vote 7 - north west programmes/nwpg qpr...3 actual performance against 2015-2016 first quarterly...

VOTE 7

1st

QUARTERLY PERFORMANCE REPORT 2015-2016

feed Department: Finance North West Provincial Government REPUBLIC OF SOUTH AFRICA

Table of contents

No Description Page

1 Situation analysis (for all programmes) 3 - 6

2 Challenges and responses ( for all programmes) 7 - 17

3 Actual performance against 2015-2016 first quarterly targets 18 - 41

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SITUATION ANALYSIS/OTHER ACHIEVEMENTS

PROGRAMME 1: ADMINISTRATION

1.3 SUBPROGRAMME: CORPORATE SERVICES

Human Resource Management

The unit successfully handled the following Strategic matters:

Coordinated the submission financial disclosures and all SMS members complied Coordinated and held a moderation meeting for the Senior Managers 2015/16 Performance Agreements. Completed the Assessment tool to evaluate whether HR units assists the Department in service delivery goals

1.4. SUBPROGRAMME: FINANCIAL MANAGEMENT (CFO)

Supply Chain Management services

There were no late payments to suppliers reported for the quarter under review

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PROGRAMME 2: SUSTAINABLE RESOURCE MANAGEMENT

2.2. SUB-PROGRAMME: MACRO ECONOMIC ANALYSIS

Monthly economic news updates and a quarterly report were circulated in the Department

2.3. SUB-PROGRAMME: FISCAL POLICY

The unit successfully participated in a technical support structure meeting with the service provider (debt collector -Farranani ) which has resolved that Farranani will enable the users to work online when a payment is effected it is cleared automatically from the system to address the issue of under/over-collection of revenue by departments.

2.7. SUB-PROGRAMME: MUNICIPAL FINANCE MANAGEMENT

The Municipal Finance Management directorates have successfully delivered in areas pertaining to audit improvement and compliance with MFMA regulations. Furthermore, the unit managed to assist municipalities in recovering R 23 million from Organs of state with outstanding government debt.

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PROGRAMME 3: ASSETS AND LIABILITY MANAGEMENT

3.2. SUB-PROGRAMME: ASSET MANAGEMENT

In the quarter under review the directorate assisted the DCSTM in the finalisation of the auction of white fleet, finalisation of the white fleet verification, preparation of the white fleet AFS lead schedule, and the migration of white fleet from the EXCEL to walker. Also the system was configured for the upload of library books, unfortunately thus far no department has migrated its library materials from excel register to WALKER.

We have also developed a fair value methodology to address the challenge of assets recognised at R1 in our asset register.

3.3. SUB-PROGRAMME: PROVINCIAL SUPPLY CHAIN MANAGEMENT

The unit successfully issued two dissemination notes and one instruction note on,

Executive development programme in SCM for Accounting Officers/Heads of Departments

Enhancing Transparency and Accountability of the bidding process

Advertisement of bids and the publication of awards on the e tender publication portal

The unit coordinated and arranged the programme/workshop on Executive development programme in SCM for Accounting Officers/Heads of Departments to be hosted by the Minister of Finance from the 07th to 08th July 2015.

The unit also coordinated and arranged the Special Extended Provincial SCM Forum conducted by National Treasury on the Central Supplier Database and Supplier Self On-line Registration.

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PROGRAMME 4: FINANCIAL GOVERNANCE

4.2 SUB-PROGRAMME: ACCOUNTING SERVICES

The sub-programme provides quality financial and management accounting services which incorporate provincial expenditure management, revenue and Exchequer, document control and tribal trust affairs. The following are activities which were successfully executed:

Administration of the Non-governmental Tribal &Trust Accounts

Tribal Authority Cashbooks were captured for the three months April to June 2015 in Quarter 1: 2015/16 Financial Year

Conducted Cash Management of the Tribal & Trust Fund Investments upon maturity every 90-Day Cycle

Interest for the three months Jan to March 2015 in Quarter 4: 2014/15 Financial Year captured, posted and allocated to all the Tribal & Trust Accounts pro-rata the capital balances. The interest is allocated upon maturity of the investment after every 90-Day Cycle

4.5 SUB-PROGRAMME: PROVINCIAL INTERNAL AUDIT

During the quarter under review the sub-programme managed to execute the following:

All AFS (all 11 departments) and pre-determined objective (where submitted) were reviewed timely and feedback reports provided to departments despite enormous time and workload pressure.

