LUKHANJI MUNICIPALITY PERFORMANCE MANAGEMENT FRAMEWORK

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1 LUKHANJI MUNICIPALITY PERFORMANCE MANAGEMENT FRAMEWORK

2 INTRODUCTION The Municipal Systems Act, 2000, which requires a municipality to establish a performance management system that is: Commensurate with its resources; Best suited to its circumstances; and In line with the priorities, indicators and targets contained in its integrated development plan. The municipality is also required by the Act to: Promote a culture of performance among its political structures, political office bearers and councillors and in its administration; and Administer its affairs in an economical, effective, efficient and accountable manner. The Municipal Planning and Performance Management Regulations, 2001, further instructs a municipality to ensure that its performance management system: Complies with the requirements of the Act. Demonstrates how the system will operate and be managed from the planning stage up to the stages of performance and reporting. Clarifies the roles and responsibilities of each role player, including the local community, in the functioning of the system. Determines the frequency of reporting and the lines of accountability for performance. Relates to the municipality's employee performance management processes. Provides for the procedure by which the system is linked to the municipality's integrated development planning processes. Is adopted before or at the same time as the commencement of by the municipality of the process of setting key performance indicators and targets in accordance with its integrated development plan. The implementation of a performance management system framework should allow the municipality to collect, process, organise, analyse, audit, reflect and report on performance information. It should also allow the municipality to take practical steps to improve its performance. MANAGEMENT AND OPERATION OF THE SYSTEM The Executive Mayor manages the development of the performance management system. The system is submitted to the municipal council for adoption and the Executive Mayor assigns the management responsibility of the system to the municipal manager in terms of section 39 of the Municipal Systems Act, 2000.

3 PLANNING During the planning phase of the IDP, either at the beginning of the term of council or during the beginning of the IDP annual review, the municipal council will, as prescribed in its IDP process plan, adopt: The PMS framework. The municipal strategic balanced scorecard which outline IDP priorities and objectives. IDP priorities balanced scorecards which outline municipal initiatives, programmes, projects, services, key performance indicators, performance targets and budget summaries. The municipality must involve the community in the development of the performance management system, setting of KPIs and performance targets in accordance with section 9 and15 of the Local Government: Municipal Planning and Performance Management Regulations, OPERATION The Operation of the system occurs simultaneously with implementation of the IDPs when performance is measured against the performance targets set. MEASUREMENT Measurement occurs when value is ascribed to costs, resources and time used to produce output using input indicators. It indicates the extent to which municipalities' activities and processes produced outputs in accordance with the identified output indicators. It measures the total improvement brought about by outputs in accordance with outcome indicators. MONITORING Monitoring is a continuous process of measuring, assessing, analysing and evaluating the performance of the organisation and departments with regard to KPIs and targets. Mechanisms, systems and processes for monitoring should provide for reporting at least twice per annum to the municipal council and the community, it should enable detection of early indication of underperformance and provide for corrective measures. REVIEW Review includes assessment of the system itself, the framework, targets, performance targets of departments and performance measurement of employees. It identifies the strengths, weaknesses, opportunities and threats of the municipality in meeting key performance indicators, performance targets and general key performance indicators. It also measures the economy, efficiency, effectiveness in the utilization of resources and impact in so far as performance indicators and targets set by the municipality are concerned. Performance improvement and adjustment is based on review. The municipality should ensure that the community participates in review. Items in the review column in pages 7-9 indicate some key activities and outputs of the review phase.

