2. Status
• Consultancy Support on Payroll and HRMIS
• Meetings held with the NCSC and CSI
• Consultation with AG, Ministry of Labour,
Ministry of Planning,
• Presentation to the Public Sector Reform
Steering Committee
• Draft report
3. Key recommendations
• Clean HR and payroll data through audit
• Issue unique personal numbers for all civil servants
• Develop mechanism for reporting HR and payroll
amendments to both AG and the NCSC
• Open personnel files for all employees
• Use Civil Service Management Information
Management System (CSMIS) to analyse audit data and
later process amendments on HR and payroll changes
submitted by MDAs
• Introduce HRMIS
4. Employee Baseline Data
On-going Data Collection
• Status of Data collection?
• Quality of data, e.g. date of birth
• MoE data collection
• What next?
5. Payroll Process
• Current process does not give CSC a role in payroll
MDAs provide lists to AG directly
• Therefore i) not possible to establish whether changes
are approved by CSC, ii) CSC does not learn about
entries, promotions, exits
Recommendation:
• CSC should have a role in monitoring payroll changes
• Introduce Standard Instrument across MDAs for
recording individual pay changes (important for
accurate HR Data)
• Conduct Business Process Review in the long-term
6. Payroll Audit
Expected Output
• Accurate data for approximately 16,000 civil
servants
• Identification of employees who are listed but
not working
• Complete staff lists for all MDAs
• Creation of personal files on basis of data
collected
7. Payroll Audit
Recommendations
• Establish Task Force
• Analyze MDA Baseline data and Payroll data
• Assign unique identification number
• Identify Documents that will be collected
• Start with Pilot phase and learn from pilot
• Agree sanctions framework
8. Use of the CSMIS
Use the current Civil Service Management
Information Management System to store data
from the HR and payroll audit for the next 6 to 12
months before introduction of HRMIS
This is important since the new created HR and
payroll data must be updated monthly
Next steps:
• Update CSMIS to capture additional data fields
• Develop Roadmap for HRMIS
9. Employee Personal Files
• Currently paper records not systematically
managed
• Make development of Personnel Records a
priority
• Agree on procedures for creation and
maintenance of files
• Train HR assistants on record keeping
• Purchase filing cabinets
• Cloud-based data storage for MDAs?
10. HRMIS
Proposal: implement commercial off the shelf solution
under the NCSC
Later develop interface with payroll module of to be
developed IFMIS under the AG
NCSC will be updated on all the HR and payroll
amendments before AG approves pay. This could be
done by sending a copy of amendments to both NCSC
and AG. When HRMIS is decentralised this information
will be accessed and approved through the system.
11. HRMIS development
Recommendations
• Road map should be developed parallel to the audit
exercise
• Undertake review and re-engineering of HR business
processes (see component 1.2)
• System development will focus on key modules employee
data, payroll, and establishment
• Other additional modules like performance management
and training will be implemented after the system stabilizes
12. CSC Capacity
• Payroll Monitoring & HR Data Management
Capacities required
• CSC Capacity development is priority
What approach?
13. World Bank Support
Proposed short term support:
- On-going employee data collection
- Payroll Process Re-engineering
- Finalize HR Audit Framework
- Pilot HR Audit
- Advise on CSC Capacity Strengthening on
Payroll Management
14. World Bank Support
Proposed Project Support:
1. Payroll Audit
2. Personnel Records Management & Civil
Service ID Cards
3. Payroll Process Strengthening v.2.0
4. HRMIS Development
5. Capacity Building for Payroll Monitoring in
CSC and payroll verification
15. Procurement Plan
• Consultancy Services A: Payroll Audit & ID
Cards
• Consultancy Services B: HRMIS Development
and HR data management capacity building
• Consultancy Services C: Payroll Process Re-
engineering and capacity building
• Consultant: Personnel Records Management
• Equipment: filing cabinets, ICT,
16.
17. Identification for Development
• Providing legal identity for all (including birth
registration) by 2030 is a target shared by the
international community as a part of the
Sustainable Development Goals (target #16.9)
• The World Bank Group has launched the
Identification for Development (ID4D)
initiative to support our client countries for
achieving this goal
18. ID4D initiative has four objectives
• Ensuring that all adults have a robust form of
legal identity,
• Ensuring mandatory birth registration so that
children can be effectively identified,
• Implementing identification systems that are fully
integrated into social and other government
programs, and
• Facilitating citizen’s participation in economic
opportunities from access to finance, to
employment.
19. Risks & Opportunities
Potential risks in ID solutions:
• Misuse of data
• Potential for exclusion
• Misconceived projects which could result in
waste of resources
• Cyber security risks
Opportunities in ID4D:
• Integrated identification system that can be used
by many public and private agencies, which
allows the cross-referencing of databases
20. Examples for using ID
• Cash transfers to pensioners (South Africa)
• Savings in payroll by eliminating public sector
ghost workers (Nigeria)
• Payments to families in disaster zones using
national (biometric) ID (Pakistan)
• Improved tax collection and loan repayments
(Ethiopia)
• Cashless health insurance for households through
biometric IDs (India, Gabon)
21.
22. How can the Bank help?
• ID System Analysis (legal and institutional
aspects, integration, robustness, and
accessibility).
• Raising awareness on ID4D legal / regulatory
aspects, and suggesting country specific solutions
on data protection, privacy and inclusiveness.
• Operational support to improve legal and
institutional framework, integrate ID systems and
expand e-ID enabled services.
23. ID4D in Somaliland
• Important role of a national ID card system for
public service employees, e.g. through
integration with HRMIS and PMIS
• Examples:
– ascertain the correct recipient when paying rightsizing
payments and pension payment.
– accurate identification of retired public servants who
would seek to return to public service.
– verification of birth and death records.
• World Bank ID4D team can undertake assessment
in Somaliland (5-7 day duration)
