HRDC - AHRDA - Capacity Self-Assessment 1999

Directorates

· Director General's Office

· Data Development

· Strategic Evaluations

· Partnership and Continuous Evaluations

Publications

· Evaluation Reports

· Evaluation Briefs

· Labour Market Development Agreement Series

· Lessons Learned Series

· Evaluation Tool Kit Series

· Evaluation Forum Newsletter

· From Theory To Practice

Administrative Capacity

Capacity Dimension			Administrative Capacity
Capacity Criteria			Strategic and Operational Planning	1 of 6 Issues

Issue: 1	*Does Your RBA/AHRDA have a Long Term Strategic Plan?*			Yes	N/A
Indicators	1		Strategic Plan has been developed and approved by RBA/AHRDA Authority.
	2		Strategic Plan reflects the values of the community.
	3		Strategic Plan is reviewed and modified periodically.
	4		Strategic Plan has established quantitative targets.
	5		Strategic Plan is meeting objectives/targets on schedule.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Strategic and Operational Planning	2 of 6 Issues

Issue: 2	*Does the Long Term Strategic Plan Contain Key Elements?*			Yes	N/A
Indicators	1		Mandate/priorities of RBA/AHRDA are clearly stated.
	2		Strategic Plan addresses partnership opportunities.
	3		Strategic Plan addresses local Labour Market Development (LMD) needs.
	4		Stakeholders' needs and values are properly accounted for in the plan.
	5		Strategic Plan addresses risk management/assessment.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Strategic and Operational Planning	3 of 6 Issues

Issue: 3	Does RBA/AHRDA staff understand the Long Term Strategic Plan?			Yes	N/A
Indicators	1		Staff have read and reviewed the strategic plan.
	2		Staff have provided feedback/input into the strategic plan.
	3		Staff know all the key elements of the strategic plan.
	4		Staff are aware of the plan's goals, objectives, targets and milestones.
	5		Staff have their own copy or access to a copy of the strategic plan.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Strategic and Operational Planning	4 of 6 Issues

Issue: 4	Does your RBA/AHRDA have an Annual Operational Plan?			Yes	N/A
Indicators	1		Operational Plan has been developed/approved by RBA/AHRDA Board.
	2		Operational Plan reflects the long term strategic plan.
	3		Operational Plan is reviewed and modified periodically.
	4		Operational Plan has specific quantitative targets.
	5		Operational Plan is meeting objectives and is on schedule.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Strategic and Operational Planning	5 of 6 Issues

Issue: 5	Does Annual Operational Plan Contain Key Elements?			Yes	N/A
Indicators	1		Operational Plan contains action steps to achieve goals and objectives.
	2		Operational Plan has time frames for achieving goals and objectives.
	3		Operational Plan contains an internal human resources plan.
	4		Operational Plan contains a financial plan/budget.
	5		Operational Plan contains a communication plan for stakeholders.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Strategic and Operational Planning	6 of 6 Issues

Issue: 6	Does your RBA/AHRDA do Effective Operational Planning?			Yes	N/A
Indicators	1		Management meets annually to plan and review operational activities.
	2		Front-line staff provide input into planning activities.
	3		Operational Plan reflects consultation with RBA/AHRDA partners/affiliates.
	4		Operational plans are communicated to all stakeholders.
	5		Community members provide input into operational planning.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Community Based Planning Integration	1 of 1 Issues

Issue: 1	Do RBA/AHRDA initiatives meet planned community objectives?			Yes	N/A
Indicators	1		RBA/AHRDA initiatives address long term LMD needs of community.
	2		Community members have input into RBA/AHRDA planning.
	3		RBA/AHRDA is an active partner in community planning.
	4		RBA/AHRDA plans are closely linked with community plans.
	5		RBA/AHRDA works with other partners to meet community objectives.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Self-Sufficiency Development	1 of 6 Issues

Issue: 1	Is your RBA/AHRDA an Aboriginal Owned and Controlled Institution?			Yes	N/A
Indicators	1		Signatories to the RBA/AHRDA Agreement are Aboriginal.
	2		Board of Directors of the RBA/AHRDA are primarily Aboriginal.
	3		Management and Staff of the RBA/AHRDA are primarily Aboriginal.
	4		RBA/AHRDA programs and services reflect the values of the community.
	5		RBA/AHRDA is accountable to its Aboriginal community.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Self-Sufficiency Development	2 of 6 Issues

