The Presidency Department of Performance Monitoring and Evaluation

The Presidency Department of Performance Monitoring and Evaluation Briefing to the Standing Committee on Appropriations on the Strategic Plan and Annual Performance Plan for the 2013/14 financial year Date of presentation: 23 April 2013

Background Ø During 2010/2011, PME unit was part of the Presidency vote focusing on government-wide M&E frameworks and putting in place performance and delivery agreements related to the 12 priority outcomes Ø 2011/2012 was first year for DPME to have own budget, its focus widened to include monitoring of the implementation of the delivery agreements and the following additional initiatives: § Management Performance Assessments of national and provincial departments § National Evaluation Policy Framework, national and provincial evaluation plans, and evaluations § Front-line Service Delivery Monitoring Programme § The Presidential Hotline (transferred to DPME from The Presidency) § Citizen-based Monitoring The Presidency: Department of Performance Monitoring and Evaluation 2

Background continued. . Ø In April 2012, we submitted a revised Strategic Plan, which took into account the following: § Additional mandate of managing the Presidential Hotline § Place more emphasis and focus on evaluations (Cabinet approved a National Evaluation Policy Framework on 23 November 2011) § Effect improvements to the plan based on comments from Internal Auditors and the Auditor General on our previous plan (including refinements of our outputs, indicators and targets) § Reflect further clarification of our mandates Ø Guided by the revised Strategic Plan we developed the 2013/14 APP Ø There have been no further substantial changes to our mandates since April 2012, so we have not submitted a revised strategic plan in 2013 The Presidency: Department of Performance Monitoring and Evaluation 3

Overview of DPME M&E of national priorities • Focus on outcomes and impacts of government work in priority areas • Plans for the 12 priority outcomes (delivery agreements) • Monitoring progress against the plans • Evaluating to inform improvements to programmes, policies, plans Management performance M&E • Focus on quality of management practices in individual departments • Moderated self assessment • Drive a process of continuous improvement of management practices • Lead to improved government performance and service delivery M&E of frontline service delivery • Focus on monitoring of experience of citizens when obtaining services • Presidential hotline • Unannounced visits , request improvement plans • Citizen-based monitoring • Develop capacity of national and provincial departments and municipalities to carry out M&E themselves Custodianship • Develop a management culture of continuous improvement based on for M&E across M&E government • Address problems with data quality and information management • National Evaluation System The Presidency: Department of Performance Monitoring and Evaluation 4

Main programmes 1. Programme 1: Administration § Provide strategic leadership and management as well as administrative support (Departmental Management, HR, Financial Management and IT services) 2. Programme 2: Outcomes monitoring and evaluation (OME) § Co-ordination and management of the outcomes orientated performance monitoring and evaluation system 3. Programme 3: M&E Systems Coordination and Support § Creation of policy platform for the GWM&E system, ME capacity building, provision of data support to the department and clients 4. Programme 4: Public Sector Oversight (PSO) § Performance monitoring of individual institutions , FSD, Management of the Hotline and CBM The Presidency: Department of Performance Monitoring and Evaluation 5

Programme Priorities 2013/14 The Presidency: Department of Performance Monitoring and Evaluation 6

Key priorities 2013/14: Programme 1 Output Target Intended outcome Service delivery improvement programme (SDIP) Integrate areas of weaknesses identified through MPAT and audit findings in the SDIP and monitor on quarterly basis Clean audit report and improved service delivery Government-wide M&E IT guideline and support Develop guidelines and Good quality M&E IT conduct capacity building on systems M&E IT support The Presidency: Department of Performance Monitoring and Evaluation 7

Key priorities 2013/14: Programme 2 Output Target Monitoring of the implementation of the delivery agreements for the 12 outcomes Monitor the implementation 12 outcomes achieved of outcomes and produce quarterly reports and briefing notes for Cabinet Evaluations of major programmes Evaluate all major Better programmes identified in the which achieve better evaluation plan impacts Review of government Produce 20 year review performance MTSF Intended outcome 20 year review provides nation with balanced assessment of progress since 1994 Translation of NDP into the MTSF completed by April 2014 -2019 MTSF and delivery 2014, providing the first agreements five-year building block of the NDP The Presidency: Department of Performance Monitoring and Evaluation 8

Key priorities 2013/14: Programme 2 continued…. . Output Target Intended outcome Local government performance monitoring tool and reports of pilot on 10 municipalities Municipal Assessment Tool tested, refined and memo on municipal assessment tool submitted to Cabinet by end of October 2013 Improved delivery of service to the citizens at local level 10 assessments (inclusive of pilots) of municipalities completed and reports produced and submitted to the municipalities by the end of March 2014 Improved data Convene data forum meetings with quality for sector departments to improve data outcomes quality on a quarterly basis reporting Enhanced credibility and reliability of data used to compile quarterly progress reports Capacity 300 government staff completing at Capable staff to do building for least one course evaluations The Presidency: Department of Performance Monitoring and Evaluation 9

