Performance Management System Presentation (Version 1) 23 September 2011[1]

Performance Management workshop for Nkonkobe local

municipality

CORPORATE STRUCTURE

Page 3

Corporate Structure

SISEKO GROUP

Performance management consulting

Performance management training (Services Seta Accredited)

Performance management software

Monitoring & Evaluation Research &

Development Management consulting

HIGHER EDUCATION Sustainable property

development Facilities Management Property Advisory

COMMERCIAL Property Advisory Property development Facilities management Sustainable

infrastructure development

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 QUANTITY SURVEYORS

SISEKO MANAGEMENT INSTITUTE

SISEKO PROPERTIES

SISEKO INVESTMENTS

SISEKO SOCIAL INVESTMENT

Alternative energy: solutions (biomass to energy, wind turbines)

Agro – processing: (Meat processing, Vegetables & Fruit processing, Agri-charcoal )

Amahlumela foundation: (maths, mcience & technology, sustainable social infrastucture development,

Do rite foundation: (moral regeneration programs, public justice education)

Page 4

Sector & industry focus

Government & entities

SECTOR / INDUSTRY SERVICE LINES

Built environment

Private sector

Financial services & utilities

Telecommunications

Higher education & others

Man

agem

ent c

onsu

lting

Rese

arch

and

dev

elop

men

t

Perfo

rman

ce m

anag

emen

t sys

tem

(sof

twar

e)

Perfo

rman

ce m

anag

emen

t tra

inin

g &

cons

ultin

g

Prop

erty

dev

elop

men

t

Quan

tity

surv

eyin

g &

proj

ect m

anag

emen

t

SAMPLE OF OUR GROUP CLIENTS

Copyright ©

Page 6

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 7

Sample of our Group Clients (current and previous)

CLIENT CLIENT CLIENT CLIENT

Joe Gqabi district municipalityWalter Sisulu University - WSU

Amahlathi local municipalityUmsobomvu Youth Fund

Sundays River Valley local municipality Isenta Consortium

Page 8

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 9

Contacts

Contacts

Physical Address: Postal Address:

6 Webb street Southernwood East London 5201__________________

P. O. Box 1014East London5201__________________

Contact Numbers & Person:

Tel : 043 722 5788Fax : 043 722 [email protected]

_______________________ Sibongile Gobile - CEO

OUR COMBO PMS SOLUTION

Copyright ©

Page 11

Performance management, monitoring and evaluation is amanagement process seeking to enhance and improve efficiencies. This is also classified as one of management toolsused 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:

1. Management consulting

Page 12

Key areas in management consulting1. Policy development2. Process mapping3. Development of scorecards4. Development of competency framework5. Performance agreements6. Performance coordination & administration7. Performance assessment & reviews8. Performance reporting 9. Monitoring and evaluation

1. Management consulting cont…

Page 13

Siseko offers performance management, monitoring and evaluation training that is accredited by services seta. Theprogramme is NQF level 5 with 8 credits. It is designed toenable learners to:

1. formulate performance standards2. conduct performance coordination and administration3. do performance planning 4. monitor and evaluate performance5. conduct performance reviews 6. performance communication and reporting

2. Training & development

Page 14

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.

3. PMS IT system (software)

Page 15

System overview The Foundation performance management system has been developed uniquely tomeet any government needs for performance management and performance reporting, for both at the organizational and employee levels. This solution has beenespecially tailored to suit the performance management process for government as stipulated by the legislations and policies. The system is easily manageable and maintainable, everything it’s 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.

PMDS IT system (software) cont…

PERFORMANCE MANAGEMENT SYSTEM

Copyright ©

Page 17

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.)

iii. Inline with priorities, objectives, indicators and targets as per IDP (Indicators must be measureable so that they can be manageable. Targets must be realistic)

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)

S 38 - Establishment of PMS

Page 18

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.

S 39 – Development of PMS

Page 19

The municipality must establish a mechanism ofmonitoring and reviewing its performance management system

S 40 – monitoring and review of PMS

Page 20

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

S 41 – Core components

Page 21

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

S 42 – Community involvement

Page 22

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.

S43 – General KPI’s

Page 23

Municipality must make known both internally and tothe public the key performance indicators and targetsas set for the purpose of the performance management system.

S44 – Notification of KPI’s & targets

Page 24

The results of performance measurements must be audited:

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

b) Annually by the Auditor General

S45 – Audit of performance measurements

Page 25

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.

S46 – Annual performance reports

SISEKO PERFORMANCE MANAGEMENT APPROACH

Page 27

• 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)

Our approach

Page 28

• Legislation based• Translate legislation into policy• Visioning (vision, mission) • Strategic objectives• Key performance areas

– Implementable– Measurable– Manageable– Monitoring & evaluation

Our approach cont…

Page 29

PMS solution

Vision Mission Strategic

Objectives

Organizational Scorecard

Departmental Scorecard

Competency Framework

Individual Scorecard

Performance Contracts

Role Profiles

Evaluations Departmental

Individual

CLARIFY VALUE PROPOSITION

MILESTONE 1

DEVELOP ORGANIZATIONAL

SCORECARD

MILESTONE 2

DEVELOP DEPARTMENTAL

SCORECARD

MILESTONE 3

DEVELOP INDIVIDUAL

SCORECARD

MILESTONE 4

CONDUCT APPRAISAL

PROCESS

MILESTONE 5

THE PERFORMANCE MANAGEMENT JOURNEY

Page 30

• In-depth understanding of PMS

• Legislative compliance

• Implementation process is all encompassing

Why is this so important ?

Page 31

Endorsement by Auditor General

Page 32

Accreditation by Services Seta for performance monitoring & evaluation training

FOUNDATION – PERFORMANCE MANAGEMENT SYSTEM (AUTOMATION)

Page 34

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

Key features

Page 35

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

Key features

Page 36

Performance Management & Development System

  Version 2.0

Page 37

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 38

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 39

Scorecards Key Performance Areas overviewThis 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 40

Adding a new IDP ObjectivesThis 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 41

Adding a new Key Performance Indicator KPIThis 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 42

Adding a new Key Performance Indicator KPI continues

Page 43

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

Page 44

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

Page 45

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

Page 46

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 47

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

Page 48

Competency Framework continuesWhen 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 49

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

Page 50

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 51

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 52

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 53

Performance DocumentsThis 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 54

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 55

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 56

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 57

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

Page 58

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 59

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 60

QUESTIONS,

ANSWERS,

INPUTS AND

CLARITIES