CONDITIONS OF SERVICE

COURSE OFFERED BY GGSU

PRESENTED BYA RAMA

57703627MIN OF ENVIROMENT

&F K YARROO5754 6786

MIN OF HEALTH & QUALITY OF LIFE

EVOLUTION OF HR Concept

CommodityFactor Of ProductionGoodwillPaternalisticHumanitarianHuman ResourceEmerging Concepts:

HRD & StrategicHR- AuditHR- the economic value

“There is no magic in the success of companies. The

secret of their success is simply the way they treat their

employees”Akio Morita

(founder of Sony Corporation)

CONDITIONS OF SERVICE

DEFINITION:

the terms and conditions governing employment of people in the Public Service

contract of employment

employee provides his services

employer provides compensation

HISTORYBritish Administration-Establishment SecretaryGOE (GOS & GOF)Independence Maritianisation Of The ServiceDevelopment & Economic IndependenceNeed To improve the service (modern, dynamic and ambitious public service)Quality public OfficersResponsive Conditions of ServiceGOE- replaced by PMM (1992)HRMM (2010)

INSTRUMENTS REGULATING CONDITIONS• Constitution• PSC Regulations • Official Secrets Act• Pensions Act• Workmen’s Act• Employment Relations Act• Employment Rights Act• Public Officers Protection Act• Public Officers Welfare Act• The widow’s and Children’s Pension Act • Civil Service Family Protection Scheme Board Act• The Occupational Safety and Health Act• HRMM• PRB Reports• Circulars• Public Bodies Appeal Tribunal Act

LEAVE

LEAVE (cont)GENERAL

Leave is generally a privilegeDefined as an approved period of absence of an

employee (PRB) It intends to give a break from duty and to provide for

recreational, recuperation and other purposes Leave is approved subject to the exigencies of the

serviceExceptionsGranted to officers holding substantive appointment or

having served for at least 12 months continuous service

LEAVES (Cont)TYPES OF LEAVES

ANNUAL LEAVE (not holding substantive appointment) CASUAL LEAVE (for brief absences) VACATION LEAVE (longer break from duty for physical & mental

resourcing. On & Off; Over & above- procedures; leave prior to ret-EOAC)

STUDY LEAVE WITH PAY – for in service training or open scholarship considered as such – priority fields of study (HRMM for conditions)

LEAVE WITHOUT PAY (different purposes: for higher studies; for private purposes; to take consultancy; to run a business; to take up employment; overseas posting; to accompany spouse; for emigration purposes; for female officers’ subsequent confinements after 3rd one; for sickness (abroad etc); adoption

LEAVES (Cont)TYPES OF LEAVES (cont)

SICK LEAVE (N/E – Subst & Non Subst + Part Timers; Bank; Unutilised; Sickness abroad; Advance; Refund; Medical Board; Retirement on Med Ground; Retirement in the interest of the public service; Resignation & Demise)

MATERNITY LEAVE SPECIAL LEAVE (eg birth to >2 children / sportsmen/ artists) PATERNITY /PARENTAL ( child birth / demise of wife ) ADOPTION LEAVE (adoption of child – varying from 1 to 12

wks) INJURY LEAVE (Non-Substantive holders = 15 + 180 against

MC from Police Medical Officer or Govt Med Off)

LEAVE (cont)

Absence without permission or reasonable excuse

&

Failure to resume duty in time =

absence without authorisation=

To be dealt with i a w Regulations (reg 42 / 43)

PASSAGE BENEFITS

PASSAGE BENEFITS

HISTORYBritish administrators-to pay visits to their familiesUnions fought for extension to Mauritians.

Passage Assistance up to 31.12.73

Passage Credits - 1.1.74 to 30.6.77

Air Mileage Credits -1.7.77 to 31.7.87

Passage Benefits as from 1.8.87

PASSAGESELIGIBILITY

As from 1 January 2013: Be on PPE (confirmed) drawing a min basic salary of Rs 24425 PM OR reckoning at least eight years’ service (LOS- from DJS

and paid from public funds irrespective of the capacity in which employed.

