2016/2017 performance contract implementation …

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KISII UNIVERSITY

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2016/2017 PERFORMANCE CONTRACT

IMPLEMENTATION WORK PLAN KISII UNIVERSITY PLANNING AND DEVELOPMENT DEPARTMENT PERFORMANCE CONTRACTING SECTION

KISII UNIVERSITY 2016/2017 PERFORMANCE CONTRACT WORK PLAN

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CRITERIA ACTIVITY TIME FRAME TARGET EVIDENCE/VERIFIABLE INDICATORS RESPONSIBILITY

(A)

FINANCIAL

STEWARDSHIP

& FISCAL

DISCIPLINE

1. Absorption of Allocated Funds

Quarterly 100% a) Approved budget showing allocations

b) Financial reports of expenditure

c) Variance analysis reports (Quarterly and annual)

Finance Officer

2. Absorption of externally mobilized resources

N/A Nil None N/A

3. A-in-A Quarterly 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

4. Pending Bills Quarterly debts and pending

bills to be Less than

1% of budget

Level (%) of debts and pending bills per quarter and at the end of the

year.

Finance Officer

5. Compliance with

PFM Act and

Treasury

Circulars

Quarterly 100% prepared and submitted reports as

per the required timelines

-Quarterly Financial Programme performance report to Controller of Budget -Annual financial statements by 30th September 2016.

-Draft budget estimates by 20th March 2017. -Annual Procurement Plan by 30th July 2016. -Annual work plan and cash flow projections by 30th July 2016. -Compliance with National Treasury circulars issued from time to time.

Finance Officer

(B)

CORE MANDATE

(Vision 2030 Flagship Project)

1. Lecture Halls Complex

By 4th quarter 85% completion level

To be implemented as per Annex III of the Performance Contract Clerk of Works

2. Number of research training workshops organized

quarterly 4 Report of trainings including list of attendance Registrar (R & E)

3. Number of Industry and Institutional Linkages Increased

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)


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Cont…….

(B) CORE MANDATE

Priority Projects/programmes (Outcomes Aligned to SDGs and Sector Performance Standards

4. Construction of the University pavilion

4th Quarter 80% completion level

To be implemented as per Annex III of the Performance Contract Clerk of Works

5. Number of new academic staff recruited

Quarterly 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

Registrar

(administration)

6. Number of undergraduate students enrolled

Quarterly 4,000 new undergraduate students

Total undergraduate student enrollment as per quarter (Nominal rolls)

Registrar (AA)

7. Number of masters

students enrolled

Quarterly 300 new masters

students


Registrar (AA)

8. Number of PhD Students Enrolled

Quarterly 70 new PhD students


Registrar (AA)

9. Number of diploma students enrolled

Quarterly 800 new diploma students


Registrar (AA)

10. Procurement of library books

Quarterly Kshs. 3,200,000 Payment receipts/LPO’s of books purchased

Deputy Librarian

11. Subscription to electronic library resources

Third Quarter Ksh. 1,500,000 Evidence of subscription to online library resources Deputy Librarian

12. Number of academic public lectures held

Quarterly 10 academic public lectures

Report of public lectures including list of attendance Registrar (R&E)

13. Number of academic

publications increased

Quarterly

50 academic

publications

Copies of academic research papers and books duly published during

the year

Registrar (R&E)

14. Number of research conferences held

Third Quarter one (1) Report on Interdisciplinary International Conference held Registrar (R&E)

15. Number of proposals seeking for external funding submitted

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)


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CRITERIA ACTIVITY TIMEFRAME TARGET EVIDENCE/VERIFIABLE INDICATORS RESPONSIBILITY

Cont…….

(B)

CORE MANDATE

16. Number of Community Outreach and Extension Services

Fourth Quarter

Five (5)

community

extension services

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.

Registrar (R & E)

Dean, FANRM

Registrar (R&E)

Dean of Students

-ACU

-ADA Committee

continuous

Third Quarter c) Rock art: Report on 1 soapstone empowerment to covers in Kisii County.

Third Quarter 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 e) Health: Report on 1 medical camp offered to community. Medical Officer

17. Project Completion Rate

Quarterly 100% Report on project completion, minutes of site meetings, payment

records, certificates of completion etc.

