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INTRODUCTION

This Corporate Plan is a strategic approach to the implementation of the Board’s Strategic Plan.

The Corporate Plan focuses on implementation strategies and performance indicators to improve the delivery of services of the Board to member countries.

To achieve the goals set out in the Strategic Plan, the delivery of the Board’s services is carried out through its key functions of:

KEY FUNCTIONS

  • Assessment Training and Support
  • Qualifications
  • Accreditation
  • Information and Communications Technology
  • Research
  • Corporate

ASSESSMENT TRAINING AND SUPPORT

STRATEGY

Support sustainable development in areas of educational assessment

OUTCOMES

KEY AREAS

1. Assessment Training 2. Assessment Advice 3. Assessment Support

KEY AREA 1: Assessment Training

Outputs Implementation Strategies Performance Indicator
1. Maintain training services to establish self-reliance and sustainability in educational assessment
  • Training services provided utilizing local assessment personnel
  • Follow up of services to ensure self-reliance and sustainability
  • Guidelines/manuals produced to aid future in-country training
  • Client evaluations of services point out areas of training to be followed up
  • Number of training activities
  • Number of trained personnel and trainers
  • Move from training to assistance needs as indicated in work plan requests
  • Guidelines/manuals/materials produced
  • Client evaluations of services
2. Identify and encourage those services where member countries can take on more responsibility for in-country training.
  • Communication with local education authorities on the roles key assessment personnel can play in consolidating assessment developments in-country
  • Provide guidance and support where requested in the development of country strategies
  • Number of services identified
  • List of key personnel in a position to effect change
  • Strategy or plan in place within countries
3. Identify and apply assessment trends and development which will benefit member countries.
  • Communicate with local education authorities on the extent and type of training services SPBEA will need to provide
  • Provide guidance as to how changes to the provision of assessment training can be accommodated in each country’s long-term goals
  • Number of services identified
  • New assessment concepts introduced

KEY AREA 2: Assessment Advice

Outputs Implementation Strategies Performance Indicator
1. Maintain advisory services in a timely manner to address assessment needs.
  • Maintain contact with local education authorities on the extent of progress made as a result of assessment advice provided
  • Establish the extent to which further assessment advisory services will be required
  • Number of services identified and delivered
  • Nature of advisory services identified and delivered
2. Identify established assessment services so that advice rather than training will become SPBEA's focus in the future
  • Work with local education authorities to train trainers leaving SPBEA to act in a more advisory role
  • Evaluate the extent of progress made as a result of the change in emphasis from training to advice
  • Number of services identified
  • Identification of personnel who are able to take action as a result of the advice

KEY AREA 3: Assessment Assistance

Outputs Implementation Strategies Performance Indicator
1. Maintain assistance services in a timely manner to address assessment needs.
  • Maintain contact with local education authorities on the extent of progress made as a result of assessment assistance provided
  • Establish the extent to which further assessment assistance services will need to be planned for
  • Number of services identified
  • Nature of assistance identified and delivered
2. Identify established assessment services so that assistance rather than training will become SPBEA’s focus in the future.
  • Work closely with local education authorities to train trainers leaving SPBEA to focus more on providing assistance where appropriate
  • Evaluate the extent of progress made as a result of the change in emphasis from training to assistance
  • Number of services identified
  • Identification of personnel who are able to take action as a result of the assistance



QUALIFICATIONS

STRATEGY

Provide quality, internationally recognized qualifications

OUTCOMES

  • Production of the region's Pacific Senior Secondary Certificate (PSSC) and South Pacific Form Seven Certificate (SPFSC) qualifications is high quality and cost effective
  • Qualifications for students are recognized as being reliable, valid, fair and equitable
  • Provision is made for a relevant range of valid assessment methods and a comparable standard of assessment within and across all subjects, schools and countries
  • Recognition of student achievement through the reporting of outcomes is fully implemented in an informative and meaningful way to all stakeholders.
  • Quality management systems to achieve assessment goals and objectives are in place in schools, with assistance being given to school leaders to reach a higher degree of self-management in the operations of the qualifications.
  • Self-funding of the Qualifications Unit achieved within five years.

