2016/2017 PERFORMANCE CONTRACT IMPLEMENTATION WORK PLAN

Transcription

1 KISII UNIVERSITY /2017 PERFORMANCE CONTRACT IMPLEMENTATION WORK PLAN KISII UNIVERSITY PLANNING AND DEVELOPMENT DEPARTMENT PERFORMANCE CONTRACTING SECTION Page 0 of 12

2 (A) 1. Absorption of 100% a) Approved budget showing allocations Finance Officer FINANCIAL Allocated Funds b) Financial reports of expenditure STEWARDSHIP c) Variance analysis reports ( and annual) & FISCAL DISCIPLINE 2. Absorption of externally mobilized resources N/A Nil None N/A 3. A-in-A Ksh. 207,181,845 Ksh. 1,159,197,000 Ksh. 152,177,155 Ksh. 126,150,000 Ksh. 150,010,000 a) Fees payment by JAB Students b) Fees payment by SSP Students c) Fees payment by masters students d) Fees payment by PHD students e) Fees payment by diploma students Finance Officer Ksh. 1,840,000 f) Sale of farm products Farm Manager Ksh. 3,045,000 g) Sale of meals (staff and students mess) Snr. Cateress Ksh. 1,799,601,000 Total Finance Officer (B) CORE MANDATE 4. Pending Bills debts and pending bills to be Less than 1% of budget 5. Compliance with PFM Act and Treasury Circulars 100% prepared and submitted reports as per the required timelines (Vision 2030 Flagship Project) 1. Lecture Halls By 4 th quarter 85% completion level Complex 2. Number of research training workshops organized 3. Number of Industry and Institutional Linkages Increased Level (%) of debts and pending bills per quarter and at the end of the year. - Financial Programme performance report to Controller of Budget -Annual financial statements by 30 th September Draft budget estimates by 20 th March Annual Procurement Plan by 30 th July Annual work plan and cash flow projections by 30 th July Compliance with National Treasury circulars issued from time to time. To be implemented as per Annex III of the Performance Contract Finance Officer Finance Officer Clerk of Works quarterly 4 Report of trainings including list of attendance Registrar (R & E) quarterly 3 a) Report/Minutes of meetings held with proposed institutions b) Evidence of hosting researchers from collaborating institutions c) Copies of MOU signed with the organizations. Registrar (R & E) Page 1 of 12

3 Cont. (B) CORE MANDATE Priority Projects/programmes (Outcomes Aligned to SDGs and Sector Performance Standards 4. Construction of the University pavilion 5. Number of new academic staff recruited 6. Number of undergraduate students enrolled 7. Number of masters students enrolled 4 th Quarter 80% completion level To be implemented as per Annex III of the Performance Contract 30 Academic Staff a) List of all lecturers/senior academic officers employed during the year indicating faculty/office, designation and area of specialization b) Letters of appointment 4,000 new Total undergraduate student enrollment as per quarter (Nominal rolls) undergraduate students 300 new masters Total undergraduate student enrollment as per quarter (Nominal rolls) students Clerk of Works Registrar (administration) Registrar (AA) Registrar (AA) 8. Number of PhD Students Enrolled 70 new PhD students Total undergraduate student enrollment as per quarter (Nominal rolls) Registrar (AA) 9. Number of diploma students enrolled 800 new diploma students Total undergraduate student enrollment as per quarter (Nominal rolls) Registrar (AA) 10. Procurement of library books 11. Subscription to electronic library resources Kshs. 3,200,000 Payment receipts/lpo s of books purchased Deputy Librarian Third Quarter Ksh. 1,500,000 Evidence of subscription to online library resources Deputy Librarian 12. Number of academic public lectures held 10 academic public lectures Report of public lectures including list of attendance Registrar (R&E) 13. Number of academic publications increased 50 academic publications Copies of academic research papers and books duly published during the year Registrar (R&E) 14. Number of research conferences held 15. Number of proposals seeking for external funding submitted Third Quarter one (1) Report on Interdisciplinary International Conference held Registrar (R&E) First, second and fourth quarter 3 proposals a) Research proposals funded and project status/justification b) Evidence of fund allocation and processing. c) Final report on research proposal funded (completed projects) Registrar (R&E) Page 2 of 12

