The World Bank Implementation Status & Results Report Somaliland Civil Service Reform Project (P155123) Somaliland Civil Service Reform Project (P155123) AFRICA | Somalia | Governance Global Practice | Recipient Executed Activities | Investment Project Financing | FY 2016 | Seq No: 6 | ARCHIVED on 27-Dec-2019 | ISR38199 | Implementing Agencies: Somaliland Civil Service Commission, Ministry Of Finance Key Dates Key Project Dates Bank Approval Date: 30-Jun-2016 Effectiveness Date: 26-Oct-2016 Planned Mid Term Review Date: 15-Sep-2019 Actual Mid-Term Review Date: 15-Sep-2019 Original Closing Date: 30-Jun-2021 Revised Closing Date: 30-Jun-2021 pdoTable Project Development Objectives Project Development Objective (from Project Appraisal Document) The project development objective is to strengthen basic functions for payroll, human resources and policy management in selected central government agencies and line ministries. Has the Project Development Objective been changed since Board Approval of the Project Objective? No Components Table Name Component 1: Strengthening the policies, procedures and systems for civil service management:(Cost $3.90 M) Component 2: Strengthening core capacity of targeted ministries:(Cost $3.60 M) Component 3: Strengthening policy management capabilities at the center of government:(Cost $0.75 M) Component 4: Project management and support in delivery:(Cost $1.75 M) Overall Ratings Name Previous Rating Current Rating Progress towards achievement of PDO Moderately Satisfactory Moderately Satisfactory Overall Implementation Progress (IP) Satisfactory Satisfactory Overall Risk Rating High High Implementation Status and Key Decisions Component 1: Strengthening the Policies, Procedures, and Systems for Civil Service Management Civil Service Headcount and Payroll Management: As a post-HR audit activity, the Government of Somaliland (GoSL) has concluded payroll cleaning. The new payroll lists have been rolled out in 6 MDAs to pilot activation of the payroll module in the SLFMIS. A report offering detailed advice on the required procedures, assignments of 12/27/2019 Page 1 of 7 The World Bank Implementation Status & Results Report Somaliland Civil Service Reform Project (P155123) responsibility, manuals, HRMIS design and functionalities, and capacities for an effective payroll control system has been prepared. A rollout to the rest of the MDAs is planned in phases. Headcount and registration of public servants that were previously not under the Somaliland Civil Service Commission (CSC): There has been a proposal to further amend the civil service law expanded its coverage to include local government staff, parliamentary staff and the Central Bank of Somaliland. This requires an additional 100% headcount and registration of these public workers. As in the first round of registration, this activity will be carried out both at headquarters and in the regions, and will also involve simultaneous biometric registration and issuance of identification cards. The GoSL intends to start implementation of this activity in early-2020. New entrants into the public service will be registered at the time of appointment and the list updated accordingly, and probability-based sampling headcounts will be periodically undertaken in the future, as a check on payroll control effectiveness. HRMIS: Significant progress remains to be achieved on designing, building and implementing an HRMIS that, inter alia, (i) ensures seamless sharing of payroll-relevant information with the SLFMIS, (ii) automates payroll controls as well as the full range of personnel action controls; and (iii) captures key evidence on the impacts of HRM policies and procedures on furtherance of key HRM objectives. The procurement of a consultant to develop the system is underway. Human Resources Management: HR policies: 16 policies, that are considered critical for sound HR management and that promote merit based civil service management, have been developed in consultation with MDAs, approved by the Cabinet and endorsed by the President. These policies include: (i) Recruitment, Selection and Appointment; (ii) Competency Framework; (iii) Performance Management; (iv) Career Management; (v) Scheme of Service; (vi) Staff and Talent Retention Scheme; (vii) Civil Service Disciplinary Management; (viii) Leave; (ix) Coaching and Mentoring; (x) Establishment Controls; (xi) Civil Service Code of Conduct; (xii) Training and Development; (xiii) Complaints and Grievance Management; (xiv) Creation and Abolition of Offices; (xv) Staff Promotions, Transfers, Secondment, Redeployment and Retrenchment; (xvi) Records Management. All these policies have been documented as specific chapters in the GoSL Civil Service Administrative Policies, Rules and Procedures which was launched in