strategic plan 2013/14 – 2017/18 and annual performance plan 2013/14 presentation to the portfolio...

Strategic Plan2013/14 – 2017/18

Annual Performance Plan2013/14

Presentation to the Portfolio Committee on Home Affairs

16 April 2013

Vision and Mission

Vision

• To be a pre-eminent leader in electoral democracy.

Mission

• The Electoral Commission is an independent constitutional

body which manages free and fair elections of legislative

bodies and institutions through the participation of citizens,

political parties and civil society in deepening electoral

democracy.

Organisational Values

To enable the Electoral Commission to serve the needs of

stakeholders, including the electorate, political parties, the media

and permanent and temporary staff, the organisation subscribes

to the following organisational values: • Impartiality • Integrity• Accountability • Transparency• Participation• Responsiveness• Respect

Legislative and other mandates

In terms of Section 190 of the Constitution of the Republic of

South Africa (Act 108 of 1996), the Electoral Commission must:-

• manage elections of national, provincial and municipal

legislative bodies in accordance with national legislation;

• ensure that those elections are free and fair; and

• declare the results of those elections within a period that must

be prescribed by national legislation and that is as short as

reasonably possible.

The duties and functions of the Electoral Commission are defined

in section 5 of the Electoral Commission Act, 1996. These include

to:–

• manage any election;

• ensure that any election is free and fair;

• promote conditions conducive to free and fair elections;

• promote knowledge of sound and democratic electoral processes;

• compile and maintain a voters' roll by means of a system of

registering eligible voters by utilising data available from

government sources and information furnished by voters;5

Legislative and other mandates…continued

• compile and maintain a register of parties;

• establish and maintain liaison and co-operation with parties;

• undertake and promote research into electoral matters;

• develop and promote the development of electoral expertise and

technology in all spheres of government;

• continuously review electoral legislation and proposed electoral

legislation, and to make recommendations in connection therewith;

• promote voter education;

• promote co-operation with and between persons, institutions,

governments and administrations for the achievement of its objects;

• declare the results of elections for national, provincial and municipal

legislative bodies within seven days after such elections;

• adjudicate disputes which may arise from the organisation,

administration or conducting of elections and which are of an

administrative nature; and

• appoint appropriate public administrations in any sphere of

government to conduct elections when necessary.

Strategic PlanThe strategic plan:

(a) Drafted in terms of the Framework for Strategic Plans and Annual Performance Plans

(b) Developed after a consultative process(c) Adopted by the Commission(d) Covers a period of five years(e) Includes an annual performance plan, which covers a period of three

years(f) Includes the strategic goals, measurable objectives, performance

indicators and targets of the Commission’s programmes(g) Includes budget in respect of strategic goals(h) Will form the basis for the annual report

Procedures will be established for quarterly reporting to the executive authority to facilitate effective performance monitoring, evaluation andcorrective action

Strategic Goals

1. Achieving pre-eminence in the area of managing elections and

referenda

2. Strengthening electoral democracy

3. Strengthening a cooperative relationship with political parties

4. Strengthening institutional excellence and professionalism at

all levels of the organisation

5. Strengthening institutional governance

Strategic Goal 1: Achieving pre-eminence in the area of managing elections and referenda

Performance indicators – 2013/14 targets for strategic objective 1.1

Reporting period

(Quarterly / Biannually / Annually)

Annual target 2013/14

Quarterly targets

1st 2nd 3rd 4th

Number of contracted voting stations on main registration weekends or election day

Bi-annually 22,000 22 000 22 000

Performance indicators and targetsQuarterly targets for 2014

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of schools used as voting stations for full scale elections (60%) as a percentage of the total number of voting stations on main registration weekends or election day

Bi-annually 14,520 (66%) 14,520 (66%)

14,520 (66%)

Reporting period

Annual target

2013/14

Quarterly targets

1st 2nd 3rd 4th

Number of warehouses, local office facilities and full time distribution services available to support electoral events

Quarterly 10 / 234 / 110 /

234 / 110 /

234 / 1

Reporting period (Quarterly / Biannually / Annually)

Quarterly targets

1st 2nd 3rd 4th

Defined bill of material (signed off BoM) and specifications in place within the timelines stipulated in the logistics procurement plan

Bi-annually 100% achieved 100%

achieved100%

achieved

Sourced materials requirement plan (MRP) and bill of material (BOM) in accordance with of PPPFA, Treasury regulations and organisational policies and within the timelines stipulated in the logistics procurement plan.

