NTSA STRATEGIC PLAN 2014-2018ntsa.go.ke/2015/sp/Draft NTSA Strategic Plan.pdf · worthiness of...

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NTSA STRATEGIC PLAN 2014-2018

TECHNICAL SERVICES

Strategic Objective Goal Output Activity Target Performance Indicator Budget

To ensure road worthiness of vehicles on our roads

Inspect all motor vehicles 4 years old and above from date of manufacture

Number of vehicles inspected and issued with inspection certificates

To recruit motor vehicle inspectors

Implement a motor vehicle inspection systems.

Procuring of stationeries

To increase road worthiness compliance to 100%

Motor vehicle inspectors recruited

Motor vehicle inspection system in place

400,000,000.00

Rehabilitate and modernize four motor vehicle inspection centres

All motor vehicle inspection centres to have the required structures and working equipment.

Number of rehabilitated and modernized centres.

Installation of electricity

Automation of centres.

Equip the centres.

80% rehabilitation and modernization

Centres having electricity.

Automated centres.

Equipment in the centres.

478,000,000.00

Outsourcing motor vehicle inspection services

Inspect all motor vehicles 4 years old and above from date of manufacture

Number of private motor vehicle inspection licensed.

Develop the regulation to enable operation of private inspection centres.

Licensing of private inspection centres.

100% implementation of the system.

Regulation on operation of private inspection centre

Number of private inspection centres licensed

100,000,000.00

Develop capacity to review and audit roads designs.

Audit all new roads design

Number of road designs audited

To recruit road engineers.

Audit the road designs on safety.

Complete audit 50% all the new audit

Engineers recruited

Number roads design audited

500,000,000.00

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LEGAL SERVICES


Ensure Compliance with statutory and regulatory framework

Be familiar with the current regulatory and statutory framework

Preparation of compliance reports

External legal audits. Prepare Audit Findings Report for

implementation Provide feedback on findings Monitor implementation and

prepare bi-annual reports

100% implemenetation

Audit reports and feedback

Annual reports

Develop an effective and efficient statutory and regulatory framework to support the business

Identify all the required amendments to be made to the current regulatory and statutory framework.

Itemized amendment proposals.

Amendment of the NTSA Act, 2012

Development of regulations for PSV vehicle body standards.

Operation of Boda boda

Tourist services

Driver Training and Testing

Commercial vehicles

Keeping of records of minutes.

Arranging for Board and committee meetings.

Circulation of resolutions. Ensure payment of allowances

100% implementation

Timely services in its field of knowledge to all departments

To provide, within the set deadlines, legal opinions on all formal and informal

Consultations received.

To provide support to the DG's in the early preparation of legal text.

Provision of comprehensive Legal analysis and opinions to all the departments.

Preparing and circulation of minutes.

Provide effective litigation and contract management

Ensure that the Authority enters into agreements that are favorable to it and to ensure that they are well represented in court cases

Signoff from the legal department of all contracts and litigation matters

Ensure the Contracts the Authority enters into with third parties are properly drawn, executed and managed.

Ensure that the Authority is properly represented in all litigation matters.

Research and liaise with external lawyers.

Arrange representation of witnesses.

Provision of comprehensive instructions to the external Lawyers representing the Fund

Set targets and appraise staff performance

Subscription to the Law Society of Kenya

100% implementation.

Advising the Board of Management on the implications of the suits filed for and against the Authority

Ensure that the Authority is properly represented in all litigation matters.

Reduction of physical documents into electronic copies.

Provide functional training needs assessment

Participation in professional seminars, workshops and conferences

Continuous Professional Education

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ROAD SAFETY


To reduce road carnage in the country

Reduce Annual RTA deaths from current average of 3000 deaths to below 2000

Reduced no. of Fatal crashes

Map the top 5 cause of RTA in the country

YR 1 Time 1 Million

Reduced no. of serious injury crashes to below 5000 per annum

Address the top 5 key causes of RTA 5 No. of Interventions 100 Million

Reduce the no. injured persons dying within 7 days of crash

Establish capacity for medical emergency response on the road

50% MER support facilities per 100km of highways

1,000 Million

Reduce Road Hazards

Establish & Implement framework for Road Safety Research & Audits

YR1

Time 10 Million

100% % of new Road Projects audited

50 Million

No. of Safety Research work done 10 Million

To develop a safe road user culture in the country

Improve driving skills and competence of drivers

Skillful & Competent Drivers

Develop a curriculum for driver training and Regulations for driving schools & instructors & Examiners

