MNQUMA LOCAL MUNICIPALITY REVIEWED SERVICE DELIVERY AND BUDGET IMPLEMENTATION PLAN ( SDBIP 2014-] CORPORATE SERVICES DIRECTORATE FOR THE YEAR ENDING 30 JUNE Priority Area IDP Objective IDP Strategy Baseline Key Performance Weight % Measurement Indicator Source Amount Funding Source Annual Target 31-Mar-15 30-Jun-15 POE Required Custodian Municipal Administration (Auotomated Systems) Improve the existing systems of municipal administration through implementation of modern administrative techniques by Biometric Fingerprint, Customer Feedback Devices in existence KPA: Municipal Transformation and Institutional Development [Weight = 50%] 20% Quarterly R500,000.00 Number of municipal administrative systems automated by Installation of 2 Administrative system automated ( EDMS, PMS) by Provide the Test Certificate for the 2 Instaled Systems. Monitor and Evaluate the Efficiency of the 2 Systems End year Report on functinality of EDMS and PMS Municipal Administration (Registry Management) Ensure adherance and implementation of Registry Policy by Registry Policy First Phase of Implementation of Registry and Archives Policy by Quartely Registry and Archives policy implemented by. Monitor implementation Review and Monitor of Registry and Archives implementation of policy and Registry and Archives policy and Annual Report on implementation of Registry and Archives policy Municipal Administration (Office ) Provide clean working conditions in all municipal buildings by Approved office Cleaning plan Office cleaning plan implemented by Quartely N/A N/A Implement and monitor office cleaning plan by Monitor implementation of Office Cleaning Plan and Review and Monitor implementation of Office Cleaning Plan and Annual Report on implementation or Office Cleaning Plan Municipal Administration (Telephone Management) Provide cost effective telephone management system throughout the municipality by Approved Telephone Management Policy Telephone Management Policy Implemented by Performance Provision of cost effective telephone management system throughout the municipality by June Installation of Telephone Management System Report on Telephone usage and functionality of the system Annual Report on Functionality of Telephone Municipal Administration (Estates) Customer Care To develop, review and implement Customer Care Strategy and Policy by June 2017 Engage Deeds Office towards transfer of township houses by Customer Care systems/ procedures by 370 houses to be Number of transferred to beneficiaries township houses transferred to beneficiaries by Customer Care Strategy and Policy Customer Care Systems / procedures and feedback responses by Quartely 5% Quartely R100,000.00 share Provision of Administartive Support on Management of Municipal Properties Provide Customer Care Systems / procedures for feedback and response to customer queries and complaints by Monitor status of the Municipal Properties and Management of Municipal property Records Provide and recommendations on feedback from Customer complaints and quiries Monitor status of the Municipal Properties and Management of Municipal property Records Provide and recommendations on feedback from Customer complaints and quiries Annual Report on Management of Municipal Properties. Report on implementation of Customer Care Policy and Procedure Manual Municipal Administration (Council Support) legislation by 2017 Ensure availability and adherence to Municipal Institutional Calender annually 2013/2014 Institutional Calenda of events Institutional Calendar developed and approved by Council by June 5% Quartely Implement 2014/ institutional Calendar and /2016 Institutional Calendar developed by Monitor implementation of Institutional Calendar and thereof Monitor implementation of Institutional Calendar and ensure /2016 Institutional Calendar is developed Report on Implementation of 2014/ Institutional Calenda and Council Resolution on adoption of /2016 Institutional Calendar Page 1
Provision of effective administrative support to the Council and its committees annually Standing Rules of Order Signed Council Resolutions and Minutes by June 5% Quartely Co-ordinate sitting of Council, Committees of Council and Middle Management. Ensure submission, signing of minutes and distribution of Resolution Register to Directorates for updates by Minutes of Council, Council Committees and Middle Management in line with the approved institutional calendar. Distribution of Resolution Register Minutes of Council, Council Committees and Middle Management in line with the approved institutional calendar. Distribution of Resolution Register Signed minutes and resolutions of Councils, Council committees and Middle Management ICT Governance Develop, review implement ICT Policies and ICT Procedures Internet and email policy and ICT Strategy ICT strategy and ICT governance framework adopted and implemented by R500,000.00 Develop; co-ordinate approval and implement ICT strategy and ICT Policies by ICT Strategy and ICT Policies workshopped and adopted by Council Progress Report on implementation of ICT Strategy and ICT Policies Council Resolution of adopted ICT Strategy and ICT Policies and Compliance Reports on implementation of the Strategy and Policies ICT Infrastructure To improve the existing systems of municipal administration through implementation of moden administrative techniques by Internet & Email Facilities All IT users receiving the required desktop support within 24 hours of it being requested by June Provide all LAN and WAN support, including server and all internal systems by Process all LAN, WAN, Server and Internal Systems support within 48 hours of receiving the request Process all LAN, WAN, Server and Internal Systems support within 48 hours