1. Presentation to the Portfolio Committee Meeting Acting DG-Nolwazi Gasa
QUARTER 1 PERFORMANCE
FOR
Presentation to the Portfolio Committee Meeting
Acting DG-Nolwazi Gasa
Date: 09 September 2015

2. Outline of the Presentation
Performance information for Programmes 1 to 5
Human Resources: Filling of vacancies
Financial Performance

3. PERFORMANCE INFORMATION

4. Summary of Performance Information
Most of partially achieved targets have since been achieved

5. Key Achievements Programme 1 Clean Audit Opinion for 2014-15
All valid invoices (1 410) paid within 30 days of receipt of a valid invoice
65 of 65 designated employees submitted their financial interest within time frame
Trained 26% of staff against the target of 10%
Programme 2
Monitoring of the implementation of the Medium-Term Strategic Framework - all quarterly reports submitted to the Executive – displayed in the POA system
Operation Phakisa Programme – ocean economy and health
Siyahlola Presidential Monitoring Programme
Monitoring of Distressed Mining Towns
Programme 3
Scaling up of the Community Based Monitoring programme
Management Performance Assessments

6. Key Achievements (2) Programme 3…
34 new facilities monitored by 30 June 2015
Presidential Hotline Quarterly update produced and published on DPME website
Programme 4
Alignment of Strategic and APPs with the NDP
Communicating the NDP via stakeholder engagements . A total of 14 engagements
Programme 5
The development and launch of National youth Policy 2020

7. Addressing partially achieved targets
Capacity constraints – budget and people
Vacancy rate – moved to fill vacancies, with high level appointments made recently
Appointment of service providers for the evaluations
Improvements monitoring of facilities is being addressed
The Management Performance Assessment Tool (MPAT) and Frontline Service Delivery Monitoring (FSDM) reports have since been tabled at Cabinet
Communication Plan approved in second quarter
Youth quarterly reports to be produced regularly

8. PROG 1: Administration-Summary of Performance
Performance status
Number of targets
Percentage achievement
Targets Achieved 8
57.14%
Target Partially Achieved 3
21.43%
Targets not Achieved
Total 14
100%

9. PROG 1: Achieved Targets…..
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Quarterly reports submitted to the Executing Authority, National Treasury (NT) and DPME within 30 days from the end of the quarter
4th quarter performance report for produced and approved by the Minister and submitted to NT and DPME
4th quarter performance report was produced and approved by the Minister and submitted to NT and DPME
Produce Annual Report and submit AGSA for Audit and to NT and Parliament by due dates
Produce AR and submit AGSA for Audit and to NT and Parliament by due dates
Annual Report was produced and submitted to AGSA by due date
Obtain an unqualified audit opinion and no material findings on financial statements annually
Accurate annual financial statements compiled and submitted to the AGSA and to National Treasury (NT) by 31 May 2015
Annual Financial Statements submitted to National Treasury and the AGSA by 31 May 2015
DPME obtained a clean audit opinion for

10. PROG 1: Achieved Targets (2)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
All valid invoices paid within 30 days
Produce quarterly reporting showing trends of Payment of suppliers who submitted a valid invoice
1 410 of Number of valid Invoices (1 410/1 410 *100=100%) were paid within 30 days
Workplace Skills Plan (WSP) approved by DG by 30 April 2015
Achieve 80% of targets in the WSP by the end of the financial year
Produce WSP and submit to DG for approval 10% of WSP targets achieved
WSP was produced and approved by the DG on the 30 April 2015
42 of 160 employees (42/160*100=26%) were trained by 30 June 2015

11. PROG 1: Achieved Targets (3)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Resolve all disciplinary cases with 90 days of the cases being initiated
Conclude disciplinary cases within the stipulated time frames
There were no disciplinary cases conducted in this reporting period
100% compliance in submission of financial interests by all designated employees within the specified time frames
100%
65 of 65 designated employees (65/65*100=100%) submitted their financial interests within specified time frame
Produce 4 quarterly reports annually indicating 85% achievement of ICT systems standards on average during the course of the financial year 1
20 of 23 Applicable ICT systems standards achieved (20/23*100= 87%).