4 PERFORMANCE AUDITING The Municipal Planning and Performance Management Regulations, 2001, requires municipalities to develop and implement mechanisms, systems and processes for auditing the results of performance measurements as part of its internal auditing processes. This is meant to ensure that performance information collected by the municipality is verifiable, reliable and correct. INTERNAL AUDIT The Regulations provides that the internal audit function. Internal auditing must include assessment of the following: The functionality of the municipality's performance management system. Whether the performance management system complies with the relevant provisions of the Municipal Systems Act, The extent to which the municipality's performance measurements are reliable in measuring performance. On a continuous basis, audit the performance measurements of the municipality. Submit quarterly reports on their audits to the municipal manager and the Performance Audit Committee. PERFORMANCE AUDIT COMMITTEE The Regulations further provides for the creation of a Performance Audit Committee: The municipality must annually appoint and budget for a performance audit committee of at least three members, the majority of which cannot be a councillor or an official of the municipality. Any external member of the committee may be remunerated in line with tariffs determined by the South African Institute of Chartered Accountants. A municipality must provide secretariat services for its audit committee. The Performance Audit Committee must meet at twice during the financial year, but a special meeting may be called by any member of the committee. The roles and responsibilities of the Performance Audit Committee are the following: Review the quarterly reports submitted to it by the internal-audit unit Review the municipality's performance management system and make recommendations in this regard to the council of that municipality In its review of the system, focus on economy, efficiency, effectiveness and impact of the KPIs and targets set. Submit an audit report to the municipal council twice during a financial year, In order to fulfil their functions, a performance audit committee may: Communicate directly with the Council, Municipal Manager or the internal auditors of the municipality. Access any municipal records containing information that is needed to perform its duties or exercise its powers; Request any relevant person to attend any of its meetings, and if necessary to provide information needed by the committee. Investigate any matter it deems necessary for the performance of its duties and the exercise of its powers.

5 The composition of the audit committee should ensure that the following competencies are sufficiently catered for within the group: Expertise in performance management Expertise in finances An understanding of development planning. Credibility within all communities and organs of civil society within the municipality It is proposed that the performance audit committee should be comprised of seven members, two of whom should be councillors and one from the municipal administration. The other four members of the audit committee should be external to the municipal organisations and one must be an expert in performance management. MEASURING OUTCOMES Determining the overall municipal achievement of municipal performance the following surveys should be conducted: A community satisfaction survey. An employee satisfaction survey. It is recommended that the office responsible for IDP and PMS be tasked with managing the conducting of these surveys. REVIEW A performance review, in which a comprehensive evaluation of the municipal performance will be conducted, takes place in August each year after all performance information has been audited. In this process the municipality carefully analyses its performance in order to understand why it has performed well or badly during the financial year. The analysis is intended to analyse trends in performance over time and in all political and administrative structures of the municipality. The municipality can use a number of tools such as SWOT analysis in diagnosing its performance trends. The results of the review process will be used to develop measures to improve performance and inform the planning stage of the following year's balanced scorecards and annual programme. Measures to improve performance and the new municipal strategic scorecard are part of the annual report required in terms of section 46 of the Municipal Systems Act. REPORTING LINES AND FREQUENCY OF REPORTING Heads of Departments report to the Municipal Manager while the Municipal Manager report to the Executive Mayor on a monthly basis at the end of each month. The reports must reflect on the key performance indicators and performance targets of departmental programmes. The reasons for under performance must be clearly spelt out.

