Performance Management workshop for Nkonkobe local municipality

CORPORATE STRUCTURE

Corporate Structure

SISEKO GROUP

SISEKO QUANTITY SURVEYORS

Viability & feasibility studies Value engineering & life cycle costing Documentation & procurement Risk analysis Cost control Final account Project management Facilities management Property management Property advisory

SISEKO PROPERTIES

SISEKO MANAGEMENT INSTITUTE

Performance management consulting Performance management training (Services Seta Accredited) Performance management software Monitoring & Evaluation Research & Development Management consulting

SISEKO INVESTMENTS

SISEKO SOCIAL INVESTMENT

Amahlumela foundation: (maths, mcience & technology, sustainable social infrastucture development, Do rite foundation: (moral regeneration programs, public justice education)

HIGHER EDUCATION Sustainable property development Facilities Management Property Advisory COMMERCIAL Property Advisory Property development Facilities management Sustainable infrastructure development

Alternative energy: solutions (biomass to energy, wind turbines) Agro processing: (Meat processing, Vegetables & Fruit processing, Agricharcoal )

Page 3

Private sector

Built environment

Telecommunications

Government & entities

SECTOR / INDUSTRY

Higher education & others

Quantity surveying & project management Property development
Page 4

Sector & industry focus

Performance management training & consulting

Performance management system (software)

SERVICE LINES

Research and development

Management consulting

Financial services & utilities

SAMPLE OF OUR GROUP CLIENTS

Copyright

Sample of our Group Clients (current and previous)

CLIENT CLIENT CLIENT CLIENT

Mnquma local municipality

The Department of public works

Amathole district municipality ADM

Eastern Cape Legislature ECLEG

King Sabatha Dalindyebo municipality - KSD

Office of the Premier Eastern cape province

Page 6

Sample of our Group Clients (current and previous)

CLIENT CLIENT CLIENT CLIENT

Walter Sisulu University - WSU Joe Gqabi district municipality

Umsobomvu Youth Fund Amahlathi local municipality

Sundays River Valley local municipality

Isenta Consortium

Page 7

Sample of our Group Clients (current and previous)

CLIENT CLIENT

Ngqushwa local municipality

Great Kei local municipality

Maletswai local municipality

Nxuba local municipality

Buffalo City Development Agency

Page 8

Contacts

Contacts Physical Address: Postal Address: Contact Numbers & Person:

Tel : 043 722 5788 Fax : 043 722 6890
info@sisekobusiness.co.za _______________________ Sibongile Gobile - CEO

6 Webb street Southernwood East London 5201 __________________

P. O. Box 1014 East London 5201 __________________

Page 9

OUR COMBO PMS SOLUTION

Copyright

1. Management consulting
Performance management, monitoring and evaluation is a management process seeking to enhance and improve efficiencies. This is also classified as one of management tools used for organizational effectiveness.

Siseko Management Institute has been consulting in performance management to public sector specifically local government. Consulting has covered areas in performance management:

Page 11

1. Management consulting cont

Key areas in management consulting 1. Policy development 2. Process mapping 3. Development of scorecards 4. Development of competency framework 5. Performance agreements 6. Performance coordination & administration 7. Performance assessment & reviews 8. Performance reporting 9. Monitoring and evaluation

Page 12

2. Training & development

Siseko offers performance management, monitoring and evaluation training that is accredited by services seta. The programme is NQF level 5 with 8 credits. It is designed to enable learners to: 1. 2. 3. 4. 5. 6. formulate performance standards conduct performance coordination and administration do performance planning monitor and evaluate performance conduct performance reviews performance communication and reporting
Page 13

3. PMS IT system (software)

Siseko has invested on developing an IT system for performance management. This is meant to automate functioning of the performance for the organization. Further more this seeks to create efficiencies and make the organization more effective. The name of the IT system is: FOUNDATION performance management system. This is based on the knowledge and experience that Siseko has on the subject. The system is 100% black developed and 100% a local product.

