Secretariat for Administration and FinanceFebruary 16th, 2010

Reengineering and Streamlining

Human Resources Management

2. GENERAL ASSEMBLYThe Program-Budget Guidelines for 2010 requires reports on:

o Geographic representationo Gender equity and equality o Persons with disabilitieso Age discrimination o Trust appointments

Mandates to Address

1. CAAP WORKING GROUP ON THE REVIEW OF OAS PROGRAMS requested the GS/OAS to propose reengineering options for human resources

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Objectives of HR Reengineering

Standards-Based OrganizationStandards-Based Organization

Responsiveness to new challengesResponsiveness to new challenges

Efficient processesEfficient processesAccountability

Transparency

Comparability

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THREE PHASES OF HR REENGINEERING

Administrative and Financial Transparency

Administrative and Financial Transparency

Enhanced Efficiency and

Accountability

Enhanced Efficiency and

Accountability4

TransparencyTransparencyTransparencyTransparency

HR DataHR Data HR DataHR DataRegulation Regulation

& Procedures& Procedures

Regulation Regulation

& Procedures& ProceduresAutomationAutomationAutomationAutomation

• Automated CPRs and Personnel Action Requests (PARs)

• Intranet site available

• Electronic tools developed to standardize competition processes

• Automated CPRs and Personnel Action Requests (PARs)

• Intranet site available

• Electronic tools developed to standardize competition processes

• Compiled and made available in the Quarterly Resource Management Reports

• Comparative study with other International Organizations on GS/OAS benefits and salary scales

• Compiled and made available in the Quarterly Resource Management Reports

• Comparative study with other International Organizations on GS/OAS benefits and salary scales

• Staff Rules made compatible with General Standards in 2008

• Handbooks developed on HR operational procedures

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PHASE I What have we done?

PHASE I What have we done?

Staff DevelopmentStaff DevelopmentStaff DevelopmentStaff Development 60 training programs carried out and 2,721 participants trained in the past 4 years

In 2009, the Internship Program contributed in the development of young students and gave the GS/OAS approximately 107,000 work hours, or the equivalent of over 50 person- years of work, at minimal cost to the OAS.

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Internship Program 2006 2007 2008 2009

Applications received 324 516 538 670

Interns selected 153 244 252 211 Average hrs. contributed 78,030 124,440 128,520 107,610

PHASE I What have we done?

PHASE I What have we done?

Training ProgramNo. of

sessionsNo. of

participants1. Leadership and Management 5 842. Supervisory Skills 3 433. Performance Evaluation System 28 1,4024. Information Technology Skills 3 6315. Languages 1 146. HR Specifics for Administrative Officers 4 1107. Project Design-Logical Framework System 15 3568. Government Financial Management 1 81TOTAL 60 2,721

SG/ASG0.3%

Senior Level Positions

(D-2, D-1, P-5)17.8%

Other Professionals (P-4, P-3, P-2,

P-1)39.8%

General Services

38.6%

Associates3.5%

SG/ASG0.3% Senior Level

Positions (D-2, D-1, P-5)

11.9%

Other Professionals (P-4, P-3, P-2,

P-1)52.5%

General Services

31.1%

Associates4.2%

Workforce ProfileWorkforce ProfileWorkforce ProfileWorkforce Profile

From 2002 – 2009, the percentage of senior level positions (D-2ˊs, D-1ˊs, P-5ˊs) decreased by 33%

PositionsPositionsPositionsPositions

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Total staff = 674 Total staff = 758

PHASE I What have we done?

PHASE I What have we done?

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Female representation:2002: 52% of total staff 2009: 55% of total staff

From 2002 – 2009, female representation increased by 10% at the P05 grade level

GenderGenderGenderGender

Workforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile Continued

Total staff = 674 Total staff = 758

PHASE I What have we done?

PHASE I What have we done?

In 2009 FAO formula was approved for geographic representation balance

Workforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile ContinuedWorkforce Profile Continued

Geographic Representation

FAO uses 4 factors:1. Level of posts: Points assigned according to the grade levels of posts per Member State

2. Contribution: Annual quota from Member States (55%)3. Membership: Equal number of posts per Member State (40%)4. Population: Population of each country (5%)

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Grade G01 G02 G03 G04 G05 G06 G07 P01 P02 P03 P04 P05 D01 D02Points 1 1.1 1.3 1.4 1.6 1.9 2.1 2 2.5 3 3.6 4.2 4.7 5

PHASE I What have we done?

PHASE I What have we done?

Ranges Points Status Ranges Points Status

CARICOM 166.6 - 333.3 161.1 Below 175 - 349.9 186.4 Within range

South America 243.9 - 487.9 656.9 Above 256.2 - 512.4 715.3 Above

Central America 89 - 178.1 142.4 Within range 93.5 - 187.1 152.0 Within range

North America 512.6 - 755.4 389.2 Below 538 - 792.8 370.1 Below

Region/Year 2002 2009

PHASE IWhat have we done?

PHASE IIWhat are we doing?

PHASE IIIWhat do we plan to do?

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HR ReengineeringHR Reengineering

Administrative and Financial Transparency

Administrative and Financial Transparency

Enhanced Efficiency and

Accountability

Enhanced Efficiency and

Accountability

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Reengineering critical HR Reengineering critical HR processesprocesses

Reengineering critical HR Reengineering critical HR processesprocesses

PHASE II What are we doing?

PHASE II What are we doing?

