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Republic of Mauritius

Republic of Mauritius. Administrative Reforms in the Civil Service in Mauritius By Mr Ashis Kumar Hoolass Principal Assistant Secretary Ministry of Civil Service and Administrative Reforms. 2 nd CPSI Public Sector Innovation Conference 27 - 28 November 2008.

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Republic of Mauritius

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  1. Republic of Mauritius Administrative Reforms in the Civil Service in Mauritius By Mr Ashis Kumar Hoolass Principal Assistant Secretary Ministry of Civil Service and Administrative Reforms 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  2. Republic of Mauritius • Became Independent on 12 March 1968 • Acceded to the status of Republic on 12 March 1992 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  3. About Mauritius • Population – 1.25 million • Population growth (annual %) – 0.63% • Overall Population density – 638 per km2 • Life expectancy – 72 years • GDP – MUR 206 billion (USD 6.6 billion) • GDP growth (annual %) – 5% • Income per Capita – MUR 165, 000 (USD 5,297) • Adult Literacy Rate – 85% 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  4. Economic Pillars • Agro-industry • Export Processing Zone • Tourism • Financial Sector • IT to become a fifth pillar 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  5. System of Government Mauritius is a parliamentary democracy with a unicameral system of parliament, a National Assembly of elected MPs, based on the Westminster model with a clear separation of powers between the: • Legislature Power to make laws exercisable by Bills passed by the National Assembly and assented to by the President • Judiciary Structured judicial system consisting of Supreme, Intermediate and District Courts • Executive Administers the affairs of the nation, and is exercised by the Cabinet headed by the Prime Minister 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  6. THE EXECUTIVE • Prime Minister is appointed by the President based on the ability to command the majority in parliament • Cabinet Ministers are appointed by the President on the advice of the Prime Minister • Cabinet Ministers and head Ministries are responsible for the business of their respective Ministries in Parliament • Cabinet solidarity and collective responsibility is a key principle of government 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  7. Secretary to Cabinet & Supervising Officers • The Secretary to Cabinet is also the Head of the Civil Service • He has overall responsibility for the proper functioning of a non-partisan and professional civil service which serves the government of the day • Supervising officers are accounting officers of Ministries / Departments 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  8. Structure / Overall Workforce of the Public Service 22 Ministries Core 50,000 Public 26 Occupational 58 Departments Civil Officers Classes Service 1500 grades Local Authorities 5 Municipalities & 30,000 Officers 4 Districts Councils 90 Parastatal Bodies (Statutory Bodies, Public Enterprises) TOTAL NUMBER OF PUBLIC OFFICERS : 80,000 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  9. Vision of the Government The overall vision of Government is to develop Mauritius into a Modern nation, enhance its competitiveness in the global market and improve the quality of life of the people. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  10. Vision of the Ministry of Civil Service & Administrative Reforms To create a modern and efficient Public Service to achieve excellence in the delivery of public services and to ensure good governance 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  11. Mission Statement of the Ministry of Civil Service & Administrative Reforms • To spearhead administrative reforms so as to enable the delivery of quality and timely services to the public • To be a driver, catalyst and facilitator for the development of effective and efficient human resources in the Civil Service • To enhance skills of public officers through different forms of training 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  12. Culture 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  13. Ethical Culture • Quality Culture • Customer Care Culture • Performance Oriented Culture 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  14. The need for Ethics • To define accepted/acceptable behaviour • To promote high standards of practice • To maintain a consistent approach in our decisions/actions • To provide a benchmark for self evaluation or self assessment of decision/action. • To establish a framework for professional behaviour as responsibilities. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  15. Code of Ethics • The existing ‘Code of Ethics’, published in January2000, has been revised in depth by a Select Panel and launched on 03 May 2007. • The Code of Ethics sets out the standards of correct conduct expected of public officers. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  16. United Nations Convention against corruption • Mauritius has signed and ratified this convention and is committed to regular monitoring 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  17. Legal / Institutional Framework Legislations Constitution 1968 Official Secrets Act 1972 The Prevention of Corruption Act 2002 Financial Intelligence and Anti-Money Laundering Act 2002 Declaration of Assets Act 1991 Public Procurement Act 2006 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  18. Legal / Institutional Framework (Contd) Regulations & Guidelines Public Service Commission (PSC) Regulations 1981 Personnel Management Manual (PMM) 2006 Financial Management Manual 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  19. Code for Corporate Governance • Makes Provision for the setting up of a Board of Directors • National Committee on Corporate Governance • Financial Reporting Council 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  20. Director of AUDIT • Audit Committees • Internal Control 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  21. Mauritius Revenue Authority Stringent Control / Measures on Tax Evasion 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  22. Poster of “Code of Ethics for Public Officers” • The gist of the ‘Code of Ethics for Public Officers’ has been published in the form of a poster. • It has been widely distributed in all Ministries/Departments.

