ADMINISTRATION DEPARTMENTAL SCORECARD FINANCIAL YEAR: 2007/2008

Perspective Priority area Objective Objective code Indicator Indicator code Measurement source & frequency Baseline 30 Sept 31 Dec 30 Mar 30 June

Indicator custodian

Service Goals/ outputs

Compilation of agendas and minutes

To reduce mistakes and number of corrections made at meetings to minutes and agendas To review frequency of statutory meetings To monitor and report quarterly on the extent to which the procurement/ SCM policy and legislation is complied with To review Supply Chain Management Policy and procedures to comply with the SCM Regulations To develop a procedures manual for the ordering, receiving and distribution of goods (Stores)

ADM SEVP OBJ 1

Level of satisfaction of HODs, Standing Committees, Mayoral Committee and Council with the quality of minutes and agendas based on yearly surveys Revised schedule of meetings for 2008 No. of reports produced Key milestones towards the completion of the review of the SCM policy and procedures Key milestones towards the completion of the procedures manual for the ordering, receiving and distribution of goods Key milestones towards the review of the Records Management Policy Key milestones towards the completion of the Asset Maintenance Policy Key milestones towards the construction of carports at Whelan, construction of a washbay at Whelan, construction of a porch at Calgary Key milestones towards the review of the Telephone Usage Policy Percentage progress towards the implementation of LRS projects

ADM DEVP OBJ 1 IND 1

Quarterly survey report

Survey developed

No reporting

Distribute survey

No reporting

Level of Satisfaction 60%

Manager : Council Support Services Manager: Council Support Services Supply Chain Manager Supply Chain Manager

ADM SEVP OBJ 2 ADM SEVP OBJ 3 ADM SEVP OBJ 4

ADM DEVP OBJ 2 IND 1 ADM SEVP OBJ 3 IND 1 ADM SEVP OBJ 4 IND 1

Annually Quarterly SCM report

2007 Calendar

Draft calendar

Approved calendar

No reporting

No Reporting

Quarterly

Supply Chain Management

Quarterly Reports

SCM Policy 2007 Procedures Manual 2007 Records Management Policy Asset Management Policy

No reporting

No Reporting

Draft SCM Policy

SCM Policy

ADM SEVP OBJ 5 ADM SEVP OBJ 6 ADM SEVP OBJ 7

ADM SEVP OBJ 5 IND 1 ADM SEVP OBJ 6 IND 1 ADM SEVP OBJ 7 IND 1

Quarterly Reports

No Reporting

Draft Procedures Manual Draft Report Draft TOR

No Reporting

Adoption of the Procedures Manual (Stores) Reviewed Management Policy Draft Asset Maintenance Policy

SCM Manager

Records Management Asset Management

To review the Records Management Policy To develop Asset Maintenance Policy Renovations at Whelan Phase 2 and Calgary Conference Centre

Quarterly Reports Quarterly Reports

No Reporting No Reporting

No reporting Appointment of Service Provider

Manager: Auxiliary Services Assistant Director: Council Support & Auxiliary Services and SCM Manager Supply Chain Manager

