Infrastructure Plan Preliminary Draft
GLOSSARY OF ABBREVIATIONS
ABET Adult Basic Education and Training
CES Chief Education Specialist
CIDB Construction Industry Development Board
DBSA Development Bank of South Africa
DCES Deputy Chief Education Specialist
DEAET Department of Economic Affairs, Environment and Tourism
DHLGTA Department of Housing, Local Government and Traditional Affairs
DMA Department of Minerals Affairs
DoE Department of Education
DoRA Division of Revenue Act
DPW Department of Public Works
DWAF Department of Water Affairs and Forestry
EC Eastern Cape
ECD Early Childhood Development
EFMS Education Facilities Management System
EMIS Education Management Information Services
EPWP Expanded Public Works Programme
FES First Education Specialist
FET Further Education and Training
GET General Education and Training
HoD Head of Department
ICT Information and Communication Technology
IDIP Infrastructure Delivery Improvement Programme
IDP Integrated Development Plan
IDT Independent Development Trust
MEC Member of Executive Council
MTEF Medium Term Expenditure Framework
OBE Outcomes Based Education
PIA Programme Implementing Agent
PGDP Provincial Growth and Development Plan
PMT Programme Management Team
PRP Physical Resource Planning
PSC Provincial Steering Committee
PTC Provincial Technical Committee
RCC Regional Co-ordinating Committee
SG Superintendent General
SGB School Governing Body
SLA Service Level Agreement
SNP School Nutrition Programme
H/Job Numbers/101338/Reports/Infrastructure Plan/170805rep - Infrastructure Plan for 2006 2007
Infrastructure Plan Preliminary Draft
CONTENTS
Page No.
1. INTRODUCTION 1
1.1 Purpose of the Infrastructure Plan 1
1.2 Background 1
1.3 Scope 1
1.4 Relationship with Other Planning Documents 2
1.5 Key Stakeholders 2
1.6 Format of the Infrastructure Plan 2
1.7 Level of Sophistication 3
1.8 Process of Formulation 3
1.8.1 Strategic Input 4
1.8.2 Project Identification 5
2. LEVELS OF SERVICE 6
2.1 Norms and Standards (Desired Levels of Service) 6
2.1.1 Classrooms 6
2.1.2 Administration Facilities 7
2.1.3 Specialist Facilities 7
2.1.4 Water Supply and Sanitation 7
2.1.5 Electricity 8
2.1.6 External Works 8
2.1.7 Space Norms 8
2.1.8 Life Cycle Costing 9
2.2 Current Levels of Service Provision 9
2.2.1 Introduction 9
2.2.2 Shortages of Facilities (Backlogs) 10
2.2.3 Upgrading and Repairs 12
2.2.4 Summary and Spatial Representation 13
3. STRATEGIC PRIORITIES 18
3.1 Legislative Mandate 18
3.2 Key Focus Areas 18
3.3 Departmental Priorities 18
3.3.1 General Education and Training 18
3.3.2 FET Colleges 19
3.3.3 Inclusive Schools (Special Needs) 20
3.3.4 Curriculum Management and Development (OBE) 20
3.3.5 Adult Basic Education and Training (ABET) 20
3.3.6 Nutrition Programme 20
3.3.7 Information and Communication Technology (ICT) 21
3.3.8 Post Provisioning 21
3.3.9 HIV/AIDS 21
3.3.10 Early Childhood Development (ECD) 21
3.3.11 Development of Nodal Areas 21
3.3.12 Rationalisation 22
3.3.13 Farm Schools 22
3.3.14 Sportsfields 22
3.3.15 District Offices 22
3.3.16 Maintenance 23
4. COMMUNITY NEEDS 23
4.1 Demographic Profile (Reference 3) 23
4.1.1 Total Population 23
4.1.2 Population for School-going Age (7 – 18 years) 24
4.1.3 Socio-economic Deprivation 25
4.2 Orientation 28
4.3 Demand Projections 28
4.4 Demand Management 29
5. INFRASTRUCTURE MANAGEMENT PLAN 29
5.1 Objectives of the Infrastructure Plan 29
5.2 Departmental Programmes 30
5.2.1 Conventional Building Programme 30
5.2.2 Replacement of Unsafe Structures 30
5.2.3 Emergency Intervention 30
5.2.4 Water and Sanitation 30
5.2.5 Fencing 31
5.2.6 Electrification 31
5.2.7 Minor Maintenance (R & R) 31
5.2.8 Disasters 31
6. FINANCIAL SUMMARY 31
6.1 Basis for Estimates 31
6.2 Implications of Backlog Elimination 31
6.3 Indicative Budgets 33
6.4 Funding Strategy 33
6.5 Proposed Implementation Programme: 2005/2006 34
6.5.1 Introduction 34
6.5.2 Roll Out of the 2005/2006 Infrastructure Programme 35
7. ORGANISATIONAL AND SUPPORT PLAN 37
7.1 Implementation Management 37
7.1.1 Contractual Arrangements 37
7.1.2 Implementation Management 37
7.1.3 Roles of the Parties 39
7.2 Human Resource Requirements 40
7.2.1 Required Internal Organisational Structure 40
7.2.2 Current Staffing Levels 41
7.2.3 Interim Capacitation 42
7.3 Systems and Procedures 44
7.3.1 Accounting/Financial System 44
7.3.2 Infrastructure Management System 44
7.3.3 Reporting System 44
7.4 Financial 44
7.4.1 Salary Budget 44
7.4.2 Upgrading and Maintaining EFMS 45
7.4.3 Outsourcing 45
7.4.4 Other 45
8. MONITORING AND IMPROVEMENT OF PLAN 45
8.1 Monitoring and Review Procedures 45
8.2 Improvement Programme 45
REFERENCES:
ANNEXURES:
