ORGANISATIONAL DEVELOPMENT WORK PLAN: five year plan
Organisation:
Belo Rural Development Organization (BERUDEP), Belo, Boyo Division, North West Region, Cameroon
OD Committee members: Gideon Njini (Chairperson), Enock Chiambah (Sec), Simon Ngwainmbi, Joan Yein and Job Tasah (Members)
VSO Volunteer:
Amelita C. Norona, Organizational Development Advisor for BERUDEP
Date:
6th May 2010
(Note: Partnership Agreement signed between VSO and BERUDEP – 11th June 2010)
OD PRIORITY
OUTCOME
WHO
RESOURCES
TIMEFRAME
YEAR
1
1. Terms and Conditions
Board of Trustees/
support of VSO
Human resources –
board members and
Labour consultant
Time
Paper, pens, computer,
laptop, printer, ink
Finances
Food
Transportation
BERUDEP will develop and
implement financial policies and
procedures to prevent misuse of
money and have an accurate
accounting system in place
Board of Trustees
with the support of
VSO to develop its
financial policies
and procedures
Skills and manpower
Support / advice from
VSO, volunteers and
partners
BERUDEP relevant staff will be
trained on the formulation and
management of accounting and
BOT train staff in
use of policies
BERUDEP to develop general
terms and condition / policies for its
staff which are clearly set out in
written policies that are routinely
monitored and evidence provided
for all to see when appropriate
Gender and RBA should be taken
into consideration in the formulation
of terms and conditions
YEAR
2
YEAR
3
YEAR
4
YEAR
5
Terms and conditions in
accordance with the Labour Code
and ensuring that rights and
conditions respect individual staff
rights
Staff trained on Human Rights and
Gender Equality
2. Financial Policies and
Procedures
1
OD PRIORITY
OUTCOME
WHO
RESOURCES
TIMEFRAME
YEAR
1
YEAR
2
YEAR
3
YEAR
4
YEAR
5
financial policies and procedures
For transparency and
accountability, financial policies
shall be communicated to all staff
and copies are made available to
ensure use of policies as good
governance tools
3. Monitoring of funds and
Fundraising
Board to take over responsibility for
monitoring funds and fundraising
and make proper realistic decisions
by regular followups/evaluation/reports with the
people in-charge
The board will
assign a person
in-charge
(Supervisory
Committee Adeline)
VSO Short term volunteer train and
coach staff on resource generation
and monitoring.
Board and staff trained on fund
monitoring
Computer with internet
connection in order to be
able to follow up and
provide reports (not
available yet)
Detailed knowledge of
accounting/reporting/co
mputer skills
(3-6 months – for
assigning persons in the
board and have a
structure in place)
6 months-1 yr –
implementing the
monitoring and reporting
Publish funding information on
notice board and newsletter to
ensure transparency
Establish a transparent and gender
balance monitoring team (Audit
Committee)
4. Participation of
beneficiaries in Monitoring
and Evaluation (M&E)
Beneficiaries should be trained to
participate in the monitoring and
evaluation process of BERUDEP
programmes especially in areas
where the beneficiaries are directly
involved
Monitoring guide/tool made
available to beneficiaries
BERUDEP
Director with
Department
Heads with
support from VSO
Human Resources:
qualified staff to carry
trainings
Financial Resources:
printing of M&E
materials, pay for
personnel carrying the
training, transportation
fee
2
OD PRIORITY
OUTCOME
WHO
RESOURCES
TIMEFRAME
YEAR
1
To ensure transparency,
beneficiaries are trained to form the
core making decisions and
evaluating.
5. Understanding Advocacy
Empower staff to understand
Advocacy through training and
development.
Organized exchange visit to
organisations with advocacy
strategies
BERUDEP
Director through
its trained staff
with support of
VSO
Train staff on Advocacy with
emphasis on RBA for the poor and
being accountable for the rights of
the poor
6. HIV & AIDS Information
Train and empower staff to access
information systems on HIV & AIDS
in order to better educate
individuals, leaders and groups in
our communities
HIV/AIDS training for staff on the
importance of mainstreaming of
HIV/AIDS to all projects and
activities
Advocate for the rights of HIV/AIDS
patients and networking with other
concerned NGOs/CSOs
Brief information should be printed
and given to staff to be taken to the
field and share to beneficiaries.
Manager of Social
Services Dept of
BERUDEP. In
case if expansion,
a staff member
solely responsible
for HIV & AIDS will
be hired
YEAR
2
YEAR
3
YEAR
4
YEAR
5
(3 months for general
training but should be an
on-going process as
new projects come up
which might need
different formats for
M&E)
Trained and qualified
staff
Financial resources for
sensitisation and training
Printing of materials
Using local authorities
and administration
NGOs
(1-5 years however, it
should be an on-going
process until proper
government policies on
advocacy is put in place
and actually
implemented)
Staff including part of
the salaries
Internet, phone and
transportation services
Consultancy services
Printing of brochures
and flyers
Community health
workers
Collaborating and
networking with existing
HIV & AIDS
organisations
