IDP Conference 2004“Developmental Governance in Action”

SESSION 5:SESSION 5:

‘‘Managing the IDP: The Amatole DistrictManaging the IDP: The Amatole District Municipality Experience’ Municipality Experience’

- Andile Fani- Andile Fani Manager: Municipal SupportManager: Municipal Support Amatole District MunicipalityAmatole District Municipality Eastern Cape Province Eastern Cape Province

5 March 20045 March 2004

2

AMATOLE DISTRICT MUNICIPALITY

INTEGRATED DEVELOPMENT PLAN

3

IDP REVIEW

4

Legislative context

Section 34 of the Municipal Systems Act states that:  A municipal council-

a)      Must review its integrated development plan–

 i.      Annually in accordance with an assessment of its

performance measurements in terms of section 4 i;

and

         ii.   To the extent that changing circumstances so

demand; and b)    May amend its IDP in accordance with a prescribed process.

5

Why Review?While the legislation requires a review, it makes sense for us to review for the following reasons: To ensure that the IDP is relevant

(implementation performance, check targets, objectives, changing circumstances etc.)

IDP is the municipality’s strategic plan and as such should inform aspects such as the institutional and financial.

To inform other spheres of government.

6

Content elements of review

IDP Review

Comments from the MEC

Changing circum-stances

Process and content improve-ments

7

Process elements of review

A: Preparing for IDP (A)

B+C: Monitoring and evaluation

D: Refined objectives, strategies and projects phase

E: Drafting review document - including budget

F: Approval

PU

BL

IC P

AR

TIC

IPA

TIO

N

PERFORMANCE MANAGEMENT

IDP IMPLEMENTATION

8

What are ADM’s themes for IDP Review?

While there are many areas that require “tightening up” in ADM’s IDP, some areas require particular attention:

Institutional issuesSector plans and associated spatial

framework IDP-budget linkUpdated list of projects

9

Municipal Vision

The Amatole District Municipality strives for The Amatole District Municipality strives for a future where constituent communities a future where constituent communities have a peaceful, stable and sustainable have a peaceful, stable and sustainable environment with basic needs being met environment with basic needs being met through a participatory development through a participatory development process and where communities have process and where communities have access to economic opportunities. access to economic opportunities.

10

Organisational arrangements

Executive Mayor

Municipal/ Strategic Manager

DIMAFO

IDP Steering Committee

IDP Representative Forum (including Sector Plan Consultative Forums)

Support providers and planning professionals – PIMSS…

11

Strategic Cluster approachCluster Priority issues

Institution and Finance Institution

Finance

Communication

PIMSS

Municipal Support

Special Programmes

LED and Environment Agriculture

Manufacturing

Tourism

Environment

12

Cont...Clusters Priority Issues

Social Needs Municipal (environ..) health

HIV/AIDS

Disaster Management and Fire Fighting

Primary Health Care

Safe and healthy environment

Infrastructure Water/Sanitation

Roads

Telecommunication, Electricity

Solid Waste

Land and Housing

Public Transport

Community Facilities

Building Control

CLUSTER PROJECTS AND PROGRAMMES

14

Cluster Projects

Institution and Finance Cluster

Institutional study

Development of appropriate policies regarding rendering of authority functions

Special Programmes capacity building and awareness programmes

Finance and Budget reform Programme

Appointment of international advisor in financial division

15

Inst and Fin..(cont..)

Municipal Support ProgrammeEstablishment of Internal Audit capacity at Category B’sRoll-out of PMSRoll-out human resource policiesContinue with the implementation of the equity planReview and implementation of skills development plan.