4 CRITERIA ACTIVITY TIMEFRAME TARGET EVIDENCE/VERIFIABLE INDICATORS RESPONSIBILITY Cont. (B) CORE MANDATE (C) Implementation of Presidential Directives, Circulars and Executive Orders 16. Number of Community Outreach and Extension Services 17. Project Completion Rate Presidential Directives, Circulars and Executive Orders implemented Fourth Quarter continuous a) Agriculture: Report on 1 training on Orange Flesh Sweet Potato (OFSP) to women farmer groups in Kisii and Nyamira Counties. b) Report on training of farmers from the surrounding community on Artificial Insemination. Third Quarter c) Rock art: Report on 1 soapstone empowerment to covers in Kisii Five (5) County. community Third Quarter extension services d) Welfare: Report on 1 forum/baraza in conjunction with the local administration to sensitize the local community on HIV/AIDS, alcohol and drug abuse prevention. Second Quarter Registrar (R & E) Dean, FANRM Registrar (R&E) Dean of Students -ACU -ADA Committee e) Health: Report on 1 medical camp offered to community. Medical Officer 100% Report on project completion, minutes of site meetings, payment records, certificates of completion etc. Continuous 100% a) stiff punishment for examination irregularities b) Integrating lessons on living positively with H.I.V in the education curriculum c) Prudent utilization of public resources Clerk of Works Chair, National Values and Cohesion Committee (Follow up role) (D) Minimum 30% of all procurement budget dedicated to youth, women and people with Disabilities (AGPO) (E) Minimum 40% of all procurement budget dedicated to locally produced goods and services (Buy Kenya build Kenya Youth, Women and PWD s Empowerment 40% of all procurement budget dedicated to locally produced goods and services (Buy Kenya Build Kenya) 30% of tenders - Kshs. 112,765,620 Continuously a) List of prequalified YWPWD category b) Report of sensitization for target group c) Recommendation letters in favour of YWPWD to financing institutions d) Number of YWPWD registered groups prequalified during the year e) Summary report on actual tenders allocated to the YWPWD groups f) LPOS/Receipts for payments g) Summary report submitted to PPOA using prescribed format -Evidence of guidelines developed to achieve target -Evidence of internal communication of the directive/commitment towards buy Kenya build Kenya - reports on procurement of locally produced goods and services -LPOs/Receipts Senior Procurement Officer Senior Procurement Officer Page 3 of 12

5 (F) CROSS CUTTING 1. Customer Satisfaction 2. Service Delivery Innovations and Application 3. Resolution of Public Complaints 4. ISO Certification By 4 th Quarter 100% a) LPOs/Receipts of 20 additional computers for the computer labs ICT Manager b) Attendance registers for Lecturers All Deans 3 rd Quarter 4 th Quarter 3 rd Quarter and 4 th Quarter 2 nd Quarter 2 nd Quarter 3 rd Quarter 3 rd Quarter and 4 th Quarter c) No. of internet bandwidth at the Kisumu Campus from 6mbps to 12 mbps ICT Manager d) Vehicles procured (saloon cars and one single cab pick-up) Manager, M&T e) Teaching and examination timetables prepared and released Director, E&TT 100% a) Operational online Leave Application module b) Operational module to issue online provisional academic transcripts 100% a) Citizen Service Delivery Charters implemented b) Report on resolved public complaints c) Report for complaints handling officers and staff through a training workshop (10). d) progress reports submitted e) Certificate of compliance obtained A B C D Transition process held (list of attendance) Scope of certification defined Train Middle Management - (process owners) Brief Top Management Conduct awareness training for employees Conduct gap analysis Complete documentation Launch the Quality Management System (QMS) based on the standard Conduct Internal Quality Auditor (IQA) training Conduct trial audits under guidance from the consultant Conduct internal audit (s) Conduct 1 management review meeting ICT Manager Chairman,Public Complaints Committee Senior Planning Officer Page 4 of 12