Other community groups
(churches, councils, etc)
(Year 1-2 and ongoing)
3
OD PRIORITY
OUTCOME
WHO
RESOURCES
TIMEFRAME
YEAR
1
YEAR
2
YEAR
3
YEAR
4
YEAR
5
Each activity or discussion should
always start and end with short
HIV/AIDs discussion.
7. Information and Resource
Sharing
BERUDEP should ensure that all
relevant and consistent information
and resources of the project reach
the concerned stakeholder(s)
through the appropriate medium on
a regular basis
Giving equal chances to all staff to
participate in informational
meetings
All staff have to
contribute towards
the realisation of
this outcome
Communication
officer (incharge)to work in
close collaboration
with department
heads
Communication officer be trained
alongside departmental heads on
how to gather, analyse and present
information for the interest of
stakeholders.
8. Evaluation and Supervision
Feedback monthly / quarterly and
agreement on terms of
improvement and methods
(Implementing feedback interview /
mechanisms such as 360 degree
feedback, creating organisational
chart, defining job descriptions,
tasks and responsibilities, goals)
Supervisors
(managers) incharge according
to the
organisational
chart
Human Resource – 1 yr
Brand new laptop with
internet connection – 1
yr.
Printer, ink, paper and
pens
Office phone and air
time
Modern notice board
Internet charges
Photocopier
Scanner
Motor bike
(within 1 year)
Room,
Trainer experienced in
employer-employee
feedback (not currently
available but will request
VSO)
Making information available to staff
giving them a chance to evaluate
their own work
Monthly meetings are to be held to
encourage participation,
accountability and transparency.
4
OD PRIORITY
OUTCOME
WHO
RESOURCES
TIMEFRAME
YEAR
1
9. Disciplinary Procedures
(Staff Policies)
BERUDEP will develop and
implement written disciplinary
procedures that could be monitored
and evidence is provided
BERUDEP Board
of Trustees with
the support of
VSO
YEAR
2
YEAR
3
YEAR
4
YEAR
5
Skills and manpower
(1 year)
All BERUDEP staff will have clear
understanding of the policy that
binds disciplinary procedures that
conforms internal regulations
Brief staff on disciplinary
procedures & providing them with
copies of the policy.
5
ORGANISATIONAL DEVELOPMENT WORK PLAN: one year plan
Organisation: Belo Rural Development Organization (BERUDEP), Belo, Boyo Division, North West Region, Cameroon
OD Committee members: Gideon Njini (Chairperson), Enock Chiambah (Sec), Simon Ngwainmbi, Joan Yein and Job Tasah (Members)
VSO Volunteer: Amelita C. Norona, Organizational Development Advisor for BERUDEP
Date: 6th May 2010
(Note: Partnership Agreement signed between VSO and BERUDEP – 11th June 2010)
OD PRIORITY #1: STAFF TRAINING
OBJECTIVE: ENSURE THAT ALL STAFF HAVE THE FULL COMPETENCIES TO SUCEED IN THEIR POSITIONS ACCORDING TO THEIR JOB DESCRIPTIONS
BY HAVING REGULAR TRAINING AND RESOURCES ARE IN PLACE THAT MEET THE INDIVIDUALS NEEDS
TASKS
WHO
RESOURCES
TIMEFRAME
1
Create a self assessment
form
Volunteer /
VSO support
Staff time and printing costs
Conduct self assessments
Each
individual staff
member /
supported by
VSO
Managers
Staff time
Supplies
Managers
Staff time
Supplies
Assessment of training
needs by relevant manager
Develop a training plan for
each individual depending on
needs (follow up part of
evaluation)
Staff time
Supplies
2
3
4
5
6
7
8
9
10
11
12
SUCCESS
INDICATORS
Self Assessment
form available
ensuring
transparency and
participation
BERUDEP Director
to receive a
completed form
from each
individual
Each manager has
reviewed the forms
Training plans
developed and
discussed with staff
– implement
MONITORING &
EVALUATING
METHOD
Regular checks if
printout still
available
Check of
information /
completion
Check of
information /
completion
Quarterly check if
deadlines / goals in
the training plans
are being met
Equal opportunities to
be given to both sexes
in the area of trainings.
Find trainers for areas of
need
BERUDEP
Director
Staff time, trainer costs, other
available training opportunities
Trainers found
Training
successfully
6
e.g. NGOs
completed - record
Provide basic computer
training (internet, Word)
VSO support
Staff time, computers for
training, supplies, food
Training completed
Provide specialised
computer training (excel,
PowerPoint)
VSO support
Staff time, computers for
training, supplies, food
Training completed
Fundraising training
VSO support
Staff time, other available
training opportunities e.g.
NGOs
Training completed
Evaluation of
training /
knowledge gained test
Evaluation of
training /
knowledge gained test
Evaluation of
training /
knowledge gained test
OD PRIORITY #2: FINANCIAL RESOURCE SITUATION
OBJECTIVE: BERUDEP STAFF ARE TRAINED ON RESOURCE GENERATION AND MARKETING TECHNIQUES TO ENSURE FINANCIAL SUSTAINABILITY OF
ITS VARIOUS ACTIVITIES
TASKS
WHO
RESOURCES
TIMEFRAME
1
Request to VSO for a short
term volunteer for Resource
Generation to train and
coach in-house fundraiser
OD
Committee/
Director
Planning / identification of
the best strategy for
resource generation
Board of
Trustees /
Fundraiser/
VSO support
Time and correspondence
2
3
4
5
6
7
8
9
10
11
SUCCESS
INDICATORS
12


