Annual Operational Plan

About this Document
This document is an integral part of the Departments planning documents, namely, the 5-Year Strategic Plan (2010/11 2014/15), the Annual
Performance Plan (APP), the Budget Statement II (Vote 1 in Provincial Treasurys White Book) and the Premiers 2013/14 Budget and Policy
Speech. The Operational Plan seeks to demonstrate how the Department intends to achieve its results as outlined by the performance
indicators and targets in the APP. The Operational Plan identifies critical projects, the amount of resources that have been earmarked for each
of these projects and a quarterly breakdown of the key activities that will be undertaken to achieve these projects. This plan is to be read in
conjunction with the above-mentioned documents. Every effort has been made to ensure that all result areas are addressed in the Operational
Plan. The Operational Plan is laid out in accordance with the Departments four Budget Programme and is owned by all Programme and SubProgramme Managers.
Table of Contents
About this Document........................................................................................................................................................................................................................ 1
Programme 1: Administration........................................................................................................................................................................................................... 7
Sub-Programme 1.1: Office of the Deputy Director General ....................................................................................................................................................... 7
Sub-Programme 1.2: Premiers Core Staff .................................................................................................................................................................................. 9
Sub-Programme 1.3: Office of the Director General .................................................................................................................................................................. 14
Sub-Programme 1.4: Strategic and Operational Support .......................................................................................................................................................... 21
Sub-Programme 1.5: Internal Human Resource Management ................................................................................................................................................. 28
Sub-Programme 1.6: Finance and Supply Chain Management ................................................................................................................................................ 36
Programme 2: Institutional Development and Organisational Support .......................................................................................................................................... 49
Sub-Programme 2.1: Office of the Deputy Director General ..................................................................................................................................................... 49
Sub-Programme 2.2: Transversal Organisational Development and Consultancy Services .................................................................................................... 51
Sub-Programme 2.3: Information Technology Management ..................................................................................................................................................... 68
Programme 3: Policy and Governance .......................................................................................................................................................................................... 73
Sub-Programme 3.2: Performance Monitoring and Evaluation ................................................................................................................................................. 75
Sub-Programme 3.3: Service Delivery Intervention and Co-ordination Support ....................................................................................................................... 88
Sub-Programme 3.4: Policy Planning and Research Co-ordination .......................................................................................................................................... 92
Programme 4: Executive Support Services ................................................................................................................................................................................... 99
Sub-Programme 4.2: Cabinet Secretariat and Protocol Services............................................................................................................................................ 102
Sub-Programme 4.3: Provincial Communication ..................................................................................................................................................................... 103
Sub-Programme 4.4: Intergovernmental and Stakeholder Relations ...................................................................................................................................... 112
Sub-Programme 4.5: Legal Services ....................................................................................................................................................................................... 115
Official Approval by Programme Managers

It is hereby certified that this Annual Operational Plan:
Was developed by the management of the Office of the Premier (OTP);
Takes into account all the relevant policies, legislation and other mandates for which the OTP is responsible;
Accurately reflects the strategic goals, objectives performance indicators and targets which the OTP will endeavour to achieve in the
2013/14 financial year.
Signed
Ms. N. Ngcakani
Programme Manager: Administration
Date: 25 March 2013
Ms. L. Geza
Programme Manager: IDOS
Date: 25 March 2013
Mr. C. Motsilili
Programme Manager: Policy and Governance
Date: 25 March 2013
Adv. H. Smith
Acting Programme Manager: Executive Support Services
Date: 25 March 2013
Programme 1: Administration
Sub-Programme 1.1: Office of the Deputy Director General
DIRECTORATE: DDGs OFFICE
SECTION NAME: N/A
PROJECT NAME: OVERALL PROGRAMME MANAGEMENT
BUDGET ALLOCATION: R389 000
STRATEGIC OBJECTIVES
All strategic objectives applicable to Programme 1
PERFORMANCE INDICATORS
All performance indicators applicable to Programme 1
SUMMARY OF PLANNED
QUARTER 1 ACTIVITIES
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Coordinate management meetings for

the programme and follow up decisions
thereof

thereof

thereof

thereof
Compile monthly reports and quarterly

reports for the programme and ensure
that there credible evidence associated
with all reported achievement



Coordinate staff meetings and follow up

decisions thereof

decisions thereof

decisions thereof

decisions thereof
Coordinate all planning activities for the

Programme and resulting in the
submission of draft programme APP and
budget.

submission of the draft programme APP
and budget

finalisation of the programme Plans
(APP, Operational Plan, Cash flows,
Procurement Plans)
Ensure all managers and staff in the

programme are evaluated through the
PMDS
Ensure that performance review for all

staff in the programme are conducted
and moderated (for the first quarter)

and moderated (for the second quarter)
Ensure that all SMS member have valid

performance agreements for the next
financial year
Ensure that all staff in the programme

have valid performance contracts for
2013/14 financial year

and moderated (for the third quarter)
SECTION NAME: N/A
All strategic objectives applicable to Programme 1
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Compile Portfolio Committee Reports
Compile Special Reports PCMT
Correspondence Administration
Monitor expenditure patterns of the

Programme

Programme

Programme

Programme
Business change management plan

implemented.
Business change management plan

implemented.
Sub-Programme 1.2: Premiers Core Staff

CHIEF DIRECTORATE NAME: PREMIERS CORE STAFF
SECTION NAME: OFFICE OF THE CHIEF OF STAFF
PROJECT NAME: OVERALL MANAGEMENT OF THE PREMIERS OFFICE
BUDGET ALLOCATION: R5.96m
STRATEGIC OBJECTIVE: Provide strategic leadership and support to the department and Provincial administration
PERFORMANCE INDICATOR
1.1 Percentage of petition/complaints/ to the Premier resolved as part of the Departments efforts to promote and demonstrate good and responsive governance
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Manage the private office of the Premier
Coordinate and manage Premiers

engagements with Municipal Councils,
communities delegations and other
stakeholders

stakeholders

stakeholders

stakeholders
Coordinate Premier special visits to

communities, schools, hospitals, and
impromptu visits to other government
institutions

institutions

institutions

institutions
Facilitate Premiers Provincial outreach

programme

programme

programme

programme
Manage Discretionary Fund
Advise Premier on Administrative

matters in the office



DIRECTORATE NAME: PREMIERS CORE STAFF
SECTION NAME: OFFICE OF THE SENIOR MANAGER
PROJECT NAME: EXECUTIVE MANAGEMENT & ADMINISTRATIVE SERVICES
BUDGET ALLOCATION: (covered in the R5.96m budget for the sub-programme)
1.1 Percentage of petition/complaints/ to the Premier resolved as part of the Departments efforts to promote and demonstrate good and responsive governance.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Draft monthly analytical report on

petitions received and referred to
Departments/ Institutions
Draft analytical report on petitions

received and referred to Departments/
Institutions

Institutions

Institutions
Draft Quarterly report on success rate of

petitions responsiveness and success
rate per departments



Report on type of matters referred

including

including responsiveness and success


Manage quarterly programme of Premier

Diary Committee

Diary Committee

Diary Committee

Diary Committee
Manage procurement in relation to

procurement plan and cash flow
projections
Manage Finances in relation to

projections

projections

projections
Quarterly Financial reconciliation

Reports on expenses and deviations



Leave reconciliation report
PMDS reports submitted
Coordinate training and development as

per PDPs

per PDPs

per PDPs

per PDPs
Management the implementation of

electronic and printed Media releases
and speeches

and speeches

and speeches

and speeches
10
SECTION NAME: MEDIA LIAISON OFFICER
PROJECT NAME: RENDERING MEDIA LIAISON SERVICES
Number of press releases, speeches and interaction with the printed and electronic media
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Prepare Speeches and speaking notes

for Premier

for Premier

for Premier

for Premier
Draft and publish Premiers press

statements/ releases



Prepare and implement media/

communications strategy in consultation
with role players

with all role players


Provide Premier with daily synopsis of

media reports on matters of importance



Conduct research on topics to be

covered in Premiers speeches



Coordinate and liaise with the print and

electronic media houses regarding
Premiers responses/ interviews



Represent Core Staff at Provincial

Planning Sessions

Outreach Planning Sessions


Attend Government MLO Fora/

Workshops, both Provincial and National

Workshops, both Provincial and national


11
SECTION NAME: PARLIAMENTARY LIAISON OFFICER
PROJECT NAME: PARLIAMENTARY LIAISON SERVICES
Number of Parliamentary business and sittings attended, and number of Parliamentary questions responded to
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Manage Premiers attendance of

Legislature sittings



Manage the written and oral responses

of the Premier to legislature/
Parliamentary questions



Facilitate Premiers attendance of

Legislature and Parliamentary Sittings



Liaise with the NCOP and facilitate

Premiers participation in NCOP debates
in consultation with the legislature



Coordinate and facilitate Premiers

interaction with her Constituency



Liaise with and service Premiers

Constituency office on behalf of the
Premier

Premier

Premier

Premier
Attend PLO Fora, National and

Provincial Workshops & briefing
sessions

sessions

sessions

sessions
Attend Legislature Sittings
Facilitate submission of Policy Speech,

Budget Vote, Response to House
Resolutions Reports to the Legislature
Facilitate submission of Annual Report,

Response to House Resolutions Reports
to the Legislature
Facilitate submission of Financial

Oversight and to House Resolutions
Reports to the Legislature
Facilitate House Resolutions Reports to

the Legislature.
12
SECTION NAME: ADMINISTRATIVE SECRETARY
PROJECT NAME: ADMINISTRATIVE SERVICES - REGISTRY
1.1 Percentage of petition/complaints/ to the Premier resolved as part of the Departments efforts to promote and demonstrate good and responsive governance.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Receive and file correspondence
Attend weekly correspondence

committee meetings

committee meetings

committee meetings

committee meetings
Compile weekly correspondence reports

for Premier

for Premier

for Premier

for Premier
Daily capturing and updating database

and filing system

and filing system

and filing system

and filing system
Draft monthly analytical report of

petitions received and referred per
Department/ Institutions



Draft Quarterly analytical report on

departmental/ institutional
responsiveness and success rate per on
addressing and solving petitions



Follow-up on matters referred

(compile lists of outstanding matters)



13
Sub-Programme 1.3: Office of the Director General

CHIEF DIRECTORATE NAME: DGs OFFICE
SECTION NAME: N/A
PROJECT NAMES
MONITORING THE IMPLEMENTATION OF THE OTP PROGRAMMES
PROVISION OF STRATEGIC SUPPORT & LEADERSHIP TO
DEPARTMENTS
1.2 Number of management reports on implementation of OTP programmes to monitor the performance of the Department; and
1.3 Percentage of challenges from departments escalated to the Director Generals Office resolved.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Establishment of governance
/management structures, and
development of ToRs thereof, for the
OTP, e.g., Audit Committee, Risk
Management Committee, HRM
Committees, MPAT Committee, ICT
Governance Steering Committee, PMDS
Moderation Committees, Social
Committees, Audit Steering Committee,
Appeals Committee, etc.
Monitor the operations of the OTP

Governance Structures.
Monitor the operations of the OTP

Co-ordination of monthly
Management Reports
Management Reports
Executive
SUMMARY OF PLANNED
Oversee development and submission
of departmental compliance and
statutory plans for 2014/15 across
programmes.
Evaluate and review the OTP
Executive
Management Reports
Executive
Co-ordination of monthly Executive

Management Reports
Monitor and report on the progress

made on implementing resolutions and
decisions taken by the Departments
Management.

Management.

Management.

Management.
Facilitate one-on-one performance

reporting sessions with programmes and
sub-programmes.

sub-programmes.

sub-programmes.

sub-programmes.
Monitor implementation of intervention

measures to improve performance in



14
CHIEF DIRECTORATE NAME: DGs OFFICE
SECTION NAME: N/A
PROJECT NAMES
MONITORING THE IMPLEMENTATION OF THE OTP PROGRAMMES
PROVISION OF STRATEGIC SUPPORT & LEADERSHIP TO
DEPARTMENTS
1.2 Number of management reports on implementation of OTP programmes to monitor the performance of the Department; and
1.3 Percentage of challenges from departments escalated to the Director Generals Office resolved.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
identified sub-programmes.

decisions taken by the Provincial
Management.

Management.

Management.

Management.
Facilitate one-on-one support sessions

with identified departments to address
their specific challenges.



15
DIRECTORATE NAME: INTERNAL AUDIT
SECTION NAME: N/A
PROJECT NAME: IMPLEMENTATION OF THE ANNUAL INTERNAL AUDIT PLAN
STRATEGIC OBJECTIVE: To provide an independent, objective assurance and consulting internal audit activity designed to add value and improve departments
operations
1.5 Number of audit projects completed as part of the implementation of the internal audit plan;
1.6 Number of monthly monitoring reports of the audit intervention plan to ensure that deficiencies in the internal control environment are addressed; and
1.29 An unqualified audit outcome with no matters of emphasis in pursuit of good corporate governance.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Quarterly monitoring of the

implementation of the Internal Audit
Plan.

Plan.

Plan.
Development of the annual internal audit

plan.
Monitor and report on the

implementation of the departmental
Audit Intervention Plan.



Plan.
Monitor and report on the key control

environment.

environment.

environment.

Facilitate the sittings of the Audit

Committee meetings.

Committee meetings.

Committee meetings.

environment.
Guide the department on the

remuneration of the Audit Committee
members.

Committee meetings.
16
DIRECTORATE NAME: RISK MANAGEMENT
SECTION NAME: N/A
PROJECT NAME: IMPLEMENTATION OF THE RISK MANAGEMENT STRATEGY
STRATEGIC OBJECTIVE: Ensure sound organisational integrity inclusive of human resource, financial, risk and supply chain managerial practices and systems
1.4 Level of implementation of the approved Risk Management Strategy to organisational integrity; and
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
MANAGEMENT OF RISK STRUCTURES

Facilitate Risk Management Committee
Meeting

Meeting

Meeting

Meeting
Quarterly reports to Risk Management

Committee

Committee

Committee

Committee
Quarterly reports to Audit Committee
Presentation of Risk Management

Status to the departmental management
structures

structures

structures

structures.
Facilitate Appointment of Risk

Committee Members.
Facilitate Appointment of Risk

Champions
RISK IDENTIFICATION AND ASSESSMENT

-
Facilitate risk assessments workshops
Approved Risk register
Monitor the implementation of risk

mitigation plans

mitigation plans

mitigation plans
Conduct Training and awareness

session on ERM

session on ERM
Post articles on OTP plasma screens
RISK MITIGATION MONITORING

mitigation plans
IMPLEMENTATION OF THE AWARENESS PROGRAMME

session on ERM

session on ERM
17
DIRECTORATE NAME: RISK MANAGEMENT
SECTION NAME: N/A
PROJECT NAME: IMPLEMENTATION OF THE RISK MANAGEMENT STRATEGY
1.4 Level of implementation of the approved Risk Management Strategy to organisational integrity; and
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
ANNUAL REVIEW OF THE RISK MANAGEMENT STRATEGY

-
Detailed analysis of existing policies
Align with current requirements, e.g.

