Chapter18_Administrative Level Management.pptx

Chapter18_Administrative Level Management.pptx

1. Administrative Level Management C H A P T E R 18 Reporter: Sheila May C. Magallanes

2. OUTLINE: Introduction Administrator for Programs and Partnerships (APP) APP in Organizations Which Implement Language Development Initiatives Stakeholders Risks and Long-term Impact Leadership and Oversight APP in a Supportive Organization Summary 2

3. Big Idea Whatever the size and however an organization is structured, it is important that the organization: • provides adequate leadership and managerial support for its program managers and project managers • ensures that these managers have adequate time and resources for their management responsibilities and for maintaining relationships and working with in-country and external stakeholders • encourages and provides the opportunity for the professional growth of staff and personnel 3

4. INTRODUCTION Many different organizations participate in one way or another in the planning and implementation of language development Initiatives. Whether an organization implements a single program, multiple programs, or collaborates with other organizations, it has someone in the organization who is responsible for managing the organization’s participation and responsibilities in language development efforts.

5. In this chapter we discuss management at the third level—the organizational or administrative level. 5

6. Administrator for Programs and Partnerships (APP) Administrative Level the term the authors use for organizational level management. An organization may vest management at this level in a single person––a manager—or in a team of two or more individuals. Depending on the workload associated with the organization’s participation in language development initiatives, the manager or each member of a team may have other responsibilities as well. 6

7. Administrator for Programs and Partnerships (APP) the title the authors use to designate the manager at the organizational level. The term Partnership is included in the position title to reflect the importance of stakeholder engagement in language programs as has been pointed out times in previous chapters. This title provides a standard term for reference purposes and facilitates the description below of the management responsibilities and practices at the organizational level for supporting language development initiatives and their associated programs and projects. 7

8. APP in Organizations Which Implement Language Development Initiatives 8 -In an organization that takes responsibility for one or more language development initiatives, or all or part of language programs, the APP provides leadership, support, and oversight to program managers (MPP). He/she may also oversee the consultant and technical services his/her organization has for supporting language programs. The APP represents the organization in relating to the leadership of other organizations for matters concerning language development

9. Responsibilities 0f APP 9 • assign personnel from his/her organization to programs and projects • coordinate the obtaining and allocation of resources • coordinate the technical services his/her organization provides to programs and projects • planning and organization of training events • seeking funds from donors • communication of information to other APPs (Lessons Learned, sources of funding, sources of resources, etc.) • advocate in support of local decisions focusing on local language use and development • relate to the leadership of stakeholder organizations • risk management • financial reporting

10. When an organization collaborates with one or more organizations, the APP has the additional responsibility of working with the APP(s) or leadership of the other organization(s) to: coordinate together their language development efforts to avoid duplication decide on what assistance his/her organization will provide to the other organization(s) decide what information and assistance his/her organization needs from the other organization(s) collaborate to identify new language development initiatives they will jointly participate in and how to proceed with them 10

11. Stakeholders 11 One of the APP’s major responsibilities is to develop and maintain relationships with the leadership of organizations that are stakeholders of current and potential language development initiatives.

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13. Stakeholders Organizations that are supportive of language development efforts include: 13 Key Stakeholders: organizations who participate in planning and managing the Initiative contributing organizations who help the Initiative by providing personnel, facilities, or various gifts in kind, but who do not engage more extensively organizations or groups who want the benefit(s) of the Initiative though they currently do not have the capacity to participate in the planning or implementation donor organizations and agencies who only provide funding (grants) for specific projects or programs

14. Risks and Long-term Impact 14 An APP monitors the context and the environment in the area where language development initiatives are being carried out. He/she seeks to understand the attitudes of the various speech communities towards the use and development of local languages. He/she stays aware of the current policies 141 and practices of the government, and of development and other organizations that currently or potentially may use local languages in their programs and activities. He/she watches for changes in the context, or in policy or practices that may positively or negatively affect current and future language development efforts.

15. Risks and Long-term Impact 15 The APP analyzes this information so he/she can estimate what the implications are for the current language development program(s). This information is useful for him/her, the MPP, and Key Stakeholders to develop a strategy to mitigate a negative effect of these factors on the Initiative(s). It also allows the APP to have an idea of what the cumulative effect might be on language development initiatives for other language communities.