KEY AREAS

1. Quality Management 2. External Assessment 3. Internal Assessment

Outputs Implementation Strategies Performance Indicator
1. Operations of the Qualifications Unit are coordinated and managed efficiently and effectively.
  • Clear linkages with other Key Functions as indicated in operational flowcharts
  • Regular meetings within the unit to monitor progress/performance
  • Clear and regular communication with all stakeholders including schools and country agents
  • A measure of stakeholder satisfaction
  • Results from school’s evaluation survey
  • Results of regular reporting on set timelines
  • Results of regular reporting on budget variances
2. Quality assurance and control systems for the effective operations of the qualifications are in place.
  • Regular reporting on the meeting of deadlines and progress as indicated in the Operations Manual
  • Clear criteria for all contracted positions
  • Regular review of prescriptions and other documentation for schools
  • All documentation and communications to go through an editing process
  • Results of regular monitoring against set processes and timelines
3. Recognition of student achievement through reporting of outcomes is implemented progressively.
  • Progressively develop examination papers for questions to match prescription outcomes
  • PSSC and SPFSC papers developed with questions related to reportable outcomes
4. Quality of assessment processes and products of schools and country agents are enhanced.
  • All schools to have appropriate documentation and information including Rules and Procedures, prescriptions at the beginning of the year and update circulars during the year
  • Briefing teachers with appropriate assessment requirements
  • Coordinating meetings and school visits to ensure understanding and improvement of the processes required
  • Produce support materials and valid and timely reports
  • Number of schools complying with requirements
  • Number of schools developing a Quality Assurance Manual (QAM)
5. Accreditation procedures for schools are coordinated and standards in schools maintained.
  • Supplying schools with appropriate information to fulfill accreditation requirements
  • Number of schools achieving accreditation



KEY AREA 2: External Assessment

Outputs Implementation Strategies Performance Indicator
1. Operations of the external assessment are coordinated and managed efficiently and effectively.
  • Report regularly against the requirements of the Administration Manual
  • Manuals and guidelines for all contract positions
  • A measure of stakeholder satisfaction through results from evaluation survey
  • Expenditure to be within budgetary requirements
  • Positive results from examiner, supervisor, markers and country agent reports
2. Quality examination papers are produced in a timely manner.
  • Processes and checklists are in place to ensure the appropriate quality and timeliness of the examination papers
  • Number of papers that meet the quality requirements
  • Number of papers meeting the deadlines
  • Having a pool of “expert” as examiners
3. Results of the external assessment are coordinated, administered and recorded on the database in an efficient, accurate and timely manner.
  • Checking processes in place to ensure accurate data entry
  • Processes developed to use electronic mark sheets
  • Percentage of marker errors
  • Number student results changed through reconsideration
  • All external assessment marks entered by due date


KEY AREA 3: Internal Assessment

Outputs Implementation Strategies Performance Indicator
1. Operations of the internal assessment components are coordinated and managed efficiently and effectively.
  • Report regularly against the requirements of the Administration Manual
  • Manuals and guidelines for all contract positions
  • A measure of stakeholder satisfaction through results from evaluation survey
  • Expenditure to be within budgetary requirements
  • Positive results from examiner, supervisor, markers and country agent reports
2. Internal assessment tasks and results are valid, fair, reliable and timely.
  • Processes and checklists are in place for receipt and monitoring of the IA Programmes
  • Processes and checklists are in place to ensure the appropriate quality and timeliness of the CATS
  • Guidelines and programmes for all processes including IA Verification, IA Training, etc to ensure consistency
  • Processes and checklists in place to ensure timeliness and receipt of moderation material
  • Frequent and timely updating of IA material on website.
  • Number of follow up activities after verification visits
  • Number and size of changes needed after task moderation
  • Results of statistical moderation process
  • Number of IA programmes that are reconsidered
3. Results of the internal assessment are coordinated, administered and recorded on the database in an efficient, accurate and timely manner.
  • Processes in place to ensure timely receipt and recording of the receipt of IA marks
  • Checking processes in place to ensure accurate data entry
  • Processes developed to use electronic mark sheets
  • Number of schools submitting IA marks in a timely manner
  • Number of reconsideration applications
  • All internal assessment marks entered by due date

