KHAEDU DEPLOYMENT KZN Department of Education

1. KHAEDU DEPLOYMENTKZN Department of Education Regional Office Pietermaritzburg October 2005 Presentation - Khaedu - DOE Reg Office

2. District and Regional functions should be merged to dramatically improve decision making and service delivery Presentation - Khaedu - DOE Reg Office

3. AGENDA • Situation • Complications • Resolution Presentation - Khaedu - DOE Reg Office

4. Situation Current decision making and aligned processes • Too complex • Too slow • Many players not adding any value to the process Confirmed by staff interviews Presentation - Khaedu - DOE Reg Office

5. Lead times, even for appointment of a school secretary, are long… Head Office Region District Circuit Ward School Vacancy within PPN, send request to Ward Target 1 month, reality 1-5 months Check if within limits of PPN Meanwhile locate replacement & hire (if have independent budget) Check if within limits of PPN Check if within limits of PPN Collects applications Compiles advert Forms Interview Panel sends for approval Approves Interview panel Interviews & SGB recommends Send to Ho for approval Approves Sends for approval Makes appointment Presentation - Khaedu - DOE Reg Office

6. Even appointing an interview panel for an entry level post needs 9 signatures SPO Sub mits PPO Appr oves CPO Appr oves Dep Mgr Appr oves Corp Serv Mgr Appr oves Chief Dir Appr oves Mgr HR Appr oves GM HR Appr oves HoD Appr oves 3 to 8 Weeks Presentation - Khaedu - DOE Reg Office

7. Lead times, even for payment of a water bill, are also long… School Polela Ward Polela Circuit Bulwer District Kokstad Region PMB Head Office Receives Bill & Forwards 4-6 weeks Registers and forwards Registers & Forwards Registers & Forwards Under threat of being cut off, Principal drives to Pietermaritzburg with duplicate Registers Pays Presentation - Khaedu - DOE Reg Office

8. Lead times for procurement are also a headache e.g. Chief Director’s computer User Mot- ivates Super Appr- oves IT Coord MAS IT Comm ittee IT Coord Corp Serv ices Procure Ment Section Service Provi- dor Delivery! 1 Month 1 Month 1 Month Presentation - Khaedu - DOE Reg Office

9. Management clearly feel that decision making is too centralised, with too many layers and poor delegations. Corruption and bureaucracy are also major factors… Strongly Disagree Strongly agree Presentation - Khaedu - DOE Reg Office

10. Complications Change management significant challenge • History of poor prior attempts • Physical space constraints • Weak communications • Weak budgetary process Geographically large region Presentation - Khaedu - DOE Reg Office

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12. Staff Survey • “Managers/supervisors reluctant to make decisions” • “Work not getting done because some staff deployed for convenience rather than their expertise” Presentation - Khaedu - DOE Reg Office

13. Management staff view constant reorganisations, overall management quality and decision making as critical issues Most frustrating Least frustrating Presentation - Khaedu - DOE Reg Office

14. Resolution • Consolidate the bulk of regional and district functions into “super” district • Redesign • Organisation • Processes • Create value adding functions to absorb surplus staff e.g. curriculum optimisation • Flatten and team the new structure Presentation - Khaedu - DOE Reg Office

15. Resolution (cont) • Consolidate functions into available space • Consider the prioritisation of e-enablement of all schools and circuits with electricity • Create a win-win with unions - everybody should have a meaningful role • Invest heavily in communications as part of a integrated change management process Presentation - Khaedu - DOE Reg Office

16. Existing Regional Office Presentation - Khaedu - DOE Reg Office

17. KZN Department of Education Head Office District Presentation - Khaedu - DOE Reg Office

18. Communication by electronic media • A need to widen accessability to “news” i.e. circulars, polices, etc • Priority given to enabling all facilities with electricity to have access to sms, email, departmental Intranet • Should be available to all staff Presentation - Khaedu - DOE Reg Office

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21. As an example – HR Provisioning section Ass. Director CPO CPO CPO CPO PPO PPO PPO PPO PPO PPO PPO PPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO SPO Average Span of Control is only 2.8 – checkers checking checkers? Presentation - Khaedu - DOE Reg Office

22. The revised process with staff organised into teams at a merged region/district level Assistant Director Staff Placement District Team 1 District Team 2 District Team 3 Other Placements Role: As per teams 1-3 but for all other types of institutions • Roles (for regular schools only): • Manage Persel (add, delete,amend) • Approve PPN posts, place adverts • Capture non-electronic vacancy notices • Manage information flows • Manage school ‘substitution accounts’ • ABET, Eastern Languages, Invigilator payments, acting allowances etc. Staff per team: Team Leader, 10 integrated team members Presentation - Khaedu - DOE Reg Office

23. Restructure Region/District Improved processes Fewer delays and backlogs No Job losses Jobs Redesigned Staff Trained and Multi-skilled Decision making speeded up Shorter process times Improved service delivery Win-Win with Unions Presentation - Khaedu - DOE Reg Office

24. Change Management • Programme to address: • Orientation • Support • Internal culture • Performance • Diversity management • Communication Presentation - Khaedu - DOE Reg Office

25. Communication Strategy • Formal launch • Invite expert speakers to talk about change related issues • Distribute pamphlets • Role play • Hold workshops • Held at different levels to include everyone • Focus groups with independent facilitators • Standing item for all scheduled meetings • Create communication opportunities • e.g. video, audio, print messages Presentation - Khaedu - DOE Reg Office

26. Conclusion District and Regional functions should be merged to dramatically improve decision making and service delivery • Phased approach • Focus on quick wins • Change management Presentation - Khaedu - DOE Reg Office

27. Thank you Presentation - Khaedu - DOE Reg Office

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