Issue: 2	Does Your RBA/AHRDA have Jurisdiction over Aboriginal LMD initiatives?			Yes	N/A
Indicators	1		RBA/AHRDA Agreement defines RBA/AHRDA authority over ALM initiatives.
	2		Provincial/territorial government acknowledges RBA/AHRDA authority.
	3		Aboriginal government(s) acknowledge RBA/AHRDA authority.
	4		RBA/AHRDA operates with full understanding of its jurisdiction.
	5		RBA/AHRDA has unrestricted access to all relevant LMD and EI data.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Self-Sufficiency Development	3 of 6 Issues

Issue: 3	*Does your RBA/AHRDA Strive to be Self-Sufficient?*			Yes	N/A
Indicators	1		RBA/AHRDA operates under an independent Board of Directors.
	2		RBA/AHRDA has policies in place to ensure overall fairness and transparency.
	3		RBA/AHRDA has plans to be economically self-sufficient.
	4		RBA/AHRDA operates within established budgets.
	5		RBA/AHRDA has a management/board succession plan.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Self-Sufficiency Development	4 of 6 Issues

Issue: 4	Does your RBA/AHRDA have a Terms of Reference (TOR) for its Board?			Yes	N/A
Indicators	1		Board authorities are established under the Terms of Reference.
	2		A process for appointing executive positions is contained in the TOR.
	3		Board appointments/selection process is defined in the TOR.
	4		TOR are conveyed to new members through an orientation process.
	5		TOR state the roles and responsibilities of board members.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Self-Sufficiency Development	5 of 6 Issues

Issue: 5	Does your RBA/AHRDA Leverage its Resources?			Yes	N/A
Indicators	1		RBA/AHRDA establishes linkages with outside LMD organizations.
	2		RBA/AHRDA has developed partnerships, joint ventures and/or affiliates.
	3		RBA/AHRDA costs shares program/service delivery where possible.
	4		RBA/AHRDA takes advantage of secondments/employee exchanges.
	5		Non-RBA/AHRDA staff (affiliates)are cross-trained to do RBA/AHRDA staff functions.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Self-Sufficiency Development	6 of 6 Issues

Issue: 6	Does your RBA/AHRDA practice capacity building/development?			Yes	N/A
Indicators	1		RBA/AHRDA is actively building capacity in interventions/service delivery.
	2		RBA/AHRDA is actively building management and administrative capacity.
	3		RBA/AHRDA is actively building its partnering capacity.
	4		RBA/AHRDA is actively building its human resources capacity.
	5		RBA/AHRDA is actively building its financial/investment capacity.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Operational Efficiency	1 of 6 Issues

Issue: 1	Does your RBA/AHRDA have a Policies and Procedures Manual (PPM)?			Yes	N/A
Indicators	1		PPM has been developed and approved by RBA/AHRDA Authority.
	2		Each member of the staff has a copy of the PPM.
	3		Each staff member has reviewed the PPM.
	4		PPM is reviewed and revised as needed on a regular basis.
	5		RBA Management/Staff provide input into PPM revisions.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Operational Efficiency	2 of 6 Issues

Issue: 2	Does your RBA/AHRDA have a formalized organizational structure?			Yes	N/A
Indicators	1		RBA/AHRDA has an organizational chart.
	2		All RBA/AHRDA staff are aware of RBA/AHRDA's organizational hierarchy.
	3		All RBA/AHRDA staff understand who they report to/are accountable to.
	4		RBA/AHRDA management and staff have standard job descriptions.
	5		RBA/AHRDA organizational structure is available to the public.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Operational Efficiency	3 of 6 Issues

Issue: 3	Does your RBA/AHRDA provide Staff Orientation to New Employees?			Yes	N/A
Indicators	1		New staff are required to review the Policy and Procedures Manual.
	2		New staff are required to review their job description/training plan.
	3		New staff are required to review RBA/AHRDA organizational structure.
	4		New staff are required to be familiar with special needs of RBA/AHRDA clients.
	5		New staff are required to be familiar with external support/resources.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Operational Efficiency	4 of 6 Issues

Issue: 4	Does your RBA/AHRDA have Effective Client Contract Management?			Yes	N/A
Indicators	1		RBA/AHRDA agreements are accessible to key staff and RBA/AHRDA Board.
	2		Client contracts are properly stored and coded for easy retrieval.
	3		Files are opened and maintained for each active client contract.
	4		Client contract files are stored and maintained at one location.
	5		Client activities are monitored regularly for contract compliance.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Operational Efficiency	5 of 6 Issues