YR1 Time 5 Million

Develop standard for automated model driver testing & examination centers

YR3, 3 Time & NO 100 Million

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ROAD SAFETY

Strategic Objective Goal

Output Activity Target Performance Indicator Budget

Increase Road Safety awareness & education

Mainstreamed Road Safety education in learning institutions

Develop policy paper on Road safety education

YR 2 Time 2 Million

Comprehensive & sustained multimedia Road Safety campaign

Develop Guidelines for mainstreaming Road Safety in all government ministries and agencies

YR 1 Time 2 Million

Increase accountability for Road user behavior

All traffic offenses prosecuted

Establish Mechanism for tracking enforcement officers field outcomes

YR 1 Tracking tool & Guidelines developed

1 Million

Promote Road safety leadership

Top leadership sponsorship of Road Safety campaigns.

Automate traffic offenses detection 30% % of offenses detected automatically and prosecuted

1,000 Million

Establish framework for instant fines.

YR I Legislative Review I Million

YR 2 Develop System 10 Million

Mobilize leaders( Political, corporate word etc) to lead campaign on road safety within their organizations

1000 No of Leaders sponsoring Road Safety campaigns

5 Million

Coordinated activities of organizations and individuals involved in road safety

Develop synergy and accelerate results

National Register of Road Safety stakeholders

Develop a stakeholders mapping tool YR 1 Tracking tool 0.5 Million

Establish effective coordinating mechanism

Publish tool and populate YR 2 Database of Road Safety Stakeholders

3Million

Coordinate activities of stakeholders. 1000 No. of stakeholders programs 2 Million

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ROAD SAFETY


To establish and Implement efficient & effective enforcement mechanism

To ensure compliance with the traffic act and guarantee Road safety

well-equipped nationwide enforcement unit

Procure hardware( Vehicles, Breathalyses, Speed guns, Cameras, Spikes, uniforms)

500 No. of complete Units 5,000 Million

System of automated detection of offense

Install fixes cameras on black spots & major highways.

1000 No. of complete Units 5,000 Million

Mechanism for instant fine system

Review the NTSA & Traffic Act YR 1 Gazette Amended Acts 1 Million

To establish institutional capacity to manage road safety activities throughout the country

To have a national presence

County transport Safety committees

Recruit county coordinators 50 No. of coordinators 150 Million Annually

Operational enforcement bases

Establish count committees 47 No. County committees 10 million per annum

Establish regional coordinating offices

Establish bases/ regional enforcement units

200 No. of bases 1,000 Million

6

REGISTRATION & LICENSING

Strategic Objective Goal Output Activity Target Performance Indicator

Budget (5 yrs)

Establish and implement an efficient and effective Registration & Licensing System.

Efficient and effective registration and licensing system

Develop a service charter.

Modernize/re-engineer the motor vehicle registration process

Drivers licensing and processes

Transfer of ownership process.

Issuance of duplicate logbooks

Records management for both motor vehicle and drivers

Modernize the records management for PSV’s licensing

Implement TIMS integrated motor vehicle system

100% compliance with the service charter.

100% customer satisfaction

Develop and Implement secure and reliable registration and licensing products.

Reliable and secure products

Full automation and integration of all related products

Develop and implement

Secure logbooks

Number Plates

RSL Stickers

Drivers Licenses

Dealers Licenses

Driving Schools Licenses

Instructors Licenses

Examiners Licenses

Intelligent and secure products

Customer satisfaction

Develop and Implement regulation of an efficient public road transport system.

Efficient Public Road Transport System

Develop a service charter for Public Service Transport

Implement existing PSV regulations

Hold stakeholders forums

Ensure compliance

100% PSV compliance with the Law and Regulations 100% automation and secure products

100% compliance with Law and PSV’s

7

ICT


Leverage on ICT best practices to enhance business operations

Implement, enforce policies and standards to govern the ICT products and services.

ICT Strategy Develop an ICT strategy (2014-2018) for the institution.

98%

Extent that users are able to use ICT services comfortably at novice level.

Well documented policies and standards

ICT Policies Develop a Governance Strategy Degree of awareness of policies and standards

Training / skills development

Develop an ICT Policy Conduct workshops and trainings.

Ensuring use of standard hardware/ software for all organizations computers.

Establish a framework for adapting internationally accepted standards to meet local needs for information sharing and interoperability.

Develop a Training Research and Development framework for implementation of technology services.

