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Secretariat for Administration and FinanceFebruary 16th, 2010
Reengineering and Streamlining
Human Resources Management
2. GENERAL ASSEMBLYThe Program-Budget Guidelines for 2010 requires reports on:
o Geographic representationo Gender equity and equality o Persons with disabilitieso Age discrimination o Trust appointments
Mandates to Address
1. CAAP WORKING GROUP ON THE REVIEW OF OAS PROGRAMS requested the GS/OAS to propose reengineering options for human resources
2
Objectives of HR Reengineering
Standards-Based OrganizationStandards-Based Organization
Responsiveness to new challengesResponsiveness to new challenges
Efficient processesEfficient processesAccountability
Transparency
Comparability
3
THREE PHASES OF HR REENGINEERING
Administrative and Financial Transparency
Administrative and Financial Transparency
Enhanced Efficiency and
Accountability
Enhanced Efficiency and
Accountability4
TransparencyTransparencyTransparencyTransparency
HR DataHR Data HR DataHR DataRegulation Regulation
& Procedures& Procedures
Regulation Regulation
& Procedures& ProceduresAutomationAutomationAutomationAutomation
• Automated CPRs and Personnel Action Requests (PARs)
• Intranet site available
• Electronic tools developed to standardize competition processes
• Automated CPRs and Personnel Action Requests (PARs)
• Intranet site available
• Electronic tools developed to standardize competition processes
• Compiled and made available in the Quarterly Resource Management Reports
• Comparative study with other International Organizations on GS/OAS benefits and salary scales
• Compiled and made available in the Quarterly Resource Management Reports
• Comparative study with other International Organizations on GS/OAS benefits and salary scales
• Staff Rules made compatible with General Standards in 2008
• Handbooks developed on HR operational procedures
5
PHASE I What have we done?
PHASE I What have we done?
Staff DevelopmentStaff DevelopmentStaff DevelopmentStaff Development 60 training programs carried out and 2,721 participants trained in the past 4 years
In 2009, the Internship Program contributed in the development of young students and gave the GS/OAS approximately 107,000 work hours, or the equivalent of over 50 person- years of work, at minimal cost to the OAS.
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Internship Program 2006 2007 2008 2009
Applications received 324 516 538 670
Interns selected 153 244 252 211 Average hrs. contributed 78,030 124,440 128,520 107,610
PHASE I What have we done?
PHASE I What have we done?
Training ProgramNo. of
sessionsNo. of
participants1. Leadership and Management 5 842. Supervisory Skills 3 433. Performance Evaluation System 28 1,4024. Information Technology Skills 3 6315. Languages 1 146. HR Specifics for Administrative Officers 4 1107. Project Design-Logical Framework System 15 3568. Government Financial Management 1 81TOTAL 60 2,721
SG/ASG0.3%
Senior Level Positions
(D-2, D-1, P-5)17.8%
Other Professionals (P-4, P-3, P-2,
P-1)39.8%
General Services
38.6%
Associates3.5%
SG/ASG0.3% Senior Level
Positions (D-2, D-1, P-5)
11.9%
Other Professionals (P-4, P-3, P-2,
P-1)52.5%
General Services
31.1%
Associates4.2%
Workforce ProfileWorkforce ProfileWorkforce ProfileWorkforce Profile
From 2002 – 2009, the percentage of senior level positions (D-2ˊs, D-1ˊs, P-5ˊs) decreased by 33%
PositionsPositionsPositionsPositions
7
Total staff = 674 Total staff = 758
PHASE I What have we done?
PHASE I What have we done?
8
Female representation:2002: 52% of total staff 2009: 55% of total staff
From 2002 – 2009, female representation increased by 10% at the P05 grade level
GenderGenderGenderGender
Workforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile Continued
Total staff = 674 Total staff = 758
PHASE I What have we done?
PHASE I What have we done?
In 2009 FAO formula was approved for geographic representation balance
Workforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile Continued
Geographic Representation
FAO uses 4 factors:1. Level of posts: Points assigned according to the grade levels of posts per Member State
2. Contribution: Annual quota from Member States (55%)3. Membership: Equal number of posts per Member State (40%)4. Population: Population of each country (5%)
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Grade G01 G02 G03 G04 G05 G06 G07 P01 P02 P03 P04 P05 D01 D02Points 1 1.1 1.3 1.4 1.6 1.9 2.1 2 2.5 3 3.6 4.2 4.7 5
PHASE I What have we done?
PHASE I What have we done?
Ranges Points Status Ranges Points Status
CARICOM 166.6 - 333.3 161.1 Below 175 - 349.9 186.4 Within range
South America 243.9 - 487.9 656.9 Above 256.2 - 512.4 715.3 Above
Central America 89 - 178.1 142.4 Within range 93.5 - 187.1 152.0 Within range
North America 512.6 - 755.4 389.2 Below 538 - 792.8 370.1 Below
Region/Year 2002 2009
PHASE IWhat have we done?
PHASE IIWhat are we doing?
PHASE IIIWhat do we plan to do?
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HR ReengineeringHR Reengineering
Administrative and Financial Transparency
Administrative and Financial Transparency
Enhanced Efficiency and
Accountability
Enhanced Efficiency and
Accountability
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Reengineering critical HR Reengineering critical HR processesprocesses
Reengineering critical HR Reengineering critical HR processesprocesses
PHASE II What are we doing?
PHASE II What are we doing?
