Committee Planning and Budgeting Tool: Outlining the Roles and Responsibilities of Selected Committee Support

Personnel

A Presentation to Committee8 July2014

INTRODUCTION In 2013, a Planning and Budgeting Tool

was introduced in the section House Chairpersons (NA&NCOP) endorsed

it Subsequently shared with various

unit/section managers who supported it Committee section staff was consulted and

the tool explained to everyone

INTRO Cont… Use as an official planning tool for

committees of Parliament Provide planning structure for committees Promotes uniformity wrt support provided

to committees of Parliament

PURPOSE OF THE TOOLAs stated in the document, to: Co-ordinate support services Ensure collaboration between sections/units

of Parliament Ensure that committees of Parliament carry

out their mandates Also, to Build efficient & effective teams supporting

committees Improve committee planning & budgeting

PURPOSE OF THE TOOL Cont… Increase the level understanding of each

other’s roles – embrace these for the benefit of the committee

Increase level of reporting by the team Increase effectiveness of committees in

the conduct of their work

ROLES OF VARIOUS STAKEHOLDERS Roles to be seen within the context of:

the effective implementation of the ideals and/or vision of the planning and budgeting tool

Expected job outputs as stated in each category’s job description and SOPs

“These roles must be constantly refined by the team”

VARIOUS ROLES COMMITTEE SECRETARY Provide procedural advice to the committee Overall co-ordination of committee

activities e.g. call team meetings Ensure the development of term/quarterly

programme – in line with the annual plan Ensure committees of Parliament budget

for their activities (will soon use zero based budgeting approach)

Monitor the budget of committees

ROLES Cont…COMMITTEE ASSISTANT Provide administrative & logistical

arrangements: committee meetings; oversight visits & international study tours

Prepare applications to effect the above Ensure safekeeping and/or archiving of

committee information – NB! for audit purposes

ROLES Cont…CONTENT ADVISOR Co-ordinate support for the development

of committee’s 5year strategic and annual plans Ensure alignment of committee’s term

programme to them Monitor and evaluate the achievement of the

set objectives Provide subject specific content support Ensure quality assurance of all committee

outputs (minutes, reports, etc)

ROLES Cont…CONTENT ADVISOR cont… Assists the committee with oversight:

Utilize subject knowledge & expertise to guide oversight activities

Review relevant documents and propose strategies for oversight

Monitor the achievement of pre-established departmental goals

Evaluate and/or establish the impacts of departmental plans/programmes

ROLES Cont…CONTENT ADVISOR cont… Ensure that service delivery issues are

addressed by relevant committees E.g. issues arising from Local Govt Week

ROLES Cont…EXECUTIVE SECRETARY Act as a conduit between the Office of the

Chairperson & the team Call management meetings Prepare for management meetings Take and disseminate minutes of management

meetings to the team Follow-up on decisions taken in the

management meetings

ROLES Cont…RESEARCHER Legislation

provide summary & analysis of Bills Produce research papers on issues emanating

from deliberations Oversight

Summary & analysis of various documents e.g. SONA, APPs, etc

Produce papers on sector specific topics Study Tours

Produce papers on countries/sites to be visited

ROLES Cont…COMMUNICATION OFFICERS Help Chairpersons with

Organizing and holding media briefings Writing opinion pieces Providing media alerts & statements re:

committee activities Disseminating information about committees’

work to the media Assisting committees with media liaison (during

oversight and public hearings)

ROLES Cont…COMMUNICATION OFFICERS cont… Help Chairpersons with:

Writing stories or articles for parliamentary website – focus on committees

Generating information for twitter & facebook accounts

Target: print, television, radio and community media in general

THANK YOU