Minimum – Rs 11 000 to be able to useRATE

5% of gross salary annually OR

PASSAGE BENEFITS

NON ELIGIBILITY PERIOD FOR PB: 1. vacation leave; 2. vacation leave taken as casual leave; 3. sick leave in excess of 21 working days in any calendar

year; 4. accumulated sick leave taken prior to retirement; 5. leave without pay; 6. injury leave; 7. maternity leave/adoption leave/parental leave; 8. study leave with or without pay; 9. interdiction; and 10. probationary period

PASSAGESUSES

For travel purposes (self / immediate family members/ mother / father)

To meet the costs of other expenses in connection with their travel

For medical treatment for (self / immediate family members - overseas)

To meet fees i c w SC and HSC examinations for wards (even if the balance standing to one’s credit is < Rs 11,000 )

Inland Hotels & Recreational resorts

Travels cancelled shall, immediately, be notified in writing to Sup Officer & the Accountant-General.

At time of retirement the monetary value of all passage benefits standing to one’s credit is payable

On the death of an officer, the monetary value of all accumulated passage benefits shall be paid to the heirs.

Cash at the rate of 90 % for private purposes

HUMAN RESOURCES PLANNING

HUMAN RESOURCE PLANNING

WHAT IS IT?Its all about planning to achieve optimum use of an organization's most valuable asset - its human resources. Its objective is to ensure the best fit between employees and jobs, while avoiding manpower shortages or surpluses

WHY HRP? Today, human resource managers do not have the luxury of operating and performing in a stable, predictable environment as political, social and economic changes are affecting all organizations and their human resource management activities

HUMAN RESOURCE PLANNING IN THE PUBLIC SERVICECHARACTERISTICS:Mostly incremental in practice but programme based and focus on outcome rather than input

Cumbersome procedures (too much papers)

Lack of expertise and objectivity. Still not very clear to many actors

Submissions should be in conformity with 3-yr strategic plan & 10-yr Economic and Social transformation Plan (ESTP)

Not easy in view of no of grades, hierarchy & availability of skills, knowledge and attitudes (especially for large Ministries)

Need to justify at the level of several instances

Subject to approval of MCSA & funding from MOFED

HUMAN RESOURCE PLANNING IN THE PUBLIC SERVICE (cont)

PROCEDURES (EXISTING ORGANISATION/ DEPARTMENT):

MOFED issues circular setting ceilingMCSA issues circular inviting submissions regarding HR proposals

HR proposals relate to:Filling of funded vacanciesFunding of unfunded vacanciesAdditional posts & New postsRestyling of posts & Abolition of posts

NEW ORGANISATION / DEPARTMENT?Mission/ Vision/ Objectives (purpose & source / origin)Activities/ Duties/ Tasks (job description)Competencies/ skills / Qualifications (person specification)Quantity

HUMAN RESOURCE PLANNING IN THE PUBLIC SERVICE (cont)ACTIVITIES (PBB)CONSULTATIONS

TALLYING STAFFLIST WITH CISD LIST

ASCERTAINING FUNDED & UNFUNDED VACANCIES

DECIDING ON PROPOSALS MADE DURING CONSULTATIONS

DISCUSSIONS WITH FINANCE SECTION

DISCUSSIONS WITH SUPERVISING OFFICER

FINALISING PROPOSALS AND SUBMISSION TO MCSAR & MOFED

PARTICIPATING IN BUDGET COMMITTEES (MCSA & MOFED)

PREPARATIONS FOR COMMITTEE OF SUPPLYBRIEF FOR THE MINISTER AFTER S O HAS VETTED

SHEME OF SERVICE

SCHEME OF SERVICEGUIDELINES:MINISTRY DEPARTMENTTITLE OF THE POST- as per CEOSALARY- as per CEOEFFECTIVE DATE: as from date of prescriptionQUALIFICATIONS: Qualifications, experience and personal skills and abilities. Min Qual +Add Qual +Prof & Technical Qual etc

