date of presentation: 23 april 2013 the presidency department of performance monitoring and...

Date of presentation: 23 April 2013

The Presidency The Presidency Department of Performance Monitoring and EvaluationDepartment of Performance Monitoring and Evaluation

Briefing to the Standing Committee on Appropriations on the Strategic Plan and Annual Performance Plan for the 2013/14 financial year

The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Background Background During 2010/2011, PME unit was part of the Presidency vote focusing on

government-wide M&E frameworks and putting in place performance and delivery agreements related to the 12 priority outcomes

2011/2012 was first year for DPME to have own budget, its focus widened to include monitoring of the implementation of the delivery agreements and the following additional initiatives:

Management Performance Assessments of national and provincial departments

National Evaluation Policy Framework, national and provincial evaluation plans, and evaluations

Front-line Service Delivery Monitoring Programme

The Presidential Hotline (transferred to DPME from The Presidency)

Citizen-based Monitoring

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Background continued..Background continued.. In April 2012, we submitted a revised Strategic Plan, which took into account

the following: Additional mandate of managing the Presidential Hotline Place more emphasis and focus on evaluations (Cabinet approved a National

Evaluation Policy Framework on 23 November 2011) Effect improvements to the plan based on comments from Internal Auditors

and the Auditor General on our previous plan (including refinements of our outputs, indicators and targets)

Reflect further clarification of our mandates

Guided by the revised Strategic Plan we developed the 2013/14 APP

There have been no further substantial changes to our mandates since April 2012, so we have not submitted a revised strategic plan in 2013

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Overview of DPMEOverview of DPME

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• Focus on outcomes and impacts of government work in priority areas• Plans for the 12 priority outcomes (delivery agreements)• Monitoring progress against the plans• Evaluating to inform improvements to programmes, policies, plans

• Focus on monitoring of experience of citizens when obtaining services• Presidential hotline• Unannounced visits , request improvement plans• Citizen-based monitoring

• Focus on quality of management practices in individual departments • Moderated self assessment • Drive a process of continuous improvement of management practices• Lead to improved government performance and service delivery

M&E of national priorities

Management performance M&E

M&E of front-line service delivery

Custodianship for M&E across government

• Develop capacity of national and provincial departments and municipalities to carry out M&E themselves

• Develop a management culture of continuous improvement based on M&E

• Address problems with data quality and information management• National Evaluation System


1. Programme 1: Administration Provide strategic leadership and management as well as administrative

support (Departmental Management, HR, Financial Management and IT services)

2. Programme 2: Outcomes monitoring and evaluation (OME) Co-ordination and management of the outcomes orientated performance

monitoring and evaluation system3. Programme 3: M&E Systems Coordination and Support

Creation of policy platform for the GWM&E system, ME capacity building, provision of data support to the department and clients

4. Programme 4: Public Sector Oversight (PSO) Performance monitoring of individual institutions , FSD, Management of the

Hotline and CBM

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Main programmes Main programmes

The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation 6

Programme Priorities 2013/14


Key priorities 2013/14: Programme 1Key priorities 2013/14: Programme 1

Output Target Intended outcome

Service delivery improvement programme (SDIP)

Integrate areas of weaknesses identified through MPAT and audit findings in the SDIP and monitor on quarterly basis

Clean audit report and improved service delivery

Government-wide M&E IT guideline and support

Develop guidelines and conduct capacity building on M&E IT support

Good quality M&E IT systems

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Key priorities 2013/14: Programme 2Key priorities 2013/14: Programme 2Output Target Intended outcome

Monitoring of the implementation of the delivery agreements for the 12 outcomes

Monitor the implementation of outcomes and produce quarterly reports and briefing notes for Cabinet

12 outcomes achieved

Evaluations of major programmes

Evaluate all major programmes identified in the evaluation plan

Better programmes which achieve better impacts

Review of government performance

Produce 20 year review 20 year review provides nation with balanced assessment of progress since 1994

MTSF Translation of NDP into the 2014-2019 MTSF and delivery agreements

MTSF completed by April 2014, providing the first five-year building block of the NDP

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Key priorities 2013/14: Programme 2 continued…..Key priorities 2013/14: Programme 2 continued…..Output Target Intended outcome

Local government performance monitoring tool and reports of pilot on 10 municipalities

Municipal Assessment Tool tested, refined and memo on municipal assessment tool submitted to Cabinet by end of October 2013

Improved delivery of service to the citizens at local level

10 assessments (inclusive of pilots) of municipalities completed and reports produced and submitted to the municipalities by the end of March 2014

