Presentation Standing Committee on Appropriations (SCOA)

Transcription

1 The Presidency Department of Performance Monitoring and Evaluation Presentation Standing Committee on Appropriations (SCOA) 2012/13: Annual Report 2013/14: Q1 and Q2 Expenditure 2013/14: Adjustments Budget 2014/ /17 MTEF Budget (Q1 2013/14 performance presented in August, second quarter performance report only due to NT at end of October) DATE: 10 OCTOBER 2013

2 Contents 1. The Annual Report Focus areas of the department AGSA findings Key achievements Summary of performance per programme HR information Financial information quarter 1 and 2 expenditure Adjustment Budget / /17 MTEF Budget The Presidency: Department of Performance Monitoring and Evaluation 2

3 2012/13 Annual Report The Presidency: Department of Performance Monitoring and Evaluation 3

4 Focus areas of the department: 2012/13 Programme 2: M&E of national priorities Programme 3: GWM&E system Programme 4: Management performance M&E Programme 4: M&E of front-line service delivery Focus on outcomes and impacts of government work MTSF and plans for the priority outcomes (delivery agreements) Monitoring progress against the plans National Evaluation System: Evaluating to inform improvements to programmes, policies, plans Address problems with data quality and information management Municipal performance and service delivery assessments National policies and guidelines for M&E Develop capacity of national and provincial departments and municipalities to carry out M&E themselves Develop a management culture of continuous improvement Focus on quality of management practices in individual national and provincial departments Moderated self assessment Drive a process of continuous improvement Monitoring range of indicators for FOSAD Focus on monitoring of experience of citizens when obtaining services Presidential hotline and presidential visits Unannounced monitoring visits and revisits Citizen-based monitoring The Presidency: Department of Performance Monitoring and Evaluation 4

5 2012/13 AGSA Findings Report of the Auditor General: Clean Audit Material findings No material findings on Financial Statements or on compliance with laws and regulations No material findings on performance information Other findings Material adjustments to performance information Department is implementing a system of centrally filing all evidence documents Auditing of quarterly and annual performance reports by internal audit has been introduced IT Controls Migrated to own ICT system at the end of March 2013 User access policies updated and revised controls implemented Implementing own policies and disaster recovery system The Presidency: Department of Performance Monitoring and Evaluation 5

6 Key Achievements for 2012/13 Supplied Cabinet with quarterly monitoring reports on implementation of the 12 outcomes and provided the public with quarterly progress reports on the POA website Started doing research work on the 20 year review and produced 23 research papers Developed a national evaluation plan which was approved by Cabinet in December evaluations (from 2012/13 and 13/14 evaluation plans) were under way by the end of the financial year Conducted management performance MPAT assessments on 156 national and provincial Departments Developed a Municipal Assessment Tool which is currently being piloted Improved the resolution rate of the Presidential Hotline from 82.2% to 90.2% for national and from 49.8% to 71% for provincial departments Conducted over 215 front-line service delivery monitoring visits Developed a national citizen-based monitoring policy framework The Presidency: Department of Performance Monitoring and Evaluation 6

7 Summary of Performance per Programme The Presidency: Department of Performance Monitoring and Evaluation 7

8 Programme 1: Administration Number of targets 32 % Targets achieved Targets partially achieved 4 13 Targets not achieved 2 6 Achieved targets: sub-programme: Departmental Management Final Strategic Plan was tabled to Parliament by due date (p 24) APP was tabled to Parliament by due date and all quarterly reports were submitted (p 24) Communication Plan approved by the Director General and quarterly progress reports produced (p 26) Risk register was approved (p 26) The Presidency: Department of Performance Monitoring and Evaluation 8

9 Prog. 1 Achieved targets continued... Sub-programme: Internal Audit 3-year rolling Internal Audit plan was approved by Audit Committee (p 26) Quarterly internal audit reports compiled and submitted to the Audit Committee and Management (p 26) Sub-programme: Corporate and Financial Management (p 26) All remaining recommended (but not mandatory) polices as per regulatory frameworks and collective agreements approved All policies were reviewed but no changes were required Department achieved a clean audit opinion Annual MPAT self-assessment completed by management and signed off by Director General by 30 September 2012 The Presidency: Department of Performance Monitoring and Evaluation 9

