Transcript Slide 1

PERFORMANCE MONITORING AND EVALUATION
31 MAY 2010
Presentation by Dr SD Phillips
Director-General
Performance Monitoring & Evaluation – The Presidency
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Development of high level outcomes,
outputs, activities and metrics
Ruling Party election
Manifesto: 5 priority areas
Establish Implementation Forum
MTSF: 10 strategic priorities
12 strategic outcomes
(based on consultation process)
Negotiate detailed inputs, activities,
metrics and roles and responsibilities
We
are
here
Step 1
(Done)
Delivery Agreements
Performance
Agreements with
Minister(s)
• Based on outcomes
• High level outputs,
indicators, targets and
activities per outcome
• Request to work together
in Implementation Forum
to produce a Delivery
Agreement per outcome
Develop and implement detailed
inputs, outputs, activities, metrics
and roles and responsibilities
Step 3
(July 2010)
Coordinate implementation
Monitor and evaluate
Step 2
(Done)
Step 4
ongoing
Feed back loop to annual
revisions of Delivery Agreements
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Outcomes approach
The MTSF has been translated into a set of 12 outcomes.
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Outcomes are deliberately limited in number - enables increased strategic focus on critical issues
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Outcomes focus on key areas requiring improvement from a whole of government point of view
Does not mean that other government work not directly related to the outcomes should be neglected
Other work is captured in departments’ strategic plans and IDPs of municipalities
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Aim is to improve service delivery by:
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Increasing strategic focus of government
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Making more efficient and effective use of limited resources through introducing more
systematic monitoring and evaluation:
 Identifying suitable indicators and regularly measuring or monitoring them
 Carrying out periodic evaluations of the impact of government’s work on society
 Analysing the results of monitoring and evaluation
 Using this analysis to:
o
inform government decisions
o
continuously improve government programmes
o
promote evidence-based policy making.
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Extensive consultations regarding key outputs, targets, indicators and activities for each outcome
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The 12 outcomes
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Quality basic education
A long and healthy life for all South Africans
All people in South Africa are and feel safe
Decent employment through inclusive economic growth
Skilled and capable workforce to support an inclusive growth path
An efficient, competitive and responsive economic infrastructure network
Vibrant, equitable, sustainable rural communities contributing towards food security
for all
Sustainable human settlements and improved quality of household life
Responsive, accountable, effective and efficient Local Government system
Protect and enhance our environmental assets and natural resources
Create a better South Africa, a better Africa and a better world
An efficient, effective and development oriented public service and an empowered,
fair and inclusive citizenship
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Example: Outcome 1: Improve the Quality of Basic Education
Outputs
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Grade 3 literacy and numeracy to a national average of 60%
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Grade 6 mathematics and language to a national average of 60%
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Grade 9 mathematics and language to a national average of 60%
Indicators
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Key indicators to monitor: internationally benchmarked and independently moderated
tests conducted amongst the total populations of learners in grades 3, 6, and 9 every
year
M&E Feedback loop
Key activities
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Teachers in class, on time, teaching 6.5 hours a day
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Monitor curriculum coverage by visiting each school at least once a year
Inputs required
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Ensure detailed daily/ weekly lesson plans
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Deliver easy to use work books (grades 1-7) and text books (grades 10-12) in key
subjects to schools in the bottom 4 quintiles
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Performance Agreements
The President has entered into Performance Agreements with all of his Ministers.

No legal framework for PAs between members of the executive, but President can exercise his
prerogative
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Will be a management tool for the President to provide Ministers with indication of key issues
which he would like them to focus on, and his expectations of their performance in this regard
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For Ministers who are largely concerned with one outcome (e.g. Basic Education and Health), the
performance agreement is be based on the high level outputs and metrics associated with that
outcome
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For Ministers who contribute to a number of outcomes, performance agreements are based on the
agreed high-level outputs and metrics for those outcomes
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For Ministers whose direct contribution to the 12 outcomes is limited, performance agreements
reflect key outcomes, outputs and metrics in their departments’ strategic plans
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Performance Agreements continued...
