1. Organizational Diagnosis
Yogi Suwarno
The 2011 NIPA Action Plan

2. Goal of The Project
The Goal
• To identify current organizational
needs as well as its potential
Background
resources
Outcome & KPI
References
• To diagnose its root of problems
Instruments • To design its future organizational
TIC & Steps structure and prospective
AP in Detail

3. Background
The Goal
• The organizational structure of National
institute of Public Administration has been
Background changed for several times since its
establishment in 1967. The last form has
Outcome & KPI been used for more than a decade.
References
• As the new-growing needs from both
internal and external stakeholders, as well
Instruments as dynamic environments of NIPA’s tasks
TIC & Steps today, the adjustment of the NIPA’s
AP in Detail organization is inevitable. As a result, NIPA
should also maintain its resources to
determine its future prospective.

4. Map of NIPA’s Function
The Goal
Background
Head
Outcome & KPI
References General
Instruments Affairs
TIC & Steps
AP in Detail Training Research School of
Functions Functions Administration

5. Current NIPA’s Organizational
Structure
Kepala LAN
Sekretaris
Utama
Biro Perencanaan Biro Umum
Deputi Litbang
Deputi Bid. Kajian Deputi Bid, Kajian Deputi Bidang Deputi Bidang
Administrasi
Kinerja Kelembagaan Manjemen Kebijakan Pembinaan Diklat
Pembangunan dan Diklat SPIMNAS
& SDA dan Pelayanan Aparatur
Otomasi AN
Kajian Kinerja Kajian Manajemen Kajian Administrasi
Dir. Widyaiswara Kepemimpinan
Kelembagaan Kebijakan Internasional
Kajian Kajian Kajian Manajemen
SIOAN Dir. Kurikulum TMKP
SDA Pelayanan
Kajian Otoda Kajian HAN
PKP2A
PKP2A PKP2A
STIA 5

6. Proposed Structure from Top Mgt
Kepala LAN
Sekretaris
Utama
Biro Humas,Informasi
Biro Perencanaan Biro Umum
dan Kerjasama
Deputi Litbang
Deputi Bid. Kajian Deputi Bid, Kajian Deputi Bidang Deputi Bidang
Administrasi
Kinerja Kelembagaan Manjemen Kebijakan Pembinaan Diklat
Pembangunan dan Diklat SPIMNAS
& SDA dan Pelayanan Aparatur
Otomasi AN
Kajian Kinerja Kajian Manajemen Kajian Administrasi
Dir. Widyaiswara Kepemimpinan
Kelembagaan Kebijakan Internasional
Kajian Kajian Kajian Manajemen
SIOAN Dir. Kurikulum TMKP
SDA Pelayanan
Kajian
Kajian Hukum Adm. Dir. Penjaminan
Kajian Otoda Pemberdayaan Diklat Khusus
Negara Mutu
Masyarakat
PKP2A
PKP2A PKP2A
STIA 6

7. The Goal
Outcome
Background
Outcome & KPI Organizational analysis result
References
Instruments KPI
TIC & Steps
AP in Detail
Availability of diagnosis result
(recommendation)

8. McKinsey Seven S’s
The Goal
Background
Structure
Outcome & KPI
Strategy Systems
References
Shared
Instruments Value
TIC & Steps
Skills Style
AP in Detail
Staff

9. Instruments
The Goal
Background
Outcome & KPI
OCAI
Self-
References Assessment
Inrtument
(Johnston)
Instruments
Organizational
Commitment
TIC & Steps
AP in Detail
Structure

10. Instruments
The Goal
Background
Social
Outcome & KPI Clan
Relation
References
More
Adhocracy
Instruments Innovative
OCAI
Wider
Market
TIC & Steps Stakeholder
AP in Detail
Less
Hierarchy
Hierarchical

11. Team In Charge
The Goal
Background • Committee
Outcome & KPI
• Experts of
References
– Organizational Diagnosis
Instruments
– Human Resource Management
TIC & Steps
AP in Detail