Treasury, governance developments,
etc.
Solicit management inputs
Submit and present to applicable

governance structures for approval
Approved Risk Management Strategy
18
DIRECTORATE NAME: ANTI-CORRUPTION & SECURITY MANAGEMENT
SECTION NAME: PROVINCIAL ANTI-CORRUPTION AND ETHICS
PROJECT NAMES
BUDGET ALLOCATION: R1 MILLION
OUTSOURCING OF THE CASE BACKLOG

INCREASING AWARENESS ON ANTI-CORRUPTION ACTIVITIES
STRATEGIC OBJECTIVE: Effectively coordinate efforts aimed at preventing, combating fraud and corruption focusing in transforming the culture of the provincial public
service to promote professionalism and sound ethics
1.7 Percentage of backlog case investigations on fraud and corruption completed;
1.8 Number of Departments coordinated and supported in the implementation of security management policies;
1.17 Number of SMS disclosing their financial interests by 30 April 2013; and
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Facilitation of the tender process for the

outsourcing of case backlog
Investigation and monitoring thereof
Quarterly reports to oversight bodies
Quarterly meetings with oversight bodies
3 departments. i.e. Health, Social

Development & Special Programmes
and Human Settlement monitored to
implement Fraud Prevention Plans
3 departments. i.e. Office of the Premier,

Transport and Provincial Treasury &
Planning monitored to implement Fraud
Prevention Plans
3 departments. i.e. Safety & Liaison,

Roads & Public Works, Rural
Development & Agrarian Reform
monitored to implement Fraud
Prevention Plans
4 departments. i.e. Education, Economic

Development & Tourism, Local
Government & Traditional Affairs
monitored to implement Fraud
Prevention Plans
1 District Municipality - [Chris Hani]

assisted with Fraud Risk Assessments
and Awareness sessions:
1 District Municipality [Cacadu DM]

assisted with Fraud Risk Assessments
and Awareness sessions
1 District Municipality [Nelson Mandela

Bay Metro] assisted with Fraud Risk
Assessments and Awareness sessions
1 District Municipality- [Buffalo City

Metro] assisted with Fraud Risk
Assessments and Awareness sessions
Verification and analysis of financial

disclosure submissions by SMS
members in the OTP.
Reporting to oversight bodies
19
DIRECTORATE NAME: ANTI-CORRUPTION AND SECURITY MANAGEMENT
SECTION NAME: PROVINCIAL SECURITY MANAGEMENT SERVICES
PROJECT NAME: IMPLEMENTATION OF THE MISS
BUDGET ALLOCATION: (included in the R1m under Anti-Corruption Projects)
STRATEGIC OBJECTIVE: Effectively coordinate efforts aimed at preventing, combating fraud and corruption focusing in transforming the culture of the provincial public
service to promote professionalism and sound ethics
1.8 Number of Departments coordinated and supported in the implementation of security management policies
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
1 Security Awareness Workshop in

Cacadu District (departments within the
District).
1 Security Awareness Workshop Joe

Gabi District: departments within the
District).
1 Security Awareness Workshop in

Amathole District: departments within
the District).
1 Security Awareness Workshop I OR

Tambo District: departments within the
District).
Coordination of implementation of
Security Policies in 2 (Human
Settlement) and Safety and Liaison)
departments.
Security Policies in 2 (Provincial
Planning and Finance and Local
Government and Traditional Affairs)
departments.
Security Policies in 2 (Economic
Development and Roads and Public
Works) departments.
Security Policies in 2 (Health and Social
Development) departments.
Quarterly reports on the implementation

of, and compliance with, the MISS
handbooks by departments.

handbooks by departments


Office of the Premier assisted to review

Security Management Policy
Department of Roads and Public Works

assisted to review Security Management
Policy
Department of Transport assisted to

review Security Management Policy
Department of Local Government and

Traditional Affairs assisted to review
Security Management Policy
20
Sub-Programme 1.4: Strategic and Operational Support

DIRECTORATE NAME: STRATEGIC MANAGEMENT
SECTION NAME: PLANNING, INSTITUTIONAL MONITORING & EVALUATION
PROJECT NAME: IMPROVEMENT OF MANAGEMENT OF PERFORMANCE

INFORMATION
STRATEGIC OBJECTIVES: Provide strategic leadership and support to the department and provincial administration
1.9 Organisational self-assessment conducted to provide a critical lessons to inform the Departments strategy;
1.10 Number of departmental plans approved for tabling to parliament and/or presented to the Portfolio committee to allow parliament to exercise its oversight role on the
Department; and
1.11 Number of Departmental performance reports approved for tabling to parliament and/or presented to the Provincial Treasury to allow these institutions to exercise their
oversight roles on the Department.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Organise a pre-planning session to

develop a Planning Process Plan for the
Develop and submit the First Draft of the

2014/15 Annual Performance Plan
Development of Operational Plans for

the Department and a Service Delivery
Improvement Plan for the Department
Finalisation of APP, Service Delivery

Improvement Plan, Operational Plans
and costed Monthly Activity Plan; and
quality assurance of the inputs into the
Budget Statement II
Develop and seek approval of the Policy

and Procedures for the Management of
Performance Information
Conduct organisational assessment for

the Department (MPAT assessment)
Collate and submit inputs to the Budget

Statement II
Update and submission of the Second

Draft of the Annual Performance Plans
Compile, validate, quality assure and

submit the Fourth Quarter Performance
Report to the Provincial and present the
report to Top Management

submit the First Quarter Performance

submit the Second Quarter Performance

submit the Third Quarter Performance

present the 2012/13 Annual Report to
Management and submit the to the
Auditor General
Facilitate and support the process of

audit of performance information by the
Auditor General.

present the 2013/14 Financial and
SUMMARY OF PLANNED
Print and submit the 2012/13 Annual
21
SUMMARY OF PLANNED
SECTION NAME: PLANNING, INSTITUTIONAL MONITORING & EVALUATION
PROJECT NAME: IMPROVEMENT OF MANAGEMENT OF PERFORMANCE

INFORMATION
STRATEGIC OBJECTIVES: Provide strategic leadership and support to the department and provincial administration
1.9 Organisational self-assessment conducted to provide a critical lessons to inform the Departments strategy;
1.10 Number of departmental plans approved for tabling to parliament and/or presented to the Portfolio committee to allow parliament to exercise its oversight role on the
Department; and
1.11 Number of Departmental performance reports approved for tabling to parliament and/or presented to the Provincial Treasury to allow these institutions to exercise their
oversight roles on the Department.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Report to the Provincial Legislature
Performance Oversight Report to

Management and submit the report to
the Provincial Legislature
22
SUMMARY OF PLANNED
SECTION NAME: KNOWLEDGE & RECORDS MANAGEMENT
PROJECT NAME: OPERATION TIDY UP FILES
BUDGET ALLOCATION: N/A
1.12 Percentage of documents retrieved and submitted to the requester within two working days of the request being made
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Sorting out documents at Finance strong

room (ground floor) and DG and DDGs
nd
strong room (2 floor) and ensuring that
there are no files exceeding 3cm as
required by Provincial Archives
Sorting out documents at Cabinet

nd
Secretariat strong room (2 floor) and
ensuring that there are no files
exceeding 3cm as required by Provincial
Archives
Sorting out documents at Salaries room

0070 (ground floor) accordingly and
documents that were transferred to
State house from Inyathi boardroom
ECDC building and ensuring that there
are no files exceeding 3cm as required
by Provincial Archives
Records Management Support Services
Listing all documents that are ready for

disposal according to Directive DD3Disposal of Finance records, that was
issued by Provincial Archives

disposal according to Directive DD3Disposal of Cabinet Secretariat Strong
records, that was issued by Provincial
Archives

Archives

Archives
Replacing files that are damages

through handling by the correct files



Sorting-out documents at Department of

Sports, Recreation, Arts and Culture to
create space for the disposal of Records
that have reached their retention date



Apply for disposal of Finance records to

the Department of Sports recreation Arts
and culture
Ordering of correct required files and file

boxes for storing documents from Tidy
Files

Files

Files
Request for a car with relevant capacity

to transport identified documents for
OTP ECDC Building to Department of
Sports, Recreation, Arts and Culture

disposal according to Directive DD3Disposal of Finance Records, that was


Moving documents for disposal
23
SUMMARY OF PLANNED
PROJECT NAME: OPERATION TIDY UP FILES
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
/Destruction Certificate from OTP ECDC

building to the Department of Sports,
Recreation, Arts and Culture for
disposal/Destruction
Memo to the OTP finance unit to confirm

the identified document for destruction
Ensuring that there are no files that

exceeds 3cm as required by NARS


Disposal of OTP Finance Records
Disposal of OTP Records at Cabinet

Secretariat Strong room
Disposal of OTP Records at Salaries

room 0070 and Documents at State
house
Render Records Management Support

Services
Render Records Management Support

Services
Liaise with Facilities management to get

the building plan
Check the availability of the budget
Liaise with Public works to estimate the

duration for this project
Get quotes from service providers for

the recommended infrastructure and
submit request to management for
appraisal
24
PROJECT NAME: SETTING THE RECORD STRAIGHT! & IMPLEMENTATION

OF RECORDS MANAGEMENT PLAN
Summary of Planned
Quarter 1 Activities
Summary of Planned
Summary of Planned
Summary of Planned
Going through HR staff files to ensure

adherence to National Minimum
Information Requirements (NMIR)
Going through HR staff files to ensure

adherence to National Minimum
Information Requirements (NMIR)
Develop a schedule for Records

Management Awareness sessions
Conducting Records Management

Awareness sessions
Implementing Records Management

Plan
Operationalizing Records management

plan and giving support
Develop a schedule for Records

Management Implementation plan
Conducting Records management

Workshops
25
SECTION NAME: DEPARTMENTAL INFORMATION TECHNOLOGY SERVICES
PROJECTS
BUDGET ALLOCATIONS
MANAGING PRINTING SERVICES CONTRACTORS

MANAGING MICROSOFT ADMINISTRATION AND LICENCES
MANAGING DEPARTMENTAL TELEPHONE MANAGEMENT SYSTEM
PROVISION OF COMPUTER CONSUMABLES
MANAGING OUTSOURCED SERVICES
R3 250 000
R980 000
R4 301 000
R374 000
R911 000
STRATEGIC OBJECTIVE: Provide strategic leadership and support to the department and provincial administration
PERFORMANCE INDICATOR/S: N/A
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Ensure that printing services for the

department is in place for efficient
service delivery.
Monitor that printing services for the

department is available and that there is
minimum interruptions to enhance
efficient service delivery.
Continue ensuring that printing services

for the department is available and that
there are minimum interruptions to
enhance efficient service delivery.
Continue ensuring that printing services

for the department is available and that
there are minimum interruptions to
enhance efficient service delivery.
Ensure that all Microsoft services are

available to the department by
contracting Microsoft specialists.
Monitor and ensure that Microsoft

services are such as outlook for e-mails
are available at all times.
Implementation of Mimecast solution

linked to Microsoft e-mail server to
ensure availability of e-mails at all times.
Continue monitoring Mimecast solution

for the availability of e-mails at all time
and escalate any problems encountered.
Procure ICT equipment for the

implementation of IPT solution in all
OTP sites.
Implement IPT solution in all OTP sites

in order to save on departmental
telephone costs
Monitor the effectiveness of the IPT

solution and pull out reports on costs
saved by the department.
Continue monitoring the effectiveness of

the IPT solution and pull out reports on
costs saved by the department.
Ensure that computer consumables and

ICT equipment is in place for efficient
service delivery.
Continue ensuring that computer

consumables and ICT equipment is in
place for efficient service delivery.


Ensure that service desk solution is in

place, manage and monitor all logged
calls and submit monthly reports to the
management.
Continue ensuring that service desk

solution is in place, manage and monitor
all logged calls and submit monthly
reports to the management.


26
SECTION NAME: FACILITIES MANAGEMENT
PROJECTS
ANNUAL REVIEW OF DEPARTMENTAL U-AMP;
CONTRACT MANAGEMENT (CLEANING & PLANS);
FACILITATION OF FACILITY MAINTENANCE
BUDGET ALLOCATIONS: R1.2m
STRATEGIC OBJECTIVE: Provide strategic leadership and support to the department and provincial administration
1.13 Review and approval of the User Asset Management Plan (U-AMP) of the Department to ensure that the Departments infrastructural needs are catered for in its
strategy
Summary of Planned
Summary of Planned
Summary of Planned
Summary of Planned
Review of departmental U-AMP
Finalisation of the U-AMP
Monitoring and managing the day to day

facilities requirements for the
Department

Department

Department

Department
Monitoring and quality assurance of

service rendered on cleaning, plants,
and facilities maintenance contracts



27
Sub-Programme 1.5: Internal Human Resource Management

DIRECTORATE NAME: EMPLOYEE SUPPORT AND TALENT MANAGEMENT
SECTION NAME: HUMAN RESOURCE ADMINISTRATION
PROJECT NAME: RECRUITMENT AND MANAGEMENT OF PROBATIONARY

APPOINTMENTS
STRATEGIC OBJECTIVES: Ensure sound organisational integrity inclusive of human resources, financial and SCM practices and systems by 2014; Build a people
focused organisation; and ensure that institutions of the state are reflective of the demographics of society; and effectively coordinate and build capacity of the public sector
towards social and institutional transformation.
1.15 Average number of days taken to fill a post from the date when approval was granted to fill the post;
116 Percentage of employees serving probation confirmed/or not confirmed (that is, where a review has conducted and the employee has not satisfied the obligations of
his/her duty) in the 13th month of them assuming duty in the Department;
1.25 Percentage of women in senior management position in the Department; and
1.26 Percentage of employees who are in the category of people with disability.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Approved Annual Recruitment plan for

13/14. Monitor and report on personnel
turnover to top Management for
prioritisation of natural attrition posts.


Obtain prioritised post for 14/15 and

prepare draft annual recruitment plan for
14/15 and present to top management
and PCMT. Monitor and report on
personnel turnover to top Management
for prioritisation of natural attrition posts.
Analyse the Persal Data on probationary

appointments and verify actual number
of employees on 12 month probation
and put an action plan in place to clean
old probationary cases.
Obtain quarterly probation forms and

update Persal. Provide report on
outstanding probation reviews to be
conducted and action plans on any
probation cases that could not be
confirmed.

confirmed.

confirmed.
Employment equity plan reviewed and

approved. Employment equity
committee to meet on a quarterly basis.
Monthly monitoring and reporting on
employment equity reports submitted to
Top Management.
Prepare and submit the EEA 2 and EEA

4 reports for submission to the DPSA by
30 September 2013. Employment equity
committee to meet on a quarterly basis.
Monthly monitoring and reporting on
employment equity reports submitted to
Employment equity committee to meet

on a quarterly basis. Monthly monitoring
and reporting on employment equity
reports submitted to Top Management.
Employment equity committee to meet

on a quarterly basis. Monthly monitoring
and reporting on employment equity
reports submitted to Top Management.
28
SECTION NAME: HUMAN RESOURCE ADMINISTRATION
PROJECT NAME: RECRUITMENT AND MANAGEMENT OF PROBATIONARY

APPOINTMENTS
STRATEGIC OBJECTIVES: Ensure sound organisational integrity inclusive of human resources, financial and SCM practices and systems by 2014; Build a people
focused organisation; and ensure that institutions of the state are reflective of the demographics of society; and effectively coordinate and build capacity of the public sector
towards social and institutional transformation.
1.15 Average number of days taken to fill a post from the date when approval was granted to fill the post;
116 Percentage of employees serving probation confirmed/or not confirmed (that is, where a review has conducted and the employee has not satisfied the obligations of
his/her duty) in the 13th month of them assuming duty in the Department;
1.25 Percentage of women in senior management position in the Department; and
1.26 Percentage of employees who are in the category of people with disability.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Top Management.
29
SUMMARY OF PLANNED
SECTION NAME: PERFORMANCE MGT, DEVELOPMENT & EMPLOYEE

WELLNESS

PROJECT NAMES
TRAINING AND DEVELOPMENT
MANAGEMENT OF BURSARIES
LEAVE MANAGEMENT
Ensure sound organisational integrity inclusive of human resources, financial and SCM practices and systems by 2014;
Build a people focused organisation; and ensure that institutions of the state are reflective of the demographics of society; and
Effectively coordinate and build capacity of the public sector towards social and institutional transformation.
1.18 Number staff trained as part of the implementation of the HRD policy of the Department;
1.19 Percentage of staff awarded with bursaries successfully completing their programmes on time; and
1.22 Percentage of leave captured on PERSAL within 30 days from the date when the leave was approved.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Submit HRD implementation plan to

st
DPSA by 31 April 2013. Develop Work
place skills plan (WSP). Submit WSP to
PSETA by 30 June 2013. Summit
annual training report for 12/13 to
PSETA attached to the WSP of 13/14.
Implementation of the Work place Skills

plan. Submit monitoring and evaluation
report on the HRD implementation plan
to DPSA. Expenditure report on training
in line with WSP submitted to PSETA.
SUMMARY OF PLANNED
plan. Expenditure report on training in
line with WSP submitted to PSETA.
SUMMARY OF PLANNED
plan. Submit monitoring and evaluation
report on the HRD implementation plan
to DPSA. Expenditure report on training
in line with WSP submitted to PSETA.
Advertise bursaries according to the

skills need in OTP in line with the
Strategic Objectives of department and
bursary policy. 2. Award bursaries to
eligible approved employees. 3. Ensure
payment to institutions.
Obtain progress reports from bursaries

and prepare and submit report to
Management on the bursary status.