The Cluster Audit Committees met with departments (11 meetings) prior to the submission of the annual financial statements and annual reports and reviewed documentation submitted and subsequently issued reports to HoD's as well as certificates of review to the Auditor General. Internal Audit also advised the Audit Committee appropriately in this regard.

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3. SPECIFIC KEY CHALLENGES AND RESPONSES (per sub programmes)

PROGRAMME 1: ADMINISTRATION

1.2 SUB-PROGRAMME: MANAGEMENT SERVICES (HOD)

Risk Management

Challenge 1:

The development of the Strategic Risk Register was delayed due to Capacity Constraints.

Response to challenge 1:

The Risk Management Intern joined the Unit in May 2015 to relieve the workload.

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1.3. SUB-PROGRAMME: CORPORATE SERVICES

INFORMATION MANAGEMENT

Challenge 1:

Capacity Constraints due to vacancy of Senior Communication Officer for External Communication impacts negatively on

external communication outputs


One internal communication officer assigned to external communication. AD internal communication regularly assigned

external communication work to alleviate pressure.

Challenge 2:

Vetting processes for SMS delayed by State Security Agency


A meeting was convened with the Acting Head of Department and State Security Agency for an update on the process.

State Security Agency resolved to provide the department with a report.

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HUMAN RESOURCE MANAGEMENT

Challenge 1:

Lack of commitment by some staff members to HR deadlines


Training of the various committees involved in HR work to promote understanding and cooperation

Challenge 2: Increasing vacancy rate in the Department due to the moratorium on appointments

Lack of staff capacity particularly in the HRD unit versus increasing workload.


Office of the Premier to be approached with a request to fill critical vacant funded posts as well as those which are currently

vacant and become vacant due to resignations, death and/or retirements to avoid / manage escalating vacancy rate which

has a negative impact on service delivery.

The HRD unit has requested an additional senior post for inclusion in the revised structure in the quest to have quality

instead of numbers.

1.4. SUBPROGRAMME: FINANCIAL MANAGEMENT (CFO)

Management and Financial Accounting

Challenge 1:

Lack of capacity. Delays in the filling of critical vacant posts caused by the provincial moratorium placed by Office of the Premier.


Decision taken at management meeting to submit table of critical vacant posts to HR for consolidation and submission to Office of

the Premier. Submission has been made to HR. Temporary measures put in place as interns have been awarded contract

extensions for 6 months and 1 bursary holder has been absorbed for 3 years commencing 1 July 2015.

Challenge 2: SARS employees’ tax account reflects an amount owing to them of about R80 000. This represents a significant improvement after various engagements with SARS. The initial figure reported in the previous quarter was R0,5 million. The department reconciles to the cent and discovered unallocated/incorrect payments or journals posted on the account by SARS officials


Further information was submitted to SARS and we await the response. In the meantime, the Department is considering payment in

order to avoid interest/ penalties and then follow the process to claim back.

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Challenge 3:

Poor submission of cash flow projection form Programme Managers

Response to challenge 3

Acting HOD to prioritise Departmental Budget Committee meetings as to hold Programme Managers accountable for accurate

financial management reporting

Supply Chain Management services

Challenge 1:

Poor response from the Suppliers when requesting quotes, non-submission of SBD forms (Tax clearance and BBBEE

certificate), and difficulty in obtaining VTSD (Villages, Townships and Small Dorpies) information.


Increase regular contact with the suppliers to obtain VTSD information.

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PROGRAMME 2: SUSTAINABLE RESOURCE MANAGEMENT

2.2. MACRO ECONOMIC ANALYSIS

Challenge 1:

Delays were encountered in renewing the license of Regional explorer database (Rex) due to new supply chain regulations

that had to be adhered to as recommended by the Auditor General report (SB forms, tax clearance and BEE certificates

had to be requested first from the supplier before renewal of license could be approved.


