2013-2014 key performance indicators and … and targets for 2013... · 2013-2014 key performance...

2013-2014 KEY PERFORMANCE INDICATORS AND TARGETS

28 March 2013

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Generic KPIs and targets for Municipal Manager and Directors

MUNICIPAL MANAGER

The performance objectives, KPI’s, annual targets and risks in the following table are applicable to the Municipal Manager:

Perf Objective KPI Target Target Description pr-09-0001: Promote local economic development through liaison with business role-players

Annual event wi th local business held before end of June 2013?

Yes

pr-09-0002: Promote and facilitate the creation of jobs % of the LED funds actually spent 90.0% for the year pr-09-0003: Ensure sound management Monthly management meetings held? Yes pr-09-0004: Promote proper procurement throug h sound management

Number of appeals against the municipality regarding the awarding of tenders that were upheld

0 maximum

pr-09-0005: Promote implementation by ensuring that the performance of the municipality is monitored

Monthly performance and financial assessments done? Yes

pr-09-0006: Promote good governance through the publication of an annual report

Annual Report as required by MFMA (121) tabled before end of January and approved before end of March?

Yes

pr-09-0007: Promote council's objectives by ensuring tasks are implemented

% of due council decisions initiated 100.0%

pr-09-0008: Ensure that part icipative planning takes place

Monthly checking of ID P/Budget process schedule done?

Yes

pr-09-0009: Ensure the or ganisation functions optimally by maintaining a functional macro-structure

Annual review of the macro structure completed? Yes

pr-09-0010: Ensure good cooperation between the political and admi nistrative components of the municipality

Performance Management System for Counci llors evaluated and revised?

Yes

pr-09-0011: Improve decision-making through the formalisation of delegations

System of delegations revised? Yes

pr-10-0001: Ensure that the fina ncial statement fairly represent the posi tion of the M unicipality and tha t performance information is r eliable, accurate and complete

Was a clean audit obtained from the Auditor-General? Yes

pr-10-0002: MFMA Section 21(2): When preparing the annual budget take into account the municipality's IDP

IDP taken into account w hen preparing the annual budget ?

Yes

pr-10-0003: MFMA Section 27(1): Inform the MEC for finance of any non-compliance by t he municipality of any provisions of this Act or an y other legislation pertaining to the tabl ing or approval of a n annual budget or compulsory consultation processes

MEC informed of non-compliance, if any? Yes

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Perf Objective KPI Target Target Description pr-10-0004: MFMA Section 29(1): Authorise unforeseeable and unavoidable e xpenditure for which no provision was made in an approved budget in emergency or other exceptional circumstances

Unforeseeable and unavoidabl e expenditure, if any, authorised?

Yes

pr-10-0005: MFMA S ection 31: Give approval that expenditure for a programme during a fi nancial year may exceed the amount of that year's appropriation.

Approval, if applicable, given? Yes

pr-10-0006: MFMA Section 46(2): Sign a resolution of council which approve s the debt agreement regarding the incurrence of long-term debt

Resolution, if applicable, signed? Yes

pr-10-0007: MFMA Se ction 52(c): Take all r easonable steps to e nsure that the municipality performs its constitutional and statutory functions

Municipality performed i ts constitutional and statutory functions?

Yes

pr-10-0008: MFMA Se ction 53(1)(b): Co-ordinate the annual revision of the IDP and the preparation of the annual budget, and d etermine how the IDP is to be taken into account or revi sed for the purposes of the budget

Annual revision and preparation co-ordinated? Yes

Was it determined how the I DP is to be taken i nto account or revised?

Yes

pr-10-0009: MFMA Se ction 53(2): Report to council and the MEC for finance any delay in the tabling of the budget, the approval of the SDBIP or the signing of the annual performance agreements

Any delay reported to counc il and the MEC, if applicable?

Yes

pr-10-0010: MFMA Section 54(1): On receipt of section 71 monthly statements or se ction 72 mid-year assessment, check whether the municipality's approved budget is implemented in accordance with the SDBIP

Implementation of the appr oved budget in accordance with the SDBIP checked?

Yes

pr-10-0011: MFMA Section 54(1): On receipt of section 71 monthly statements or se ction 72 mid-year assessment, consider and, if necessary, make revisions to the SDBIP

SDBIP considered and revisions made if necessary? Yes

pr-10-0012: MFMA Section 54(1): On receipt of section 71 monthly statements or se ction 72 mid-year assessment, issue instructions to ensure that budget is implemented i.a.w. SDBIP an d that spending of funds and revenue collection proceed i.a.w. budget

Appropriate instructions issued? Yes

pr-10-0013: MFMA Section 54(1): On receipt of section 71 monthly statements or se ction 72 mid-year assessment, identify any fina ncial problems f acing the municipality

Financial problems identified, if any? Yes

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Perf Objective KPI Target Target Description pr-10-0014: MFMA Section 55: If the municipality has not approved a budge t by the 1s t day of the budget year or if it encounters a seriou s financial problem referred to in sect ion 136, to immediately report the matter to the MEC for local government

Was a serious financial prob lem referred to in section 136, if any, immediately reported to the MEC?

Yes

pr-10-0015: MFMA Section 133(1): If accounting officer fails to submit financial statements to the Auditor-General or if the mayor fails to table the annual report, to promptly table in council a written explanation setting out the reasons for the failure

Written explanation, if applicable, tabled in the council? Yes

pr-10-0040: MFMA Se ction 131(1): Ensure that any issues raised by the Auditor-General in an audit report are addressed

% of issues raised by the Auditor-General in an audit report addressed

100.0%

DIRECTORS

The performance objectives, KPI’s and targets in the following table are on a management level and are applicable to all the directors:

Perf Objective KPI Target Target Description Ensure that capital expenditure is in line with budget and time frames

% of capital budget spent Between 95% and 105%

Implement capital projects Average % completion of capital projects 95.0% for the year Ensure that operating expenditure is in line with budget and time frames

% of operating budget spent Between 90% and 100%

Ensure that the workforce is appropriately skilled % of planned training sessions realised 100.0% Implement all council decisions % of due council decisions initiated 100.0% Ensure proper performance and financial monitoring Monthly performance assessments and reconciliation of

departmental records of expen diture with finance records done?

Yes

Ensure legal compliance in relation to the annual report Departmental input to the annual report submitted by due date?

Yes

Facilitate adequate budget planning Budget requests provided to financial department in accordance with the budget time schedule?

Yes

Complete all assignments from the municipal manager by set date

Number of written warnings received from municipal manager

0 maximum

Address all correspondence in a timely manner % of all correspondence recorded by Collaborator less than 60 days old

90.0%

Implement transformation in the organisation % of employment oppo rtunities applied for appropriate equity appointments

75.0%

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Perf Objective KPI Target Target Description Ensure that all procu rement comply with the legal process

% compliance with SCM policy with the exception of approved deviations

100.0%

Resolve all audit issues % internal audit queries for which an action plan was submitted within 10 working days

90.0%

% internal actions implemented within agreed time frame

100.0%

% of Auditor General' s queries (comafs) for which an action plan was submitted within 5 working days

100.0%

% of Auditor Genera l's findings implemented within agreed time frame

100.0%

Identify risks and implement controls Quarterly confirmation of risk assessment? Yes Ensure employee involvement through communication % of invocoms held according to approved schedule 100.0% Reduce the average duration of vacancies Average duration of vacancies after decision was taken

by management to fill the post 3 mths maximum

Promote a productive workforce % of person days lost per month 4% pm maximum Ensure the effective monitoring of the EPWP with respect to implementation and reaching of targets

Number of person days of work created during the financial year

11 792 achieved in 2011/2012

Number of work opportuni ties created during the financial year

221 for the whole organisation for the year

Adherence to the Municipality's Virement Policy Not more than 4 virements with respect to any l ine item on the budget been do ne during the financial year?

