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COURSE OFFERED BY GGSU PRESENTED BY A RAMA MIN OF ENVIRONMENT (2131947) & F K YARROO MIN OF HEALTH AND QUALITY OF LIFE (5754 6786)

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Presentation on theme: "COURSE OFFERED BY GGSU PRESENTED BY A RAMA MIN OF ENVIRONMENT (2131947) & F K YARROO MIN OF HEALTH AND QUALITY OF LIFE (5754 6786)"— Presentation transcript:

1 COURSE OFFERED BY GGSU PRESENTED BY A RAMA MIN OF ENVIRONMENT ( ) & F K YARROO MIN OF HEALTH AND QUALITY OF LIFE ( )

2 “There is no magic in the success of companies. The secret of their success is simply the way they treat their employees” ( Akio Morita, founder of Sony Corporation )

3  DEFINITION:  the terms and conditions governing employment of people in the Public Service  contract of employment(expressed & psychological)  employee provides his services  employer provides compensation

4  British Administration-Establishment Sec  GOE (GOS & GOF)  Independence  Maritianisation Of The Service  Development & Economic Independence  Need To improve the service (modern, dynamic and ambitious public service)  Quality public Officers  Responsive Conditions of Service  GOE- replaced by PMM (1992)  HRMM (2010)

5  Commodity  Factor Of Production  Goodwill  Paternalistic  Humanitarian  Human Resource  Recent trends- HRD & Strategic HRM; Talent mgt  Emerging Concepts- HR Audit; involvement; competency mapping

6  Security of tenure of office  Pension  Leave & release  Passage benefits  Increment & incremental credits  Allowances  Promotion – career path  Scholarships – Paid study leave  Missions abroad  Extra Remuneration

7  Constitution  PSC Regulations  Official Secrets Act  Pensions Act  Workmen’s Compensation Act  Employment Relations Act  Employment Rights Act  Public Officers Protection Act  Public Officers Welfare Act  The widow’s and Children’s Pension Act  Civil Service Family Protection Scheme Board Act  The Occupational Safety and Health Act  Public Bodies Appeal Tribunal Act  Equal Opportunities Act  HRMM  PRB Reports  Circulars

8 LEAVE

9 GENERAL  Leave is generally a privilege  Defined as an approved period of absence of an employee (PRB)  It intends to give a break from duty and to provide for recreational, recuperation and other purposes  Leave is approved subject to the exigencies of the service  Exceptions  Granted to officers holding substantive appointment or having served for at least 12 months continuous service

10 TYPES OF LEAVES  ANNUAL LEAVE (not holding substantive appointment)  CASUAL LEAVE (for brief absences)  VACATION LEAVE (longer break from duty for physical & mental resourcing. On & Off; Over & above- procedures; leave prior to ret-EOAC)  STUDY LEAVE WITH PAY – for in service training or open scholarship considered as such – priority fields of study (HRMM for conditions)

11  LEAVE WITHOUT PAY (different purposes: for higher studies; for private purposes; to take consultancy; to run a business; to take up employment; overseas posting; to accompany spouse; for emigration purposes; for female officers’ subsequent confinements after 3 rd one; for sickness (abroad etc); adoption  SICK LEAVE (N/E – Subst & Non Subst + Part Timers; Bank; Unutilised; Sickness abroad; Advance; Refund; Medical Board; Retirement on Med Ground; Retirement in the interest of the public service; Resignation & Demise)

12  MATERNITY LEAVE  SPECIAL LEAVE (eg birth to >2 children / sportsmen/ artists)  PATERNITY /PARENTAL ( child birth / demise of wife )  ADOPTION LEAVE (adoption of child – varying from 1 to 12 wks)  INJURY LEAVE (Non-Substantive holders = against MC from Police Medical Officer or Govt Med Off)

13 Absence without permission or reasonable excuse & Failure to resume duty in time = absence WITHOUT AUTHORISATION = To be dealt with i a w Regulations (reg 42 / 43)

14 PASSAGE BENEFITS

15 HISTORY British administrators-to pay visits to their families Unions fought for extension to Mauritians. Passage Assistance up to Passage Credits to Air Mileage Credits to Passage Benefits as from

16 ELIGIBILITY As from 1 January 2013:  Be on PPE (confirmed)  Drawing a min basic salary of Rs PM OR  Reckoning at least eight years’ service (LOS- from DJS and paid from public funds irrespective of the capacity in which employed.  Minimum – Rs to be able to use  RATE- 5% of gross salary annually