Extension of deadlines of reports was granted to Deputy Directors to accommodate the delays encountered in renewing

the Rex license.

Challenge 2:

Office relocation, Network problems and delays in turnaround time to attending to IT related calls were consistently

encountered and this affects access to some of the database used by Economic analysis (StatsSA and Econostat) and

access to groupwise.


Not much could be done to directly remedy challenge 2 except to wait for IT intervention.

2.3. FISCAL POLICY

Challenge 1:

From April 2015 there has been queries raised with the Provincial Departments those that transfer monthly collection

amounting to a million or above to the Exchequer Account. As proof of payment the departments submitted supporting

documents to the Directorate.


After the submission of supporting documents, it was discovered that the transfer has been processed by ABSA; the only

hiccup was that the bank has changed the referencing of payments without notifying the main Stakeholders.

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2.4 BUDGET MANAGEMENT

Challenge 1:

Understaffing within the Directorate.


A request was made that approval be granted to advertise various key positions for the directorate.

2.5. PUBLIC FINANCE

Challenge 1:




2.6. INFRASTRUCTURE COORDINATION

Challenge 1:




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2.6. MUNICIPAL FINANCE MANAGEMENT

Challenge 1:

Inadequate leadership support at municipalities which manifests itself by non-attendance of critical meetings conducted by Provincial

Treasury


Monitoring of the intervention (letters written to affected municipalities) taken in the previous financial shows some improvement in

attendance has been observed during the 2014/15 financial year although some CFOs reflected 100 per cent non-attendance of CFO

forum meetings.

Challenge 2:

High vacancy rate within Budget & Treasury Offices at municipalities (this challenge is outside Dept. of Finance’s competency)


Strategy by The Provincial Treasury to enable municipalities to absorb the skilled workforce of interns is still work in progress.

Municipalities are showing great effort in this area.

Challenge 3:




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PROGRAMME 3: ASSET AND LIABILITIES MANAGEMENT

3.2. ASSET MANAGEMENT

Challenge 1:

The barcode scanning solution to assist departments in performing their asset verification is not yet implemented.


Attempts are underway to acquire the updated version of the BAUD system and also interface the system with

WALKER to ensure a synchronisation between the two. Currently we provide support to departments on the proper way

of conducting manual asset verification.

Challenge 2:

The directorate is understaffed, at the end of may 1 of the assistant directors also went on early retirement and this has

added to the burden we already had of staff shortages.


A letter has been written to the HOD as part of the critical posts to be filled and a response is awaited. Currently we try

and distribute the workload amongst ourselves and also for the support of Public Entities we rely upon the consultants

that were appointed under the PFMA project.

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3.3 PROVINCIAL SUPPLY CHAIN MANAGEMENT

Challenges

Understaffing within Directorate.

Bank Verification –All commercial banks takes long to verify supplier bank details-this causes delay in payment of

suppliers within 30 days

Late submission of information by Departments delays the process of updating National Treasury requirements.

Inconsistent implementation of the evaluation procedures by various departments e.g. elimination of bidders at

closure and also just before the evaluation committee meeting.

Incorrect implementation of the functionality scoring technique.

Perpetual extension of contracts

Unavailability of bid committee members resulting in meetings not taking place which delays bid processes

Response to challenges

The 2014/15 interns were employed on contract for a period of six months and they resumed duty on the 01 July

2015.

The Directorate structure was also reviewed, aligned with the National Treasury Provincial SCM generic structure

and submitted for approval, once approved; most of the above challenges will be resolved.

Training of bid committees regarding drafting of specifications, evaluation and adjudication of bids is currently

underway in all departments

Speed up the approval to advertise bids

Incorporate Bid Committee duties in the work plans of members so as to encourage them to be committed in their

departmental bid committees duties and responsibilities

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PROGRAMME 4: FINANCIAL GOVERNANCE

4.2. ACCOUNTING SERVICES

Challenge 1:

Inadequate Functional & Establishment Structure / Staff Resourcing


DPSA approval of National Treasury recommended Structure for Provincial Treasuries to ensure implementation of

adequately resourced Provincial Revenue Fund: Exchequer Unit

Challenge 2:

Requirement to fill gap with suitable consultant/s.