6 Cont. 5. Automation - Evidence as per the automation implementation table/matrix in the PC -ICT Manager (F) CROSS CUTTING 6. Asset Management 7.Youth Internships/ Industrial Attachment 100% a) Inventory management: Updated and maintained asset Register -Finance Officer b) Maintenance: Maintenance Schedules for ICT and Transport and Maintenance Department Evidence on Plant and equipment maintenance as per the schedules (e.g. Maintenance register, job cards, Invoices e.t.c). Where applicable, maintenance will be conducted as per the manufacturer s schedules, c) Repairs: Assets identified for repair and repaired as per the repairs schedule, evidence of repairs on reported cases -sampled job cards, ICT equipment service request forms d) Disposal of idle assets: List of all unserviceable, obsolete and surplus assets -Disposal committee minutes -Evidence of disposal of the same; -Schedule of disposal; - Disposal report -Transport and maintenance officer, and -ICT Manager Senior Procurement Officer 90 Youths Attachment opportunity to 90 youths - Letters of offer Registrar (Administration) 8. Compliance with the Constitution and other Statutory Obligations i. Compliance with the Constitution ii. Public Procurement and Asset Disposal Act, Regulations and Rules Third Quarter 100% a) Report of 1 workshop to sensitize Members of County Assembly (MCA s) of Kisii, Nyamira, Migori and Homa Bay Counties on county heritage and enacting heritage legislation. 100% a) Preparation and implementation of the annual procurement plan and disposal plan and disposal plans aligned with the budget. b) Submitted copy of the procurement plan to PPOA by 31 st August, 2016 c) procurement reports submitted to PPRA Registrar (R&E) Senior Procurement Officer iii. Remittance of Statutory Deductions Cert - 4 th Quarter 100% a) Certificate of Compliance obtained from the following institutions: b) KRA, N.S.S.F, Pensions Office, N.H.I.F and HELB Senior Internal Auditor -Finance Officer (Implementation) Page 5 of 12

7 Cont. iv. Environmental 1 st Quarter a) Minutes of Environmental Sustainability Committee Chair, Sustainability (F) CROSS CUTTING v. Adherence to the Unclaimed Financial Assets Act, 2011 (UFAA) vi. Disability Mainstreaming vii. Gender Mainstreaming 2 nd Quarter b) E-waste Policy developed in compliance with the Environmental Management and Coordination Act (EMCA) of st Quarter c) The 2016/17 Environmental Sustainability Audit Report on compliance 100% with EMCA, 1999 submitted to NEMA by 30 th Sept, st Quarter d) Annual Work Plan based on the 2016/17 Audit Report submitted to NEMA by 30 th Sept, e) submitted to NEMA in the prescribed format 4 th Quarter f) Certificate of compliance obtained from NEMA 2 nd and 3 rd Quarter Cert 4 th Quarter Cert 4 th Qtr 9. Competency Development i. Training Needs Assessment (TNA) and Intervention Programmes a) List of identification of any qualifying unclaimed assets from the University records and remitting the same to the Unclaimed Assets Trust Fund b) Report prepared indicating any available details of the beneficiaries of the assets and submitted to UFAA. 100% a) Number of appointments, employments and promotions in favour of PWD s during the year in line with the 5% rule. b) Disaggregated data on PWD's by age, gender, and forms of disability c) Report on implementation of recommendations of the accessibility audit for PWD's carried out in the University in FY 2015/16 by the National Council for Persons with Disabilities (NCPD) d) progress reports submitted to NCPWD in the prescribed format e) Certificate of Compliance obtained from NCPWD 100% a) Evidence of compliance with one third rule on appointments, promotions and employment in the University, as per the Constitution b) Report on sensitization workshops held targeting members of staff and students on gender mainstreaming c) Gender disaggregated data for staff across all campuses d) progress reports submitted to NGEC in the prescribed format e) Certificate of Compliance obtained from NGEC 100% a) Intervention programme schedule based on the recommendations. b) Reports of intervention programmes implemented during the year (at least 30% of recommendations to be implemented) c) Annual report on the implementation of the recommendations on staff skills and competency needs assessment prepared. Environmental Sustainability Committee Finance Officer Chairman, Disability Committee Director, IGEDS Registrar (Administration) Page 6 of 12

