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Strategic Planning for Ombudsmen Namibia: A Case Study A presentation by Dean Gottehrer and Bience Gawanas.

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Presentation on theme: "Strategic Planning for Ombudsmen Namibia: A Case Study A presentation by Dean Gottehrer and Bience Gawanas."— Presentation transcript:

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2 Strategic Planning for Ombudsmen Namibia: A Case Study A presentation by Dean Gottehrer and Bience Gawanas

3 10-step Strategic Planning Process 1. Initiate and agree on strategic planning process. 2. Identify organizational mandates. 3. Clarify mission and values. 4. Assess external and internal environments. (SWOT analysis) 5. Identify strategic issues.

4 Strategic planning process continued 6. Formulate strategies and plans to manage issues. 7. Review and adopt strategies and plans. 8. Establish effective vision. Back to the future. 9. Develop effective implementation process. 10. Reassess strategies and planning process. Adapted from Strategic Planning for Public and Nonprofit Organizations, by John M. Bryson, Jossey-Bass, 1995.

5 The Office of the Ombudsman of Namibia

6 Ombudsmans Mandate: Receive and investigate complaints relating to: Maladministration in the public sectorMaladministration in the public sector Corruption in the public sectorCorruption in the public sector Violations of fundamental human rights and freedoms in public and private sectorsViolations of fundamental human rights and freedoms in public and private sectors Environment and natural resources of Namibia.Environment and natural resources of Namibia.

7 Mission Statement The Office of the Ombudsman of Namibia strives to promote and protect human rights, fair and effective administration, combat corrupt practices and protect the environment and natural resources of Namibia through the independent and impartial investigation and resolution of complaints and through raising public awareness.

8 Value statement Staff are required to embrace these values: Integrity: Honesty, avoidance of conflict of interest, loyalty.Integrity: Honesty, avoidance of conflict of interest, loyalty. Impartiality: Objectivity.Impartiality: Objectivity. Fairness: Non-discrimination.Fairness: Non-discrimination. Respect: Treat everyone with dignity and courtesy, recognize rights of others.Respect: Treat everyone with dignity and courtesy, recognize rights of others. Empowerment: Help people find solutions.Empowerment: Help people find solutions.

9 Strengths: Computerized case-management systemComputerized case-management system Procedures manualProcedures manual Adequate, centrally located officesAdequate, centrally located offices Established in Constitution with clear independenceEstablished in Constitution with clear independence Strong leadership and committed staffStrong leadership and committed staff Cooperation with donorsCooperation with donors

10 Weaknesses: Insufficient staff, limited capacity buildingInsufficient staff, limited capacity building Lack of job descriptions, performance criteriaLack of job descriptions, performance criteria Flawed organizational structureFlawed organizational structure Lack of clarity and common perspective about some areas of the Ombudsman ActLack of clarity and common perspective about some areas of the Ombudsman Act Inadequate procedures for dealing with in- house delays and agency responsesInadequate procedures for dealing with in- house delays and agency responses Insufficient expertise and investigative skillsInsufficient expertise and investigative skills Lack of investigative report writing knowledgeLack of investigative report writing knowledge Limited public awareness, outreachLimited public awareness, outreach

11 Opportunities: Government support and assistanceGovernment support and assistance Generally favorable climate to develop officeGenerally favorable climate to develop office Constitutional establishment of officeConstitutional establishment of office Government anti-corruption initiativesGovernment anti-corruption initiatives Support from Parliamentary standing committeeSupport from Parliamentary standing committee Training opportunitiesTraining opportunities Media supportMedia support Office recognition by communityOffice recognition by community Donor supportDonor support

12 Threats or challenges: Uncertainty regarding fundingUncertainty regarding funding RationalisationRationalisation Diminished political supportDiminished political support Loss of credibilityLoss of credibility Lack of cooperation from institutions complained againstLack of cooperation from institutions complained against Vastness of countryVastness of country Lack of regional presenceLack of regional presence

