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Presentation Standing Committee on Appropriations (SCOA)
2012/13: Annual Report
2013/14: Q1 and Q2 Expenditure 2013/14: Adjustments Budget
2014/15 - 2016/17 MTEF Budget
(Q1 2013/14 performance presented in August, second quarter
performance report only due to NT at end of October)
DATE: 10 OCTOBER 2013
The Presidency Department of Performance Monitoring and
Evaluation
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The Presidency: Department of Performance Monitoring and
Evaluation 2
Contents 1. The Annual Report
• Focus areas of the department
• AGSA findings
• Key achievements
• Summary of performance per programme
• HR information
• Financial information
2. 2013-14 quarter 1 and 2 expenditure
3. 2013-14 Adjustment Budget
4. 2014/15 - 2016/17 MTEF Budget
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The Presidency: Department of Performance Monitoring and
Evaluation 3
2012/13 Annual Report
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The Presidency: Department of Performance Monitoring and
Evaluation 4
Focus areas of the department: 2012/13
Programme 2: M&E of national
priorities
• Focus on outcomes and impacts of government work • MTSF and
plans for the priority outcomes (delivery agreements) • Monitoring
progress against the plans • National Evaluation System: Evaluating
to inform improvements to
programmes, policies, plans • Address problems with data quality
and information management • Municipal performance and service
delivery assessments
Programme 3: GWM&E system
• National policies and guidelines for M&E • Develop
capacity of national and provincial departments and
municipalities to carry out M&E themselves • Develop a
management culture of continuous improvement
Programme 4: Management
performance M&E
• Focus on quality of management practices in individual
national and provincial departments
• Moderated self assessment • Drive a process of continuous
improvement • Monitoring range of indicators for FOSAD
Programme 4: M&E of front-line service delivery
• Focus on monitoring of experience of citizens when obtaining
services • Presidential hotline and presidential visits •
Unannounced monitoring visits and revisits • Citizen-based
monitoring
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The Presidency: Department of Performance Monitoring and
Evaluation 5
2012/13 AGSA Findings Report of the Auditor General: Clean Audit
• Material findings
• No material findings on Financial Statements or on compliance
with laws and regulations
• No material findings on performance information • Other
findings
• Material adjustments to performance information • Department
is implementing a system of centrally filing all evidence
documents • Auditing of quarterly and annual performance reports
by internal audit has
been introduced • IT Controls
• Migrated to own ICT system at the end of March 2013 • User
access policies updated and revised controls implemented •
Implementing own policies and disaster recovery system
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The Presidency: Department of Performance Monitoring and
Evaluation 6
Key Achievements for 2012/13 • Supplied Cabinet with quarterly
monitoring reports on implementation of
the 12 outcomes and provided the public with quarterly progress
reports on the POA website
• Started doing research work on the 20 year review and produced
23 research papers
• Developed a national evaluation plan which was approved by
Cabinet in December 2012
• 24 evaluations (from 2012/13 and 13/14 evaluation plans) were
under way by the end of the financial year
• Conducted management performance MPAT assessments on 156
national and provincial Departments
• Developed a Municipal Assessment Tool which is currently being
piloted • Improved the resolution rate of the Presidential Hotline
from 82.2% to
90.2% for national and from 49.8% to 71% for provincial
departments • Conducted over 215 front-line service delivery
monitoring visits • Developed a national citizen-based monitoring
policy framework
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The Presidency: Department of Performance Monitoring and
Evaluation 7
Summary of Performance per Programme
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The Presidency: Department of Performance Monitoring and
Evaluation 8
Programme 1: Administration
Achieved targets: sub-programme: Departmental Management • Final
Strategic Plan was tabled to Parliament by due date (p 24) • APP
was tabled to Parliament by due date and all quarterly reports
were
submitted (p 24) • Communication Plan approved by the Director
General and quarterly
progress reports produced (p 26) • Risk register was approved (p
26)
Number of targets 32 % Targets achieved 26 81 Targets partially
achieved 4 13 Targets not achieved 2 6
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The Presidency: Department of Performance Monitoring and
Evaluation 9
Prog. 1 Achieved targets continued…... Sub-programme: Internal
Audit • 3-year rolling Internal Audit plan was approved by Audit
Committee (p 26) • Quarterly internal audit reports compiled and
submitted to the Audit
Committee and Management (p 26) Sub-programme: Corporate and
Financial Management (p 26) • All remaining recommended (but not
mandatory) polices as per
regulatory frameworks and collective agreements approved • All
policies were reviewed but no changes were required • Department
achieved a clean audit opinion • Annual MPAT self-assessment
completed by management and signed off
by Director General by 30 September 2012
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The Presidency: Department of Performance Monitoring and
Evaluation 10
Prog. 1 Achieved targets continued……. Sub-programme: ICT •
Enterprise Architecture approved (including Information Strategy)
(p 28) • IT governance framework approved (p 28) • IT Procurement
Policy approved (Integrated into departmental
procurement policy) (p 28) • Data Management Policy approved (p
28) • Record Management Policy and File Plan approved (p 28) •
Internet and email policy approved (p 28) • Hardware policy
approved (p28) • IT Asset Management Policy approved (integrated
into departmental
Assets policy) (p 28) • Architectural design approved by
Director General (p 29) • DPME successfully migrated to its own IT
system by the end of March
2013 (p 29) • DPME VPN established by end March 2013 (p29)
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The Presidency: Department of Performance Monitoring and
Evaluation 11
Prog. 1 Achieved targets continued……. Sub-programme: ICT… • 98%
system availability achieved (p29) • MPAT system was put in place
and used by DPME staff, staff in Offices of
the Premier, and staff in national departments (p 30) • Calendar
developed and made available for use (p 30) • Frontline Service
Delivery monitoring information management tool
developed (p 30) • Plan for maintenance of business applications
developed (p 30)
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The Presidency: Department of Performance Monitoring and
Evaluation 12
Prog. 1 Partially achieved (4)
Partially achieved targets (Departmental Management)(1) • Risk
assessment process was not finalised for 2 programmes (p25)
• Risk management committee did not meet regularly as planned.
