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Needs Assessment Presentation.pptx
1.
Kitengela International Schools June
2023
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
3.
Needs Assessment Report:
Introduction
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
5.
Approach and Methodology
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.
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