The South African Department (C&S)

Transcription

1 SECTOR PLAN 12: CORPORATE AND SHARED SERVICES Introduction The Department has recently been restructured with the result that the following functions are no longer the responsibility of Corporate and Shared Service, according to the new high-level institutional redesign of the City: Valuation Services Corporate GIS Legal Services HIV/Aids. Furthermore, the Department revisited the primary structure and services and subsequently established a fully-fledged directorate for Labour Relations in order to adequately address labour and change management challenges in the City. In addition, the department was renamed Corporate and Shared Services (C&SS). The latest adjustment of the City s structures provided a new major challenge for the Corporate & Shared Services Department in that it had to provide support services aimed at ensuring a smooth and seamless transition. Currently, the Department is responsible for delivering the following primary functions: Human Resource Shared Services Occupational Health & Safety Facilities Management & Maintenance Finance, Fleet & Contract Management Administration & Support Labour Relations. Vision Statement C&SS intends to be an effective and efficient strategic support service that meets the standards of a world class African city, to all business units in the City of Johannesburg. Mission Statement C&SS strives to enable the City of Johannesburg to become a world class African city by rendering a range of support services and by assisting all stakeholders of the COJ 3 in an excellent, efficient and professional manner. Business Scope In summary, the relevant directorates of the Department are responsible for rendering the following primary services to internal business units of the city: Human Resources Shared Services Human Resources Shared Services provides the following human resources services to the business units: Talent Acquisition 252

2 Shared Services Organisational Development Human Capital Development Remuneration & Systems Development Field Services. Labour Relations Provides Labour Relations Services citywide that include: Dispute Management Conflict Resolution Collective Bargaining Labour Peace Strike Management. Occupational Health and Safety Provides Occupational Health and Safety Services citywide: COID Administration Employee Assistance Programme. Facilities Management and Maintenance Provides a building Management and Maintenance Service in compliance to relevant legislation and best practice for the COJ. Finance, Fleet and Contract Management Provides a financial management and accounting service to Corporate and Shared Services Directorates, and: Provides a Fleet Management Services to core cunctions and regions Provides a fleet contract management service citywide. Administration and Support Provides a logistics, archive, printing and administrative service to core functions and regions. 253

3 SECTOR PLAN 12: CORPORATE AND SHARED SERVICES FIVE-YEAR STRATEGIC Compliance to legislation, policies, regulations and procedures. A prioritised list of key risks, properly specified and mitigated. No cases of fraud and/or corruption. Maximise fleet availability and utilisation. All City of Johannesburg buildings to be inspected regularly to ensure 100% compliance with the Occupational Health & Safety Act. FIVE-YEAR IDP PROGRAMMES AND KEY PROGRAMME Risk Management, GAMAP, GRAP & contract compliance programmes, including ongoing reporting, business / abuse and fraud risk, and Contract Training and Contract Continuity Programme. Fleet management and compliance programmes. Occupational Health and Safety programme. E-learning programme. Identification and assessment of business risks. Implementation of effective control measures to mitigate the risks. Implemented GAMAP and GRAP compliance programmes. No audit queries, unauthorised, irregular, fruitless and wasteful expenditure; Developed Contract Compliance Monitoring & Evaluation Framework, Monitoring & Evaluation system, Reporting framework; and Quarterly and annual review reports. Equip all vehicles with on-board computers (VMTs) to monitor and report on the misappropriation and abuse of vehicles; Manage and report on fleet contract compliance to maximise fleet availability and utilisation; and Ensure that the COJ and fleet service provider comply with the Fleet Outsource Services agreement. Maintain a schedule of rigorous inspection of all COJ buildings; and Develop and implement mitigation strategies. Establish and roll-out of an interactive electronic web-based learning and assessment capability for OHASA. 254

4 FIVE-YEAR STRATEGIC % of City buildings upgraded to be accessible for people with disabilities. FIVE-YEAR IDP PROGRAMMES AND KEY PROGRAMME Disability access programme. Develop new access points in a targeted number of City buildings; Maintain specialised equipment and infrastructure that facilitates disabled access; and Explore new innovations that enable improved access for the disabled, pilot and scale up where appropriate. New public conveniences developed and existing ones maintained at world standards. Public conveniences programme. Audit existing public conveniences and survey the demand of communities in key areas to determine the need for new public conveniences; Audit conveniences to determine maintenance, upgrade and safety needs; Identify hot spots where there may be a need for new public conveniences, and ensure that these are constructed to meet the growing demand in the City; Assess cleaning and maintenance requirements of all conveniences against level of staffing and resources currently allocated to meet these requirements; Ensure regular cleaning and maintenance; and Where necessary, undertake targeted strategies to reduce vandalism. 255

5 FIVE-YEAR STRATEGIC 100% compliance with signed SLAs to ensure a clean, healthy and safe environment at the Metro Centre, for both employees and members of the public. A complete and innovative HR service rendered to all employees of the CoJ at a high level of satisfaction (staff satisfaction levels to be monitored through annual climate surveys). FIVE-YEAR IDP PROGRAMMES AND KEY PROGRAMME Clean and safe Metro Centre programme; and Business continuity risk/safety assessment programme for the highest physical risks identified within the Metro Centre. HR and Shared Services Centre Development Programme. Strategic HR Transformation Programme. Maintain the cleanliness of the Metro building to ensure a high level of convenience and satisfaction of all users; Address any and all identified risk areas to ensure ongoing compliance with the Occupational Health & Safety Act; Through a range of measures (including improved surveillance and guarding of all entrances), reduce theft at the Metro Centre; and Introduce electronic access facilities at the Metro Centre. Implement the pilot phase of the HRSSC to test efficiencies; Centralise all transactional human resources functions into the HRSSC at the Metro Centre and render a comprehensive one-stop service to all employees of the City; and Move to provide a platform for a range of transactional HR services (e.g. leave form transactions) to be provided on-line. Assess skills levels and ensure skills development; and Maintain Bursary, Internship and Learnership programmes, implement career pathing and succession programmes, develop staff attraction and retention strategy, ensure provision of change management programme, manage organisation structuring, staffing and remuneration, and establish/ maintain employment equity and gender mainstreaming strategies. 256

6 FIVE-YEAR STRATEGIC A complete and innovative HR service rendered to all employees of the CoJ at a high level of satisfaction (staff satisfaction levels to be monitored through annual climate surveys, continued). Higher levels of internal client satisfaction in respect of all administrative support services. FIVE-YEAR IDP PROGRAMMES AND KEY PROGRAMME Upgrading of SAP HR. Integrated LR management and administrative support systems (citywide). Enhancement of administrative and logistical services. Roll-out of COJ MTN cell phone contract. Full automation of SAP/R3 that includes user acceptance and integration testing, as well as compilation of training material and actual training of all staff. Development and finalisation of implementation of SAP LR case management database; Set-up of research and analysis facility that includes trend analysis, establishment of benchmarks and development of products and services. Reduction of logistical turnaround times and utilisation of BEE service providers for provision of food and beverage services. Establishment and maintenance of SLAs for new service provider and roll-out of applicable administrative processes. Outstanding issues regarding the appropriate delegation or centralisation of key service functions fully resolved. Re-engineering of COJ Printing facility and services. Shared Service Facility Management & Maintenance Programme. Determine benchmarks on provision of printing services, develop turn around strategy for improvement, implement and assess service results. Develop, establish, implement and maintain shared services operating procedures, systems and institutional framework for delivering Facility Management & Maintenance Services for the City. 257