first quarter performance report 01 april-30 june 2012
DESCRIPTION
FIRST QUARTER PERFORMANCE REPORT 01 APRIL-30 JUNE 2012. Presented by GCIS Executive Team 09 October 2012. TABLE OF CONTENTS. 1. Mandate. 2. Strategic Objectives. 3. Summary Of Core Programmes. 4. Overview Of Organisational Environment. 5. Programme Performance. - PowerPoint PPT PresentationTRANSCRIPT
FIRST QUARTER PERFORMANCE REPORT01 APRIL-30 JUNE 2012
Presented by GCIS Executive Team09 October 2012
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TABLE OF CONTENTS
1. Mandate
2. Strategic Objectives
3. Summary Of Core Programmes
4. Overview Of Organisational Environment
5. Programme Performance
6. Financial Information Per Programme
7. Conclusion
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• Provides strategic leadership in government communication•
• Coordinates a government communication system that ensures that the public is informed about govt’s policies, plans & programmes
GCIS: Our primary roleGCIS: Our primary role
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1. MANDATE
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Public Entity: MDDA
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Vision, Mission, Values
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2. STRATEGIC OBJECTIVES
• Adherence to govt communication standards• Alignment of messages across spheres of government• Empowered citizenry on govt policies, plans & programmes• Build & maintain stakeholder partnerships• Media Liaison• Cabinet cluster communications• Cluster communication advice & support to departments
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STRATEGIC OBJECTIVES: continued
• Attract & retain highly skilled human capital• Efficient & effective information technology infrastructure and systems• Effective strategic management processes & procedures• Professional internal audit services• Proactive, responsive, compliant and cost effective finance, supply chain &
facilities management
• Media bulk buying• Cost effective communication products and services for government• Manage corporate identity
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STRATEGIC OBJECTIVES: continued
• Set and influence the media agenda through a robust, proactive and efficient rapid response system.
• Manage corporate identity• Continuously measure public perception • Professionalise government communication system • Popularise the Presidential Infrastructure Coordinating Commission work
3. SUMMARY OF THE CORE PROGRAMMES3. SUMMARY OF THE CORE PROGRAMMES
SUMMARY OF THE CORE PROGRAMMES continuedSUMMARY OF THE CORE PROGRAMMES continued
4. OVERVIEW OF ORGANISATIONAL ENVIRONMENT
• The Chief Directorate: Training and Development was transferred from Programme 2 to Programme 1.
• Directorate: Human Resource Development was also transferred from the Chief Directorate: Human Resources to the Chief Directorate: Training and Development.
• The following policies were approved:▫ Retention Policy▫ 2011/13 Procurement Policy ▫ Reasonable Accommodation plan for Employees With Disabilities was
approved.▫ Human Resource Development implementation plan was approved.
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Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate services
Sub-programme objectives: Attract & retain highly skilled human capitalAnnual Target Quarter 1
(1 April-30 June)Actual Achievement against
targetReason for Variance
Expenditure
100% of GCIS staff’s performance agreements and annual assessment signed
100% of GCIS staff’s performance agreements and annual assessment signed
100% annual assessments done. Performance agreements of all employees (469) were signed on deadline
None Personnel funds
4 reports on the implementation of the EE Plan
1 report on the implementation of the Employment Equity (EE) Plan
The report was compiled and included the following EE statuses: Africans: 80,2%; Coloureds: 7,2%; Indians: 3.3%; Whites: 8,8%; employees with disabilities (EWDs): 2,4%; females in Senior Management Service: 54%.
None Personnel funds
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Programme 1: Administration5. PROGRAMME PERFORMANCE5. PROGRAMME PERFORMANCE
Achievements
Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate services
Sub-programme objectives: Attract and retain highly skilled human capitalAnnual Target Quarter 1
(1 April-30 June)Actual Achievement against
targetReason for Variance
Expenditure
Maintain 10% vacancy rate
Maintain 10% vacancy rate
Vacancy rate: 4%; filled posts: 96%.
None Personnel funds
Work Skills Plan (WSP) approved and implemented
Workplace Skills Plan (WSP) and annual training report approved
WSP and annual training report approved on 27 June 2012.
None Personnel funds
Reasonable Accommodation (RA) plan developed and approved
Reasonable Accommodation (RA) plan for Employees with Disabilities approved
RA plan for Employees with Disabilities approved on 13 June 2012.