12. PROG 1: Targets Partially Achieved (1)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
Conduct annual risk assessment/ review and produce a 3 year rolling strategic risk management plan.
Produce annual risk implementation plan and quarterly risk implementation reports
4th quarterly risk assessment report submitted to Risk and Audit committee by 31 March 2015
Risk implementation plan for financial year
4th quarterly Risk Assessment Report was tabled to Risk Management & Audit Committee in June 2015 instead of March 2015
Risk Implementation Plan for financial year was approved in due dates
The Risk Assessment Report & Risk Registers for 2015/16 financial year were only completed in May 2015 and tabled to both Risk & Audit Committee meeting in June 2015, Management Committee meetings
NB- Risk Registers have been since been approved by the Risk Management Committee meeting

13. PROG 1: Targets Partially Achieved (2)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
Produce a communication plan annually and report on its implementation within 30 days of end of each quarter of the financial year.
Produce annual Communication Plan Implement 25% of activities and produce quarterly report
Annual Communication Plan was produced But not approved by the DG
Communication plan was not approved at the due date. The Plan was approved in the second quarter
Achieve an average of 85% systems availability on annual basis measured by reports produced quarterly as generated by the system
Business applications plan produced and approved by the CIO Produce a report indicating 20% achievement of targets in the business applications plan
Business applications plan were not produced and approved by the CIO
One activity report achieved under quarter 01
Delay in appointment of the development service providers
Business applications plan to be produced and approved by the CIO in the next quarter

14. PROG 1: Targets Not achieved ….
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/
Narrative
Deviation from planned target and intervention
Maintain a vacancy rate of less than 10% annually
10% or less on average over the quarter
45 of 289 Vacancy rate (45/289*100=15.6%)
12 employees left the department which negatively affected the vacancy rate.
All vacant positions are advertised without delay.
Achieve an average of 85% systems availability on annual basis measured by reports produced quarterly as generated by the system 
Business applications plan produced and approved by the CIO Produced a report indicating 20% achievement of targets in the business applications plan
Business applications plan were not produced and approved by the CIO
One activity achieved under quarter 01
Delay in appointment of the development service providers
Business applications plan to be produced and approved by the CIO in the next quarter

15. PROG 1: Targets Not achieved (2)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
Produce a 3 year rolling strategic internal audit plan and submit to the Audit Committee for approval by 30 June 2015
Quarterly audit implementation reports approved by Executing Authority
Develop 3 year strategic and annual plan and submit to Audit Committee for approval by 30 June 2015
The 3 year strategic and annual plan was developed but not approved by the Audit Committee by 30 June 2015
The 3 year strategic and annual plan were not approved due to delays in the finalisation of the risk registers and therefore no quarterly reports were produced

16. PROG. 2: Outcomes Monitoring and Evaluations (OME)
Performance status
Number of targets
Percentage achievement
Targets Achieved 6
75%
Target Partially Achieved 2 25
Total 8
100%

17. PROG 2: Achieved Targets
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Produce 3 reports per outcome (42 reports) by 31 March 2016 1
14 Number of Outcome progress reports have been produced
3 reports for each outcome on the POA system (excluding outcomes for which the reports are classified) by 31 March 2016
12 outcomes reports
12 outcomes reports uploaded on the POA system
Produce two Operation Phakisa Labs reports by 31 March 2016
The ideal clinic realisation and maintenance Lab report was produced and submitted to the Minister

18. PROG 2: Achieved Targets (2)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Produce an average of 80% of briefing notes on executive visits throughout the quarters of the financial year
Produce an average of 80% of briefing notes on executive visits
2 profiles, 2 reports (1 report on Pomfret in North west is a follow-up progress report) and 1 briefing notes was produced on executive visits
5 of 5 Briefing notes (5/5*100=100%)
Produce 3 briefing notes on the status of mining towns and labour sending areas 1
1 briefing note on the status of mining towns was produced

19. PROG 2: Partially Achieved Targets
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
Provide quality advice to political principals by preparing briefing notes on 75% of Cabinet memoranda and 100% of requests from political principals
Produce 75% of briefing notes on Cabinet memoranda and 100% of briefing notes or reports on specific request received
29 of 42 Briefing Notes (29 /42 *100=69%)
submitted
Target missed by 6 %. Some briefing notes did not require briefing notes (those from DPME) 8
Service providers appointed for evaluations
Service providers have been appointed for 2015 /2016 evaluations
Delays in the finalisation of some evaluations. The has since been achieved

20. PROG 3: INSTITUTIONAL PERFORMANCE MONITORING AND EVALUATION (IPME)
Performance Status
Number of targets
Percentage achievement
Targets Achieved 7
58.33%
Target Partially Achieved 5
41.67%
Not achieved
Total 12
100%

