Organization Development Training Module

1 SANDEEP Organization Development Training Module Human Resource Management Kathmandu, Nepal November 2006 This Module is made possible by the support of the American People through the United States Agency for International Development (USAID). The contents of this Module are the sole responsibility of Save the Children USA and do not necessarily reflect the views of USAID or the United States Government. 2 Acknowledgement Save the children USA has been working in the sector of Organization capacity building and institutionalization of NGOs in Nepal over the last five years through its NGO strengthening project, locally known as SANDEEP (Sansthagat Diego Pariwartan). The project aims to strengthen the capacity of local NGOs to improve their service delivery particularly in conflict affected areas of Nepal.

2 SANDEEP has been working with 40 NGOs spread over 17 districts of Nepal in an OD approach, by developing the modular series to address the issues revealed through the Organization assessment. It has produced Training modules on governance and leadership, strategic planning and management, financial management, operational management, resource mobilization and human resource management. The Module on Human Resource Management is designed to optimize the performance of employees, consultants and volunteers in the Organization by carefully carrying out the human resource functions while keeping them satisfied in their work. It covers a wide range of chapters on human resource management such as human resource functions, performance management and human resource Development and empowerment. This Module serves the purpose of a resource handbook for carrying out Training on Human Resource Management independently by any person or Organization .

3 There are a number of people who deserve sincere acknowledgement for their genuine effort in the process of Development and finalization of this Module . First of all, I am grateful to USAID for providing necessary financial assistance in terms of finalization of this Module and the implementation of entire SANDEEP project. My sincere thanks goes to Professor Subas , the Dean of Kathmandu University School of Management (KUSOM) for conceptualizing and writing the chapters of this Module . Similarly, I would like to thank and congratulate the entire SANDEEP Team; Mr. Deepak Koirala (Team Leader), Ms. Manorama Adhikari ( Organization Development Specialist), CBPOs and FCBOs Ms. Ratna Tandukar, Mr. Tekraj Pokharel, Ms. Janaki Kiran Shrestha, Mr. Rabindra Thapa and Mr. Rabi Regmi for their valuable inputs in customization and subsequent finalization of the Module making it applicable for the NGOs in the context of Nepal.

4 Last but not the least; I would like to thank Ms. Santoshi Bhomjan for her support in formatting this Module . Victoria R. Clawson Country Director Save the Children USA Himalayan Country Office 3 Module Specification Title: Human resource Management Series number: 5 Authors: Prof. Subas KC Mr. Prakash Koirala Original text: English Date produced: January 2007 Date revised: Professional Support Team: Mr. Deepak Koirala, Save the Children USA Ms. Manorama Adhikari, Save the Children USA 4 Table of Content 1. Module SPECIFICATION ..3 2. ABOUT THE MODULAR SERIES ON Organization Development TRAINING1 CONTEXT AND GOAL AND OBJECTIVES OF MS ODT Development STRUCTURE AND DESIGN ABOUT THE 3. OVERVIEW OF THE Module ..7 WHY THIS Module ? ..7 WHO THIS Module IS FOR? ..7 GOALS AND OBJECTIVES OF THE STRUCTURE AND 4 ENTRY ENTRY LEARNING ENTRY 5.

5 UNIT ONE : MANAGING HUMAN RESOURCE FOR ORGANIZATIONAL PERFROMANCE ..15 15 LEARNING STRUCTURE AND ACTIVITY ONE : UNDERSTANDING HUMAN RESOUCE MANAGEMENT ..16 HANDOUT : UNDERSTANDIG HUMAN RESOURCE EXERCISE AND ASSIGNMENT ACTIVITY TWO : HUMAN RESOURCE DOCUMENTS ..25 HANDOUT : HUMAN RESOURCE DOCUMENTS ..27 6. UNIT TWO : STAFFING THE Organization ..30 30 LEARNING STRUCTURE AND ACTIVITY ONE : HUMAN RESOURCE AND JOB INFORMATION HANDOUT : HUMAN RESOURCE AND JOB INFORMATION SYSTEMS ..34 EXERCISE AND ASSIGNMENT SHEET ..52 ACTIVITY TWO : HUMAN RESOURCE PLANNING ..54 HANDOUT : HUMAN RESOURCE PLANNING ..56 EXERCISE AND ASSIGNMENT ..63 ACTIVITY THREE : STAFF RECRUITMENT AND HANDOUT : STAFF RECRUITMENT AND SELECTION ..67 ESERCISE AND ACTIVITY FOUR : ORIENTAITON TO NEW 5 HANDOUT : ORIENTATION OF NEW EXERCISE AND 7. UNIT THREE .. 102 MANAGING STAFF PERFORMANCE.

