mmirasol
commented
7 years ago @gilliankerr in relation to Review and make recommendations on all OrgWise surveys #17, all the orgwise surveys look complicated because all the question groups are named the same. It's not clear which of the 7 domains the questions fall under and the questions are repeated with the same answers.
The questions should first be grouped by area then similar questions should be combined into single questions with subquestions like what we did for the SIS survey. For ease of navigation in lime, we need to define the subsections and name the groups appropriately.
For example, there are seven areas in the Organizational Capacity Assessment Tool:
- Governance and legal structure - GLS
- Financial management and internal control systems - FMI
- Administration and procurement systems - ADM
- Human resources systems - HR
- Program management - PM
- Project performance management - PPM
- Organizational management and sustainability - OMS so we can name our question groups with these so we can identify which area the group belongs to.
Next there are currently 44 subsections, each with their own descriptions:
- Vision and Mission - Subsection Objectives:Assess the clarity of the organization
- Legal Requirements and Status - Subsection Objectives:Determine the organization
- Organizational Structure - Subsection Objectives:Assess whether the organizational structure is appropriateResources: Organization chart (organogram) or description of the staffing pattern; senior manager and staff questionnaires or interviews
- Board Composition and Responsibility - Subsection Objectives:Assess the board
- Succession Planning - Subsection Objectives:Assess the organization
- Budgeting - Subsection Objectives:Assess the ability to budget and plan financial resourcesResources: Annual and multi-year budgets, financial policies and procedures manuals, financial monitoring tools, revenue and expenditure reports, and financialstaff questionnaires or interviews
- Accounting System - Subsection Objectives:Assess the ability to record and report revenues and expenditures in an accurate and timely mannerResources: Financial policies and procedures manuals, financial monitoring tools, accounting journals, chart of accounts, general ledger, revenue andexpenditure reports, and financial staff questionnaires or interviews
- Internal Controls (Checks and Balances and Segregation of Duties) - Subsection Objectives:Assess whether there are adequate internal controls to safeguard funds and check the accuracy and reliability of accounting dataResources: Financial manual, accounting journals, chart of accounts, general ledger, financial statements and annexes, bank records, and financial staff questionnaires or interviews
- Bank Account Management - Subsection Objectives:Assess whether bank accounts properly separate donor and project funds and personal funds and bank records are properly reconciledand reviewedResources: Financial manual, accounting journals, chart of accounts, general ledger, financial statements and annexes, bank records, and financial staffquestionnaires or interviews
- Financial Documentation (Financial Records and Filing) - Subsection Objectives:Assess whether the organization has a routine reporting system for financial information and is able to meet various donors
- Financial Statements and Reporting Subsection Objectives:Assess the policies, procedures, and practices for generating financial statements that meet the needs of the organization and comply with government and donor financial reporting requirementsResources: Financial statements, financial staff questionnaires or interviews
- Audit Experience Subsection Objectives:Assess whether the organization undergoes routine audits and has a system for addressing audit findings. A key focus of this subsectionis whether existing audit practices meet various donors
- Cost Sharing Subsection Objectives:Assess whether the organization has systems to track, report, and document cost sharing and meet the cost sharing requirement in theiragreements with various donors
- Operating Policies, Procedures, and Systems Subsection Objectives:Assess the soundness of operating policies and procedures and the degree of staff understanding and complianceResources: Policy and procedures manual; staff questionnaires; senior manager and staff questionnaires or interviews
- Information Technology Subsection Objectives:Assess the soundness of IT policies and procedures and systems and staff compliance.Resources: Policy and procedures manual; staff questionnaires; senior manager and staff questionnaires or interviews
- Travel Policies and Procedures Subsection Objectives:Assess the soundness of travel policies and procedures and degree of staff understanding and complianceResources: Travel procedures manual; travel authorizations and travel vouchers; financial manager, accountant, and staff questionnaires or interviews
- Procurement Subsection Objectives:Assess the soundness of procurement policies and procedures and degree of staff understanding and complianceResources: Procurement policies, plans, and files; payment vouchers; financial manager, accountant, and staff questionnaires or interviews
- Fixed Asset Management (Equipment and Property) Subsection Objectives:Assess the soundness of policies and procedures for fixed assets management and degree of staff understanding and compliance.Resources: Fixed assets register, physical inventory reports; payment vouchers: financial manager, accountant, and staff questionnaires or interviews