None Personnel funds
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Programme 1: AdministrationPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate servicesSub-programme objectives: Provide proactive, flexible, compliant and cost effective finance, supply chain and facilities management
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
Annual supply-chain management statistical reports
Procurement statistical reports on payments, orders, bids and empowerment of historically disadvantaged individuals
• 98% (2 656) of the 2 710 payments were processed within 30 days.
• 3 bids were received for the quarter.
None Personnel funds
Submission of accurate annual financial statements
Compile and submit the 2011/12 Annual Financial Statements
The 2011/12 Annual Financial Statements were submitted to National Treasury and the AG on 31 May 2012
None Personnel funds
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Programme 1: AdministrationPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate services
Sub-programme objectives: Implement efficient and effective strategic management processes and procedures in line with the relevant legislation
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
Four quarterly performance reports produced according to the specified timeframes and within the prescribed legislation
2011/12 fourth quarter report.
The fourth quarter performance report was submitted to National Treasury.
None Personnel funds
Table the departmental Annual Report (AR) in Parliament within the legislated timeframes
Submit the draft 2011/12 AR to the Auditor-General (AG) by 31 May 2012
The AR was submitted to the AG on 31 May 2012.
None Personnel funds
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Programme 1: AdministrationPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate services
Sub-programme objectives: Set and influence adherence to government communication standards
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
20 training sessions on media and communications strategy development on request
5 training sessions on media and communications strategy development on request
6 training sessions were held•Gauteng and KZN•Minister for Performance Monitoring and Evaluation heads of mission – Department of International Relations and Cooperation (DIRCO) and SABC•Umzimvubu councillors
None Personnel funds
4 induction sessions with new communicators
1 induction session for new communicators per quarter
3 induction sessions were held: •Umzimvubu councillors (including Mayoral Committee•Senior Communication Officers•Gauteng and KZN municipalities.
None Personnel funds
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Programme 1: AdministrationPROGRAMME PERFORMANCE PROGRAMME PERFORMANCE continuedcontinued
Achievements
Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate services
Sub-programme objectives: Set and influence adherence to government communication standards
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
Academic symposium with at least 10 geographically representative academic institutions in partnership with Public Administration Leadership and Management Academy (PALAMA) to secure buy-in for a recognised credit-bearing qualification
Engagements with academic institutions, PALAMA and the Public Relations Institute of South Africa (PRISA) for an academic symposium at the end of the quarter
The engagements with PRISA and PALAMA took place. However, it emerged that the symposium will not take place during the first quarter. PRISA developed a joint draft programme and work plan.
Postponed to August as academics confirmed that June was an inappropriate time to stage the symposium
The symposium took place on the 10-11 September 2012.
Personnel funds
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Programme 1: Administration Non-Achievements
PROGRAMME PERFORMANCE PROGRAMME PERFORMANCE continuedcontinued
Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication systemSub-programme objectives: Provide strategic leadership and support in government communication through media monitoring, research, surveys and analysis to understand the communication environment and the pulse of the nation
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
4 impact assessments reports
1 impact assessment report per quarter
Quarterly impact assessment report produced.
None R883 006.80
4 Pulse of the Nation reports a year
1 Pulse of the Nation reports a year
Submitted Pulse of the Nation Report to management for review, finalisation and sharing with political principals
None R173 000.00
720 media coverage reports
180 media coverage reports per quarter
244 media coverage reports that captured, national and international broadcast and online media reporting on government, the country and key national and international developments.
Exceeded target due to increased demand for products and services.
R387 000.00
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Programme 2: Communication and Content ManagementPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective
government communication system
Sub-programme objectives: Provide strategic leadership and support in government communication through media
monitoring, research, surveys and analysis to understand the communication environment and the pulse of the nationAnnual Target Quarter 1
(1 April-30 June)Actual Achievement against
targetReason for Variance
Expenditure
284 Regular and ad-hoc analytical reports
72 Regular and ad-hoc analytical reports
77 Regular ad-hoc analytical reports produced.
None R438 000.00
48 sets of key messages
12 key messages 23 Key messages developed. Exceeded target due to increased demand for CRC’s communication content development.
Personnel funds
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Programme 2: Communication and Content ManagementPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication system
Sub-programme objectives: Develop content and create platforms to grow the voice of government
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance Expenditure
20,4 million copies of the newspaper produced annually
5,1 million copies of the newspaper produced per quarter
Printed 5,1 million copies of the newspaper
None R1 417 000.00
5 040 Braille copies produced annually
1 260 Braille copies produced
1 189 Braille copies were produced. The distribution database for the Braille version fluctuates per edition.