DUTIES: main duties – should reflect tasks to meet organisational goals and objectives. Should be updated regularly GENERAL OBSERVATIONS-

Role and responsibilitiesAge Limit(ex: for trainees and Students)Training (ex: for trainees and Students)

ICT / Driving License /Physical measurement

In cases of Restructure- should include an organisation chart

PROCEDURES FOR PRESCRIPTION OF SOS

RO seeks agreement of the Minister

RO consults Staff Association and the Federation of Unions for their views and comments on the draft proposed Scheme of Service (15 day’s delay is given)

Concurrently, an advance copy is submitted to MCSA and PRB is also consulted (with copy to MCSA) on salary grading in cases of new posts or amendments having bearing on salary

RO considers and submits to MCSA, within 5 days as from the deadline set, the views and comments of the Staff side. Further consultations, if needed, is done by the MCSA

MCSA forwards the proposed SOS, within 5 days as from the date of the finalisation of the draft SOS , to the appropriate Service Commission for consideration and agreement.

Upon Commission’s agreement, the SOS is prescribed in its official form by the MCSA without delay

APPOITMENT AND PROMOTION

APPOINTMENT AND PROMOTION• MEANINGS: conferment of an office of emolument in the public service grant of permanent and pensionable terms (may be transfer

also – PPE) engagement in a public office of a person on contract terms permanent transfer to an office in the public service (reg 25) transfer of an officer serving in one public office to another

office (approved service) – reg 25 (2) appointment of a public officer to act

PSC Should maintain a high standard of efficiency while making appointment & promotions– reg 14 (1)

POWERS OF THE SERVICE COMMISSIONS

Under the Constitution, the power to:Appoint persons to hold an office in the Public Service;To appoint in an acting capacity in any office in the Public Service;To confirm in an appointment;To exercise disciplinary control ; andTo remove such person from service, is vested in the appropriate Service Commissions

TYPES OF APPOINTMENT

Casual Appointment Temporary Appointment Acting Appointment Appointment on Probation (substantive) Supernumerary Appointment (additional) Contract Appointment Concurrent Appointment (simultaneous) Permanent Appointment (PPE / confirmation) Capacity building (unavailable grades fixed contract –

procurement system) Service to Mauritius(MOFED- competencies not available inside.

They have knowledge but lack experience) Work placement (from National empowerment foundation)

AGE LIMIT FOR APPOINTMENT40 YEARSMANUAL GRADES- 48 YEARS

CRITERIA USED FOR APPOINTMENT (reg 14)

QUALIFICATIONS: (As per the Scheme of service)

EXPERIENCE: Determined by the Officer’s length of service and Knowledge and practically having performed the duties

MERIT: Assessed on the basis of the PAF, Ad-Hoc and Special Reports /report on fitness for promotion)

SENIORITY : (as per PSC Regulations as mended)

ACTING APPOINTMENT

ACTING APPOINTMENT(reg 22)

RO seeks approval from the appropriate Service Commission or

RO approves under delegated powers (PSC Circular 2011)

ELIGIBILITY PERIOD a continuous period of seven days(inc sat, sun & PH) Supervising officers & workmen’s group even 1 day

QUANTUM OF ACTING ALLOWANCE PAYABLEThe difference between salary drawn and the initial or flat

salary of higher post or

Three increments worth at the incremental point reached If not fully qualified – allowance is paid at the rate of 80 %

PERFORMANCE MANAGEMENT SYSTEM

Performance Management System (PMS)

WHAT IS PMS? A Tool to manage performance

WHY PMS? Criticisms against the public service

Expectations- Efficient & Effective civil service

Government Vision

Inadequacy & inappropriateness of CR

WHAT CAN BE MEASURED CAN BE MANAGED

PERFORMANCE MANAGEMENT SYSTEM(cont)

PURPOSE

To enhance performance at all levels (focus on main)

