IMPLEMENTATION OF SECTOR POLICING - SAPS · implementation of Sector Policing in the cluster and province. • All levels will be required to issue a certifi cate indicating the information

Operational Guidelines: Commanders and Members 93Operational Guidelines: Commanders and Members 93

4IMPLEMENTATION OF SECTOR POLICING

MONITORINGANDEVALUATIONFRAMEWORK

5002286B_SAPS_Sector_Policing_Operational_Guide_Spreads_FA.indd 93 10/12/15 10:59 AM

94 Operational Guidelines: Commanders and Members

4

1. Introduction...........................................................................95

2. Monitoring and Evaluation Necessary.........................963. Tools for Monitoring and Evaluation.............................964. Monitoring and Evaluation Planning Template.........96 4.1 Sector Policing Monitoring Process........................97

INDEx


Operational Guidelines: Commanders and Members 95

4

Monitoring and evaluation (M&E) is a useful management tool. It helps you to: • Track progress with implementation of a programme or strategy. • Detect problems as early as possible. • Assess the effi ciency and eff ectiveness of a particular programme or strategy. • Account for progress or results. • Learn from what works and what does not work.

Monitoring and evaluation has become increasingly important in organisations to monitor progress on implementation, to evaluate impact and to improve service delivery and general effi ciency.

The terms “monitoring” and “evaluation” are used interchangeably. However, they are two distinct, but complementary, processes as shown in the fi gure below.

This section will –• Createanunderstandingofthemonitoringandevaluationprocess

• Provideguidelinesonthemonitoringandevaluationprocessin respectofSectorPolicing

• Provideastandardisedapproachtomonitoringtheimplementation ofSectorPolicing

• Provideamonitoringandevaluationframework,planningtemplate,processflowofinformation,reportingtemplateandmonitoringchecklist.

• Routine systematic collection of data on indicators.

• Gives an indication of extent of progress against targets.

• Describes where things are at a particular point in time.

• Gives early warning of problems.

• Systematic assessment of why results were achieved or not.

• Time bound.• Focus on effi ciency, eff ectiveness, impact

and sustainability. • Extract lessons learned.

MONITORING EVALUATION

1. INTRODUCTION



42. WHY IS A MONITORING AND EVALUATION STRUCTURE NECESSARY?

Monitoring and evaluation is often an afterthought in the implementation process of programmes or strategies in organisations, however it is an extremely important element in the implementation process. There are a number of reasons why you should monitor and evaluate new or revised programmes or processes implemented:

• To keep track of progress with the implementation of the new or revised process or programme.

• To alert you to problems with the process early to enable you to take or recommend corrective action.

• To determine whether or not the process or programme is achieving the objectives set out in the business case.

• To provide information and learning that can assist your organisation in improving its performance.

• To identify good practices to assist in the development of models of excellence.

The following aspects could be considered in determining hotspots, trends, tendencies and modi operandi:

• What types of crimes have been committed?

• Where are the crimes committed?

• At what time are the crimes committed?

• How are the crimes committed?

• How do the rates and risks of crimes diff er from the diff erent circumstances and what is causing or contributing to the crimes being committed?

• What is the impact of the crimes on the community?

3. TOOLS FOR MONITORING AND EVALUATION

The following tools can be used for monitoring and evaluation: • Monitoring and Evaluation Framework. • Monitoring and evaluation planning template. • Monitoring and evaluation reporting template.

4. SECTOR POLICING MONITORING AND EVALUATION PLANNING TEMPLATE

The Sector Policing Monitoring and Evaluation framework will aim to set out: - • what will be monitored and evaluated; • how it will be done; • who will collect information; • what information will be collected; and • when and how the results will be reported



44.1 Sector Policing Monitoring Process

4.1.1 Sector Policing Monitoring Process

Monitoring process planning elements

Description

Aim To monitor implementation of Sector Policing as policing approach in the South African Police Service as per National Instruction 3 of 2013.

What will be used to measure progress

• Objectives as determined in the SAPS Annual Performance Plan.

• The following minimum implementation criteria as determined in National Instruction 3 of 2013 will be used to monitor progress on implementation:

- The police station area must be demarcated into manageable sectors, at least two sectors;

- Permanent member(s) must be appointed as a sector commander(s) to manage and coordinate all crime related activities in the demarcated sectors depending on available capacity.