13 Strategic objectives Provide a professional service that is equitable and accessible by all peopleProvide a professional service that is equitable and accessible by all people Undertake thorough and impartial investigationsUndertake thorough and impartial investigations Encourage a supporting and trusting work environment that promotes open and effective communicationEncourage a supporting and trusting work environment that promotes open and effective communication Educate people about their rights and the role of the OfficeEducate people about their rights and the role of the Office Strive to be respected, valued and recognized by acting according to our own valuesStrive to be respected, valued and recognized by acting according to our own values

14 Strategies and implementation Resources the office needs to fulfill its mandates and how they should be organizedResources the office needs to fulfill its mandates and how they should be organized Funding required by office to fulfil its needsFunding required by office to fulfil its needs Ensure accessibility and improve understanding of the offices role and functionsEnsure accessibility and improve understanding of the offices role and functions Address shortcomings and achieve common understanding of the Ombudsman Act to develop internal procedures and policies to improve performanceAddress shortcomings and achieve common understanding of the Ombudsman Act to develop internal procedures and policies to improve performance Maintain and strengthen office independence and understanding and support of Ombudsmans role and functions from government and political leadersMaintain and strengthen office independence and understanding and support of Ombudsmans role and functions from government and political leaders

15 Resources Obtain staff resources according to needsObtain staff resources according to needs Appropriate staff organization, job descriptionsAppropriate staff organization, job descriptions More posts, obtain funding, fill postsMore posts, obtain funding, fill posts Build capacity of existing and new staffBuild capacity of existing and new staff Develop in-house training, budget for additional trainingDevelop in-house training, budget for additional training Identify available technical assistanceIdentify available technical assistance Acquire and/or upgrade equipmentAcquire and/or upgrade equipment Determine needs, develop budget, make requestsDetermine needs, develop budget, make requests

16 Funding Ensure that needs are adequately metEnsure that needs are adequately met –Review budget to meet targets –Plan appropriately to ensure optimal use of available resources –Develop and set priorities for short-, medium-, and long-term budget plans –Identify essential non-core initiatives for possible external funding

17 Accessibility and improved understanding of the office Develop regional presenceDevelop regional presence Increase number of investigatorsIncrease number of investigators Visit regions regularly to receive and investigate complaintsVisit regions regularly to receive and investigate complaints Make office easier to reachMake office easier to reach Produce and disseminate information and materialsProduce and disseminate information and materials Collaborate with community organizationsCollaborate with community organizations Use media for publicityUse media for publicity

18 The Ombudsman Act Amend act if necessary and ensure that all staff have same understanding of its provisionsAmend act if necessary and ensure that all staff have same understanding of its provisions Identify shortcomings, develop amendments, consider drafting regulations, arrange in-house workshop to discuss actIdentify shortcomings, develop amendments, consider drafting regulations, arrange in-house workshop to discuss act Develop internal policies and procedures to improve performance and set standardsDevelop internal policies and procedures to improve performance and set standards Finalize complaint handling policies and procedures manual, administrative policies and procedures manualFinalize complaint handling policies and procedures manual, administrative policies and procedures manual Train staff, implement manualsTrain staff, implement manuals Develop customer charter and fairness standardsDevelop customer charter and fairness standards

19 Office independent, support Ensure office independenceEnsure office independence Create public image to foster independenceCreate public image to foster independence Recommend Ombudsman specific job categories on personnel establishmentRecommend Ombudsman specific job categories on personnel establishment Create mechanisms to ensure office supportCreate mechanisms to ensure office support Interact with Permanent SecretariesInteract with Permanent Secretaries Regularly brief Parliamentary Standing CommitteeRegularly brief Parliamentary Standing Committee Encourage annual report discussion in ParliamentEncourage annual report discussion in Parliament

20 For additional information contact: Dean M. Gottehrer, International Ombudsman Consultant, 323 Arroyo Seco, Santa Cruz, CA M. Gottehrer, International Ombudsman Consultant, 323 Arroyo Seco, Santa Cruz, CA Bience Gawanas, Office of the Ombudsman, Private Bag 1321, Windhoek, NAMIBIA Gawanas, Office of the Ombudsman, Private Bag 1321, Windhoek, NAMIBIA


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