ACTIVITY HAND BOOK

2009/2010

DEPARTMENT OF SOCIAL SERVICES

Northern Province.
 Activity Handbook 2009/2010
ACTIVITY HAND BOOK
Department of Social Services, NPC. -2009/2010
Subject/Sector Process Activity Responsibility Achievements Complementary
Activities & Co Time Frame
Category Key Processes How Who with whom Outputs Outcomes Responsibility
1. General Provide Vision Statement Awareness created Review by NP As early as
Set Vision Director, Staff
Management Leadership Prepared about Department aim Secretaries Committee possible
Assess Organizational
Awareness created Review by NP As soon as possible
Environment and Director, Senior Value statement of the
among staff to adopt Secretaries and Review
Define values of the Staff Department created
values Committee Annually
Department
Apply dept. culture and Awareness created Review by Secretary, As soon as possible
Director, Senior Dept. culture and
identify programme among staff to adopt M/Local Government and Review
Staff strategy formulated
strategy operation values, strategy & Social Welfare, NP Annually
Awareness created to
Define Mission and Director, Senior Mission and Goals
stakeholders about Annually
Goals Staff statements identified
activities
Director (Social Priority action
Formulation of
Welfare) Senior Strategy formulated identified for the Annually
Strategies
Staff department and Region
As early as
Identity key success Director, Senior Performance indicators Performance indicators Review by the
possible Annual
factors and indicators Staff defined achieved Secretary/RR
Review
Performance reviewed Review by Secretary,
Director, Senior Review Meetings Continuous
Give feedback to staff and identified future M/Local Government
Staff conducted Process
action & Social Welfare, NP
Establish Learning Learning facilities Continuous
Director, Staff Better performance
Environment given to staff Process
Review by Secretary,
Worked collectively as Better Co- operation Continuous
Develop Team sprit Director, Staff M/Local Government
team Assured Process
& Social Welfare, NP
Review by Secretary,
Motivate and Create opportunity for Director, Senior Best practices on Collective action
M/Local Government Annually
inspire collective action staff Group action adopted achieved better results
& Social Welfare, NP
Review by Secretary,
Facilitate collective Director , Senior Best Practices on All parties understood
M/Local Government Annually
action staff Group action adopted the responsibilities
& Social Welfare, NP
Department of Social Services, Northern Province Page | 1
 Activity Handbook 2009/2010
Subject/Sector Process Activity Responsibility Achievements Complementary
Activities & Co Time Frame
Category Key Processes How Who with whom Outputs Outcomes Responsibility
Identify the Review by Secretary,
Mobilize Stakeholders are Stakeholders support is
Stakeholders Director, staff M/Local Government Annually
support identified assured
& Social Welfare, NP
Formulate Stakeholders Review by Secretary,
Director , Senior Collective working Stakeholders/partner
and Partners working M/Local Government Monthly & yearly
staff environment created support is assured
arrangements & Social Welfare, NP
Review Department Departmental function
Institutional Director , Senior Organization structure Continues
function and understood -
Development staff updated Process
organizational structure
Review delegation of Director, Senior Power and functions Responsibility fixed on
- Annually
functions staff are delegated officers
Staff, public known the
Director, Senior Updated Department Continues
Re- issue of circulars activities and -
staff circulars Process
procedures
Adopt/Review Director, Senior Organizational activities Continues
Rules updated -
Department rules staff streamlined Process
Formulation Succession Director, Senior
Updated plan statement Performance improved - Annually
plan staff
Assess Cadre Requirement is Review by Secretary, As soon as possible
Director, Senior Staff requirement
requirement of identified M/Local Government and reviewed
staff updated
Department & Social Welfare, NP annually
Review by Secretary,
Director, Senior Service performance Continues
Filling Cadre Vacancies Vacancies filled M/Local Government
staff improved Process
& Social Welfare, NP
Review by Secretary,
Prepare Application for FR 71 Applications As and when
Director , Staff Cadre approved M/Local Government
approval of cadre prepared required
& Social Welfare, NP
Review status of office
Action taken for Review by Secretary,
equipment /vehicles/ Director , Senior Board of Survey
disposal /write M/Local Government Annually
Machineries and staff reports prepared
off/repair /procurement & Social Welfare, NP
movable assets
Review by Secretary,
Define service Delivery Service Delivery Service delivery
Performance Director ,Staff M/Local Government
performance standards Performance assessed performance increased
& Social Welfare, NP