6 These reports are tabled at a Directors meeting whereafter the minutes of such meetings be submitted to the Mayoral Committee. The Municipal Manager will compile and submit quarterly organizational performance reports to the Executive Mayor. Copies of these reports are made available to the internal audit unit which make comments and report to the Municipal Manager. Council receives performance reports from the Executive Mayor at least twice per annum. The reports should have been audited internally by the internal audit unit and by the Performance Audit Committee. The Performance Audit Committee is also empowered by legislation to report directly to Council. Council reports twice per annum to the community through mechanisms determined by it through its community participation and communication policy. Council also reports annually to the Office of the Auditor General and the MEC responsible for local government in the province. The MEC consolidates all municipal annual reports in the province and reports to the Minister responsible for Provincial and Local Government who in turn will present a report on the state of local government to the national assembly. A key feature of the minister's report will be the performance of the municipalities on the objectives prescribed by the General Key Performance Indicators in the Planning and Performance Management Regulations, 2001 A municipality is required to review its key performance indicators annually as part of their performance review process. Additionally, whenever the municipality amends its integrated development plan, it must also review its KPIs and targets that will be affected by such an amendment. The annual review is informed by the results of reports which are audited by the internal audit unit, the Performance Audit Committee and all the measures that were taken during the year to improve performance and whether or not they have had any impact. The annual review process informs the annual report that must be submitted to the Office of the Auditor General and also inform the planning stage of the following cycle. ROLES OF STAKEHOLDERS The municipality must establish conditions for the participation of all stakeholders as legislated in the Municipal Systems Act of 2000 and the Municipal Planning and Performance Management Regulations of The roles of the various stakeholders are captured by the table on the following pages:

7 ROLES AND RESPONSIBILITIES OF STAKEHOLDERS IN THE OPERATION AND MANAGEMENT OF THE PERFORMANCE MANAGEMENT SYSTEM 1. Municipal Council's political oversight roles and responsibilities. Planning Monitoring Review Reporting Performance Audit 1. Adopts priorities and objectives of the Integrated Development Plan. 2. Adopts the PMS framework. 3. Adopts the municipal strategic scorecard that includes key performance indicators and performance targets. 4. Assigns the responsibility for the management of the PMS to the Executive Mayor. 1. Approves the annual review programme of the IDP, including the review of key performance indicators and performance targets. 2. Approves the annual improvement measures of the municipality as part of the new municipal strategic scorecard. 3. Approves any changes to the priorities, objectives, key performance indicators and performance targets of the municipality. 1. Receives externally audited performance reports from the Executive Mayor twice a year. 2. Reports the municipality performance to the community twice a year. 3. Approves recommendations for the improvement of the performance management system. 4. Annually receives the appraisal of the Municipal Manager and Directors performance. 5. Submits the municipal annual report to the Auditor General and the MEC. 1. Approves the municipal annual audit plan and any substantial changes to it. 2. Can receive performance reports directly from the Performance Audit Committee. 3. Approves the implementation of the r e c o m m e n d a t i o n s o f t h e Performance Audit Committee with regard to both improvement in the performance of the municipality or improvement of the performance management system itself. 4. Receives performance audit report from the Auditor General and approves implementation of its recommendations

8 2. Roles and responsibilities of the Executive Mayor. Planning Monitoring Review Reporting Performance Audit 1. Submits priorities and objectives of the Integrated Development Plan to Council for approval. 2. Submits the PMS framework for approval. 3. Submits the municipal strategic scorecard that includes key performance indicators and performance targets for approval. 4. Approves Departmental scorecards a n d d e p a r t m e n t a l a n n u a l programmes. 5. Enters into a performance agreement with the Municipal manager on behalf of Council. 6. Assigns the responsibility for the management of the PMS to the Municipal Manager. 1. Proposes to Council, the annual review programme of the IDP, including the review of key performance indicators and performance targets. 2. Proposes the annual performance improvement measures of the municipality as part of the new municipal strategic scorecard. 3. Proposes changes to the priorities, objectives, key performance indicators and performance targets of the municipality. 4. Quarterly evaluates the performance of the municipality against adopted KPIs and targets. 5. Quarterly reviews the performance of departments to improve the e c o n o m y, e f f i c i e n c y a n d effectiveness of the municipality. 6. Quarterly and annually evaluates the performance of the Municipal Manager. 1. Receives performance reports quarterly from the internal auditor. 2. Receives performance reports twice a year from the Performance Audit Committee. 3. Receives quarterly reports from the Municipal Manager on the performance of Directors and the rest of the staff. 4. Reports to Council on the performance of the municipality twice a year. 5. Reports to Council on the r e c o m m e n d a t i o n s f o r t h e improvement of the performance management system. 6. Annually reports on the performance of the Municipal Manager and Directors 1. Submits the municipal annual audit plan and any substantial changes to it to Council for approval. 2. Approves the implementation of the recommendations of the internal auditor with regard to both improvement in the performance of the municipality or improvement of the performance management system itself. 3. Receives performance audit report from the Auditor General and makes recommendations to Council

