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Ephraim Mogale Local Municipality. 2013/2014 sdbip quarter 1 departmental performance results. Legend For Performance Results. INFRASTRUCTURE Services Directorate. INFRASTRUCTURE Services Directorate. INFRASTRUCTURE Services Directorate. INFRASTRUCTURE Services Directorate. - PowerPoint PPT Presentation
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EPHRAIM MOGALE LOCAL MUNICIPALITY
2013/2014 SDBIP QUARTER 1 DEPARTMENTAL PERFORMANCE RESULTS
1
LEGEND FOR PERFORMANCE RESULTS
2
Colour Code Rating
RED KPI not achieved
ORANGE KPI almost achieved
GREEN KPI achieved
GREEN 2 KPI achieved above expectation
BLUE KPI achieved – outstanding performance
INFRASTRUCTURE SERVICES DIRECTORATE
3
INFRASTRUCTURE SERVICES DIRECTORATE
4
INFRASTRUCTURE SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D61 Technical Services Director: Technical Services
No of reports submitted 1 1 G The report is submitted 1 1 G
D62 Technical Services Civil Services Km of roads to graded 100 140.87 G2 The report has been submitted 100 140.87 G2
D63 Technical Services Civil Services m2 of base and surface patches repaired
80 669.95 B The report is submitted 80 669.95 B
D64 Technical Services Civil Services Km of storm-water drain and channel cleaned
20 24 G2 The report is submitted 20 24 G2
D65 Technical Services Civil Services Km of tarred roads marked 90 59.8 R We could not achieve mainly due to the fact that the offi cer was on leave in August 2013
The offi cer is back at work and we will speed up the work as far as road marking.
90 59.8 R
D69 Technical Services Civil Services Vehicles 3 3 G The report is submitted 3 3 G
D70 Technical Services Civil Services Develop & implementation of a maintenance plan
1 1 G The report is is submitted 1 1 G
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
5
INFRASTRUCTURE SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D73 Technical Services Civil Services Electrical minor issues of municipal building maintained
15% 0% R We have not repaired any items regarding electricity
As and when the electrical maintenance issues reported we wil then repair.
15% 0% R
D83 Technical Services Director: Technical Services
Extension of offi ces feasibility study
1 0 R We are still busy preparing the specification for the project
We will finalise the specification,advertise and appoint in the Current quarter
1 0 R
D84 Technical Services Director: Technical Services
Full time equivalent work opportunity created
30 0 R The no work oppotunities created mainly due to the fact that all capital project have not been appointed yet
Most of the project will be appointed this month,and we will start reporting going forward.
30 0 R
D90 Technical Services Electrical Services PURCHASE LIGHT DELIVERY VEHICLE
1 0 R Not achieved. Specification submitted on 31 July 2013 to the Technical Director. Resubmitted 13 August 2013. LDV vehicle not yet procured as planned. Request is with Supply Chain Management Division reported as outstanding in the monthly reports to Community Services Director.
Will request that the Supply Chain Manager to expedite the purchase of the of the LDV.
1 0 R
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
6
INFRASTRUCTURE SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D91 Technical Services Electrical Services PUBLIC LIGHTING MAINTENANCE - Street lights
1,059 914 O Old aerial platform breakdown. New aerial platform not licensed, registered and fuel card. Still installing material that was purchased during previous financial year so spending low. We don't want to purchase as EEDSM project might still be implemented.
New aerial platform now registered and with fuel card. Waiting for modification on toolbox and access ladder. We started to implement on site reports.
1,059 914 O
D92 Technical Services Electrical Services PUBLIC LIGHTING MAINTENANCE - Masts
62 13 R Base line should be 58. Old vehicle breakdowns. New vehicle not delivered, registered, and issued with fleet card. Transfer of toolbox and fitment of access ladder still outstanding. Low expenditure as we still use material purchased in previous financial year. Waiting for EEDSM project.
Amend baseline. Vehicle now registered and issued with fleet card. Complete toolbox transfer and access ladder fitment. We did start the implementation of onsite reports.
62 13 R
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
7
BUDGET AND TREASURY SERVICES (BTO) DIRECTORATE
8
BUDGET AND TREASURY SERVICES (BTO) DIRECTORATE
9
BUDGET AND TREASURY SERVICES DIRECTORATE
Budget and Treasury Operations
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D49 Budget and Treasury Operations
Chief Financial Offi cer
Units of Free basic electricity provided to indigents
2,000 0 R Indegent register not finalised for 1st quarter implementation.
