DPW PROGRAMME PERFORMANCE REPORTS FOR THE PERIOD APRIL TO JUNE 2012

PROGRAMME 1: ADMINISTRATION - SUB-PROGRAMME: CORPORATE SERVICES

Strategic Objective / Ensure effective corporate governance and sound resource management
Output / Performance Indicator / Annual target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Life cycle management of Human Resources / Reduced vacancy rate / Vacancy rate is reduced to 15% as at 31st March 2013 / 16.5% reduced vacancy rate / Vacancy rate currently at 14.19% in quarter 1
  • 5842 posts filled
  • 966 (14.19%) posts vacant
/ Target exceeded
Life cycle management of Human Resources / Functional skills generation initiatives / Training budget expended (1% of personnel budget) / 25% of training budget fully expended / 549 (9.4% of staff establishment) staff members were exposed to various trainings as compared to 5% (292) as required by DPSA directive / Target exceeded
Provision of business intelligence systems / 100% Integrated Fixed Asset Management system and business systems / 100% tested, audited and training of the works control, billing and accounting system / Complete 20% development of the corks control system / 12% of workload has been achieved
25% configured billing and accounting system / 5% of the workload has been achieved
Output / Performance Indicator / Annual target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Business case and URS document for facility and construction project management systems / Signing of the business case for facility and construction project management system / Draft business case developed / Consultations outstanding
Awaiting finalization and sign off
Provision of business intelligence systems / 100%Enterprise Data Visibility and Integrated secured performance information / 100% implementation of IT risk management / Procurement of Risk Management, desktop backup, data classification and leakage system / NO progress / Project will not be implemented during the 2012/13 Financial year due to budget constraints / Project to be prioritised and budgeted in the 2013-14 financial year
Provision of business intelligence systems / 100% implementation of desktop data backup, classification and leakage system / NO progress / Project will not be implemented during the 2012/13 Financial year due to budget constraints / Project to be prioritised and budgeted in the 2013-14 financial year
MoU’s – Establish relations with other countries including international organizations / Signed MOU’s with identified countries / Facilitate the signing of 2 MoU’s / Discussion of the conclusion of the MoU’s / Currently the are discussions to conclude 1 MoU / On target
Conduct the Ministerial Public Participation Programme / Plan and organize 10 Ministerial Public Participation Programme (MPPP) events (mandatory) / Plan and organize 10 Ministerial Public Participation Programme events (mandatory) / 3 events successfully organized / 9 MPPP events participated in:
  • 5 x Road shows to staff
  • 2 x Budget vote speeches
  • 1 x EPWP Non State Sector Summit
  • 1 x handover Engcobo school
/ Target exceeded
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Provision of Legal Services and advises / Provide a Legal opinion within 14 working days / Legal opinion or interim report provided within 14 working days / Legal opinion or interim report provided within 14 working days / Opinions -149
Oral -80
Written - 69
100% achieved
Management of Legal Contracts / 100% required contracts completed / All contracts verified against bid approvals / All contracts verified against bid approvals / Signed - 119
Drafted -34
Amended - 03
Commented -00
Guarantees Received - 08
Guarantees Released -05
Guarantees called up- 00
100% achieved
Vetting and screening of stakeholders including officials / 80 security clearance for vetted prioritized personnel / 80 prioritized personnel to be vetted / 20 prioritized personnel to be vetted / 90 officials (25%) in quarter 1 vetted against annual target of 360 / Target achieved
Vetting and screening of stakeholders including officials / 200 screening results of screened companies / 200 companies to be screened / 50 companies to be screened / 274 companies (68.5%) in quarter 1 cleared against annual target of 400 / Target exceeded
Gender Advocacy/ awareness campaigns / Increased participation of women, people with disabilities and Youth in DPW programmes / 5% participation of women, people with disabilities in DPW programme / N/A / Gender Unit being capacitated
  • Phase 1 of Gender Audit completed
  • M&E tools developed to monitor branches
  • 3x workshops held to capacitate the Unit

SUB PROGRAMME: INTERNAL AUDIT AND INVESTIGATION SERVICES

Strategic Objective / Ensure effective corporate governance and sound resources management
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Internal Audit Plan / Internal Audit plan developed and approved annually by May / 1 Internal Audit plan approved by May 2012 by Audit & Risk Management Committee / Approved Internal Audit Plan / Internal Audit Plan (Annual & Three Year Plan) approved by ARMC on 29 May 2012.
Audit Reports / Internal Audit plan implemented ad Audit reports issued to WXCO and Audit and Risk Management Committee / 9 Internal Audit reports issued quarterly to EXCO and Audit and Risk Management Committee / 20% Audits executed and reports issued / 13% Achieved;
Details of Progress is as follows:
Completed Audit Projects:
  1. SAS – Awaiting Presentation at EXCo & ARMC;