of receiving the request Network Performance from Telkom and Vodacom ICT Infrastructure To improve the existing systems of municipal administration through implementation of moden administrative techniques by Internet & Email Facilities All IT users receiving the required desktop support within 24 hours of it being requested by June Provide desktop support to all users by Process IT support requests within 24 hours of receiving the requests and. Process IT support requests within 24 hours of receiving the requests and Report generated from Job Cards ICT Infrastructure To improve the existing systems of municipal administration through implementation of moden administrative techniques by Ad hoc provision of ICT hardware and software A procedure manual for the acquistion of ICT hardware and software implemented by R500,000.00 Development of ICT Procedure Manual for Acquisition of Hardware and Software by Appointment of Service Provider for Acquisition of ICT Hardware and Softwre Approved ICT Procedure Manual Appointment letter and Aproved ICT procedure Manual Information Security (Disaster Recovery) Ensure a responsible, functional, accountable and responsive administration by adhering to legislative prescripts & policies by 2017 to maintain the backup server to eliminate the loss of information Offsite desktops backup and link installed Installed antivirus 5% Updates NIL software and server updates by s and information on the server Protection of municipal data and information against loss and damages by Information backup updates and antivirus updates Information backup updates and antivirus updates Progress Report on information backup uploads. Page 2
Recruitment and To co-ordinate recruitment Selection and selection process in line with relevant prescripts by Ensure effective and efficient co-ordination of Recruitment and Selection Process for the Institution by Approved Organisational Structure All prioritised positons filled by 5% Quartely 1.5m Develop and implement Recruitment Plan in line with approved 2014/ Organizational Structure and prioritized positions by 25 prioritized and vacant positions filled 15 prioritized vacant positions filled Annual Report on implementation of recuritment plan Organogram To develop, review and implement organisational structure in alignment with Review of Organisational Structure in line with Strategic Objectives and Adopted Organogram IDP Objectives and by annually Adopted and signed /2016 Organogram adopted by June 5% Quartely Implement and Review Implementation of 2014/ Organogram 2014/ approved and co-ordinate approval of Organogram. Draft /2016 by Council by Organogram for /2016 in place Implementation of 2014/ approved organogram. Workshopping and adoption of /2016 organogram Report on implementation of 2014/ approved organogram. Adopted Organisational Structure, Council Resolution on approval of Organogramm for /2016 Labour Relations To ensure effective, sound To ensure regular sitting of labour relations by employer and labour forums and implementation of resolutions. Main collective agreement and number of labour and employer engagement forums held in previous year Number of LLF Meetings held and implementation of resolutions thereof by s and annual s share 4 LLF Meetings held and 3 LLF Meetings Held resolutions implemented by and resolutions implemented 3 LLF Meetings Held and resolutions implemented Minutes and attendance registers of the LLF OHS To ensure development, implementation and monitoring of OHS Strategy. OHS Policy Approved OHS Strategy by June 5% Quartely Develop; Implement and Monitor OHS Strategy and OHS Plan by Approval and implementation of OHS strategy Implementation and monitoring of the OHS strategy Adopted OHS Strategy and Council Resolution for its adoption and Progress Report on implementation. Employee Wellness legislation by 2017 To ensure development, implementation and monitoring of Employ Wellness Plan Employee wellness Plan Number of Employee Wellness Programmes implemented in line with the EWP by 5% Quartely share Implementation of Wellness Plan by June Implement Employee Wellness Plan and Report Evaluate and review Employee Wellness Plan and Report Approved Employee Wellness Plan and implemented Activities Learning Organization To create a learning organization through building capacity of human capital internally and externally thereby improving the skills base of Mnquma by June 2017 Develop and implement a workplace skills plan (WSP) that will include both the internal and external stakeholders for purposes of adhering to the regulatory framework by Previous year's WSP and Annual Training Plan ( ATP) Number of Trainees in 2014/ financial year and /2016 Workplace Skill Plan ( WSP) reviewed and adopted by Council by June 30% Quarterly 2,400,000.0 s and 0 annual s, LGSETA grants Implement 2014/ Workpace Skills Plan and Cordinate development of /2016 WSP by June Report on Number of Trainings for Quarter 3 in line with 2014/ Annual Training Plan,Conduct development of /2016 WSP. Report on Number of trainings for Quarter 4 in line with 2014/ Annual Training Plan. Submission of /2016 WSP for adoption Annual on training programmes implemented and Approved /2016 WSP Page 3