Obtain monthly leave report from each

component. Submission of quarter 4
leave reconciliation for 12/13 fin year.



30

WELLNESS
PROJECT NAME: EMPLOYEE WELLNESS
1.24 Level of implementation of the Provincial Wellness Strategy as part of governments strategy to transform the public service and enhance service delivery
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Conduct an organisational assessment

of readiness for implementation of the
Provincial Wellness Strategy and
present analysis of the assessment
report to Top management.
Develop the Departmental Wellness

Policy
Obtain approval of draft Wellness policy
Roll out and implementation of the

Employee Wellness policy.
Implementation of Health and

Productivity Management.



Implementation of SHERQ and

submission of report to Provincial
Organisational and Employee Wellness
support

support.

support.

support.
Analysis of Wellness Management

reports and submission to Top
Management

Management. 4. HIV/Aids and TB status
report to Top Management.
HIV/Aids and TB status report to Top

Management
Prepare and submit annual employee

wellness report to Provincial
Organisational Wellness Support.
Obtain approval of draft Wellness policy.
Roll out and implementation of the

Employee Wellness policy.

Management.
Management
Conduct an organisational assessment
of readiness for implementation of the
Provincial Wellness Strategy and
present analysis of the assessment
report to Top management.

Management.
Management
Develop the Departmental Wellness
Policy.
31

WELLNESS
PROJECT NAME: EMPLOYEE WELLNESS
1.24 Level of implementation of the Provincial Wellness Strategy as part of governments strategy to transform the public service and enhance service delivery
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED




support.

support.

support.

support.

Management.

Management.

Management.
Prepare and submit annual employee

wellness report to Provincial
Organisational Wellness Support.

Management.

Management

Management.

Management.
32

Management.

WELLNESS
PROJECT NAME: PERFORMANCE MANAGEMENT AND DEVELOPMENT

SYSTEM
Build a people focused organisation; and
Ensure that institutions of the state are reflective of the demographics of society; and effectively coordinate and build capacity of the public sector towards social and
institutional transformation.
1.20 Number of employees with credible performance agreements by 30 April 2013 as part of the implementation of the Performance Management and Development
Policy; and
1.21 Number of employees whose performance has been reviewed and evaluated as part of the implementation of the Performance Management and Development Policy
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Facilitate the contracting of all

employees of the department
Implement Performance incentives for

2012/13 performance cycle
Coordinate quarter 2 reviews
Coordinate quarter 3 performance

reviews
Ensure that all contracts for 2013/14 are

captured on PERSAL
coordinate the quarter 1 performance

reviews
Ensure that all received reviews are

captured on PERSAL.
Senior management contracting for

2014/15 performance cycle
Coordinate the reviews of the quarter 4

of 2012/13 performance cycle.
Ensure that all received quarter 1

reviews are captured on PERSAL
Conduct half year validations for first

and second quarter reviews
coordinate the performance

assessments for 2012/2013
submit the half yearly SMS PMDS report

to DPSA
Facilitate assessments validations for

2012/13 performance cycle.
validate all performance agreements to

ensure that the objectives in the APP
are well covered
compile the 2012/13 closing report
33
DIRECTORATE NAME: STRATEGIC HR AND INSTITUTIONAL SUPPORT
SECTION NAME: HUMAN RESOURCE PLANNING, STRATEGY AND SYSTEM
PROJECT NAME: PROMOTION OF PUNCTUALITY AND DRESS CODE
STRATEGIC OBJECTIVE: Ensure sound organisational integrity inclusive of human resources, financial and SCM practices and systems by 2014.
1.23 Level of implementation of the Provincial Culture Strategy to transform the public service and enhance service delivery
SUMMARY OF PLANNED
Develop implementation plan for the
promotion of functionality and dress
code in OTP. 2. Awareness on
guidelines on punctuality and dress
code.
10% for the identification and
appointment of culture change agents
and 25% for the training of this group.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Implementation, monitoring of the

change and improvement.
Implementation, monitoring of the

change and improvement.
Monitoring of the change and

improvement.
20% implementation of quick win

projects
the 25% is for the development and

approval of the Departmental culture
change framework
20% implementation of quick win

projects
34
SUMMARY OF PLANNED
DIRECTORATE NAME: STRATEGIC HR AND INSTITUTIONAL SUPPORT
SECTION NAME: LABOUR RELATIONS
PROJECT NAMES: MANAGEMENT OF GRIEVANCES & MANAGEMENT OF

EMPLOYEE EXITING PROCESSES
STRATEGIC OBJECTIVE: Ensure sound organisational integrity inclusive of human resources, financial and SCM practices and systems by 2014
1.27 Percentage of grievances finalised within 30 days; and
1.28 Percentage of exit interviews conducted to employees leaving the department.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Grievance Register to be developed.

Capture of 2. Grievances on PERSAL.
3. Report to Top Management on
Number of Grievances status.



Draw report on all Service terminations

and transfers out of the department on
PERSAL. 2. Analyse the outcome of
the exit interview. 3. Report on the
Number of exit interviews conducted to
Top Management and the outcomes of
the analysis.

the analysis.

the analysis.

the analysis.
35
Sub-Programme 1.6: Finance and Supply Chain Management

DIRECTORATE NAME: FINANCIAL MANAGEMENT
SECTION NAME: SALARIES
PROJECT NAME: SALARY ADMINISTRATION AND REBATES MANAGEMENT
1.29 An unqualified audit outcome with no matters of emphasis in pursuit of good corporate governance; and
1.30 Percentage of approved budget spent to ensure that resources allocated to the Department are adequately utilised.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Salary payments and allowances
Implementing general deductions
Maintain and keep salary records
Monitoring of ACB limits
Payroll management
Payroll management
Payroll management
Payroll management
Drawing and analysis of monthly

expenditure reports

expenditure reports

expenditure reports

expenditure reports
Persal to Bas reconciliation
PERSAL to Bas reconciliation
Clearing of PERSAL exceptions
Distribution of pay over schedules
Clearing of salary related suspense

accounts

accounts

accounts

accounts
Monthly tax reconciliation (EMP201)and

Annual tax reconciliation (EMP501)
Monthly tax reconciliation (EMP201).
Monthly tax reconciliation (EMP201)
Monthly tax reconciliation (EMP201)
Monthly reconciliation of ITA88
ACB recalls
ACB recalls
ACB recalls
ACB recalls
Monitoring of ACB rejections
Reversal and freezing of salaries
36
SECTION NAME: BOOK KEEPING
PROJECT NAME: BANK RECONCILIATION AND DEBT MANAGEMENT
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Monthly bank reconciliation
Monthly suspense accounts

reconciliation and analysis



Debt management
Debt management
Debt management
Debt management
Inter-departmental claims management
Processing of Journals
37
SECTION NAME: EXPENDITURE MANAGEMENT
PROJECT NAME: EXPENDITURE SECTION
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Receive documents from SCM and other

Programmes.

Programmes.

Programmes.

Programmes.
Check authenticity compliance of

documents received from SCM and
other programmes.

other programmes.

other programmes.

other programmes.
Compile, check, verify and authorise the

document.

document.

document.

document.
Capture the document on LOGIS / BAS

on line.

on line.

on line.

on line.
Batch the vouchers & submit to preaudit.
Attend to pre-audit rejections
Pre-authorise payments online
Final authorisation of payments online
After disbursement date, enter BAS

payment numbers on payment vouchers



Attend to system errors (failed payments

& bank rejection).

& bank rejection).

& bank rejection).

& bank rejection).
Put paid stamp on payment vouchers &

file documents numerically at strong
room for audit purposes and future
references

references

references

references
Prepare expenditure report after each

and every payment run.

and every payment run


Prepare payment cycle, age analysis
38
SECTION NAME: EXPENDITURE MANAGEMENT
PROJECT NAME: EXPENDITURE SECTION
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
and creditors reconciliation on a monthly

basis.

basis.

basis.

basis.
39
SECTION NAME: SYSTEMS CONTROL AND REPORTING
PROJECT NAME: COMPILATION OF FINANCIAL STATEMENTS
1.29 An unqualified audit outcome with no matters of emphasis in pursuit of good corporate governance;
1.30 Percentage of approved budget spent to ensure that resources allocated to the Department are adequately utilised; and
1.31 Financial delegations reviewed annually in accordance with the PFMA and National Treasury Regulations.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Perform month and year-end closure on

BAS
Perform month End closure on BAS
Perform month end closure on BAS
Perform month end closure on BAS
Collect and collate the financial

information for the preparation of the
Interim and Annual Financial Statements

Interim Financial Statements


Prepare Interim and Annual Financial

Statements and submit to Provincial
Treasury and Auditor General
Prepare Interim Financial Statements

and submit to Provincial Treasury.
Prepare Interim Financial Statements

and submit to Provincial Treasury.
Prepare Interim Financial Statement and

submit to Provincial Treasury
Compilation and submission of

Compliance Certificates.



Financial delegations reviewed in

accordance with the PFMA and National
Treasury Regulations
40
SECTION NAME: FINANCIAL MANAGEMENT SYSTEMS CONTROL AND

REPORTING
PROJECT NAME: CONTROL FINANCIAL MANAGEMENT SYSTEMS
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Monthly control and update

departmental code structure



Ensure availability of financial

system(BAS) through registration of new
users and facilitate the training for them,
reset revoked users

reset revoked users

reset revoked users

reset revoked users
Providing user activity and user profile

reports on monthly basis for reviewal by
management.

management.

management.

management.
Provide year-end Trial balance both

immediate and deferred for the
preparation of Annual Financial
Statement
Ensure POC availability for adjustment

journals to capture and authorise
Final audit closure
Ensure year-end calls are logged 12

days before the closure date
41
Prepares and reconciles Budget and

Bas structure for the budget loading and
perform budget blocking of the next
financial year.
DIRECTORATE NAME: SUPPLY CHAIN MANAGEMENT
SECTION NAME: GOODS RECEIVED AND PAYMENTS
PROJECT NAME: PAYMENT OF INVOICES
STRATEGIC OBJECTIVE: Ensure Sound Organisational Integrity Inclusive of Human Resources, Financial and SCM Practices and Systems by 2014
1.32 Percentage of invoices /claims in good standing paid within 30 days.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Receive and record invoices on invoice

register

register

register

register
Attach invoice to order voucher
Validate invoices by checking if order

number, description of goods /services
and amount on invoice agree with that of
the order.

the order.

the order.

the order.
Refer invoices that require variation of

order to the relevant directorate for
approval

approval

approval

approval
Capture receipt and invoices on Logis
Submit the voucher to Finance section

for payment

for payment

for payment

for payment
Inform the CFO about all invoices that

are not validated within 7 days



42
SECTION NAME: ASSET MANAGEMENT AND LOGISTICS
PROJECT NAME: ASSET MANAGEMENT
BUDGET ALLOCATION: R8 057 000
1.33 Number of updates/ reviews on the fixed asset register of the Department to achieve the best match of assets with service delivery objectives.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Request and receive asset application

forms from directorates



Perform asset procurement plan for the

department

department

department

department
Asses assets due for replacement
Procure assets
Procure assets
Procure assets
Procure assets
Barcode and distribute assets
Update asset register and inventory list
Administer asset movement, transfers

and losses

and losses

and losses

and losses
Perform reconciliation between BAS

and asset register

and asset register

and asset register

and asset register
Dispose redundant/obsolete assets
Perform Asset verification
Perform Annual stock count
Receive request list of new employees

from Directorates for officials who
qualify for cellphones



Obtain approval from DDG for

acquisition of cellphone



Liaise with service provider for

acquisition of new phones



Update cellphone register
Facilitate payment of cellphone account
43
PROJECT NAME: INVENTORY MANAGEMENT
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Receive VA2 request form from

departmental users

departmental users

departmental users

departmental users
Issue inventory stock to users
Update bin cards
Update bin cards
Update bin cards
Update bin cards
Compile list of inventory stock for

procurement

procurement

procurement

procurement
Perform quarterly stock count
Perform monthly reconciliation
Perform annual stock count
Identification of obsolesce stock and

disposal.

disposal.

disposal.

disposal.
44
PROJECT NAME: FLEET MANAGEMENT
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Receive approved trip authorities and all

related documents i.e garaging form,
after hour form, inspection form and
itinerary.

itinerary.

itinerary.

itinerary.
Allocation of vehicles.
Inspection of vehicles with users before

trip.

trip.

trip.

trip.
Close old authorisation numbers
Close old authorisation numbers.
Inspection of vehicles with users
Balancing of log books
Facilitate vehicle maintenance and

repairs.

repairs.

repairs

repairs.
Monthly reconciliation of invoices from

DOT/First Auto

DOT/First Auto

DOT/First Auto

DOT/First Auto
Request and receive new applications

for subsidised vehicles



Prepare and submit applications to

Departmental Transport Advisory
Committee

Committee

Committee

Committee
Submit the documentation to the Banks

and service providers



Receive the confirmation from the Bank,

if favourable the order will be placed.



Inspection and confirmation of the

vehicle on delivery of subsidised vehicle.

vehicle on delivery of subsidised


45
PROJECT NAME: FLEET MANAGEMENT
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
vehicles
vehicles
vehicles.
Monitoring of monthly submission of Log

Book by users.

Book by users.

Book by users.

Book by users.
Facilitate the maintenance and repairs of

vehicles.

Book by users.

Book by users.

Book by users.
Facilitate the maintenance and repairs of

vehicles.

Book by users.

Book by users.

