INGONYAMA BOARD OPERATIONAL PLAN 2017/18 PROGRAMME 1: ADMINISTRATION Strategic Objective Indicator target Quarter 1 Quarter 2 Quarter 3 Quarter 4 April May June July August September October November December January February March 1.1.Provide effective monitoring and evaluation systems to Mid-term reviews held and reports (financial & 1 - Monthly reports across all tabled at - Monthly reports across all tabled at MANCO - Monthly reports across all tabled at - Quarterly performance report across all programmes against the - Monthly performance reports across all programmes tabled at MANCO - Monthly performance reports across all programmes tabled at MANCO Mid-term review held (deals with the performance - Monthly reports across all tabled at - Monthly performance reports across all programmes tabled at MANCO - Quarterly performance report across all programmes against the - Monthly reports tabled at MANCO - Monthly reports tabled at organisation programme programme
the Ingonyama Trust Board reports) completed set targets and budget - Monthly performance reports across all programmes tabled at MANCO in all programmes including the budget) - Quarterly performance report across all programmes against the set targets and budget set targets and budget - Monthly performance reports across all programmes tabled at MANCO Staff training on the monitoring and evaluation framework 3 - - - - Real Estate training - Management training - Training - - - - 1.2. Ensure effective and Customer Service Charter plan in place 1 - of plan Approval of plan - Training of MANCO members on the Customer Service Charter - Real Estate training - - - training - plan in place 1 - Ongoing (SANRAL, Executive of the House, affected by Wetland - Ongoing stakeholder (Amakhosi workshop, Executive of the House of Traditional Leaders, COGTA, Local Plan and approved - Ongoing stakeholder SALGA, uMngeni - Ongoing stakeholder engagement Department of Mineral Resources - Ongoing stakeholder engagement National Treasury on Royalties Amakhosi workshop - Ongoing stakeholder engagement - Ongoing stakeholder engagement - Ongoing stakeholder Amakhosi workshop - Ongoing stakeholder engagement - Ongoing stakeholder engagement Nongoma - Ongoing stakeholder Amakhosi workshop EThekwini Metro Newcastle - Ongoing stakeholder Mandeni
Park Authority) Number of reports submitted to the plan (internal and external of plan Approval of plan M & E Review M & E Review M & E Review M & E Review M & E Review M & E Review M & E Review M & E Review M & E Review M & E Review 12 Monthly reports to MANCO Monthly reports to MANCO Monthly reports to MANCO - Monthly reports to - Quarterly report to Board Monthly reports to MANCO Monthly reports to MANCO Monthly reports to MANCO - Monthly reports to - Quarterly report to Monthly reports to MANCO Monthly reports to MANCO Monthly reports to MANCO - Monthly reports to - Quarterly report to Board 1.3. Improve IT support to improve efficiency (The target is cumulative in nature) Audited IT of the ITB 1 - Ongoing Audit of the IT Ongoing Audit of the IT Audit report with an plan finalised - Evaluation and of the report as per plan (25% of the of the of the report) as per plan as per plan as per plan (50% of the of the of the report) as per plan of Patch Management for all IT systems as per plan (75% of the of the of the report) as per plan as per plan Bi-annual check of software compliance conducted 2 - - - Audit of software Report available of the findings of the findings of the findings - conducted Report available of IT Policies developed and approved by the 100% - policy plan plan approval - Training and signing of of Policies Training and signing of of Policies 25% of plan 50% cumulative of plan Audit of compliance - Analysis of the of compliance report Turnaround plan developed Disaster Recovery 1 - - DRP developed DRP approved Training of staff on DRP on on on on on on on on on on on on on Implement on on
Plan (DRP) 1.4 To ensure that efficient internal resource is aligned to legislative Number of policies reviewed and / or approved by the Board 6 - - - 1 Internship Policy (reviewed) 1 Policy (reviewed) - 1 Leave Policy (reviewed) 1 Debt Collection Policy (reviewed) 1 Fraud prevention Policy (reviewed) - 1 Asset Policy (reviewed) - Percentage of all movable assets to be recorded in the asset register 100% 100% capturing of all newly acquired asset within 20 days from date of delivery 100% capturing of all newly acquired asset within 20 days from date of delivery All assets verified, a quarterly report available 100% capturing of all newly acquired asset within 20 days from date of delivery 100% capturing of all newly acquired asset within 20 days from date of delivery All assets verified, a quarterly report available 100% capturing of all newly acquired asset within 20 days from date of delivery 100% capturing of all acquired asset within 20 days from date of delivery All assets verified, a quarterly report available 100% capturing of all newly acquired asset within 20 days from date of delivery 100% capturing of all newly acquired asset within 20 days from date of delivery All assets verified, a quarterly report available 1.5 To ensure reduction of vacancies HR plan approved by the Board 1 HR Plan completed and approved Recruitment and selection process commences for the two (2) vacancies for the two (2) vacancies - - - - - - - - - Percentage posts filled in relation to the HR plan (100% filled within 3 months of the position becoming vacant) 100% - of service provider to review and develop an ideal to meet the of the Advertising the vacancies (2) - of the review of the structure, job review and job Review of the structure Review of the structure Finalisation of the structure and costing by the service provider Review and approval of structure by the Board Forward the structure report to the Director General - - - Recruitment and selection for appointment in the next financial year - and selection for in the next financial year -- Recruitment and selection for in the next financial year Commence
