Standard Procedure Manuals development in GPG Departments

Development of Standard Procedure

Manuals in the Gauteng Provincial

Government (GPG) Departments

Table of contents

Project goals and objectives

List of SPMs developed

Approach and Methodology

Phase 1 – Status Quo Analysis

Phase 2 – SPM Development

Contents and format of the SPMs

Benefits of Standard Procedure Manuals

2

Project goals and Objectives

Mitigation the risk of loss of institutional memory

Address risk of business continuity

Identify further potential risks from key business processes

3

List of GPG SPMs developed

1. Office of the

Premier

Tracking of cabinet decisions

Provide secretariat services to Provincial cabinet

Coordinate recruitment and selection

Administration of appointment services

Develop branding, maintain and promote corporate identity

Plan manage and coordinate events

2. Gauteng

Legislature

Schedule and administer committee activities

Coordinate the implementation of PEBA

Manage events

Manage service level agreements with IT service providers

Facilitate risk assessment and mitigation

4

List of GPG SPMs developed (cont’d)

3. Economic

Development

Monitoring and evaluation process

Policy and strategy process

Process and issue liquor licenses

Recruitment and selection

Develop conducive legal framework

Budget management

4. Social

Development

Provide social work services

Administer and develop policies and legislation and promote services for women

Promotion of sustainable livelihood and partnerships with civil society

Manage and support social development welfare financing programme

Render loss control services

Monitor partnerships and financing of regions and stakeholders

5


Provide nutrition for early child development

Provincialisation of primary health care services

Monitoring of service norms and standards

Provide customer care services

Provide administrative support in the EMS (Finance)

Provide administrative support in the EMS (Fleet management)

Provide administrative support in the EMS (Recruitment and selection)

Provide administrative support in the EMS (SCM Process)

Provide administrative support in the EMS (Data Administration)

Provide evidence regarding all unnatural death

Provide evidence regarding all unnatural death

6

5. Health 5. Health (cont’d)


6. Education

Render registry and archiving services

Procurement of goods and services

Process accounting information

Render transport services

Render warehousing services

Preparation of financial statements and management reports

Monitor schools financial resource management

7. Housing

Housing allocation

Programme Reporting

Provide quality assurance

services

Contract management

7


8. Local Government

Facilitate and coordinate development of municipal IDPs

Develop policies on traditional leadership related matters

Monitoring of municipal service delivery performance

Integrate & align government service delivery programmes

Support institutional capacity building of municipalities

Facilitate revenue enhancement and debtors reduction strategies

9. Infrastructure

Development

Facilitate and co-ordinate

EPWP projects

Monitor and evaluate

EPWP projects

Provide Skills Development

Training

Collect property lease

revenue

8


10.Roads and

Transport

Develop road transport related land use plans

Provide land acquisition services

Manage and execute transport infrastructure capital projects

Manage capital projects compliance

Manage and administer capital project tenders and contracts

Manage development programmes and departmental construction of capital projects

Provide revenue collection services

Manage application and issuing of road transport operators

11.Community Safety

Provide victim empowerment services

Implement road safety education

Public passenger road transport enforcement

Coordinate Policing Complaints

Establish community–police based forums

9


12.Agriculture and

Rural Development

Develop manuals for manual resource management

Render agricultural extension services

Develop guidelines, policies on air quality management

Facilitation of the budget compilation process

Provide veterinary inspections and certificates for export

13.Sports, Arts, Culture

and Recreation

Support municipalities with the implementation of the Geographical naming system

Provide financial assistance to libraries

Provide events management services

Coordinate club development programmes

10


14.Gauteng Shared

Service Centre

Procure to Pay

15.Finance

Prepare provincial MTEF budgets

Maintain provincial budget database

Facilitate and manage funding of infrastructure delivery projects

Implement municipal support plan

Municipal financial reporting

Monitor supply chain management compliance

11

Approach and Methodology

12

Phase II Phase I

Department Analysis

•Departmental information gathering

Key process identification

•Identification of key processes

Consensus on standard

procedure manuals

•Confirmation of key processes.

•Agreement on procedure manuals to be developed

•Presentation of status quo

Process Modelling

•Documentation of procedures in workflow charts and diagrams

Process Confirmation

•Confirmation of documented procedures

SPM Development

•Development of standard procedure manuals

Approval of SPM

•Approval of SPM, binding and project closure

Contents and format of the SPM

• Name of the department

• Name of the SPM

• Unique SPM identification number

• Document status

• Date generated

• Date approved

• Version number of the SPM

13

Cover Page


(cont’d)

• People Consulted

• Compiler

• Reviewer

• Approver

14

Document Approval


(cont’d)

• Contents and page

numbers of the SPM

15

Table of Contents


(cont’d)

• The Standard Procedure

Manual

• The Process

16

① Introduction


(cont’d)

• Purpose

• Applicability

17

② The Scope

③ Departmental

overview

• Department overview


(cont’d)

• Applicable functional

areas

• The value chain

• High level process

18

③ The Departmental

overview (cont’d)


(cont’d)

• Activity box

• Decision box

• Input/outcome

• Process interface

• Start/End of process

19

④ Description of symbols


(cont’d)

• Process overview

• Sub-processes

• Sub-process detail

• Process flow

• Process step detail

20

⑤ The Process


(cont’d)


• Sub-processes


• Process flow


21

⑤ The Process (cont’d)


(cont’d)


• Sub-processes


• Process flow


22



(cont’d)


• Sub-processes


• Process flow


23



(cont’d)


• Sub-processes


• Process flow


24



(cont’d)


• Sub-processes


• Process flow


25



(cont’d)


• Sub-processes


• Process flow


26



(cont’d)

• Critical documents

• Supplementary document

27

⑥ References

⑦ Roles and responsibilities

• Roles and responsibilities of users

⑧ Systems and IT

Applications

⑨ Effective date


(cont’d)

28

⑩ Terms and

abbreviations

• Definition of terms

and abbreviations

Benefits of Standard Procedure

Manuals

Reduction in the risk of loss

of institutional memory

Enable Risk officers to

better understand and

analyse business processes

Allow managers to identify

and eliminate bottlenecks

while improving processes

Continuous knowledge

transfer

Ensure consistency in

performance of functions

Link organisational strategy

to well defined business

processes

Improve process

communication

Improve operational

efficiencies

29

Questions

30

Standard Procedure Manuals development in GPG Departments

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