PRESENTATION TO THE SELECT COMMITTEE ON LOCAL GOVERNMENT AND ADMINISTRATION

PROGRAMME 1BRANCH: ADMINISTRATION

Mr Tozi FabaDeputy Director-General

7 May 2007

STRUCTURE OF THE PRESENTATION

1. Purpose of Programme

2. Strategic Objectives

3. Sub-programmes and Purpose

4. Achievements against 2006/07 Outputs

5. Structure and Staffing

6. Representivity Profile

7. Strategic Priorities for 07/08 financial year

8. Planned Outputs for 2007/08

9. Budget

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1. PURPOSE

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• The purpose of the Programme is to conduct overall management of the Department, formulate internal policies, and provide for the leadership functions of the Senior Management Service within the Ministry and the Department.

2. STRATEGIC OBJECTIVE

• To strengthen dplg’s organisation capability and performance to deliver on its mandate.

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3. SUB-PROGRAMMES AND PURPOSE

• Human Resource Management and Development

• To render Organisational Development, Human Resource Management and Development services and increased Quality of Worklife within dplg.

• Information Technology and Management

• To oversee the development of IT Policy and implementation of Information Communication Technology services.

• Marketing and Communication

• To co-ordinate the development and implementation of a Marketing and Communication Strategy and render corporate brand management and internal communication services.

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4. ACHIEVEMENTS AGAINST 2006/07 OUTPUTS

• Internship Programme implementation according to the Branch needs.

• PMDS implemented at all levels within the Department.

• Virtual private Network implemented to enhance communication and access to dplg information and better capacity to communicate with stakeholders based on ‘quick access’ to information.

• Established ICT Local Government in eight provinces to support service delivery (Joint venture between the dplg, SALGA and DPSA).

• Developed draft guidelines regarding local communication e.g. covers communication policy, how communication structures should look at local level, described linkages to IGR.

• More than 50% of district communication have been established which provide support to IGR.

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4. ACHIEVEMENTS AGAINST 2006/07 OUTPUTS (Cont.)

• Working towards Cabinet process of endorsement for application throughout the local sphere linking up with the provincial and national sphere approval.

• 2005/06 Annual Report finalised and presented on time.

• Communication Strategy approved, rolled-out to key Stakeholders and Project Consolidate Municipalities.

• Continous monitoring of Risk Management through the Quarterly Review Meetings.

• HRD Strategy developed and approved.

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5. STRUCTURE AND STAFFINGPost Level Female Male Total

African Coloured Asian White African Coloured Asian White

1 – 2 7 0 0 0 7 0 0 0 14 (4.4%)

3 – 5 47 0 1 2 27 3 0 0 80 (25.2%)

6 – 8 43 2 0 17 15 3 0 2 82 (259%)

9 – 12 59 4 1 13 53 3 1 7 141 (44.5%)

Total: Post levels 1-12

156

(49.2%)

6

(1.9%)

2

(0.6%)

32

(10.1%)

102

(32.1%)

9

(2.9%)

1

(0.3%)

9

(2.9%)

317

(100%)

SMS Band A 18 2 0 4 24 3 3 8 62 (64.6%)

SMS Band B 7 1 0 0 12 2 3 3 28 (29.2%)

SMS Band C 1 0 0 0 1 1 0 1 4

(4.1%)

SMS Band D 1 0 0 0 1 0 0 0 2

(2.1%)

Total: SMS 27

(28.1%)

3

(3.1%)

0

(0%)

4

(4.1%)

38

(39.6%)

6

6.3(%)

6

(6.3%)

12

(12.5%)

96 (100%)

Total: All posts 183

(44.3%)

9

(2.1%)

2

(0.5%)

36

(8.8%)

140

(33.9%)

15

(3.6%)

7

(1.7%)

21

(5.1%)

413 (100%)

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STRUCTURE AND STAFFING (Cont.)

Post Category

1 April 2006 31 March 2007

Number of approved posts

Number of filled posts

Number of vacancies

Number of approved posts

Number of filled posts

Number of vacancies

SMS 120 90 30 129 96 33

Middle Management

93 78 15 91 80 11

Lower Posts 259 231 28 280 237 43

TOTAL 472 399 73 500 413 87

Analysis:

(1) Change since 1 April 2006:o 28 Additional posts have been created, of which 9 are at SMS level.o Number of filled posts have increased by 14 posts.

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6. Representivity profile on SMS level compared with Public Service targets,

as at 31 March 2007CATEGORY PUBLIC SERVICE

AND dplg TARGETSPOSITION AS AT

31.3.2007GAP

31.3.2007

Black People (African, Coloured and Asian)

at SMS level

75% 83% +8%

Women at Management level

50% 35.% -15%

People with Disabilities

2% 0.5% -1.5%

Analysis:

• The dplg has exceeded the 75% Public Service target of black people at management level.• The dplg has not met the Public Service target of 50% for women at management level. Currently

the gap is -15%. The Employment Equity Plan and strategy has been revised to enable the dplg to meet the new target of 50%.