10 Prog. 1 Achieved targets continued. Sub-programme: ICT Enterprise Architecture approved (including Information Strategy) (p 28) IT governance framework approved (p 28) IT Procurement Policy approved (Integrated into departmental procurement policy) (p 28) Data Management Policy approved (p 28) Record Management Policy and File Plan approved (p 28) Internet and policy approved (p 28) Hardware policy approved (p28) IT Asset Management Policy approved (integrated into departmental Assets policy) (p 28) Architectural design approved by Director General (p 29) DPME successfully migrated to its own IT system by the end of March 2013 (p 29) DPME VPN established by end March 2013 (p29) The Presidency: Department of Performance Monitoring and Evaluation 10

11 Prog. 1 Achieved targets continued. Sub-programme: ICT 98% system availability achieved (p29) MPAT system was put in place and used by DPME staff, staff in Offices of the Premier, and staff in national departments (p 30) Calendar developed and made available for use (p 30) Frontline Service Delivery monitoring information management tool developed (p 30) Plan for maintenance of business applications developed (p 30) The Presidency: Department of Performance Monitoring and Evaluation 11

12 Prog. 1 Partially achieved (4) Partially achieved targets (Departmental Management)(1) Risk assessment process was not finalised for 2 programmes (p25) Risk management committee did not meet regularly as planned. This has since been addressed by linking the timing of the risk management committee to the timing of other management meetings Partially achieved targets (Corporate & Finance)(1) Score at least 3 on every MPAT performance area (p 27) Department scored less than 3 in 6 out of 30 standards. Plans to address these deviations are included in the SDIP in the current financial year The Presidency: Department of Performance Monitoring and Evaluation 12

13 Partially achieved targets cont... Partially achieved targets (ICT) (2) Help desk service application developed (p 30) Processes mapped but application was not yet developed. Incorporated into a broader project to develop a system for corporate services Departmental Projects dashboard application developed (p 30) Skeletal Intranet sites have been deployed and are operational. One component is incomplete. The APP module on the application is still in testing phase The Presidency: Department of Performance Monitoring and Evaluation 13

14 Prog. 1 Targets Not Achieved (2) Security Plan in draft form and not approved (p 28) Plan only in draft form not yet approved. Will be completed as part of IT governance implementation plan this financial year Development Indicators application produced and in use by Data Systems Branch staff in DPME who are responsible for the Development Indicator (p 30) Deferred the project to current financial year The Presidency: Department of Performance Monitoring and Evaluation 14

15 Programme 2: Outcomes Monitoring & Evaluation Number of targets 14 % Targets achieved Targets partially achieved 1 7 Targets not achieved 0 0 Achieved target: Sub-programme: Outcomes Support (p 32) Delivery agreements reviewed and where necessary, changes were effected Two new guidelines on planning and monitoring delivery agreements produced Report on functioning of Implementation Forums was submitted to Cabinet by the end of March quarterly monitoring reports on outcomes submitted to Cabinet The Presidency: Department of Performance Monitoring and Evaluation 15

16 Prog 2 Achieved targets continued Summary outcomes monitoring reports on four quarters compiled and submitted to Cabinet (p 33) 233 briefing notes on Cabinet memos were compiled (p 33) 115 briefing notes or reports on executive monitoring and evaluation initiatives (p 33) Sub-Programme: Evaluation and Research Annual Plan for 2013 approved by Cabinet and 3-year plan for approved by Cabinet (p 34) 12 guidelines to support evaluations across government produced and published (p 34) Evaluation and competency standards produced and put on website (p 34) 237 government officials completed training on evaluation 12 courses (p 34) 100% (1 of 1) Improvement Plan for ECD evaluation produced (p 35) Governance structures for 20-year review put in place and 22 research papers were received by the end of the financial year (p 35) The Presidency: Department of Performance Monitoring and Evaluation 16