  1. EPWP Compliance – Awaiting final Communication of Consolidated Report & Overall Comments
/ Serious delays experienced in securing Auditees (Snr/Executive Managers) to discuss overall project findings and responses for Corrective Action, despite follow up. / Ultimatum together with implications of non-submission of information and unavailability of Auditees were communicated, & only then was attention given to the report.
Audit Projects at Reporting Stage:
  1. DoRA – Awaiting Management Comments;
/ Delays in receiving management responses despite numerous follow-ups. / Matter escalated to Head of Property & Facilities Management and responses received only after escalation.
  1. PMTE (Phase 1) 1st Progress Report Presented to ARMC.
/ Delays in receiving comments and supporting documents requested for. / Matter escalated to senior management however no resolution.
Scope limitation will be raised on outstanding issues to reach finality.
  1. Audit of Performance Information – Quality Assurance Review outstanding.
/ Capacity to finalise reviews of quality on time is a challenge. Only 1x Director to handle audits in Regions & Head Office. / Request for capacity already communicated.
Director Seconded from National Treasury awaiting approval.
  1. Property Management Acquisition

Audits in Execution:
  1. General Controls Review (IT Audit) – Execution Phase;

  1. Projects (Capital Projects)

  1. (IT Audit) HR Staff Composition Statistics Analysis

  1. Follow Up on Management Action Plan to AG Report (MGT progress as at 31 March 2012)

Fraud Prevention Strategy / Reviewed and updated fraud prevention strategy / Review I Fraud Prevention Strategy / 1 Approved Fraud Prevention Strategy / Not Achieved / The review process still underway. / The review process to be finalised and the FPP presented to EXCO and ARMC by August 2012
12 awareness workshops rolled out across DPW / 3 Workshops conducted / Achieved – 19 Workshops conducted at Head Office
4 articles in Worx News / 1 Awareness article published / Achieved - 1 Awareness Article and 1 Log-in Screen
Progress Report / Investigation progress report submitted to EXCO and Audit & Risk Management Committee / 4 progress reports on investigations submitted to Management and Audit and Risk Management Committee quarterly / 1 progress report on investigated cases / Achieved –
1 Progress Report presented to ARMC on 29 May 2012
Status of Reported Cases:
Ten (10) Investigations Completed;
Twelve (12) Investigations at internal reporting stages;
Seven (7) investigations at execution Stage.
ARMC Meetings / 4 Audit and Risk Management Committee meetings held / 4 meetings facilitated quarterly / 1 Audit and Risk Management Committee meeting held / Two Audit and Risk Management Committee meetings held on 27 and 31 May 2012 respectively.

SUB PROGRAMME: INTER-GOVERNMENTAL RELATIONS AND PARLIAMENTARY SERVICES

Strategic Objective / Ensure effective corporate governance and sound resource management
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Number of meetings co-ordinated / 12 meetings coordinated with Inter-Governmental Structures / 3 Meetings coordinated with intergovernmental structures / 19 Meetings attended. List clearly articulated in POE
15 briefing sessions with Parliamentary committees and 5 oversight visits / 5 briefing sessions with Parliamentary committees coordinated / 3 Oversight visits
7 briefing sessions with four parliamentary Committees
4 quarterly performance review meetings for 4 entities coordinated / 1 meeting coordinated with each entity /
  • Meeting between the Minister and DPW public entities was held on 01/06/12 to review 2011/12 4th Quarter performance reports.
  • Special meeting between the Minister and the Council for CBE held on 15/06/12 to address corporate governance challenges
  • Minister also met with SACLAP on 15/06/12 to address their corporate governance challenges.

30 internal top governance structure meetings coordinated / 10 internal top governance structure meetings coordinated / 4 EXCO MEETINGS:
1 SPECIAL EXCO
2 MINTOP MTGS
1 HOD’S FORUM and 1 MINMEC MTGS
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
12 NEDLAC meetings coordinated / 3 NEDLAC meetings coordinated / 8 MEETINGS:
3 MANCO meetings;
3 Chambers Meetings -1 task team meeting;
Youth Dev. Task team -19/04/12
1 disability Task team -24/05/12
4 Durban 2014 UIA World Congress Steering Committee meetings facilitated / 1 meeting coordinated with stakeholders / Steering Committee members met with 5 National Government departments (i.e.: DHS, SAPS, DAC, DTI and DEA).
Terms of reference for the Interdepartmental Sub-Committee have been developed and circulated to consulted departments for comments.
Parliamentary documents pertaining to department and entities tabled as per PFMA requirements (strategic plan, Bill, Annual reports and Parliamentary questions) / 50 Parliamentary documents tabled / 5 strategic plans and 10 questions / 30 questions were tabled.
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Effective governance of sector entities / 80 000 Euros paid to UIA as guarantee for the rights to host the 2014 UIA World Congress in Durban / N/A