Book by users.
46
SECTION NAME: DEMAND MANAGEMENT
PROJECT NAME: DEVELOPMENT OF PROCUREMENT PLAN
STRATEGIC OBJECTIVE: Ensure Sound Organisational Integrity Inclusive of Human Resources, Financial and SCM Practices and Systems by 2014.
1.34 Development and approval of the procurement plan of the Department as part of efforts to improve planning and budgeting.
SUMMARY OF PLANNED
Develop a procurement process project
plan with clear delivery dates for
identified projects
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Monitor the implementation of

procurement plan

procurement plan

procurement plan
Assist directorates to complete

procurement plans in line with allocated
budget.
Consolidate plans to create a

departmental procurement plan
Identify projects that require SCM

intervention
Submit draft procurement plan to

Treasury for quality assurance
Submit the final procurement plan to the

Director General for Approval
Submit the approved procurement plan

to Provincial Treasury.
47
Write letter to Inform programmes to

prepare and submit procurement plans
SECTION NAME: ACQUISITION MANAGEMENT
PROJECT NAME: ADMINISTRATION OF BIDS
STRATEGIC OBJECTIVE: Ensure Sound Organisational Integrity Inclusive of Human Resources, Financial and SCM Practices and Systems by 2014.
1.35 Percentage of bids concluded within 90 days from the date of approval to procure to the date when bid is awarded.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Request and receive specifications from

directorates

directorates

directorates

directorates
Develop a bid project plan detailing all

the activities and timelines leading to the
award of the bid.

award of the bid.

award of the bid.

award of the bid.
Convene Bid Specification Committee

meeting to consider the Terms of
Reference/specification
Convene specification committee



Advertise bid on tender bulletin and

news papers

news papers

news papers

news papers
Convene Bid Evaluation Committee

meeting to evaluate the submitted bid
proposals
Convene bid evaluation committee

proposals

proposals

proposals
Convene Bid Award Committee meeting

to consider the evaluated bid
Convene bid Award Committee meeting



Submit BAC recommendations to the

Accounting Officer for approval and
award of bid.

award of bid.

award of bid.

award of bid.
48
Programme 2: Institutional Development and Organisational Support

DIRECTORATE: DDGS OFFICE
SECTION NAME: N/A
STRATEGIC OBJECTIVES: All strategic objectives applicable to Programme 2

SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Coordinate the Programme

Management meetings and follow up on
the decisions thereof



Compile 3 monthly, 1 quarterly, and the

annual report for the programme and
ensure that there is credible evidence
associated with all reported achievement
Compile 3 monthly and 1 quarterly

report for the programme and ensure
that there is credible evidence
Compile 3 monthly, 1 quarterly and a

mid-year report for the programme and
ensure that there is credible evidence
Compile 3 monthly and 1 quarterly

report for the programme and ensure
that there is credible evidence
Coordinate general programme

meetings and follow up decisions thereof




submission of draft Programme APP
and budget.

submission of the draft Programme APP
and budget

finalisation of the Programme Plans
(APP, Operational Plan, Monthly Activity
Plans, Cash flows, Procurement Plans)

PMDS




Ensure that all staff members have valid

financial year
49
SECTION NAME: N/A

SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Effective and efficient management of

correspondence

correspondence

correspondence

correspondence

Programme

Programme

Programme

Programme
Monitor Risk Management in the

Programme

Programme

Programme

Programme
50
Sub-Programme 2.2: Transversal Organisational Development and Consultancy Services

CHIEF DIRECTORATE NAME: HUMAN CAPITAL & TALENT MANAGEMENT
SUPPORT SERVICES (HCTMSS)
SECTION NAME: HUMAN RESOURCE STRATEGY AND POLICY SERVICES
PROJECT NAME: FACILITATION, MONITORING AND SUPPORTING

DEPARTMENTS ON HR PLANNING AND IMPLEMENTATION
STRATEGIC OBJECTIVES: Build a people focussed organisation; Ensure that the institution of the state are reflective of the demographics of the society; Effectively
coordinate and build the capacity of the public sector towards social and institutional transformation; and Ensure sound organisational integrity inclusive of human resource,
financial, risk and supply chain managerial practices and systems.
2.1 Number of departments with credible HR Effectiveness & Capacity Assessment and developing credible improvement plans;
2.2 Number of departments with credible revised annual human resource plans by the end of June 2013;
2.3 Number of departments submitting credible six monthly and annual human resource implementation reports;
2.4 Number of departments with credible Annual Recruitment Plans (ARPs);
2.5 Percentage of provincial executive management posts filled within 6 months of them being vacant; and
2.6 Number of departments implementing credible HRM delegations.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Departments submit HR effectiveness

assessments for 2012/13 to OTP.
The analysis report on the assessments

is finalised. Feedback is provided to
departments.

implementation of the Planned
Interventions
Departments conduct HR effectiveness

assessments for 2013/14.
The analysis report on the assessments

is finalised

implementation of the Planned
Interventions
Submission of assessments to DPSA.
OTP commences the analysis of the

assessments.
Departments update Annually Adjusted

HRPs and submit to OTP, which
forwards these to DPSA
OTP analyses the Annually Adjusted

HRPs and provides feedback to
departments
The Annual HRP Implementation

Reports for 2012/13 are analysed and
feedback is provided to departments.
The six monthly HRP Implementation

Reports for 2013/14 are analysed and
feedback is provided to departments.
51


SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Monthly reports from departments on the

implementation of ARPs consolidated
and analysed

and analysed

and analysed

and analysed
Conclude appointments of HoDs:

DRDAR; DEDEAT; DLGTA; DRPW
Conclude appointment of HoD: Human

Settlements
Conclude appointment of HoD: SD&SP

& SRAC
Monitor and report on EM vacancies
Monitor and report on implementation of

HRM delegations

HRM delegations

HRM delegations

HRM delegations
Monitor and support implementation of

departmental Attraction and Retention
Strategies

Strategies

Strategies

Strategies
Facilitate approval of Succession

Planning Policy in the Province
Roll out Succession Planning Policy in

the Province

the Province

the Province
Finalise validation of HRM Competency

Assessment Tool in the Province
Facilitate approval of HRM Competency

Assessment Tool in the Province
Roll out HRM Competency Assessment

Tool in the Province
Roll out HRM Competency Assessment

Tool in the Province
Consolidate Provincial HRM Status

Report

Report

Report

Report
Consolidate departmental Management
52


SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Information Systems (MIS) Reports
Consolidated report on the HR portion of

the 2011/12 Departmental Audit
Intervention Plans (AIPs)
Monitor and Report on progress on the

HR portion of the 12/13 Departmental
Audit Intervention Plans (AIPs)


53


DEPARTMENTS ON EMPLOYEE AND ORGANISATIONAL WELLNESS
STRATEGIC OBJECTIVE
Build a people focussed organisation
2.9 Number of departments implementing employee wellness programmes; and
2.10 Number of departments implementing Policy and Procedure on Incapacity Leave and Ill-health Retirement (PILIR) Framework effectively.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Develop employee wellness audit tool
Conduct employee wellness audit in 2

pilot depts.
Conduct briefing sessions with 13

departments on the audit

departments
Development of project plan
SUMMARY OF PLANNED
departments
SUMMARY OF PLANNED
Analyse data and compile annual report.
Facilitate Planning sessions with 13
departments for 2014/15
Analyse data and compile report and
conduct one on one session with
departments
Analyse trends and report on 13

departments and finalise business plans
Collect baseline data
Analyse data and compile report on

baseline information to inform audit
Facilitate Employee Wellness

Programme implementation



Collect and analyse data from Persal

and Vulindlela on Leave Management
with special emphasis on employees
number of sick leave days taken, sick
leave pending applications, employees
who never took vacations with special
attention given to DOE,DOH,DSRAC
and OTP

who never took vacation focusing on
DOE,DOH,DSRAC and OTP

who never took vacation focusing on
DOE,DOH,DSRAC and OTP
Collect and analyse annual data from

Persal and Vulindlela on Leave
Management with special emphasis on
employees number of sick leave days
taken, sick leave pending applications,
employees who never took vacation
focusing on DOE,DOH,DSRAC and
OTP
54


DEPARTMENTS ON EMPLOYEE AND ORGANISATIONAL WELLNESS
STRATEGIC OBJECTIVE
2.9 Number of departments implementing employee wellness programmes; and
2.10 Number of departments implementing Policy and Procedure on Incapacity Leave and Ill-health Retirement (PILIR) Framework effectively.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Facilitate appointment of new Health

Risk Manager, the setting up of new
HRM (signing of contract, Introductions
to depts), Monitor handover and
submission of applications and facilitate
PILIR Steering committee meeting
Facilitate steering committee meeting

and submission of reports, Analyse data
per department, submit report and
formulate feedback to departments.

formulate feedback to departments

formulate feedback to departments
55

SECTION NAME: EMPLOYMENT RELATIONS MANAGEMENT

DEPARTMENTS ON EMPLOYMENT RELATIONS MANAGEMENT
2.11 Number of departments implementing employment relations strategies.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Misconduct data collected, analysed and

reports developed.

reports developed.

reports developed.
Collect, analyse and report on

misconduct data.
Leadership seminar for HR Heads

organised.
Leadership seminar for Executive

Management organised.
Leadership seminar for HR Heads

organised.
IDLRF held.
IDLRF held.
IDLRF held.
IDLRF held.
Benchmarking session for LR

practitioners is held.
Benchmarking session for LR

practitioners.
1st annual LR dialogue session held and

decisions of the session formed into a
PoA.
Facilitate structured engagement

between labour and government to
create and sustain labour peace within
the Provincial Administration.


Preparatory processes for Chamber

finalised

finalised

finalised

finalised
Meetings of the Provincial Chambers of

the PSCBC and GPSSBC take place
and OTP takes part in ELRC and
PH&SDSBC.

PH&SDSBC.

PH&SDSBC.

PH&SDSBC.
Seek Mandate, Participate in, and

communicate the outcomes of the
PSCBC and GPSSBC processes



56
SUMMARY OF PLANNED
Dialogue session PoA KRAs factored

into the OPS of departments.

SECTION NAME: PERFORMANCE MANAGEMENT AND DEVELOPMENT

SERVICES
PROJECT NAME: FACILITATE THE IMPLEMENTATION OF PMDS IN

DEPARTMENTS
2.7 Number of departments with credible HoDs performance agreements by 31 May 2013; and
2.8 Number of departments conducting credible performance reviews and evaluations for their Heads of Departments.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Support HoDs with performance

contracting.
Validation report on HoDs PAs done.
Support the process of conducting the

2nd HoD performance reviews
Support the process setting up of

evaluation panels to evaluate the
previous financial year performance
Support the process of conducting the

1st HoD performance reviews
Monitor, support and report on the

implementation of the Employee PMDS:
Employee performance contracting
for 2013/14
Quarter 4 Reviews (2012/13)
Annual employee performance
assessments (2012/13)
Annual state of PMDS report for
2012/13 done

Sample of employee performance
contracts validated and report done.
Implementation of employee
performance incentives monitored
Quarter 1 employee performance
reviews monitored

Sample of employee performance
reviews validated and report done.
reviews monitored
Revised PMDS manual approved and

EPMDS policy integrated into the book.
500 Revised PMDS manual printed and

distributed to H/O and 6 districts
500 Revised PMDS manual printed and

distributed to 2 districts
57
Support finalization of HoDs

performance appraisal of the
previous financial year.
Develop an annual report on the
state of HOD PMDS
Provide readiness support to
departments for 2014/15 PMDS
Planning and contracting for the
new financial year
reviews monitored
CHIEF DIRECTORATE NAME: HUMAN RESOURCE DEVELOPMENT SUPPORT
SECTION NAME: HRD STRATEGY DEVELOPMENT MONITORING AND

SUPPORT
PROJECT NAMES
BUDGET ALLOCATION
TRANSVERSAL TRAINING
LEADERSHIP DEVELOPMENT
WOMEN IN LEADERSHIP
R10 741 000

R10 741 000
R500 000
STRATEGIC OBJECTIVE: Effectively coordinate and build the capacity of the public sector towards social and institutional transformation
2.18 Number of middle and senior managers trained through the leadership development programme;
2.19 Number of women participating in the Women in Leadership Development Programme; and
2.20 Number of public servants trained in specific key areas in line with the Public Sector Transformation Strategy.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Train at least 150 officials on key areas
in line with the Public Sector
transformation Strategy (Financial and
Business Management, Human
Resource Management, Organisational
Development, Communication,
Compulsory Induction Training, ICT)



Train at least 80 officials on key areas in

line with the Public Sector
Transformation Strategy
Advanced Leadership Programme
ALP

ALP continues
Executive Development Programme
(EDP) commences in September
2013

ALP ends end December 2013
Advanced Management Programme
(AMDP) commences in November
2013
EDP continues

EDP continues
Prepare for Leadership Seminar
Conduct Leadership Seminar
58

SUPPORT
PROJECT NAMES
BUDGET ALLOCATION
WOMEN IN LEADERSHIP
R10 741 000

R10 741 000
R500 000
2.18 Number of middle and senior managers trained through the leadership development programme;
2.19 Number of women participating in the Women in Leadership Development Programme; and
2.20 Number of public servants trained in specific key areas in line with the Public Sector Transformation Strategy.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
WOMEN IN LEADERSHIP
Finalise Concept And Develop
Programme
30 Women participate in a Women in

Leadership Programme
Continuation with the Women in

59
Continuation with the Women in

Compilation of a summative report
on the Programme

SUPPORT

PROJECT NAMES
SKILLS DEVELOPMENT
FINANCIAL ASSISTANCE
2.20 Number of public servants trained in specific key areas in line with the Public Sector Transformation Strategy; and
2.21 Number of unemployed young people trained in specific skill areas as part of the strategic skills development initiative
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SKILLS DEVELOPMENT
Support Government Departments to
develop HRD Implementation Plans in
line with the PSDS
Consolidate the Annual Plans of

Provincial Departments and monitor
implementation
Consolidate and present half-yearly

implementation reports to Provincial
Management
Consolidate and present the Annual

HRD implementation report to Provincial
Management
Consolidate the Annual Reports of

PSDF Stakeholders against the PSDS;
Work with Stakeholders on the

Provincial Management Information
System;
Present the half-yearly report to the

Provincial and National HRD Council
and to Provincial Management
Quarterly reports consolidated;
Coordinate the placement of at least 600

unemployed youth in Learnerships,
Apprenticeships or Skills Programmes



Facilitate, coordinate and monitor the

placement of FET College students with
Provincial Departments, Municipalities
and Public Entities

and Public Entities

and Public Entities

and Public Entities
Coordinate the provision of Financial

Assistance to at least 3,000 full-time
students in critical fields of study



Annual report on financial assistance

provided by provincial government in
2012/13 including student progress
Conduct an extensive Career Exhibition

Programme
Half year report on the financial support

provided in 2013/14.

Programme.

Programme
Host the Annual Top Achievers Award

Ceremony for the top Grade 12 learners
FINANCIAL ASSISTANCE
60
CHIEF DIRECTORATE NAME: INSTITUTIONAL SUPPORT SERVICES
SECTION NAME: ORGANISATIONAL DESIGN AND SYSTEMS SUPPORT
PROJECT NAME: RENDER ORGANISATIONAL DESIGN AND SYSTEMS

SUPPORT TO THE PROVINCIAL ADMINISTRATION
STRATEGIC OBJECTIVE
Effectively coordinate and build the capacity of the public sector towards social and institutional transformation
Ensure sound organisational integrity inclusive of human resource, financial, risk and supply chain managerial practices and systems
2.12 Number of departments with approved organizational Structures for the current Medium Term Strategic Framework; and
2.13 Number of departments with credible human resource planning, recruitment and selection and leave management business processes.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
ASSESSMENT & SUPPORT ON DEVELOPMENT OF ORGANISATIONAL STRUCTURE

Three (3) organogram analysed which
include:
Pre-consultation sessions held with
the departments during
restructuring
Organogram consulted with OTP
and DPSA before approval by the
relevant EA
Four (4) organogram analysed which

include:
Four (4) organogram analysed which

include:

restructuring
relevant EA

restructuring
Two (2) organograms analysed.

