online approval processes and reporting requirements will be identified.Focus Group.Following on from the workshop a focus group consisting of at least two section managers, two project managers and two clerical / administrative staff from each department will be convened. It is expected that this will take a half day but may require a full day. The focus group will be led by a trained facilitator. This group is selected to provide a representative group of users of the system. It will provide an opportunity to identify, difficulties, gaps, expectations and establish what is working with the current system and what they feel is needed to control the objectives identified in the workshop. Whether the difficulties experienced are due to obsolete technology or ineffective policies and procedures. The focus group will also provide an opportunity for this group identify missing or needed functions.Interviews.A number of stakeholders will be interviewed as part of the process to gain further keenness public sector tendering and procurement processes and thresholds. Board approval processes along with relevant EU guidelines and directives. These will be semi structured interviews with stakeholders who may not have direct or regular conta ct with the system such as the Audit committee chairman, Comptroller and Auditor Generals officer, IT and Finance Managers.System observation.In pose to gain further insight into the context, tasks, goals and to fill in the gaps it may be necessary to observe at present how specific tasks are preformed currently. It will involve selecting random proposed projects and following all stages from start to finish pickings samples and examples of reports produced, authorisation requirements, technology used, time interpreted for specific tasks, and difficulties encountered. This step may require the use of television set and photography.c.Data AnalysisThe data will be analysed using a grounded theory approach. This will incorporate both the qualitative (e.g. themes, patterns, quotes, pictures, descriptions etc.) and quantitative data (e.g. number of projects, number of people involved in projects, budgets, time taken to perform tasks, number of software packages etc.) . The data will b e extracted in a systematic steering to develop a conceptual model of the system required. This will be an iterative process. The data extracted from the workshops will be transcribed first, read, coded using an axial coding system. This is a two-step hierarchically process that will divide the data into major categories and subcategories. This will identify the critical objectives, work flows, interactions and communications. This will form the keister for guiding the focus groups and interviews. Following further analysis of these in a similar fashion the data will be assimilated.Essential Use cases will be compiled to capture what the new system is expected to do.6.Plan for evaluation.Once needs and requirements have been established the results from the data analysis will be presented in a report and charts summarizing the findings and an outline of a conceptual model of the system. Initially a low fidelity icon will be produced. This will allow the stakeholders to evaluate t he product and allow for redesign. It is expected that this will be an iterative process until a suitable product is.7.Ethical IssuesIt is important that the rights and dignity of participant in the assessment are protected. Participant are to be fully informed about the assessment being conducted and the single-valued function of the assessment. It is important to encourage staff to participate in this assessment but they must do so willingly. All participants should be encouraged to speak freely without fear of being penalised. They may withdraw at any time or refuse to participate in any part. The confidentiality of all participants will be protected and they will not be identified in any reports or published documents.Bibliography.Cairns, P. Cox, A.L. (ed). (2008). query methods for human-computer interaction. Cambridge, UK. Cambridge University Press. Accessed online 20/1/2017Preece, J., Rogers, Y., Sharp, H. 2016. Interaction design beyond human-computer Interaction. 4th ed. Chichester John Wiley Sons Ltd.