Departmental Business Plan
To cater for new challenges and pave way for future development, we established the Business Plan Core Group (BPCG) in August 2009 to steer the development of our 5-year Departmental Business Plan (DBP) for the financial years 2010/11 to 2014/15. The DBP provides a framework and direction to govern our future development. It has been developed through analysing our external operating environment from the political, economic, social, technological, legal and green perspectives, as well as conducting a detailed review of our internal operating environment to identify our transformation priorities. We have also devised new operating strategies that will leverage on our strengths and address key improvement areas.
The 5-year DBP includes the following five major operating strategies that we aim to achieve by the end of 2014/15:
- Develop services on government-wide total asset management;
- Deliver value-added advisory services;
- Promote best practices in construction, sustainable development and heritage conservation;
- Enhance partnership and collaboration with our major stakeholders; and
- Improve service capability and organisational effectiveness through organisation restructuring, enhanced human resource management, and better utilisation of information communication technology and knowledge management technology.
The DBP has already been implemented systematically through respective Annual Plans to meet our shared objectives and targets progressively. The progress status for some of our action items in 2012/13 Annual Plan is summarised below:
- Subvented Projects Division and the Education Bureau jointly conducted a briefing on the arrangement of major repairs to Direct Subsidy Scheme Schools on 9 May 2012.
- An electronic complaint and enquiry and handling system was developed and fully launched in June 2012 to improve handling, monitoring and knowledge sharing on handling of complaints and enquiries.
- Communication meetings were held at the end of March 2012 to update staff on the progress of DBP and Annual Plan.
- The committee structure, the terms of reference and membership of committees are under continual review.
- Phase 1 Staff Resources Planning System's enhancement works for better resources planning and allocation was completed in October 2012.
- The mentorship scheme for newly recruited professional, technical and site supervisory grade staff is continuing. Two sessions on coaching and counseling for all mentors were conducted on 24 January 2013 and 5 February 2013. Four theme-based experience and knowledge sharing sessions were conducted from July 2012 to February 2013.
- Review and monitor the issue of succession planning are continuing.
- Inputs from branches for full implementation of Knowledge Management (KM) were consolidated to help promote KM Practice in the Department. Harvested knowledge was shared through Knowledge Bank, Knowledge Hubs and Knowledge Communities of the KM Portal.
To gear up and retain knowledge and valuable experience among our staff, we launched the ArchSD Academy in April 2013. The ArchSD Academy is set up with the following objectives:
- Active transfer of valuable knowledge and experience in a systematic manner;
- Continuous development for professional, technical and site supervisory grade staff;
- Work synergy of project management and functional streams;
- Instilling a learning and sharing culture in the Department; and
- Gradual transformation of the Department to become a learning organisation.
The first training session of the ArchSD Academy was targeted to be kicked off in the first half of 2013, with project management and project design sessions offered on a regular basis. All the training sessions would be taped and uploaded online together with the presentation materials for easy access by all colleagues through the ArchSD Academy Learning Portal and the Knowledge Management portal.
A department-wide knowledge management (KM) Portal was launched on 21 May 2012. This initiative aims to enhance our core competency by managing explicit knowledge; to encourage the formation of community of practice for on-going generation of ArchSD proprietary knowledge; and to promote tacit knowledge harvesting. It involves managing the knowledge life cycle from generation, harvesting, formation of practice wisdom and sharing to publishing, monitoring and renewal. The KM Portal is an integrated system for cross-branches knowledge sharing among colleagues, and is divided into three levels, i.e. knowledge community workspace, functional / branch knowledge hubs and ArchSD knowledge bank.
During 2012/13, we completed the following actions to promote and strengthen KM practices in the Department:
- Held an Open Day cum Kick-off Ceremony of KM on 21 May 2012;
- Set up a total of 10 numbers of Knowledge Communities to collaborate and generate new knowledge;
- Carried out 5 numbers of personal interviews to codify the tacit knowledge of 7 retired colleagues;
- Conducted 10 numbers of After Action Review Workshops to harvest knowledge gained from specific projects and tasks;
- Carried out 2 Staff Motivation Schemes namely "My Favorite Knowledge Hub" and "My Favorite Knowledge Paper" in April 2012 and January 2013 respectively to promote KM culture;
- Organised 8 sessions of KM Awareness Training, Microsoft Sharepoint Training for users and Hub Administrators and KM Facilitation Workshop to build up staff's capability in discharging various KM duties; and
- Devised a new eProfile to gauge staff's skill, expertise and interests at the end 2012.
To promote partnership and collaboration with key stakeholders, ArchSD is developing an ArchSD Extranet to enhance communication and information exchange with external users such as consultants and contractors. The Extranet will also assist contract management in the works projects undertaken by the Department. In addition to assisting users in navigating and accessing different application modules, a web-based Project Document Management System (PDMS) will be developed to facilitate communication among project teams, contractors, sub-contractors and designers, etc.