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AMATHOLE DISTRICT MUNICIPALITY

To : The Municipal Manager

Date : 27 October 2015

Subject : Report on Performance Information Management

PERFORMANCE INFORMATION RESULTS

JULY - SEPTEMBER

FIRST QUARTER PERFORMANCE REPORT FOR 2015/2016

FINANCIAL YEAR

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Contents

1. INTRODUCTION ............................................................................................................................................. 3

2. STRATEGIC (INSTITUTIONAL / ORGANISATIONAL) LEVEL LINKED TO THE IDP ..................................................................... 3

3. EARLY WARNING MECHANISMS .......................................................................................................................... 3

3.1 DEPARTMENTAL REVIEWS (MONTHLY) .............................................................................................................. 3

3.2 MUNICIPAL MANAGERS REVIEWS (QUARTERLY) ................................................................................................... 3

3.3 MANAGEMENT TEAM REVIEWS ....................................................................................................................... 3

3.4 EXCO REVIEWS ........................................................................................................................................ 4

4. CONCLUSION ........................................................................................................................................ 23

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1. Introduction

Section 39 of the Municipal Systems Act 32 of 2000 requires municipalities to manage the development of the municipality’s Performance Management System (PMS); assign responsibilities in this regard to the Municipal Manager and submit the proposed system to the Municipal Council for adoption. Amathole District Municipality (ADM) Performance Management Framework was first adopted in 2001 and has since been reviewed yearly as part of the IDP Review process.

2. Strategic (Institutional / Organisational) Level linked to the IDP

It is important at the Municipality, that the Council and management should have access to the appropriate information for considering and making timeous interventions to uphold or improve the capacity of its delivery systems. The performance of any municipality as a service delivery mechanism is fundamentally determined by factors enabling it to perform its Constitutional and statutory mandates. It is important that these causal and contributory factors for performance excellence at the municipality be measured to determine performance gaps timeously with the objective to respond with appropriate remedial interventions.

At a strategic level the five-year IDP of a municipality forms the basis for performance management, whilst at operational level it is the annual SDBIP. The IDP is a long-term plan and by its nature the performance measures associated with it will have a long-term focus, measuring whether a municipality is achieving its IDP objectives.

3. Early warning mechanisms

One of the key functions of a PMS is to serve as an early warning system to indicate so-called “gaps” in the levels of service delivery to the community. It is therefore imperative that the processes of regular monitoring, measurements and reviews are executed, to timeously identify those areas within which performance levels are to be found below satisfactory.

Reporting and review process is listed below:

3.1 Departmental Reviews (Monthly)

It is intended that departments review their performance at least monthly. Decision-makers should be immediately warned of any emerging failures to service delivery such that they can intervene if necessary. It is important that departments use these reviews as an opportunity for reflection on their goals and programmes and whether these are being achieved.

3.2 Municipal Managers Reviews (Quarterly)

Departments will then need to report on their performance in the required format to the municipal manager. Additional indicators that occur in the strategic and operational plans will also be reviewed. The formulation of a strategic scorecard and the process of review will be co-ordinated by the Performance Management team. The Municipal Manager’s Review Panel will need to reflect on whether targets are being achieved, what are the reasons for targets not being achieved where applicable and corrective action that may be necessary.

3.3 Management Team Reviews

Each portfolio committee will be required to review the performance of their respective services against their service scorecard. The portfolio committee should appraise the performance of the service against committed targets. Where targets are not being met, portfolio committees should ensure that the reasons for poor performance are satisfactory and sufficient, and the corrective strategies proposed are sufficient to address the reasons for poor performance.

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3.4 EXCO Reviews

On a quarterly basis, the Executive Mayoral Committee should engage in an intensive review of municipal performance against both the service scorecards and the strategic scorecard, as reported by the municipal manager.

Many of the indicators in the strategic scorecard will only be measurable on an annual basis. The quarterly reviews should thus culminate in a comprehensive annual review of performance in terms of both scorecards. The review should reflect on the performance of services and the strategic scorecard. The Executive Committee will need to ensure that targets committed to in the strategic scorecard are being met, where they are not, that satisfactory and sufficient reasons are provided and that the corrective action being proposed is sufficient to address the reasons for poor performance. The review should also focus on reviewing the systematic compliance to the performance management system, by departments, portfolio committees and the Municipal Manager.

