da3e0ba09c586449dccefafde32b012d.ppt
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NKANGALA District Municipality Dr JS Moroka Thembisile Emakhazeni Steve Tshwete Emalahleni Victor Khanye NDM m. SCOA –ICF 22 June 2015 AL Stander “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
PRESENTATION OUTLINE (video and graphic sourced from unknown sources on the internet) • • • Why SCOA? How do your get there? ? ? Change management in a minute DR Kotter: 8 -steps for leading change Lessons learnt - PEOPLE m. SCOA ROCKS Implementation Plan Expected areas of risk Unexpected areas of risk Challenges Segment specific challenges Advise to non-pilot municipalities Decide for yourself “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Why SCOA? ? ? • Wonderful Math Calculation!. mp 4 “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
m. SCOA OLD CHART HOW DO YOU GET THERE? ? “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
“Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Dr. Kotter: 8 -Step Process for Leading Change “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Dr. Kotter: 8 -Step Process for Leading Change Dr. Kotter has proven over many years of research that following “The 8 -Step Process for Leading Change” will help organizations succeed in an ever-changing world: 1: Establishing a Sense of Urgency Help others see the need for change and they will be convinced of the importance of acting immediately. 2: Creating the Guiding Coalition Assemble a group with enough power to lead the change effort, and encourage the group to work as a team. 3: Developing a Change Vision Create a vision to help direct the change effort, and develop strategies for achieving that vision. frontiers of poverty” “Working together with the people to push back the Access to basic services for all !
Dr. Kotter: 8 -Step Process for Leading Change 4: Communicating the Vision for Buy-in Make sure as many as possible understand accept the vision and the strategy. 5: Empowering Broad-based Action Remove obstacles to change, change systems or structures that seriously undermine the vision, and encourage risk-taking and non-traditional ideas, activities, and actions. 6: Generating Short-term Wins Plan for achievements that can easily be made visible, follow-through with those achievements and recognize and reward employees who were involved. “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Dr. Kotter: 8 -Step Process for Leading Change 7: Never Letting Up Use increased credibility to change systems, structures, and policies that don’t fit the vision, also hire, promote, and develop employees who can implement the vision, and finally reinvigorate the process with new projects, themes, and change agents. 8: Incorporating Changes into the Culture Articulate the connections between the new behaviors and organizational success, and develop the means to ensure leadership development and succession. “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Dr. Kotter: 8 -Step Process for Leading Change Summing-up: We have to work hard to change an organization successfully. If we’re too impatient, and if we expect too many results too soon, our plans for change are more likely to fail. When we plan carefully and build the proper foundation, implementing change can be much easier, and we’ll improve the chances of success. “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
LESSONS LEARNT: PEOPLE m. SCOA ROCKS “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
PEOPLE • LG serves the people of SA and this project should assist us in doing that better. • People can make or break such a project • Buy-in from top levels (Executive Mayor and MM) • Involvement of a cross-functional team. • The m. SCOA Champions must be committed, dedicated and performance driven people • Don’t think that all people experience change the same “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
PEOPLE The m. SCOA piloting has brought about change in municipal processes, systems, organizational structure and job roles. This change has been an unsettling issue amongst departments and employees at all levels. Communication is key!!!!! “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
m. SCOA • M- Mayor buy-in, MM to take charge, Multi -dimensional classification structure, Mitigate risk, Monitor progress, Motivation to change (buy in from all stakeholders), MOU with system vendor/s, Machinery of state is SLOW “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
m. SCOA • S- Strategic(include the project in your IDP and Budget), Study the regulations, Start ASAP or earlier, be prepared to get your hands dirty, System vendor capabilities (Build on new technology), Munsoft is a dedicated strategic partner. “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
m. SCOA • C- Communication, Change (not easy and not for the faint hearted, Cost, Comparatives in AFS • O- Organise & plan, Organisational reform, Own chart (understand it) • A- Assessment, Adaptable to changes (adoption of GUID approach made this easier and quicker to respond), AG (GRAP), Audit trail of change process, Alignment of IDP, SDBIP, Budget and PMS “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
ROCKS • R- Resistance to change, Reward, Redo, Risks (backup plans) • O- Ownership of the process • C- Cohesion between Cross functional team, Challenge yourself and the team • K- Knowledge sharing, Keep record of challenges and how you over came it, Keep the momentum “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