17 NON ELIGIBILITY PERIOD FOR PBENEFIT 1. vacation leave; 2. vacation leave taken as casual leave; 3. sick leave in excess of 21 working days in any calendar year; 4. accumulated sick leave taken prior to retirement; 5. leave without pay; 6. injury leave; 7. maternity leave/adoption leave/parental leave; 8. study leave with or without pay; 9. interdiction; and 10. probationary period

18 USES  For travel purposes (self / immediate family members/ mother / father)  To meet the costs of other expenses in connection with their travel  For medical treatment for (self / immediate family members - overseas)  to meet fees i c w SC and HSC examinations for wards (even if the balance standing to one’s credit is < Rs 11,000 )  Inland Hotels & Recreational resorts

19 USES (Cont)  At time of retirement the monetary value of all passage benefits standing to one’s credit is payable  On the death of an officer, the monetary value of all accumulated passage benefits shall be paid to the heirs.  Cash at the rate of 90 %  NOTE :Travels cancelled shall, immediately, be notified in writing to Sup Officer & the Acc Gen

20 APPOINTMENT AND PROMOTION

21 POWERS OF THE SERVICE COMMISSIONS Under the Constitution, the power to: Appoint persons to hold an office in the Public Service; To appoint in an acting capacity in any office in the Public Service; To confirm in an appointment; To exercise disciplinary control ; and To remove such person from service, is vested in the appropriate Service Commissions

22 MEANINGS:  conferment of an office of emolument in the public service  grant of permanent and pensionable terms (may be transfer also – PPE)  engagement in a public office of a person on contract terms  permanent transfer to an office in the public service (reg 25)  transfer of an officer serving in one public office to another office (approved service) – reg 25 (2)  appointment of a public officer to act PSC Should maintain a high standard of efficiency while making appointment & promotions– reg 14 (1)

23 TYPES OF APPOINTMENT:  Casual Appointment  Temporary Appointment  Acting Appointment  Appointment on Probation (substantive)  Supernumerary Appointment (additional)  Contract Appointment  Concurrent Appointment (simultaneous)

24 TYPES OF APPOINTMENT (Cont):  Permanent Appointment (PPE / confirmation)  Capacity building (unavailable grades fixed contract –procurement system)  Service to Mauritius(MOFED- competencies not available inside. They have knowledge but lack experience)  Work placement (from National Empowerment Foundation)

25  AGE LIMIT FOR APPOINTMENT  40 YEARS  MANUAL GRADES- 48 YEARS  CRITERIA USED FOR APPOINTMENT (reg 14)  QUALIFICATIONS: (As per the Scheme of service)  EXPERIENCE: Determined by the Officer’s length of service and Knowledge and practically having performed the duties  MERIT: Assessed on the basis of the PAF, Ad-Hoc and Special Reports /report on fitness for promotion)  SENIORITY : (as per PSC Regulations as mended)

26  RO seeks approval from the appropriate Service Commission or  RO approves under delegated powers (PSC Circular 2011) ELIGIBILITY PERIOD  a continuous period of seven days(inc sat, sun & PH)  Supervising officers & workmen’s group even 1 day QUANTUM OF ACTING ALLOWANCE PAYABLE The difference between salary drawn and the initial or flat salary of higher post or Three increments worth at the incremental point reached If not fully qualified – allowance is paid at the rate of 80 %

27 MEANING: Means the conferment upon a person of a public office to which is attached a higher salary or salary scale than that attached to the public office to which he was last substantively appointed or promoted

28 Salary on promotion:  Promotion should normally be marked by 3 increments  Initial or 3 increments at the point reached in the scale  Where appointment is made from inside and outside candidates, inside candidates get 1 increment  Senior officer gets appointed directly and junior officer indirectly, senior officer's salary should be adjusted to bring them at par  Officers who have drawn LSI gets an aggregate of 3 increments inclusive of the LSI  Officers who have drawn top and allowed to progress beyond top in Master Scale gets a max of 3 excluding those drawn in MS subject to max of higher salary scale

29 SCHEME OF SERVICE

30 GUIDELINES:  MINISTRY DEPARTMENT  TITLE OF THE POST- as per CEO  SALARY- as per CEO  EFFECTIVE DATE: as from date of prescription  QUALIFICATIONS: Qualifications, experience and personal skills and abilities. Min Qual +Add Qual +Prof & Technical Qual etc  DUTIES: main duties – should reflect tasks to meet organisational goals and objectives. Should be updated regularly  GENERAL OBSERVATIONS-  Role and responsibilities  Age Limit(ex: for trainees and Students)  Training (ex: for trainees and Students)  ICT / Driving License /Physical measurement  In cases of Restructure- should include an organisation chart

