Example Gap Assessment Framework - Organisational Needs / Performance Benchmark: Current situation: (What What is the gap / need Actions to address this gap / What is the cause for this (What should this process / policy is this process / policy /… between benchmark and need (these points form the gap / need? /… be doing?) currently doing?) current situation? basis of the project design) Systems / Processes: Example for Case registration process: The case registration Develop a system of A significant proportion of The case registration process is not clearly and ‘registration checklists’ for A case can only be filed if all cases (____%) registered are process is unclear simply documented for each case-type that must be required documents are missing one or more resulting in cases being court users / registry staff. fully completed prior to submitted at the time of documents necessary for filed that do not have all registration of a case. registration. filing. required documents. Example for Staff Management: Staff roles are not clearly Accountability and No registry / personnel Develop a registry / personnel Staff roles and responsibilities are defined; performance is not performance is low as structure is defined for structure document showing clearly defined and performance monitored on a regular staff are unaware of their the court; position relationships within the monitored. basis. responsibilities; and no descriptions are not registry; develop position system for monitoring defined for all staff descriptions and performance performance exists. positions; performance expectations for all roles; reviews are not establish a system of staff undertaken. annual performance review. Policy:
Example Gap Assessment Framework - Organisational Needs / Performance Benchmark: (What should this process / policy /… be doing?) Current situation: (What is this process / policy /… currently doing?) What is the gap / need between benchmark and current situation? What is the cause for this gap / need? Actions to address this gap / need (these points form the basis of the project design) Systems / Processes: Example for Case registration process: A case can only be filed if all required documents are submitted at the time of registration. A significant proportion of cases (____%) registered are missing one or more documents necessary for filing. The case registration process is unclear resulting in cases being filed that do not have all required documents. The case registration process is not clearly and simply documented for court users / registry staff. Develop a system of ‘registration checklists’ for each case-type that must be fully completed prior to registration of a case. Example for Staff Management: Staff roles and responsibilities are clearly defined and performance monitored. Staff roles are not clearly defined; performance is not monitored on a regular basis. Accountability and performance is low as staff are unaware of their responsibilities; and no system for monitoring performance exists. No registry / personnel structure is defined for the court; position descriptions are not defined for all staff positions; performance reviews are not undertaken. Develop a registry / personnel structure document showing relationships within the registry; develop position descriptions and performance expectations for all roles; establish a system of staff annual performance review. Policy: