Activity Hand BookSS

8/8/2019 Activity Hand BookSS

1/8

ACTIVITY HAND BOOK2009/2010

DEPARTMENT OF SOCIAL SERVICESNorthern Province.


2/8

Activity Handbook 2009/2010

Department of Social Services, Northern Province Pag

ACTIVITY HAND BOOKDepartment of Social Services, NPC. -2009/2010

Subject/Sector Process Activity Responsibility Achievements Complementary

Activities & CoResponsibility

Time FrameCategory Key Processes How Who with whom Outputs Outcomes

1. GeneralManagement

Provide

LeadershipSet Vision Director, Staff

Vision Statement

Prepared

Awareness created

about Department aim

Review by NP

Secretaries Committee

As early as

possible

Assess Organizational

Environment and

Define values of the

Department

Director, Senior

Staff

Value statement of the

Department created

Awareness created

among staff to adopt

values

Review by NP

Secretaries

Committee

As soon as possible

and Review

Annually

Apply dept. culture and

identify programme

strategy operation

Director, Senior

Staff

Dept. culture and

strategy formulated

Awareness created

among staff to adopt

values, strategy

Review by Secretary,

M/Local Government

& Social Welfare, NP

As soon as possible

and Review

Annually

Define Mission and

Goals

Director, Senior

Staff

Mission and Goals

statements identified

Awareness created to

stakeholders about

activities

Annually

Formulation ofStrategies

Director (Social

Welfare) SeniorStaff

Strategy formulated

Priority action

identified for thedepartment and Region

Annually

Identity key success

factors and indicators

Director, Senior

Staff

Performance indicators

defined

Performance indicators

achieved

Review by the

Secretary/RR

As early as

possible Annual

Review

Give feedback to staffDirector, Senior

Staff

Review Meetings

conducted

Performance reviewed

and identified future

action


M/Local Government


Continuous

Process

Establish Learning

EnvironmentDirector, Staff

Learning facilities

given to staffBetter performance

Continuous

Process

Develop Team sprit Director, Staff Worked collectively asteam

Better Co- operation

Assured


M/Local Government& Social Welfare, NP

Continuous

Process

Motivate and

inspire

Create opportunity for

collective action

Director, Senior

staff

Best practices on

Group action adopted

Collective action

achieved better results


M/Local Government


Annually

Facilitate collective

action

Director , Senior

staff

Best Practices on

Group action adopted

All parties understood

the responsibilities


M/Local Government


Annually


3/8




Activities & Co

Responsibility


Mobilize

support

Identify the

Stakeholders Director, staffStakeholders are

identified

Stakeholders support is

assured


M/Local Government


Annually

Formulate Stakeholders

and Partners working

arrangements

Director , Senior

staff

Collective working

environment created

Stakeholders/partner

support is assured


M/Local Government


Monthly & yearly

Institutional

Development

Review Department

function and

organizational structure

Director , Senior

staffOrganization structureupdated

Departmental function

understood -Continues

Process

Review delegation of

functions

Director, Senior

staff

Power and functions

are delegated

Responsibility fixed on

officers- Annually

Re- issue of circularsDirector, Senior

staff

Updated Department

circulars

Staff, public known the

activities and

procedures

-Continues

Process

Adopt/Review

Department rules

Director, Senior

staffRules updated

Organizational activities

streamlined-

Continues

Process

Formulation Succession

plan

Director, Senior

staffUpdated plan statement Performance improved - Annually

Assess Cadre

requirement of

Department

Director, Senior

staff

Requirement is

identifiedStaff requirement

updated


M/Local Government


As soon as possible

and reviewed

annually

Filling Cadre VacanciesDirector, Senior

staffVacancies filled

Service performance

improved


M/Local Government


Continues

Process

Prepare Application for

approval of cadreDirector , Staff

FR 71 Applicationsprepared

Cadre approved


M/Local Government


As and when

required

Review status of office

equipment /vehicles/

Machineries and

movable assets

Director , Senior

staff

Board of Survey

reports prepared

Action taken for

disposal /write

off/repair /procurement


M/Local Government


Annually

PerformanceDefine service Delivery

performance standardsDirector ,Staff

Service Delivery

Performance assessed

Service delivery

performance increased


M/Local Government



4/8




Activities & Co

Responsibility


Define Departmental

expectation from all

individual staff

Director ,StaffExpectationsformulated

Awareness created of

what is to be done-

As soon as possible

and reviewed

annually

Prescribe Milestones

Benchmarks and output

indicators

Director ,Staff Targets prepared Performance increased - Quarterly

Prepare responsibility

chart

Director , Senior

staff

Job Descriptionprovided

Responsibility achieved - Annually

Preparation of Activity

Chart and Duties Lists

of all staff.

Director ,StaffActivity chart and dutylist given to all officers

Responsibilities fixed

on all officers- Annually

Facilitate exchange of

knowledge

Director ,Senior

staff

Technology and

knowledge transferred

to the Organization

Performance uplifted MDTD

Motivate subordinatesDirector, Senior

staffMotivation activitiesintroduced

Environment for better

performance created- Annually

Establish performance

appraisal systemDirector , Staff

Appraisal System

introduced

Performance of staff

improved

Secretary, M/Local

Government & Social

Welfare, NP

Annually.

Establish staff

supervision

Director , Senior

staff

Staff supervision

system applied

Better control of staff

usedContinuous process

Staff

Discipline

Conduct disciplinary

inquires and make

orders

Director , Senior

staffDisciplinary inquiry

reports prepared

Offenders punished and

discipline is maintained

Secretary, M/Local

Government & Social

Welfare, NP

As and when

required

CoordinationConduct regular staff

meetingDirector ,Staff Decisions taken

Stakeholders

contributed to solve

problem and issues

- Monthly.

Attend/central Ministrycoordination meeting

Director, Seniorstaff

Decisions takenpartnership supportfrom central received

-

Report to appropriate

authorities in any

emergencies

Director ,Senior

staff

List of key

organization to beinformed

Supported at an

Emergency-

Information

Management

Collect information

establish and maintainDirector , Staff

Information collected

for organization

activities

Facilitated for

DevelopmentChief Secretary/M/LG

Continues

Process


5/8




Activities & Co

Responsibility


MIS

Provide information to

public

Director , Senior

staff

Periodical Reports

published

Public informed

activities of the

Department

-Continues

Process

Capacity

Building

Provide updated

information and

exchange the

knowledge and skill of

employees

Director, StaffImproved skill and

knowledgePerformance improved MDTD

Continuous

Progress

Provide facilities to

employees in career

development

Director, StaffImproved skill and

knowledge

Staff received

promotionMDTD/SLIDA

Continuous

Process

Provide Training in

office automationDirector, Staff Improved skill Performance improved

Chief

Secretary/Secretary

PPA

Continuous

Progress

Provide opportunities

for foreign professional

training

Director, Staff Developed skill andknowledge

Performance of staffincreased

Chief

Secretary/Secretary

PPA

When ever

Opportunity

Comes

Financial

ManagementBudgeting

Assess Medium-term

demand for service

provided by the

Department

Director, Senior

staff

Medium term need

report preparedResource received

Review by

DCS(Finance)Annually

Assess review capital

and recurrent

expenditure needs

Director, Senior

staff

Annual forecast of

capital and recurrent

expenditure identified

Capital and recurrent

expenditure need

fulfilled

DCS Finance Annually

Assess Financial need

and prepare annual

Budget

Director, Senior

staff

Annual Budget

prepared

Fund received for

activities

Deputy Chief Secretary

(Finance)Annually.

Prepare statement of

Annual imp rest

requirement

Director, StaffAnnual Imp rest

Statement prepared

Funds received for

expenditureDCS Finance Annually

Prepare monthly imp

rest statementDirector, Staff

Monthly Flash reportprepared

Fund received for

expenditureDeputy Chief Secretary

finance

Monthly


6/8




Activities & Co

Responsibility


Expenditure

Management

Establish financial

management system

Director, Senior

staff

Established financial

management system

Financial control

improved

Deputy Chief Secretary

FinanceAnnually

Establish /review

financial management

delegation within

department

Director, Senior

staff

Statement of financialdelegation prepared

Understood the

financial limitDCS finance Annually

Establish good

procurement practices

Director, Senior

staff

EstablishedProcurement Practice

Transparency ensuredReview by DCS

(Finance)Annually

Constitute procurement

committee

Director, Senior

staff

Approved Procurement

committee

Streamlined

procurementDCS (Finance)S/RR Annually

Re issue circular

instructions and

guidelines

Director, Senior

staffRe-issued circulars

Staff knowledgeable on

accounts matters

increased

Secretary

PPA/DCS(Finance)

A and When

required

Maintain up-dated

information or recurrent

and capital expenditure

Director/ Acct.Votes ledger &financial statements

updated

Funds managed

effectivelyDCS (Finance)

Continuous

Progress

Ensure proper use of

fundsDirector/ Acct.