31 PROCEDURES FOR PRESCRIPTION OF SOS  RO seeks agreement of the Minister  RO consults Staff Association and the Federation of Unions for their views and comments on the draft proposed Scheme of Service (15 day’s delay is given)  Concurrently, an advance copy is submitted to MCSA and PRB is also consulted (with copy to MCSA) on salary grading in cases of new posts or amendments having bearing on salary

32 PROCEDURES FOR PRESCRIPTION OF SOS  RO considers and submits to MCSA, within 5 days as from the deadline set, the views and comments of the Staff side. Further consultations, if needed, is done by the MCSA  MCSA forwards the proposed SOS, within 5 days as from the date of the finalisation of the draft SOS, to the appropriate Service Commission for consideration and agreement.  Upon Commission’s agreement, the SOS is prescribed in its official form by the MCSA without delay

33 INCREMENT AND INCREMENTAL CREDITS

34  Salary scales and flat salaries  Movement from initial to top salary point is incremental  It is a method for rewarding those who have demonstrated adequate yearly progress and whose work and conduct have been satisfactory  Increment not a Right - It has to be earned  Incremental Date is 1 st January  1 ST Increment is payable on confirmation  Exception: Workmen’s group 1 st January even not confirmed  Increment on Resumption of Duty from LWOP / STUDY LWOP

35  Incremental Credit for Experience (outside service)  Incremental Credit for Additional Qualifications  Incremental Credit for Temporary Service (in the service)  Increment For Long Service  Increment beyond top

36 ALLOWANCES

37  Acting/ Responsibility  Overtime  Travelling  Lecture n exams  Uniforms  On call and in attendance  Funeral Grant(substantive / 1 yr’s continuous service) – Rs to nearest relative having borne funeral expenses

38  Meal (cyclone & unexpected retention for >3hrs- Rs 125)  Out of pocket (short official visits- Rs 160/day)  Subsistence (missions & training-allowance approved by FS)  Disturbance (to work in Rod-25% & outer islands-50%)  Inducement (professionals -50% instead of 25%)  Rent (prison/police /forest/doctors)

39  Special Duty and Extra Duty Allowance: (to work unusually long hours for completion of assignments / reports etc by set time frame) Not eligible for overtime Put in min of 25 excess hours monthly Approval of SO required 3 increments worth  Travelling Allowance (various types)  Car Allowance(in lieu of Duty Free)

40  Foreign Service Allowance  Entertainment Allowance  Warm Clothing Allowance  Excess Air Baggage Allowance(pg 119 EOAC)  Ad hoc allowance

41 OVERTIME

42  No overtime allowance to -  (a) trainees, students and apprentices;  (b) members of a Disciplined Force; and  (c) officers drawing salary of Rs 39,275 or more monthly. NOTE Officers drawing Rs 39,275 to 52775: 80% of OT rate for  :Urgent tasks or  for completion of work that cannot be postponed

43 RATE: 6 am -11pm: 1.5* hourly rate 11 pm – 6 am: 2* hourly rate Sun/ PH/ cyclones: 2* hourly rate HOURLY RATE: Workmen’s : annual salary (AN SAL F Y) FY/52*40 Other categories: AN SAL F Y/52*33.75

44 TRAVELLING

45  Travelling by bus for a distance of not < 1.6 kms: (by the most economical route) as follows -  20 days (five-day week ); and  24 days (six-day week)  total actual expenses for purely temporary workers/ works on shift/roster.  Teaching staff:  16 for primary & 15 for Secondary

46  walking allowance (Rs 250)- walking over 2 1/2 kilometres daily (where motorcycles or other vehicles cannot be used)  Bicycle (Rs 250)  Use of bicycles on bad roads (for official travelling - add Rs 100)  Other means (Autocycle / Motor-cycle) (Rs 400)  By Bus  <1.6 km- eligible for 1 stage bus fare x 20 days / month

47  Commuted travelling allowance (Rs 2,200)  Travel grant (Rs 6600)  Travelling allowance (Rs )  commuted allowance (Rs 3100) & (Rs 4350) (Absence for a whole calendar month on approved leave with pay but not having to attend duty at all)  Mileage allowance (different rates)  Fuel Allowance