September 2019. The policies and guidelines will be disseminated to all MDAs in 2020. Civil Service Law: The Civil Service Law has been reviewed, and its Amendment Bill has been drafted, validated and translated. The amendments describe the mandates and functions of the CSC and provide the CSC the power to exercise its mandates. The amendments also lay the basis for merit based HRM in civil service, further elaborated by the adopted HR policies. Draft National Employment Policy: The draft National Employment Policy which will support the implementation of the Somaliland Vision 2030 goal of achieving full and productive employment for all citizens, has been developed. It articulates economic trends and employment; provides situation analysis and a policy framework that emphasizes good quality economic growth, social justice, empowerment and participation, social dialogue, equity, adherence to the constitution, community-driven initiatives, adherence to labour standards, private sector-led growth and employment generation and employment creation as key indicators for economic performance. The policy has been validated and translated into the Somali language, and will be submitted to Cabinet. Developing a pay and grading structure for the civil service: The current structure will be modernized to ensure a sound grading structure is in place. Capacity of the Somaliland CSC will also be strengthened to manage the pay and grading exercise. Talent Management Program salaries will be integrated in the new structure. The procurement of TA is underway. Public Sector Pension Reform: The Pension Policy and the draft Bill have been sent to the Cabinet for approval. The Bank will work with GoSL to think through financing; institutional arrangements for implementation; and oversight. Development of various institutional arrangements (rules, requirements, oversight roles, etc.) will be required to ensure adequate fiduciary protections for the pension fund, including protection of its assets from being diverted to other purposes (other than financing pension benefits), be they public or private. Component 2: Strengthening Core Capacity of Targeted Ministries Reorganization of key departments in Targeted Ministries, Departments and Agencies: This has been completed in 18 Ministries, Departments and Agencies. The reorganization supports improvements in the organization structure, redistributes mandates, and provides vision and mission of the organizations as well as the staffing structures, numbers and personnel mix. This staffing plan provides efficient control over institutions and optimizing usage of resources. With the reorganization, there will be establishment posts and ceilings for every institution hence enabling the Government of Somaliland to manage its wage bill. Next steps will concentrate on supporting the implementation of change management and action plans derived from the organizational reviews. The project will support organizational diagnosis in the remaining 8 MDAs in 2020. Talent Management Program-TMP: Seven Talent Management Program (TMP) positions (14% female) have been filled. Staff salaries and allowances will be covered by the funds released against achievement of the Disbursement-Linked Indicator Number 5: -"Talent Management Program Manual approved by the Public Sector Reform Steering Committee". Over 20 additional positions have been advertised and should be filled in early-2020. The Bank has recommended to GoSL to develop a process of phasing the TMP staff salaries into the payroll to ensure that these have been fully absorbed into the GoSL civil service wage bill by the CSSP closing date (June 2021). This process will be incorporated in the pay and grading assignment. 12/27/2019 Page 2 of 7 The World Bank Implementation Status & Results Report Somaliland Civil Service Reform Project (P155123) Management and Common Services Training and Coaching: GoSL is in the process of contracting the Ghana Institute of Management and Public Administration as the external partner institution to build the capacity of the Civil Service Training Institute – CSI to manage and deliver civil service trainings and on a continuous basis. Areas of capacity building will include curriculum development, preparation of training materials/modules and implementing a training-of-trainers program to increase the number of local trainers. Component 3: Strengthening policy management capabilities at the center of government Following the assessment of the existing policy management capacities of the Office of the President (OoP) an action plan for strengthening this function has been developed. The Bank is working closely with the GoSL to ensure that the next batch of TMP staff recruitment comprises policy and legal staff attached to the cabinet