GENDER LINKS WORK PLAN 2011/2012

FO= Field Offices; SO= Satellite Offices.

OBJECTIVE/ OUTCOMES / INDICATORS / BASELINE / TARGET / ACTIVITIES / TIME
FRAME / OUTPUTS AND MOV / M and E TOOLS / WHO / FUNDER/
PARTNER
STRATEGIC POSITIONING AND PLANNING – BOARD/ CLM
VISION AND MISSION
Vision and mission regularly updated and relevant / Relevance of vision and mission statement / Vision and mission updated in 2010 / Annual updating / Adding economic justice and climate change / April/ May 2011 / Updated vision and mission / E mail discussion/ Board / CLM/Board
RISK ANALYSIS
Regular environment scan, especially in fragile states / Adjustment of plans to reflect political realities / Conducted annually prior to board meeting / Conduct every trimester ahead of planning / Conducting of environment scan / August 2011 / Environment scan / Report and adjustment to plans; Protocol Barometer / CLM/FO/SO
Regularly updated financial risk analysis and plan / Adjustment of plans to reflect political/ economic realities / Conducted annually prior to board meeting / Conduct every quarter ahead of Exco / Conducting of financial risk analysis / June 2011 / Environment scan / Report and adjustment to plans; Protocol Barometer / CLM/BM
PLANNING
Clear strategy and direction to the work of GL and affiliated bodies / Clarity of direction and deliverables / Quarterly plans / Trimester plan / Trimester plan and related planning documents / May 2011 / Trimester plans / Monthly tracking sheets / CLM/GM
Annual plan 2011/2012 / GL has produced annual plans since inception / Drafting annual plan / April / Plan / Adherence to plan / CLM
Quarterly plans / Trimester plans / Trimester plan and related planning documents / August 2011
November 2011
March 2012 / Quarterly plans / Monthly tracking sheets / CLM/ managers/ GM
STRENGTHENING OF GEOGRAPHICAL BASES
Enhancing and consolidating GL’s presence and legitimacy in the region / No of FO that become SO / 3 satellite offices; 6 FO / At least six SO / Setting up office in Madagascar / May / Report back on operations / Report / CLM/ BM/ LV/IT
Setting up satellite office in Lesotho / July / Report / Report / CLM/SA/BM/ MM
Investigating options for establishment of SO in other bases / First trimester / Report / Report / CLM/SA
GL GOVERNANCE – BOARD/TRUSTEES/CLM/KR/BM
LEGAL AND STATUTORY MATTERS
Ensure compliance of GL Section 21 with new companies act / Compliance / Compliant with old act / Compliant with new act / New MOI / First trimester / New MOI / Extent of compliance / CLM/BM
Trustees of GTI aligned with GL Board; amend beneficiaries / Compliance / Clauses missing from Trust Deed / Clear link between GL and GTI / Amendments to Trust Deed / May / Amendments to Trust Deed / Clear link between GL and GTI / CLM/BM
Trustees of AWT aligned with GL Board; amend beneficiaries / Compliance / Clauses missing from Trust Deed / Clear link between GL and AWT / Amendments to Trust Deed; Attorney to establish the existing deed and variations and amend accordingly / May / Amendments to Trust Deed / Clear link between GL and AWT / CLM/BM
BOARD AND TRUST MEMBERS
Board membership kept up to date / Compliance / GL Board records have always been current. / All new Board members registered within one month of appointment / Make any changes as necessary – TM / April / Registration forms / Records / BM
Add new Board member Lesotho / May/ June / Registration forms / Records / BM
Add new SO board member as needed / Throughout the year / Registration forms / Records / BM
New trustees added to GTI / Compliance / Three GTI / 7 GTI / Add: PM, EN, PM, TM / May / Registration forms / Records / BM
New trustees added to AWT / Compliance / Two AWF / 3 AWF / Add: FH / May / Registration forms / Records / BM
BOARD, TRUST AND EXCO MEETINGS
Minutes of 2011 board meeting / Transparency / All minutes up to date / Draft and circulate minutes / April / Minutes / Minutes and amendments / RA, TM, CLM
GL Exco meetings held and documented / Regularity of meetings and quality of decisions taken / Quarterly / Quarterly / Agenda and circulate / June / Minutes and decisions / Minutes and amendments / CLM, GL EXCO
GTI meetings held and documented / Regularity of meetings and quality of decisions taken / New / Twice a year / Agenda and circulate / June, March / Minutes and decisions / Minutes and amendments / KR, Trust