9 3. Roles and responsibilities of the Municipal Manager. Planning Implementation Monitoring Review Reporting Performance Audit 1. Coordinates the process of needs identification and prioritization among a l l s t a k e h o l d e r s, including community structures. 2. C o o r d i n a t e s t h e formulation and revision of the PMS framework. 3. C o o r d i n a t e s t h e formulation and revision of the municipal strategic scorecard that includes k e y p e r f o r m a n c e i n d i c a t o r s a n d performance targets. 4. Leads the process of the formulation and revision of the Departmental s c o r e c a r d s a n d departmental annual programmes. 5. E n t e r s i n t o a performance agreement with Directors on behalf of Council. 1. Manages the overall implementation of the IDP. 2. Ensures that all role players implement the provisions of the PMS framework. 3. E n s u r e s t h a t t h e Departmental scorecards and d e p a r t m e n t a l a n n u a l programmes serve the strategic scorecard of the municipality. 4. Ens ures that annual programmes are implemented according to the targets and timeframes agreed to. 5. Implements performance improvement measures approved by the Executive Mayor and the Council. 6. Ensures that performance objectives in the Directors' performance agreements are achieved. 1. Formulation of the annual review programme of the IDP, including the review of key performance indicators and performance targets for the consideration of Council Committees and the Executive Mayor. 2. Formulation of the annual performance improvement measures of the municipality as part of the new municipal strategic scorecard. 3. Quarterly reviews the performance of departments to improve the economy, efficiency and effectiveness of the municipality. 4. Quarterly and annually evaluates the performance of Directors. 1. Receives performance reports quarterly from the internal auditor. 2. Receives performance reports twice a year from the Performance Audit Committee. 3. R e c e i v e s m o n t h l y departmental performance reports. 4. Reports once in two months to council committees and the Executive Mayor on the p e r f o r m a n c e o f Departments. 5. R e p o r t s o n t h e i m p l e m e n t a t i o n o f improvement measures adopted by Executive Mayor and Council. 6. Annually reports on the performance of Directors. 7. Submit the municipal annual report to the Executive Mayor 1. Formulates the municipal annual audit plan. 2. Formulates a response to the recommendations of the internal auditor and the P e r f o r m a n c e A u d i t Committee. 3. Formulates a response to performance audit report of the Auditor General and makes recommendations to the Executive Mayor

10 4. Roles and responsibilities of Heads of Departments Planning Implementation Monitoring Review Reporting Performance Audit 1. Participates in the formulation and revision of the municipal strategic scorecard that includes k e y p e r f o r m a n c e i n d i c a t o r s a n d performance targets in c o n s u l t a t i o n w i t h relevant Portfolio Holder 2. Develop departmental scorecard. 3. Develop departmental annual plans. 4. M a n a g e s t h e s u b o r d i n a t e s ' performance 5. E n t e r s i n t o a performance agreement with the Municipal Manager. 1. Manages the implementation o f t h e D e p artmental scorecard. 2. Ensures that annual programmes are implemented according to the targets and timeframes agreed to. 3. Implements performance improvement measures approved by the Executive Mayor and the Council. 4. Manages the implementation of subordinates' performance measurement system. 5. Ensures that performance objectives in the performance agreements are achieved. 1. Participates in the formulation of the annual review programme of the IDP, including the review of key performance indicators and performance targets for the consideration of Council Committees and the Executive Mayor. 2. Quarterly reviews the p e r f o r m a nce of t h e department to improve the economy, efficiency and effectiveness of the municipality. 3. Quarterly and annually evaluates the performance of the department. 1. S u b m i t m o n t h l y departmental performance reports. 2. Reports on the i m p l e m e n t a t i o n o f improvement measures adopted by the Executive Mayor and Council. 3. Annually reports on the performance of the department. 1. Participates in the formulation of the response to the recommendations of the internal auditor and the P e r f o r m a n c e A u d i t Committee. 2. Participates in the formulation of the response to performance audit report of the Auditor General and makes recommendations to the Executive Mayor.

