+233 302 749 018 info@psrs.gov.gh
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PSRS-OSPA WORKSHOP ON OPERATIONAL MANUAL

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Presentation of IT Equipment's to Passport Office

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MES 1ST VIRTUAL RESULTS FAIR BY H.E. THE VICE PRESIDENT

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Become The Change
You Want To See

Be Proud!

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Become The Change
You Want To See

Be Proud!

The Public Sector Reform Secretariat (PSRS) is established under the Office of the President in line with the 1992 Constitution and the Civil Service Act, 1993 (PNDCL 327). This manual presents the organizational arrangements of this Secretariat to provide policy and strategic direction in the oversight of Public Sector Reforms (PSR) across most sectors of government

 Mandate

In line with the Civil Service Act, 1993 (PNDCL 327) and the Executive Decision, the Public Sector Reform Secretariat (PSRS) is mandated to provide policy initiation, strategic guidance, and coordination for reforms.


PSRS exists to improve public service delivery by initiating, facilitating and coordinating reforms for timely and transparent services to promote private sector-led growth and national development with the use of innovation and professional staff.

A responsive public sector with reformed services for national development

The core values are: (AIRRII)

  1. Accountability: Showing responsibility for one’s action at the workplace as well as implementing reforms to make public sector institutions take responsibility for both their performance and business outcomes.
  2. Inclusiveness: Creating a welcoming environment that embraces differences and offers respect for all stakeholders
  3. Results-Oriented: Focusing on outcomes rather than processes in the implementation of public sector reforms.
  4. Responsiveness: Formulating timely reform policies to serve the needs of citizens.
  5. Innovation: Applying new processes, new techniques and using emerging technologies in the implementation of reforms to create new value
  6. Integrity: Prioritizing government agenda in the interest of the public.

The core functions of PSRS are:

  1. Provide policy guidelines in the implementation of agreed reform initiatives.
  2. Facilitate, coordinate, monitor and evaluate reform policies and strategies in the public sector to ensure improved, timely and transparent service delivery.
  3. Promote and improve efficiency and effectiveness of performance in the Public Sector
  4. Facilitate the institutionalization of public campaign to imbue positive change in the attitude of the citizenry.
  5. Undertake such research as may be necessary for the effective development and implementation of the Secretariat’s policies.
  6. Maintain national database on public sector reforms
  7. Ensure the availability of appropriate administrative and financial management systems and support services for the effective and efficient running of the Secretariat to enhance service delivery.



Directorates of the PSRS

The PSRS has the institutional framework of a Ministry and not an Agency or Department for strategic cross sectorial policy guidance role under the Office the President in line with the Civil Service Act, 1993 (PNDC Law 327). The directorates of the Secretariat are:

  1. Policy, Planning, Budgeting, Monitoring and Evaluation Directorate (PPBMED):

 

Units:

  • Policy Coordination
  • Planning and Budgeting
  • Monitoring and Evaluation
  • Public Investment Unit

 

  1. Human Resource Management and Development Directorate (HRMDD);

Units:

  • HR Planning
  • HR Training and Development
  • Performance management
  1. Research Statistics and Information Management Directorate (RSIM)

 

Units:

  • Research and Statistics unit
  • Management Information System

General Administration Directorate (GAD)

 

Units:

  • Stores
  • Records
  • Protocol
  • Estates
  • Transport
  • Security

Finance Directorate (FD);

Units:

  • Accounts
  • Treasury
  • Resource Mobilization

Special Units under the PSRS

  • Country Structural Vulnerability Mitigation Strategy (CSVMS) Office
  • Internal Audit Unit
  • Procurement Unit
  • Public Relations Unit (PRU)
  • Client Service Unit

Policy, Planning, Budgeting, Monitoring and Evaluation Directorate

The Directorate leads the technical processes for the development of policies, plans, programmes and budgets of all activities of the PSRS. It caters for the design and application of monitoring and evaluation systems for purposes of assessing the operational effectiveness of the PSRS’s strategies and interventions.

The Directorate comprises the following units:

Policy Coordination Unit: The Unit initiates and coordinates the broad cross sectoral policies, Regulations, guidelines and Strategies on Public Sector Reforms. 15

 

Planning and Budgeting Unit: The Unit leads in the design and provision of plans based on a sound framework for the effective implementation of the PSRS’s planned programmes, projects and activities. It is also responsible for preparing sector budget and the provision of technical guidance to Management on budgetary matters.

