Performance significantly above expectation 4 Performance is significantly higher than the standard expected in the job. The appraisal indicates that the employee has achieved fully effective results against more than half of the performance criteria and indicators and fully achieved all others. Fully effective 3 Performance fully meets the standards expected in all areas of the job. The appraisal indicates that the employee has fully achieved effective results against all significant performance criteria and indicators as specified in the PA and performance plan. Performance not fully effective 2 Performance is below the standard required for the job in key areas. Performance meets some of the standards expected for the job. The review/assessment indicates that the employee has achieved below fully effective results against more than half the key performance criteria and indicators as specified in the PA and performance plan. Unacceptable Performance 1 Performance does not meet the standard expected for the job. The review/assessment indicates that the employee has achieved below fully effective results against almost all of the performance criteria and indicators as specified in the PA and performance plan. The employee has failed to demonstrate the commitment or ability to bring performance up to the level expected in the job despite management efforts to encourage improvement. N/A 0 Not applicable. Indicator not measured. This rating does not have any effect on the end result. //Khara Hais Municipality
Office of the Municipal Manager IDP Ref Indicator Unit Target Actual Measure of Attainment Reason for Performance Remedial Action KPI 01 PMS framework : Signed Performance Agreements for all Section 57 employees by 30 June 2015 (Financial year 2015/2016) N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Municipal Manager KPI 02 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Executive secretary temporarily appointed Not Applicable Executive secretary temporarily appointed Vacancy to be filled Municipal Manager KPI 03 5 Percent deviation of actual expenditure vs departmental budget by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Municipal Manager KPI 04 Manage Intergovernmental relations : 70 Percent Interventions achieved in terms of challenges per quarter 70 Percent interventions achieved in terms of challenges per report 5 0f 5 =100% interventions achieved Fully Effective 5 0f 5 =100% interventions achieved Municipal Manager
KPI 05 Senior Management meeting : Three planned staff interactions by the end of each quarter 3 Meetings held 0 of 3 meetings held Not Fully Effective Meetings postponed Meetings should be scheduled and held Municipal Manager KPI 06 Joint Management meeting : Three planned staff interactions by the end of each quarter 3 Meetings held 2 of 3 Meetings held Fully Effective 2 of 3 Meetings held Indicator to be reviewed meetings are scheduled on a 2 monthly basis Municipal Manager KPI 07 1 Structured session by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Municipal Manager PI 001 100 Percent Execution of approved annual operational Internal Audit Plan per quarter 100 Percent Execution of approved annual operational Internal Audit Plan per quarter 8 of 8 on plan - 13 executed - 15 extra activities Outstanding 8 of 8 on plan - 13 executed - 15 extra activities Chief Internal Auditor PI 002 Approved Risk based 3 year rolling plan and annual operational plan by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Internal Auditor PI 003 Auditing of performance information : Quarterly Audit reports Quarterly Audit reports 17 Quarterly Audit Reports Outstanding 17 Quarterly Audit Reports Chief Internal Auditor PI 004 Audit Committee : Quarterly meetings scheduled Quarterly Meeting 2 Meetings for quarter Expectations 2 Meetings for quarter Chief Internal Auditor PI 005 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 6 Meetings held Expectations 6 Meetings Chief Internal Auditor PI 006 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Chief Internal Auditor
PI 009 100 Percent execution of risk assessment annual plan activities per quarter 100 Percent execution of risk assessment annual plan activities per quarter 52 of 52 = 100% executed - 9 extra activities Outstanding All Risk assessments executed Chief Risk Management PI 010 Effective functioning of Risk Management Committee : Quarterly meetings scheduled Quarterly Meeting Quarterly Meeting Fully Effective 1 Meeting held Chief Risk Management PI 011 Approved Reviewed Anti - Fraud and Corruptions Strategy by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Risk Management PI 012 Approved Risk Management implementation plan by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Risk Management PI 013 Maintenance of organisational structure - 100 Percent requests completed per quarter 100 Percent completion of all requests per quarter 3 of 3 =100% Requests completed Effective 3 of 3 =100% Requests completed Manager Performance Management And Workstudy PI 014 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 of 3 Meetings held Fully Effective 3 of 3 Meetings held Manager Performance Management And Workstudy PI 015 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Performance Management And Workstudy PI 016 Co-ordinate compilation and approval of SDBIP 28 days after Budget was approved N/A Not applicable. To be evaluated in Q4 Not Applicable To be evaluated in Q4 Manager Performance Management And Workstudy PI 017 Compilation and approval of Section 72 Report by 25/01/2015 N/A Not applicable. To be evaluated in Q3 Not Applicable Not applicable. To be evaluated in Q3 Manager Performance Management And Workstudy
PI 018 SDBIP Quarterly Reports Quarterly SDBIP reports ( 4 per annum) Quarterly SDBIP Reports submitted Fully Effective Quarterly SDBIP Reports submitted Manager Performance Management And Workstudy PI 019 Compilation and submission of Section 46 report by 31/08/2014 Submission of report Report submitted in time Fully Effective Report submitted in time Manager Performance Management And Workstudy PI 020 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings Manager:Office of the Mayor & Speaker PI 021 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager:Office of the Mayor & Speaker PI 022 Non allocated ward projects - Quarterly reports indicating Percent progress and budget spend - 4 reports / annum Quarterly report indicating Percent progress and budget spend No projects due to budget constraints Not Applicable No projects due to budget constraint Manager:Office of the Mayor & Speaker PI 023 1 Ward Committee Training session per annum N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager:Office of the Mayor & Speaker PI 024 1 Councillor training session per annum N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager:Office of the Mayor & Speaker PI 025 100 Percent of Councillors subsistence and travel allowances processed 100 Percent processed All travel allowances processed Effective All travel allowances processed Manager:Office of the Mayor & Speaker PI 026 14 Ward Committee Established by 30/09/2014 14 functional ward committees 14 Functional Ward Committees Fully Effective 14 Functional Ward Committee Manager:Office of the Mayor & Speaker PI 027 Execution of National calendar special events per quarter 2 events 2 events Effective 2 events executed Manager:Office of the Mayor & Speaker
PI 028 Monthly reports reflecting coordination of Ward Committee documents for submission to finance before the 15th of each month Monthly reports Monthly Reports Fully Effective Monthly Reports Manager:Office of the Mayor & Speaker PI 029 Execution of 7 special events per 1 event 4 events Expectations 4 events executed Manager:Office of the Mayor & Speaker PI 030 33 Ward based committee meetings per annum 11 meetings 21 Meetings held Expectations 21 Meetings Manager:Office of the & Speaker PI 031 1 Ward based sector meetings per ward. per month 42 meetings 89 Meetings held Outstanding 89 Meetings Manager:Office of the & Speaker PI 032 124 Ward committee meetings per annum 34 meetings 27 Meetings held Not Fully Effective 27 Meetings Ward 8 and Ward 9 did not submit minutes of meetings Manager:Office of the Mayor & Speaker PI 033 Scrutinizing of Ward Committee minutes for referral of requests to relevant departments : 100 Percent requests referred 34 meetings All Requests referred Effective All Requests referred Manager:Office of the & Speaker PI 034 Quarterly Report on CDW functioning Quarterly report Quarterly Report Effective Quarterly Report Manager:Office of the Mayor & Speaker Directorate Corporate Services IDP Ref Indicator Unit Target Actual Measure of Attainment Reason for Performance Remedial Action Owner
