Identified Issues for Implementation

1. Identified Issues for Implementation 10th RETREAT of the URAFR Committee December 9-11, 2010 Imperial Botanical Beach Hotel, Entebbe

2. Guiding Areas – by KPMG • The reform process • Governance structure • Strategic planning & Risk Management • College structure implication • MIS • Organizational and Research Manual • Internal audit • F&A WP and future organisation • Financial & other systems • IT Governance & ICT processes • Secretariat • Workshop – ICT Enabler

3. Issues to Address • WPs per phase – need WP reports at each of the following phases: • Redesign Phase – WP reports • These are available • Implementation Phase – Need WPs • Continuous Change Management – Need strategic & operational plans

4. Issues for implementation - timeline • Harmonization of Strategic Plans • Time frame -> 1 year after formation (June 2012) • Start date for implementation of the College System (Dec 2010) • Transition workshops • Establishment of Implementation committee • Establishment of the Change management Committee • Describe the ToR for IP & CMC (Dec 11, 2010)

5. Issues… • Amendment of statute • Risk Management Plans and Mitigation (under each SC) • Develop Risk Management System

6. Issues cont… • WP/timeline for transformation of the financial system at college level • Coordination of Tasks a) Human resources - Need to have coordination/backup of tasks between colleges and the center for key personnel - Need for a retreat to specifically consider Administrative and Financial structures and how they relate to the college b) Coordination of ICT solutions with DICTS e.g. ITS, ARMS

7. Issues… • Strategy for development of MIS – need timelines (alreadyincluded in F/A WPs) • Navision system for reporting on projects – Need plan for reports and when reporting for NORAD and Carnegie projects will be brought on board • When to move secretariat from SGS to DVC F/A in preparation for implementation of reforms & Change Management

8. Issues… • Documents should be standardized and uploaded on the website for better communication • Administrator to be portal for communication • Other issues • Org structure & positions for Internal audit too many • Size too big a must be reduced – to be reviewed by URAFR • F/A -> Need WPs, TO BE processes & future organisational structure • Need to describe the ToR for the University Management Committee – Done already

9. Issues… • Governance structures & linkage to colleges (HR, Fin, AR, Lib, DICTS, QA, GMD, Dean Stud, DRGT, AUDIT, Estates) • Need proposals from the respective units showing clear functions/roles to URAFR • Devolved/retained functions to colleges • Propose a timeline for these activities

10. Implementation Plan for CMC • CMC in place by Jan 1, 2011 • Secretariat develops detailed implementation (& communication) plan by Jan 30, 2011 • Harmonisation of plan with URAFR – Feb 15, 2011 • Approval of plan by CMC by Feb 28, 2011 • Phased Implementation • by process • TL&C and Research & Innovations in place by June 30, 2011 • M&E during pilot phase (Aug 2011-Jan 30, 2012) • Review of pilot by Jan 30, 2012 • College Academic Board by Jan 30, 2011 • College Establishment & Appointments Comm. by Jan 30, 2011 • Recruitment of Academic staff by July 1, 2011 • College Board of Research & Graduate Training – Feb 28, 2011

11. Implementation Plan • Governance, Finance & Administration • College Contracts Committee – Jan 31, 2011 • College Administrative Board – Feb 28, 2011 • Membership – Prinicpal., D/Principal, Bursar, Senior Admin Rep, Stud Rep, Deans of Schools, Dir Planning & Manager Estates [As per statute) • College Finance, Planning & Estates Committee – before Feb 28, 2011 • Students Welfare Committee • QA & Gender Mainstreaming Committee

12. Committees of the College Academic Board – by Jan 31, 2011 • College Academic Board • Principal, D/Principal, Deans, Staff Reps (one from each School), Stud Reps (2), Reps of non-teaching staff (2), QA in attendance (Follow the statute but do not include Reps from centers) • School Academic Board • Dean, All academic staff, Stud Rep (2), Admin Asst as Secretary • College Examinations, Irregularities & Appeals Comm. • Academic Programs & Library Committee • College QA Committee • Research and Graduate Training Committee • Note: The College Committees to include other senior academicians decided by the Board • Committee size: Not more than seven (7); at least three (3) are members of the Board

13. Academic board… • College Contracts Committee by Jan 31,2011 appointed by the A/C officer • Propose to handle business up to USD 50,000 (up from USD 20,000 as per statute)

14. Functions & Powers of College Establishment & ApptsCmttee (as Amended) • Committee • Handle applications for appointment and promotions up to lecturer level • Handle all disciplinary matters of all staff at the college • Recommend disciplinary matters of staff above lecturer to University Appointments Board • Vet applications for appointments/promotions for staff above lecturer level and recommend to the University Appointments Board • Appointment of admin staff M5 and above will be handled at the center • Secretary of the Committee – HR & Admin manager Note: Gender issues on committees – at least 30% women/men

