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DPME Guide: Programme of Action (POA) Quarterly Progress Reports 22 October 2014

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Addressed to Ministers and Directors General, Outcomes Coordinating Departments All departments involved in outcome implementation forums

Purpose The purpose of this guide is to provide guidance on the development and submission of Outcome Programme of Action (POA) quarterly progress reports during the 2014-2019 MTSF period.

Reference documents

1. This guide draws from the 2014-2019 Medium Term Strategic Framework

2. This guide is linked to the Guide Number 1 (2014) on Outcomes Coordination

Contact person Ms. Nolwazi Gasa, Deputy Director General: Outcomes Monitoring and Evaluation Branch, the Department of Planning, Monitoring and Evaluation (DPME) in the Presidency. Email address: [email protected]

1. MONITORING IMPLEMENTATION OF THE NDP

1.1 The MTSF is a high-level strategic document for Cabinet to use to monitor the

implementation of the NDP. It does not contain everything in Departmental strategic plans. To ensure alignment, Departmental strategic plans will contain relevant MTSF commitments, but will also contain other commitments and information which are not in the MTSF.

1.2 The Programme of Action:

Focuses on the 2014 – 2019 MTSF period

Reflects all the outcomes, sub-outcomes, key actions, indicators and targets – as articulated in the MTSF – and not the whole of government work

Seeks to provide a clear line of sight from the NDP to the MTSF, as five year building blocks of the 2030 Vision as articulated in the NDP

Draws from POA quarterly progress reports submitted by government departments.

DPME Guide Number 2 (2014) Programme of Action (POA) Quarterly Progress Reports on Outcomes Created 22 October 2014

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DPME Guide: POA Quarterly Progress Report 22 October 2014

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2. POA QUARTERLY PROGRESS REPORTING

2.1 To enable Cabinet to effectively oversee the implementation of the actions

described in the MTSF for the realisation of priority outcomes, it needs to be provided with reports which provide both an indication of progress with the MTSF actions as well as insights into the impacts on society. The reports should also describe the major challenges and blockages affecting implementation, the interventions needed to address the constraints and challenges, and recommendations for any decisions or guidance required from Cabinet to improve delivery.

2.2 Outcome Coordinating Departments should:

Produce a quarterly POA progress report that clearly outlines the substantive progress made in implementing the MTSF during the reporting period, based on reports from the departments or entities which are responsible for MTSF actions for the outcome.

Ensure that the report covers higher level indicators and targets and does not only focus on activities and processes. To use fighting corruption as an example, progress with arranging workshops and conferences would be activities, whereas the number of people successfully prosecuted for corruption-related offences or changes in public perceptions of corruption would be higher level indicators.

Ensure that the report outlines challenges and blockages affecting delivery and interventions needed and taken to address the blockages and challenges.

2.3 The reporting departments or entities must keep a portfolio of evidence to support their reports and these should be readily available for verification by the Auditor-General and DPME.

2.4 The steps to be followed in the POA quarterly reporting are:

POA quarterly reporting steps Responsibility Timelines

1. Submission of POA quarterly progress reports to Coordinating department

Departments Within three weeks from the end of each quarter

2. Production of a draft Cabinet memorandum, including impact indicator table and key action table.

Coordinating Department, with support from DPME and other departments

Within 30 days from the end of each quarter

3. Technical Implementation Forum reviews the Cabinet Memorandum including the impact indicator and key action tables, revises it where necessary and prepares the Cabinet Memorandum for submission to the Ministerial Implementation Forum.

Technical Implementation Forum

Within 5 weeks from the end of each quarter


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POA quarterly reporting steps Responsibility Timelines

4. Minister’s Implementation Forum considers the Cabinet Memorandum including impact indicator and key action tables, summarising progress and indicates any changes required before submission to the Cabinet Committee.

Implementation Forum

Within 6 to 7 weeks from the end of each quarter

5. Submission of Cabinet Memorandum, including impact indicator and key action tables, to Cabinet Committee and DPME.

Coordinating department

One week before the Cabinet Committee meetings.