KPI 08 5 Percent deviation of actual expenditure vs departmental budget by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Director Corporate Services KPI 09 Required information submitted for compilation of Annual Report by 31/12/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Corporate Services KPI 10 Annual Report compiled and approved by 31 March 2015 N/A Not applicable. To be evaluated in Q3 Not Applicable Not applicable. To be evaluated in Q3 Director Corporate Services KPI 11 80 Percent of assigned council resolutions executed by end of each quarter 80 Percent of assigned council resolutions executed by end of each quarter 8 of 21 completed - 13 in process Fully Effective 8 of 21 completed - 13 in process Director Corporate Services KPI 12 Policy Guidance - Updated register and publishing of all policies on data storage device per quarter Updated register and publishing of all policies on data storage device Updated Registers Fully Effective Updated Register Director Corporate Services KPI 13 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Director Corporate Services KPI 14 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Effective Evaluations completed and submitted Director Corporate Services PI 067 Communication Forum meetings - 3 meetings scheduled per quarter 3 Meetings held 4 Meetings held Fully Effective 4 Meetings held Manager Communications Services PI 068 Writing of speeches - 3 speeches per quarter Writing of speeches - 3 speeches per quarter 11 speeches for quarter Above Expectations 11 speeches for quarter Manager Communications Services PI 069 Municipal website - 3 updates per quarter Municipal website - 3 updates per quarter 9 website updates Above Expectations 9 website updates Manager Communications Services PI 070 Municipal internal PVA - 3 updates per quarter Municipal internal PVA - 3 updates per quarter 20 PVA updates Above Expectations 20 PVA updates Manager Communications Services PI 071 Updated Media Policy by 30/09/2014 Updated Media Policy by 30/09/2014 Updated Policy Effective Updated Policy Manager Communications Services PI 072 The Resident - 3 issues per quarter The Resident - 3 issues per quarter 3 Issues for quarter Fully Effective 3 Issues for quarter Manager Communications Services
PI 073 Press Releases - 4 releases per quarter Press Releases - 4 releases per quarter 41 press releases for quarter Outstanding 41 releases for quarter Manager Communications Services PI 074 coverage - 4 articles per quarter Media coverage - 4 articles per quarter 29 articles Outstanding 29 articles Manager Communications Services PI 075 Media and Communications Committee - 3 meetings scheduled per quarter Media and Communications Committee - 3 meetings scheduled per quarter 4 Meetings held Fully Effective 4 Meetings held Manager Communications Services PI 076 Establish and maintain a communication strategy by 30/09/2014 Establish and maintain a communication strategy by 30/09/2014 Strategy not established due to budget constraints Not Applicable Strategy not established due to budget constraints Manager Communications Services PI 077 Die Werker - 3 issues per quarter Die Werker - 3 issues per quarter 3 Issues for quarter Fully Effective 3 Issues for quarter Manager Communications Services PI 078 "Uit die Raadsaal" community programme - 22 programmes per annum 6 programmes 1 programme due to budget constraints Fully Effective 1 programme due to budget constraints Manager Communications Services PI 079 Broadcasting of Council and Government events on PVA 6 Broadcasts per quarter 20 PVA updates Above Expectations 20 PVA updates Manager Communications Services PI 080 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 4 Meetings held Fully Effective 4 Meetings held Manager Communications Services PI 081 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Effective Evaluations completed and submitted Manager Communications Services PI 035 Pension fund administration - 100 Percent of employees registered for pension fund within 1 from date of employment Pension fund administration - 100 Percent of employees registered for pension fund within 1 from date of employment 6 of 6 = 100% Fully Effective 6 of 6 = 100% Manager Human Resource Management PI 036 Group life scheme - Percent of employees on post level 13 & above registered for medical fund within 1 month from date of employment Group life scheme - Percent of employees on post level 13 & above registered for medical fund within 1 month from date of employment 12 of 12 = 100% Fully Effective 12 of 12 = 100% Manager Human Resource Management
PI 037 Medical fund administration - Percent of employees on post level 13 & above registered for medical fund within 1 month from date of employment Medical fund administration - Percent of employees on post level 13 & above registered for medical fund within 1 month from date of employment 34 of 34 = 100% for quarter Fully Effective 34 of 34 = 100% for quarter Manager Resource Management PI 038 95 Percent of approved leave forms processed in BIQ leave system within timeframe of 1 month 95 Percent of approved leave forms processed in BIQ leave system within timeframe of 1 month 100% Forms processed well within timeframe (random sampling) Expectations 100% Leave Forms processed well within timeframe (random sampling) Manager Human Resource Management PI 039 Process all applications for Acting allowance within 30 days Process all applications for Acting allowance within 30 days 29 of 29 = 100% within 30 days Fully Effective 29 of 29 = 100% within 30 days Manager Human Resource Management PI 040 Review of Housing allowances within one month of notice from SALGBC Review of Housing allowances within one month of notice from SALGBC No Housing allowance applications for quarter Not Applicable No Housing allowance applications for quarter Manager Human Resource Management PI 041 Evidence that the approved Organisational Structure is aligned with the HR System Evidence that the approved Organisational Structure is aligned with the HR System Limms System in process of integration Not Applicable Limms System in process of integration Manager Resource Management PI 042 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 scheduled - 1 Meeting held Not Fully Effective Lack of venue Manager Human Resource Management PI 043 100 Percent Execution of EE plan by 31 Dec 2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Human Resource Management PI 044 Reviewed and approved Employment Equity Plan as per legislation by 30 Sept 2014 Reviewed and approved Employment Equity Plan as per legislation by 30 Sept 2014 Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Resource Management PI 045 Local Labour Forum administration - 1 meeting scheduled per quarter Local Labour Forum administration - 1 meeting scheduled per quarter 3 Meetings held Above Expectations 3 Meetings held Manager Human Resource Management PI 046 100 Percent Grievances completed within 30 days 100 Percent Grievances completed within 30 days No Grievances for quarter Not Applicable No Grievances for quarter Manager Human Resource Management
PI 090 IT hardware and network maintenance schedule - 80 Percent of equipment maintained according to plan per quarter IT hardware and network maintenance schedule - 80 Percent of equipment maintained according to plan per quarter 5 of 6 completed = 83% Fully Effective 5 of 6 completed = 83% Manager Information Technology Management PI 092 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Manager Information Technology Management PI 093 User training - 80 Percent of training supplied vs requested per quarter User training - 80 Percent of training supplied vs requested per quarter 2 of 2 = 100% training supplied Above Expectations 2 of 2 = 100% training supplied Manager Information Technology Management PI 094 Individual Development Plan - 85 Percent of approved training completed per quarter Individual Development Plan - 85 Percent of approved training completed per quarter No training due to budget constraints Not Applicable No training due to budget constraints Manager Information Technology Management PI 095 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Information Technology Management PI 096 Policy and N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager Information Technology Management PI 097 Data security - Updated register per quarter Data security - Updated register per quarter Updated Registers Fully Effective Updated Registers Manager Information Technology Management PI 098 User Support - 80 Percent of service calls logged vs completed per quarter User Support - 80 Percent of service calls logged vs completed per quarter 544 of 619 = 88% completed Effective 544 of 619 = 88% completed Manager Information Technology Management PI 099 Software license database - Updated register per quarter Software license database - Updated register per quarter Updated Registers Fully Effective Updated Registers Manager Information Technology Management PI 057 Keeping of archive and records compliant with legislation - Updated approved file plan in line with legislation by 30 Sept 2014 Keeping of archive and records compliant with legislation - Updated approved file plan in line with legislation by 30 Sept 2014 File plan updated and approved Fully Effective File plan updated and approved Manager Secretariat Services
