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Date: 21 September 2011 The Presidency Department of Performance Monitoring and Evaluation ESTABLISHMENT OF THE DEPARTMENT OF PERFORMANCE MONITORING AND.

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Presentation on theme: "Date: 21 September 2011 The Presidency Department of Performance Monitoring and Evaluation ESTABLISHMENT OF THE DEPARTMENT OF PERFORMANCE MONITORING AND."— Presentation transcript:

1 Date: 21 September 2011 The Presidency Department of Performance Monitoring and Evaluation ESTABLISHMENT OF THE DEPARTMENT OF PERFORMANCE MONITORING AND EVALUATION IN THE PRESIDENCY

2 The Presidency: Department of Performance Monitoring and Evaluation Introduction  The President created the Department of Performance Monitoring and Evaluation in the Presidency to:  Facilitate the development of plans for the cross cutting priorities or outcomes of government and monitor and evaluate the implementation of these plans  Monitor the performance of individual national and provincial government departments and municipalities  Monitor frontline service delivery  Carry out evaluations  Promote good M&E practices in government  Implement interventions to address blockages in delivery, in partnership with delivery institutions 2

3 The Presidency: Department of Performance Monitoring and Evaluation Establishment of the department  Department was promulgated by President in 1 January 2010  Director General appointed on 1 April 2010  Administered under vote 1 (The Presidency) for last three months 2009/10 financial year and for 2010/11 financial year  Voted funds for first time in 2011/12 financial year (Vote 6, from 1 April 2011)  Delegations and essential policies in place to meet PFMA requirements for a department  Approved establishment is currently 120 posts  Currently 101 filled posts  Remainder advertised and in various stages of being filled. Will complete process of filling vacant funded posts by the end of the second quarter 2011  Establishment expected to grow to approximately 200 posts over the current MTEF cycle (given current MTEF budget allocations)  Delegations and essential policies in place. Remaining policies to be finalised by end 2011.  First Strategic Plan and Annual Performance Plan completed and submitted to Parliament.  Included in Presidency Annual Report for 2010/11  Will publish own Annual Report in 2012 3

4 The Presidency: Department of Performance Monitoring and Evaluation Structure of the department  The Department consists of four main branches, which are aligned to the main budget programmes  Outcomes Monitoring and Evaluation Branch  Manages the outcomes  Public Sector Administration and Oversight Branch  Manages performance monitoring of individual national and provincial departments and municipalities and monitoring of front-line service delivery  Data Branch  Provides data management services for the department and manages programme of developing M&E capacity across government  Administration Branch  Provides corporate services for department  DPME is not responsible for administration of Ministry and Deputy Ministry of PME – they fall under the administration and the budget vote of the Presidency  Other areas of responsibility of the Minister, such as the NYDA and GCIS, also fall under the administration and budget vote of the Presidency, not under DPME 4

5 The Presidency: Department of Performance Monitoring and Evaluation  Have made submissions to National Treasury for increased funding to enable hiring of staff to engage in monitoring of frontline service delivery, provinces and municipalities 5 MTEF Budgets (R million) 2012/132013/142014/15 Compensation of Employees 83 986102 660108 820 Goods and Services39 44349 18252 133 Payments for capital assets17 6008 6009 116 TOTAL141 029160 442170 069

6 The Presidency: Department of Performance Monitoring and Evaluation Monitoring of frontline service delivery  Focus on monitoring of experience of citizens when obtaining services  Is also one of the sub-outputs in the Outcome 12 Delivery Agreement  Commitment from the Executive to focus on frontline service delivery monitoring – the President and Ministers are visiting institutions such as hospitals, schools, police stations and municipalities on an ongoing basis  Being carried out in collaboration with Premier’s Offices, departments, municipalities, civil society and citizens  Programme comprises of two components:  Sub-programme 1: visits by officials in DPME and the Offices of the Premier to service delivery points to assess the state of frontline service delivery  Pilot phase July – Sept 2011  First visits commenced in June 2011  Officials in the DPME and the Offices of the Premier are being trained to carry out these assessments  A number of assessment tools to be used by the monitors have been developed, including questionnaires and checklists, which we are currently piloting  Sub-programme 2: engaging with civil society to develop a structured approach for citizen-based monitoring of frontline service delivery 6

7 The Presidency: Department of Performance Monitoring and Evaluation Aims of frontline service delivery monitoring  Visits intended as interactions between the monitors and those being monitored to gauge if:  service delivery standards are in place and being monitored  basic minimum management systems and practices are in place to enable officials to improve quality of servic  basic information is available for users of the service  and to use the visits to catalyse FSD improvements  Government is meeting the expectations of the citizens  Assist DPME and Offices of the Premier to collect and analyse data on service delivery at local level and to identify where improvement initiatives should be targeted  Enable DPME and Offices of the Premier and/or other relevant line function departments to facilitate or put in place interventions to address identified weaknesses  Identify and give recognition to good front line service delivery practice  Outputs will be reports on quality of frontline service delivery (provided to management of relevant departments and municipalities and political principals) 7