This has since been addressed by linking the timing of the risk
management committee to the timing of other management meetings
Partially achieved targets (Corporate & Finance)(1) • Score
at least 3 on every MPAT performance area (p 27)
• Department scored less than 3 in 6 out of 30 standards. Plans
to address these deviations are included in the SDIP in the current
financial year
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The Presidency: Department of Performance Monitoring and
Evaluation 13
Partially achieved targets cont.…..
Partially achieved targets (ICT) (2) • Help desk service
application developed (p 30)
• Processes mapped but application was not yet developed.
Incorporated into a broader project to develop a system for
corporate services
• Departmental Projects dashboard application developed (p
30)
• Skeletal Intranet sites have been deployed and are
operational. One component is incomplete. The APP module on the
application is still in testing phase
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The Presidency: Department of Performance Monitoring and
Evaluation 14
Prog. 1 Targets Not Achieved (2)
• Security Plan in draft form and not approved (p 28) • Plan
only in draft form not yet approved. Will be completed as part of
IT
governance implementation plan this financial year
• Development Indicators application produced and in use by Data
Systems Branch staff in DPME who are responsible for the
Development Indicator (p 30) • Deferred the project to current
financial year
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The Presidency: Department of Performance Monitoring and
Evaluation 15
Programme 2: Outcomes Monitoring & Evaluation
Achieved target: Sub-programme: Outcomes Support (p 32) •
Delivery agreements reviewed and where necessary, changes were
effected • Two new guidelines on planning and monitoring delivery
agreements
produced • Report on functioning of Implementation Forums was
submitted to Cabinet
by the end of March 2013 • 48 quarterly monitoring reports on
outcomes submitted to Cabinet
Number of targets 14 % Targets achieved 13 93 Targets partially
achieved 1 7 Targets not achieved 0 0
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The Presidency: Department of Performance Monitoring and
Evaluation 16
Prog 2 Achieved targets continued • Summary outcomes monitoring
reports on four quarters compiled and
submitted to Cabinet (p 33) • 233 briefing notes on Cabinet
memos were compiled (p 33) • 115 briefing notes or reports on
executive monitoring and evaluation
initiatives (p 33) Sub-Programme: Evaluation and Research •
Annual Plan for 2013 approved by Cabinet and 3-year plan for
2013-16
approved by Cabinet (p 34) • 12 guidelines to support
evaluations across government produced and
published (p 34) • Evaluation and competency standards produced
and put on website (p 34) • 237 government officials completed
training on evaluation 12 courses (p
34) • 100% (1 of 1) Improvement Plan for ECD evaluation produced
(p 35) • Governance structures for 20-year review put in place and
22 research
papers were received by the end of the financial year (p 35)
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The Presidency: Department of Performance Monitoring and
Evaluation 17
Prog 2: Outcomes Monitoring &Evaluation
Partially achieved target: Sub-Programme: Evaluation and
Research (p 35) • 10 evaluation reports approved by evaluation
steering committees
• 1 evaluation report was approved. Two more reports were
approved by the evaluation steering committees in May 2013. The
evaluation process has proven to be more complex than anticipated
by the targets. The process of working with departments and
obtaining agreement on the various stages of the evaluations has
proven to take longer than anticipated
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The Presidency: Department of Performance Monitoring and
Evaluation 18
Programme 3: M&E Systems Coordination and Support
Achieved Targets: Sub-programme: M&E Systems (p 36) •
Baseline of M&E systems established from first MPAT assessment
report • Diagnostic assessment of human resource capacity for
M&E across
government conducted and improvement plan developed • Concept
and project plan for M&E system assessment across
government
developed and implemented Achieved Targets: Sub-programme:
M&E Policy and Capacity Building (p 37) • 5 guidelines were
completed and approved • Four National and four Provincial M&E
Forum meetings held
Number of targets 14 % Targets achieved 11 79 Targets partially
achieved 3 21 Targets not achieved 0 0
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The Presidency: Department of Performance Monitoring and
Evaluation 19
Programme 3: M&E Systems Coordination and Support Achieved
Targets: Sub-programme: M&E Policy and Capacity Building (p 38)
• Preliminary Integrated Capacity Development Programme implemented
• 10 M&E learning networks events held Achieved Targets:
Sub-programme: M&E Data Support (p 39) • 28 data forums held •
52 new datasets fully assessed • Data sources with acceptable
metadata description increased by 18% • Quarterly reports presented
to data forums and top management within
time frames
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The Presidency: Department of Performance Monitoring and
Evaluation 20
Programme 3: M&E Systems Coordination and Support
Partially Achieved Targets: M&E Policy and Capacity Building
(p 37) • Draft Results Bill submitted to Cabinet for approval by
March 2013
• Draft Bill developed but consultations with other
administrative centre of government departments did not result in
agreement. There are different views on the need for a Result Bill
amongst the key administrative centre of government
departments.