Key priorities 2013/14: Programme 3 Output Target Intended outcome Whole of government M&E capacity building Conduct a survey of various elements of M&E systems in national and provincial departments and develop 2 new or revised guidelines Improved M&E capacity and systems in national and provincial government departments M&E forums meetings held on a Improved coordination of quarterly basis to coordinate key M&E practice stakeholders Development Indicators Develop and publish Inform the public about Development Indictors by March trends in key areas of 2014 development The Presidency: Department of Performance Monitoring and Evaluation 10

Key priorities 2013/14: Programme 4 Output Target Intended outcome Management Conduct annual MPAT assessments and have at performance least 60% of national departments and 80% of Assessment provincial departments MPAT scores signed off by their Ho. Ds by the end of the third quarter Improved management practice FSDM Improved services to citizens 120 new sites monitored with site monitoring reports captured on the web-based portal for the programme, by 31 March 2014 10 case studies produced and published on FSDM practices, by 31 March 2014 FSDM annual findings report submitted to Cabinet by end of the financial year 50% of service delivery sites which have been visited at least twice have an improvement in scores for a least two of the eight assessment areas by end of March 2014 The Presidency: Department of Performance Monitoring and Evaluation 11

Key priorities 2013/14: Programme 4 cont. … Output Target Intended outcome Citizen based monitoring piloted in Government account to monitoring 3 departments with six-monthly the citizens on the progress reports on the quality of services implementation signed off by the provided them programme manager Presidential Develop and implement Improved rate of Hotline Improvement plan implemented as resolution of citizens performance per timeframes improvement programme The Presidency: Department of Performance Monitoring and Evaluation 12

Resources overview The Presidency: Department of Performance Monitoring and Evaluation 13

MTEF Budget Allocation R ‘ 000 Previous allocation 2012/13 2013/14 174 159 193 403 2014/15 2013/14 204 463 213 868 Reductions in baseline as per Cabinet decision in 2012 - (1 934) (4 089) (6 416) Additional funding for salary increases - 1 276 1 639 3 286 174 159 192 745 202 013 210 738 Current allocation The Department requested an increased budget, particularly to increase its capacity to monitor municipalities Ø However, in the context of a rising budget deficit and the on-going global economic problems, Cabinet decided in 2012 that, with a few exceptions, departments’ baseline MTEF budgets would have to decrease by 1%, 2% and 3% respectively over the MTEF Ø In addition, Cabinet decided that there must be limits on increases in personnel budgets – this means that the department’s personnel budget has been capped over the MTEF and the department may not allocate more money to personnel beyond the MTEF baseline amounts for personnel Ø The Presidency: Department of Performance Monitoring and Evaluation

Compensation R ‘ 000 Budget allocated Funded posts Ø 2012/13 2013/14 2014/15 2013/14 88 959 108 472 114 946 118 113 197 208 214 At the end of the 2012/13 financial year the department had 197 funded posts of which 173 were filled (vacancy rate was 12% (24 posts) at the end of 2012/13). Reasons include: § Normal staff turnover of 8% (14 people left the department) § Time taken to complete compulsory pre-employment screening (2 to 3 months delay) § Delay in DPSA directive on implementing PSCBC resolution 1 of 2012 related to salary levels 9/10 and 11/12 § Posts created to capacitate Ho. D assessment unit not filled (3 posts) – awaiting approval of policy by Minister for Public Service and Administration The Presidency: Department of Performance Monitoring and Evaluation 15

Compensation continued …. All but 2 of the 208 funded posts for 2013/14 have been advertised and are in various stages of being filled (the other 2 are funded from December 2013 and will be advertised in July 2013) Ø During the 2012 MTEC planning cycle we calculated that we would need to increase to 236 posts over the MTEF Ø However, given the reduction in baselines explained earlier, we have only been able to fund an increase in posts from 197 in 2012/13 to 214 over the MTEF Ø This will have impact on the following areas in particular: § Number of municipal assessments carried out § Number of evaluations conducted or supported Ø The Presidency: Department of Performance Monitoring and Evaluation 16

Goods and services R ‘ 000 Budget allocated 2012/13 69 615 2013/14 75 363 2014/15 80 329 2013/14 87 184 Main expenditure items: Ø Professional services (R 22 m for 2014/15) § Evaluations (R 12 m for independent evaluators. Skills required vary depending on evaluation topics – not possible to employ on a full-time basis. International good practice to have independent evaluators. ) § M&E capacity building (R 5 m for conducting surveys, training providers) § Internal Audit (R 1. 7 m for co-sourced internal audit expertise which is not efficient for a small department to recruit on a full-time basis) Ø Computer services (R 15. 7 m) § SITA - Hotline call centre (12 m) § ICT Services (SITA) and annual software licences (R 3. 5 m) Ø Travel and subsistence (R 10 m) The Presidency: Department of Performance Monitoring and Evaluation 17

Expenditure on Capital Assets R ‘ 000 Budget allocated 2012/13 15 585 2013/14 8 910 2014/15 6 738 2013/14 5 441 Ø Department required significant capital expenditure in 2012/13 and 2013/14 to establish own ICT system Ø Reduced expenditure over the rest of the MTEF relates to maintenance of ICT system, replacement of equipment and improvements to Po. A, MPAT, MAT and FSD systems The Presidency: Department of Performance Monitoring and Evaluation 18

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