Validate service delivery models and
departmental organograms and develop
Annual report with recommendations for
improvements

relevant EA
ASSESSMENT AND SUPPORT ON IMPLEMENTATION OF JOB EVALUATION POLICY

Three (3) departments implement JE
structures, co-ordinated and supported
which include:
Analysis of existing JE capacity
Trained JE Analysts and Panellists
Four (4) departments implement JE

which include:
Four (4) departments implement JE

which include:
JE structures fully functional

Evaluated posts in terms of the
Public Service Regulations.
JE results captured on Persal
JE structures fully functional

Evaluated posts in terms of the
Public Service Regulations.
JE results captured on Persal
61
Two (2 ) departments implement JE

and JE report developed
SECTION NAME: ORGANISATIONAL DESIGN AND SYSTEMS SUPPORT
PROJECT NAME: RENDER ORGANISATIONAL DESIGN AND SYSTEMS

SUPPORT TO THE PROVINCIAL ADMINISTRATION
STRATEGIC OBJECTIVE
Effectively coordinate and build the capacity of the public sector towards social and institutional transformation
Ensure sound organisational integrity inclusive of human resource, financial, risk and supply chain managerial practices and systems
2.12 Number of departments with approved organizational Structures for the current Medium Term Strategic Framework; and
2.13 Number of departments with credible human resource planning, recruitment and selection and leave management business processes.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
BUSINESS PROCESS RE-ENGINEERING

Formalize BPM task teams which
include:
Appointment of members to serve in
the provincial BPM task team
At least one (1) task team meeting
held
1 As-is process mapped for recruitment

and selection process and develop are
report.
1 As-is process mapped for leave

management process and develop a
report
1 As-is process mapped for HR planning

and a report for all mapped processes
with recommendations.
Development of a BPM project plan
DOCUMENT MANAGEMENT SUPPORT TO DEPARTMENT OF EDUCATION

OD intervention plan for documents
management developed for the
Department of Education
Conduct Joint Action Planning with

Department of Education relevant
business unit/s
Conduct group sessions on

organisational diagnosis with
relevant business unit/s
Conduct feedback sessions as a
results of diagnosis made with the
relevant business unit/s
62
Ensure implementation of
recommendations and follow through
SECTION NAME: CULTURE CHANGE
PROJECT NAME: FACILITATE IMPLEMENTATION OF CULTURE CHANGE

PROJECTS
BUDGET ALLOCATION: : R763 650
Build a people focussed organisation; and
Effectively coordinate and build the capacity of the public sector towards social and institutional transformation.
2.14 Number of departments implementing culture change strategies
SUMMARY OF PLANNED
Feedback to departments on the DI
Analysis and findings
SUMMARY OF PLANNED
SUMMARY OF PLANNED

Departmental Culture Change Quick
Win Projects that are aligned to
Departmental Programmes

SUMMARY OF PLANNED

Skills enhancement, Refresher and Reorientation sessions for Departmental

Change Agents and OTP Technical
Advisors

Advisors

Advisors

Advisors
Leadership Change Engagement

Programme (Premier and MECs, DG,
HoDs and DDGs)

HoDs and DDGs)

HoDs and DDGs)

HoDs and DDGs)
Orientation of Batho Pele coordinators of

13 departments on the Batho
Revitalization strategy implementation
plan.
Monitor and support the implementation

of the Batho Pele Revitalization Strategy
implementation plan
Monitor and support the implementation

of the Batho Pele Revitalization Strategy
implementation plan
Batho Pele Audits / Front Line

Service Audits
Khaedu
Support development of Departmental

Annual Culture Change Programmes
Batho Pele Audits / Front Line

Service Audits feedback
Khaedu
Comprehensive report on progress on

Provincial and Departmental Cultures
Change Programmes
63
Report on the Batho Pele

Revitalization Strategy
implementation plan
Annual Plan for 2014/15 Batho Pele
Revitalization Strategy
Comprehensive report on progress on
Provincial and Departmental Cultures
Change Programmes
SECTION NAME: CULTURE CHANGE
PROJECT NAME: FACILITATE IMPLEMENTATION OF CULTURE CHANGE

PROJECTS
BUDGET ALLOCATION: : R763 650
Build a people focussed organisation; and
Effectively coordinate and build the capacity of the public sector towards social and institutional transformation.
2.14 Number of departments implementing culture change strategies
SUMMARY OF PLANNED
Preparations for the Public Service
Month
APSD Activities held on 23 June
2013 (Part of EXCO Outreach)
Preparation for the EXCO outreach
Report on progress on 2012 HoD
Deployments, feedback and followup
HoD Deployments to Service
Delivery Sites
Public Servants Policy and Culture
Change Sessions
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Public Service Month activities

implemented
Report of the Public Service Month
Logistics
Feed -back to Ikhwezi
Feedback to Elliotdale
Preparation for the EXCO outreach
EXCO Outreach Report
Feedback and follow up on HoD

deployments
Monitor implementation of EXCO

Outreach Resolutions in respect of HoD
Deployments
HoD Deployments to Service

Delivery Sites
Public Servants Policy and Culture
Change Sessions
64
SUMMARY OF PLANNED
Monitor the implementation of the
PSM recommendation
Annual report on the PSM 2013/14
Public Service Month Concept for
2014 developed
Monitor implementation of EXCO
Outreach Resolutions in respect of HoD
Deployments
SECTION NAME: SERVICE DELIVERY INTERVENTIONS
PROJECT NAME: DEVELOPMENT AND PILOTING OF AN INTEGRATED

ORGANISATIONAL ASSESSMENT TOOL
STRATEGIC OBJECTIVE: Effectively coordinate and build the capacity of the public sector towards social and institutional transformation.
2.15 Integrated organizational performance assessment framework and tool developed.
SUMMARY OF PLANNED
Research and development on the
integration of organizational
performance diagnostic tools done:
Research on integrated hybrid
organizational assessment tools
done
Benchmarking of hybrid tools and
organizational maturity models
Integrated model for organizational
performance assessment and
reporting developed
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Concept document for the integration of

diagnostic tools developed and
approved
Concept document with a case for
change developed
Blue print for organizational
performance diagnostics developed
Concept document consulted with
all relevant stakeholders
65
SUMMARY OF PLANNED
Development of a web-based
organizational diagnostic tool done:
Blue print for a web- based tool
done
User needs analysis done
Web-based tool piloted to users
Web-based toll signed off
Pilot the web-based diagnostics tool in

additional 1 department:
Departmental orientation done
Users in department trained
Users conduct assessment
Pilot sight signed off to test tool for
reliability and reliability
Pilot the web-based diagnostics tool in 1

identified department.
Departmental orientation done
Users in department trained
Users conduct assessment
Pilot sight signed off
Organizational Performance
Assessment Policy Updated:
Organizational Assessment policy
revision workshop conducted
Revised policy communicated to all
stakeholders
Updated policy approved by EXCO
Training of 50 designated IDOS and

OTP transversal (prg 3 & 4) staff done
Training of 100 provincial M& E and

Balasela champions done
SECTION NAME: SERVICE DELIVERY INTERVENTIONS
PROJECT NAME: REVISION OF SDIPS AND MONITORING IMPLEMENTATION
STRATEGIC OBJECTIVE: Effectively coordinate and build the capacity of the public sector towards social and institutional transformation.
2.16 Number of departments implementing revised Service Delivery Improvement Plans
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
REVISION OF SDIPS AND MONITORING IMPLEMENTATION

Feedback reports provided and
presented to 13 Departments on the
revised SDIPs submitted.
Audits done to track SDIP

implementation at head office and in 3
districts of 4 identified Departments.
Audits done to track SDIP

implementation at head office and in
additional 3 districts of the 4 identified
Departments.
Progress report on the departmental

feedback sessions done
Audit report done
Audit report done
Integrated audit report on SDIP

implementation with recommendations
for improvement shared with 4
departments across six districts
Updated PSDC distributed and

communicated to Departments in 3
districts
Report on PSDC implementation with

recommendations for improvement
shared with 13 departments
MARKETING THE PROVINCIAL SERVICE DELIVERY CHARTER

2000 copies of the updated Provincial
Service Delivery Charter(PSDC) printed
PSDC loaded on the provincial web-site

communicated to 13 Departments at
Head Office (Bhisho & King Williams
Town)

communicated to Departments in 3
districts.
66
SECTION NAME: INNOVATION AND KNOWLEDGE MANAGEMENT
PROJECT NAME: COORDINATION OF KNOWLEDGE MANAGEMENT
2.17 Number of departments implementing Innovation and Knowledge Management strategies.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Provide Support to 13 Departments to

be trained to upload information /
documents in the Provincial Knowledge
Hub
Departments supported to Identify,

Collect, and Package the Provincial Best
Practices and Facilitate the Replication
of Existing Best Practices
Coordinate Knowledge Exchange in

Cross Functional Teams for Information
Sharing in 3 Departments by Focusing in
Finance Section
Facilitate the implementation of Learning

and Sharing Practices in Departments
Provide Support to 6 Departmental

Districts to upload information /
documents in the Provincial Knowledge
Hub
Facilitate the Replication of Existing Best

Practices in Departments

HR Section

SCM Section
67
Sub-Programme 2.3: Information Technology Management

CHIEF DIRECTORATE NAME: PROVINCIAL INFORMATION MANAGEMENT
UNIT
SECTION NAME: N/A
PROJECT NAME: IMPLEMENTATION OF ICT GOVERNANCE
2.22 Number of departments implementing ICT Governance in accordance with the Provincial Framework.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Maturity Level Assessment for the 13

Departments produced
GAP Analysis based on the assessment

and Policy creation
Business Processes and ICT Goals

Mapping
Alignment of Business Processes with

ICT / COBIT Processes
Provincial ICT Strategy Planning

Session with PGITOC members
Provincial ICT Strategy review
Provincial ICT Strategy review and

presentation to the Provincial ICT
Steering Committee
Approved Provincial ICT Strategy

document for 2014-2019
68

UNIT
SECTION NAME: N/A
PROJECT NAME: MONITORING OF SITA SERVICE LEVEL AGREEMENT
2.23 Level of compliance of SITA with the Service Level Agreements
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Business Agreement kick-off sessions
Business Agreement review and

engagement inputs
An approved final Business Agreement

document
Approved Report on SITA accountability

matrix

matrix

matrix

matrix
Quarterly Performance reports (ALL

SLAs)

SLAs)

SLAs)

SLAs)
Submission of
Renewal/Termination/Amendment of
reviewed SLAs for approval
Assessment for in-house Provincial

Hosting of the SITA historical data
Review of SITA and ICT related SLAs

(Managed Desktop, Hosted Printing, etc)
A Developed implementation plan for inhouse Provincial Hosting of SITA

historical data.
Quarterly Performance report on Web

Applications Development &
Maintenance

Maintenance.
Development of the implementation

plan for in-house Provincial Hosting of
SITA historical data

Maintenance.

Maintenance.
Approval of the Project Plan for Service

Improvement.
Develop Project Plan for Service

Improvement.
Assessment for in-house Provincial

Hosting of the SITA historical data
69

UNIT
SECTION NAME: N/A
PROJECT NAME: IMPLEMENTATION OF THE PROVINCIAL ICT

INFRASTRUCTURE PLAN
2.23 Level of implementation of the Provincial ICT Infrastructure Plan
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Approved Infrastructure and

Maintenance Plans based on Asset
verification
Provisioning and Maintenance of

Provincial ICT Network Infrastructure
services as per the Maintenance and
Infrastructure Plans


Continuous update of the OTP Asset

register

register

register
Report on Asset verification and updated

Asset Register
Monitoring of the Microsoft EA and

ESET NOD32 Licenses
Approved Microsoft EA and ESET

NOD32 upgrade
Installed base for Microsoft EA and

ESET NOD32
Maintenance of Provincial Server Room

equipment
Final Technical Specifications for the

implementation of the Provincial VPN
Implemented Phase 1 (Data) of the

Provincial VPN
Phase 2 (Voice and Video) of the

Provincial VPN RFQ
Awarded Tender for the Phase 2 (video

and Voice) of the VPN
70

UNIT
SECTION NAME: N/A
PROJECT NAME: GIS SERVICE PROVISION
2.25 Level of implementation of spatial referencing of government information through Geographical Information System (GIS)
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Report on Spatial Referencing of

Provincial Departments



80 Employees trained in the usage of

GIS

GIS

GIS
An approved GIS Training Plan
Number of mapping request completed
71

UNIT
SECTION NAME: N/A
PROJECT NAME: IT DISASTER RECOVERY PLAN FOR OFFICE OF THE

PREMIER
BUDGET ALLOCATION: R4m
2.26 Level of implementation of phase two of the IT Disaster Recovery Plan for Office of the Premier
SUMMARY OF PLANNED
Performance Assessment and
Procurement of hardware for the DRP
solution
SUMMARY OF PLANNED
SUMMARY OF PLANNED QUARTER 2

ACTIVITIES
DRP Solution (Virtualization and
Replication) implementation
DRP Solution (Virtualization and

Replication) implementation
72
SUMMARY OF PLANNED
Development of procedure manuals to
restore services and testing of Disaster
Recovery Solution
Programme 3: Policy and Governance

SECTION NAME: N/A

SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Coordinate the Programme Executive

Management meetings for the
programme and follow up on the
decisions thereof

decisions thereof

decisions thereof

decisions thereof
Compile monthly, quarterly, mid-year

and annual reports for the programme
and ensure that there is credible
evidence associated with all reported
achievement

achievement

achievement

achievement





submission of draft Programme APP
and budget.

submission of the draft Programme APP
and budget

finalisation of the Programme Plans
(APP, Operational Plan, Monthly Activity
Plans, Cash flows, Procurement Plans)

PMDS




Ensure that all staff members have valid

73
SECTION NAME: N/A

SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
financial year

Programme

Programme

Programme

Programme

Programme

Programme

Programme

Programme
74
Sub-Programme 3.2: Performance Monitoring and Evaluation

CHIEF DIRECTORATE NAME: PERFORMANCE MONITORING & EVALUATION
SECTION NAME: N/A
PROJECT NAME: COORDINATION OF PERFORMANCE REPORTING
STRATEGIC OBJECTIVE: Provincial monitoring, reporting and evaluation framework fully implemented
3.1 Number of departments submitting credible quarterly performance reports
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of the concept document,

Standard Operating Procedure (SOP)
and Annual Schedule for Reporting
Implementation of the SOP
Development of a Framework and

Criteria for analysing Quarterly
Performance Reports
Collection of Departmental Quarterly

Performance Reports as per SOP and
Schedule

Schedule

Schedule
Consultations on the (SOP) and Annual

Schedule for Reporting with
departments
Analysis of Departmental Quarterly

Reports

Reports

Reports
Submitting the draft SOP and Schedule

for approval to the OTP and Provincial
Management structures
Finalisation of the SOP and Schedule
Production of Draft Analysis Report
Consultation with stakeholders on the