PI 058 External correspondence registration - 1 updated register per quarter External correspondence registration - 1 updated register per quarter Updated Register Fully Effective Updated Register Manager Secretariat Services PI 060 Administrative calendar for committee and council meetings compiled. approved and distributed by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager Secretariat Services PI 061 Committee and council resolution monitoring - 95 Percent of resolutions distributed per quarter Committee and council resolution monitoring - 95 Percent of resolutions distributed per quarter 100% distributed for quarter Fully Effective 100% distributed for quarter Manager Secretariat Services PI 062 Render support service to Council. Executive Committee and Portfolio Committees - 77 minutes of meetings ( 49 signed) per 21 meetings per quarter - 14 signed minutes 24 Meetings for quarter Expectations 24 Meetings for quarter Manager Secretariat Services PI 063 Documentation of alienation/ leasing of Council property in register -90 Percent of applications in register tabled to council within 60 days Documentation of alienation/ leasing of Council property in register -90 Percent of applications in register tabled to council within 60 days 11 of 11 tabled within the timeframe Fully Effective 11 of 11 tabled within the timeframe Manager Secretariat Services PI 064 Keeping of hall rental registers - 100 Percent evidence in terms of bookings / requests for use per quarter Keeping of hall rental registers - 100 Percent evidence in terms of bookings / requests for use per quarter 100% Evidence in terms of bookings Effective 100% Evidence in of bookings Manager Secretariat Services PI 065 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) No meetings for quarter Unacceptable No meetings for quarter Monthly meetings should be scheduled and minutes provided as evidence Manager Secretariat Services PI 066 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Effective Evaluations completed and submitted Manager Secretariat Services PI 100 Updating of Municipal Code Updated register and publishing of all policies on data storage device Updated Registers Fully Effective Updated Registers Senior Admin Officer: Legal Advice Services
PI 101 Weekly circulation of government gazettes to relevant departments - 1 report per quarter Weekly circulation of government gazettes to relevant departments - 1 report per quarter Quarterly Report Effective Quarterly Report Senior Officer: Legal Advice Services PI 102 Completion of contracts within 60 days after Tender Adjudication Committee resolution - 1 report per quarter Completion of contracts within 60 days after Tender Adjudication Committee resolution - 1 report per quarter 60 of 60 = 100% completed within timeframe Fully Effective 60 of 60 = 100% completed within timeframe Senior Admin Officer: Legal Advice Services PI 103 Quarterly Reports on legal supporting services rendered to municipal departments per quarter Quarterly Reports on legal supporting services rendered to municipal departments per quarter Quarterly Report Fully Effective Quarterly Report Senior Admin Officer: Legal Advice Services PI 104 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) No meetings - one employee in department Not Applicable No meetings - one employee in department Senior Admin Officer: Legal Advice Services PI 105 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees No Evaluations - one employee in department Not Applicable No Evaluations - one employee in department Senior Admin Officer: Legal Advice Services PI 082 Internal telephone utilisation control : Quarterly report to verify telephone printouts Internal telephone utilisation control : Quarterly report to verify telephone printouts Not executed Not Applicable Not executed Clarity to be found whether indicator should be amended Senior Client Services Officer PI 083 Administration of client queries and compliments : 80 Percent of queries attended to within 7 days Administration of client queries and compliments : 80 Percent of queries attended to within 7 days 1242 of 1242 =100% Queries submitted Fully Effective 1242 of 1242 =100% Queries submitted Indicator need to be amended Senior Client Services Officer PI 084 Compile and implement a service charter by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Senior Client Services Officer PI 085 Batho Pele Interventions - 2 interventions per quarter Batho Pele Interventions - 2 interventions per quarter 2 Interventions executed Fully Effective 2 Interventions executed Senior Client Services Officer PI 086 Customer care improvement : Customer satisfaction surveys Customer care improvement : Customer satisfaction surveys Customer satisfaction survey not executed Not Applicable Customer satisfaction survey not executed Survey to be executed 09-20 February 2015 Senior Client Services Officer
PI 087 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Senior Client Services Officer PI 088 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations not completed Not Fully Effective Evaluations not completed Performance plans not set up yet Senior Client Services Officer Directorate Financial Services Indicator Target Actual Measure of Reason for Performance Remedial Action Owner KPI 15 Actual operational expenditure as a Percent of approved expenditure - 95 Percent 95 Percent (Quarterly) on a pro rata basis 136328/154041 = 88.5% Fully Effective 136328/154041 = 88.5% Financial Officer KPI 16 Actual capital expenditure as a Percent of approved capital expenditure - 95 Percent 95 Percent (Quarterly) on a pro rata basis 9881/10920 = 90.48% Not Fully Effective Cash Flow problems Chief Financial Officer
KPI 17 Actual operational revenue as a Percent of approved revenue - 99 Percent 99 Percent (Quarterly) on a pro rata basis 140128/129920 = 107.8% Annual Property Tax Chief Financial Officer KPI 18 Required information submitted for compilation of Annual Report by 31/12/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Chief Financial Officer KPI 19 Required information submitted for compilation of Annual Report to Auditor General by 31/08/2014 N/A Submitted - 29/08/2014 Fully Effective Submitted - 29/08/2014 Chief Financial Officer KPI 20 Quality of Annual Financial Statements and File particulars - Reduction of financial related exceptions to 41 by 30/11/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Chief Financial Officer KPI 21 Auditor General Report - Timeous submission of financial related comments on the findings of the 2013/2014 AG Report by 15/01/2014 N/A Not applicable. To be evaluated in Q3 Not Applicable Not applicable. To be evaluated in Q3 Chief Financial Officer KPI 22 Report - Reduce other matters (financial related) in 2012/2013 Qualified Report to five other matters by 30/11/2014 N/A Not applicable. To be evaluated in Q3 Not Applicable Not applicable. To be evaluated in Q3 Chief Financial Officer KPI 23 Auditing process - < 5 Percent of financial related audit exceptions not answered as a Percent of total audit exceptions by 30/11/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Chief Financial Officer
KPI 24 Auditor General Report - Compile an Outcome Recovery Plan for 2013/2014 AG Report (financial related matters) and implement it by 15/01/2015 N/A Not applicable. To be evaluated in Q3 Not Applicable Not applicable. To be evaluated in Q3 Financial Officer KPI 25 Compilation of Annual Financial Statements - Approved Plan for 2014/2015 audit - MFMA compliance by 30/06/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Financial Officer KPI 26 80 Percent of assigned council resolutions executed by end of each quarter 80 Percent of assigned council resolutions executed by end of each quarter 15 of 17 = 88% completed Effective 15 of 17 = 88% completed Chief Financial Officer KPI 27 Develop new policies. and procedures - 100 Percent updated register by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Financial Officer KPI 28 Reviewed and approved Management Policy by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Financial Officer KPI 29 Reviewed and approved Investment Policy by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Financial Officer KPI 30 Review policies. and procedures - 100 Percent updated register by 30/06/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Financial Officer KPI 31 Reviewed and approved Tariff Policy and by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Financial Officer KPI 32 Reviewed and approved Cust. Care. Credit Control. Debt Col. and Ind. Household Policy and by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Financial Officer Law Law