11 5. Roles and responsibilities of staff Planning Implementation Monitoring 1. Participates in the development of the departmental scorecard and annual plan. 2. Participates in the development of t h e i r o w n p e r f o r m a n c e measurement. Review 1. Executes individual work plans. 1. Participates in the review of departmental plans. 2. Participates in the review of own performance. Reporting 1. Reports to line manager. 6. Roles and responsibilities of the internal audit committee (Directors + Internal Auditor) Planning Monitoring 1. Participates in the formulation of the annual audit plan. Review 1. Measures the performance of departments according to KPIs and performance targets set in the municipal scorecard and departmental scorecards. 2. Assess the functionality of the PMS. 3. Ensures that the system complies with the Act. 4. Audit the performance measures in the municipal scorecard and departmental scorecards. Reporting 1. Submit quarterly reports to the Municipal Manager. 2. Submit quarterly reports to the Performance Audit Committee. 7. Roles and responsibilities of the Performance Audit Committee Planning Monitoring Participates in the formulation of the annual audit plan. Review Review quarterly reports from the internal audit committee. Reporting Reports twice a year to the municipal Council. 8. Roles and responsibilities of Ward Committees Planning Monitoring Review Participates in the review of KPIs and targets. Reporting Receives reports from Council twice in a year.

12 REPORT PREPARATION Performance Audit Committee Council Committee Council for Adoption REPORT PURPOSE OF REPORT INTERNAL AUDIT DIVISION HOD S REPORT TO MM 1 st Report 1. Review KPIs End of August End of September Mid October Mid October End October 2. Audit Performance Measurement 3. Report on Adjustments made on the basis of Previous Report 2 nd Report 1. Review KPIs End December End December Early January Mid January End January 2. Review Functionality of PMS 3. Verify Compliance with the Act 4. Examine Reliability of Performance Measurement on Indicators 5. Report on Adjustment made on the basis of previous reports 3 rd Report 1. Review KPIs 2. Audit Performance Measurement 3. Report on Adjustments made on the basis of Previous Report End March End March Early April Mid April End April 4 th Report 1. Review KPIs End June End June Early July Mid July End July 2. Review Functionality of PMS 3. Verify PMS compliance with the Act 4. Examine Reliability of Performance Measurement on Indicators 5. Report on adjustment made on the basis of previous reports

13 Reporting, its Frequency and Lines of Accountability Components of Report Preparation Performance Audit Committee Tabled in Council Tabling in Council Council Adoption After Adoption of Report by Council Copies Available Copies Submitted 1. Quarterly Reports 2. Performance reports of the municipality and any service provider during that financial year and also in comparison of targets of and with performance during the previous year 3. Development priorities of the Municipality and Service priorities and per- formance targets set for the municipality for the fol- lowing year Municipal Manager assisted by Directors and Internal Audit (May/June) July One month after report is received from External Audit (August) * Prior notice is given to media/ local community (14 days before) * Written notice of intention to Auditor General/MEC * Representations of Auditor General/ MEC attend and allowed to speak 14 Days after report was tabled (August) * Community * Interested organisations * Media (September) * MEC (Local Government) * Auditor General * Minister (local Government and Provincial Affairs) (September) 4. Measures that were and are to be taken to improve per- formance Annual Composite Report Programme