secretariat office. Activities under this component will include building capacity of MDAs in policy development; strengthening policy guidelines on workflow between center of government and government MDAs; development of national planning policy guidelines; development of a national M&E framework; development of protocols and procedures for OoP. The terms of reference for this assignment have been developed and the procurement will be concluded once the TMP positions are filled in the OoP in early-2020 Status of Disbursement-Linked Indicators Year 1 Disbursement-Linked Indicator DLI5: "Talent Management Program manual approved by the Public Sector Reform Steering Committee" has been achieved, and has triggered the release of USD150,000 to cover salaries and allowances of Talent Management Program staff. Year 2 and 3 Disbursement-Linked Indicators DLI 1:"Share of civil servants with verified and completed personnel records in central HR personnel database of satisfactory quality". This DLI has been achieved and verification is planned in end-2019 early-2020. DLI 3: "Number of improved human resource procedures approved by the Public Sector Reform Steering Committee and submitted to the cabinet". The human resource procedures have been approved by the PSRSC and endorsed by cabinet together with their administrative rules and procedures. Verification of achievement by the office of the auditor general is planned for early-2020. DLI 4: "Newly established or reorganized HR units in targeted Ministries, Departments and Agencies adequately staffed.” Human resource units have been established in the Ministries, Departments and Agencies and the Bank team will work closely with the Government of Somaliland to ensure that the organizational review's recommendations for the human resource units in targeted Ministries, Departments and Agencies are implemented. Project Management and Support in Delivery The project coordination unit continues to closely monitor project progress and submit comprehensive quarterly progress reports in a timely manner. Procurement: All procurement transactions are now carried out through STEP. The Bank continues to provide hand holding support to the procurement staff. Financial Management: The GoSL is commended for continuing to generate IFRs from SLFMIS and not in the excel sheet format. Risks Systematic Operations Risk-rating Tool Risk Category Rating at Approval Previous Rating Current Rating Political and Governance High High High Macroeconomic Substantial Substantial Substantial Sector Strategies and Policies Moderate Moderate Moderate Technical Design of Project or Program Substantial Substantial Substantial Institutional Capacity for Implementation and Sustainability High High High Fiduciary High High High Environment and Social Moderate Moderate Moderate 12/27/2019 Page 3 of 7 The World Bank Implementation Status & Results Report Somaliland Civil Service Reform Project (P155123) Stakeholders Moderate Moderate Moderate Other High High High Overall High High High Results PDO Indicators by Objectives / Outcomes Strengthen basic functions for payroll management in selected central agencies and line ministries IN00733230 ►Effectiveness of payroll controls (assessed by degree of integration and reconciliation between personnel records and payroll data) (Text, Custom) Baseline Actual (Previous) Actual (Current) End Target Completed the HR payroll data cleaning for all MDAs under CSC and is distributed Integrity of the payroll is The HR payroll cleaning the clean payroll significantly undermined and management control sheets to the MDAs. Reconciliation of the by lack of complete is completed, the payroll Payroll sheets for six payroll with personnel Value personnel records and sheet was revised and MDAs have been records takes place at personnel database or by the cleansed payroll has handed over to the least every six months. lack of reconciliation been shared with the SLFMIS team to pilot between the three lists. Ministry of Finance. the FMIS payroll module and staff have been trained to conduct payroll controls and audits. Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 Strengthen basic functions for human resources management in selected central agencies and line Mins IN00733229 ►Improved HR development functionality in targeted MDA (disaggregated by function) (Number, Custom) Baseline Actual (Previous) Actual (Current) End Target Value 0.00 16.00 16.00 4.00 Date 01-Jul-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 Achieved beyond end target value and ahead of end target date Comments: **Note: Establishment of HR units in targeted MDA is a DLI result Strengthen basic functions for policy management in selected central agencies and line Mins IN00733306 ►Improved Policy development functionality in targeted MDA (disaggregated by function) (Number, Custom) Baseline Actual (Previous) Actual (Current) End Target 12/27/2019 Page 4 of 7 The World Bank Implementation Status & Results Report Somaliland Civil Service Reform Project (P155123) Value 0.00 1.00 1.00 4.00 Date 01-Jul-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 Policy Development Comments: Strengthen basic functions for recruit deployment in selected central agencies and line Mins IN00774813 ►Number of TMP recruits deployed to targeted MDA (of whom % female) (Text, Custom) Baseline Actual (Previous) Actual (Current) End Target 7 of which 14% are 80 of which 20% Value 0.00 -- female female Date 01-Jul-2016 -- 11-Dec-2019 30-Jun-2021 Number of TMP recruits deployed to targeted MDA (of whom % female): 7 of which 14% are female Comments: Intermediate Results Indicators by Components Component 2: Strengthening core capacity of targeted Ministries IN00733308 ►Number of staff from target MDA who have successfully completed training programs supported through the project (Number, Custom) Baseline Actual (Previous) Actual (Current) End Target Value 0.00 0.00 0.00 160.00 Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 This will be achieved once the TA from the Ghana Institute of Management and Public Administration to Comments: the Somaliland Civil Service Institute is operational. IN00733310 ►Targeted MDA with revised organizational structures approved by the PSRSC (Number) (Number, Custom) Baseline Actual (Previous) Actual (Current) End Target Value 0.00 18.00 18.00 4.00 Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 Achieved beyond end target value and ahead of end target date Comments: IN00733314 ►Pay policy and revised pay and grading structure approved by the PSRSC and submitted to the cabinet (Yes/No, Custom) Baseline Actual (Previous) Actual (Current) End Target Value No No No Yes Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 12/27/2019 Page 5 of 7 The World Bank Implementation Status & Results Report Somaliland Civil Service Reform Project (P155123) Component 1: Strengthening the policies, procedures and systems for civil service management IN00733307 ►Payroll audits to identify control weaknesses and ghost workers (Number) (Number, Custom) Baseline Actual (Previous) Actual (Current) End Target Value 0.00 1.00 1.00 2.00 Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 IN00733309 ►Severance policy and pension policy and law approved by the PSRSC and submitted to the cabinet (Yes/No, Custom) Baseline Actual (Previous) Actual (Current) End Target Value No Yes Yes Yes Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 IN00733311 ►Share of civil servants with verified and completed personnel records in the central HR personnel database of satisfactory quality (%) (Percentage, Custom) Baseline Actual (Previous) Actual (Current) End Target Value 30.00 70.00 70.00 90.00 Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 IN00733312 ►Revised civil service law and civil service regulation have been approved by the PSRSC and submitted to the cabinet (Yes/No, Custom) Baseline Actual (Previous) Actual (Current) End Target Value No No No Yes Date 28-Jun-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 IN00733313 ►Number of improved HR procedures (including establishment control, recruitment, HR records management, termination, retirement) approved by the PSRSC and submitted to the cabinet (Number, Custom) Baseline Actual (Previous) Actual (Current) End Target Value 0.00 16.00 16.00 6.00 Date 01-Jul-2016 04-Jun-2019 21-Nov-2019 30-Jun-2021 Achieved beyond end target value and ahead of end target date Comments: Note: Number of improved HR procedures developed and agreed to by the PSRSC. The following procedures should be included in final target: establishment control, recruitment, HR records management, termination, or retirement. Data on Financial Performance Disbursements (by loan) 12/27/2019 Page 6 of 7 The World Bank Implementation Status & Results Report Somaliland Civil Service Reform Project (P155123) Project Loan/Credit/TF Status Currency Original Revised Cancelled Disbursed Undisbursed % Disbursed P155123 TF-A2810 Effective USD 2.50 2.50 0.00 2.38 0.12 95% P155123 TF-A7321 Effective USD 4.50 4.50 0.00 2.80 1.70 62% Key Dates (by loan) Project Loan/Credit/TF Status Approval Date Signing Date Effectiveness Date Orig. Closing Date Rev. Closing Date P155123 TF-A2810 Effective 30-Jun-2016 29-Jul-2016 26-Oct-2016 30-Jun-2021 30-Jun-2021 P155123 TF-A7321 Effective 30-May-2018 30-May-2018 30-May-2018 30-Jun-2021 30-Jun-2021 Cumulative Disbursements Restructuring History Level 2 Approved on 09-Feb-2018 ,Level 2 Approved on 15-May-2018 ,Level 2 Approved on 26-Apr-2019 Related Project(s) There are no related projects. 12/27/2019 Page 7 of 7