performance management system presentation (version 1) 23 september 2011[1]
TRANSCRIPT
Performance Management workshop for Nkonkobe local
municipality
CORPORATE STRUCTURE
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Corporate Structure
SISEKO GROUP
Performance management consulting
Performance management training (Services Seta Accredited)
Performance management software
Monitoring & Evaluation Research &
Development Management consulting
HIGHER EDUCATION Sustainable property
development Facilities Management Property Advisory
COMMERCIAL Property Advisory Property development Facilities management Sustainable
infrastructure development
Viability & feasibility studies Value engineering & life cycle costing Documentation & procurement Risk analysis Cost control Final account Project management Facilities management Property management Property advisory
SISEKO QUANTITY SURVEYORS
SISEKO MANAGEMENT INSTITUTE
SISEKO PROPERTIES
SISEKO INVESTMENTS
SISEKO SOCIAL INVESTMENT
Alternative energy: solutions (biomass to energy, wind turbines)
Agro – processing: (Meat processing, Vegetables & Fruit processing, Agri-charcoal )
Amahlumela foundation: (maths, mcience & technology, sustainable social infrastucture development,
Do rite foundation: (moral regeneration programs, public justice education)
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Sector & industry focus
Government & entities
SECTOR / INDUSTRY SERVICE LINES
Built environment
Private sector
Financial services & utilities
Telecommunications
Higher education & others
Man
agem
ent c
onsu
lting
Rese
arch
and
dev
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t
Perfo
rman
ce m
anag
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t sys
tem
(sof
twar
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Perfo
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ce m
anag
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t tra
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cons
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Prop
erty
dev
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Quan
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surv
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SAMPLE OF OUR GROUP CLIENTS
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Sample of our Group Clients (current and previous)
CLIENT CLIENT CLIENT CLIENT
Mnquma local municipality The Department of public works
Amathole district municipality - ADM
Eastern Cape Legislature – ECLEG
King Sabatha Dalindyebo municipality - KSD
Office of the Premier – Eastern cape province
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Sample of our Group Clients (current and previous)
CLIENT CLIENT CLIENT CLIENT
Joe Gqabi district municipalityWalter Sisulu University - WSU
Amahlathi local municipalityUmsobomvu Youth Fund
Sundays River Valley local municipality Isenta Consortium
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Sample of our Group Clients (current and previous)
CLIENT CLIENT
Ngqushwa local municipality Great Kei local municipality
Maletswai local municipality Nxuba local municipality
Buffalo City Development Agency
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Contacts
Contacts
Physical Address: Postal Address:
6 Webb street Southernwood East London 5201__________________
P. O. Box 1014East London5201__________________
Contact Numbers & Person:
Tel : 043 722 5788Fax : 043 722 [email protected]
_______________________ Sibongile Gobile - CEO
OUR COMBO PMS SOLUTION
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Performance management, monitoring and evaluation is amanagement process seeking to enhance and improve efficiencies. This is also classified as one of management toolsused for organizational effectiveness.
Siseko Management Institute has been consulting in performance management to public sector specifically local government. Consulting has covered areas in performance management:
1. Management consulting
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Key areas in management consulting1. Policy development2. Process mapping3. Development of scorecards4. Development of competency framework5. Performance agreements6. Performance coordination & administration7. Performance assessment & reviews8. Performance reporting 9. Monitoring and evaluation
1. Management consulting cont…
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Siseko offers performance management, monitoring and evaluation training that is accredited by services seta. Theprogramme is NQF level 5 with 8 credits. It is designed toenable learners to:
1. formulate performance standards2. conduct performance coordination and administration3. do performance planning 4. monitor and evaluate performance5. conduct performance reviews 6. performance communication and reporting
2. Training & development
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Siseko has invested on developing an IT system for performance management. This is meant to automate functioning of the performance for the organization. Further more this seeks to create efficiencies and make the organization more effective.
The name of the IT system is: FOUNDATION performance management system. This is based on the knowledge and experience that Siseko has on the subject. The system is 100% black developed and 100% a local product.
3. PMS IT system (software)
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System overview The Foundation performance management system has been developed uniquely tomeet any government needs for performance management and performance reporting, for both at the organizational and employee levels. This solution has beenespecially tailored to suit the performance management process for government as stipulated by the legislations and policies. The system is easily manageable and maintainable, everything it’s just on a click of a mouse.
It has been made simple for any organizational staff to use and assists an organization in performance management, performance reporting, and providing an online platform for facilitating performance evaluation. It accommodates a big number of users to use the system, it is portable, easily accessed, various access levels, network compatibility, as it is web-based. Due to the unique needs of various organisations performance. It enables process realignment, system customization and turning.
