1. Presentation to the Portfolio Committee on DPSA and DPME
Title: Second Quarter 2017/18 Performance Report Presentation
Director General: Ms. Mpumi Mpofu
Date: 08 November 2017

2. Presentation layout Mandate of DPME Key Functions
Progress on Recommendations of the Portfolio Committee
Overall Departmental 2nd quarter Performance
Performance Programme (1-7)
Budget and Expenditure
Additional Detailed Performance Information

3. Mandate of DPME
The mandate of the Department of Planning, Monitoring and Evaluation is derived from section 85(2) (b-c) of the Constitution
Established after the 2014 national elections through Proclamation 47, DPME is mandated to perform Planning, Monitoring and Evaluation as well as Youth Development and Empowerment functions
The vision of DPME is to facilitate, influence and support effective planning, monitoring and evaluation of government programmes for service delivery and socio-economic transformation as outlined in the National Development Plan (NDP)
This is done by planning for, monitoring and evaluation of the implementation of the NDP through the Medium Term Strategic Framework (MTSF)
In addition, the mandate of DPME was expanded over time through Cabinet Decisions

4. Key Functions The work entails :
Establishing systems, policies, guidelines, frameworks and processes for planning in government as a whole to influence the planning philosophy of the country.
Currently the focus is on National and Provincial spheres of governments (and should be extended to municipal sphere);
Developing requisite institutional capacity for planning (institutionalisation of planning across government);
Developing evidence-based plans that draw on monitoring and evaluation and other data sources;
Ensuring that planning sets the priorities that inform the allocation of resources though the Mandate Paper;
Monitoring and evaluation of the implementation of the plans and reporting on progress being made; and
Supporting interventions to unblock service delivery challenges through Programmes such as Operation Phakisa; Frontline Monitoring; payment of suppliers within 30 days of receipts of a valid invoice; management practices in the three spheres of government amongst other programmes

5. Strategic Matters raised by the Portfolio Committee

6. Progress on Recommendations of the Portfolio Committee (PC)1/4
Subsequent to the tabling of the Annual Report 2016/17, and the 4th quarter 2016/17 as the 1st quarter reports, the PC made certain recommendations that require the attention of the Department.
Speed up the development of a comprehensive legislation for PM&E
The DPME is currently developing Legislation to formally establish an integrated and comprehensive planning, monitoring and evaluation system to that will build on what already exists within the DPME, but also ensures a fundamental shift in the manner in which existing systems have functioned to date;
A consultative meeting with stakeholders was held on October Inputs from the consultative meeting has been integrated into the draft legislation and this has been referred to the State Law Advisors

7. Progress on Recommendations of the Portfolio Committee (PC) 2/4
Ensure that DGs/HoDs sign performance Agreements with the Executive Authority to ensure that suspensions of Senior Officials is based on poor performance and submit a report on turn-over rate of DGs/HoDs
A report on the signing of the HOD PA’s was presented to the PC on 25 October 2017 which indicated that 90% of HoD’s PA’s was concluded within the prescribed time. The DPME and DPSA undertook to embark on a capacity development drive next year to ensure the rate of compliance improve.
At the same PC mentioned above the DPSA presented a fact sheet on the average time spend by DGs/HoD’s in the Public Service.
DPME is monitoring the turn over rate as part of Outcome 12
Develop Action Plan to address issues raised by the AGSA
DPME has through its Internal Audit function developed and action plan to ensure that areas identified by the AGSA are included in the Annual Audit Plan. Management structures are also being reviewed to strengthen monitoring and accountability

8. Progress on recommendations of the Portfolio Committee 3/4
Government move with Speed to establish the Head of the Public Service as envisaged in the NDP
The PSC presented their understanding of the challenges regarding the political administrative interface at the PC of 25 October The first building blocks in establishing the Administrative Head of the Public Service is changing the evaluation panels for HoD’s to be chaired by the DG in the Presidency. The MPSA undertook to finalise the PMDS for HoD’s in which the chairing of the panels will then established
Intensify frontline monitoring and ensure that departments implement improvement plans
DPME continues to intensify the implementation of its frontline monitoring visits. A total of 225 frontline visits were conducted in the 1st and 2nd cumulatively. These visits are supplemented by the Siyahlola visits which focuses on specific areas identified by political principals for close monitoring and reporting. A total of 10 Siyahloya reports or briefing notes were compiled for political principals since the beginning of the financial year.

