performance agreement (t.n sphindile ngiba) july 2012 - 30 ... · a) scm processes between...

PMS Policy: Annexure E CFO Performance Agreement: version 12/13

Performance Agreement(T.N Sphindile Ngiba)

01 July 2012 - 30 June 2013

2012/13 JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGIBA90£16

L){,l if) I rrl L.0·\.\ ~

PERSONAL DETAILS

Surname Ngiba

Full Names Theoreen Norah Sphindile

Identification Number 8006180397084

Gender Female

Race African

Disability None

i ~Position-lTitle Chief Financial Officer

Employee number KZ272373,

Managerial Level 1

Department Budget & Treasury Office

Appointment date 1 December 2012

Qualifications l. ND Accounting

2. B.Tech Degree TaxationI> 3. Certificate Programme in Municipal;<:

Development


Pre-Determined Key Objectives Target Date I Weight %

4.1 To establish a budget and treasury officeequipped to support municipal strategic goalsand priorities in a sustainable manner by 30June 2013.

Key Performance Indicators I Deli.verables I Outputsa) Financial Duties are segregated by 30 June 2013b) Financial reports delivered to Mayor by the io" of every monthc) Interim AFS submitted to AG for review by 31 May 2013d) End of Year AFS submitted to AG for review by 31 August 2013e) Updated Trial Balance & Ledger on a monthly basis

4.2 To ensure effective, efficient and economicprocurement of goods and service to promoteservice delivery, job creation and local economicdevelopment by 30 June 2013

f) SCM policy is reviewed and Adoptedg) Procurement schedules developed for the BTOh) 90% of BTO procurement plan implemented through SCM processes

by 30 June 20131i) 90% of Capital Projects as per the department's Procurement Plans are

committed and spentj) SCM practitioners are trainedk) 90% of Operational Projects as per department's Procurement PlansI) Bid Committee's meet at least on a weekly basis.m) Quarterly SCM reports tabled at EXCO & Counciln) Monthly SCM reports tabled at EXCO & Council

4.3 Ensure credible & compliant budget that isresponsive to the needs of all stakeholders by 30June 2013

0) Budget steering committee established and meets 4 times a yearp) Draft budget is tabled 90 days before beginning of 2013/14 yearq) Budget road shows are conducted in all wardsr) 2013/14 Budget adopted by before start of financial years) Mid-Year Performance Assessments approved by the 315t January 2013t) Adjustment budget is approved on time by 28 February 2013u) SDBIP and Adjusted SDBIP completed and submitted to Councilv) Monthly reports & returns submitted to National & Provincial Treasury,

DCOG & COGT A by the io" of every month.4.4 To reduce wastages and cut operational costs by

5% by 30 June 2013w) Implement All Cost Cutting measures as approved by the Accounting

Officer.

4.5 Ensure Effective Management andMunicipal Revenue by 30 June 2013

control of I x) Debtors Collection of 60% by 30 June 2013y) Number of Monthly billings prepared and posted to the General ledger

by the ih of every monthz) Revenue enhancement strategy developed and implementedaa) 50% of debt recovered through collection measures implementedbb) Updated Valuation Roll and supplementary valuation rollcc) Cashier's office established

JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGIBA150£16

30 June 13 I 30%

"2,

.J

"t::\-

~

\¥~

4.6 Ensure provision of an effective framework for dd) Preparation of Budget Process plan by 31 August 2012Financial Accountability by 30 June 2013 ee) Update the following budget related policies in terms of applicable

legislation, Tariff, Asset Management, Investment & Cash, PropertyRates Policy, Indigent Support, Budget & Budget related, VirementPolicy, Credit Control, & Debt Collection, S&T, Telephone Policies andTariff of Charges

ff) Monthly reports & returns submitted to National So Provincial Treasury,DCOG & COGT A by the 10th of every month.