17 Prog 2: Outcomes Monitoring &Evaluation Partially achieved target: Sub-Programme: Evaluation and Research (p 35) 10 evaluation reports approved by evaluation steering committees 1 evaluation report was approved. Two more reports were approved by the evaluation steering committees in May The evaluation process has proven to be more complex than anticipated by the targets. The process of working with departments and obtaining agreement on the various stages of the evaluations has proven to take longer than anticipated The Presidency: Department of Performance Monitoring and Evaluation 17

18 Programme 3: M&E Systems Coordination and Support Number of targets 14 % Targets achieved Targets partially achieved 3 21 Targets not achieved 0 0 Achieved Targets: Sub-programme: M&E Systems (p 36) Baseline of M&E systems established from first MPAT assessment report Diagnostic assessment of human resource capacity for M&E across government conducted and improvement plan developed Concept and project plan for M&E system assessment across government developed and implemented Achieved Targets: Sub-programme: M&E Policy and Capacity Building (p 37) 5 guidelines were completed and approved Four National and four Provincial M&E Forum meetings held The Presidency: Department of Performance Monitoring and Evaluation 18

19 Programme 3: M&E Systems Coordination and Support Achieved Targets: Sub-programme: M&E Policy and Capacity Building (p 38) Preliminary Integrated Capacity Development Programme implemented 10 M&E learning networks events held Achieved Targets: Sub-programme: M&E Data Support (p 39) 28 data forums held 52 new datasets fully assessed Data sources with acceptable metadata description increased by 18% Quarterly reports presented to data forums and top management within time frames The Presidency: Department of Performance Monitoring and Evaluation 19

20 Programme 3: M&E Systems Coordination and Support Partially Achieved Targets: M&E Policy and Capacity Building (p 37) Draft Results Bill submitted to Cabinet for approval by March 2013 Draft Bill developed but consultations with other administrative centre of government departments did not result in agreement. There are different views on the need for a Result Bill amongst the key administrative centre of government departments. The Presidency: Department of Performance Monitoring and Evaluation 20

21 Prog. 3 Partially Achieved Targets continued M&E Policy and Capacity Building (p 37) Submit revised GWME framework to Cabinet for approval by March 2013 Draft GWM&E framework completed, but was not ready for submission to Cabinet. The document requires extensive development through a series of iterations as well as wide consultation with key stakeholders This process has now been combined with the process to develop a Results Bill through developing one overarching discussion document, which is currently in the cluster system The Presidency: Department of Performance Monitoring and Evaluation 21

22 Prog. 3 Partially Achieved Targets continued Partially Achieved Targets: M&E Policy and Capacity Building (p 39) Development Indicator report produced and published annually Development Indicators report produced but was not published by end of financial year. Cabinet requested some additional work to be done. This has since been published The Presidency: Department of Performance Monitoring and Evaluation 22

23 Programme 4: PSO Number of targets 18 % Targets achieved Targets partially achieved 1 6 Targets not achieved 0 0 Achieved Targets: Sub-programme: Institutional Performance Monitoring (p 41) MPAT 1.2 released on 28 and 29 August 2012 to all national departments and the Premiers Offices 100% (156 out of 156) (42 national departments and 114 provincial departments) completed their MPAT assessments before the end of the financial year. 21 national DGs and 79 provincial HoDs provided electronic sign-off on their assessments. MPAT result report compiled and submitted to Cabinet The Presidency: Department of Performance Monitoring and Evaluation 23