KPI 33 Reviewed and approved Write-Off of Irrecoverable Debt Policy by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Financial Officer KPI 34 Reviewed and approved Supply Management Policy by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Financial Officer KPI 35 Reviewed and approved Municipal Property Policy and by 31/05/2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Chief Financial Officer KPI 36 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings Chief Financial Officer KPI 37 Training interventions - 3 specialized GRAP training sessions per quarter Training interventions - 3 specialized GRAP training sessions per quarter Municipality is GRAP compliant. Indicator to be removed Not Applicable Municipality is GRAP compliant. Indicator to be removed Chief Financial Officer KPI 38 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Effective Evaluations completed and submitted Chief Financial Officer KPI 39 Required information submitted for compilation of Performance Report by 31 August 2014 Required information submitted for compilation of Performance Report by 31 August 2014 Submitted - 29/08/2014 Fully Effective Submitted - 29/08/2014 Chief Financial Officer PI 156 Monthly reporting on economic. effective and efficient management Monthly reporting on economic. effective and efficient management 3 Monthly Reports Fully Effective 3 Monthly Reports Manager Fleet Management PI 157 Monthly reports on the administering and maintenance of the vehicle satellite system Monthly reports on the administering and maintenance of the vehicle satellite system 3 Monthly Reports Effective 3 Monthly Reports Manager Fleet Management PI 158 The handling of accident reports : 90 Percent of accident reports completed per quarter The handling of accident reports : 90 Percent of accident reports completed per quarter 5 of 5 = 100% completed Above 5 of 5 = 100% completed Manager Fleet Management
PI 113 Billing administration - Maintain billing system (All connections and final disconnections processed before billing run) per quarter Billing administration - Maintain billing system (All connections and disconnections processed before billing run) per quarter Billing system maintained Fully Effective Billing system maintained Manager Income & Revenue Collection PI 114 Billing administration - Report on consumer debtors to Council (schools. contract debtors. churches. government departments) : quarterly report Billing administration - Report on consumer debtors to Council (schools. contract debtors. churches. government departments) : quarterly report Quarterly Report Effective Quarterly Report Manager Income & Revenue Collection PI 115 Billing administration - >90 Percent of water meters read as a Percent of total water meters per quarter Billing administration - >90 Percent of water meters read as a Percent of total water meters per quarter 25675 / 29230 = 87.84% Fully Effective New Meter Reading System and training had to be provided Manager Income & Revenue Collection PI 116 Billing administration - >95 Percent of electricity meters read as a Percent of total electricity meters per quarter Billing administration - >95 Percent of electricity meters read as a Percent of electricity meters per quarter 10190/11014 = 92.52% Effective New Meter Reading System and training had to be provided Manager Income & Revenue Collection PI 117 Debtors administration - Payment Percent of current financial year (levied / payments) Debtors administration - Payment Percent of current financial year (levied / payments) : 97.30 Percent 71770639.27/69915536.98 = 102% Above = 102% Manager Income & Revenue Collection PI 118 Debtors administration - Current debtors as a Percent of total outstanding debtors Debtors administration - Current debtors as a Percent of total outstanding debtors : 32 Percent 90369000/172306000 = 52.44% Fully Effective = 52.44% Manager Income & Revenue Collection PI 119 Debtors administration - Debtors Test = Debtors / Total Revenue from Rates and Services) x 365 Days Debtors administration - Debtors Test = (Gross Debtors / Total Revenue from Rates and Services) x 365 Days : 66 days 72306000/1170147000*365 = 53.74day Above = Manager Income & Revenue Collection
PI 120 Free Basic Services - Number of households earning less than the amount approved by Council (2x old age pension allowance per month) with access to free basic services per quarter Free Basic Services - Number of households earning less than the amount approved by Council (2x old age pension allowance per month) with access to free basic services per quarter : 11.077 5096 registered - 6317 households with access to free basic services Fully Effective 5096 registered - 6317 other households with access to free basic services Manager Income & Revenue Collection PI 121 Free Basic Services : Updated indigent Register - Percent indigents not updated / processed Updated indigent Register - Percent indigents not updated / processed : <5 Percent 1090/34227 = 3.18% Fully Effective Shortage of staff Staff should be appointed Manager Income & Revenue Collection PI 122 Free Services - Number of indigent households as a Percent of total households per quarter Number of indigent households as a Percent of total households : 39.96 Percent 32220/88830 = 36.27% Fully Effective 32220/88830 = 36.27% Manager Income & Revenue Collection PI 125 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Effective 3 Meetings held Manager Income & Revenue Collection PI 126 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Income & Revenue Collection PI 166 Administer supply chain policy - Monthly report of orders issued compliant with SCM policy. procedures. delegations and signing powers as well as deviations from SCM policy Administer supply chain policy - Monthly report of orders issued compliant with SCM policy. procedures. delegations and signing powers as well as deviations from SCM policy 3 Monthly Reports Fully Effective 3 Monthly Reports Manager Supply Chain Management PI 167 Administer supply chain policy - Quarterly report on tenders awarded Administer supply chain policy - Quarterly report on tenders awarded Quarterly Report Fully Effective Quarterly Report Manager Supply Chain Management
PI 168 Administer supply policy - Orders approved as a percentage of requisitions authorised >90 Percent Orders approved as a percentage of requisitions authorised 1186/1242 = 95% Above 1186/1242 = 95% Manager Supply Management PI 169 Maintenance of vendor database - Compliance with - <5 Percent Applications received not captured in database as a percentage of registered service providers (proof of applications not processed or rejected must be supplied) Maintenance of vendor database - Compliance with - <5 Percent Applications received not captured in database as a percentage of registered service providers (proof of applications not processed or rejected must be supplied) 0 of 26 - 0% 0 of 26 - 0% Manager Supply Chain Management PI 171 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings Manager Supply Management PI 172 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Supply Management PI 174 Managing procurement and issuing of stock - <5 Percent of items below the required stock levels Managing procurement and issuing of stock - <5 Percent of items below the required stock levels 391/1680 - 23% Not Effective Increases due to complete minimum and maximum levels which has been adjusted. The percentage still skewed due to stock items written off still included in the total stock list Manager Supply Management PI 175 Managing procurement and issuing of - Monthly report on monetary value of stock not moving as a Percent of total stock Managing procurement and issuing of stock - Monthly report on monetary value of stock not moving as a Percent of total stock 3 Monthly Reports Fully Effective 3 Monthly Reports Manager Supply Chain Management
PI 138 Overall Budget control - Monthly sec 71 Reports and C Schedules to National Treasury and Provincial Treasury Overall Budget control - Monthly sec 71 Reports and C Schedules to National Treasury and Provincial Treasury 3 Monthly Sec 71 Reports Submitted Fully Effective 3 Monthly Sec 71 Reports Submitted Senior Manager Finance & Asset Management PI 139 Administer daily cash flow management - Investments as a Percent of surplus cash monthly Administer daily cash flow management - Investments as a Percent of surplus cash monthly July - 6748226.56/13260224.84 = 50.89% August - 8924878.31/744680.64 = 1198.48% September - 10462304.26/2981362.91 = 350.92% Fully Effective July - = 50.89% August - = 1198.48% September - = 350.92% Senior Manager Finance & Asset Management PI 140 Creditors payment administration - Creditors older than 30 days as a Percent of total turnover (budgeted expenditure - opex & capex) : <0.25 Percent (Monthly) Creditors payment administration - Creditors older than 30 days as a Percent of total turnover (budgeted expenditure - opex & capex) : <0.25 Percent (Monthly) Not Effective Cash Flow problems Senior Manager Finance & Asset Management PI 141 Creditors payment administration - No of outstanding creditors payment queries needing corrective actions as a Percent of total creditor payments : <0.25 Percent (Monthly) Creditors payment administration - No of outstanding creditors payment queries needing corrective actions as a Percent of total creditor payments : <0.25 Percent (Monthly) July - 9/2199 = 0.41% August - 10/1603 = 0.62% September - 8/1826 = 0.44% Not Fully Effective Cash flow problems Senior Manager Finance & Asset Management PI 142 Compilation of Annual Financial Statements - Timeous completion and submission of 2013/2014 AFS as per MFMA by 31/08/2014 Compilation of Annual Financial Statements - Timeous completion and submission of 2013/2014 AFS as per MFMA by 31/08/2014 Compiled and submitted - 31/08/2014 Fully Effective Compiled and submitted - 31/08/2014 Senior Manager Finance & Asset Management
