vote 7 - north west programmes/nwpg qpr...3 actual performance against 2015-2016 first quarterly...
TRANSCRIPT
VOTE 7
1st
QUARTERLY PERFORMANCE REPORT 2015-2016
feed Department: Finance North West Provincial Government REPUBLIC OF SOUTH AFRICA
Table of contents
No Description Page
1 Situation analysis (for all programmes) 3 - 6
2 Challenges and responses ( for all programmes) 7 - 17
3 Actual performance against 2015-2016 first quarterly targets 18 - 41
Page 3 of 41
SITUATION ANALYSIS/OTHER ACHIEVEMENTS
PROGRAMME 1: ADMINISTRATION
1.3 SUBPROGRAMME: CORPORATE SERVICES
Human Resource Management
The unit successfully handled the following Strategic matters:
Coordinated the submission financial disclosures and all SMS members complied Coordinated and held a moderation meeting for the Senior Managers 2015/16 Performance Agreements. Completed the Assessment tool to evaluate whether HR units assists the Department in service delivery goals
1.4. SUBPROGRAMME: FINANCIAL MANAGEMENT (CFO)
Supply Chain Management services
There were no late payments to suppliers reported for the quarter under review
Page 4 of 41
PROGRAMME 2: SUSTAINABLE RESOURCE MANAGEMENT
2.2. SUB-PROGRAMME: MACRO ECONOMIC ANALYSIS
Monthly economic news updates and a quarterly report were circulated in the Department
2.3. SUB-PROGRAMME: FISCAL POLICY
The unit successfully participated in a technical support structure meeting with the service provider (debt collector -Farranani ) which has resolved that Farranani will enable the users to work online when a payment is effected it is cleared automatically from the system to address the issue of under/over-collection of revenue by departments.
2.7. SUB-PROGRAMME: MUNICIPAL FINANCE MANAGEMENT
The Municipal Finance Management directorates have successfully delivered in areas pertaining to audit improvement and compliance with MFMA regulations. Furthermore, the unit managed to assist municipalities in recovering R 23 million from Organs of state with outstanding government debt.
Page 5 of 41
PROGRAMME 3: ASSETS AND LIABILITY MANAGEMENT
3.2. SUB-PROGRAMME: ASSET MANAGEMENT
In the quarter under review the directorate assisted the DCSTM in the finalisation of the auction of white fleet, finalisation of the white fleet verification, preparation of the white fleet AFS lead schedule, and the migration of white fleet from the EXCEL to walker. Also the system was configured for the upload of library books, unfortunately thus far no department has migrated its library materials from excel register to WALKER.
We have also developed a fair value methodology to address the challenge of assets recognised at R1 in our asset register.
3.3. SUB-PROGRAMME: PROVINCIAL SUPPLY CHAIN MANAGEMENT
The unit successfully issued two dissemination notes and one instruction note on,
Executive development programme in SCM for Accounting Officers/Heads of Departments
Enhancing Transparency and Accountability of the bidding process
Advertisement of bids and the publication of awards on the e tender publication portal
The unit coordinated and arranged the programme/workshop on Executive development programme in SCM for Accounting Officers/Heads of Departments to be hosted by the Minister of Finance from the 07th to 08th July 2015.
The unit also coordinated and arranged the Special Extended Provincial SCM Forum conducted by National Treasury on the Central Supplier Database and Supplier Self On-line Registration.
Page 6 of 41
PROGRAMME 4: FINANCIAL GOVERNANCE
4.2 SUB-PROGRAMME: ACCOUNTING SERVICES
The sub-programme provides quality financial and management accounting services which incorporate provincial expenditure management, revenue and Exchequer, document control and tribal trust affairs. The following are activities which were successfully executed:
Administration of the Non-governmental Tribal &Trust Accounts
Tribal Authority Cashbooks were captured for the three months April to June 2015 in Quarter 1: 2015/16 Financial Year
Conducted Cash Management of the Tribal & Trust Fund Investments upon maturity every 90-Day Cycle
Interest for the three months Jan to March 2015 in Quarter 4: 2014/15 Financial Year captured, posted and allocated to all the Tribal & Trust Accounts pro-rata the capital balances. The interest is allocated upon maturity of the investment after every 90-Day Cycle
4.5 SUB-PROGRAMME: PROVINCIAL INTERNAL AUDIT
During the quarter under review the sub-programme managed to execute the following:
All AFS (all 11 departments) and pre-determined objective (where submitted) were reviewed timely and feedback reports provided to departments despite enormous time and workload pressure.