14 Structure Key Responsibilities When to be set-up Systems When should systems be in place? IDPs Representative Forum 1. To consider the KPIs and Targets, 2. Participate in the Development of PMS 3. Report to stakeholders 4. Make input to Council processes Internal Audit Section 1. Reviews Functionality/KPI/Targets 1. Assesses Compliance with Act 2. Evaluates Reliability of Targets 3. On a continuous basis measure 4.1 cost, resources, time to produce outputs in accordance with inputs 4.2 extent to which activities and processes produced output in accordance with output indicators 4.3 total improvement brought by outputs 4. Detect early indications of underperformance 5. Submit Quarterly Report to MM/Performance Audit Committee 1. Chairing of meetings 2. Calendar of Meetings 3. Recording of Proceedings 1. Guidelines to be developed by MM and approved by Council 2. Reporting Format 3. System for Reporting Performance Audit Committee (External) 1. Reviews Quarterly Reports 2. Reviews the Municipality s performance management system and make recommendations in this regard 3. Submits report twice per annum to Council 4. Identifies SWOT of the Municipality in meeting the KPI and targets set by Municipality 5. Evaluates community participation 1. Procedure and Guidelines to be developed by Performance Audit Committee in consultation with Council. 2. Reporting Format 3. System for reporting 4. Develops code of conduct for members of the Performance Audit Committee Executing Management Committee 1. Receives audited reports from MM 2. Communicate reports findings to employees 3. Plans in terms of the audit report Structures to be set-up for reporting on PMS 1. Reporting Format 2. System for Reporting

15 STRUCTURE COMPOSITION IDPs Representative Forum 1. All community based organisations in the municipality 2. Different interest groups 3. Women/Youth Groups 4. Ward Committees Representatives Internal Audit Section 1. Internal Audit Office Performance Audit Committee 1. Financial Expert 2. Support Staff that liaise with departments on PMS 2. Technical Expert 3. Head of PMS in Council 2. 2 X Councillors Executive Management Committee 1 Municipal Manager 2. Director of Finance 3. Director of Community Services 4. Director of Administration Composition of Structures 5. Director of Technical Services

16 INTEGRATING IDP PRIORITIES, OBJECTIVES, PERFORMANCE MANAGEMENT AND THE BUDGET. Components There are 7 components to the integration of IDP priorities, objectives, performance management and the budget. Vision Council determines the vision of the municipality, the ultimate outcome desired from all its strategic efforts. IDP Priorities and objectives IDP priorities and objectives are also determined by Council. Council is guided by the Constitutional mandate of local government, objectives determined by the Minister through General KPIs and community needs. Perspectives With an emphasis on "balanced'', the Scorecard uses four perspectives to answer critical service delivery questions. This provides the balance that successful organisations seek in measuring performance. o The Customer Perspective - Serve the Customer. This perspective deals with the needs of the customer. The municipality must know if the organisation is meeting community needs. The municipality must determine the answer to the question: Is the organization delivering the services communities or its customers want? o The internal process perspective - Run the Business. The municipality needs to focus on those critical operations that enable them to satisfy citizens. The municipality must answer the question: Can the organisation improve upon a service by changing the way a service is delivered? o The financial perspective - Manage Resource. The municipality must focus on how to meet service needs in an efficient manner. The municipality must answer the question: Is the service delivered at a good price? o The learning and growth perspective - Develop Employees. The organization's ability to improve and meet citizen demands ties directly to the employees' ability to meet those demands. The municipality must answer the question: Is the organisation maintaining technology and employee training for continuous improvement?