PI 145 Updated Assets Register - >90 Percent Percentage of movable assets procured versus assets not bar-coded in assets register per quarter Updated Assets Register - >90 Percent Percentage of movable assets procured versus assets not bar-coded in assets register per quarter 12/7295 = 99.84% 12/7295 = 99.84% Senior Manager Finance & Asset Management PI 147 100 Percent Updated Assets Register per quarter 100 Percent Updated Assets Register per quarter Updated Register Fully Effective Updated Register Senior Manager Finance & Asset Management PI 148 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings Senior Manager Finance & Asset Management PI 149 Assets insurance administration - Issued policy by 01/07/2014 Assets insurance administration - Issued policy by 01/07/2014 Policy Issued - 27/06/2014 Fully Effective Policy Issued - 27/06/2014 Senior Manager Finance & Asset Management PI 150 Assets insurance administration - Quarterly report Percent of insurance claims incidents not concluded Assets insurance administration - Quarterly report Percent of insurance claims incidents not concluded Quarterly Report Effective Quarterly Report Senior Manager Finance & Asset Management PI 151 Salary payment administration - 12 timeous payment of Councillors and officials per annum Salary payment administration - 3 timeous payment of Councillors and officials per quarter 3 times for quarter Fully Effective 3 times for quarter Senior Manager Finance & Asset Management PI 152 Salary payment administration - 12 times timeous payment of third parties per annum Salary payment administration - 3 times timeous payment of third parties per quarter 3 times for quarter Fully Effective 3 for quarter Senior Manager Finance & Management PI 155 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Effective Evaluations completed and submitted Senior Manager Finance & Asset Management Directorate Community Services
IDP Ref Indicator Unit Target Actual Measure of Attainment Reason for Performance Remedial Action Owner KPI 40 5 Percent deviation of actual expenditure vs departmental budget by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Director Community Services KPI 41 Required information submitted for compilation of Annual Report by 31/12/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Community Services KPI 42 80 Percent of assigned council resolutions executed by end of each quarter 80 Percent of assigned council resolutions executed by end of each quarter 2 of 2 = 100% completed Above Expectations 2 of 2 = 100% completed Director Community Services KPI 43 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 1 Meeting for quarter Not Fully Effective 1 Meeting for quarter Director Community Services PI 187 80 Percent of Call-outs responded to within the required response per quarter 80 Percent of Call-outs responded to within the required response times per quarter 77 of 118 = 65% within required response time Not Effective Distances to rural areas and traffic during peak time Satelite Fire Stations and Capacity building in Rural areas Manager Emergency Services PI 188 Annual performance report to Fire protection association by 31 March 2015 N/A Not applicable. To be evaluated in Q3 Not Applicable Not applicable. To be evaluated in Q3 Manager Emergency Services PI 189 2 Public simulations conducted by 30 June 2015 1 simulation conducted 3 Simulations conducted Above Expectations More simulations conducted for quarter Manager Emergency Services PI 190 12 Monthly Reports on incidences at Call centre 3 reports 3 Reports Fully Effective 3 Reports Manager Emergency Services
PI 192 9 internal training sessions conducted by end of each quarter 9 internal training sessions conducted by end of each quarter 10 Internal Training Sessions Fully Effective 10 Internal Training Sessions conducted Manager Emergency Services PI 193 SAESI certificate for accreditation to provide Fire Fighting training acquired by 30 September 2014 Certificate acquired Certificate acquired Effective Certificate acquired Manager Emergency Services PI 194 1 external training sessions conducted by end of each quarter 1 external training sessions conducted by end of each quarter 5 External Training Sessions Conducted Above Expectations 5 External Training Sessions Conducted Manager Emergency Services PI 195 80 Percent Maintenance of fire equipment as per maintenance programme and legislation per quarter 80 Percent Maintenance of fire equipment as per maintenance programme and legislation per quarter 4 of 4 = 100% equipment maintained Above Expectations 4 of 4 = 100% equipment maintained Manager Emergency Services PI 196 9 fire prevention awareness campaigns conducted per quarter 9 fire prevention awareness campaigns conducted per quarter 12 Fire prevention awareness campaigns Expectations 12 Fire prevention awareness campaigns Manager Emergency Services PI 197 Monthly Emergency Services function report to Director. and District Municipality 3 Reports 3 Reports Fully Effective 3 Reports Manager Emergency Services PI 198 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Manager Emergency Services PI 199 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Emergency Services
PI 233 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective Manager Environmental Health Services PI 234 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Manager Environmental Health Services PI 235 Environmental Health services performance - 3 reports to District Municipality per quarter Environmental Health services performance - 3 reports to District Municipality per quarter 3 Reports to District Municipality Fully Effective Manager Environmental Health Services PI 236 environment/job creation campaign - 14 campaigns per quarter Clean environment/job creation campaign - 14 campaigns per quarter 28 campaigns - 97 community members employed Above Expectations More campaigns held as planned Manager Environmental Health Services PI 237 Safe food premises - 80 Percent of informal food premises complying to health legislation with COAs per quarter Safe food premises - 80 Percent of informal food premises complying to health legislation with COAs per quarter 153 of 165 = 93% complying Expectations Manager Environmental Health Services PI 238 Safe food premises - 70 Percent of formal food premises complying to health legislation with COAs per quarter Safe food premises - 70 Percent of formal food premises complying to health legislation with COAs per quarter 76% complying Fully Effective Manager Environmental Health Services PI 239 Informal traders - 60 Percent of registered informal traders complying with health legislation Informal traders - 60 Percent of registered informal traders complying with health legislation No registration of Informal Traders Not Applicable Function moved to LED Indicator to be moved to LED Manager Environmental Health Services PI 240 1 Health campaign per quarter 1 Health campaign per quarter 5 Health Campaigns for quarter Outstanding More campaigns executed Manager Environmental Health Services
PI 241 Inspections at health care waste generators - 90 Percent of health care waste generators complying to legislation per quarter Inspections at health care waste generators - 90 Percent of health care waste generators complying to legislation per quarter 43 of 44 = 98% generators comply - 6 premises inspected Outstanding Manager Environmental Health Services PI 242 6 Compliant water Effluent samples of sewerage plant 95 Percent- 5 samples per quarter 6 samples - 100% Expectations Manager Environmental Health Services PI 243 141 Safe samples per quarter 95 Percent- 134 samples per quarter 151 of 134 = 112% Above Expectations More water samples taken Manager Environmental Health Services PI 244 95 Percent of accessible households with access to basic refuse removal services in terms of operating programme per quarter 95 Percent of accessible households with access to basic refuse removal services in terms of operating programme per quarter 23750 of 23750 = 100% households service rendered Above Expectations Service rendered at all accessible households Manager Environmental Health Services PI 245 Maintain refuse dumping site as per permit - 1 permit per quarter Maintain refuse dumping site as per permit - 1 valid permit per quarter 2 permits acquired Fully Effective Permits acquired Manager Environmental Health Services PI 246 Development of Park Leerkrans - R603.445.00 : Percent progress and budget spend as per quarterly target N/A 0% Progresss Not Fully Effective Project stopped because of disciplinary hearing Project continue finalising of hearing. Manager & Recreation PI 247 Development of Park Lambrechtsdrift - R653.328.00 : Percent progress and budget as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation
