Fort Walton Beach Council agenda — 05-22-2007 regular agenda — reading text

commended. The rationale for presenting both commendations and weaknesses is to give the study l. results some perspective. Evaluations are often perceived to be negative since the focus is on problem areas. A comprehensive and fair assessment, however, should put any problems in perspective by recognizing an organization' s particular L. strengths and noteworthy accomplishments. Recommendations and Improvement Plan A improvement plan will be developed to prioritize the study management recommendations and describe how each should be implemented. This will include implementation actions, responsibilities, and time frames or schedules. tJtfJfi; : Management) Mvisory group, Inc. 1- 2 City of Fort Walton Beach Proposal 1.4 Work Plan Our work plan for this study consists of several steps or tasks. Objectives: To gain a more in- depth understanding of the study background and the City' s goals and expectations. To establish a mutually agreeable work plan, schedule, and progress monitoring procedure that will successfully meet the study expectations. To identify and collect key City documents. Activities: 1. 1 Meet with the key management staff to discuss our proposed objectives, scope, approach, work plan, schedule, and progress monitoring procedures. Any concerns or suggested modifications will be discussed and our plans will be revised, as appropriate. 1. 2 Arrange for on- site office space as needed. 1. 3 Obtain and review key City documents, including: relevant organization charts; budgets and financial reports; current job descriptions; key management and operational reports; and relevant policies. 1.4 Finalize the work plan and establish consultant schedules with calendar dates for completing tasks. Deliverables: Final Work Plan and Schedule 1- 3 ManagementJfavisory qroup, Inc. City of Fort Walton Beach Proposal i"'~""'~::~~ p';,q9t~""''"' iJ;~~,~~~ r~~~;:~~ Objectives: To collect the factual information needed in support of project objectives. To obtain management opinions and perceptions regarding strengths and weaknesses. Activities: 2. 1 Schedule and conduct interviews. The objectives of these interviews are: to confirm job duties and breadth/ scope of all functions; to obtain information regarding structures, historical practices, financial policies, and issues regarding sustainability; to understand organization- wide issues, needs and concerns; and to request key documents and data and determine its availability, reliability and source; 2. 2 Collect pertinent budget and personnel documents and data including: annual work plans and annual reports; adopted budget; organization charts; Deliverables: Interviews and data collection meetings. Objectives: To analyze and evaluate organization structures. To reach conclusions regarding strengths and weaknesses. Activities: 3. 1 Analyze the jobs and functional data and other study information to identify strengths and weaknesses in all relevant study areas. 3. 2 Document the strengths and weaknesses identified during the analysis. MIfJ(f; : ManagementjItfvisory group, Inc. 1- 4  City of Fort Walton Beach Proposal 3. 3 Review the findings and conclusions to assure that factual information is complete and accurate and that the conclusions are justified. 3.4 Verify facts and/ or collect additional information regarding any conclusions that are questioned and revise them, as warranted. Deliverables: Study Findings and Conclusions r- i!i.1? lJt~~ l flt j!JQ} it]jJi~ l.jtirEqQiv. rM~ iiitt~fJQNS;~:~} ,... ',.:, j"," Objectives: To develop recommendations for improving upon significant weaknesses identified during Task 3. 0. Activities: findings and conclusions developed during Task 3. 0 and develop an 4. 1 Consolidate the improvement recommendation for each significant weakness or set of related I. weaknesses. The recommendations will focus on improvements and will include: l. Structural recommendations. f'. L "'- Spans of control. Unity of command. Major function placement. 4. 2 Review recommendations with project management to assure they are beneficial, realistic and implementable. 1- 4. 3 Refine recommendations, as appropriate. L. Deliverables: Improvement Recommendations Objectives: To prepare a draft report documenting the study results. To discuss the draft report with management and obtain comments. 1. 5 Management Jlavisory group, Inc. City of Fort Walton Beach Proposal Activities: 5. 1 Prepare a draft of the study report. The report will include: executive summary; study objectives and methodology; findings and conclusions; and improvement recommendations. 5. 2 Discuss the draft report, and note comments and any suggested revisions. Deliverables: Draft Study Report Objectives: To revise the draft and prepare the final study report. Activities: 6. 1 Revise the draft report, as appropriate, based on the comments and suggestions made during the draft discussions. 6. 2 Prepare and issue the final study report. Deliverables: Final Study Report 1. 5 Proiect Schedule Our proposed schedule for the study covers a period of several months. The term would be through August 30, 2007. This would be a typical time frame for this type of project. j; Mf! J( Aawory : Management group, Inc. 1- 6  SECTION 2.0 QUALIFICATIONS OF STAFF Management Advisory Group, Inc. 2007  Fort Walton Beach Proposal Section 2.0 - Qualifications of Staff MAG will provide total project management and administrative oversight for this study and will be the primary consulting team. Dr. Donald Long, Ph. D., has extensive project management l experience as well as over 23 years of experience conducting organizational reviews. Dr. Long will serve as Project Manager and be designated to act as the primary liaison between MAG and the City. He will be assisted on this study by Dr. Lynch and Mr. Merback. r- Below are brief narratives of each project team member' s qualifications. Detailed resumes are included. Donald C. Long, Ph. D., Executive Vice President, MAG. Dr. Long has over 20 years of consulting and local government experience and has directed or participated in over 200 management and research engagements. He has completed numerous organizational studies department specific agencies as well ( police, fire, EMS, Building, HR, Finance, Parks, etc.). His organization wide studies have focused on staffing, organization, and improvement opportunities for elected and appointed officials. Dr. Long has made scores of presentations to elected officials in local governments and is substantially well versed in operational matters within all municipal departments. Dr. Long possesses a Ph. D. in Public Budgeting and Finance. Dr. Long completed his dissertation on an evaluation of the GFOA Distinguished Budgeting Award program. Mr. Dennis Merback, CMC. Mr. Merback is a Certified Management Consultant ( CMC) with over 35 years consulting experience. He specializes in organization, staffing, operations management and productivity improvement services to local and state government agencies. He has a B. S. degree in Engineering from the University of Utah and has completed M. B.A. graduate work at U. C.L.A. as well as Harvard University' s accelerated Advanced Management l. Program. Mr. Merback was a consultant with Arthur Young & Company and A.T. Kearney, Inc. for more than 20 years. For eight years, he was Partner- in- Charge of Governmental Operations l. Management consulting for Arthur Young' s East Region. He was also a Partner in the state and local government practice with MGT of America, Inc. for approximately four years. Mr. Merback has had his own consulting practice for about 10 years. r l Thomas D. Lynch, Ph. D. Dr. Lynch has an extensive background in public administration and budgeting. He has literally " written the book" on budgeting in local government. His Public Budoetino in America has been used in graduate schools of public administration since 1979. Dr. Lynch serves on numerous editorial boards of prestigious journals, and has written several L, books and many articles on public budgeting. His peers have honored him by electing him President of the AmericanSociety for Public Administration. He is sought by many organizations to make presentations on various public administration topics and is an active l... presenter at international conferences. Published documents include privatization, public- private partnerships, and consolidation issues. MAG has a staff organization that will support project tasks as needed. They are well qualified to provide this staff support. All staff are degreed professionals. The following pages represent backgrounds of the three primary consultants on your project. Jt6fj; ' M.anagement ; Itfvisory group, Inc.