Standardizing the main series for support functions in the file plans of governmental bodies

List of standardised main series for support functions in the file plans of governmental bodies

MAIN SERIES HEADING	SCOPE OF THE MAIN SERIES
1 STATUTORY AND REGULATORY FRAMEWORK	All functions relating to the drafting and amendment of Acts, Regulations, Bills, Green papers, White papers, Codes of practice, etc., that are administered by the body, or that are administered by other departments and create an enabling environment All functions relating to obtaining legal opinions and interpretations.
2 ORGANISATION AND CONTROL	All functions relating to the determination of organisational goals and objectives and organisational management such as. Strategic planning Organising, e.g. the division of labour into functional units delegations Controlling the performance of the organisation Organizational performance systems Reporting systems Control systems Risk management systems Occupational Health and Safety Environmental systems Quality systems Security systems Institutional transformation, i.e. the process, structure and organisational issues that should be addressed to meet the political objectives of the Constitution
3 HUMAN RESOURCES MANAGEMENT	All functions relating to the management of the organisation’s employees e.g. Planning Human Resources transformation, i.e. fast tracking and other methods to ensure representivity and composition of the HR component Job descriptions, Recruitment, Placement, Promotion, Training, Skills development, Performance management Conditions of service, Remuneration, Succession planning, Labour relations Employee wellness programme.
4 FINANCIAL MANAGEMENT	All functions relating to raising, allocating, using and accounting for the financial resources of an organisation e.g. Planning Budgeting Accounting Analysis and reporting.
5 SUPPLY CHAIN MANAGEMENT	All functions relating to the acquisition, maintenance and management of consumable assets.
6 FACILITIES MANAGEMENT	All functions relating to planning, designing, and managing buildings, their mechanical and electrical installations and air-conditioning plants, etc., equipment, and furniture and grounds as well as postal and telecommunication services.
7 TRAVEL AND TRANSPORT SERVICES	All functions relating to the administration of travel arrangements and the provision of transport to deliver services.
8 INFORMATION SERVICES	All functions relating to the provision and management of information resources of the organisation, e.g. Libraries Records Management Information Management Knowledge Management Information Technology Cabinet memoranda [lease note that Cabinet memoranda should be dealt with on the appropriate subject file or secret file in the file plan and the provision of a file for Cabinet memoranda in this main series is meant for the filing of convenience copies of Cabinet memoranda.] Parliamentary questions [Only information on subjects which have no connection with other main series, should be dealt with here.] Promotion of Access to Information Act manual, reports and enquiries.
9 COMMUNICATIONS	All functions relating to the systematic planning, implementing, monitoring, and revision of publication and marketing strategies as well as the dissemination of information e.g. Developing corporate communication strategies, Designing internal and external communications directives, and Controlling the flow of information.
10 LEGAL SERVICES	All functions relating to the provision of legal advice, litigation and contract management.
11 ATTENDING AND HOSTING GATHERINGS	All functions relating to attending gatherings external to the orgnisation and the hosting of gatherings by the organisation.

Note: Some governmental bodies perform support functions as line functions. In such cases the heading of the main series for support functions that overlaps with the government-wide line functions should be adapted appropriately, e.g.

The Department of Finance which performs government-wide financial management functions would change the heading of main series 4 to Internal Financial Management.
The Department of Public Works which performs a government-wide facilities management function would change the heading of main series 6 to Internal Facilities Management.
The Department of Transport which performs a government-wide transport management function would change the heading of main series 7 to Travel and Internal Transport Services.
The Government Communication and Information System which performs a government-wide communications service would change the heading of main series 9 to Internal Communications, etc.

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