PI 254 Development of new Sports ground Louisvale Dorp - R1.700.363.03 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation PI 255 Development of new Sports ground Ntsikilelo - R321.842.00 : Percent progress and budget as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager & Recreation PI 256 Development of new Sports ground Lambrechtsdrift - R1.264.835.00 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation PI 257 Development of Mini Facility Rainbow - R1.246.932 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation PI 258 Development of Mini Facility Raaswater - R1.647.780 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation
PI 259 Development of Mini Sport Facility Louisvale Dorp - R645.220.00 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation PI 260 Development of Mini Sport Facility Rosedale - R949.312.00 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation PI 261 Development of Mini Facility Paballelo - R1.647.780.00 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager & Recreation PI 262 Development of Mini Facility Dakota Road - R771.177.00 : Percent progress and budget spend as per quarterly target N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager Parks & Recreation PI 263 Swimming Pools : 95 Percent Execution of maintenance plan per quarter Swimming Pools : 95 Percent Execution of maintenance plan per quarter 100% Maintenance as per maintenance plan Fully Effective 100% Maintenance as per maintenance plan Manager Parks & Recreation PI 264 Turf Maintenance (Parks & Cemeteries) : 95 Percent Execution of maintenance plan per quarter Turf Maintenance (Parks & Cemeteries) : 95 Percent Execution of maintenance plan per quarter 100% Maintenance as per maintenance plan Fully Effective 100% Maintenance as per maintenance plan Manager Parks & Recreation
PI 265 Execute pruning program : 95 Percent Execution of maintenance plan per quarter Execute pruning program : 95 Percent Execution of maintenance plan per quarter 100% Maintenance as per maintenance plan Fully Effective 100% Maintenance as per maintenance plan Manager Parks & Recreation PI 266 Trees felled when required - 95 Percent of requests executed per quarter Trees felled when required - 95 Percent of requests executed per quarter 82 of 82 = 100% requests executed Fully Effective All requests executed Manager Parks & Recreation PI 267 Conduct turf Maintenance (Sports grounds) : 95 Percent Execution of maintenance plan per quarter Conduct turf Maintenance (Sports grounds) : 95 Percent Execution of maintenance plan per quarter 100% Maintenance as per maintenance plan Fully Effective 100% Maintenance as per maintenance plan Manager Parks & Recreation PI 268 Keeping of cemetery registers as per legislation : 100 Percent updated register per quarter Keeping of cemetery registers as per legislation : 100 Percent updated register per quarter Updated Registers Fully Effective Updated Registers Manager Parks & Recreation PI 269 Maintenance of cemeteries as per maintenance programmes : 95 Percent Execution of maintenance plan per quarter Maintenance of cemeteries as per maintenance programmes : 95 Percent Execution of maintenance plan per quarter 100% Maintenance as per maintenance plan Above Expectations All maintenance executed Manager Parks & Recreation PI 270 Playground equipment : 95 Percent OHS compliant per quarter Playground equipment : 95 Percent OHS compliant per quarter 15 of 15 = 100% parks equipment is OHS compliant Fully Effective All equipment OHS compliant Manager Parks & Recreation PI 271 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Manager Parks & Recreation PI 272 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Parks & Recreation
PI 222 100 Percent action taken vs alarm alerts logged per quarter 100 Percent action vs alarm alerts logged per quarter No alerts - Alarm System out of order Not Applicable No alarm alerts - Alarm System out of order Manager Security Services PI 223 70 Percent action taken vs registered complaints 70 Percent action taken vs registered complaints 36 - 36 = 100% action taken Above Expectations 36 - 36 = 100% action taken Manager Security Services PI 224 100 Percent Execution of approved law enforcement operational plan (Crime Prevention) per quarter 100 Percent Execution of approved law enforcement operational plan (Crime Prevention) per quarter 100% Execution of Enforcement Operational Plan Fully Effective 100% Execution of Enforcement Operational Plan Manager Security Services PI 225 Render a security service pertaining to - 3 reports per quarter Render a security service pertaining to - 3 reports per quarter 3 Reports Effective 3 Reports Manager Security Services PI 226 Access control to main building - zero incidents reported per quarter Access control to main building - zero incidents reported per quarter Zero incidents Fully Effective Zero incidents Manager Security Services PI 227 100 Percent Execution of approved security operational plan per quarter 100 Percent Execution of approved security operational plan per quarter 100% Execution of Security Operational Plan Fully Effective 100% Execution of Security Operational Plan Manager Security Services PI 228 Safeguarding of cash in Transit - 3 random samples in terms of prescribed equipment per quarter Safeguarding of cash in Transit - 3 random samples in terms of prescribed equipment per quarter 3 Samples Fully Effective 3 Samples Manager Security Services PI 230 Render a security service pertaining to municipal assets - 3 reports per quarter Render a security service pertaining to municipal assets - 3 reports per quarter 3 Reports Fully Effective 3 Reports Manager Security Services PI 231 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 5 Meetings held Above Expectations 5 Meetings held Manager Security Services
PI 215 Maintain and calibrate alcohol equipment - acquire certificates by 30 Sept 2014 Acquirement of certificates No certificates acquired Not Applicable Indicator to be removed Manager Traffic Services PI 216 Maintain and calibrate speed equipment - acquire certificates by 30 Sept 2014 Acquirement of certificates 2 Certificates acquired Effective Certificates acquired Manager Traffic Services PI 217 R880.000 income generated for motor vehicle registration per quarter R880.000 income generated for motor vehicle registration per quarter R1,177,404.90 Outstanding Manager Traffic Services PI 218 100 Percent Vehicles tested for Roadworthiness per quarter 100 Percent Vehicles tested for Roadworthiness per quarter 586 of 586 = 100% Fully Effective All requests executed Manager Traffic Services PI 219 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) No meetings for quarter Unacceptable Supervisors do not comply Monthly meetings should be scheduled and minutes provided as evidence Manager Traffic Services PI 220 One planned interaction by the end of each quarter ( general staff) Quarterly meetings (1 / quarter) Quarterly Meetings Effective Meeting held Manager Traffic Services PI 221 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees No evaluations completed and submitted Unacceptable No evaluations completed and submitted Evaluations should be completed and submitted Manager Traffic Services PI 200 Annual review of Disaster Management plan by 30 Sept 2014 Annual review of Disaster Management plan by 30 Sept 2014 Disaster Management Plan not reviewed Not Fully Effective Disaster Management Plan not reviewed due to budget constraints Assistance has been required from the District Municipality - awaiting response of District Municipality Senior /chief Disaster Management
PI 181 7 200 material issued to Rosedale Library by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Senior Librarian PI 182 13500 material issued to Forum Library by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Senior Librarian PI 183 1 intervention achieved with external stakeholders per quarter 1 intervention achieved with external stakeholders per quarter 2 interventions for quarter Above Expectations 2 interventions for quarter Senior Librarian PI 184 Marketing of libraries by execution of 1 outreach program per quarter N/A Not applicable. To be evaluated in Q3 Not Applicable Not applicable. To be evaluated in Q3 Senior Librarian PI 185 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Senior Librarian PI 186 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees No evaluations completed and submitted Unacceptable No evaluations completed and submitted Senior Librarian Directorate Electro - Mechanical Services IDP Ref Indicator Unit Target Actual Measure of Attainment Reason for Performance Remedial Action KPI 45 5 Percent deviation of actual expenditure vs departmental budget by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Director Services KPI 46 Required information submitted for compilation of Annual Report by 31/12/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Services