Develop project Implementation standards

Coordinate the Implementation of services technology

Adapt internationally acceptable standards within the Authority system to facilitate interoperability

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ICT


Establish infrastructure to enhance communication and ensure automation of business functions

Service Delivery Innovations

Automation and IT support of Business Functions

Implement a Transport Integrated Management Systems (TIMS) with the following modules:- I. Motor Vehicle Registration II. Driver Testing and Licensing III. RSL/PSV Management IV. Motor Vehicle Inspection and Testing V. Enforcement Management VI. Citizen Self Service Portal VII. TIMS Web Interface VIII. Reporting & BI

97%

Functioning systems: TIMS, ERP, Web and e-Mail

Implement an Enterprise Resource Planning system which include the following modules: I. HR Management & Payroll services II. Financial management III. Audit Services IV. Legal Services V. Procurement VI. ICT Helpdesk VII. CRM VIII. Employees self service

Establish the number of ICT systems/infrastructure (i.e. computers, LAN,WAN installed

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ICT


Install devices, replicate and protect the Authority Data Centre to efficiently and effectively cope with the workload of the various applications and extended services

Ensure the email server is well configured to ensure confidentiality, and reliability of information relayed without compromising integrity of such information.

Establish and populate NTSA website

Ensure that the security of the organisation is monitored at all time and that necessary action are taken, with the use of closed circuit survellienance (CCTV)

To ensure that communication within and outside the organisation is reliable using an IP based PABX system for easier communication at a cost effective solution.

Implementing the use of Short code SMS service to sensitize the public on NTSA services/information which will also generate revenue for the organisation.

Adoption and operationalization of e-Government standards.

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ICT


Electronic Document Management System in use.

Establish staff to computer ratio and compare it with desired range of 1:1 for technical staff & to 1:10 for support staff

Develop and implement an efficient framework for data integrity and ICT security

To ensure ICT Security Framework

Fully functional firewall and passwords to protect data

Develop and implement the ICT Security policy

99%

Secured Information

Zero possibility of unauthorized access to confidential material, particularly Transport Integrated Management Systems (TIMS) and ERP data.

Back-up media stored in both fire-proof cabinet and offsite, in accordance to Back-up policy

Extent to which computers stay virus free

Fire-proof cabinet at Server/ data center room

Enforce strict password controls to network services and systems

Ensure strict antivirus management for effective virus prevention and detection

Ensure Business Continuity and Disaster recovery by Developing and implementing the ICT Security policy

All PCs on antivirus protection & Anti-Virus updates at most 1 month old

Monitor security violations or determine possible vulnerabilities on sensitive systems, by conducting regular security audits on the systems

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FINANCE DEPARTMENT

Strategic Objectives

Goal

Activities Target Indicators

Strategic Financial Planning

Attract Adequate Government Funding and other sources

Engage in annual Budgeting process Submit timely, Justifiable and adequate supplementary budget to treasury

Prepare Periodic review Report. Prepare projection programme based budget as part of MTEF Request individual (departmental) budgetary requirements Consolidate & Present the budget for approval by the management, Finance committee & Board Submit budget to parent Ministry & National Treasury

Periodic Expenditure Review Report submitted in September 2014. Participated in the sector meetings Revised Budget by 15th of every month after end of quarter submitted to treasury Approval of Budget

Financial & Statutory Reporting

Formulate financial procedure and operation manual

Prepare and Submit monthly Financial & Expenditure Reports to Management & quarterly to MOT

Prepare and submit Monthly, & Quarterly Financial statements Prepare and submit monthly, & quarterly expenditure variance analysis and explanations

Financial Statements submitted by 10th of every month & 10th of every end of every quarter Variance analysis submitted by 10th of every month & 10th of every end of quarter

Set timelines for processing statutory reports and payments

Develop an effective communication network with the receivers of statutory reports and resources

Timely processing of suppliers payments Timely payment of staff salaries and statutory deductions Timely payment of board members dues

Invoices paid within the terms of agreed Salaries paid by 26th of every month Board members paid after every meeting and by 5th of every month for other dues

Review and streamline existing revenue streams

Undertake periodic Cost benefit analysis for each revenue steam

Prepare monthly revenue reports to guide management on policy formulation & decision making.