PMDS IT system (software) cont…
PERFORMANCE MANAGEMENT SYSTEM
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a) Establish PMS that is:i. matching with its resources (does the municipality has the necessary resources to
implement PMS therefore it should implement it to an extent that it can afford it)
ii. Best suited to its circumstances (the PMS for the municipality must be based on its IDP, the IDP must be based on a credible situational analysis.)
iii. Inline with priorities, objectives, indicators and targets as per IDP (Indicators must be measureable so that they can be manageable. Targets must be realistic)
b) Promote a culture of performance among politicians, councilors and administrators (there must be a change management process promoting the culture of performance)
c) Administer its affairs economical, effective, efficient in an accountable manner (since PMS is a management tool it seeks to reflect economic and efficient use of resources. It further seeks to promote effectiveness which is measured by impact and accountability)
S 38 - Establishment of PMS
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Executive mayor or executive committee or committee of council must:
a) Manage the development of the municipality PMS (if the municipality does not have the system, the mayor must initiate the development of PMS for the municipality.)
b) Assign the responsibility to the municipal manager (for effective operation of this process then the mayor must assign this task to the municipal manager who in turn may further assign it to the corporate services department or other)
c) Submit proposed system to the municipal council for adoption (upon identification of which system does the municipality require then the proposal must be submitted to council for approval.
S 39 – Development of PMS
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The municipality must establish a mechanism ofmonitoring and reviewing its performance management system
S 40 – monitoring and review of PMS
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1) The municipality in line with regulations in terms of its PMS may be prescribed:a) To set key performance indicators (KPI) including outcomes and impact b) Set measurable targets.c) Key performance indicators and targets that are:
i. Monitored.ii. Measured and reviewed at least once per year.
d) In the event of poor performance, steps should be taken to improve performance.
e) There should be reporting to:i. Council, political structures & office bearers, staff & municipality.ii. The public and appropriate state organs.
2) Monitoring & measurement must provide early warnings on poor performance
S 41 – Core components
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Involvement of local community in the development, implementation and review of municipality PMS. Allow community to set key performance indicators and targets. (chapter 4)
1. Develop a culture of community participation. – s16
2. Mechanisms, processes & procedures for community participation. – s17
3. Communication of information. – s18
4. Public notice of meetings. – s19
S 42 – Community involvement
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1) Minister in consultation with the MECs for local government may:
a) Regulate general key performance indicators that are appropriate for local government (millennium development goals).
b) When necessary, review and adjust the general key performance indicators.
2) Key performance indicators set by the municipality must include any general key performance indicators this must be to the extent that these are applicable to the municipality.
S43 – General KPI’s
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Municipality must make known both internally and tothe public the key performance indicators and targetsas set for the purpose of the performance management system.
S44 – Notification of KPI’s & targets
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The results of performance measurements must be audited:
a) As part of the internal auditing of the municipality.
b) Annually by the Auditor General
S45 – Audit of performance measurements
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1) A municipality must prepare performance report each year reflecting:
a) Performance of the municipality and each external service provider during the financial year.
b) Comparison of performances with targets set for performances in the previous financial years.
c) Measures taken to improve performance.
2) Annual performance report must form part of municipal report in terms of chapter 12 , s121(3)(c) of the MFMA.
S46 – Annual performance reports
SISEKO PERFORMANCE MANAGEMENT APPROACH
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• We provide a legislation based solution i.e – Public service regulations of 2001 and Public service
regulations of 2004– DPME ection 85(2)(a) of the constitution– MSA, SALGA, MFMA
• 360 degree – organisational and individual• Flexibility , customisation, integration (IGR)• Implementation
– Consulting– Training– Implementation (manual and electronic)– Monitoring &evaluation (impact focused)
Our approach
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• Legislation based• Translate legislation into policy• Visioning (vision, mission) • Strategic objectives• Key performance areas
– Implementable– Measurable– Manageable– Monitoring & evaluation
Our approach cont…
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PMS solution
Vision Mission Strategic
Objectives
Organizational Scorecard
Departmental Scorecard
Competency Framework
Individual Scorecard
Performance Contracts
Role Profiles
Evaluations Departmental
Individual
CLARIFY VALUE PROPOSITION
MILESTONE 1
DEVELOP ORGANIZATIONAL
SCORECARD
MILESTONE 2
DEVELOP DEPARTMENTAL
SCORECARD
MILESTONE 3
DEVELOP INDIVIDUAL
SCORECARD
MILESTONE 4
CONDUCT APPRAISAL
PROCESS
MILESTONE 5
THE PERFORMANCE MANAGEMENT JOURNEY
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• In-depth understanding of PMS
• Legislative compliance
• Implementation process is all encompassing
Why is this so important ?