1.6 To ensure in ITB Percentage of concluded timeously 100% redesign will lead to revised - - All drafts must be in - Employee and System review commences Training of employees Job and training of employees Job and training of employees Policy review and job evaluation completed of signing of contracts of signing of contracts of signing of contracts Evaluation of performance for employees Evaluation of for employees Evaluation of for employees 1.7 Provision of skills to improve service delivery Number of Internal Skills Audit performed 1 Skills audit Skills Audit Report available Approval of the Skills Audit report by the Board of the skills audit report of the skills audit report 25 % of the skills that need to be imparted in terms of the report of the skills report of the skills audit report 50 % of the skills that need to be imparted in terms of the report of the skills report of the skills audit report 75 % of the skills that need to be imparted in terms of the report Number of training conducted 10 - Draft Training Plan developed, costed and approved in line with Skills Audit Report 1 1 2 2 1 2 - - 1 - 1.8. To improve customer Payment of undisputed invoices within 30 days of receipt in finance 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% Number of of Agreement (MOA) with traditional councils approved 10 of TCs 2 MOAs signed with TCs 1 MOAs signed by TC and the ITB Identification of TCs Engagement with TCs 3 MOAs signed by TC and the ITB Identification of TCs with TCs 2 MOAs signed by TC and the ITB Identification of TCs with TCs 2 MOAs signed by TC and the ITB agreement Commence Commence on on on on
by the Board 1.9. Improve for effective service delivery Planning for office 1 - Terms of reference for of service providers for feasibility study and advertising for tender process Service provider appointed and of project Planning process commences Ongoing planning process Ongoing planning process Plan presented to the for approval Submission of plan to municipality for approval - Approval granted by with design process PROGRAMME 2: REAL ESTATE Strategic Objective Indicator Targets Quarter 1 Quarter 2 Quarter 3 Quarter 4 April May June July August September October November December January February March 2.1. Provision of secured Land tenure policy developed 1 - process of Ongoing research Ongoing research Engagement for comment with internal & Drafting of the Tenure Policy Drafting of the Tenure Policy Drafting of the Tenure Policy - Approval of Tenure Policy plan drafted Commence
tenure rights to facilitate on Ingonyama Trust land and approved service provider external stakeholders Research conducted land allotment practices 1 - process of service provider Ongoing research Ongoing research Ongoing research Drafting of the land allotment practices research report Drafting of the land allotment practices research report Drafting of the land allotment practices research report - Approval of the research report - Number of land tenure rights approved by the Board 1400 167 166 166 (Review and remedial plan developed) 150 150 150 (Review and remedial plan developed) 85 81 84 (Review and remedial plan developed) - 100 100 (Review and remedial plan developed) Sites surveyed 1576 308 258 208 158 158 158 79 79 79 - 85 85 2.2. To maintain an integrated and land tenure system (database of land tenure rights) Updated land holdings register 4 - Statistic land transferred to the IT - Land transferred from the IT - IT land - Claims IT land Ongoing monthly reports Ongoing monthly reports - Ongoing monthly reports - Ongoing monthly reports - 1 quarterly report to the Ongoing monthly reports Ongoing monthly reports - Ongoing monthly reports - 1 quarterly report to the Ongoing monthly reports Ongoing monthly reports - Ongoing monthly reports - 1 quarterly report to the Board Ongoing monthly reports Ongoing monthly reports Number of land parcels for commercial use valued 9 Collection of primary and secondary of land parcels to be used for commercial purposes (Macambini TC, Mkhwanazi Surveying of land parcels Finalise Land valuation Draft layout plan Preparation for Land valuation Draft layout plan Preparation for development Land valuation Draft layout plan Preparation for Land valuation Draft layout plan Preparation for development Land valuation Draft layout plan Preparation for Land valuation Draft layout plan Preparation for Land valuation Draft layout plan Preparation for Land valuation layout plan Preparation for