Issue: 5	Does your RBA/AHRDA have Effective Service Contract Management?			Yes	N/A
Indicators	1		Service agreements are accessible to key staff and RBA/AHRDA Board.
	2		Service contracts are properly stored and coded for easy retrieval.
	3		Files are opened and maintained for each active service contract.
	4		Service contract files are stored and maintained at one location.
	5		Service delivery is monitored regularly for contract compliance.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Operational Efficiency	6 of 6 Issues

Issue: 6	Does RBA/AHRDA have a Formalized Process for Dealing with Sub-Agencies?			Yes	N/A
Indicators	1		Written procedures have been established to allow them to operate.
	2		Appropriate/effective communication links have been established.
	3		Appropriate/effective lines of authority have been established.
	4		Effective local financial mechanisms have been established.
	5		Effective program follow-up and monitoring is in place.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Internal Human Resources Development	1 of 6 Issues

Issue: 1	Does your RBA/AHRDA Have an Effective Human Resources (HR) Plan?			Yes	N/A
Indicators	1		HR Plan reflects the RBA/AHRDA's Operational Plan.
	2		HR Plan identifies number of staff required to operate effectively.
	3		HR Plan identifies qualifications and skills required for each function.
	4		HR Plan identifies staff training needs.
	5		HR Plan identifies how RBA/AHRDA will support professional development.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Internal Human Resources Development	2 of 6 Issues

Issue: 2	Does RBA/AHRDA effectively use Training Plans (TPs) for each employee?			Yes	N/A
Indicators	1		TPs have been completed for each staff member.
	2		Staff members provide input into their own TPs.
	3		TPs outline expected training courses and their completion dates.
	4		TPs are incorporated into job performance appraisals.
	5		Time is provided for staff to acquire necessary training.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Internal Human Resources Development	3 of 6 Issues

Issue: 3	Does your RBA/AHRDA Promote Team Building?			Yes	N/A
Indicators	1		RBA/AHRDA staff are provided team building training.
	2		Staff share duties of absent staff members.
	3		Staff are cross-trained to perform each other duties if required.
	4		Staff are provided opportunities to share ideas and concerns.
	5		RBA/AHRDA celebrates team successes.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Internal Human Resources Development	4 of 6 Issues

Issue: 4	Does Your RBA/AHRDA Effectively Use Performance Appraisals (PAs)?			Yes	N/A
Indicators	1		PAs are used to assess employee performance.
	2		PAs are used every six months.
	3		PAs give management/staff opportunity to reassess training plan.
	4		PAs provide employees opportunity to respond to critical issues.
	5		PAs are used to revise job descriptions as necessary.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Internal Human Resources Development	5 of 6 Issues

Issue: 5	Does RBA/AHRDA Use Job Descriptions Effectively?			Yes	N/A
Indicators	1		RBA/AHRDA has job descriptions on file for every employee.
	2		Job descriptions identify duties, roles and responsibilities.
	3		Job descriptions identify reporting relationship(s).
	4		Job descriptions include minimal skills and training required.
	5		Job descriptions are re-examined during performance appraisals.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Internal Human Resources Development	6 of 6 Issues

Issue: 6	Does RBA/AHRDA Properly Compensate Its Employees?			Yes	N/A
Indicators	1		Salaries are reviewed at time of performance appraisals.
	2		Employee benefits are consistent with industry standard.
	3		Employee vacation time/pay is consistent with industry standard.
	4		RBA/AHRDA compensates non-management staff for pre-approved overtime.
	5		RBA/AHRDA Board is involved in setting salary increase guidelines.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Data Systems and Management Information Systems (MIS)	1 of 4 Issues

Issue: 1	Does your RBA/AHRDA have a fully functional data system?			Yes	N/A
Indicators	1		Data system contains all necessary management information.
	2		Data system allows for direct client/intervention registration.
	3		Data system facilitates data transfer (roll-up) to HRDC database.
	4		Data system can produce customized reports as required.
	5		Data system integrates financial data and MIS data.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Data Systems and Management Information Systems (MIS)	2 of 4 Issues

Issue: 2	Is data system accessible to all key RBA/AHRDA personnel?			Yes	N/A
Indicators	1		All staff can function properly within RBA/AHRDA's data system.
	2		Data system manual supports on-site training.
	3		Data system is user friendly.
	4		All staff have a PC terminal from which to access data system.
	5		Data system is accessible by off-site telephone/Internet access.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Data Systems and Management Information Systems (MIS)	3 of 4 Issues

Issue: 3	Is Your RBA/AHRDA Data System Secure?			Yes	N/A
Indicators	1		Data system uses protocols and requires passwords for access.
	2		Technical support is readily available.
	3		Data is backed up daily and tapes are stored for at least 7 days.
	4		System has adequate virus protection.
	5		Access to sensitive data can be controlled by management.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Data Systems and Management Information Systems (MIS)	4 of 4 Issues