Prepare GAP Analysis in terms of National Treasury Regulations for submission to Supply Chain Management for

appointment of identified suitably skilled Consultant/s.

In the meantime a motivation for filling of critical vacant posts has been submitted to the Acting Head of

Department for approval. This will alleviate the problem.

4.3. FINANCIAL SYSTEMS AND TRAINING

Challenge 1:

With a vacancy rate of 35 percent the sub programme is facing capacity challenges especially on training. External Projects like headcounts also impact on service delivery.


filling of vacant positions

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4.4. PROVINCIAL RISK MANAGEMENT

Challenge 1:

One vacant Assistant Director position


Submission made to Human Resource Management to fill the vacant position

Challenge 2: Public Entities and Departments not timely submitting the quarterly risk management progress reports


One-on-one meetings with Public Entities and Departments to address the matter and quarterly risk management

reports submitted to MECs for the Departments and to CEOs of Public Entities

4.5. PROVINCIAL INTERNAL AUDIT

Challenge 1:

Several teams are understaffed in certain positions due to resignations during the year and prior years. . In addition

several teams are not optimally staffed due to vacant funded positions not being filled. This has affected output and the

workload of staff members as the expectations in terms of audits performed has remained the same or has increased.


-Request for filling of positions that have subsequently become vacant and vacant funded positions was issued in June

2015. This has however not yet been actioned yet in terms of advertisements etc as there is a moratorium in place on

new appointments. Currently there is a specialised audit team in the unit that only has 1 resource namely the senior

manager and the workload in certain risk based teams per person is also very high.

-6 IAT learners whose contracts expired on 30 June 2015, after successful completion of the qualification has been

appointed on a 6 months contract.

-Operational audit plans will be reviewed to see where appropriate, the number of audits can be reduced.

Challenge 2:

Departments are not in all instances implementing Internal Audit Findings.


The Audit Committee in its reporting emphasizing the implementation of Internal Audit action plans.

A Provincial Action Plan framework has been drafted by request off and for approval by EXCO. This framework includes

internal audit, external audit and MPAT action plans as well as required action plans by any other service provider.

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1. ACTUAL PERFORMANCE AGAINST 2015-2016 1st

QUARTERLY TARGETS

3.1. 2015/16– PROGRAMME 1: ADMINISTRATION QUARTERLY TARGETS

QUARTERLY TARGETS SUB-PROGRAMME 1.1: OFFICE OF THE MEC

No Performance indicator Annual target

2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Annual Estimate of Provincial Revenue and Expenditure tabled not later than two weeks after the tabling of the national budget.

1 N/A N/A N/A N/A

2 Adjusted Estimate of Provincial Revenue and Expenditure budget tabled not later than 30 days after the Minister’s adjustment budget speech

1 N/A N/A N/A N/A

3 Annual Report submitted to Provincial Legislature for tabling.

1 N/A N/A N/A N/A

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QUARTERLY TARGETS SUB-PROGRAMME1.2 - MANAGEMENT SERVICES (HOD)

Performance indicator Annual target

2015/16

1st

quarter planned

targets

1st

quarter actual outputs Reasons for

underperformance or

overachievement

Measures to address

under achievements

1. Number of Annual performance assessment of SMS performed.

1 N/A N/A N/A N/A

QUARTERLY TARGETS 1.2.1 - RISK MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

1 Number of Strategic Risk

Assessments Performed

1 1 1 N/A N/A

2 Number of Fraud Risk

Assessments Performed

1 N/A N/A N/A N/A

3 Number of Fraud and Risk

Awareness Workshops

Conducted

1 N/A N/A N/A N/A

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SUB-PROGRAMME 1.3: CORPORATE SERVICES

QUARTERLY TARGETS – 1.3.1 INFORMATION MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

1 Number of Communication Strategies reviewed

1 reviewed N/A N/A N/A N/A

2 Number of progress reports on implementation of Departmental Security policy produced

4 reports 1 1 N/A N/A

3 Number of reports on

implementation of records

management policy produced


4 Number of progress reports on

implementation of Information

Communication Technology

policy produced.

