chief operating officer - nelson mandela bay metropolitan ... · (kpi) annual target ......

Key Performance Indicator (KPI)

Annual TargetQTR ending

30 Sept 2008 - TARGET

QTR ending 31 Dec 2008 -

TARGET

QTR ending 31 March 2009 -

TARGET

QTR ending 30 June 2009 -

TARGET

WE

IGH

TIN

G

EVIDENCE

Existence of a functional Cluster system that meets at least quarterly

By 30 June 2009

(a) Adoption of terms of reference (b) Development of cluster programme (c) Convening first cluster

meetings

(a) Convening second cluster meeting

(b) Implementation against programme

(a) Convening third cluster meeting


(a) Convening fourth cluster meeting


Terms of reference, programme, agendas and minutes

Implementation of the integrated planning matrix across Directorates

By June 2009Integrated planning matrix

implemented across Directorates

Improved integrated and co-ordination; rectification of houses built without services in Kuyga and Kleinskool

Development and implementation of an integrated customer care programme

By June 2009Customer care survey completed and model

developed

Customer services charter and service delivery

standards developed. Model implemented

Minutes from Mayoral Committee

Development and implementation of a Corporate Complaints Policy and Management System

By June 2009Corporate Complaints Policy

and Management System developed and implemented

* Reports * Agendas * Minutes

Operationalisation of Masakheni Suggestion Box

By June 2009Masakheni Suggestion Box

operationalReports

Development, implementation and review of the IDP in line with the Schedule

By June 2009IDP and Budget review

schedule developed and implemented

Implementation against schedule



* Minutes of Standing Committee, Mayoral Committee and Council * Report against schedule

Existence of properly functioning IDP review and consultation structures

By December 2008 Framework developedProperly functioning IDP review and consultation

structures in place

* Agendas and minutes * Attendance registers * Schedule of meetings

Conducting a needs analysis through ward-based planning and other consultation processes

By March 2009Needs analysis through

ward-based planning completed

Revised ward-based plan

CHIEF OPERATING OFFICERPERFORMANCE PLAN

KPA 2 : Municipal Transformation and Organisational Development

28%Strategic planning and integration

2.1

Key Performance Element (KPE)

1.1 Service delivery integration

1.2

KPA 1 : Basic Service Delivery and Infrastructure Development

20%

Customer care

1





TARGET


TARGET


TARGET

WE

IGH

TIN

G

EVIDENCEKey Performance Element

(KPE)

2.2 2010 FIFA World Cup

Co-ordination of Marketing and Communication Workstream meetings and implementation of programme

12 meetings(a) 3 meetings

(b) Implementation against plan

(a) 6 meetings (b) Implementation against

plan


plan


plan

Agendas and minutes

Conclusion of compliant SDBIP By June 2009 Compliant SDBIP concludedExecutive Mayor's approval

Conclusion of compliant performance agreements for Section 57 employees and the Municipal Manager

By June 2009Complaint performance agreement for 2008/09

Compliant performance agreements for 2009/10

Signed performance agreements

Number of performance reports (quarterly, bi-annually and annually) submitted indicating performance improvement

41st Quarter Report to Mayoral Committee

2 (bi-annual to Council)

(a) 3rd Quarter Report to Mayoral Committee (b)

Tabling and adoption of previous Annual Report

4th Quarter Report (which forms the basis of the next

Annual Report)

* Actual reports * Minutes from Standing Committees and \Mayoral Committee

Roll-out of employee performance management system up to Assistant Director level

By March 2009Performance plans in place up to Assistant Director level

Performance plans

Institutionalisation of performance management in NMBM

Review and implement

performance management policy and programme by

December 2008

(a) Performance Management Policy Framework revised

(b) Staff communique released

(c) Labour Forum engaged

* Agendas * Minutes * Staff Communique

Introduction of an Employee Excellence Award

By December 2008Employee Excellence

Award introducedReport

Development and implementation of a Knowledge Management Strategy

By June 2009Knowledge Management Strategy developed and

implemented

Minutes from Cluster meeting and Mayoral Committee

Establishment of a Knowledge Management Unit/Centre

By June 2009Research, Knowledge

Management Unit/Centre established

Unit/Centre in place; database and human resources

Operationalisation of all organisational review workstreams

By June 2009All organisational review workstreams operational

Reports

Operationalisation of reviewed "entities"

By December 2008Reviewed "entities"

operationalReports

2.6Policy and administrative systems review

Revision of the GIS Implementation Strategy

By June 2009GIS Implementation Strategy

revisedReports

Knowledge management2.4

Performance management2.3

Organisational review2.5

2





TARGET


TARGET


TARGET

WE

IGH

TIN

G


(KPE)

Ensure organisational efficiency by:* Identification of areas of wasteful expenditure

Reports

* Implementation of an intervention programme

Reports

* Reduction in wasteful expenditure in the identified areas

Reports

2.8 HIV and AIDS InterventionEnsure the implementation of institutional HIV and AIDS Plan

By June 2009 Implementation against plan Implementation against plan Implementation against plan Implementation against plan Reports

3.1Economic growth and development

Ensure the development and implementation of a Local Economic Development Strategy and City-wide Development Plan