Personnel (service heads), staff
time, questionnaire



Develop business plan for
honey processing cum
training center
Training on marketing
techniques to sustain various
Fundraiser/
VSO support/
Consultant
A Marketing
Manager /
Time, transportation for info
gathering, supplies,
communication airtime,
Didactic materials, flip chart,
markers, projector, laptop, pens



VSO STV
volunteer
arrival
In-house
fundraiser
coached and
mentored
Report of
planning
meeting held
number of
planning
meetings
list of strategies
identified
business plan
plan funded
Report on
training held
MONITORING &
EVALUATING
METHOD
ODC Report on
VSO STV
Quarterly review of
the strategies in
order to effect
required change
(documented in
files)
Management report

Checking of
monthly
7
activities
management
consultant
where
necessary /
VSO support
and papers



Training on fundraising
techniques / improved
methods e.g. donors and put
in place a sustainable
fundraising system for the
Organisation
A Fundraiser /
volunteers /
VSO support,
some staff
Didactic materials, flip chart,
markers, projector, laptop, pens
and papers




Advertisements on honey,
medicinal plants, eco tourism
etc
Department
Heads / VSO
support
Flyers, brochures, radio ads, Tshirts, beneficiaries
sensitisation letters (eye clinic)




Increase in
BERUDEP’s
income
Photos /
attendance
register
Staff have
knowledge on
marketing
techniques
Report on
training held
Increase in
BERUDEP’s
fundraising
activities
Photos /
attendance
register
Staff have
knowledge on
fundraising
techniques
Number of
flyers,
brochures, Tshirts produced
Signatories to
sensitisation
letters sent out
Radio
announcement
backed by
receipt
Photos of
promotional
sales