3.5 Council and Community Oversight (Through Rep Forum Meetings)

The cycle of performance management requires Council and community oversight in each of the stages of the cycle. Oversight is exercised in the interests of society in general and should ensure that the considerable powers that government executives and administrations assume are monitored to avoid abuse and under-performance.

It is important to note that reporting on performance as provided for in the framework will not in itself enable Councillors to fully exercise their internal oversight role effectively. Not everything a Department does would be reflected in quarterly performance reports or lends itself to review through key performance indicators and targets. In addition to the required performance reports; monthly progress reports are submitted to the relevant Portfolio Committee of Council dealing with the broader activities of each Department during the preceding month.

Below is the performance report for the month starting from July to September 2015

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SUMMARY OF ORGANISATIONAL PERFORMANCE FOR QUARTER 1 (TOP LAY SDBIP 2015/16)

KEY PERFORMANCE AREAS Outstanding Performance

(5)

Performance Significantly

above expectation

(4)

Fully Effective

(3)

Performance Not fully

Effective (2)

Unacceptable Performance(1)

Not Applicable

TOTAL

Municipal Transformation and Organisational/Institutional Development

2 0 3 0 0 1 6

Good Governance and Public Participation 0 2 18 0 0 0 20

Municipal Financial Viability 4 1 8 0 0 1 14

Local Economic Development 2 1 12 0 0 0 15

Basic Service Delivery 1 5 7 0 1 1 15

TOTAL 9 9 48 0 1 3 70

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Detailed Performance Results INDI REF

IDP REF

INDICATOR TARGET REASONS/EVIDENCE SCORE REMEDIAL ACTIONS DEPARTMENT

KPI 1

MTI 1/1

Turnaround time in filling all vacant and budgeted posts

3 months turnaround time in filling all vacant and budgeted posts

A request for condoning reporting on this target

for the entire year has been approved. This

target has been affected by the decision taken by

the EMC to place a moratorium on all recruitment

processes due to limited funding for vacancies.

The target is therefore condoned as not

applicable for reporting.

N/A None- as the target is not

applicable

Corp Serv

KPI 2

MTI 1/2

Percentage increase in female representation in line with the Employment Equity Plan

Progress report on the appointment of females by each department

Progress report on the appointment of females by each department is submitted showing 5 percent increase by quarter 1 which is above the annual target. A copy of new engagements is submitted.

5 None- Target met Corp Serv

KPI 3

MTI 1/3

Percentage Increase of Disabled employees employed in line with the Employment Equity Plan targets

Progress report on the appointment of disabled employees by each department

Progress report on the appointment of disabled employees by each department is submitted showing 3 percent increase by quarter 1 which is above the annual target. A copy of new engagements is submitted.


KPI 4

MTI 2/1

Implemented Information kiosk and Management tools as per ICT Master Plan

Appointment of 3 Service providers

Signed quarterly report on the activities undertaken by information management unit and appointment letters of MLG group (Pty)Ltd for supply, delivery and installation of 8 freestanding information kiosk units dated 22/09/15, First technology for Solar winds module for Log analyser purposes dated 04/09/13 and Dimension data (Pty)Ltd dated 30/09/15 are provided

3 None- Target met STRAT

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KPI 5

MTI 3/1

No. of Quarterly organisational performance assessment reports

Q4 2014/15 Performance Assessment report

Q4 performance report, HOD’s review minutes and attendance register dated 23/07/15 are provided

3

None- Target met STRAT

KPI 6

MTI 3/2

No. of Quarterly Individual performance assessment reports

Q4 2014/15 Individual Performance Assessment report 2014/15

Quarterly report on activities undertaken, Q4 consolidated institutional individual assessment, departmental checklist together with certificates of assurance


KPI 7

SDI 1/1

No. of households with new water connection

969 Households with new water connections

The Completion Certificate for 3 service providers for households water connections are submitted all together proving 1008 households connected within quarter 1 of 2015/16. Expenditure report is also submitted.

