Click to edit Master subtitle style

COO & CA BRANCH PERFORMANCE AND PRIORITIES 2011/12

PORTFOLIO COMMITTEE MEETING12 April 2011

11

PRESENTATION OVERVIEW Strategic Overview 2011-2016 and APP 2011/12 Auditor General Assessment of Risks Solutions and way forward on:

Optimal organizational structure and changes in modus operandi of organization to deal with present financial management challenges.

Consultants – New approach Performance bonuses

Frequently Asked Questions

22

STRATEGY OVERVIEWProgramme Programme Name Purpose

Programme 1 Administration & Support Provide strategic leadership, centralised administration and executive support, and corporate services.

Programme 6 Sector Service, Environmental Awareness & International Relations

Create conditions for effective corporate and co-operative governance, international co-operation and implementation of expanded public works projects in the environment sector

33

PROGRAMME 1 ADMINISTRATION & SUPPORT

GOAL: A department that is fully capacitated to deliver its service efficiently and effectively

STRATEGIC OBJECTIVES

KEY PERFOMANCE INDICATOR

TARGETS

2011/12 2015/16

Equitable and sound corporate governance

% Compliance with statutory tabling and prescripts.

100% 100%(strategic plans, Annual Performance Plans, legislation as per legislative programme)

Unqualified external audit report Unqualified report

Annual unqualified reports

Percentage expenditure 98% 98% expenditure of annual budget

Percentage of expenditure on affirmative procurement

59% 59% of expenditure on affirmative procurement

% of implementation of audit recommendations/ mitigation actions

80% 90% of implementation actions

44

PROGRAMME 1 ADMINISTRATION & SUPPORT

GOAL: A department that is fully capacitated to deliver its service efficiently and effectively

STRATEGIC OBJECTIVES

KEY PERFOMANCE INDICATOR

TARGETS

2011/12 2015/16

Improve access to information

% Presidential Hotline queries processed within timeframes (within 3 working days)

100% 100%

% of own share of voice in the media

55% Maintain 55%

Number of the Public Awareness and Public Participation Events

5 per annum 5 per annum

Frequency of new website update DEA website updated on weekly basis

Website updated weekly

55

PROGRAMME 6 SECTOR SERVICE, ENVIRONMENT AWARENESS &

INTERNATIONAL RELATIONSGOAL: Enhanced socio-economic benefits and employment creation for the present and future generations from a healthy environmentSTRATEGIC OBJECTIVES

KEY PERFOMANCE INDICATOR TARGET

2011/12 2015/16

Improved socio-economic benefits within the environmental sector

Number of Full Time Equivalents (FTE) created

8 577 14 221 (57 206)*

Number of new Work Opportunities created

17 154 28 442 (114 410)*

Number of SMMEs used (empowerment)

250 409 (1 651)*

Number of youth benefiting from the NYS

600 726 (3 186)*

No. of wetlands rehabilitated 610 wetlands rehabilitated 100**No. of community parks created and/or rehabilitated

1 5 (24)*

No. of indigenous trees planted 5000 10 000 (50 000)*Number of households benefitting from waste collection initiatives

30 000 60 000 **

66

PROGRAMME 6 SECTOR SERVICE, ENVIRONMENT AWARENESS &

INTERNATIONAL RELATIONS CONTI…GOAL: Enhanced socio-economic benefits and employment creation for the present and future generations from a healthy environmentSTRATEGIC OBJECTIVES

KEY PERFOMANCE INDICATOR TARGETS2011/12 2015/16

Improved socio-economic benefits within the environmental sector

Number of funded sector projects implemented for the Green Economy programmes

2 4

National Strategy for Sustainable Development Plan finalised and Implemented

Final National Strategy approved by Cabinet

Sector-specific action plan implemented, monitored and evaluated

Percentage implementation of skills development plan for prioritised sectors

30% 100% implementation of development plan for prioritised sectors

Number of environmental education & awareness workshops conducted

80 workshops 150 workshops for schools and tertiary institutions(cover all provinces)

Number of Grade 7 teachers trained 80 teacher trained nationally 360 teachers trained nationallyNumber of accredited training person days created

32 675 training days created 41 566

Number of environmental centres established

2 4(16)

77

PROGRAMME 6 SECTOR SERVICE, ENVIRONMENT AWARENESS &

INTERNATIONAL RELATIONS CONTI…

GOAL: Enhanced socio-economic benefits and employment creation for the present and future generations from a healthy environmentSTRATEGIC OBJECTIVES

KEY PERFOMANCE INDICATOR

TARGETS2011/12 2015/16

Effective knowledge and information management for the sector

Enterprise GIS Enterprise GIS development plans and process established and initiated

Enterprise GIS fully operational with full access to spatial information

Frequency of South Africa Environment Outlook published, distributed and utilised

First draft of the second SAEO compiled

Second South Africa Environment Outlook published, 2000 copies distributed

Frequency of Official environmental statistics published

Identification and submission of DEA data sets for implementation of SASQAF accreditation

Annual Official environmental statistics published

Science-policy interface, knowledge-sharing and management system in place and utilised.

Research , Development and Evidence Strategy finalised and implemented for two focus areas

Sector knowledge-sharing and management strategy in place

Number of municipalities consulted in including to environmental issues to IDP.

80% 100% municipalities consulted

Conflict resolution system in place and implemented

Functional conflict management system

All complaints lodged to be processed in line with NEMA chapter 4

88

AG ASSESSMENT OF RISKS

Areas of Concern/Risks Management Response

Implement effective human resource management to ensure that adequate and sufficiently skilled resources are in place and that performance is monitored

The establishment and vacant post were reviewed in the current financial year to align the cost of vacant posts with the available budget.

