GUIDELINES FOR UNDERTAKING MANUAL DEVELOPMENT ASSIGNMENT

1.

Before Undertaking Assignment A. Confirm or verify Terms of Reference This involves getting a clear specification and an understanding of what is to be done so that both the requestor and the writer of the manual are on the same page. B. Ensure acquaintance with Previous Manuals. C. Files Manual Open a manual file for the manual using a letter-size file jacket and a treasury tag. This file will be used for the filing of all printed correspondences, memos and other relevant documents from the start of the assignment until the end. Soft Copy Create a folder on the desktop which will contain the work plan, the draft manual and typed correspondences. D. Develop a Work Plan - The work plan is the plan of action for developing the manual. It outlines how youre going to do it. To do a work plan, the analyst needs to: List the tasks and activities needed to complete the manual (example research phase, writing draft, submission of first draft, amendments, pre-approval meeting etc.) Determine the time for each task making provision for eventualities Prepare a detailed work schedule of activities Determine the reporting process Discuss same with supervisor and both should agree on it

2. Undertaking assignment Before undertaking assignment, ensure acquaintance with the previous Manuals. involves a number of processes: Manual development

Forms, Manuals & Procedures Unit

September 2009

A.

Stakeholder Identification - First of all, the analyst should seek to A contact list with the stakeholders

identify the stakeholders involved and obtain their contact numbers as well as their email addresses. names, telephone numbers and email addresses should be located at the front of the file folder. The analyst should also identify persons they will need to interview (be familiar with effective interviewing techniques) and give them adequate notice before setting up appointments. B. Research and Analysis - Secondly, the analyst will start the

research aspect in which he/she will collect all available material relating to the subject. This include: legislations, policy documents, in house memos and any other existing material which can be used as a guide or background information. All material should be validated to ensure information is current and accurate. In analysing the material collected, note that the manual can be broken down into different phases so that you will not be overwhelmed with the big picture. Sections 1-3 can be phase one and Sections 4 6 phase two and so on. This will allow you to write the manual on a phase by phase basis. C. Outline Development - Thirdly, develop an outline of the manual. For example Section 1 will cover Introduction, Background Information, Objectives, Approach and Acknowledgement. Section 2 will cover Legal Framework. Section 3 will cover Structure and Organization and so on. Each manual however, will have its own unique Section Headings which will allow for proper organization of the material. D. Writing phase In preparing a first draft, note the following: Ensure that you plan the manual properly, know what you are going to say before you say it and then say it in an organized manner. Each manual should contain the following Sample Sections at the front: Preface, Keeping the Manual Up-To-Date, History of

Forms, Manuals & Procedures Unit

September 2009

Amendments, Table of Contents, Appendices and List of Abbreviations (example, see any Tax Administration Manual developed by Forms, Manuals & Procedures Unit) Follow the standards outlined in the Tax Administration

Policy Manual paying close attention to Standard Contents, Page Design and Layout. E. Preliminary Review Meeting - A preliminary review meeting should be arranged with stakeholders towards the end of writing the first draft. This date should be communicated to your supervisor. In setting the date, make allowance for review of the manual by your supervisor as well as for amendments after review and circulation to stakeholders prior to meeting. In addition, proper arrangements should be made for meeting which should include: booking of venue, refreshments, laptop and projector if necessary. 3. Before Submitting Assignment - Do a final proofing of the 1st draft of the manual before submission for review by supervisor. This involves reading through the manual with a view to perfecting it. You will need to ensure that: The Table of Contents corresponds with the headings and Appendices appear in numerical order and according to

numberings in the manual. Sections, and corresponds with the List of Appendices. Words are spelt correctly and grammar is accurate. File with source documents are together for submission with Cover memo for submission of assignment for review is manual to supervisor. attached. 4. After Receiving Reviewed Manual

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 Start making amendments to manual based on Supervisors review. If you have a concern or a disagreement as it relates to an amendment, discuss the matter with the Supervisor. Upon completion of the amendments, ask the other analyst to assist in double checking them to ensure that all the amendments are completed and are accurate. Re-submit amended manual to Supervisor under cover memo stating amendments have been completed. 5. Preparing for Pre-approval Meeting Ensure that: All stakeholders have the same and the most up-to-date version of the manual by emailing them a PDF or protected copy before the meeting. Proper arrangements are made for meeting which should include: booking of venue, refreshments, laptop and projector if necessary. All stakeholders are notified about the date of meeting, venue, time and that a copy of the manual for discussion was sent to their email. 6. Pre-approval Meeting At meeting, take note of the following: The names of the stakeholders in attendance. The changes agreed on to be made to the manual. 7. Final Amendments At this stage of the process, it is very important to ensure that the integrity of the manual so far developed and reviewed is maintained in relation to its content. As such: Two (2) persons should be present when these amendments are been made. A check mark should be used to indicate the completion of each amendment to eliminate error of omission.

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September 2009

 A List of Amendments should be created to show all the changes that were made subsequent to the pre-approval meeting. 8. Final Submission to Supervisor Do a final proofing of this draft to ensure that everything is in order. (Repeat Number 3 above) Submit manual with the List of Amendments and cover memo.

Forms, Manuals & Procedures Unit

September 2009