12. Steps to Do
The Goal
Background
Outcome & KPI
References
Instruments
Primary &
Developing Public
Secondary Conducting
Preparation Instrument Expose &
Data Analysis
TIC & Steps of Analysis Final Touch
Collection
AP in Detail

13. Unit Task 1: Preparation
The Goal
Background • Setting up the Operational
Outcome & KPI Committee
References
• Establishing the Committee
Instruments
Timetable and targets
TIC & Steps
• Identifying & collecting the
availability of resources (human, IT,
Detail AP financial, and network)

14. Person in Due Schedule
Step Detailed plan
charge date I II
What How Who When 1 2 3 4 1 2 3 4
Setting up the Making a list of potential General 3rd week
Operational human resources to be Bureau
Committee chosen, then assigning
chosen ones to be member
of the team
Establishing the Making official decision, General 1st week
Committee Timetable including to inform all of Bureau
and targets member team about their
task, timetable and target
Identifying & Providing resources to General 1st week
collecting the support the team, and Bureau
availability of make them workable
resources (human, IT,
financial, and
network)

15. KPI
The Goal
Background • Team in charge is established
Outcome & KPI
• Timetable and target is set up
References
Instruments
• Supporting resources is provided
TIC & Steps
Detail AP

16. Unit Task 2: Developing
Analysis Instruments
The Goal
Background • Identifying several experts on
Outcome & KPI
organizational analysis
References
• Inviting selected experts on
organizational analysis to have focus
Instruments
group discussion
TIC & Steps • Drafting instruments of analysis based
on end-result of the discussion
• Validating those instruments through
Detail AP test-case
• Determining final-instruments

17. Person in Due Schedule
Step Detailed plan
charge date II III IV
What How Who When 1 2 3 4 1 2 3 4 1 2 3 4
Identifying several Making a list of potential Team 2nd
experts on experts of organizational week
organizational diagnosis from both
analysis internal and external
organization
Inviting selected Inviting the experts to Team 2nd
experts on discuss proper week
organizational instruments of analysis in
analysis to have two or three forums of
focus group discussion
discussion
Drafting Drafting instruments of Team 1st
instruments of analysis based on end- week
analysis based on result of the discussion
end-result of the into questionnaires and
discussion interview guidance
Validating those Doing some test-cases in Team 3rd
instruments selected unit of week
through test-case organization
Determining final- Finalizing questionnaire Team 4th
instruments and interview guidance week

18. KPI
The Goal
Background • Selected experts is invited to
Outcome & KPI discuss the instruments of analysis
References
• Provisional instruments of analysis
Instruments
is determined
TIC & Steps
• Instruments of analysis is
tested/validated
Detail AP
• Instruments of analysis is
determined

19. Unit Task 3: Collecting Primary
and Secondary Data
The Goal
Background • Inviting selected key informants
Outcome & KPI
representing each organizational functions
References
• Carrying out small discussion on certain
topics, primarily on organizational issues
Instruments
• Questionnaire distributed to selected units
TIC & Steps
representing each core function of LAN
• Interviews with selected informants
• Collecting supporting data and
Detail AP
information on organizational area

20. Person in Schedule
Step Detailed plan Due date
charge V VI VII
What How Who When 1 2 3 4 1 2 3 4 1
Inviting selected key Defining number of units to be Team 1st week
informants representing observed, then Inviting selected
each organizational unit key informants representing each
organizational unit
Carrying out small Serial discussions carried out Team 4th week
discussion on certain involving each representatives to
topics, primarily on discuss organizational issues in
organizational issues their own unit
Questionnaire Distributing questionnaire to Team 3rd week
distributed to selected selected units representing
units representing each each core function of NIPA.
core function of LAN Collecting questionnaire
back
Interviews with selected Doing some interviews with Team 4rd week
informants selected key informants,
primarily with key leaders and
key organizational members
Collecting supporting Informing representing-units Team 1st week
data and information on to provide relevant data.
organizational area Visiting each representing
units to collect data.