Improved data quality for outcomes reporting

Convene data forum meetings with sector departments to improve data quality on a quarterly basis

Enhanced credibility and reliability of data used to compile quarterly progress reports

Capacity building for evaluations

300 government staff completing at least one course

Capable staff to do evaluations

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Key priorities 2013/14: Programme 3Key priorities 2013/14: Programme 3Output Target Intended outcome

Whole of government M&E capacity building

Conduct a survey of various elements of M&E systems in national and provincial departments and develop 2 new or revised guidelines

Improved M&E capacity and systems in national and provincial government departments

M&E forums meetings held on a quarterly basis to coordinate key stakeholders

Improved coordination of M&E practice

Development Indicators

Develop and publish Development Indictors by March 2014

Inform the public about trends in key areas of development

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Key priorities 2013/14: Programme 4Key priorities 2013/14: Programme 4Output Target Intended

outcome

Management performance Assessment

Conduct annual MPAT assessments and have at least 60% of national departments and 80% of provincial departments MPAT scores signed off by their HoDs by the end of the third quarter

Improved management practice

FSDM 120 new sites monitored with site monitoring reports captured on the web-based portal for the programme, by 31 March 2014

Improved services to citizens

10 case studies produced and published on FSDM practices, by 31 March 2014

FSDM annual findings report submitted to Cabinet by end of the financial year

50% of service delivery sites which have been visited at least twice have an improvement in scores for a least two of the eight assessment areas by end of March 2014

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Key priorities 2013/14: Programme 4 cont.…Key priorities 2013/14: Programme 4 cont.…Output Target Intended outcome

Citizen based monitoring

Citizen based monitoring piloted in 3 departments with six-monthly progress reports on the implementation signed off by the programme manager

Government account to the citizens on the quality of services provided them

Presidential Hotline performance improvement programme

Develop and implement Improvement plan implemented as per timeframes

Improved rate of resolution of citizens

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation 13

Resources overview


MTEF Budget AllocationMTEF Budget Allocation

The Department requested an increased budget, particularly to increase its capacity to monitor municipalities

However, in the context of a rising budget deficit and the on-going global economic problems, Cabinet decided in 2012 that, with a few exceptions, departments’ baseline MTEF budgets would have to decrease by 1%, 2% and 3% respectively over the MTEF

In addition, Cabinet decided that there must be limits on increases in personnel budgets – this means that the department’s personnel budget has been capped over the MTEF and the department may not allocate more money to personnel beyond the MTEF baseline amounts for personnel


CompensationCompensation

At the end of the 2012/13 financial year the department had 197 funded posts of which 173 were filled (vacancy rate was 12% (24 posts) at the end of 2012/13). Reasons include: Normal staff turnover of 8% (14 people left the department) Time taken to complete compulsory pre-employment screening (2 to 3

months delay) Delay in DPSA directive on implementing PSCBC resolution 1 of 2012

related to salary levels 9/10 and 11/12 Posts created to capacitate HoD assessment unit not filled (3 posts) –

awaiting approval of policy by Minister for Public Service and Administration

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Compensation continued ….Compensation continued ….

All but 2 of the 208 funded posts for 2013/14 have been advertised and are in various stages of being filled (the other 2 are funded from December 2013 and will be advertised in July 2013)

During the 2012 MTEC planning cycle we calculated that we would need to increase to 236 posts over the MTEF

However, given the reduction in baselines explained earlier, we have only been able to fund an increase in posts from 197 in 2012/13 to 214 over the MTEF

This will have impact on the following areas in particular: Number of municipal assessments carried out Number of evaluations conducted or supported

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Goods and servicesGoods and services

Main expenditure items:Professional services (R22m for 2014/15)

Evaluations (R12m for independent evaluators. Skills required vary depending on evaluation topics – not possible to employ on a full-time basis. International good practice to have independent evaluators.)

M&E capacity building (R5m for conducting surveys, training providers) Internal Audit (R1.7m for co-sourced internal audit expertise which is not

efficient for a small department to recruit on a full-time basis)Computer services (R15.7m)

SITA - Hotline call centre (12m) ICT Services (SITA) and annual software licences (R3.5m)

Travel and subsistence (R10m)

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Expenditure on Capital AssetsExpenditure on Capital Assets

Department required significant capital expenditure in 2012/13 and 2013/14 to establish own ICT system

Reduced expenditure over the rest of the MTEF relates to maintenance of ICT system, replacement of equipment and improvements to PoA, MPAT, MAT and FSD systems

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THANK YOU!

date of presentation: 23 april 2013 the presidency department of performance monitoring and...

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