Yes

Over and above the performance objectives, KPI’s and targets in the preceding table, the undermentioned are only applicable to the specific directors, as indicated:

Perf Objective KPI Target Target Description Director Development Services pr-10-0024: Provide for Integrated Housing projects Were bulk services for inte grated housing projects

available? Yes

Director Financial Services pr-09-0096: PM Regulations Reg 10(g): Ensure general financial viability

% Outstanding service debtors to revenue = B÷C B represents total outstanding service debtors C represents annual revenue actually received for

services

15.6%

% Cost coverage =(B+C)÷D B represents all available cash at a particular time C represents investments D represents monthly fixed operating expenditure

6.4%

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Perf Objective KPI Target Target Description % Debt coverage =(B-C)÷D

B represents total operating revenue received C represents operating grants D represents debt service payments (i.e. interest +

redemption) due within the financial year

27.0%

pr-10-0021: Systems Act Section 99(a): Oversee and monitor the i mplementation and enforcement of the credit control and debt collection policy and any by-laws enacted in terms of section 98

Implementation and enforcement of the debt collection and credit control policy/by-laws overse en and monitored?

Yes

pr-10-0022: MFMA Section 21(1)(a): Co -ordinate the processes for preparing the annual budget and budget-related policies

Processes co-ordinated Yes

pr-10-0023: MFMA Section 45(2): Sign a r esolution of council which approve s the debt agreement regarding the incurrence of short-term debt

Resolution, if applicable, signed? Yes

pr-11-0003: Monthly reconciliation of free units in respect of free electricity

Monthly reconciliation of free uni ts in respect of free electricity done?

Yes

KPIs and targets for Division Heads

NOTE: Red and strikethrough indicates items to be deleted

Blue indicates additions

Perf Objective Type KPI Target Target DescriptionAdams, Isak - Administration: Properties and Contracts (Corporate Services)KPA: Administration: Properties and Contracts (Weight = 100%)ph-09-0079: Ensure effective rental management Compliance 1: Annual review of rental policies and rates completed by

end of May?Yes

NEW: Ensure regular reporting on property disposals / leases Compliance 2: Quarterly report on the disposal and letting of municipal immovable property submitted to Provincial Treasury?2: Quarterly report submitted to Provincial Treasury on didposals/letting of immovable property (by end January, end April, end July and end October)

Yes

ph-09-0080: Ensure that hall facilities are available as requested

KPI 1: % of times per month that halls were available on determined standards

100.0%

ph-09-0081: Adequately maintain facility infrastructure Compliance 1: Annual maintenance audit completed by December? Yes

Perf Objective Type KPI Target Target DescriptionArendse, Vessie - Manager: Human Settlements (Development Services)KPA: Housing (Weight = 100%)ph-09-0122: Effectively administer Council resources KPI 1: % of flats allocated within one month after being vacated 100.0%

ph-09-0123: Provide an effective and client orientated housing service

KPI 2: Actual spending of housing funds (only applicable if a final grant is received)% of available housing funds spent

100.0% R??m

KPI 3: % contractors paid within two three weeks from receiving a certified invoice

100.0%

ph-09-0123: Provide an effective and client orientated housing service

KPI 4: % applicants updated on waiting lists per month 100.0%

ph-09-0124: Ensure that housing access is provided in line with planning

KPI 1: Number of top structures completed

ph-09-0125: Support disaster victims on a continuous basis KPI 1: % disaster victims supported 100.0%

ph-09-0126: Monitor and evaluate the changes in informal settlement in the region

KPI 1: Number of weekly inspections that took place 100.0%

ph-09-0127: Maintain functional structures to address housing issues

KPI 1: Number of housing committee/ site/ technical meetings held

20 for the year

ph-09-0129: Ensure that all new home owners informed and aware of responsibilities and rights

KPI 1: Number of training sessions held 100.0%

ph-09-0130: Development of a human settlement plan KPI 2: Housing pipeline reviewed by Council by March? Yes

Perf Objective Type KPI Qtr Target Target DescriptionBeneke, Arina - Expenditure (Financial Services)KPA: Asset and Vehicle Management (Weight = 100%)ph-09-0258: Ensure the effective administration of insurance claims

KPI 1: % claims submitted within 5 days after registration by Asset Manager

1 90.0%

2 90.0%3 90.0%4 90.0%

Compliance 1: Submission of draft vehicle and insurance budget to CFO by end of November?

2 Yes

ph-09-0258: Ensure the effective administration of insurance claims

KPI 2: Financial loss due to late submission of insurance claims 1 100.0% R0 maximum

2 100.0% R0 maximum3 100.0% R0 maximum4 100.0% R0 maximum

Compliance 2: Monthly reconciliation of insurance claim register done? 1 Yes

2 Yes3 Yes4 Yes

ph-09-0258: Ensure the effective administration of insurance claims

KPI 3: Number of unapproved claims due to assets that is not insured

1 100.0% 0 maximum

2 100.0% 0 maximum3 100.0% 0 maximum4 100.0% 0 maximum

ph-09-0259: Continuously report on and monitor insurance claims and general control accounts

Compliance 1: Monthly reports compiled according to policy? 1 Yes

2 Yes3 Yes4 Yes

ph-09-0260: Properly manage fleet Compliance 1: Monthly fleet reconciliations done? 1 Yes2 Yes3 Yes

ph-09-0260: Properly manage fleet Compliance 1: Monthly fleet reconciliations done? 4 Yesph-09-0266: Ensure the effective management of assets Compliance 1: Annual asset stock taking completed by end of August? 1 Yes

ph-09-0266: Ensure the effective management of assets KPI 2: % of new assets accounted for on the inventory register 1 100.0%

2 100.0%3 100.0%4 100.0%

Perf Objective Type KPI Qtr Target Target Descriptionph-09-0266: Ensure the effective management of assets KPI 3: Double payments for vehicles (duplications) 1 100.0% 0 maximum

2 100.0% 0 maximum3 100.0% 0 maximum4 100.0% 0 maximum

New KPI: Properly manage expenditure Compliance 1: 10 Monthly meetings with all directors held? 1 Yes2 Yes3 Yes4 Yes

Perf Objective Type KPI Target Target DescriptionBrand, Nicolette - Secretariat and Record Management (Corporate Services)KPA: Secretariat and Record Management (Weight = 100%)ph-09-0064: Ensure an effective secretariat service to Council, Mayoral Committee and ward committees

Compliance 1: Council agendas distributed each quarter according to policy (i.e. 48 hours in advance)?

Yes

Compliance 2: EMC agendas distributed monthly according to policy (i.e. 24 hours in advance)?

Yes

Compliance 3: Ward committee agendas distributed monthly at least 7 days before the meetings?

Yes

ph-09-0065: Ensure the timely distribution of resolutions to appropriate officials

KPI 1: Average number of days to distribute EMC, Council and ward committee resolutions according to policy

7 maximum

ph-09-0084: Improve access to municipal policies and bylaws Compliance 1: Annual review of policy register completed by end of June?

Yes

ph-11-0001: Ensure that council minutes are placed on the Municipality's website

Compliance 1: Council minutes placed on the Municipality's website within 5 days after the council meeting?

Yes Minutes on the website

KPA: Secretariat and Record Management (Weight = 100%)ph-09-0066: Ensure that ward committees are continually engaged

KPI 1: Number of ward committee meetings held per annum 72 At least

KPA: Secretariat and Record Management (Weight = 100%)ph-09-0069: Appropriately manage the filing system Compliance 1: Annual update of master copy completed by June? Yesph-09-0070: Adequately distribute all incoming

dKPI 1: % of incoming mail referred within 48 hours 80.0%

ph-09-0071: Manage archives in a legally compliant manner Compliance 1: Quarterly inspection reports submitted? Yes Quarterly inspection reports

ph-09-0073: Train all staff in records management KPI 1: Number of training sessions 100.0% 1 for the yearph-11-0002: Ensure the disposal of records according to Disposal Authorities issued by the Provincial Archivist

Compliance 1: Disposal of records according to Disposal Authorities done by June?

