core directory of common data sources - western cape

CHIEF DIRECTORATE: Monitoring, Evaluation, Review and Reporting

[email protected]

Tel: +27 21 483 6275 fax: +27 21 483 6275

7 Wale Street, Cape Town, 8001

www.capegateway.gov.za

of 55

Core Directory of Common Data

Sources

PART 2: PROVINCIAL ADMINISTRATIVE DATA

Department of the Premier in collaboration with University of Cape Town,

Southern Africa Labour and Development Research [SALDRU]

of 55 Department of the Premier in collaboration with SALDRU

IIIIIIIINNNNNNNNTTTTTTTTRRRRRRRROOOOOOOODDDDDDDDUUUUUUUUCCCCCCCCTTTTTTTTIIIIIIIIOOOOOOOONNNNNNNN The Core Directory of Common Data Sources (CDCDS) Part 1: Mainstream data and the Core Directory of

Common Data Sources (CDCDS) Part 2: Profiling of Administrative Data are key deliverables that resulted

from the data management and data assessment phase of the Provincial-wide Monitoring and Evaluation

System (PWMES). The official data sources identified and located for the outcome indicators of the

PWMES are profiled in Part 1.whilst the provincial administrative data sources identified and located for the

output and outcome indicators for the Provincial Strategies and Provincial Strategic Plan (PSP) of the

Provincial Government of the Western Cape (PGWC) are profiled in Part 2.

PGWC envisage that the PSP would be monitored and evaluated on a six monthly basis using a set of

output and outcome indicators. Data for the output and outcome indicators would primarily be sourced

from Provincial Government departments. Due to the demand for provincial administrative data, it is

important to understand and to articulate the context in which the PGWC departments compile and

construct data sources. Against this background, this Core Directory of Common Data Sources Part 2:

Profiling of Administrative Data, assessed the administrative data sources located in the Provincial

Government departments which are most commonly used for M&E purposes.

The following departure points were imperative in the data assessment process:

• To identify and locate existing data sources constructed and most commonly used by PGWC

departments.

• To profile the data sources most commonly used for Monitoring and Evaluation (M&E) purposes.

• To assess the existing departmental data in terms of the requirements for quality data based on the

principles and guidelines of the South African Statistical Quality Assessment Framework (SASQAF)

Baseline provincial administrative data and information for coherent and integrative planning will therefore

be obtained from a common database.

.


BACKGROUND TO THE DEVELOPMENT OF THE CORE DIRECTORY OF COMMON DATA SOURCES PART 2: PROFILING OF ADMINSTRATIVE DATA

The development of the Core Directory of Common Data Sources Part 2: Profiling of Administrative Data

for the PWMES is a response to the call for organisations to prioritise data quality for the successful

management of service delivery. This requires of each organisation, including the government, to be more

engaged with the data that is used.

The data management effort of the PWMES is directed to the availability of good administrative data. This

is to encourage a shared responsibility amongst programme planners, data users and data producers in

provincial government departments so that they should commit to improve the quality of data that will serve

as evidence to report progress on projects and programmes.

Initiation and design phase of the CDCDS

The initiation and design phase of the data assessment process provides the rationale for developing a

CDCDS for the PWMES. For the PGWC quality administrative data is needed to track progress and to

measure the outcomes of the overarching objectives of the PSP. Quality administrative data for the M&E of

the programmes performance of the PSP is critical as it is used to track the alignment of progress with

programmes, projects, targets and milestones in implementation. The benefits of quality administrative data

for the PGWC can only be achieved if the data requirements and the construction of data sources are

coordinated in a coherent manner amongst PGWC departments.

For the PGWC to benefit meaningfully in terms of measuring and managing development from

administrative data systems, the issues and implications of data quality need to be adequately addressed.

Profiling of official and administrative data sources and examining datasets for the CDCDS

The process commenced with the profiling of official data sources in the mainstream; products of Statistics

South Africa (Stats SA) were of particular interest. The primary focus of the exercise was to determine the

scope of the data sources; the frequency of data dissemination; the size of the datasets concerned and its

applicability to the PSP development indicators. This could help capacitate staff members of the DotP

regarding the dynamics of data and data sources. While official data sources were being profiled, a parallel

process occurred, namely the compilation of a CDCDS applicable to provincial administrative data.