24 Prog. 4: PSAO Achieved Targets continued.. Achieved Targets: Sub-programme: Institutional Performance Monitoring 65% (101 out of 156) of departments showed an improvement in at least one of the standards in each of the 4 KPA s on the comparison between the MPAT 1.1 and 1.2 self-assessments (p 42) 100% (15 out of 15) departments who submitted their APP on time were assessed and letters were sent to the 15 departments which submitted their 2 nd draft APP to DPME by due date (p 42) 7 FOSAD reports were prepared and presented to FOSAD Manco meetings (p 43) Improvements were achieved for 12 indicators being monitored by FOSAD (p 43) The Presidency: Department of Performance Monitoring and Evaluation 24

25 Prog. 4: PSAO Achieved Targets continued.. Sub- programme: Frontline Service Delivery Monitoring (p 44-45) FSDM implementation tool and guidelines published on the DPME website National visit scheduled was finalized and 215 site visits were conducted National Overview Report produced and submitted to Cabinet by end of the financial year Consultations done with 8 departments on the 8 sector findings reports and annual findings reports compiled Return monitoring on 27 facilities was conducted and reports produced on the 27 monitored sites for improvements as per agreed schedule. 65% of service delivery sites which were visited at least twice had an improvement in scores for a least two of the seven assessment areas The Presidency: Department of Performance Monitoring and Evaluation 25

26 Prog. 4: PSAO Achieved Targets continued.. Sub- programme: Frontline Service Delivery Monitoring 6 case resolution reports for the Presidential Hotline were submitted to FOSAD Manco and 2 G&A cluster reports were submitted (p 45) Improvement plan approved and 4 progress reports against improvement plan were produced (p 46) Quarterly reports were tabled to top management meetings on progress against the approved technical support plan (p 46) 30 call centre agents are in place (p 46) Case resolution rate was at 90.20% by 31 March 2013 (p 46) The Presidency: Department of Performance Monitoring and Evaluation 26

27 Prog 4: PSAO Partially Achieved Targets Sub- programme: Frontline Service Delivery Monitoring Policy framework for the citizen-based monitoring programme submitted to Cabinet by 31/03/2013 The citizen based monitoring framework was signed off by Minister and tabled at the G&A Cluster. The G&A Cluster Working Committee requested various recommendations to be incorporated before presentation to Cluster and Cabinet. The framework has since been approved by Cabinet The Presidency: Department of Performance Monitoring and Evaluation 27

28 Department Overall Pr.1 Pr. 2 Pr. 3 Pr.4 Total % Number of targets Targets achieved Targets partially achieved Targets not achieved The Presidency: Department of Performance Monitoring and Evaluation 28

29 Annual Report: Human Resource (HR) Information The Presidency: Department of Performance Monitoring and Evaluation 29

30 Annual Report: HR Management Vacancy Rate At the end of the financial year the department had 197 funded posts of which 173 were filled Vacancy rate at the end of the reporting period was 12% Reasons for the non-achievement of the 10% vacancy rate target include: Time taken to complete compulsory pre-employment screening (2 to 3 months delay in some cases) Delay in DPSA directive on implementing PSCBC Resolution 1 of 2012 related to salary levels 9-10 and In certain high level skilled positions difficulties were experienced in recruiting appropriately skilled officials due to competiveness in the labour market Internal promotions as well staff leaving the department had an impact on the vacancy rate (11 internal promotions and 17 exits) The Presidency: Department of Performance Monitoring and Evaluation 30

31 Annual Report: HR Management Filling of Top Management Positions During the reporting period the department successfully filled two Deputy Director General posts The CIO position was vacant, however the post has recently been successfully filled Turn Over Rate In the 12 month period from 1 April 2012 to 31 March 2013 the department had 17 exits Turn-over rate was 12% (17 out of 143) Main reason for the exits was officials leaving due to promotions or pursuing other career opportunities The Presidency: Department of Performance Monitoring and Evaluation 31

32 Annual Report: HR Management Job Evaluation 104 posts in the department were job evaluated The high number is mainly due to the implementation of PSCBC Resolution 1 of 2012 (grading of jobs on salary level 9-10 and 11-12) Employment Equity The Employment Equity statistics at the end of the financial year were: People with Disability: 2% (4 out of 173) African: 79% (136 out of 173) Women at SMS level 44% (16 out of 36) The Department is currently focusing on recruiting more females and Africans in Senior Management Positions to ensure set targets are achieved as well as increasing the number of people with disability in the department more specifically in SMS The Presidency: Department of Performance Monitoring and Evaluation 32

