Management audit

    Given the dynamics of an organization like the City, it’s beneficial to seek an outside view on how the organization can be improved, modified and changed to meet the present and future needs of its mission. In our case we’re doing this through a management audit of the municipal government and the services it provides to its citizens. Here’s what we’re doing.     After a competitive bid process the City Council selected the combined firms of PolicyOne Research of Scarborough and Biscaye Consultants, LTD of Old Orchard Beach to perform a management audit of the City, in the amount of $25,000. The management audit requires the consultants to:
Identify the strengths and weaknesses in providing municipal services
Identify areas where services, position, policies, procedures and operations can be improved upon, provided in a more cost effective manner, combined to result in a cost savings or reduced and or discontinued
Identify staff weaknesses, deficiencies or training required and overall morale
    In preparing for on-site work, the consultants were sent extensive information about the City and how it operates. Some of the information they have reviewed include the City Charter, annual reports, audit reports, budgets, comprehensive plan, personnel rules and polices, ordinances, collective bargaining agreements, job descriptions, salary schedules, interlocal agreements, mutual aid agreements, airport master plan, departmental reports, city council meeting minutes, Citizen Satisfaction Survey compiled by Allen Salo and the University of Maine at Presque Isle, organization chart and vision statements.
    The consultants’ on-site work included two days of activity analysis data gathering last week. About 70 municipal employees from each discipline or job category participated in one of three work sessions describing their functional area of work. This provided the consultants a clear picture on how we operate.
    This activity analysis data is then used to develop process mapping. Department heads are meeting four days this week to map out and measure the municipal process. This effort defines exactly how the City provides services and the processes used in providing these services.
    As part of the activity analysis data gathering and process mapping the consultants will interview each City Councilor. Ten citizens which Councilors have selected will also be interviewed to provide outside input from those who are familiar with our organization.
    The final work effort will consist of four days of process redesign with department heads the week of June 16th. This is where recommendations will be developed about the issues and opportunities for improvements as identified and specified described above. A final report will be presented to the City Council for their review in June or early July.
    So what will be the end result of this work? It’s too early to tell at this point. Everyone involved is dedicated to this effort, is working hard to make sure that it is productive and is committed to making changes that will improve how the City operates and improves its delivery of services. And, as always, we’re looking for your comments on how we can deliver municipal services in an efficient manner.
    Thomas Stevens is the city manager in Presque Isle and can be contacted at 764-4485 or at tstevens@presqueisleme.us.