IndianaArtsCommission RegionalArtsPartnership:BestPracticesforOrganizationalManagement

1) Definition:Managementmeansavarietyofactivitiesconductedbytheregionalarts partnerorganizationstaffthatarenotidentifiablewithanyoneprimaryorganizational functionbutthatareindispensabletotheconductofallprimaryfunctionsandtothe organizationscorporateexistence. 2) Goal:Themanagementelementoftheorganizationseekstoensurethattheorganization hasthenecessaryresources(human,financial,facilities,andequipment)toeffectively implementprogramsandservicesandhaveapositivepresenceinthecommunity. 3) BestPractices:Themanagementbestpracticesareorganizedintothefollowingcategories andwerecompiledforthePartnerstousetoenhanceperformanceintheseareas: 1) ProgramManagement a. OngoingProgramPlanningandEvaluation b. PoliciesandProcedures c. ServiceDelivery 2) HumanResourcesAdministration a. PersonnelPolicies b. PositionClassificationandSalaryAdministration c. StaffSupervision,Evaluation,andRetention d. VolunteerManagement 3) CommunityRelations a. PublicRelations b. InterOrganizationalRelationships 4) FacilitiesandEquipment a. Adequacy,Safety,Security,andAccessibility b. PropertyManagementandMaintenance 5) FinancialManagement a. BudgetAdministration b. FinancialMeasurementandReporting c. FinancialPlanningandResourceDevelopment d. RiskManagement ProgramManagement. 1) OngoingProgramPlanningandEvaluation.Theorganizationdevelopsplansforallprograms, evaluatesprogramimplementation,andincorporatesitsfindings. a. Eachprogramhaswrittengoals,measurableobjectivesandaplanforachievingthe objectives. b. Evaluationtechniquesareusedandfindingsareimplemented. c. Theplanforachievingtheobjectivesforeachprogramreflects(methodsand activities,animplementationtimetable,theresourcesneeded,staffandvolunteer responsibilities/jobdescriptions). d. Theorganizationstaysinformedaboutcommunityneedsandnational/state/local trendsinprogrammingtodetermineifprogramgoalsandobjectivesneedrevision. e. Customerfeedbackinformationiscollectedandanalyzedatleastannually. f. Eachprogramhasdevelopedadatacollectionmechanismthatenablestheefficient gatheringofservicestatisticsonatimelybasis.

Page |2

g. Programevaluationresultsrevealtheextenttowhich:theamountsofservice deliveredmeettheprojectedlevels,thecharacteristicsofthepersonsservedmatch thoseoftheprogramsprojectedtargetpopulation,andthatobjectivessetforth weremet. 2) PoliciesandProcedures.Theorganizationhasclearlydefinedpoliciesandproceduresfor programoperation. a. Theorganizationreferscustomerstootherorganizationswhenitdoesnotprovide therequestedserviceorwhentheservicerequestcannotbemetinatimelyorcost efficientmanner. b. Proceduresforhandlingcustomergrievancesandappealsareclearlystatedin writingandaremadeknown. c. Financialandothersensitiverecordsarekeptinasecureplaceandaccessislimited topersonswithauthorityandneedfortheinformation. d. Theorganizationhaswrittenpoliciescoveringthescopeandlimitationofits services. e. Theorganizationsfeescheduleandearnedincomeanalysisarereviewedannually bythegoverningboard. 3) ServiceDelivery.Theorganizationprovidesitsprogramsinwaysthatmostcloselymeetthe needsofthetargetpopulationofeachprogram. a. Thereisnodiscriminationonthebasisofrace,color,religion,gender,sexual orientation,nationalorigin,age,ordisabilitywithregardtoserviceexceptasmay bespecifiedthrougheligibilityrequirementsconsistentwithprogramobjectives. b. ProvidesequalaccesstoprogramsdetailedinSection504oftheRehabilitationAct. c. Programsitesarelocatedinareasthatareaccessibletothetargetpopulation. d. Theorganizationiseffectiveininformingpotentialcustomersaboutitsprograms andservices. e. Datesandtimesofprogramoperationareappropriatetotheneedsofthetarget population. f. Therearesufficientandqualifiedstaffandvolunteerstocarryouttheorganizations programs. g. Theorganizationcoordinatesserviceswithotheragenciesthroughjoint programming,colocationofservices,sharedstaff,orothermethods. HumanResourcesAdministration. 1) PersonnelPolicies,ProceduresandPractices.Theorganizationhaspersonnelpolicies detailingemployeeresponsibilities,rights,andbenefits. a. Theorganizationhaswrittenpersonnelpoliciesthatincludegrievancepolicies, hiringandterminationprocedures,andjobdescriptions. b. Thereisnoevidenceofdiscriminationwithregardtohiring,assignment,promotion, orotherconditionsofemployment. c. Eachemployeereceivesacopyofthepersonnelpolicies,ajobdescription,and compensationinformationuponenteringemployment. d. Theorganizationmaintainsconfidentialpersonnelrecordsforallemployees. e. Jobvacanciesareadvertisedthroughnewspapers,newsletters,orotherchannelsto provideasuitablenumberofcandidates. f. Outsideorganizationsandprofessionalgroupsareusedinalertingminorityand otherspecialgroupmembersaboutpossiblejobopportunities. g. Anestablishedorientationprogramfornewstaffmembersexistsandisused.

