MASTER CLASS: PERFORMANCE MONITORING AND EVALUATION

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1 ethekwini Municipality MASTER CLASS: PERFORMANCE MONITORING AND EVALUATION

2 Nirmala Govender ethekwini Municipality Head: Performance Monitoring and Evaluation

3 THE OVERVIEW Legislative OVERVIEW Overview Organogram Why is PME so important? What must be reported on Challenges Addressing Challenges Key issues underpinning the Success of PME

4 Constitution of the Republic of South Africa, 1996 White Paper Public Wide Monitoring and Evaluation Framework 2007 LEGISLATIVE OVERVIEW Objectives of Local Government Provide democratic and accountable government Sustainable provision of services Social and economic development Safe and healthy environment Community participation Improving Government Performance Our Approach Outputs deliver outcomes politically chosen effectiveness of government Critical self-reflection changes in behaviour not just processes and systems National Department of Performance Monitoring and Evaluation - Presidency Reflect on what we are doing Achieving against targets Evaluate and learn from successes and mistakes PME Key Mechanism to monitor, evaluate, review and report on the Implementation of the Municipalities objectives outlined in the Integrated Development Plan

5 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 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;

6 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.

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8 Business as usual/business unusual

9 How the IDP drives the PME process Municipal Systems Act, 2000, Section 26:- states that an integrated development plan must reflect (i) the key performance indicators and performance targets determined in terms of section 41.

10 IDP SDBIP IDP to Scorecard to SDBIP Strategic Goals of the Organisation Story Format Plain English Easy to read and understand KPAs, 8 Point Plan, SFA Measurable document Operational Programmes and Projects Aligned to SFAs SMART Monitored, evaluated and managed Individual Performanc e Cascaded from SDBIP Linked to SFA Monitored, Evaluated and Managed

11 What do we Monitor Organisational Performance Back 2 Basics Individual Performance Monitoring Annual Report

12 National Treasury (2007)

13 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 various stakeholders 13

14 Challenge Reporting Deadlines Not strategic enough User Interface Budgets IT challenge s Not SMART enough

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16 Timely reporting (Source :Cetera Financial Group)

17 Performance Processes at ethekwini Balanced Scorecard methodology Culture of high performance Adding value to decision making Compliance to legislation Link from strategy to individual

18 Reporting Tools (Source :Cetera Financial Group)

19 Addressing challenges Determining Ultimate Outcomes and Immediate Outcomes Reviewing and identifying strategic KPI s with SMART targets Risk Assessment of all KPI s with Mitigation identified Limit to Strategic KPI s Review reporting deadlines Alignment of Strategy, budget and Performance

20 Review team goals at least once a month; and Performance Monitoring and Evaluation should be considered as an on going process. Key Issues Underpinning the Success of PME Top Management and council to drive the system; The Municipality s Integrated Development Plan to be communicated Municipalwide; 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;

21 PERFORMANCE OF THE CITY Management ethekwini = Councillors Citizens

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