9. Progress on recommendations of the Portfolio Committee 3/4
Prioritisation of Filling of vacancies
project plan on filling of vacancies. The vacancy rate at the end of the quarter was 26.8%. This has since reduced to 24.2% as 1 November Internal appointments have an impact on the vacancy rate (internal employees appointed into promotion posts results in additional vacancies)
Filling of funded vacancies is being prioritised. The Department is implementing its
National Youth Development Agency should conduct an impact evaluation on the Grant Funding Programme
DPME will provide assist to the NYDA to conduct impact evaluation on the Grant Funding Programme

10. Employment Equity Status

11. Summary of Departmental Performance in the 2nd Quarter

12. Overall Departmental 2nd quarter Performance
Performance status
Number of targets
Percentage achievement
Number of Targets 29
100%
Targets Exceeded 5
17.24
Targets Achieved 20
68.96
Target Partially Achieved 3
10.34
Targets not Achieved 1
3.45
% Achievement 25
86.21%

13. Programme 1: Administration: 2nd Quarter Summary of Performance
There were no major performance challenges for the programme
The partially achieved targets related to the communication of performance assessment has since been achieved and the quarterly reports was completed submitted
The vacancy rate at the end of the quarter was 26.8%. This has reduced to 24.2% as 1 November 2017
Performance status
Number of targets
Percentage achievement
Number of Targets 11
100%
Targets Exceeded
Targets Achieved 8 82
Target Partially Achieved 3 18
Targets not Achieved
% Achievement
82%

14. Percentage achievement
Programme 2: National Planning Coordination: 2nd Quarter Summary of Performance
There were no major performance challenges for the programme
Performance status
Number of targets
Percentage achievement
Number of Targets 2
100%
Targets Exceeded
Targets Achieved
Target Partially Achieved
Targets not Achieved
% Achievement

15. Programme 3: Sector Monitoring : 2nd Quarter Summary of Performance
There were no major performance challenges for the programme
Performance status
Number of targets
Percentage achievement
Number of Targets 3
100%
Targets Exceeded
Targets Achieved
Target Partially Achieved
Targets not Achieved
% Achievement

16. Percentage achievement
Programme 4: Public Sector Monitoring and Capacity Development : 2nd Quarter Summary of Performance
The 1 target not achieved relates to MPAT assessments of National and Provincial departments.
The process was delayed due to the revision of the MPAT standards.
The system has opened and assessments have commenced. The self-assessments will be concluded by 30 No
Performance status
Number of targets
Percentage achievement
Number of Targets 4
100%
Targets Exceeded 1
25%
Targets Achieved 2
50%
Target Partially Achieved
Targets not Achieved
% Achievement 3
75%

17. Percentage achievement
Programme 5: Frontline and Citizen Based Service Delivery Monitoring: 2nd Quarter Summary of Performance
3 targets were marginally exceeded with no impact on resources.
3 CBM inception produced against t the target of 4
Presidential Hotline Enhancement Plan targets exceeded by 2% (81.8% against the target of 80%)
4 Siyahlola visits conducted against the target of 3
Performance status
Number of targets
Percentage achievement
Number of Targets 4
100%
Targets Exceeded 3
75%
Targets Achieved 1
25%
Target Partially Achieved 0%
Targets not Achieved
% Achievement

18. Percentage achievement
Programme 6: Evidence Knowledge Systems: 2nd Quarter Summary of Performance
There we no challenges in meeting the targets
4 Thematic knowledge events/ Brown Bag Session against target of 2 Thematic knowledge events conducted
8 Policy Briefs against target of 6 DPME knowledge products disseminated
Performance status
Number of targets
Percentage achievement
Number of Targets 2
100%
Targets Exceeded 1
50%
Targets Achieved
Target Partially Achieved 0%
Targets not Achieved
% Achievement

19. Programme 6: Youth Development: 2nd Quarter Summary of Performance
There we no challenges in meeting the targets
Performance status
Number of targets
Percentage achievement
Number of Targets 3
100%
Targets Exceeded
Targets Achieved
Target Partially Achieved 0%
Targets not Achieved
% Achievement

20. Budget and Expenditure

21. 2017/18 Adjustments budget Per Programme ENE Budget Virement
AENE Budget.
Administration
5 141
National Planning Coordination
54 547
(7 694)
46 853
Sector Monitoring
52 153
(6 881)
45 272
Public Sector Mon.& Capacity Dev.
40 111
(7 701)
32 410
Frontline Monitoring
56 963
(3 565)
53 398
Evidence and Knowledge Systems
(2 468)
National Youth Development
(1 832)
Total
(25 000)
Per Economic Classification
Shifts /
Compensation
(25 200)
Goods & Services
5 559
Transfers & Subsidies
204
Capital
18 942
(5 563)
13 379

22. 2017/18 AENE
Compensation:
R25 million surrendered in adjustments budget. Compensation budget is exclusively appropriated - savings due to delays in implementing structure could not be applied to other spending priorities.
Reasons for shifts/virement:
Realignment of budget to revised structure.
Additional funding to Programme 1 for NDP marketing campaign – funded from savings on capital expenditure due to delays in finding additional office accommodation

