HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT
Operational Plans 2009-2010
POLICY |
OBJECTIVES |
STRATEGIES |
MAJOR TASKS/TARGETS |
PERFORMANCE MEASURES/ |
PHYSICAL TARGETS/RESOURCES NEEDDED |
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QUARTER 1 |
QUARTER 2 |
QUARTER 3 |
QUARTER 4 |
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To ensure that developments in Agriculture are supported by an adequate supply of Human and Organizational Resources and to develop and maintain relevant policies, Systems and Procedures in a manner that will enhance efficiency and effectiveness of performance. |
To ensure that competent Human Resources are provided to fill critical vacancies in accordance with the Ministry’s needs and Government Policy. |
Maintain an adequate level of Human Resources, sufficiently diversified in expertise to meet all corporate needs. |
Identify all human resource needs with the Ministry of Agriculture |
Human Resource needs identified and prioritized by June 30, 2009 |
Review established posts against organizational needs |
On going |
On going |
On going |
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Identify and prioritize all critical vacancies |
Number of critical vacancies kept within 10% of the establishment |
Identify and prioritize critical positions to be filled |
On going |
On going |
Ongoing |
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Fill all vacancies using the most suitable method of recruitment |
80% of critical vacancies filled within six (6) months |
Fill vacancies |
On going |
On going |
On going |
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Provide orientation to new members of staff on assumption of duties |
Orientation provided within the first week of assumption of duties |
On going |
On going |
On going |
On going |
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Attract, develop and retain a cadre of staff of the highest quality |
Executive established recruitment and selection procedures |
The most suitable candidates are recruitment, selection, transfer, assignments promotion or appointment to relevant posts |
Most appropriate selection method utilized to fill vacancies |
On going |
On going |
On going |
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Properly administer Staff Benefits |
Properly administer the Leave Management System in order to minimize operational disruptions |
Monitor, maintain and coordinate the leave entitlement records of all employees |
90% of vacation leave records fully updated by March 2008 and certified for accuracy and completeness |
Update and circulate Leave Roster |
Update Vacation Leave Records |
On going |
On going |
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Modernization of the Human Resource Leave process |
Human Resource Leave computerized and readily available |
Liaise with ICT for formulation of programme |
On going |
On going |
Needs identified and requests made for |
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100% Departmental Leave updated by December 5, 2009 |
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100% of employees informed in writing of leave eligibility upon request |
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No substantial complaints contesting the accuracy and response time of the Leave Management System |
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Properly administer the Pensions/ |
Request information on officers who will attain age 59 years during Financial Year 2008/09 |
Information received and submitted to the Office of the Services Commissions by end of March 2009 |
Period of Service Records retrieved and updated |
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Administer the payment of increments to staff based upon satisfactory Performance Reviews |
Submit approval for payment to Finance and Accounts Division |
Approval submitted within seven (7) days of receipt |
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Maintain up-to-date Personal Records of staff |
Request personal information in keeping with Staff Order 2.1 (a) in order to update Personal Records
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Personal Records of staff updated by end of the 4th Quarter |
Information requested and records updated |
On going |
On going |
Updating of records completed |
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Provide information on request of staff to Financial Institutions and Embassies |
Prepare job letters with relevant information |
Letters prepared within three (3) days of receipt |
On going |
On going |
On going |
On going |
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To ensure the orderly conduct of the workforce of the Ministry |
Properly administer the Disciplinary and Grievance Management process of the Ministry |
Inform members of staff of the Ministry’s Disciplinary Code, Code of Conduct and various aspects of the Staff Orders and public Service Regulation |
90% of employees surveyed feel that they are kept award, in a timely manner about the conduct and acceptable behaviour expected at the workplace |
Communicate to member of staff located at the Head Office and outstations information contained in the Staff Orders and Disciplinary Code |
On going |
On going |
Survey conducted |
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Keep a full and accurate account of serious infractions and recommend appropriate disciplinary responses |
All disciplinary matters referred to the Disciplinary Committee for action |
Ensure that thorough investigations are carried out |
Ensure that thorough investigations are carried out |
Ensure that thorough investigations are carried out |
Ensure that thorough investigations are carried out |
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No substantial complaints contesting the fairness and/or transparency of the Disciplinary & Grievances Management Process |
Present findings in a clear unambiguous manner so that recommendations are perceived to be fair and dignity of individuals maintained |
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Review Monthly Attendance Reports on attendance of staff and take action as required |
Monthly Attendance Reports prepared and submitted |
Meeting held with staff members who are unpunctual. Letters written to perpetual latecomers, cases referred to the Disciplinary Committee. |
On going |
On going |
On going |
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Participate in emoluments negotiations for claims submitted by Parastatal Bodies and Agencies |
Claims costed within one week of receipt |
Meetings attend |
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To successfully administer the staff Welfare Programmes of the Ministry so as to ensure the well-being and Conditions of Service for members of staff |
Identify issues that impact on the well being of staff |