The Cluster Audit Committees met with departments (11 meetings) prior to the submission of the annual financial statements and annual reports and reviewed documentation submitted and subsequently issued reports to HoD's as well as certificates of review to the Auditor General. Internal Audit also advised the Audit Committee appropriately in this regard.
Page 7 of 41
3. SPECIFIC KEY CHALLENGES AND RESPONSES (per sub programmes)
PROGRAMME 1: ADMINISTRATION
1.2 SUB-PROGRAMME: MANAGEMENT SERVICES (HOD)
Risk Management
Challenge 1:
The development of the Strategic Risk Register was delayed due to Capacity Constraints.
Response to challenge 1:
The Risk Management Intern joined the Unit in May 2015 to relieve the workload.
Page 8 of 41
1.3. SUB-PROGRAMME: CORPORATE SERVICES
INFORMATION MANAGEMENT
Challenge 1:
Capacity Constraints due to vacancy of Senior Communication Officer for External Communication impacts negatively on
external communication outputs
Response to challenge 1:
One internal communication officer assigned to external communication. AD internal communication regularly assigned
external communication work to alleviate pressure.
Challenge 2:
Vetting processes for SMS delayed by State Security Agency
Response to challenge 2:
A meeting was convened with the Acting Head of Department and State Security Agency for an update on the process.
State Security Agency resolved to provide the department with a report.
Page 9 of 41
HUMAN RESOURCE MANAGEMENT
Challenge 1:
Lack of commitment by some staff members to HR deadlines
Response to challenge 1:
Training of the various committees involved in HR work to promote understanding and cooperation
Challenge 2: Increasing vacancy rate in the Department due to the moratorium on appointments
Lack of staff capacity particularly in the HRD unit versus increasing workload.
Response to challenge 2:
Office of the Premier to be approached with a request to fill critical vacant funded posts as well as those which are currently
vacant and become vacant due to resignations, death and/or retirements to avoid / manage escalating vacancy rate which
has a negative impact on service delivery.
The HRD unit has requested an additional senior post for inclusion in the revised structure in the quest to have quality
instead of numbers.
1.4. SUBPROGRAMME: FINANCIAL MANAGEMENT (CFO)
Management and Financial Accounting
Challenge 1:
Lack of capacity. Delays in the filling of critical vacant posts caused by the provincial moratorium placed by Office of the Premier.
Response to challenge 1:
Decision taken at management meeting to submit table of critical vacant posts to HR for consolidation and submission to Office of
the Premier. Submission has been made to HR. Temporary measures put in place as interns have been awarded contract
extensions for 6 months and 1 bursary holder has been absorbed for 3 years commencing 1 July 2015.
Challenge 2: SARS employees’ tax account reflects an amount owing to them of about R80 000. This represents a significant improvement after various engagements with SARS. The initial figure reported in the previous quarter was R0,5 million. The department reconciles to the cent and discovered unallocated/incorrect payments or journals posted on the account by SARS officials
Response to challenge 2:
Further information was submitted to SARS and we await the response. In the meantime, the Department is considering payment in
order to avoid interest/ penalties and then follow the process to claim back.
Page 10 of 41
Challenge 3:
Poor submission of cash flow projection form Programme Managers
Response to challenge 3
Acting HOD to prioritise Departmental Budget Committee meetings as to hold Programme Managers accountable for accurate
financial management reporting
Supply Chain Management services
Challenge 1:
Poor response from the Suppliers when requesting quotes, non-submission of SBD forms (Tax clearance and BBBEE
certificate), and difficulty in obtaining VTSD (Villages, Townships and Small Dorpies) information.
Response to challenge 1:
Increase regular contact with the suppliers to obtain VTSD information.
Page 11 of 41
PROGRAMME 2: SUSTAINABLE RESOURCE MANAGEMENT
2.2. MACRO ECONOMIC ANALYSIS
Challenge 1:
Delays were encountered in renewing the license of Regional explorer database (Rex) due to new supply chain regulations
that had to be adhered to as recommended by the Auditor General report (SB forms, tax clearance and BEE certificates
had to be requested first from the supplier before renewal of license could be approved.