AWT meetings held and documented / Regularity of meetings and quality of decisions taken / All minutes up to date / Twice a year / Agenda and circulate / June, March / Minutes and decisions / Minutes and amendments / CLM, BM
GL, GL SERVICES AND GTI POLICIES AND REGULATIONS
Policies and regulations for 2010/2011 finalised and disseminated / Clarity on policies / Annual / Annual / Finalise with comments from Board, highlight areas of concern at Staff trimester planning / April / Final policies and regulations in PLV / Stored on P Drive / BM
Add Conflict of Interest Policy / May
Develop a risk policy / May
Add separate green policy in line with KPMG recomm. / May / VB/DG
GTI policies and regulations drafted and adopted / Clarity on policies / New / Annual / First set of policies and regulations / July / Final policies and regulations in PLV / Stored on P Drive / KR
FINANCE AND SUSTAINABILITY – BM/ CLM/ KR
FINANCIAL PLANNING
Clear budget for all entities / Detail and clarity of budget ; compliance / One comprehensive budget for GL by donor and project / GL budget by donor and project / Draft and approve budgets / May / Budget / Quarterly reports, audit / BM
Ring fenced budget GL Services / May / Budget / BM
Budget GTI / May / Budget / KR
Set up new year financial system / Up to date accounting information / Established annually / Continue to establish annually / Establish budget lines, close off previous year; roll over pastel into new year, entering new budget lines, set up report writers. / April / Budget lines, pastel reports / Budget lines and compliance / BM/MM
Register of donors / All donor reports are prepared on time. / Established annually / Continue to establish annually / Formulate the donor register for contracts and reporting dates / April / Donor register / Annual report, correspond-
ence with donors / BM/ MM
Contracts scanned and filed / Complete and accessible documentation / All contracts are automatically scanned and filed / All contracts automatically scanned and filed / Create new files for donor contracts, consultants’ contracts, bank statements; archive previous year documents. / Ongoing / Donor file, consultant contracts file and bank files / P Drive / MM
Scanning and e filing of all contracts from donors, consultants. / April / E filed contracts on p drive; consultants contracts registers / P Drove / MM/RS
Decentralisation of finances for SO / Extent to which responsibility devolved / Mauritius and Botswana have quasi autonomous systems / Devise systems for Lesotho; Mada; Moz / SO systems policy and manual; procure a higher level accounting system that can capture multi currency transactions and be accessed remotely. / May / Systems policy and manual / Extent to which solid systems established / BM
Setting up new financial systems for GTI and GLS / Extent to which new systems contribute to clarity and transparency / Advisory services and conferencing have been separate / Unified GL services cost centre; GTI separate company books / Set up new system / May / Budget lines and system / Monthly reports / BM/ MMM/ KR
FINANCIAL INVESTMENTS
Endowment fund well managed and growing / Percentage increase in investment / R 2.4 million / R2.8 million / Repositioning of funds in new vehicles / April/ May / Quarterly reports / Tracking of % increase / BM
DIVERSIFICATION
GL Services
Advisory services
Periodic consultancy requests / Increased revenue; leveraging of programme work / R400000 / R1 million / Assess requests received relative to capacity; / Over this period / Clarity on consultancy work being undertaken / Income generated / MMM/ CLM /PO
Local government / New income / Several precedents in the past / City of Jhb contract honoured / Meet with City of Jhb re next steps; assess income generation possibilities / This period / Concept on how we leverage this area of work / No of new possibilities opened / MMM/ CLM/ associates / COJ
Gender audits and action plans / New income / Gvt of Namibia Gender Action Plan / At least two / Gender Action Plan, costed; / First trimester, ongoing / Action plans / Correspond
ence / MMM/ CLM/ associates / Gvt of Namibia
Research / New income; leveraging of GL work / Several in the past / Work World Bank request; at least two more / Gender Action Plan, costed; / First trimester, ongoing / Action plans / Correspond
ence / MMM/ CLM/ associates / World Bank