Yes No feedback was received to date from archives

Perf Objective Type KPI Qtr Target Target DescriptionBruwer, Freddie - Head: Cleaning Services (Civil Engineering Services)KPA: Cleaning Services (Weight = 100%)ph-09-0051: Ensure that all Swartland residents have access to a high quality and continuous cleaning refuse removal service

KPI 1: % households registered for refuse removal service which received a service once a week

1 100.0%

Compliance 1: Was the vehicle service schedule executed? 1 YesKPI 2: Number of incidences per month where household

refuse were not removed1 5 pm maximum

KPI 3: Number of legitimate written complaints regarding refuse removal

1 5 pm maximum

KPI 5: % of reports of illegal dumping responded to within one month

1 100.0%

ph-09-0054: Ensure that all cleaning contractors' services are in line with their contracts

KPI 1: % of payment certificates for one man contracts issued on time

1 100.0%

ph-09-0055: Manage waste sites in an environmentally sensitive manner

KPI 1: % of waste sites that complies with legal requirements and standards

1 80.0%

ph-09-0056: Continuously monitor the Highlands site Compliance 1: Quarterly monitoring meetings held? 1 Yesph-09-0057: Promote a clean environment through recycling KPI 1: % of quarterly recycling target met 1 27.0%

ph-09-0058: Clean all municipal roads to an acceptable standard

KPI 1: Number of legitimate written complaints regarding dirty roads received

1 5 pm maximum

ph-10-0006: Ensure proper monitoring of the Client Service Charter

Compliance 1: Monthly collection of residential and business refuse done on a weekly basis according to a scheduled programme based on residential areas?

1 Yes

KPI 2: % of residential areas swept on a monthly basis 1 100.0%Compliance 2: Monthly sweeping of central business district done on a

daily basis in bigger towns and on a weekly basis in smaller towns?

1 Yes

ph-12-0003: Restructuring within refuse removal service in the interest of affordable tariffs

Compliance 1: Investigation into separation of garden refuses and household refuse at the source completed by end of Oct 2012?

2 Yes

Perf Objective Type KPI Qtr Target Target DescriptionCrews, Ashley - Harbour Master: Harbour: Yzerfontein (Protection Services)KPA: Harbour: Yzerfontein (Weight = 100%)ph-09-0289: Provide a safe harbour facility KPI 1: Number of accidents on slipway due to poor control 1 0 maximum

ph-09-0290: Provide a quality and legally compliant market facility

KPI 1: Number of legal action taken against the SM due to the failure to implement by-law

1 0 maximum

Perf Objective Type KPI Target Target DescriptionDe Jongh, Sunet - Head: Human Resource Services (Corporate Services)KPA: Human Resource Services (Weight = 100%)ph-09-0089: Ensure the efficient and timely administration of appointments

KPI 1: % external appointments made within 3 months after advertising

75.0%

ph-09-0092: Keep the organogram up to date Compliance 1: Annual review of the organogram completed and submitted to Council by end of June?

Yes

ph-09-0093: Keep human resource policies up to date KPI 1: Number of HR policies reviewedStatus report submitted annually to Director by end of October?

100%Yes

3 pa minimum

ph-09-0094: Continuously train and develop staff Compliance 1: Annual review/amendment compilation of new Skills Development Plan completed by end of June?

Yes

Compliance 2: Annual reports on bursaries submitted in February? Yes

ph-09-0095: Implement skills development KPI 1: % of the municipality’s salary budget actually spent on implementing its workplace skills plan (cumulative)

1.0% of the salary budget for the year

ph-09-0096: Implement the Prosperity Partnership KPI 1: Number of invocom evaluations done 100.0% 2 for the yearph-09-0097: Promote employment equity through continuous planning

Compliance 1: Compilation/review of Employment Equity plan completed by end of November?

Yes

KPI 2: % of PDI's appointed in terms of the Municipality’s approved Employment Equity plan for the month

70.0%

ph-09-0098: Ensure legal compliance regarding employment equity reporting

Compliance 1: Employment Equity Report submitted to Department of Labour by end of September?

Yes

ph-09-0099: Properly manage disciplinary disputes and processes

Compliance 1: Bi-annual report compiled and submitted to Management in July and January?

Yes

KPI 2: Number of unfavourable awards for the employer regarding disputes (CCMA)

0 maximum

ph-09-0100: Ensure that the Local Labour Forum complies with legal requirements

KPI 1: Number of planned LLF meetings for the year actually heldReport submitted quarterly to SALGBC?

100.0%Yes

9 for the yearQuarterly

ph-09-0102: Promote a productive workforce KPI 1: % of person days lost per month 3% pm maximumph-09-0103: Maintain a safe working environment KPI 1: % of person days per month lost due to injuries 2% pm maximum

KPI 2: % of training budget allocated to safety training 8.0% of the training budget for the year

ph-09-0104: Sufficiently orientate new staff to Swartland values

KPI 1: % of new personnel receiving induction within one month after employment

100.0%

ph-09-0108: Properly manage Staff doing private work Compliance 1: Quarterly report submitted to Municipal Manager on private (outside) work done by staff?

Yes

ph-12-0009: Improve skills levels in the organisation Compliance 1: Annual review of the induction programme completed? Yes

Perf Objective Type KPI Target Target DescriptionCompliance 2: TASK job evaluation policy completed by June 2013? Yes

ph-12-0010: Institute succession planning and career pathing in the organisation

Compliance 1: Succession / mentorship plan completed and approved by June 2013?

Yes

Compliance 2: A career path for every staff member on levels T12 and higher compiled by June 2013?

Yes

ph-12-0013: Ensure a motivated and productive workforce Compliance 1: Preparation for organisation and workstudy / productivity study completed by October 2012?

Yes

Compliance 2: Staff interaction and motivation programme completed by Dec 2012?

Yes

Compliance 3: Perception/ satisfaction survey in respect of level of motivation of the workforce completed by June 2013?

Yes

Compliance 4: Policy and standards for the recognition of achievement completed by June 2013?

Yes

Perf Objective Type KPI Target Target DescriptionDreyden, Morne - Expenditure (Financial Services)KPA: Expenditure (Weight = 100%)ph-09-0254: Properly manage expenditure Compliance 1: Monthly expenditure budget meetings held?

1: Monthly meetings with all directors held?10 with each director

Compliance 2: Daily reports in balance at the end of the month? YesCompliance 3: Monthly bank reconciliation and related accounts

finalised within 10 working days after end of month?Yes

ph-09-0255: Properly manage VAT Compliance 1: Zero difference between VAT claimed cleared and VAT paid submitted to SARS by the end of each month

Yes

ph-09-0256: Properly manage salary related transactions Compliance 1: Draft budgets completed and submitted to CFO by end of November?

Yes

Compliance 3: Calculation and payment of income tax done for the month?

Yes

Compliance 4: Annual feedback by May from SARS re correction of IRP positive?

Yes

KPI 5: Number of valid written complaints regarding salaries 5 pm maximum

KPI 6: % of salary related deductions made on time 100.0%ph-09-0257: Pay creditors in a timely fashion KPI 1: % creditors paid within 30 days from statement date 95.0%

Perf Objective Type KPI Target Target DescriptionDu Toit, Linda - Credit Control (Financial Services)KPA: Credit Control (Weight = 100%)ph-09-0232: Optimise income through effective credit control KPI 1: % defaulters disconnected per month as per cut-off lists 95.0%

ph-09-0233: Appropriately manage defaulters KPI 1: % of identified defaulters reconnected within standard timeframe

95.0%

ph-09-0234: Appropriately manage debt KPI 1: % recovered debt as at month end (prior to levy) 90.0%KPI 4: Number of write-off transactions 1 pqKPI 5: % debtors handed over end of year 95.0%KPI 7: % of indigent households reached through awareness 95.0%

ph-09-0235: Optimise credit control trough continuous trend analysis

KPI 1: Cash received as % of the amount levied in the previous month

90.0%

ph-09-0236: Comply with debtor reporting standards Compliance 1: Monthly submission of debtor report to CFO? Yesph-09-0237: Continuously monitor poverty in the area KPI 1: % changes in indigents captured on database 95.0%ph-09-0303: Ensure access to free basic services KPI 1: % households earning less than R1100 per month with

access to free basic services100.0%

New KPI: Review of credit and debt collection policy KPI Policy reviewed by end of June 2014? Yes