4 1 1 N/A N/A

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QUARTERLY TARGETS – 1.3.2 HUMAN RESOURCES

Performance indicator Annual target 2015/16 1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance

or overachievement

Measures to address

under achievements

1 Number of reports on SMS

performance agreements

submitted to DPSA

1 report 1 1 N/A N/A

2 Number of Workplace Skills

Plan (WSP) developed

WSP developed

and submitted to

relevant SETA’s by

June

Developed WSP

– June

WSP developed

and submitted N/A N/A

3 Number of Employee Health

and Wellness events held

4 Health

Promotion

Mental Health

awareness

event held

N/A N/A

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QUARTERLY TARGETS –1.3.3 STRATEGIC MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of Departmental

Annual Performance Plan

developed and submitted to

office of the HOD.

1 N/A N/A N/A N/A

2 Number of Departmental

Quarterly performance reports

produced and submitted to the

Head of Department and

Provincial Treasury in line with

reporting timelines.

4 1 1 N/A N/A

3 Number of Annual Report

produced

1 N/A N/A N/A N/A

4 Number of HR Plan developed 1 1 1 N/A N/A

5 Number of training programs

on transformation conducted in

the Department

2 Training

programs for

staff and

managers

N/A N/A

N/A N/A

6 Number of Service Delivery

Improvement Plans developed

1 NA N/A N/A N/A

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Quarterly targets –1.3.4 Legal Services


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of quarterly reports

produced on legal opinions

and advice rendered for

department.


2 Number of reports produced

on edited contracts and

Service Level Agreement for

department.

4 reports 1 0 No request for editing of contracts and SLA received

None - measures has been addressed before by conducting outreach for other Directorates.

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SUB-PROGRAMME 1.4: FINANCIAL MANAGEMENT (CFO) QUARTERLY TARGETS – 1.4.1 MANAGEMENT ACCOUNTING


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of compliance financial Reports submitted to Auditor-General & Provincial Treasury

IYM X 12

Interim AFS x 3

Annual AFS x 1

3 IYM reports (by the 15

th of each month)

Final AFS by 31

st May

3X IYM reports (by the 15

th of each month)

1X Final AFS by 31

st

May

N/A N/A

2 Number of tax compliance reports submitted to SARS

1 Interim Employees Tax (PAYE) reconciliation

1 Final Employees Tax (PAYE) reconciliation

12 Monthly EMP 201

1 Final PAYE Reconciliation by 31 May 3 EMP 201 submissions by the 7

th

of each month

1X Final PAYE Reconciliation by 31 May 3X EMP 201 submissions by the 7

th

of each month

N/A N/A

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QUARTERLY TARGETS – 1.4.2 SUPPLY CHAIN MANAGEMENT SERVICES


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

1 Number of compliance reports on asset management to submitted to Provincial Treasury

12 Asset Reconciliation reports

3 Asset

Reconciliation

reports

3 X Asset

Reconciliation

reports

N/A N/A

2 Number of Departmental Procurement Plan produced and submitted to Provincial Treasury

1 1 1XProcurement Plan N/A N/A

3 Number of SCM performance

reports produced

4 1 1XSCM Performance

Reports.

N/A N/A

4 Number of Financial Delegation Framework reviewed

1 reviewed N/A N/A N/A N/A

5 Service providers paid within 30

days after receipt of invoices in

line with National Treasury

instruction No. 34.

Service providers

paid within 30 days

after receipt of

invoices

Service providers

paid within 30 days

after receipt of

invoices

Service providers

paid within 30 days

after receipt of

invoices.