23. 2017/18 Q1+Q2 Drawings and Expenditure
Per Programme
AENE
Budget
Q1+Q2 Drawings
Q1 + Q2
Exp.
% Drawings Spent %
Budget Spent
Administration
87 438
67 435
77.1%
38.9%
National Planning Coordination
46 853
25 434
18 323
72.0%
39.1%
Sector Monitoring
45 272
25 667
19 626
76.5%
43.4%
Public Sector Mon.& Capacity Dev.
32 410
19 188
15 139
78.9%
46.7%
Frontline Monitoring
53 398
28 385
24 907
87.7%
46.6%
Evidence and Knowledge Systems
85 943
80 226
93.3%
75.0%
National Youth Development
98.3%
50.4%
Total
89.9%
49.8%
Per Economic Classification
Compensation
86.7%
46.4%
Goods & Services
84.7%
54.3%
Transfers & Subsidies
100.1%
50.8%
Capital
13 379
13 533
1 010
7.5%

24. 2017/18 Projections Reasons for slow spending by end of Q2
Delays in implementing new structure (full implementation started in Q2)
DPW procurement of additional office accommodation. DPW tender did not identify suitable offices. New process to start in November 2017
Projections for 2017/18
Compensation: 100%. All vacant posts are in the process on being advertised / filled
Goods and Services: 98%
Capital Expenditure: 98%. Upgrades to ICT systems being procured

26. Additional slides: Detailed Performance information

27. PROG 1: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Produce an Annual Performance Plan according to prescribed standards/framework and timelines
Review and produce 1st draft of Strategic Plan and APP and submit to NT and DPME
The 1st draft APP was produce and submitted to NT and DPME.
Audited Annual Report produced and submitted to National Treasury and Parliament by due date
Audited Annual Report was produced and submitted to National Treasury and Parliament by due date
Achieve 80% of targets in the WSP by the end of the financial year
30% of targets in the WSP by the end of the second Quarter.
One hundred and forty-eight (148) training opportunities were organised which represents 33% of the annual target of 450

28. PROG 1: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
100% of valid invoices paid within 30 days or disciplinary action taken in 100% of cases where invoices are not paid within 30 days
100% of valid invoices paid within 30 days
Produce quarterly monitoring reports against the ICT plan within 30 days of end of the quarter
Produce quarterly report
85% Achievement against the ICT Standards
80% communication activities described in communication plan implemented by the end of the financial year
Quarterly report showing 63 % of the targets (19/30) was produced

29. PROG 1: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Produce quarterly progress reports against targets in the risk plan
1st Quarter risk progress report produced
1st Quarter risk management progress report was produced
Quarterly audit implementation reports presented to Audit Committee and Management produced
1st Quarter Internal Audit progress report produced
1st Quarter internal audit report was presented to Audit Committee on the 28th July 2017
80% Communication activities described in the Communication Plan implemented by the end of the financial year
Produce quarterly target
Quarterly report showing 63 % of the targets (19/30) was produced

30. PROG 1: Targets Partially Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Deviation from planned target and intervention
Produce quarterly performance report against APP 30 days after the end of the quarter
1st Quarter Performance Report for 2017/18 produced and approved by the Minister and submitted to National Treasury
1st Quarter Performance Report 2017/18 was produced and submitted to National Treasury, however the Minister approved the report on the 13th September 2017
There were delays in the approval of the report as it was signed by the Minister on the 13th September 2017

31. PROG 1: Targets Partially Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Deviation from planned target and intervention
Maintain a vacancy rate of 10% or less
10% or less on average over the quarter
The average vacancy rate for the quarter was 26.8%
Although HR implements timeous Recruitment and Selection and 16 post were filled during the quarter, the department implemented its approved revised organisational structure with effect from 1 April 2017 which increased the number of approved funded posts from 350 to 447 (97 more posts) resulting in an increased vacancy rate

32. PROG 1: Targets Partially Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Deviation from planned target and intervention
Achieve 90% submission of performance agreements, reviews and assessments by due date
90% of previous year assessment moderated and results communicated by 30th September 2017
All submitted annual assessments (291 which is 96%) were moderated by 8 September 2017, however the results were not communicated to staff
The results have not yet been communicated to staff and performance incentive are not yet implemented

33. Programme 2: National Planning Coordination (NPC)

34. PROG 2: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Quarterly (activity report) and Annual (AR) produced
Produce Quarterly Activity Report
Quarterly Activity Report produced
Annual Report showing support for 80% of requested impact assessments by the end of financial year
SEIAS Reports on requests received in Quarter 2
104 SEIAS reports produced for the requests received in the quarter. Feedback on analysis was sent to 84 departments (81%) within an average turnaround time of 13 days