For the purpose of the CDCDS: Part 2: Profiling of Administrative Data each data source is profiled in terms

of its purpose, the type of data, the year in which the data source was conducted, the tenure or the

frequency of the dataset and the sample size.

The data sources are aligned according to the following Provincial Government departments:

1. Dept of Agriculture

2. Dept of Cultural Affairs and Sport

3. Dept of Economic Development and Tourism

4 Dept of Environmental Affairs and Development Planning

5. Dept of Health

6. Dept of Local Government and Housing

7. Dept of Social Development

8. Dept of Education

9. Dept of Transport and Public Works

10. Dept of Provincial Treasury

11. Dept of the Premier

12. Dept of Community Safety

1.3.4. Consultation with provincial line departments

The Department of the Premier in collaboration with the Southern Africa Labour and Development

Research Unit [Saldru] initiated a consultative process with all line departments of the PGWC. The aim was

to inform and raise awareness of data management and data quality management. The other motivation

was to gain access to provincial line departments’ data sources that could possibly inform the PSP

indicators and be incorporated in the CDCDS. These engagements were preceded by further advocacy

through the Provincial-wide Monitoring and Evaluation Forum of the PWMES.


PROFILING OF PROVINCIAL DATA SOURCESPROFILING OF PROVINCIAL DATA SOURCESPROFILING OF PROVINCIAL DATA SOURCESPROFILING OF PROVINCIAL DATA SOURCES

1.1.1.1. DEPDEPDEPDEPARTMENT OF AGRICULTUREARTMENT OF AGRICULTUREARTMENT OF AGRICULTUREARTMENT OF AGRICULTURE

Table 1: Data sources in the Department of Agriculture

Data source

Purpose

Type/Description of data

Year

Tenure

Sample size

Game species

auction prices

To monitor auction

prices of game

species

Annual average and

highest individual prices for

game species realized at

game auctions

1990 to the

present

Monthly 100%

Agritourism

ventures

Determination of

spatial growth of

agritourism

ventures; sourcing

of statistics for

managerial

purposes

Contact details; GPS

waypoints; ecotourism

ventures; wine cellars; farm

accommodation; 4x4

routes; restaurants

2007 Continuously 100%

Agricultural land

market prices

To track regional

prices paid on

actual markets for

agricultural land

Agricultural land prices in

rand/hectare; farms

grouped per region with

three farm size categories

per region

2003 to the

present

Weekly 100%

Database on

emerging farmers

To understand,

monitor and assist

the emerging

farming sector

through spatial

data

Farm and farmer details;

types of farming; spatial

location; land utilisation

patterns

2006 One-off 100%

Agricultural

indicators

To monitor

selected

agricultural

indicators

Selected economic,

ecological and social

indicators recruited from

various approved sources

Historical to

present

Continuously

Enquiries

To record the

number and type

of enquiries

received in order

to assimilate

managerial

information for

data recruitment

Date; person/institution;

contact details; type of

information/data requested;

category of enquiry

2005 to the

present

Continuously 100%


2.2.2.2. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF COMMUNITY SAFETYCOMMUNITY SAFETYCOMMUNITY SAFETYCOMMUNITY SAFETY

Table 2: Data sources in the Department of Community Safety

Data source

Purpose

Type/Description of

data

Year

Tenure

Sample size

Volunteer database Record-keeping

of all the details

of all

Bambanani

volunteers

Name; surname; address;

project involvement;

Neighbourhood Watch

involvement; community

involvement; education;

race; sex; stipends paid

to volunteer; Community

Police Forum details; etc.

2005, 2006,

2007

Daily

Child Rapid

Response Unit

(CRRU)

Recording-

keeping of all

missing children

reported to the

CRRU

Name; surname; address;

age; race; sex;

photograph and

situational circumstances

of child; SAPS case

number; parents' details;

suspect's details in

certain cases

2005, 2006,

2007

Daily

Network drive

shared on the 'Cus-

35w it\Data’

(S)\CCP\Project

Registration

databases\2002-

2008 registration

database

Registration of

projects

Project details and

description; funding

request and allocation;

comments and project

status

2001 to 2008 [On regular

basis with

regards to

outstanding

information or

project closure]