The Northern Cape GCIS office reduced the number of copies they used to receive since April 2012.
R131 000.00
120 000 copies of Public Sector Manager (PSM)
30 000 PSM copies produced
31 286 copies of PSM were produced.
Additional copies were printed
Cost carried by Supplier
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Programme 2: Communication and Content ManagementPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication system
Sub-programme objectives: Manage corporate identity for government
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
Respond to 40 requests for advice on corporate identity
Respond to 10 requests for advice on corporate identity per quarter
19 corporate identity requests were handled in the first quarter.
None Personnel funds
Conduct 4 workshops structured to communicate corporate identity policies and procedures to internal and external stakeholders
1 workshop per quarter 5 workshops were conducted with Chief Justice and DIRCO (x 2), with Tourism, and with Science and Technology.
None Personnel funds
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Programme 2: Communication and Content ManagementPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication system
Sub-programme objectives: Provide expertise to offer the best communication solutions to government through professional language services
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance Expenditure
Language services based on approximately 150 requests from GCIS and government departments
40 language service requests received from GCIS and other government departments
164 language service requests received from GCIS and other government departments:77 editing requests70 proofreading requests10 translating requests 7 content requests.
There has been a high demand for language services and the requests are often urgent and high level.
Personnel funds
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Programme 2: Communication and Content Management PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication systemSub-programme objectives: Provide expertise to offer the best communication solutions to government through professional language services
Annual Target Quarter 1 (1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
40 000 GovComms copies produced annually
10 000 GovComms produced
GovComms was not produced in the quarter under review.
The first edition of GovComms for 2012 was produced with the July PSM edition.
R 0.00 (No expenditure)
Annual production of 40 000 copies of the SAYB, 4 000 DVDs, and 20 000 copies of the Pocket Guide to South Africa
40 000 copies of South Africa Yearbook (SAYB) 2011/12 printed; DVD development; 25 000 copies of the Pocket Guide to South Africa 2011/12 printed
The SAYB 2011/12 was sent to print on 20 June 2012
The high demand for language services by client departments.
R 0.00 (No expenditure)
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Programme 2: Communication and Content Management PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Non-Achievements
Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the publicSub-programme objective: Inform the citizenry on government’s policies, plans, programmes and achievements
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance Expenditure
2 460 communication campaigns through various platforms
615 development communication projects aligned to the Government Communication Programme and 5 key priorities
724 development communication projects were implemented through seminars, community media engagements, workshops, and door-to-door and outreach projects.
A variance of 127 projects, public participation events, Budget Vote and provincial outreach events.
R966 000.00
3 280 community and stakeholder liaison visits
820 community and stakeholder liaison visits.
824 community and stakeholder liaison visit
Stakeholder liaison visits exceeded the target due to involvement in Phelophepa health train.
R2 822 000.00
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Programme 3: Government and Stakeholder EngagementPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Achievements
Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the publicSub-programme objective: Inform the citizenry on government’s policies, plans, programmes and achievements
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
Annual production of 44 electronic My District Today newsletters
11 electronic My District Today newsletters published
12 electronic My District Today newsletters published
None. Personnel funds
One million copies of government communication materials distributed
250 000 communication materials, such as pamphlets, distributed
A total of 510 692 government communication materials were distributed.
Additional materials were distributed through post-SoNA seminar, provincial Budget Vote and SoNA activations.
Cost included in stakeholder liaison visits
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Programme 3: Government and Stakeholder EngagementAchievements
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the public
Sub-programme objective: Aligned messages across the three spheres of government to ensure coherenceAnnual Target Quarter 1
(1 April-30 June)Actual Achievement
against targetReason for Variance
Expenditure
Developed cluster communication strategies and GCP
Review and develop cluster communication strategies and GCP aligned to the cluster communication strategies
All cluster communication strategies were reviewed, aligned to GCP and finalised.
None Personnel funds
Cascade government content to national, provincial and district forums
Report about presentations on government content at national, provincial and district communication forums per quarter
36 presentations of government content were done nationally. 17 by cluster supervision unit and 19 by the provincial and local liaison unit
None Personnel funds
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Programme 3: Government and Stakeholder EngagementAchievements
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the publicSub-programme objective: Provide strategic leadership and support in government communication by building, maintaining and improving relations with the media and driving the communication agenda
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance Expenditure
Implement media plan once a month (i.e. planned communication of minimum one priority a month)
3 media statements and/or briefings on the priorities
7 media briefings were held on the five priorities.
