Increasing the uptake of benchmarking in the public sector

January 6, 2018 by ahmed

3rd progress sharing day 1

The 3rd Progress Sharing Day of the 2nd cycle of Dubai We Learn Excellence Makers projects was held on 17 December 2017. This was an opportunity for 11 Dubai government entities to share progress on the benchmarking projects that they started in April 2017.The 11 benchmarking projects are:

Dubai Civil Aviation Authority (DCAA):
To raise awareness of the importance of Remotely Piloted Aircraft System (RPAS) registration to aviation safety and security with the purpose of increasing RPAS registrations from approximate 1100 in November 2017 to 4000 by December 2018 and to 8000 (by 30 April 2019).

Dubai Corporation for Ambulance Services (DCAS):
To develop and implement a world-class performance management system for ambulance services.

Dubai Customs:
To identify best practice in the Client Accreditation process, improve the Client Accreditation Program and set with 2 pilot entities from the Dubai Government the standards and benefits for the Dubai Accredited Client Program by March 2018.

Dubai Electricity and Water Authority (DEWA):
To identify and implement best practices in idea generation to improve employee engagement rate with the AKFARI Idea Management System from 20% in 2017 to a minimum of 40% by April 2018. Improving the Quality of the Ideas & Implementation Rate by 50%.

Dubai Government Human Resource (DGHR):
Launching Dubai Government HR Think Tank for future shaping, research-driven decision making and pioneering HR’s role for Dubai government.

Dubai Health Authority (DHA):
Within one year to develop & start implementing Dubai Diabetes prevention framework based on worldwide best practices to reduce the % of Pre-Diabetics adults from 15.8% (2017) to 12.5% (by 2021).

Dubai Municipality:
Identify and implement best practices in managing, sharing, and utilizing knowledge across the organization through an effective Knowledge & Innovation Hub that is able to create a robust base for innovation and increase the utilization rate of knowledge sources.

Dubai Police:
To find and implement best practices in vehicle fleet maintenance in order to improve productivity of Dubai Police Mechanical Works department to world class target or levels.

General Directorate of Residency and Foreigners Affairs Dubai (GDRFA):
To identify and implement best practices in enriching a “Positive Energy Culture” at General Directorate of Residency & Foreigners Affairs-Dubai.

Knowledge and Human Development Authority (KHDA):
To identify and implement best practices in transforming a traditional management system to a self-managed system by 2021, that engages, empowers, and enlightens employees leading to elevated levels of employee happiness, innovation and productivity. Inspired by Sheikh Mohammed bin Rashid al Maktoum “we are building a new reality for our people, a new future for our children, and a new model of development.

Public Prosecution:
Our aim is to increase to the applications submitted electronically by cases parties from 75% to 85% with a focus on increasing App usage and to improve the electronic services provided to the applicant by March 2018.

All project team have been using the TRADE benchmarking methodology to find and implement best practices. Currently, most teams are at the Acquire stage of TRADE searching for best practices within Dubai, UAE, and internationally. The TRADE methodology consists of five stages;

  1. Terms of Reference – plan the project: This stage involves selecting the aim of the project, forming a project team and developing the Terms of Reference (TOR). The Terms of Reference provides the foundation for a successful project.
  2. Research current state: The second stage involves researching the extent of the current problem/issue and identifying and understanding the current practices.
  3. Acquire best practices: This stage involves identifying which organisations are likely to have superior practices and finding out what they do differently. Various methods can be used for learning from other organisations such as internet research, surveys and site visits.
  4. Deploy – communicate and implement best practices: This stage involves communicating best practice findings from the Acquire Stage to the relevant stakeholders, deciding what should be changed with the current practice/process and implementing the changes.
  5. Evaluate – evaluate the benchmarking process and outcomes: This stage is designed to make sure the project has delivered the expected benefits that were outlined in the Terms of Reference. It involves undertaking a cost and benefits analysis and a review on how well each stage of the benchmarking project was undertaken so that this learning can be applied to future projects.

One advantage from having multiple benchmarking projects in Dubai We Learn is that the teams can help each other. For instance, there have been a number of benchmarking visits conducted between the teams and sharing of knowledge on how to conduct benchmarking projects. For example, Dubai Health Authority are leveraging off General Directorate Residence and Foreign Affairs project on positive energy as a means to assist their own project on diabetes prevention. They are evaluating how “positive energy” activities could be used to change the eating and well-being behaviour of pre-diabetics.

3rd progress sharing day 2Dr Robin Mann addressing the 11 project teams

In the next 3 months, the project teams will be finishing the remaining stages of their projects and submitting a benchmarking report for evaluation.

Dubai We Learn is a Dubai Government Excellence Programme (DGEP) initiative that is run in partnership with the Centre of Organisational Excellence Research (COER), New Zealand. For more information about this initiative refer to the recently published Dubai We Learn book.

If you work for a Dubai government entity and would like to put forward a project for the 3rd cycle of Dubai We Learn to start in September 2018 please contact Ahmed Abbas, for an application form.

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