Annexure A: Annual Budgeting Schedule
Annexure B: Design Manual
Annexure C: Strategic Policy Documentation from Various Departmental Sections
Annexure D: Basis and Assumptions for Cost Estimates
Annexure E: Capex Programme Project List for 2006/2007
H/Job Numbers/101338/Reports/Infrastructure Plan/170805rep - Infrastructure Plan for 2006 2007
Infrastructure Plan Preliminary Draft
1. INTRODUCTION
1.1 Purpose of the Infrastructure Plan
This document represents the 2006/2007 version of the Eastern Cape Department of Education’s Infrastructure Plan 2005 – 2014.
The purpose of the Infrastructure Plan is to set out the Department’s philosophy, approach and plan of action for the provision and maintenance of educational infrastructure over the next ten-year period, viz 2005 – 2014. In doing this, it seeks to demonstrate responsible and transparent management, while at the same time communicating and justifying its funding requirements.
Based on National, Provincial and Departmental policies and directives, this Plan is intended to reflect a clear strategy for infrastructure provision in the Eastern Cape.
This plan will be updated annually to ensure its currency for the implementation of the infrastructure programme each year. This will be done in October and November of the preceding year to comply with the budgetary cycle (see Annexure A). Such annual updating is also a legal requirement of the Division of Revenue Act (DoRA) (Reference 1).
1.2 Background
The Eastern Cape Department of Education has an infrastructure stock which comprises 6,302 schools, together with various other facilities such as colleges, etc. These schools, of which more than 800 are old mud structure buildings, house just over 2,17m learners.
Over the past eleven years, the Department has made significant inroads into eradicating backlogs and improving physical conditions at schools throughout the Province, at a cost of some R2,5bn. There are, however, still substantial backlogs to be overcome. It is estimated that the cost of removing the classroom shortage, replacing mud structures, and providing water, sanitation, fencing and telephones to schools will amount to R12,7bn at today’s costs. In addition, R3,2bn is required to address renovations, replacement, etc to bring existing schools up to an acceptable standard. The challenge for the ten year period to 2014 is to deal with these backlogs in the shortest possible time so that more funds can be used for maintenance, thereby ensuring that facilities are conducive to quality teaching and learning. Funding for maintenance needs to be increased substantially to meet this responsibility. It is this challenge that the Infrastructure Plan sets out to meet.
1.3 Scope
This Infrastructure Plan covers the planning and management of all fixed physical infrastructure that is the responsibility of the Department of Education (DoE) in the province. This includes all government owned GET schools, FET schools and FET colleges, and provides for all buildings and services (such as water, sanitation and electricity) within the relevant premises.
Although district offices fall under the ambit of the Department of Public Works, these are also included in this Infrastructure Plan to ensure that cognisance is taken of their planning requirements.
1.4 Relationship with Other Planning Documents
This Infrastructure Plan defines the infrastructure solutions proposed to support the service delivery requirements as defined in the Department’s Strategic Plan. It is thus very closely aligned to the Strategic Plan, but also reflects the objectives of the:
Ø Departmental Performance Management Plan
Ø Departmental Operational Plan
Ø District Municipalities IDPs
The inputs on which this Infrastructure Plan is based are shown graphically and further described in Section 1.8.1.
Also note that there are a number of internal PRP documents which affect the planning process, and are thus referred to and consulted during the process, most significantly the Design Guidelines for Provision of Physical Facilities.
1.5 Key Stakeholders
The key stakeholders in this Plan are:
Ø The Senior management of the Department of Education (DoE) whose strategic objectives it must strive to meet, as well as the relevant sections of the DoE whose infrastructure requirements it must seek to meet
Ø The PRP Unit who is responsible for its implementation
Ø The District offices who must support this process
Ø The Implementing Agents whom the Department engages to deliver the services
Ø The communities, schools and SGBs of the province who are the ultimate beneficiaries and users of the infrastructure.
