An Electronic Monitoring and Evaluation System for Free State Development Plan and IDP s Presented by: Mr. Albie van Rensburg Free State Province Department of the Premier
Introduction Understanding the FSDP, its priorities, strategies and indicators for measuring progress Exploring the M&E System, the data elements, the kind of reports generated and other advantages of the system Demonstration of the M&E System The M&E System as a strategic planning and alignment tool
What is the FSDP? Identifies the focus areas for development Based on current realities of the Free State as well as National and Provincial policy directives Overall plan to which Departments and Municipalities must align their Strategic Plans and Integrated Development Plans
What is the focus areas of the FSDP? The FSDP consists of clearly identified priority areas, goals, strategies, and projects Priority areas Economic Development and Job creation Sustainable Infrastructure People Development Safe and Secure Environment Good and Cooperative Governance
What is the focus areas of the FSDP? (cont) Strategies Each priority have between 5-8 strategies to be implemented which excel development in the specific priority area Projects The FSDP contains clearly identified projects for each strategy
What are the strategies to improve Economic l Development and Job Creation? Expand Transport and Distribution Strengthen Competitive Advantage SMME s Development Value Adding To Mining and Petro-chemicals ECONOMIC DEVELOPMENT AND JOB CREATION Enhance Livelihoods Security Increase Tourism Diversify + expand Agricultural Sector Each Strategy has clearly identified projects to be implemented
What indicators are in place to measure progress? Indicators are formulated for each level to measure progress, i.e. Priority/goal level = outcome indicators Strategy level = output indicators Projects = Performance measures The FSDP has therefore approximately 98 outcome indicators, 198 output indicators and 626 performance measures, which indicate progress
How are the priorities/strategies/ projects and indicators linked for example? Priority and Outcomes Strategies and Outputs Projects and Performance Measures Economic Development and Job Creation Increase Tourism Market Share Develop and Increase Tourism Routes, Destinations and Activities 5 routes covering at least 20 destinations Provincial budget used for incentives( 15,17,18 150 community-based tourism ventures OUTCOMES 2005 Economic growth 4.5% Unemployment drops from 34 % to 31 % Create 34 000 new jobs Reduce those living in poverty form 48 % to 43 % OUTPUTS FS share of National market increased by 2 % Free State Tourism GGP increased by 5 % Increase Participation In events tourism Improve tourism Marketing and Business support Increase over the sector by 2 % per year R14 million of budget spent on marketing pa Website for Free State operating effectively
How was the FSDP monitored before the electronic era? Departments provided written quarterly reports Municipalities provided written annual reports Review workshops with Departmental officials, municipalities, IDMC and EXCO Manual written reports were submitted to IDMC and EXCO
What is the new electronic M&E System all about? The M&E System is a web based system, which runs through the internet The system captures data on output (priority level), outcome (strategy level), and performance measure (project level) Data is collected of all provincial and municipal projects The system operates in line with municipal and departmental processes The data is captured by the relevant departments and municipalities, which sends it through a validation process before it is dumped on the server
What is the new electronic M&E System all about? The system provides numerous up to date reports for M&E purposes The system provides a tracking facility, which indicates the flow / non-flow of information The system offers in addition various supportive planning tools All role players (from the public up to the highest level i.e. the Premier) has access to the information Different levels of access are controlled by passwords
What information does the system provide on each project? Details and description of project Coordinates of the project (including ward) Start and completion date (including milestone dates) All contact details of contact person Anticipated benefits Possible risk factors Budget per year (labour, training, consultants, other) Source of funds (donor, transfer, own) Council resolution number (municipalities)
What information does the system provide on each project? (cont) 5 Milestones per project (planned and actual) Projects are grouped into different project types to compare implementation per type Key Performance Indicators (planned and actual) Each project type has its own KPIs e.g. Community Development projects covers amount spent, number of project members, number of beneficiaries and number of households benefiting
What information does the system provide on each project? (cont) Training planned and actual Accredited and non accredited Labour days planned and actual Skilled and non skilled local Skilled and non skilled non local Employment - planned and actual Gender Disabled Youth
What kind of reports does the system generate? High level indicator reports Outcomes Outputs Summary programmes The following reports on projects can be generated per project type, municipality, district municipality, department, strategy, priority area or provincial level: List of projects and contact details Detailed milestones (behind or ahead) Summary milestone report comparison of projects