Votes Ledger financialstatements updated

Achieved financial

targetDeputy Chief Secretary

Finance

Annually

Appropriation

Accounts

Prepare Annual

Accounts statementDirector/ Acct.

Annual A/C. Statementprepared

Annual income and

expenditure accountedDCS (Finance) Annually

Monitoring

and

expenditure

review

Review capital and

recurrent expenditureDirector/ Acct.

Expenditure report

prepared

Financial performance

monitoredDCS (Finance)

Continues

Process

Review bank

reconciliation advance

account activity

advance to public

officers and deposit

account.

Director/AO/Acct.Monthly financial

statement preparedFunds controlled Monthly

Maintain financial

disciplineDirector/AO/Acct. Internal Audit reported Funds used effectively Periodically

Update information on Director/AO/Acct. Updated information Financial discipline is Secretary PPA/DCS Continues


7/8




Activities & Co

Responsibility


general treasury

circulars inland revenue

circulars for

implementation.

on financial discipline maintained (Finance) Process

Development

Programme &

Service

Reviews provincial

guidelines on

formulation

implementation and

coordination of plans

for Provincial service

Delivery

Director/AO/Acct.Updated guidelines for

service delivery

Service delivery

improved

Chief Secretary/DCS

(Planning)Annually

Review sectoral service

delivery responsibilityDirector/AO/Acct.

Service delivery

responsibility fixed

Service delivery

provided effectively

Secretary, M/Local

Government & Social

Welfare, NP

Annually

Update Guidelines on

formulation of sect oral

service delivery plan

Director/AOUpdated guideline for

service delivery

Service delivery

provided effectively

Secretary, M/Local

Government & Social

Welfare, NP

Annually

Prepare medium term

service delivery planDirector/AO

Medium term service

delivery plan prepared

Medium term service

delivery is prioritizedDCS (Planning) Annually

Prepare Annual

implementation planDirector/AO

Annual implementation

plan prepared

Annual Service delivery

PrioritizedDCS (Planning) Annually

Review delegation of

functionsDirector/AO

Statement of delegation

of functions prepared

Responsibility of

officers is fixedAnnually

Development

coordination

Mobilize resource

support for financing

medium-term service

delivery plan

Director/AOAllocation and fundsreceived

Funds for investment

givenDCS (Finance) Annually

Obtain service

for

Development

Follow up procurement

procedureDirector/AO/Acct

Procurementcommittee decisionimplemented

Transparency

ensuredS/RR &R

As and when

required

Monitoring

Progress

obtaining Progress

report and conduct

review meetings

Director/AOReports & Meeting

minutes prepared

Activities completed

timelyDCS (Planning)

Months &

Quarterly

Progress Review implementation Director/AO Progress and status Service delivery is DCS (Planning) Quarterly


8/8




Activities & Co

Responsibility


Review status and update

service delivery

improvement plan

report prepared improved and updated

Legal Services

Register Elders home &

Volunteer

Organizations

Director/AOHomes & Volunteers

organizations registered

Service organizations

streamlined DSS/SSOsAs and when

required

Service

delivery

Payment of Public

Assistance monthly

Allowance

Director

/Acct/SSOsFinancial assistancereceived

Life improved DSS/SSOs Continues Process

Assisting the homes for

Disabled and Elders

Director

/Acct/SSOs

Monthly payments

received by homes

Disabled and Elders are

looked after wellDSS/SSOs Continues Process

Providing support

equipment to the

disabled

Director

/Acct/SSOsEquipments supplied

Disables enjoyed

normal lifeDSS/SSOs Continues Process

Assisting people

suffering from

contagious disease

Director

/Acct/SSOs

Monthly payments

received

Life improved DSS/SSOs Continues Process

Maintains the state

elders home at Kaithady

Director

/Superintendent

staff of Home

Meals,

Accommodation &

Health care provided to

elders

Elders enjoyed happy

lifeDS/SSOs Continues Process

Issue of Elders identity

cardsDirector/AO/SSOs

Elders Identity cardsissued

Elders are recognized &

given priority in service

delivery

DSS/SSOs Continues Process

Providing casual reliefDirector

/AO/Acct/SSOs

Relief payments given

to people affected by

natural disaster

Properties damaged by

natural disaster are

rehabilitated

DSS/SSOs Continues Process

Providing lively hood

assistance to PAMA

recipients

Director

/AO/Acct/SSOs

Self employmentactivities are started by

PAMA beneficiaries

PAMA recipients are

rehabilitatedDSS/SSOs Continues Process

Documents

Activity Hand BookSS