1. GENERIC GUIDELINES FOR ESTABLISHMENT OF DEPARTMENTS OF METROPOLITAN, MUNICIPAL AND DISTRICT ASSEMBLIES 1 Management & Technical Services Directorate (MTSD) LGSS Greenland Hotel 23 rd - 24 th July 2012

2. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  The Local Government Service  Decentralization & L.I. 1961  Why Generic Guidelines  Strategic Overview of a Department  Organogram & Reporting Relationships  Departmental Functions & HR Management  Administration of Departments  Planning, Budgeting, M&E 2

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4.  Establishment of LGS is backed by the following legal documents:  The 1992 Constitution  Local Government Act, 1993 (Act 462)  Civil Service Law, 1993 (PNDCL 327)  Local Government Service Act 2003 (Act 656) 4

5. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  The LGS exists: “To secure effective administration and management of local government in the Country” 5

6. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Membership of LGS comprises persons holding non-elective public office in:  Regional Co-ordinating Councils (RCCs)  Metropolitan, Municipal and District Assemblies (MMDAs)  Sub Metropolitan District Councils and Urban, Town, Zonal and Area (UTZA) Councils  Secretariat of the Service, and  Such other persons as may be employed for the Service 6

7. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  LGS is governed by the Local Government Service Council (LGSC) comprising reps from: 1.a chairperson who shall be a person with extensive experience in local government matters; 2.a representative of the Ministry responsible for Local Government other than the Minister or the Deputy Minister; 3.a representative of the National Development Planning Commission (NDPC); 4.a representative of the Ghana Education Service (GES); 5.a representative of the Ghana Health Service (GHS); 6.the Head of the Service (LGSS); 7

8. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) 7.the Administrator of the District Assemblies Common Fund (DACF) or a representative of the Administrator; 8.a representative of the National Association of Local Authorities of Ghana (NALAG); 9.a representative of the Local Government Workers’ Union; 10.a representative of the Institute of Local Government Studies; 11.a representative of the National House of Chiefs; and 12.Four other persons with considerable knowledge of local government matters at least two of whom are women;  The Chairperson and other members of the Council shall be appointed by the President in consultation with the Council of State. 8

9. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Provide technical assistance to RCCs & MMDAs to enable them effectively perform their functions and discharge their duties in accordance with the Constitution and the Local Government Act, 1993 (Act 462);  Conduct organizational and job analysis for RCCs & MMDAs;  Conduct management audits for RCCs & MMDAs in order to improve the overall management of the Service; 9

10. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Design and co-ordinate management systems and processes of RCCs & MMDAs;  Assist the RCCs & MMDAs in the performance of their functions under the Local Government Act, 1993, (Act 462), the National Development Planning (Systems) Act, 1994, (Act 480) and under any other enactment;  Perform such other functions incidental or conducive to the achievement of the object of this Act. 10

11. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Vision “A world-class, decentralized and client-oriented service”  Mission “ Support Local Government to deliver value for money services through the mobilization, harmonization and utilization of qualified human capacity and material resources to promote local and national development”  Motto “Decentralization – Democracy - Development”  Core Values “Accountability, Client-oriented, Creativity, Diligence, Discipline, Equity, Integrity, Innovativeness, Loyalty, Commitment, Anonymity, Impartiality, Permanence, Timeliness and Transparency” 11

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13. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) 13 NoRegionMetropolitanMunicipalDistrictTotal OldNewOldNewOldNewOldNew 1Ashanti116820212730 2BrongAhafo007815192227 3Central116710121720 4Eastern0061015162126 5Greater Accra2269251016 6Northern111218232026 7Upper East0023710913 8Upper West0011810911 9Volta003415211825 10Western112314181722 TOTAL664055124155170216

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15. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Decentralization is the process whereby functions, authority for decision-making and resources are transferred to the MMDAs as the highest political authority in the districts.  The decentralization process envisages the following:  devolution of central administrative authority to sub-national governments;  decentralization of 22 functional areas of government to sub-national governments; 15

16. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  fusion of government agencies at sub-national level and local government units into one administrative unit (through the process of institutional integration, manpower absorption, composite budgeting and provision of funds for the decentralized services);  divestiture of the implementation responsibilities from the centre and the transfer of those responsibilities to the local government;  promotion of popular (grass-root) participation in the decision-making process;  role casting between various levels of government (national, regional and district) 16

17. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  The 4 objectives are: 1.commencement of the functioning of the decentralized departments at the district level as Departments of the District Assemblies; 2.transfers the functions in the Third Schedule to this Instrument (L.I 1961) to the relevant Departments of the District Assemblies; 3.introduces the composite budget system at the district level by integrating the budgets of the Departments of the District Assemblies into the budgets of the District Assemblies; 4.transfers the staff of the Departments of the District Assemblies from the Civil Service to the Local Government Service. 17

18. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) Department establishedDepartment ceasing to exist 1. Central Administration Department1. Department of Social Welfare 2. Works Department.2. Department of Community Development 3. *Physical Planning Department3. Public Works Department 4. **Department of Trade and Industry4. Department of Feeder Roads 5. Department of Agriculture5. ***Department of Parks and Garden 6. Department of Social Welfare and Community Development 6. Department of Rural Housing and Cottage Industries 7. Legal Department 7. Department of Animal Health and Production 8. Waste Management Department8. Agricultural Extension Services Division 9. Urban Roads Department9. Crop Services Division 10. Budgeting and Rating Department10. Department of Agricultural Engineering 11. Transport Department 18 *Physical Planning Dept. will start with Parks & Garden Unit under Schedule 1 **Dept. of Trade & Industry will start with Cottage industry Unit under Schedule 1 *** Stated in LI as “Department of Town and Country Planning”

19. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) Department establishedDepartment ceasing to exist 1.*Physical Planning Department 2.**Department of Trade and Industry 3.Finance Department 4.Department of Education, Youth and Sports 5. Disaster Prevention and Management Department 6. ***Natural Resources Conservation, Forestry, Game and Wildlife Department 7. District Health Department 1.Department of Town and Country Planning 2.Department of Co-operatives 3.Controller and Accountant General's Department 4.Ghana Library Board 5.National Youth Organising Commission 6.Registry of Births and Deaths 7.Office of the District Sports Organiser 19 i.*Parks &Garden and Town & Country Planning units will merge to form a Physical Planning Department under Schedule 2 ii.**Cottage industry &Cooperative units will merge to form a Dept. of Trade & Industry under Schedule 2 iii.***Stated in LI as ”Natural Resources Conservation Department, Forestry, Game and Wildlife Division”

20. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) Establishment of Decentralized Departments at MMDAs (LI 1961) Conduct HR Audit and physical Infrastructure Inventories Establish institutional framework on functional roles and responsibilities of key actors Appoint MMDCDs and Heads of Decentralized Department on Ministerial Realignment Set-up Management Services Division at LGSS Create stakeholders awareness on L.I 1961 for effective change management. Operationalise Composite Budget ( enact a new separate District Assemblies Finance Act ) Amendment of legislations on category 2 Departments (L.I 1961) ; Review and consolidation of Legislation on Decentralisation and Local Government and Restoration of deleted services and Departments Organogram for District, Municipal & Metropolitan Assemblies. & Reporting Systems Transfer of staff from Civil Service to LGS. (symbolic transfer ceremony from CS to LGS) Financial clearance for Scheme of Service / Conditions of Service Passage of L.I 1961 - LG (Departments of District Assemblies) & Initial Sensitization Decentralization - Democracy – Development 20 Strengthen Decentralized LG / LGS (all levels)