financial
reports to
ascertain
increase /
progress in
sales (file
copies)
Administer
questionnaires
to determine
staff knowledge
on marketing
techniques –
results
documents in
hard copy files
Monthly review
of fundraising
activities for
improving –
documents filed
Administer
questionnaires
on BERUDEP’s
activities and
results
documents
Increase in
both sales /
services and
customers /
clients all
documented
8
OD PRIORITY #3: ORGANISATIONAL POLICIES
OBJECTIVE: BERUDEP WILL HAVE DEVELOPED AND WRITTEN DOWN THE ORGANISATIONAL POLICIES WHICH WILL BE AVAILABLE TO ALL
TASKS
WHO
RESOURCES
TIMEFRAME
1
2
3
4
5
6
7
8
9
10
11
12
SUCCESS
INDICATORS
Board and staff training on
policy development,
Governance: Transparency,
Accountability and
Participation
Consultant /
VSO support
Money to pay the consultant /
time of VSO
Board members
and staff trained
Board to seek advice on
policies from volunteers /
VSO / other organisations
and experts
Consult staff on policies
Board Chair
Person/ VSO
support
Transportation / staff time
Advice sought
BERUDEP
Director / VSO
support
Board
Secretary/
VSO support
Transportation / staff and VSO
time
All staff consulted
in a staff meeting
Printing costs
Visible written
down policies in
both hard and soft
copy
Workshop to present the
policies participated by staff
for possible comments
Board
members
Food for staff, board members
and volunteers, supplies
All staff are entitled
to a printed copy of
the policies a week
before the staff
meeting
Final draft of policies put in
writing and made available to
all (policy manual)
BERUDEP
Director / VSO
support
Printing costs
Presentation of the
final draft to the
staff, volunteers,
VSO in the
presence of Board
members
Policy manual
produced
Write down policies where
gender balance,
transparency and
participation be taken into
consideration
MONITORING &
EVALUATING
METHOD
Board members
and staff to give
feedback on
training and provide
written notes on the
outcome
Living feedback on
results and
feedback
documented
Minutes of the staff
meeting
documented
Staff, Board
members,
volunteers / VSO
should confirm that
they have seen /
read the policies
Staff are all entitled
to a copy during a
staff meeting and
they share their
opinions on what
they think
Policies are
approved by the
Board and
presented in a staff
meeting and
reviewed annually
9
OD PRIORITY #4: IT RESOURCES
OBJECTIVE: ALL BERUDEP STAFF ARE TRAINED ON THE USE OF IT RESOURCES AND HAVE ACCESS TO THESE RESOURCES
TASKS
WHO
RESOURCES
TIMEFRAME
1
Request to VSO for a short
term volunteer for IT to train
and coach staff on computer
applications, maintenance
and website development
OD
Committee/
Director/ VSO
support
Time and correspondence
Identification of areas of
need (knowledge of staff on
IT programmes, intercom,
phones) and availability of
resources
BERUDEP
management /
VSO support
Staff time of administrator and
VSO, and other staff
Upgrading computer
programmes
BERUDEP
management /
VSO support
Staff time (volunteers / VSO)
Cost of software CDs
Maintenance of IT resources
All staff / VSO
support
Staff time
Repairing dilapidated
computers
BERUDEP
management /
VSO support
Staff time, computer technician,
cost of the parts
2
3
4
5
6
7
8
9
10
11
SUCCESS
INDICATORS
12





VSO STV
volunteer
arrival
Staff trained,
coached and
mentored
List of areas of
need identified
Report
provided
MONITORING &
EVALUATING
METHOD
ODC Report on
VSO STV

Upgraded
programmes
New
programmes
installed


All computers
maintained and
working well


Number of
computers
repaired
Frequency of



Documented
evidence
(quarterly
review of needs
identified)
results
documented
Computer audit
to check new
updates and
new
programmes
installed – to be
reviewed
monthly and
results
documented
and kept on file
Computer audit
to check
maintenance–
to be reviewed
monthly and
results
documented
and kept on file
Computers
repaired
checked– to be
reviewed
10


Training on use of IT
resources for staff based on
needs identified (including
maintenance of IT
resources)
VSO support

Staff time, finance for flip
charts, computers, pens,
memory sticks, projector,
marker pens, didactic material,
space



Purchasing of relevant IT
equipment
BERUDEP
management /
VSO support
(advice)