Corporate Service to finalise register si that budget and treasury can implement accordingly.
2,000 0 R
D115 Budget and Treasury Operations
Chief Financial Offi cer
100% Compliance with GRAP standards
100% 25% R No Non compliance findings raised by the auditor general as of 30 September 2013 with GRAP standards.
Audit Action Plan to be developed in instances of reported non compliance
100% 25% R
D116 Budget and Treasury Operations
Financial Accounting
Improved and maintenance of current revenue collection rate on monthly billing
90% 95% G2 Average collection rate on monthly billing is above target of 90%.
To engage other stakeholders for measures to recover long outstanding debts or propose write off on terms of prescripts of law.
90% 95% G2
D118 Budget and Treasury Operations
Chief Financial Offi cer
Approved Financial Statements submitted by 31 August
1 1 G Annual Financial Statements submitted to the AG within th prescribed time frames
N/A 1 1 G
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
10
BUDGET AND TREASURY SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D119 Budget and Treasury Operations
Chief Financial Offi cer
Quarterly Financial Statements presented to Executive Committee
1 0 R Draft prepared and Sec 52 reports issued for directors comments
Completed statement to be submitted at the end of the month follolwing the end of quarter month
1 0 R
D120 Budget and Treasury Operations
Financial Management
Report on FMG Conditional grant spending
22% 27.65% G2 The target has been over achieved, mainly due to additional finance offi cials registered on the MFMP programme with UP
N/A 22% 27.65% G2
D121 Budget and Treasury Operations
Supply Chain & Auxiliary Services
To ensure 100% implementation of SCM policy
1 1 G Deviation reports compiled and reviewed. All deviations were approved in accordance with council approved policy and treasury regulations
To reduce number of deviation by arranging an SCM workshop for councillors and management.
1 1 G
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
11
BUDGET AND TREASURY SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D124 Budget and Treasury Operations
Supply Chain & Auxiliary Services
% Implementation of procurement plan for capital expenditure to ensure effi cient spending of conditional and unconditional capital grants
25% 25% G Capex expenditure at zero% at end of quarter, however all projects awards were made in compliant with the procurement plan.
To liase with directors and review the procurement plan in line with planned spending patterns. This is because the achievement of procurement plan does not correlate with capex spending at end of quarter.
25% 25% G
D125 Budget and Treasury Operations
Financial Accounting
% of creditors due paid within 30 days
85% 100% G2 All creditors owing for services procured between 1st of Ju;y to 30 September were paid within 30 days
None 85% 100% G2
D126 Budget and Treasury Operations
Chief Financial Offi cer
% of Capex Budget spent 25% 0% R Not Achieved Procurement Plan developed. however not thouroughly implemented. To be incorporated with municipal calendar.
25% 0% R
D127 Budget and Treasury Operations
Supply Chain & Auxiliary Services
No of quarterly stock take reports produced
1 1 G Stock take conducted 1 1 G
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
12
13
CORPORATE SERVICES DIRECTORATE
14
CORPORATE SERVICES DIRECTORATE
Corporate Services
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D27 Corporate Services Human Resources Number of Job Descriptions developed,
4 6 B 6 Job descriptions were developed in the first quarter and evidence submitted.
4 6 B
D28 Corporate Services Director: Corporate Services
Quarterly report on implementation of Employment Equity Plan
1 1 G EE Meeting held on the implementation of the EE plan challneges is that the organogram interdicted and post could not advertise
1 1 G
D31 Corporate Services Human Resources No of meeting to determine the functionality of OHS Committee
1 1 G Minutes and attendance register for OHS meeting submitted.
1 1 G
D33 Corporate Services Human Resources No of meeting to determine the functionality of Training Committee, (Training & development Bursary Policies)
3 0 R Meeting for discussing bursary schemes was held in the fourth quarter of the last financial year 2012/2013.
Meeting for discussing bursary schemes was held in the fourth quarter of the last financial year 2012/2013.