• 184 registered projects






• 21 provincial Social Transformation Programme areas

Database of

school-based

Bambanani

volunteers

Name of volunteer; ID

number; address; training

status; educational

qualification

2006/2007 Daily 499 Bambanani

volunteers

Database of

provincial VSVs

Where a VSV is based,

ID number; personal

details; training status

2007/2008 Weekly 1 579 VSVs


3.3.3.3. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF CULTURAL AFFAIRS AND SPORTCULTURAL AFFAIRS AND SPORTCULTURAL AFFAIRS AND SPORTCULTURAL AFFAIRS AND SPORT

Table 3: Data sources in the Department of Cultural Affairs and Sport

Data source

Purpose


Year

Tenure

Sample size

Public Automated

Library System

(PALS)

Library

information

Electronic/hard copies 2004 - 2009 Daily

National

Automated

Archival

Information

Retrieval System

(NAAIRS)

Archive services,

resources and

artefacts

Electronic/hard copies 2004 - 2009 Monthly

Database in each

provincial

museum

Provincial

museum

resources and

museum technical

services and

museum scientific

services

(information about

museum

resources and

artifacts)

Electronic/hard copies 2004 - 2009 Monthly

Database about

various cultural

resources

Cultural projects Electronic/hard copies 2004 - 2009 Quarterly

Database about

various heritage

resources

Heritage projects Electronic/hard copies 2004 - 2009 Monthly

Database about

sport resources

Sport projects

(including adult

sport and school

sport)

Electronic/hard copies 2004 - 2009 Daily


4.4.4.4. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF ECONOMIC DEVELOPMENT AND TOURISMECONOMIC DEVELOPMENT AND TOURISMECONOMIC DEVELOPMENT AND TOURISMECONOMIC DEVELOPMENT AND TOURISM

Table 4: Data sources in the Department of Economic Development and Tourism

Data source

Purpose


Year

Tenure

Sample size

Departmental

Operations Performance

Management System

Monitor

performance of all

projects, services

and initiatives of

the Department

Qualitative and

quantitative 2004 to the present

Daily

Correspondence

Management and

Tracking System

(CMaTS) and

GroupWise

Track progress of

all correspondence

in the Department

Track process of

liquor license

issuing

Consumer

complaint

registration system

Qualitative and

quantitative

2003 to the

present

Daily

Tourist Guide Database Capture, update

and maintain

information on

tourist guides

Qualitative and

quantitative

2004 to the

present

Daily

In Touch System Track and monitor

clients assisted by

the RED Door

Qualitative and

quantitative

2006 to the

present

Daily


5.5.5.5. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF ENVIRONMENTAL AFFAIRS AND DEVELOPMENT ENVIRONMENTAL AFFAIRS AND DEVELOPMENT ENVIRONMENTAL AFFAIRS AND DEVELOPMENT ENVIRONMENTAL AFFAIRS AND DEVELOPMENT

PLANNINGPLANNINGPLANNINGPLANNING

Table 5: Data sources in the Department of Environmental Affairs and Development Planning

Data source Purpose Type/Description of

data

Year

Tenure

Sample size

National

Environmental

Authorisation

System (NEAS)

Integrated

environmental

management tool

aimed at

providing an

environmental

reporting

mechanism on a

national

(Department of

Economic

Development and

Tourism [DEDT])

and provincial

(Department of

Environmental

Affairs and

Development

Planning

[DEADP]) level.

• Applicant details

• Location of environmental assessment

• Dates of decisions

• Date of application

• Records of decision

• Capturing EIA applications

• Updating EIA applications

• Enquiring on EIA application status

• Maintenance of information

• Reports, e-capturing, appending application file, authorisation

• Require additional functionality for Development Planning to be added

2004 the

present

Daily

Jtrack (File

tracking system)

Registry system

that tracks the

movement and

accountability for

physical files in

the Department

based on last

position/person

recorded

• Registration of physical files

• Allows users to accept files sent to them or to forward existing files to other users

• File numbers can be scanned in

• Reports on file movements

2006 to the

present

Daily

Web-enabled

information

system with

geographical

information

system

integration

functionality

Provide spatial

geographic data

to support

decision making

in the

Department's line

processes

• Provide selected access to spatial data and imagery to a few main users

• Provide internal editing capabilities

• Currently provides a mapping and spatial data provisioning function

In the process of

development

Daily

Integrated

Pollution and

This system helps

the regulation of

• Pollution and waste management

• Compliance

Development

complete but not

Daily


Waste Information

System (IPWIS)

the chemical,

pollutant and

waste cycle and

provides

accessible

information to

interested and

affected parties.