Coordinated more media briefings than envisioned. Coordinated more media engagements than envisioned
Personnel funds
80 media engagements facilitated (i.e. 10 per month for eight months)
20 media engagements facilitated
52 media engagements were implemented. GCIS facilitated 20 media statements and 32 media advisories during this quarter.
Coordinated more media engagements than envisioned. There were more requests than anticipated from government departments.
Personnel funds
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Programme 3: Government and Stakeholder EngagementAchievements
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the public
Sub-programme objective: Provide strategic leadership and support in government communication by building, maintaining and improving relations with the media and driving the communication agenda
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance
Expenditure
Annual government engaged with the Foreign Correspondents’ Association (FCA) and Press Gallery Association (PGA)
Annual engagement with the FCA
The GCIS engaged with members of the FCA including CNN
None Personnel funds
47 weekend reports 13 media environment reports produced and shared for management in GCIS and The Presidency
12 media environment reports were produced and shared for management in GCIS and The Presidency.
The target of 13 could not be met because of a public holiday on 8 April 2012 (Easter).
Personnel funds
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Programme 3: Government and Stakeholder EngagementAchievements
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the public
Sub-programme objective: Provide strategic leadership and support in government communication by building, maintaining and improving relations with the media and driving the communication agenda
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance Expenditure
680 reports on the implementation of the annual marketing and communication plan
170 reports of marketing events per Thusong Service Centre
89 Thusong marketing events were done through outreach events, community media interviews and radio talk shows.It included 9 integrated joined-up mobiles.
There was a variance of 90 marketing events.
R586 000.00
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Programme 3: Government and Stakeholder EngagementNon- Achievements
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Strategic objective: Provide efficient and effective production, media bulk buying and an advertising agency for government Sub-programme objective: Provide cost-effective media bulk buying services for government
Annual Target Quarter 1(1 April-30 June)
Actual Achievement against target
Reason for Variance Expenditure
150 media buying campaigns implemented
37 successful media buying campaigns implemented
52 successful media buying campaigns were implemented.
There was an increase in the number of media campaigns requests coming through from clients departments.
The costs are relatively carried by the departments.
Produce or deliver 1 900 products for government
Produce or deliver 475 products for government
756 products for government were produced.
The target was exceeded, since more requests were received from The Presidency and government departments than anticipated.
R1 545 000.00
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Programme 4: Communication Services AgencyAchievements
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
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Programme 1: AdministrationGCIS NEW OFFICE BUILDING
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
Project is 55% doneWorking drawings completed for construction of internal servicesThe tender process for the IT installation has commenced with partitioning and ceiling tender in process of being adjudicatedOccupation date of 1 May 2013 still on trackRefer to photos of progress as at end of June 2012 below
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Programme 1: AdministrationNEW OFFICE BUILDING
PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued
ISIVUNO PROPERTIES TOTAL PAYMENTS ( incl VAT)Sub-Contract company responsible for the execution of various services
Purchase order amount Invoice amount paid so far
Total balance
Total R32, 522,299.99 R6,831,641.61 R25,690,658.38
6. FINANCIAL PERFORMANCE PER PROGRAMME 6. FINANCIAL PERFORMANCE PER PROGRAMME
FINANCIAL PERFORMANCE PER PROGRAMME cont. FINANCIAL PERFORMANCE PER PROGRAMME cont.
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FINANCIAL PERFORMANCE PER PROGRAMME cont… FINANCIAL PERFORMANCE PER PROGRAMME cont…
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FINANCIAL PERFORMANCE PER PROGRAMME conti… FINANCIAL PERFORMANCE PER PROGRAMME conti…
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• A once-off transfer payment of R20 million was made to the A once-off transfer payment of R20 million was made to the MDDA in May 2012MDDA in May 2012
• Quarterly meetings are held to discuss the expenditure Quarterly meetings are held to discuss the expenditure trend and financial reportstrend and financial reports
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TRANSFER TO ENTITIESTRANSFER TO ENTITIES
7. CONCLUSION
There were 98 quarterly targets to report on:•79 targets were achieved, 14 were delayed and 5 were not achieved. •18 targets are related to the Estimates of National Expenditure (ENE) indicators, of which 16 were achieved and 2 were delayed. •Corrective measures have been put in place for the targets that were reported as delayed or not achieved.
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- End -
Thank you