33 Annual Report: HR Management Labour Relations Disciplinary Action no cases Grievances 3 case were received and resolved within the specified time frames Skills Development Planned training interventions for employees 137 Actual Training Interventions for employees including interns 147 Performance Rewards The PMDS policy was implemented in the department and assessments for the were finalised in the second quarter of the financial year. 43% (59 out of 137) of eligible staff received a performance bonus Employee Health and Wellness The Employee Health and Wellness unit was established A number of health programmes were rolled out The Presidency: Department of Performance Monitoring and Evaluation 33

34 Annual Report: Financial Information The Presidency: Department of Performance Monitoring and Evaluation 34

35 2012/13 Annual Report: Appropriation statement Economic classification TOTAL Administration Programme OME M&E Systems Compensation Goods and Services Capital Assets TOTAL PSO Shifts and virements (post AENE) TOTAL Administration OME M&E Systems Compensation Goods and Services Capital Assets TOTAL PSO The Presidency: Department of Performance Monitoring and Evaluation 35

36 Reasons for budget shifts and virements All virements were done within the 8% limit for virements in terms of section 43(2) of the PFMA Savings on compensation due to: Difficulties in finding suitable candidates for some specialist positions, leading to recruitment processes taking longer than planned A number of advertised positions were filled by successful internal candidates, resulting in new vacancies Delay in implementation of Bargaining Council resolution regarding salary levels 9/10 and 11/12, which was budgeted for Some delays in obtaining pre-employment security screening results, which delayed some of the appointments Delay in implementation of HoD assessment programme (awaiting issuing of new policy by DPSA) The Presidency: Department of Performance Monitoring and Evaluation 36

37 Reasons for budget shifts and virements continued. Under Programme 1, savings on compensation moved to ICT unit for additional software licences Under Programme 2, savings on compensation moved to goods and services to fund the 20-year review and FOSAD research project on concurrent norms and standards Some savings from Presidential Hotline (SITA and call costs lower than expected) moved to goods and services under OME branch, to fund the 20 year review and research on norms and standards for concurrent functions The Presidency: Department of Performance Monitoring and Evaluation 37

38 2012/13 Expenditure Overview 2012/13 Expenditure on main focus areas (Rm) 13 8% 30 19% 15 9% 54 34% Administration Outcomes support Evaluation and Research MPAT FSDM and Hotline M&E Policy / Capacity Build % 31 19% The Presidency: Department of Performance Monitoring and Evaluation 38

39 Expenditure overview: monthly expenditure (R 000) Monthly Expenditure Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Salaries and Wages Goods and Services Capital Assets Original Projection The Presidency: Department of Performance Monitoring and Evaluation 39

40 Expenditure overview: overall for the year R % R % Overall Expenditure ( 000) Under-expenditure Committed but delayed Expenditure R % The Presidency: Department of Performance Monitoring and Evaluation 40

41 Expenditure overview: explanation Department spent 92% of its overall budget by the end of the 2012/13 financial year Increase in expenditure towards the end of the financial year largely due to expenditure on IT equipment, evaluations and research projects: We were required to engage with SITA to plan our IT infrastructure requirements. These engagements were only finalised in June 2012 and the procurement of IT equipment could only start after that. This explains why our IT expenditure largely took place towards the end of the financial year Evaluation programme is still relatively new - National Evaluation Policy Framework was approved in November 2011 and the 2012/13 national evaluation plan was only approved in June 2012 this explains why expenditure on evaluations largely took place at the end of the financial year The 2013/14 evaluation plan was approved in November 2012 and preparations for implementation started at the beginning of Therefore expenditure on evaluations will be more evenly spread over the 2013/14 financial year The Presidency: Department of Performance Monitoring and Evaluation 41