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President will only enter into PAs with Ministers, and not with Deputy Ministers,
Premiers, MECs or Mayors
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President will enter into intergovernmental protocol (in terms of Intergovernmental
Relations Framework Act) with Premiers
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Will focus on outcomes with major intergovernmental implications (such as Health, Basic Education, Human
Settlements and Local Government)
Will provide basis for work of President’s Coordinating Council
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Figure 1 Relationships between Structures
Implementation of the 12 outcomes
Administrative
level
Cross cutting matters,
legislation and policy
Technical Implementation
Forums (Headcom
or FOSAD cluster or
cluster substructures)
Departments
Technical Clusters DGs
(FOSAD Clusters)
Implementation Forums
(Minmec or Ministerial Cluster)
Ministerial Clusters
(Mins/Dep Mins and DGs
Executive
level
Cabinet Committees
Key:
Meets fortnightly
Meets monthly
Cabinet
Meets bimonthly
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Coordinating structures and outcomes
Coordinating
Structure
Technical Implementation
Forum
FOSAD Cluster
Level
Administrative
Administrative
Agenda
Agenda: implementation of
outcome
Agenda: General
coordination
1
Education
Headcom
Human Development
Executive and
administrative
Agenda:
implementation of
outcomes
Minmec
2
Health
Headcom
Human Development
Minmec
Social Protection and HD
3
Security
JCPS Cluster / substructure
JCPS
JCPS
JCPS
4
Employment
Economic Cluster /
substructure
Economic
Economic
Economic Sectors and
Infrastructure Development
5
Skills
Human Development
Minmec
6
Infrastructure
Infrastructure
Infrastructure
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Rural
Social Protection /
Economic
Expanded Minmec
Social / economic
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H. Settlements Headcom
Social Protection
Expanded Minmec
Social Protection and HD
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Local gov't
Expanded Minmec
ICTS
G&A
Economic Sectors and
Infrastructure Development
ICTS
G&A
G&A
Headcom
Infrastructure Cluster /
substructure
Headcom
Headcom
10 Environment
Headcom
11 International
ICTS Cluster / substructure
G&A
Economic /
Infrastructure
ICTS
12 Public service
G&A Cluster / substructure
G&A
Implementation
Forum
Expanded Minmec
Cabinet Committee
Executive
As before, with addition of
outcome reports
Social Protection and HD
Social / economic
Economic Sectors and
Infrastructure Development
Key:
Integration with MINMEC system
Continuity with existing cluster system
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Delivery Agreements
The Delivery Agreements will be consistent with the Constitution.
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Performance Agreements with outcome coordinating Ministers request them to develop detailed
Delivery Agreements for each outcome
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PME in has produced initial guide for developing a Delivery Agreement
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Delivery Agreements will refine and provide more detail to outputs, targets, indicators and key
activities, and identify required inputs and clarify roles and responsibilities of each key body
which contributes to the achievement of the outcome
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Target for Delivery Agreements to be ready for discussion at July Cabinet Lekgotla
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Will influence budgeting process for 2011/12 budget
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Effective Delivery Agreements will require reprioritisation of budgets
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For outcomes involving more than one sphere of government, Delivery Agreements will have legal
status of Intergovernmental Protocols in terms of Intergovernmental Relations Framework Act
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PME has obtained legal advice that Delivery Agreements are consistent with the Constitution
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For outcomes involving national government departments only, Delivery Agreements don’t yet
have legal status – are merely inter-departmental agreements (a management tool for the
outcome)
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PME is considering the development of a Results Act in future
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Delivery agreements
The Presidency: Department of Performance Monitoring and Evaluation
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12 Outcomes
Performance Agreements
Delivery Agreements
 What are Delivery Agreements:
Primary purpose: refine the outputs and targets and include action plans with clear
roles and responsibilities of all the stakeholders for the outcomes to be achieved.
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Negotiated with key partners
Detailed and precise description of activities
Contextualised
Basis of work that the TIF coordinates & monitors
Emphasis on logical links between activities, outputs and
outcome
 Where more than one sphere is involved - have the
status of inter-governmental implementation protocols
i.t.o the IGRF Act
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The Presidency: Department of Performance Monitoring and Evaluation
Delivery agreements - Guidelines
Sets out 6 steps with associated tasks to
develop the DA
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Step 1: The first Implementation Forum meeting
Step 2: Partners meet in work teams to develop
implementation plans and project schedules for each output
Step 3: The second Implementation Forum meeting: report on
output implementation plans and collate the plans into a
coherent Delivery Agreement designed to achieve the Outcome
Step 4: Resolve disagreements and disputes
Step 5: Finalise the delivery agreement
Step 6: Implementation Forum adopts the final delivery
agreement
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The Presidency: Department of Performance Monitoring and Evaluation
STEP1 – First Implementation Forum meeting
Purpose: common understanding of outcome, changes required & how
to get there. Negotiate roles and responsibilities. Form task teams for
further development of each output.
