The Presidency Department of Performance Monitoring and Evaluation

(DPME)

Overview presentation on the work of DPME

Dr Sean PhillipsDirector-General: DPME

The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

The Presidency

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PRESIDENT

DEPUTY PRESIDENT

MINISTER : Planning, Monitoring & Evaluation

DEPUTY MINISTER

Director General :

The Presidency

DPME

Secretariat : NPC

Stats SA NYDA

The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Funding flow

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National Treasury

Presidency DPME Stats SA

NPC NYDA

The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Introduction• DPME has a budget of approximately R200m and approximately 200 staff• DPME therefore has to be strategic with its M&E work, to make best use of its

resources• We have partnered with the Offices of the Premier for implementation of PME

programmes, and have collaborated closely with National Treasury, DPSA and the Office of the Auditor General

• We have been careful not to further overload departments and municipalities with reporting requirements, and as far as possible we draw on existing data and reports

• All of our M&E programmes are implemented in such a way as to build the capacity of departments and municipalities to monitor and evaluate their own work, and to develop a culture of continuous improvement

• In general, the results of our M&E programmes are made public• M&E has been part of the public service reform and modernisation process

internationally for several decades, but more recently Performance M&E has been pursued in a number of countries, with an emphasis on using M&E to improve delivery and impacts on citizens

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Focus of DPME to date

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M&E of national priorities

Management performance M&E

M&E of front-line service delivery

Government-Wide M&E System

• Plans for the 14 priority outcomes (delivery agreements)• MTSF• Monitoring (ie tracking) progress against the plans• Evaluating to see how to improve programmes, policies, plans

(2012-13 8 evaluations, then 10-15 per year)

• Monitoring of experience of citizens when obtaining services (joint with provinces), including citizen-based monitoring

• Presidential Hotline – analysing responses and follow-up

• Assessing quality of management practices in individual departments (MPAT) at all levels of government

• Moderated self assessment and continuous improvement

• Guidelines for M&E across government• Data quality • Capacity development • Programme planning guidelines• National Evaluation System• Custodian of strategic and annual performance planning

The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Planning and M&E for priority outcomes• 2009-2014: 12 outcomes• Performance agreements between President and Ministers• Cross-departmental and inter-sphere plans (delivery agreements)

– Results based: logic chain / theory of change with indicators and targets from activities to outcomes

• Close links with budgeting process• Coordinated by cross-government Implementation Forums (including provinces

where appropriate)• Quarterly monitoring reports to Cabinet (traffic lights) by coordinating Ministers• Progress reports to Cabinet from DPME• Public progress reporting through Programme of Action website• Mid-term Review and 20 YR – identifying successes and challenges • MTSF for 2014-2019 period, increased to 14 outcomes, link to departmental

strategic plans and APPs

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

National evaluation system• Deep assessments of the design, efficiency, effectiveness, implementation or impact of

programmes, and for identification of improvements• National evaluation policy framework• Focus on evaluation of programmes related to strategic priorities through 3 year rolling

national and provincial evaluation plans • 38 evaluations completed or underway, 8 completed, 6 more completing in the next month • 2 provinces and 3 departments have evaluation plans, working to extend this• Departments encouraged to undertake other evaluations, in addition to those in the

national and provincial evaluation plans• Evaluations in national evaluation plan go to Cabinet• Evaluation reports also sent to the relevant Portfolio Committees in Parliament• Independent quality assessment• Departments must put in place improvement plans based on evaluations in National

Evaluation Plan, monitored by DPME

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

• Monitoring management practices in all national and provincial government departments (Management Performance Assessment Tool – MPAT)

• Aim is to assist departments to improve the quality of their management practices

• Joint initiative with Offices of the Premier • Standards developed collaboratively with policy departments and provinces• Standards based on legislation and regulations• Assessment against 31 management standards • Self assessment with moderation• Support offered to departments to develop and implement improvement

plans to address key areas of weakness• Case studies of good practice developed and disseminated• Carried out annually, so far for 3 cycles, all national and provincial

departments participated in last two cycles• Now starting to monitor at municipal level as well, using a similar tool

(LGMIM)

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Monitoring management performance

The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Front-line service delivery monitoring

• Unannounced visits to front line services eg police stations, clinics, home affairs offices, social grant offices

• Joint programme between DPME and provinces• Interview citizens, front-line staff and management• Focus on service standards, queues, attitude of staff, cleanliness of facilities, etc• Approximately 400 sites visited over last two years - not “scientific” as not

random sampling etc, indicative• Reports sent to facilities and management, Cabinet• If 3/7 red lights then repeat visit• Presidential Hotline over 190 000 calls received, 94% resolved, customer

satisfaction surveys also being carried out• Piloting system of citizen-based monitoring

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Other DPME work• Recent development: functional collaboration with National Treasury to

manage the strategic planning and annual performance planning and associated quarterly and annual report system – capacity being put in place in DPME to manage this

• Monitoring a range of indicators of departmental performance for FOSAD (e.g. payment of suppliers within 30 days with National Treasury)

• New programme to assist departments to improve their operations management

• Operation Phakisa: detailed planning and rigorous monitoring in specific priority areas – e.g. oceans economy

• Support the President with Siyahlola Programme• Support to IMC for human settlements for mining towns• Development Indicators• Mid-term Review and 20 Year Review

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Collaboration with Parliament• DPME previously reported to SCOA

– Undertook two study tours on PME, to USA/Canada and Kenya/Uganda with SCOA

• It is suggested that a 2 day workshop be arranged for DPME to present its programmes in more detail to the Public Service Committee

• DPME has been collaborating with the Office of the Speaker w.r.t. training of MPs in M&E

• Presentations have been made to the Committee of Chairs of Committees• DPME is often called to Portfolio Committees to present the results of its M&E

work• DPME would like to further build its relationship with Parliament to enable

Parliament to use the information which DPME produces to support its oversight role

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Budget

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

DPME Budget and Expenditure Summary

11/12 12/13 13/14 14/15 15/16 16/17

Allocation 96 202 174 159 192 745 208 164 219 672 232 660

% Increase - 81.0% 10.7% 8.0% 5.5% 5.9%

Expenditure 92 841 160 236 191 727

% Spent 96.5% 92.0% 99.5%

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Share of budget per implementation programme

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Budget per economic classification

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Summary of audit outcomes

2010/11 2011/12 2012/13 2013/14

Part of Presidency

Unqualified auditFindings related to ineffective internal controls and non-compliance with legislation / procedures, mostly related to performance information and supply chain management

Clean Audit Audit in progress

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

MTEF Constraints

Limitations due to funding constraints :– Number of staff which can be employed is limited– Number of evaluations of major and strategic government

programmes is limited– Only able to assess municipal management performance in 25

municipalities per annum– Number of frontline service delivery sites which can be monitored is

limited– Number of sites for Citizen Based Monitoring programme is also

limited

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

Examples of DPME documents

• Development Indicators (produced annually)• Mid-term Review and 20 Year Review• Citizen-based Monitoring Framework• Improving Government Performance: Our Approach• Policy Framework for the Government-wide M&E system• Good Practice Guide for the Role of the Offices of the Premier in M&E• National Evaluation Policy Framework and various guidelines on evaluation• Guide for M&E components in national government departments• Municipal assessment tool guideline• Guideline to the Outcomes Approach and associated practice notes• MPAT framework and MPAT guide

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The Presidency: Department of Performance Monitoring and EvaluationThe Presidency: Department of Performance Monitoring and Evaluation

THANK YOU

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See the DPME website: www.thepresidency-dpme.gov.za for a range of documents on DPME programmes as well as guidelines for M&E