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
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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.
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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.
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Content elements of review
IDP Review
Comments from the MEC
Changing circum-stances
Process and content improve-ments
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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
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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
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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.
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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…
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Strategic Cluster approachCluster Priority issues
Institution and Finance Institution
Finance
Communication
PIMSS
Municipal Support
Special Programmes
LED and Environment Agriculture
Manufacturing
Tourism
Environment
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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
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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
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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.
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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
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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
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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
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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
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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
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Social Needs Cluster (cont…)
HIV/Aids awareness and prevention campaigns
Community based care
Integrated communicable diseases and health programme
District Health council Implementation
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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
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Sector Plans (cont..)
- Water Services Development plan
- Safe and healthy environment
- Communicable Diseases Programme
- District Spatial Development Framework
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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
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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.
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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).
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The Municipal Scorecard
ResourceManagementPerspective
Service Delivery
Perspective
MunicipalDevelopmentPerspective
Governance Process Perspective
The Municipal Organisation
The Municipal Area
Inputs
Process
OutcomesOutputs
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The District Scorecard
DistrictDevelopmentPerspective
Governance Process Perspective
The District Area Process
Outcomes
DistrictDistrictServiceServiceDeliveryDelivery
DistrictDistrictResourceResource
ManagementManagement
MunicipalMunicipalServiceServiceDeliveryDelivery
MunicipalMunicipalResourceResource
ManagementManagement
OutputsInputs
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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;
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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.
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The District Scorecard
DistrictDevelopmentPerspective
Governance Process Perspective
The District Area Process
Outcomes
DistrictDistrictServiceServiceDeliveryDelivery
DistrictDistrictResourceResource
ManagementManagement
MunicipalMunicipalServiceServiceDeliveryDelivery
MunicipalMunicipalResourceResource
ManagementManagement
OutputsInputs
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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
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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.
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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
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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)
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Determination of Training Needs
Analysis of phase 1 of support to LMs
Environmental scans
Financial health survey, based on AG
check list
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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
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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
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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
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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
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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
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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
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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
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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…)