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KHAEDU DEPLOYMENT KZN Department of Education Regional Office Pietermaritzburg October 2005 Presentation - Khaedu - DOE Reg Office District and Regional functions should be merged to dramatically improve decision making and service delivery Presentation - Khaedu - DOE Reg Office AGENDA • Situation • Complications • Resolution Presentation - Khaedu - DOE Reg Office Situation Current decision making and aligned processes • Too complex • Too slow • Many players not adding any value to the process Confirmed by staff interviews Presentation - Khaedu - DOE Reg Office Lead times, even for appointment of a school secretary, are long… School Ward Circuit Vacancy within PPN, send request to Ward Meanwhile locate replacement & hire (if have independent budget) District Region Head Office Target 1 month, reality 1-5 months Check if within limits of PPN Check if within limits of PPN Check if within limits of PPN Collects applications Compiles advert Forms Interview Panel sends for approval Approves Interview panel Interviews & SGB recommends Send to Ho for approval Approves Sends for approval Makes appointment Presentation - Khaedu - DOE Reg Office 5 Even appointing an interview panel for an entry level post needs 9 signatures SPO Sub mits PPO Appr oves CPO Appr oves Dep Mgr Appr oves Corp Serv Mgr Appr oves Chief Dir Appr oves Mgr HR Appr oves GM HR Appr oves HoD Appr oves 3 to 8 Weeks 6 Presentation - Khaedu - DOE Reg Office Lead times, even for payment of a water bill, are also long… School Polela Ward Polela Circuit Bulwer Receives Bill & Forwards Region PMB District Kokstad Head Office 4-6 weeks Registers and forwards Registers & Forwards Registers & Forwards Under threat of being cut off, Principal drives to Pietermaritzburg with duplicate Registers Pays 7 Presentation - Khaedu - DOE Reg Office Lead times for procurement are also a headache e.g. Chief Director’s computer User Motivates Super Approves IT Coord 1 Month MAS IT IT Comm Coord ittee Del ive ry! Corp Procure Service Serv Ment Proviices Section dor 1 Month 1 Month 8 Presentation - Khaedu - DOE Reg Office Management clearly feel that decision making is too centralised, with too many layers and poor delegations. Corruption and bureaucracy are also major factors… Strongly Disagree 5 3.8 4 3.6 3.0 1.9 1.6 1.4 1.6 1.7 Too many mgt. layers 2 Too much beaurocracy 3 1 Presentation - Khaedu - DOE Reg Office Corruptioon is a major issue Delegations are NOT appropriate Decision making is balanced SGB too much power Too Decenralized 0 Too Centralized Strongly agree Complications Change management significant challenge • History of poor prior attempts • Physical space constraints • Weak communications • Weak budgetary process Geographically large region Presentation - Khaedu - DOE Reg Office Presentation - Khaedu - DOE Reg Office Staff Survey • “Managers/supervisors reluctant to make decisions” • “Work not getting done because some staff deployed for convenience rather than their expertise” Presentation - Khaedu - DOE Reg Office Management staff view constant reorganisations, overall management quality and decision making as critical issues Most frustrating 5.0 4.0 2.5 3.0 3.1 2.8 2.4 3.0 2.2 1.6 2.0 it y ua l gt .Q blo n Un io Presentation - Khaedu - DOE Reg Office M ag es ck at t.. . le Pe Po re or an y m To o or Ba th o ga ni s.. . ak ing m isi on Sh or t Po or de c st gh no u No te sk ills 0.0 af f Least frustrating 1.0 Resolution • Consolidate the bulk of regional and district functions into “super” district • Redesign –Organisation –Processes • Create value adding functions to absorb surplus staff e.g. curriculum optimisation • Flatten and team the new structure Presentation - Khaedu - DOE Reg Office Resolution (cont) • Consolidate functions into available space • Consider the prioritisation of e-enablement of all schools and circuits with electricity • Create a win-win with unions - everybody should have a meaningful role • Invest heavily in communications as part of a integrated change management process Presentation - Khaedu - DOE Reg Office Existing Regional Office Regional Chief Director Education Planning Physical Planning Corporate Services Finance Presentation - Khaedu - DOE Reg Office KZN Department of Education HOD DDG DDG DDG Chief Director Region 2 Chief Director Region 1 Chief Director Region 3 Chief Director Region 4 Head Office Manager Umgungundlovu District District Manager Port Shepstone District Manager Kokstad District Manager * District Manager * District Presentation - Khaedu - DOE Reg Office Manager * District Manager * District Communication by electronic media • A need to widen accessability to “news” i.e. circulars, polices, etc • Priority given to enabling all facilities with electricity to have access to sms, email, departmental Intranet • Should be available to all staff Presentation - Khaedu - DOE Reg Office Chief Director Region1 Manager Umgungundlovu Super District Corporate Services Finance Logistics and Procurement Human Resource Management Circuit 1 Psych, Guidance, Spec Education Manager Port Shepstone Super District Manager Kokstad Super District Operations M&E Special Projects Exams Education Planning & Management Physical Facilites Circuit 2 Circuit 3 Circuit 4 Presentation - Khaedu - DOE Reg Office Curriculum Optimizatioin Manager Umgungundlovu Super District Corporate Services Human Resource Management Human Resource Provisioning Conditions of Service, Housing, Pensions Labour Relations Finance EAP, HIV & AIDS Presentation - Khaedu - DOE Reg Office Logistics and Procurement Training and Skills Development As an example – HR Provisioning section Ass. Director CPO PPO CPO PPO PPO CPO PPO PPO CPO PPO PPO PPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO Average Span of Control is only 2.8 – checkers checking checkers? Presentation - Khaedu - DOE Reg Office The revised process with staff organised into teams at a merged region/district level Assistant Director Staff Placement District Team 1 District Team 2 District Team 3 Other Placements Roles (for regular schools only): Role: 1. Manage Persel (add, delete,amend) 2. Approve PPN posts, place adverts 3. Capture non-electronic vacancy notices As per teams 1-3 but for all other types of 4. Manage information flows institutions 5. Manage school ‘substitution accounts’ 6. ABET, Eastern Languages, Invigilator payments, acting allowances etc. Staff per team: Team Leader, 10 integrated team members Presentation - Khaedu - DOE Reg Office Win-Win with Unions • Restructure Region/District • Improved processes • Fewer delays and backlogs • No Job losses • Jobs Redesigned • Staff Trained and Multi-skilled • Decision making speeded up • Shorter process times • Improved service delivery Presentation - Khaedu - DOE Reg Office Change Management • Programme to address: – Orientation – Support – Internal culture – Performance – Diversity management – Communication Presentation - Khaedu - DOE Reg Office Communication Strategy • Formal launch – Invite expert speakers to talk about change related issues – Distribute pamphlets – Role play • Hold workshops – Held at different levels to include everyone – Focus groups with independent facilitators • Standing item for all scheduled meetings • Create communication opportunities – e.g. video, audio, print messages Presentation - Khaedu - DOE Reg Office Conclusion District and Regional functions should be merged to dramatically improve decision making and service delivery • Phased approach • Focus on quick wins • Change management Presentation - Khaedu - DOE Reg Office Thank you Presentation - Khaedu - DOE Reg Office Public Service Appointments D Budget Allocation Expenditure Control I A R D D A R Presentation - Khaedu - DOE Reg Office I R Principal Circuit Dist Mngr Dir Fin DD:Corp serv DD:EPMS DIR:EPMS RCD DIR:COMP SERV I Governing Body D Ward Educator Appointments CFO HOD MEC CRITICAL DECISIONS R