TC, TC, TC, Taylors Halt, Bhidla TC, Dube TC) rights process per region rights process per region rights process per region rights process per region rights process per region rights process per region rights process per region rights process per region 2.3. To ensure sustainable land planning which attracts investment IT land Number of traditional councils with development plans 4 Tembe, Mbila, UMnini, Mathulini TC of terms of reference and signing of MOA of service provider and of service provider Inception report submitted Service provider with a detailed project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Complete spatial layout and plan approved by the local municipality Number of spatial development plans strategically located land 3 Macambini TC, Dube TC & Taylors Halt of terms of reference and signing of MOA of service provider and of service provider Inception report submitted Service provider with a detailed project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Complete spatial layout and plan approved by the local municipality Number of development agreements with 4 Umsunduzi, Newcastle, Umhlathuze, Umgeni LM Initiate with the Continue with Traditional Councils Drafting of Agreement Drafting of Agreement Engage EXCO consulted and draft agreement Engagement with municipality proposed agreement with municipality proposed agreement Finalisation and signing of agreements Finalisation and signing of agreements Drafting of Agreement Action Plan Drafting of Agreement Action Plan Drafting of Agreement Action Plan A report identifying prime land developed 1 (Matheni, Mandlakazi, Usuthu, of terms of reference of service provider and of Service provider with a Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Progress as per project plan Complete report identifying land
and approved by the Board Macambini TC) and signing of MOA service provider Inception report submitted detailed project plan approved by the local municipality 2.4. Provide support to beneficiary to improve food security Board approved plan on agriculture production Trust land 1 - Drafting of agricultural production plan Agricultural production plan submitted and approved by the Board Source of Strategic partners/ investors for and Monitoring and Monitoring and Monitoring and Monitoring Continued and Monitoring Continued and Monitoring Continued and Monitoring Continued Project evaluation Prepare Report - Initiate process of evaluation of existing projects of evaluation tool Evaluation Ongoing evaluation Evaluation Report available Tabling of the report to the Board with Review of the production plan Number of potential projects of high commercial for partnership with the private sector identified and implemented 1 Engage Adamopix for signing of MOA Engage Adamopix for signing of MOA Conduct a feasibility and an Economic Viability proposed project of Submission of draft MOA for Board approval Finalisation of MOA Plan for Board Approval continued continued continued continued Number of agricultural projects approved by the Board 12 Fencing 02 of fencing material with fencing (Qiko) Procure of fencing labour contractor fencing at of fencing and completion - - - - - - - - Crop production 12 TC areas Harvesting of beans Harvesting of beans Mfundeni Land preparation for Planting of vegetables -Zihlalele Land preparation for bean Planting beans Spray programme Spray Spray Harvesting Packaging Prepare for next planting on
-Eyethu Land (site clearance) and closing: Zihlalele -Umnotho Land preparation (site clearance): vegetable plantation -Zihlalele -Mfundeni -Umnotho -Madzikane Finalise land preparation (site clearance) and closing: -Mfundeni -Umnotho -Madzikane planting all projects General crop General crop management General crop Sales of packaging material Negotiate with buyers Packaging of harvest / marketing of harvest Sales / marketing of harvest Sales / marketing of harvest - - - - / marketing of harvest Sales / marketing of harvest of business Plans of service provider -Mlindim amba -Mabedl ane -Nsundu zane -Mhlung wini -Eyethu -Skhonya ne -Vulame Hlo -Plazini -Umnoth usesand leni -Phelela ni Preparation of project Commence with business plan with business plan Finalise business & reporting Review report - - - -
with new roleplayers / associates (Banking sector etc.) 1 plan with rights costed) - Draft plan land with rights Draft plan on land with rights Plan submitted for comments Revision of draft plan with comments Approval of plan by the Board M&E Review M&E Review M&E Review M&E Review M&E Review M&E Review Monitoring compliance and adherence to ITB scorecard for commercial development 3 Linking up with Real Estate Officers (REO) to prepare a data base of operating within ITB land Work with TCs Trust to identify SMMEs and within their areas Collate information Collate information Update Data base - - Update information - - Update information - - Prioritise 3 recently approved Engage existing Businesses ITB scorecard Engage existing Businesses on ITB BBBEE Agree on targets and time Monitor Progress (3) Monitor Progress (3) Monitor Progress (3) - - - - -
- Mathulini Shopping Centre and its implication (1) scorecard and its implication (2) frames with Businesses (3) rights application submitted and obtained in line with the findings of the land audit 5 (Planning rights) Dube, Mbila, Macambini, Tembe and Luthuli TC - - Preparation of the terms of reference Preparation of the terms of reference Finalisation of of service provider Procurement of service provider Preparation of applications Preparation of applications Submission of applications to relevant local authority - - - 2.7. Provide training to traditional councils Skills performed based on land related legislation 1 - Process of with COGTA Draft document on cooperative agreement with COGTA - - - - - - - - - Training plan approved by the 1 - - Drafting of training plan Terms of reference Approval and training plan Advertising of tender of service provider Training Training Training Training Training Training Training Number of traditional councils trained 12 - - - 2 - 2 1 3 - 1 2 - 2.8. Facilitate skills for young people living on communal land Number of educational awards granted 120 - - Review of the awards issued by the Board Board decision to extend grant based on Advertising for bursaries based available surplus - - Selection of bursary recipients Selection of bursary recipients 70 bursaries awarded 50 bursaries awarded -