Perf Objective Type KPI Target Target DescriptionFourie, Leon - Strategic Manager: Strategic Management (Office of the Municipal Manager)KPA: Local Economic Development (Weight = 10%)ph-09-0009: Facilitate the creation of jobs through the municipality's LED initiatives (National KPI)

KPI 1: Number of jobs created through Municipality’s capital projects (contracts > R200 000)

100 for the year

KPA: Performance Management (Weight = 40%)ph-09-0013: Ensure legal compliance regarding performance management

KPI 1: % of Auditor General requirements with respect to PMS met

85.0%

ph-09-0015: Ensure effective performance management Compliance 1: Annual revision of KPIs and targets done by end of May? Yes

ph-10-0023: Structures Act Section 56(3)(a): Executive Mayor must identify and develop criteria in terms of which progress in the implementation of the municipality’s strategies, programmes and services can be evaluated, including KPI’s

Compliance 1: Criteria, including KPI’s, identified and developed? Yes

ph-10-0024: Structures Act Section 56(3)(b): Executive Mayor must evaluate progress against the key performance indicators

Compliance 1: Monthly progress against the KPI’s monitored? Yes

Compliance 2: Quarterly evaluations of progress against the KPI’s done?

Yes

ph-10-0025: MFMA Section 72 and 54: Submit a mid-year performance assessment report to Mayoral Committee and Council

Compliance 1: Report submitted to Mayoral Committee by 25 January? Yes

Compliance 2: Report submitted to Council by 31 January? Yesph-10-0026: MFMA Section 69 and 53: Manage the performance agreements of the Municipal Manager and senior managers

Compliance 1: Draft annual performance agreements for the next year submitted to the Executive Mayor no later than 14 days after the approval of an annual budget

Yes

Compliance 2: Copies of the performance agreements submitted to Council and the MEC for local government by end of June?

Yes

Compliance 3: Performance agreements made public no later than 14 days after the approval of the SDBIP?

Yes

Compliance 4: Annual performance agreements comply with this Act in order to promote sound financial management?

Yes

Compliance 5: Annual performance agreements linked to the measurable performance objectives?

Yes

ph-10-0032: MSA Section 57(2): Ensure that annual performance agreements for the current year are concluded before 1 August

Compliance 1: Annual performance agreements for the current year concluded in accordance with section 57(2) of the MSA before 1 August?

Yes

KPA: Community Participation (Weight = 10%)

Perf Objective Type KPI Target Target Descriptionph-09-0011: Systems Act Section 4(2)(c): Encourage the involvement of the local community

Compliance 1: SMAF workshops / meetings held in Quarters 2 and 4? Yes

Compliance 2: Draft revised area plans completed by end of February? Yes

Compliance 3: IDP public meetings to obtain inputs on draft IDP held in April?

Yes

ph-10-0027: Structures Act Section 56(3)(g) and (h): Executive Mayor must annually report on public involvement in the affairs of the municipality

Compliance 1: Was such an annual report submitted? Yes

Compliance 2: Regard given to public views and was a report on the effect of consultation on the decisions of the council submitted?

Yes

KPA: Integrated Development Planning (Weight = 40%)ph-09-0010: Systems Act Section 30: Manage the drafting of the municipality’s IDP

Compliance 1: Draft revised IDP adopted by Council before the end of March?

Yes

Compliance 2: Final revised IDP adopted by Council before the end of May?

Yes

Compliance 3: Report submitted in March (draft) and in May (final)? Yes

Compliance 4: Notice given to the public of the adoption of the revised IDP within 14 days of the adoption of the plan?

Yes

Compliance 5: Copy of the revised IDP submitted to the MEC for local government within 10 days of the adoption of the plan?

Yes

ph-09-0014: Ensure legal compliance regarding integrated development planning

KPI 1: % of Auditor General requirements with respect to IDP and Annual Plans met

90.0%

ph-09-0017: MFMA Section 53 and 54: Manage the SDBIP Compliance 1: SDBIP for the budget year submitted to the Executive Mayor before end of March (draft) and no later than 14 days after the approval of an annual budget (final)?

Yes

Compliance 2: SDBIP approved by the Executive Mayor within 28 days after the approval of the budget?

Yes

Compliance 3: SDBIP made public no later than 14 days after its approval?

Yes

Compliance 4: Revisions of the SDBIP, if any, approved by Mayoral Committee in Jan or Feb?

Yes

Compliance 5: Revisions of the SDBIP, if any, made public? Yesph-10-0028: MFMA Section 21(1)(a) and (b): Executive Mayor must co-ordinate the processes for reviewing the IDP

Compliance 1: Processes co-ordinated? Yes

Perf Objective Type KPI Target Target DescriptionCompliance 2: Time schedule adopted by Council before the end of

August?Yes

ph-10-0029: Structures Act Section 56(2): Executive Mayor must ensure proper needs analysis

Compliance 1: Was the needs of the municipality identified? Yes

Compliance 2: Was the needs reviewed and evaluated in order of priority?

Yes

Compliance 3: Strategies, programmes and services to address the needs through the IDP recommended to council?

Yes

Compliance 4: The best way to deliver those strategies recommended or determined?

Yes

ph-10-0030: MFMA Section 21(2): Executive Mayor must ensure that the municipality revises the IDP taking into account realistic revenue and expenditure projections for future years

Compliance 1: Municipality revised its IDP taking into account realistic revenue and expenditure projections for future years?

Yes

ph-10-0031: MFMA Section 21(1)(a): Ensure that the budget, the IDP and budget-related policies are mutually consistent and credible

Compliance 1: IDP and budget-related policies mutually consistent and credible?

Yes

Perf Objective Type KPI Qtr Target Target DescriptionGerber, Christo - Reporting and Policy (Financial Services)KPA: Reporting and Policy (Weight = 100%)ph-09-0273: Improve council's income through effective billing Compliance 1: Billing referred to service provider within 4 working days

after month end closure?1 Yes

KPA: Reporting and Policy (Weight = 100%)ph-09-0263: Submit financial statements in line with legislation

Compliance 1: Annual financial statements submitted before 31 August?

1 Yes

Perf Objective Type KPI Target Target DescriptionJacobs, Saul - Manager: Traffic and Law Enforcement (Protection Services)KPA: Operational Services (Weight = 50%)ph-09-0291: Comply with strategic objective matrix targets KPI 1: Monthly Objective Matrix target (%) 80.0%

ph-09-0292: Provide an effective crime prevention and patrolling service traffic and law enforcement service

KPI 1: % of total hours worked per month for crime prevention, traffic and by-law enforcement (Objective Matrix)

40.0%

KPI 2: % of productive hours worked (road blocks)1: Number of K78 roadblocks held per month

14.0%

2 pmKPI 3: % of productive hours worked (patrols) (Objective Matrix) 30.0%

KPI 4: % of patrol hours worked (foot patrols) (Objective Matrix)4: Number of scheduled foot patrols worked per month

15.0%

15 pm

KPI 5: Average hours per month dedicated to bicycle and motorcycle patrols

30 hrs pm average

ph-09-0293: Effectively manage speeding fines KPI 1: % of first notifications issued by service providers within 30 days

100.0%

KPI 2: Number of mobile speed camera operational hours per day

5hrs X 5 days per week per camera

ph-09-0294: Ensure that legal registers are compliant Compliance 1: Monthly maintenance of court and AG registers by service provider done?

Yes

ph-09-0295: Report to council regularly Compliance 1: Monthly report submitted? YesCompliance 2: Quarterly report submitted? Yes

ph-09-0296: Compile an annual police plan in line with the relevant legislation

Compliance 1: Annual plan submitted to Council by end of April? Yes

ph-09-0297: Undertake pro-active programmes and projects KPI 1: Number of traffic safety and drug awareness programmes

10 minimum for the year

2: Number of by-law awareness campaigns held 10 pq minimumph-09-0298: Reduce alcohol and drug related crime KPI 1: Number of alcohol / drug / traffic and other crime

prevention operations per quarter100 pq

09-0298: Traffic and by-law enforcement 2: Number of vehicle check points held per month 15 pm minimum

2: Number of by-law operations held 3 pq minimumKPA: Operational Services (Weight = 50%)ph-12-0002: Increase in law compliance Compliance 2: Number of bi-annual interaction with public prosecutors

in respect of withdrawal of traffic fines and court sentences held before end of Dec and end of June?