8 The Presidency: Department of Performance Monitoring and Evaluation  Management performance monitoring of departments is a sub-output in the outcome 12 Delivery Agreement  Focus is on assessing state of management practices  DPME has worked with National Treasury, DPSA, PALAMA, Office of the Public Service Commission, Office of the Auditor General and Offices of the Premier to introduce a credible and objective tool and methodology for assessing the management performance of public service institutions  Programme is being implemented jointly with the provinces  DPME is leading performance assessments of national departments using the tool, Offices of the Premier are undertaking performance assessments of provincial departments, Offices of the Premier and provincial DCOG are assessing municipalities  Assessments will start in October 2011 8 Management performance monitoring

9 The Presidency: Department of Performance Monitoring and Evaluation 9 Impact Outcomes Management Practices 2. Strategic Management 3. Financial Management 4.Employees, Systems & Processes 1. Governance & Accountability Output 1 Output 2 Output 3 INPUTS People Money Facilities & equipment Service experience (citizens)

10 10 Financial Management Asset Management Compensation of Employees Revenue Management Transfer Payments Supply Chain Management Budgeting Employees, Systems & Processes Organisational Design HR Management (Planning; Performance; Discipline; Recruitment; Development; Personnel Admin; Retention) Information management Facilities management Governance & Accountability Management Structure Ethics Accountability Internal Audit Risk Management Stakeholder Management Organisational Culture Strategic Management Project Management and Delivery of Programmes Monitoring & Evaluation Strategic Planning Management Performance Areas

11 The Presidency: Department of Performance Monitoring and Evaluation Assessment process  DPME/Office of the Premier/ provincial department responsible for local government supports management of department or municipality to carry out assessment  Draw on secondary data (produced by existing tools, the Auditor General, the OPSC, etc) to partially populate report card  Department carries out self-assessment using standard questionnaire, verified by internal audit, to complete report card  In some instances additional expert assessment will be required  Engagement between the assessment team and leadership of the department or municipality to discuss results  Where necessary, department or municipality develops and implements improvement plan, which is monitored  Present results to Cabinet and Provincial Executive Councils 11

12 The Presidency: Department of Performance Monitoring and Evaluation The results of the performance assessments of departments will be linked to the performance assessments of Heads of Department.  Anomaly in current system: sometimes a Head of Department scores highly while the department is performing poorly  In future, performance assessment of Heads of Department will be partly based on results of performance assessments of their departments  Presidency and Premiers’ Offices will also play a leading role in assessment of HoDs in future  Will provide incentive for HoDs to focus on improving operational and strategic performance of their departments  DPME, DPSA and OPSC currently working on plan for changes to assessment process for HoDs 12 Link to individual performance management system

13 The Presidency: Department of Performance Monitoring and Evaluation Promoting good M&E practice in Government  According to Cabinet decisions, DPME is the custodian of the Government-wide Monitoring and Evaluation System (GWMES), which consists of  Evaluation framework (Presidency (DPME))  Framework for Managing Programme Performance Information (National Treasury)  South Africa Statistics Quality Framework (Stats SA)  DPME is working on evaluation policy for Cabinet approval, has been distributed for comment  DPME has established and is coordinating sectoral data forums based on the outcomes  Aim is to improve data collection in departments to enable evidence-based reporting on progress with the implementation of the Delivery Agreements for the outcomes  DPME is working with PALAMA on curriculum development for M&E 13

14 The Presidency: Department of Performance Monitoring and Evaluation The outcomes  Despite massively increased expenditure since 1994, significant levels of poverty, joblessness and inequality persist  There has been inadequate attention to the achievement of outcomes and impacts in the key priority areas  Key performance indicators in areas such as education and health have generally not improved in line with increases in expenditure  2009 Policy Framework approved by Cabinet and tabled in Parliament – provided basis for “outcomes approach” to address these weaknesses 14

15 The Presidency: Department of Performance Monitoring and Evaluation  Aim is to improve service delivery by: 1.Introducing whole-of-government planning linked to key outcomes, clearly linking inputs and activities to outputs and the outcomes 2.Implementing the constitutional imperative for cooperative governance by negotiating inter-departmental and inter-governmental delivery agreements for the outcomes 3.Increasing strategic focus of government  Outcomes are deliberately limited in number - enables increased strategic focus on critical issues  Outcomes focus on key areas requiring improvement  Does not mean that other government work not directly related to the outcomes should be neglected - other work is captured in strategic plans of departments and IDPs of municipalities 15 The outcomes are the government’s main initiative to achieve effective spending on the right priorities.