42 Expenditure overview: explanation continued DPME was requested to carry out 20 year review and norms and standards research project after the beginning of the financial year, and expenditure on these two projects has therefore largely taken place towards the end of the financial year Reasons for under-spending of R13.9 million (8% of budget): Funds committed but expenditure delayed: R7.8m (4.5%) Delays in delivery of ICT equipment and finalisation of software development: R2.7m R5.1m on 20-year review and Norms and Standards project R2.7m (1.6%) in under-expenditure on compensation of employees (reasons provided earlier) R3.4m (1.9%) savings on Hotline expenditure (SITA and call costs lower than expected) The Presidency: Department of Performance Monitoring and Evaluation 42

43 Goods and Services R % R % R % Goods and Services ( 000) Under-expenditure 20-year review Norms and Standards R % Expenditure The Presidency: Department of Performance Monitoring and Evaluation 43

44 Goods and Services Hotline expenditure: Hotline transferred to DPME from Presidency on 1 October 2011 For 2012/13 budget DPME requested additional funding for Hotline for additional call centre capacity, increased services from SITA and for calls made to toll-free number Additional call centre capacity was been put in place during 2012 and additional services are being provided by SITA Request for additional funding for 2012/13 was based on estimate from SITA and estimate of cost of toll-free number (at time of transfer, telecoms operators had not yet invoiced for toll-free number) Actual SITA costs for increased call centre operators and increased services, and actual toll-free number costs have turned out lower than estimated (resulting in saving of R2.9 million against budget) The Presidency: Department of Performance Monitoring and Evaluation 44

45 Capital Expenditure Capital Expenditure ('000) R % R % R % R % Under-expenditure ICT: POA, FSD and MPAT ICT Project: Delivery delays Expenditure The Presidency: Department of Performance Monitoring and Evaluation 45

46 Capital Expenditure DPME ICT infrastructure plan agreed with SITA in June 2012 Procurement of hardware only started in July 2012 Migration to ICT system completed by 31 March Migration to own telephone system completed by end of June 2013 R2.7m unspent on ICT projects due to: R1.9m in orders placed - delays in delivery of equipment R0.8m due to delays in finalisation of PoA, MPAT and FSD systems The Presidency: Department of Performance Monitoring and Evaluation 46

47 Conclusions on expenditure DPME was a relatively new department Approvals for evaluation programme only obtained after start of financial year DPME has now settled into multi-year budgeting and expenditure with planning and preparations taking place the year before expenditure takes place It is now possible to start evaluation and research projects early in the financial year, which will ensure a more even spread of expenditure Corrective measures introduced to address under-expenditure: For the budget for the 2013/14 financial year, the CFO has played a more direct role in engaging with programme managers to ensure that budgets are realistic The Department has also introduced monthly budget and expenditure meetings to ensure more accurate budgeting and more rigorous expenditure monitoring in future Therefore from 2013/14 DPME expenditure is more evenly spread over the financial year (as illustrated by slides further on) The Presidency: Department of Performance Monitoring and Evaluation 47

48 Additional financial information The Department received R950,000 in aid assistance from GIZ. R944,000 was spent on two projects related to M&E capacity building The Department did not incur any irregular expenditure in the 2012/13 financial year apart from expenditure on finance leases, automatically condoned through Treasury practise note 5 of 2006/07 Fruitless and wasteful expenditure amounting to R65,000 was incurred on travel-related cancellations and no-shows. R37,000 was condoned because it occurred as a result of unforeseeable and unavoidable circumstances and R4,000 was recovered from officials. The remainder was still under investigation at the time of the report but has since been either condoned or recovered. The Presidency: Department of Performance Monitoring and Evaluation 48

49 2013/14 Q1+Q2 Expenditure The Presidency: Department of Performance Monitoring and Evaluation 49