Yes 2 p.a. (X1 Dec; X1 Jun)

Perf Objective Type KPI Target Target DescriptionCompliance 3: Specialised unit for law enforcement established by end

of June 2013 (linked to outcome of restructuring)?Yes

ph-12-0002: Increase in law compliance KPI 4: Current by-laws applicable to traffic policing and law enforcement reviewed and updated where necessary before end of June 2013? Yes or No

Yes

4: Compilation of schedule of by-laws done annually to determine if a review is necessary

Yes Target will depend on number of by-laws that need to be reviewed. Will be determined by Mr Saul Jacobs.

KPA: Vehicle Registration and Licensing (Weight = 50%)ph-09-0300: Provide a high quality traffic and licensing service registration and licensing service

KPI 2: Number of written complaints regarding Municipal Police Service

0 maximum

2: Complaints not sufficiently adressed within 5 days regarding registration and licensing service

0 maximum

ph-09-0300: Provide a high quality traffic and licensing service KPI 3: % of provincial decisions obtained within 48 hours 100.0%

KPI 4: % of queries and request finalised within 48 hours 100.0%KPI 5: Number of legal actions taken against Swartland

Municipality0 maximum

ph-09-0301: Manage funds properly Compliance 1: Did all cashiers reconcile on a daily basis? Yes1: Number of daily reconciliations not done 0 maximum


KPI 1: % of motor registration and licensing cases handled within 15 - 20 minutes

100.0%

Perf Objective Type KPI Target Target DescriptionHoltzhausen, Marguerite - Head: Community Development (Development Services)KPA: Community Development (Weight = 100%)ph-09-0114: Promote the development of child facilities KPI 1: Number of capacity building sessions with ECD

organisations in the Swartland10 for the year

ph-09-0114: Promote the development of child facilitiesNEW: Promote the coordination of social development

KPI 2: Number of meetings with Child / Social Development Forum

4 for the year

ph-09-0115: Promote the capacity of young adults (with special emphasis on towns with low development potential)

KPI 1: Number of youths from the whole Swartland community assisted to access economy (focus on agriculture and protection services)

2500 for the year

ph-09-0115: Promote the capacity of young adults (with special emphasis on towns with low development potential)

KPI 2: Number of youths from the whole Swartland community assisted to enter training opportunities

100.0% 200 for the year

ph-09-0116: Promote access to the government servicesPromote access to social development services for vulnerable people

KPI 1: Number of people reached through government services at the Ilinge Lethu Thusong centre

300 pm

KPI 2: Number of life skills programmes per month 3 pm at leastCompliance 3: Home gardens established in collaboration with

Dept of agriculture in 5 towns of the Swartland Area by end of June?

Yes 300 pm

Compliance 4: Annual progress reports from organisations benefiting from the Municipality submitted by March?

Yes 300 pm

ph-09-0117: Promote quality of life through life skills development

KPI 1: Number of life skills programmes per month 100.0% At least 3 pm

ph-09-0118: Support business development Local Economic Development through skills development (with special emphasis on towns with low development potential)

KPI 1: Number of training workshop held 2 for the year

KPI 2: Number of training sessions held to support upcoming farmers

4 for the year

ph-09-0119: Support upcoming farmers KPI 1: Number of meetings of municipal officials with agricultural forums

100.0% 10 for the year

Compliance 1: Monthly report on weekly inspections held submitted? Yes

KPI 2: Number of training sessions per year 100.0% 4 for the yearph-09-0120: Support the effective management of food security in the region

Compliance 1: Home gardens established in collaboration with Dept of Agriculture in 5 towns of the Swartland Area by end of June?

Yes

Perf Objective Type KPI Target Target DescriptionCompliance 1: Home gardens established in collaboration with Dept of

Agriculture in 5 towns of the Swartland Area by end of June?

Yes

ph-09-0121: Effective co-ordination of social development Compliance 2: A marketing event at each of the areas served by the YAC post boxes?

Yes

ph-09-0121: Effective co-ordination of social development KPI 3: Annual progress reports from organisations benefiting from the Municipality submitted by March?

100.0%

Perf Objective Type KPI Target Target DescriptionLe Roux, Pierre - Head: Internal Audit (Office of the Municipal Manager)KPA: Internal Audit (Weight = 100%)ph-09-0001: Ensure consistent and accurate performance monitoring

Compliance 1: Performance measurement report tabled at Audit Committee in Qtr 1 and Qtr 3?

Yes

ph-09-0002: Ensure that management is aware of all audit related issues

Compliance 1: Monthly reports regarding internal audit activities submitted to the Municipal Manager?

Yes3 pq

ph-09-0003: Ensure that the Audit Committee is informed of all audit (AG and internal) as well as evaluation reports regarding compliance, controls and risk management

Compliance 1: Reports Quarterly report submitted to Audit Committee regarding risks affecting the Municipality to ensure opinion on combined assurance to Council?

Yes1 pq

ph-09-0004: Ensure that the Audit Committee function as per legislation

Compliance 1: At least four audit Committee meetings correctly administered held per annum - one each quarter?

Yes1 pq

Compliance 2: Reports issued by the Audit Committee to Council during Quarters 2 and 4?

Yes2 pa

ph-09-0005: Continuously update the risk profile of the Municipality

Compliance 1: Compilation of Risk Based Audit Plan (RBAP) completed by end of July and approved by the Audit Committee in Quarter 1?

Yes

ph-09-0006: Reduce risks through the execution of the appropriate RBAP and recommendation of adequate controls

KPI 1: % execution of the RBAP 20.0% cumulative

40.0% cumulative60.0% cumulative80.0% for the year

KPI 2: % of outstanding internal audit findings addressed according to scheduled deadlines

100.0%

ph-09-0007: Ensure proper identification of risks in the Municipality

Compliance 1: Quarterly review and update of risk assessment of all directorates done?

Yes6

one per director per quarter

ph-09-0008: MFMA Section 131(1): Ensure effective liaison with the Auditor-General and coordination of the implementation of the AG’s findings

KPI 2: % of Auditor General requests for documents and information effectively obtained and submitted (Audit File) within 2 working days

100.0% Quarter 1 and 2

Comments/action plan obtained from responsible manager within 5 days from date of issue for all COMAFS submitted by the AG

Yes Quarter 1 and 2

KPI 4: % of outstanding findings addressed according to schedule deadlines

100.0%

KPI Quarterly key control report compiled on behalf of the AG and approved ?

Yes

ph-12-0006: Ensure up to date policies Compliance 1: Annual review of policies done prior to June? Yes- IA Strategic and Work procedure- Risk Management Plan- Audit Committee Charter

4 Documents to be reviewed annually by end of June

Perf Objective Type KPI Target Target Description- Internal audit charter

Perf Objective Type KPI Target Target DescriptionLoock, Ilse - Communication and Public Relations (Corporate Services)KPA: Communication and Public Relations (Weight = 100%)ph-09-0074: Render a quality library service KPI 2: Number of written complaints from users 1 pm maximum

KPI 3: Monthly circulation figures 40000 pm

ph-09-0075: Properly manage libraries Compliance 1: Monthly status reports submitted? Yesph-09-0076: Protect library material through consumer training

KPI 1: Number of annual consumer training programmes 16 (2 per library) for the year

ph-09-0077: Improve IT access for libraries KPI 1: Number of libraries SLIMS-equipped 8 for the yearph-09-0077: Improve IT access for libraries KPI 2: Number of libraries internet-equipped 8 for the yearph-12-0011: Report to PGWC on a monthly basis Compliance 1: Monthly report on expenditure in terms of municipal

replacement fund and grant submitted to PGWC?Yes

KPA: Communication and Public Relations (Weight = 100%)ph-09-0085: Ensure the Local Tourism Organisation (LTO) complies with the Service Level Agreement

Compliance 1: Quarterly reports submitted by LTO? Yes

Compliance 2: Annual financial statements submitted by June? YesCompliance 3: Annual Report by Chairperson submitted by September? Yes

Perf Objective Type KPI Target Target DescriptionMarais, Kobus - Head: Occupational and Environmental Health (Development Services)KPA: Occupational Health and Environmental Health (Weight = 40%)ph-09-0150: Ensure that all the required safety representatives are in place

KPI 1: Number of appointed and elected safety rep's in place on continuous basis

15

ph-09-0151: Reduce injuries on duty KPI 1: Number of injuries on duty 5 pm maximumph-09-0152: Ensure the effective administration of claims KPI 1: % claims submitted within 14 days from final report from

doctor100.0%

ph-09-0153: Ensure that health and safety committees are functional

Compliance 1: Quarterly meetings of Health and safety committees held?