Tasks:
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Task 1: Unpack the logic of the output, and develop a detailed understanding
of the output and plans required to achieve it
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Task 2: Evaluate the existing legislation
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Task 3: Evaluate the existing regulatory framework
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Task 4: Evaluate the existing institutional arrangements
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Task 5: Evaluate the existing funding framework
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Task 6: Describe the implementation process
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Task 7: Identify risks and constraints and mitigation strategies
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Task 8: Agree on the internal monitoring system
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Task 9: Convert the implementation plan into a project schedule
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The Presidency: Department of Performance Monitoring and Evaluation
STEP 2 – Task Teams
Purpose: Task teams complete the implementation plans & project
schedules for each output
 Task teams continue work along the lines of the nine tasks.
 Highlight areas of contention
 The lead department and team should ensure that the work in the
focus groups is rigorous and will be completed in time for the second
forum meeting
STEP 3 – Second Implementation Forum
Purpose: Task teams present implementation plans and project
schedules for each output for discussion
Debate, discuss & take decisions on areas of contention
Tries to resolve disputes or disagreements
Parks major disputes & disagreements for resolution through
mediation or facilitation
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The Presidency: Department of Performance Monitoring and Evaluation
STEP 4 – Resolve disagreements & disputes
Purpose: Resolve disputes or disagreements for which there is no
immediate solution
May require special intervention, mediation and facilitation
STEP 5 – Finalise the Delivery Agreement
Purpose: Put together the final DRAFT consolidated DA comprising the
implementation plans & project schedules.
 Draft is circulated to all partners for comment
Changes incorporated & FINAL agreement is produced for adoption
STEP 6 – Adoption of Delivery Agreement
Purpose: To present the delivery agreement section by section for
adoption & signing
All principals and officials in the forum sign the agreement to formally
seal their commitments, roles & responsibilities
Have the status of implementation protocols i.t.o the IGRF Act
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The Presidency: Department of Performance Monitoring and Evaluation
Understanding the Tasks - what are we going to
do differently?
Task 1: Unpack the logic of the output, and develop a detailed
understanding of the output and plans required to achieve it
Analyse the problem, ways in which
we can impact on the problem, best
possible option to tackle the problem, clarifying concepts & definitions
Identify the interventions to achieve the output
Identify the indicators, baselines and targets, means of verification & sources of
data & information
Clear & concise
statement of outcome, outputs and sub-outputs
Task 2: Evaluate the existing legislation
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Which legislation is likely to impact on the output
Task 3: Evaluate the existing regulatory framework
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Regulatory changes that may be necessary
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The Presidency: Department of Performance Monitoring and Evaluation
Understanding the Tasks - what are we going to
do differently?
Continued……
Task 4: Evaluate the existing institutional arrangements
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What changes are required to the current institutional structure
Task 5: Evaluate the existing funding framework
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What is the budget requirement; How can money be reallocated, mobilised
from other sources or motivated for a new allocation?
Task 6: Describe the implementation process
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Detail the main activities required to achieve each sub-output
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Allocate roles and responsibilities
Task 7: Identify risks and constraints and mitigation strategies
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How will you mitigate risks & overcome constraints – so excuses for nondelivery are dealt with upfront
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The Presidency: Department of Performance Monitoring and Evaluation
Understanding the Tasks - what are we going to
do differently?
Continued……
Task 8: Agree on the internal monitoring system
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How will work be monitored and reported on (systems, reporting formats,
etc)?
Task 9: Convert the implementation plan into a project schedule
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Time lines and resource allocations
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The Presidency: Department of Performance Monitoring and Evaluation
Monitoring delivery
 Primary basis is the DA
 TIF agrees on how work will be monitored &
reported on as well as the system and reporting
format for projects
 New POA will describe measures, targets & key
actions related to the outputs & targets for each
outcome
 Parties to provide data to monitor progress at an
activity level
 Presidency & coordinating dept triangulates data
with budget expenditure & output level indicators
 Information on implementation progress – basis of
meetings between President & Minister
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The Presidency: Department of Performance Monitoring and Evaluation
Implications for outcome
 Unlikely that funding will increase markedly
 A large number of municipalities are under
distress. Dissatisfaction among communities
on the rise
 So the President has asked: what are we going
to do differently so that there is more
progress against the outcome, without getting
more funding?
 We need to be able to give the President clear
answers to this question at the July Lekgotla
 DA is the mechanism to work differently – focusing
on results
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The Presidency: Department of Performance Monitoring and Evaluation
Conclusion
 Important meeting to kick start the process
to produce the DA
 Going forward:
 Constitute the task teams to take the work
forward;
 Plan to have second meeting of the
Implementation forum to discuss work of task
teams
 Final meeting to adopt and sign
THANK YOU!!
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