16

Infrastructure Cluster

Water and Sanitation projects

Local municipal roads projects

Water Services Authority Development Programme

Solid Waste Projects

Land Reform and settlement Plan

Housing Projects

17

LED and Environmental Cluster

•Small business support programmeSmall business support programme

•Facilitate LED Initiatives linked to Facilitate LED Initiatives linked to opportunities arising from IDZ & SDIopportunities arising from IDZ & SDI

•Establishment of LED units in Category BsEstablishment of LED units in Category Bs

•LED development of funding source LED development of funding source databasedatabase

•Establishment of LED Development Agency Establishment of LED Development Agency

18

LED cluster (cont…)•Marketing plan for ADM tourismMarketing plan for ADM tourism

•Establishment of RTO and LTOsEstablishment of RTO and LTOs

•Investigate the options for development of Investigate the options for development of Calgary MuseumCalgary Museum

•Facilitate and support resuscitation of Kiwane Facilitate and support resuscitation of Kiwane Tourism Resort and community tourismTourism Resort and community tourism

•Establishment of one-stop service centre for Establishment of one-stop service centre for investment for investment enquiries linked to investment for investment enquiries linked to development agency development agency

19

LED and Environ. (cont…)

• Undertake an environmental skills audit and Undertake an environmental skills audit and design educational programmes design educational programmes

• Encourage sustainable use of renewable Encourage sustainable use of renewable resourcesresources

• Develop and Implement Municipal Coastal Develop and Implement Municipal Coastal Management ProgrammesManagement Programmes

• Ensure ADM owned land is free of alien Ensure ADM owned land is free of alien vegetationvegetation

• Ensure ADM complies with all SA environmental Ensure ADM complies with all SA environmental legislationlegislation

20

Social Needs Cluster

District wide water source mapping

Waterborne diseases control programme

District wide sanitation education mapping

ADM prevalence study and impact assessment of HIV/Aids

21

Social Needs Cluster (cont…)

HIV/Aids awareness and prevention campaigns

Community based care

Integrated communicable diseases and health programme

District Health council Implementation

22

Sector Plans and Programmes

- Land Reform and Settlement plan

- Integrated Transport plan

- Integrated Waste Management plan

- Integrated Environmental Programme

- Local Economic Development plan

- Disaster Management plan

23

Sector Plans (cont..)

- Water Services Development plan

- Safe and healthy environment

- Communicable Diseases Programme

- District Spatial Development Framework

24

IDP Assessment

GENERAL CHALLENGES:

- Alignment of cluster envelopes

- New powers and functions

- Capacity to develop and operationalise PMS

- Non participation of government departments – alignment

- Financial and Human Capacity to implement IDP

MECHANISM TO MONITOR MECHANISM TO MONITOR THE IMPLEMENTATION OF THE IMPLEMENTATION OF

THE IDPTHE IDP

ADM PERFORMANCE ADM PERFORMANCE MANAGEMENT SYSTEMMANAGEMENT SYSTEM

26

Process

Legislative Context: Municipal Systems Act and Regulations;

IDP 2002/2003 – setting of Objectives and KPI’s for ADM;

Framework for PMS adopted June 2002 – customised Balanced Scorecard adopted;

2002/2003 – First year of implementation;

District Scorecard and Departmental Scorecards developed and implemented.

27

Process (cont…)

2003/2004 reviewed IDP adopted – reworked objectives and strategies;

These reworked objectives and strategies informed Departmental and District Scorecards;

2002/2003 financial year – first PMS Audit completed by AG – qualified report: PMS Audit Committee (Reg 14).

28

The Municipal Scorecard

ResourceManagementPerspective

Service Delivery

Perspective

MunicipalDevelopmentPerspective

Governance Process Perspective

The Municipal Organisation

The Municipal Area

Inputs

Process

OutcomesOutputs

29

The District Scorecard

DistrictDevelopmentPerspective

Governance Process Perspective

The District Area Process

Outcomes

DistrictDistrictServiceServiceDeliveryDelivery

DistrictDistrictResourceResource

ManagementManagement

MunicipalMunicipalServiceServiceDeliveryDelivery

MunicipalMunicipalResourceResource

ManagementManagement

OutputsInputs

30

Implementation Processes

Departmental scorecards drafted for current financial year in line with reviewed IDP;

District scorecard completed;

Generic reporting format , including KPI reporting sheets, for Section 57 employees developed and used for quarterly reviews to ensure uniformity of approach;

31

Implementation Processes (cont…)

Accountability agreements put in place through all HOD’s – inclusion in all departmental scorecards

PMS Audit Committee appointed by Council – Reg 14(2) – first review of Sect 57 employees nearing completion and report to Council to be tabled during Feb 2004.