- Branding and Marking Subsection Objectives:Assess compliance with the branding and marking requirements of USAID and other donors, where applicableResources: Branding and marking plan; senior manager interviews; observation of signs at project sites, vehicles, equipment, and publications
- Adequacy of Staffing and Job Descriptions Subsection Objectives:Review the organization
- Recruitment and Retention Subsection Objectives:Assess the organization
- Personnel Policies Subsection Objectives:Assess whether the organization
- Staff Time Management and Payrolls Subsection Objectives:Assess whether the organization has a well-documented payroll system based on accurate timesheets that are signed and approved and reflect hours spent on each project and indirect activitiesResources: Payroll policies and procedures, time sheets, work schedule policies, payment vouchers, timesheets, financial managers and staff questionnaires and interviews
- Staff and Consultant History Subsection Objectives:Assess whether the organization
- Staff Salaries and Benefits Subsection Objectives:Assess whether the organization
- Staff and Contractor Supervision and Work Planning Subsection Objectives:Assess the clarity of supervisory responsibilities and staff and contractor work planningResources: Organization chart, supervision plan, supervisor reports, training needs assessment and training plans for supervisors, employee and contractor workplans, questionnaires or interviews of managers and staff
- Volunteers and Interns Subsection Objectives:Assess the organization
- Donor Compliance Requirements Subsection Objectives:Assess the organization
- Sub-Award(Sub-Grant and Sub-Contract) Management Subsection Objectives:Review systems and procedures for awarding, managing, and supervising sub-grants and sub-contracts to other organizationsResources: Grants manual, sub-grant policies, partner agreements, financial and progress reports from sub-awardees, site visit reports, staff and sub-awardeequestionnaires or interviews
- Technical Reporting Subsection Objectives:Assess the organization
- Stakeholder Involvement Subsection Objectives:Assess whether the organization is responsive to stakeholder needs and seeks input from clients (beneficiaries) in designing,implementing, monitoring, and evaluating projectsResources: Project guidelines; stakeholder analyses; project plans; site visit, monitoring, and evaluation reports; client and staff questionnaires or interviews
- Monitoring and Quality Assurance Subsection Objectives:Review the organization
- Project and Program Evaluation Subsection Objectives:Review the organization
- Service Delivery Standards Subsection Objectives:Determine whether the organization has adopted any recognized standards for service delivery and has the ability to apply and monitorthe standards.Resources: International, national, or sectoral standards for service delivery, monitoring reports, evaluations, assessments by standard-setting entities, seniormanager questionnaires and interviews, certifications from organizations assessing standards
- Field Support, Operations, and Oversight Subsection Objectives:Assess the organization
- Project Performance (past 3 years) Subsection Objectives:Assess the organization
- Strategic Planning (Business Planning) Subsection Objectives:Assess the organization
- Annual Workplans Subsection Objectives:Assess the organization
- Change Management Subsection Objectives:Assess the organization
- Knowledge Management and External Linkages Subsection Objectives:Assess the organization
- Fundraising and New Business Development Subsection Objectives:Assess the organization
- Internal Communications and Decision Making (within the organization) Subsection Objectives:Assess the effectiveness of the organization
- External Communications Subsection Objectives:Assess the effectiveness of the organization
- Advocacy and Influence Subsection Objectives:Assess the strategies and effectiveness of the organization
@gilliankerr can you please identify which area each subsection belongs to. I will prepare an excel file so you do this easily.
gilliankerr
traciwilson
allows you to find the question with text "Does the organization have an external board of directors that is independent of management.." quickly. 
[ ] There are many obvious typos in the Organizational Capacity Assessment (OCA): http://logicaloutcomes.net/forms/index.php/489512 Can you correct most of them in csv and then re-upload the content? If you need to refer to the original content, here's the material - https://usaidlearninglab.org/library/organizational-capacity-assessment
[ ] The OCA should be split into seven surveys, one for each of 7 domains: governance, finance, administration, human resources, program management, project performance management, and sustainability. Each domain should have its own welcome page (with the nice image). For now, use the same content on each section that is now on the full survey. I will send individual content for each module in a few days. (If you have other suggestions for how to split them I would be interested.)
[ ] The questions should be numbered. Possibly each section should have a table of contents - is that possible? Does it look okay?
[ ] The intro section should have better fonts for the headings. E.g., in the following screenshot, the heading and subsection headings are underlined (which should never happen on the web unless they are hyperlinks) and the font seems too small. I will be providing content soon.
Your design comments are very welcome.