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Kitengela International Schools
June 2023
©2017 Grant Thornton International Ltd. All rights reserved.
Agenda
01
02
Introduction
Approach & Methodology
03 Our Findings & Preliminary Recommendations
05
04 Institution’s areas of Strength
Proposed Implementation Plan
2
Needs Assessment Report: Introduction
©2017 Grant Thornton International Ltd. All rights reserved.
Introduction
During the comprehensive one-on-one Stakeholder Interviews and Job Analysis
exercise with the staff, Grant Thornton consultants were able to gather valuable
insights regarding the current state of the school's operations and management.
Our focus was on areas that are working well and where there is need for
improvement. Our approach was getting information for the staff’s perspective.
This report, therefore, lays out the Consultants’ observation which can be used to
inform future decision-making processes and improve the overall effectiveness of
the school's operations.
4
Approach and Methodology
©2017 Grant Thornton International Ltd. All rights reserved.
Methodology
A job analysis exercise and stakeholder sessions were conducted through one-on-
one sessions with various employees of all departments of the school. Through this
exercise, the consultants were able to gain a deep understanding of the work
environment, work processes, and job satisfaction levels of the employees.
By taking a personalized approach to the job analysis exercise, Grant Thornton
consultants were able to gather more detailed information about the employee's
needs and tailor their recommendations accordingly.
6
Findings and Preliminary Recommendations
©2017 Grant Thornton International Ltd. All rights reserved.
Our Findings
Grant Thornton consultants analysed the information obtained from the job analysis
exercise to determine the primary thematic areas that emerged during the
sessions. They additionally identified patterns among the respondents' diverse
responses, which they grouped based on similarity.
The table below outlines an overview of the identified key thematic areas and the
parameters that could be measured against those areas.
8
©2017 Grant Thornton International Ltd. All rights reserved.
Thematic Areas
Ref. Thematic Area Concerns
1. Learning and
Development
 Training needs assessment
 Career progression/development
 Employee feedback
 Performance evaluation
2. Staff Welfare  Employee engagement
 Health and safety incidents
3. Organization Structure
and Communication
 Clarity and effectiveness of reporting lines
 Clarity of roles and responsibilities
 Decision-making processes
4. Digitization of HR
processes
 Efficiency and effectiveness
 Cost-effectiveness
5. Employment Contracts  Clarity and completeness of a contract
 Compliance with legal requirements
 Timeliness of contract issuance
9
©2017 Grant Thornton International Ltd. All rights reserved.
Thematic Areas
Ref. Thematic Area Concerns
6. Employee Time off  Annual leave, Sick leave, Compassionate leave
 The approval process for time off
 Employee satisfaction with leave policies
7. Compensation and
Benefits
 Salary
 Allowances
 Benefits
8. Employee Relations and
Professionalism
 Communication
 Conflict Resolution
 Employee Satisfaction
9. Leadership and
Decision Making
 Decision-making and approval processes
 Decision-making roles and responsibilities
 Communication and feedback mechanisms
 Degree of buy-in and support from stakeholders
10
©2017 Grant Thornton International Ltd. All rights reserved.
Thematic Areas
Ref. Thematic Area Concerns
10. Resource Allocation  Budgetary allocation
 Efficiency and effectiveness of resource utilization
 Human resources
11. Workload and Staffing  Time management skills
 Overtime
 Staff Establishment
11
The Institution's Areas of Strength
©2017 Grant Thornton International Ltd. All rights reserved.
Areas of Strength
Strong reputation: The institution has established a strong reputation and brand within
the education sector, with the incorporation of 844, BIC, and CBC ensuring that there is a
place for any learner and staff seeking to join the institution.
Diversity and Inclusion: The school is committed to diversity and inclusivity where the
student body and teaching staff come from a variety of cultural backgrounds, creating a
rich and diverse learning environment.
Culture: Notably, the employees mentioned that the school culture fosters a positive and
supportive environment for both students and staff through a shared commitment to
academic excellence.
13
The employees also acknowledged several strengths that the school possesses as listed
below:
©2017 Grant Thornton International Ltd. All rights reserved.
Areas of Strength – cont’d
 The school's extracurricular activities were also highly praised, with a wide range of
options available to students, including sports, music, and drama.
 Employees mentioned that the institution had invested in modern facilities and equipment,
including well-equipped laboratories and a library, to support student learning and
research.
 Some employees mentioned that they continue to feel a strong sense of belonging in the
school and that they are proud to be part of the school community.
 It was noted from employee responses that the school provides job security as it does not
terminate employment without a valid reason.
 According to some employees, the school is reliable in fulfilling its commitments. This
creates a sense of security and stability among the staff, as they can depend on the
school to follow through on its promises.
14
Key Thematic Areas of Concerns & Recommendations
©2017 Grant Thornton International Ltd. All rights reserved.
Thematic Areas of Concerns & Recommendations
16
The Consultants used the findings to develop actionable recommendations that can be
implemented to address the identified needs and improve the overall work environment and
effectiveness of the school's operations.
The table below shows the thematic areas, an overview of each thematic area, our key findings
and preliminary recommendations
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Learning and Development • Lack of structured staff training and
development plans.
