PLANNING & M & E SYSTEM FOR E C PROVINCE

14 May 2007

Presentation Overview

Our Measurable Objectives M & E: HIPP issues History of electronic system Aim of electronic system Overview of system Demonstration of system capabilities

& reports

Measurable Objectives

• Ensure the full alignment of the provincial M & E system with the Government wide M & E system prescripts by 2009

• Ensure the full compliance by the E Cape public sector to the requirements of the provincial monitoring plan and tools by 2009

• Increase M & E Capability in the Public Sector every year

• Annually improve the quality, frequency and flow of M & E information in departments, Public Entities and local government to inform executive and senior management decision-making.

• Ensure the full utilisation of evaluation information to support improvements in prioritised programmes, policies and practices by 2014

• Identify, co-ordinate and ensure the resolution of various prioritised service delivery challenges more speedily every year

Planning & M & E: High Impact Priority

Project(HIPP)

Roll-out of Planning & M & E Tool (system, toolkits, guides) in depts, local govt and PEs

1) Develop, distribute and implement various Planning & M & E Tools (system, toolkits, guides) within departments, Public Entities and local government

2) Improve Planning & M & E skills and systems in departments, Public Entities and local govt

3) Improve the quality, frequency and flow of Planning & M & E information in departments, Public Entities and local government to inform executive and senior management decision-making

History of system

Provincial Exco approval for web-based electronic system in August 2005 – System developed and fine-tuned & & data imported from 06/07 plans, successfully piloted with depts in Nov – Dec 2006

Training to be provided on system from May – July 2007 onwards

System already successfully demonstrated to Premier, Prov Exco, Top Management, each HOD, OTP Portfolio Comm, senior managers, to ensure electronic compliance from 1/7/07 onwards

Further roll-out to public entities and local govt later in 2007/08

Main Aims of System

System merely digitises M & E requirements in public service prescripts

Is an open source, web based, scalable system developed internally

Standardises reporting once per quarter using standard format

Ensures that internal reporting within depts is improved because HOD must sign off reports after quarter has been completed

Makes info available to everyone and/or some via internet

Makes strat planning and M & E easier Forces managers to think more logically about planning

& M & E System gives various performance perspectives

including PGDP, POA, cluster, dept, HOD Performance Agreement, Supply Chain Management, Compliance, AG Issues, etc

Overview of Non-Financial Reporting in E Cape

OTP 07/08 APP

OTP 07/08Business/

Operational Plans

OTP 07/08Expenditure

Plans

OTP 07/08Procurement

Plans

OTP 07/08 PMDS: Performance Agreements & Workplans with HOD, SMS

& other staff

Monthly, Quarterly, Half Year and Year Reports (including Challenges and Responses to Challenges) done thro’ Powerpoint, Excel Spreadsheet and Word Narrative Reports & then put into StratMaster electronic system with SMS notifications when due & also when not received

OTP PMDS: Quarterly and Annual Assessments done and yearly assessments moderated

The system is to be main portal for planning, M & E, organisational performance & knowledge management for improved organisational decision-making. The system digitises the M & E & planning requirements from the relevant public service prescripts and guidelines. The system is web-based and is a scalable Open Source solution. The system gives independent and interdependent quarterly, half yearly and yearly scoring of provincial programmes (X/Q), PGDP (X/Q), Programme of Action (Q), Cluster priorities and High Impact Priority Projects (X/Q), departmental APP performance (mainly Q), HOD Performance Agreement (Q), Balasela Service Excellence (X/Q), Supply Chain Management (Q), HR/ Equity (Q), Budget/ Finance (Q), Local Govt (Q), Service Delivery District view (Q), Public Entities perspectives (X/Q), Legislature Findings and Recommendations (Q) and AG Opinions (Q). (X = Outcome based/Q = output based), The scoring can be done by the HOD, MEC, Premier, Portfolio Committee, outside stakeholders and through an independent evaluation. Evidence for the scoring and other key documents can also be saved and accessed on the system.

STRATEGIC GOALSReflects what you as a

department do(broad based statement)

STRATEGIC OBJECTIVE/S PER STRATEGIC GOAL

Statement\s that clearly describes what you will do to achieve your goal

(more defined statement)

MEASURABLE OBJECTIVE/S PER STRATEGIC OBJECTIVE

Will describe how the objective/s will be achieved

INDICATOR/S PER MEASURABLE

OBJECTIVE Will specify exactly how you will knowif the measurable objective has been

achieved

E C M & E SYSTEM REQUIREMENTS

At the end result of exercise =

1) is there evidence of prioritisation (what stays in and what does not get

done)?

2) is there a golden thread in logic of what & how key

issues get solved/ achieved over time, which are reflected in outcomes/

impact?

& 3) Do key stakeholders agree on above?

E C M & E SYSTEM REQUIREMENTS …. cont

Strategic Goal

Strategic Objective 2Strategic Objective 1 Strategic Objective 3

Measurable Obj 2Measurable Obj 1

Indicator 1 Indicator 2 Indicator 3

Target 1 Target 2 Target 3

Baseline 2Baseline 1 Baseline 3

PICTURE THAT WE ARE LOOKING FOR

EducationStrategic Goals Indicators Baselines Targets 2006

1. Nation’s children have improved access to pre-school programs

1.

% of eligible urban children enrolled in pre-school education

1. 75% urban children ages 3-5 in 1999

1. 85%

2.

% of eligible rural children enrolled in pre-school education

2. 40% rural children ages 3-5 in 2000

2. 60%

2. Primary school learning outcomes for children are improved

1.

% of Grade 6 students scoring 70% or better on standardized maths and science tests

1. 75% in 2002 scored 70% or better in maths

61% in 2002 scored 70% or better in science

1. 80%

67%

Requirements … cont

• Depts must have golden thread in their APPs• Departmental APPs must adhere to

requirements on what is appropriate Vision, Mission, Strategic Goals, Strategic Objectives, Measurable Objectives, quarterly and yearly indicators and Targets

• = Depts ensure that Plan is ‘credible’: adhere to credible plan checklist

• Planning & Reporting calendar developed for depts

Thank You!

“We shall not Abandon the Poor” - Serving with Humility, Honesty and Integrity