gg) S52 reports submitted to National & Provincial Treasury quarterly4.7 To ensure Management of Cash flow of Council hh) Implementation of bi-monthly creditors payment cycle

such that it supports the implementation of ii) Investment of Surplus Cash in terms of Council's investment PolicyMunicipal Strategic goals and priorities in a jj) 100% of creditors paid on time on a monthly basissustainable manner by 30 June 2013 kk) Monthly Cash flow statement submitted to EXCO & Council

4.8 To ensure effective Management of Council II) Insurance Cover for all Council Assets by the 1s July 2012Assets to enable implementation of strategic mm) 90% of maintenance budget spentgoals and priorities by 30 June 2013 nn) Fixed Asset register is reviewed and updated

Pre-Determined Key Objectives'l'Aii!I~~n'~l!t"~~I'J;lIJ:).[!Jjl!,al[ItI:l!'I[_Key Performance Indicators I Deliverables I Outputs

4.9 To achieve full participation of communities &stakeholders in the affairs of the Municipality by30 June 2013

4.10 To Promote cooperative governance andIGR

5.5 To ensure municipal compliance with laws andregulations and promote clean administration by30 June 2013

a) Participate in the 4 lOP representative forums sittingsb) Participate Staging of 2 IDP/Budget/PMS consultative meetingsc) Publicise the Budget on the Council Communication Platforms for Public

Comment and Inputs.d) )Coordinate the Budget and lOP public participation road-shows by 30

Mav 2013e) Payment for all wards committee members on a monthly basisf} Attend 75% of IGR related meetings. I 30 June 13g) All Quarterly internal audit reports responded to and recommendations

implementedh) All Audit Committee reports responded to and recommendations

implemented.i) All Prior Year Management Letter Queries addressedj) AG action plan developed and all prior year Audit Queries Addressedk) Unqualified audit opinion is achieved.

10%

6.1 To improve the standard of living by ensuringthat future settlements occur in a spatialintegrated and economical manner by 30 June2013

Key Performance Indicators I Deliverables I Outputsa) SCM processes between R30,000-R200,000 reduced to 14 daysb) SCM processes above R200, 000 to be reduced to 21 days.c) Creditors' payment cycles of 15th & 30th on monthly basis implementedd) Procurement Plans submitted are implemented

05%30 June 13

JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGmA150£16

'"].J

'-'-~

v->

PART D: SCORE SHEETSQUARTERLY REVIEW SCORESHEET

KPA's and CCR's WEIGHT %Performance Rating Score

Ql Q2 Q3 Q4 Final1. Basic Services Delivery 15%

2. Municipal Institutional Development and Transformation 10%

Local Economic Development-3. 10%

4. Municipal Financial Viability and Management 30%5. Good Governance and Public Participation 10%

6. Spatial Planning and Environmental Management 05%{~; ,KPATOTAL '.' 80%ii!',

:i, " ·"t,·f.: «

;' ..i.. ',I

7. Strategic Capability and Leadership 3%-

1--.

People Management and Empowerment-

8. 3%g. Financial Management 6%

10. Client Orientation and Customer Focus 5%

11. Communication 3%

;!;~~~~~):...,J~:i~;:Lt\i~t~.::':,\.. ..' ,\.. . 'CCRTOIAL Iii, 20% Jj"}, ", ";;!v

"%' .•.. •.•')y ·c7W'fJ' , . ,,'·t i §!':;;" ;:i~!~~::ii;m: i.\\+ ..:.i,,:', " .:t I' '(" {".

OVERALLTOTAL 100%

Employee Appraiser

Signature Signature

Date Date


J\..J

I-,---;l

~\2Y

CONSOLIDATED SCORE SHEET

1. Basic Services Delivery 15%

2. Municipal Institutional Development and 10%Transformation

3. Local Economic Development 10%4. Municipal Financial Viability and 30% 7

Manaqement J5. Good Governance and Public Participation 10%

6. Spatial Planning and Environmentalr-

05% ~Management

~KPATOTAL 80%CCRTOTAL 20%

OVERALLTOTAL 100% ~s-:

Employee Appraiser Witness

Signature Signature Signature

Date Date Date

JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGmA150£16

PERFORMANCE AGREEMENT PLAN

ACKNOWLEDGEMENT

This plan forms part of the employment relationship between the Employer and the

Employee and must be read in conjunction with the Employee's contract of employment.