ACCREDITATION

STRATEGY

Provide an accreditation service and qualifications register for the region

OUTCOMES

A quality and dynamic regional qualifications register is operating in the region

KEY AREAS

1. Development

2. Implementation and operation


KEY AREA 1: Development

Outputs Implementation Strategies Performance Indicator
1. A regional qualifications register template is developed
  • Consultation meetings with participating countries held
  • Existing qualification registers/ frameworks considered
  • Draft template developed and circulated for consultation
  • Input from participating countries received
  • Draft regional qualifications register template developed
2. National qualification registers are developed that are in line with regional requirements
  • Reviewing needs of participating countries
  • Consult and assist countries in the development of their own registers
  • Number of country qualification registers developed
3. Accreditation processes are developed that are in line with the regional qualifications register

  • Existing accreditation processes are considered
  • Accreditation procedures developed through draft consultation and final agreement
  • Accreditation processes agreed upon


KEY AREA 2: Implementation and operation

Outputs Implementation Strategies Performance Indicator
1. A quality and dynamic regional qualifications register is operating in the region
  • Continuing annual review of country’s qualifications registers
  • Continuing review and updating of the regional qualifications register
  • A reviewed and up-dated register is in place

INFORMATION AND COMMUNICATIONS TECHNOLOGY

STRATEGY

Provide technical assistance to support information and communication systems

OUTCOMES

  • Efficient computer network systems at SPBEA which are accessible to member countries are established
  • Efficient, reliable and faster processing cycles maintained
  • Cost effective and timely delivery of quality services
  • Self reliance of processing and analysis of qualification and assessment data is established
  • Technical assistance provided is aligned with international best practice and global trends
  • Member countries are aware of SPBEA’s capacity for technical delivery

KEY AREAS

1. Data and Information Management Systems

2. Flow of Assessment Data and Assessment Related Information between Secretariat and Member Countries

3. Administration, Processing and Analysis of Assessment Data

4. Technical, Advisory and Consultancy Assistance and Support


KEY AREA 1: Data and Information Management Systems

Outputs Implementation Strategies Performance Indicator
1. More efficient computer network (server, accessories, etc.) and facilities
  • Make full use of SPBEANet
  • Full inventoryand updated maintenance programme
  • Research for latest technology to optimize performance
  • Well maintained website
  • More powerful internet connection
  • sufficient supporting resources (laptops, camera, projectors etc)


KEY AREA 2: Flow of Assessment Data and Assessment Related Information Between Secretariat and Member Countries


Outputs Implementation Strategies Performance Indicator
1. Create and maintain efficient information network accessible to member countries
  • Work closely with national network administrator and database managers;
  • Ensure efficient of SPBEANet
  • Update and maintain website
  • Set up SPBEANet
  • Technical support available to member countries
  • Utilisation of website for information transmission

KEY AREA 3: Administration, Processing and Analysis of Assessment Data

Outputs Implementation Strategies Performance Indicator
1. Efficient, reliable and faster processing cycle
  • Encourage use of online and electronic transfer of data and information
  • Online support to member countries
  • Updated and well maintained computer programmes at SPBEA and member countries
  • Online collection and dissemination of information (enrolment, mark entry, examination results etc)


KEY AREA 4: Technical, Advisory and Consultancy Assistance and Support

Outputs Implementation Strategies Performance Indicator
1. Self reliance and self sufficiency of member countries in processing and analysis of examination and assessment data

  • Consolidate training of examination staff
  • Monitor performance of softwares at national levels
  • Update manuals
  • Training of personnel to carry out processing and analysis of results
  • Customise ATLAS to suit country-specific needs
2. Provide services to clients and other organizations on issues related to assessment
  • Discussion with clients about their needs
  • Regular newsletter on website
  • More pro-active in publicizing services available
  • Responsive to outside needs
  • Provide information on services SPBEA offers