1. Contracting Mechanisms
Centralized and standards-based proceduresCentralized and standards-based procedures
More complete and accurate information on all GS/OAS human resources
More complete and accurate information on all GS/OAS human resources
Efficient and cost effective hiring processesEfficient and cost effective hiring processes
Reduce potential liability to the OrganizationReduce potential liability to the Organization
Equal compensation for equal job, under equal conditionsEqual compensation for equal job, under equal conditions
OBJECTIVES
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PHASE II What are we doing?
PHASE II What are we doing?
1. Contracting Mechanisms1 2 3 4 5
Contracting Mechanisms for HR Continuing Fixed-Term Determined Contract*
Local Contract
Independent Contractor
1 Career ServiceCareer Service N/A N/A N/A N/A N/A
2 Continuing ContractContinuing Contract
3 Fixed-Term Series AFixed-Term Series A
4 Fixed-Term Series BFixed-Term Series B
5 SOCSOC
6 SOC MAPPSOC MAPP
7 TrustTrust
8 AssociateAssociate
9 TSP
10 LP
11 CPRs
12 CPRs Special Mission
13 Temporary Conference Service
14 International Volunteers
Proposed
Curr
ent
13
*Determined Contract:-Trust: defined by the SG-SOC, SOC MAPP: defined by duration of the project-Associate: defined by the agreement between the GS/OAS and Governmental Agencies
PHASE II What are we doing?
PHASE II What are we doing?
2. Classification of Posts
Standardized procedures on classification and reclassificationStandardized procedures on classification and reclassification
Better workforce planningBetter workforce planning
OBJECTIVES
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PHASE II What are we doing?
PHASE II What are we doing?
2. Classification of Posts
Standardized job descriptions developedStandardized job descriptions developed
Three pilot projects currently in progress (DHR, SPA, SER) Three pilot projects currently in progress (DHR, SPA, SER)
New job title policy draftedNew job title policy drafted
ACHIEVEMENTS
15
PHASE II What are we doing?
PHASE II What are we doing?
3. Performance Evaluation
Results-based personnel management Results-based personnel management
Develop strong supervisory competencies Develop strong supervisory competencies
OBJECTIVES
16
Link individual contributions to mandatesLink individual contributions to mandates
PHASE II What are we doing?
PHASE II What are we doing?
3. Performance Evaluation
Development of an electronic performance evaluation systemDevelopment of an electronic performance evaluation system
Implementation of a Pilot Cycle (2009 – 2010) Implementation of a Pilot Cycle (2009 – 2010)
Training program for staff and supervisorsTraining program for staff and supervisors
76% of staff with objectives in the system76% of staff with objectives in the system
ACHIEVEMENTS
17
PHASE II What are we doing?
PHASE II What are we doing?
4. Grievance Process
Simplified and less time consuming processSimplified and less time consuming process
Creation of a conciliation phase to solve conflict between the involved staff
Creation of a conciliation phase to solve conflict between the involved staff
Creation of a mediation phase: Expert mediator involved to solve conflict
Creation of a mediation phase: Expert mediator involved to solve conflict
OBJECTIVES
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PHASE II What are we doing?
PHASE II What are we doing?
4. Grievance Process
Changes to General Standards proposedChanges to General Standards proposed
Revisions to grievance process draftedRevisions to grievance process drafted
Consultation underway with the Staff CommitteeConsultation underway with the Staff Committee
ACHIEVEMENTS
19
PHASE II What are we doing?
PHASE II What are we doing?
PHASE IWhat have we done?
PHASE IIWhat are we doing?
PHASE IIIWhat do we plan to do?
20
HR ReengineeringHR Reengineering
Administrative and Financial Transparency
Administrative and Financial Transparency
Enhanced Efficiency and
Accountability
Enhanced Efficiency and
Accountability
Implement a position control system
Implement a position control system
Simplify andRestructure Contractingmechanisms for human
resources
Simplify andRestructure Contractingmechanisms for human
resources
Canadian International Development Agency (CIDA)Canadian International Development Agency (CIDA)Cooperation ProgramCooperation Program2008-2011 Work Plan2008-2011 Work Plan
Institutional Strengthening and Capacity BuildingInstitutional Strengthening and Capacity Building
Conversion of the existing GS/OAS Human Resources practices and procedures to a standards-based HRMS
Conversion of the existing GS/OAS Human Resources practices and procedures to a standards-based HRMS
21
PHASE III What do we plan to do?
PHASE III What do we plan to do?
Configure position control system Configure position control system
Develop standardized job descriptions databaseDevelop standardized job descriptions database
Implement standardized job descriptions and job titles
Implement standardized job descriptions and job titles
Develop a single HR hiring systemDevelop a single HR hiring system
Integrate technology to modernize HR processesIntegrate technology to modernize HR processesIntegrate technology to modernize HR processesIntegrate technology to modernize HR processes
Integrate HR system to related Enterprise Management System (OASES)
Integrate HR system to related Enterprise Management System (OASES)
22
PHASE III What do we plan to do?
PHASE III What do we plan to do?
GS/OAS is engaged in reengineering of human resources practices as an essential element of the GS/OAS management modernization efforts.
Conclusion
Reengineered HR SystemReengineered HR System• Administrative Administrative
and Financial and Financial TransparencyTransparency
• Accountable Accountable and Standards and Standards
Based Based OrganizationOrganization
Reengineered Procurement, Reengineered Procurement, Accounting, Program Planning and Accounting, Program Planning and other key Management Elementsother key Management Elements
Secretariat for Administration and FinanceFebruary, 2010
Reengineering and Streamlining
Human Resources Management