6. Cabinet Committee meetings. Coordinating Department

As scheduled

7. Cabinet considers reports. As scheduled

8. POA website updated DPME Within one month of Cabinet meeting.

3. THE POA REPORTING TEMPLATE 3.1 The quarterly progress reports should consist of a covering narrative memorandum

and an Annexure consisting of two tables. The Cabinet Memorandum should provide a succinct strategic overview of progress with the outcome and no Powerpoint presentation should be necessary.

3.2 The covering narrative memorandum must be written in a manner that is consistent with the submission of Cabinet Memoranda and specifically include the following:

3.2.1 Subject Progress report on implementation towards the realisation of Outcome X for quarter Y

3.2.2 Purpose The purpose of this Cabinet Memorandum is to provide Cabinet with a report on progress with outcome X (as articulated in the 2014-2019 MTSF) and to facilitate executive oversight over implementation and interventions required to improve delivery related to outcome X.

3.2.3 Summary This must give an overview of the main achievements and challenges in the quarter.

3.2.4 Strategic focus of the memorandum Key here is the extent to which the whole of government is geared towards implementing the critical actions required in the first 5 years, as described in the MTSF, to move the country towards realising the 2030 Vision in the NDP.

3.2.5 Discussion This section should provide a narrative analysis of the information provided in the tables in the Annexure. This analysis should:


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a) Highlight and explain any positive or negative changes to the key higher level

(impact) indicators which may been measured during the last quarter

b) Identify the major challenges and blockages affecting the implementation of

the main activities, particularly for those which are rated amber or red

c) Outline the interventions needed to address major constraints and

challenges

d) Where necessary, identify activities that are not producing the intended

results and proposing alternative interventions

e) Outline the extent to which the key recommendations made by Cabinet

during the last quarter of reporting have been addressed

f) Identify issues which cut across outcomes and the extent to which these are

being addressed in Implementation Fora

g) Make recommendations for any decisions and guidance required from

Cabinet to improve delivery.

3.2.6 Implementation plan

Indicate the key interventions required, by whom and by when.

3.2.7 Organisational and personnel implications

Describe any organisational and personnel implications arising from the

discussions in the previous sections.

3.2.8 Financial implications

Describe any financial implications arising from the discussions in the previous

sections. Key here is the extent to which we are able to demonstrate that there is

concerted effort to ensure alignment between budgets and priorities and

improved efficiences, especially given the constrained budget environment.

3.2.9 Communication implications

Describe the communication implications arising from the discussions in the

previous sections and the extent to which Implementation Fora are ensuring that

there is improved awareness regarding the implementation of key activites

towards the realisation of the NDP 2030 Vision.

3.2.10 Constitutional implications

Describe any constitutional implications arising from the discussions in the

previous sections.

3.2.11 Implications for vulnerable groups

Describe implications for vulnerable groups, including women, youth, the

disabled and the unemployed. Provide information on progress with job creation,

e.g. from local procurement initiatives.

3.2.12 Security implications

Describe any security implications arising from the discussions in the previous

sections.

3.2.13 Departments and parties consulted, responses and comments

Highlight any key consultation issues related to the outcome (e.g. the extent to

which the quarterly progress report has been informed by departmental progress

reports, analysis thereof, the tabling and approval of the draft quartely progress


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reports in Technical and Ministerial Implementation Forums, and ultimately, the

submission to Cabinet Committees. It is also critical that the relevant Outcome

Coordinating Department indicates the extent to which key Cabinet

recommendations tabled in the last reporting period have been addressed.

3.2.14 Recommendations

Indicate clearly and succinctly what decisions are needed by Cabinet.

3.3 It is recommended that departments also draw from their Quarterly Performance

Reporting (QPR) reports against their APPs when preparing the quarterly POA progress reports against the MTSF.

3.4 Regarding the Annexure, the first table will contain the set of key high level impact indicators in the MTSF chapter for the outcome. For the first table, the traffic light colours reflect the extent to which the impact indicators have shifted (if at all) and whether we are on course to achieve the 2019 targets. NB: It is recognised that some impact indicators are not measured on a quarterly basis or will not change on a quarterly basis. In such cases, the latest measurement of the impact indicator should be given. It is useful for Cabinet to have sight of the latest measurement of these indicators when considering the quarterly progress report.