The system allows

for the collection,

analysis, storage

and dissemination

of data related to

the chemical,

pollutant and

waste cycle. It

integrates the

functions of a

Pollutant Release

and Transfer

Register and a

Register for Waste

Handlers.

management

• Complaints management

• Reporting

yet operational

Law Enforcement

and Compliance

System

(LAWSYS)

Departmental

record of all illegal

matters, non-

compliance

directives, court

review

applications,

prosecutions,

interdicts, court

judgments and any

other legal issues

related to the

Department

• Bill management and tracking module

• DEADP scheduling module (programme, bill, publishing, printing, distribution)

• DEADP resource booking module

• Committee and meeting module

In process of

development

Daily Not applicable

Land Use

Planning (LUP)

Administration and

monitoring of land

use planning

applications and

appeals in terms of

the Land Use

Planning

Ordinance (Ord.

15 of 1985)

• Zoning schemes

• Sub-divisions

• Departures from zoning scheme regulations

• Re-zonings

• Removal of restrictive title deed conditions

• Structure plans

In process of

development

Will be on

daily basis

Not applicable


6.6.6.6. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF HEHEHEHEALTHALTHALTHALTH

Table 6: Data sources in the Department of Health

Data source

Purpose


Year

Tenure

Sample size

Hospital

Information

System (HIS)

which is

Clinicom, Billing,

Materials

Management and

Pharmacy

Systems

Clinicom and

Billing: Records

patient master

index. Serves

outpatient and

inpatient

functions. Serves

a service group

function. Serves

patient fees

function. Serves a

patient fees

administration

function.

Materials

Management:

Handles stock

control,

procurement and

related cost centre

information for

central hospitals.

Pharmacy:

Pharmacy stock

control,

procurement and

dispensing at

central hospital

pharmacies.

Clinicom and Billing: Patient

demographics, patient OPD

referrals. Patient

clinical/diagnosis/ procedure.

Patient OPD booking/visits.

Patient admissions, discharges

and transfers. Patient medical

history. Case note tracking.

Patient theatre procedure.

Patient service group. Patient

fees administration. Management

and operational procurement

(ledger and journal entries). Cost

centre reporting.

Pharmacy: Stock control,

procurement, dispensing,

management and operational

reporting.

2001 Daily

Delta9 Record patient

master index.

Serve outpatient

and inpatient

function. Serve a

billing system

function.

Patient demographics. Patient

OPD referrals. Patient

clinical/diagnosis/procedure.

OPD booking/visits. Patient

admissions, discharges and

transfers. Patient case note

tracking. Patient fees

administration. Management and

operational reporting.

1991 Daily

SINJANI Capture a variety Performance data e.g. head 2006 Daily


of performance-

aggregated data

counts, PDEs, etc. from the

various hospitals

District Health

Information

Systems (DHIS)

Capture a variety

of performance-

aggregated data

Performance data e.g. head

counts, PDEs, etc. from the

various hospitals

±1998 Daily

Primary Health

Care Information

System (PHCIS)

Record patient

master index.

Records patient

CHC visits. To

interface with

Clinicom.

Patient demographics. Patient

CHC visits. Patient case note

tracking data. Management and


2005 Daily

Meals Ordering

Dietician System

(MODS)

Allocate patient

meals to

inpatients

Patient meals allocated. Patient

meal changes. Operational and

management reporting data.

± 2005 Daily

CRADLE Capture obstetrics

and neonatal

patient activity

Obstetric and neonatal data of

patients

±2004 Daily

Nursing

Information

Management

System (NIMS)

Nursing personnel

administration

system

Nursing demographics. Leave

monitoring. Relieve and change

list. Night duty allowances.

Agency staff monitoring.

±2005 Daily

Emergency

Medical Service

(EMS)

Monitor and track

ambulances

Ambulance response times.

Major accidents/incidents.

±2006 Daily

Forensic

Pathology

System (FPS)

Record and

manage the

disposing of the

deceased

Death registration. Autopsy data.

Certification data. Alerting next of

kin data. Legal and forensic data.

2007 Daily

Electronic TB

register

Capture TB

register for the

province

All TB-related diseases and

activity data

Unknown Daily

Notifiable

diseases

Capture notifiable

diseases on an

electronic

schedule

Notifiable disease-related data Unknown Daily

National Tertiary

Services Grants

(NTSG)

Capture all the

aggregated data

related to the

various medical

specialisations

Performance-aggregated data

related to specialisations at

central hospitals.