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The Presidency: Department of Performance Monitoring and
Evaluation 21
Prog. 3 Partially Achieved Targets continued… M&E Policy and
Capacity Building (p 37) • Submit revised GWME framework to Cabinet
for approval by March 2013
• Draft GWM&E framework completed, but was not ready for
submission to Cabinet. The document requires extensive development
through a series of iterations as well as wide consultation with
key stakeholders • This process has now been combined with the
process to develop a
Results Bill through developing one overarching discussion
document, which is currently in the cluster system
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The Presidency: Department of Performance Monitoring and
Evaluation 22
Prog. 3 Partially Achieved Targets continued…
Partially Achieved Targets: M&E Policy and Capacity Building
(p 39) • Development Indicator report produced and published
annually
• Development Indicators report produced but was not published
by end of financial year. Cabinet requested some additional work to
be done. This has since been published
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The Presidency: Department of Performance Monitoring and
Evaluation 23
Programme 4: PSO
Achieved Targets: Sub-programme: Institutional Performance
Monitoring (p 41) • MPAT 1.2 released on 28 and 29 August 2012 to
all national departments and
the Premiers’ Offices • 100% (156 out of 156) (42 national
departments and 114 provincial
departments) completed their MPAT assessments before the end of
the financial year. 21 national DGs and 79 provincial HoDs provided
electronic sign-off on their assessments.
• MPAT result report compiled and submitted to Cabinet
Number of targets 18 % Targets achieved 17 94 Targets partially
achieved 1 6 Targets not achieved 0 0
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The Presidency: Department of Performance Monitoring and
Evaluation 24
Prog. 4: PSAO Achieved Targets continued.. Achieved Targets:
Sub-programme: Institutional Performance Monitoring • 65% (101 out
of 156) of departments showed an improvement in at least
one of the standards in each of the 4 KPA’s on the comparison
between the MPAT 1.1 and 1.2 self-assessments (p 42)
• 100% (15 out of 15) departments who submitted their APP on
time were assessed and letters were sent to the 15 departments
which submitted their 2nd draft APP to DPME by due date (p 42)
• 7 FOSAD reports were prepared and presented to FOSAD Manco
meetings (p 43)
• Improvements were achieved for 12 indicators being monitored
by FOSAD (p 43)
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The Presidency: Department of Performance Monitoring and
Evaluation 25
Prog. 4: PSAO Achieved Targets continued.. Sub- programme:
Frontline Service Delivery Monitoring (p 44-45) • FSDM
implementation tool and guidelines published on the DPME website •
National visit scheduled was finalized and 215 site visits were
conducted • National Overview Report produced and submitted to
Cabinet by end of
the financial year • Consultations done with 8 departments on
the 8 sector findings reports
and annual findings reports compiled • Return monitoring on 27
facilities was conducted and reports produced on
the 27 monitored sites for improvements as per agreed schedule.