35. Programme 3: Sector Monitoring

36. PROG 3: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Mid-term review completed by July 2017
Mid-term Review Report 2014 – 2016 available by July 2017
The Mid Term Review report completed on 31 July 2017
MTSF Progress Reports on Outcomes submitted to Cabinet in June, September and November 2017
MTSF Progress Reports on Outcomes completed by September 2017
12 outcomes POA progress reports have been submitted to Cabinet in September 2017.
(Outcomes 9 and 12 report separately reported)
One Comprehensive Operation Phakisa Progress Report produced quarterly, encompassing progress with all delivery labs
1 Comprehensive Quarterly Operation Phakisa Progress Report produced
A comprehensive Progress Report with 7 components of Operation Phakisa was produced

37. Programme 4:Public Sector Monitoring

38. PROG 4: Target Exceeded Planned Annual Target 2017/18 2nd Quarter
Targets
Actual Achievement/
Narrative
Achieve 80% of targets in the Capacity Development Implementation Plan
Produce 1 Progress Report showing 40% achievement of targets in the Implementation Plan
Produced 1 progress report showing 52% achievement of targets in the implementation plan

39. PROG 4: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
MTSF Progress Reports Outcomes 9 and 12 submitted to Cabinet in June, September and November 2017
Mid-term Review Report 2014 – 2016 available by July 2017
Mid-Term review report for including outcomes 9 and 12 produced on 31 July 2017
MTSF Progress Reports on Outcomes 9 & 12 submitted to Cabinet in June, September and November 2017
MTSF Progress Reports on Outcomes 9 & 12 completed by September 2017
MTSF Progress report (for Outcome 9 and 12) completed in September 2017

40. PROG 4: Target Not Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Deviation from planned target and intervention
95% MPAT assessments completed for National and Provincial departments by 31st March 2018
Facilitate self-assessment at all National and Provincial departments
Facilitated self-assessment at all National and Provincial departments
Self-assessment will be done as from the 16th October 2017

41. Programme 5: Frontline and Citizen Based Service Delivery Monitoring

42. PROG 5: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
400
150
150 monitoring visits conducted (50 Baseline monitoring, 64 feedback monitoring and 36 improvement monitoring visits)

43. PROG 5: Targets Exceeded
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative 3
Planning and inception completed with 3 (three) sector departments by 30 September 2017
Planning and inception were completed with 4 departments. These are CoGTA GP, OtP FS, OtP NC and OtP EC.
Inception meeting was held with Civilian Secretariat, but detailed planning still outstanding and will take place in October

44. PROG 5: Targets Exceeded
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
80% achievement of targets in Annual Presidential Enhancement Plan
80% achievements of Q2 targets in plan
81.82% achievement.
Progress has been made to address the following:
Improvement date collected, improvement of contract management with SITA, strengthening monitoring and oversight and improved communication.
It should be noted that majority of engagements within PH do not necessarily take form of physical contact sessions or face to face meeting but also through conference calls and s.

45. PROG 5: Targets Exceeded
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Conduct 10 visits and produce area profiles/briefing notes/reports on Siyahlola and Izimbizo quarterly
Conducted 3 visits and produce area profiles/briefing notes/reports on Siyahlola and izimbizo for the quarter
4 visits conducted and briefing notes produced.
Namely:
1X Deputy President visit to OR Tambo District municipality
1X Deputy Minister visit in Gauteng: Musicians Indaba
1X Minister visit in Limpopo: Dennilton
1X Follow up on minister’s complainant in Limpopo, Mulamula

46. Programme 6: Evidence and Knowledge Systems

47. PROG 6: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
3 Reports for each outcome on the POA system (excluding outcomes for which the reports are classified) by 31 March 2018
One report for each outcome excluding outcomes for which the reports are classified
System updated on September 2017

48. PROG 6: Targets Exceeded
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
4 DPME knowledge sharing platforms implemented and 13 knowledge products disseminated
2 Thematic knowledge events conducted
6 DPME knowledge products disseminated
8 Policy Briefs
4 Thematic knowledge events/ Brown Bag Session

49. Programme 7: National Youth Development

50. PROG 7: Targets Achieved
Planned Annual Target
2017/18
2nd Quarter
Targets
Actual Achievement/
Narrative
Monitor implementation of the National Youth Policy and produce implementation reports
Produce implementation monitoring of the National Youth Policy
Monitoring report on the NYP compiled
M&E Framework for the National Youth Policy approved by Cabinet by 31 March 2018
Draft M&E framework consulted
Draft M&E framework consulted.
M&E plan, tools and guideline developed
NYDA performance reports quality assured and transfer of payment made quarterly
Performance reports of the NYDA quality assured and transfer of payment made
NYDA tranche payment facilitated and reports (APP, Quarterly Reports) quality assured