4 None- Target met ENG

KPI 8

SDI 1/2

No. of dams and Waste Water Treatment Works refurbished as per the Refurbishment Plan

Appointment of 3 Service Providers and compile a progress report on Dutywa dam

A progress report on refurbishment of Dutywa dam is submitted with a service provider`s progress report. Also an appointment letter dated 30/09/2015 for the service provider Ceenex Ltd on the refurbishment of Waste Water Treatment Works is availed.


KPI 9

SDI 1/3

No of Households provided with interim water supply

112 Household provided with interim water supply

A signed confirmation letter reflecting 137 households benefitting from interim water supply is submitted together with expenditure report


KPI 10

SDI 1/4

Percentage of indigent House Hold with access to free basic potable water

100 percent of indigent Households with access to free basic potable water

Indigent report on subsidy paid is submitted together with lists of registered indigents during the quarter.

3 None- Target met BTO

KPI 11

SDI 1/5

Percentage reduction of water losses within the district

Appointment of a service provider

A copy of the signed contract for the appointment of a service provider is submitted to.


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KPI 12

SDI 1/6

No of drinking water samples taken to determine compliance with SANS 241

380 drinking water samples tested

Amatola water report is submitted with 502 drinking water samples tested, confirmed through recalculation by PME unit. A signed quarterly report on drinking water quality and expenditure report are submitted.

5 None- Target met Comm Serv

KPI 13

SDI 2/1

No of household supplied with new VIP Toilets

2000 household supplied with new VIP Toilets

A request for condoning reporting on this target in Q1 and Q2 has been approved. The current predicament of shortage of funds in the institution led to a decision taken to suspend the sanitation projects. As soon as the cashflow situation normalizes suspended projects will continue. The target is therefore condoned as not applicable for reporting.

N/A

None- as the target is not applicable

ENG

KPI 14

SDI 2/2

No. of waste water samples taken to determine compliance with General Authorisation Standards

47 waste water samples tested

Amatola waste water report is submitted with 51 waste water samples confirmed after recalculation by PME unit. A signed quarterly report on drinking water quality and expenditure report are also submitted.


KPI 15

SDI 3/1

No. of Local Municipalities with business licences registration forms complying with MHS legislation

Progress report on 3 Local Municipalities license registration complying with Municipal Health Services requirement

Progress report on 4 Local Municipalities license registration complying with Municipal Health Services requirement. Attendance registers are submitted for sessions held in Great Kei, Nkonkobe, Amahlathi, Ngqushwa on 22/07/2015, 26/08/2015, 01/09/2015, and 28/09/2015 respectively.


KPI 16

SDI 4/1

No. of fire safety and emergency facilities constructed

Appointment of a Contractor

Target is not met. The variance report states that the contractor could not be appointed as the matter of gaining access through neighbouring sites is still pending. Also a Memo to the Municipal Manager motivating the application of co-use of the area restricted to Eskom for the ADM to have access and contruct Butterworth fire station and Mquma training centre.

1 The contractor will be appointed once the access to the neighbouring sites is obtained

ENG

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KPI 17

SDI 4/2

No. of fire safety compliance inspections undertaken

17 fire compliance inspections undertaken

23 Fire compliance inspections were undertaken this quarter. Reports indicating compliance and non-compliance are submitted.


KPI 18

SDI 5/1

No. of Local Municipalities provided with Disaster relief material

Delivery of Relief material in Mbhashe Mnquma Ngqushwa and Nkonkobe

A signed quarterly report on delivery of relief material in Mbhashe, Mnquma Ngqushwa and Nkonkobe is submitted with delivery notes.

3 None- Target met

Comm Serv

KPI 19

SDI 6/1

Phase 2 of solid waste transfer stations built in Amahlathi

Appointment of a Service Provider

A copy of the signed contract of Appointment for the Service Provider MattMacDonald PDNA is submitted and dated 30/09/2015


KPI 20

SDI 7/1

No.of Public Transport facilities upgraded

Appointment of 2 Contractors

A signed quarterly report is submitted stating the renewal of existing contractors which are available on site for, IDutywa public transport facility and Willowvale Public Transport facilities.