16. Risks and Long-term Impact Encourage Collaboration An APP seeks to encourage collaboration between the organizations involved in or interested in some aspect of language development, including the use of local language(s). 16 Provide Assistance to Other Organizations and Agencies An APP is open to and ready to discuss with other organizations the assistance his/her organization may be able to provide.

17. The APP provides leadership, oversight, and support for the MPP(s) under his/her oversight and the project team(s). In performing this, he/she: • seeks resources and personnel for the programs from in-country sources complemented by international sources where appropriate • communicates the policies, decisions of his/ her organization • communicates changes or expected changes in the context that may impact the programs 17 Leadership and Oversight

18. • communicates changes or expected changes in the group of Key Stakeholders that may impact the programs • communicates changes or expected changes in Key Stakeholder policies or level of engagement • responds to reports and requests from the MPP(s) • monitors the work climate142 and well being of personnel in the programs • coaches the MPPs 18 Leadership and Oversight

19. An APP seeks to find personnel and resources necessary for the programs his/her organization is responsible for, and for its participation in other programs. 19

20. An APP monitors the progress of language development initiatives and overall performance of the associated programs in his/her sphere of responsibility. 20

21. the APP monitors the project progress through the reports from the MPP who oversees the PM. The APP responds to those reports and any requests he/she receives from the MPP. 21

22. When an organization agrees to a request to assist a program or project, the APP monitors the progress of that assistance against the plan. This is particularly important so the APP can keep an up to date schedule for personnel and program resources which his/her organization has agreed to supply. 22

23. At least annually, the APP meets together with the organizational leaders of the Key Stakeholders and the MPPs to review the programs and data from organizational level management instruments. 23

24. The APP of an Organization responsible for a program or programs, in consultation with the MPP(s), schedules the evaluation of each program. Usually, an evaluation is conducted near the completion of a program. 24

25. The APP is responsible for ensuring that the resources, documentation and data from the program planning and implementation are available for the evaluation. 25

26. The APP facilitates logistical support for the evaluation team. This support includes travel, lodging, meals, introductions to leaders and other persons, and access to information about the program and its associated projects. 26

27. The APP has the primary responsibility for leading the organization’s response to the evaluation recommendations. While they concern the specific program evaluated, they may also have value for other existing or future programs which the APP oversees, and for similar programs elsewhere. 27

28. The APP maintains regular communication with his/ her organization, with collaborating organizations, Key Stakeholders, and with other stakeholders. He/she: • keeps his/her organization and other stakeholders informed of program progress and challenges • collects and assembles information for reporting to funders 28

29. APP in a Supportive Organization 29

30. APP in a Supportive Organization 30 An APP in a Supportive Organization differs from an APP in an Independent Organization in one major aspect. He/she does not have the responsibility for overseeing MPPs because a Supportive Organization does not take responsibility for planning and implementing language development initiatives, programs, or projects.

31. APP in a Supportive Organization 31 Responsibilities: • assign personnel from his/her organization to programs and projects • coordinate technical services his/her organization provides to programs and projects • organize training events • seek funds for his/her organizations activities • communicate information to the APPs of other organizations and others (Lessons Learned, sources of funding, etc.) • advocate in support of local community-based organizations with potential stakeholder organizations and government agencies for policies and practices favorable to local language use and development

32. SUMMARY In general an APP: • relates to and engages with the leadership of other organizations, especially those that are Key Stakeholders in the programs • supports advocacy by local speech communities for local language use in the appropriate domains • together with the other Key Stakeholders, secures personnel,146 finances, and material resources for the programs • assures the alignment of his/her organization’s participation in programs with organizational goals

33. SUMMARY • together with the other Key Stakeholders, monitors risks (conditions at the national level which could threaten one or more of the programs) and initiates actions to mitigate the risks • oversees the MPPs Managers of Programs and Partnerships from his/her organization • may facilitate and/ or participate in strategic planning with partners and other Key Stakeholders of the Initiative(s) and programs

34. SUMMARY • coordinates the implementation of the programs • gives attention to developing the capabilities of the MPPs and project personnel, community-based organizations • seeks to develop the intangible resources such as goodwill, trust, and reputation. • provides leadership in working with the stakeholders and with the Managers of Programs and Partnerships (MPPs)

35. Thank you!