• Develop and implement structured staff training and
development plans that are aligned with the school's strategic
goals and objectives.
• Establish clear performance metrics and feedback
mechanisms to measure the effectiveness of training
programs and to continuously improve them.
• Allocate sufficient resources for staff training and
development, including budget, time, and staff support.
• Lack of training programs that address
employee-specific needs and
performance gaps.
• Conduct a comprehensive needs assessment to identify the
specific training needs of the employees.
• Offer a range of training programs that address the specific
needs and performance gaps of individual employees.
• Provide ongoing coaching and mentoring to staff to support
their professional growth and development.
17
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Learning and Development • It was reported that the school currently
lacks a specialized needs teacher (SNT)
to cater to students with special needs.
• Train current teachers or hire a specialized needs teacher to
cater to the needs of students with special needs. This
teacher should have the required qualifications, skills and
experience to teach and support students with a variety of
special needs.
• If hiring a specialized needs teacher is not feasible, the
school should consider providing training to existing
teachers to equip them with the skills and knowledge
needed to support students with special needs.
• The school should also ensure that it has adequate
resources to support students with special needs, such as
assistive technologies, learning aids, and accessible
facilities.
• It was reported that the Quality Assurance
department's analysis and report during
early childhood classroom reviews may
be biased and subjective due to their lack
of expertise in dealing with young children
of early year’s age.
• Additionally, the school could consider bringing in an early
childhood expert to join the Quality Assurance department
during classroom reviews. This expert can provide a more
accurate and objective analysis and report based on their
expertise in dealing with young children. This would ensure
that the evaluation process is more comprehensive and
effective in identifying areas that need improvement, leading
to better outcomes.
18
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Welfare • The employees who reside in the
school-provided staff quarters
expressed their concerns regarding the
state of the facilities and the need for
renovations and improved furnishing.
• Conduct a survey among the employees residing in the staff
quarters to get a clear understanding of their concerns and
suggestions for improvement.
• Allocate a budget for the renovation and furnishing of the staff
quarters and prioritize the work based on the urgency of the
repairs needed.
• Involve the employees in the decision-making process by
seeking their input on the renovation process.
• Ensure regular inspection and maintenance of the facilities to
ensure that they remain in good condition and address any
issues that arise promptly.
• It was reported that the school does not
consistently provide its employees
working in PPE required areas with
sufficient and high-quality Personal
Protective Equipment (PPEs).
• Conduct an assessment of the PPE needs of staff working in
different areas of the school to identify the specific types and
quantities of PPE required.
• Purchase adequate and high-quality PPEs to ensure the
safety and well-being of staff.
• Develop and implement policies and procedures for the
proper use, maintenance, and replacement of PPEs.
• Provide regular training to staff on the importance of using
PPEs correctly and consistently.
• Regularly review and update the school's PPE program to
ensure that it meets the changing needs and requirements of
the staff and the school.
19
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Welfare • Some employees voiced their concerns
that in some instances they would work
late and the school does not cater for
their accommodation on such occasions
• Conduct a workload analysis to help identify areas where
employees are overburdened or underutilized, which can help
the school optimize resource allocation and improve overall
productivity or align to the TSC standard of ensuring 40:1
• The school could also consider offering alternative work
arrangements such as shifts for various roles such as
Boarding teachers or offer late transport for those staying out
of school
• Some employees mentioned that
despite being required to report to work
very early and sometimes leave late
and the school does not provide
transportation at those hours.
• The school should consider providing transportation for
employees who are required to report to work very early
and/or leave late.
• It was reported that the stairs located in
the chicken-rearing area pose a hazard
• Address the hazard by repairing/replacing the stairs to ensure
the safety of anyone accessing the chicken-rearing area.
• It would also be advisable to conduct regular safety
inspections of all areas of the school to identify and address
any potential hazards.
• Some employees expressed concern
that open sockets in the classrooms
could be a potential hazard to the
learners.
• Install safety covers to secure the sockets and prevent
accidental contact.
• Conduct regular inspections and maintenance to ensure that
all sockets are in good condition and that any damaged
sockets are repaired or replaced promptly.
20
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Welfare • It was noted and expressed by the non-
teaching staff the desire to participate in
school events such as fun days
• Involve non-teaching staff in the planning and coordination of
school events, giving them specific roles and responsibilities
to ensure that they feel included and valued.
• Communicate with non-teaching staff about the reasons
behind any existing restrictions on their participation in events
and seek their feedback and suggestions on the same.
Organization Structure and
Communication
• It was reported that some jobholders
were uncertain about their reporting
lines.
• Issue the updated job descriptions to each employee
• Ensure regular communication and feedback channels
between employees and their supervisors to ensure that
reporting lines remain clear and understood.
• The employees noted that
communication from top management or
supervisors would either be delayed or
distorted
• Encourage an open-door policy where employees can
approach their supervisors or top management with concerns
or questions to help to build trust and improve communication.