KPI 21

SDI 8/1

No. of Preliminary design reports developed for Settlements

Appointment of 5 Service Providers

A copy of the signed contract of Appointment for the Service Provider Iliso Consulting is submitted and dated 30/09/2015 covering all 5 projects.


KPI 22

LED 1/1

No. of AREDS construction projects implemented in Alice

Quarterly progress report on the Construction of (Pedestrian bridge CBD Upgrade and Transport hub facilities in Alice

Quarterly report from ASPIRE on the construction of pedestrian bridge and CBD upgrade in Nkonkobe, minutes of the site meetings held in July, Aug and Sept together with the expenditure report.

3 None- Target met

LHSED

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KPI 23

LED 1/2

No. of Tourism events supported as per Tourism master plan

Progress report on Tourism development Tourism marketing and promotion craft development tourism trade shows and exhibitions

Quarterly report on the provision of Tourism development support: (a) 1 LTO in Ngqushwa to participate in the Gauteng Gataway Show with attendance register dated 28-30/08/15, (b) attendance register of 3 tour guides that participated in the ADM Mayors challenge held on the 23-26/09/15, 2 tourism grading certificates for Mantsundu and Primestone B&B, attendance registers of the VIC's for Nkonkobe LM, Amahlathi LM, Mnquma LM, Nxuba LM, Great Kei LM and Mbhashe for July and Aug, (c) report on the participation and support towards wild coast jikeleza, Grahamstown national arts festival X-mas in July, attendance register for GANF, XMAS, WCJF dated 6-12/07/15, 24-26/07/15 and 07-10/08/15, (d) report on the development of needs analysis for craft development, needs analysis template, minutes of the meeting and attendance register dated 11/08/15

3 None- Target met LHSED

KPI 24

LED 1/3

No of film makers supported in 3 Local Municipalities

Identification of beneficiaries in Mnquma Nxuba and Amahlathi

Quarterly report on the profiled beneficiaries for film development equipment, profiling forms for the 3 beneficiaries in Nxuba, Amahlathi and Mnquma, attendance register for profiling meeting of 3 ADM emerging film makers dated 06/08/15 and the minutes of the meeting held for profiling dated 06/08/15 together with the expenditure report

3

None- Target met LHSED

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KPI 25

LED 1/4

No. of Heritage management plan projects implemented

Progress report on Early African intellectuals legacy Support towards Commercialisation of heritage resources and Armed Struggle History

Summation report on implementation of 4 heritage projects: a) Early African Intellectuals conference, agenda, attendance register and minutes of PSC meeting dated 23/07/15, programme and attendance register of the conference - Nongqawuse and the Xhosa cattle killing episode dated 03-04/09/15, b) Signed terms of reference for Commercialization of Heritage resources, (c) agenda, minutes and attendance register for conversation of Armed Struggle History dated 26/08/15 and d) agenda, minutes and attendance for district geographical name change committee meeting held on the 21/09/15


KPI 26

LED 1/5

No. of Agricultural development plan programmes implemented

Progress report on implementation of Input Supply Livestock improvement Emerging farmers support Sorghum and Macadamia production

a) Progress report on input supply programme, list of beneficiaries, profiling forms, attendance register for discussion of MOA and signing of project profiling dated 02/09/15, profiling of vegetables seedlings dated 03/09/15, b) progress report on implementation of livestock improvement programme: profiling forms, attendance registers for community profiling, list of beneficiaries and acknowledgement of receipt, c) progress report on implementation of emerging farmers support programme, profiling forms, attendance registers for profiling, 1st quarter ADM agricultural stakeholders forum dated 23/09/15, d) progress report on implementation of Sorghum production, profiling forms, attendance registers and acknowledgement of receipt and e) progress report on the implementation of Macadamia production, terms of reference for Macadamia production, attendance register dated 27/07/15, 26/08/15 and 28/08/15

3

None- Target met

LHSED

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KPI 27

LED 1/6

Developed feasibility study on the establishment of the abattoir submitted to Council

Appointment of a Service provider

Quarterly report on the development of feasibility study for an abattoir and appointment letter of Urban-fun development economists to conduct an Abattoir feasibility study dated 09/09/15


