Draper & Associates - Engagements

Under the request of the Georgia Office of Planning and Budget, Draper & Associates was selected to conduct a comprehensive management, organizational and financial review of the operations of the Georgia Student Finance Commission (GSFC). The primary purpose of the Study was to identify and define opportunities to:

The Draper Approach

The review was based on six interrelated parameters and associated criteria that have been developed in the course of conducting numerous studies of a similar nature. These analytical parameters were:

Mission and Scope of Service: Conclusions took into account programmatic trends and priorities, as well as changes in the market place relating to other public or private sector entities competing to provide similar programs. Technology, its cost, and its impact on the ability to continue to provide programs and services efficiently / competitively were also considered.
Organizational Structure: Criteria used to assess organizational effectiveness included Functional Integrity, Functional Alignment, Functional Role Clarity, Supervisory Role Clarity, Span of Control, Internal Interface Management, and External Interface Management.
Operational Effectiveness: Internal metrics were compiled, compared and contrasted with external benchmarks to identify variances and opportunities for improvement in areas such as process flow, staff and resource utilization, the application of areas such as process flow, staff and resource utilization, the application of technology and overall production efficiency and service quality.
Compliance: Addressed the degree to which operational processes, monitoring and reporting functions were designed and were performing in accordance with applicable external legislative and regulatory guidelines, as well as internal programmatic and organizational policies.
Financial Stewardship: Financial documents/reports, management practices, systems and transactional processes were carefully reviewed to assess the degree of diligence and control applied in verifying and monitoring eligibility, disbursing funds, and reconciling balances.
Management Effectiveness: Addressed the establishment and communication (both internally and externally) of a clear, attainable and measurable set of goals for organizational, operational and financial effectiveness.

This specific review entailed a comprehensive review and evaluation of the functional organizational structure, operating and administrative processes, financial practices and management practices that support the scholarship, grant and loan programs administered by the GSFC. As such, it included the following:

Evaluation of the processes that ensue between the Commission and the receiving colleges, universities and individuals.
Evaluation of the Commission's rules and regulations for each program to ensure that they match/follow the provisions outlined in authorizing legislation.
Evaluation of the Commission's policies and procedures regarding funding and management for those programs that are not legislatively mandated.
Evaluation of the effectiveness of the organizational structure, including: division of job duties between the various organizations, communication between and among divisions and reporting requirements.
Evaluation of the Commission's internal control procedures.
Flow-charting the activities of the Commission, program by program, to include, staff responsibilities, reporting, authorizations, etc. The effectiveness of the management of these programs and their integration into the agency's strategic goals and mission will be evaluated based on the information obtained from this task.
Determination of and evaluation of the adequacy and effectiveness of the Commission's financial systems and practices.
Evaluation of the Commission's information reporting system and its adequacy for evaluating trends, patterns, etc. from year to year and for various groups.

To gather the necessary data to accomplish these tasks, the Draper consultants developed interview questionnaires and met with key staff of the organization. An Advisory Panel was convened with industry experts throughout the country. The Draper team used both internal data as well as data from simi liar agencies from other States to measure performance versus industry benchmarks.

The Review included the use of a proven analytical methodology that provides for the careful consideration of all aspects of the activities, functions, processes and/or outcomes involved in a given operation, either individually or in relation to one another.

Results Realized

Upon completion of the Review, Draper & Associates consultants presented a Final Report to the leaders of both the Governor's Office of Planning & Budget and the Georgia Student Finance Commission. The Report presented a multitude of strategic, financial, organizational, policy and procedure findings relative to the current operations of the Commission. Additionally, the Report presented three strategic alternatives for moving forward.

The key decision makers determined that the best alternative was address the findings through and intensive Reorganization/Reengineering effort for which Draper & Associates was engaged to serve as the Program Manager.

The Challenge

The Draper Approach

Results Realized