Presentation on theme: "Strategic Planning for Ombudsmen Namibia: A Case Study A presentation by Dean Gottehrer and Bience Gawanas."— Presentation transcript:
1 Strategic Planning for Ombudsmen Namibia: A Case Study A presentation by Dean Gottehrer and Bience Gawanas
2 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.
3 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 Ombudsman’s Mandate: Receive and investigate complaints relating to: Maladministration in the public sectorCorruption in the public sectorViolations of fundamental human rights and freedoms in public and private sectorsEnvironment and natural resources of Namibia.Constitution and the Ombudsman empowers Ombudsman to receive andinvestigate complaints limited toVIOLATIONS OF HUMAN RIGHTS AND FREEDOMS AS SET OUTIN CHAPTER 9 OF THE CONSTITUTIONMALADMINISTRATION refers to abuse of power, unfair, harsh, insensitivediscourteous treatment, manifest injustice or unlawful, oppressive and unfairconduct.
6 Mission StatementThe 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.
7 Value statement Staff are required to embrace these values: Integrity: Honesty, avoidance of conflict of interest, loyalty.Impartiality: Objectivity.Fairness: Non-discrimination.Respect: Treat everyone with dignity and courtesy, recognize rights of others.Empowerment: Help people find solutions.
8 Strengths: Computerized case-management system Procedures manual Adequate, centrally located officesEstablished in Constitution with clear independenceStrong leadership and committed staffCooperation with donors
9 Weaknesses: Insufficient staff, limited capacity building Lack of job descriptions, performance criteriaFlawed organizational structureLack of clarity and common perspective about some areas of the Ombudsman ActInadequate procedures for dealing with in-house delays and agency responsesInsufficient expertise and investigative skillsLack of investigative report writing knowledgeLimited public awareness, outreach
10 Opportunities: Government support and assistance Generally favorable climate to develop officeConstitutional establishment of officeGovernment anti-corruption initiativesSupport from Parliamentary standing committeeTraining opportunitiesMedia supportOffice recognition by communityDonor support
11 Threats or challenges: Uncertainty regarding fundingRationalisationDiminished political supportLoss of credibilityLack of cooperation from institutions complained againstVastness of countryLack of regional presence
12 Strategic objectivesProvide a professional service that is equitable and accessible by all peopleUndertake thorough and impartial investigationsEncourage a supporting and trusting work environment that promotes open and effective communicationEducate people about their rights and the role of the OfficeStrive to be respected, valued and recognized by acting according to our own values
13 Strategies and implementation Resources the office needs to fulfill its mandates and how they should be organizedFunding required by office to fulfil its needsEnsure accessibility and improve understanding of the office’s role and functionsAddress shortcomings and achieve common understanding of the Ombudsman Act to develop internal procedures and policies to improve performanceMaintain and strengthen office independence and understanding and support of Ombudsman’s role and functions from government and political leaders
14 Resources Obtain staff resources according to needs Appropriate staff organization, job descriptionsMore posts, obtain funding, fill postsBuild capacity of existing and new staffDevelop in-house training, budget for additional trainingIdentify available technical assistanceAcquire and/or upgrade equipmentDetermine needs, develop budget, make requestsWhy is this an issue?With resources, the mission can be accomplished, efficiency and effectiveness are enhanced and the Office will continue to function.What are the consequences of not addressing this issue?Without additional resources, the office cannot handle the increase in workload from additional complaints and cannot create a regional presence.
15 Funding Ensure that needs are adequately met Review budget to meet targetsPlan appropriately to ensure optimal use of available resourcesDevelop and set priorities for short-, medium-, and long-term budget plansIdentify essential non-core initiatives for possible external fundingWhy is this an issue?Funding will enable the office to obtain resources sufficient to fulfill the mission and mandatesWhat are the consequences of not addressing this issue?Required resources will likely not be obtained.Mandates and mission will not be completely fulfilled.Regional presence will not be adequate
16 Accessibility and improved understanding of the office Develop regional presenceIncrease number of investigatorsVisit regions regularly to receive and investigate complaintsMake office easier to reachProduce and disseminate information and materialsCollaborate with community organizationsUse media for publicityWhy is this an issue?People need to know more about the office if they are going to use it.The Office needs to be close to the people.People need to know their rights and what they can expect of government service.What are the consequences of not addressing this issue?If the Ombudsman is not known or close, people will not use the office. If it is not used, people who most it it won’t have it, it will lead to stagnation of office and hardship for the people of the country.
17 The Ombudsman ActAmend act if necessary and ensure that all staff have same understanding of its provisionsIdentify shortcomings, develop amendments, consider drafting regulations, arrange in-house workshop to discuss actDevelop internal policies and procedures to improve performance and set standardsFinalize complaint handling policies and procedures manual, administrative policies and procedures manualTrain staff, implement manualsDevelop customer charter and fairness standardsWhy is this an issue?Without clarity and amendments to address shortcomings, the office cannot investigate and resolve issues with consistency.The office needs some additional powers to meet international standards of the essential characteristics of Ombudsman offices worldwide.What are the consequences of not addressing this issue?Confusion and lack of common perspective and purpose will hamper fulfilling the mandates.The office will not be able to do things like publicly release investigative reports and conduct own motion investigations and may be hampered in investigating corruption, especially criminally prosecutable acts.
18 Office independent, support Ensure office independenceCreate public image to foster independenceRecommend Ombudsman specific job categories on personnel establishmentCreate mechanisms to ensure office supportInteract with Permanent SecretariesRegularly brief Parliamentary Standing CommitteeEncourage annual report discussion in Parliament
19 For additional information contact: Dean M. Gottehrer, International Ombudsman Consultant, 323 Arroyo Seco, Santa Cruz, CABience Gawanas, Office of the Ombudsman, Private Bag 1321, Windhoek, NAMIBIA