- A sector profi le must be compiled for each demarcated sector by the appointed sector commander;

- Operational members and physical resources must be deployed in accordance with the crime pattern and threat analysis to perform policing duties in the demarcated sectors to enhance service delivery, based on resources available; and

- A sector forum must be established or as an alternative arrangement existing community structures may be used to support community interaction and participation in crime prevention initiatives.

• Sector Policing will be considered to be implemented at police stations if all fi ve minimum criteria determined are met.

• Quarterly reporting on progress of implementation of Sector Policing by Provinces.

• Regular monitoring visits/inspections will be conducted and progress reports will be drafted by:

- Station Commanders

- Offi ce of the Cluster Commander

- Offi ce of the Provincial Commissioner

- Division Visible Policing

- Division: Inspectorate

• National Sector Policing Database

How will information be collected

• Station Commanders will be required to report progress on implementation of Sector policing at the police station to the Cluster Commander.

• The Cluster commander will verify the information received from all the police stations in the cluster area and forward a consolidated report to the Provincial Commissioner.

• The Provincial Commissioner will verify the information received from all the police stations in the province and forward a consolidated report to the Divisional Commissioner.



4Monitoring process planning elements

Description

How will information be collected • The Divisional Commissioner will consolidate the information of all nine provinces and capture the information on the national Sector Policing database and report quarterly to the Head Strategic Management, who in turn will report to the National Commissioner, Minister of Police, Treasury and Auditor General.

• A reporting template will be communicated by the Division: Visible Policing to facilitate the reporting and collection of the required information.

• Police stations, clusters and provinces will be required to forward quarterly reports and compliance certifi cates on progress in respect of Sector Policing to the Cluster, Province or Division: Visible Policing respectively, based on the developed reporting template and the Cluster and Province will further maintain a database on the status of implementation of Sector Policing in the cluster and province.

• All levels will be required to issue a certifi cate indicating the information collected were verifi ed in order to ensure accuracy and reliability.

• Quarterly reporting process is a manual process.

• During police station monitoring visits by completing the Monitoring Checklist.

Reporting results • Progress on the implementation of Sector Policing will be reported on a quarterly and annual basis by the Division Visible Policing to:

- National Commissioner

- Strategic Management

• Strategic Management in turn will report progress to:

- Minister of Police

- National Treasury

- Auditor-General

• Progress on implementation of Sector Policing will be reported in the Annual Report of the South African Police Service.

• Feedback during:

- Community Police Forum meetings;

- Sector Forum meetings;

- other acknowledged community structures used as alternative to a formal established Sector Forum; and

- general community interactions or local media

• Feedback reports following a police station monitoring visit.

Corrective action • Taking of corrective actions will be the responsibility of the following levels and will be communicated based on the outcome of feedback received from station, cluster and provincial level, fi ndings and recommendations made during monitoring visits at police stations and information obtained during Sector Forum meetings or other interaction with the community:

- Divisional Commissioners concerned

- Provincial Commissioners

- Cluster Commanders

- Sector Commanders

- Operational Commanders

- Sector Commander

- Community Police Forum Structures

- Sector Forum Structures

• Police stations, clusters and provinces will be required to develop action plans to address identifi ed discrepancies and identifi ed challenges.

• Record of all visits will be captured on a manual data base and follow up visits will be conducted to follow up on corrective actions required.



4Monitoring process planning elements

Description

Timing of the monitoring • From the date of implementation of the revised Sector Policing approach.

Who should do it • Divisions concerned• Provincial Commissioners• Cluster Commanders• Station Commanders• Operational Commanders• Sector Commanders• Community Police Forums

What resources will be required • Annual allocated Budget • Human and physical resources

4.1.2 Sector Policing Process Flow of information, Reporting Template and Monitoring Checklist

• Process Flow of information

• The Sector Commander compiles a quarterly feedback report required in terms of the following minimum criteria-

- that a map is available indicating the demarcated sectors in the police station area and that at least two sectors are demarcated;

- that a permanent member(s) is appointed as a sector commander to manage and coordinate all crime related activities in the demarcated sectors;

- that updated sector profi les are available for demarcated sector(s);

- that operational members and physical resources are deployed in accordance with the crime pattern and threat analysis to perform policing duties in the demarcated sectors to enhance service delivery; and that a Sector Forum is functional and minutes of the meetings are available or that structured community meetings are attended as alternative arrangement and that proof of such attendance is available.