PI 289 Installation Maintenance - Execute maintenance plan : 95 Percent adherence to installation maintenance plan Installation Maintenance - Execute maintenance plan : 95 Percent adherence to installation maintenance plan 173 of 173 = 100% Fully Effective Officer: Mechanical Workshop PI 290 90 Percent vehicles and equipment serviced within 90 days 90 Percent vehicles and equipment serviced within 90 days 54 of 271 = 20% Not Fully Effective Lack of equipment and staff Staff should be appointed Chief Officer: Mechanical Workshop PI 291 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Effective 3 Meetings held Chief Officer: Mechanical Workshop PI 292 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Officer: Mechanical Workshop PI 274 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Manager Electrical Services PI 275 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Electrical Services PI 276 Electricity Connections (new connections) - 95 Percent of connections in relation to requests Electricity Connections (new connections) - 95 Percent of connections in relation to requests 25 of 25 = 100% completed Above Expectations 25 of 25 = 100% completed Manager Electrical Services PI 277 Prepaid Meters inspections - 90 Percent execution of inspection programme Prepaid Meters inspections - 90 Percent execution of inspection programme 471 of 720 =65.42% Not Fully Effective Lack of staff Staff should be appointed Manager Electrical Services PI 278 Conventional Meters - 95 Percent of reported meters investigated Conventional Meters - 95 Percent of reported meters investigated 478 of 495 = 96.57% Fully Effective 478 of 495 = 96.57% Manager Electrical Services
PI 279 Conduct repairs - electricity distribution network - 95 Percent of requests attended to Conduct repairs - electricity distribution network - 95 Percent of requests attended to 350 of 350 = 100% Above Expectations 350 of 350 = 100% Manager Electrical Services PI 280 90 Percent Execution of maintenance plan - electricity distribution network 90 Percent Execution of maintenance plan - electricity distribution network 359 of 397 = 90.4% Fully Effective 359 of 397 = 90.4% Manager Electrical Services PI 281 Breakdowns compliant to NRS standards failures)- 90 Percent of measures applied Breakdowns compliant to NRS standards (power failures)- 90 Percent of measures applied 17 of 17 = 100% Above Expectations 17 of 17 = 100% Manager Electrical Services PI 282 Conduct repairs Street lights - 95 Percent of requests attended to Conduct repairs Street lights - 95 Percent of requests attended to 450 of 450 = 100% attended to Above Expectations 450 of 450 = 100% attended to Manager Electrical Services PI 283 Conduct repairs Installations - 95 Percent of requests attended to Conduct repairs Installations - 95 Percent of requests attended to 531 of 531 = 100% attended to Above Expectations 531 of 531 = 100% attended to Manager Electrical Services PI 284 Execute maintenance plan - 90 Percent adherence to plan: Street lights Execute maintenance plan - 90 Percent adherence to plan: Street lights 0 of 24 = 0% Unacceptable Lack of staff. No overtime as per Council Resolution Staff should be appointed Manager Electrical Services PI 285 Execute installations inspection plan - 95 Percent adherence to installations inspection plan Execute installations inspection plan - 95 Percent adherence to installations inspection plan 31 of 36 = 86.1% Not Effective Shortage of staff Staff should be appointed Manager Electrical Services PI 286 Execute maintenance plan - 90 Percent adherence to plan: High masts Execute maintenance plan - 90 Percent adherence to plan: High masts 3 of 9 = 33.33% Not Fully Effective Lack of material and staff Staff should be appointed Manager Electrical Services
PI 287 Installation Maintenance - Execute maintenance plan : 95 Percent adherence to installation maintenance plan Installation Maintenance - Execute maintenance plan : 95 Percent adherence to installation maintenance plan 0 of 9 = 0% Unacceptable Shortage of staff. No overtime as per Council Resolution Staff should be appointed Manager Electrical Services Directorate Planning & Development IDP Ref Indicator Unit Target Actual Measure of Attainment Reason for Performance Remedial Action Owner KPI 52 5 Percent deviation of actual expenditure vs departmental budget by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Director Planning & Development KPI 53 90 Percent of DORA allocations spent by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Director Planning & Development KPI 54 Required information submitted for compilation of Annual Report by 31/12/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Planning & Development KPI 55 80 Percent of assigned council resolutions executed by end of each quarter 80 Percent of assigned council resolutions executed by end of each quarter 3 of 3 = 100% executed Above Expectations 3 of 3 = 100% executed Director Planning & Development KPI 56 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 5 Meetings held Above Expectations 5 Meetings Director Planning & Development KPI 57 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Director Planning & Development
KPI 58 LED programmes and initiatives tangibly demonstrates IDP and SDF objectives : 80 Percent development approvals. as reflected in Council resolutions. in line with IDP and SDF objectives per quarter LED programmes and initiatives tangibly demonstrates IDP and SDF objectives : 80 Percent development approvals. as reflected in Council resolutions. in line with IDP and SDF objectives per quarter Quarterly Report Fully Effective Quarterly Report Director Planning & Development PI 309 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Manager Housing & Human Settlements PI 310 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Manager Housing & Settlements PI 311 Capturing of housing needs applications : 100 Percent of applications captured and finalised per quarter Capturing of housing needs applications : 100 Percent of applications captured and finalised per quarter 464 of 464 Captured Fully Effective 464 of 464 Captured Manager Housing & Human Settlements PI 312 100 Percent Registration of all subsidised houses per quarter 100 Percent Registration of all subsidised houses per quarter 100% Registration Fully Effective 100% Registration Manager Housing & Human Settlements PI 313 Administrative processes and approval of beneficiaries for all approved housing projects Administrative processes and approval of beneficiaries for all approved housing projects All processes completed Fully Effective All processes completed Manager Housing & Human Settlements PI 314 Review and Approval Sector Plan by 30 June 2014 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager Housing & Settlements
PI 325 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Effective 3 Meetings held Manager IDP PI 326 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Submitted and completed Fully Effective Submitted and completed Manager IDP PI 327 Enhancement of business relations - Quarterly report on implementation of relevant needs to LED Forum members Enhancement of business relations - Quarterly report on implementation of relevant needs to LED Forum members Indicator to be ammended Not Applicable Meetings to be arranged by ZF Manager LED & Resorts PI 328 Enhancement of business relations - Quarterly report on implementation on assistance to HDIs Enhancement of business relations - Quarterly report on implementation on assistance to HDIs 1 Report Fully Effective 1 Report Manager LED & Resorts PI 329 Reviewed LED Strategy by 30/11/2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager LED & Resorts PI 330 Quarterly LED Forum Meetings Quarterly LED Forum Meetings Meeting scheduled cancel by ZF Black Forum Not Applicable Manager LED & Resorts PI 331 Special Projects : Business Week report by 30 November 2015 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Manager LED & Resorts PI 332 Annual analysis report on municipality’s impact on the economy : 1000 Job opportunities created for BEE by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager LED & Resorts
PI 333 Organized informal trading village (SMME Village) : Quarterly report reflecting job opportunities created Organized informal trading village (SMME Village) : Quarterly report reflecting job opportunities created 1 Report Fully Effective 1 Report Manager LED & Resorts PI 334 Manage holiday resorts - Quarterly report on resort statistics ( Percent of budget achieved) Report on resort statistics ( Percent of budget achieved) R1707261.71- 28.21% Above Expectations R1707261.71- 28.21% Manager LED & Resorts PI 335 60000 Occupancy rate of chalets and caravan sites by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager LED & Resorts PI 336 Establishment of Tourism Forum by 30 September 2014 Establishment of Tourism Forum by 30 September 2014 Forum established Effective Forum established Manager LED & Resorts PI 337 Quarterly Tourism Forum meetings Quarterly Tourism meetings 1 Meeting Fully Effective 1 Meeting Manager LED & Resorts PI 338 Tourism event by 30/09/2014 Tourism month event by 30/09/2014 3 Events Above Expectations 3 Events Manager LED & Resorts PI 339 Tourism Forum support : Quarterly report on implementation of relevant needs to Tourism Forum members Tourism Forum support : Quarterly report on implementation of relevant needs to Tourism Forum members 1 Report Effective 1 Report Manager LED & Resorts PI 340 1600 Visitors to info office by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager LED & Resorts