RESEARCH

STRATEGY

Maintain national and regional databases in order to provide the basis for effective research

OUTCOMES

  • Effective central database established and maintained
  • Research frameworks and guidelines for the formulation of policies, design methodologies and development strategies are developed
  • Research capacity at SPBEA and member countries is established

KEY AREAS

1. Central and National Databases

2. Promote and facilitate research


KEY AREA 1: Central and national databases


Outputs Implementation Strategies Performance Indicator
1. Establishment of a research platform - collection, analysis and storage of data; set up national and regional databases

  • Work closely with member countries in collecting data for the databases
  • Continue with training of staff from member countries on data storage
  • Ensure accessibility and security of data
  • Request approval from member countries to use national data for database
  • Install computer hardware in member countries
  • Appropriate software installed in Assessment Units of member countries
  • Train staff from member countries on use of softwares
  • Add email connection feature to website
  • Network connection with national databases established at SPBEA


KEY AREA 2: Promote and facilitate research

Outputs Implementation Strategies Performance Indicator
1. Set up research framework and guidelines – formulation of research policies, design research methodologies and develop strategies to implement research findings
  • Emphasis on policy formulation in consultation with member countries
  • Approval of member countries for research policies
  • Identify potential areas for research
  • Preparation of potential researchers
  • Consult member countries on research issues
  • Guidelines for research analysis developed
  • Key persons in member countries trained on research procedures
  • Guidelines for identifying performance standards established
  • Guidelines for using research findings established
2. Strengthened research capacity at SPBEA and member countries
  • Training for member countries and SPBEA on research methodologies
  • Work closely with research consultants
  • Regional workshop for researchers and database managers
  • Consultants assist in set up of research platform, framework, database
  • Training workshops on use of data for research
  • SPBEA staff on training attachments to recognized research establishments
  • SPBEA staff initiate and involve in research activities


CORPORATE SERVICES

STRATEGIES

1. Institute quality corporate governance

2. Maintain effective strategic management

OUTCOMES

Strategy 1: Institute quality corporate governance

  • Recognized as a well managed and respected organization delivering quality services
  • Effective risk management procedures in place
  • Culture of transparency and accountability entrenched within the organisation
  • Strategy 2: Maintain effective strategic management
  • Strategic management and reporting is carried out across all key functions in the organization
  • Staff appraisal system providing a basis for effective staff development is in place
  • Timely and effective organizational programmes are delivered, monitored and evaluated
  • Closer relationships with regional and international organisations allowing for, a broader base of funding, and an integrated approach to programme delivery are developed.

KEY AREAS

1. Administration

2. Human Resource Development

3. Physical Resource Management

4. Consultancy and Contracts


KEY AREA 1: Administration

Outputs Implementation Strategies Performance Indicator
1. An efficient and effective administration system supporting the key functions
  • Development of an Administration/Operation Manual
  • Regular reporting on the meeting of deadlines and progress as indicated in the Administration/Operation Manual
  • Clear linkages with other Key Functions as indicated in operational flowcharts
  • Administration/Operation manual developed
  • Results of regular monitoring against set processes and timelines
2. A healthy work environment which stimulates productivity and innovation, and strengthens communication and supports team work
  • Regular communication with staff including weekly key function meetings and monthly staff meeting
  • Clear job descriptions for all positions
  • A supported social committee functioning
  • Number of meetings held and minutes kept
  • Job descriptions for staff available
  • Evaluation of staff feedback
3. Improved and easily accessible and effective filing and data storage system
  • Systems developed and in place to ensure effective manual and electronic filing systems are in place and reviewed
  • New technology reviewed to improve systems
  • An effective filing system is in place
  • An effective electronic data storage system is in place
4. Increased awareness of SPBEA by all stakeholders
  • Actively promote the Board’s services to stakeholders through meetings and all Board communications
  • The development of a marketing strategy for Board services
  • Member countries fully aware of services delivered by SPBEA.
  • Positive endorsement of services at the AGM
  • Increase in number and quality of requests and enquires from member countries and schools
5. A high degree of CROP harmonization
  • Active membership in CROP Working Groups
  • Work cooperatively with other CROP Agencies
  • A member of the CROP Agencies
  • Fully harmonize Terms and Conditions with other CROP Agencies


