Managing Personnel Emoluments: Importance of Staffing & Establishment Reviews

Department of Personnel Management emphasizes the significance of conducting Staffing & Establishment Reviews to control personnel emoluments and expenditure overruns. The reviews address issues like unclear organizational structures, lack of timely information, and excess staff members due to restructuring and political influences. These activities align with relevant legislation and are crucial for effective financial management.

• Personnel management
• Staffing reviews
• Establishment reviews
• Department of Personnel
• Financial management

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1. Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Rise Up, Step Up, Speak Up Department of Personnel Management DEPARTMENT OF PERSONNEL MANAGEMENT NATIONAL AGENCIES REFORMS WORKSHOP 27 November 01 Dec, 2023 APEC HAUS, NCD PRESENTATION ON STAFFING & ESTABLISHMENT

2. Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014Presentation Outline Rise Up, Step Up, Speak Up Department of Personnel Management Overview Importance & Benefits of conducting S&E Reviews Implications of not conducting S&E Reviews When S&E Reviews should be undertaken How S&E Reviews are linked to the Budget Process S&E Data for (National Agencies by Sectors) Generic Issues Summary- Important Considerations Way forward

3. Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Overview Rise Up, Step Up, Speak Up As emanated from NEC Decision No. 53/2011, DPM as part of (OSPEAC) is mandated to assist WOG Agencies on Alesco Pay to Control and Stabilize Personnel Emoluments (PE) and other Expenditure Overruns. Staffing & Establishment Reviews is the main important activity DPM undertakes annually during the second quarter. This Review is consistent with the requirements of the following; Public Service General Order No 2, Public Service Management Act Public Finance, Treasury Act and other Legislations applicable to Provincial Administrations, Public Hospitals and Provincial Health Authorities. Department of Personnel Management

4. Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Overview-continue Rise Up, Step Up, Speak Up Department of Personnel Management These reviews were reinforced by the K200m overruns in PE Expenditure back in 2009-10. Primary reasons for over-expenditure: Unclear organisational establishments & funding ceilings; Inaccessibility to timely, current and accurate payroll and budget information; Using alternative financial systems to pay large numbers of staff in unfunded or non-approved roles; High numbers of excess and unattached officers, often as a result of large-scale restructuring and political intervention within line agencies.

5. Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Why is it important to Conduct Staffing & Establishment Reviews Rise Up, Step Up, Speak Up Department of Personnel Management o Determines agency s establishment and staffing needs to avoid under budgeting and over expenditure. o To audit and reconcile information currently contained within the Integrated HR Payroll System and to accurately identify the necessary staffing & PE ceilings for Budget submissions o Ensure the Integrated HR Payroll System is the primary source of GoPNG payroll information & transactions Agency PE Budget Proposal is supported by Budget Committee o Staff management and strategic workforce planning within line agencies to meet the needs of GoPNG. o Timely provision of reports for the Budget Review Process and to OSPEAC. o

6. Implications of not conducting S&E Review Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Rise Up, Step Up, Speak Up Department of Personnel Management Inaccurate staffing data and costs resulting in over/under budgeting across the Public Service Poor records maintenance (System and Manuel registers POR & ECT) Affects staff movement No collective decision making from DPM and stakeholders on how best to control overruns in PE and other expenditure Personnel Emoluments Budgets appear unevenly balanced and do not support priority areas as per corporate plans, provincial district plans and national health plans.

7. Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014When should the Staffing, Establishment & Budget reviews be undertaken? Rise Up, Step Up, Speak Up Department of Personnel Management Fortnightly internally within agency Monthly in line with the Cash Flows Quarterly intervals these records must be made available at the S & E reviews and Audits.

8. Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014How S&E Review is linked to the Annual Budget Process Rise Up, Step Up, Speak Up Department of Personnel Management OVERVIEW OF PROCESS Basic Process

9. Staffing Data as at Pay 23/26 Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Rise Up, Step Up, Speak Up Department of Personnel Management Senior Contract Positions Senior Contract Officers Compulsory Retirement Unattached Officers Total Establishment Staff on Strength Sum of Sub Occ Total Vacancies Sector/Agency Administrative sector 10,092 Economic Sector Infrastructure Sector Law & Justice Sector Social Sector Transport Sector Grand Total 40,576 24,379 2,267 80,111 6,143 1,620 105 29,524 21,135 2,097 60,624 5,626 1,531 104 28,477 15,382 1,631 52,751 1,047 5,753 466 7,873 517 89 4,466 1,099 12,099 8,997 27,360 79 28 1,976 367 542 1,010 336 4,277 1,259 2,856 2,630 167 286 26 362 669 254 1 63 46 1,100 240 1,465 636 18

10. Generic Issues Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Excess staff above approved establishment on payroll Casual Staff (genuine and non-genuine ) still paid on Item 112, IFMS and internal revenue hindering service delivery Delay in recruitment and selection Under budgeting for PHAs Outdated senior officers contracts (refer to GO 9.58 to 9.74) High number of compulsory aged unattach officers Non-compliance of Short Term Contract Arrangements as per GO 10.7-10.10 FIN 03 and FIN 04 not disseminated in a timely manner Rise Up, Step Up, Speak Up Department of Personnel Management

11. Summary -Important considerations Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 S & E is not about number game only. It is about how you manage your Human Resource- Therefore, understanding your HR Business process is of paramount importance including the agency priorities Managing attrition is also important Offline payment drawn from PE budget hence management of allowances, payment of HDA, gratuities, DMA and SDMA is vital to avoid overruns therefore payments to be done within the same year and not carried over to the next fiscal year We need to see improvement in the management of unattached/unmatched officers. Data cleansing on date of birth, compulsory retirements to be effected All positions to be aligned to Schedule 13.1 (Circular 8 of 2020) Nil use of PGAS data Uplift in HR practices in the public service/sector to ensure more information gets into the budget cycle. Rise Up, Step Up, Speak Up Department of Personnel Management

12. Going Forward (PE Proposal Support) Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Agency Profiles to be submitted to DPM for PE Budget Proposals support at review sessions Corporate Plan (If agency have in place and from what year) Organization Structure (Date of Approval, Implementation of Structure, progress on the implementation Casual/Part time employment Register for casuals to contain dates of commencement and locations IFMS reports /How much is expended each fortnight to pay wages for casuals Unattached personnel data base with reasons why they are unattached Rise Up, Step Up, Speak Up Department of Personnel Management

13. Going forward Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Conduct Manpower Reconciliation Exercise. All cleansed data/clean data to be transferred to the new/upgraded payroll system. Rise Up, Step Up, Speak Up Department of Personnel Management

14. End of Presentation Intellectual property of Department of Personnel Management Not to be used without written permission by Secretary DPM 14 November 2014 Rise Up, Step Up, Speak Up Department of Personnel Management Thank you for listening (;