To establish clear links between OD- Quality services delivery and Employee Development

To promote a sense of ownership & motivation with a view to inspire delivery of quality performance (committed people)

To translate corporate goals into individual, team, departmental and divisional goals

PERFORMANCE MANAGEMENT SYSTEM(cont)

OUTCOMES

Alignment of goals (Organisation-Dept-Individuals)Priority areas- judicious allocation of resourcesOpportunity to improve processes & systemsGoal congruence ( common sense of direction for all)Support leadership- team building & motivationFacilitate change management initiativesRecognition of talents & release of potentialEffective service delivery satisfaction of customers

PERFORMANCE MANAGEMENT SYSTEM(cont)

The Performance Management Process (4 Stages)

Planning work and Performance Agreement

Preparing work plan and setting targets(Setting performance expectationsSigning of Performance Agreement after discussion.

Monitoring and Feedback Continually Monitoring and documenting performanceOn-going communication and feedbackIdentifying performance gaps and Initiating remedial actions/PIP).Developing Capacity to perform

PERFORMANCE MANAGEMENT SYSTEM(cont)

The Performance Management Process (cont)Mid term Appraisal Discussing and recording progress made on PA Identifying shortcomings and agreeing on remedial actions/PIP Recognising achievements, where appropriate

Final Appraisal Assessing own performance – self assessment Conducting formal meeting & appraisal Rating [>3.2 - <2] (Excellent / Good / Fair / Unsatisfactory)

REWARDING GOOD PERFORMANCE AND TACKLING POOR PERFORMANCE

PERFORMANCE MANAGEMENT SYSTEM(cont)BENEFITS

To Appraisee

• Organisation goals are made clear to him • He knows what are expected of him. • He knows what he needs to do to meet the standards • He can discuss with the appraiser any pertinent issue(s) pertaining to performance in his job. • He can identify opportunities for self-development.

PERFORMANCE MANAGEMENT SYSTEM(cont)BENEFITS

To Appraiser Closer working relationships based on mutual understanding, trust and respect can be built

Problem areas can be identified more easily and remedial action can be initiated accordingly.

Free flow of information can be enhanced and collective decision-making can be promoted by spending quality time with appraisee.

PERFORMANCE MANAGEMENT SYSTEM(cont)BENEFITS

Organisation Align Corporate, individual and team objectives

Helps focus on key areas of activities (KRAs)

Creates common bond of ownership among employees

CONFIDENTIAL REPORT A Responsible Officer shall ensure completion of Confidential

Reports on each and every officer working in his Ministry/Department and drawing salary in a scale the minimum of which is not less than Rs 7,000 monthly.

Any rating below 3 - a shortcoming Communicate in writing to the officer. Reporting Officer submits his or her comments The officer submits his representations. Representations are justified or not, they are attached to

the C R with the comments of the Reporting Officer

INCREMENT AND INCREMENTAL CREDIT

INCREMENT /INCREMENTAL CREDIT

INCREMENT Salary scales and flat salaries Movement from initial to top salary point is incremental It is a method for rewarding those who have demonstrated

adequate yearly progress and whose work and conduct have been satisfactory

Increment not a Right - It has to be earned Incremental Date is 1st January 1ST Increment is payable on confirmation Exception: Workmen’s group 1st January even not confirmed

Increment on Resumption of Duty from LWOP / STUDY LWOP

INCREMENT /INCREMENTAL CREDIT(cont)

INCREMENTAL CREDIT Incremental Credit for Experience (outside service)

Incremental Credit for Additional Qualifications

Incremental Credit for Temporary Service (in the service)

Increment For Long Service

Increment beyond top

ALLOWANCES

ALLOWANCES

• Acting/ Responsibility • Overtime• Travelling• Lecture n exams• Uniforms• On call and in attendance• Funeral Grant(substantive / 1 yr’s continuous service) – Rs 10 000 to nearest relative having borne funeral expenses