Over and above the contract of employment, this Performance Plan defines the employer's

expectations from the Chief Financial Officer: Budget and Treasury Office in accordance with

Section 57(5) of the Municipal Systems Act which provides that performance objectives and

targets must be based on the key performance indicators set out from time to time in the

municipality's Integrated Development Plan, SDBIP and Budget of the Municipality as

provided in section 23 (2) of the Local Government Municipal Performance Regulation, 2006.

There are 4 parts to this plan:

Part A: Performance Agreement

Part B: Assessment Procedure

Part C: Employee Scorecard

Part D: Assessment Score Sheets

Period of Agreement 01 July 2012 - 30 June 2013

Employee acceptance signature

Employer signature

Date 28 February 2013

2012/13 JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGlliA90£16

PART A: PERFORMANCE AGREEMENT

ENTERED INTO AND BE1WEEN:-

THE JOZINI MUNICIPALITY,

A MUNICIPALTIY CREATED BY SECTION 12 OF THE MUNICIPAL STRUCTURES ACT

117 OF 1998, REPRESENTED BY THE MUNICIPAL MANAGER,

BONGUMUSA NTULI

HEREINUNDER REFERRED TO AS THE EMPLOYER.

AND

T.N SPHINDILE NGIBA

HEREINUNDER REFERRED TO AS THE EMPLOYEE

2012/13 JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGIBA90f16

Whereas:

1 The Employer and the Employee have entered into a Contract of Employment in terms ofSection 57(1)(a) of the Local Government Municipal Systems Act 32 of 2000 (The SystemsAct).

2 In terms of Section 57 of the Systems Act and the Contract of Employment between theEmployer and the Employee the parties are required to enter into a Performance Agreementwhich Agreement must be concluded annually within a (sixty) 60 days after the appointmentof the Employee and thereafter within one (1) month after the beginning of the Employer'ssubsequent financial year.

3 In compliance with the legislation, the parties hereby wish to record their agreement andobligations as contained in the relevant sections of this document.

4 This agreement shall commence on or retrospective of the date of signature by both partiesand shall remain in force until a new Performance Agreement is concluded between theparties which agreement shall be reached within one (1) month after the beginning of theensuing financial year of the Municipality.

5 PERFORMANCE BONUS

5.1 In terms of this Performance Agreement, the Employee's Contract of Employment,Local Government Performance Regulations -2006, and the JOZINI RemunerationPolicy, the Employee is entitled to the payment of a performance bonus that isequivalent to the score obtained during the performance appraisal.

5.2 The Employee's performance shall be assessed in respect of key performance areas,objectives, key performance indicators and targets dates based on the balancedscorecard method applicable to the SBUand the Employeeas set out in 'Part C' below.

5.3 All objectives and key performance indicators set out in the employee's scorecard shallbe rated within a scale of 1-5 and weighted out of a total of 100 percent.

5.4 This percentage (calculated in 5.3 above) shall be applied to the performance bonusnot exceeding (14%) of the Employee'scurrent annual total cost to the Employer andshall be payable on the 25thJune of each year.

5.5 The performance bonus shall be split into 80/20 between KPA'sand Core CompetencyRequirements.

5.6 There may be no bonus payable in the event that the Employee failed to perform theroutine duties of his post contained in the Employee's contract of employment orreasonable legal instructions given to the Employee by the Employer from time totime.

2012/13 JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHlNDILE NGmA90£16

6 PERFORMANCE ASSESSMENT PROCEDURE

6.1 The processof assessmentshall be in accordancewith the procedure set out in 'Part B'and in terms of the Municipality's Performance Management Policy.

6.2 The Employee shall give the Employer her performance file and provide verbalexplanation when required to do so by the Employer to enable the performanceassessmentto be completed.