Response to challenge 1:
Extension of deadlines of reports was granted to Deputy Directors to accommodate the delays encountered in renewing
the Rex license.
Challenge 2:
Office relocation, Network problems and delays in turnaround time to attending to IT related calls were consistently
encountered and this affects access to some of the database used by Economic analysis (StatsSA and Econostat) and
access to groupwise.
Response to challenge 2:
Not much could be done to directly remedy challenge 2 except to wait for IT intervention.
2.3. FISCAL POLICY
Challenge 1:
From April 2015 there has been queries raised with the Provincial Departments those that transfer monthly collection
amounting to a million or above to the Exchequer Account. As proof of payment the departments submitted supporting
documents to the Directorate.
Response to challenge 1:
After the submission of supporting documents, it was discovered that the transfer has been processed by ABSA; the only
hiccup was that the bank has changed the referencing of payments without notifying the main Stakeholders.
Page 12 of 41
2.4 BUDGET MANAGEMENT
Challenge 1:
Understaffing within the Directorate.
Response to challenge 1:
A request was made that approval be granted to advertise various key positions for the directorate.
2.5. PUBLIC FINANCE
Challenge 1:
Understaffing within the Directorate.
Response to challenge 1:
A request was made that approval be granted to advertise various key positions for the directorate.
2.6. INFRASTRUCTURE COORDINATION
Challenge 1:
Understaffing within the Directorate.
Response to challenge 1:
A request was made that approval be granted to advertise various key positions for the directorate.
Page 13 of 41
2.6. MUNICIPAL FINANCE MANAGEMENT
Challenge 1:
Inadequate leadership support at municipalities which manifests itself by non-attendance of critical meetings conducted by Provincial
Treasury
Response to challenge 1:
Monitoring of the intervention (letters written to affected municipalities) taken in the previous financial shows some improvement in
attendance has been observed during the 2014/15 financial year although some CFOs reflected 100 per cent non-attendance of CFO
forum meetings.
Challenge 2:
High vacancy rate within Budget & Treasury Offices at municipalities (this challenge is outside Dept. of Finance’s competency)
Response to challenge 2:
Strategy by The Provincial Treasury to enable municipalities to absorb the skilled workforce of interns is still work in progress.
Municipalities are showing great effort in this area.
Challenge 3:
Understaffing within the Directorate.
Response to challenge 3:
A request was made that approval be granted to advertise various key positions for the directorate.
Page 14 of 41
PROGRAMME 3: ASSET AND LIABILITIES MANAGEMENT
3.2. ASSET MANAGEMENT
Challenge 1:
The barcode scanning solution to assist departments in performing their asset verification is not yet implemented.
Response to challenge 1:
Attempts are underway to acquire the updated version of the BAUD system and also interface the system with
WALKER to ensure a synchronisation between the two. Currently we provide support to departments on the proper way
of conducting manual asset verification.
Challenge 2:
The directorate is understaffed, at the end of may 1 of the assistant directors also went on early retirement and this has
added to the burden we already had of staff shortages.
Response to challenge 2:
A letter has been written to the HOD as part of the critical posts to be filled and a response is awaited. Currently we try
and distribute the workload amongst ourselves and also for the support of Public Entities we rely upon the consultants
that were appointed under the PFMA project.
Page 15 of 41
3.3 PROVINCIAL SUPPLY CHAIN MANAGEMENT
Challenges
Understaffing within Directorate.
Bank Verification –All commercial banks takes long to verify supplier bank details-this causes delay in payment of
suppliers within 30 days
Late submission of information by Departments delays the process of updating National Treasury requirements.
Inconsistent implementation of the evaluation procedures by various departments e.g. elimination of bidders at
closure and also just before the evaluation committee meeting.
Incorrect implementation of the functionality scoring technique.
Perpetual extension of contracts
Unavailability of bid committee members resulting in meetings not taking place which delays bid processes
Response to challenges
The 2014/15 interns were employed on contract for a period of six months and they resumed duty on the 01 July
2015.
The Directorate structure was also reviewed, aligned with the National Treasury Provincial SCM generic structure
and submitted for approval, once approved; most of the above challenges will be resolved.