Financial Revenue improvement proposal document

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Enhance Revenue Collection

Identify & actualize other legal Revenue streams

Prepare proposals based on mandated activities

Present recommendations on modalities of introducing new revenue streams

Financial projection reports

Cost Management

Systems Review to Create seamless Business Process Implementation of government austerity measure directives

Develop policies and operational manuals Strictly adherence to expenditure control

Prepare finance manual With detailed operational and tasks procedures Identify and monitor cost cutting expenditure items

Print a Revised finance manual Tasks and operational procedures documentation Monthly cost containment reports

Payment process

Adherence to Statutory reporting Requirements and regulations

Timely submission of proposed budget to treasury Timely submission of Financial statements o KENAO for Audit purposes Timely payment of statutory Deductions

Proposed budget submitted by 28th February 2015 Draft financial statements submitted by 30th Sept 2015 All statutory deductions paid by 9th of every month

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HUMAN RESOURCES AND ADMINISTRATION

Strategic

Objectives

Goal Activities Target Indicator Resources

1 Organizational

structure alignment

to corporate strategy

Organizational

Structures

development/review

against strategic plan

Functional analysis

Define functions

Identify jobs and Job design

Determine manning levels

New structure

Job descriptions

Optimal staffing levels

Workforce plan

Recruitment policy

Reporting structures/relationships in place

TBD

Job Evaluation

Grading

Salary structure

Grading matrix

Salary and benefits structure

Salary and benefits structure

Job evaluation report

Salary and benefits Administration policy

Rationalization

Skills and competency audit

Job matching

Succession plans

Competency matrix/Functional skills

2 Reward and

recognition

Establish Employee

recognition and reward

Scheme

Develop Reward policy framework

Reward policy framework

Competitive Reward policy in place

Link reward to PMS

Performance based increments for different levels of performance

Levels of performance

% Salary increments based on level of performance

Budget allocation every

year for performance

based increments

14

Strategic

Objectives


Review the existing reward options.

Reviewed of current reward and recognition schemes

Alignment and consolidation with the new policy options

Tracking of Reward and recognition beneficiaries/staff and cost

Committed and competitive staff

Different lists of eligible staff annually and increased performance.

3 Organizational

culture change

Transformative change

management strategies

Change Training ; Staff and leadership

Culture change from leadership level for ease of implementation downward.

Change of attitudes

Reduced performance complaints

Staff commitment levels high

Corporate values training

Staff communicating organizational value

Staff awareness to organizational values and impact

Sensitization programmes

Change emails

HR Newsletters/Organizational

High Staff commitment

Resistance to change

strategies

Align policies to desired culture

Disciplinary policy

Walking the talk Full compliance to policy guidelines and reduced disciplinary cases.

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Strategic

Objectives


4 Enhance staff

welfare

HIV and aids, Drug

abuse, ETC)

Develop a HIV Aids workplace policy

Workplace Policy Managed HIV/AIDS cases

Behavior change

Staff health Development wellness programmes,

Life style sensitization programmes

Reduced workplace medical incidences

Improved health and productivity

Low medical utilization

Work life balance programs

Leave management and tracking – leave plans

Workload analysis report where need be.

Low number of stress related medical cases

High performance

Competitive medical

scheme

Provide Medical Services to all staff

Reduced incidents of pilferage

Reduced poor personal financial management case

5 Employee safety and

work environment.

Enhance health and safety

Develop a health and safety policy

Risk profile report

Operationalize the activities of the committees

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Strategic

Objectives


Improve work environment

Undertake safety audit

Re-planning of offices

100% Open plan offices for the plan period

Employee Satisfaction index

6 Governance Risk &

Compliance

Gender and disability

mainstreaming

Implement survey findings

Sensitization program

100% compliance % of compliance

National cohesion

Public complaints

Drug abuse

Integrity testing

HIV aids

Public officers ethics

7 Capacity building Training and

development

Carryout a TNA

Link PMS to TNA

Develop appropriate training programs

Implement the training program

Monitor and evaluate the effectiveness of training.

TNA report

Annual training plan

100% implementation

% of training

implemented

Development programs Management Development programs

Alignment to succession plans and performance gaps

Number of staff

Succession planning Mentoring and Coaching

Identifying future leaders

Middle management

coached and trained

for senior

Posts filled internally

Acting capacity for less than 3 months

17

Strategic

Objectives


Develop the framework for mentoring and coaching

management

succession

Number of staff promoted

Career management Personal Development Program

Promotion

Reviewed promotion

policy addressing

leadership, mgt dev &

succession.

New policy

8 Performance

management

Implementation of BSC

framework

Cascading the PC

through BSC

100% cascading No. of department

using BSC.

Implement departmental

performance tools

100% compliance of

dept score card

% of compliance

Implement the individual

performance work sheets

100% compliance of

individual score card

% of compliance

Enhance cross

functional

Communication

Employee participation

and involvement

Employee feedback scheme

Frequent meetings at all levels

100% employee

feedback

Number of

suggestion

received and

responded.

NTSA STRATEGIC PLAN 2014-2018ntsa.go.ke/2015/sp/Draft NTSA Strategic Plan.pdf · worthiness of...

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