Arrange meetings with members of staff and liaise with EAP |
Issue identified, documented and addressed |
Meetings held/staff members referred to EAP for counselling in-house |
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Arrange Health Coverage of staff members and liaise with Healthcare provider on issues affecting staff |
New members of staff are enrolled after the first month of assuming duties |
Applications processed and submitted to Healthcare Provider |
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Issues affecting staff are referred to Healthcare Provider three (3) days following queries |
Healthcare Provider notified of issues affecting staff |
On going |
On going |
On going |
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Request replace of furniture and equipment for staff |
Furniture provided as follows: Chairs and computers |
Requisitions prepared and submitted to Procurement Unit |
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Continue to monitor operations of the Ministry’s Canteen and establish guidelines for improvement of service |
Canteen is operating in keeping with established guidelines |
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Arrange and coordinate presentations/visits by Healthcare Providers and Financial Institutions |
Visits arranged and staff informed |
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Arrange Retirement function for recent retirees |
Retirement Function held before end of Financial Year |
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To ensure a well developed and highly skilled workforce that will successfully support the Mission of the Ministry
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Administer the New Performance Management and Appraisal System (PMAS) |
Review and create Work Plans and Job descriptions |
Work Plans and Job Descriptions created |
Meetings held with Heads of Division/Staff |
Notify Managers to conduct mid-year Review and complete the relevant sections of the PAF and submit them |
Report on Mid-year Reviews and Training & Development Plans from Managers |
Notify staff in advance of deadline for completing final appraisal |
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Trained and retrain Managers in administering the Performance Management and Appraisal System (PMAS)
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Managers trained |
Training delivered |
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Ensure proper completion of Performance Review and submit to Director of Human Resource for appropriate action
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Properly completed Performance Reviews |
On going |
On going |
On going |
Carry out required course of action |
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Strengthen the skills and competences of staff |
Provide training for Human Resource Officers in administering the Performance Appraisal Form (PAF) |
Schedules of training needs prepared and submitted within one month of receipt of PER
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On going |
On going |
On going |
On going |
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Provide rewards for recognition of outstanding |
Rewards and Recognition System implemented |
Meetings of the Recognition and Rewards committee
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On going |
On going |
Rewards Function held |
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Performance of all members of staff in the Ministry
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Provide support under the restructuring programme for the Ministry |
Liaise with relevant teams and Cabinet Office, Ministry of Finance and the Public Service, The Ministry’s Finance and Accounts Division
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Prepare new structure
Write Job Descriptions Prepare costing for new structures |
New structures prepared and submitted to Cabinet Office Job Descriptions written Costing prepared and submitted |
On going |
On going |
On going |
On going |
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To ensure that the Organagrams for the Ministry and its Divisions are current |
Continuously monitor and amend Organagrams in accordance with the Ministry’s goals and objectives
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Discuss/liaise with Permanent Secretary/Heads of Division to prepare Organagrams |
Organagrams produced in keeping with the Ministry’s goals and objectives |
On going |
On going |
On going |
On going |
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Review systems and structure in the Ministry |
Convene meetings with Heads of Department, Cabinet Office and Ministry of Finance
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Conduct the Systems & Procedures studies and recommend the appropriate changes and interventions |
Studies conducted, new systems and procedures implemented and monitored |
On going |
On going |
On going |
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Review the establishment of posts within the Ministry |
Provide accurate and up-to-date information on all posts and post numbers within the Ministry
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Collaborate with the Cabinet Office Ministry of Finance and the Public Service and Heads of Division |
Post recommended to be abolished Post verified and new post created |
On going |
On going |
On going |
On going |
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Provide accurate information on the Government of Jamaica’s Human Resource Policy and Procedures |
To educate all members of Staff on the Human Resource Management Policy and Procedures in the Public Service
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Develop Human Resource Manual |
First draft of Manual developed by June 2009 |
On going |
First draft developed |
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Ensure that recommendations are made for the grant of work permits to expatriates within the Agricultural Sector
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Maintain a proper system to utilize technical experts in the Agricultural Sector to gather information |
Communicate with Technical experts to facilitate in investigation/site visits |
Recommendations for work permits submitted to Work Permit Committee within one (1) week of receipt of reports from technical experts |
On going |
On going |
On going |
On going |
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Attending weekly meetings of the Ministry of Labour Work Permit Committee and recommend the grant of Work Permit
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Meetings attended at the Ministry of Labour on a weekly basis |
Attend Work Permit Committee Meeting |
Attend Work Permit Committee Meeting |
Attend Work Permit Committee Meeting |
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