Prepare regular, accurate and complete financial and performance reports that are supported and evidenced by reliable information

Only after consideration by the Auditor-General it was identified that reporting on some disclosure notes was not correctly interpreted and had to be amended. The Department had systems in place to provide the correct information after clarifying the principle 

99

AG ASSESSMENT OF RISKS

Areas of Concern/Risks Management Response

Implement proper record keeping in a timely manner to ensure that complete, relevant and accurate information is accessible and available to support financial and performance reporting

A central information repository for evidence to support performance reports has been created on Electronic Document Management System (EDMS) and evidence is being verified on a sample basis.

The fixed Asset Register has been updated after the transfer of assets to Tourism was affected.

1010

OPTIMAL ORGANISATIONAL STRUCTURE - FINANCIAL CHALLENGES

The department engaged the National Treasury Assistance Unit (TAU) to review an align it service delivery model and macro organisational structure

The findings of the study will be available by the end of April 2011. These findings will then determine the optimal organisational structure

1111

CONSULTANTS – NEW APPROACH

1212

When contracting professional or consultancy services, prior to the invitation of bids, business units are required to motivate and obtain approval for the Accounting Officer that the Department in not capable of rendering the required service from its own ranks, owing to a lack of expertise.

DEA must undertake an institutional assessment of capacity to absorb outside assistance , or

Alternative ways of addressing needs, as to train staff and build more capacity, to recruit new employees or to extend working hours

Consultants should be engaged when the necessary skills or resources to perform a project/duty/study are not available internally

The Department must assess the total cost of using consultants in relation to cost effectiveness before appointment.

Analyse and categorise the nature of work outsourced Categories differs according to the nature of projects e.g Specialized

skills required from time to time in construction, ITC, Legal drafting in Environmental Legislations, Scientists in Biotechnology, etc

Provide motivation for the continued use of consultants for certain categories of work.

The continuous use of consultants are a result of the uniqueness of the project where the skills is not always resident in the Department e.g Field Research in Biotechnology, Graphic Designers, Architectural & Engineering Specialists, etc

Provide phase out plan for the utilization of consultants for work that can and should be done “in house”

The Supply Chain Management Policy provide the Phase Out Plan as approved by the Director General on the 22 February 2011, paragraph 18.1 & 18.2

1313

Analyse and categorise the nature of work outsourced Categories differs according to the nature of projects e.g Specialized skills required from time to time in construction, ITC, Legal drafting in Environmental Legislations, Scientists in Biotechnology, etc

Provide motivation for the continued use of consultants for certain categories of work. The continuous use of consultants are a result of the uniqueness of the project where the skills is not always resident in the Department e.g Field Research in Biotechnology, Graphic Designers, Architectural &

Engineering Specialists, etc Provide phase out plan for the utilization of consultants for work that can and should be done “in house”

The Supply Chain Management Policy provide the Phase Out Plan as approved by the Director General on the 22 February 2011, paragraph 18.1 & 18.2

Purpose of performance management Clarification of performance expectations and

standards Ensuring achievement of goals through regular

monitoring Enhancing performance by addressing training and

development needs Identifying and removing obstacles to performance Recognition and reward of excellence (Motivation &

Retention).

Purpose of performance management Clarification of performance expectations and standards Ensuring achievement of goals through regular monitoring Enhancing performance by addressing training and development needs Identifying and removing obstacles to performance Recognition and reward of excellence (Motivation & Retention).

PROCESS Contracting: Agreeing on deliverables

Determining developmental needs: Employees’ needs for training and development determined throughout year

Needs fed into the Department’s Workplace Skills Plan Assessing performance: Assessment of performance against targets

four times per annum, twice informally - twice formally Scores and distribution: Five point rating scale

1:unacceptable, 2:performance has not been fully effective, 3:fully effective

4:significantly above expectations and 5:outstanding performance

Moderating assessment results: First level quality check by relevant DDGs for parity across units Substantial deviations from the normal curve to be motivated Moderation to ensure consistent and fair assessments

PERFORMANCE BONUSES CONT.

Rating Award Gr1-10 Gr11-12 SMS

Fully effective Pay prog(PP)

Significantly above Bonus &PP 10% 10% 5-9%

Expectations

Outstanding Bonus & PP 18% 14% 10-14%

performance

• Percentages are calculated on salary for grades 1 to 10 and on remuneration package for other grades.

Pay progression (PP)

Senior Member of Staff (SMS)

PERFORMANCE BONUSES CONT.

Moderated results used to determine awards are as follows:

The next slides with pie charts depict

• The allocation of pay progression and performance bonuses for the Department as a whole; and

• The distribution per level for previous cycle.

PERFORMANCE BONUSES CONT.

TOTAL DEAT -1462

MERIT AWARDS PER LEVEL

FREQUENTLY ASKED QUESTIONS & RESPONSES

Local Government Support: Memorandum of Understanding (MOU) with South African Local

Government Association (SALGA) & South African Cities Network (SACN)

improve environmental sustainability in municipal integrated development management

common approach to environmental management planning Integrated Development Planning process coordinated by

Department of Cooperative Governance and Traditional Affairs (COGTA)

Social Responsibility Projects Urban Environmental Management Programme (UEMP) Green Cities and Towns as key theme in Green Economy

Strategy SACN, SALGA & DEA: Local Government Climate Change

Initiative2020

FREQUENTLY ASKED QUESTIONS & RESPONSES cont.

Job creation 6 634 Full time equivalents (FTEs) created, 4 997

new job opportunity and 16 443 training days 459 Youth benefited from the National Youth

Services 56% on the implementation of Environmental Skills

Sector Plan 95% on expenditure

2121

THANK YOU

2222