3. Ducharme Assist IT solution

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1 DUCHARME GOVERNANCE & OVERSIGHT SUPPORT SOLUTIONS TO IMPLEMENTATION CHALLENGES The efficiency and effectiveness of various management functions within the public sector are directly linked to the efficiency and effectiveness of their governance and oversight functions. These functions include, but are not limited to, the management of risk, performance, supply chain, revenue, expenditure, debt and assets. We can assist PFMA and MFMA entities with their governance and oversight implementation challenges through our tailored support, which includes: i. Review and assessment of Governance functions ii. Implementation support iii. Ducharme Assist IT solution iv. On-site mentoring, coaching and training support 1. Review and assessment of Governance functions. We can assist in determining the current status of the various Governance functions, together with the level of maturity thereof within the entity. This involves a detailed review of a specific management function (such as risk; performance; supply chain management, etc.) and assessment thereof against relevant legislation, frameworks, best practice and National Treasury guidelines. A detailed assessment and improvement report will be issued as to how the weaknesses found in the management function can be addressed and improved through the implementation of detailed action plans. The weaknesses together with the strategic plans for the improvements thereof will be facilitated with relevant role-players within the entity. 2. Implementation support In support of having effective and efficient systems in place for the management of these functions, we can also assist entities with hands-on support in correcting the processes and procedures within these management functions. This may include, for example, the review and updating of the applicable management policies and procedures pertaining to the specific management function. This may also include the provision of highly skilled consultants to assist with the implementation of improvements to address current shortcomings. 3. Ducharme Assist IT solution Our implementation support also provides for various IT solutions as to the improvement of the management and the execution of these processes. One of our key governance IT solutions is Ducharme Assist, which is a secure encrypted web-based management platform to provide a centralised tool for integrated management information. This assists entities in planning, implementation and management of operations and processes. The various Ducharme Assist modules can be categorised as follows: Activity-based modules Manage the status of actual process activities against the pre-defined process activity targets as defined in the setup of the module. All activities on the database are time stamped, allowing for accurate reporting. Modules include Performance, Risk, SDBIP, Audit Query, Compliance, Contract, Communication, and Management, Resolution. Document management modules Manage various types of electronic documents that have been uploaded onto the database. Modules include Accounts, Minutes, Policies and procedures, Statutory documents, Templates, Contracts, Payroll, and Labour relation management.

2 DUCHARME GOVERNANCE AND OVERSIGHT SUPPORT Key features of Ducharme Assist include: Day to day operational management tools: dashboards, automated notifications and reminders, target dates & deadlines, etc. Responsibility management tools: defined user access to specific functionalities, e.g. setup, administration, new queries, managing, editing, updating, approving and reporting. Centralised information: avoiding duplication of tasks, procedures, and data; easy import / export of data (CSV-files), attachment & storage of supporting documents / proof of evidence, etc. Audit tools, logs and reports: automated activity / audit logs, automated exception reporting, detailed customisable reports. Ability to link various entity- and individualbased objectives across the various processes, e.g. performance management information linking (entity-based objectives such as IDP objectives, to SDBIP s KPAs and KPIS for Monitoring & Evaluation purposes linked to individual performance management level base objectives of the employees to the various registers) or linking of other tasks and actions (e.g. audit and or other queries, compliance requirements, contracts, SLA, resolutions, risks, etc.). Runs on top of current IT system with no additional IT infrastructure requirements, with easy accessibility from any internet connection (remote / mobile access). 4. On-site mentoring & coaching / training support To entrench the knowledge and skills required following the management function implementation support, we can also assist with mentoring and coaching to sustain the specific management function as well as to provide insight as how to deal with the issues which may influence the efficiency and effectiveness thereof. Detailed training as to the application of the management functions principles and practices can also be facilitated. This can be presented as part of an in-house workshop for a specific entity or group of entities (e.g. district municipality with its underlying local municipalities). These workshops include: Supply Chain Management Performance Management Risk Management Functions of Bid Committee Municipal Planning & Budgeting Functions of MPAC Functions of Audit Committees; etc. Save the date: Ducharme Governance workshops Please find below content and dates for the Ducharme workshops on Risk Management, Performance Management, Supply Chain Management and Bid Committees. The cost per person attending a 3 day workshop amounts to R5, (VAT exclusive), which includes refreshments and the training material. A group discount of 10% will also be applicable for group bookings of 10 or more persons. The registration forms for these Ducharme workshops on Risk Management, Performance Management and Supply Chain Management are also included herewith. For more information For more information or details as to our governance solutions please visit our website, give us a call or send us an . For more information or registration details as to our training and development solutions, please contact Daniel Erasmus. For technical details on our practical governance support, or for further information and / or a demonstration of Ducharme Assist as an IT solution to your governance requirements, please contact Riaan Visser. Daniel Erasmus Training derasmus@ducharmeconsulting.co.za Riaan Visser Technical rvisser@ducharmeconsulting.co.za U C H A R M E C O N S U L T I N G.CO.ZA