Department of Social Services, Northern Province Page | 2

 Activity Handbook 2009/2010
Subject/Sector Process Activity Responsibility Achievements Complementary
Activities & Co Time Frame
Category Key Processes How Who with whom Outputs Outcomes Responsibility
Define Departmental As soon as possible
Expectations Awareness created of
expectation from all Director ,Staff - and reviewed
formulated what is to be done
individual staff annually
Prescribe Milestones
Benchmarks and output Director ,Staff Targets prepared Performance increased - Quarterly
indicators
Prepare responsibility Director , Senior Job Description Responsibility achieved - Annually
chart staff provided
Preparation of Activity
Activity chart and duty Responsibilities fixed
Chart and Duties Lists Director ,Staff - Annually
list given to all officers on all officers
of all staff.
Facilitate exchange of Director ,Senior Technology and
knowledge transferred Performance uplifted MDTD
knowledge staff
to the Organization
Director, Senior Motivation activities Environment for better
Motivate subordinates - Annually
staff introduced performance created
Secretary, M/Local
Establish performance Appraisal System Performance of staff
Director , Staff Government & Social Annually.
appraisal system introduced improved
Welfare, NP
Establish staff Director , Senior Staff supervision Better control of staff
Continuous process
supervision staff system applied used
Conduct disciplinary Director , Senior Secretary, M/Local
Staff Disciplinary inquiry Offenders punished and As and when
inquires and make staff Government & Social
Discipline reports prepared discipline is maintained required
orders Welfare, NP
Stakeholders
Conduct regular staff
Coordination Director ,Staff Decisions taken contributed to solve - Monthly.
meeting
problem and issues
Attend/central Ministry Director, Senior partnership support
Decisions taken -
coordination meeting staff from central received
Report to appropriate List of key
Director ,Senior Supported at an
authorities in any organization to be -
staff Emergency
emergencies informed
Information Collect information Information collected Facilitated for Continues
Director , Staff for organization Chief Secretary/M/LG
Management establish and maintain Development Process
activities
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 Activity Handbook 2009/2010
Subject/Sector Process Activity Responsibility Achievements Complementary
Activities & Co Time Frame
Category Key Processes How Who with whom Outputs Outcomes Responsibility
MIS
Public informed
Provide information to Director , Senior Periodical Reports Continues
activities of the -
public staff published Process
Department
Provide updated
information and
Capacity Improved skill and Continuous
exchange the Director, Staff Performance improved MDTD
Building knowledge Progress
knowledge and skill of
employees
Provide facilities to
Improved skill and Staff received Continuous
employees in career Director, Staff MDTD/SLIDA
knowledge promotion Process
development
Chief
Provide Training in Continuous
Director, Staff Improved skill Performance improved Secretary/Secretary
office automation Progress
PPA
Provide opportunities Chief When ever
Developed skill and Performance of staff
for foreign professional Director, Staff Secretary/Secretary Opportunity
knowledge increased
training PPA Comes
Assess Medium-term
Financial demand for service Director, Senior Medium term need Review by
Budgeting Resource received Annually
Management provided by the staff report prepared DCS(Finance)
Department
Assess review capital Annual forecast of Capital and recurrent
Director, Senior
and recurrent capital and recurrent expenditure need DCS Finance Annually
staff
expenditure needs expenditure identified fulfilled
Assess Financial need
Director, Senior Annual Budget Fund received for Deputy Chief Secretary
and prepare annual Annually.
staff prepared activities (Finance)
Budget
Prepare statement of
Annual Imp rest Funds received for
Annual imp rest Director, Staff DCS Finance Annually
Statement prepared expenditure
requirement
Fund received for Monthly
Prepare monthly imp Monthly Flash report Deputy Chief Secretary
Director, Staff expenditure
rest statement prepared finance

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 Activity Handbook 2009/2010
Subject/Sector Process Activity Responsibility Achievements Complementary
Activities & Co Time Frame
Category Key Processes How Who with whom Outputs Outcomes Responsibility
Expenditure Establish financial Director, Senior Established financial Financial control Deputy Chief Secretary
Annually
Management management system staff management system improved Finance
Establish /review
financial management Director, Senior Statement of financial Understood the
DCS finance Annually
delegation within staff delegation prepared financial limit
department
Establish good Director, Senior Established Review by DCS
Transparency ensured Annually
procurement practices staff Procurement Practice (Finance)
Constitute procurement Director, Senior Approved Procurement Streamlined
DCS (Finance)S/RR Annually
committee staff committee procurement
Re issue circular Staff knowledgeable on
Director, Senior Secretary A and When
instructions and Re-issued circulars accounts matters
staff PPA/DCS(Finance) required
guidelines increased
Maintain up-dated Votes ledger & Funds managed Continuous
information or recurrent Director/ Acct. financial statements DCS (Finance)
effectively Progress
and capital expenditure updated