SUB-PROGRAMME: STRATEGIC MANAGEMENT UNIT

Strategic Objective / Provide strategic leadership and support services, including the accommodation and overall management of the department
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Submission and tabling of the Strategic Plan and Annual Performance Plan to Parliament aligned to all relevant prescripts / Strategic Plan & Annual Performance Plan tabled in Parliament in March/April 2012 / n/a / Target will be reported on from the 2nd quarter
Updated risk registers / 80% of departmental risk registers updated / 20% risk registers updated / 100% risk registers for both Head Office and Regions are complete.
Updated Business Processes / Updated business processes for Asset Investment Management / n/a / Target will be reported on from the 2nd quarter

SUB PROGRAMME: MONITORING AND EVALUATION

Strategic Objective / Provide strategic leadership and support services, including the accommodation and overall management of the department
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Implementation of M&E related prescripts / Approved M&E guidelines / Institutionalize and implement reviewed policy / Institutionalise and implement guidelines in the following regions:
Head Office
Pretoria Regional Office and Johannesburg Regional Office / One-on-one engagements with busisness units on the alignment of Q1 performance reporting / Workshops not conducted as yet due to limited capacity / Commitment to the planned dates for M&E workshops
Compliance to reporting requirements / Improved Corporate Governance / Impact Analysis Report / Data verification and compliance analysis
Impact assessment (project visits) / Verification & Validation of Programme Performance / Verification of 30 state-owned buildings in Pretoria / Verify 30 state-owned buildings:
Prepare profile of state owned building in pretoria

SUB-PROGRAMME: FINANCE & SCM

Strategic Objective / Ensure effective corporate governance and sound resource management
Output / Performance indicator / Annual target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Effective Debtors Management / PMTE debtors’ age analysis / Reduce debtors age analysis to 1 year / 15% reduction on balance / 34.43% / None / None
SA GAAP compliant Financial Statements / Audit Report (i.t.o. SA GAAP compliance) / Positive audit outcome / N/A / 2011/12 AFS
submitted on 31/05/12
Evaluation completed, awaiting Adjudication. / Draft AFS Minutes of Bid Evaluation
Acquisition of system
GAP analysis of existing vs required policies / 9 Policies completed / Draft Policies
100% Submitted by 15th of following month
Audit Report (DPW compliance with the AFS prescripts) / Positive external audit outcome / 90% accurate financial statements
Ensure compliance with SCM and applicable prescripts / Audit Report (i.t.o. Irregular, fruitless & wasteful expenditure) / Positive external audit outcome / 50% of cases detected must be resolved or submitted for further investigation
Audit Report (i.t.o. movable asset management) / Positive external audit outcome / 100% reconciliation of movable asset register
Ensure compliance to treasury regulations number 8 / Payment registers (payment turnaround time) / 95% of service providers to be paid within 21 days / 85% of service providers paid within 21 days

