From Awareness Times Newspaper in Freetown

Local News
In Sierra Leone, Public Sector Reform Unit Sanitizing Teachers’ Records Management at the Ministry of Education, Youth & Sports
By
Aug 18, 2010, 23:46

The Government of Sierra Leone, as part of the public sector reform agenda and its commitment to improving payroll control, has taken an important step towards strengthening the management of teachers’ records, which for many years has been in total disarray. The teachers’ payroll is attracting special concern not only because it is the largest pay group in the Public Sector payroll, but also because of the need to adequately manage and revamp the education sector of the country.


The creation and management of a personnel file for every teacher will mark a first step towards establishing a reliable human resource data management system that will support a clean payroll and a credible database for human resource development relating to teachers and our schools.

Staff form a “human chain” to move records


According to Dr. Julius Sandy, Director, Public Sector Reform Unit, “the methodology now being utilized begins by developing a file for every teacher.  In the next phase, the files will be matched with the individual teachers through a physical verification exercise. A consolidation phase will then follow to ensure that the paper-based evidence can be effectively managed and stored over time and linked to the payroll.  This will include an electronic scanning programme. The project recognises that paper records are a vital checkpoint for ensuring the validity of personnel information and for creating confidence in computerised system by making it transparent”. 

Records Office, showing state of records

 

Progress Reporting on the progress so far, the Project manager, Mr. Muniru Kawa said the project will be completed by the end of October 2010.  “To date, approximately 25% of the available Teacher ED forms have been matched to PIN numbers or, if there is no match after a thorough search of the payroll, put aside as non-active records.  Approximately 66% of the records examined so far are for teachers who are not on the payroll and are therefore likely to relate to teachers who have died or retired.  There may be, therefore, a large number of teachers without the required legal documentation.  The search for the required documents will continue”.  A database has been developed and population of data from processed files has started, Mr. Kawa concluded”.

Hole in Records Office Roof


The International Records Management Trust (IRMT) has been contracted to provide management support in delivering this project.  It would be recall that the IRMT, in collaboration with the PSRU and HRMO successfully conducted the Civil Service Verification in 2007/2008, resulting in a substantial reduction of Civil Service numbers and over
Le500m monthly savings on the wage bill.


The Teachers’ Records Management Improvement Project, which is supervised by the Public Sector Reform Unit, is being delivered in collaboration with the MEYS, Accountant General’s Department, NASSIT and SLTU.

Working area in disrepair



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