• The quarterly feedback report is submitted to the Visible Policing Commander for verifi cation and to the Station Commander for verifi cation and approval.

• The quarterly feedback report is forwarded to the Cluster Commander.

• The Cluster Commander verifi es and confi rms that sector policing is/is not implemented at all the police stations in the cluster, approves the quarterly feedback report and forwards the report to the Provincial Commissioner.

• The Provincial Commissioner verifi es and confi rms that sector policing is/is not implemented at all the police stations in the province and forwards the quarterly feedback report to the Divisional Commissioner: Visible Policing.

• A designated offi cial in the Section: Proactive Policing and Crime Reduction consolidate the quarterly feedback reports received from the respective Provincial Commissioners and update the manual Sector Policing Data Base.

• Performance information is submitted to the Section Head: Proactive Policing and Crime Reduction for approval.



4• Performance information and supporting evidence is submitted to the Commander: Management

Information and Strategic Planning at the Division: Visible Policing for comparison with the supporting document and inclusion in the Division’s quarterly/annual report template.

• Performance information is approved by the Divisional Commissioner: Visible Policing and forwarded to the Head: Strategic Management.

• A designated offi cial at Strategic Management receives the performance information and supporting evidence for quarterly and annual reporting from the Division and compares the information with the supporting document and previous quarterly/annual report information.

• Information is captured in the quarterly/annual report template for the SAPS.

• Quarterly/annual report is submitted to the National Commissioner for approval.

• Reporting Template

• The Visible Policing Division will provide guidelines and a reporting template to provinces to report progress on the implementation of Sector Policing on a quarterly basis. Feedback on the following will be required from provinces to determine the status of the implementation of Sector Policing in the province;

• Name of the police stations;

• Number of sectors (two or more);

• Number of Sector Commander(s) appointed;

• Number of sector profi les compiled for each sector;

• Number of Sector Forums established or existing community structures used to support community interaction and participation in crime prevention initiatives (community structures such as watch structures, school committees, rate payers association committees, farmer or farm worker associations, religious forums, business forums, tribal councils)

• Did the police station comply with the following directives to ensure the eff ective deployment of resources (NI 3/2013 and SO(General) 256)

• Number of operational members, including reservists deployed in all the sectors; and

• Number of vehicles allocated to all the sectors.

Refer to Annexure G: Sector Policing Quartely feedback reporting template



4S

ecto

r P

olic

ing

Mon

itor

ing

Che

cklis

t for

Com

man

ders

Impl

emen

tati

on d

imen

sion

sM

eans

of v

erifi

cati

onA

chie

ved

(yes

)N

ot a

chie

ved

(no)

Rem

arks

: Why

Not

A

chie

ved?

A.

Gov

erna

nce

and

mon

itor

ing

of im

plem

enta

tion

1.Is

a c

opy

of N

atio

nal I

nstr

uctio

n 3/

2013

ava

ilabl

e?•

Copy

of N

atio

nal I

nstr

uctio

n 3/

2013

2.H

ave

the

requ

ired

qua

rter

ly r

epor

t in

resp

ect o

f th

e im

plem

enta

tion

of S

ecto

r P

olic

ing

at th

e po

lice

stat

ion

been

forw

arde

d to

clu

ster

leve

l?

• Co

py o

f qua

rter

ly r

epor

t for

war

ded

as p

er

repo

rtin

g te

mpl

ate

(Exc

el s

prea

dshe

et/

Rep

ortin

g Te

mpl

ate)

.

• S

igne

d co

mpl

ianc

e ce

rtifi

cate

by

the

Sta

tion

Com

man

der

indi

catin

g th

at th

e in

form

atio

n w

as v

erifi

ed a

nd is

acc

urat

e, r

elia

ble

and

valid

.N

I 3/2

013

para

grap

h 11

(1)

B.

Ope

rati

onal

impl

emen

tati

on c

rite

ria

1.H

as th

e po

lice

stat

ion

area

bee

n de

mar

cate

d in

to

two

or m

ore

sect

ors?