65% of service delivery sites which were visited at least twice had
an improvement in scores for a least two of the seven assessment
areas
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The Presidency: Department of Performance Monitoring and
Evaluation 26
Prog. 4: PSAO Achieved Targets continued.. Sub- programme:
Frontline Service Delivery Monitoring • 6 case resolution reports
for the Presidential Hotline were submitted to
FOSAD Manco and 2 G&A cluster reports were submitted (p 45)
• Improvement plan approved and 4 progress reports against
improvement
plan were produced (p 46) • Quarterly reports were tabled to top
management meetings on progress
against the approved technical support plan (p 46) • 30 call
centre agents are in place (p 46) • Case resolution rate was at
90.20% by 31 March 2013 (p 46)
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The Presidency: Department of Performance Monitoring and
Evaluation 27
Prog 4: PSAO Partially Achieved Targets Sub- programme:
Frontline Service Delivery Monitoring
• Policy framework for the citizen-based monitoring programme
submitted to Cabinet by 31/03/2013 • The citizen based monitoring
framework was signed off by Minister and
tabled at the G&A Cluster. The G&A Cluster Working
Committee requested various recommendations to be incorporated
before presentation to Cluster and Cabinet. The framework has since
been approved by Cabinet
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The Presidency: Department of Performance Monitoring and
Evaluation 28
Department Overall
Pr.1 Pr. 2 Pr. 3 Pr.4 Total % Number of targets 32 14 9 18 78
100
Targets achieved 26 13 7 17 67 86
Targets partially achieved 4 1 2 1 9 11
Targets not achieved 2 0 0 0 2 3
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The Presidency: Department of Performance Monitoring and
Evaluation 29
Annual Report: Human Resource (HR)
Information
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The Presidency: Department of Performance Monitoring and
Evaluation 30
2012-13 Annual Report: HR Management • Vacancy Rate
• At the end of the 2012-13 financial year the department had
197 funded posts of which 173 were filled
• Vacancy rate at the end of the reporting period was – 12% •
Reasons for the non-achievement of the 10% vacancy rate target
include: • Time taken to complete compulsory pre-employment
screening (2
to 3 months delay in some cases) • Delay in DPSA directive on
implementing PSCBC Resolution 1 of
2012 related to salary levels 9-10 and 11-12 • In certain high
level skilled positions difficulties were experienced in
recruiting appropriately skilled officials due to competiveness
in the labour market
• Internal promotions as well staff leaving the department had
an impact on the vacancy rate – (11 internal promotions and 17
exits)
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The Presidency: Department of Performance Monitoring and
Evaluation 31
2012-13 Annual Report: HR Management • Filling of Top Management
Positions
• During the reporting period the department successfully filled
two Deputy Director General posts
• The CIO position was vacant, however the post has recently
been successfully filled
• Turn Over Rate • In the 12 month period from 1 April 2012 to
31 March 2013 the
department had 17 exits • Turn-over rate was 12% (17 out of 143)
• Main reason for the exits was officials leaving due to promotions
or
pursuing other career opportunities
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The Presidency: Department of Performance Monitoring and
Evaluation 32
2012-13 Annual Report: HR Management • Job Evaluation
• 104 posts in the department were job evaluated • The high
number is mainly due to the implementation of PSCBC
Resolution 1 of 2012 (grading of jobs on salary level 9-10 and
11-12)
• Employment Equity • The Employment Equity statistics at the
end of the 2012-13 financial
year were: • People with Disability: 2% (4 out of 173) •
African: 79% (136 out of 173) • Women at SMS level 44% (16 out of
36)
• The Department is currently focusing on recruiting more
females and Africans in Senior Management Positions to ensure set
targets are achieved as well as increasing the number of people
with disability in the department more specifically in SMS
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The Presidency: Department of Performance Monitoring and
Evaluation 33
2012-13 Annual Report: HR Management • Labour Relations
• Disciplinary Action – no cases • Grievances – 3 case were
received and resolved within the specified
time frames • Skills Development
• Planned training interventions for employees – 137 • Actual
Training Interventions for employees including interns – 147
• Performance Rewards • The PMDS policy was implemented in the
department and assessments
for the 2011-12 were finalised in the second quarter of the
financial year.
• 43% (59 out of 137) of eligible staff received a performance
bonus • Employee Health and Wellness
• The Employee Health and Wellness unit was established • A
number of health programmes were rolled out
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The Presidency: Department of Performance Monitoring and
Evaluation 34
Annual Report: Financial Information
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The Presidency: Department of Performance Monitoring and
Evaluation 35
2012/13 Annual Report: Appropriation statement
Shifts and virements (post AENE) TOTAL Administration OME
M&E Systems PSO
Compensation -2 990 -1 300 -1 430 - -260
Goods and Services 2 990 1 300 5 480 - -3 790
Capital Assets - - - 8 -8
TOTAL - - 4 050 8 -4 058
Economic classification
TOTAL Programme
Administration OME M&E Systems PSO
Compensation 88 959 23 296 29 142 9 869 26 652
Goods and Services 69 615 23 044 18 643 3 425 24 503
Capital Assets 15 585 13 500 755 75 1 255
TOTAL 174 159 59 840 48 540 13 369 52 410
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The Presidency: Department of Performance Monitoring and
Evaluation 36
Reasons for budget shifts and virements • All virements were
done within the 8% limit for virements in terms of
section 43(2) of the PFMA
• Savings on compensation due to: • Difficulties in finding
suitable candidates for some specialist positions,
leading to recruitment processes taking longer than planned • A
number of advertised positions were filled by successful
internal
candidates, resulting in new vacancies • Delay in implementation
of Bargaining Council resolution regarding salary
levels 9/10 and 11/12, which was budgeted for • Some delays in
obtaining pre-employment security screening results,
which delayed some of the appointments • Delay in implementation
of HoD assessment programme (awaiting issuing
of new policy by DPSA)
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The Presidency: Department of Performance Monitoring and
Evaluation 37
Reasons for budget shifts and virements continued….