PI 341 Business development - Quarterly report reflecting invitations to identified Businesses in relation of predetermined training needs Business development - Quarterly report reflecting invitations to identified Businesses in relation of predetermined training needs No training Not Applicable Manager LED & Resorts PI 342 Manage Resorts Maintenance Budget : 5 Percent deviation of actual expenditure vs maintenance budget by 30 June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Manager LED & Resorts PI 343 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 6 Meetings held Fully Effective 6 Meetings held Manager LED & Resorts PI 344 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees No evaluations submitted Not Fully Effective No evaluations submitted Manager LED & Resorts PI 301 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Effective 3 Meetings Manager PMU PI 302 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted. Fully Effective Evaluations completed and submitted. Manager PMU PI 303 Development of new Sports grounds Quarterly Report indicating Percent progress and budget Indicator to be removed Not Applicable Indicator to be removed Manager PMU PI 304 Establishment of new parks in municipal area Quarterly Report indicating Percent progress and budget spend Indicator to be removed Not Applicable Indicator to be removed Manager PMU
PI 305 Upgrading of oxidation ponds : Louisvale Road Quarterly Report indicating Percent progress and budget Quarterly Report Fully Effective Quarterly Report Manager PMU PI 306 A September Waterworks - Phase 3 Quarterly Report indicating Percent progress and budget spend Quarterly Report Effective Quarterly Report Manager PMU PI 307 PMU Cost Quarterly Report on PMU Cost Quarterly Report Fully Effective Quarterly Report Manager PMU PI 308 Completion of PMU Business Plan. PMU Budget and MIG Payment schedules at prescribed deadlines N/A Quarterly Report on Completion of PMU Business Plan. PMU Budget and MIG Payment schedules at prescribed deadlines Fully Effective Quarterly Report on Completion of PMU Business Plan. PMU Budget and MIG Payment schedules at prescribed deadlines Manager PMU PI 293 Three planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings Fully Effective 3 Meetings Senior Manager Town Planning & Building Control PI 294 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Senior Manager Town Planning & Building Control PI 295 Conduct 100 Percent inspections for illegal buildings and land use transgressions within 7 days Conduct 100 Percent inspections for illegal buildings and land use transgressions within 7 days 34 of 34 Completed within 7 days Above Expectations 34 of 34 Completed within 7 days Senior Manager Town Planning & Building Control PI 296 100 Percent Building inspections completed within 48 hours 100 Percent Building inspections completed within 48 354 of 354 completed within time frame Fully Effective 354 of 354 completed within time frame Senior Manager Town Planning & Building Control PI 297 100 Percent Building plan applications processed within 30 days 100 Percent Building plan applications processed within 30 days 79 of 80 =99.2% Completed within 14 days Above Expectations 79 of 80 =99.2% Completed within 14 days Senior Manager Town Planning & Building Control
KPI 62 Connection Road between Rosedale and Paballelo - R5.317.144.00 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Civil Engineering Services KPI 63 EPWP Program - R890.351.00 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Civil Engineering Services KPI 64 Louisvale Road - Upgrading of Oxidation Ponds - R5.789.737.00 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Engineering Services KPI 65 Upgrading of AH September Water Treatment Works - R13.775.766.00 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Civil Engineering Services KPI 66 Installation of Telemetry System - R626.316.00 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Civil Engineering Services KPI 67 Provide water on occupied residential sites - R1.000.000.00 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Engineering Services KPI 68 Replace water pipelines - R400.000.00 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Director Civil Engineering Services KPI 69 planned staff interactions by the end of each quarter Monthly meetings (3 / quarter) 3 Meetings held Fully Effective 3 Meetings held Director Civil Engineering Services KPI 70 Quarterly evaluations of all Section 66 employees Quarterly evaluations of all Section 66 employees Evaluations completed and submitted Fully Effective Evaluations completed and submitted Director Civil Engineering Services PI 354 Ensure minimum effluent quality standards compliant with discharge license : 60 Percent of samples meeting minimum biological standards by 30 June 2014 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Control Technician : Water Purification. Sewerage Treatment & Sanitation
PI 359 Ensure minimum drinking quality standards compliant with SANS 241 : 60 Percent of samples meeting minimum biological standards by 30 June 2014 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Control Technician : Water Purification. Sewerage Treatment & Sanitation PI 360 Maintenance (Cleaning) of UDS toilets - 2 times by June 2015 N/A Not applicable. To be evaluated in Q4 Not Applicable Not applicable. To be evaluated in Q4 Control Technician : Water Purification. Sewerage Treatment & Sanitation PI 345 Manage ad-hoc work requests - Operational : 25 Percent of requests attended to per quarter Manage work requests - Operational : 90 Percent of requests attended to per quarter 5 of 8 = 63% Completed Fully Effective Shortage of staff and budget constrains should be appointed Control Technician: Roads. Storm Water & Construction PI 351 Conduct maintenance (Storm Water) : 50 Percent of requests completed per quarter Conduct maintenance (Storm Water) : 50 Percent of requests completed per quarter 9 of 12 =75% Completed Fully Effective Shortage of staff and budget constrains Staff should be appointed Control Technician: Roads. Storm Water & Construction PI 352 Conduct maintenance (Storm Water) : 25 Percent of planned maintenance completed per quarter Conduct maintenance (Storm Water) : 25 Percent of planned maintenance completed per quarter 100% Completed Expectations 100% Completed Control Technician: Roads. Storm Water & Construction PI 353 Conduct maintenance (Roads) : 50 Percent of planned maintenance completed per quarter Conduct maintenance (Roads) : 95 Percent of planned maintenance completed per quarter 100% Completed Above Expectations 100% Completed Control Technician: Roads. Storm Water & Construction PI 346 Review of WSP : WSP approved and submitted by 31 December 2014 N/A Not applicable. To be evaluated in Q2 Not Applicable Not applicable. To be evaluated in Q2 Control Technician: Distribution. Sewerage Collection & Maintenance
PI 348 Attend to sewer blockages and queries : 50 Percent of blockages unblocked per quarter Attend to sewer blockages and queries : 50 Percent of blockages unblocked per quarter 814 of 916 =87.7% Unblocked Fully Effective 814 of 916 =87.7% Unblocked Control Technician: Water Distribution. Sewerage Collection & Maintenance PI 349 connections : 50 Percent of requests for sewer connections executed per quarter Sewer connections : 50 Percent of requests for sewer connections executed per quarter 1 of 2 =50% Executed Fully Effective 1 of 2 =50% Executed Control Technician: Water Distribution. Sewerage Collection & Maintenance PI 350 Eradication of Bucket system Eradication of Bucket system 1 Report Fully Effective 1 Report Control Technician: Water Distribution. Sewerage Collection & Maintenance PI 355 30 Percent of Prepaid Meters requests installed (Indigent) per quarter 30 Percent of Prepaid Meters requests installed (Indigent) per quarter 6 of 6 = 100% Installed Outstanding 6 of 6 = 100% Installed Control Technician: Water Distribution. Sewerage Collection & Maintenance PI 356 50 Percent of New meter connections requests executed per quarter 50 Percent of New meter connections requests executed per quarter 1 of 4 = 25% Executed Not Fully Effective Shortage of staff Staff should be appointed Control Technician: Water Distribution. Sewerage Collection & Maintenance PI 357 30 Percent Attended to leaks. bursts and queries per quarter 30 Percent Attended to leaks. bursts and queries per quarter 1056 of 1139 = 93% Attended to Fully Effective 1056 of 1139 = 93% Attended to Control Technician: Water Distribution. Sewerage Collection & Maintenance PI 358 30 Percent of replacements (faulty meters) per quarter 100 Percent of Meter replacements (faulty meters) per quarter 54 of 55 = 98.1% Executed Fully Effective 54 of 55 = 98.1% Executed Control Technician: Water Distribution. Sewerage Collection & Maintenance