Institutional support / New income and stream of work / New / Honour and expand Diakonia contract, develop new streams / Explore with Diakonia and DANIDA how GL can leverage this area of work / April; this period / Concept on how we leverage this area of work / At least one project in this area concretised to get us started / MMM/ CLM / Diakonia, DANIDA
Conference newspapers / Leveraging of resources and profile / Beijing Plus Ten, Plus Fifteen / Secure contract for Rio Plus Twenty / Rio Plus Twenty and cyber dialogue proposal / This period / Finding raised to run project / Newspaper; feedback. / MMM/ CLM / AWC
The GL Cottages
Legal and standards
Ensure legal compliance / Extent of compliance / Compliant / Fully compliant after transfer of ownership / Check the legality of using the existing name (the Cottages), / May / New name / Top Art
Rating / Rating achieved / Not rated / At least three star / Getting the facility rated by the Hospitality board / This yr / Certificate / Comments from Guests / Top Art (MMM)
Standards met / Extent to which standards met / Still investigating / Full compliance / Health standards, working hours and overtime and ensure compliance. / May/July / Certificate / Comments from Guests / Top Art (MMM)
Trading rights / Flexibility to use property / Boarding rights / Commercial rights / Obtaining commercial rights for the facility. / End 2011 / Certificate / Value of property / Top Art (MMM)
Marketing
Signage / Signs / A few / Brown board tourist sign / Make necessary changes / May / Signs / Sings and response / Top Art (MMM)
Data base of clients / No of clients and frequency of use; comments / Cottages data base / 80% occupancy / Survey of potential market from the existing client database, the GL contacts and other sources / Data base by July; occupancy by year end / Financials and bookings / Monthly comparisons / MMM
Guest directory / No of entries / None / Interesting and varied directory / Draw up an A to Z for guests of services and things to do in the neighbourhood- Observatory, walking, restaurants / June / Directory / Use and comments / Top Art, MMM
Expand possible activities / New activities offered / Conferencing; accommo-
dation / At least three new options- eg team building, parties, weddings / Advise on additional facilities that would assist with marketing, eg team building equipment, BOMA, meditation room etc. / By November / Reports of activities / Income/ comments / Top Art, MMM
On-site marketing / No of participants in briefings / New / At least once a trimester / Convene a breakfast meeting for potential clients and pitch a presentation / May
August
November / Report and participants list / Extent to which GL services employed / MMM (Top Art)
Free online marketing / No of links, hits / Website not functional / Website linked to GL, active / Advertise the facility and its services through website etc / May / Website hits / Extent to which GL services employed / MMM (Top Art)
Systems and finances
Efficient on-line booking / No of bookings / 40% occupancy / 80% occupancy / Resuscitate the online booking system / May / Booking records / Finance records / BM/ MMM
Ensure relevant staff are trained. / May / Booking records / Finance records / BM/ MMM
Applying for a Point of Sale Speed point machine from Standard bank for the facility. / May / Booking records / Finance records / BM/ MMM
Phones / Accessibility and security / Fully functional / Fully functional / Follow up with Telkom for the installation of additional lines. / May / Finance records / BM/ MMM
Security / Follow up with ADT for the security contract / May, end of year / Safety record / BM/ MMM
Entertainment / Follow up with Multi Choice for the DSTV contract / May, end of year / Responses from guests / BM/ MMM
Wireless extended across the property / Internet accessibility / Around main dining room / Across whole property / Wireless extended to the White House. Security passwords, pricing for wireless Internet. / May / System working
Billing system / Testing of wireless at different points / Top Art/Ayo
Insurance / Extent of coverage / Covers both / Do not allow insurance to lapse / Obtain quotations for insurance including Public Liability / April / Insurance / Finance records / BM/Top Art
Diversified income generation options / No of options / Rudimentary system / Clear options and system / Price list for guest laundry, sale of drinks / May / New systems and income stream / Finance records / Top Art/ MMM
Cost savings / Small garden / Expand garden / Work with gardeners on expanding the organic vegetables garden. / May- June / New income stream / Finance records / Top Art/ MMM