Yes

ph-09-0154: Effectively manage all injuries KPI 1: % of job-related injuries per month referred to Compensation Commissioner

100.0%

ph-09-0155: Ensure that all capital projects comply with safety regulations

KPI 1: % of projects with safety specifications 100.0%

KPA: Caravan Parks (Weight = 20%)ph-09-0156: Manage caravan parks effectively KPI 1: % of the operating budget for maintenance of caravan

parks spent100.0% for the year

KPI 2: % of the capital budget for caravan parks spent 100.0% for the yearKPI 6: Number of written complaints regarding poor

infrastructure / administration5 pm maximum

KPI 7: Annual customer survey undertaken during December? Yes or No

Yes

KPI 8: % "good" and "fair" ratings out of the total ratings done by guests

75.0% Minimum

ph-09-0158: Optimise internet access to the facility KPI 2: Online booking system established in collaboration with IT by Dec 2012?

Yes

KPA: Non Related Environmental Health (Weight = 40%)ph-09-0159: Keep the water quality on an acceptable level KPI 1: Average no of water samples taken 100.0%

KPI 2: % deviation from water standard followed up 100.0%ph-09-0160: Properly address all health complaints KPI 1: % of relevant complaints addressed within 2 weeks 100.0%ph-09-0161: Ensure that all identified erven in urban areas are compliant with standards

KPI 1: Were all identified erven cleaned up during financial year?

100.0%

Compliance 1: Notifications for all erven that have to be cleaned issued by end of November?

Yes

ph-09-0162: Monitor air pollution in the area KPI 2: Database of fuel burning processes updated by end of March?

Yes

ph-09-0163: Provide an effective pest control service KPI 1: % requests for pest control responded to within 14 days 100.0%

KPI 3: Annual pest control programme completed by end of Apr? May?

Yes

Perf Objective Type KPI Target Target DescriptionPaulse, Ezra - Budgeting (Financial Services)KPA: Budgeting (Weight = 100%)ph-09-0228: Provide accurate service information KPI 1: R value retained by government due to underspending

of government grantsR0 maximum

ph-09-0229: MFMA Section 28(4): Table an adjustments budget in council

Compliance 1: Adjustments budget tabled in council before end of February?

Yes

ph-09-0231: MFMA Sections 16 and 24: Table and submit an annual budget

Compliance 1: Draft annual budget tabled at a council meeting before end of March?

Yes

Compliance 2: Final budget tabled before end of May? YesCompliance 3: Approved annual budget submitted to National and

Provincial Treasury before end of June?Yes

ph-09-0261: Adhere to accounting standards Compliance 1: Monthly reporting to Council on the general ledger done?

Yes

ph-09-0262: MFMA Sections 52 and 71: Submit monthly and quarterly reports

Compliance 1: Monthly Section 71 reports submitted? Yes

Compliance 2: Quarterly Section 52 report submitted? YesCompliance 3: Monthly financial management reports submitted to

Provincial Treasury?Yes

Compliance 4: Monthly signed quality certificate submitted to Provincial Treasury?

Yes

ph-09-0268: MFMA Section 72: Submit Section 72 mid year performance report

Compliance 1: Mid Year Performance Report submitted before 25 January?

Yes

ph-10-0017: MFMA Section 21(2): When preparing the annual budget take into account the national budget, provincial budget, national government's fiscal and macro-economic policy, the annual Division of Revenue Act and any agreements reached in the Budget

Compliance 1: Said budgets, policy, act and agreements taken into account?

Yes

ph-10-0018: MFMA Section 21(2): When preparing the annual budget consult relevant authorities

Compliance 1: Relevant authorities consulted? Yes

ph-10-0019: MFMA Section 21(2): When preparing the annual budget provide, on request, any information relating to the budget to relevant government bodies

Compliance 1: Information provided if requested? Yes

ph-10-0020: MFMA Section 23(2): Respond to budget submissions and, if necessary, revise the budget and table amendments for consideration by council

Compliance 1: Responded to budget submissions, if any? Yes

Compliance 2: Budget, if necessary, revised and amendments tabled? Yes

Perf Objective Type KPI Target Target DescriptionPienaar, Johan - Manager: Information Management (Electrical Engineering Services)KPA: Information Management (Weight = 100%)ph-09-0269: Ensure that all personnel have full time access to the computer network

KPI 1: % availability of critical IT resources / services? 100.0%98%

ph-09-0271: Address a high percentage of complaints requests effectively

KPI 1: % of requests lodged with Helpdesk resolved within 48 hours

75.0%

ph-09-0275: Ensure proper management of IT systems Compliance 1: Quarterly IT Committee meetings held? Yesph-12-0007: Ensure relevant and efficient IT service and infrastructure

Compliance 1: Annual review of IT Governance Framework if necessary by end of May?

Yes

Compliance 2: Annual review of ICT Strategic Plan if necessary by end of May?

Yes

Compliance 3: Annual survey of new strategic IT needs and changes in the organisation done and submitted to Management Team by end of October?

Yes

ph-12-0012: Availability of appropriate electronic media to obtain suggestions to improve service delivery

Compliance 1: Investigation into appropriate electronic media to obtain suggestions to improve service delivery completed by June 2013?

Yes

Perf Objective Type KPI Qtr Target Target DescriptionQuickfall, Neville - Head: Building Services (Civil Engineering Services)KPA: Buildings and Maintenance (Weight = 100%)ph-09-0060: Ensure that council buildings remain functional KPI 1: % of the operating budget for maintenance of council

buildings spent1 30.0% cumulative

2 60.0% cumulative3 90.0% cumulative4 100.0% for the year

KPI 2: % of the operating budget for the maintenance of Council houses spent

1 25.0% cumulative


KPI 3: % legitimate complaints i.r.o. incidents addressed responded to within 24 hours

1 100.0%

ph-09-0061: Complete road markings on time KPI 1: % of the operating budget for road markings spent 1 10.0% cumulative2 60.0% cumulative3 80.0% cumulative4 100.0% for the year

KPI 2: % of road markings work schedule completed 1 10.0% cumulative2 60.0% cumulative3 80.0% cumulative4 100.0% for the year

KPI 3: % of legitimate requests / complaints addressed within 2 weeks

1 100.0%

ph-10-0007: Effectively execute maintenance projects KPI 1: % of planned and/or unforeseen maintenance projects of council buildings completed

1 15.0% cumulative


KPI 2: % of planned and/or unforeseen maintenance projects of council houses completed

1 15.0% cumulative


Perf Objective Type KPI Target Target DescriptionRossouw, Tom - Head: Operations, Maintenance and Construction (Electrical Engineering Services)KPA: Planning and Design (Weight = 16%)ph-09-0188: Provide sufficient network capacity KPI 1: Number of previously unreported medium voltage circuit

overload incidences2 maximum for the year

KPA: Construction Management (Weight = 16%)ph-09-0191: Properly manage departmental construction projects