Training of bid committees regarding drafting of specifications, evaluation and adjudication of bids is currently
underway in all departments
Speed up the approval to advertise bids
Incorporate Bid Committee duties in the work plans of members so as to encourage them to be committed in their
departmental bid committees duties and responsibilities
Page 16 of 41
PROGRAMME 4: FINANCIAL GOVERNANCE
4.2. ACCOUNTING SERVICES
Challenge 1:
Inadequate Functional & Establishment Structure / Staff Resourcing
Response to challenge 1:
DPSA approval of National Treasury recommended Structure for Provincial Treasuries to ensure implementation of
adequately resourced Provincial Revenue Fund: Exchequer Unit
Challenge 2:
Requirement to fill gap with suitable consultant/s.
Response to challenge 2:
Prepare GAP Analysis in terms of National Treasury Regulations for submission to Supply Chain Management for
appointment of identified suitably skilled Consultant/s.
In the meantime a motivation for filling of critical vacant posts has been submitted to the Acting Head of
Department for approval. This will alleviate the problem.
4.3. FINANCIAL SYSTEMS AND TRAINING
Challenge 1:
With a vacancy rate of 35 percent the sub programme is facing capacity challenges especially on training. External Projects like headcounts also impact on service delivery.
Response to challenge 1:
filling of vacant positions
Page 17 of 41
4.4. PROVINCIAL RISK MANAGEMENT
Challenge 1:
One vacant Assistant Director position
Response to challenge 1:
Submission made to Human Resource Management to fill the vacant position
Challenge 2: Public Entities and Departments not timely submitting the quarterly risk management progress reports
Response to challenge 2:
One-on-one meetings with Public Entities and Departments to address the matter and quarterly risk management
reports submitted to MECs for the Departments and to CEOs of Public Entities
4.5. PROVINCIAL INTERNAL AUDIT
Challenge 1:
Several teams are understaffed in certain positions due to resignations during the year and prior years. . In addition
several teams are not optimally staffed due to vacant funded positions not being filled. This has affected output and the
workload of staff members as the expectations in terms of audits performed has remained the same or has increased.
Response to challenge 1:
-Request for filling of positions that have subsequently become vacant and vacant funded positions was issued in June
2015. This has however not yet been actioned yet in terms of advertisements etc as there is a moratorium in place on
new appointments. Currently there is a specialised audit team in the unit that only has 1 resource namely the senior
manager and the workload in certain risk based teams per person is also very high.
-6 IAT learners whose contracts expired on 30 June 2015, after successful completion of the qualification has been
appointed on a 6 months contract.
-Operational audit plans will be reviewed to see where appropriate, the number of audits can be reduced.
Challenge 2:
Departments are not in all instances implementing Internal Audit Findings.
Response to challenge 2:
The Audit Committee in its reporting emphasizing the implementation of Internal Audit action plans.
A Provincial Action Plan framework has been drafted by request off and for approval by EXCO. This framework includes
internal audit, external audit and MPAT action plans as well as required action plans by any other service provider.
Page 18 of 41
1. ACTUAL PERFORMANCE AGAINST 2015-2016 1st
QUARTERLY TARGETS
3.1. 2015/16– PROGRAMME 1: ADMINISTRATION QUARTERLY TARGETS
QUARTERLY TARGETS SUB-PROGRAMME 1.1: OFFICE OF THE MEC
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Annual Estimate of Provincial Revenue and Expenditure tabled not later than two weeks after the tabling of the national budget.
1 N/A N/A N/A N/A
2 Adjusted Estimate of Provincial Revenue and Expenditure budget tabled not later than 30 days after the Minister’s adjustment budget speech
1 N/A N/A N/A N/A
3 Annual Report submitted to Provincial Legislature for tabling.
1 N/A N/A N/A N/A
Page 19 of 41
QUARTERLY TARGETS SUB-PROGRAMME1.2 - MANAGEMENT SERVICES (HOD)
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual outputs Reasons for
underperformance or
overachievement
Measures to address
under achievements
1. Number of Annual performance assessment of SMS performed.
1 N/A N/A N/A N/A
QUARTERLY TARGETS 1.2.1 - RISK MANAGEMENT
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
1 Number of Strategic Risk
Assessments Performed
1 1 1 N/A N/A
2 Number of Fraud Risk
Assessments Performed
1 N/A N/A N/A N/A
3 Number of Fraud and Risk
Awareness Workshops
Conducted
1 N/A N/A N/A N/A
Page 20 of 41
SUB-PROGRAMME 1.3: CORPORATE SERVICES
QUARTERLY TARGETS – 1.3.1 INFORMATION MANAGEMENT
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
1 Number of Communication Strategies reviewed
1 reviewed N/A N/A N/A N/A
2 Number of progress reports on implementation of Departmental Security policy produced
4 reports 1 1 N/A N/A
3 Number of reports on
implementation of records
management policy produced
4 reports 1 1 N/A N/A
4 Number of progress reports on
implementation of Information
Communication Technology
policy produced.
