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24 JANUARY 2011

Presentation to the Portfolio Committee on Agriculture, Forestry and Fisheries Organisational Structure Roll-out P roject. 24 JANUARY 2011. Agenda. Introduction DAFF’s New Organisational Structure Overview of the Placement Process Next steps. Agenda. Introduction

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24 JANUARY 2011

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  1. Presentation to the Portfolio Committee on Agriculture, Forestry and Fisheries Organisational Structure Roll-out Project 24 JANUARY 2011

  2. Agenda Introduction DAFF’s New Organisational Structure Overview of the Placement Process Next steps

  3. Agenda Introduction DAFF’s New Organisational Structure Overview of the Placement Process Next steps

  4. Introduction - Background DAFF has seen the transfer of the Forestry and Fisheries functions from the previous Department of Water Affairs and Forestry and the Department of Environmental Affairs and Tourism respectively, to the Department of Agriculture DAFF has acquired a new mandate DAFF’s operational and legislative mandate is extensive: • Operationally, the shift in mandate calls for the establishment of an effective developmental institution with the capability to address sector challenges and growth in an intelligent and proactive manner; and • Legislatively, the DAFF is presently administering a significant number of Acts in the sectors it is responsible for The Department has decided to undertake a review of the current organisational design and create a proposed option to facilitate integration, which received concurrence from the Department of Public Service and Administration (DPSA)

  5. Organizational design – macro level and detailed level design Introduction - Overview of the Realignment Role profiling and job evaluation Realignment strategy, objectives and mandate Placement approach and strategy Implementation of placement process New look DAFF

  6. Agenda Introduction DAFF’s New Organisational Structure Overview of the Placement Process Next steps

  7. DAFF – Executive Structure

  8. DG CD: Executive Support CORPORATE SERVICES CHIEF FINANCIAL OFFICER STAKE- HOLDER RELATIONS , COMMUNICATIONS & LEGAL SERVICES POLICY, PLANNING & MONITORING & EVALUATION ECONOMIC DEVELOPMENT, TRADE &, MARKETING FOOD SECURITY & AGRARIAN REFORM AGRICULTURE PRODUCTION, HEALTH & FOOD SAFETY FORESTRY & NATURAL RESOURCES MANAGEMENT FISHERIES MANAGEMENT DAFF Branches

  9. Office of the Director General

  10. Branch: Corporate Services

  11. Branch: Chief Financial Office

  12. Branch: Stakeholder Relations, Communication & Legal Services

  13. Branch: Policy Planning & Monitoring & Evaluation

  14. Branch: Economic Development, Trade & Marketing

  15. Branch: Food Security & Agrarian Reform

  16. Branch: Agricultural Production, Health & Food Safety

  17. Branch: Forestry & Natural Resources Management

  18. Branch: Fisheries Management

  19. Agenda Introduction DAFF’s New Organisational Structure Overview of the Placement Process Next steps

  20. Placement Placement New Structure New Structure Old Structure Old Structure Overview of the Placement ProcessWhat is placement? Placement involves: The placement or repositioning of employees from one post or position in an existing organisational structure to another position in a new structure within the employer A focus on the principle that staff follow the function they fulfil within the old structure, into the new structure placement

  21. Overview of the Placement ProcessRegulatory Framework The matching and placement of the SMS employees will consider the following regulatory framework: Public Service Act, 1994, as amended (PSA); Public Service Regulations, as at 2008; The Labour Relations Act, 66 of 1995; The Senior Management Service Handbook, 2003; Resolution 4 of 1998 – Management Plan for Restructuring Actions (Organisational Restructuring, Retrenchment, Redundancy) within the National Department of Agriculture in terms of the Labour Relations Act, No 66 Of 1995 (only if applicable); and DPSA’s Guide on Transformation and Restructuring, 2006.

  22. Fair and transparent process Ensure uninterrupted and orderly service delivery Employment equity considerations Principles Employment security and skills retention are priorities Prioritize the placement of existing employees Place suitably qualified employees in positions Communicate regularly with employees Placement will not be used as a mechanism for promotion Acting and seconded positions treated as vacant posts Overview of the Placement Process: Principles and objectives

  23. Overview of the Placement Process: “Classification” Defining the extent of change to posts Placement is underpinned by the extent of change of a post when comparing the old and new structures It is important to define what “change to a position” means: Every position has inputs and outputs • A change to a positionis determined by assessing the changes to: • both the inputs (using competency profiling assessment); • the outputs (comparing the old and new outputs through a weighting process) COMPETENCIES/ INPUTS (HOW?) OUTPUTS (WHAT?) Describes the knowledge, skills and behaviours required to deliver successfully Describes the required outputs of the positions

  24. Overview of the Placement Process: Outcomes of the placement process No or minor change to position inputs and/ or outputs Direct placement of current incumbent Major change to position inputs and/ or outputs Competitive placement Advertise position internally Placement decision New, vacant/ acting or seconded position position Competitive placement Screen and shortlist Competency based interview No/minor change but reduced number of posts Competitive placement Employee may be potentially affected and therefore incumbent may then consider available options – including applying for competitive posts etc. Redundant position

  25. Overview of the Placement Process:Objections • SMS members aggrieved at any decision regarding their placement or displacement, or any aspect of the placement process in general, may refer their objection to the Minister (or such other person or panel delegated to do so by the DG, other than those persons involved in the initial placement decision) • The Minister must make a written determination that either upholds or rejects, in whole or in part, the objection • The Minister may secure the services of any other person (s) to carry out or assist her in the objections process – this will be done through the Objections Panel • The Minister may call upon the parties concerned, and any other relevant persons, to make oral or written representations, as deemed appropriate in the circumstances • The objection must be lodged within 5 working days of the aggrieved manager receiving written notification or publication from the DG of the placement decision • The Minister should, as far as reasonably possible, consider the objection within 7 working days from the date of receipt of the objection

  26. Overview of the Placement Process: Displaced SMS members If SMS members are not initially placed into the new organisational structure, the following mechanisms may be available: • Corporate “pool” – with a lifespan of a maximum of 6 months • Re-skilling (where appropriate) • Redeployments and/or Transfers – to other posts, other Departments and entities and/or other spheres of government • Voluntary Separation Packages (VSPs – employee-initiated) • Early retirement

  27. An Overview Of Project Progress DPSA concurrence Proposed organisational design Revised organisational mandate and strategy Classification of posts New post Redundant post Major change Minor change Development of job profiles Validation of job profiles Evaluation of job profiles Validated, graded posts Completed on 25 October 2010 1 October 2010 DG in-principle sign off on Placement Framework DG & Ministerial sign off Completed on 3 December 2010 29 Nov 2010 Finalisation of engagement processes on Placement Framework 1 Dec 2010 Final DG approval of Placement Framework Completed on 2 & 3 Dec 2010 Placement Panel finalised on 5 & 13 Jan 2011 Placement Panel convenes and makes placement decisions – DG chairs Panel

  28. Impact Of The Placement Process (First Round) – Summary

  29. Impact Of The Classification Process – Per Branch

  30. Impact of the Classification Process – Per Level

  31. Agenda Introduction DAFF’s New Organisational Structure Overview of the Placement Process Next steps

  32. Next stepsImplementing the placement process Presentation to Portfolio Committee Presentation to Oversight Committee Finalization of placement letters 1-on-1 consultations with affected staff Placement letters distributed SMS briefing meeting – briefing on next steps, important dates, objections procedure Direct placements settled into structure Competitive placement process kicks off

  33. QUESTIONS?

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