Page 14

PMDS IT system (software) cont

System overview The Foundation performance management system has been developed uniquely to meet any government needs for performance management and performance reporting, for both at the organizational and employee levels. This solution has been especially tailored to suit the performance management process for government as stipulated by the legislations and policies. The system is easily manageable and maintainable, everything its just on a click of a mouse. It has been made simple for any organizational staff to use and assists an organization in performance management, performance reporting, and providing an online platform for facilitating performance evaluation. It accommodates a big number of users to use the system, it is portable, easily accessed, various access levels, network compatibility, as it is web-based. Due to the unique needs of various organisations performance. It enables process realignment, system customization and turning.
Page 15

PERFORMANCE MANAGEMENT SYSTEM

Copyright

S 38 - Establishment of PMS
a) Establish PMS that is: i. matching with its resources (does the municipality has the necessary resources to implement PMS therefore it should implement it to an extent that it can afford it) ii. Best suited to its circumstances (the PMS for the municipality must be based on its IDP, the IDP must be based on a credible situational analysis.) Inline with priorities, objectives, indicators and targets as per IDP (Indicators must be measureable so that they can be manageable. Targets must be realistic)

iii.

b) Promote a culture of performance among politicians, councilors and administrators (there must be a change management process promoting the culture of performance) c) Administer its affairs economical, effective, efficient in an accountable manner (since PMS is a management tool it seeks to reflect economic and efficient use of resources. It further seeks to promote effectiveness which is measured by impact and accountability)

Page 17

S 39 Development of PMS
Executive mayor or executive committee or committee of council must:

a) Manage the development of the municipality PMS (if the municipality does not have the system, the mayor must initiate the development of PMS for the municipality.)
b) Assign the responsibility to the municipal manager (for effective operation of this process then the mayor must assign this task to the municipal manager who in turn may further assign it to the corporate services department or other)

c) Submit proposed system to the municipal council for adoption (upon identification of which system does the municipality require then the proposal must be submitted to council for approval.

Page 18

S 40 monitoring and review of PMS The municipality must establish a mechanism of monitoring and reviewing its performance management system

Page 19

S 41 Core components
1) The municipality in line with regulations in terms of its PMS may be prescribed: a) To set key performance indicators (KPI) including outcomes and impact b) Set measurable targets. c) Key performance indicators and targets that are: i. Monitored. ii. Measured and reviewed at least once per year. d) In the event of poor performance, steps should be taken to improve performance. e) There should be reporting to: i. Council, political structures & office bearers, staff & municipality. ii. The public and appropriate state organs. 2) Monitoring & measurement must provide early warnings on poor performance

Page 20

S 42 Community involvement
Involvement of local community in the development, implementation and review of municipality PMS. Allow community to set key performance indicators and targets. (chapter 4) 1. Develop a culture of community participation. s16

2. Mechanisms, processes & procedures for community participation. s17

3. Communication of information. s18

4. Public notice of meetings. s19

Page 21

S43 General KPIs

1) Minister in consultation with the MECs for local government may:

a) Regulate general key performance indicators that are appropriate for local government (millennium development goals).
b) When necessary, review and adjust the general key performance indicators. 2) Key performance indicators set by the municipality must include any general key performance indicators this must be to the extent that these are applicable to the municipality.

Page 22

S44 Notification of KPIs & targets Municipality must make known both internally and to the public the key performance indicators and targets as set for the purpose of the performance management system.

Page 23

S45 Audit of performance measurements

The results of performance measurements must be audited:

a) As part of the internal auditing of the municipality.

b) Annually by the Auditor General

Page 24

S46 Annual performance reports

1) A municipality must prepare performance report each year reflecting: a) Performance of the municipality and each external service provider during the financial year.

b) Comparison of performances with targets set for performances in the previous financial years.
c) Measures taken to improve performance. 2) Annual performance report must form part of municipal report in terms of chapter 12 , s121(3)(c) of the MFMA.

Page 25

SISEKO PERFORMANCE MANAGEMENT APPROACH

Our approach
We provide a legislation based solution i.e Public service regulations of 2001 and Public service regulations of 2004 DPME ection 85(2)(a) of the constitution MSA, SALGA, MFMA 360 degree organisational and individual Flexibility , customisation, integration (IGR) Implementation Consulting Training Implementation (manual and electronic) Monitoring &evaluation (impact focused)
Page 27

Our approach cont

Legislation based Translate legislation into policy Visioning (vision, mission) Strategic objectives Key performance areas Implementable Measurable Manageable Monitoring & evaluation
Page 28

PMS solution

THE PERFORMANCE MANAGEMENT JOURNEY

MILESTONE 1 MILESTONE 2 MILESTONE 3 MILESTONE 4 MILESTONE 5

CLARIFY VALUE PROPOSITION

DEVELOP ORGANIZATIONAL SCORECARD

DEVELOP DEPARTMENTAL SCORECARD

DEVELOP INDIVIDUAL SCORECARD

CONDUCT APPRAISAL PROCESS

Vision Mission Strategic Objectives

Organizational Scorecard

Departmental Scorecard Competency Framework

Individual Scorecard Performance Contracts Role Profiles

Evaluations Departmental Individual

Page 29

Why is this so important ?