KPI 28

LED 1/7

No. of infrastructure rural development projects implemented

Progress report on the Infrastructural projects implemented

progress report on implementation of rural development programme, appointment letter of Tsaba (Pty)Ltd for supply and delivery of boundry fencing materials for Ngqushwa dated 14/09/15, profiling forms and attendance register for profiling dated 13/09/15 and expenditure report provided, quarterly report on the development of needs analysis for furnishing of Bawa falls and expenditure report

3 None- Target met

LHSED

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KPI 29

LED 1/8

No. of Environmental management plan programs implemented

Progress report on the implementation of the Biosphere Renewable energy Air quality Climate change Blue Flag and Awareness programme

Quarterly progress report on the implementation of environmental projects: (a) report on the Amathole mountain biosphere reserve and attendance register of the meeting dated 17/08/15, (b) progress report on implementation of renewable energy where social facilitation has been conducted in Phandulwazi agricultural high in Nkonkobe LM, Baxton SPS in Nxuba LM and Byletts combined high school in Great Kei, site identification attendance register dated 31/07/15, attendance register for installation of Biogas digester plenary meeting dated 01/09/15, (c) report on implementation of integrated air quality management plan, appointment letter of CBM consulting Eng dated23/09/15 for supply and delivery of standard PM.2.5 minivol Tas portable air sample, (d) progress report on implementation of climate change adaptation programme, attendance register for site visit in Mbashe LM dated 13/08/15, (e) report on the implementation of the integrated environmental management plan , expenditure report, water testing results , proof of application submission, attendance register and programme held in Ngqushwa dated 23/09/15 and (f) progress report on the Arbour week celebration, attendance register for arbour week celebrations in Nxuba dated 11/09/15, 10/09/15, 02/09/15, 06/08/15 and minutes and attendance register of the environmental forum dated 17/09/15

3

None- Target met

LHSED

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KPI 30

LED 1/9

No. of Cooperatives supported within the district

Develop a Quarterly Progress report on the implementation of 3 Cooperatives projects (Annual cooperative Indaba Co-ops support Cooperative Development Centre)

Summation report on implementation of 3 programs: (a) quarterly report on stakeholder engagement meeting held in Amahlathi LM, attendance refgister dated 01/09/15, (b) need analysis conduction, list of the cooperatives to be supported, cooperative site visit form, attendance register for needs analysis conduction dated 20/08/15, (c) appointment letter of Azile financial services for development of Baseline study for Co-operatives dated 23/09/15 and expenditure reports provided


KPI 31

LED

1/10

Percentage of SMME that have benefited from an SMME support program within the district

10 percent of SMMEs that have benefited from an SMME support program within the district

Quarterly report on the SMME's that have been supported, awarded register for SMME’s for the quarter under review, expenditure report of the supported and database SMME list: total number of database 764 and 131 SMME’s have been supported(764/131=17%) making it 17% SMME’s supported


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KPI 32

LED 1/11

No. of Enterprises supported as per development strategy

Progress report on Implementation of three (3) Enterprise Development Projects ( SMME support Informal trade and Business Support structures)

Summation report on the implementation of 3 enterprise development projects: (a) progress report on support provided to 2 fashion designers, attendance register for grahamstown arts festival dated 01-05/07/15, (b) report on the informal traders with hawker inputs, appointment letter of Slwane for supply and delivery of working material for informal traders in Ngqushwa dated 23/09/15, minutes, attendance register of the business forum meeting held on the 28/07/15, (c) report on hosting of 1 business forum for the enterprise development unit, attendance register for 1 business forum in Nxuba dated 30/09/15, and additional capacity building for women dated 26/08/15 and attendance register of forum client capacitation dated 06/08/15

4 None- Target met

LHSED

KPI 33

LED 1/12

No. of jobs created using EPWP programme

Identification of 3500 beneficiaries for EPWP programme

Signed quarterly report on the lists of identified beneficiaries for EPWP programme, list of identified beneficiaries from Nxuba, Great Kei, Mbhashe, Amahlathi, Nkonkobe and Ngqushwa totalling up to 3500 beneficiaries identified are provided