  23. Ethics Online Corner • An Ethics Online Corner has been developed to act as a focal point on ethics • It provides easy access to reference materials on ethics • Can be viewed on http://ethicscorner.gov.mu 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  24. Ethical Standards Management Committee It is set up under the responsibility of Heads of Ministries/Departments to : • promote values of the Code of Ethics for Public Officers on an on-going basis • consider problem cases relating to unethical behaviour & recommend appropriate action • examine current concerns about standards of conduct of Public Officers 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  25. Muda Free Public Service Programme • Muda Free Public Service Programme was developedbased on the Japanese concept of Gemba Kaizen. • It aims to instill and consolidate a quality culture within the Public Service by identifying, reducing andeliminating mudas, that is non valued added activitiesand improving the work environment and work processes. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  26. Muda Free Public Service Programme It operates according to the 5S principles, which is focused on fostering and sustaining high quality housekeeping so as to evolve in a clean, orderly and safe environment at work. 5 steps principles are; • Seiri (Sorting) - To sort and throw away unnecessary items • Seiton (Arranging) - To arrange necessary items in a neat, proper manner so that they can be easily retrieved for use; and to return them to their proper locations after use • Seiso (Cleaning) - To clean and inspect the workplace thoroughly so that there is no dust on the floor, machines and equipment. • Seiketsu (Maintaining) - To maintain a high standard of workplace organisation by keeping everything clean and orderly at all times. • Shitsuke.(Self-discipline) - To train people to follow good housekeeping standards and to observe self-discipline through continuous practice.

  27. BEFORE Gemba: Opening of Files Sort out the unwanted items

  28. AFTER Regular Cleaning to sustain a Spic and Span work environment More space available

  29. Citizen’s / Customer Charter A Written Commitment By Ministries and Departments Promising to Deliver Services to their Customers / Clients according to Pre-Determined Quality Standards 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  30. Citizen’s / Customer Charter • This is an ideal tool to cut down on red tapism as all parameters and requirements needed to qualify for and benefit from a particular service are clearly spelt out, along with the time-frame within which the service will be delivered. • It thus clearly defines what is expected of both the customers /citizens on the one side and organizations on the other. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  31. Customer Charter of the Ministry of Civil Service and Administrative Reforms

  32. Improvement of Counter / Customer Services Scheme • In line with the vision of Government of “Putting People First”, this scheme is meant to enhance the level of Counter/Customer Services, particularly at the level of Ministries / Departments that deal directly and extensively with members of the public. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  33. Improvement of Counter / Customer Services Scheme • In this respect, a booklet entitled ‘Guidelines on Improving Counter/Customer Services’ has been published in August 2006, updated in July 2008 and widely circulated to allMinistries/Departments. The booklet has also been posted online on the website of the Ministry for easy accessibility for all officers. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  34. Guidelines on Quality Counter / Customer Services Ministry of Civil Service and Administrative Reforms

  35. Improvement of Counter Services • The Scheme aims at enhancing the level of counter services provided by the Public Service through: *Sensitisation of officers *Funding of projects for improvement of physical environment and service delivery. *Followed by Training in Customer Care to officers providing direct Counter Service. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  36. Registrar General BEFORE AFTER