KPI 1: % of total actual completion according to schedule 90.0%

KPA: Maintenance Management (Weight = 16%)ph-09-0180: Properly maintain the electricity network Compliance 1: Review of maintenance policy and safety plans done by

September?Yes

KPI 2: % of maintenance budget spent (cumulative) 95.0%ph-09-0190: Ensure that disruptions are in line with standards KPI 1: % average compliance of planned disruptions (monthly)

(<8 hr / incident)95.0%

KPI 2: % average compliance of unplanned disruptions 95.0%ph-09-0192: Ensure a high quality electricity support service KPI 2: Number of legitimate written complaints per year 4 maximum for the year

KPA: Operational Management (Weight = 16%)ph-09-0193: Appropriately monitor and maintain network infrastructure

KPI 2: % Maintenance of substations and lines according to maintenance plan done

100.0%

ph-09-0207: Ensure correct operational procedures KPI 1: % of all MV work by external contractors for which permits were issued

100.0%

KPI 3: Number of MV operations undertaken with unexpected incidents

4 maximum for the year


KPI 2: % of unforeseen power outages (electrical faults, malfunctioning equipment, etc.) repaired within 1,5 hours

60.0%

KPI 6: % complaints regarding faulty street lighting, area, building and sports field lighting dealt with within 5 working days

95.0%

KPA: Electricity Safety (Weight = 20%)ph-09-0196: Ensure sound safety practices in the provision of electrical service

KPI 1: Number of reportable safety incidents in terms of legislation

2 maximum for the year

Perf Objective Type KPI Target Target DescriptionSmith, Jacques - Head: Fire and Emergency Services (Protection Services)KPA: Fire and Emergency Services (Weight = 100%)ph-09-0285: Provide a quality fire fighting service Compliance 1: Service available 100% of the time during a month Yes

KPI 2: Number of vehicles not operational for more than 5 days during the month

0 maximum

Compliance 2: Monthly inspection of vehicles and equipment done? Yes

KPI 4: Number of written complaints regarding poor service 2 pm maximum

4: Complaints not sufficiently adressed within 5 days regarding fire fighting services

0 maximum

ph-09-0286: Reduce fire risks through continuous public awareness

KPI 1: Number of educational / awareness campaigns 100.0% 10 for the year

ph-09-0287: Properly maintain all supporting infrastructure KPI 1: Total no of hydrants monitored and repaired 100.0% 1200 for the year


KPI 1: % fire incidences reacted to within 20 minutes (in town areas) after receipt of a call or immediately after capture by an SMS system

100.0%

KPI 2: % of other emergencies receiving immediate attention and feedback when attended to, or immediately after capture by an SMS system

100.0%

ph-12-0001: Strengthening of the fire fighting service Compliance 1: Standard fire fighting by-law review adjusted to local conditions and adopted by end of Dec 2012?

Yes

Perf Objective Type KPI Target Target DescriptionSwanepoel, MJ - Head: Planning and Design (Electrical Engineering Services)KPA: Planning and Design (Weight = 35%)ph-09-0164: Ensure that all households have access to electricity (National KPI)

KPI 1: % erven with access to electricity service 100.0%

ph-09-0167: Continuously do master planning Compliance 1: Up to date Master plans available by end of June? (subject to available budget)

Yes

ph-09-0168: Properly set and operate electrical protection systems

KPI 1: % of MV trip incidents investigated with report 100.0%

ph-09-0172: Maintain supply capacity through continuous load forecasting

Compliance 1: Quarterly forecasting done per town? Yes

ph-09-0174: Meet reporting requirements Compliance 1: Annual Quality of Supply Report submitted by end of October?

Yes

ph-09-0176: Keep energy loss within an acceptable level KPI 1: % technical and non technical loss 12% maximum

ph-09-0217: Provide sufficient network capacity KPI 1: % of potential overload incidences dealt with effectively 100.0%

KPA: Customer Services (Weight = 30%)ph-09-0225: Ensure sufficient income to cover costs KPI 1: % of expenditure covered by connection income 100.0%

Perf Objective Type KPI Target Target DescriptionSwart, Pieter - Supply Chain Management (Financial Services)KPA: Supply Chain Management (Weight = 100%)ph-09-0276: Properly manage expenditure Compliance 1: No order were placed, but paid, that would lead to

unauthorised spending during the month?Yes

KPI 2: % of correct requisitions sent out by the Chief Purchaser for completion within 3 days from when it landed in his/her Collaborator inbox

80.0%

ph-09-0277: Properly manage municipal stores and stationary Compliance 1: Quarterly stock spot checks done? Yes

Compliance 2: Annual stock-taking completed by end of June? YesCompliance 3: Monthly balancing/reconciliation of the general ledger

accounts done?Yes

Compliance 4: Annual auction held before end of November? Yesph-09-0278: Ensure that all service providers comply with tax clearance certification

Compliance 1: Monthly verification that tax clearance certificates are included with all formal and informal tenders?

Yes

ph-09-0279: Ensure that all service providers are accessible for the municipality

Compliance 1: Annual update of the supplier list by inviting new suppliers to register completed before end of March?

Yes

ph-09-0280: Comply with statutory reporting requirements KPI 1: % of reporting requirement met 100.0%

ph-09-0282: Keep the supply chain management policy relevant and up to date

Compliance 1: Annual review of SCM Policy completed by end of May? Yes

ph-10-0022: Comply with SCM Regulations - Reg 6: Submit a quarterly report on implementation of the SCM policy to the mayor and make report public

Compliance 1: Quarterly report submitted to the Mayor within 10 days of the end of each quarter?

Yes

Compliance 2: Quarterly report made public? Yes

Perf Objective Type KPI Qtr Target Target DescriptionTerblanche., Madelaine - Director: Corporate Services General (Corporate Services)KPA: General Support (Weight = 100%)ph-09-0062: Promote internal and external communication KPI 1: Number of external newsletters distributed 1 1 pq

Compliance 1: Communication strategy and plan completed by June 2013?

4 Yes

KPI 2: Number of internal newsletters distributed 1 1 pqph-09-0088: Facilitate the compilation of an annual report Compliance 1: Annual Report tabled in January and approved in

March?3 Yes

ph-10-0015: Update delegation register Compliance 1: Annual update of delegation register by June? 3 Yes

Perf Objective Type KPI Target Target DescriptionVan der Merwe, Elsabé - Income (Financial Services)KPA: Income (Weight = 100%)ph-09-0238: Ensure that all monies are accounted for Compliance 1: Monthly issuing of receipts for all monies done? Yesph-09-0239: Record all financial transactions KPI 1: Number of transactions not captured during the month 10 pm maximum

ph-09-0240: Ensure that all monies are banked Compliance 1: Banking of all monies done daily for the month (less than R100 excluded)?

Yes

ph-09-0241: Ensure proper budget control Compliance 1: Monthly budget control done, deviations pointed out and reported to CFO?

Yes

ph-09-0242: Do proper financial planning Compliance 1: Draft income budget submitted to CFO by end of November?

Yes

ph-09-0243: Improve council's income through accurate meter readings

KPI 1: % deviation between estimated and actual readings per month

10% pm maximum

ph-09-0244: Properly manage property information KPI 1: Number of written complaints from public regarding faulty property information

5 pm maximum

KPI 1: Number of written complaints from public regarding faulty property information

5 pm maximum

Compliance 1: Monthly updating of the property register on receipt of listing done?

Yes

ph-09-0245: Continuously monitor variances Compliance 1: Variance report controlled or checked daily and rectifications done where applicable for the month?

Yes

ph-09-0246: Ensure the proper inter-departmental management of income

Compliance 1: Monthly income budget meetings held?1: Monthly meetings with all directors held?