3 0 R
Sep-13Overall Performance for Jul
2013 to Sep 2013Ref Directorate Sub-Directorate KPI
15
CORPORATE SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D34 Corporate Services Human Resources Number of staff to train 13 26 B 26 Staff members were trained during the first quarter and traning attendance register and proof of payments were submitted.
13 26 B
D38 Corporate Services Human Resources Number of Councillors trained
4 2 R 2 trainings for councillors were conducted in the first quarter.
We will ensure that number of trainings for councillors is increased.
4 2 R
D39 Corporate Services Human Resources Number of reports on weekly reconciliation of leave.
13 6 R Quarterly reports submitted. Will submit Monthly report and not weekly report. The target to be reduced to 3 per quarter.
13 6 R
D40 Corporate Services Human Resources Monitoring of employee data on employees reporting for work
3 3 G Quartely exceptional report submitted. In process of linking the clocking machine with the payroll system.
3 3 G
D41 Corporate Services Director: Corporate Services
Established and Functional Local Labour Forum,
1 1 G LLF functional and held meetings on monthly
1 1 G
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
16
CORPORATE SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D42 Corporate Services Human Resources No of meeting to determine the functional Local Labour Forum,
3 2 R Minuites and attendance register of the labour forum meetings submitted.
The third meeting was supposed to be held on the 20th of September 2013 but the meeting was postponed to 01 October 2013.
3 2 R
D45 Corporate Services Director: Corporate Services
Number of newsletters produced
1 0 R Target not achived Contract expired June 2013, finalising re-appointment of service provider
Advert will be flighted by 07 Oct 2013 and service provided to be appointed by 30 November 2013
1 0 R
D46 Corporate Services Council Support Services
Number of mayoral outreach programmes held,
4 0 R Nothing has been done on the mayoral outreach programmes.
Mayoral outreach to be done in the second quarter.
4 0 R
D47 Corporate Services Council Support Services
Number of Ward Committee meetings held.
48 40 O Minutes of the meetings and attendence register submited
Minutes of the meetings and attendence register will be filled
48 40 O
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
17
CORPORATE SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D48 Corporate Services Council Support Services
An approved indigent register
1 0 R Indigent register not approved by council.
Indigent register to be approved in the second quarter.
1 0 R
D50 Corporate Services Council Support Services
Number of council meetings held
1 5 B 5 council meetings were held in quarter 1, minutes and attendance register submited.
1 5 B
D51 Corporate Services Council Support Services
Number of Exco meetings held.
3 4 G2 Minutes & attendance register of the EXCO meetings submitted.
3 4 G2
D52 Corporate Services Council Support Services
Number of programs implemented by the council.
1 3 B Evidence on special programmes submitted for disabled,women and moral regenaration.
1 3 B
D53 Corporate Services Administration & Legal Services
Percentage of queries handled.
100% 100% G 13 queries were received and 13 queries were resolved
100% 100% G
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
18
CORPORATE SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D54 Corporate Services Administration & Legal Services
Number of reviewed Disaster Recovery Plan.
1 1 G The Municipality entered into an agreement for off site backup and disaster recovery. The report are sent to the Municipality on line on daily basis and consolidated on monthly basis.
on going 1 1 G
D55 Corporate Services Administration & Legal Services
Number of approved policies in line with legislation
3 3 G Overtime, Travelling and subsistence and recruitment policies have been approved
3 3 G
D59 Corporate Services Administration & Legal Services
No of Procurement orders of furniture & equipment
1 0 R Nothing has been done Awaiting for Technical services to finish up with the renovations for the offi ce space before procuring any offi ce furniture.
1 0 R
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
19
COMMUNITY SERVICES DIRECTORATE
20
COMMUNITY SERVICES DIRECTORATE
21
COMMUNITY SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D104 Community Services Director: Community Services
Specifications and procurement plan for vehicle
1 0 R Procurement process has to begin through deviation.
Acting CFO commented that we move through the supply chain of advertising.
1 0 R
D106 Community Services Manager: Environmental Services
Solid waste services delivery in Leeufontein RDP to benefit 750 household
13 0 R We could not run the trips of collection due to lack of refuse bins. Specification meeting was held and tender closed for 900 bins on 11 October 2013.
