1. MANAGEMENT NOTIFICATION (MN)
GUIDELINES
Prepared by Organization & Management
Dhu Al Hijja 1432 (October 2011)

2. Definition MANAGEMENT NOTIFICATION GUIDELINES
Management Notifications (MN) are documents issued to transmit management decisions of general interest about Hospital organization and related matters.
O&M/049-20
PM/002-20
MNs are not to be used to establish or reinforce policy, General Distributions are the documents to use for policy statements.

3. MANAGEMENT NOTIFICATION 1/75 - The first MN issued in the Hospital
TO: Group, Divisional/Department Heads DATE: 29 July 1975
Notice Boards
It has been decided to introduce a system of transmitting information of general interest about the Hospital organization and related matters. Effective from the date of this first Management Notification, all future announcements will be made through a numbered series with a reference to the year of issue. In addition, each notification will bear a date of issue.
You are advised to retain these notifications on file for further reference.
Jack F. Frayer, Executive Director

4. For Assignment and Re-Assignments
When do I use a Management Notification?
For Assignment and Re-Assignments
For Appointments and Re-Appointments
For Organizational Changes

5. Use “ASSIGNMENT”
In all cases where an employee is to assume other duties and responsibilities, whether in a Manpower Status Report (MSR) position, or non-MSR position, but will remain on his/her current MSR position.

6. Use “ASSIGNMENT – ..…”
In Cases Wherein An Employee Will Assume Other Duties & Responsibilities Of A Non-MSR Position & Remain On Their Current MSR Position:
Insert an asterisk (*) after the position job title on the subject line and in the text of the MN. Indicate at the end of the MN “* - A Non-Manpower Status Report position”.
The MN should indicate if the assignment is on a “full time basis” OR “in addition to other duties”.
The MN should specify a time period e.g. 2 years.
If there is a current MN assigning someone to this position, insert a statement expressing thanks and appreciation for their contributions during their tenure.
If applicable, supersede current MN’s assigning someone to this position.

7. Use “ASSIGNMENT – ..…” continued
In Cases Wherein An Employee Will Assume Other Duties & Responsibilities Of A Non-MSR Position & Remain On Their Current MSR Position:
If there is an MN assigning someone to this position, however the time frame of the assignment has expired, insert a reference at the end of the MN “MN XXX-14XX dated …… expired”. Do not refer to superseding this expired MN.
A copy of a “Non-MSR Job Description” approved by Manpower Services must be submitted to O&M prior to issuing the MN.
The Non-MSR position must be indicated on the approved departmental organization chart.
Use the correct spellings of individuals names and use job titles as per the MSR.
Approval of the MN must be in accordance with established Hospital policies. Consult with O&M if in doubt.

8. Sample MN

9. Organization Chart Outlining Non-Manpower Status Report Position

10. Non-Manpower Status Report Job Description

11. Use “ASSIGNMENT – ACTING …”
In Cases Wherein An Employee Will Assume Other Duties & Responsibilities Of A Vacant MSR Position & Remain On Their Current MSR Position:
Use the wording “Assignment – Acting …” in the subject line and in the text of the MN.
The MN should indicate if the assignment is on a “full time basis” OR “in addition to other duties”.
The MN should specify a time period or state “until further notice”.
If there is a current MN assigning someone to this position, insert a statement expressing thanks and appreciation for their contributions during their tenure.
If applicable, supersede current MN’s assigning someone to this position.

12. Use “ASSIGNMENT – ACTING ..” continued
In Cases Wherein An Employee Will Assume Other Duties & Responsibilities Of A Vacant MSR Position & Remain On Their Current MSR Position:
If there is an MN assigning someone to this position, however the time frame of the assignment has expired, insert a reference at the end of the MN “MN XXX-14XX dated …… expired”. Do not refer to superseding this expired MN.
A copy of the “Job Description” approved by Manpower Services must be submitted to O&M prior to issuing the MN.
The position must be indicated on the approved departmental organization chart.
Use the correct spellings of individuals names and use job titles as per the MSR
Approval of the MN must be in accordance with established Hospital policies. Consult with O&M if in doubt.

13. Sample MN

14. Job Description

15. Use “ASSIGNMENT – ….” EXCEPTION CASE: Memo CED 119-27
Medical & Clinical Operations Group only

16. Use “APPOINTMENT – ….”
In Cases Wherein An Employee Is Moving From Their Current MSR Position To Another Existing MSR Position

17. Use “APPOINTMENT – ….”
In Cases Wherein An Employee Is Moving From Their Current MSR Position To Another Existing MSR Position:
A copy of the Job Description approved by Manpower Services must be submitted to O&M prior to issuing the MN.
A Personnel Change Form (PCF) for existing employees or Personnel Data Form (PDF) for new employees, approved by Manpower Services is required prior to issuing the MN.
The position must be included on the approved organization chart submitted to O&M.
The MN should state that the appointment is on a “full time basis”.
The MN may include the reporting authority.

18. Use “APPOINTMENT – ….”
In Cases Wherein An Employee Is Moving From Their Current MSR Position To Another Existing MSR Position:
If there is a current MN assigning someone to this position, insert a statement expressing thanks and appreciation for their contributions during their tenure.
If applicable, supersede current MN’s relating to this position.
If there is an MN assigning someone to this position, however the time frame of the assignment has expired, insert a reference at the end of the MN “MN XXX-14XX dated …… expired”. Do not refer to superseding this expired MN.
Use the correct spellings of individuals names and use job titles as per the MSR.
Approval of the MN must be in accordance with established Hospital policies. Consult with O&M if in doubt.

22. MN’s Relating to Organizational Changes
Organization Changes includes:
Establishment of new divisions, departments, sections, units, programs and/or
Re-organization of existing divisions, departments, sections, units and programs.
It also includes Position Title Changes.

23. MN’s Relating to Organizational Changes
Use “Establishment of …” when establishing new sections/programs and/or organizational changes/
Use “Position Title Change - …” when announcing changing job titles
Approved organizational charts are required for establishment of new sections, programs and/or re-organizational changes. This organizational chart should be approved by the appropriate Executive Director and Chief Executive Director.
As per GD , MSR Change Forms, Job Descriptions and PCF’s are required for MN’s relating to organizational changes.
As per GD: , the Management of Cost Centre (MCC) Form needs to be completed, please refer to the GD for details.
Use the correct spellings of individuals names and use job titles are per the MSR.
Approval of the MN must be in accordance with established Hospital policy and/or Operational Manual. If in doubt consult with O&M.

27. MANAGEMENT NOTIFICATION GUIDELINES
GENERIC POINTS RELATING TO ALL MN’s:
Where applicable, identify the type of Doctor, MD PhD or DDS (e.g. John Doe, Ph.D.)
For the Chief Executive Directors title please use “Qasim Al Qasabi, MD, FRCSI, FACS”
Do not include pager numbers or identification numbers
Use abbreviations only after they have been spelled out once (e.g., Organization & Management (O&M).
As per Hospital policy, the use of whiteout is prohibited. Documents containing white out cannot be accepted as original documents.

28. MANAGEMENT NOTIFICATION TEMPLATE
www2.kfshrc.edu.sa/o&m/Forms.asp
MANAGEMENT NOTIFICATION TEMPLATE

30. MANAGEMENT NOTIFICATION GUIDELINES If there is any questionor
you need assistance
Please call or 31573
Thank you.