4 1 1 N/A N/A
Page 21 of 41
QUARTERLY TARGETS – 1.3.2 HUMAN RESOURCES
Performance indicator Annual target 2015/16 1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance
or overachievement
Measures to address
under achievements
1 Number of reports on SMS
performance agreements
submitted to DPSA
1 report 1 1 N/A N/A
2 Number of Workplace Skills
Plan (WSP) developed
WSP developed
and submitted to
relevant SETA’s by
June
Developed WSP
– June
WSP developed
and submitted N/A N/A
3 Number of Employee Health
and Wellness events held
4 Health
Promotion
Mental Health
awareness
event held
N/A N/A
Page 22 of 41
QUARTERLY TARGETS –1.3.3 STRATEGIC MANAGEMENT
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of Departmental
Annual Performance Plan
developed and submitted to
office of the HOD.
1 N/A N/A N/A N/A
2 Number of Departmental
Quarterly performance reports
produced and submitted to the
Head of Department and
Provincial Treasury in line with
reporting timelines.
4 1 1 N/A N/A
3 Number of Annual Report
produced
1 N/A N/A N/A N/A
4 Number of HR Plan developed 1 1 1 N/A N/A
5 Number of training programs
on transformation conducted in
the Department
2 Training
programs for
staff and
managers
N/A N/A
N/A N/A
6 Number of Service Delivery
Improvement Plans developed
1 NA N/A N/A N/A
Page 23 of 41
Quarterly targets –1.3.4 Legal Services
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of quarterly reports
produced on legal opinions
and advice rendered for
department.
4 reports 1 1 N/A N/A
2 Number of reports produced
on edited contracts and
Service Level Agreement for
department.
4 reports 1 0 No request for editing of contracts and SLA received
None - measures has been addressed before by conducting outreach for other Directorates.
Page 24 of 41
SUB-PROGRAMME 1.4: FINANCIAL MANAGEMENT (CFO) QUARTERLY TARGETS – 1.4.1 MANAGEMENT ACCOUNTING
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of compliance financial Reports submitted to Auditor-General & Provincial Treasury
IYM X 12
Interim AFS x 3
Annual AFS x 1
3 IYM reports (by the 15
th of each month)
Final AFS by 31
st May
3X IYM reports (by the 15
th of each month)
1X Final AFS by 31
st
May
N/A N/A
2 Number of tax compliance reports submitted to SARS
1 Interim Employees Tax (PAYE) reconciliation
1 Final Employees Tax (PAYE) reconciliation
12 Monthly EMP 201
1 Final PAYE Reconciliation by 31 May 3 EMP 201 submissions by the 7
th
of each month
1X Final PAYE Reconciliation by 31 May 3X EMP 201 submissions by the 7
th
of each month
N/A N/A
Page 25 of 41
QUARTERLY TARGETS – 1.4.2 SUPPLY CHAIN MANAGEMENT SERVICES
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
1 Number of compliance reports on asset management to submitted to Provincial Treasury
12 Asset Reconciliation reports
3 Asset
Reconciliation
reports
3 X Asset
Reconciliation
reports
N/A N/A
2 Number of Departmental Procurement Plan produced and submitted to Provincial Treasury
1 1 1XProcurement Plan N/A N/A
3 Number of SCM performance
reports produced
4 1 1XSCM Performance
Reports.
N/A N/A
4 Number of Financial Delegation Framework reviewed
1 reviewed N/A N/A N/A N/A
5 Service providers paid within 30
days after receipt of invoices in
line with National Treasury
instruction No. 34.
Service providers
paid within 30 days
after receipt of
invoices
Service providers
paid within 30 days
after receipt of
invoices
Service providers
paid within 30 days
after receipt of
invoices.
