N5 Public Administration

Public Administration Downloaded from hlayiso.com N5

Module 1 - Policy and Policy-Making INTRODUCTION The SA Constitution states that government authorities and officials must ensure that all citizens, especially the poor, and other vulnerable groups, have equal access to basic services. Public policy is therefore necessary to determine which services communities need and what kinds of development are needed. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) THE NATURE OF PUBLIC POLICY A set of common rules and guidelines have emerged over time, which has enabled communities to deliver basic services and to manage any differences which exist among individuals and groups effectively. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) PLANNING, DETERMINING OBJECTIVES, DECISION-MAKING AND POLICY-MAKING Planning is a thought activity that involves the individual and/or group’s imagination, logic and vision. Objectives define and state the purpose of an institution. Policy-making is the process in which actions and interactions are taken by all spheres and levels of government in the interest of all citizens. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) FACTORS THAT INFLUENCE POLICY-MAKING Internal factors include: External factors include: • Conditions of • Circumstances; establishment; • Needs and expectations of the population; • Political assignment; • Policies of political parties; • Legality according to the • Activities and representations of interest state and administrative groups; law; • Personal views of political executive office- • Financial means; bearers; and Downloaded • Personnel abilities; and from hlayiso.com • Research, investigations and views of • Physical facilities. experienced public officials. www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) POLICY-MAKING PROCEDURE The policy-making process can be divided into three groups, namely: • The policy-making processes; • The policy-implementation processes; and • Policy analysis and evaluation processes. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) INSTITUTIONS INVOLVE IN POLICY-MAKING The following institutions are involved in determining a policy: • Legislative institutions; • Executive councils and committees; • Commissions and committees of enquiry; • Select, standing and joint committee of parliament; • Cabinet committees; and Downloaded from hlayiso.com • Internal auxiliary services and staff units. www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) POLICY LEVELS Policy-making take place on four levels namely: • Political-party policy; • Government policy; • Departmental policy; and • Administrative policy. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) CHARACTERISTICS OF PUBLIC POLICY Public policy must be: • Authoritative; • Enforceable; • Flexible and adaptable; • Feasible; • Clear; and Downloaded from hlayiso.com • Public. www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) ROLE PLAYERS IN PUBLIC POLICY-MAKING There are numerous role players involved in policy-making. These include but are not limited to: • The population; • Individuals; • Interest or pressure groups; • Legislative institutions; and Downloaded from hlayiso.com • Political executive institutions. www.futuremanagers.com

Module 1 - Policy and Policy-Making (continued) CONCLUSION It is important for policy-makers to have the necessary capacity and opportunity to continuously adapt public policy to the changing circumstances of the people. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 - Organising INTRODUCTION An organisational unit or an institution within the public sector consists of people who have to co-operate with each other to achieve political objectives. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 - Organising (continued) WHAT IS ORGANISING? Organising takes place when all tasks and responsibilities and functions are grouped together to achieve the goals of the organisation. Positions must be arranged in such a way that the personnel are willing to co-operate with each other to achieve an objective. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 - Organising (continued) POLITICAL FACILITATION The country is strongly managed by political parties. These functions include: • Legislative; • Executive; and • judicial functions. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 - Organising (continued) ORGANISATIONAL THEORIES There is the: • Classical classification theory which states that the main purpose of an organisation unit is to carry out duties directed by political office-bearers (public sector approach); and the • Modern/contemporary classification theory which states that the main purpose is to make a profit (private Downloaded sectorhlayiso.com from approach). www.futuremanagers.com

Module 2 - Organising (continued) INTERNAL ORGANISATIONAL ARRANGEMENTS Vertical assignment of authority: Horizontal division of work: Downloaded from hlayiso.com www.futuremanagers.com