KEY AREA 2: Human Resource Development

Outputs Implementation Strategies Performance Indicator
1. Effective performance evaluation system for staff in place
  • A staff performance appraisal strategy developed and functioning
  • Personalized performance evaluation forms developed
  • Regular meetings with staff and their appraisers
  • All staff appraised and reported on twice a year
2. Effective strategy in place for addressing staff weaknesses
  • Strategies for identifying staff weaknesses developed including regular reporting back of work done
  • Regular meetings with staff to ensure to ensure effective communication
  • Strategy for training and supporting staff in place
  • Number of staff meetings held and reported on to management
  • Positive feedback from staff
  • Number of staff attending training courses
3. Performance-based management and remuneration systems in place and used
  • Annual remuneration review meetings held
  • Meetings to be held with staff to ensure clear and transparent communications with regards remuneration
  • Review existing appraisal system and recommend changes for improvement
  • Salaries reviewed annually based on performance based appraisals with effective communication with staff
4. Contracting all support staff, as well as all professional staff
  • Staff contracts are developed and reviewed on an annual basis
  • All vacancies to be filled on a timely basis
  • Contracts prepared for all staff
  • All staff signed performance-based contracts


KEY AREA 3: Physical Resource Management

Outputs Implementation Strategies Performance Indicator
1. Accurate and timely financial statements and budgets prepared for the AGM and Issues Meeting
  • Systems developed and in place to ensure monthly financial statements are available at the end of each month
  • Systems developed and in place to ensure Audited accounts are available in time for AGM
  • Monthly financial statements available at end of each month
  • Audited accounts available in time for AGM
  • Annual budgets and forecasts available in time for AGM
2. Accurate and timely financial reports provided for donors
  • Systems developed and in place to ensure project reports are available when required
  • Systems developed and in place to ensure project reports are available in time for AGM
  • Review and recommend changes to the current system
  • Financial reports for projects available to donors on time (every 6 months or as required)
  • Financial reports for all projects available for AGM
  • Improvements recommended and implemented
3. Accurate and timely financial management reports provided for other key functions
  • Systems developed and in place to ensure monthly financial reports are available to key functions in a timely manner
  • Monthly financial reports available for all key functions 2 weeks after end of the month
4. Cash Flow Management and Efficient system of collecting examination fees
  • Systems developed and in place for the collection and reconciliation of exam fees
  • Systems developed and in place to ensure clear communication channels with other key functions and schools
  • Use of cash flow management strategies
  • Fees collected and reconciled in a timely manner
  • A measure of stakeholder satisfaction
  • Cash flow managed effectively
5. Increased rate of return of the Board’s human and financial resource
  • Systems developed and in place for the investment of the Board’s finance
  • Program for replacing old furniture’s and equipments with new
  • Measure of financial return achieved
  • Old assets disposed and replaced
6. Up-to-date records of Board’s assets
  • Asset registers and inventory lists are maintained
  • Up-dated asset registers and inventory lists available in a timely manner


KEY AREA 4: Consultancy and Contracts

Outputs Implementation Strategies Performance Indicator
1. Increase the number of donor funded projects and consultancies
  • Systems developed and in place to increase the number of donor projects and consultancies
  • Measure of the number of donor funded projects and activities
  • Measure of increase in revenue from consultancies
2. Draw a contract for every person contracted by the Secretariat and ensure that terms of contracts are abide with by both parties
  • Contracts are developed for all consultancies ensuring terms of contract are agreed upon
  • All contracts are prepared and signed in a timely manner
3. Strategy for marketing Board’s services to possible clients
  • Systems developed and in place for marketing the Board’s services
  • Measure of increase in requests for SPBEA’s services

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