SUB-PROGRAMME: ASSET INVESTMENT MANAGEMENT

Strategic Objective / Provide strategic leadership in effective and efficient immovable asset management and the delivery of infrastructure programmes
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
To produce a complete and accurate immovable asset register on the assets by 31 March 2014 / Number of properties populated with essential information. / Populate 10 929 properties / Populate 2 732 properties. / 21 448 land parcels verified through desktop analysis and updated with Deeds’ Web information
Confirmation of ownership of 35 895 land parcels under DPW’s custodianship / Number of land parcels Vested / Vest 1 190 land parcels / Vest 297 land parcels. / 352 land parcels vested
(3 5895 land parcels) 15 500 title deeds endorsed / Number of title deeds endorsed. / Endorse 500 title deeds / Endorse 125 title deeds. / 80 title deeds endorsed / Item 28 (1) certificate issued by DRDLR have not been received by DPW regions
PORTFOLIO PERFORMANCE & MONITORING
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
PPS. Document / 100% of Portfolio Strategies developed / 100% PPS / PPS 25% / 5% of revision of PPS completed / PPS was not done as we were in the process of revising the PPS framework
C-AMP Document / Approved Custodian Asset Management Plan (C-AMP) and implementation programs. / 100% C-AMP compile DPW CWIP and PMIP / CAMP 25% completed. / No progress / C-AMP was not done as we were in the process of revising the C-AMP framework
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Increased Revenue / Increase in revenue generation.
. / Increase revenue by R1 643 372 / Increase revenue by R410 843 / No progress / The AG advised that the method and source of calculating the revenue increase is in correct. Awaiting AG to advice.
Reduction in energy consumption / Unit and cost reduction in electricity consumption.
Monitor energy.
Assess work done (signing of MOU with DOE).Develop an implementation program. / Reduce consumption by 942 857 kw/hr. / Reduce consumption by 235 714 kw/hr.
Reduction in water consumption / Unit and cost reduction in water consumption.
Monitor water / Reduce consumption by 802 500 k/l / Reduce consumption by 200 625 k/l / No progress on kilowatts saved. / No inputs received from Regions on water savings.
Implementation Plan on water Efficiency / Assess work done .Develop an implementation program. / Funds were sourced for the assessment of previous shared savings contract and development of way forward.
Implementation Program on Rehabilitation / Number of rehabilitated properties. / Rehabilitate 10 properties / Rehabilitate 1 property. / 5 Properties / N/A / Annexure C
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Implementation Program on Accessibility / Number of buildings made accessible. / 100 buildings accessible / 10 buildings accessible / 29 building made accessible / N/A
Extent of land submitted for approval for Human Settlement / Extent of land released. / Release 200 ha / Release 50ha / No progress / Submissions requesting approval still in progress
Proposed number of government precinct for approval / Land parcels released for government precinct.
Buy in from National Treasury and Client Departments / Avail 2 land parcels released for rural development when required / Bi monthly meetings
BALFOUR / Various meeting with National Treasury were held and it was resolved that an independent feasibility study should be commissioned by the Municipality for Balfour development / Available feasibility study was conducted by developer and National Treasury has indicated that the study could be not in the best interest of the State
COFIMVABA / The land belongs to the municipality. Our role is to facilitate the implementation of the development. / Lease agreement not finalized between Municipality and Developer
ENGCOBO / The land is owned by the department of Rural development. Rural development will transfer the land to the municipality for economic development.
Number of properties submitted for land reform purposes / Number of properties released. / Release 20 properties / Release 2 properties. / No progress / Submissions requesting approval still in progress / To make follow ups with Ministry
Number of properties submitted for approval for servitudes, socio-economic development and foreign properties / Number of properties released / Facilitate disposal of properties for servitude and socio-economic development (25) / Release 5 properties / 2 properties approved for disposal / Submissions requesting approval still in progress / To make follow up with Ministry
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Facilitate disposal of foreign properties / Release of 8 Namibian properties / No progress / Submissions requesting approval still in progress / To make follow up with Ministry
PORTFOLIO ANALYSIS
Investment Analysis Report / Number of feasibility assessments completed / Conduct 100 feasibility assessments / Conduct 25 feasibility assessments / 28 feasibility assessment conducted / Extra effort from employees working overtime(private time)
Valuation Report / Number of market valuations approved / Obtain approval for 200 market valuations / Obtain approval for 50 market valuations / 58 valuations completed / Extra effort from interns and Young Professionals
Reduction in payment of rates and taxes / Number of municipal valuations appraised / 1000 rated properties in the new municipal valuation roll appraised / 250 municipal valuations appraised / None Received for this quarter / This KRA is dependent on the cycle of Municipal Valuation Rolls.(Most Municipalities are in the process of compiling new general valuation rolls)
Lease profile / Benchmarks for letting and leasing rates in three region (Durban, Port Elizabeth, Cape Town and Pretoria) / 100 % of all leases assessed in identified Regions / 100% of all leases assessed in Durban and Pretoria / 60% of leases reviewed / Refining of information is time consuming
Lack of resources
Output / Performance Indicator / Annual Target / Quarterly target
(Q1) / Actual progress against target / Deviation / Corrective measure
Lease strategy document / Dependent on the completion of the lease reviews. The document will be finalised as at end quarter 4.
Risks identified and control measures put in place. / Risk register with measures / 100% of risk mitigated / 25% / 15% / Lack of Funding
HR process delaying the appointments of recommended candidates.
Responsive personnel structure and skilled staff / Work plans and assessments in place / 100% compliance / Quarterly assessments done by 15 after end of quarter / Work plans
Submitted, assessments still pending / Officials on leave owing to cyclic leave.
Well managed budget for the Branch / No over/under expenditure / 100% / 25% / 39.8% / Recurring payments from the previous financial year (PPS Project)

SUB-PROGRAMME: KEY ACCOUNT MANAGEMENT PORTFOLIO