50 2013/14 Expenditure : Overview As stated in our APP, we abolished Programme 3 (M&E Systems coordination and support) on our organisational structure and allocated its functions and staff to other programmes, in order to increase organisational efficiency and effectiveness However, for the 2013/14 financial year, Budget Programme 3 remains Function shifts from Programme 3 (M&E Systems): PoA Data support moved to Programme 2 (OME) Geographic Information Systems moved to Programme 1 (ICT) Budget for M&E Policy and Capacity building will move to Programme 4 (Institutional Performance Monitoring) from 1 April 2014 Request for R8.4m in roll-overs not approved. Remaining R3.7m for 20-year review and R4m for norms and standards projects to be funded by reallocating funding from ICT, Citizen Based Monitoring and Evaluations R19m in available donor funding will be utilised to ensure all APP targets are still met The Presidency: Department of Performance Monitoring and Evaluation 50

51 2013 Expenditure: Monthly expenditure Actual Expenditure vs Original Projection (R'000) Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Original Projection Actual Expenditure Cumulative Projection Cumulative Expenditure The Presidency: Department of Performance Monitoring and Evaluation 51

52 2013 Expenditure: Comparison Expenditure 2013/14 vs 2012/13 (R'000) Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Exp 2013/14 Exp 2012/13 The Presidency: Department of Performance Monitoring and Evaluation 52

53 2013 Expenditure: Commitments Expenditure and Commitments 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Compensation Goods and Services Capital Assets To commit Committed Spent The Presidency: Department of Performance Monitoring and Evaluation 53

54 2013 Expenditure: Commitments continued Expenditure on compensation on track Expenditure planning for goods and services on track with 39% of budget spent and a further 33% already committed (contracted) Procurement processes for ICT equipment for disaster recovery centre in progress and will be contracted by October 2013 Acquisition process for additional office space still in progress with DPW. Possible savings if this process is delayed will be reallocated to Evaluations if necessary The Presidency: Department of Performance Monitoring and Evaluation 54

55 2013 Expenditure: Filling of posts At the end of September 2013, 192 posts were filled out of 206 funded posts (93% filled) Department is on track with respect to the recruitment processes Movement in the department for the three months is reflected below: July August September Approved Funded Posts Filled posts at the end of the month Vacancy Rate 9% 8% 7% Appointments Exits Internal promotions / transfers The Presidency: Department of Performance Monitoring and Evaluation 55

56 2013 Expenditure: Filling of posts Filling of funded posts 2013/14 Number of People Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Appointments Exits Total Funded Posts The Presidency: Department of Performance Monitoring and Evaluation 56

57 2013 Expenditure: Conclusions Monthly expenditure monitoring meetings have significantly improved expenditure planning and forecasting, although there is still room for further improvement Department is on track to fully spend its budget by end of March 2014 and to avoid the large March spike which was experienced last financial year Measures have been put in place to reallocate any possible savings to priority spending areas such as Evaluations and Municipal Performance Assessments The Presidency: Department of Performance Monitoring and Evaluation 57

58 2013/14 Adjustments Budget The Presidency: Department of Performance Monitoring and Evaluation 58

59 AENE Reprioritisation for 2013/14 (R 000) Economic classification (AENE) TOTAL 1. Administration Programme 2. OME 3. M&E Systems 4. PSO Compensation Goods and Services Capital Assets TOTAL Shifts and virements (AENE) TOTAL 1. Administration 2. OME 3. M&E Systems 4. PSO Compensation Goods and Services Capital Assets TOTAL The Presidency: Department of Performance Monitoring and Evaluation 59

60 Reasons AENE reprioritisation of funds Compensation: Savings under Programme 4 (HOD assessment unit) utilised to fund creation of new posts under Programme 2 Other shifts / virement due to movement of functions from Programme 3 to Programme 1 (GIS function) and Programme 2 (Data support function) Goods and services: During 2012/13 financial year DPME was asked by FOSAD to fund research on norms and standards for concurrent functions. Total project cost of R5.2m of which R1m was spent in 2012/13. Roll-over was not approved R6.2m total cost of 20-Year review project. Roll-over of savings due to project delays in 2012/13 was not approved Reprioritisation from Programme 3 (reduced expenditure on M&E research projects) and Programme 4 (expenditure on Hotline, HoD Assessments) was done to fund norms and standards research and 20-year Review projects under Programme 2 Capital assets: Some back-office ICT projects will be delayed to 2014/15 financial year to fund norms and standards and 20-year review projects The Presidency: Department of Performance Monitoring and Evaluation 60