Clerk of Works

(C) Implementation of Presidential Directives, Circulars and Executive Orders

Presidential Directives, Circulars and Executive Orders implemented

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

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)

Youth, Women and PWD’s Empowerment

Quarterly 30% of tenders -

Kshs. 112,765,620

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

Senior Procurement

Officer

(E) Minimum 40% of all procurement budget dedicated

to locally produced goods and services (Buy Kenya build Kenya

40% of all procurement

budget dedicated to locally

produced goods and

services (Buy Kenya Build

Kenya)

Continuously

-Evidence of guidelines developed to achieve target -Evidence of internal communication of the directive/commitment towards buy Kenya build Kenya -Quarterly reports on procurement of locally produced goods and

services -LPOs/Receipts

Senior Procurement Officer


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(F)

CROSS CUTTING

1. Customer Satisfaction

By 4th Quarter 100% a) LPOs/Receipts of 20 additional computers for the computer labs ICT Manager

b) Attendance registers for Lecturers All Deans

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

2. Service Delivery Innovations and Application

3rd Quarter

4th Quarter

100% a) Operational online Leave Application module

b) Operational module to issue online provisional academic transcripts

ICT Manager

3. Resolution of Public Complaints

3rd Quarter and

4th Quarter

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) Quarterly progress reports submitted e) Certificate of compliance obtained

Chairman ,Public

Complaints

Committee

4. ISO Certification

2nd Quarter

2nd Quarter 3rd Quarter 3rd Quarter and 4th Quarter

A

Transition process held (list of attendance)

Scope of certification defined B

Train Middle Management - (process owners)

Brief Top Management

Conduct awareness training for employees C

Conduct gap analysis

Complete documentation

Launch the Quality Management System (QMS) based on the standard D

Conduct Internal Quality Auditor (IQA) training

Conduct trial audits under guidance from the consultant

Conduct internal audit (s)

Conduct 1 management review meeting

Senior Planning

Officer


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Cont…….

(F)

CROSS CUTTING

5. Automation - Evidence as per the automation implementation table/matrix in the PC -ICT Manager

6. Asset Management

Quarterly

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

-Transport and

maintenance

officer, and

-ICT Manager

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

Senior Procurement

Officer

7.Youth Internships/ Industrial Attachment

Quarterly 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

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.

Registrar (R&E)

ii. Public Procurement and Asset Disposal Act, Regulations and Rules

Quarterly 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 31st August, 2016

c) Quarterly procurement reports submitted to PPRA

Senior Procurement

Officer

iii. Remittance of Statutory Deductions

Quarterly

Cert - 4th 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)


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Cont…….

(F)

CROSS CUTTING

iv. Environmental Sustainability

1st Quarter

100%

a) Minutes of Environmental Sustainability Committee Chair,

Environmental

Sustainability

Committee

2nd Quarter b) E-waste Policy developed in compliance with the Environmental

Management and Coordination Act (EMCA) of 1999.

1st Quarter c) The 2016/17 Environmental Sustainability Audit Report on compliance

with EMCA, 1999 submitted to NEMA by 30th Sept, 2016.

1st Quarter d) Annual Work Plan based on the 2016/17 Audit Report submitted to NEMA

by 30th Sept, 2016.

Quarterly e) Quarterly submitted to NEMA in the prescribed format

4th Quarter f) Certificate of compliance obtained from NEMA

v. Adherence to the Unclaimed Financial Assets Act, 2011 (UFAA)

2nd and 3rd Quarter

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.

Finance Officer

vi. Disability Mainstreaming

Quarterly

Cert – 4th

Quarter

100% a) Number of appointments, employments and promotions in favour of PWD’s during the year in line with the 5% rule.

Chairman, Disability

Committee

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) Quarterly progress reports submitted to NCPWD in the prescribed format e) Certificate of Compliance obtained from NCPWD

vii. Gender

Mainstreaming

Quarterly

Cert – 4th Qtr

100% a) Evidence of compliance with one third rule on appointments, promotions

and employment in the University, as per the Constitution

Director, IGEDS

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) Quarterly progress reports submitted to NGEC in the prescribed format

e) Certificate of Compliance obtained from NGEC

9. Competency Development

i. Training Needs Assessment

(TNA) and Intervention Programmes

Quarterly 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.

Registrar

(Administration)


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Cont…….

(F)

CROSS CUTTING

ii. Performance Appraisal

1st Quarter

100%

a) Performance appraisal tool for 2016/2017 circulated to all staff Registrar

(Administration) b) Performance targets for 2016/2017 set 4th Quarter c) All staff evaluated on their performance

d) 2016/2017 staff performance appraisal report (By July 2017)

e) Minutes prepared on 1 Management Board meeting on staff appraisal

10.