Draft Analysis report


Advocating the SOP with relevant

stakeholders
Updating and finalisation of the Analysis

report

report

report
Presentation of the final Analysis Report

to Provincial Management Structures for
endorsement

endorsement

endorsement
Produce an annual report on the

implementation of the SOP
75
SECTION NAME: N/A
PROJECT NAME: IMPROVING MANAGEMENT PERFORMANCE INFORMATION
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of the concept document

for analysing departmental frameworks
for managing performance information
Development of an Assessment
Framework for analysing the quality of
departmental Frameworks for managing
performance information
Development of draft provincial

guidelines for managing performance
information in provincial departments
Setting up of an Analysis Team

(ECSECC and Provincial Treasury)
Assessment of the quality of frameworks

and guidelines for improving the
management of performance information
in the province in 4 departments

Collection of departmental Frameworks

for managing performance information

Produce a draft report
Engage with relevant departments on

the draft report

the draft report

the draft report
Update and finalise the report
Present the report to OTP Management

Structures
Develop a consolidated report for 13

Departments
Present the report to OTP and Provincial

Management Structures for
endorsement
Present the report to OTP Management

Structures
76
SECTION NAME: N/A
PROJECT NAME: COORDINATION OF OVERSIGHT OF THE PROVINCIAL

PRESIDENTIAL SCHOOLS AND ASIDI PROGRAMME
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of the concept document

Standard Operating Procedure (SOP)
and Schedule for Presidential Schools
and ASIDI Reporting
Engagement of stakeholders on the

Draft report on Presidential Schools and
ASIDI schools
Collection of Quarter 2 ASIDI and

Presidential Schools Performance
Reports as per SOP

Reports as per SOP
Endorsement of SOPs and Schedule by

Programme Head
Finalisation of the Presidential Schools

and ASIDI schools report
ASIDI and Presidential Schools Site

Visits (49 schools second phase)
Production of Progress Report on the

Presidential Schools and ASIDI schools
Collection of Quarter 4 (for the 12/13

financial year) ASIDI and Presidential
Schools Performance Reports as per
SOP
Presentation of Presidential Schools and

ASIDI schools report to Provincial
Management structures for endorsement


ASIDI schools
ASIDI (49 schools first phase) and

Presidential Schools Site Visits
Presentation of the final reports to

EXCO

ASIDI schools



Reports




Presentation of the final reports to

EXCO
77
SECTION NAME : N/A
PROJECT NAME: DEVELOPMENT OF PERFORMANCE MONITORING &

KNOWLEDGE MANAGEMENT SYSTEM IN PARTNERSHIP WITH DPME
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Endorsement of the Concept Document

by OTP Management Structures
Presentation of the system at Provincial

Top Management meeting
Advocate the Performance Monitoring

and Knowledge Management System to
the relevant stakeholders
Formulation of the work group that will

spearhead implementation of the system
Approval of the System
Training of all departmental M& E

officers.
Formulate a business case to guide the

system
Testing of the system
Piloting of the system
Development of the System
Hands on support from DPME to OTP

M&E officials.
Hands on support from DPME to the

departmental M&E officials.
78
SUMMARY OF PLANNED
Launch of the system
SECTION NAME: N/A
PROJECT NAME: PREPARATION OF THE PERFORMANCE REPORTS TO

MAKGOTLA
3.2 Number of provincial performance oversight reports processed
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of Standard operating

Procedures (SOPS) for Makgotla
reporting
Collection of performance progress as

per PCMT and Quarterly Performance
Reporting SOPS
Collection of performance progress as

per PCMT and Quarterly Performance
Reporting SOPS
Draft Consolidated Report produced
Draft Consolidated Report produced
Draft Powerpoint Presentations

Produced
Draft Powerpoint Presentations

Produced
Presentation of Draft Report and

Powerpoint in Clusters, Provincial
Management and EXCO for verification
and endorsement
Presentation of Draft Report and

Powerpoint in Clusters, Provincial
Management and EXCO for verification
and endorsement
Printing and Distribution of reports to

Cabinet Secretariat
Printing and Distribution of reports to

Cabinet Secretariat
79
SECTION NAME: N/A
PROJECT NAME: PCMT OVERSIGHT ENGAGEMENTS AND REPORTING
3.2 Number of provincial performance oversight reports processed
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Develop Standard Operating Procedures

and an annual schedule of the PCMT
Collection of performance reports as per

SOPS

SOPS

SOPS
Development and approval of the format

of the PCMT report to EXCO and
Provincial Management
Verification of information
Development of a plan to support

departments post-PCMT
Development and submission of prePCMT reports (analysis of departmental

performance for consideration by PCMT)


Engagement with stakeholders on the

SOPS, annual schedule and format of
the PCMT report for endorsement
PCMT engagements take place (first

Quarter Report and Annual Reports)
PCMT engagements take place (Quarter

2 Reports)
PCMT engagements take place (Quarter

3 Reports)
Compilation of post-PCMT reports
Implementation of the plan to support

departments post-PCMT (including
feedback/correspondence to HODs)
Submission of post-PCMT reports for
consideration by Provincial Management
Structures and endorsement by EXCO



SOPS
-
80
SECTION NAME: N/A
PROJECT NAME: END OF TERM REPORT
3.3 Number of evaluations/impact assessment conducted to evaluate the impact of government policies and programmes on the lives of people in the province
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Preparation of a Concept Document on

the End of Term Report (2009-2014)
Submit Final Report to EXCO for

endorsement
Engagement of stakeholders (Clusters,

on the findings of the report

findings of the report
Approval of the evaluation by EXCO

(before the end of March 2013)
Printing and distribution of the report
Preparation of Terms of Reference for

the End of Term Report
Initiation of procurement of capacity to

support the Evaluation
Appointment of the Service Provider to

support the evaluation
Setting up of the Project Steering

Committee for the Evaluation
Desk-top Data collection and Data

Analysis
Site visits for verification (see separate

Project Plan)
Management of the Service Provider

(weekly Project Steering Committee
reports)
Produce draft Evaluation Report
Engage stakeholders on the findings of

the Report
Update report as per inputs from

stakeholders produce final report
81
SECTION NAME: N/A
PROJECT NAME: SITE VISITS - CONTRACT EIGHT (8) SERVICE DELIVERY

VERIFICATION OFFICERS FOR 5 MONTHS
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Concept document approved (by 31

March 2013)
Posts approved by Premier (by 31
March 2013)
Verification Team and one Team Leader
reports for duty at Office of the Premier
(PME Unit)
Orientation of the team (including
Communication Officers, Community
Development Workers and Service
Delivery Facilitators), planning the visits
and review of annual reports and APPs
of departments.
Development of a draft service delivery
report
Development of a site verification tool
and framework for capturing and
reporting
Verification Team reports for duty in 6
District Municipalities and 2 Metros.
Site Visits and capturing of data as per
reporting framework
Site Visits and capturing of data as per

reporting framework
Mopping up visits and compilation of the
draft consolidated report.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Engagement with stakeholders on draft

report
Update and produce final report.
Table report to EXCO for endorsement

Printing and distribution of report
82
SECTION NAME: N/A
PROJECT NAME: EVALUATION OF TRANSVERSAL TRAINING IN THE

PROVINCE
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED

the Evaluation of Transversal Training,
in collaboration with IDOS




the Report

the final report

the Evaluation of Transversal Training in
the Province, in collaboration with IDOS
Data collection and Data Analysis

Procurement of capacity to support the

Evaluation

reports)

endorsement
83
SECTION NAME: N/A
PROJECT NAME: EVALUATION OF COORDINATION OF INFRASTRUCTURE

DELIVERY
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED

the Evaluation of the coordination of
infrastructure delivery

Data collection and Data Analysis




reports)

endorsement

the Evaluation of the coordination of
infrastructure delivery in the Province
Procurement of capacity to support the

Evaluation

the Report

the final report
84
SECTION NAME: N/A
PROJECT NAME: IMPLEMENTATION OF MPAT
3.11 Number of departments conducting effective management performance assessments
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of a draft Provincial MPAT

concept document and implementation
plan for 2013/14 (including the
production of improvement plans), in
collaboration with IDOS
Endorsement of Provincial MPAT

implementation plan by Provincial
Management
Implementation of the Provincial MPAT

Plan for 2013/14, in collaboration with
IDOS
Compilation of the Provincial MPAT

Report, in collaboration with IDOS
Consultation with relevant stakeholders

on the draft implementation plan 13/14,
in collaboration with IDOS
Monitor and report on the production of

improvement plans by departments (in
collaboration with IDOS)
Provide support to ensure that all 13

Departments conduct MPAT
Assessments, in collaboration with IDOS

2013/14 MPAT report, in collaboration
with IDOS
Consultation with all Provincial

Departments on the 2012/13 MPAT
results, in collaboration with IDOS
Endorsement of the 2013/14 MPAT

report by Provincial Management
Develop a support plan for all

Departments for the production of
improvement plans (in collaboration
with IDOS)
85
SECTION NAME: N/A
PROJECT NAME: PROVINCIAL MANAGEMENT OVERSIGHT PLAN/ FOSAD

PLAN APPROVED AND REPORTING
3.12 Number of monitoring reports on the provincial management oversight plan (FOSAD plan)
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Finalise the Provincial Management

Plan/FOSAD plan
Collection of data on finalised plan
Present the Provincial Management

Plan/FOSAD plan to Provincial
Management for endorsement
Analysis of data received
Produce First Quarter report on the

Provincial Management Plan/FOSAD
plan
Produce Second Quarter Report on the

plan
Produce Third Quarter Report on the

plan
Presentation of report to management

structures

structures

structures
Presentation of report to EXCO
86
SECTION NAME: N/A
PROJECT NAME: IMPLEMENTATION OF FRONT LINE SERVICE DELIVERY
3.13 Number of monitoring reports on frontline service delivery
SUMMARY OF PLANNED
Formulation of a concept document and
the Annual FSD Plan 2013/14
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Annual FSD Plan implemented and

monitored
Annual FSD Plan implemented and

monitored
Draft Annual Report on the

implementation of the Annual FSD Plan
is produced
Site visits conducted
Site visits conducted

Draft Annual Report
Identification and approval of the Annual

FSD sites
Draft Report produced
Draft Report produced
Updating and finalisation of Annual

Report
Stakeholder and Public Awareness of

the Annual FSD Plan

Draft Monitoring Report

Draft Monitoring Report
Endorsement of the Annual FSD Report

by EXCO
Updating and finalisation of Monitoring

Report
Updating and finalisation of Monitoring

Report
FSD concept document approved
87
Sub-Programme 3.3: Service Delivery Intervention and Co-ordination Support

CHIEF DIRECTORATE NAME: SERVICE DELIVERY INTERVENTION & COORDINATION SUPPORT
SECTION NAME: N/A
PROJECT NAME: PREMIERS SERVICE DELIVERY INTERVENTION
STRATEGIC OBJECTIVE: To co-ordinate and facilitate service delivery intervention

3.4 Quarterly monitoring of the implementation of the Presidents and Premiers service delivery initiatives
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Project identification
Establish Project Committees
Project management and monitoring
Project management and monitoring
Project assessments
Draft and facilitate signing of

Memorandum of Agreements (MOAs)
Coordinate and attend Project

Committee Meetings
Stakeholder management
Stakeholder mobilisation and

management
Resource mobilisation and Management
Support implementation of projects

Committee Meetings
Develop projects business plans
Procurement of Professional Services
Stakeholder management
Establish Institutional arrangements

Committee Meetings
Reporting
Project evaluation and close out

Committee Meetings
Development of pre and post service

delivery visit reports



Progress reporting
Progress reporting
Progress reporting
Progress reporting
88
SECTION NAME: N/A
PROJECT NAME: PRESIDENTIAL SERVICE DELIVERY INTERVENTIONS

3.4 Quarterly monitoring of the implementation of the Presidents and Premiers service delivery initiatives
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Establish / support Institutional

arrangements
Stakeholder coordination and

management

management

management

management
Coordinate and attend meetings
Site inspections
Site inspections
Site inspections
Site inspections
Provide strategic reports




89
SECTION NAME: N/A
PROJECT NAME: EXCO OUTREACH

3.5 Percentage of EXCO outreach commitments implemented
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of the Previous years

EXCO outreach baseline data (issues
and commitments)
Production of pre EXCO outreach

service delivery reports


Interface with government institutions

and relevant stakeholders on service
delivery matters

delivery matters

delivery matters

delivery matters


management

management

management

management
Production of post EXCO outreach



Quarterly reporting
Conduct service delivery site

verifications

verifications

verifications
Quarterly reporting
Quarterly reporting
Quarterly reporting
Redevelopment and maintenance

(update) of service delivery database


Production of annual report on

implementation of EXCO outreach
matters
90
SECTION NAME: N/A
PROJECT NAME: SERVICE DELIVERY INTERVENTIONS AND SUPPORT

3.14 Level of implementation of service delivery intervention initiatives
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Conduct investigations on service

delivery requests for intervention



Coordination and management of

government institutions and
stakeholders

stakeholders

stakeholders

stakeholders
Interface with communities and

appealing stakeholders



Production of preliminary reports
Develop action plans with catalytic

projects

projects

projects

projects
Manage and monitor implementation
Conduct site verifications
Production of progress reports and

update

update

update

update
Develop support mechanism and close

out

out

out

out
Develop annual analysis report on

Service Delivery Intervention initiatives
91
Sub-Programme 3.4: Policy Planning and Research Co-ordination

CHIEF DIRECTORATE NAME: POLICY PLANNING & RESEARCH
COORDINATION
SECTION NAME: N/A
PROJECT NAME: GOVERNMENT CLUSTER SYSTEM
STRATEGIC OBJECTIVE: To lead the coordination of policy, planning and research in the Province
3.6 Level of functionality of the government cluster system
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of the Cluster Schedule as

per the POA
Review of the Cluster Schedule
Develop the cluster status quo report

and a review concept
Production of the Lekgotla concept and

report
Implementation of the review plan
Development and approval of the POA
Production of the cluster review plan
Implementation of the review plan
Production of the cluster monthly and

quarterly reports
Evaluation of the review plan

quarterly reports

quarterly reports
Coordination of departmental priority

activities

quarterly reports

activities
Coordination of the POA implementation
Assessment of Cluster performance
Production of annual cluster

performance/review report
Follow-up on departmental priority

activities

activities
Development and approval of the

concept for the assessment of APPs
Analysis of APPs
Production of a detailed assessment

report for 2013/14 APPs
Final analysis of the 2014/15 APPs
Development of the assessment criteria

and finalisation of the tools
Production of departmental specific

findings based on the analysis
Analysis of 2014/15 draft APPs
Production of a detailed report for

2014/15 draft 3 APPs
Interface with departments on the

concept and criteria
Conduct one on one engagements and

workshops with departments to table
criteria and approach for assessment.

workshops with departments to provide
feedback
Reporting
Collation of departmental APPs
Reporting
Production of report on the assessment

of the draft APPs
Reporting
Reporting
92

COORDINATION
SECTION NAME: : N/A
PROJECT NAME: ASSESSMENT OF PROVINCIAL DEPARTMENTS APPs
3.7 Number departments with credible APPs that are aligned to the Provincial priorities
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development and approval of the

concept for the assessment of APPs
Analysis of APPs
Production of a detailed assessment

report for 2013/14 APPs
Final analysis of the 2014/15 APPs
Development of the assessment criteria

and finalisation of the tools
Production of departmental specific

findings based on the analysis
Analysis of 2014/15 draft APPs
Production of a detailed report for