Funding for IT equipment,
space
N.B. volunteers may donate IT
equipment
repairs
List of spare
parts bought
Financial
records
Number of
training
conducted
Reports and
photos from
training
Increase
number of staff
using IT
Staff efficiency
in using IT
Physical
equipment
purchased /
donated
monthly and
results
documented
and kept on file

Quarterly
review of staff
knowledge on
IT based on
previous
knowledge
assessment –
results
documented

Quarterly
review of IT to
ensure they are
in place and
available to
staff and
results of
review
documented
OD PRIORITY #5: FINANCIAL TRANSPARENCY
OBJECTIVE: BERUDEP SHOULD PUT IN PLACE A TRANSPARENT ACCOUNTING SYSTEM
TASKS
WHO
RESOURCES
TIMEFRAME
1
2
3
4
5
6
7
8
9
10
11
12
SUCCESS
INDICATORS
Develop a financial
information mechanism to be
available to all Heads of
Department
Implement a financial
information mechanism
BERUDEP
Board of
Trustees with
support from
VSO
Time of BERUDEP Board of
Trustees and VSO / office
stationary / IT equipment
Financial
transparency policy
written / financial
manual implemented
Monitor and evaluate the
financial transparency
BERUDEP
Board of
Time of BERUDEP Board of
Trustees and VSO
Quarterly and
annual monitoring
MONITORING &
EVALUATING
METHOD
Annual reviews and
audit reports
available
Quarterly and
annual reviews and
11
system put in place
(quarterly and annually)
Develop accounting
information that should be
easy to understand
An annual audit report ready
for whoever may need it
Trustees with
support from
VSO
BERUDEP
Board of
Trustees with
support from
VSO
BERUDEP
Board of
Trustees,
Supervisory
Committee,
with support
from VSO and
an external
auditor
and evaluation
report
audit reports
available
Time of BERUDEP Board of
Trustees and VSO
Satisfactory
comments from
donors
Quarterly reviews
and audit reports
available
Time of BERUDEP Board of
Trustees / supervisory
committee / VSO / external
auditor
Satisfactory audit
reports
Annual audit and
reports available
OD PRIORITY #6: ACCOUNTABILITY OF BOARD
OBJECTIVE: TO HAVE A TRAINED BOARD OF DIRECTORS THAT MEET AT LEAST FOUR TIMES A YEAR AND MAKE DECISIONS BASED ON FACTUAL
INFORMATION IN THE BEST INTEREST OF BERUDEP
TASKS
WHO
RESOURCES
TIMEFRAME
1
To have the Board meet at
least four times per year
Board Chairperson

Communication, phone,
transportation
Train the Board of Trustees
on Board Governance
BERUDEP
Director / VSO
support

Consultant / VSO /
volunteer
Transportation,
communication – phones
and internet
Use of BERUDEP space
Training materials
Work time
Cost of transportation,
communication, stationary
Keep the Board informed on
BERUDEP financial and
governing issues on a
monthly basis
Have staff representative
attend Board meetings as
invited

BERUDEP
Director




Board
Chairperson


Transportation and phone
Staff time
2
3
4
5
6
7
8
9
10
11
12
SUCCESS
INDICATORS
Board agrees to
meet at least four
times per year
At least 3 quarters
of the Board are
trained
MONITORING &
EVALUATING
METHOD
Minutes of the
Board meeting


Training
attendance list
Certification of
participation
The Board gets
monthly reports
from the Director
Monthly reports are
filed in the office
Staff Rep attends
Board meetings
Board meeting
attendance sheet
12
Speedy implementation of
Board decisions
BERUDEP
Director

Transportation and phone
Board decisions
implemented
quickly
Compilation and publication
of Board minutes
BERUDEP
Director