Digitization of HR
Processes
• Most of the HR processes, such as
leave applications, performance
appraisals, and recruitment requisition
requests, were reported to be manual
despite the school having the Mzizi
software
• Digitize HR processes by implementing HR software or tools
that allow for online applications for leave, performance
management, and electronic recruitment requisitions. This
would streamline the HR processes, reduce paperwork and
errors, and make it easier for both HR personnel and
employees to access and manage HR information. The
system can be simplified to be an app for the staff without
access to laptops or have a designated laptop for the various
roles under administration or in their respective departments
21
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Digitization of HR
Processes
• Most of the HR processes, such as
leave applications, performance
appraisals, and recruitment requisition
requests, were reported to be manual
despite the school having the Mzizi
software
• There is need for training and sensitization for all the staff on
the use of the system or the App if implemented.
• Upon digitizing the processes, provide user training to the
adopted and implemented system and tools to ensure that the
staff is familiar with the new digital HR processes.
Employment Contracts • The employees expressed their
concerns regarding some staff members
working without a contract for a
significant period. They emphasized the
need to issue contracts to those
employees and recommended that the
HR department clarify the type of
employment contract, given that some
staff had been working as casuals for a
prolonged period
• Conduct a thorough review of all employee records to ensure
that all staff members have a valid employment contract on
file.
• Ensure that the type of employment contract issued to each
employee is clearly defined, including the terms and
conditions of employment such as working hours, pay rates,
and leave entitlements.
• Ensure the HR personnel are aware of the different types of
employment contracts and can advise employees accordingly.
• Ensure the policy regarding the issuance of employment
contracts, including the timelines for providing contracts to
new hires and for renewing contracts for existing staff is
adhered to.
• Check-in with the HR department to ensure that all contracts
are up to date.
• Ensure regular updates on the status of employee contracts
such as notice of contract expiry, and changes to the contracts
are provided.
22
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Employee Time off • Employees in the farm section raised
concerns about their work schedule,
stating that they are required to work
seven days a week without any rest day,
leaving them with limited to no personal
time. They requested to have
designated days off to allow for work-life
balance.
• The school be guided by the current HR policies on the
working hours and rest days for staff.
• Consider hiring additional staff to ensure that the workload is
evenly distributed and employees have adequate rest periods.
• The school could consult with employees and involve them in
the process of developing work schedules and implementing
solutions. This would ensure that employee concerns are
addressed, and solutions are tailored to meet their needs.
Compensation, Benefits,
and Allowances
Salaries
• Employees proposed a salary review, as
they felt their current salaries did not
match the market rate.
• Based on the salary survey and job evaluation exercise which
is currently underway, the school should use the report as a
basis for reviewing salaries and ensuring they are in line with
the market rate and addressing the inconsistencies.
• Salary Disparities: Employees observed
that despite doing similar work, some
employees were paid more than others,
and therefore suggested the need for
salary harmonization.
• Salary Increments: Employees
recommended that the school provide
clarity on the criteria for annual salary
increments and the qualifications
required to be considered for a raise.
• The company could also consider implementing a transparent
and objective performance appraisal system to determine
salary increases based on performance and merit.
23
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Employee Time off • Employees in the farm section raised
concerns about their work schedule,
stating that they are required to work
seven days a week without any rest day,
leaving them with limited to no personal
time. They requested to have
designated days off to allow for work-life
balance.
• The school be guided by the current HR policies on the
working hours and rest days for staff.
• Consider hiring additional staff to ensure that the workload is
evenly distributed and employees have adequate rest periods.
• The school could consult with employees and involve them in
the process of developing work schedules and implementing
solutions. This would ensure that employee concerns are
addressed, and solutions are tailored to meet their needs.
Compensation, Benefits,
and Allowances
Salaries
• Employees proposed a salary review, as
they felt their current salaries did not
match the market rate.
• Salary Disparities: Employees observed
that despite doing similar work, some
employees were paid more than others,
and therefore suggested the need for
salary harmonization.
• Salary Increments: Employees
recommended that the school provide
clarity on the criteria for annual salary
increments and the qualifications
required to be considered for a raise.
• Based on the salary survey and job evaluation exercise which
is currently underway, the school should use the report as a
basis for reviewing salaries and ensuring they are in line with
the market rate and addressing the inconsistencies.
• The company could also consider implementing a transparent
and objective performance appraisal system to determine
salary increases based on performance and merit.
24
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Compensation, Benefits,
and Allowances
Allowances
• The employees pointed out the need for
clear guidelines and policies on
allowances, particularly during school
excursions, as well as a clear policy on
meal allowances and per-diems for
• teaching staff.
• The school should review and develop a comprehensive
policy on allowances that provides clarity on the different
types of allowances, the eligibility criteria, and the amounts
payable.
• The policy should be communicated to all employees to
ensure that everyone is aware of their entitlements and how to
claim them. Additionally, the school should regularly review
the policy and make adjustments as necessary to ensure that
it remains relevant and effective.
Employee Relations and
Professionalism
• Some employees mentioned that it was
necessary to maintain professionalism
within the institution by adopting a
universally accepted language that
should be used regardless of the staff's
background. The use of the mother
tongue should be discouraged.
• The institution should promote a culture of professionalism by
emphasizing the importance of clear and effective
communication in the workplace and should be embedded on
the school’s policy.
Leadership and Decision
Making
• The approval process is perceived as
being lengthy by most employees,
causing delays in certain operations.
• The school could review the current approval process and
identify areas where it can be streamlined to reduce delays.