Maintenance
Top quality maintenance / Cleanliness of pool / Overgrown / Pure and flowing / Cleaning and purifying the outdoor swimming pool/ fountain / May / Clean pool / Water quality / Top Art
Cheaper energy supply / New source of energy / Using cylinders / Tap into City Supply / Establish from Egoli the possibility of accessing natural gas / May / Chapter source / Cost and environmental saving / Top Art/ MMM
All electrical functioning and load can carry winter / All systems functioning at high load / Untested / All functioning / Check electrical / May / Report / Test results / Top Art/ MMM
Security / Safety record / High / Maintain high standard / Change the gate remote system and all remotes. / April / Reports / Safety record / Top Art/ MMM
Fire compliance / Safety from fire / Investigating / Full compliance / Apply for a fire compliance certificate, Conduct a fire drill with staff. Ensure that the gardeners maintain the fire gap / May / Certificate / Certificate and drill results / Top Art/ MMM
Staff matters and routines
Good quality quarters / Staff satisfaction / Acceptable standard / Raise standard / Inspect the staff quarters and ensure standard living conditions are met / May / Feedback / Feedback / Staff, operations manager
Clear routines / Efficiency with which daily operations executed / Investigating / Efficient turn around / Routines for the general operations: housekeeping, gardens, swimming pools, repairs and maintenance and security of the property / May/ June / Report / Customer satisfaction / Data base of extra staff where needed
System of communication between booking staff, kitchen staff housekeeping staff
Review organisational chart and draft job descriptions
HR data bases / No of entries / New / Large and reliable data bases / Data base of extra staff where needed / Data bases / Ability to find substitutes / Data base of extra staff where needed
Establish a list of preferred service providers that synergises with GL
Website / P Drive
Look into viability of two websites, how to link GL and Cottages website, unified management system, urls that facilitate marketing / Bookings through website / Investigating / 80% occupancy / Finding out host and maintenance of Cottages website; linking; advertising / May / Top Art; MMM
Open folder and folder directory on the website / Monthly updating / New / File menu by July, regularly updated monthly / Creating file menu and updating / By July and monthly / P Drive filing / Monthly report / MMM
Gender Links Training Institute
Increase cost recovery, leverage brand through selective marketing of training / Selective advertising / UNDP, DANIDA and UNESCO contracts / Secure training for the coming two years and ensure sustainability / Promotional
Brochure of facilities and
Price list ~ Linked to GL website and sent out to selected list of NGOs and other targets / April to August and ongoing / Promotional material / Feedback / KR
Accredited training institute / Accreditation from ETDP SETA in place. / New / Accreditation in place by June 2011. / Meet with ETDP SETA on new submissions.
Get feedback.
Make changes.
Resubmit for accreditation. / April to June / Accreditation certificates for GL and three courses, Gender Awareness, Media Literacy and Gender Mainstreaming / Submission / KR / SAIL
Training women for effective leadership and governance / 140 women trained in Gender awareness module and Gender and Media Literacy modules
140 women trained to train on gender mainstreaming at provincial and local level. / New / Training for Eastern Cape for module two. / Complete module two for the Eastern Cape.
Conduct M&E on training programme. / April
May / Report
DVD of interviews.
DVD of debates.
POAs for training at local and provincial level. / KAS
“I” stories
POEs / KR/SM / UNDP
Smooth travel, timely airport pick –ups and drop-offs of training participants as well as service satisfaction. / Final project report / Complete report for UNDP.
Secure funding for module three. / Meet with UNDP about further funding. / May
Complete training for module three in nine provinces. / Start provincial workshops in July. / July-September
“I” stories from women who were part of training. / Contact women from phase one and two and get “I” stories / May-August
Building the capacity of Women in Africa grantees / Representatives from 10 organisations are trained on gender awareness.