• Under Programme 1, savings on compensation moved to ICT
unit
for additional software licences • Under Programme 2, savings on
compensation moved to goods and
services to fund the 20-year review and FOSAD research project
on concurrent norms and standards
• Some savings from Presidential Hotline (SITA and call costs
lower than expected) moved to goods and services under OME branch,
to fund the 20 year review and research on norms and standards for
concurrent functions
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The Presidency: Department of Performance Monitoring and
Evaluation 38
2012/13 Expenditure Overview
54 34%
31 19%
18 11%
15 9%
30 19%
13 8%
2012/13 Expenditure on main focus areas (Rm)
Administration
Outcomes support
Evaluation and Research
MPAT
FSDM and Hotline
M&E Policy / Capacity Build.
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The Presidency: Department of Performance Monitoring and
Evaluation 39
Expenditure overview: monthly expenditure (R’000)
-5 000 000
-
5 000 000
10 000 000
15 000 000
20 000 000
25 000 000
30 000 000
35 000 000
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Monthly Expenditure
Salaries and Wages Goods and Services Capital Assets Original
Projection
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The Presidency: Department of Performance Monitoring and
Evaluation 40
Expenditure overview: overall for the year
R 6 189 3.6% R 7 800
4.5%
R 160 170 92.0%
Overall Expenditure (‘000)
Under-expenditure
Committed but delayed
Expenditure
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The Presidency: Department of Performance Monitoring and
Evaluation 41
Expenditure overview: explanation • Department spent 92% of its
overall budget by the end of the 2012/13
financial year • Increase in expenditure towards the end of the
financial year largely due
to expenditure on IT equipment, evaluations and research
projects: • We were required to engage with SITA to plan our IT
infrastructure
requirements. These engagements were only finalised in June 2012
and the procurement of IT equipment could only start after that.
This explains why our IT expenditure largely took place towards the
end of the financial year
• Evaluation programme is still relatively new - National
Evaluation Policy Framework was approved in November 2011 and the
2012/13 national evaluation plan was only approved in June 2012 –
this explains why expenditure on evaluations largely took place at
the end of the financial year
• The 2013/14 evaluation plan was approved in November 2012 and
preparations for implementation started at the beginning of 2013.
Therefore expenditure on evaluations will be more evenly spread
over the 2013/14 financial year
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The Presidency: Department of Performance Monitoring and
Evaluation 42
Expenditure overview: explanation continued… • DPME was
requested to carry out 20 year review and norms and
standards research project after the beginning of the financial
year, and expenditure on these two projects has therefore largely
taken place towards the end of the financial year
• Reasons for under-spending of R13.9 million (8% of
budget):
• Funds committed but expenditure delayed: R7.8m (4.5%) • Delays
in delivery of ICT equipment and finalisation of software
development: R2.7m • R5.1m on 20-year review and Norms and
Standards project
• R2.7m (1.6%) in under-expenditure on compensation of employees
(reasons provided earlier)
• R3.4m (1.9%) savings on Hotline expenditure (SITA and call
costs lower than expected)
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The Presidency: Department of Performance Monitoring and
Evaluation 43
Goods and Services
R 656 0.9%
R 1 500 2.1% R 3 600
5.0%
R 66 849 92.1%
Goods and Services (‘000)
Under-expenditure
20-year review
Norms and Standards
Expenditure
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The Presidency: Department of Performance Monitoring and
Evaluation 44
Goods and Services • Hotline expenditure:
• Hotline transferred to DPME from Presidency on 1 October 2011
• For 2012/13 budget DPME requested additional funding for Hotline
for
additional call centre capacity, increased services from SITA
and for calls made to toll-free number • Additional call centre
capacity was been put in place during 2012
and additional services are being provided by SITA • Request for
additional funding for 2012/13 was based on estimate from
SITA and estimate of cost of toll-free number (at time of
transfer, telecoms operators had not yet invoiced for toll-free
number)
• Actual SITA costs for increased call centre operators and
increased services, and actual toll-free number costs have turned
out lower than estimated (resulting in saving of R2.9 million
against budget)
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The Presidency: Department of Performance Monitoring and
Evaluation 45
Capital Expenditure
R 2 806 18.0%
R 800 5.1%
R 1 900 12.2% R 10 079
64.7%
Capital Expenditure ('000)
Under-expenditure
ICT: POA, FSD and MPAT
ICT Project: Delivery delays
Expenditure
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The Presidency: Department of Performance Monitoring and
Evaluation 46
Capital Expenditure • DPME ICT infrastructure plan agreed with
SITA in June 2012
• Procurement of hardware only started in July 2012
• Migration to ICT system completed by 31 March 2013. Migration
to
own telephone system completed by end of June 2013
• R2.7m unspent on ICT projects due to: • R1.9m in orders placed
- delays in delivery of equipment • R0.8m due to delays in
finalisation of PoA, MPAT and FSD systems
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The Presidency: Department of Performance Monitoring and
Evaluation 47
Conclusions on expenditure • DPME was a relatively new
department
• Approvals for evaluation programme only obtained after start
of financial year
• DPME has now settled into multi-year budgeting and expenditure
with planning and preparations taking place the year before
expenditure takes place • It is now possible to start evaluation
and research projects early in the
financial year, which will ensure a more even spread of
expenditure • Corrective measures introduced to address
under-expenditure:
• For the budget for the 2013/14 financial year, the CFO has
played a more direct role in engaging with programme managers to
ensure that budgets are realistic
• The Department has also introduced monthly budget and
expenditure meetings to ensure more accurate budgeting and more
rigorous expenditure monitoring in future
• Therefore from 2013/14 DPME expenditure is more evenly spread
over the financial year (as illustrated by slides further on)
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The Presidency: Department of Performance Monitoring and
Evaluation 48
Additional financial information • The Department received
R950,000 in aid assistance from GIZ. R944,000
was spent on two projects related to M&E capacity
building
• The Department did not incur any irregular expenditure in the
2012/13 financial year apart from expenditure on finance leases,
automatically condoned through Treasury practise note 5 of
2006/07
• Fruitless and wasteful expenditure amounting to R65,000 was
incurred on travel-related cancellations and no-shows. R37,000 was
condoned because it occurred as a result of unforeseeable and
unavoidable circumstances and R4,000 was recovered from officials.