Module 2 - Organising (continued) AIDS IN ORGANISING • The organising process has to be done in writing; • Organisational charts, manuals and procedure codes can be used to communicate important information to staff members; and • All the functions performed by public officials must be accounted for. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 - Organising (continued) ORGANISATIONAL SYSTEMS There are three types of systems which can be used in an organisation: • The line system; • The functional system; and • The line and staff organisation. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 - Organising (continued) CONCLUSION Every organisation needs a structure in order to operate efficiently. Hierarchical structures can be used by an organisation if the structure fits into the nature of the workload. Delegation is also important as one of the core concepts of management and leadership. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 - Financing INTRODUCTION The government’s financial status works exactly like any individual person’s account; it can only spend what was received during the previous financial year. The budget is important to consider as it outlines new policies which should be to improve the general welfare of all South Africans. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) NATURE OF STATE FINANCES The state does not have its own money; it is the money belonging to the public. The state has a strict budget, with which activities have to be organised. Each financial year, the state budget starts at R0,00 and is estimated over a period of 12 months. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) GENERAL FINANCIAL THEORIES Specific theoretical frameworks have been developed for government finance. These frameworks explore: • Government funds (which are public funds); • State departments; • State budget; and • The financial year as a fixed period. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) PHASES OF STATE FINANCES The budget can be divided into four phases, namely: • The preparation phase; • The approval phase; • The execution/implementation phase; and • The control phase. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) CHARACTERISTICS OF THE STATE BUDGET The state budget has the following characteristics: • It is a policy document; • It is a working programme; • It stands as a source of information; and • It is an instrument of control. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) INSTITUTIONS CONCERNED WITH STATE FINANCES The following institutions play an insignificant role in government finance: • Parliament; • Accounting officers; • Joint committee on public accounts; • Departmental accountants; • Department of State Expenditure; • The Auditor-General; • The South African Reserve Bank; • Legislators; and Downloaded from • The Minister of Finance; hlayiso.com • Financial and Fiscal Commission. www.futuremanagers.com

Module 3 – Financing (continued) TYPES OF BUDGETS Budgets can be classified according to: • Type: • Period: • Income budgets; • Main budget; • Expense budgets; and • Supplementary budget; and • Capital budgets. • Additional budget. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) SOURCES OF INCOME OF THE STATE The sources of income of the state can be classified as follows: • Revenue from state enterprises/profitable • Fines and bail forfeitures; institutions; • Taxes; • Interest on dividends; • Loans; and • Levies; • Special funds and accounts. • License fees; Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) FINANCIAL CONTROL Managing government finances is critical important to ensure that quality services are provided to the people. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Financing (continued) CONCLUSION Governmental finances are connected to all the activities of the government. Adequate service delivery should be based on adequate funding and proper budgeting and planning. Political executive institutions have a responsibility to manage their budgets effectively so that they become accountable, responsible and transparent within the legal framework. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 - Personnel Administration INTRODUCTION The staffing of public institutions involves all generic activities which constitute the functions of personnel officials. These functions include: • Personnel policy and procedures; • Personnel financing; • Personnel organisation; • Personnel control; and Downloaded from hlayiso.com • Personnel management. www.futuremanagers.com

Module 4 – Personnel Administration (continued) PERSONNEL HUMAN RESOURCE SYSTEMS The following systems have developed over the years and have been in force in many countries: • Aristocratic system; • Democratic system; • Spoils system; and • Merit system. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Personnel Administration (continued) PERSONNEL/HR ADMINISTRATION The personnel administration refers to the total involvement of human resources in a public institution. Personnel administration covers two areas: • Functionally specialised activities; and • Administrative activities. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Personnel Administration (continued) GENERIC PERSONNEL-ADMINISTRATIVE FUNCTIONS These functions include the following: • Determining policy; • Organising; • Staffing • Financing; • Work procedures; and Downloaded from hlayiso.com • Control. www.futuremanagers.com

Module 4 – Personnel Administration (continued) FUNCTIONAL PERSONNEL ADMINISTRATIVE FUNCTIONS These functions include the following: • Establishment of posts; • Promotion; • Recruitment; • Transfer and reassignment; • Placement of candidates; • Termination of service and • Trial appointments; retirement; and Downloaded • Evaluation of work performance; from • Affirmative hlayiso.com action. www.futuremanagers.com

Module 4 – Personnel Administration (continued) SUPPORT FUNCTIONS The government grants officials additional benefits which are generally referred to as fringe benefits. Determining service benefits should be done with insight and skill to prevent unnecessary conflict Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Personnel Administration (continued) CONLUSION A personnel policy can be beneficial to both an organisation and the employees. Service benefits should be provided to employees in order to create a sense of loyalty to the employer and indicate the employer cares for their wellbeing. Downloaded from hlayiso.com www.futuremanagers.com