This could involve simplifying the process, reducing the
number of approvals required, and establishing clear
guidelines for approvals.
• Consider implementing an automated approval process that
reduces the need for manual intervention.
25
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Compensation, Benefits,
and Allowances
Allowances
• The employees pointed out the need for
clear guidelines and policies on
allowances, particularly during school
excursions, as well as a clear policy on
meal allowances and per-diems for
• teaching staff.
• The school should review and develop a comprehensive
policy on allowances that provides clarity on the different
types of allowances, the eligibility criteria, and the amounts
payable.
• The policy should be communicated to all employees to
ensure that everyone is aware of their entitlements and how to
claim them. Additionally, the school should regularly review
the policy and make adjustments as necessary to ensure that
it remains relevant and effective.
Employee Relations and
Professionalism
• Some employees mentioned that it was
necessary to maintain professionalism
within the institution by adopting a
universally accepted language that
should be used regardless of the staff's
background. The use of the mother
tongue should be discouraged.
• The institution should promote a culture of professionalism by
emphasizing the importance of clear and effective
communication in the workplace and should be embedded on
the school’s policy.
Leadership and Decision
Making
• The approval process is perceived as
being lengthy by most employees,
causing delays in certain operations.
• The school could review the current approval process and
identify areas where it can be streamlined to reduce delays.
This could involve simplifying the process, reducing the
number of approvals required, and establishing clear
guidelines for approvals.
• Consider implementing an automated approval process that
reduces the need for manual intervention.
26
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Leadership and Decision
Making
• The approval process is perceived as
being lengthy by most employees,
causing delays in certain operations.
• Provide training to approvers to ensure that they are equipped
to make timely and informed decisions. This can be done by
providing clear guidelines, setting expectations, and
empowering approvers to make decisions without
unnecessary delays.
• Establish clear communication channels between employees
and approvers to ensure that all parties are aware of the
status of approvals.
• Establish a priority system that identifies critical approvals and
ensures that they are given priority over other requests. This
could help to ensure that critical operations are not delayed
due to lengthy approval processes.
Resource Allocation • The tailors expressed that they require a
larger working area and feel that their
current space is too small.
• Consider obtaining more specific feedback from the tailors
about their exact workspace needs to help make better and
informed solutions.
• Explore the possibility of expanding the workspace by
redesigning the layout of the existing space to make more
efficient use of the available area.
• It was reported that the absence of tiles
in the new kitchen floors leads to muddy
surfaces during cooking and washing
activities, making it difficult to maintain
optimal levels of hygiene.
• In the meantime, regular cleaning and sanitation of the kitchen
floors should be carried out to maintain hygiene standards.
27
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Thematic Area Key Findings Recommendations
Resource Allocation • Some staff expressed their difficulties in
carrying water to the upper floors due
unavailability of water supply on those
floors.
• Add extra water storage tanks on the upper floors to ensure a
consistent water supply.
• Explore the feasibility of installing a water pump or pressure
system to increase water pressure on the upper floors.
• The employees had various suggestions
for the improvement of the school's
facilities: For instance, the completion of
the kitchen to aid in serving the
students, the procurement team
recommended the construction of new
storage rooms, ideally in one building to
facilitate the ease of access and
dispatch of goods, and teachers
proposed the acquisition of child-friendly
furniture, particularly for the preschool.
• Conduct a comprehensive facilities audit to identify areas of
improvement and prioritize projects based on their impact and
feasibility.
• Based on the findings of the facilities audit, the school could
establish a facilities improvement plan that outlines specific
projects, timelines, and resource allocations. This plan could
be communicated to relevant stakeholders and progress could
be tracked regularly to ensure that improvements are being
made.
28
Proposed Implementation plan for the Recommendations
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Proposed
Implementatio
n Priority
Recommendations Within Scope
High Priority • Issue employees with employment contracts, to ensure compliance with legal requirements. • No
• It is crucial to address staff welfare issues related to health, safety, and security as it impacts
employee well-being, legal compliance, institutional reputation, cost savings, and adherence to
ethical standards.
• No
• Sensitize the staff on the Organization structure to ensure their career progression is captured
as well as clear reporting lines.
• Yes
• Review of Job descriptions to provide role clarity, reporting lines, and requirements. This will
create a productive and well-organized workplace.
• Yes
• Recruitment of critical vacant positions to maintain continuity of operations, meet school
demands, and maintain high levels of performance.
• No
• Ensure compliance with the law by giving employees time off as stipulated by the employment
act.
• No
• Implement the salary and benefits structure to ensure there is internal equity and align it to the
grading structure.
• Yes
30
Having reviewed the school’s operations and obtained responses from various stakeholders, we propose the
following plan for implementing the recommendations in order of priority:
©2017 Grant Thornton International Ltd. All rights reserved.
Findings and Preliminary Recommendations
Proposed
Implementation
Priority
Recommendations Within Scope
Mid-level
Priority
• Conduct a workload analysis that will help establish optimal staffing numbers or align to the
TSC student to teacher ratio guideline of 40:1. By doing so, the institution will make informed
decisions about staffing levels and ensure that they have the right number of employees to
meet the demands of the workload.
