#28 - Public Works Operational Assessment

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PUBLIC WORKS & ENGINEERING DEPARTMENT ORGANIZATIONAL ASSESSMENT SCOPE Dated: 8/28/24 Between City of Lake Elmo, Minnesota and Baker Tilly Advisory Group, LP Baker Tilly Advisory Group, LP and Baker Tilly US, LLP, trading as Baker Tilly, are members of the global network of Baker Tilly International Ltd., the members of which are separate and independent legal entities. Baker Tilly US, LLP is a licensed CPA firm that provides assurance services to its clients. Baker Tilly Advisory Group, LP and its subsidiary entities provide tax and consulting services to their clients and are not licensed CPA firms. • Department service technology • Relevant policies and procedures or employee handbooks • Key performance indicators and operating metrics • Diversity, Equity and Inclusion initiative documentation • Collective bargaining agreements • Previous studies conducted in the last three years • Other relevant information 2.2—Conduct interviews Your project team is comprises of both public sector generalist and subject matter experts. The project managers only work with the public sector, and are generalists familiar with techniques that work in many settings to increase effectiveness and efficiency. Our subject-matter specialists are former practitioners who know the demands specific to your department. Each of our team members and the overall project leadership have a wide range of experience and expertise allowing us to look at the department from different perspectives. Our team members strengthen our ability to create solutions uniquely designed for the individual project. Baker Tilly will develop the department project interview schedule with the department project sponsor in Phase One. The general structure and approach we propose include: • Begin with one-on-one meetings with the two supervisors and department director to discuss department and division priorities, staffing challenges, gaps in services or skillsets, and daily responsibilities. • 4 hours of focus group meetings based on operations functions with staff to understand how work is distributed, workflows, and technology usage. Focusing on strategic goals and priorities, questions will inquire about structure, processes, culture, employees and other stakeholders. Discussion scope will be confirmed with the City and may include: • Primary functions, responsibilities and skills • Policy and process implementation at the department level • Communication methods • Hand-offs withing the department and other departments • Service needs met and unmet (with a focus on key performance indicators) • Role-based system access • Shadow system usage (including excel spreadsheets) 2.3—Document gap analysis of initial observations Using the information gained from prior tasks, the consultant team will analyze information collected and develop a set of initial observations to be discussed with the project sponsor. Observations will focus on opportunities to: • Programs and service adjustments needed to better align with strategic goals • Identify gaps in programs, policies, and services and associated staffing or structure needed to meet strategic goals