Bi-annually 100% achieved 100%

achieved100%

achieved

Reporting period

Annual target

2013/14

Quarterly targets

1st 2nd 3rd 4th

1.5.1Number of registered voters per annum

quarterly 24,175,457 22,981,714 22, 891, 714 23, 405,211 24,175,457

Frequency per annum that voters roll is checked against national population register

quarterly 12 3 3 3 3

Quarterly targets

1st 2nd 3rd 4th

Percentage of elections for which voters’ roll is certified in accordance with election timetables

Quarterly 100 100 100 100 100

Number of calendar days in which elections are conducted from date of vacancy

Quarterly 90 90 90 90 90

Number of calendar days in which to replace PR seat vacancies

Quarterly 35 35 35 35 35

Number of calendar days in which election results are announced by the Electoral Commission

Quarterly 7 7 7 7 7

Quarterly targets

1st 2nd 3rd 4th

1.7.1Number of electoral legislation reviews per annum

AnnuallyNot applicable

for 2013/14

Number of relevant bill(s) submissions to parliament per annum

Annually 1 1

Number of Regulations published in Government Gazette per annum

Annually 1 1

Strategic Goal 2: Strengthening electoral democracy

Strategic objectives

2.1 encouraging citizen participation by providing continuous education;

2.2 providing strategic and thought leadership;

2.3 broadening our research agenda and issuing publications;

2.4 increasing visibility through proactive consultation, effective

communication and presence;

2.5 facilitating platforms for political dialogue;

2.6 cultivating an environment for free and fair elections; and

2.7 constantly engaging the media.

Reporting period

Quarterly targets

1st 2nd 3rd 4th

The number of civic and democracy education events per annum. [An event is defined as being an activity of educational substance with a specified target audience of at least a given minimum size (of 20 people) with defined inputs and outputs].

Quarterly 8 063 1612 2419 2420 1612

Reporting period

Quarterly targets

1st 2nd 3rd 4th

The number of thought leadership initiatives per annum

Annually 20 20

Reporting period

Quarterly targets

1st 2nd 3rd 4th

2.3.1Number of research projects conducted per annum

Bi-annual 3 1 2

Phase One Knowledge Management Strategy – System implementation by 31 March

Annually

Phase 1

System implementation

System implementation in accordance

with the timelines set in

the strategy documentation

Reporting period

Annual target

2013/14

Quarterly targets

1st 2nd 3rd 4th

2.4.1Number of targeted media interactions per annum

Quarterly

30 media releases

100 media

interviews

12 media analysis reports

7 media releases10 media

interviews

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of targeted communication platforms per annum

Annually

(14)•BillboardsWall MuralsTrain Station BoardsTaxi & Rank TVPostersFlyersTelevisionRadioPrintDigital/OnlineFacebookTwitterMobilePublic Call Centre

Reporting period

Quarterly targets

1st 2nd 3rd 4th

The number of strategic partners per annum*

Annually 150 150

Reporting period

(Quarterly / Biannually /

Annually)

Quarterly targets

1st 2nd 3rd 4th

Number of meetings with relevant stakeholders

Quarterly 46 28 6 6 6

Reporting period

(Quarterly / Biannually /

Annually)

Quarterly targets

1st 2nd 3rd 4th

Number of interactions with relevant stakeholders

Strategic Goal 3: Strengthening a cooperative relationship with political parties

3.1 Conducting a predetermined number of liaison sessions,

commensurate with the prevailing electoral phases, with political

parties on national level, on provincial level, and municipal level.

3.2 Annually ensuring that the funding in respect of political parties

received from Parliament is distributed as defined in the relevant

legislation.

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of liaison sessions with members of party liaison committees (PLCs) at national (10), provincial (54) and municipal (1170) levels per annum

Quarterly

(2 517)

12 Nat / 108 Prov / 2397

3 Nat / 27

Prov / 599

3 Nat / 27

Prov / 599

3 Nat / 27

Prov / 599

3 Nat / 27 Prov

/ 600 Local

Funding of political parties - number of disbursements to parties per annum

Quarterly 4 1 1 1 1

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of Training sessions conducted with political parties (1 x NO; 1 per province) per annum Annually 10 10

Strategic Goal 4: Strengthening institutional excellence and professionalism at all levels of the organisation

4.1 striving for excellence at voting station level;

4.2 building institutional capacity;

4.3 strengthening our presence and effectiveness at local level;

4.4 expanding human capital development;

4.5 adhering to performance standards;

4.6 becoming people-centred;

4.7 managing financial and human resources well;

Strategic Goal 4: Strengthening institutional excellence and professionalism at all levels of the organisation

4.7 strengthening risk management;

4.8 maintaining sound industrial relations;

4.9 striving to comply with national climate change policies (preserving the

environment);

4.10 building institutional memory.

