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City of Pleasanton, CA <br />Proposal to Conduct a Citywide Organizational Assessment <br />Section B—Citygate Approach, Scope, and Timelines Page 10 <br />1.2 Develop Stakeholder Communication and Engagement Plan: <br />We will collaborate with the City on effective strategies for communicating project <br />objectives and status to the community and key stakeholders, as well as determining <br />interview and engagement strategies to solicit the input of key stakeholders and customers. <br />1.3 Obtain and Review Documentation: <br />To fully understand operations, we need to obtain and review a number of documents, <br />including the following: the mission statement; overall work plan; departmental goals <br />related to staff and applicants; organization charts; process flowcharts; Comprehensive <br />Plan; City Ordinances; budgeted vs. filled vs. assigned positions by work unit; performance <br />targets and measures; position descriptions; plan check procedures; staff training data; <br />inspection scheduling; occupancy permits; staff reports and minutes; applications and <br />forms; operating and workload statistics; fees and charges; expansion design plans; <br />contracts; specialized reports such as environmental and engineering reports; other policies <br />and procedures; and pertinent City, state, and federal regulations and guidelines. <br />For each Department, we will review City studies being conducted concurrently with the <br />Organizational Assessment Study to avoid duplication or to identify any gaps that could <br />affect the assessment and to align findings. <br />The initial interviews and document review will help us understand the core workflow <br />processes and procedures of the Departments. We will also conduct unit walk-throughs, <br />document where processes are functioning well, and where opportunities for improvement <br />exist. <br />1.4 Monitor Engagement Progress and Completion of Tasks: <br />We have combined the initial task of starting the project with the ongoing task of <br />monitoring, directing, and administering the project. In addition to ongoing oral progress <br />reports with assigned City executives, we will provide monthly written status reports. <br />Key Milestones/Deliverables: <br />u Orientation Brochure. <br />u Document Request List. <br />u Ongoing oral progress reports and monthly written status reports. <br />Page 189 of 323