N/A N/A
Page 26 of 41
1.2. 2015/16– PROGRAMME 2: SUSTAINABLE RESOURCE MANAGEMENT 1st
QUARTERLY TARGETS
QUARTERLY TARGETS – 2.2. MACRO ECONOMIC ANALYSIS-
No Performance indicator Annual target 2015/16 1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
1 Number of reports compiled
on socio-economic status of
the province for the budget
book
1 N/A N/A N/A N/A
2 Number of reports compiled
on the economic impact of the
2015/16 provincial budget
(PERO)
2 N/A N/A N/A N/A
3 Number of reports compiled on the socio-economic analysis of the province(SERO)
2 N/A N/A N/A N/A
4 Number of socio-economic database updated
1 (non-cumulative) N/A N/A N/A N/A
QUARTERLY TARGETS SUB-PROGRAMME 2.3: FISCAL POLICY
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of annual tariffs revised/ adjusted per department.
8 N/A N/A N/A N/A
2 Number of monthly In Year Monitoring (IYM) of the performance of 12 provincial departments and revenue
12 In Year Monitoring and 12 Revenue
3 IYM 3 Revenue Reports
3 IYM 3 Revenue Reports
N/A N/A
Page 27 of 41
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
reports produced. Reports
3 Number of consolidated reports produced on the implementation of revenue enhancement strategy
4 1 1 N/A N/A
Page 28 of 41
QUARTERLY TARGETS – 2.4. BUDGET MANAGEMENT
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of assessment reports produced on alignment of Provincial departments’ Annual Performance plans to the budget
13
N/A N/A N/A N/A
2 Number of Quarterly assessment reports produced on actual revenue and expenditure of Public Entities
4 1 1 N/A N/A
3 Number of gazettes on transfers of funds to Municipalities developed
1 1 2 The gazette (No.7469) in respect of the Transfers to Hospitals has been published on the 17 June 2015 and No. 7444 in respect of transfers to schools and municipalities issued on the 14 May 2015
N/A
4 Number of assessment reports compiled based on MTEC hearing sessions for each department including the Provincial Legislature produced..
13 N/A N/A N/A N/A
Page 29 of 41
QUARTERLY TARGETS SUB-PROGRAMME 2.5: PUBLIC FINANCE
No Performance indicator Annual target 2015/16 1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of Quarterly Performance Reports (QPR/ Non-financial) of departments compiled *
4 1 1 N/A N/A
2 Number of Quarterly Financial reports of departments compiled (Section 32 Report)
4 1 1 N/A N/A
3 Number of audited provincial expenditure reports compiled
1 N/A N/A N/A N/A
4 Number of expenditure reports of departments through monthly In-Year Monitoring (IYM) Model compiled
12 3 3 N/A N/A
5 Number of Quarterly infrastructure spending reports through Infrastructure Reporting (IRM) Model compiled
4 1 1 N/A N/A
* In 2015/16 the Function is shifted to Office of the Premier and PT is no longer responsible for the indicator
Page 30 of 41
QUARTERLY TARGETS SUB-PROGRAMME 2.6: INFRASTRUCTURE COORDINATION
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of training sessions conducted to improve the understanding of IDMS Toolkit best practises by provincial departments within the NW.
4 1 4 There was a need to provide additional training during the quarter under review to ensure understanding of new concepts and compliance to the new circulars released by NT for Incentive Grants.
N/A
2 Number of consolidated assessment reports on infrastructure plan produced.
2 1 2 Dates for the Draft Plans for Health and Education were brought forward by the NT
N/A
3 Number of consolidated quarterly assessments reports produced on conditional grants performance
4 1 1 N/A N/A
4 Number of monthly site visits reports produced relating to the evaluation, planning and delivery of infrastructure within the NW province
12 3 3 N/A N/A
Page 31 of 41
QUARTERLY TARGETS 2.7 SUB-PROGRAMME: MUNICIPAL FINANCIAL MANAGEMENT
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
1 Number of consolidated
quarterly reports produced
for tabling and gazetting on
23 municipalities
4 1 1 N/A N/A
2 Number of quarterly
consolidated assessment
reports on the implementation
of the audit action plans and
status of readiness on AFS
submission by 23
municipalities
4 1 1 N/A N/A
3 Number of quarterly
assessment reports on the
implementation, effectiveness
and compliance with SCM
processes and Regulations by
23 municipalities
4 1 1 N/A N/A
4 Number of quarterly reports compiled on the status of effectiveness and implementation of governance processes (Internal Audit and Risk Management) in line with the MFMA