3.5 The second table will contain quarterly progress against the MTSF actions for the

outcome. For the second table, the traffic light colours reflect the progress being made in implementing the MTSF actions.

3.6 A hypothetical example, for illustrative purposes only, of the two aforementioned tables for reporting progress in the realisation of Outcome 10 is provided in Annexure A to this memorandum. As indicated in Annexure A, both tables contain traffic lights to describe progress.

3.7 Based on experience form the 2009-2014 Administration, the classification of performance reporting has been revised as outlined below:

Classification of performance

Target has been achieved, exceeded, almost been achieved or is likely to be achieved by the stipulated time

Target could possibly be achieved by the stipulated time or substantial progress has been made towards meeting the target

No substantial progress towards meeting the target

System for measuring the indicator not yet in place

3.8 To further improve the quality of the reporting, the following recommendations

are made: 3.8.1 Data sources for the key indicators should be specified. Some data is released

only annually or twice per year and this has a bearing on performance reporting. Where the latter applies, the frequency of data release per indicator should be specified.


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3.8.2 Progress reporting should be seen as a tool to improve performance. POA quarterly progress reporting is not intended to be onerous or a compliance exercise.

3.8.3 To ensure improved alignment and minimise onerous reporting, there has been a concerted effort by government to ensure alignment between the MTSF and Departmental Strategic Plans and Annual Performance Plans.

3.8.4 It is critical that every effort is made to ensure that the quarterly progress report is consistent in the use of traffic lights and assigning of traffic light colours according to actual results achieved, rather than according to processes or activities.


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Annexure A: Example of Annexures to the Cabinet memorandum for Outcome 10 Outcome 10 Environment: POA report for the period April 2015 to June 2015 as at August 2015 Progress rating key:

Target has been achieved, exceeded, almost been achieved or is likely to be achieved by the stipulated time

Target could possibly be achieved by the stipulated time or substantial progress has been made towards meeting the target

No substantial progress towards meeting the target

System for measuring the indicator not yet in place

Impact Indicator Table

Indicator Baseline Target Progress up to end June 2015

Progress rating

Data Source

Percentage of area of state managed protected areas assessed with a METT score above 67 percent

85 percent of area of state managed protected areas assessed with a METT score above 67 percent

90 percent of area of state managed protected areas assessed with a METT score above 67 percent ( 2018/19)

Percentage of coastline with full protection

9 percent 12 percent ( 2018/19)

Percentage of coastline with partial protection

13.5 percent 15 percent ( 2018/19)

Percentage level of compliance of mines in accordance with the National Water Act


Reduced total emissions of CO2 March 2014 progress 34 percent reduction from "Business As Usual" by 2020


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Indicator Baseline Target Progress up to end June 2015

Progress rating

Data Source

Percentage Biomass increase of stock levels in Deep-water Hake

March 2014 progress 22 percent of prefished biomass ( 2018/19)

Percentage Biomass increase of stock levels in Abalone

March 2014 progress 27 percent above the prefished level ( 2018/19)

Percentage Biomass increase of stock levels in West Coast Rock Lobster

March 2014 progress 26 percent above the 2006 level ( 2018/19)

Reduced vulnerability and risks associated with climate change impacts

National Climate Change Response Policy White Paper approved by Cabinet

Climate Change Response for 5 key sectors implemented ( 2018/19)

Report on progress against MTSF Actions

Indicator Baseline Target Progress up to end June 2015 Progress Rating

Data Source

Sub-Outcome 01: Ecosystems are sustained and natural resources are used efficiently

Action: Implement strategies for water conservation and demand management

Percentage reduction of projected demand for 8 large water supply systems

9.6 percent 20 percent by 2019 (2018/19)

Action: Protect water resources


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Data Source

Percentage of water use license applications processed

66 percent 80 percent annually (2014/15)

Number of water resources classified Not available 10 ( 2018/19)

Number of sites with River Health Programme implemented

180 550 river sites ( 2018/19)

Action: Maintain or improve water-shed services in key rural Strategic Water Source Areas