21. KPI
The Goal
Background • List of respondents/informants
Outcome & KPI representing each organizational
References unit
Instruments • Summary of Discussion particularly
TIC & Steps on organizational issues
• Questionnaires is distributed
Detail AP
• Interviews with key informants is
carried out
• Secondary data is collected

22. Unit Task 4: Conducting
Analysis
The Goal
Background • Scanning data and selecting
Outcome & KPI
appropriate information for analysis
purposes
References
• Translating data into useful
Instruments
information
TIC & Steps • Analyzing them based on agreed-
instruments
• Providing temporary analysis result
Detail AP
• Putting temporary analysis into a
written-draft of analysis

23. Person in Schedule
Step Detailed plan Due date
charge VII VIII
What How Who When 1 2 3 4 1 2 3 4
Scanning data and Grouping data into Team 2nd week
selecting appropriate certain categories
information for Scanning and selecting
analysis purposes which data will be used
Translating data into Selected data is Team 2nd week
useful information translated into useful
information.
Pinpointing each key
information to support
each questionnaire in
the analysis process.
Analyzing them based Analyzing those secondary Team 1st week
on agreed- and primary data
instruments
Providing temporary Providing temporary Team 2nd week
analysis result analysis result
Putting temporary Narrating those analysis Team 3rd week
analysis into a result into a written-draft of
written-draft of analysis
analysis

24. KPI
The Goal
Background • Data being grouped into certain
Outcome & KPI categories
References
• Selected data to be used
Instruments
TIC & Steps
• Useful information
• Analysis result
Detail AP
• Draft of analysis result

25. Unit Task 5: Public Expose and
Final Touch
The Goal
Background • Inviting public to an open expose of
Outcome & KPI
NIPA’s organizational analysis
References
• Presenting the result of organizational
analysis
Instruments
• Having some responses and feed-back
TIC & Steps from the audience
• Making some improvements based on
expose
Detail AP
• Reporting the result of organizational
analysis to the NIPA’s B/R team to be
followed-up by necessary actions

26. Person in Due Schedule
Step Detailed plan
charge date VIII IX
What How Who When 4 1 2 3 4
Inviting public to an Preparing draft of analysis Team & 4rd
open expose of LAN’s Making invitation to all General week
organizational analysis organizational member to Bureau
attend the public expose
Presenting the result of Carrying out public expose General 1st
organizational analysis Presenting analysis result Bureau & week
Q&A Team
Having some responses Collecting responses and feed back Team 1st
and feed-back from the from the audiences/participants week
audience
Making some Making some improvements based Team 2nd
improvements based on on expose result week
expose
Reporting the result of Preparing final draft of analysis Team 4th
organizational analysis Applying for ISSN week
to the LAN’s B/R team Publishing the draft
to be followed-up by Reporting the result of
necessary actions organizational analysis to the
LAN’s B/R team to be followed-
up by necessary actions

27. KPI
The Goal
Background • Public expose invitation is distributed
Outcome & KPI • Public expose is carried out
References
• Some responses and feed back are
Instruments
collected
TIC & Steps
• Draft of analysis is improved
• Analysis result is published officially
Detail AP
• Analysis result is reported to NIPA’s
B/R team

28. Change Management
The Goal
No Expected Obstacles Alternative Ways/ Solutions
Background
1 Reluctance of its 1. Developing awareness of
Outcome & KPI internal organization change through organizational
members to change members.
References
2. Instruments of analysis should
Instruments address real needs/problems of
organization
TIC & Steps 3. Establishing good
communication and internal
relations
4. Observing proper respondents,
Detail AP in the right time and right place.
2 Periodic diagnosis and Diagnosis should be conducted
similar studies may periodically within enough time
make the range
organizational
members browned off