4 1 1 N/A N/A
Page 32 of 41
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
5 Number of Training Sessions conducted on MFMA Reforms.
4 1 4 * SCM Bid Committee training at Tlokwe LM 3* Audit & Risk : - Bojanala Platinum Dist - Dr Ruth Mompati Dist - IAT Training
The demand for
training exceeded the
planned target
N/A
6 Number of municipalities supported on assets management programme
11 2 11 municipalities were assisted (One consolidated report)
There are 11
Municipalities on the
MFIP phase 3
programme which is a
continuous project.
Final product will be at
the end of municipal
financial year end. Find
attached progress
report.
N/A
Page 33 of 41
2015/16 - PROGRAMME 3: ASSETS AND LIABILITIES 1st QUARTERLY TARGETS
QUARTERLY TARGETS 3.2. ASSETS MANAGEMENT
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to address
under achievements
1 Number of provincial cash flow management training conducted
1 N/A N/A N/A N/A
2 Number of consolidated reports produced on provincial departmental cash flow projections
1 N/A N/A N/A N/A
3 Number of monitoring reports produced on compliance to asset management by provincial departments
4 1 1 N/A N/A
4 Number of training sessions conducted to departments and public entities on asset management
1 N/A N/A N/A N/A
Page 34 of 41
QUARTERLY TARGETS 3.3. PROVINCIAL SUPPLY CHAIN MANAGEMENT
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance
or overachievement
Measures to address
under achievements
1 Number of officials trained on SCM in all departments
720 officials trained
100 officials trained 21 officials trained Non submission of
training nominees by
departments
Requests were re-sent
to departments to
nominate officials for
training.
2 Number of transversal contracts maintained.
9 transversal contracts maintained
9 transversal contracts maintained
9 transversal contracts
maintained
N/A N/A
3 Number of in-house compliance workshops conducted on SCM processes: –
Demand.
Acquisition,
Logistics
Disposal (departments, entities and suppliers)
12 workshops conducted
3 workshops conducted
12 workshops conducted
Newly appointed bid
committee members
had to be trained.
Re-run on demand
management.
Public Entities and
municipalities are
also being work-
shopped.
Also due to several
workshop requests
by departments.
N/A
4 Number of procurement plans of departments assessed
4 consolidated assessment reports produced
1 assessment report produced
1 assessment report produced
N/A N/A
Page 35 of 41
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance
or overachievement
Measures to address
under achievements
5 Number of compliance reports related to invoices paid after 30 days produced and submitted to National Treasury.
12 consolidated reports to National Treasury on 30 day payments
3 consolidated reports to National Treasury on 30 day payments
3 consolidated reports to National Treasury on 30 day payments
N/A N/A
6 Number of consolidated quarterly 30 day payment deviation reports
4 consolidated 30 day deviation quarterly reports
1 consolidated 30 day deviation quarterly report
1 consolidated 30 day deviation quarterly report
N/A N/A
7 Rollout of the Price reference system in the province
Rollout of the Price reference system in the province
Updating and
rollout of the Price
reference system in
the province
Updated and rolled
out price reference
system in the
province ( piloted in
three departments,
namely Finance,
Health and Public
Works)
N/A N/A
Page 36 of 41
1.3. 2015/16 - PROGRAMME 4 : FINANCIAL GOVERNANCE 1st
QUARTERLY TARGETS
QUARTERLY TARGETS SUB-PROGRAMME 4.2: ACCOUNTING SERVICES
No Performance indicator Annual target 2015/16
1st
quarter
planned
targets
1st
quarter
actual outputs
Reasons for underperformance or overachievement
Measures to address under achievements
1 Number of capacity building interventions for Departmental CFO’s and Public Entities by conducting workshops on Accounting updates and Reforms
2
N/A 1 There was a need to hold the
workshop to assist the
departments with the
2014/15 Audit/clarifying
issues arising from the audit
N/A
2 Number of workshops conducted on preparation Guide and AFS Template – Departments and active Public Entities.
2
1 2 Separate workshops were
conducted for Departments
and active Public Entities.