KPI 34

LED 1

No of jobs created by ASPIRE using EPWP programme

Progress reports on removal of invasive alien vegetation

Signed quarterly report on the activities undertaken by ASPIRE, site meeting minutes for July, August and September, environmental audit checklist for the construction activities for July, Aug and Sept, expenditure report for Aug and Sept


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KPI 35

LED 1/13

No. of informal traders supported in creative and beauty industry

Develop needs analysis report on Informal Traders to be supported

Report on informal trade needs analysis, Amahlathi hawkers needs, Great Kei informal trade needs, Amahlathi informal traders commodity group database and Nxuba LM informal traders needs are provided


KPI 36

LED 1/14

No. of candidates participating in the intership programme created through HRD strategy

Enrolment of 70 interns The report is submitted on interns enrolled as follows: 2 under National Treasury funded programme, 1 under LGSETA, 35 under Discretionary Grant funding and 69 under Expanded Public Works Programme. The list of interns is also submitted.


KPI 37

MFV 1/1

Financial viability expressed by Debt Coverage ratio

2 Copy of 4th quarter Financial dashboard is submitted


KPI 38

MFV 1/2

Financial viability expressed by Outstanding service debtors to revenue ratio

346 percent Copy of 4th quarter Financial dashboard is submitted


KPI 39

MFV 1/3

Financial viability expressed by Cost Coverage ratio

1 Copy of 4th quarter Financial dashboard is submitted


KPI 40

MFV 1/4

Percentage billing of billable metered households

98 percent reading on billable meters

1. BP421 Report is submitted with a summary showing 98 percent billable meters


KPI 41

MFV 1/5

Percentage budget spent on MIG funding

Spending on MIG funded budget not less than 100 percent

A signed quarterly report on spending on MIG funded is R 214 071 752 and therefore 189%


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KPI 42

MFV1 Percentage budget spent on MSIG funding

Appointment of service provider

Progress report of spending of MSIG and appointment letters of DL & associates and Zuzisa consulting for implementation of data alignment and cleansing for Ngqushwa LM and data integration and implementation of revenue enhancement strategy for Nkonkobe LM both dated 30/09/15

3

None- Target met STRAT

KPI 43

MFV 1/7

Percentage of invoices paid within 30 days of receipt

100 percent of Invoices paid within 30 days of receipt

A request for condoning reporting on this target in Q1 and Q2 has been approved. The current financial situation wherein there is a cash-flow predicament due to funds utilized on MIG projects whilst waiting for NT allocation, is causing delays in payment of invoices. The target is therefore condoned as not applicable for reporting.

N/A None- as the target is not applicable

BTO

KPI 44

MFV 1

Percent budget spent on implementing Workplace Skills Plan

15 percent spent on the WSP Budget allocated to ADM

A quarterly report is availed on 26% spent on the WSP Budget allocated to ADM. An expenditure report is also submitted


KPI 45

MFV 1/9

Percentage collected on outstanding debts per debtor category (A B and C)

20 percent collected on outstanding debts per debtor category (A B and C)

Quarterly report on debt collection with supporting evidence and Financial system report is submitted showing 47% of outstanding debt collected.

5

None- Target met BTO

KPI 46

MFV 1/10

Percentage Collected on leased ADM Buildings

100 percent Collected on leased ADM Buildings

Receipts of amounts collected from ADM leased buildings is submitted to PME proving that all amounts were received and some tenants have paid in advance.


KPI 47

MFV 1/11

Percentage collected on billed Municipal fire services

80 percent collected on billed Municipal fire services

A report on 95 percent collected on billed Municipal fire services is submitted together with receipts documents form the clients.


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KPI 48

MFV 1/12

Percentage Updated and accurate Move -able Asset Register with additions and disposals

100 percent Updated and accurate Move -able Asset Register with addittions and disposals

Copy of the Asset register dated 30/09/2015 is submitted. Financial Systems report for additions and disposals is also submitted.