• No
• Harmonize internal rewards with the policy that is aligned with policy and promote equity across
job levels.
• Yes
• Streamline the approval process to help improve communication, increase accountability, and
ultimately lead to better performance and outcomes.
• No
• Conduct a training needs analysis and offer training that is specific to the employee's needs. • No
Low Priority • Improve the school's facilities to create a positive environment that supports student learning
and staff well-being.
• No
• Digitize HR Processes. • No
31
©2017 Grant Thornton International Ltd. All rights reserved.
©2017 Grant Thornton International Ltd. All rights reserved.

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Needs Assessment Presentation.pptx

  • 2. ©2017 Grant Thornton International Ltd. All rights reserved. Agenda 01 02 Introduction Approach & Methodology 03 Our Findings & Preliminary Recommendations 05 04 Institution’s areas of Strength Proposed Implementation Plan 2
  • 4. ©2017 Grant Thornton International Ltd. All rights reserved. Introduction During the comprehensive one-on-one Stakeholder Interviews and Job Analysis exercise with the staff, Grant Thornton consultants were able to gather valuable insights regarding the current state of the school's operations and management. Our focus was on areas that are working well and where there is need for improvement. Our approach was getting information for the staff’s perspective. This report, therefore, lays out the Consultants’ observation which can be used to inform future decision-making processes and improve the overall effectiveness of the school's operations. 4
  • 6. ©2017 Grant Thornton International Ltd. All rights reserved. Methodology A job analysis exercise and stakeholder sessions were conducted through one-on- one sessions with various employees of all departments of the school. Through this exercise, the consultants were able to gain a deep understanding of the work environment, work processes, and job satisfaction levels of the employees. By taking a personalized approach to the job analysis exercise, Grant Thornton consultants were able to gather more detailed information about the employee's needs and tailor their recommendations accordingly. 6
  • 7. Findings and Preliminary Recommendations
  • 8. ©2017 Grant Thornton International Ltd. All rights reserved. Our Findings Grant Thornton consultants analysed the information obtained from the job analysis exercise to determine the primary thematic areas that emerged during the sessions. They additionally identified patterns among the respondents' diverse responses, which they grouped based on similarity. The table below outlines an overview of the identified key thematic areas and the parameters that could be measured against those areas. 8
  • 9. ©2017 Grant Thornton International Ltd. All rights reserved. Thematic Areas Ref. Thematic Area Concerns 1. Learning and Development  Training needs assessment  Career progression/development  Employee feedback  Performance evaluation 2. Staff Welfare  Employee engagement  Health and safety incidents 3. Organization Structure and Communication  Clarity and effectiveness of reporting lines  Clarity of roles and responsibilities  Decision-making processes 4. Digitization of HR processes  Efficiency and effectiveness  Cost-effectiveness 5. Employment Contracts  Clarity and completeness of a contract  Compliance with legal requirements  Timeliness of contract issuance 9
  • 10. ©2017 Grant Thornton International Ltd. All rights reserved. Thematic Areas Ref. Thematic Area Concerns 6. Employee Time off  Annual leave, Sick leave, Compassionate leave  The approval process for time off  Employee satisfaction with leave policies 7. Compensation and Benefits  Salary  Allowances  Benefits 8. Employee Relations and Professionalism  Communication  Conflict Resolution  Employee Satisfaction 9. Leadership and Decision Making  Decision-making and approval processes  Decision-making roles and responsibilities  Communication and feedback mechanisms  Degree of buy-in and support from stakeholders 10
  • 11. ©2017 Grant Thornton International Ltd. All rights reserved. Thematic Areas Ref. Thematic Area Concerns 10. Resource Allocation  Budgetary allocation  Efficiency and effectiveness of resource utilization  Human resources 11. Workload and Staffing  Time management skills  Overtime  Staff Establishment 11
  • 12. The Institution's Areas of Strength
  • 13. ©2017 Grant Thornton International Ltd. All rights reserved. Areas of Strength Strong reputation: The institution has established a strong reputation and brand within the education sector, with the incorporation of 844, BIC, and CBC ensuring that there is a place for any learner and staff seeking to join the institution. Diversity and Inclusion: The school is committed to diversity and inclusivity where the student body and teaching staff come from a variety of cultural backgrounds, creating a rich and diverse learning environment. Culture: Notably, the employees mentioned that the school culture fosters a positive and supportive environment for both students and staff through a shared commitment to academic excellence. 13 The employees also acknowledged several strengths that the school possesses as listed below:
  • 14. ©2017 Grant Thornton International Ltd. All rights reserved. Areas of Strength – cont’d  The school's extracurricular activities were also highly praised, with a wide range of options available to students, including sports, music, and drama.  Employees mentioned that the institution had invested in modern facilities and equipment, including well-equipped laboratories and a library, to support student learning and research.  Some employees mentioned that they continue to feel a strong sense of belonging in the school and that they are proud to be part of the school community.  It was noted from employee responses that the school provides job security as it does not terminate employment without a valid reason.  According to some employees, the school is reliable in fulfilling its commitments. This creates a sense of security and stability among the staff, as they can depend on the school to follow through on its promises. 14
  • 15. Key Thematic Areas of Concerns & Recommendations
  • 16. ©2017 Grant Thornton International Ltd. All rights reserved. Thematic Areas of Concerns & Recommendations 16 The Consultants used the findings to develop actionable recommendations that can be implemented to address the identified needs and improve the overall work environment and effectiveness of the school's operations. The table below shows the thematic areas, an overview of each thematic area, our key findings and preliminary recommendations
