Tool for disucion between partners about organisation development

ORGANISATIONAL DEVELOPMENT ASSESSMENT TOOL Topics and Questions for discussion between partner organisations Name of partner 1: Name of partner 2: Date of discussion:

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1

Mission, values and policy

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Topic

Question

Evaluation/ answer

Short explanation

1.1

Mission, goals, policy

(How well) are mission, policy and (project) goals developed?

☐ in good shape ☐ needs work

Explanation:

1.2

Identity

(How) does Christian identity find expression in the projects?

☐ in good shape ☐ needs work

Explanation:

1.2

Registration, statutes

 Is the organisation officially registered?  Are there statutes / articles of association formulated?

☐ in good shape ☐ needs work

Explanation:

2 #

Human resource management Topic Question

Evaluation/ answer

Short explanation

2.1

Capacity

☐ in good shape ☐ needs work

Explanation:

 Are there sufficient human resources (capacity in time and knowledge) to carry out the activities?  Is the staff professional and well-trained?

2.2

Formal staff matters

 Do all staff have contracts, appropriates wages etc.?  Are taxes over wages paid (for pensions)?

☐ in good shape ☐ needs work

Explanation:

3 #

Financial management and reporting Topic Question

Evaluation/ answer

Short explanation

3.1

Accounts & transactions

 Are the bank accounts registered on the organisation or are private accounts used?  How are transactions done: trough bank accounts and/or cash transactions?  Does income come from multiple donors, incl. some local sources?  Does the organisation itself contribute too (esp. relevant for churches)?  Are there sufficient reserves available?  Does your organisation have an annual audit?

Internal or external?

☐ in good shape ☐ needs work

Explanation:

3.2

Sustainability of income

☐ in good shape ☐ needs work

Explanation:

3.3

Audit

☐ in good shape ☐ needs work

Explanation:

3.4

Annual financial overview

 Do you make a complete end of year overview of finances, including income from all donors, cash money and all balances?  Is it shared with donors?

☐ in good shape ☐ needs work

Explanation:

3.5

Quality of audits and financial reports

Do the (contents of) audits and other financial reports /overviews:  match?  meet professional standards?

☐ in good shape ☐ needs work

Explanation:

4

Governance, organisational structure and internal communication

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Topic

Question

Evaluation/ answer

Short explanation

4.1

Board

 (How) does the board function?  Are the board members non-foreigners (ownership)?

☐ in good shape ☐ needs work

Explanation:

4.2

Organisational structure

 Does the organisation function in such a way that efficiency is not hampered?  Is the future of the organisation and its activities (continuity) (not) hampered by internal issues?

☐ in good shape ☐ needs work

Explanation:

5 #

Project planning and implementation Topic Question

Evaluation/ answer

Short explanation

5.1

PME system

☐ in good shape ☐ needs work

Explanation:

5.2

Development dimension

☐ in good shape ☐ needs work

Explanation:

6 #

Project outcomes Topic Question

Evaluation/

Short explanation

 Do you have your own PME (planning, monitoring & evaluation) system in place?  How professional is the level of proposals, reports and monitoring by your organisation?  Do projects bring about: o temporal relief of immediate needs and/or o development / structural change  Beneficiaries are perceived as: o people in need of charity, receivers of aid and/or o people that should be empowered to claim their rights and become self-supportive

answer 6.1

Sustainability

 What is the impact of the projects?  Will project impact continue after the projects have finished?

☐ in good shape ☐ needs work

Explanation:

7 #

Partnering and networking Topic Question

Evaluation/ answer

Short explanation

7.1

Cooperation

Is there cooperation with others or does the organisation work a lot on its own?

☐ in good shape ☐ needs work

Explanation:

7.2

Learning

Is there active participation in [partner] conferences, trainings and linking & learning?

☐ in good shape ☐ needs work

Explanation:

7.3

Contacts with churches

Are there relations with local churches / are local churches involved in project activities?

☐ in good shape ☐ needs work

Explanation:

7.4

Contacts with government

Are there contacts with government and/or active lobby and advocacy activities?

☐ in good shape ☐ needs work

Explanation:

8 #

(External) communication Topic Question

Evaluation/ answer

Short explanation

8.1

Communication

How smooth and prompt is communication between partners?

☐ in good shape ☐ needs work

Explanation:

8.2

Publicity

Do you make publicity through a newsletter, own website, social media like Facebook?

☐ in good shape ☐ needs work

Explanation:

8.3

Annual report

8.4

Fundraising

 Is an annual report published?  Is it shared with all sponsors, other relations and published online?  Do you have a fundraising plan?  Are staff, funds and time employed to extend local and foreign income sources?

☐ in good shape ☐ needs work

Explanation:

☐ in good shape ☐ needs work

Explanation:

ORGANISATIONAL TOOL Capacity Development Based on the assessment of the organisational development of your (partner) organisation, please determine:  Which aspects (i.e. one of the discussed topics) of your organisation need further attention to improve the overall development of your NGO / church. Please fill in under ‘aspect to be developed’;  Off course it is possible to define several aspects for development. However, it is recommendable to focus on few aspects first and bring organisational development step by step;  Briefly state the final goal of this development and learning process;  Fill in other details of the capacity building plan, like who will be involved and when a more detailed plan of action will be ready;  Please find an example attached.

Capacity Building Plan Aspect to be developed Definition of weakness regarding this aspect Goal of capacity building process Suggested measures

Action(s) required Actor(s) to be involved When is  detailed plan of action ready  start of implementation phase

EXAMPLE

ORGANISATIONAL TOOL Capacity Development Based on the assessment of the organisational development of your (partner) organisation, please determine:  Which aspects (i.e. one of the discussed topics) of your organisation need further attention to improve the overall development of your NGO / church. Please fill in under ‘aspect to be developed’;  Off course it is possible to define several aspects for development. However, it is recommendable to focus on few aspects first and bring organisational development step by step;  Briefly state the final goal of this development and learning process;  Fill in other details of the capacity building plan, like who will be involved and when a more detailed plan of action will be ready;

Capacity Building Plan - Example Aspect to be developed

Mission, goals and policy

Definition of weakness regarding this aspect

No mission statement developed.

Goal of capacity building process

Our organisation has a written mission statement.

It reflects a mission shared by board and staff. The mission statement is not just an empty phrase, but it reflects a shared understanding of the organisation’s reason for being, our shared beliefs and our commitments. It will not be just another document, but will keep us inspired and can be used and referred to at appropriate occasions.

Action(s) required Start process of mission and policy development, involving board and staff

Suggested measures

Actor(s) to be involved When is:  a detailed plan of action ready  a start of implementation phase

Initiator of the process: Director, after consultation with the board To be involved: director, board and all staff members Plan of action: April 10, 2016 Start of implementation: May 1, 2016