6.3 The assessment of the Employee shall be undertaken by the Mayor in his absence bythe Deputy Mayor or ExecutiveCommittee in consultation with the Employee.

6.4 The quarterly and the end of the year assessment of performance in accordance withthis agreement shall take place as indicated under 'Part C'.

6.5 The annual performance assessment shall be conducted in the presence of aperformance evaluation panel as provided for in the Local Government MunicipalPerformance Regulationsfor Municipal Managersand ManagersDirectly Accountable tothe Municipal Managers,2006 section 27 (4) d and e.

6.6 It is recorded and agreed that the key performance areas, key performance indicatorsand target dates are based on the current Integrated Development Plan, SDBIP andBudget of the municipality adopted by the Employer.

6.7 It is recorded and acknowledged that the key performance areas, key performanceindicators and target dates may be affected from time to time by decisions made bythe Employer, the Council and/or by amendments to the Integrated Development Plan,SDBIP,Budget and legislation.

6.8 In the event of 6.7 occurring it is agreed that the key performance areas, keyperformance indicators and target dates wi" be reassessedand the Employee shall notbe prejudiced by such decisions and/or amendments.

6.9 Therefore the Municipal Manager or Evaluation Panel (whatever the case may be) shalltake into account the Employee's reasons for deviation, and if found to be beyond theEmployee'scontrol and with due regard for Employee'sdemonstrated effort to meet aparticular objective, such objective shall not be assessedand the balance of objectivesin this Agreement shall be rated out of 80% for KPA'sand 20% for Critical CompetencyRequirements respectively.

7 APPEAL PROCEDURE

7.1 In the event that upon completion of the annual performance appraisal the Employeeis dissatisfied with the decision of the Employer as the case may be or where a disputeor differences have arisen as to the extent to which the Employee has performed, theEmployee shall be entitled to refer such dispute and/or appeal to the MECfor LocalGovernment for mediation.

2012/13 JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGIDA90£16

7.2

7.3

7.4

7.5

7.6

In the case of annual performance appraisal, the Employee shall indicate to theappraiser and Evaluation Panel her intention to appeal. The appraiser must explainthe appeal process, furnish Employeewith an appeal form, and sign and retain a copyof the completed appeal form.

Then the completed appeal application must be submitted to the MEC for LocalGovernment to be mediated within 30 days.

The appraiser shall likewise be entitled to make representations to and prepare aMemorandum to accompany the appeal application for the Employer or MEC givingaccount of the events and decision upon which the appeal application is based.

The appeal authority shall consider the submissions by the Employee and shall make afinal decision.

The provisions of this clause shall not derogate from the Employee's rights to refer adispute for determination in accordance with the provisions of the Labour RelationsAct having exhausted the internal dispute procedure.r;&

DAYOF__ r'-.-2 +__

AS WITNESSES

~1 ----"

-r.DATEDat ~- ONTHIS 1<£----------

AS WITNESSES

DAYOF ---I~ __ -+_ 20lL

1~_

2012/13 JOZINI PERFORMANCE AGREEMENT FOR THE CHIEF FINANCIAL OFFICER: MRS T.N SPHINDILE NGffiA90£16

PART B: ASSESSMENT PROCEDURE

1 The annual performance assessments shall be conducted by the Municipal Manager andEvaluation Panel in accordance with the municipality's Performance Management System,PMS Policy, Local Government Municipal Performance Regulations for the Municipal Managersand Managers Directly Accountable to the Municipal Managers, 2006 and in consultation withthe Employee.

2 It is recorded that the employee is required to cooperate and work as a team in theperformance of his/her functions.

3 In assessing performance in respect of the key performance areas the following points andweighting shall be applied:-

No. Key Performance Area Weight%

3.1 BasicService Delivery 153.2 Municipal Institutional Development and Transformation 103.3 Local Economic Development 103.4 Municipal FinancialViability and Management 303.5 Good Governanceand Public Participation 103.6 Spatial Planning and Environmental Management 05

KPATOTAL 80%

No. Core Competency Requirements Weight%

3.7 Strategic Capability and Leadership 33.8 People Management and Empowerment 33.9 Financial Management 63.10 Client Orientation and Customer Focus 53.11 Communication 3

CCRTOTAL 20%

OVERALLTOTAL 100%


frl L.f-}.