48 RETIREMENT

49  Under the Pensions Act, an officer may retire as follows:  AGE LIMIT :65 YRS;  AS OF RIGHT:60 to 64 +(Years);  AS A SPECIAL CASE: 55 to 59+ (Years) NOTE : Approval of Service Commission required  JUDGES:67 years  NOTE : Transition Period Dates worked out by PRB

50  REACHING THE AGE OF 45: + 10 years' pensionable service (SELF  EMPL/TAKE EMPL PRIVATE SECTOR (approval of MCSA + Service Commission)  GROUND OF MARRIAGE : female officer (approval of Commission). For benefits, need to reckon 5 yrs pensionable service)  DISCIPLINED FORCE: aggregate of 28 3/4 years - approval of DFSC

51 COMPUTATION: GROSS PENSION = [No of months/600 x Last Annual Gross Salary] (/12) (FULL PENSION= 33 1/3 yrs (400 months) Example: [400/600 x x 12] = annual GP: /12 = monthly Pension REDUCED PENSION (option form c) =[ lump sum+ monthly pension] LUMP SUM= (GP x 25/2) x 1/4 : EX:[(400/600 x x 12) x 25/2 x 1/4] Monthly Pension: 3/4 GP/12. Example: [3/4 x (400/600 x x 12)] /12 PRB 2008: FOR OFFICERS IN POST AS FROM /690 = 38 1/3 FOR FULL PENSION Note: Judges & doctors have different denominations

52 REGISTRY

53  Recording and circulation of Incoming Mails  General principles of Filing  Temporary Files  Files and Information retrieval  Missing Files  Weeding Procedures  Security of Files  Flimsy files

54  Receipt of incoming mails  Opening of new files  Proper filing of documents  Recording of movement of files  Despatch of outgoing mails  Providing means of identifying files  Examining of files before putting them aside  care and maintenance of files  Ensuring compliance with security rules  Tracing of missing files

55 COMMUNICATION

56 CORRESPONDENCE REPORT MINUTE

57 Two-way process of reaching mutual understanding, in which participants not only exchange (encode-decode) information, news, ideas and feelings but also create and share meaning. In general, communication is a means of connecting people or places. In organisations, it is a key function of management-- an organisation cannot operate without communication between levels, departments and employees.

58 In general : COMMUNICATION is a means of connecting people or places. In organisations, it is a key function of management.An organisation cannot operate without communication between levels, departments and employees.

59 Components of communication: Sender Receiver Content of Message Context ( non verbal communication - expressions; gestures;body language) Delivery method chosen (must best suit the stakeholders like phones, s, letters, minutes) BARRIERS – (INTERFERENCE; AMBIGUITY; LANGUAGE)

60 RULES FOR OFFICIAL CORRESPONDENCE  RULE 1: NEVER USE:  Metaphor/Simile/Other Figures of Speech  Long word when Short word will do  If possible to cut out a word, better do it  Passive when Active can be used  Foreign phrase/Scientific word/Jargon if you can think of equivalent words

61  RULE 2: IF U HAVE A CHOICE, PREFER: SHORT to LONG words CONCRETE to ABSTRACT terms HOME to FOREIGN words NON-TECHNICAL to TECHNICAL words  REMEMBER: use words that suit the subject and are intelligible to the reader

62  RULE 3: AVOID  CIRCUMLOCUTION AND EUPHEMISMS  EXAMPLE:  The Officer Has Reached The Age Equivalent To Three Score And Two CAN SIMPLY BE WRITTEN AS The Officer Is Sixty Two Years Old

63  RULE 3: CONSTRUCT YOUR PARAGRAPH WITH CARE.  If Participle Is Used, It Should Be In Agreement And Neither Misrelated Nor Unrelated.  EXAMPLE:  Waiting for the bus a branch fell on my head (BAD)  As I was waiting for the bus, a branch fell on my head (GOOD)

64  RULE 4: WRITE SIMPLE SENTENCES AND SHORT PARAGRAPHS  DO NOT PATRONISE the reader and imply HOW CLEVER you are  AIM at WINNING the reader over what YOU THINK. SO BE:  PERSUASIVE;  READER FRIENDLY; AND  NOT ARROGANT  If you always THINK BEFORE PUTTING PEN to PAPER (writing) = you are more LIKELY to be CLEAR

65  BASIC RULE: All administrative correspondence should be EASY TO READ. ALWAYS WRITE: CORRECTLY: without mistakes; verbs properly conjugated of & sentences well punctuated CLEARLY: short sentences and orderly written ideas CONCISELY: avoid repetition but ensure fair treatment of the subject SIMPLY: avoid pretentious words

