THE HR COnNECT
PROGRAM
The Government of Papua New Guinea
Experience…….
18th Alesco User Group Conference 2014
The GoPNG Experience
Todays Presentation
o Background
Growth of the Public Service
o Payroll size and how things work
o GoPNG’s Journey to the HR COnNECT Program
Where and Why We Started
Defining Our Business Needs
o Change Management, Sector Engagement and Business Transition Strategies
HR COnNECT Governance Arrangements
Re-Establishment of the GoPNG User Group Forum
o Where GoPNG is now and what we have learned
BACKGROUND
• Growth of PNG population compared Vs growth of the
Public Service (1982 - 2.5 popn : 60, 000
2013 - 7.5 popn:91, 000)
1. Population growth out stripped the capacity of the Public
Service;
2. Health Sector ratio per officer to population is now down
by 68%;
3. Law and Justice Sector about 60% as well;
4. Education Sector ration of student to teacher is now
about 50%; and
5. Suppressed budget ceilings for personnel emoluments.
The GoPNG Experience
Make up of GoPNG on Alesco (V12):
o 153 government organisations
o 91, 200 employees
1.
2.
3.
4.
5.
Health Sector - 8, 268 employees
Provincial Administration Sector - 9, 873 employees
Education Sector - 52, 483 employees
Disciplinary Forces - 11, 593 employees
National Departments - 8, 983 employees
The GoPNG Experience
11,593
8,268
9,873
8,983
Health Sector (Hospitals)
Provincial Administrations
52,483
Education Sector
National Departments
Disciplinary Forces
The GoPNG Experience
Background…….
• During 2009-11, GoPNG experienced budget overruns of approximately
K200million in personnel emoluments with the overrun increasing to
approximately K300M in 2012 .
• Staffing & Establishment Reviews initiated by DPM in 2010 and 2011
indicate that there are many reasons behind this ongoing over-expenditure
by line agencies, which include:
•
•
•
•
Unclear organisational establishments and funding ceilings;
Inaccessibility to timely, current and accurate payroll and budget
information;
Utilisation of an alternative financial system (PGAS) to enable salary
payment of large numbers of staff in unfunded or non-approved roles;
Unbudgeted implementation of Awards and Memorandums of
Agreement (MOA’s).
The GoPNG Experience
HR - Connecting an Online Network for Enhanced
Capability & Technology
• An Initiative by the Department of Personnel Management.
• In partnership with:–
–
–
–
–
National Department of Health,
Department of Finance,
Department of Treasury,
Department of Education and
Department of Provincial & Local Level Government Affairs
• Supported by the Australian Government – Department of
Foreign Affairs & Trade (DFAT) – Australian Aid.
The GoPNG Experience
The HR COnNECT PROGRAM
HR COnNECT PROGRAM
HR COnNECT - Connecting an Online Network for Enhanced Capability & Technology
Component 1 - Rollout of the IHRP
System
Data Cleansing Phase 1 Position/Employee Data
Cleansing/Validation and Reestablishing of System Controls
Data Cleansing Phase 2 - ‘Health
Check’ of the IHRPS
Component 2 - Rollout of other HR
Modules (Leave Management
Module etc.)
Component 3 - Staffing &
Establishment Reviews
Component 4 - Improving HR
Management in the Public Sector
Agencies
The GoPNG Experience
• Data cleansing is a major activity under Component 1 of
the HR COnNECT Program;
• Previous attempts in 2003-04 and to a lesser extent in
following years to cleanse data within the HR Payroll
System were inadequate mainly due to the lack of rigour
and functionality to apply the “one position, one person,
one pay” (this functionality was available but was turned
off sometime after the implementation of the system)
and other control mechanisms;
• These controls need to be re-established concurrently
with any future data cleansing activities in order to
minimise the risk of system misuse.
The GoPNG Experience
•
PHASE 1 - POSITION/EMPLOYEE CLEANSING AND VALIDATION

Develop and implement the one position/one person/one pay control in the system on a site by site
basis, once the data has been cleansed (completed and operational);

Develop and implement standardized/consolidated HR reports to facilitate the data cleansing process
(completed and operational);