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22. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) 22 No METROPOLITAN ASSEMBLYMUNICIPAL ASSEMBLYDISTRICT ASSEMBLY 1CENTRAL ADMINISTRATION1 1 2FINANCE2 2 3 EDUCATION, YOUTH AND SPORTS 3 3 4HEALTH4 4 5AGRICULTURE5 5 6PHYSICAL PLANNING6 6 7 SOCIAL WELFARE AND COMMUNITY DEVELOPMENT 7 7 8 NATURAL RESOURCES CONSERVATION DEPT FORESTRY GAME & WILDLIFE DIVISION 8 NATURAL RESOURCES CONSERVATION DEPT FORESTRY GAME AND WILDLIFE DIVISION 8 NATURAL RESOURCES CONSERVATION DEPT FORESTRY GAME & WILDLIFE DIVISION 9WORKS9 9 10INDUSTRY AND TRADE10INDUSTRY AND TRADE10INDUSTRY AND TRADE 11 DISASTER PREVENTION AND MANAGEMENT 11 DISASTER PREVENTION AND MANAGEMENT 11 DISASTER PREVENTION AND MANAGEMENT 12**TRANSPORT12**TRANSPORT 13URBAN ROADS13URBAN ROADS 14WASTE MANAGEMENT 15BUDGET AND RATING 16LEGAL

23. APPENDIX 3A METROPOLITAN DEPARTMENTAL ORGANOGRAM (FUNCTIONAL) Non-Formal Education Unit 23 Estate, Loges Procurement Administ ration HR Mgt Store Records Planning MIS PAU (Public Affairs Unit) Admin, Plan. & Budget Sectors Food & Nutrition Tourism Section

24. APPENDIX 2A MUNICIPAL DEPARTMENTAL ORGANOGRAM (FUNCTIONAL) 24 Estate Logistics Procurement Administration HR Mgt. Store Records Planning Budget & Rating MIS PAU (Public Affairs Unit) Admin, Plan & Budget Sectors Food & Nutrition Tourism Section

25. APPENDIX 1A DISTRICT DEPARTMENTAL ORGANOGRAM (FUNCTIONAL) 11 Depts. 25 Estate Transpor t Logistics Procurement Administr ation HR Mgt. Store Planning Budget & rating MIS PAU (Public Affairs Unit) Admin, Planning & Budget Sectors Food & Nutrition Tourism Section

26. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Why Generic Guidelines?  To support implementation of L.I. 1961  To ensure uniformity in the processes leading to establishing the departments  Were MMDAs initiating processes to establish the departments on their own?  There’s only one sure way of knowing this!!! 26

27. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Field Visit  To find out if MMDAs were establishing and operationalizing the departments in line with L.I. 1961 and the processes adopted  Approach and Methodology  Heads of departments and other management staff including MMDCEs and MMDCDs were engaged in interactive discussions 27

28. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) 1.Establishment of Departments  Generally, Management of MMDAs have not been proactive in setting-up the departments  Some MMDAs are looking up to LGSS to give directives as to what to do, especially in appointing the HODs.  Attempts have been made to merge some departments, e.g. CD&SW, though no Heads have yet been appointed  Management are not exercising authority over departments  Most staff have little knowledge about the existence and provisions of L.I. 1961  Office accommodation is a major challenge 28

29. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) 2.HR Issues  Recruitment  IGF staff have not been given priority over other applicants in LGS recruitment  Composition of Departmental Staff  Should staff from the various departments to be merged be brought under one outfit?  Should accounting staff be, for e.g., brought under one roof to work under the Director of Finance? 29

30. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) 3.Reporting Relationship  MDAs not yet delinked from decentralized departments  Departments still report directly to mother organizations  Some funds still flow directly from MDAs to decentralized departments 30

31. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Chapter 1: Introduction and Background  Chapter 2: Strategic Overview of a Department  Chapter 3: Organogram & Reporting Relationships  Chapter 4: Departmental Functions & HR Management  Chapter 5: Administration of Departments  Chapter 6: Planning, Budgeting, M&E 31

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33. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  A Department must have a strategic direction in terms of  vision,  mission,  objectives and  values in line with the overall direction of the Assembly.  Merger departments should have a synergy of vision, mission, objectives and values that reflect the merged departments, e.g.  Works Department  Department of Community Development & Social Welfare 33

34. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  A vision is a picture of what a department aspires to be in the future.  A vision statement should inspire the department and serve as the framework for the strategic planning of the department.  It should be realistic, credible and attractive  It should not contain processes 34

35. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Vision statement of LGS:  A world-class, decentralized and client- oriented service  Vision statement of the HRM Dept. of LGS:  A professionalized Human Resource Management unit for decentralized service delivery 35

36. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  A mission statement should state the purpose of the department with the aim of guiding the actions of the department.  It must spell out its overall goals, provide a path to guide decision-making.  It should provide the context within which the departments’ strategies are formulated.  A mission statement normally represents the collective agreement of deliverables, perceived to provide a greater chance of achieving ideas which would ultimately lead to the attainment of the vision. 36

37. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  A Mission Statement must answer the ff:  Who we are  Why we exist  What we do  How we do it  Who our stakeholders are  Our values 37

38. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Mission statement of LGS:  “To support LG to deliver value for money services through the mobilization, harmonization and utilization of qualified, human capacity and material resources to promote local and national development”  Mission statement of HRM Department of LGS:  “The HR Department of the RCCs & MMDAs exist to ensure that RCCs & MMDAs have the requisite skills mix to meet service level standards through the application of best HR practices in a transparent manner” 38

39. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Values mean standards or ideas which most people have about the worth of good qualities such as kindness, freedom, mercy, respect, and love.  There are moral and social values.  Value is the internal programming that is used to judge what is good or bad, right or wrong, fair or unfair, acceptable or unacceptable among others in a social context.  They are important and enduring beliefs or ideals shared by all members of the department.beliefsmembers  Values exert major influence on the behavior of an individual and serve as a broad guide in all situations.influencebehavior individualguide 39

40. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Accountability,  Client-oriented,  Creativity,  Diligence,  Discipline,  Equity,  Integrity,  Innovativeness,  Loyalty,  Commitment,  Anonymity,  Impartiality,  Permanence,  Timeliness and  Transparency 40

41. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Objectives are clearly defined efforts or actions that are intended to be attained or accomplished.  Strategic Objectives”, should be B.H.A.G (Broad, Hairy, Audacious, Goals).  These objectives are those of the organisation by virtue of its mandate.  They are not the Annual Action Plan or Budget based objectives. 41

42. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Objective of LGS:  To secure effective administration and management of local government in the Country  Objectives of DWD at MMDA  To ensure an integrated and harmonised infrastructural development at the district level;  To create synergy among work related activities;  To ensure effective and efficient service delivery (value for money); and  To provide technical services for all works related activities (Roads, Buildings, Water etc.) 42

43. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Objectives of the HRM Units at MMDA:  To develop and maintain a decentralized HRM system;  To manage effectively the HR capacity to improve the quality of service; (recruitment, promotion etc.)  To develop the Human Resources to implement effectively, policies, programmes and projects of Government (training etc);  To implement Performance Management Scheme;  To ensure good employee/labour relations; and  To develop and maintain Human Resource Management Information System. 43

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45. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) An organogram or organizational chart is a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions/jobs.structure organization 45

46. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Should be carved out of that of the Assembly  Typical Organogram: 46 HOD Unit Head 1 Subordinate Staff Unit Head 2 Subordinate staff Unit Head 3 Subordinate Staff Administrative staff

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50. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Staff of the Departments of the MMDAs are officers of the MMDAs. They are subject to the Scheme of Service (SoS), Conditions of Service (CoS) and other Protocols and Regulations issued from the office of the Head of the Local Government Service. They do not report any longer to the Head Quarters.  The Departments functions shall be channeled through the Metropolitan/Municipal/District Coordinating Director (MMDCD) to the Metropolitan/Municipal/District Chief Executive (MMDCE). 50

51. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  For all matters relating to administration and finance, the reporting line shall be through the Head of the Central Administration Department to the MMDCD.  For all matters relating to planning and budget, the reporting line shall be through the Secretary to the Metropolitan/Municipal/District Planning Coordinating Unit.  For purposes of budgetary expenditure, the MMDCE shall be the authorizing officer and the MMDCD shall be the spending officer. 51

52. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  In matters relating to human resource management and development (including personnel administration), capacity- building (including training), professional standards, performance reporting, service delivery standards MMDAs shall, acting through the MMDCE, report to the LGSS through the RCCs.  On issues relating to inter-Service and Sectoral collaboration and cooperation, MMDAs shall, acting through the MMDCE, report to the LGSS through the RCCs. 52

53. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  In matters relating to district development plans and the district development budget, as and when required, MMDAs shall, acting through the MMDCE, report to the NDPC through the RCCs and copied to LGSS.  In matters relating to local government and decentralization policy, legislation and finance, including the district composite budget, as and when required, MMDAs shall, acting through the MMDCE, submit reports to the MLGRD, LGSS and the MoFEP through the RCCs. 53

54. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Communication from Heads of Ministries and Departments at the national and regional levels intended for the Departments of the MMDAs shall be addressed to the MMDCE in all cases where it relates to policy, operational and management issues.  Copies of such communication shall be addressed to the Metropolitan/ Municipal/ District Head in charge of the relevant Department.  The MMDCE shall issue directives indicating the appropriate course of action to be taken. 54

55. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  For example, in policy and management issues relating to Social Welfare, the communication will be addressed to:- The Metropolitan Chief Executive Kumasi Metropolitan Assembly Kumasi and copied to: The Metropolitan Director Department of Social Welfare and Community Development Kumasi Metropolitan Assembly Kumasi 55

56. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  All communication addressed by District Heads to Regional and National Heads as well as members of the general public will be issued on the appropriate letterheads of the Assembly and will be signed over their departmental titles for the MMDCE. For example, in the case of Social Welfare, the letterhead will read: Kumasi Metropolitan Assembly Department of Social Welfare and Community Development 56

57. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) and the communication will be signed by the Director for the MCE. For example: Mabel Sarpong Director, Department of Social Welfare and Community Development For MCE 57

58. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  To enable the MMDCE harmonize the activities of the de- concentrated departments, state-owned organizations and other central government agencies in the district with those of the MMDA, all communication addressed to the District Officer in charge of those non-MMDA Departments shall be copied to the MMDCE for his information.  Communication between the MLGRD/LGSS and the MMDAs relating to matters of general policy affecting all MMDAs shall be addressed to them directly and copied to the RCC. 58

59. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  In matters relating to a specific Assembly or Assemblies and in cases of emergency as well as in those areas where the Ministry or the LGSS asks for reports, statistical data and related information, communication will be addressed directly to the MMDCEs and copied to the RCCs.  The MMDCE will, in such cases, address the responses direct to the Minister of MLGRD or to the Head of the LGS with a copy to the RCC. 59

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61. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Heads of departments shall be appointed in accordance with the Scheme and Conditions of Service.  The appointment shall be through interviews based on merit and in accordance with the following criteria:  Seniority which shall be determined from the date of last promotion  Qualification and experience in area of work  Efficiency  Attitude towards work and general behaviour  Leadership qualities  Performance appraisal  Refer to Annex 4 for example of the selection format for Head of the DWD 61

62. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  District Coordinating Director,  representative of the RCC,  Regional Director of the Technical Department and/or  representative of the relevant recognized professional body,  Human Resource Director and  Secretary from the Human Resource Department. 62

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64. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) General Functions of MMDA and its Departments  MMDAs are assigned with functional responsibility for decentralized level policy formulation within the context of national policies, local level integrated development planning through sector coordination, resource mobilization and implementation of development policies and programs.  The general functions of the departments of MMDAs are as follows:  responsible for the implementation of the decisions of the District Assemblies  provide quarterly reports on the implementation of decisions of the Assemblies 64

65. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) Specific Functions of Units/Sections of the Departments of MMDAs  Each unit/section of the departments of MMDAs has a specific function to perform to enable the Assembly achieve its strategic objectives.  In the performance of these functions, departments shall collaborate with other departments for effective performance and service delivery. Refer to L.I. 1961 & Annex 2 of Guidelines for the general and specific functions departments 65

66. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  To be presented by HR Directorates  Staffing Norms/Establishment Schedules  Job Descriptions and Competencies/Skills  Scheme of Service (SoS)  Conditions of Service (CoS), HR Policies and Procedures 66