16 The Presidency: Department of Performance Monitoring and Evaluation 4.Making more efficient and effective use of limited resources through introducing more systematic monitoring and evaluation:  Identifying suitable indicators related to the outcomes and regularly measuring or monitoring them  Carrying out periodic evaluations of the impact of government’s work on the outcomes  Analysing the results of monitoring and evaluation to:  inform government decisions  continuously improve government programmes and the delivery agreements  promote evidence-based policy making. 16

17 The Presidency: Department of Performance Monitoring and Evaluation 1.BASIC EDUCATION: Quality basic education 2.HEALTH: A long and healthy life for all South Africans 3.SAFETY: All people in South Africa are and feel safe 4.EMPLOYMENT: Decent employment through inclusive economic growth 5.SKILLS: Skilled and capable workforce to support an inclusive growth path 6.ECONOMIC INFRASTRUCTURE: An efficient, competitive and responsive economic infrastructure network 7.RURAL DEVELOPMENT: Vibrant, equitable, sustainable rural communities contributing towards food security for all 8.INTEGRATED HUMAN SETTLEMENTS: Sustainable human settlements and improved quality of household life 9.LOCAL GOVERNMENT: Responsive, accountable, effective and efficient Local Government system 10.ENVIRONMENT: Protect and enhance our environmental assets and natural resources 11.INTERNAL AND EXTERNAL RELATIONS: Create a better South Africa, a better Africa and a better world 12.PUBLIC SERVICE: An efficient, effective and development oriented public service and an empowered, fair and inclusive citizenship 17 The 12 outcomes

18 The Presidency: Department of Performance Monitoring and Evaluation Delivery Agreements A Delivery Agreements is a charter between all the key stakeholders who need to work together to achieve the outcome.  Performance Agreements between President and outcome coordinating Ministers requested them to work with other key stakeholders to develop detailed Delivery Agreements for each outcome  Delivery Agreements provide detail to outputs, sub-outputs, indicators, targets and key activities, identify required inputs and clarify roles and responsibilities of each key body which contributes to the achievement of the outcome  National Treasury guidelines for strategic plans indicate that departments’ strategic plans and APPs must reflect commitments to delivery agreements – will be monitored by the Auditor General and should also be monitored by Parliament 18

19 The Presidency: Department of Performance Monitoring and Evaluation 19 Development of high level outcomes, outputs, activities and metrics Develop and implement detailed inputs, outputs, activities, metrics and roles and responsibilities Ruling Party election Manifesto: 5 priority areas MTSF: 10 strategic priorities Negotiate detailed inputs, activities, metrics, roles & responsibilities 12 strategic outcomes (based on consultation process) Establish Implementation Forum Coordinate implementation Delivery Agreements between stakeholders Performance Agreements with Minister(s) Based on outcomes High level outputs, indicators, targets and activities per outcome Request to work together in Implementation Forum to produce a Delivery Agreement per outcome Monitor and evaluate Feed back loop to annual revisions of Delivery Agreements Step 2 (Done) Step 3 Nov 2010 Step 4 ongoing Step 1 (Done) Outcomes

20 The Presidency: Department of Performance Monitoring and Evaluation Monitoring of implementation of the Delivery Agreements The objective is to institutionalise regular monitoring of implementation of the Delivery Agreements, at the highest level.  POA contains the Delivery Agreements  Aim is to increase strategic focus in comparison to former POA  Coordinating departments capture progress against Delivery Agreements on POA  New POA system has been put in place, will soon go live with quarterly reports  Implementation Forums (structures such as clusters and Minmecs):  Monitor implementation of the Delivery Agreements and unblock blockages  Prepare 7-page quarterly progress reports for Cabinet, focusing on key areas of progress and challenges requiring unblocking  DPME provides Cabinet with independent assessments of progress and challenges  Aim is to institutionalise regular monitoring by Cabinet of progress towards achieving outcomes 20

21 The Presidency: Department of Performance Monitoring and Evaluation Interventions The Department is monitoring and where necessary coordinating interventions to improve service delivery in areas visited by the President.  Dipaleseng, Mpumalanga  Bekkersdal, Gauteng  Hermanstad, Gauteng  Madelakufa, Gauteng  Sweetwaters, Gauteng  Mthatha, Eastern Cape  Mosselbay, Western Cape  Struisbaai, Western Cape  Umzimkulu, Kwazulu Natal 21

22 The Presidency: Department of Performance Monitoring and Evaluation 22 Thank you Go to http://www.thepresidency.gov.za/dpme.asp for PME documents including narrative guide to outcomes approach, outcomes documentshttp://www.thepresidency.gov.za/dpme.asp and delivery agreement guide


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