OGP HANDBOOK 10

• Technology and innovation: Governments embrace the importance of providing citizens with open access to technology, the role of new technologies in driving innovation, and the many benefits of increasing its capacity. Technology and innovation cannot be a stand-alone principle but must support/advance the previous three principles.

• The SMART framework: Assisting participating governments in seeking effective, clear, and measurable commitments:

• Specific: The commitment precisely describes the problem it is trying to solve, the activities it comprises, and the expected outcomes.

• Measurable: It is possible to verify the fulfillment of the commitment.

• Answerable: The commitment clearly specifies the main agency responsible for implementation, the coordinating or supporting agencies where relevant, and if necessary, other civil society, multilateral, or private sector partners who have a role in implementing the commitment.

• Relevant: For each commitment, the action plan should explain its relevance to one or more of the open government principles outlined above (transparency, accountability, public participation, and technology and innovation).

• Time-bound: The commitment clearly states the date when it will be completed, as well as dates for milestones, benchmarks, and other potential deadlines.

4.1.2 Format and length

Experience has shown that action plans comprising 5-15 high-quality commitments spread over multiple themes are more effective than those with a large number of less ambitious commitments. In 2017, the Steering Committee strongly recommended that participating governments cap the number of commitments per action plan to 20, with a suggested maximum of five milestones per commitment, with the aim of incentivising more ambitious commitments.

Additional considerations when determining commitment format and length:

• Clarity: Action plans should be clear, succinct, and action-oriented, and should be written in plain language with minimal use of jargon or technical terms.

• Holistic: Governments are encouraged to apply a whole-of-government approach to the development and implementation of their commitments.

• Time-bound: All action plans should cover a two-year period, with the implementation period ending on 31 August of the second year. At minimum, each commitment should have yearly milestones, so that governments, civil society organizations, and the IRM have a common set of time-bound metrics to assess progress.

• Extension requirements: Commitments that will take longer than two years to implement are allowed as long as they are clearly cited in the country’s next action plan and include a two-year intermediate milestone.

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suite of country and CSO nominations after the vetting process, the SC is responsible for ensuring regional diversity in the composition of the final candidate list that is put forth for voting to OGP stakeholders.   To be eligible to run for election countries must have the following:

1. Improved or maintained their eligibility score since submitting a letter of intent to join OGP; 2. Published all OGP required documents (action plans, self-assessment reports, etc.) within four months of the agreed deadlines; and 3. Acted in accordance with the Open Government Declaration.

In addition to the above requirements, current SC members running for reelection must have the following:

4. Provided financial support to OGP (except in cases of extreme financial hardship); and 5. Regularly attended and participated actively in SC meetings and subcommittee meetings.  

In the case of government representation, the SC should be comprised of a minimum of one and a maximum of four governments from each of the four regions (Africa, Americas, Asia and Europe). All OGP participating governments participate in the election of all government SC members. Each participating government has one vote. If there are insufficient candidates from each region to meet the regional quotas then the government with the next highest number of votes will join the SC, regardless of region. In the case of civil society representatives, the selection committee will consist of five members, including two current civil society members of the SC and three other members of the civil society community. The selection committee will assess and rank the candidates that respond to a call for nominations according to publicly available criteria that have been shared with the civil society community at the start of the rotation process. The selection committee will make recommendations for the new civil society SC members, to be endorsed by the full group of existing civil society SC members. After the civil society SC members approve the final list of proposed new members, the selection committee will present in writing an account of their process, deliberation, and choice to the broader community. The civil society chairs inform the SC at the same time of their choice. OGP STEERING COMMITTEE CHAIRS Composition: SC leadership is to be comprised of a revolving four-member co- chairmanship team, elected by the entire SC, including a lead government chair, a support (or incoming) government chair, and two civil society chairs. The support government chair assumes the role as lead chair during their second year, when a new support chair is to serve. The four chairs, who comprise the Governance and Leadership Subcommittee, should not supplant the role and influence of the other sub-committees. A civil society chair may not serve as the lead chair. The year following their chairing, the immediate

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B. Corporate Governance Policies Procedures & Practices – 30%

9. Does your Public Body have a board approved Board Charter Please attach a copy of your Board Approved Charter.

a. If yes, is there a review of the charter on a periodic basis

i. If yes, please give detail in the table below:

DONE BY FREQUENCY OF REVIEW

APPROVED BY BOARD

Committee, Name: Other:

ii. If no, is there any work in progress to formulate a charter

10. Does your Public Body’s Board approved Charter comply with the principles of the PBCGF for Public Bodies

…………………………………………………………………………………………………………………………………………

13. What information is provided to the Board prior to Board meetings Please check all that apply.

i. Agenda ii. Minutes of previous meeting(s) iii. Management reports iv. Financial statements v. Items for Decision vi. Proposed Resolutions vii. Others, please specify …………………………………………………………………….…………………………

14. How far in advance of Board meetings is this information consistently circulated Please check one:

i. More than a week ii. 5 working days iii. At the meeting v. Other, please specify ……….…………………………………………………….…………………………………

15. Is the performance of the Chief Executive Officer appraised at least annually

i. By whom …………..…………………………………………………………………………………….……………. ii. Are there set performance standards Who sets them............................ iii. Who reviews these standards and how often ……………………………………………………………

………………...........................………………………………………………………………..…………………

YES/NO

YES/NO

YES/NO

YES/NO

11. Corporate Social Responsibility: a.Does your Public Body have a board approved Corporate Social Responsibility (CSR) policy YES/NO Please attach a copy of the CSR Policy.