What kind of reports does the system generate? (cont) Key Performance Indicator reports (e.g. number of houses, electricity connections, beneficiaries, etc. Exception reports on issues of concern Financial reports on Source of funding (donor, transfer, own) labour, training, consultants, outsourced, BEE, HDI,s, expenditure local, provincial or outside Reports with regard to labour, training, gender, disabled, youth Ability to add printed comments to all reports
What kind of reports does the system generate? (cont) Administrative reports: List of users and their projects allocated Progress with data capture (required, pending, allocated submitted and received) per department and municipality Number of departments / municipalities that did not submit reports
What other advantages are offered by the system? Ability to provide GIS and Graph reports GIS reports: Choose between pre-defined background layers Present projects on map different icons for different kinds of projects Ability to filter projects Filter on starting times different colors Ability to build other layers e.g. existing schools Graph reports: High level indicator reports as graphs Ability for overlays
What other advantages are offered by the system? (cont) Provincial profile Link to all departmental strategic plans, budget speeches and websites Link to all municipal profiles, IDP s, budget speeches and websites Link to all Acts, White and Green Papers, National and Provincial policies, strategies etc. Database to enhance IDP planning and departmental strategic planning
What other advantages are offered by the system? (cont) Provide facility for comments, feedback, suggestions etc. by the public and users Latest FSDP news and reports facility Confidentiality and validation will be controlled by means of log-on requirements (different access levels)
How user friendly is the system? If a user logs on, only his/her projects and/or indicators will appear It won t take more than 5 minutes per project per month to update information if it is available Data can be captured / accessed from any internet point anywhere in the world
How does the M&E System support strategic planning and alignment? All profiles of the province and municipalities are easily accessible All planning documents are available with the touch of a button All municipal needs are available for provincial departments for planning purposes Municipalities are aware of all projects planned by provincial departments Information of all departmental, district and local municipality projects are available at one glance Comparisons of profiles projects and funds allocated for each municipality is easily available
How does the M&E System support strategic planning and alignment? Comparisons of municipalities across the province is possible The GIS facility improves yearly and spatial planning The locality, number and type of projects and the amount of funding will easily indicate whether national or provincial policies are adhered to Municipalities are informed of progress of their own, district and departmental status of implementation Provincial departments and politicians are informed about status of implementation by municipalities
How does the M&E System support strategic planning and alignment? Progress reports will indicate the functionality of municipalities and provincial departments As projects and KPIs can be linked to specific strategies (FSDP or IDP), the contribution and effectiveness of each strategy can be determined Progress and tracking reports will pinpoint the area for intervention As the system keeps all data, comparisons of progress over numerous years is possible
Lessons learned Advocacy is crucial during the design, rollout populating and training It is difficult to get the capturer and validities on board and available for sessions Data especially historic date is difficult to obtain Consultations spent literally weeks in certain municipalities/ and provincial departments to collect the data The system works wonderfully but the people that plays an important role can sometimes be problematic
Lessons learned (cont) The issue of other systems are usually thrown into the process. Sometimes there are no systems and if there are the data are bulk extracted from those systems Your contract with Consultants must by outcome based and they must have a clear risk plan The roll out is the most difficult part as well as time consuming. However if gets to long it effects the role out negatively The availability of process plans with clearly identified deliverables and time frames were absolutely crucial
Lessons learned (cont) We had a steering committee to oversee the process, consisting of reports from ITC, Department of Local Government and Housing., Treasury and Department of the Premier. Not to successful The system was design in the cases of municipality in line with there ways of workings. Although we piloted the system, changes had to be made as we rolled out which meant going back Sign off documents were discussed with MM s and HOD s to inform them what they will have sing off
Lessons learned (cont) During sign offs, the MM or HOD s sign off, as well as the Consultant and the Office of the Premier Some people are keen and say the system is amazing, but do not respond accordingly. The maintenance (not technically) of the M & E system is very important and still needs to be motivated to capture and utilised the system for management purpose It will take a long to really create a MIS culture in the Public Sector
Some web shorts of the system..\kzn presentation\first Page on FSDP.htm..\Kzn presentation\free State Province.htm..\Kzn presentation\fsdp Development.htm..\Kzn presentation\departmental Planning.htm..\Kzn presentation\municipality profiles.htm..\kzn presentation\documents.htm..\kzn presentation\general Reports.htm..\Kzn presentation\select a Report.htm
Contact details Albie van Rensburg Tel: 051 405 5507 E-mail: avr@premier.fs.gov.za
Thank you