Ø District and Local Municipalities
1.6 Format of the Infrastructure Plan
The format adopted for this Infrastructure Plan is as follows:
Ø Section 1 gives the background to the Infrastructure Plan, its objectives and process of formulation
Ø Section 2 briefly describes the current levels of infrastructure service provision, the Department’s norms and standards for an ideal level of service, and the current backlog (gap) in this regard
Ø Section 3 sets out the Department’s strategic priorities for infrastructure provision, given its legislative mandate but taking cognisance of the environment within which service provision must be implemented
Ø Section 4 describes the basis upon which needs are analysed, provides projections of demand for facilities, and indicates how this demand is managed
Ø Section 5 sets out the various components of the infrastructure management plan, and describes the Department’s programmes for addressing each of these
Ø Section 6 sets out a summary of the financial implications of the Plan, as well as the basis for deriving the cost estimates and expenditure projections as set out in the schedules appended to the Plan
Ø Section 7 describes the organisational and contractual arrangements necessary for the implementation of the Plan. It also refers to the need for any additional capacity requirements, and the implications of not providing for this
Ø Finally, Section 8 indicates how performance against the Plan will be monitored, as well as how the Plan itself will be updated and amended to improve its accuracy and confidence in it
The Annexures to the Plan include all the proposed projects in each of the implementation programmes, together with the scope, cost estimates and projected cashflow thereof.
1.7 Level of Sophistication
It should be noted that this document represents the first edition of an Infrastructure Plan for the Department. As such, it is based on information currently available. Subsequent revisions, which will take place annually, will show increasing levels of sophistication as information systems, principally the Education Facilities Management System (EFMS) are improved and updated.
1.8 Process of Formulation
The process of compiling this Infrastructure Plan has two consecutive components, viz:
(a) Strategic input which determines the focus of the Plan and its objectives
(b) Identification of projects and programmes to give effect to the objectives of the Plan
1.8.1 Strategic Input
The first component, strategic input, is shown graphically in Figure 1.8.1 hereunder:
Figure 1.8.1: Strategic Input
The main sources of information for the medium term strategic framework are the following:
Ø President’s State of the Nation Address
Ø National Department of Education’s Strategic Priorities
Ø Premier’s State of the Province Address
Ø Provincial Growth and Development Plan
Ø Eastern Cape Spatial Development Plan
Ø Budget Speeches by the National Minister and Provincial MEC for Education
Ø Eastern Cape Department of Education Strategic Plan
Ø Eastern Cape Department of Education Turnaround Plan
Ø Expanded Public Works Programme
The main external linkages are the strategic plans of other provincial Departments such as Housing, Local Government and Traditional Affairs (DHLGTA), Water Affairs and Forestry (DWAF) and Mineral and Energy Affairs (DMA), Economic Affairs, Environment and Tourism (DEAET), etc.
The internal linkages refer to the necessary co-ordination with other sections within the Department of Education to ensure that physical infrastructure programmes take cognisance of their strategic requirements, such as in the fields of provisioning, curriculum planning, etc.
The main bottom-up linkages are local and district municipality Integrated Development Plans (IDPs).
Based on these inputs, and taking into account the physical conditions of the Eastern Cape and school infrastructure, the Department has set itself a number of strategic priorities. These are described in Section 3 hereof.
1.8.2 Project Identification
The second component, project identification, is shown graphically in Figure 1.8.2, where it comprises the first three steps.
The criteria used for identification and prioritisation of projects are developed from the strategic inputs described earlier in this section. These are discussed in detail in Section 3 of this Plan.
This process referred to in Figure 1.8.2 is briefly described hereunder:
1. The EFMS is used to identify and prioritise projects on an agreed weighting basis (there are a number of criteria that can be used, the main areas for classroom provision being shortage of classrooms (ie: overcrowding) and condition of existing facilities).
2. A system generated draft priority list is compiled using EFMS and EMIS data, as well as strategic/policy input as described earlier.
3. This list is then workshopped with the Districts to explain the basis for prioritisation and the sources of data.
4. The Districts then compare this list with their own priority lists and motivate amendments.
5. The Department then prepares a final draft list based on the feedback from the Districts.
6. The list is then sent to the SG and MEC for final approval, which includes submission to the Standing Committee on Education.
2. LEVELS OF SERVICE
2.1 Norms and Standards (Desired Levels of Service)
To ensure the cost effective and equitable provision of facilities, the Department has over a period of time developed the following norms and standards (ie: desired levels of service) for infrastructure provision. These have been workshopped in numerous forums over the years and are now accepted throughout the province. As such, they have been captured into a Design Manual for School Building in the Eastern Cape and are summarised hereunder. The Design Manual is included as Annexure B to this document.
2.1.1 Classrooms
Classrooms will be provided on the following basis:
Ø Primary schools (Grades 1 – 7): One classroom for every forty learners
Ø Secondary schools (Grades 8 – 12): One classroom for every thirty five learners
The programme provides for refurbishing existing classrooms, and building new classrooms where necessary, to meet these norms. Mud structure classrooms will, however, be replaced.
2.1.2 Administration Facilities