Issue - 4 Volume - 2
August 2014
ange Agenda for Ch A Deve lopment
SUDHAAR Systematic Approach
Sudhaar Society is a nonprofit organization working since 1994 for the rights of children, education (formal & non-formal), literacy, gender and emergency relief. To date, it has successfully implemented about 50 projects throughout Pakistan and has worked with about 1500 government schools, 3800 teachers and around 150,000 govt. school teachers. During this period, Sudhaar established around 800 non-formal education and literacy centers enrolling over 23800 working children out of which 64% graduate, and 38% mainstreamed to formal govt. schools. Further, Sudhaar developed District Education Plans of 27 districts of Pakistan.
LET’S ALL CH ILDREN SMILE
Sudhaar Society 563-C, Government Employees Cooperative Housing Society, Phase-I, Peco Road, Lahore (Punjab) Phone: +92-42-35151244 E-mail: info@sudhaar.org.pk
Sudhaar Society is an organization started its journey informally before 20 years but with the passage of time and professional engagements with leading international organizations working for development in Pakistan, Sudhaar grew more professional and more systematic. Initially it developed a few policies for basic management but now it has 11 policy manuals which have been developed in the best interest of employees and organization as well. Sudhaar is practicing following policies/ procedures in its routine operations; 01- Human Resources Manual 02- Financial Control Manual 03- Internal Control Systems 04- Internal Audit Manual 05- Monitoring & Evaluation Policy
Whereas following software are in practice; 1– Personnel System 2– Accounting System 3– Inventory/Asset System
06- Information & Communication Technology Policy 07- Retention & Destruction Policy
Edited by:
08- Grievance Redressal Policy
M. AKRAM MEHAR
09- Conflict of Interest Policy 10- Gender & Harassment Policy
Supervised by: FAWAD USMAN ALI CEO - Sudhaar
KEY FEATURES OF POLICY MANUALS 1- HUMAN RESOURCES MANUAL O O O O O O O
transparent/procedural hiring and execution of staff for all grades confidentiality of employees’ personal information / record market competitive incentives, both monetary and non-monetary life insurance and provident fund for employees of all grades specified limits of leaves - medical, casual, annual, maternity and others periodic performance appraisals and increments / promotions major focus on capacity buildings and human resource developments
Sudhaar’s Personnel System (software) contains all the information of personnel at one portfolio. It made Sudhaar’s HR department more efficient as it can generate more than 15 types of reports.
2– FINANCIAL CONTROL MANUAL O O O O O O O O O
systematic engagements with the banks operating Sudhaar’s accounts monitoring of cash transactions to ensure transparency and accountability recording of all types of funds / money, either as transaction or cash managing hard and soft form of all types of financial matters software based financial reports generation on monthly basis all types of financial data used to be stored in hard and soft form tax paying of all types to the government of Pakistan approvals of all the major transactions from the board of governors validation of all expenditures by Sudhaar’s internal auditor
KEY FEATURES OF POLICY MANUALS 3– INTERNAL CONTROL SYSTEMS O
O
O
O
O
committee has been nominated for procedural procurements and disposals safe storage of all documents about all contracts and agreements salary release on the basis of time sheets / payrolls on 1st of each month responsibilities divided among all office bearers for particular authorities policy defined for fraud, waste ing practicing
and abuse practices and be-
4– INTERNAL AUDIT MANUAL O
O
O
O
O
O
O O O
to maintain high level of transparency and improve accuracy internal auditor is directly reporting to board of directors (BoD) he/she has full access to all types of documents, i.e. financial or programmatic review of systems, procedures, internal controls, and operations independent functions to improve transparency and accountability employing various standard techniques for testing of transactions maintenance of all types of audit records and follow-ups of recommendations following pre-defined internal audit checklist pre-defined and well standard formats’ use in audit reporting
KEY FEATURES OF POLICY MANUALS 5– MONITORING & EVALUATION POLICY O
O
O
O
O O O O O O
the overall objective of Sudhaar M&E mechanism is to maintain project progress through improving decision making, adding quality to the implementation process and assuring accountability to stakeholders Sudhaar uses M&E to assure quality of implementation and improve interventions M&E procedures are rationally aligned with standards and SoPs Sudhaar’s M&E mechanism assures that project cycle management (PCM) attains what it aims by using logical approach PMEP and LFA are vital to Sudhaar’s all projects / programs prescribed formats’ based monitoring and evaluation of all projects FGDs/KIIs of beneficiaries are necessary during monitoring visits use of M&E findings for improvement and decision making Sudhaar monitor its all projects internally on quarterly basis following six stages in M&E, i.e. planning, organizing, data collection/storage, analysis, reporting of results and use of results/follow-up
Sudhaar uses its own developed accounting software SAS (Sudhaar Accounting Software) which is comprehensive set of advanced features. It records/tracks every transaction in one central location. It generates auto reports quickly and briefly.