ROCKS • S- Survive, Service delivery, make it Stick. (It takes the majority of the organization to truly embrace the new culture for there to be any chance of success in the long term), System vendor positive responsiveness to required development or change can make your life easier (development of new modules). “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Implementation plan Implemetation plan, risks, mitigation and progress to date 19 June 2015. docx “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Expected areas of risk – – – Change management Capacity at Municipalities to embrace m. SCOA Funding Comparative figures (3 years) Prior year adjustments in preparation of 2014/15 AFS Are the MBRR budget and reporting schedules & upload files to NT LG database going to change to accommodate m. SCOA and when is this expected? – Buy in of AG on reform – process followed for implementation and auditing of AFS “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Un-Expected areas of risk – Late release of m. SCOA V 5. 3 to comply with the time frames of budget regulations. – Integration with third party vendors was complicated – Late rollout of training for m. SCOA Champions and other employees in the municipality (don’t under-estimate the importance of reinforcement to make the change stick) – V 5. 3 flagged accounts ‘do not use’, whilst already budgeted for, also changes in GFS “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Challenges • Tight timeframes of m. SCOA and other day to day activities • Late appointment of m. SCOA assistant • Current m. SCOA does not fully cater for District Municipalities (Core and non-core still an issue, e. g. Social Services) • Prior year adjustments in preparation of 2014/15 AFS • Need of interim adjustment budget (not in accordance with MBRR) “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Challenges • The current MBRR budget and reporting schedules & upload files to NT LG database are not aligned to m. SCOA. Draft budget was tabled & final budget approved on the old budget formats • Alignment changes from old GFS to new m. SCOA GFS • Buy in of AG on reform – process to be followed for implementation and auditing of AFS “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Challenges • Ensuring that all stakeholders will be understanding the new m. SCOA formats • Interface between VIP and Munsoft to be finalised “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Segment specific challenges Function • Non provision for core and non-core functions of Districts Item • Classification of items different from old chart, e. g. Employee wellness, Interns, Audit committee members • Absence of sufficient control accounts • Detail of some items, e. g. Travel and subsistence vs absence of detail on items like loans, investments, etc. “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Segment specific challenges Funding • Non breakdown of equitable share (breakdown required for calculation of level of municipality ito the upper limits, senior management regulations etc. ) Regional • Location vs who receives the benefit Costing • None at this stage as it is not used at NDM Project • Limited breakdown on typical work streams “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Advice to Non-Pilot Municipalities • Start today, study the regulations, study the NT project document. • Appoint a dedicated project team and m. SCOA champions • Prepare a m. SCOA implementation plan and identify all risks that might affect the success of the project • Start to align the old chart to the new one • Ensure that existing hardware will be able to accommodate m. SCOA “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Advice to Non-Pilot Municipalities • Make provision in your budget for m. SCOA implementation • Monitor progress against the implementation plan, institute corrective actions and adjust the plan with unexpected issues. • Ensure that you have backup plans or mitigation strategies for all identified risks. • It is not a GL change it is a business change “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Advice to Non-Pilot Municipalities • Most of all be a change agent (change is never easy but it empower you to move forward) – communication is key • Get buy in from all relevant stakeholders, including political buy in. • This is not a financial reform it is a business reform – all managers must be involved. The m. SCOA changes the way we do business and the way we report on transactions. “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
Decide for yourself “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
We have decided • To embrace the m. SCOA fully • As we will be adjusting our dance moves in the next financial year, others will be starting with m. SCOA • It was good to hear our people saying things like: – “We are m. SCOA champions and I can teach other municipalities” – “m. SCOA made us really to apply our minds preparing our budget” “Working together with the people to push back the frontiers of poverty” Access to basic services for all !
THANK YOU “Working together with the people to push back the frontiers of poverty” Access to basic services for all ! 32
da3e0ba09c586449dccefafde32b012d.ppt