MASTER CLASS: Strategic Planning Session Strategic... · Strategic Focus Area Key Performance...

By 2030 eThekwini will be Africa’s most caring and liveable city

MASTER CLASS: Strategic Planning Session

eThekwini Municipality


Nirmala Govender

eThekwini Municipality

Head: Performance Monitoring and

Evaluation


The Legislative Framework in Context

The Constitution of the Republic of South Africa (Act 108 of 1996);

White Paper on Transforming Public Service Delivery (1997);

White Paper on Local Government, 9 March 1998;

Local Government : Municipal Systems Act 32 of 2000;

The Municipal Finance Management Act 56 of 2003;

Municipal Planning and Performance Monitoring and Evaluation Regulations, 2001; Municipal Performance Regulations for Municipal Managers and Managers directly accountable to Municipal Managers, 2006; and

Local Government : Municipal Structures Act of 1998

Policy Framework for Government Wide Monitoring and Evaluation System


• Objectives of Local Government • Provide democratic and accountable government

• Sustainable provision of services

• Social and economic development

• Safe and healthy environment

• Community participation

Constitution of the Republic of

South Africa, 1996

• Improving Government Performance – Our Approach • Outputs deliver outcomes politically chosen – effectiveness of

government

• Critical self-reflection – changes in behaviour not just processes and systems

Green Paper

• National Department of Performance Monitoring and Evaluation - Presidency - 2010

• Reflect on what we are doing

• Achieving against targets

• Evaluate and learn from successes and mistakes

Public Wide Monitoring and

Evaluation Framework – 2007

PME – Key Mechanism to monitor, evaluate, review and report on the Implementation of the Municipalities objectives outlined in the Integrated Development Plan

LEGISLATIVE OVERVIEW


How the IDP drives the PME process

(i) the key performance indicators and performance targets determined in terms of section 41.

Municipal Systems Act, 2000, Section 26:- states that an integrated development plan must reflect –


The IDP

sets clear development

objectives and targets,

provides direction to

improve performance

sets key performance indicators (KPI’s) and the

criteria for measuring performance – both for the overall IDP, and for specific

projects.

Integrated Development Plan – A practical guide to Municipalities


IDP Strategic Priority Areas

Africa’s Caring and

Liveable City

A Financially Sustainable City

A Safe City

An Accessible City

An Environmentally Sustainable City

A Socially Cohesive City

A City Creating Sustainable Livelihoods


IDP to Scorecard to SDBIP

IDP

• Strategic Goals of the Organisation

• Story Format

• Plain English

• Easy to read and understand

• KPAs, 8 Point Plan, SFA

SCORECARD

• Measurable document

• Strategic Indicators – Outcome based

• Linked to SFA

• SMART

• Monitored, evaluated and managed

SDBIP

• Supports/Gives effect to the Indicators

• Operational programmes and Projects

• Linked to SFA

• Linked to Scorecard Indicator

• SMART

• Monitored, Evaluated and Managed

By 2030 eThekwini will be Africa’s most caring and liveable city 5 National Key Performance Areas and IDP 8 Point Plan

National KPA 8 Point Plan

Municipal Institutional

Development and Transformation

Good Governance and Responsive Local Government

Creating a Platform for Growth, Empowerment and Skills

Development

Basic Service Delivery Develop and Sustain the Spatial, Natural and Built Environment

Creating a Quality Living Environment

Fostering a Socially Equitable Environment

Financially Accountable and Sustainable City

Local Economic Development (LED) Developing a Prosperous, Diverse Economy and Employment

Creation

Embracing Cultural Diversity, Arts and Heritage

Municipal Financial Viability and

Management

Financially Accountable and Sustainable City

Good Governance and Public

participation



Key Performance Indicators Programmes Projects Activities Strategies Policies Themes Sectors Organisation/Departments Key Development initiatives Operational Improvement initiatives Operational Indicators

What must be reported on

By 2030 eThekwini will be Africa’s most caring and liveable city National Treasury (2007)


Why PME is so important

Monitoring, evaluation and reviewing constitutes a process to assess performance of the municipality. Monitoring and evaluation are crucial to:

• Ensure the implementation of plans and projects;

• Measure the development impact of plans/projects; and

• ensure the efficient utilisation of resources.

KPI’s and performance targets will be used as a yard stick to measure performance and to rectify shortcomings.

Monitoring is a continuous activity to measure KPI’s and performance targets. It will provide project information to management.

Monitoring includes the systematic collecting of information to enable management to evaluate whether project implementation is proceeding as it should.


Relevance and Timing of information

Lag indicators - “output” oriented, easy to measure but difficult to improve or influence -follows an event

Lead indicators- input oriented, difficult to measure/ easy to influence- signals future events

Are we measuring what matters (unintended consequences)

Measuring the implementation of the strategy?

