ORGANIZATIONAL DEVELOPMENT Check List

Organization Name: ……………………………………………………………….

PART 1: HUMAN RESOURCES MANAGEMENT

Examples of aspects, Tools & Resources Necessary
HR planning, Analysis, and Policies
Organizational staffing chart
Management reports on HR
Human Resource Strategy
The HR Work plan
Annual HRM analysis template
Staff feedback form on HRM
Visible Equal Employment Opportunity Statement
Visible Drug-Free workplace statement
The Comprehensive Personnel Policy and Procedures Manual
Leadership Succession Plan
Staff Acting Capacity report format
National employment and labor laws
Job development, Job grades
Job grades ( Included in HR policy)
Job Profiles or Job descriptions
Job information questionnaire form
Salary scale ( Included in HR policy)
Latest information on national salary surveys
Staffing and Recruitment
Template for job adverts
Staff requisition form
Job Application forms
Job Applicants’ recording sheet
Unsolicited job application recording template
Candidate CV analysis form
Shortlist candidate summary form
Candidate interview schedule form
Interview questions template
Panelist selection criteria and confirmation form
Applicant interview score sheet form for panelists
Panelist Interviewing guidelines
Select candidate/s summary form
Job offer letter form
Staff employment contract
Code of ethics & conduct
Reference request form
Email & internet policy acknowledgment form
Staff Development (training, orientation, retention)
Supervisor competency self-assessment document
Staff orientation plan

Organizational Development - System & Tools Check List

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 PART 1: HUMAN RESOURCES MANAGEMENT
Examples of aspects, Tools & Resources Necessary
New employee on-boarding/ orientation feedback form
In-house staff training manuals for HIV, code of conduct & ethics, etc.
Staff training needs a plan
Staff career plans form
Flexi-work timesheet
Guidelines for supervision and performance management (for supervisors)
Supervisor development plan format
Performance Management
Performance objectives setting form & guidelines
Annual staff appraisal form and rating guidelines
Competency wheel
Guidelines for supervision and performance management (for supervisors)
Confirmation letter template
Performance improvement plan
Grievance, Disciplinary Matters
Grievance lodging form
Grievance handling form
Query letter sample
Disciplinary panel guidelines for chair etc
Disciplinary hearing record sheet
Payroll & Benefits Administration
Timesheet form
Personal details form
Paid Annual Leave request form
Compassionate leave form
Study leave form
Unpaid leave form
Time off in lieu of work form
Maternity & Paternity leave request
Annual holiday circular
Workplace Health Security & Safety
Organizational Risk & Emergency Plan
Weekly security & safety communication roster leads
Risk register ( workplace injuries etc)
Other day-to-day HR operational (HRIS)
Staff file checklist
Staff file structure
Staff meeting minutes guidelines
Office notice board usage protocol
HR office physical and electronic records structure
Lockable cabinet for staff files
HR service providers’ contract summary sheet
Exit interview forms and guidelines
Termination letter template
Staff handing over report template
Terminal dues instruction form
Staff clearance form
Recommendation letter template
Certificate of service sample

Organizational Development - System & Tools Check List

Page 2 of 4 February,2011
PART 2: BOARD GOVERNANCE
Charter documents i.e. constitution, tax exemption, licenses & permits
Strategic plan
Annual organizational reports
Board manual ( board by-laws, conflict of interest policy: guidelines for recruiting, orienting,
informing & removing members, guidelines for board evaluation as a team and individual members,
guidelines for evaluating the CEO, board role, job descriptions for members)
Signed board charters
Board committees and charters
Board member profiles and contacts
Board Calendar
CEO reports to the board
Organizational policies including Anti-fraud and corruption guidelines and a response plan
Annual organizational financial budgets
Audit reports
Key staff contacts and information form
Conflict of interest register
Board member orientation plan
Board evaluation formats
PART 3 : VOLUNTEER MANAGEMENT
Volunteer policy
Position descriptions
Orientation plan template
Volunteer agreement sample
Volunteer appraisal forms
Volunteer supervisor training materials
Volunteer certificate of service template
Volunteer recommendation letter template

PART 4 : PROCUREMENT, ADMINISTRATION & RECORDS MANAGEMENT

Records management policy
Filing structure (physical & electronic)
Records management staff orientation plan
Office records matrix
Keys checkout form
Stationery requisition form
Conference reservation template
Office newspaper circulation slip
Procurement requisition book
 Procurement manual
PART 5: FUNDRAISING & RESOURCE MOBILIZATION
Fundraising handbook
Fundraising strategy (plan)
Organizational strategic plan
Donor map/directory
Fundraising reports
Fundraising templates

PART 6: PROJECT MANAGEMENT & SUB-GRANTS MANAGEMENT

Project Schedule, budget
Project records registry
Sub-grants manual

Organizational Development - System & Tools Check List

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 o Partner selection and partnership development guidelines
Partner management guidelines
Contractual with sub-partner
Award letter
Schedule of disbursement
Signed Certifications including anti-lobbying & Anti-terrorism
Concurrence requests
Debarment searches
Pre-award dossier selection etc
Closeout letter
Programmatic
RFA response proposals
Reports
TA reports
Copies of publications etc
Finance related
Approved Budget
Negotiation memos if any
Final contract
Project-specific bank account details
Budget modifications
Advance requests

PART 8: FINANCIAL RESOURCES

Finance Manual
Accounting system
Official formats for use by staff on financial matters

PART 7: M&E KNOWLEDGE MANAGEMENT

M&E manual
M&E framework

Organizational Development - System & Tools Check List

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