Monitoring and Evaluation Unit: Continuously coordinates the monitoring and evaluation of the effectiveness of strategies throughout the reform process. Collect data on key performance indicators, and the successful implementation of reform initiatives. Regularly monitors and evaluates to ensure continuous improvement and sustained success in the face of ongoing reforms

Public Investment Unit: The Unit prescribes the method for the preparation, evaluation and execution of investment projects and provide a standard framework to guide project identification and planning, pre-feasibility studies, selection and budgeting, implementation and reporting of investment projects by the Secretariat 16

 

Research, Statistics and Information Management Directorate

The Research, Statistics and Information Management Directorate is a critical component of public sector reforms. By collecting and analyzing data, conducting research, providing policy advice, and collaborating with stakeholders, the directorate supports evidence-based decision-making and helps monitor the progress and impact of reforms. Through its functions, the directorate enables the public sector to adapt, innovate, and improve, ultimately enhancing the delivery of services to citizens.

The RSIMD is composed of the following units:

  1. Research and Statistics Unit: the unit is responsible for collecting, organizing, and analyzing relevant data related to public sector reforms. By gathering and analyzing data, the unit can provide insights into the current state of affairs, identify trends, and assess the impact of reforms on various aspects of the public service.

 

The unit conducts research and evaluates policy interventions, studying best practices from other jurisdictions, and identifying areas for improvement. By conducting rigorous research, the unit provides evidence-based recommendations to guide decision-makers in shaping and refining reform initiatives. The unit develops performance metrics and indicators to help assess the extent to which the reform objectives are being achieved and provide insights into areas that require further attention. By defining clear and measurable indicators, the unit contributes to the establishment of a results-oriented culture within the public service.

  1. Management Information Systems Unit: The unit actively collaborates with other departments, agencies, and external stakeholders involved in public service reforms. This collaboration includes sharing data, insights, IT and research findings to foster a culture of knowledge exchange. By working in partnership with others, the unit enhances the collective understanding of reform challenges and contributes to a more holistic and collaborative approach to public service improvement. The unit serves as a reliable source of data and analysis, enabling informed decision-making and the monitoring of progress.

Human Resource Development and Management Directorate

The Public Service plays a crucial role in the effective functioning of any government. However, changing societal needs, advancements in technology, and evolving public expectations necessitate continuous reforms in the public service. Human resource strategies are essential to successfully implement these reforms. The directorate outlines key HR strategies to guide the reform process in the public service.

The directorate comprises the following units:

  1. HR Planning Unit: - HR planning for public service reforms is to conduct a comprehensive assessment of the current workforce. This assessment includes an analysis of the skills, competencies, and capacities of public servants. Identify gaps between existing capabilities and the requirements of the reformed public service. This assessment will help inform recruitment, training, and development strategies.

 

HR planning strategies must align with the broader reform objectives set for the public service. Identify the specific goals of the reforms and translate them into HR strategies and initiatives. Ensure that HR planning is integrated into the overall reform roadmap and consider the long-term implications of the changes on the workforce.

Design a competency framework that outlines the skills, knowledge, and behaviors required for success in the reformed public service. This framework will provide a clear and objective basis for recruitment, performance evaluation, and career development. It will also align with the core values, vision, and mission of the public service.

  1. Training and Development Unit:

 

Promote a culture of knowledge sharing and collaboration within the public service. Establish platforms, such as internal social networks or online communities, to facilitate information exchange and collaboration among public servants. Encourage cross-departmental and inter-agency projects to foster a sense of teamwork and shared objectives 18

 

  1. Performance Management Unit: -

 

Coordinate performance management systems to align with the reform objectives. Recognize and reward high performers who contribute significantly to the reform efforts.

Leverage technological advancements to streamline HR processes and enhance efficiency. Coordinate HR information systems for workforce planning, talent management, and performance tracking. 19

 

General Administration Directorate (GAD)

The Directorate ensures that approved personnel policies in the PSRS on employment, personnel records, training, and wages and salaries administration are translated into good management practices and effectively carried out.

The Directorate further ensures that services and facilities necessary to support the administrative and other functions of the Secretariat are available. It also ensures the provision of an effective and efficient system for internal checks.