The remainder was still under investigation at the time of the
report but has since been either condoned or recovered.
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The Presidency: Department of Performance Monitoring and
Evaluation 49
2013/14
Q1+Q2 Expenditure
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The Presidency: Department of Performance Monitoring and
Evaluation 50
2013/14 Expenditure : Overview • As stated in our APP, we
abolished Programme 3 (M&E Systems coordination
and support) on our organisational structure and allocated its
functions and staff to other programmes, in order to increase
organisational efficiency and effectiveness
• However, for the 2013/14 financial year, Budget Programme 3
remains • Function shifts from Programme 3 (M&E Systems):
• PoA Data support moved to Programme 2 (OME) • Geographic
Information Systems moved to Programme 1 (ICT)
• Budget for M&E Policy and Capacity building will move to
Programme 4 (Institutional Performance Monitoring) from 1 April
2014
• Request for R8.4m in roll-overs not approved. Remaining R3.7m
for 20-year review and R4m for norms and standards projects to be
funded by reallocating funding from ICT, Citizen Based Monitoring
and Evaluations
• R19m in available donor funding will be utilised to ensure all
APP targets are still met
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The Presidency: Department of Performance Monitoring and
Evaluation 51
2013 Expenditure: Monthly expenditure
-
20 000
40 000
60 000
80 000
100 000
120 000
140 000
160 000
180 000
200 000
-
5 000
10 000
15 000
20 000
25 000
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Actual Expenditure vs Original Projection (R'000)
Original Projection Actual Expenditure
Cumulative Projection Cumulative Expenditure
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The Presidency: Department of Performance Monitoring and
Evaluation 52
2013 Expenditure: Comparison
-
5 000
10 000
15 000
20 000
25 000
30 000
35 000
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Expenditure 2013/14 vs 2012/13 (R'000)
Exp 2013/14 Exp 2012/13
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The Presidency: Department of Performance Monitoring and
Evaluation 53
2013 Expenditure: Commitments
Compensation Goods and Services Capital AssetsTo commit - 21 224
3 122Committed 58 130 25 216 1 113Spent 51 093 29 932 3 666
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Expenditure and Commitments
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The Presidency: Department of Performance Monitoring and
Evaluation 54
2013 Expenditure: Commitments continued
• Expenditure on compensation on track • Expenditure planning
for goods and services on track with 39% of
budget spent and a further 33% already committed
(contracted)
• Procurement processes for ICT equipment for disaster recovery
centre in progress and will be contracted by October 2013
• Acquisition process for additional office space still in
progress with DPW. Possible savings if this process is delayed will
be reallocated to Evaluations if necessary
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The Presidency: Department of Performance Monitoring and
Evaluation 55
2013 Expenditure: Filling of posts • At the end of September
2013, 192 posts were filled out of 206 funded
posts (93% filled) • Department is on track with respect to the
recruitment processes • Movement in the department for the three
months is reflected below:
July August September
Approved Funded Posts 202 206 206
Filled posts at the end of the month 183 190 192
Vacancy Rate 9% 8% 7%
Appointments 2 8 4
Exits 0 1 2
Internal promotions / transfers 1 3 1
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The Presidency: Department of Performance Monitoring and
Evaluation 56
2013 Expenditure: Filling of posts
Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb MarAppointments 5 2
7 2 8 4 2Exits -1 -4 -1 - -1 -2 -1Total 177 175 181 183 190 192
193Funded Posts 197 197 202 202 206 206 206 206 206 209 209 209
170
175
180
185
190
195
200
205
210
-6
-4
-2
-
2
4
6
8
10
Num
ber o
f Peo
ple
Filling of funded posts 2013/14
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The Presidency: Department of Performance Monitoring and
Evaluation 57
2013 Expenditure: Conclusions
• Monthly expenditure monitoring meetings have significantly
improved expenditure planning and forecasting, although there is
still room for further improvement
• Department is on track to fully spend its budget by end of
March 2014 and to avoid the large March spike which was experienced
last financial year
• Measures have been put in place to reallocate any possible