Computer and stationary
Minutes compiled
and published
BERUDEP
Director’s monthly
report to provide
evidence
Minutes filed in
office
OD PRIORITY #7: JOB DESCRIPTIONS
OBJECTIVE: ALL BERUDEP STAFF SHOULD HAVE CLEAR JOB DESCRIPTIONS
TASKS
WHO
RESOURCES
TIMEFRAME
1
Review and develop clear
job descriptions for all staff
according to posts not
individuals
BERUDEP
Board of
Trustees with
support of
VSO as
advisors
2
3
4
5
6
7
8
9
10
11
12
Time of Board of Trustees and
VSO
SUCCESS
INDICATORS
Clear job
descriptions written
and printed in a
consistent format
for all BERUDEP
staff
All job descriptions
signed
Negotiation, agreement and
signing of the job
descriptions by all relevant
staff
Training in the monitoring
and evaluation of set goals
Performance of the
staff in their job
MONITORING &
EVALUATING
METHOD
Annual audit of job
descriptions and
staff performance
Signed copies of
the job descriptions
on file
Review of goals
achieved
OD PRIORITY #8: HIV & AIDS AWARENESS
OBJECTIVE: TO HAVE TRAINED STAFF PARTICIPATE AND FACILITATE IN HIV AND AIDS AWARENESS PROGRAMMES THROUGHOUT THE
COMMUNITIES
TASKS
WHO
RESOURCES
TIMEFRAME
1
2
3
4
5
6
7
8
9
10
11
12
SUCCESS
INDICATORS
Involve all Programme
Managers, giving them
responsibility for HIV and
AIDS awareness
BERUDEP
Director
Stationery / staff time
Programme
Managers given
responsibility
Contact local health officials
and groups (including VSO)
dealing with HIV and AIDS in
Programme
Managers
Staff time, phone and internet
costs
Contact made with
health officials /
groups and
MONITORING &
EVALUATING
METHOD
Letter from the
Director to the
Programme
Managers giving
instruction
Activity reports
verified by the
relevant line
13
order to get a consultant to
train staff
response
documented
manager
Staff and Programme
Managers trained on HIV &
AIDs to ensure good basic
knowledge
Create lesson plan /
approach for sensitisation
training and produce
educational materials
Contact local leaders and
community organisations
Programme
Managers /
support from
VSO
Programme
Managers
Staff time, transport, payment
to the consultant
All BERUDEP staff
trained
Training
attendance sheet
Staff time, computer, internet,
cost of printing
Training materials
produced
Materials put into
BERUDEP archive
Programme
Managers
Staff time, phone, transport and
internet costs
Contacts made
Setting up sensitisation
training in local communities
and where necessary
publicise these events
Hold sensitisation training on
regular basis with
communities around the
region, incorporated into
BERUDEP’s everyday work
Programme
Managers/
VSO support
Cost of flyers, staff time, phone,
transport and internet costs
Training taking
place
Activity reports
verified by the
relevant line
manager
Training
attendance sheet
Programme
Managers and
the trained
staff with VSO
support
Staff time, transport,
educational documents and use
of public / private space
Training taking
place
Training
attendance sheet
OD PRIORITY #9: ORGANISATIONAL TRANSPARENCY
OBJECTIVE: IMPLEMENTATION OF A REGULARLY UPDATED MECHANISM OF POLICIES AND PROCEDURES TO MAKE ACTIVITIES OF BERUDEP
CONSTANTLY AVAILABLE TO STAFF (INCLUDING VOLUNTEERS), PARTNERS AND DONORS
TASKS
WHO
RESOURCES
TIMEFRAME
1
Monthly newsletter about
important changes within
BERUDEP for staff / partners
donors
Quarterly newsletter to
donors
Joan / VSO
support
Create an organisational
chart including description of
different functions
Director /
Board / VSO
support
Printing costs / IT resources
Staff time / secretary
Joan / VSO
support
Bulletin board for organizational
chart, supplies
2
3
4
5
6
7
8
9
10
11
12
SUCCESS
INDICATORS
Newsletter
produced and
distributed
Newsletter
produced and
distributed
Organisational
chart on the wall in
all branches
MONITORING &
EVALUATING
METHOD
Internal
questionnaire to
find out how useful
the newsletter is
questionnaire to
find out how useful
the newsletter is
Annual check of the
chart to ensure it is
up to date
14
Write down all policies and
procedures and make them
available for everyone
concerned (creating folders)
Board / VSO
support
Put in place a bulletin board
with news, calendar,
announcements and general
information about donors
and partners
Enock / VSO
support
Folder available
with all policies and
procedures
Printing costs and cost of board
Bulletin board on
the wall including
the information and
updates
Annual check of the
policies and
procedures to
ensure they are up
to date
Updated and
checked weekly
15