  • 17. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Learning and Development • Lack of structured staff training and development plans. • Develop and implement structured staff training and development plans that are aligned with the school's strategic goals and objectives. • Establish clear performance metrics and feedback mechanisms to measure the effectiveness of training programs and to continuously improve them. • Allocate sufficient resources for staff training and development, including budget, time, and staff support. • Lack of training programs that address employee-specific needs and performance gaps. • Conduct a comprehensive needs assessment to identify the specific training needs of the employees. • Offer a range of training programs that address the specific needs and performance gaps of individual employees. • Provide ongoing coaching and mentoring to staff to support their professional growth and development. 17
  • 18. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Learning and Development • It was reported that the school currently lacks a specialized needs teacher (SNT) to cater to students with special needs. • Train current teachers or hire a specialized needs teacher to cater to the needs of students with special needs. This teacher should have the required qualifications, skills and experience to teach and support students with a variety of special needs. • If hiring a specialized needs teacher is not feasible, the school should consider providing training to existing teachers to equip them with the skills and knowledge needed to support students with special needs. • The school should also ensure that it has adequate resources to support students with special needs, such as assistive technologies, learning aids, and accessible facilities. • It was reported that the Quality Assurance department's analysis and report during early childhood classroom reviews may be biased and subjective due to their lack of expertise in dealing with young children of early year’s age. • Additionally, the school could consider bringing in an early childhood expert to join the Quality Assurance department during classroom reviews. This expert can provide a more accurate and objective analysis and report based on their expertise in dealing with young children. This would ensure that the evaluation process is more comprehensive and effective in identifying areas that need improvement, leading to better outcomes. 18
  • 19. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Welfare • The employees who reside in the school-provided staff quarters expressed their concerns regarding the state of the facilities and the need for renovations and improved furnishing. • Conduct a survey among the employees residing in the staff quarters to get a clear understanding of their concerns and suggestions for improvement. • Allocate a budget for the renovation and furnishing of the staff quarters and prioritize the work based on the urgency of the repairs needed. • Involve the employees in the decision-making process by seeking their input on the renovation process. • Ensure regular inspection and maintenance of the facilities to ensure that they remain in good condition and address any issues that arise promptly. • It was reported that the school does not consistently provide its employees working in PPE required areas with sufficient and high-quality Personal Protective Equipment (PPEs). • Conduct an assessment of the PPE needs of staff working in different areas of the school to identify the specific types and quantities of PPE required. • Purchase adequate and high-quality PPEs to ensure the safety and well-being of staff. • Develop and implement policies and procedures for the proper use, maintenance, and replacement of PPEs. • Provide regular training to staff on the importance of using PPEs correctly and consistently. • Regularly review and update the school's PPE program to ensure that it meets the changing needs and requirements of the staff and the school. 19
  • 20. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Welfare • Some employees voiced their concerns that in some instances they would work late and the school does not cater for their accommodation on such occasions • Conduct a workload analysis to help identify areas where employees are overburdened or underutilized, which can help the school optimize resource allocation and improve overall productivity or align to the TSC standard of ensuring 40:1 • The school could also consider offering alternative work arrangements such as shifts for various roles such as Boarding teachers or offer late transport for those staying out of school • Some employees mentioned that despite being required to report to work very early and sometimes leave late and the school does not provide transportation at those hours. • The school should consider providing transportation for employees who are required to report to work very early and/or leave late. • It was reported that the stairs located in the chicken-rearing area pose a hazard • Address the hazard by repairing/replacing the stairs to ensure the safety of anyone accessing the chicken-rearing area. • It would also be advisable to conduct regular safety inspections of all areas of the school to identify and address any potential hazards. • Some employees expressed concern that open sockets in the classrooms could be a potential hazard to the learners. • Install safety covers to secure the sockets and prevent accidental contact. • Conduct regular inspections and maintenance to ensure that all sockets are in good condition and that any damaged sockets are repaired or replaced promptly. 20
  • 21. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Welfare • It was noted and expressed by the non- teaching staff the desire to participate in school events such as fun days • Involve non-teaching staff in the planning and coordination of school events, giving them specific roles and responsibilities to ensure that they feel included and valued. • Communicate with non-teaching staff about the reasons behind any existing restrictions on their participation in events and seek their feedback and suggestions on the same. Organization Structure and Communication • It was reported that some jobholders were uncertain about their reporting lines. • Issue the updated job descriptions to each employee • Ensure regular communication and feedback channels between employees and their supervisors to ensure that reporting lines remain clear and understood. • The employees noted that communication from top management or supervisors would either be delayed or distorted • Encourage an open-door policy where employees can approach their supervisors or top management with concerns or questions to help to build trust and improve communication. Digitization of HR Processes • Most of the HR processes, such as leave applications, performance appraisals, and recruitment requisition requests, were reported to be manual despite the school having the Mzizi software • Digitize HR processes by implementing HR software or tools that allow for online applications for leave, performance management, and electronic recruitment requisitions. This would streamline the HR processes, reduce paperwork and errors, and make it easier for both HR personnel and employees to access and manage HR information. The system can be simplified to be an app for the staff without access to laptops or have a designated laptop for the various roles under administration or in their respective departments 21