2014/15 draft 3 APPs
Interface with departments on the

concept and criteria

workshops with departments to table
criteria and approach for assessment.

workshops with departments to provide
feedback
Reporting
Collation of departmental APPs
Reporting
Production of report on the assessment

of the draft APPs
93

COORDINATION
SECTION NAME: : N/A
PROJECT NAME: PROVINCIAL INFRASTRUCTURE SERVICE DELIVERY PLAN
3.8 Number of Departments with approved Infrastructure Delivery Plans
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Identification and assessment of all

infrastructure delivery in the province
Develop a Diagnostic report on

infrastructure delivery in the Province
per sector
Consult with stakeholders
Collation of the data
Procure service provider
Consult with sector partners
Establish institutional arrangements
94
Service Delivery plans for the following

departments complete on time: Health;
Education; Human Settlements;
DSRAC; and Roads and Public Works

COORDINATION
SECTION NAME: : N/A
PROJECT NAME: NDP IMPLEMENTATION FACILITATION
3.9 Level of readiness to implement the National Development Plan in the Province
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Create awareness about the NDP in the

Province (advertisement, printing,
translation, marketing)



Provide support to the ECPC in

government and municipal participation
in the development of the plan



Facilitate regular quarterly engagements

between the ECPC and the Premier and
the DG

the DG

the DG
Development of the NDP

implementation plan for the Province
95
CHIEF DIRECTORATE NAME: POLICY PLANNING AND RESEARCH

COORDINATION
SECTION NAME: : N/A
PROJECT NAME: DEVELOPMENT AND APPROVAL OF THE YOUTH

STRATEGY
3.10 Youth Development Strategy Approved
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Assessment youth initiatives in the

departmental programmes
Production of youth initiatives status quo

report
Procurement of a service provider
Development and approval of

conceptual framework
Consultation of stakeholders to present

the report
Development of a draft strategy
Approved youth strategy
Project scoping
Consultation of stakeholders
96

COORDINATION
SECTION NAME: : N/A
PROJECT NAME: PROVINCIAL POLICY AND RESEARCH AGENDA
STRATEGIC OBJECTIVE: To lead the coordination of policy, planning and research in the province
Number of provincial policy research programmes conducted
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Conduct assessment and scope of the

provincial policy and research agenda
Review the plan
Management of research projects
Production of final research reports
Consultations with departments and

policy forums.
Initiate research projects (review of rural

development strategy, Review of the
Urban Renewal Programme)
Production of draft research reports
Presentation of the research reports to

stakeholders
Develop Process Mapping for planning,

policy development and research
Reporting
Reporting
Reporting
97
Approval of research reports

Reporting

COORDINATION
SECTION NAME: N/A
PROJECT NAME: PROVISION OF OVERSIGHT TO SURUDEC AND ECSECC
STRATEGIC OBJECTIVE: To lead the coordination of policy, planning and research in the province
3.15 Quarterly Review of ECSECC performance
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Production of oversight guidelines and

plan
Oversight engagements on quarterly

performance with SURUDEC and
ECSECC

ECSECC
Development and approval of SLAs for

the next financial year
Management of SLA
Facilitate flow of funds as per the SLA

ECSECC
98
Programme 4: Executive Support Services

SECTION NAME: EXECUTIVE SUPPORT SERVICES
STRATEGIC OBJECTIVE: All strategic objectives applicable to Programme 4

SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Coordinate Branch management

meetings and follow up decisions
thereof: DDGs Office and Subdirectorates


: DDGs Office and Sub-directorates

Compile monthly performance reports

and quarterly reports for the programme
achievement:
Monitor Sub-branch POE
Escalate areas of decision making
and advise thereof

achievement:
and advise thereof

achievement:
and advise thereof

achievement:
and advise thereof
Provide support to sub-branches on

high-level Projects and Executive
decisions, include:-



Coordination of EXCO Outreach

Steering Committee
Monitor progress on High Level
projects, such as HoL
Facilitate and monitor Internal and
External intervention projects or

Steering Committee

Steering Committee


99

Steering Committee

SUMMARY OF PLANNED
requests from DDG and Sub-branches,
include SATMA, Ex-mine Workers PSC
and/or any other intervention deemed
necessary for DDGs Office.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED



submission of the draft programme APP
and budget

finalisation of the programme Plans
(APP, Operational Plan, Cash flows,
Procurement Plans)


Ensure that all SMS member have

valid performance agreements for
the next financial year
Ensure that performance review for
all staff in the programme are
conducted and moderated (for the
third quarter)
Compile Special Reports and responses

for Portfolio Committee, PCMT,
Correspondence Administration,
acknowledgements and responses
Coordinate/Facilitate/Monitor
functionality of Branch Monitoring
Committees:
Coordinate monthly Finance committee:

Monitor invoicing and Expenditure
patterns
Coordinate/Facilitate/Monitor
functionality of Branch Monitoring
Committees:
Coordinate monthly Finance committee:

Monitor invoicing and Expenditure
patterns

submission of draft programme APP and
budget.
PMDS; Ensure PMDS Programme
Committee functionality
Finance Committee - Monitor

expenditure patterns of the
Programme
Finance Committee - Monitor

expenditure patterns of the
Programme
100

SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Training Committee
PMDS Programme Committee
Monitor risk management indicators and
performance of Sub-branches
SUMMARY OF PLANNED
Training Committee
PMDS Programme Committee

101

Sub-Programme 4.2: Cabinet Secretariat and Protocol Services

CHIEF DIRECTORATE NAME: CABINET SECRETARIAT & PROTOCOL
SERVICES
SECTION NAME: N/A
PROJECT NAME: RENDER CABINET SECRETARIAT & PROTOCOL SERVICES
STRATEGIC OBJECTIVE: Lead and manage the provision of Executive support to the Premier, Executive Structures and Provincial Government
4.1 Number of reports on secretariat and protocol services rendered to executive structures
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Provide Secretariat services to EXCO,

Cabinet Committees, Clusters and



Coordinate verification and update

EXCO files and documents



Track and report on the implementation

of EXCO resolutions

of EXCO resolutions

of EXCO resolutions

of EXCO resolutions
Facilitate and coordinate alignment

between the programmes of the
Legislature and EXCO



Render protocol services to the Premier

and Provincial events.



Facilitate and coordinate State functions

and visits of the President, Deputy
President, National Ministers, and
International Visits to the province.

President, National Ministers and


102
Sub-Programme 4.3: Provincial Communication

CHIEF DIRECTORATET NAME: PROVINCIAL COMMUNICATIONS
SECTION NAME: MARKETING & CORPORATE COMMUNICATIONS
PROGRAMME NAME: MARKETING OF THE PROVINCIAL GOVERNMENT &

BRAND THE PROVINCE
STRATEGIC OBJECTIVE: Enhance the Image of the provincial government and EC province
PERMANCE INDICATOR
4.2 Percentage of people rating the Provincial government and EC province positively
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Conduct public perception surveys
Develop Draft communication plan for

the Province and OTP
Consultations on the draft plan
Implementation of plan
Implementation of plan
Manage implementation internal

communication platforms through
producing and distributing internal news
later

later

later

later

developing new design and content
layout and website management



Communication forums facilitation (1 X

Economic and infrastructure cluster
meeting 1 X Eastern Cape Branding
and Marketing Forum meetings)

Cluster meeting; 1 x ECBMF Meeting)

Cluster meeting; 1 x ECBMF meeting)
Communication forums facilitation (1 x

Cluster meeting; 1 X ECBMF Meeting)
Develop and launch share point as an

integrated electronic communication
platform for the province
Establish a provincial networking

community in share point and Create
links with provincial websites
Create a provincial database for

communicators, Media, Stakeholder,
HOC and ICGF
Create an archiving system for press

releases, Photos, Images Campaigns,
Provincial CI Manual, Communication
Frameworks and policies
Develop and implement a new

Corporate ID for OTP through the
development of a CI manual, conducting
CI audits for OTP and the Province
Launch new CI and developing CI

compliance monitoring framework
Replace internal applications with new

CI and conduct first Quarterly audit
Replace external applications with new

CI and conduct second Quarterly Audit
Launch Home of legends (HoL)
Launch HoL national advertising
Launch HoL International competition;
Facilitate HOL Stakeholder workshop
103
SECTION NAME: MARKETING & CORPORATE COMMUNICATIONS
PROGRAMME NAME: MARKETING OF THE PROVINCIAL GOVERNMENT &

BRAND THE PROVINCE
STRATEGIC OBJECTIVE: Enhance the Image of the provincial government and EC province
PERMANCE INDICATOR
4.2 Percentage of people rating the Provincial government and EC province positively
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Billboard campaign
campaign
Host International Media Tour; Launch

HoL public participation programme;
Launch HoL Website and Social Media
campaign
Develop creative concepts for the

promotional material and funding
proposals for HoL
Production of the HOL marketing and

promotional material
Distribute HOL Marketing and

promotional material to key stakeholders
and potential funders l
Distribute HOL Marketing and

promotional material to key stakeholders
and potential funders
Social media campaign
Billboard campaign
Launch marketing and Promotional

campaign 20 years of freedom through
publication of a Book; Booklets for
districts / metros; Interactive DVD;
Leaflets; Posters.
Provide communication support to the

EXCO Outreach program



Provide graphic and design services to

the OTP (Design guidelines for the new
OTP CI; and Provide design services to
key events and marketing material)



104
CHIEF DIRECTORATE NAME: PROVINCIAL COMMUNICATIONS
SECTION NAME: MEDIA LIAISON
PROJECT NAME: MEDIA MANAGEMENT
STRATEGIC OBJECTIVE: Enhance the Image of the Provincial government and EC Province
4.3 Percentage of net positive media representation of the provincial government in the media domain
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Coordinate quarterly communications

Cluster meetings with elements of
Media Engagement

Media Engagement meetings

Media Engagement meetings

Cluster meetings with elements of Media
Engagement meetings held
1 District /MCF Core team meeting
1 District/MCF Core Team meeting
1 DCF and 3 LCF meetings
1 DCF and 3 LCF meetings are held
1 DCF and 3 LCF meetings are held.
1 DCF and 3 LCF meetings are held
Celebrate information day in

SterkStroom
Celebrate information day in Great Kei

LM
Celebrate information day in Senqu LM
Celebrate information day in KSD
Information days in4 districts celebrating

20 years of freedom
Information days in 4 Districts

celebrating 20 years of freedom
Review the Communications Policy

Framework and adopt a new PCS
protocol PCS. The HoC led interdepartmental review committee to be
appointed to begin work with TOR
An IGCF led workshop is convened to

finalise a draft policy and protocol
Draft policy and protocol is tabled for

approval in the G&A Cluster, Cabinet
Committee & EXCO.
Execution of the Policy & Protocol and

Progress report submitted to leadership
Assist in the annual review of a

Communication strategy, programme of
action (POA) and execution plans.
Reviewed Provincial Communications
strategy approved by EXCO for
execution
A Reviewed draft comm. Strategy is

approved & executed
Progress report on the execution

submitted to governance structures.
Progress report on the execution

submitted to governance structures.
Coordinate the development & execution

of issue management framework
(position of government on key public
issues. Issue management framework
approved by EXCO for execution
A HoC led inter-departmental review

committee is appointed to begin work
with TOR
A service provider/partnership is
developed with research institutions or
higher learning institution for the
development if issue management
framework
Draft issue management framework is

tabled for approval in G&A Cluster,
Cabinet Committee & EXCO.
Develop and execute a mechanism for
Good news carried in government
105
SUMMARY OF PLANNED
maximising generation and
dissemination of good news on ECPA.
Appointment of a service provider to
execute good news generation
Execution of a Public Relations
Campaign to profile the 20 years of
Freedom reporting period. Commission
writers/experts to draft pieces; and
Negotiate with print media owners to
avail leader page space.
Coordinate government efforts of
building good government media
relations. Convene a Seminar to
observe the World Press day jointly with
the media sector (03 May 2013)
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
strategic platforms/publications (All

media, Masincokole, Perspective,
website, e-mails, sms)
strategic platforms with a slant of

20years of freedom(All media,
Masincokole, Perspective, website, emails, sms)
strategic platforms (All media, with a

slant of 20years of freedom
Masincokole, Perspective, website, emails, sms)
Draft quarterly schedule with topics; and

4 x weekly Op pieces.


Convene an annual meeting between

Premier, EXCO and EC SANEF.
Convene Mcebisi Bata Memorial Lecture

as a platform appreciate relations
between the media & government
106
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Coordinate the development and

execution of the Premiers Profiling
strategy. Appointment of the Premiers
MLO & PR advisor; development of
Strategy to profile the Premier &
approval by DG, Executive Management
& Premier; and provide Premiers PR
and content support to ensure all her
efforts and public engagements are well
publicized in the media
Execution of strategy to Profile the

Premier & progress report submitted

Premier & progress report submitted,
linked to the Launch of 20 years of
Freedom

Premier & progress report submitted.
linked to the celebration of 20 years of
Freedom
Participation in diary management;

drafting of speeches, backgrounders &
Op Eds; professional organisation of
media conferences; and writing of media
statements, opinion pieces & letters to
the editor.

the editor.

the editor.
Contract an independent media

monitoring agency to perform media
monitoring on behalf of govt. Advertise
tender for a period of two years
Appointment of service provider &

Service provider commences and
produces report that depicts the
coverage of the Provincial Government
and Eastern Cape
Media monitoring analyses and

continues and report produced
Media monitoring analyses and

continues report produce
Coordinate the execution of media

Rapid Response system.
Immediate responses to media enquiries

with stipulated deadlines with all affected
departments

departments

departments
Coordinate the execution of EXCO

quarterly Cluster M&E Media Briefings.
Submission to EXCO for the approval of
the schedule
2 quarter M&E Cluster Media Briefing

convened to reflect on progress

convened to reflect on progress. To
coincide with the Premiers launch of
nd
progress report on the 2 decade of
Freedom.

convened to reflect on progress to
nd
coincide with the celebration of the 2
decade of Freedom.
Coordinate the execution of Public

Information Campaigns. 10 Media slots
or features secured for the Principals/
Spokesperson to engage the public
10 Media slots or features secured for

the Principals/ Spokesperson to engage
the public

the public

the public
nd
rd
107
th
SUMMARY OF PLANNED
Strengthen cooperation with community
radio, print and TV media sector.
Organise and convene a community
media round table
Execution of the manual for maximizing
media liaison support for the EXCO
outreach programme: 80% increase of
profile of EXCO Outreach programme
Develop and Execute media liaison plan
during SOPA, Budget speech and Policy
speeches.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of scripts to profile

20years of freedom reporting period.
Execute radio adverts per cluster

reflecting progress 20 years of Freedom
80% increase of profile of EXCO

Outreach programme
SUMMARY OF PLANNED
Execute documentaries reflecting
progress 20 years of Freedom.
Develop media plan in collaboration with

Legislature & ensure approval by OTP
Executive Management
Execute media liaison support for

SOPA, Budget speech & policy
speeches (Media management, Live
Broadcast, PVAs screens,
Optimal Utilisation of ICTs to advance

the functioning of EC provincial
Communications System. Review of the
telemedia centre and related equipment
to determine resource needs
A plan for addressing the gaps, seeking

funding and training of requisite
personnel is in place
Rollout of the plan to departments and

municipal districts and the rolling out of
messaging reflecting 20 years of
Freedom reporting period
Rollout of the plan to departments and

municipal districts and the rolling out of
messaging reflecting 20 years of
Freedom reporting period
Production of video and audio visual

material (DVDs ,Internet video clips, TV
ads, and radio ads): 2 DVD packages for
different events and 4 Internet video
clips; and 2 radio ads be produced(as
required by media liaison)
DVD packages for different events and 2