• A

map

indi

catin

g th

e de

mar

cate

d se

ctor

s is

av

aila

ble

(a m

ap o

f dem

arca

ted

polic

e st

atio

n m

ust b

e vi

sibl

e in

the

Com

mun

ity S

ervi

ce C

entr

e an

d a

smal

l map

mus

t be

avai

labl

e in

the

sect

or fi

le)

• A

t lea

st tw

o or

mor

e se

ctor

s ha

s be

en

esta

blis

hed

NI 3

/201

3 pa

ragr

aph

5(a)

and

6(1

),(2)

and

(3)

2H

ave

a pe

rmen

t mem

ber(

s) b

een

appo

inte

d as

se

ctor

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man

der(

s) to

man

age

and

coor

dina

te a

ll cr

ime

rela

ted

activ

ities

in th

e de

mar

cate

d se

ctor

s?

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Com

man

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s) h

as b

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w

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d Jo

b D

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aila

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ay b

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man

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all a

ctiv

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in th

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mm

ande

r m

ay b

e re

spon

sibl

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r m

ore

than

one

sec

tor)

.N

I 3/2

013

para

grap

h 5(

b), 7

, 8 a

nd 1

0



4S

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Mon

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Com

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Impl

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eans

of v

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chie

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(yes

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chie

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(no)

Rem

arks

: Why

Not

A

chie

ved?

B.

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rati

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impl

emen

tati

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ria

3.H

ave

sect

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com

pile

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the

appo

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ctor

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man

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s) fo

r ea

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dem

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sect

or a

nd r

evie

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qua

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ly?

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n up

date

d se

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s) is

ava

ilabl

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e co

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ande

rs in

spec

t sec

tor

profi

les

to

ensu

re th

at it

is r

evie

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qua

rter

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ragr

aph

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, 7(2

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A s

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nclu

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llow

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docu

men

tati

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truc

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3/20

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pies

of n

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divi

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al, p

rovi

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l, cl

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d st

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n di

rect

ives

issu

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re

spec

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py o

f wri

tten

app

oint

men

t of t

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ecto

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mm

ande

r(s)

by

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Sta

tion

Com

man

der

and/

or jo

b de

scri

ptio

n,•

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titut

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& C

ode

of C

ondu

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f the

Sec

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Foru

m,

• S

igne

d m

inut

es o

f the

Sec

tor

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m, o

r if

a de

dica

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Sec

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m h

as n

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tten

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4S

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(yes

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ot a

chie

ved

(no)

Rem

arks

: Why

Not

A

chie

ved?

B.

Ope

rati

onal

impl

emen

tati

on c

rite

ria

3.H

ave

sect

or p

rofi l

es b

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com

pile

d by

the

appo

inte

d se

ctor

com

man

der(

s) fo

r ea

ch

dem

arca

ted

sect

or a

nd r

evie

wed

qua

rter

ly?

• D

emar

cate

d m

ap o

f the

pol

ice

stat

ion

area

, in

dica

ting

the

spec

ifi c

sect

or(s

)•

Rec

ord

of d

aily

act

iviti

es, s

uch

as m

eetin

gs

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nded

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nned

/im

plem

ente

d cr

ime

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rogr

amm

es?

Sec

tion

B:

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plet

ed a

nd u

pdat

ed s

ecto

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ofi le

4H

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oper

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nal m

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ors

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ith th

e cr

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to p

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nhan

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sour

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avai

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SA

PS

15

is c

ompl

eted

and

the

natu

re o

f du

ties

of m

embe

rs is

indi

cate

d by

the

relie

f co

mm

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(SO

256

par

agra

ph 3

(2),

(3) a

nd 4

(a),

(c).

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n an

d off

dut

y pa

rade

s ta

ke p

lace

dur

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whi

ch o

pera

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bers

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e ta

sked

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brie

fed

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rms

of th

e CT

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an

d hi

gh c

rim

e ar

eas.

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par

agra

ph 3

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)(v),

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d 23

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pies

of S

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orts

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4) a

re a

vaila

ble.

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er 3

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d 20

-03-

2014

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agra

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pies

of a

ppro

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ratio

nal P

lans

are

av

aila

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er 3

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d 20

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, par

agra

ph

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and

4.



4S

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Mon

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t for

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on d

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eans

of v

erifi

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ved

(yes

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ot a

chie

ved

(no)

Rem

arks

: Why

Not

A

chie

ved?

B.