In-depth understanding of PMS Legislative compliance Implementation process is all encompassing

Page 30

Endorsement by Auditor General

Page 31

Accreditation by Services Seta for performance monitoring & evaluation training

Page 32

FOUNDATION PERFORMANCE MANAGEMENT SYSTEM (AUTOMATION)

Key features
Technology is PMS founded Flexible, customisable, integrates QA Locally developed 100% black developed Legislative reporting Audit friendly Easily manageable & maintenable
Page 34

Key features
User friendly / easy front end Network compatible Portable Email and sms facility Competency management Web based

Page 35

Performance Management & Development System

Version 2.0

Page 36

User Login The user login page is the first page that the user will see as they go into the system. The user will be expected to enter their user name and the password, as shown below.

Page 37

System Main options When the user enters the correct login details, the first page that the user will see is the main menu options to select from, for use as outlined below: Manage Scorecards; Manage Performance; PMS Documents; PMS Reports; Scorecards Statistics; Administrator options; System Overview ; My Shortcuts; Exit the system (Logout)

Page 38

Scorecards Key Performance Areas overview This option shows the user the overview of their allocated scorecard, highlighting the main key 5 performance areas as shown below. It should be noted that the option Add New IDP Objectives will not be provided if the type of scorecard is Middle Management Scorecard, but for other scorecard types this option will be provided.

Page 39

Adding a new IDP Objectives This option allows the user to add a new IDP objective details as shown below. The user will enter the appropriate options and then click the Next button to add the details and then move to the next page.

Page 40

Adding a new Key Performance Indicator KPI This option allows the user to add a new KPI details as shown below. The user will enter the appropriate options and then click the Next button to add the details and then move to the next page.

Page 41

Adding a new Key Performance Indicator KPI continues

Page 42

Viewing KPI details This screen allows the user to view the KPI details, as shown below.

Page 43

Viewing KPI details continues The user can also view and submit reports (portfolio of evidence) for the currently selected KPI. As shown above.

Page 44

Adding Tasks to Key Performance Indicator KPI This option allows the user to add Tasks that make up a KPI details as shown below.

Page 45

Viewing KPA Details Summary (IDPs Objectives and KPIs) After the user has added the IDPs Objectives and KPIs from the previous screens, the user can click to view the details for all the KPAs.

Page 46

Competency Framework This options provides the user with the option for capturing/updating their qualifications/skills and experience.

Page 47

Competency Framework continues When the user update their qualifications/skills and experience, the system requires them to also attach the supporting documents for each update, as shown in the screen below.

Page 48

Competency Framework continues The system allows for the inclusion of development plans and provides fro progress reporting on the development plans

Page 49

PMS Coordination and Audit In this menu option the user is provided with the options for scorecard evaluation/review options. The user also has the option for viewing monthly appraisal plans and performance audit plans.

Page 50

Organizational Structure This page provides the user with the options of viewing the organizational structure for the municipality, showing the various department and employees under the departments/units and the relevant scorecards, as shown below.

Page 51

Manage Performance This menu option provides the user with the following options (as shown in the screen below): Scorecard monitoring and evaluation; Appraisal calendar/schedule; Performance Review and Performance coordination

Page 52

Performance Documents This menu option provides the users with the options for viewing various documents as shown in the screen below, with the following categories for the documents: Legislative/Regulations Documents; PMS Policy Documents; Approved Documents (those approved by the council); Procedure manual

Page 53

Reporting Add/Edit Report Section/Part Details This menu option allows the user to view the selected report, depending on the status of the report the report will either be shown in edit or print mode. The edit mode is for allowing the report to be edited/updated by the user.

Page 54

Reporting continues Add/Edit Report Section/Part Details This menu option allows the user to view the selected report, depending on the status of the report the report will either be shown in edit or print mode. The edit mode is for allowing the report to be edited/updated by the user.

Page 55

View Report in Print Mode This menu option provides the user with the municipal report details in a printable format and the report can also be downloaded to the Portable Document Format (PDF).

Page 56

Selecting Scorecards Statistics Reports Options This menu option allows the user to select scorecard statistics report option as shown in the screen below.

Page 57

System Overview This option provides the user with the overview of the system structure (system map) so that a user can see the available options in the system.

Page 58

My Shortcuts This option provides the user with the option creating shortcuts according to their preferences, to provide easy access for the user to their commonly used pages.

Page 59

QUESTIONS, ANSWERS,

INPUTS AND
CLARITIES

Page 60