KEY FEATURES OF POLICY MANUALS 6– INFORMATION & COMMUNICATION TECHNOLOGY POLICY all communications reflect standards of professional conduct and ethics staff protects IT equipment with care and respecting IT security measures Sudhaar has set IT department, having IT experts to manage all types of ICT issues new staff members are use to orient about Sudhaar’s ICT policy IT experts in Head Office also deals ICT issues of district/project offices as well there is practice of only official emailing as example@sudhaar.org.pk minimum CCs encouraged while official electronic communications staff hierarchy is also followed during official electronic communications no staff members is allowed to protect his/her system with password there is copyright of all the publications/writings/developments of Sudhaar visiting non-ethical websites is treated as a offence
O
O
O
O
O
O O O O O O
7– RETENTION & DESTRUCTION POLICY O
O
O
O
O
it is to eliminate accidental or innocent destruction of records usual retention of documents from 03 to 07 years, as per defined nature of document electronic versions used to be store in ‘archives’ for long time purpose of use regular updating of long term documents / records for improved utilization after completion of required retention period, finance officer used to destruct them formally
KEY FEATURES OF POLICY MANUALS 8– GRIEVANCE REDRESSAL POLICY O
O
O O O O
O
it is developed to provide stakeholders access to immediate and simple resources to have their grievance redressed the CEO is the final authority to redress all types of grievances whereas in district offices, the District Team Leaders also have the authority the HR manager monitors status and progress of grievance redressal grievance redressal machinery starts with a proper documentation procedure initially, a redressal committee use to review all aspects of the complaints in case of grievance at district office, the grievance redressal machinery use to be of two tiered, i.e. central grievance cell at head office and district grievance cell at the district office grievance redressal mechanism not only redress grievances but also promote their avoidances
9– CONFLICT OF INTEREST POLICY O
O
O
O
O
O
employees of all grades serves in the best interest of Sudhaar rather than their personal/ hidden interests all employees or consultants required to avoid all such activities which can affect other employees’ or Sudhaar’s integrity, image or scope no person can accept gift, loan, favor or service from any other person, firm or corporation that might influence his/her position this policy is given to the each person engaged with Sudhaar, either as an employee or a consultant all the persons engaged professionally with Sudhaar are required to not disclose any type of internal information outside the Sudhaar all employees / consultants are required to sign a letter of ‘acknowledgement and acceptance of conflict of interest policy’
KEY FEATURES OF POLICY MANUALS 10– GENDER & HARASSMENT POLICY O
O
O
O
O
O
O
all employees of Sudhaar are at liberty to work in an environment free from harassment incidents reported about harassment are managed under prescribed procedures, strictly this policy discourages harassment on the basis of religion/sect, racial harassment, abuse of power and maltreatment, harassment on the basis of disability and on the grounds of age sexual harassment is the most critical aspect of this policy about which Sudhaar is more strict and severe quick response to the reported cases of harassment by the HR Manager and Line Manager as well and report submission to the Executive Committee Either of the parties have the right to appeal to the CEO who will finally decide in consultation with BoD members proved cases have to bear penalties as per policy, which limits from fine to forced termination from the job
Inventory/Asset System (software) of Sudhaar used to keep record of assets and their movements / utilizations. There is specific tracking numbers allocated to each asset and every issuance of inventory is recorded in it regularly.
Organogram
www.suhaar.org.pk
This Year, Sudhaar is going to
Celebrate its 20 Years of contributing in Societal Development