Ope

rati

onal

impl

emen

tati

on c

rite

ria

4.H

ave

oper

atio

nal m

embe

rs a

nd p

hysi

cal r

esou

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en d

eplo

yed

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ors

in a

ccor

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e w

ith th

e cr

ime

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ern

and

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at a

naly

sis

to p

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rm p

olic

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dutie

s in

the

dem

arca

ted

sect

ors

to e

nhan

ce

serv

ice

deliv

ery,

bas

ed o

n th

e re

sour

ces

avai

labl

e?

• M

inut

es o

f SCC

F (T

aski

ng’s

to th

e R

elie

f Co

mm

ande

r in

term

s of

dep

loym

ent)

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rope

r re

cord

of t

he fu

ll pr

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ding

s at

ea

ch S

CCF

has

to b

e av

aila

ble

for

at le

ast

six

mon

ths

afte

r th

e ev

ent a

t sta

tion

leve

l.•

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task

ings

mus

t be

reco

rded

in w

ritin

g w

ith a

n in

dica

tion

of a

ccou

ntab

ility

.•

The

head

s/co

mm

ande

rs p

rese

nt a

t the

S

CCF

mee

ting

mus

t ens

ure

that

the

task

ings

ar

e al

loca

ted

to o

pera

tiona

l or

oper

atio

nal

supp

ort m

embe

rs.

• Th

e w

ritt

en ta

skin

gs h

ave

to b

e fo

rwar

ded

to th

e Cl

uste

r Co

mm

ande

r w

ithin

24h

rs

afte

r th

e S

CCF

mee

ting.

• Th

e S

tatio

n Co

mm

ande

r ha

s to

pro

vide

fe

edba

ck in

term

s of

the

outc

omes

of a

ll ta

skin

g’s

at th

e sc

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led

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mee

ting.

• N

I 3/2

013

para

grap

h 4(

7) a

nd 9

(1),(

2) a

nd (3

)

5.Is

a s

ecto

r fo

rum

est

ablis

hed

or e

xist

ing

com

mun

ity

stru

ctur

es u

sed

to s

uppo

rt c

omm

unity

inte

ract

ion

and

part

icip

atio

n in

cri

me

prev

entio

n in

itiat

ives

? (c

omm

unity

str

uctu

res

such

as

wat

ch s

truc

ture

s,

scho

ol c

omm

ittee

s, r

ate

paye

rs a

ssoc

iatio

n co

mm

ittee

s, fa

rmer

or

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wor

ker

asso

ciat

ions

, re

ligio

us fo

rum

s, b

usin

ess

foru

ms,

trib

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4Sector Policing Evaluation Process

Evaluation process planning elements Description

Aim To evaluate the eff ectiveness and impact of the implementation of the revised Sector Policing National Instruction 3 of 2013

What will be used to measure progress? • Objectives of the Sector Policing National Instruction 3 of 2013 is to;- Enhanced crime detection- decrease in crime;- enhanced visible and accessible policing

by local police offi cials;- improved response times;- improved investigation;- eff ective informer networks;- enhanced community interaction and

cooperation- functional partnerships established with

the community;- enhanced service delivery;- enhanced command and control;- eff ective and effi cient deployment of

resources; and- improved trust, satisfaction and

confi dence in the police.

How will the information be collected? • Sector Policing Conference• Impact Analysis Study• Surveys• Questionnaires• Interviews with the community• Observations• Review of documents/reports/media

coverage, including internal and external

Reporting results • Written reports documenting the results of the evaluation/analysis/outcome of surveys/observations/interviews

• Presentations to management• Presentations to personnel and

stakeholders.



Sector Policing Evaluation Process

Evaluation process planning elements Description

Corrective action • Reports will contain the following recommendations for corrective action:- What action is needed?- Who should take action? (National,

Province, Cluster, Police Station)- By when should action be taken?- Who will be accountable for taking

corrective action?- Follow-up or routine monitoring of

corrective actions recommended.• Implementation plan will be drafted

to facilitate the implementation of the corrective actions.

Timing of the evaluation Twelve months following the implementation of the revised National Instruction: National Instruction 3/2013 aligned with the following fi nancial year.

Who should do it? • External service provider• Strategic Management• Divisions concerned• Provincial Commissioners• Cluster Commanders• Station Commanders

What resources will be required? Ring fenced budget for impact assessment by external service providerAnnual allocated budgetHuman and physical Resources

4


Annexures


Documents

IMPLEMENTATION OF SECTOR POLICING - SAPS · implementation of Sector Policing in the cluster and province. • All levels will be required to issue a certifi cate indicating the information