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of electoral staff recruited per annum.

Bi-annually 282,000 66,000 - 216,000

4.1.2Number of electoral staff trained per annum.

Bi-annually174,000 66,000 108,000

Number of area managers recruited per annum.

Annually 4,277 4,277

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of fixed term staff appointed (expansion staff) per annum

Bi-annually 441 220 221

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Percentage of performance agreements in place for the current year by 30 June of that year

Annually 100% of staff 100%

of staff

Percentage of performance assessment for the previous year completed by 30 June of the next financial year

Annually 100% of staff100%

of staff

Reporting period

Quarterly targets

1st 2nd 3rd 4th

One national office and one provincial wellness event per annum

Annually 10 10

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Annually meet statutory deadlines in respect of budgeting

QuarterlyDeadlines as

per NT guidelines met

1st Quarterly review

MTEF; 2nd

Quarterly review

ENE; 3rd Quarterly review

Pre loading review

12 Monthly management accounts per annum

Quarterly12 Monthly

management accounts

3 3 3 3

Reporting period

Quarterly targets

1st 2nd 3rd 4th

4.7.1Achieve an unqualified audit report each year

Annually Unqualified Unquali

Reporting period

(Quarterly /

Biannually /

Annually)

Annual target

2013/14

Quarterly targets

1st 2nd 3rd 4th

Develop and adopt a consolidated process for monitoring legal compliance by the end of the 2013/14 financial year. Implement and maintain the consolidated process during the remaining years covered by the plan.

Annually Approved Process

developedProcess

approved

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Quarterly review and update the organisation’s strategic and provincial risk register

Quarterly 4 1 1 1 1

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Annually review the industrial relations policy framework in consultation with relevant stakeholders (staff, unions)

AnnuallyAnnual review

completed

Annual review

completed- -

Reporting period

Quarterly targets

1st 2nd 3rd 4th

4.10.1

Develop and approve green policy and hold awareness sessions

AnnuallyDeveloped

and approved policy

Policy

approved

Reporting period

Quarterly targets

1st 2nd 3rd 4th

4.11.1

Number of accommodation contract validity reviews per annum

Quarterly 4 reviews 1 review 1 review 1 review1

review

4.11.2Number of security contract validity reviews per annum

Quarterly 4 reviews 1 review 1 review 1 review1

review

4.11.3Number of vehicles replaced per annum

Annually 47 20

4.11.4Number of vehicles disposed of per annum

Annually 9 20

Quarterly targets

1st 2nd 3rd 4th

4.12.1ICT infrastructure plan in place by 31 December 2014

AnnuallyReview plan by 31 December 2014

Reviewed plan

4.12.2

Annual % network and application systems availability (system generated report available)

Quarterly 97% 97% 97% 97% 97%

Strategic Goal 5: Strengthening institutional governance

5.1 Refining institutional governance arrangements (including the

Commission’s structures and committees);

5.2 Exercising oversight: monitoring, evaluation and support.

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of governance committees established in 2013/14

Quarterly 6 6 - - -

Number of governance committees meetings per annum

Quarterly 90 24 24 18 24

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of annual reviews of the effectiveness of governance committees completed

Annually 6 - - - 6

Number of Commission meetings per annum

Reporting period

Quarterly targets

1st 2nd 3rd 4th

5.2.1Number of quarterly reports reviewed per annum

Quarterly 4 1 1 1 1

5.2.2Number of Annual Reports reviewed.

Annual 1 1

Reporting period

Quarterly targets

1st 2nd 3rd 4th

Number of risk based annual internal audit plans approved

Annually 1 1

Number of quarterly progress reports per annum reviewed by the Audit Committee

Quarterly 4 1 1 1 1

Summary of budget in respect of strategic goalsStrategic Goals 2013/14

R000’s

2014/15

R000’s

2015/16

R000’s

1. Achieving pre-eminence in the

area of managing elections and

referenda

253,865 328,442 263,452

2. Strengthening electoral

democracy221,894 138,039 247,562

3. Strengthening a cooperative

relationship with political parties9,703 4,008 5,392

4. Strengthening institutional

excellence and professionalism

at all levels of the organisation

977,807 1,079,558 1,023,798

5. Strengthening institutional

governance15,731 18,576 16,401

GRAND TOTAL 1,479,000 1,568,623 1,556,605

End of Presentation

Discussions & Questions

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