RegionalArtsPartnership:BestPracticesforOrganizationalManagement

Page |3

h. Exitinterviewswithdepartingstaffmembersareusedtodeterminethe circumstancesunderwhichtheyhavelefttheorganization. 2) PositionClassificationandSalaryAdministration.Theorganizationhasaposition classificationsystemandsalaryadministrationplan. a. Theorganizationhasestablishedsalaryrangesandbenefits(ifapplicable)foreach jobcategory. b. Specificjobdescriptionsexistforeachpositionthatoutlinethequalificationsand responsibilitiesthatpertaintoeachposition. c. Theorganizationhasajobclassificationsystem. d. Salaryrangesarereviewedatleastbiennially. e. Jobdescriptionsandjobcontentarereviewedwheneverpositionsbecomevacant orsignificantchangesoccurintheresponsibilitiesofpositionsduetoneworrevised programandservicedeliveryactivities. f. Salaryrangesandthequalityandcostofemployeebenefitprogramsare competitivewiththemarket. 3) StaffSupervision,Evaluation,andRetention.Theorganizationhasasystemofstaff supervisionandevaluationtodevelopandretainqualifiedstaff. a. Eachstaffmember,includingthechiefprofessionalofficer,isformallyevaluatedat leastannually. b. Theorganizationmonitorstheextentandcausesofstaffturnoveranditseffectson organizationprograms. c. Departmentororganizationstaffmeetingsareheldonaregularbasis. d. Everystaffmemberreportstoasupervisor. e. Staffmembersareprovidedwiththecriteriaorstandardsbywhichtheir performancewillbeevaluatedinadvanceoftheirperformanceevaluations. f. Theorganizationhasappraisedtheneedforstaffdevelopmentandhasincluded staffdevelopmentexpensesinitsannualbudget. g. Wheneverpossible,workassignmentsarestructuredinamannerwhichwillassist staffmembersinmeetingtheirpersonalcareergoals. 4) VolunteerManagement.Theorganizationimplementsaplanforutilizingcommunity volunteers. a. Theorganizationsprogramshavebeenassessedtodetermineareaswhere volunteerskillsandcompetenciesmightbeused. b. Jobdescriptionsexistforprogramvolunteerpositions. c. Programvolunteersaretrainedpriortotheirassignmentsandreceiveongoing supervision. d. Theorganizationhasasystemtorecognizevolunteers. e. Theorganizationpublicizesvolunteeropportunitiesaspartofanactiverecruitment effort. f. Theorganizationhasidentifiedbarrierstotheeffectiverecruitmentand involvementofvolunteersandutilizesfeedbackfromitsvolunteers. g. Theorganizationhasaprocessforeffectiverecruitment,orientation,training,and involvementofnontraditionalvolunteers. h. Programstaffreceivestraininginhowtoeffectivelyworkwithvolunteersintheir programs. i. Volunteerperformanceisevaluatedonaregularbasis.