3 DUCHARME GOVERNANCE AND OVERSIGHT SUPPORT SUPPLY CHAIN MANAGEMENT (3 day) Durban July 2014 East London July 2014 Bloemfontein July 2014 Pretoria 4 6 August 2014 An overview of the South African public supply chain management model The legal requirements for public SCM Public SCM principles and practices: o Demand management o Acquisition management o Appointment of consultants o Logistics management o Disposal management o Supply chain performance o SCM risk management BID COMMITTEES (3 day) Cape Town July 2014 Pretoria August 2014 Durban September 2014 Bloemfontein October 2014 East London November 2014 The functioning of the bid committees Ethical conduct in the bid committee process Roles and responsibilities of bid specifications, bid evaluation and bid adjudication committees (including drafting of specifications and a terms of reference (ToR)) The role-players and stakeholders in SCM The regulatory framework & elements of SCM RISK MANAGEMENT (3 day) East London August 2014 Pretoria August 2014 Bloemfontein August 2014 Cape Town 8-10 September 2014 Statutory and regulatory framework, components, roleplayers, responsibilities and structures responsible for risk management The risk management policy, fraud prevention policy and plan, and related policies Risk management and internal control versus performance management Implementing and maintaining a risk management function and system: o Risk identification o risk assessment o risk response o risk control o risk financing o risk management performance o reporting on risk management Monitoring and evaluation of risk management Auditing of risk management practices The IDP as how it addresses strategic risks determined during the SWOT-analysis that can impact on the achievement of the strategic objectives of the municipality; and the SDBIP as to how it addresses the operational and projectrelated risks and the management thereof An IT-solution for risk management PERFORMANCE MANAGEMENT (3 day) Durban 1-3 September 2014 East London 8-10 September 2014 Bloemfontein September 2014 Pretoria 29 Sept 1 Oct Statutory and regulatory framework, components, roleplayers, responsibilities and structures responsible for performance management Reporting lines for performance management and job descriptions for top/senior managers Performance management versus risk management and internal control Performance budgeting Performance agreements / contracting In-year and annual performance reporting Continuous & operational performance measurement, appraisal and corrective actions of individual and institutional performance as part of performance management monitoring and evaluation Internal performance auditing (performance measurements and achievements) and auditing of predetermined objectives by the external auditors, in contribution to a unqualified audit outcome The IDP, which includes performance measures in terms of the strategic objectives of the municipality, and the SDBIP, with detailed performance measures related to projects and operational activities An IT-solution for performance management U C H A R M E C O N S U L T I N G.CO.ZA

4 Course & Venue Registration form Please note that a registration form needs to be completed in respect of each applicant. Please mark applicable workshop and city of attendance (venues to be confirmed): Supply Chain Management Bid Committee Risk Management Performance Management Durban July 2014 East London July 2014 Bloemfontein July 2014 Pretoria 4 6 August 2014 Cape Town July 2014 Pretoria August 2014 Durban September 2014 Bloemfontein October 2014 East London November 2014 East London August 2014 Pretoria August 2014 Bloemfontein August 2014 Cape Town 8-10 September 2014 Durban 1-3 September 2014 East London 8-10 September 2014 Bloemfontein September 2014 Pretoria 29 Sept 1 Oct DETAILS: The cost per person amounts to R5, (VAT exclusive), which includes the training material and refreshments. A Ducharme Training Institute certificate of attendance will be issued after completion of the workshop. This workshop constitutes 18 hours for CDP purposes. A group discount of 10% will apply for bookings of 10 or more. REGISTRATION PROCESS: To register for the selected course above, please complete this form and send it to Alriette Swart via: aswart@ducharmeconsulting.co.za Tel: / Fax: Attendee details Title Full name Surname Tel (h) Cell ID Nr Fax (h) Employer / Organisation Department Tel (w) Job Title Fax (w) Dietary Requirements: (Please specify so that the necessary arrangements can be made) Payee details (Information of person/organisation to be invoiced) Person or Organisation (latter if paid by employer) Contact person Tel (w) Fax (w) Department Job Title Order nr Cell Postal Address (to which invoice must be sent) PostCode VAT number of organisation

5 Terms & Conditions Registration: Registration is confirmed upon receipt of the completed application form. By submitting an application form, you agree to abide by these terms and conditions. As there is only limited space available, we would recommend to place please book as soon as possible to reserve a place. The closing date for applications and registration is ten (10) days prior to commencement of the applicable course. We reserve the right to deny an application submitted for registration. A copy of the purchase order needs to be submitted as part of the registration, with the applicable order number to be indicated on the registration form. Payment: A paid invoice or approved order needs to be submitted prior to attending a course. Failure to submit this may result in access to the training to be denied. Where an order has been submitted, all outstanding fees should be settled within 30 days of the start of the course, after which interest may be charged on such outstanding amounts. Full settlement of fees is required as part of course completion and no certificates (where applicable) will be issued where such amounts are outstanding. Cancellation: Should you be unable to attend, we will accept your written cancellation by no later than seven (7) working days prior to the start of the course. In such case, the applicable invoice will be credited and no recovery of such fees will be instituted. Where fees have already been paid and a written cancellation within the aforementioned time frame has been received, we will refund all fees paid. Where no written cancellation was received within seven (7) days prior to the start of the course, we regret that we are unable to refund any fees. This clause will also apply where we have received your application form, and are awaiting your payment. In such case, we reserve the right to recover the outstanding amount for the attendance. Confirmation: Within five (5) days prior to the proposed commencement of the course, we will confirm your registration and as well as continuance of the presentation of the course, contingent upon receiving the minimum amount of registrations to run the course. We reserve the right to postpone or cancel the event or change the venue. Course fees will be reimbursed in the event of a course being cancelled or postponed. Substitution: We would be happy to welcome a colleague who would substitute your attendance, which should please be confirmed in writing. Payment method By Bank Transfer: Account name: Ducharme Consulting Bank: Standard Bank Account nr: Branch Code: Account type: Cheque Branch: Helderberg Please your receipt of payment to aswart@ducharmeconsulting.co.za or fax it to with your name and invoice number as reference.