N/A N/A

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1.2. 2015/16– PROGRAMME 2: SUSTAINABLE RESOURCE MANAGEMENT 1st

QUARTERLY TARGETS

QUARTERLY TARGETS – 2.2. MACRO ECONOMIC ANALYSIS-

No Performance indicator Annual target 2015/16 1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

1 Number of reports compiled

on socio-economic status of

the province for the budget

book

1 N/A N/A N/A N/A

2 Number of reports compiled

on the economic impact of the

2015/16 provincial budget

(PERO)

2 N/A N/A N/A N/A

3 Number of reports compiled on the socio-economic analysis of the province(SERO)

2 N/A N/A N/A N/A

4 Number of socio-economic database updated

1 (non-cumulative) N/A N/A N/A N/A

QUARTERLY TARGETS SUB-PROGRAMME 2.3: FISCAL POLICY


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of annual tariffs revised/ adjusted per department.

8 N/A N/A N/A N/A

2 Number of monthly In Year Monitoring (IYM) of the performance of 12 provincial departments and revenue

12 In Year Monitoring and 12 Revenue

3 IYM 3 Revenue Reports

3 IYM 3 Revenue Reports

N/A N/A

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2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

reports produced. Reports

3 Number of consolidated reports produced on the implementation of revenue enhancement strategy

4 1 1 N/A N/A

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QUARTERLY TARGETS – 2.4. BUDGET MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of assessment reports produced on alignment of Provincial departments’ Annual Performance plans to the budget

13

N/A N/A N/A N/A

2 Number of Quarterly assessment reports produced on actual revenue and expenditure of Public Entities

4 1 1 N/A N/A

3 Number of gazettes on transfers of funds to Municipalities developed

1 1 2 The gazette (No.7469) in respect of the Transfers to Hospitals has been published on the 17 June 2015 and No. 7444 in respect of transfers to schools and municipalities issued on the 14 May 2015

N/A

4 Number of assessment reports compiled based on MTEC hearing sessions for each department including the Provincial Legislature produced..

13 N/A N/A N/A N/A

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QUARTERLY TARGETS SUB-PROGRAMME 2.5: PUBLIC FINANCE

No Performance indicator Annual target 2015/16 1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of Quarterly Performance Reports (QPR/ Non-financial) of departments compiled *

4 1 1 N/A N/A

2 Number of Quarterly Financial reports of departments compiled (Section 32 Report)

4 1 1 N/A N/A

3 Number of audited provincial expenditure reports compiled

1 N/A N/A N/A N/A

4 Number of expenditure reports of departments through monthly In-Year Monitoring (IYM) Model compiled

12 3 3 N/A N/A

5 Number of Quarterly infrastructure spending reports through Infrastructure Reporting (IRM) Model compiled

4 1 1 N/A N/A

* In 2015/16 the Function is shifted to Office of the Premier and PT is no longer responsible for the indicator

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QUARTERLY TARGETS SUB-PROGRAMME 2.6: INFRASTRUCTURE COORDINATION


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of training sessions conducted to improve the understanding of IDMS Toolkit best practises by provincial departments within the NW.

4 1 4 There was a need to provide additional training during the quarter under review to ensure understanding of new concepts and compliance to the new circulars released by NT for Incentive Grants.

N/A

2 Number of consolidated assessment reports on infrastructure plan produced.

2 1 2 Dates for the Draft Plans for Health and Education were brought forward by the NT

N/A

3 Number of consolidated quarterly assessments reports produced on conditional grants performance

4 1 1 N/A N/A

4 Number of monthly site visits reports produced relating to the evaluation, planning and delivery of infrastructure within the NW province

12 3 3 N/A N/A

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QUARTERLY TARGETS 2.7 SUB-PROGRAMME: MUNICIPAL FINANCIAL MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

1 Number of consolidated

quarterly reports produced

for tabling and gazetting on

23 municipalities

4 1 1 N/A N/A

2 Number of quarterly

consolidated assessment

reports on the implementation

of the audit action plans and

status of readiness on AFS

submission by 23

municipalities

4 1 1 N/A N/A


assessment reports on the

implementation, effectiveness

and compliance with SCM

processes and Regulations by

23 municipalities

4 1 1 N/A N/A

4 Number of quarterly reports compiled on the status of effectiveness and implementation of governance processes (Internal Audit and Risk Management) in line with the MFMA