17 IDP Objectives Based on IDP priorities, the municipality chooses objectives for its strategic scorecard. Each objective is broadly defined so that it provides the context for what the municipality is to achieve. The relationship between IDP priorities, the four balanced perspectives constitute the blueprint for every department, service provider and individual employee activity. Linkage IDP objectives are linked in a cause and effect relationship. Ideally, if the municipality provides employees with the training necessary to promote Learning and Growth, then we should be able to Deliver Competitive Services. This will affect the municipality's ability to enhance Customer Service, which should ultimately Improve Existing Services and Extend New Services. Measures and targets For each of the IDP objectives, there are a set of strategic measures and targets. Relationships The elements of the total strategy relate to each other in this order: IDP Priorities (5 years) IDP Objectives (Reviewed annually) Strategic Balanced Scorecard IDP Priority balanced scorecard or Strategic Focus Area Plan Departmental or service provider balanced scorecard Division/Unit Balanced Scorecard (If necessary) Individual work plan Organisational strategy The strategic planning process begins with an examination of the municipality's vision, mandate. IDP priorities and objectives. It ends with a plan that translates these concepts into actions that align organisational philosophy. Strategy is an integral component part of the overall management philosophy and the development of a strategic plan. It translates mission into actions and action into outcomes. Developing an organisational strategy means making choices and decisions. Defining strategy means addressing needs that will help achieve the desired future for communities and the organisation. To this end, the municipality has defined six priorities: Municipal services, Social and Economic Development, Institutional Viability, Financial Viability, Good Governance ad a Safe and Healthy Environment. The priorities are stable over the term of office of the Council and objectives and initiatives that the organisation undertakes to respond to each of the priorities change with each annual IDP review to respond to new challenges and demands. The IDP priority balanced scorecard consists of all the IDP objectives relevant to the IDP priority, all the municipal initiatives, programmes or projects under the objective, Measures and targets, and concludes with the summary of the budget for the priority.

18 Departmental or Service provider balanced scorecard Each department and service provider that has a service level agreement with the municipality also has a balanced scorecard that clearly shows its contribution to the IDP priority balanced scorecard. Division balanced scorecards and individual workplans If necessary, division or unit balanced scorecards can also be developed or individual work plans can be developed directly from departmental scorecards.

19 DIAGRAMATIC REPRESENTATION OF THE LINK BETWEEN THE IDP, PMS AND THE BUDGET IDP LONG TERM VISION OF THE MUNICIPALITY MUNICIPAL STRATEGIC BALANCED SCORECARD The municipal strategic scorecard reflects municipal priorities over a period of five years and objectives that can be reviewed annually. Priorities and objectives are informed by the needs of the community, municipal powers and functions, the constitutional mandate of local government and legislation. Priorities and objectives are linked in a balanced scorecard reflecting four perspectives of the customer, internal business process, financial and innovation, learning and growth. PMS IDP PRIORITIES BALANCED SCORECARD The IDP priorities balanced scorecard reflects a scorecard for each IDP priority and related objectives, a policy statement of what council wants to achieve though the objectives in the short and medium term, initiatives, programmes and projects for each objective, key performance indicators, performance targets and programme budget summaries. ANNUAL DEPARTMENTAL PROGRAMMES Departmental initiatives, programmes and projects that are going to be undertaken by each department, key business unit and service providers that have a service level agreement with the municipality. Each initiative, programme and project will have its own budget, time frames for implementation, key performance indicators and performance targets BUDGET THREE YEAR BUDGET PROJECTIONS Reflects what council is likely to receive as revenue in the next three years and spending patterns for each of its IDP Priorities. ANNUAL BUDGET A detailed reflection of how the council will spend on each initiative, programme and project of each departmental annual programme.

20 CONCLUSION The proposed performance management framework is aimed at guiding Council in the development of a performance management system which will contribute to improving the municipal; performance and enhance service delivery. The framework is drafted to provide details which describes and represents how the municipality's cycle and processes of performance planning, monitoring, measurement, review, reporting and improvement will be conducted, organized and managed, including determining the roles of the different role players. The framework goes further to outline how Council proposes to reward and deal with poor performance. The process of implementing a performance management system must be seen as a learning process, where we are continuously improving the way the system works to fulfil the objectives of the system and address the emerging challenges from a constantly changing environment.

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