32

The District Scorecard

DistrictDevelopmentPerspective

Governance Process Perspective

The District Area Process

Outcomes

DistrictDistrictServiceServiceDeliveryDelivery

DistrictDistrictResourceResource

ManagementManagement

MunicipalMunicipalServiceServiceDeliveryDelivery

MunicipalMunicipalResourceResource

ManagementManagement

OutputsInputs

33

Critical Success Factors

Quality of IDP – specifically in relation to objectives, strategies and KPI’s (per cluster);

Consensus on scorecard content (linked to municipal powers and functions);

Regular performance review and feedback using standardised measurement tools;

Legislative compliance to be ensured

AMATOLE DISTRICT MUNICIPALITY’S

PROGRAMME OF SUPPORT

TO

LOCAL MUNICIPALITIES

35

Introduction

ADM has embarked on a strategic initiative to provide integrated approach to support Local Municipalities and is now in a position to meaningfully fulfill its Section 83(3)(c) functions in terms of the Municipal Structures Act.

Departmental support has been significantly enhanced through the formation of a dedicated strategic Municipal Support Unit (MSU) which is institutionalised in the District Municipality.

36

Municipal Support UnitMUNICIPAL MANAGER

STRATEGIC MANAGER

MUNICIPAL SUPPORT MANAGER

FINANCEFINANCE HRHR TECHNTECHNEng.Eng.

ADMINADMIN IDPIDPPIMSSPIMSS

TECH.TECH.TP/LUMTP/LUM

LED/LED/Environ.Environ.

ITIT

Local Municipalities (Cat B’s)Local Municipalities (Cat B’s)

Project Project ManageManagesupportsupport

HOD

HOD

HOD

HOD

37

ProcessPerformed an environmental scan

Assessed impact of phase 1 support to LMs

Identified other role-players in ADM’s area

Identified areas of support to be provided by the Municipal Support Unit.

Developed a programme of support currently being rolled out to LMs (2003 onwards)

38

Determination of Training Needs

Analysis of phase 1 of support to LMs

Environmental scans

Financial health survey, based on AG

check list

39

Determination of Training Needs (cont…)

OTHER MECHANISMS:

CFO Co-ordinating Committee meetings

Human Resources Managers Forums

Administration Managers Forum

LED Managers Forum

Reports submitted to DIMAFO

Interaction with LMs

In-depth status quo analysis of Ward Committees

40

Support needs addressed by:

Identifying available funding

Allocating funding to prioritized needs

Addressing unfunded needs through- Interacting with LMs- Facilitating workshops- Learning and sharing forums- Ad hoc support on request

41

Support needs addressed by: (cont…)

Sourcing additional funding

Establishment of Donor Funding Forum , including donor funding policy & database, to access donor funding …- To supplement equitable share & own

revenue sources- To improve budget allocations to

municipal programs

42

Subsidiary Support

Co-ordination of CFO Co-ordinating Committee, HR Managers’ Forum, Administration Managers’ Forum, MSC and DIMAFO meetings

Evaluation of LM priority project business plans to ensure compliance with respective IDPs and cluster funding envelopes

43

Subsidiary Support (cont…)

Evaluation of LM CMIP business plans to ensure compliance with respective IDPs

Job description writing (ToR)

Identification of MSIG and LGSG as sources of funding and preparation of business plans

44

Monitoring tools developed to achieve the following objectives:

To inform planning & co-ordination of support activities of functional departments.

To provide quantifiable measures of achievement of support objectives.

To inform on project areas requiring additional focussed and dedicated support.

LM Support Monitoring

45

LMs submit monthly reports for purposes of discussing the following key issues …

Monitoring and evaluation of linkages between IDP and operating and capital budgets

IDP implementation and monitoring

Financial management (i.e. in-year reporting as required by Proclamation R1536)

Key issued for consideration at DIMAFO

46

Preparation, approval and submission of annual reports, financial statements and responses to Auditor-General’s comments

Implementation of free basic services

Political and administrative governance

Public participation and communication

Intergovernmental relations

Key issued for consideration at DIMAFO (cont…)

Thank You