4 1 1 N/A N/A

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2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

5 Number of Training Sessions conducted on MFMA Reforms.

4 1 4 * SCM Bid Committee training at Tlokwe LM 3* Audit & Risk : - Bojanala Platinum Dist - Dr Ruth Mompati Dist - IAT Training

The demand for

training exceeded the

planned target

N/A

6 Number of municipalities supported on assets management programme

11 2 11 municipalities were assisted (One consolidated report)

There are 11

Municipalities on the

MFIP phase 3

programme which is a

continuous project.

Final product will be at

the end of municipal

financial year end. Find

attached progress

report.

N/A

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2015/16 - PROGRAMME 3: ASSETS AND LIABILITIES 1st QUARTERLY TARGETS

QUARTERLY TARGETS 3.2. ASSETS MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to address

under achievements

1 Number of provincial cash flow management training conducted

1 N/A N/A N/A N/A

2 Number of consolidated reports produced on provincial departmental cash flow projections

1 N/A N/A N/A N/A

3 Number of monitoring reports produced on compliance to asset management by provincial departments

4 1 1 N/A N/A

4 Number of training sessions conducted to departments and public entities on asset management

1 N/A N/A N/A N/A

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QUARTERLY TARGETS 3.3. PROVINCIAL SUPPLY CHAIN MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance

or overachievement

Measures to address

under achievements

1 Number of officials trained on SCM in all departments

720 officials trained

100 officials trained 21 officials trained Non submission of

training nominees by

departments

Requests were re-sent

to departments to

nominate officials for

training.

2 Number of transversal contracts maintained.

9 transversal contracts maintained

9 transversal contracts maintained

9 transversal contracts

maintained

N/A N/A

3 Number of in-house compliance workshops conducted on SCM processes: –

Demand.

Acquisition,

Logistics

Disposal (departments, entities and suppliers)

12 workshops conducted



Newly appointed bid

committee members

had to be trained.

Re-run on demand

management.

Public Entities and

municipalities are

also being work-

shopped.

Also due to several

workshop requests

by departments.

N/A

4 Number of procurement plans of departments assessed

4 consolidated assessment reports produced

1 assessment report produced

1 assessment report produced

N/A N/A

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2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance

or overachievement

Measures to address

under achievements

5 Number of compliance reports related to invoices paid after 30 days produced and submitted to National Treasury.

12 consolidated reports to National Treasury on 30 day payments



N/A N/A

6 Number of consolidated quarterly 30 day payment deviation reports

4 consolidated 30 day deviation quarterly reports

1 consolidated 30 day deviation quarterly report

1 consolidated 30 day deviation quarterly report

N/A N/A

7 Rollout of the Price reference system in the province

Rollout of the Price reference system in the province

Updating and

rollout of the Price

reference system in

the province

Updated and rolled

out price reference

system in the

province ( piloted in

three departments,

namely Finance,

Health and Public

Works)

N/A N/A

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1.3. 2015/16 - PROGRAMME 4 : FINANCIAL GOVERNANCE 1st

QUARTERLY TARGETS

QUARTERLY TARGETS SUB-PROGRAMME 4.2: ACCOUNTING SERVICES

No Performance indicator Annual target 2015/16

1st

quarter

planned

targets

1st

quarter

actual outputs

Reasons for underperformance or overachievement

Measures to address under achievements

1 Number of capacity building interventions for Departmental CFO’s and Public Entities by conducting workshops on Accounting updates and Reforms

2

N/A 1 There was a need to hold the

workshop to assist the

departments with the

2014/15 Audit/clarifying

issues arising from the audit

N/A

2 Number of workshops conducted on preparation Guide and AFS Template – Departments and active Public Entities.

2

1 2 Separate workshops were

conducted for Departments

and active Public Entities.