savings to priority spending areas such as Evaluations and
Municipal Performance Assessments
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The Presidency: Department of Performance Monitoring and
Evaluation 58
2013/14
Adjustments Budget
-
The Presidency: Department of Performance Monitoring and
Evaluation 59
AENE Reprioritisation for 2013/14 (R’000)
Shifts and virements (AENE) TOTAL
1. Administration
2. OME
3. M&E Systems
4. PSO
Compensation - 1 561 3 601 -3 192 -1 970
Goods and Services 1 009 -536 7 417 -4 365 -1 507
Capital Assets -1 009 60 -609 -236 -224
TOTAL - 1 085 10 409 -7 793 -3 701
Economic classification (AENE)
TOTAL Programme
1. Administration
2. OME
3. M&E Systems
4. PSO
Compensation 108 472 28 935 42 048 5 572 31 917
Goods and Services 76 372 22 480 28 941 3 867 21 084
Capital Assets 7 901 6 585 651 19 646
TOTAL 192 745 58 000 71 640 9 458 53 647
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The Presidency: Department of Performance Monitoring and
Evaluation 60
Reasons AENE reprioritisation of funds • Compensation:
• Savings under Programme 4 (HOD assessment unit) utilised to
fund creation of new posts under Programme 2
• Other shifts / virement due to movement of functions from
Programme 3 to Programme 1 (GIS function) and Programme 2 (Data
support function)
• Goods and services: • During 2012/13 financial year DPME was
asked by FOSAD to fund research on
norms and standards for concurrent functions. Total project cost
of R5.2m of which R1m was spent in 2012/13. Roll-over was not
approved
• R6.2m total cost of 20-Year review project. Roll-over of
savings due to project delays in 2012/13 was not approved
• Reprioritisation from Programme 3 (reduced expenditure on
M&E research projects) and Programme 4 (expenditure on Hotline
, HoD Assessments) was done to fund norms and standards research
and 20-year Review projects under Programme 2
• Capital assets: • Some back-office ICT projects will be
delayed to 2014/15 financial year to
fund norms and standards and 20-year review projects
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The Presidency: Department of Performance Monitoring and
Evaluation 61
2014/15 - 2016/17 MTEF Budget
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The Presidency: Department of Performance Monitoring and
Evaluation 62
MTEF: Baseline overview - Background • During the 2011 MTEC
cycle the Department requested additional funding of R449
million per annum to increase capacity and to establish regional
offices to enable the Department to fully deliver on its
mandate
• National Treasury indicated that our additional funding
request could not be met. The budget allocated to the Department to
date is summarised below:
11/12 12/13 13/14 14/15 15/16 16/17
Allocation 96 202 174 159 192 745 202 013 210 738 223 442
Increase - 81.0% 10.7% 4.8% 4.3% 6.0%
Expenditure 92 841 160 236
• During the 2012 MTEC cycle the Department reduced its MTEF
projections by 1%, 2% and 3% respectively in line with instructions
from Cabinet for all Departments to reduce expenditure
• Going forward, DPME baseline increases by 4.8%, 4.3% and 6.0%
respectively over the MTEF in nominal terms. The baseline therefore
decreases in real terms given a projected CPI of around 5.5% and
average cost of living increases of between 6% and 7%
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The Presidency: Department of Performance Monitoring and
Evaluation 63
• Funding new or expanding priorities within a budget allocation
that decreases in real terms required significant re-prioritisation
of funding within the Department. The following strategic decisions
guided this process: • Priority must be given to increasing
capacity in Evaluations and to extend
management performance and service delivery assessments to local
government
• Provision must be made to rent additional office accommodation
for the Department
• Internal audit capacity will be increased from 2014/15 •
Outcomes support must be expanded to include two new outcomes from
2014 • A Citizen Based Monitoring programme must be established and
rolled out
• The Department followed a zero-based budgeting approach • Each
sub-programme provided budget estimates based on planned APP
targets
over the MTEF • Targets and budgets were adjusted in line with
the priorities mentioned above
MTEF: Priorities
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The Presidency: Department of Performance Monitoring and
Evaluation 64
MTEF: Share of budget per focus area
13/14 14/15 15/16 16/17M&E Policy / Capacity Build. 8.8 8.2
8.2 8.7FSDM and Hotline 37.3 38.0 41.2 44.0MPAT 16.2 17.1 18.9
20.1Evaluation and Research 25.6 25.3 25.9 26.5Local Government 5.1