Internship Programm To create a learning organization through building capacity of human capital internally and externally thereby improving the skills base of the municipality by Develop and implement a workplace skills plan (WSP) that will include both the internal and external stakeholders for purposes of adhering to the regulatory framework by Interns appointed by the municipality Annual programme for 14 existing interns by Co-ordinate availability of internship programme for 14 existing interns and capacitation thereof by 8 Interns trained 3 interns trained Intership Programme, Reports on capacity building of interns Bursary Programmes To create a learning organization through building capacity of human capital internally and externally thereby improving the skills base of the municipality by Develop and implement a workplace skills plan (WSP) that will include both the internal and external stakeholders for purposes of adhering to the regulatory framework by Busary Policy Busary Strategy developed and implemented by Quarterly s and annual s Implementation of Bursary Policy to applicants from Directorates, Adopted Bursary Strategy by June Bursaries awarded to approved applicants. Draft Bursary Strategy inplace Bursaries awarded to approved applicant. Approved Bursary Strategy Implemented. Progress on Adopted Bursary Strategy Employment Equity To Ensure implementation of Employment Equity Plan by Number of EEP Progammes implemented by Quartely 5 programmes implemented in line with Employment Equity Plan by Prepare and Submit the approved EA2 and EA4 to the Department of Labour. EEP Program Implemented 1 EEP programs implemented Annual Report on implementation of EEP Programmes Community participation: Public Participation Develop; review and implement Community Participation Policy and Strategy in line with Legislative Framework by June 2017 Conduct Community Ward Based Plans/Ward Profiling; Customer Care Satisfaction Surveys; Imbizo's and Community Outreach Programs Community Participation strategy. Adopted and implemented public participation policy and ward committee policy by Co-ordinate implementation of ward committee and public participation policy by. Adoption and Implementation of Ward Committee Strategy and s from ward committees Implementation of Ward Committee Strategy and s from ward committees Compliance Reports Management of Office of the Speaker Develop; review and implement Community Participation Policy and Strategy in line with Legislative Framework by June 2017 Conduct Community Ward Based Plans/Ward Profiling; Customer Care Satisfaction Surveys; Imbizo's and Community Outreach Programs Community Participation strategy. Reviewed and adopted Public Participation Policy Implemantation of Work Plans for the Office of the Speaker, Office of the Chief Whip of Council, Office the Chairperson of MPAC Implement and Report Work Plans for the Office of the Speaker, Office of the Chief Whip of Council, Office the Chairperson of MPAC Implement and Report Annual on Work Plans for the implementation of Office of the Speaker, Office of the Chief Whip of Council, Office the Chairperson of MPAC programmes for Office of the Speaker, Office of the Chief Whip of Council, Office the Chairperson of MPAC Page 4
Strategic Planning- IDP and ; PMS Process Plans To develop; review; monitor implementation of the IDP; and PMS Process Plans in line with S28-30 of the Municipal Systems Act 32 of 2000; pefomance regulations; Section 16; 21-26 of Municipal Finance Management Act 56 of 2006 and Treasury Regulations by Coordinate Approval and implementation of the IDP; and PMS Process Plan by Council by Approved 5-year IDP Targets and activites in the IDP Review Process Plan implemented by Review 2014/ five Draft IDP; ; Final IDP; ; year IDP and 2014/2017 Medium Term Revenue SDBIP tabled to Council SDBIP adopted by Council Expenditure Framework by Final IDP; ; SDBIP adopted by Council Municipal Governance Improve internal controls for clean administration purposes by continuous implementation of policies and legislation by Monitor and evaluate the implementation of internal controls for validity, accuracy and completeness of information and system by adhering to the regulatory framework by Corporate policies, Municipal Code of conduct, Collective agreement 20 Policies reviewed, approved, implemented and monitored by council by June Implement 20 Corporate Monitor implementation policies Reviewed of policies and adopted by Monitor implementation of policies Annual on implementation of Corporate Policies Governance System internal controls and Auditing To streghthen municipality's internal control systems that deals with financial; managerial; operational an strategic systems by Develop; review and implement Audit Committee Charter; Internal Audit Charter; Audit Action Plan; Municipal Delegation Framework; accounting and information systems annually Audit Report 2012/2013; Audit Committee Charter; Internal Audit Committee Charter; Strategic and Risk Registers; Fraud an Prevention Policy; Strategy and Plan Approved Audit Action Plan; Strategic and Risk Registers; Fraud Prevention Plan implemented by Reports and annual Develop; review and implement 2012/2013 Audit Action Plan; Strategic and Risk Registers' Audit Charter and Internal Audit Action Plan by June Third Quarter Progress Report on Audit Action Plan; Strategic risk register and Internal Audit Findings Fourth Quarter Progress Report on Audit Action Plan; Strategic risk register and Internal Audit Findings Report on Strategic Risk; Audit Action Plan and Internal Audit Findings Performance Management To ensure a driven institution by fully implementing PMS Framework and Policy by Ensure availabity and adherence to Perfomance Agreements; Accountability Agreements and Perfomance Promises PMS Policy Approved and signed Perfomance; Accountability Agreements and Performance Promises by June s and annually s Develop management analysis s monthly s, Quarterly reviews by June Monitor and on the of the employees of the Directorate as per ing requirements Monitor and on the of the employees of the Directorate as per ing requirements Schedule of submission of AAs and PPs Page 5
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