DPSA Host Malawian Study Tour on PERSAL and related HR matters

On September 6, 2024, senior officials from the Department of Public Service and Administration (DPSA) welcomed their counterparts from Malawi for a study tour focused on the Personal and Salary System (PERSAL). This system is essential for managing the payroll of over 1.2 million public servants in South Africa. Leading the South African delegation was Mr. Dumisani Hlophe, the Acting Deputy Director-General for National Labour Relations and Remuneration Management (NLRRM), while Mr. Diverson Chonde headed the Malawian Civil Service Commission delegation.

During the visit, Mr. Hlophe emphasized the cordial relations between South Africa and Malawi, highlighting their shared interests in political stability and economic integration within the Southern African region. He noted that both countries are aligned in their pursuit of Africa’s renewal, particularly in the context of the African Union’s Agenda 2063.

The study tour was initiated following a formal request from the High Commission of Malawi in Pretoria, facilitated through the Department of International Relations and Cooperation (DIRCO). The Malawian delegation was eager to gain insights into South Africa’s payroll system and related human resource matters, hoping that this exchange of information would enhance Malawi’s plans to develop and implement Human Capital Management systems that emphasize usability and financial sustainability.

Mr. Nyiko Mabunda, the Acting Deputy Director-General for Human Resources Management and Development, provided an overview of the DPSA’s mandate. The core of the program was enriched by a presentation from Ms Amanda Haggett, who detailed the evolution of the government’s HR systems. Her insights covered the architecture and processes involved, concluding with key lessons learned from past experiences.

Among the crucial points discussed were the importance of conducting readiness assessments as part of project planning, ensuring that minimum requirements are established. Ms Haggett stressed that policy and process changes should involve demonstrating the capabilities of the “vanilla” (preconfigured) system to public service employees during the design phase. This approach is vital to avoid merely automating inefficient manual processes instead of achieving meaningful digital transformation.

She also advised limiting customization to avoid escalating costs and project delays, noting that future upgrades could become challenging and expensive if excessive customization is implemented. A dedicated project team, well-versed in public service policies, is essential, alongside experienced resources in software implementation. Orientation for consultants on public service processes is crucial to ensure they understand the operational environment.

Ms Haggett highlighted the significance of a skills transfer plan from consultants to officials, emphasizing that such plans should be closely monitored for effectiveness. She pointed out that effective change management throughout the project is vital for securing buy-in from all stakeholders, necessitating dedicated resources for this purpose.

The structure of the organization also plays a critical role, as systems depend heavily on stable workflows and role-based access. Training was identified as a key focus area, with a need for both system training and functional training to address changes in business processes. This training should incorporate various methods, including classroom sessions, online instructions, manuals, and embedded help functionalities.

Ms Haggett stressed the importance of assessing data requirements during readiness assessments, ensuring that data from legacy systems is standardized before migration. Strong strategies for Master Data Management and Data Migration are essential, alongside a sufficient support period from service providers after the system goes live, allowing officials to operate independently in their new roles.

The study tour not only fostered valuable discussions but also reinforced the collaborative spirit between South Africa and Malawi, paving the way for future cooperation in enhancing public service systems.