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Endorsement by Auditor General
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Accreditation by Services Seta for performance monitoring & evaluation training
FOUNDATION – PERFORMANCE MANAGEMENT SYSTEM (AUTOMATION)
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• Technology is PMS founded• Flexible, customisable, integrates• QA• Locally developed• 100% black developed• Legislative reporting • Audit friendly• Easily manageable & maintenable
Key features
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• User friendly / easy front end• Network compatible• Portable• Email and sms facility• Competency management• Web based
Key features
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Performance Management & Development System
Version 2.0
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User Login The user login page is the first page that the user will see as they go into the system. The user will be expected to enter their user name and the password, as shown below.
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System Main options When the user enters the correct login details, the first page that the user will see is the main menu options to select from, for use as outlined below:Manage Scorecards; Manage Performance; PMS Documents; PMS Reports; Scorecards Statistics; Administrator options; System Overview ; My Shortcuts; Exit the system (Logout)
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Scorecards Key Performance Areas overviewThis option shows the user the overview of their allocated scorecard, highlighting the main key 5 performance areas as shown below. It should be noted that the option “Add New IDP Objectives” will not be provided if the type of scorecard is “Middle Management Scorecard”, but for other scorecard types this option will be provided.
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Adding a new IDP ObjectivesThis option allows the user to add a new “IDP objective” details as shown below. The user will enter the appropriate options and then click the “Next” button to add the details and then move to the next page.
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Adding a new Key Performance Indicator KPIThis option allows the user to add a new “KPI” details as shown below. The user will enter the appropriate options and then click the “Next” button to add the details and then move to the next page.
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Adding a new Key Performance Indicator KPI continues
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Viewing KPI details This screen allows the user to view the KPI details, as shown below.
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Viewing KPI details continuesThe user can also view and submit reports (portfolio of evidence) for the currently selected KPI. As shown above.
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Adding Tasks to Key Performance Indicator KPIThis option allows the user to add Tasks that make up a “KPI” details as shown below.
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Viewing KPA Details Summary (IDPs Objectives and KPIs) After the user has added the IDPs Objectives and KPIs from the previous screens, the user can click to view the details for all the KPAs.
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Competency Framework This options provides the user with the option for capturing/updating their qualifications/skills and experience.
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Competency Framework continuesWhen the user update their qualifications/skills and experience, the system requires them to also attach the supporting documents for each update, as shown in the screen below.
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Competency Framework continuesThe system allows for the inclusion of development plans and provides fro progress reporting on the development plans
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PMS Coordination and Audit In this menu option the user is provided with the options for scorecard evaluation/review options. The user also has the option for viewing monthly appraisal plans and performance audit plans.
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Organizational Structure This page provides the user with the options of viewing the organizational structure for the municipality, showing the various department and employees under the departments/units and the relevant scorecards, as shown below.
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Manage Performance This menu option provides the user with the following options (as shown in the screen below): Scorecard monitoring and evaluation; Appraisal calendar/schedule; Performance Review and Performance coordination
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Performance DocumentsThis menu option provides the users with the options for viewing various documents as shown in the screen below, with the following categories for the documents:Legislative/Regulations Documents; PMS Policy Documents; Approved Documents (those approved by the council); Procedure manual
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Reporting Add/Edit Report Section/Part Details This menu option allows the user to view the selected report, depending on the status of the report the report will either be shown in edit or print mode. The edit mode is for allowing the report to be edited/updated by the user.
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Reporting continues Add/Edit Report Section/Part Details This menu option allows the user to view the selected report, depending on the status of the report the report will either be shown in edit or print mode. The edit mode is for allowing the report to be edited/updated by the user.
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View Report in Print Mode This menu option provides the user with the municipal report details in a printable format and the report can also be downloaded to the Portable Document Format (PDF).
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Selecting Scorecards Statistics Reports Options This menu option allows the user to select scorecard statistics report option as shown in the screen below.
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System Overview This option provides the user with the overview of the system structure (system map) so that a user can see the available options in the system.
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My Shortcuts This option provides the user with the option creating shortcuts according to their preferences, to provide easy access for the user to their commonly used pages.
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QUESTIONS,
ANSWERS,
INPUTS AND
CLARITIES