15. College Admin Board • Secretariat – Admin & HR Manager

16. Officers of the college • Principal • Search committee identifies at least 3 but not more than 5 people at level of Assoc Prof & recommend to senate • Senate select 3 people • Council recommends 1 to Chancellor for appointment • Tenure • Principal 4 yrs [recommend 5 years for Principal and Deputy] • To await the revised UOTIA

17. Other officers of the college • Deputy principal • Sen. Lecturer or equivalent • College Registrar • Appointed by Appointments Board [not by council) • Should not perform admin function • How is the College registrar linked to the AR? • College Bursar • Appt similar as above • Admin and HR Manager • 5 years tenure • Note: All staff at M4 and above are on permanent terms and only appraised for continuity

18. College officers • College Librarian • Under supervision of University Librarian but reports to the Principal • To provide for College Library officers under the College Librarian (M5/6) • Appt as above • Dean of students – for off campus • VC can appoint in Ag. Capacity the senior officers of the College, Dean and Chairs of Departments

19. Roles of Deans and Chairs • Examine the HR Manual by Mr Wabwire and present to URAFR tomorrow Note: Contract staff should not be tagged to University scales but negotiated. This helps in placement in the governance structure • Provision for academic staff in admin positions can still be promoted by the parent academic units and can revert to the unit after their admin contract

20. Implementation - Other issues • Sensitisation of stakeholders on the reforms • Public – The VC to make a press release • Faculty Boards – by members of URAFR • Secretariat to prepare a format/Template for presentation • Each sensitisation team to include HR, SGS, Finance • Develop FAQs and mail to staff • Secretariat to write officially to identified people with ToR

21. Roster for Sensitisation of Faculty/College Boards (Jan 2011) • Agricultural & Environmental Sciences – Dr. Sembatya • CONAS – Dr. Nasinyama • CHUSS – Prof. Katunguka • CEDAT – Dr. Nabukenya • COEES – Dr. Kabonesa • COCIS – Prof JYT • COBAMS – Mr. Wabwire • CHS – Prof Ikoja • Law – Dr. Natukunda • Vet - Tito

22. Sensitisation… • AR Dept – Prof Buyinza • Finance, PDU & PDD – Prof. Banage • Human Resource & DICTS, Dean of Students, Hospital – Dr. Nuwagaba • EWD – Mr Kagooro • Management – Dr. Nawangwe • Library – Dr. Opolot Okurut

23. Organisation of CMC (SC & TFs) • Research & Innovations SC • Research Coordination & Management TF • Innovations & Incubation TF • KTP&N TF • Publications TF • TL&C SC • Graduate Teaching/Learning TF • Undergraduate T/L TF • Cross cutting TF • Support Processes SC • Library & ICTTF • Organisation, Management HR Legal Framework TF • Finance Management (Resource Mobilisation & Investment TF) • Student and Staff Sevices TF • Infrastructure TF • Communication SC Note: Internationalisation, Gender and QA are cross-cutting in all SCs/TFs

24. ToR for CMC (During Implementation Phase) • Chaired by VC • CMC is a consultative & executive body and reports to VC • Tasks • Assess the level of preparation for the reform • Ensure any outstanding work is completed • Plan strategies for implementation and establish necessary structures • Disseminate information on reforms to university stakeholders • Determine resources required for implementation (human and material resources) of the reforms • Establish, monitor & evaluate activities of the SCs and TFs that execute the reforms • Ensure compliance by university units in matters related to reforms

25. ToR… • The CMC will develop guidelines and work methods for the SCs and TFs • SC will develop action plans which will feed into university wide implementation plan • SC will establish TFs

26. Mandates of the TFs • Prepare working documents for the implementation • Policy manuals, procedures & formats • Preparation of training manuals • Specific ToR • Responsible for implementation of the processes • Develop short and medium term objectives based on desired outcomes of the TO BE processes • Develop short term action plans • Organise working groups and prepare ToR • Develop budget for implementation phase • Monitor & evaluate activities of the working group • Identify possible risks and mitigation measures • Prepare reports to the SC • Participate in SC meetings

27. ToR for Mak Reforms post implementation • SC and TFs will work up to the end of the implementation Phase and cease to exist • Post implementation office ToR: • Advise the VC in all matters related to the reforms • Develop internal and external communication strategy for continuous change management in conformity with the overall university communication strategy • Receive reports from various units on implementation of reforms in their areas • Center for monitoring, coordination & evaluation of change management • Give guidance on documentation of all activities related to change management • Produce quarterly reports on the continuous change management