  • 22. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Digitization of HR Processes • Most of the HR processes, such as leave applications, performance appraisals, and recruitment requisition requests, were reported to be manual despite the school having the Mzizi software • There is need for training and sensitization for all the staff on the use of the system or the App if implemented. • Upon digitizing the processes, provide user training to the adopted and implemented system and tools to ensure that the staff is familiar with the new digital HR processes. Employment Contracts • The employees expressed their concerns regarding some staff members working without a contract for a significant period. They emphasized the need to issue contracts to those employees and recommended that the HR department clarify the type of employment contract, given that some staff had been working as casuals for a prolonged period • Conduct a thorough review of all employee records to ensure that all staff members have a valid employment contract on file. • Ensure that the type of employment contract issued to each employee is clearly defined, including the terms and conditions of employment such as working hours, pay rates, and leave entitlements. • Ensure the HR personnel are aware of the different types of employment contracts and can advise employees accordingly. • Ensure the policy regarding the issuance of employment contracts, including the timelines for providing contracts to new hires and for renewing contracts for existing staff is adhered to. • Check-in with the HR department to ensure that all contracts are up to date. • Ensure regular updates on the status of employee contracts such as notice of contract expiry, and changes to the contracts are provided. 22
  • 23. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Employee Time off • Employees in the farm section raised concerns about their work schedule, stating that they are required to work seven days a week without any rest day, leaving them with limited to no personal time. They requested to have designated days off to allow for work-life balance. • The school be guided by the current HR policies on the working hours and rest days for staff. • Consider hiring additional staff to ensure that the workload is evenly distributed and employees have adequate rest periods. • The school could consult with employees and involve them in the process of developing work schedules and implementing solutions. This would ensure that employee concerns are addressed, and solutions are tailored to meet their needs. Compensation, Benefits, and Allowances Salaries • Employees proposed a salary review, as they felt their current salaries did not match the market rate. • Based on the salary survey and job evaluation exercise which is currently underway, the school should use the report as a basis for reviewing salaries and ensuring they are in line with the market rate and addressing the inconsistencies. • Salary Disparities: Employees observed that despite doing similar work, some employees were paid more than others, and therefore suggested the need for salary harmonization. • Salary Increments: Employees recommended that the school provide clarity on the criteria for annual salary increments and the qualifications required to be considered for a raise. • The company could also consider implementing a transparent and objective performance appraisal system to determine salary increases based on performance and merit. 23
  • 24. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Employee Time off • Employees in the farm section raised concerns about their work schedule, stating that they are required to work seven days a week without any rest day, leaving them with limited to no personal time. They requested to have designated days off to allow for work-life balance. • The school be guided by the current HR policies on the working hours and rest days for staff. • Consider hiring additional staff to ensure that the workload is evenly distributed and employees have adequate rest periods. • The school could consult with employees and involve them in the process of developing work schedules and implementing solutions. This would ensure that employee concerns are addressed, and solutions are tailored to meet their needs. Compensation, Benefits, and Allowances Salaries • Employees proposed a salary review, as they felt their current salaries did not match the market rate. • Salary Disparities: Employees observed that despite doing similar work, some employees were paid more than others, and therefore suggested the need for salary harmonization. • Salary Increments: Employees recommended that the school provide clarity on the criteria for annual salary increments and the qualifications required to be considered for a raise. • Based on the salary survey and job evaluation exercise which is currently underway, the school should use the report as a basis for reviewing salaries and ensuring they are in line with the market rate and addressing the inconsistencies. • The company could also consider implementing a transparent and objective performance appraisal system to determine salary increases based on performance and merit. 24
  • 25. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Compensation, Benefits, and Allowances Allowances • The employees pointed out the need for clear guidelines and policies on allowances, particularly during school excursions, as well as a clear policy on meal allowances and per-diems for • teaching staff. • The school should review and develop a comprehensive policy on allowances that provides clarity on the different types of allowances, the eligibility criteria, and the amounts payable. • The policy should be communicated to all employees to ensure that everyone is aware of their entitlements and how to claim them. Additionally, the school should regularly review the policy and make adjustments as necessary to ensure that it remains relevant and effective. Employee Relations and Professionalism • Some employees mentioned that it was necessary to maintain professionalism within the institution by adopting a universally accepted language that should be used regardless of the staff's background. The use of the mother tongue should be discouraged. • The institution should promote a culture of professionalism by emphasizing the importance of clear and effective communication in the workplace and should be embedded on the school’s policy. Leadership and Decision Making • The approval process is perceived as being lengthy by most employees, causing delays in certain operations. • The school could review the current approval process and identify areas where it can be streamlined to reduce delays. This could involve simplifying the process, reducing the number of approvals required, and establishing clear guidelines for approvals. • Consider implementing an automated approval process that reduces the need for manual intervention. 25
