Community planning services in Glenelg Shire Council : 1998-2005 ...

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Did the council effectively manage its outsourced planning services? 115 5.4 Evaluation and succession planning This third phase of the contract management lifecycle is about transition. Processes are needed to ensure a smooth transition from the existing contract to a new contract – whether it is with the same service provider, a new service provider or is provided in-house. This ensures minimal disruption to the council’s operations. The contract succession phase (which may commence before the contract is completed), also involves a review of the successes and failures that occurred over time in the contract arrangements. This process involves: evaluating the outputs and outcomes of the contracted activity against tender requirements assessing the effectiveness of the contract in achieving government objectives for the activity assessing effectiveness through feedback from clients and other stakeholders considering how to manage the possible transition to another provider considering new approaches at the completion of the current implementation period of the contract. The contract with the council provided for the planning contractor to assist with the transfer of the delivery of council planning services to his successor, should the need arise. As indicated previously, the planning contractor’s contractual performance and effectiveness in achieving planning outcomes was not monitored by the council. The council entered into a second contract with the planning contractor in 2003 without any real evaluation of the contractor’s performance or re-assessment of the way in which council planning services could be delivered. 5.4.1 Conclusion At the end of the planning contractor’s contract, a re-assessment of council planning services was not undertaken to determine the most appropriate arrangements for the delivery of future planning services.
116 Did the council effectively manage its outsourced planning services? Recommendations 18. That the council ensure that: staff have the appropriate skills, competencies and knowledge to perform their planning and contract management tasks staff avail themselves of development activities to ensure the continuous improvement of skills. 19. For future outsourced arrangements, council should: ensure contracts include both quantitative and qualitative performance measures implement formal contract management procedures that ensure regular contract performance reports are provided to the chief executive officer and council as appropriate amend contract terms and conditions to incorporate dispute resolution processes and the right of access by the council to contractor records for verification purposes adequately evaluate service delivery for continuous improvement opportunities. RESPONSE provided by Glenelg Shire Council Recommendations are agreed. Council has employed the following staff: Planning Services Manager Senior Statutory Planner Statutory Planner Strategic Planner Planning Administrator. A rigorous selection process was undertaken to ensure these positions were filled by people with appropriate skills, qualifications, competencies and knowledge. Council’s staff training program provides for appropriate accreditation and registration of town planning staff to be undertaken. The current outsourcing contract with the planning contractor (unsigned) includes appropriate qualitative measures, quantitative measures are no longer considered necessary. Work to be completed is to be in accordance with Best Practice Model officer reports issued by the State Government.
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PP No. 162, Session 2003-05 V I C T
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The Hon. Monica Gould MP The Hon. J
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Contents FOREWORD..................
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1. Executive summary 1
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4 Executive summary 1.2 Overall aud
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6 Executive summary 3. That the cou
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8 Executive summary attempt to res
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10 Executive summary RESPONSE provi
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2.1 Victoria’s planning system Vi
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Reform of the planning system Victo
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2.2.1 Council’s planning services
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2.3.1 Conduct of the audit Victoria
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Community planning services in Glenelg Shire Council : 1998-2005 ...

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