61 2014/ /17 MTEF Budget The Presidency: Department of Performance Monitoring and Evaluation 61

62 MTEF: Baseline overview - Background During the 2011 MTEC cycle the Department requested additional funding of R449 million per annum to increase capacity and to establish regional offices to enable the Department to fully deliver on its mandate National Treasury indicated that our additional funding request could not be met. The budget allocated to the Department to date is summarised below: 11/12 12/13 13/14 14/15 15/16 16/17 Allocation Increase % 10.7% 4.8% 4.3% 6.0% Expenditure During the 2012 MTEC cycle the Department reduced its MTEF projections by 1%, 2% and 3% respectively in line with instructions from Cabinet for all Departments to reduce expenditure Going forward, DPME baseline increases by 4.8%, 4.3% and 6.0% respectively over the MTEF in nominal terms. The baseline therefore decreases in real terms given a projected CPI of around 5.5% and average cost of living increases of between 6% and 7% The Presidency: Department of Performance Monitoring and Evaluation 62

63 MTEF: Priorities Funding new or expanding priorities within a budget allocation that decreases in real terms required significant re-prioritisation of funding within the Department. The following strategic decisions guided this process: Priority must be given to increasing capacity in Evaluations and to extend management performance and service delivery assessments to local government Provision must be made to rent additional office accommodation for the Department Internal audit capacity will be increased from 2014/15 Outcomes support must be expanded to include two new outcomes from 2014 A Citizen Based Monitoring programme must be established and rolled out The Department followed a zero-based budgeting approach Each sub-programme provided budget estimates based on planned APP targets over the MTEF Targets and budgets were adjusted in line with the priorities mentioned above The Presidency: Department of Performance Monitoring and Evaluation 63

64 MTEF: Share of budget per focus area Rm /14 14/15 15/16 16/17 M&E Policy / Capacity Build FSDM and Hotline MPAT Evaluation and Research Local Government Outcomes support Administration The Presidency: Department of Performance Monitoring and Evaluation 64

65 MTEF: Budget per economic Classification Rm /14 14/15 15/16 16/17 Capital Expenditure Goods and Services Compensation The Presidency: Department of Performance Monitoring and Evaluation 65

66 Donor Funding DFID Funding ( 000) Procurement of FSDM field tools to improve efficiency of monitoring visits, training video and travel assistance Design and implementation of citizen-based monitoring tools and pilot programme. Hotline data analysis Development of evaluation guidelines, assessment of quality of evaluations and support for 2 evaluations Development of course for DDGs. Strategic support to DPME (content to be finalised) TOTAL CIDA Funding ( 000) 13/14 14/15 15/16 16/17 17/18 MPAT Operations Management Support Programme Implementation of pilot MAT assessments M&E training, coaching and mentorship TOTAL The Presidency: Department of Performance Monitoring and Evaluation 66

67 MTEF: Conclusion What can we Achieve, Partially Achieve and Not Achieve within current re-prioritised baseline allocation: Translate MTSF into new performance agreements and delivery agreements from Monitor progress against delivery agreements. Additional 2 outcomes Carry out evaluations of major and strategic government programmes Develop and pilot Municipal Assessment Tool (25 municipalities) and assess municipal management performance of all municipalities Monitor the performance of individual national and provincial government departments (MPAT) Monitor frontline service delivery Develop Citizen Based Monitoring programme and roll-out to all 9 provinces Manage the Presidential Hotline (handle current call levels) Promote good M&E practices in government The Presidency: Department of Performance Monitoring and Evaluation 67

68 THANK YOU!