  37. Registrar General BEFORE AFTER

  38. National Transport Authority Fitness Centre Forest-side BEFORE AFTER

  39. ISO Principles The application of ISO principles in government processes fits into the Government objectives to improve quality and productivity at all levels in the Public Service. • standardized work processes • revisit and re-engineer existing practices by streamlining procedures • guarantees transparency in all transactions • enhances team spirit among colleagues • consolidates the quality culture in organisations 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  40. ISO Certification • To instill a quality culture in the Public Service, the ARD is encouraging Ministries and Departments to operate according to standards set by the International Standards Organisation (ISO). • Eventually, it is planned to make ISO Certification mandatory for all Ministries / Departments. As a first step, it has been decided that Units of Ministries / Departments which daily deal with a large number of members from the public, and in particular those offering counter services should invariably be ISO certified. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  41. Performance Management System (PMS) • The Performance Management System (PMS) is an integrated reform strategy and management tool that helps to define the roles/responsibilities of individual employees within an organization as well as those of its various Sections/Divisions so as to ensure that these are in line with the overall goals and objectives of the organization. • The PMS gives a sense of direction and commitment to all officers of any given organisation. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  42. PMS CYCLE Government Programme Objectives, Priorities & Mandates • The 5-Phase Approach • Phase I - Project Start-Up • - Sensitisation and Awareness • - Analysis of organisation • Phase II - Process Write Up • - Guidelines/Forms/Policy Manual • Phase III - Training • Phase IV - Pilot Testing • Phase V - Implementation 1 • PMS at Min / Dept level • Develop Vision, Mission, Strategic Plan • Set objectives and Key Result Areas (KRAs) • Develop Key Performance Indicators (KPIs) for each KRA • PMS at Section / Unit level • Develop Section / Unit Plan based on strategic plan • Set objectives and KRAs • Develop KPIs for each KRA 2 3 • Final Performance Review(achievement / non-achievement of Objectives / KRAs / Key Tasks)(Formal) • Organisation • Section • Individual • Moderation / Appeal • PMS at Individual level • Develop Work Plan • Personal Development Plan • Set out KRAs and Key Tasks for each KRA • Develop Performance Standards for each Key Task • Moderation / Appeal 6 • Progress Review / Mid-term Review(Formal) • Organisation – Top Management • Section – Head • Individual – Appraisee / Appraiser • Moderation / Appeal 4 5

  43. High Level Interventions • To facilitate and support the above initiatives, Officers are exposed to new trends in Management through High Level Interventions by Internationally renowned Consultants • Capacity building in key areas of Administrative Reforms such as Result Based Management, Customer Oriented and Counter Services and ISO Certification is also carried out. Lecture on Civil Service Reforms by Baroness Usha Prashar, CBE former First Civil Service Commissioner UK 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  44. Types of Training Programmes • IN HOUSE COURSES • Induction Programmes • Refresher Courses • Focused Programmes • OVERSEAS TRAINING • International Seminars • Conferences • Workshops • Short courses 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  45. Approaches for Enhancement of Skills • Study leave • Leave for examination/revision purposes • Award courses falling within prescribed scheme of service • Distance learning scheme • Part time post graduate courses • ICT training programme for public officers • The Civil Service Library…. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  46. Benchmarking / Sharing of Knowledge Benchmarking on successful reform initiatives and maintaining links with other organisations, at both national and international levels, so as to keep track of and adopt best practices. Other Ministries / Departments are also encouraged to maintain links with international organisations. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  47. E-Government Initiatives • A Government Online Centre (GOC) is operational and provides online information and services (such as forms) to customers round the clock. • The use of e-mail is being encouraged. • e-mail facilities are being offered to officersas from the rank of Executive Officer • Access to Internet to all officers 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  48. Computerised Registry System • A Standardised Registry System hosted at the GOC has been introduced and is operational in 17 Ministries/Departments. • In Phase II, 21 other Ministries/Departmentswill be included in the project. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

  49. Human Resource Management System • This central database system has been developed and is Hosted on the GOC since March 2007, it will now be adopted for use by individual Ministries. 2nd CPSI Public Sector Innovation Conference 27 - 28 November 2008

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