(Palladium Group – Kaplan and Norton)


Useful for communicating strategy

Repeatable and Quantifiable

Reliable

Useful for target setting

Frequently available

(Palladium Group – Kaplan and Norton)

Criteria for Strategic Indicator Measures


Plan One: Develop and Sustain our Spatial, Natural and Built Environment

SDBIP Project Matrix

National KPA

Strategic Focus Area

Key Performance Indicator Programme Project

Basic Service Delivery

Develop, manage and regulate the Built and Natural Environment

Develop, update and review Planning tools for managing land use and development

Develop and Implement a sustainable and integrated spatial planning system

Spatial Development Framework Review.

Review of Spatial Development Plans x4 (North, Central, South, West)

Preparation of Local Area Plans - a) Northern Rural Corridor LAP, b) Mpumalanga LAP, c) South Illovo

Number of Building Plans finalised within statuary timeframes (30 days >500m2 & 60 days <500m2)

Manage and regulate the built environment

Meet scorecard stipulated processing time frames for applications

Meet legislated and score card timeframes for building Inspectorate functions

IDP Scorecar

d SDBIP

Key Performance Area 8 Point Plan Strategic Focus Area

Basic Service Delivery Develop and Sustain our Spatial, Natural and built Environment

Develop, manage and regulate the Built and Natural Environment


Plan Five: Creating a Platform for Growth, Empowerment and Skills Development

National KPA Strategic Focus Area

Key Performance Indicator

Programme Project

Municipal Institutional Development and Transformation

Develop the City as a learning City

Number of activities established to promote the city as a centre of learning

Develop the City as a Smart City

Promote a digitally inclusive city

Improve knowledge management in the Municipality

MILE Municipal Technical Support Project

Academic Collaboration Project.

Internal Municipal Knowledge Management Project

Learning Partnerships Facilitation

MILE Capacity Enhancement Project

IDP Scorecard SDBIP


Municipal Institutional Development and Transformation

Creating a Platform for Growth, Empowerment and Skills Development

Develop City as learning City


Plan Seven: Good Governance and Responsive Local Government

National KPA

Strategic Focus Area

Key Performance Indicator

Programme Project

Good Governance and Public Participation

Create an efficient, effective and accountable administration

Unqualified audit in terms of performance information

Monitor and evaluate the performance processes of the Municipality

Monitor and evaluate the legislated performance information of the Organisation and its entities

Monitor and review the Individual Performance Management (IPM) system for Senior Management not on the HR Performance system

Implement the Performance Management System for all staff other than Senior Management

Compilation of Annual Report in compliance with MSA No.32 of 2000 and MFMA No.56 of 2003

Monitor and evaluate identified operational areas of municipal service delivery

IDP Scorecard SDBIP


Good Governance and Public Participation


Create an efficient, effective and accountable administration


IDP

BUDGET OVERALL ETHEKWINI PERFORMANCE

SCORECARD SDBIP ANNUAL REPORT

INDIVIDUAL PERFORMANCE


Challenges experienced at PME

Compliance Bias

Standardisation of processes – little room for anomalies

Data Limitations – availability, completeness or reliability

Timing of reporting

Changes requested by Audit committee

Not strategic enough

User Interface

Reporting Deadlines

Budgets

IT challenges

Not SMART enough


Reporting Tools (Source :Cetera Financial Group)


• Ref:

https://www.google.co.za/search?q=planning+and+execution+in+the+workplace&biw=1366&bih=667&source=lnms&tbm=isch&sa=X&ved=0ahUKEwiE7vDbr6bJAhUHPBQKHdyvCHAQ_AUIBigB#imgrc=2M56URHNYdDTgM%3A

Dilbert


Timely reporting (Source :Cetera Financial Group)


What tools are available for collection of information?

Who is responsible for reporting?

What Information is required to be reported on?

What is the frequency of information and reporting?

Can the information be analysed?

Who is the target audience and what and levels of reporting is required? What is the focus of reports and who will respond to issues?

Benefits – Goals to be achieved through reporting

Key Considerations


Performance Processes at eThekwini

Balanced Scorecard methodology

Culture of high performance

Adding value to decision making

Compliance to legislation

Link from strategy to individual


Addressing challenges Determining Ultimate Outcomes and Immediate Outcomes Reviewing and identifying strategic KPI’s with SMART targets

Definitions and Project Plans

Risk Assessment of all KPI’s with Mitigation identified

Limit to Strategic KPI’s

Review reporting deadlines

Monitor budget and actual


Key Issues Underpinning the Success of PME

Top Management and council to drive the system;

The Municipality’s Integrated Development Plan to be communicated Municipal-wide;

A need for clarity regarding the strategy of the Municipality

Channels of communication needs to be in place;

A clear understanding and appreciation of the value of having a performance measurement system; The development of employees identified through the Performance Monitoring and Evaluation process;

There should be a change management strategy in place;

The framework for achieving goals should also be SMART;

Management need to be aware of employees’ progress;

Review team goals at least once a month; and

Performance Monitoring and Evaluation should be considered as an on going process.


PERFORMANCE OF THE CITY

Management

Councillors

Citizens

eThekwini =

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