The units under this directorate include the following:

  1. Records Management Unit: It ensures that documents and information are properly stored to ensure confidentiality and easy accessibility
  2. Estates Unit: The Unit provides advice on estate management issues and ensures that repairs and works on facilities and equipment are properly carried out in the PSRS
  3. Transport Unit: The Unit is responsible for the proper management and provision of an efficient transport system of the PSRS.
  4. Stores Unit: The Unit ensures the proper storage of all goods procured and ensures that stocks are replaced on time at the PSRS
  5. Security Unit: The Unit is responsible for ensuring the safety of all staff and property of the PSRS.
  6. Protocol Unit: The unit is responsible for managing the protocol services of the Secretariat

 

Finance Directorate (FD)

The Directorate ensures that there is proper financial management and administration at the PSRS in line with the PFM Act 2016, Act 921 and Regulations, 2019. It leads the administration of Treasury Management and Accounts Preparation at the PSRS.

It also safeguards the interest of the PSRS in all financial transactions relating to revenue and expenditure.

It further ensures the practice of proper and accountable administration .It also gives advice on all financial matters relating to the PSRS. 20

 

The Directorate comprises of the following:-

  1. Accounts Unit: - The Unit liaises with the Ministry of Finance and the Controller and Accountant-General’s Department (CAGD) to facilitate the release of funds and authorization for disbursement. It also provides technical backstopping in the preparation of the Annual Budget of the PSRS and Budget Hearings with the Ministry of Finance. In addition, it prepares mandatory financial reports.
  2. Treasury Unit:-Examines and verifies the authenticity and accuracy of payment vouchers before authorizing for payment.
  3. Resource Mobilization Unit: The unit is responsible for facilitating the process for sourcing funds from development partners and other stakeholders for implementing programmes and projects of the PSRS.

 

Internal Audit Unit

The IAU reviews all internal control systems put in place by Management of the Secretariat and advice on its effectiveness. The Unit ascertains whether Management has instituted systematic, disciplined approach to evaluate and improve effectiveness of risk management, control, and governance and issued report thereon. The IAU also provides the following services:

  • Assurance services to the Secretariat.
  • Review of policy documents, contracts and advice on them
  • Consultancy Services to Management at every level
  • Carrying out special audits, risk assessment and issue reports for Management attention
  • Monitoring and coordinating Internal Audit Units of the Secretariat

 

 

Public Relations Unit

The unit develops, implements and reviews communication strategies to market and communicate the PSRS’s policies, programmes, projects and other activities to the public. It also receives feedback reports from the public for the attention of management of the Secretariat.

Additionally, the Unit reports to the Information Services Department and the Ministry of Information on activities of the PSRS for onward publication via its online news portal. 21

 

3.10 Client Services Unit

The Client Services unit is set up to receive complaints and addresses them and also provides information on the nature of the operations of PSRS. It facilitates standardization of the services delivered by the PSRS and communicates to the public on the exact services of the PSRS. It also deals with complaints from the public regarding services of the PSRS and ensures that genuine problems are addressed adequately in a transparent, timely and cost effective manner.

 

Procurement Unit:

The unit performs the following functions:

  • Receiving instructions from entity head and commence development of the Annual Procurement Plan in accordance with the instructions issued by the Public Procurement Board and the Ministry of Finance
  • Ensuring that proposed procurement is within the approved procurement plan, and that budgeted funds are available prior to commencement of procurement proceedings;
  • Ensuring that funds are properly committed prior to issue of any contract or Purchase Order;
  • Co-coordinating the preparation of specifications, terms of reference, bills of quantities, drawings, short-lists or advertisements, and prequalification, tender or request for quotation documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee prior to issue;
  • Arranging the publication of advertisements and notices of contract award;
  • Co-coordinating the process of opening of tenders and quotations and ensuring the preparation of formal records of tender or quotation opening in accordance with Section 56 of the Act.
  • Participating in evaluation activities of the Tender Evaluation Panel where necessary and assisting in preparation of formal Evaluation Reports;
  • Preparing submissions for approval of award by the appropriate authority in accordance with the threshold values established in Schedule 3 of the Act.

 

  • Maintaining and updating the database of suppliers, contractors and consultants;
  • Participating in negotiations with consultants where necessary or other tenderers where expressly permitted in the Act or Regulations;
  • Preparing notification of awards and contracts;
  • Arranging publication of notices of contract awards;
  • Preparing contract documents and Purchase Orders, in line with the award decision;
  • Preparing and issuing tender rejection and tenderer debriefing letters;
  • Preparing contract variations and modifications;
  • Assisting with the inspection and acceptance of goods, works and services;
  • Maintaining procurement records in accordance with Section 28 of the Act and the Regulations.