6 102 LEARNING STRUCTURE AND ACTIVITY ONE : OVERVIEW OF PERFORMANCE MANAGEMETN HANDOUT : OVERVIEW OF PERFROMANCE MANAGEMENT EXERCISE AND ACTIVITY TWO : PLANNING AND APPRAISING STAFF HANDOUT : PLANNING AND APPRAISING STAFF EXERCISE AND ASSIGNMENT ..149 ACTIVITY THREE : PERFORMANCE SUPPORT HANDOUT : PERFORMANCE SUPPORT EXERCISE AND 8. UNIT FOUR : DEVELOPING AND EMPOWERING STAFF ..165 LEARNING STRUCTURE AND ACTIVITY ONE : DEVELOPING STAFF FOR HANDOUT : DEVELOPING STAFF FRO EXERCISE AND ASSIGNMENT ..184 ACTIVITY TWO : EMPOWERING STAFF FRO HANDOUT : EMPOWERING STAFFFOR EMPOWERING STAFF FOR EXERCISE AND ASSIGNMENT ..189 9. EXIT DOCUMENTS ..190 EXIT EXIT ACTION PLAN/ TRANSFER Module 10. USER GUIDE ..198 HOW TO USE THE Module ? ..199 GUIDELINES FOR SESSION SCORING SYSTEM OF ENTRY AND EXIT 1 About the Modular Series on Organization Development Training Context and Focus ave the Children US (SC) works in partnership with International Non-Government Organizations (INGOs), Non-Government Organizations (NGOs), and local government authorities to implement its programs that promote institutional building of local organizations and government through strong leadership.

7 As embodied in its international goals, SC is committed to building the capacity of partners, communities, and adults so as to ultimately achieve sustainable Development in each country. SC s view of capacity building goes beyond the conventional perception of Training . The central concern of NGO capacity building perspective of SC is developing leadership and human resources, institutionalizing governance (developing systems and policy procedures), managing changes, enhancing coordination and linkages with donors and stakeholders, creating opportunities for sharing experiences, and empowering the community for policy influence. SC views capacity building as an ongoing and holistic effort that enhances the internal and external capabilities of an Organization . Since October 2003, SC is implementing a five-year project called SANDEEP for strengthening the NGO sector in the mid- western, far- western and eastern regions of Nepal.

8 The strategic goal of SANDEEP is to enhance the capacity of the NGO sector to improve the delivery of health, education and economic support systems, especially for women, children and disadvantaged groups. To accomplish this, SANDEEP aims to achieve results in three key areas: Strengthened and sustainable operational and financial capabilities of individual NGOs, networks and Intermediary Support Organizations (ISOs); Expanded linkages among and/or between NGOs, government, donors and private sector institutions to deliver effective and sustainable health, education and economic services to conflict affected communities; and Enhanced program learning, sharing and collective action among and/or between NGOs, government, donors and private sector institutions, to increase effectiveness and sustainability of service delivery.

9 As part of this support to partners, SANDEEP works with them to assess their organizations, analyze the results and identify strengthening activities, and then S 2prepare capacity building plans. Based on these plans, SANDEEP supports organizational strengthening process by using a variety of activities such as trainings, workshops, review/reflection meetings, and exposure visits to build the capacity of partners. As a key capacity Development input, SANDEEP plans to bring out a Modular Series on Organization Development Training (MS ODT) for Training organizational members of Partner Organizations (POs) and Intermediary Support Organizations (ISOs) in the project area and for initiating the process of developing them. The MS- ODT covers six core areas of Organization Development identified through the assessment of and consultations with these organizations using the Institutional Development Framework (IDF).

10 The series thus represents the capacity Development needs of the NGOs in the project area as identified by them. This series presently contains six Training modules, each Module focusing on one core area of capacity Development of NGOs. More modules may be added to the series in the future after the implementation and evaluation of these six modules and as and when other capacity Development needs are identified. The modules combine the capacity building approach of Training with the diagnostic process approach of organizational Development . This combined approach is expected to provide NGOs with the basic resource for making informed analysis and plans to carry out Organization Development actions while giving less experienced organizational capacity building facilitators a structure through which they can help NGOs develop.