ADM SEVP OBJ 8 To review Telephone Usage Policy

ADM SEVP OBJ 8 IND 1

Quarterly Reports

No Reporting

No Reporting

No Reporting

Phase 2 Complete

ADM SEVP OBJ 9 ADM SEVP OBJ 10

ADM SEVP OBJ 9 IND 1 ADM SEVP OBJ 10 IND 10

Quarterly reports

Telephone Usage Policy LRSP Implementation Plan in place

No

Draft Telephone Usage Policy

No Reporting

Final Telephone Usage Policy

Manager: Auxiliary Services Manager : Land and Housing

Human Settlements

Implementation of Land Reform & Settlement Plan projects

Quarterly reports

25%

50%

75%

100%

Perspective

Priority area

Objective

Objective code

Indicator

Indicator code

Measurement source & frequency

Baseline

30 Sept

31 Dec

30 Mar

30 June

Indicator custodian

Implementation of identified Housing Strategy projects To implement Land Reform through Land Release Programme for the District : (Kwelerha, Kubusie, Ndlovini & Ndevana) To implement Land Reform through Land Acquisition Programme for the Settlement / Commonages : (Mgwali & Komga) Provision of Tenure Security to 1116 beneficiaries (Ducats - 216, Mt Pleasant 100, Macleantown 50, Kubusie 400, Gasela 50, Cenyuland 300) Human Settlements To implement identified housing projects To plan 7 identified Rural Settlement villages (Kei Road, Willowvale, Komanishini, Mosobomvu, Elliotdale & Hertzog) To survey 5 rural villages (Lilyvale, Mzwini, Ncalukeni, Mangqukela & Sotho) To contribute towards the implementation of Restitution Programme To effect endorsements of 130 properties in favour of ADM from previous councils & subsequently transfer some properties to Local Municipalities To verify Top Structures Asset Register

ADM SEVP OBJ 11

Percentage progress as per the implementation Plan of the Housing Strategy that aims to create sustainable and viable settlement

ADM SEVP OBJ 11 IND 1

Quarterly reports

Housing Strategy implementation plan in place

25%

50%

75%

100%

Manager : Land and Housing

ADM SEVP OBJ 12

Key milestones towards land release from National to ADM

ADM SEVP OBJ 12 IND 1

Quarterly Reports

Nil

Application letters to National

No Reporting

No Reporting

Item 28(i) Certificates in place Council Resolution offers

Manager : Land and Housing

ADM SEVPC OBJ 13

Key milestones towards land acquisition form property owners to ADM

ADM SEVP OBJ 13 IND 1

Quarterly Reports

Nil

Applications / Offers made to owners

No Reporting

Valuation Certificates in place Lodgement in the Deeds Office

on

Manager : Land and Housing

ADM SEVP OBJ 14 ADM SEVP OBJ 15 ADM SEVP OBJ 16 ADM SEVP OBJ 17 ADM SEVP OBJ 18 ADM SEVP OBJ 19

Beneficiaries provided with tenure security Key milestones towards completion of current housing projects (No of top structures) Key milestones towards completion of settlement planning projects Key milestones towards completion of surveys Key milestone towards the review of the Dwesa Cwebe Development Plan Key milestone towards the review of the Chatha Development Plan Key milestones towards the completion of registration of fixed assets and their transfer. Number of Verified Top Structures

ADM SEVP OBJ 14 IND 1 ADM SEVP OBJ 15 IND 1 ADM SEVP OBJ 16 IND 1 ADM SEVP OBJ 17 IND 1 ADM SEVP OBJ 18 IND 1 ADM SEVP OBJ 19 IND 1

Quarterly reports

Township Register in place & 409 Tranfers 2124 structures top

Signing of Deeds of Sales

No reporting

1116 Individual Transfer in place

Manager : Land and Housing Manager : Land and Housing Manager : Land and Housing Manager : Land and Housing Manager : Land and Housing Manager : Land and Housing

Quarterly reports

300 top structures

450 top structures

550 top structures

600 top structures Submission and approval of Layout Plans by executing authority General Plans in place Reviewed Development Plan Reviewed Development Plan

Quarterly reports

59 target Plan

Report to Council

Appointment of Service Provider

Draft Layout Plan in place Submission of Plans to SG Key strategic objectives in place Key strategic objectives in place

Quarterly reports Quarterly report Quarterly report

33 General Plans Development Plan in place Development Plan in place

Appointment of service provider Appointment of Service Provider Appointment of Service Provider

No reporting Situation Analysis in place Situation Analysis in place

ADM SEVP OBJ 20 ADM SEVP OBJ 21

ADM SEVP OBJ 20 IND 1 ADM SEVP OBJ 21 IND 1

Quarterly reports

70

No reporting

No reporting

No reporting

60% prop to be lodged 100% Verification of Top Structures

Manager: Auxiliary Services Manager: Auxiliary Services

Quarterly reports

Fixed Asset Register

No reporting

No reporting

Appointment of a Service Provider

Perspective

Priority area

Objective

Objective code

Indicator

Indicator code

Measurement source & frequency

Baseline

30 Sept

31 Dec

30 Mar

30 June

Indicator custodian Manager : Auxiliary Services Manager: Auxiliary SCM Manager Manager : Auxiliary Services Director: Administration