8 ii. Performance 1 st Quarter a) Performance appraisal tool for 2016/2017 circulated to all staff Registrar Cont. Appraisal 100% b) Performance targets for 2016/2017 set (Administration) 4 th Quarter c) All staff evaluated on their performance (F) d) 2016/2017 staff performance appraisal report (By July 2017) CROSS CUTTING 10. Knowledge Management 11. Work Environment 12. Prevention of Alcohol and Drug Abuse (ADA) 13. Prevention of HIV/ AIDS Infections e) Minutes prepared on 1 Management Board meeting on staff appraisal 100% a) Evidence of regular posting of relevant University information and news Deputy Librarian on the website b) Evidence of regular updates on the digital repository 1 st quarter 100% a) An internal work environment survey carried. Registrar 2 nd 3 rd and 4 th b) Implement at least 40% of the survey recommendations in the (Administration) Quarters subsequent quarters. c) Report at the end of the 4 th quarter providing evidence of implementation 4 th Quarter of the recommendations made in the survey report. 100% a) Minutes of University Anti-ADA Unit & Committee b) Report on internal baseline survey conducted on prevalence of ADA c) Report on counseling, treatment, rehabilitation and referral done for affected staff. d) Report on sensitization of members of staff and students on prevention of ADA including list of attendance. e) Annual work plan submitted to NACADA in the prescribed format f) Annual ADA Work Plan prepared and submitted to NACADA (1 st Quarter) g) progress reports submitted to NACADA in the prescribed format h) Certificate of compliance obtained from NACADA 100% a) HIV/AIDS module incorporated in the training curricula. b) Report on sensitization and awareness on HIV and AIDS including stigma and discrimination, violence prevention and human rights c) Approved budget showing allocations of Kshs. 2,822,500 for HIV/AIDS activities/programmes d) Continue implementation of MAISHA 1 activities including promoting condom usage, VCT, distribution of IEC materials, stigma and discrimination sensitizations etc. e) Minutes of quarterly ACU meetings. f) Annual ADA Work Plan prepared and submitted to NACC g) progress reports submitted to NACC in the prescribed format h) Certificate of compliance obtained from NACADA -Coordinator, Anti- ADA Unit -Chairperson, ADA committee Director, ACU Page 7 of 12

9 (F) CROSS CUTTING KISII UNIVERSITY 2016/2017 PERFORMANCE CONTRACT WORK PLAN Cont. 14. First Quarter ICT Manager Safety Measures 15. Management of Pension 16. Corruption Eradication 17. Mwongozo Code of Governance A a) Information Security Management system (ISMS) appointed Letter and Minutes b) Report on training of 5 on Information Security Management System (ISMS) champions Third Quarter c) Evidence of scope of ISMS implementation in the University identified Second Quarter B a) Minutes/ reports on top management briefed on ISMS b) Certificate/minutes/list of attendance on train implementers (process owners) c) Report/list of attendance on awareness training for all employees on ISM 100% Others: i. Records of servicing of all fire extinguishers Maintenance and Transport Manager ii. Evidence of antivirus installed in university servers ICT Manager iii. Evidence of regular backup of the servers to protect the integrity and safety of data and information iv. Records of insurance for personnel (GPA and WBA) and vehicles -Registrar (A) -Manager, E&T 100% i) List of potential retirees within the year. Registrar ii) Evidence of issued GP-24 and confirmation in appointment letter (Administration) iii) Prepare and submit retirement documents to the Pensions Fund 3 months to due date iv) Notices issued to retirees 9 months to due date. v) Clearance Certificates submitted to facilitate payment within 30 days of retirement. vi) Report on automate the pension process vii) Report of a pre-retirement training conducted. viii) A post-retirement medical policy prepared 100% To be implemented as per Annex IV of the Performance Contract Chair, CPC -IAO As per Council calender 100% a) Mwongozo Code of Governance signed by Council b) Report on Council induction/ capacity building undertaken in line with SCAC guidelines. c) Annual report on critical governance issues including; governance audits, legal audits, board self-evaluation and corporate risk prepared and submitted to SCAC by end of July Register (Administration) Page 8 of 12