RegionalArtsPartnership:BestPracticesforOrganizationalManagement

Page |4

CommunityRelations. 1) PublicRelations.Theorganizationprojectsapositiveimageinthecommunitytothegeneral public,includingpotentialcustomers,volunteers,anddonors. a. Theorganizationhasdevelopedapublicrelationsprogramthatisconsistentwith theorganizationsmissionstatement,goals,andobjectives. b. Theorganizationspublicrelationseffortsarecoordinatedwithitsprogrammingand fundraisingefforts. c. TheorganizationappropriatelyidentifiesprogramaffiliationwiththeIndianaArts CommissionandtheNationalEndowmentfortheArts. d. TheorganizationpreparesanAnnualReport,freelydistributedtothepublic,that providesthefollowinginformation:organizationmission,asummaryofprogram andservicestatistics,afinancialstatementfortheyearandcurrentboard/stafflist. e. Newsletters,printedmaterials,videotapes,andelectroniccommunications(i.e., website)usedformarketingandpublicitypurposesaccuratelyreflectthe organizationscurrentoperationsandprogramming. f. Theorganizationattemptstoevaluatethepublicsperceptionoftheorganization anditsprograms. g. Theorganizationhasdesignatedspokesperson(s)forrespondingtothemedia duringtimesofemergencyorcontroversy. h. Theorganizationhasdevelopedworkingrelationshipswithprintandelectronic mediarepresentatives. i. Organizationfacilities,includingorganizationownedvehicles,arewellmarkedwith theorganizationsnameand/orlogo,asappropriate. j. Theorganizationmakeseffortstobuildpositiverelationshipswithinitscommunity. k. Theorganizationattemptstoinformandinvolvelocalandstatelegislatorsinthe missionoftheorganizationandthebenefitsofitsprograms Iftheorganizationisamembershiporganization,thefollowingstandardsalsoapply: l. Theorganizationhasdevelopedandfollowswrittenmembershipguidelines,which includetheresponsibilitiesandbenefitsofmembers. m. Theeffectivenessofmembershipeffortsisevaluatedonaregularbasis. n. Membershipguidelinesareupdatedonaregularbasis. o. Potentialandnewmembersareprovidedcopiesofthemembershipguidelines. p. Theorganizationhasassessedtheaffordabilityofmembershipfees. q. Theorganizationhasassessedthecosteffectivenessofmemberincentivesit provides. r. Theorganizationholdsanannualmeetingofthemembership. s. Theorganizationhasregularcommunicationwithmembersthroughamember newsletterorotherdevice. t. Theorganizationconductsanannualmembershipdrive. u. Thereisanactivemembershipcommitteethatplansandimplementsall membershipefforts. v. Theorganizationsolicitsfeedbackfrommembersaboutitsservicesandprograms. w. Theorganizationhasaplanformembershipretention. 2) InterorganizationalRelationships.Theorganizationmaintainsrelationshipswithcommunity groups,serviceproviders,funders,andothercommunityorganizations. a. Theagencymaintainstieswithrelevantcivicorganizations,neighborhoodgroups, andprofessionalassociations. b. Theagencyisknowledgeableaboutservicesofferedbysimilarproviders.

RegionalArtsPartnership:BestPracticesforOrganizationalManagement

Page |5

c. Theagencyparticipatesinorinitiatespartnershipsorcoalitionsthataddress problemsandissuesrelatedtotheagencysservices. d. Theagencymaintainsrespectfulandtimelycommunicationwithitsvariousfunding sources. e. Theagencymaintainsongoingcommunicationwithstateornationwide organizationstowhichitisaffiliated. FacilitiesandEquipment. 1) Adequacy,Safety,Security,andAccessibility.Theorganizationsphysicalassetsare accessibleandadequatefortheprogramsprovidedandaremaintainedinsuchamanneras topromotesafetyandsecurityforcustomers,staff,guests,andorganizationproperty. a. Agencyfacilitiesprovideadequateoffice,program,andstoragespacetomeetthe needsofcustomersandstaff. b. Theagencyhascompletedanaccessibilityassessmentofprogramsandservices. Modificationsaremadeasnecessaryand/orappropriate. c. Agencyfacilitiesareaccessibletopersonswithdisabilitiesorprovidedreadily achievable,reasonableaccommodation,asneeded. d. Theagencyhasdevelopedandpracticessecurityandsafetyproceduresdesignedto provideappropriatetypesofprotectionforstaff,usersofagencyservices,guests, andagencyproperty. e. Specialequipmentneededforprogramsandsupportservices(i.e.,computers, copiers,TTYmachines/numbers)isavailable. f. Agencyfacilities,property(includingvehicles)andequipmentareproperly maintainedoperationallyandregularlyinspectedforsafety. g. Facilitiesprojectawellmaintainedappearance. 2) PropertyManagementandMaintenance.Theorganizationsfacilities,grounds,and equipmentaremanagedandmaintainedeffectivelyandefficiently. a. Theagencyhasandimplementsapreventivemaintenanceplan. b. Theagencysinsurancecoverageofitsfacilities,grounds,andequipmentis adequate. c. Adequatemaintenanceandjanitorialservicesareprovidedfortheagencys facilities,property,andequipment. d. Aninventoryofagencyequipmentandfurnishingsismaintainedandreviewedat leastbiennially. e. Theagencyhasalongrangeplanforfacilitymaintenanceandreplacementof facilities,property,andequipment,whichisapprovedbytheagencysgoverningboard. FinancialManagement. 1) Budgetadministration.Theorganizationhaspoliciesandproceduresforthepreparation, administration,use,andreviewoftheannualbudget. a. Programbudgets,includinganticipatedexpensesandincome,areprepared, understood,andused. b. Thecostallocationmethodologyemployedbytheagencyisappropriateforthe agencyssize,resources,anddiversityofprogramming. c. Themethodologyemployedbytheagencytoallocateunrestrictedrevenueis appropriatefortheagencyssize,resources,anddiversityofprogramming.

