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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
List of GPG SPMs developed (cont’d)
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)
List of GPG SPMs developed (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
List of GPG SPMs developed (cont’d)
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
List of GPG SPMs developed (cont’d)
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
List of GPG SPMs developed (cont’d)
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
List of GPG SPMs developed (cont’d)
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
Contents and format of the SPM
(cont’d)
• People Consulted
• Compiler
• Reviewer
• Approver
14
Document Approval
Contents and format of the SPM
(cont’d)
• Contents and page
numbers of the SPM
15
Table of Contents
Contents and format of the SPM
(cont’d)
• The Standard Procedure
Manual
• The Process
16
① Introduction
Contents and format of the SPM
(cont’d)
• Purpose
• Applicability
17
② The Scope
③ Departmental
overview
• Department overview
Contents and format of the SPM
(cont’d)
• Applicable functional
areas
• The value chain
• High level process
18
③ The Departmental
overview (cont’d)
Contents and format of the SPM
(cont’d)
• Activity box
• Decision box
• Input/outcome
• Process interface
• Start/End of process
19
④ Description of symbols
Contents and format of the SPM
(cont’d)
• Process overview
• Sub-processes
• Sub-process detail
• Process flow
• Process step detail
20
⑤ The Process
Contents and format of the SPM
(cont’d)
• Process overview
• Sub-processes
• Sub-process detail
• Process flow
• Process step detail
21
⑤ The Process (cont’d)
Contents and format of the SPM
(cont’d)
• Process overview
• Sub-processes
• Sub-process detail
• Process flow
• Process step detail
22
⑤ The Process (cont’d)
Contents and format of the SPM
(cont’d)
• Process overview
• Sub-processes
• Sub-process detail
• Process flow
• Process step detail
23
⑤ The Process (cont’d)
Contents and format of the SPM
(cont’d)
• Process overview
• Sub-processes
• Sub-process detail
• Process flow
• Process step detail
24
⑤ The Process (cont’d)
Contents and format of the SPM
(cont’d)
• Process overview
• Sub-processes
• Sub-process detail
• Process flow
• Process step detail
25
⑤ The Process (cont’d)
Contents and format of the SPM
(cont’d)
• Process overview
• Sub-processes
• Sub-process detail
• Process flow
• Process step detail
26
⑤ The Process (cont’d)
Contents and format of the SPM
(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
Contents and format of the SPM
(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