ALLOWANCES

• Meal (cyclone & unexpected retention for >3hrs- Rs 125)

• Out of pocket (short official visits- Rs 160/day)

• Subsistence (missions & training-allowance approved by FS)• • Disturbance (to work in Rod-25% & outer islands-50%)

• Inducement (professionals -50% instead of 25%)

• Rent (prison/police /forest/doctors)

ALLOWANCES

Special Duty and Extra Duty Allowance:(to work unusually long hours for completion of assignments / reports by set time frame)

Not eligible for overtimePut in min of 25 excess hours monthlyApproval of SO required3 increments worth

Travelling Allowance (various types) Car Allowance(in lieu of Duty Free) Foreign Service Allowance Entertainment Allowance Warm Clothing Allowance Excess Air Baggage Allowance(pg 119 EOAC) Ad hoc allowance

ALLOWANCES (cont)

OVERTIME• No overtime allowance to - • (a) trainees, students and apprentices; • (b) members of a Disciplined Force; and

• (c) officers drawing salary of Rs 39,275 or more monthly.Officers drawing Rs 39,275 to 52775: 80% of OT rate for :Urgent tasks or for completion of work that cannot be postponed

OVERTIME

RATE:6 am -11pm: 1.5* hourly rate11 pm – 6 am: 2* hourly rateSun/ PH/ cyclones: 2* hourly rate

HOURLY RATE:

Workmen’s : annual salary (AN SAL F Y) FY/52*40Other categories: AN SAL F Y/52*33.75

TRAVELLING

• Travelling by bus for a distance of not < 1.6 kms: (by the most economical route) as follows -

• 20 days (five-day week ); and • 24 days (six-day week) • total actual expenses for purely temporary

workers/ works on shift/roster. • Teaching staff:• 16 for primary & 15 for Secondary

TRAVELLING• <1.6 km- eligible for 1 stage bus fare x 20 days / month• By Bus• Bicycle (Rs 250)• Other means (Autocycle / Motor-cycle) (Rs 400)• travel grant (Rs 6600) • commuted travelling allowance of Rs 2,200 • commuted allowance of Rs 3100 & Rs 4350 (Absence for a whole

calendar month on approved leave with pay but not having to attend duty at all)

• Travelling allowance of Rs 10 200 • Mileage allowance (different rates)• Fuel Allowance• Use of bicycles on bad roads for official travelling (add Rs 100) • walking allowance (Rs 250)- walking over 2 1/2 kilometres daily

(where motorcycles or other vehicles cannot be used)

RETIREMENT

RETIREMENT Under the Pensions Act, an officer - AGE LIMIT :65 YRS; AS OF RIGHT:60 YRS; AS A SPECIAL CASE: 55 Yrs. approval of Service Commission required

JUDGES:67 years

NOTE : Transition Period Dates worked out by PRB REACHING THE AGE OF 45: + 10 years' pensionable service (SELF

EMPL/TAKE EMPL PRIVATE SECTOR (approval of MCSA + Service Commission) GROUND OF MARRIAGE : female officer (approval of Commission) . For benefits, need to reckon 5 yrs pensionable service) DISCIPLINED FORCE: aggregate of 28 3/4 years -approval of DFSC

RETIREMENTCOMPUTATION:

GROSS PENSION = [No of months/600 x Last Annual Gross Salary] (/12) (FULL PENSION= 33 1/3 yrs (400 months)Example: [400/600 x 10 000 x 12] = annual GP: /12 = monthly Pension

REDUCED PENSION (option form c) =[ lump sum+ monthly pension]

LUMP SUM= (GP x 25/2) x 1/4 : EX:[(400/600 x 10 000 x 12) x 25/2 x 1/4]

Monthly Pension: 3/4 GP/12. Example: [3/4 x (400/600 x 10 000 x 12)] /12

PRB 2008: FOR OFFICERS IN POST AS FROM 1.7.08460/690=38 1/3 FOR FULL PENSION

Note: Judges & doctors have different denominations

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THANK U

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