KPI 49

MFV 1/13

Percentage of infrastructure assets layout plans developed

Appointment of service provider and 10 percent Infrastructure Assets Layout Plans developed

1. Copy of signed memo of deviation by the Municipal Manager for the re-appointment of A2A Kopano currently appointed to provide services the ADM 2. Copies of developed Layout plans Service provider report dated 25/09/2015 are submitted


KPI 50

MFV 1/14

Percentage reduction in the number of deviations

Reduction in number of deviations by 1 percent

Signed quarterly report on deviations is submitted stating 5.3 percent deviations. Also a deviations register and Proof of submission to Council dated 21/08/2015 is submitted


KPI 51

GGP 1/1

Percentage Implementation of Internal Audit action plans submitted to EMC

Progress report on Implementation of Internal Audit action plans submitted to EMC

Signed quarterly report on the activities undertaken, Internal audit tracking document, and the EMC agenda dated 28/09/15 are provided


KPI 52

GGP 1/2

Percentage Implementation of Auditor General action plans submitted to EMC

Percentage implementation of Auditor General action plans submitted to EMC

Signed quarterly report submitted to EMC on the 14/15 AG findings raised is availed accompanied by a copy of action plans/ Dashboard with the status of actions. A proof of submission submitted is dated 28/09/2015

3 None- Target met

BTO

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KPI 53

GGP 1/3

No. of Activities implemented as per Risk Master Plan

Implement 4 activities as per the Risk Master Plan

Approved implementation plan dated 10/09/15, minutes and attendance register of the risk and audit committee dated 21/07/15, 06/08/15, screen shots from Barn owl system, institutional strategic risk register, departmental risk registers, agenda for risk and IT steering committee date 27/07/15 are provided


KPI 54

GGP 1/4

Financial statements compliant with MFMA and GRAP submitted to Auditor-General by 31st August annually

Develop AFS and consolidated AFS (Aspire) and submit to AG and PT

The documents are submitted to PME : Copies of signed June 2014/15 AFS submitted to the office of AG and PT, Copies of consolidated signed 2014/15 AFS submitted to the office of AG and PT Copies of acknowledgement from AG and PT ,and Copies of consolidated acknowledgement from AG and PT


KPI 55

GGP 1/5

Annual Report with Financial statements submitted to Auditor-General and Council

Develop draft unaudited Annual Report submitted to AG and PT

Consolidated draft 14/15 unaudited annual report, proof of submission, acknowledgement of receipt from PT and proof of submission to AG dated 31/08/15 are provided


KPI 56

GGP 1/6

Monthly budget statement and Mid-year budget assessment reports submitted to Mayor Provincial & National Treasuries

3 monthly reports on S71 reporting submitted within 10 working days after the end of the month to the Executive Mayor Provincial Treasury and National Treasury

Copies of the quarterly reports and proof of submission to Executive Mayor, National and Provincial Treasury are submitted together with a Municipal Managers Quality certificate.


KPI 57

GGP 1/7

Percentage of Council resolutions implemented annually

Quarterly progress report on the Council resolutions implemented

Signed quarterly report on the implementation of the ADM Council resolutions for May, June and July together with the tracking document on the implementation

3 None- Target met

LESS

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KPI 58

GGP 1/8

Turn-around time taken in handling grievances lodged

3 months taken in handling disciplinary hearings

The report on disciplinary hearings is submitted. Together with the list register of disciplinary hearings and the register of grievances.


KPI 59

GGP 2/1

Integrated Development Plan submitted to Council for approval

District IDP Framework and IDP Process Plan submitted to Council

16/17 IDP and Budget process plan and district framework and Council minutes dated 21/08/15 and the expenditure report are provided


KPI 60

GGP 2/2

Budget & Adjustment budget submitted to Council for approval

Budget Process Plan submitted to Council

Signed quarterly report with a copy of Budget Process Plan for 2015/16 and council agenda dated 21/08/2015 are submitted.