10 18. Implement measures to promote national values and national cohesion 19. Implement commitments in the President's Annual Report on National Values and Principles of Governance a) List of national values champions b) Implement actions to hold public officers to account for violating national values and principles of governance c) Develop and distribute brochures and posters to enhance staff and stakeholders awareness of national values and principles of governance d) No. of IEC materials (posters and brochures) printed and distributed on national values and principles of governance e) Report on sensitization training and capacity building to monitor, evaluate 100% and report on national values and principles of governance for members of staff f) Report on five (5) national values core to the institution s mandate implemented: i. Report on cultural week ii. Reviewed Service Delivery Charter iii. Report on sensitization of HOD s on National Values and Principles of Governance iv. No. of IEC materials on national values and principles of governance printed and distributed to both staff and students v. Guidelines developed for fair administrative and civil actions vi. reports submitted to the Directorate of National Cohesion and National Values via nationalvalues@kenya.go.ke 100% 1. Approved budget showing implementation of the following initiatives that promote national values and principles of governance; Gender Mainstreaming, Disability Mainstreaming, Corruption Prevention, University Work-study programme. 2. Report on sensitization training workshop for Members of County Assembly (MCA s) of Kisii, Nyamira, Migori and Homa Bay Counties on county heritage and enacting heritage legislation. 3. Report on Continuous civic education, enactment and enforcement of laws, policies and regulations relating to the Bill of Rights for staff and students on the Bill of Rights; 4. Implementation of Gender Based Violence. 5. A report on one (1) sensitization workshop for staff and students on progressive practices which promote the Bill of Rights; 6. A report on Sensitization of staff on the new service delivery innovations Chair, National Values and National Cohesion Committee (Follow up role) Chair, National Values and National Cohesion Committee (Follow up role) Page 9 of 12

11 Notes: 1. This work plan is aimed at providing guidance for implementing the Council PC. It clearly indicates who is assigned to implement each specific target as well as the expected outputs/evidence. 2. Main Reference: a) 2016/2017 Performance Contract between the Government of Kenya and the Council of Kisii University. b) 2016/2017 Performance Contract Implementation Work Plan (Documents a and b may be downloaded from the KUC website: at the Planning Dept s page) 3. The financial year is divided into four (4) equal quarters as follows; (Q1: July - Sept), (Q2: Oct - Dec), (Q3: Jan - March), (Q4: Apr - June) 4. Faculty/division/department/section Work Plans and draft Cascaded Performance Contracts should be aligned to this Performance Contract Work Plan i.e. officers who are directly responsible for implementing targets captured in this Performance Contract should include the same in their Annual Work Plans and cascaded Performance Contracts respectively. 5. progress reports MUST be prepared using the prescribed format and submitted not later than 7 days after the elapse of each quarter. 6. ALL quarterly progress reports for external submission to relevant government agencies such as EACC, NACC, NGEC, NCPWD and NACADAA etc. will bear a cover letter signed by the VC and MUST be handed over to the PLANNING AND DEVELOPMENT DEPARTMENT not later than 7 days after the elapse of the quarter for delivery. 7. All enquiries to be handled at the Planning Office, or channeled through planning@kisiiuniversity.ac.ke 8. Complaints to be reported to the public complaints committee via complaints@kisiiuniversity.ac.ke, in the complaints reporting boxes or entered in the departmental complaints registers. 9. Suspected cases of corruption or ethical misconduct to be reported to the Corruption Prevention Committee via integrity@kisiiuniversity.ac.ke or dropped in the corruption reporting boxes. 10. Performance Contract implementation is a COLLECTIVE RESPONSIBILITY. Page 10 of 12

12 ANNEX : FORMAT FOR PREPARING FACULTY/DEPARTMENTAL/CAMPUS ANNUAL WORK PLAN KSU/PDD/F4 KISII UNIVERSITY ANNUAL WORK PLAN FACULTY/DEPARTMENT/CAMPUS/SECTION: FIN YEAR: 2016/ PERFOMANCE TARGET/ OBJECTIVE *To collect Ksh. 400M from fee payment (A-in-A) 2. *To purchase 20 new computers 3. E.T.C SPECIFIC ACTIVITIES -to raise at least Ksh. 10M from JAB and SSP students in each quarter. -Prepare monthly and quarterly fee collection reports -carry out IT needs assessment. -make request to procurement -install relevant software. -carry out maintenance as per the computer maintenance schedule. BUDGET (Kshs) VERIFIABLE INDICATORS RESPONSIBILITY -nil -Monthly and quarterly (Name/designation fee collection statements. -amount of cash in A-in-A debited in fee collection a/c. 1,300,000 -IT needs assessment (Name/designation report -Request memo to procurement -number of computers purchased -Records of maintenance of officer to implement the target) of officer to implement the target) TIME FRAME By 31 st June, 2017 ( reports) By Dec, *The above is just a sample entry to guide you in preparing your work plan. Sign Date Stamp: Page 11 of 12