12. Which Board members and/or senior executives are primarily charged with implementation and enforcement of corporate governance best practices, and why

YES/NO

YES/NO YES/NO

…………………………………………………………………………………………………………………………………………

YES/NO

iv. 3 working days

…………………………………………………………………………………………………………………………………………

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C O S1 S2 Description GFS Legacy 2014-15

Legacy

2013-14

and before

2 0 00 0 EXPENSE 2 O S1 S2 S3

2 5 12 99 Other Insurance 2831 25 20 11 99 251699

2 5 13 00

Maintenance of Buildings/Premises,

Machinery, Furniture &Equipment

(Minor repairs)

22000 25 20 12 00

252000

251000

2 5 13 01 Electrical Materials, Fittings and

Repairs 22000 25 20 12 01 251000

2 5 13 02 Construction Materials 22000 25 20 12 02 251100

2 5 13 03 Repair to Government

Offices/Buildings and Other Facilities 22000 25 20 12 03 252000

2 5 13 04 Repair to Machinery and Equipment 22000

25 20 12 04 252100

252199

2 5 13 05 Repair to Furniture and Fixtures 22000

25 20 12 05 252100

252101

2 5 13 06 Repair and Services to Air

Conditioning Unit 22000 25 20 12 06 252102

2 5 13 07 Locksmith Services, Parts and

Supplies 22000 25 20 12 07 254700

2 5 13 08 Tools 22000 25 20 12 08 254000

2 5 13 09 Plumbing 22000 25 20 12 09 none

2 5 13 10 Valuation and Other Reports 22000 25 20 12 10 none

2 5 13 11 Repairs and Service to Elevator 22000 25 20 12 11 252103

2 5 13 12 Road and Trail Maintenance 22000 25 50 01 02 none

2 5 13 99 Other Maintenence 22000

2 5 14 00 Training & Workshop Expenses 22000 25 20 13 00 253000

2 5 14 01 Lecture/ Facilitator Fee 22000 25 20 13 01 253002

2 5 14 02 Purchase of Training Apparatus and

Materials 22000 25 20 13 02 253003

2 5 14 03 Rental of Training Equipment 22000 25 20 13 03 253004

2 5 14 04 Overseas Training Expenses 22000 25 20 13 04 253005

2 5 14 05 Registration, Tuition, Exam and other

Fees 22000 25 20 13 05 253006

2 5 14 06 Seminars and Workshops 22000 25 20 13 06 253007

2 5 14 07 Text and Other Books 22000 25 20 13 07 253008

2 5 14 08 Food & Drink for Training &

Workshop 22000 25 20 13 09 253010

2 5 14 99 Other Training Expenses 22000 25 20 13 99 253099

2 5 15 00 Licences/Fees 22000 25 20 14 00 253400

2 5 15 01 Motor Vehicle Licences 22000 25 20 14 01 253401

2 5 15 02 Drivers Licenses 22000 25 20 14 02 253402

2 5 15 05 Fitness Certificate Fee 22000 25 20 14 05 253403

2 5 15 99 Other Licences& Fees 22000 25 20 14 99 253499

2 5 16 00 Fees & Remuneration 22000 25 20 17 00 254100

2 5 16 01 Board Members Fees 22000 25 20 17 01 254100

2 5 16 02 Audit Committee Members Fees 22000 25 20 17 02 None

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past lead government and civil society chairs are expected to play an advisory role to the co-chairs. Responsibilities: The SC chairs are responsible for:

Leadership: Safeguard the values and spirit of OGP, including the strategic collaboration and balance between civil society and governments and the vertical accountability of OGP between a government and its citizens. This includes overseeing and ensuring necessary resources for the Support Unit. Outreach: Build CSO and government participation in OGP by leveraging respective global and local networks. This includes leading in the initial set-up of multilateral partnerships and being the entity that enters into contractual relationships on behalf of OGP.

Representation: The lead chair speaks on behalf of OGP as a whole at key fora and with media. In concert with the lead chair, the support chair and the CSO chairs may also represent OGP. The CSO chairs are not to speak on behalf of governments unless explicitly authorized, and the government chairs are not to speak on behalf of civil society unless explicitly authorized. The Support Unit Executive Director, or his/her appointee from the Support Unit, may also speak on behalf of OGP at events or with media. Coordination: The Governance and Leadership Subcommittee, which is made up of the four chairs, is to hold regular consultations in between OGP meetings to coordinate country outreach efforts, plan meetings, and otherwise further the interests of OGP.

Election and Rotation: The chairs are elected by their SC peers. Candidates that receive the most number of votes are elected. Participating governments may nominate themselves or each other to become the next OGP chair by making their nomination known to the current OGP chairs no later than March of the relevant year. The OGP chairs then are to consult, taking into consideration factors including regional diversity, government capacity, and electoral timelines. The chairs are to recommend new chairs for the next two-year cycle no later than May of the relevant year. The SC then is to aim to achieve consensus on the chairs’ rotation recommendation or, if necessary, to vote. Starting in September 2012, SC chairs are to rotate on an annual basis, with each chair serving a two-year term: the first year as a support chair, followed by one year as the lead chair for their respective constituency. SC chairs are to be designated every two years for the subsequent two-year cycle. STEERING COMMITTEE SUBCOMMITTEES The SC has three standing subcommittees to support its work. Subcommittees are charged with carrying out preliminary work to inform decisions taken by the entire SC.