21. PROG 3: Achieved Targets…….
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
3 monitoring reports submitted to FOSAD secretariat 3 times a year 1
1 monitoring report submitted to FOSAD
90 new facilities monitored and passed quality assurance with site monitoring reports captured on the M-drive by 31 March 2016
Approved visit schedule by 30 April Complete monitoring of 20 new facilities by 30 June 2014
Approved visit schedule by 30 April 2015
34 new facilities monitored by 30 June 2015
Produce 4 cases studies by end of financial year
Produce and publish 1 quarterly update, including impact stories from users by end June 2015
Presidential Hotline Quarterly update produced and published on DPME website
Produce customer satisfaction survey reports by end of each quarter
Produce and submit 1 customer satisfaction report by 15 July 2015
Customer satisfaction report was produced and submitted by 15 July 2015

22. PROG 3: Achieved Targets (2)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Citizen-based monitoring (CBM) implemented in 10 new facilities per annum and reports produced for each of the sites
Inception of CBM in 10 new pilot facilities
CBM progress report for 10 new pilot facilities
Two CBM learning events convened
Evaluation of CBM programme completed
One learning publication uploaded to DPME website by 30 June 2015
Revise planning and M&E capacity development strategy and implementation plan and submit to DDG: IPME for approval
Develop an Integrated M&E Capacity Development Strategy and implementation plan, approval by DDG by 30 June 2015
The integrated strategy and implementation of M&E capacity development plan was developed and approved by the acting DDG by 30 June 2015

23. PROG 3: Partially Achieved Targets…….
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
MPAT report submitted to Cabinet by end June 2015
Consolidated 2014 MPAT report submitted to Cabinet by end of June 2015
A consolidated report for 2014 MPAT has been drafted but not submitted to Cabinet for approval
The report could not be finalised due to delays in the development of case studies by WITS School of Governance. The MPAT report has since been tabled at Cabinet.
8 case studies on good practice departments by end June 2015
Document 8 case studies on good practice departments per key performance area by end June 2015 and publish on website
Document 8 case studies on good practice departments per key performance area by end June 2015 was not finalised and published on the website
Delay as a result of the finalisation of the research methodologies and focus of the case studies with WITS

24. PROG 3: Partially Achieved Targets…….
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
120
Approved list of facilities for improvements monitoring by 30 April Annual schedule of planned dates Improvements monitoring of 20 facilities by 30 June 2015, with quality assured reports placed on the M-drive
List of facilities for improvements monitoring and annual schedule of planned dates was approved by 30 April 2015
Improvements Monitoring of 9 facilities has been completed by 30 June 2015
9 of the 20 targeted Facilities were monitored for improvements
The remaining facilities will be monitored in the coming quarters

25. PROG 3: Partially Achieved Targets (2)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
FSDM national overview report submitted to Cabinet by end of June of 2015, covering the visits from the previous year
FSDM findings mid-year report for each years’ visits produced and distributed to 9 provinces and 8 departments by 30 November 2015
FSDM national overview report was tabled at G&A working session but not submitted to Cabinet
The FSDM report was not submitted to Cabinet by end of June of 2015
The report has since been tabled in Cabinet

26. PROG 3: Partially Achieved targets (3)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
Produce quarterly reports showing achievement of at least 80% of targets in the Capacity Development Implementation Plan
Produce 1 progress report showing 20% achievement of targets in the Capacity Development Implementation Plan
04 of 24 activities (4/24*100 = 17%) were achieved in the Capacity Development Implementation plan submitted
There is a need to communicate Capacity Development work to internal and external stakeholders
This has since been done in the current quarter

27. PROG 3: PROGRAMME 4: NATIONAL PLANNING
Performance status
Number of targets
Percentage achievement
Targets Achieved 5
100%
Target Partially Achieved 0%
Not achieved
Total

28. PROG 4: Achieved Targets
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
3 research projects commissioned by end of financial year (Demographic, Social Protection and Education )
Income Dynamic Studies (NIDS) wave 4 results produced by end of financial year
Terms of reference for one research study compiled
Terms of Reference have been concluded for a demographic study
Support provided to the Department of Rural Development and Land Reform (DRDLR) on the development of a sector plan, namely: Draft Spatial Development Framework developed by end of March 2016
Develop a road map for National Spatial Planning Framework (NSDF) compilation and consultation
A road map for National Spatial Planning Framework (NSDF) was developed and compiled as planned.
Produce Annual Report on stakeholder engagements and the work of the NPC on the NDP and submit to the NPC by end of March 2016
Produce quarterly activity report
Quarterly activity report was produced for 14 public engagements.