LED Strategy by December 2008 and

City-Wide Development Plan by

June 2009

LED Strategy developed and implemented

City-Wide Development Plan developed and implemented

10%

Minutes from Standing Committee and Mayoral Committee

Capital (total) - 95% 18% 46% 72% 95% Financial reports

MIG - 95% 18% 46% 72% 95% Financial reports

Operating - 95% 18% 46% 72% 95% Financial reports

Training/Skills Development Budget

- 95%95% Financial reports

Development and implementation of a Communication Strategy and annual Plan

By September 2008

Annual Communication Strategy and Plan

developed and implemented

Minutes from Mayoral Committee

Quarterly Mayoral Committee news

briefsFirst Quarterly Brief Second Quarterly Brief News conferences

Quarterly ward-based service

delivery news briefsFirst Quarterly Brief Second Quarterly Brief

* Reports * Feedback from Ward Committees / Ward Councillors

Facilitating regular radio slots to engage directly with the public

Regular radio slots facilitated



Regular radio slots facilitated Regular radio slots facilitated Schedule

Updating informative website on daily basis

Informative website updated on daily

Daily Daily Daily DailyFeedback from visitors

Production of bi-monthly informative community magazine

Bi-monthly Bi-monthlyImproved content and outlook of magazine

Bi-monthly Bi-monthlyCopies of magazines

Production of an informative weekly electronic staff newsletter

Weekly Weekly Weekly Weekly Weekly Copies of newsletter

KPA 5 : Good Governance and Public Participation

Communication and public participation

5.1 27%

Profiling key service delivery issues in media and to the community

KPA 4 : Financial Sustainability and Viability

% expenditureExpenditure management4.1 15%

2.7 Organisational efficiencies

KPA 3 : Local Economic Development

Reduction in wasteful expenditure in the identified

areasBy June 2009

Identification of areas of wasteful expenditure

Implementation of an intervention programme

Implementation of an intervention programme

3





TARGET


TARGET


TARGET

WE

IGH

TIN

G


(KPE)

Development of a Risk Management Policy

By December 2008 Risk Management Policy Minutes from Audit Committee and Mayoral Committee

Existence of Risk Management Committees

By December 2008Risk Management

Committees

Minutes from Audit Committee and Mayoral Committee

Undertaking risk assessment, identifying priority risks and developing management plans

By June 2009

Risk assessment done, priority risks identified and

management plans developed

(a) Implementation against plan

(b) Reports

(a) Implementation against plan

(b) Reports

* Minutes from Audit Committee and Mayoral Committee * Reports

Approval of annual Audit Plan By September 2008 Annual Audit Plan approvedMinutes from Audit Committee and Mayoral Committee

Reporting by Internal Audit of its audit findings to the Management Team to improve internal controls

Fortnightly reports Fortnightly reports Fortnightly reports Fortnightly reports Fortnightly reportsMinutes from Management Team

Identification of areas of focus emanating from AG's Audit Report

By June 2009Areas of focus emanating

from AG's Audit Report identified

Action plan to address areas of audit findings developed

and implementedAll audit findings addressed

Action plan Reports

Receipt of unqualified Audit Report By December 2008Unqualified Audit Report

receivedAG's report

Operationalisation of anti-fraud hotline and follow-up on regular reports

Quarterly reports Quarterly reports Quarterly reports Quarterly reports Quarterly reports Reports

Review of anti-fraud and anti-corruption strategies

By June 2009Anti-fraud and anti-corruption

strategies reviewed

* Reports * Minutes from Audit Committee and

4 audit committee monitoring meetings

1 2 3 4 Agendas, minutes

Oversight report adopted by March

2009

Oversight report adopted by Council

Agenda, minutes

Internal controls5.2

Ensure proper functioning of oversight and audit committee meetings

4





TARGET


TARGET


TARGET

WE

IGH

TIN

G


(KPE)

Approval and implementation of Contract Management Policy framework

By September 2008Contract Management

Policy approved

* Minutes from Mayoral Committee * Reports

Operationalisation of an electronic Contract Management System

By March 2009An electronic Contract Management System

operationalReports

Ensuring the drafting of legally sound contracts and agreements

Quarterly reports of drafted / vetted

contractsQuarterly reports Quarterly reports Quarterly reports Quarterly reports Reports

Development and operationalisation of an electronic Legal Compliance Register

By March 2009Electronic Legal Compliance

Register developed and operational

Reports

Completion of the By-law review process

By June 2009(a) By-law review process

completed (b) Code of by-laws developed

Reports

Development and implementation of a single by-law to repeal all old by-laws

By June 2009Single by-law to repeal all old

by-laws developed and implemented

By-law Agenda Minutes

Co-ordinate the development and implementation of the Advertising By-law

By December 2008

Development and implementation of

Advertising by-law co-ordinated

By-law Agenda Minutes

Existence of a new Legal Panel By December 2008 New Legal Panel Confirmation of appointments

Completion of political and administrative delegation of powers

By March 2009Political and administrative

delegation of powers completed

Political and administrative delegation of powers

approved

Minutes from Mayoral Committee and Council

Legal services5.3

5





TARGET


TARGET


TARGET

WE

IGH

TIN

G


(KPE)

Support to political leadership

Rating by Executive Mayor and Deputy

Executive Mayor on service provided by

Chief Operating Officer

Rating according to 5-point rating scale




Report

Ensuring that directorates have a system of service level agreements with each other

By March 2009Service level agreements

between directorates developed and implemented

Signed SLAs

Development and implementation of a comprehensive project-based implementation programme with Cacadu

By March 2009

A comprehensive project-based implementation

programme with Cacadu developed and implemented

Minutes of joint meetings and Mayoral Committee

Number of international partnerships concluded

22 (1 African and 1 international city)

Signed agreements

Existence of a central database of protocols applicable locally, nationally and internationally

By March 2009 Training on protocolCentral database of

protocols applicable locally, nationally and internationally

* Attendance registers * Reports * Database

Advance NMBM's interests internationally by concluding and implementing sister-city partnership agreements and programmes

Quarterly progress reports indicating the

Municipality's adherence to partnership

agreements, programmes and

targets

First progress report Second progress report Third progress report Fourth progress report Reports

External relations5.5

Client responsiveness5.4

6

chief operating officer - nelson mandela bay metropolitan ... · (kpi) annual target ......

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