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SECTOR PLAN 12: CORPORATE AND SHARED SERVICES
Introduction
The Department has recently been restructured with the result that the following functions are no longer the responsibility of Corporate and Shared Service, according to the new high-level institutional redesign of the City:
− Valuation Services − Corporate GIS − Legal Services − HIV/Aids.
Furthermore, the Department revisited the primary structure and services and subsequently established a fully-fledged directorate for Labour Relations in order to adequately address labour and change management challenges in the City. In addition, the department was renamed Corporate and Shared Services (C&SS).
The latest adjustment of the City’s structures provided a new major challenge for the Corporate & Shared Services Department in that it had to provide support services aimed at ensuring a smooth and seamless transition.
Currently, the Department is responsible for delivering the following primary functions: − Human Resource Shared Services
− Occupational Health & Safety
− Facilities Management & Maintenance − Finance, Fleet & Contract Management − Administration & Support
− Labour Relations. Vision Statement
C&SS intends to be an effective and efficient strategic support service that meets the standards of a world class African city, to all business units in the City of Johannesburg.
Mission Statement
C&SS strives to enable the City of Johannesburg to become a world class African city by rendering a range of support services and by assisting all stakeholders of the COJ3 in an excellent, efficient and
professional manner. Business Scope
In summary, the relevant directorates of the Department are responsible for rendering the following primary services to internal business units of the city:
Human Resources Shared Services
Human Resources Shared Services provides the following human resources services to the business units:
− Shared Services
− Organisational Development − Human Capital Development
− Remuneration & Systems Development − Field Services.
Labour Relations
Provides Labour Relations Services citywide that include: − Dispute Management
− Conflict Resolution − Collective Bargaining − Labour Peace − Strike Management. Occupational Health and Safety
Provides Occupational Health and Safety Services citywide: − COID Administration
− Employee Assistance Programme. Facilities Management and Maintenance
Provides a building Management and Maintenance Service in compliance to relevant legislation and best practice for the COJ.
Finance, Fleet and Contract Management
Provides a financial management and accounting service to Corporate and Shared Services Directorates, and:
− Provides a Fleet Management Services to core cunctions and regions − Provides a fleet contract management service citywide.
Administration and Support
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SECTOR PLAN 12: CORPORATE AND SHARED SERVICES FIVE-YEAR
STRATEGIC OBJECTIVES
FIVE-YEAR IDP PROGRAMMES AND KEY PROGRAMME
ACHIEVEMENTS 2007/08 DELIVERY AGENDA Compliance to legislation, policies, regulations and procedures.
A prioritised list of key risks, properly specified and mitigated. No cases of fraud and/or corruption.
Risk Management, GAMAP, GRAP & contract compliance
programmes, including ongoing reporting, business / abuse and fraud risk, and Contract Training and Contract Continuity Programme.
− Identification and assessment of business risks. Implementation of effective control measures to mitigate the risks. Implemented GAMAP and GRAP compliance programmes. No audit queries, unauthorised, irregular, fruitless and wasteful expenditure; − Developed Contract Compliance
Monitoring & Evaluation Framework, Monitoring & Evaluation system, Reporting framework; and
− Quarterly and annual review reports. Maximise fleet
availability and utilisation.
Fleet management and compliance
programmes. − Equip all vehicles with on-board computers (VMTs) to monitor and report on the misappropriation and abuse of vehicles;
− Manage and report on fleet contract compliance to maximise fleet availability and utilisation; and
− Ensure that the COJ and fleet service provider comply with the Fleet Outsource Services agreement. All City of
Johannesburg buildings to be inspected regularly to ensure 100% compliance with the Occupational Health & Safety Act.
Occupational Health and Safety programme.
E-learning programme.
− Maintain a schedule of rigorous inspection of all COJ buildings; and − Develop and implement mitigation
strategies.
FIVE-YEAR STRATEGIC
OBJECTIVES PROGRAMMES AND FIVE-YEAR IDP KEY PROGRAMME
ACHIEVEMENTS
2007/08 DELIVERY AGENDA
% of City buildings upgraded to be accessible for people with disabilities.
Disability access
programme. − Develop new access points in a targeted number of City buildings; − Maintain specialised equipment and
infrastructure that facilitates disabled access; and
− Explore new innovations that enable improved access for the disabled, pilot and scale up where appropriate. New public conveniences
developed and existing ones maintained at world
standards.
Public conveniences
programme. − Audit existing public conveniences and survey the demand of communities in key areas to determine the need for new public conveniences;
− Audit conveniences to determine maintenance, upgrade and safety needs;
− Identify “hot spots” where there may be a need for new public
conveniences, and ensure that these are constructed to meet the growing demand in the City;
− Assess cleaning and maintenance requirements of all conveniences against level of staffing and resources currently allocated to meet these requirements;
− Ensure regular cleaning and maintenance; and
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FIVE-YEAR STRATEGIC
OBJECTIVES PROGRAMMES AND FIVE-YEAR IDP KEY PROGRAMME
ACHIEVEMENTS
2007/08 DELIVERY AGENDA
100% compliance with signed SLAs to ensure a clean, healthy and safe environment at the Metro Centre, for both employees and members of the public.
Clean and safe Metro Centre programme; and Business continuity risk/safety assessment programme for the highest physical risks identified within the Metro Centre.
− Maintain the cleanliness of the Metro building to ensure a high level of convenience and satisfaction of all users;
− Address any and all identified risk areas to ensure ongoing compliance with the Occupational Health & Safety Act;
− Through a range of measures (including improved surveillance and guarding of all entrances), reduce theft at the Metro Centre; and
− Introduce electronic access facilities at the Metro Centre.
A complete and innovative HR service rendered to all employees of the CoJ at a high level of satisfaction (staff satisfaction levels to be monitored through annual climate surveys).
HR and Shared Services Centre Development Programme. Strategic HR Transformation Programme.
− Implement the pilot phase of the HRSSC to test efficiencies; − Centralise all transactional human
resources functions into the HRSSC at the Metro Centre and render a comprehensive “one-stop” service to all employees of the City; and − Move to provide a platform for a range
of transactional HR services (e.g. leave form transactions) to be provided on-line.
− Assess skills levels and ensure skills development; and
FIVE-YEAR STRATEGIC
OBJECTIVES PROGRAMMES AND FIVE-YEAR IDP KEY PROGRAMME
ACHIEVEMENTS
2007/08 DELIVERY AGENDA
A complete and innovative HR service rendered to all employees of the CoJ at a high level of satisfaction (staff satisfaction levels to be monitored through annual climate surveys, continued).
Upgrading of SAP HR. Integrated LR
management and administrative support systems (citywide).
− Full automation of SAP/R3 that includes user acceptance and integration testing, as well as compilation of training material and actual training of all staff.
− Development and finalisation of implementation of SAP LR case management database; − Set-up of research and analysis
facility that includes trend analysis, establishment of benchmarks and development of products and services.
Higher levels of internal client satisfaction in respect of all administrative support services.
Enhancement of administrative and logistical services. Roll-out of COJ MTN cell phone contract.
− Reduction of logistical turnaround times and utilisation of BEE service providers for provision of food and beverage services.
− Establishment and maintenance of SLAs for new service provider and roll-out of applicable administrative processes.
Outstanding issues regarding the appropriate delegation or centralisation of key service functions fully resolved.
Re-engineering of COJ Printing facility and services.
Shared Service Facility Management &
Maintenance Programme.
− Determine benchmarks on provision of printing services, develop turn around strategy for improvement, implement and assess service results. − Develop, establish, implement and