Issue: 4	Does Your RBA/AHRDA Accounting Software Effectively Manage Financial Data?			Yes	N/A
Indicators	1		Accounting software uses filters to allow access to specific data.
	2		All key financial statements can be produced for any reporting period.
	3		Accounting software provides audit trails.
	4		Accounting software produces spread sheets.
	5		Financial information can be exported to other data systems.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Communications	1 of 7 Issues

Issue: 1	Does RBA/AHRDA Have Effective Electronic Communication Tools?			Yes	N/A
Indicators	1		RBA/AHRDA has individual E-mail for all staff.
	2		RBA/AHRDA has individual voice mail for all staff.
	3		RBA/AHRDA has Internet access available to all staff.
	4		RBA/AHRDA has its own Web-site.
	5		RBA/AHRDA has on-line data system.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Communications	2 of 7 Issues

Issue: 2	Does RBA/AHRDA Have Sufficient Electronic Communication Tools?			Yes	N/A
Indicators	1		RBA/AHRDA has phones/voice mail for all staff.
	2		RBA/AHRDA has a dedicated fax machine.
	3		RBA/AHRDA has access to the Internet.
	4		RBA/AHRDA has access to a courier service.
	5		RBA/AHRDA has access to computers.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Communications	3 of 7 Issues

Issue: 3	Does RBA/AHRDA Produce Effective Communication Materials?			Yes	N/A
Indicators	1		RBA/AHRDA produces an annual report.
	2		RBA/AHRDA produces monthly, bi-monthly, or quarterly newsletter.
	3		RBA/AHRDA has an informational brochure.
	4		RBA/AHRDA has portable informational display/resource centre.
	5		RBA/AHRDA has a portable trade show display.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Communications	4 of 7 Issues

Issue: 4	Does RBA/AHRDA Provide Clients Access to Employment Information?			Yes	N/A
Indicators	1		RBA/AHRDA has an on-site HRDC Job Bank terminal.
	2		RBA/AHRDA prominently displays job postings in reception area.
	3		RBA/AHRDA has an on-site resource library with career information.
	4		RBA/AHRDA provides client access to PCs and the Internet.
	5		RBA/AHRDA provides on-site career counselling.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Communications	5 of 7 Issues

Issue: 5	Does RBA/AHRDA have Effective Communication with HRDC?			Yes	N/A
Indicators	1		RBA/AHRDA has frequent interaction with HRDC on a variety of issues.
	2		RBA/AHRDA provides regular reports to HRDC on results of program.
	3		RBA/AHRDA deals exclusively with an HRDC-RBA/AHRDA liaison person.
	4		RBA/AHRDA regularly uploads EI and CRF information to HRDC.
	5		RBA/AHRDA has access to HRDC via E-mail and Internet web-site.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Communications	6 of 7 Issues

Issue: 6	Does RBA/AHRDA Communicate Effectively with Outside Agencies?			Yes	N/A
Indicators	1		RBA/AHRDA has established links to local business community.
	2		RBA/AHRDA has contacts with federal/provincial government agencies.
	3		RBA/AHRDA has contacts with groups providing support for Aboriginal LMD.
	4		RBA/AHRDA has linkages with post-secondary institutions.
	5		RBA/AHRDA has linkages with private training organizations.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Capacity Dimension			Administrative Capacity
Capacity Criteria			Communications	7 of 7 Issues

Issue: 7	Does your RBA/AHRDA have an Effective Communication Plan (CP)?			Yes	N/A
Indicators	1		CP reflects the RBA/AHRDA's Operational Plan.
	2		CP identifies agencies that RBA/AHRDA wants to link with.
	3		CP establishes protocols with partners and affiliates.
	4		CP contains a media relations strategy.
	5		CP identifies how various mediums are to be used.
Record total number of capacity indicators identified for this issue or check N/A.
Comments:

Score Card
Administrative Capacity
Total Score	Capacity Dimension	Capacity Criteria		Capacity Issues	Capacity Indicators
/ 180	Administrative	1	Strategic & Operational Planning	6	30
		2	Community Based Planning Integration	1	5
		3	Self-Sufficiency Development	6	30
		4	Operational Efficiencies	6	30
		5	Internal Human Resources Development	6	30
		6	Data Systems and Management Information Systems	4	20
		7	Communication	7	35
			Total	36	180

[Table of Contents]

Last Modified: 2001-02-27	Important Notices