10.4 11.6 12.3Outcomes support 40.9 41.3 43.6 46.0Administration
57.9 62.7 62.1 65.5
-
50.0
100.0
150.0
200.0
250.0
Rm
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The Presidency: Department of Performance Monitoring and
Evaluation 65
MTEF: Budget per economic Classification
13/14 14/15 15/16 16/17Capital Expenditure 7.9 6.0 3.4 3.9Goods
and Services 76.4 69.9 73.3 76.4Compensation 108.5 127.0 135.0
144.1
-
50.0
100.0
150.0
200.0
250.0
Rm
-
The Presidency: Department of Performance Monitoring and
Evaluation 66
Donor Funding DFID Funding (‘000) 2013 2014
Procurement of FSDM field tools to improve efficiency of
monitoring visits, training video and travel assistance
1 820 980
Design and implementation of citizen-based monitoring tools and
pilot programme. Hotline data analysis
5 068 6 132
Development of evaluation guidelines, assessment of quality of
evaluations and support for 2 evaluations
4 480 4 690
Development of course for DDGs. Strategic support to DPME
(content to be finalised)
1 120 3 080
TOTAL 12 488 14 882
CIDA Funding (‘000) 13/14 14/15 15/16 16/17 17/18
MPAT 4 000 3 500 3 500 1 800 1 200
Operations Management Support Programme
300 - - - -
Implementation of pilot MAT assessments
1 500 - - - -
M&E training, coaching and mentorship
1 200 - - - -
TOTAL 7 000 3 500 3 500 1 800 1 200
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The Presidency: Department of Performance Monitoring and
Evaluation 67
MTEF: Conclusion • What can we Achieve, Partially Achieve and
Not Achieve within
current re-prioritised baseline allocation: • Translate MTSF
into new performance agreements and delivery
agreements from 2014. Monitor progress against delivery
agreements. Additional 2 outcomes
• Carry out evaluations of major and strategic government
programmes • Develop and pilot Municipal Assessment Tool (25
municipalities) and
assess municipal management performance of all municipalities •
Monitor the performance of individual national and provincial
government departments (MPAT) • Monitor frontline service
delivery • Develop Citizen Based Monitoring programme and roll-out
to all 9
provinces • Manage the Presidential Hotline (handle current call
levels) • Promote good M&E practices in government
-
THANK YOU!
Presentation�Standing Committee on Appropriations
(SCOA)��2012/13: Annual Report�2013/14: Q1 and Q2
Expenditure�2013/14: Adjustments Budget�2014/15 - 2016/17 MTEF
Budget��(Q1 2013/14 performance presented in August, second quarter
performance report only due to NT at end of October)Contents Slide
Number 3Focus areas of the department: 2012/132012/13 AGSA
FindingsKey Achievements for 2012/13Slide Number 7Programme 1:
AdministrationProg. 1 Achieved targets continued…...Prog. 1
Achieved targets continued…….Prog. 1 Achieved targets
continued…….Prog. 1 Partially achieved (4)Partially achieved
targets cont.…..Prog. 1 Targets Not Achieved (2)Programme 2:
Outcomes Monitoring & EvaluationProg 2 Achieved targets
continuedProg 2: Outcomes Monitoring &EvaluationProgramme 3:
M&E Systems Coordination and SupportProgramme 3: M&E
Systems Coordination and SupportProgramme 3: M&E Systems
Coordination and Support�Prog. 3 Partially Achieved Targets
continued…�Prog. 3 Partially Achieved Targets continued…Programme
4: PSOProg. 4: PSAO Achieved Targets continued..Prog. 4: PSAO
Achieved Targets continued..Prog. 4: PSAO Achieved Targets
continued..�Prog 4: PSAO Partially Achieved Targets�Department
OverallSlide Number 292012-13 Annual Report: HR Management2012-13
Annual Report: HR Management2012-13 Annual Report: HR
Management2012-13 Annual Report: HR ManagementSlide Number
342012/13 Annual Report: Appropriation statementReasons for budget
shifts and virementsReasons for budget shifts and virements
continued….2012/13 Expenditure OverviewExpenditure overview:
monthly expenditure (R’000)Expenditure overview: overall for the
yearExpenditure overview: explanationExpenditure overview:
explanation continued…Goods and ServicesGoods and ServicesCapital
ExpenditureCapital ExpenditureConclusions on expenditureAdditional
financial informationSlide Number 492013/14 Expenditure :
Overview2013 Expenditure: Monthly expenditure2013 Expenditure:
Comparison2013 Expenditure: Commitments2013 Expenditure:
Commitments continued2013 Expenditure: Filling of posts2013
Expenditure: Filling of posts2013 Expenditure: ConclusionsSlide
Number 58AENE Reprioritisation for 2013/14 (R’000)Reasons AENE
reprioritisation of fundsSlide Number 61MTEF: Baseline overview -
BackgroundMTEF: PrioritiesMTEF: Share of budget per focus areaMTEF:
Budget per economic ClassificationDonor FundingMTEF:
ConclusionSlide Number 68