66  DEAR SIR: LETTER HEAD - ARMORIAL BEARINGS (COAT OF ARMS)] NAME AND ADDRESS - OF MIN/DEPT REFERENCE NUMBER - FILE NUMBER TOP LEFT HAND CORNER (both Sender & Recipient, if applicable) DATE: TOP RIGHT HAND CORNER (no comma is used & it may take different forms).  EXAMPLE  05 September 2011; 5 th September 2011; etc

67 SALUTATIONS: (addressing- followed by a comma): (Sir/ Madam,; Dear Sir,/ Dear Madam,; Dear Colleague,/ My dear Colleague,) TITLE/SUBJECT MATTER (not more than 6 words preferably. Should be relevant & indicative)

68 OPENING OF THE LETTER (next line. It commonly begins with “with reference to; would you please refer to etc.).  NOTE: Alternatives:  (thank you for your letter….; I have received your letter….etc.) BODY/CONTENTS (contains information, description, requests, replies etc. Rules of writing apply).  Numbering of paragraphs especially if it is long. Helpful for the reader. (2 b decided by signatory)

69  ENDING THE LETTER: ends with yours faithfully/ I am, yours faithfully followed by a comma; signature; surname and title Perm sec/ Supervising Off/ SCE etc.)  NOTE:  Don’t forget to write FOR, if signing for someone else  Signature on the right hand side  Address on the corresponding left hand side  NAME & ADDRESS OF RECIPIENT  NOTE: Unlike in French, No hyphen is used in English for address (EX: Port Louis; Saint Pierre)

70  NAME & ADDRESS OF RECIPIENT: (at the level of the signature. Spell the correspondent’s name properly. Initials in names take points but no space in between. However, there should be space between initials and Name. Abbreviations for honours, degrees etc take no points- ex A.B. Charles, MSc, MLA Addresses should normally contain no commas. EX:  10 Avenue Belle Rose  Quatre Bornes

71  FROM – TO LETTERS  PROVIDED FOR CORRESPONDENCE BETWEEN GOVT DEPTS AND MINISTRIES  CORRESPONDENCE BETWEEN GOVT DEPTS AND MINISTRIES SHOULD BE OFFICER TO OFFICER OR OFFICE TO OFFICE BUT NOT MIXTURE OF BOTH;  EX: From Perm Sec, PMO  To Commissioner of Police  REFERENCE -TOP LEFT HAND CORNER (BOX PROVIDED)  DATE  SENDER AND RECIPIENT  SUBJECT MATTER (space provided-heading not followed by stop)

72  PROVIDED FOR USE BETWEEN PUBLIC OFFICERS  NORMALLY BETWEEN OFFICERS OF SIMILAR RANK IN THE SERVICE  SALUTATION AND ENDING SHOULD BOTH BE EITHER HANDWRITTEN OR TYPED BUT NOT A MIXTURE OF BOTH  From/To Mr …., Ministry Of ……  From/To Ombudsman; From/To Chairman, PSC

73 MINUTE SHEET

74  ENTRIES:-  From/To Ministry Of …… ( No Need To Write- Perm Sec, Min Of….)  HONORIFIC (HONOURABLE) need not be used  NOTES: SHOULD BE SIGNED  MINUTES: SHOULD BE SIGNED  NOTE:  If Signature Is Not Legible Enough, The Name Of The Officer Should Be Typed Or Written In Block Capitals  RANK OF THE OFFICER (EVEN IF ACTING)  DATE (CAN BE WRITTEN AS )

75  MINUTE WRITING  ADDRESS (hierarchy- Perm Sec, Deputy Ps etc)  REFERENCE (Re fol ()- if any)  NUMBERING (as from 2 nd para.)  MESSAGE:  Rules of writing apply  Short but complete (refer to folio- details)  Stand alone  Ends with information, action, instruction, request for approval/consideration etc.  Courtesy- please  SIGNATURE  NAME & RANK & DATE

76 REPORT WRITING

77  EVERY REPORT CONTAINS SOME OR ALL OF THE FOLLOWING:  TITLE: (short but conveys essential message)  IDENTIFICATION MARKS (initials of writer; class of report.eg cabinet memo etc  CIRCULATION LIST ( recipients)  INTRODUCTION (introduces issue and the outcome)  METHODOLOGY ( how materials were assembled)  DISCUSSION (interpretation of factual info to reach conclusion)  CONCLUSION (findings & ultimate result)  RECOMMENDATIONS (personal views for future action based on the conclusion)

78 THANK YOU


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