4" The degree of performance status and percentage of payable bonus shall be determinedagainst the following criteria:-

No. Degree of Performance Status Rating Achieved BonusPerformance

4.1 Unacceptable 1 0-19% 0-0.9%

4.2 Performance not Fully Effective 2 20-39% 1.1.9%

4.3 Fully Effective 3 40-59% 2-4.9%

4.4 Performance above Expectations 4 60-79% 5-9%

4.5 Outstanding Performance 5 80-100% 10-14%

D fi "t" f t" "te uu Ion 0 ra mg en eriaRating Abridged Explanation Detailed Explanation

1 Unacceptable Performance does not meet the standards expected for the job.Despite management efforts to encourage improvement theemployee failed to demonstrate the commitment or ability tobring performance up to the level expected.

2 Performance not Fully Effective Performance is below the standards required for the job in keyareas. Performance meets some of the standards expected forthe job. The review I assessment indicate that the employee hasachieved below fully effective results against more than half thekey performance criteria and indicators as specified in thePerformance Agreement and Performance Plan.

3 Fully Effective Performance fully meets the standards expected in all areas ofthe job. The appraisal indicates that the employee has fullyachieved effective results against all significant performancecriteria and indicators as specified in the PerformanceAgreement and Performance Plan.

4 Performance above Expectations Performance is significantly higher than the standard expected inthe job. The appraisal indicates that the employee has achievedabove fully effective results against more than half of theperformance criteria and indicators and fully achieved all othersthroughout the year.

S Outstanding Performance Performance far exceeds the standard expected of an employeeat this level. The appraisal indicates that the employee hasachieved above fully effective results against all performancecriteria and indications as indicated in Performance Agreementand Performance Plan and maintained this in all areas ofresponsibility throughout the year.

5 The Municipal Manager and the Employee shall complete the performance assessmentusing an Appraisal Form in line with the municipality's Performance Management Policy.


L-.~ .

PART C: EMPLOYEE SCORECARD

Pre-Determined Key. Objectives;·

1.1 Ensure effective, efficient and economicprocurement of goods and services to promoteservice delivery, job creation and local economicdevelopment by 30 June 2013

1.2 Participate in the implementation of all externallyplanned and funded projects by all organs ofstate and agencies by 30 June 2013

Key Performance lndicators I Deliverables I Outputsa) SCM processes between R30,000-R200,000 reduced to 14 daysb) SCM processes above R200, 000 to be reduced to 21 days.c) Creditors' payment cycles of 15th & so" on monthly basis implementedd) Procurement Plans submitted are implementede) Participate in IDP Reviewf) Participate in Budget Alignment To IDP

30 June 13 15%

g) Attend 50% of District IGR forum Meetings

Key Performance lndlcators I Deliverables /Outputs '

2.1 Contribute in the implementation oforganisational systems, policies, practices andorganizational culture

3.1 To stimulate Local Economic growth through LED I ~~and Tourism initiatives by 30 June 2013. c)

d)

a) Participate in the Strategic Diary, Leadership and Extended ManCob) Departmental Staff meeting held on a quarterly Basisc) All departmental permanent Posts have Job Descriptionsd) 90% of vacancies within the BTO filled within 90 working dayse) Collective Agreement Successfully Implementedf) Disciplinary cases reported to HR for investigation within 30 daysg) 95% of employees trained in the BTO as per the WSPh) SCM processes between R30,000-R200,000 reduced to 14 daysi) SCM processes above R200, 000 to be reduced to 21 days.j) Creditors' payment cycles of is" & so"on monthly basis implemented

30 June 13 10%


30 June 13 10%

""1..0

1-\-

~

~cY

performance agreement (t.n sphindile ngiba) july 2012 - 30 ... · a) scm processes between...

Documents