1. Contracting Mechanisms

Centralized and standards-based proceduresCentralized and standards-based procedures

More complete and accurate information on all GS/OAS human resources

More complete and accurate information on all GS/OAS human resources

Efficient and cost effective hiring processesEfficient and cost effective hiring processes

Reduce potential liability to the OrganizationReduce potential liability to the Organization

Equal compensation for equal job, under equal conditionsEqual compensation for equal job, under equal conditions

OBJECTIVES

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PHASE II What are we doing?

PHASE II What are we doing?

1. Contracting Mechanisms1 2 3 4 5

Contracting Mechanisms for HR Continuing Fixed-Term Determined Contract*

Local Contract

Independent Contractor

1 Career ServiceCareer Service N/A N/A N/A N/A N/A

2 Continuing ContractContinuing Contract

3 Fixed-Term Series AFixed-Term Series A

4 Fixed-Term Series BFixed-Term Series B

5 SOCSOC

6 SOC MAPPSOC MAPP

7 TrustTrust

8 AssociateAssociate

9 TSP

10 LP

11 CPRs

12 CPRs Special Mission

13 Temporary Conference Service

14 International Volunteers

Proposed

Curr

ent

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*Determined Contract:-Trust: defined by the SG-SOC, SOC MAPP: defined by duration of the project-Associate: defined by the agreement between the GS/OAS and Governmental Agencies

PHASE II What are we doing?

PHASE II What are we doing?

2. Classification of Posts

Standardized procedures on classification and reclassificationStandardized procedures on classification and reclassification

Better workforce planningBetter workforce planning

OBJECTIVES

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PHASE II What are we doing?

PHASE II What are we doing?

2. Classification of Posts

Standardized job descriptions developedStandardized job descriptions developed

Three pilot projects currently in progress (DHR, SPA, SER) Three pilot projects currently in progress (DHR, SPA, SER)

New job title policy draftedNew job title policy drafted

ACHIEVEMENTS

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PHASE II What are we doing?

PHASE II What are we doing?

3. Performance Evaluation

Results-based personnel management Results-based personnel management

Develop strong supervisory competencies Develop strong supervisory competencies

OBJECTIVES

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Link individual contributions to mandatesLink individual contributions to mandates

PHASE II What are we doing?

PHASE II What are we doing?

3. Performance Evaluation

Development of an electronic performance evaluation systemDevelopment of an electronic performance evaluation system

Implementation of a Pilot Cycle (2009 – 2010) Implementation of a Pilot Cycle (2009 – 2010)

Training program for staff and supervisorsTraining program for staff and supervisors

76% of staff with objectives in the system76% of staff with objectives in the system

ACHIEVEMENTS

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PHASE II What are we doing?

PHASE II What are we doing?

4. Grievance Process

Simplified and less time consuming processSimplified and less time consuming process

Creation of a conciliation phase to solve conflict between the involved staff

Creation of a conciliation phase to solve conflict between the involved staff

Creation of a mediation phase: Expert mediator involved to solve conflict

Creation of a mediation phase: Expert mediator involved to solve conflict

OBJECTIVES

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PHASE II What are we doing?

PHASE II What are we doing?

4. Grievance Process

Changes to General Standards proposedChanges to General Standards proposed

Revisions to grievance process draftedRevisions to grievance process drafted

Consultation underway with the Staff CommitteeConsultation underway with the Staff Committee

ACHIEVEMENTS

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PHASE II What are we doing?

PHASE II What are we doing?

PHASE IWhat have we done?

PHASE IIWhat are we doing?

PHASE IIIWhat do we plan to do?

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HR ReengineeringHR Reengineering

Administrative and Financial Transparency

Administrative and Financial Transparency

Enhanced Efficiency and

Accountability

Enhanced Efficiency and

Accountability

Implement a position control system

Implement a position control system

Simplify andRestructure Contractingmechanisms for human

resources

Simplify andRestructure Contractingmechanisms for human

resources

Canadian International Development Agency (CIDA)Canadian International Development Agency (CIDA)Cooperation ProgramCooperation Program2008-2011 Work Plan2008-2011 Work Plan

Institutional Strengthening and Capacity BuildingInstitutional Strengthening and Capacity Building

Conversion of the existing GS/OAS Human Resources practices and procedures to a standards-based HRMS

Conversion of the existing GS/OAS Human Resources practices and procedures to a standards-based HRMS

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PHASE III What do we plan to do?

PHASE III What do we plan to do?

Configure position control system Configure position control system

Develop standardized job descriptions databaseDevelop standardized job descriptions database

Implement standardized job descriptions and job titles

Implement standardized job descriptions and job titles

Develop a single HR hiring systemDevelop a single HR hiring system

Integrate technology to modernize HR processesIntegrate technology to modernize HR processesIntegrate technology to modernize HR processesIntegrate technology to modernize HR processes

Integrate HR system to related Enterprise Management System (OASES)

Integrate HR system to related Enterprise Management System (OASES)

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PHASE III What do we plan to do?

PHASE III What do we plan to do?

GS/OAS is engaged in reengineering of human resources practices as an essential element of the GS/OAS management modernization efforts.

Conclusion

Reengineered HR SystemReengineered HR System• Administrative Administrative

and Financial and Financial TransparencyTransparency

• Accountable Accountable and Standards and Standards

Based Based OrganizationOrganization

Reengineered Procurement, Reengineered Procurement, Accounting, Program Planning and Accounting, Program Planning and other key Management Elementsother key Management Elements

Secretariat for Administration and FinanceFebruary, 2010

Reengineering and Streamlining

Human Resources Management