The truck did run their first run on Wednesday 9 October 2013 , but without much success. The Ward Councillar and Ward liason offi cers must have a follow up meeting with the Community . As soon as delivery take place of the bins the bins will be distributed and the full service will run
13 0 R
Sep-13Overall Performance for Jul
2013 to Sep 2013Ref Directorate Sub-Directorate KPI
22
COMMUNITY SERVICES DIRECTORATE
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D109 Community Services Manager: Environmental Services
Awareness campaigns 1 0 R No Lac meeting held Several district meetings attended by HIV AIDS coordinator
Co ordinator did provide programme. The focus needs to shift to our own programme in wards as requested from him.
1 0 R
D110 Community Services Manager: Environmental Services
Implementation of Sport & Recreation Strategy
1 0 R The challenge of the grievance by the Sport officers was addressed by the Acting Municipal Manager and from October 2013 a programme was submitted from Oct
A proper quarterly report will in future be submitted
1 0 R
D111 Community Services Manager: Environmental Services
Machinery and Equipment for solid waste and Parks section
1 0 R Specification drawn submitted to Director and Acting Technical Director for purpose of procurement procedures which was later to be changed by acting MM
The instruction recently was that Supply chain procedures must be properly followed which will be done
1 0 R
D112 Community Services Manager: Environmental Services
Machinery and Equipment: 3 ton LDV
1 0 R Management change dthe original plan to deviate and instruction to follow SCM procedure
Proper SCM procedures will be done
1 0 R
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
23
PLANNING AND ECONOMIC DEVELOPMENT
24
PLANNING AND ECONOMIC DEVELOPMENT
25
PLANNING AND ECONOMIC DEVELOPMENTPlanning and Economic Development
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D10 Planning and Economic Development
LED Cooperative clusters assisted
1 1 G Report complied not applicable 1 1 G
D13 Planning and Economic Development
Town Planning Compliance with Town Planning Scheme regulations
100% 0% R 4 Town Planning Applications were received , and were sent through to council and they were differed because they requested a visit to the sites and an amendment to the Ordinances Act 1986.
They have been taken to the sites of the evern and they applications have scheduled for the next Executive Council.
100% 0% R
D17 Planning and Economic Development
Town Planning Compliance with National Building Regulations: Building plans approved within 5 days
100% 0% R No buildings plans received from the public.
Not Applicable 100% 0% R
D20 Planning and Economic Development
IDP Organizational performance reports submitted on time.
1 1 G Performance report for 1 st quarter for 2013/14 for Planning and Economic development completed
1 1 G
D21 Planning and Economic Development
IDP Performance assessments for MM and section 56 Managers
1 0 R Quarter 1 assessment to be arranged during Oct 13 in liaison with Acting MM
Assessment to be arranged during October 2013
1 0 R
D22 Planning and Economic Development
IDP Performance plan of organisation
1 1 G Plan included in approved IDP for 2013/14
1 1 G
Sep-13Overall Performance for Jul
2013 to Sep 2013Ref Directorate Sub-Directorate KPI
26
MUNICIPAL MANAGER DIRECTORATE
27
MUNICIPAL MANAGER DIRECTORATE
28
MUNICIPAL MANAGER DIRECTORATEMunicipal Manager
Target Actual Rating Performance Comment Corrective Measures Target Actual Rating
D1 Municipal Manager Internal Audit Reports submitted timeously to Audit Committee per Annual Audit Plan.
3 1 R There was a mistake during the compilation of SDBIP. the target include the performance report.
To review the SDBIP 3 1 R
D2 Municipal Manager Internal Audit Performance reports submitted to EXCO every quarter within the prescribed time frames.
1 1 G Report is submitted 1 1 G
D3 Municipal Manager Internal Audit Reviewed internal Audit Charter by the first quarter.
1 0 R No ordinary Audit Committee was held in the first quarter
It will be submitted for review on the 04 October 2013
1 0 R
D4 Municipal Manager Internal Audit Reviewed Risk Assessment Report.
1 0 R no audit committee was held during the first quarter.
It will be submitted for review on the 04 October 2013
1 0 R
D9 Municipal Manager Internal Audit Audit committee reports 1 0 R the meeting was held on the 04 October 2013. it will be submitted on that date.
to submit it on the 04 October 2013
1 0 R
Ref Directorate Sub-Directorate KPISep-13
Overall Performance for Jul 2013 to Sep 2013
29
THE END
30
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