Number of significant, integrated water- related ecological infrastructure maintenance or improvement interventions

Numerous un-integrated projects country-wide

20 Integrated interventions in each of 5 key rural Strategic Water Source Areas by March 2019 (March 2018/19)

Action: Expand the conservation area estate through declaration of state owned protected areas, MPAs and biodiversity stewardship

Number of hectares in the conservation estate

10.7 of land under conservation

16 121 794 hectares ( 2018/19)

Percentage of hectares in the conservation estate

10.7 of land under conservation

13.2 percent hectares ( 2018/19)

Number of biodiversity stewardship sites

Stewardship guidelines 3 per Province and 3 National ( 2018/19)

National:

EC:

FS:


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Data Source

G:

KZN:

L:

M:

NC:

NW:

WC:

Number of squared kilometer (km) MPAs

9 percent full protection and 13.5 percent partial protection

193 317 hectares ( 2018/19) National:

EC:

FS:

G:

KZN:

L:

M:

NC:

NW:

WC:

Action: Identify and develop management interventions for reducing species loss

Number of legislative tools to ensure the protection of species and ecosystems developed and implemented

National Environmental Management: Biodiversity Act, 2004 (and amendments); Threatened or Protected Species list and regulations

20 legislative tools (2018/19) National:


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Data Source

EC:

FS:

G:

KZN:

L:

M:

NC:

NW:

WC:

Action: Integrate ecological infrastructure considerations into land- use planning and decision- making about new developments

Percentage of spatial development frameworks (SDF's) supported by a standard minimum environmental requirements

Not available 100 percent of all SDFs being developed and reviewed by 2019

National:

EC:

FS:

G:

KZN:

L:

M:

NC:

NW:

WC:


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Data Source

Percentage of environmental impact assessment applications processed within timeframes, reported quarterly from the National Environmental Assessment System


Action: Implement environmental regulations to mitigate negative environmental impacts in exploitation of mineral resources

Number of environmentally significant areas identified and published for restriction for mining activities

Matrix of biodiversity areas sensitive to mining identified

1 environmentally significant area identified, negotiated and published through NEMA by 2016

Number of derelict and ownerless mine sites rehabilitated

Not available 50 per year ( 2014/15)

Number of catchments identified for Acid Mine Drainage

Not available 6 ( 2018/19)

Number of mines monitored for non- compliance in accordance with water license conditions

289 450 ( 2018/19)

Action: Undertake integrated environmental assessments for major infrastructure and provide incentives for green economic activities


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Data Source

Number of regulatory interventions developed and implemented to streamline the environmental authorisation process for SIP projects


Action: Combat land degradation

Hectares of land under rehabilitation/ restoration

2 283 340 hectares 1 370 600 hectares (Total both DEA and DAFF) ( 2018/19)


152 500 (DAFF) ( 2018/19)


2 283 340 hectares 1 218 106 (DEA) ( 2018/19)

Number of wetlands rehabilitated 96 695 ( 2018/19)

Number of emerging invasive species targeted for early detection

60 300 ( 2018/19)

Action: Produce scientific update of resources status and recommendations for the following season's sustainable catch for abalone, West Coast Rock Lobster and deep- water hake

Status of the stocks report for abalone, rock lobster and hake

Sectors identified Abalone at 31 percent above the pre-fished level by 2019


Deep- water Hake at 30 percent of prefished biomass by 2019


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Data Source


West Coast Rock Lobster at 26 percent above the 2006 level by 2019

Sub-Outcome 02: An effective climate change mitigation and adaptation response

Action: Develop strategic policy and regulatory frameworks and programmes to promote a low carbon economy

Green Transport Strategy and Implementation Plan formulated


Number of thematic areas in implementing environmental fiscal reform policy instruments

Not available Carbon tax policy, carbon offsets scheme, energy efficiency tax incentive, biodiversity tax incentive, fuel levy system ( 2018/19)

Percentage of new build that is renewable power generation (to incorporate off-grid energy)

Not available 42 percent MW by 2030 for renewable energy

Percentage of new build that is renewable power generation (to incorporate off-grid energy)

6 percent MW by 2030 for import hydro

Etc. ⁞

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