#28 - Public Works Operational Assessment

Home Browse Search

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. • Center lane miles maintained • Traffic signals serviced • Square feet of facilities • Acres maintained • Residential and commercial accounts • Fuel type generation vs. capacity • Public records act requests • Key performance indicators used • Outsourced services and vendors used 3.3—Preliminary organizational structure design In the context of our understanding of the City’s service delivery processes, we will analyze department staffing and workflow, workload and the distribution of tasks, and skill level needs. The goal of this analysis will be to determine optimal staffing to maintain services while keeping costs as low as possible. Recommendations may include suggestions to reassign, combine, or add positions. Baker Tilly will prepare preliminary organizational structure recommendations and meet with the department sponsor to review and solicit feedback. The purpose of the meeting is to incorporate the information from the initial observations meeting into a visual structure. Discussion during this stage will focus on validating how functions and responsibilities are divided and prioritization for additional staffing or new positions. While these items will be discussed during the initial observation stage, we find that creating this step to visually see the structure and make adjustments is helpful prior to developing the draft report. 3.4—Prepare and issue report Baker Tilly’s consulting team operates under the principal of “no surprises.” We make no final recommendations without our client’s active involvement and input. While always maintaining our independence and objectivity, we have built-in feedback loops to ensure that we have our facts straight and that both the consulting team and the client understand the ramifications of our recommendations and proposed solutions to identified challenges. Baker Tilly will prepare a draft report to include the consulting team's observations and recommendations. Final report will include: • Organizational structure recommendations down to the position and full-time equivalent counts • Primary roles and responsibilities for new or restructured positions • Observations and recommendations related to processes and technology as it relates to staffing and efficiency • Evaluation metrics and benchmarks to guide self-evaluation of future needs We will review the corrective action plan with the project sponsor and make any edits as needed prior to issuing a final report. Key activities • Best practice research • Comparable community survey analysis (optional)