To manage, monitor and report usage of ADM fleet Fleet Management

ADM SEVP OBJ 22 ADM SEVP OBJ 23 ADM SEVP OBJ 24

Percentage reduction in improper usage of fleet Fleet Management Software O & M Specialised vehicles Ratio of costs to income or ADM savings that are attributable to the Centre Key milestones towards the construction of the proposed office complex

ADM SEVP OBJ 22 IND 1 ADM SEVP OBJ 23 IND 1 ADM SEVP OBJ 24 IND 1 ADM SEVP OBJ 25 IND 1 ADM SEVP OBJ 26 IND 1

Quarterly reports Quarterly reports Quarterly Quarterly reports Quarterly reports

Reduced improper usage cost by 50% Nil Nil 1.2 Business plan complete

No reporting TOR T.O.R 1.2 No reporting

Reduced improper usage by 60% Source finding Appointment of Service Provider 1.2 Draft Plan

No reporting Appointment of Service Provider No reporting 1.2 Contractor appointed

Reduced improper usage by 65% Installation of software Delivery of specialised vehicle 1.2 Construction to start

Calgary Conference Centre Office Accommodat ion Perspective Resource Management / Inputs Affirmative Procurement Priority area

To efficiently manage the Calgary Conference Centre To provide adequate office space to ADM employees and councillors

ADM SEVP OBJ 25 ADM SEVP OBJ 26

Objective

Objective code

Indicator % of procurement on noncapital projects from companies that are HDI % of procurement on capital projects with a value less than R1 million that is from companies that are HDI % of procurement on capital projects with a value of R1 million and more that is from companies that are HDI

Indicator code

Measurement source & frequency Quarterly reports

Baseline

30 Sept

31 Dec

30 Mar

30 June

Indicator custodian

ADM RESP OBJ 1 To meet the HDI targets set for capital and non-capital projects as per SCM policy

ADM RESP OBJ 1 IND 1 ADM RESP OBJ 2 IND 1 ADM RESP OBJ 3 IND 1

50% Annual SCM Report 60% Annual SCM Report 45% Annual SCM Report Current status quo analysis report

60%

60%

60%

60%

Supply Chain Manager Supply Chain Manager Supply Chain Manager

ADM RESP OBJ 2

Quarterly reports

70%

70%

70%

70%

ADM RESP OBJ 3 To adequately provide security services to ensure the safeguarding and security of ADMs assets and staff To fill 50% of available positions in Levels 1- 8 with black [black, coloured, Indian] people To fill 60% of available positions in Levels 1 - 8 with women To fill 1% of available positions in the department with disabled people

Quarterly reports

50% Appointment of a service provider to undertake the Security Services Needs Assessment No reporting No reporting No reporting

50%

50%

50%

Security Services Plan

ADM RESP OBJ 4

Security Services Plan

ADM RESP OBJ 4 IND 1

Quarterly reports

Interviews with relevant stakeholders undertaken No reporting No reporting No reporting

Draft Security Services Terms of Reference

Final Terms of Reference

Assistant Director: Auxiliary & Council Support Services

ADM RESP OBJ 5 ADM RESP OBJ 6 ADM RESP OBJ 7

% of black new recruits into available positions in levels 19 who are black % of new women recruits into available positions in levels 19 who are women % of new recruits into available positions in the department who are disabled

ADM RESP OBJ 5 IND 1 ADM RESP OBJ 6 IND 1 ADM RESP OBJ 7 IND 1

Annually Annually Annually

Nil Nil Nil

No reporting No reporting No reporting

Fill 60% of vacant posts Blacks Fill 40% of vacant posts - women Fill 1% vacant posts - disabled

Director : Admin. Director : Admin. Director : Admin.

Perspective

Priority area

Objective

Objective code

Indicator

Indicator code

Measurement source & frequency

Baseline

30 Sept

31 Dec

30 Mar

30 June

Indicator custodian Director : Admin.