Ensure proper use of Votes Ledger financial Achieved financial

Director/ Acct. Deputy Chief Secretary Annually
funds statements updated target
Finance
Appropriation Prepare Annual Annual A/C. Statement Annual income and
Director/ Acct. DCS (Finance) Annually
Accounts Accounts statement prepared expenditure accounted
Monitoring
and Review capital and Expenditure report Financial performance Continues
Director/ Acct. DCS (Finance)
expenditure recurrent expenditure prepared monitored Process
review
Review bank
reconciliation advance
account activity Monthly financial
Director/AO/Acct. Funds controlled Monthly
advance to public statement prepared
officers and deposit
account.
Maintain financial
Director/AO/Acct. Internal Audit reported Funds used effectively Periodically
discipline
Update information on Director/AO/Acct. Updated information Financial discipline is Secretary PPA/DCS Continues

Department of Social Services, Northern Province Page | 5

 Activity Handbook 2009/2010
Subject/Sector Process Activity Responsibility Achievements Complementary
Activities & Co Time Frame
Category Key Processes How Who with whom Outputs Outcomes Responsibility
general treasury on financial discipline maintained (Finance) Process
circulars inland revenue
circulars for
implementation.
Reviews provincial
guidelines on
Development formulation
Updated guidelines for Service delivery Chief Secretary/DCS
Programme & implementation and Director/AO/Acct. Annually
service delivery improved (Planning)
Service coordination of plans
for Provincial service
Delivery
Secretary, M/Local
Review sectoral service Service delivery Service delivery
Director/AO/Acct. Government & Social Annually
delivery responsibility responsibility fixed provided effectively
Welfare, NP
Update Guidelines on Service delivery Secretary, M/Local
Updated guideline for
formulation of sect oral Director/AO provided effectively Government & Social Annually
service delivery
service delivery plan Welfare, NP
Prepare medium term Medium term service Medium term service
Director/AO DCS (Planning) Annually
service delivery plan delivery plan prepared delivery is prioritized
Prepare Annual Annual implementation Annual Service delivery
Director/AO DCS (Planning) Annually
implementation plan plan prepared Prioritized
Review delegation of Statement of delegation Responsibility of
Director/AO Annually
functions of functions prepared officers is fixed
Mobilize resource
Development support for financing Allocation and funds Funds for investment
Director/AO DCS (Finance) Annually
coordination medium-term service received given
delivery plan
Obtain service Procurement
Follow up procurement Transparency As and when
for Director/AO/Acct committee decision S/RR &R
procedure ensured required
Development implemented
obtaining Progress
Monitoring Reports & Meeting Activities completed Months &
report and conduct Director/AO DCS (Planning)
Progress minutes prepared timely Quarterly
review meetings
Progress Review implementation Director/AO Progress and status Service delivery is DCS (Planning) Quarterly
Department of Social Services, Northern Province Page | 6
 Activity Handbook 2009/2010
Subject/Sector Process Activity Responsibility Achievements Complementary
Activities & Co Time Frame
Category Key Processes How Who with whom Outputs Outcomes Responsibility
Review status and update report prepared improved and updated
service delivery
improvement plan
Register Elders home & Service organizations
Homes & Volunteers As and when
Legal Services Volunteer Director/AO streamlined DSS/SSOs
organizations registered required
Organizations
Payment of Public
Service Director Financial assistance
Assistance monthly Life improved DSS/SSOs Continues Process
delivery /Acct/SSOs received
Allowance
Assisting the homes for Director Monthly payments Disabled and Elders are
DSS/SSOs Continues Process
Disabled and Elders /Acct/SSOs received by homes looked after well
Providing support
Director Disables enjoyed
equipment to the Equipments supplied DSS/SSOs Continues Process
/Acct/SSOs normal life
disabled
Assisting people
Director Monthly payments
suffering from Life improved DSS/SSOs Continues Process
/Acct/SSOs received
contagious disease
Meals,
Director
Maintains the state Accommodation & Elders enjoyed happy
/Superintendent DS/SSOs Continues Process
elders home at Kaithady Health care provided to life
staff of Home
elders
Elders are recognized &
Issue of Elders identity Elders Identity cards
Director/AO/SSOs given priority in service DSS/SSOs Continues Process
cards issued
delivery
Relief payments given Properties damaged by
Director
Providing casual relief to people affected by natural disaster are DSS/SSOs Continues Process
/AO/Acct/SSOs
natural disaster rehabilitated
Providing lively hood Self employment
Director PAMA recipients are
assistance to PAMA activities are started by DSS/SSOs Continues Process
/AO/Acct/SSOs rehabilitated
recipients PAMA beneficiaries

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