N/A
3 Number of reviews conducted on IFS and Departmental AFS
4 1 1 N/A N/A
4 Number of monitoring reports produced on a plan of action on AFS audit outcomes for departments and Public Entities.
6 N/A N/A N/A N/A
5 Unauthorised expenditure bill prepared and submitted to Legislature for condonement
1 N/A N/A N/A N/A
6 Number of monitoring reports produced on irregular, fruitless and wasteful expenditure.
1 N/A N/A N/A N/A
7 Number of monitoring reports produced for Departments on compliance with cost-containment measures
4 1 0 Report can only be
generated at the end of the Auditor General Audit at the end of July 2015.
Planned to be achieved in the next quarter.
Page 37 of 41
QUARTERLY TARGETS SUB-PROGRAMME: 4.3 FINANCIAL SYSTEMS AND TRAINING
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
1 Number of Financial Management Capacity building conducted for chief financial officers units in Public Entities
1 N/A N/A N/A N/A
2 Number of Financial Management Capacity building conducted for Chief Financial Officers units in Provincial Departments.
1 N/A N/A N/A N/A
3 Number of Provincial Departments staff trained in Financial Systems
300 N/A 97 There was high demand for systems training, therefore the training had to be done
N/A
4 Number of SCoA and Economic Reporting Format (ERF) workshops conducted for Managers & Other Officials
1 N/A 1 There was high demand of training, therefore workshop had to be conducted in this quarter
N/A
5 Number of system interfaces provided to provincial departments
12 12 12 N/A N/A
6 Number of Provincial PERSAL User Forums conducted.
4 1 1 N/A N/A
7 Number of PERSAL Exceptions (CASES) investigated based on PERSAL Salary Runs to monitor financial risks on
140 35 41 More PERSAL exceptions (cases) noted.
N/A
Page 38 of 41
No Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance or
overachievement
Measures to
address under
achievements
salary transactions.
8 Number of Departmental Annual Financial Liability Reports produced
18 5 5 N/A N/A
QUARTERLY TARGETS SUB-PROGRAMME 4.4: PROVINCIAL RISK MANAGEMENT
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance
or
overachievement
Measures to
address under
achievements
1 Number of progress reports produced which ascertain Department’s compliance with Public Sector Risk Management Framework
4 1 1 N/A N/A
2 Number of progress reports produced which ascertain Public Entities compliance with Public Sector Risk Management Framework
4 1 1 N/A N/A
3 Number of Provincial Risk Management Forum Meetings held
6 1 2 There was a need to
hold additional forum
meeting for Public
Entities to improve
risk management
maturity levels of
Public Entities as per
the request from the
N/A
Page 39 of 41
Performance indicator Annual target
2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for
underperformance
or
overachievement
Measures to
address under
achievements
previous forum
meeting.
4 Number of Provincial Risk Management Indaba held
1 N/A N/A N/A N/A
Page 40 of 41
QUARTERLY TARGETS SUB-PROGRAMME 4.5: PROVINCIAL INTERNAL AUDIT
No Performance indicator Annual target 2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for underperformance or overachievement
Measures to address under achievements
1 Number of audits
completed as per annual
audit plan
168 28 52 More audits performed in terms of approved (Audit Committee) operational audit plans than planned for.
N/A
2 Number of departmental
risk management
strategies and processes
reviewed
11 N/A 3 Timing of audits as per approved (Audit Committee) operational audit plans scheduled for quarter 1.
N/A
3 Number of departmental
fraud prevention strategies
and processes reviewed
11 N/A 3 Timing of audits as per
approved (Audit
Committee)
operational audit plans
scheduled for quarter
1.
N/A
4 Number of departmental
financial statement
systems reviewed
11 11 11 N/A N/A
5 Number of departmental
performance information
systems and processes
reviewed
11 N/A N/A N/A N/A
6 Number of departmental
supply chain management
processes reviewed
11 N/A N/A N/A N/A
Page 41 of 41
No Performance indicator Annual target 2015/16
1st
quarter planned
targets
1st
quarter actual
outputs
Reasons for underperformance or overachievement
Measures to address under achievements
7 Number of departmental
transfer payment and
conditional grant
operational procedures
reviewed
10 N/A N/A N/A N/A
8 Number of departmental
audit action plan
implementation system
and processes reviewed
11 N/A N/A N/A N/A
9 Number of quarterly
reports issued to HoD's on
significant findings and
implementation of audit
action plans
44 11 11 N/A N/A