RegionalArtsPartnership:BestPracticesforOrganizationalManagement

Page |6

d. Thelevelofsupportingservicesexpense(managementandgeneralandfund raising)isinkeepingwithgoodmanagementpractice,theagencyssize,resources, anddiversityofprogramming. e. Thebudgetisusedasamanagementtooltocontroltheuseofresources. f. Thebudgetingprocessrequiresparticipationatalllevelsofmanagement,is coordinatedamongagencyprograms,andisintegratedwithlongrangeagency plans. g. Thereisabudgetamendmentprocedureinplaceformakingchangesinthe operatingbudget.Budgetsandbudgetamendmentsrequiregoverningboard approval. 2) FinancialMeasurementandReporting.Theorganizationmonitorscoststoensureefficient andeffectiveoperationsandprograms,andprovidesfinancialinformationtointerested parties,particularlyfordecisionmakingpurposes. a. Agencymanagementandthegoverningboardreviewinformationonprogramcosts andresultsonaregularbasis,atleastquarterly. b. Thegoverningboardandmanagementreviewfinancialreportsonascheduled basis. c. Anannualreportincludingstatementsoffinancialcondition,revenueandexpense ispreparedandmadeavailabletointerestedpersons. d. Anindependentaccountantsauditandreportisobtainedannuallyandreviewedby thegoverningboard.Ifamanagementletterisissued,thegoverningboardreviews andtakesappropriateaction. e. Theagencyadequatelyaddressesanyseriousissue(s)identifiedinmanagement letters,whenissued. f. Effortsaremadetomakefinancialinformationreadilyunderstandabletomembers ofthegoverningboard. g. Theagencyacknowledgesandadherestoaccurateandtimelyreporttoallfunding sourcesincludingtheIAC. 3) FinancialPlanningandResourceDevelopment.Theorganizationhasafundingplanthat providesforfinancialresourcestosupportservicesconsistentwiththeorganizations mission. a. Theagencyhascompletedaconstituencyanalysiswhichidentifiesthemarkets (individuals,corporations,foundations,associations)thathavethegreatestfunding potential. b. Theagencyhasanalyzedthemarketanalysistoidentifyspecificprospects,their linkages,interestin,givingabilityinrelationshiptoyourorganization. c. Boardmembersandstaffareawareofandinvolvedinprospectidentificationand cultivation. d. Theagencyregularlyanalyzesitsmixofpublicandprivatefunding,andprojects futuregainsandlossesinvarioussourcesofrevenue.Onesourceshouldnever representmorethan50%oftheagencysbudget. e. Theagencysfundraisingeffortsareincludedintheagencysoverallfinancialplan. f. Boththeboardandstaffhavebeeninvolvedinthedevelopmentofthefinancial plan. g. Bothboardandstaffhavemadeajointcommitmenttoparticipateinthefinancial plansimplementationandevaluation. h. Thefinancialplanreflectsincomeandexpenserequirementsforeachyear. i. Thefinancialplanidentifiesgiftdollarsthatmustberaisedeachyear.

RegionalArtsPartnership:BestPracticesforOrganizationalManagement

Page |7

Theagencyhasawrittenpolicyonreservesexplaininghowfundsaredesignated tocoverunexpectedexpensesandwhattheagencyplanstodowithunexpected revenuesattheendoftheirfiscalyear. k. Thereisanactivedevelopmentcommitteeoftheboard. l. Boardmemberscontributeaccordingtotheirabilitiesandalsoaskotherstodoso. m. Astaffpersonwhohasprimaryresponsibilityforfundraisinghasbeenidentified. n. Thereisanactiveannualgivingprogrambasedonaspecificgoal. o. Thereisanactiveplannedgivingprograminplace. p. Theagencysfeescheduleisexaminedannuallywithregardtoitspotentialfor generatingrevenue. q. Theagencyhasacontingencyplanforrespondingtounexpectedreductionsin resources,includingstateandfederalfundingcuts. 4) RiskManagement.Theorganizationperiodicallyassessesitsamountofriskandimplements appropriatemeasurestomanagesuchrisk.Thefollowingtypesofinsurancehavebeen consideredandobtainedasneededtomeetspecificorganizationalneeds:Automobile Liability,GeneralLiability,Property,FidelityBond,Malpractice/ProfessionalLiability,Key Maninsurance,DirectorsandOfficersLiability,WorkersCompensation,and UnemploymentCompensation. a. Theagencydevelopsandperiodicallyassessesitspolicies,procedures,andpractices toidentifyandmanagesituationsandconditionsthatmightplaceundueriskonthe organization. b. Thefollowingtypesofinsurancehavebeenconsideredandobtained,asindicated: 1) AutomobileLiability. 2) GeneralLiability. 3) Property. 4) FidelityBond. 5) Malpractice/ProfessionalLiability;KeyManinsurance. 6) DirectorsandOfficersLiability. 7) WorkersCompensation. 8) UnemploymentCompensation 9) Other:_______________________

j.

RegionalArtsPartnership:BestPracticesforOrganizationalManagement