KPI 61

GGP 2/3

Developed ADM Long term Vision submitted to Council for approval


Quarterly report and appointment letter for PDT management consulting dated 30/09/15 to conduct a comprehensive situational analysis report for ADM are provided


KPI 62

GGP 2/4

No. of Municipalities with functional IGR structures

Coordination of IGR forum meetings in Mbhashe and Ngqushwa

Quarterly report on the functionality of the IGR structures and attendance registers for IGR forum meetings at Mbhashe LM and Ngqushwa LM dated 08/10/15 as stated in the report that it was postponed from the initial date and 09/09/15


KPI 63

GGP 3/1

No. of designated groups capacitated on socio political issues as per Special Programs Strategy

Conduct Capacity building for women in 1 LM

Signed quarterly report indicates 2 capacity building conducted for women, attendance registers for women in business in Mbhashe LM dated 31/08/15, Nkonkobe LM dated 26/08/15 and women’s day event dated 28/08/15 together with the expenditure reports are provided

4 None- Target met LESS

KPI 64

GGP 4/1

No. of Quarterly municipal support reports submitted to EMC

1 Quarterly municipal support report submitted to EMC

Quarterly report on the support provided by line departments to local municipalities and proof of submission to EMC date 28/09/15 are provided


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KPI 65

GGP 5/1

Turnaround time for registering complaints and forwarded to the relevant departments and acknowledgement to clients

3 working days for registering complaints forwarded to relevant departments and acknowledgement to clients

Signed quarterly report on the activities undertaken by communication and customer care unit, issues handling report for the LM’s, acknowledgement and referrals to relevant departments with 3 working days are provided


KPI 66

GGP 5/2

Conduct Customer satisfaction survey


Signed quarterly report on activities undertaken by communication and customer care and appointment letter of Core Function Concepts dated 30/09/15 for customer survey for ADM


KPI 67

GGP 5/3

No. of communication programmes conducted


Signed quarterly report on the activities undertaken by communications unit, appointment letter of The Big Concept Company dated 23/09/15 for the Procurement of services for the Video production events of ADM


KPI 68

GGP 6/1

Turnaround time taken to respond to Petitions received from customers

30 working days for responding to Petitions received from the communities

Signed quarterly report on the petitions received for 14/15 financial year, list of received queries and letters of response are provided


KPI 69

GGP 6/2

No. of programmes implemented as per Public Participation and Petition Framework Policy

Mayoral Outreach Signed quarterly report on the 2 mayoral outreach programmes held, attendance registers for Ngqushwa and Nxuba LM dated 20/08/15 and 18/08/15 together with the expenditure report have been provided


KPI 70

GGP 7/1

No. of reports on the nature of punitive measures taken on By law infringements

Develop a quarterly report on notices issued and documents for any punitive measures taken

A quarterly report on notices issued and documents for any punitive measures taken is submitted. Also copies of notices issued and documents on punitive measures taken


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SUMMARY OF DEPARTMENTAL PERFORMANCE FOR QUARTER 1 (BOTTOM LAYER SDBIP 2015/16)

DEPARTMENTS Outstanding Performance

(5)

Performance Significantly

above expectation

(4)

Fully Effective

(3)

Performance Not fully

Effective (2)

Unacceptable Performance(1)

Not Applicable

TOTAL

Community Services 3 7 9 0 0 0 19

Corporate Services 4 1 15 0 0 1 21

Engineering 1 1 19 1 1 1 24

Budget and Treasury 2 2 17 2 0 1 24

LHSED 1 1 23 0 0 1 26

LESS 0 6 11 0 0 0 17

Strategic planning and management 3 6 33 0 0 0 42

TOTAL 12 25 128 3 1 4 173

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4. CONCLUSION The Institution performed very well this quarter when looking at the number of targets that are not achieved. Out of 70 KPIs set in the Institutional SDBIP (Top Layer) only 1 target was not achieved. Furthermore, the departments’ performance has significantly improved as compared to 2014/15 Quarter 1 performance results. Out of 132 KPIs set in the 14/15 SDBIP, 30 targets were not achieved in the first quarter, whereas in 2015/16 only 4 target were not achieved out of 173 Departmental (Bottom Layer) KPIs. There are 3 KPIs not applicable for reporting this quarter. These have been condoned due to financial problems affecting the institution currently. These will be resumed once the cash-flow situation is addressed. This report will be presented in the next Performance Audit Committee meeting.

amathole district municipality q1...30/09/2015 for the service provider ceenex ltd on the...

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