To comply with the approved skills development plan Skills Development To undertake training impact reports departmental about staff who underwent training

ADM RESP OBJ 8 ADM RESP OBJ 9

Performance management Maximising financial viability Working environment Staff absenteeism Audit reports Expenditure performance External revenue Perspective DEVELOPME NT IMPACT Priority area Coordination in the district Support to LMs

To ensure PMS is operational in Department To ensure that all gazetted and promised sources of income for services provided by the department are applied for (provincial and national) To improve communication between management and employees To minimise staff absenteeism in the department To achieve an unqualified audit reports every year To spend 90% or more of the projects plus capital budget allocated to the Dept To manage externally sourced projects funds effectively Objective To participate in quarterly district Functional Forum Meetings To contribute towards the achievement of unqualified Auditor-Generals reports by LMs To ensure legislative compliance by LMs

ADM RESP OBJ 10

% of actual training intervention against the planned training interventions % of staff who underwent training for who whom training impact reports have been completed % staff of departmental staff with whom performance review meetings with their managers were held at least quarterly % gazetted funds actually received % survey responds that feel that communication between staff and management in the Dept. is at least good % per quarter of person-days lost to absenteeism No. of negative audit findings that relate to internal controls in the department % of priority projects budget actually spent No. queries on submitted recons to the funder Indicator No. of Functional Forum Meetings attended % of planned projects completed in support of LMs towards achieving unqualified Auditor-Generals reports % of LMs that have complied with at least 65% of the admin related items of the legislative compliance checklists

ADM RESP OBJ 8 IND 1 ADM RESP OBJ 9 IND 1

Quarterly reports

100% Impact Assessments

25%

50%

75%

100%

Half-yearly reports

100%

100%

100%

100%

Director : Admin.

ADM RESP OBJ 10 IND 1

Departmental reports biannually

AAs and PPs

100%

100%

100%

100%

Director : Admin.

ADM RESP OBJ 11

ADM RESP OBJ 11 IND 1

Annually

Nil

No report

No report

No report

100% of gazetted funds collected

Director : Admin.

ADM RESP OBJ 12 ADM RESP OBJ 13 ADM RESP OBJ 14 ADM RESP OBJ 15 ADM RESP OBJ 16 Objective code ADM DEVP OBJ 1 ADM DEVP OBJ 2 ADM DEVP OBJ 3

ADM RESP OBJ 12 IND 1 ADM RESP OBJ 13 IND 1 ADM RESP OBJ 14IND 1 ADM RESP OBJ 15 IND 1 ADM RESP OBJ 16 IND 1 Indicator code ADM DEVP OBJ 1 IND 1 ADM DEVP OBJ 2IND 1 ADM DEVP OBJ 3 IND 1

Annual survey Quarterly reports External audit report - annually Quarterly reports Quarterly reports Measurement source & frequency Quarterly reports MSU quarterly reports MSU report/ Annual

65% 2% Annual report 90% 0 Baseline 4

No report 2% No Report 25% No report 30 Sept 1

No report 2% No report 50% No report 31 Dec 1

No report 2% No report 75% Confirmation letter from the funder 30 Mar 1

70% 2% 1 x annual report 90% 0 30 June 1

Director : Admin. Director : Admin. Director : Admin. Director : Admin. Manager : Land and Housing Indicator custodian Director : Admin.

None

No report

No report

No report

100%

Director : Admin.

60%

No report

No report

No report

65%

Director : Admin.

Perspective

Priority area

Objective

Objective code

Indicator

Indicator code

Measurement source & frequency

Baseline

30 Sept

31 Dec

30 Mar

30 June

Indicator custodian Manager : Land and Housing Director: Admin.

To contribute towards Institutional support on Land & Housing functions Audit Reports To compile quarterly risk assessment reports

ADM DEVP OBJ 4 ADM DEVP OBJ 5

Key milestone towards the development of capacity building programme on Land Administration Handbook No. of risk assessment reports presented to Audit Committee Meetings

ADM DEVP OBJ 4 IND 1 ADM DEVP OBJ 5 IND 1

Quarterly reports Reports to Audit Committee Meetings / Quarterly

Land Admin Handbook in place Nil

Workshop Report

No Reporting

No reporting

Identification of gaps on Land Admin Capacitation 1