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68. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Responsibility of MMDAs  For departments that are being merged, efforts should be made to house them in the same office block to ensure effective and efficient coordination of activities of the department.  MMDAs should also provide adequate logistics and facilities to enhance the works of the departments. 68

69. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Administrative procedures are measures put in place with the purpose of ensuring effective and efficient functioning of an organization/department.  Examples of administrative procedures for departments:  Staff Attendance Book  Staff Movement Book  Receipts & Dispatch Books  Vehicle Log Book  Office Filing System  Asset Register  Contract Register  Record of Performance of Contractors / Consultants  Plan & Reporting format, etc. 69

70. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  A department under an Assembly may have its letter head for administrative purposes.  However, such letter heads should have the name of the Assembly, followed by the Department concerned.  For example for Department of Social Welfare & Community Development: Kumasi Metropolitan Assembly Department of Social Welfare and Community Development, Kumasi 70

71. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Official communications shall be signed by the Director of the Department for the MMDCE. For example: Abukari Brempong Adjolorlo Director, Department of Social Welfare and Community Development For: MMDCE 71

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73. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Departmental plans and budgets shall be harmonized in the medium term development plans and composite budget.  As practicable as possible, these shall be broken down into:  Monthly,  Quarterly and  Annual work plans and budgets. 73

74. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Flow of funds relates to the processes/procedures that are put in place to access funds from the composite budget and internally generated funds.  These are clearly outlined in the MMDAs/GoG accounting procedures and composite budget manual for Districts Assemblies. 74

75. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Request for Goods and Services  Assemblies shall initiate the process to request for the release of funds to undertake programmed activities under Goods and Services from MoFEP through LGSS and MLGRD on a quarterly basis. MLGRD shall forward the request from the Assemblies to MoFEP with the relevant documentation including Activity and Expenditure Initiation forms. MoFEP shall then authorise CAGD to transfer the funds to Assemblies. 75

76. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Request for Non-Financial Assets  For non-financial assets, Assemblies shall initially request for commencement warrants from MoFEP after going through the Public Procurement process as required by the Public Procurement Act (Act 663, 2003).  The Assemblies shall apply for the release of funds to MOFEP through LGSS and MLGRD upon receipt of invoices, interim payment certificates and other relevant documents.  It should be noted that this process is the current situation for requesting for funds from MoFEP in respect of GOG funds or sector transfers to departments. This is however under review. 76

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79. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Departments of MMDAs shall put in place M&E systems for all activities and works to ensure value for money.  M&E reports shall inform quality assurance and quality control procedures of the MMDAs. 79

80. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Quality Assurance refers to planned and systematic processes/activities implemented in a quality framework so that quality requirements of a product or a service could be fulfilled.  Quality Assurance focuses on preventing defects.  The goal of Quality Assurance is to improve development and test processes so that defects do not arise when the product is being developed. 80

81. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  Quality control is a process that is used to ensure a certain level of quality in a product or service.  It might include whatever actions an organization or a business deems necessary to provide for the control and verification of certain characteristics of a product or service.  Most often, it involves thoroughly examining and testing the quality of products or the results of services.  The basic goal of this process is to ensure that the products or services that are provided meet specific requirements and characteristics, such as being dependable, satisfactory, safe and physically sound. 81

82. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  The basic goal of this process is to ensure that the products or services that are provided meet specific requirements and characteristics, such as being dependable, satisfactory, safe and physically sound.  Quality Control focuses on identifying defects.  The goal of Quality Control is to identify defects before and after a product is developed.  Departments/Units within the MMDAs are expected to put in place strategies to ensure both quality assurance and control in their service and product provisions within the broad framework of the LGS 82

83. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS)  The establishment of the LGS, with its attendant reorganization of the structures, systems and processes has made it imperative that internal reporting relationships are properly defined.  As outlined below, the system flows in both a bottom-up and top-down formation.  The key element is the need for a unity of command and respect for the hierarchy to ensure consistency and focused service delivery. 83

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85. LOCAL GOVERNMENT SERVICE SECRETARIAT(LGSS) THANK YOU FOR YOUR ATTENTION 85