Compare, identify and adjust discrepancies between approved organization structures and
establishment/position details and employee details in the IHRPS (in progress);

Develop and implement templates for the purpose of recording findings and tracking decisions and
actions taken (completed and operational);

Identify positions with more than one occupant and take necessary corrective actions (in progress);

Identify all unattached officers and ensure they are clearly “marked up” in the system (in progress);

Validate and up-date bio-data such as dates of birth and gender (in progress);

Validate and up-load leave balances for all employees (not yet commenced); and

Ensure allowances being paid to employees are in accordance with Awards and Agreements (in progress).
The GoPNG Experience
• PHASE 2 - INTEGRATED HR PAYROLL SYSTEM HEALTH CHECK
 Ensure all Awards, Agreements and allowances are correctly
configured within the system (completed);
 Engage Concept PNG to undertake a “Health Check” of the HR
Payroll System:
1.
Map system and processes used in DPM, DoF and other selected
agencies (completed);
2.
Establish internal control weaknesses (completed);
3.
Recommend and provide cost estimates for implementing
improved processes (completed).
The GoPNG Experience
• PLANNED ACTIVITIES FOR REMAINDER OF 2014
• Data cleansing of all remaining hospitals, Provincial Administrations
and National Departments to be completed by end December 2014,
including the re-establishment of system controls such as 1PPP and
position/occupancy linking;
• All Awards, Agreements and Allowances to be correctly configured
in system by end Quarter 3, 2014;
• Implementation of the recommendations of the Health Check of
system to improve processes, work practices and system security,
by end of Quarter 4, 2014;
• Employee bio-data up-dated in IHRPS by end Quarter 4, 2014;
• Leave Balances report developed, tested, implemented, sent to all
agencies for insertion of leave balances and data up-dated in IHRPS
by end of Q3, 2014.
The GoPNG Experience
• Pre 1PPP Situation:
K
Multiple
Employees
Position
Correct
Payment?
The GoPNG Experience
• After 1PPP Introduced:
K
Employee
Position
Correct
Payment
K
Employee
Position
Correct
Payment
K
Employee
Position
Correct
Payment
The GoPNG Experience
How Does It Work?
• Only one employee can be held against the
one (authorised) position at any one time.
• Position records will be matched to the
authorised establishment for the Hospital,
Provincial Administration, Department or
School during data cleansing.
The GoPNG Experience
Change drivers - business outcomes
• Improved payroll accuracies
• Improved Human Resource Business processes
• Capacity enhancement Program for HR
Practitioners and Executive Leaders
• Improved decision making as a result from more
accurate human resource data
• Improved workforce planning practices
• Improved and efficient service delivery
The GoPNG Experience
Where we are now:
• 89 sites of the 153 Agencies completed….
The GoPNG Experience
Where we are now………
HR COnNECT Governance Arrangement
(engagement strategy):
GOVERNANCE FRAMEWORK
HR COnNECT Steering
Committee
Program
Management Team
HRMIS Adviser-HR
COnNECT
Program Manager
Roll-out of Integrated HR
Payroll
System and HR Modules
Component 1 – Project
Team/s (DPM, DoF,
NDoH, DPLGA, NDoE &
others as and if
required
Component 2 – Project
Team/s (DPM, DoF,
NDoH, DPLGA, NDoE &
others as and if
required
Program Management
Adviser-HR COnNECT
Program Manager
Staffing & Establishment Control
& Improving HR Management in
Public Sector Agencies
Component 3 – Project
Team/s (DPM, DoT, DoF,
NDoH, DPLGA, NDoE &
others as and if
required
Component 4 – Project
Team/s (DPM, DoF,
NDoH, DPLGA, NDoE,
PSWDP & others as
and if required
The GoPNG Experience
Way Forward and Future Initiatives:
• Customised functionality to limit unattached
officers.
• Customised functionality to lock the relationship
between Position and Occupancy by CLEVEL.
• Suite of custom reports to monitor sites where
1PPP has been implemented.
The GoPNG Experience
Way Forward and Future Initiatives:
• Modify Software in Alesco to protect the system
functionality - ‘One Position, One Occupant’
Rule, which is part of the 1PPP function.
The GoPNG Experience
ANY QUESTIONS?????