29. PROG 4: Achieved Targets (2)
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Guideline issued by 15 May 2015 on Assessment reports on the second draft Annual Performance Plan and/or Strategic Plan 1
Guidelines and letters sent to National departments
Guideline issued by 15 May 2015 on Assessment reports on the second draft Annual Performance Plan and/or Strategic Plan
Guidelines and letters sent to Office of the Premiers, 9 provinces

30. PROG 5: National Youth Development
Performance status
Number of targets
Percentage achievement
Achieved 0%
Target Partially Achieved 1
100%
Not achieved
Total

31. PROG 5: Partially Achieved Targets
Planned Annual Target 2015/16
First Quarter
Targets
Actual Achievement/Narrative
Deviation from planned target and intervention
Submit youth policy to Cabinet and produce Shareholder compact by March 2016
Produce 4 monitoring oversight reports a month after the end of each quarter
Produce annual shareholder compact and 1 report quarterly monitoring report
The shareholder compact was produced but no quarterly report
Quarterly report was not produced
The report will be produced in the next quarter

32. OVERALL PERFORMANCE FOR QUARTER 01 YEAR 2015/16
Number of targets 40
65%
Targets Achieved 26
Target Partially Achieved 11
28%
Targets not Achieved 3 7%

33. HUMAN RESOURCE

34. Filling of posts
As at end August 2015, 262 posts were filled out of 312 funded posts (84% filled)
To date, date 264 posts are filled out of 312 funded posts (85%)
Movement in the department for the three months is reflected below:
April
May
June
Approved Funded Posts
289
Filled Posts at the end of the month
240
242
244
Vacancy Rate
17%
16.3%
15.6%
Appointments 3 2 4
Exits 1
Internal Promotions / Transfers 6

35. Filling of posts continued….
50 posts were vacant as at 31 August 2015
12 of the 50 posts are positions that have been previously filled in the department. However, due to staff turnover and internal promotions/transfers these posts became vacant
25 of the 50 vacant posts were new posts
All new posts had been advertised, however the high vacancy rate is as a result of the following:
Due to the merger of the NPC and DPME there was a need to re-scope positions as they became vacant and these posts had to be evaluated before advertised
New positions in corporate services were created to ensure adequate support to address the transfer of the NPC, Ministry and Deputy Ministry
Delays in the JE process for posts in corporate services that require DPSA approval (salary level 9/10/11/12)
Delays in pre-employment security screening by the SSA
Difficulty in finding suitable candidates for specialist posts resulting in head-hunting processes after the normal recruitment process was unsuccessful which causes a delay in the filling of such posts

36. FINANCIAL PERFORMANCE

37. 2015/16: Quarter 1 Expenditure
2014/15
2015/16
Per Programme
% Spent
Main Appr.
Q1 Drawings
Q1 Exp.
Q1 Exp. As % of drawings
Unspent Q1 Drawings
1. Administration
99.2%
70 872
16 290
13 056
80.1%
3 234
2. OME
94.0%
85 604
20 586
16 182
78.6%
4 404
3. IPM&E
98.2%
59 566
14 040
12 754
90.8%
1 286
4. Planning
80.2%
88 197
35 352
6 216
17.6%
29 136
5. Youth
100.0%
100.1%
-96
TOTAL
96.6%
80.8%
37 964
Per Economic Classification
Current Payments
91.6%
86 175
48 358
56.1%
37 817
Compensation
93.3%
41 339
35 629
86.2%
5 710
Goods and Services
89.9%
44 836
12 729
28.4%
32 107
Interest / rent on land
0.0% -
Transfer payments
-69
Capital Assets
3 409
624
409
65.5%
215
Financial Assets

38. 2015/16 Quarter 1 Expenditure Reasons for under-expenditure of R37.9m:
R19m payment for the National Income Dynamic Study (NIDS – Programme 4) – Invoice was received in Quarter 2 and paid
Normal staff turnover. DG post and 2 DDG posts vacant (2 DDG posts have since been filled)
Expenditure in Programme 4 affected by end of term of National Planning Commission – New Commissioners likely to be appointed in September 2015
Some ICT and Evaluation projects behind schedule

39. 2015/16 Quarters 1+2 Expenditure

40. 2015/16 Budget Monitoring

41. 2015/16 Expenditure Summary
Department spent 99.5% of budget in 2013/14 and 96.6 % in 2014/15
Expenditure in Programme 4 (National Planning) will increase once new commissioners have been appointed
Some ICT projects planned for 2016/17 will be brought forward to absorb savings

42. THANK YOU!