• The profile for People with Disability is 0.5%. The Employment Equity plan and strategy have been revised to also address this gap of -1.5%.

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7. STRATEGIC PRIORITIES FOR THE 2007/08 FINANCIAL YEAR

• Improve customer services and enhance service delivery.

• e.g. service standards, needs assessment with clients

• Enhance effective implementation and monitoring of internal administrative policies.

• Apply systems, standards and specifications that enhance the quality of services delivered by dplg’s service providers.

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STRATEGIC PRIORITIES FOR THE 2007/08 FINANCIAL YEAR (Cont.)

• Develop a comprehensive HRM&D strategy• Recruitment strategy

• Career development

• Succession planning

• Retention strategy

• Mentoring and coaching

• To align HR planning to the strategy and needs of the organisation• 3 year HR plan

• Employment equity plan

• Skills development plan (dplg wide)

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STRATEGIC PRIORITIES FOR THE 2007/08 FINANCIAL YEAR (Cont.)

• Implement an HR Information Management System to support planning and management (integrated systems).

• Implement organizational development interventions that align the structure and build employee performance and motivation.

• Develop and align human resources policies.

• Enhance customer service and service delivery.

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STRATEGIC PRIORITIES FOR THE 2007/08 FINANCIAL YEAR (Cont.)

• Development of a Monitoring and Evaluation System to track communications impact.

• To profile dplg in respect of key national initiatives.

• Development of an ICT Governance Framework for dplg.

• Enhance customer service and service delivery by developing of a Service Management Framework.

• Development of a service orientated and integrated architecture framework of dplg.

• Development of a Knowledge and Information System for dplg.

• Facilitate and strengthen ICT Local Government Forums and participate at external ICT fora.

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8. PLANNED OUTPUTS FOR 2007/08

OUTPUT TARGET

1. Enhance customer service and service delivery in respect of corporate services

• Service standards developed and adopted• Customer satisfaction surveys for corporate services clients• Report in service delivery improvement initiatives and client needs analysis

2. Develop and implement an integrated and comprehensive HRM and D strategy to enhance the effectiveness and efficiency of the dplg.

• Strategy developed and adopted• Five year HR plan developed and adopted• Realigned policies and procedures for:

– Recruitment and selection– Career management and succession planning

• Report and adoption of re-aligned organisational structure

• Interventions to address staff motivation implemented and reported on• Review and enhancement of the implementation of the PMDS

• Batho Pele training and campaign rolled out and reported on

• HRIS blueprint

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PLANNED OUTPUTS FOR 2007/08 …

OUTPUT TARGET

3. Development of an ICT governance and an integrated, interactive and automated environment with convergence of people, information, processes and systems for the dplg.

• Governance framework developed and adopted • Policies approved and implemented• ISO2000 Cobit implemented• LGRC training strategy implemented• Enterprise Knowledge Repository acquired and implemented• Knowledge and Information management strategy developed and implemented• EDMS implemented throughout the dplg

4. Development of a standardised communication policy, protocol and M&E system for the dplg to ensure streamlining and coordination across the dplg.

• Corporate communication policies and strategy approved and implemented• Communication framework for 5 year strategic agenda developed• Perception survey and other analysis reports conducted• Profile of the dplg enhanced

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Corporate Services  2006/07 2007/08 2008/09 2009/10

 

Adjustedappropriation

Medium-term estimates

  MTEF Baseline

     

Minister 938 938 985 1,034

Deputy Minister 728 728 764 802

Ministry 10,921 11,389 11,948 12,389

Management 7,554 8,571 8,992 9,324

Administration 16,987 16,948 17,790 18,446

Human Resource Man & Dev 11,376 14,244 14,944 15,495

Inform Technology & Man 9,339 10,498 11,014 11,420

Internal Communication 5,218 6,515 6,835 7,087

Marketing & Communication 4,498 5,949 6,241 6,471

Property Management 19,886 21,492 22,547 23,379

Government Motor Transport 774 815 855 887

Acc. & Supply Chain Management 13,477 15,444 16,202 16,800

Total of subprogrammes 101,696 113,531 119,116 123,534

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9. BUDGET

9.1 Budget Analysis for 2006/07

The increase of 19.6% in Administration is due to:

Management - Increase in the management structure of the office of the Director General and the full funding of the DDG posts

for Monitoring and Evaluation and the Chief Financial Officer.

Corporate Services - The increase in the total establishment necessitated an increase in the provision for telecommunication, copier

services, cleaning, and security.

Property Management - This function has been transferred to all national departments from the Department of Public Works and the

provisions reflected were transferred with the function.

The increase in the outer years of the MTEF is 3.4% and 5.3% respectively.

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Thank you!