Internet video clips2 radio ads be
produced(as required by media liaison)
DVD packages for different event sand 4

Internet video clips; and 2 radio ads be
produced(as required by media liaison)
DVD packages for focusing on Launch

of 20 years of Freedom Reporting period
per cluster; 3 Internet video clips
focusing on Launch of 20 years of
Freedom Reporting period per cluster; 3
radio ads be produced focusing on
Launch of 20 years of Freedom
Reporting period per cluster; and 20
years Review Documentary on the
performance of government and
distribution of DVDs across the
108
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
province.
Mobilization for various campaigns and

Institutionalized Days: Freedom Day
celebrations; Workers` Day; and June
16
Women`s month and Heritage Day
Day of the Disabled Persons; Launch of

20 years of Freedom reporting period;
Day of Elderly Persons; 16 Days of
Activism; and World AIDS Day
Back to school campaign; SONA;

SOPA; Celebrating 20 years of Freedom
reporting period; and Human Rights Day
Conduct environmental scanning in all

district/metros: Three reports on
environment are done with advisories &
district interventions
Three reports on environment are done

with advisories & district interventions


Record, develop a data base and track

issues raised by communities at
Thusong service centres: Generate 3
monthly status reports with analysis,
advisories for resolving outstanding
matters
Generate 3 monthly status reports with

analysis, advisories for resolving
outstanding matters

outstanding matters

outstanding matters
Ensure a rapid response system is in

place, executed, tracked and reports
generated on all EXCO outreach
undertakings: Three monthly reports are
given with demonstrable results
Three monthly reports are given with

demonstrable results


Promote the establishment of Thusong

Service Centres and Access points: 1
PISSC planning meeting ; and 1 monthly
Core Team meeting to mobilise and
coordinate establishment of Thusong
centres and Access point are held &
programme reports generated
1 PISSC planning meeting ; and 1

monthly Core Team meeting to mobilise
and coordinate establishment of
Thusong centres and Access point are
held & programme reports generated


109
SECTION NAME: CUSTOMER CARE & PRESIDENTIAL HOTLINE
PROGRAMME NAME: IMPROVE CUSTOMER CARE & MANAGEMENT OF THE

PRESIDENTIAL HOTLINE
STRATEGIC OBJECTIVE : Enhance the image of Provincial Government and the Eastern Cape
4.4 Percentage of resolved public enquiries as registered and tracked on the Presidential Hotline
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Coordination of the Customer Care

workshop.
Presentation of the resolutions to the

Provincial Departments and
Municipalities
Implementation of the resolutions of the

Customer Care Strategic Planning
Monitoring and evaluation the

implementation of the resolution of the
strategic session
Presentation of the draft Customer Care

Policy to the Communications
Management
Presentation and approval of the draft

Customer Care Policy to the Executive
Management
Presentation of the approved Customer

Care Policy and its implementation by
Departments and Municipalities.
Implementation of the Customer Care

Policy and workshop resolutions around
Presidential Hotline.
Coordination of Road shows to

popularise Presidential Hotlines
objective and complaints handling
system: Proposed draft for the campaign
Consultation and planning with relevant

stakeholders
Road shows to District Municipalities

and Departments to present status
Utilisation of available platforms such as

Executive Management, IGCF,
MuniMec, HODs Retreat, Mayoral
Committee
Customer Care & Presidential Hotline

practitioners meetings convened and
reported.

reported.

reported.

reported.
Assist in developing and launching the

Business Intelligence Reporting Tool
with PIMU: Research and benchmarking
conducted on an Intelligence Reporting
Tool
Proposed reporting tool and presented

to the Communications and Executive
Management
Validation and implementation process
Implementation and Monitoring
Coordination of SOPA School Debates:

To do research on government
programmes and policies
Stakeholder coordination within OTP

and other relevant department
Identifying a suitable programme with

key role players.
Monthly Customer Care days
Coordination of Annual Presidential

Hotline and Provincial Customer Care
Indaba: To do the presentation to the
Management on issues lifted by the
Preparations of the Cabinet

Memorandum for the Executive Council
Approval of the identified District and

communication takes place
Liaising and preparations with the

identified District to host the Indaba
110
SECTION NAME: CUSTOMER CARE & PRESIDENTIAL HOTLINE
PROGRAMME NAME: IMPROVE CUSTOMER CARE & MANAGEMENT OF THE

PRESIDENTIAL HOTLINE
STRATEGIC OBJECTIVE : Enhance the image of Provincial Government and the Eastern Cape
4.4 Percentage of resolved public enquiries as registered and tracked on the Presidential Hotline
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
communities
Participate and responding to customer
care queries during International,
National and Provincial Mandates: To
attend the institutionalised days and
document the issues raised and
analysed them.
Analysis of the raised issues and locate

then to various affected departments
Documenting all the issues rose in all

the Districts and coordinate responding
sessions such as information days
Summary of all the issues rose by the

communities and document them for the
Executive Council and affected District
for implementation purposes
Coordinate the training of PLOs on

Customer Care and Presidential Hotline
on quarterly basis.

in every quarter

in every quarter

in every quarter
111
Sub-Programme 4.4: Intergovernmental and Stakeholder Relations

CHIEF DIRECTORATE NAME: INTERGOVERNMENTAL RELATIONS &
STAKEHOLDER RELATIONS
SECTION: INTERGOVERNMENTAL RELATIONS
PROJECT NAME: IMPLEMENTATION OF IGR STRATEGY
BUDGET: R925 000
Strengthen Executive and IGR Structures of Provincial Government; and
Improve mechanisms for effective engagement with civil society
4.5 Number of reports on participation of all provincial government departments in the development of Integrated Development Plans at local government level to improve
integrated planning and effectiveness in implementation of government programmes; and
4.6 Number of EXCO Outreach Programme organised to strengthen public participation and public engagements with stakeholders on service delivery commitments and
progress towards attaining coherence in service delivery.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Organise and convene a Provincial IGR

Workshop
Provincial IDP support evaluation

session
Convene Provincial engagement to

mobilise phase one IDP support

mobilise phase two IDP support

mobilise phase three IDP support
Convene engagement with National

departments and state owned
enterprises
Follow up on issues raised per

department
Convene engagement with National

departments and state owned
enterprises
Follow up on issues raised
Convene PCF
Convene PCF
Convene PCF
Convene PCF
Exco Outreach preparations
Coordinate NMBM, & CDM IGR Exco

Outreach session
Lift IGR issues for TSG & PCF agenda
Lift IGR issues TSG & PCF agenda
Coordinate ADM, ANDM, ORTDM,

CHDM & JGDM IGR Exco Outreach
session
Coordinate BCMM IGR Exco Outreach

session
Coordinate IGR engagements
Coordinate IGR engagements
112

SECTION: INTERNATIONAL RELATIONS
PROJECT NAME: IMPLEMENTATION OF INTERNATIONAL RELATIONS

STRATEGY
BUDGET: R1.477m
STRATEGIC OBJECTIVE: Strengthen Executive and IGR Structures of Provincial Government

4.7 Number of international initiatives co-ordinated in Provincial Government to mobilise and attract resources for the implementation of government priorities
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Printing, distribution and roll out of the IR

strategy
Implementation of the Strategy to all

sector departments
Implementation of the Strategy to all

Municipalities
Report on the implementation of the IR

strategy
Coordinate Provincial International

Relations Steering Committee to update
the ODA Database.

the ODA Database

the ODA Database

the ODA Database.
Produce ODA report
Produce ODA report
Produce ODA report
Produce ODA report
Update and report on the status of

provincial twinning

provincial twinning

provincial twinning

provincial twinning
Conduct APRM in Districts/Metros and

province

province

province
Produce one provincial APRM report
Coordinate PGC meetings in the

province

province

province
113

SECTION: COMMUNITY AND STAKEHOLDER RELATIONS
PROJECT NAME: STAKEHOLDER ENGAGEMENTS
BUDGET: R2.19m
STRATEGIC OBJECTIVE: Improve mechanisms for effective engagement with civil society
4.8 Number of engagement platforms facilitated for communities and stakeholders to participate in government programmes
SUMMARY OF PLANNED
Planning and preparations for
Community and Stakeholder
engagement during EXCO outreach
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Facilitate 4 district/metro stakeholder

engagement platforms for feedback on
policy and service delivery issues
emanated from EXCO outreach.
Facilitate 4 district/metro stakeholder

engagement platforms for feedback on
policy and service delivery issues
emanated from EXCO outreach.
Coordinate Community and District

Stakeholder engagement sessions in 5
districts through EXCO outreach
Coordinate Community and District

Stakeholder engagement sessions in 3
districts through EXCO outreach
Planning and preparations for Post

SOPA provincial stakeholder
engagement
Coordinate a Provincial POST SOPA

engagement
Plan for two sector specific engagement

sessions
Coordinate two sector specific

stakeholder engagement sessions
Review Stakeholder engagement

framework
Submit Stakeholder engagement

framework for approval
Printing of the Stakeholder engagement

framework.
Present to interdepartmental structures
114
Sub-Programme 4.5: Legal Services

CHIEF DIRECTORATE NAME: OFFICE OF THE CHIEF STATE LAW ADVISOR
SECTION NAME: CONTRACTS, CONSTITUTIONAL & LEGAL COMPLIANCE
PROJECT NAMES
MANAGEMENT OF PAIA
LEGAL MANAGEMENT
STRATEGIC OBJECTIVE: Enhance compliance with the Constitution and other prescripts
4.9 Percentage of adverse court judgements against Provincial Government; and
4.10 Percentage of requests for legal advice and opinions provided.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Training on generic responsibilities of

DIO's and reporting by DIO's on
compliance with PAIA at one
Departmental Information Officer Forum
meeting
Training on new case law and legislative

developments of DIO's and reporting by
DIO's on compliance with PAIA at one
meeting
Refresher course on DIO responsibilities

and training on new case law and
legislative developments of DIO's and
reporting by DIO's on compliance with
PAIA at one Departmental Information
Officer Forum meeting
Training on new case law and legislative

developments of DIO's and reporting by
DIO's on compliance with PAIA at one
meeting
Receive information and collate report

on provincial compliance in previous
financial year with Section 32 of PAIA
and submit to Human Rights
Commission

on provincial compliance in current


Two training sessions for identified

officials on PAIA compliance



Generate and maintain a contracts

register (legal management) for OTP (as
pilot)

register (legal management) for 4
departments

departments

departments
Obtain approval of the legislative

compliance framework
Roll-out of the legislative compliance

framework for 4 departments


Development and drafting of a guide on

best practices for the drafting and vetting
of contracts
Approval of guide
Roll-out of guide to departments
Roll-out of guide to departments
Provide legal advice and drafting of
115
SECTION NAME: CONTRACTS, CONSTITUTIONAL & LEGAL COMPLIANCE
PROJECT NAMES
MANAGEMENT OF PAIA
LEGAL MANAGEMENT
SUMMARY OF PLANNED
contracts on request
SUMMARY OF PLANNED
SUMMARY OF PLANNED
116
SUMMARY OF PLANNED
SECTION NAME: LITIGATION SUPPORT AND LEGAL ADVICE
PROJECTS: (1). PROVINCIAL LITIGATION MANAGEMENT (2). FACILITATION

OF INTERVENTIONS
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Development of Provincial Litigation

Management Plan
Obtain approval of Provincial Litigation

Management Plan and commence rollout of plan
Roll-out of plan
Roll-out of plan
Collection and collation of litigation data

and conduct a trend analysis of all
Departments and submit 1 report to the
Director General

of all Departments and submit 1 report
and a trend analysis to the Director
General

General

General
Facilitate interventions as approved
Determine the need for intervention and

facilitate approved interventions



Development of system and obtaining

reports on outstanding court orders and
submit 1 report thereon to the Director
General
Maintain the system on outstanding

court orders and submit 1 report thereon
to the Director General


100% of requests for legal advice and

opinions complied with



Manage Office of the Premier's litigation
117
DIRECTORATE NAME: OFFICE OF THE CHIEF STATE LAW ADVISOR
SECTION NAME: LEGISLATION
PROJECTS: (1). DRAFTING OF LEGISLATION (2). CAPACITATION OF

DEPARTMENTS ON DEVELOPMENT OF POLICIES AND LEGISLATION (3).
REVIEW OF LEGISLATION
4.9 Percentage of adverse court judgements against Provincial Government;
4.10 Percentage of requests for legal advice and opinions provided; and
4.11 Percentage of Bills developed.
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
SUMMARY OF PLANNED
Obtain approval of the manual for

development, drafting, and submission
of policy and legislation
Roll-out of manual for 4 departments
Roll-out of the manual for 4 departments
Roll-out of the manual for 4 departments
Drafting of legislation as per requests

from departments

from departments

from departments

from departments
Review existing legislation and make

recommendations thereon (at least 6
legislative instruments reviewed and
reports with recommendations
submitted)

submitted)

submitted)

submitted)
All requests for legal advice and




118

Annual Operational Plan

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Official Approval by Programme Managers

SECTION NAME: N/A

PROJECT NAME: OVERALL PROGRAMME MANAGEMENT

BUDGET ALLOCATION: R389 000

Coordinate management meetings for

Coordinate management meetings for

Coordinate management meetings for

Coordinate management meetings for

Compile monthly reports and quarterly

Compile monthly reports and quarterly

Compile monthly reports and quarterly

Compile monthly reports and quarterly

Coordinate staff meetings and follow up

Coordinate staff meetings and follow up

Coordinate staff meetings and follow up

Coordinate staff meetings and follow up

Coordinate all planning activities for the

Coordinate all planning activities for the

Coordinate all planning activities for the

Ensure all managers and staff in the

Ensure that performance review for all

Ensure that performance review for all

Ensure that all SMS member have valid

Ensure that all staff in the programme

Ensure that performance review for all

DIRECTORATE: DDGs OFFICE

SECTION NAME: N/A

PROJECT NAME: OVERALL PROGRAMME MANAGEMENT

BUDGET ALLOCATION: R389 000

Compile Portfolio Committee Reports

Compile Portfolio Committee Reports

Compile Portfolio Committee Reports

Compile Portfolio Committee Reports

Compile Special Reports PCMT

Compile Special Reports PCMT

Compile Special Reports PCMT

Compile Special Reports PCMT

Monitor expenditure patterns of the

Monitor expenditure patterns of the

Monitor expenditure patterns of the

Monitor expenditure patterns of the

Business change management plan

Business change management plan

Sub-Programme 1.2: Premiers Core Staff

SECTION NAME: OFFICE OF THE CHIEF OF STAFF

PROJECT NAME: OVERALL MANAGEMENT OF THE PREMIERS OFFICE

BUDGET ALLOCATION: R5.96m

Manage the private office of the Premier

Manage the private office of the Premier

Manage the private office of the Premier

Manage the private office of the Premier

Coordinate and manage Premiers

Coordinate and manage Premiers

Coordinate and manage Premiers

Coordinate and manage Premiers

Coordinate Premier special visits to

Coordinate Premier special visits to

Coordinate Premier special visits to

Coordinate Premier special visits to

Facilitate Premiers Provincial outreach

Facilitate Premiers Provincial outreach

Facilitate Premiers Provincial outreach