N/A

3 Number of reviews conducted on IFS and Departmental AFS

4 1 1 N/A N/A

4 Number of monitoring reports produced on a plan of action on AFS audit outcomes for departments and Public Entities.

6 N/A N/A N/A N/A

5 Unauthorised expenditure bill prepared and submitted to Legislature for condonement

1 N/A N/A N/A N/A

6 Number of monitoring reports produced on irregular, fruitless and wasteful expenditure.

1 N/A N/A N/A N/A

7 Number of monitoring reports produced for Departments on compliance with cost-containment measures

4 1 0 Report can only be

generated at the end of the Auditor General Audit at the end of July 2015.

Planned to be achieved in the next quarter.

of 41

QUARTERLY TARGETS SUB-PROGRAMME: 4.3 FINANCIAL SYSTEMS AND TRAINING


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

1 Number of Financial Management Capacity building conducted for chief financial officers units in Public Entities

1 N/A N/A N/A N/A

2 Number of Financial Management Capacity building conducted for Chief Financial Officers units in Provincial Departments.

1 N/A N/A N/A N/A

3 Number of Provincial Departments staff trained in Financial Systems

300 N/A 97 There was high demand for systems training, therefore the training had to be done

N/A

4 Number of SCoA and Economic Reporting Format (ERF) workshops conducted for Managers & Other Officials

1 N/A 1 There was high demand of training, therefore workshop had to be conducted in this quarter

N/A

5 Number of system interfaces provided to provincial departments

12 12 12 N/A N/A

6 Number of Provincial PERSAL User Forums conducted.

4 1 1 N/A N/A

7 Number of PERSAL Exceptions (CASES) investigated based on PERSAL Salary Runs to monitor financial risks on

140 35 41 More PERSAL exceptions (cases) noted.

N/A

of 41


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance or

overachievement

Measures to

address under

achievements

salary transactions.

8 Number of Departmental Annual Financial Liability Reports produced

18 5 5 N/A N/A

QUARTERLY TARGETS SUB-PROGRAMME 4.4: PROVINCIAL RISK MANAGEMENT


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance

or

overachievement

Measures to

address under

achievements

1 Number of progress reports produced which ascertain Department’s compliance with Public Sector Risk Management Framework

4 1 1 N/A N/A

2 Number of progress reports produced which ascertain Public Entities compliance with Public Sector Risk Management Framework

4 1 1 N/A N/A

3 Number of Provincial Risk Management Forum Meetings held

6 1 2 There was a need to

hold additional forum

meeting for Public

Entities to improve

risk management

maturity levels of

Public Entities as per

the request from the

N/A

of 41


2015/16

1st

quarter planned

targets

1st

quarter actual

outputs

Reasons for

underperformance

or

overachievement

Measures to

address under

achievements

previous forum

meeting.

4 Number of Provincial Risk Management Indaba held

1 N/A N/A N/A N/A

of 41

QUARTERLY TARGETS SUB-PROGRAMME 4.5: PROVINCIAL INTERNAL AUDIT


1st

quarter planned

targets

1st

quarter actual

outputs



1 Number of audits

completed as per annual

audit plan

168 28 52 More audits performed in terms of approved (Audit Committee) operational audit plans than planned for.

N/A

2 Number of departmental

risk management

strategies and processes

reviewed

11 N/A 3 Timing of audits as per approved (Audit Committee) operational audit plans scheduled for quarter 1.

N/A


fraud prevention strategies

and processes reviewed

11 N/A 3 Timing of audits as per

approved (Audit

Committee)

operational audit plans

scheduled for quarter

1.

N/A


financial statement

systems reviewed

11 11 11 N/A N/A


performance information

systems and processes

reviewed

11 N/A N/A N/A N/A


supply chain management

processes reviewed

11 N/A N/A N/A N/A

of 41


1st

quarter planned

targets

1st

quarter actual

outputs




transfer payment and

conditional grant

operational procedures

reviewed

10 N/A N/A N/A N/A


audit action plan

implementation system

and processes reviewed

11 N/A N/A N/A N/A


reports issued to HoD's on

significant findings and

implementation of audit

action plans

44 11 11 N/A N/A

vote 7 - north west programmes/nwpg qpr...3 actual performance against 2015-2016 first quarterly...

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