  • 26. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Compensation, Benefits, and Allowances Allowances • The employees pointed out the need for clear guidelines and policies on allowances, particularly during school excursions, as well as a clear policy on meal allowances and per-diems for • teaching staff. • The school should review and develop a comprehensive policy on allowances that provides clarity on the different types of allowances, the eligibility criteria, and the amounts payable. • The policy should be communicated to all employees to ensure that everyone is aware of their entitlements and how to claim them. Additionally, the school should regularly review the policy and make adjustments as necessary to ensure that it remains relevant and effective. Employee Relations and Professionalism • Some employees mentioned that it was necessary to maintain professionalism within the institution by adopting a universally accepted language that should be used regardless of the staff's background. The use of the mother tongue should be discouraged. • The institution should promote a culture of professionalism by emphasizing the importance of clear and effective communication in the workplace and should be embedded on the school’s policy. Leadership and Decision Making • The approval process is perceived as being lengthy by most employees, causing delays in certain operations. • The school could review the current approval process and identify areas where it can be streamlined to reduce delays. This could involve simplifying the process, reducing the number of approvals required, and establishing clear guidelines for approvals. • Consider implementing an automated approval process that reduces the need for manual intervention. 26
  • 27. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Leadership and Decision Making • The approval process is perceived as being lengthy by most employees, causing delays in certain operations. • Provide training to approvers to ensure that they are equipped to make timely and informed decisions. This can be done by providing clear guidelines, setting expectations, and empowering approvers to make decisions without unnecessary delays. • Establish clear communication channels between employees and approvers to ensure that all parties are aware of the status of approvals. • Establish a priority system that identifies critical approvals and ensures that they are given priority over other requests. This could help to ensure that critical operations are not delayed due to lengthy approval processes. Resource Allocation • The tailors expressed that they require a larger working area and feel that their current space is too small. • Consider obtaining more specific feedback from the tailors about their exact workspace needs to help make better and informed solutions. • Explore the possibility of expanding the workspace by redesigning the layout of the existing space to make more efficient use of the available area. • It was reported that the absence of tiles in the new kitchen floors leads to muddy surfaces during cooking and washing activities, making it difficult to maintain optimal levels of hygiene. • In the meantime, regular cleaning and sanitation of the kitchen floors should be carried out to maintain hygiene standards. 27
  • 28. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Thematic Area Key Findings Recommendations Resource Allocation • Some staff expressed their difficulties in carrying water to the upper floors due unavailability of water supply on those floors. • Add extra water storage tanks on the upper floors to ensure a consistent water supply. • Explore the feasibility of installing a water pump or pressure system to increase water pressure on the upper floors. • The employees had various suggestions for the improvement of the school's facilities: For instance, the completion of the kitchen to aid in serving the students, the procurement team recommended the construction of new storage rooms, ideally in one building to facilitate the ease of access and dispatch of goods, and teachers proposed the acquisition of child-friendly furniture, particularly for the preschool. • Conduct a comprehensive facilities audit to identify areas of improvement and prioritize projects based on their impact and feasibility. • Based on the findings of the facilities audit, the school could establish a facilities improvement plan that outlines specific projects, timelines, and resource allocations. This plan could be communicated to relevant stakeholders and progress could be tracked regularly to ensure that improvements are being made. 28
  • 29. Proposed Implementation plan for the Recommendations
  • 30. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Proposed Implementatio n Priority Recommendations Within Scope High Priority • Issue employees with employment contracts, to ensure compliance with legal requirements. • No • It is crucial to address staff welfare issues related to health, safety, and security as it impacts employee well-being, legal compliance, institutional reputation, cost savings, and adherence to ethical standards. • No • Sensitize the staff on the Organization structure to ensure their career progression is captured as well as clear reporting lines. • Yes • Review of Job descriptions to provide role clarity, reporting lines, and requirements. This will create a productive and well-organized workplace. • Yes • Recruitment of critical vacant positions to maintain continuity of operations, meet school demands, and maintain high levels of performance. • No • Ensure compliance with the law by giving employees time off as stipulated by the employment act. • No • Implement the salary and benefits structure to ensure there is internal equity and align it to the grading structure. • Yes 30 Having reviewed the school’s operations and obtained responses from various stakeholders, we propose the following plan for implementing the recommendations in order of priority:
  • 31. ©2017 Grant Thornton International Ltd. All rights reserved. Findings and Preliminary Recommendations Proposed Implementation Priority Recommendations Within Scope Mid-level Priority • Conduct a workload analysis that will help establish optimal staffing numbers or align to the TSC student to teacher ratio guideline of 40:1. By doing so, the institution will make informed decisions about staffing levels and ensure that they have the right number of employees to meet the demands of the workload. • No • Harmonize internal rewards with the policy that is aligned with policy and promote equity across job levels. • Yes • Streamline the approval process to help improve communication, increase accountability, and ultimately lead to better performance and outcomes. • No • Conduct a training needs analysis and offer training that is specific to the employee's needs. • No Low Priority • Improve the school's facilities to create a positive environment that supports student learning and staff well-being. • No • Digitize HR Processes. • No 31
  • 32. ©2017 Grant Thornton International Ltd. All rights reserved.
  • 33. ©2017 Grant Thornton International Ltd. All rights reserved.