10 with each director

ph-09-0247: Improve council's income through the rapid registration of new subsidised clients

KPI 1: % of new subsidised households for which "happy letters" were received by Finance Department connected within one month from the date of receipt

100.0% 100% or N/a

ph-09-0248: Properly manage council's facilities KPI 1: Number of written booking complaints received 1 pq maximumCompliance 1: Facility register updated daily and reconciled for the

month?Yes

ph-09-0249: Ensure local economy benefits through service incentives

KPI 1: % of relevant applications receiving incentives 100.0% 100% or N/a

ph-09-0250: Keep cemetery service on an acceptable standard

KPI 1: Number of written complaints received regarding cemeteries

1 pq maximum

Compliance 1: Cemetery register updated on daily basis for the month? Yes

ph-09-0251: Provide accurate service information Compliance 1: Monthly update of (elec & water) statistics and distribution losses done?

Yes

ph-09-0252: Ensure proper valuation information Compliance 1: Monthly alignment of valuation information with Promun done?

Yes

ph-09-0253: Ensure that electricity tariffs comply with legal requirements

Compliance 1: Electricity tariffs approved by end of May? (must be applied before the 90 day budget)

Yes

Perf Objective Type KPI Target Target Descriptionph-09-0265: Ensure the proper management of income Compliance 1: Daily reports in balance at the end of the month? Yes

Compliance 2: Daily Weekly reconciliation of cash received? Yesph-09-0267: Ensure that all necessary reconciliations take place in line with legislation

KPI 1: % monthly reconciliation (services, properties, tariffs) done

95.0%

ph-09-0272: Optimise reporting KPI 1: % of working days per month that IGL 998 and IGL 009 daily reports were submitted

95.0%


KPI 1: % account enquiries for which feedback is provided within 10 working days and adjustments made before the next account is levied

100.0%


KPI 2: % accounts distributed monthly before the 10th day of each month

100.0%

Perf Objective Type KPI Target Target DescriptionZaayman, Alwyn - Manager: Planning, Building Control and Valuations (Development Services)KPA: Planning (Weight = 40%)ph-09-0132: Provide an efficient and effective land use management service

KPI 1: % applications processed within 2 weeks 90.0%

Compliance 1: Quarterly report on deviations from conditions of land use approvals done?

Yes

ph-09-0137: Maintain comprehensive development guidelines KPI 2: Annual review of development guidelines completed by end of March?

Yes

ph-09-0139: Ensure implementation of the Spatial Development Framework

Compliance 1: Awareness campaign with respect to the new Spatial Development Framework completed by end of Sep 2012?

Yes

Compliance 2: SDF Interdepartmental Coordinating Committee established by end of August 2012?

Yes

Compliance 3: Action plans prioritised and linked to budget (subject to availability of funds)?

Yes By October 2013

ph-09-0139: Ensure implementation of the Spatial Development Framework

KPI 5: SDF reviewed annually by end of May if necessary? Yes


KPI 1: % building plans for which acknowledgement of receipt were issued within 48 hours, or immediately after capture by an SMS system

100.0%

KPI 2: % building plans finalised within 30 calendar days or for which feedback is provided if not finalised

100.0%

KPI 3: % of land use applications for which acknowledgement of receipt were issued within 48 hours, or immediately after capture by an SMS system

100.0%

KPI 4: % of land use applications for which feedback is provided within 30 working days and the enquiry is attended to within 90 working days.

100.0%

ph-10-0014: Establish good relationships with planning and building related consultants

Compliance 1: Annual capacity building meeting with planning and building related consultants held?

Yes

ph-12-0008: Protect environmental quality through climate change awareness / strategy / initiatives

Compliance 1: Engagement with DEADP with respect to climate change strategy during August 2012?

Yes

Compliance 2: Climate change strategy / initiatives formulated by June 2013?

Yes

KPA: Valuations (Weight = 30%)ph-09-0143: Ensure that properties are valued correctly Compliance 1: Supplementary valuation role updated bi-annually by

Dec and Jun?Yes

Compliance 1: Supplementary valuation role updated bi-annually by Dec and Jun?

Yes

KPA: Building Control (Weight = 30%)

Perf Objective Type KPI Target Target Descriptionph-09-0145: Optimise the costing structures for the building control service

Compliance 1: Cost structure of building plans reviewed by end of November?

Yes

ph-09-0147: Undertake site inspections within set timeframes KPI 1: % of requested site inspections undertaken within 14 days

100.0%

NEW: Continue the process of data cleansing and to reconcile properties on the financial system (Promun) to that of the Deeds Office, Surveyor-General’s Office as well as the Valuation Roll

Report quarterly on process of data cleansing Yes

Perf Objective Type KPI Target Target DescriptionZikmann, Louis - Head: Civil Services (Civil Engineering Services)KPA: Water (Weight = 28%)ph-09-0018: Ensure that all households have access to water within 200m in the area (General KPI)

KPI 1: % of urban households with access within 200 meters 100.0%

ph-09-0019: Ensure continuous and available water supply KPI 4: % of new water connections completed within 10 working days

100.0%

KPI 5: Number of interruptions in continuous service to consumers, where interruptions for a single incident was greater than 3 hrs5: Number of burst water mains not repaired within 10 hours after the incident has been reported

4 pm

1 pm

maximum

maximum

KPI 7: Number of interruptions in continuous service to consumers, where interruptions for a single incident was greater than 48 hrs (KPI17 )DWAF)

0 maximum

ph-10-0001: Ensure safety of water supply KPI 1: % of samples compliant with the microbiological requirements of the SANS 2481: Number of failures i.r.o. SANS 248

2 pq maximum

ph-10-0002: Ensure effective operation and maintenance of water supply network

KPI 1: Storage capacity of reservoirs (hours) 36 hrs

KPI 2: % of unaccounted for water 18%6%

maximummaximum

ph-10-0003: Ensure client orientated water provision KPI 1: Number of legitimate written complaints i.r.o. water services received

4 pm maximum

KPI 2: % of written correspondence i.r.o. water attended to within 10 working days

100.0%

KPA: Sewer Services (Weight = 28%)ph-09-0023: Ensure that all urban households have access to sanitation services within 200m (General KPI)

KPI 1: % of urban households with access to sanitation 100.0%

ph-09-0025: Ensure continuous and available sewerage service

KPI 1: Number of interruptions in continuous service to consumers where the interruption for a single incident was greater than 3 hours1: Number of blockages not repaired within 10 hours after the incident has been reported

4 pm

2 pm

maximum

maximum

KPI 2: % of new sewer connections completed within 10 working days

100.0%

KPI 3: Number of tank pumping service requests not completed within 24 hours according to schedule of towns

5 pm maximum

ph-10-0004: Ensure effective operation and maintenance of waste water treatment works

KPI 1: % compliance with DWA general limits for the discharge of treated waste water

75.0%

Perf Objective Type KPI Target Target DescriptionKPI 2: Number of legitimate written complaints i.r.o. waste

water received4 pm maximum

KPI 3: % of written correspondence i.r.o. waste water attended to within 10 working days

100.0%

KPA: Roads and storm water (Weight = 28%)ph-09-0031: Implementation of planned road maintenance activities

KPI 2: % gravel roads inspected in accordance with schedule 90.0%

KPI 3: % of the operating budget allocated for maintenance spent

95.0% for the year

ph-09-0032: Ensure client orientated service provision KPI 1: % of new street accesses completed within 10 working days

100.0%

KPI 2: % of flood incidents reacted on within 3 hours after the incident has been reported

100.0%

KPI 3: Number of legitimate written complaints i.r.o.roads and storm water received

4 pm maximum

KPI 4: % of written correspondence i.r.o.roads and storm water attended to within 10 working days

100.0%

KPA: Parks and Recreation (Weight = 16%)ph-09-0043: Implementation of planned park maintenance activities

KPI 1: % of parks and open spaces inspected in accordance with schedule

90.0%

KPI 2: % of the operating budget allocated for maintenance spent

95.0% for the year

ph-10-0005: Ensure client orientated parks and recreation service provision

KPI 1: Number of legitimate written complaints i.r.o. parks and recreation received

4 pm maximum

KPI 2: % of written correspondence i.r.o. parks and recreation attended to within 10 working days

100.0%

KPA: Parks and Recreation (Weight = 16%)ph-09-0049: Ensure availability of swimming pools through proper maintenance

KPI 1: Number of days swimming pools were unavailable due to poor maintenance

0 maximum