Knowledge

Management

Quarterly 100% a) Evidence of regular posting of relevant University information and news

on the website

b) Evidence of regular updates on the digital repository

Deputy Librarian

11.

Work Environment

1st quarter 100% a) An internal work environment survey carried. Registrar

(Administration) 2nd 3rd and 4th

Quarters

b) Implement at least 40% of the survey recommendations in the subsequent quarters.

4th Quarter

c) Report at the end of the 4th quarter providing evidence of implementation of the recommendations made in the survey report.

12. Prevention of Alcohol and Drug Abuse (ADA)

Quarterly 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 (1st Quarter)

g) Quarterly progress reports submitted to NACADA in the prescribed format

h) Certificate of compliance obtained from NACADA

-Coordinator, Anti-

ADA Unit

-Chairperson, ADA

committee

13.

Prevention of HIV/ AIDS Infections

Quarterly 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) Quarterly progress reports submitted to NACC in the prescribed format

h) Certificate of compliance obtained from NACADA

Director, ACU


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Cont…….

(F)

CROSS CUTTING

14. Safety Measures

First Quarter

100%

A a) Information Security Management system (ISMS) appointed– Letter and

Minutes

b) Report on training of 5 on Information Security Management System (ISMS)

champions

ICT Manager

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

Quarterly Others: i. Records of servicing of all fire extinguishers

Maintenance and

Transport Manager

Quarterly ii. Evidence of antivirus installed in university servers iii. Evidence of regular backup of the servers to protect the integrity and safety

of data and information

ICT Manager

Quarterly iv. Records of insurance for personnel (GPA and WBA) and vehicles -Registrar (A)

-Manager, E&T

15. Management of Pension

Quarterly 100% i) List of potential retirees within the year.

ii) Evidence of issued GP-24 and confirmation in appointment letter 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

Registrar

(Administration)

16. Corruption Eradication

Quarterly 100% To be implemented as per Annex IV of the Performance Contract Chair, CPC

-IAO

17.

Mwongozo Code of Governance

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 2017.

Register

(Administration)


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18.

Implement

measures to

promote national

values and national

cohesion

Quarterly

100%

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 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. Quarterly reports submitted to the Directorate of National Cohesion and

National Values via e-mail [email protected]

Chair, National

Values and National

Cohesion

Committee

(Follow up role)

19. Implement

commitments in

the President's

Annual Report

on National

Values and

Principles of

Governance

Quarterly 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)


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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: www.kisiiuniversity.ac.ke 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. Quarterly 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 email : [email protected]

8. Complaints to be reported to the public complaints committee via email: [email protected] , 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 email: [email protected] or dropped in the

corruption reporting boxes.

10. Performance Contract implementation is a COLLECTIVE RESPONSIBILITY.

http://www.kisiiuniversity.ac.ke/

mailto:[email protected]




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ANNEX : FORMAT FOR PREPARING FACULTY/DEPARTMENTAL/CAMPUS ANNUAL WORK PLAN

KISII UNIVERSITY

ANNUAL WORK PLAN

FACULTY/DEPARTMENT/CAMPUS/SECTION:___________________________ FIN YEAR: 2016/2017_______

PERFOMANCE TARGET/ OBJECTIVE

SPECIFIC ACTIVITIES

BUDGET (Kshs)

VERIFIABLE INDICATORS

RESPONSIBILITY TIME FRAME

1.

*To collect Ksh. 400M from fee payment (A-in-A)

-to raise at least Ksh. 10M from JAB and SSP students in each quarter. -Prepare monthly and quarterly fee collection reports

-nil

-Monthly and quarterly fee collection statements. -amount of cash in A-in-A debited in fee collection a/c.

(Name/designation of officer to implement the target)

By 31st June, 2017 (Quarterly reports)

2. *To purchase 20 new computers

-carry out IT needs assessment. -make request to procurement -install relevant software. -carry out maintenance as per the computer maintenance schedule.

1,300,000 -IT needs assessment report -Request memo to procurement -number of computers purchased -Records of maintenance

(Name/designation of officer to implement the target)

By Dec, 2017

3. E.T.C

4.

*The above is just a sample entry to guide you in preparing your work plan.

Sign__________________________________Date_________________Stamp:_______________

KSU/PDD/F4