Unknown Daily


Cost Centre

Manager

Create cost centre

codes for central

hospitals

Cost centre code creation data ±2005 Daily


7.7.7.7. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF LOCAL GOVERNMENT AND HOUSINGLOCAL GOVERNMENT AND HOUSINGLOCAL GOVERNMENT AND HOUSINGLOCAL GOVERNMENT AND HOUSING

Table 7: Data sources in the Department of Local Government and Housing

Data source

Purpose

Type/Description of

data

Year

Tenure

Sample size

CMIP

The information and

data is designated

per municipal area

and is provided by:

GPS surveys;

municipalities

(engineering

services and

finance); and

consultancies and

other government

departments

Expenditures, project

information, capacity

information of

municipalities

Continuously

Municipal

Infrastructure

Grant (MIG)

To support

municipalities in their

bulk infrastructural

development

MIG MIS National

Database

April 2006 to the

present

Continuously (Data spans the

province for all

municipalities

where

infrastructural

development is

taking place)

AFRICON Play project

management role

within LGH

Water services (bulk and

reticulation) by

municipalities

1997 to the

present

Continuously

Directorate:

Monitoring and

Evaluation

(Municipal

Performance

Snapshot)

This newly

established

Directorate monitors

and evaluates non-

financial information

i.e. performance of

the department with

a specific focus on

measuring the

impact of the

department's

strategic plan.

The directorate is

divided into two sub-

The snapshot consists of

non-financial quantitative

information

2006 and 2007 Quarterly Covered 18

municipalities


directorates.

Municipal

Performance is

responsible for the

Municipal Snapshot.

The Snapshot serves

as an early warning

tool and gives an

overall view of

municipalities and

focuses on the five

KPAs.

(Please note that we

do not have any

current datasets but

we are in the

process of

establishing an MIS

for the entire

department that will

serve as a data-

warehouse.)

ADABAS:

Planning and

development

The Directorate:

Asset Management

utilises this national,

financial and

information

management system

to verify the

ownership status of

properties and to

monitor debtors. It is

a national system

which is managed

and maintained by

the national

department.

Debtors (rent, rates and

taxes). The following are

also monitored:

• Appropriate asset

property planning

• Debtors and renting

of properties owned

by the Housing

Board

• Management and

maintenance of

housing properties

owned by the

Housing Board.

Daily

The performance of

specific programmes

is monitored to

provide information

for the national

database and to

The Directorate: Human

Settlement Development

monitors the following

and thus has data on:

• Sustainable and

integrated social


provide an input for

the departmental

annual report.

Information is not

necessarily

designated

according to

municipal areas but

is available per

programme.

housing

environments

• Settlement

upgrading and

development

• Sustainable

settlement post

land restitution

• Emergency housing

provision

• Spending on

programmes

• Management of

informal

settlements

The department has

a legislative mandate

to oversee housing

delivery within the

province and that

housing delivery

mechanisms are

implemented and

aligned with existing

policy. Information is

analysed and

evaluated frequently

and is available per

municipal area.

The Directorate:

Planning and Research

monitors the following:

• The implementation

of the departmental

housing plan

• The viability and

implementation of

sectoral housing

plans of

municipalities

The Directorate: Housing

Project Administration


• Housing project

administration,

applications and

approvals

• Provincial housing

subsidy

administration,

applications and


approvals

• Delivery of housing

and subsidy

opportunities in

terms of budget

allocation.

Housing Subsidy

System (HSS)

The Directorate:

Project Management

Services uses the

HSS database to

indicate and track

progress and

implementation of

housing projects/

programmes and

maintenance of

Housing Board

properties in the

Western Cape. The

information is

collected for

reporting purposes

on the physical

standard, quality and

maintenance of

housing projects.

The information is

collected by engineers

and inspectors of the

department and the

developers

(municipalities and

private developers).

Information provided by

the developers is verified

by provincial engineers

and inspectors before a

payment is made.

Progress of projects is

tracked continuously and

information is available

per project. The

following is monitored:

• Municipalities’

performance with

progress and

implementation of

housing products

• Maintenance of

Housing Board

properties

Engineers and

inspectors, according to

the housing code,

minimum standards and

regulations, monitor the

above through regular

inspections and

evaluation.

The HSS is also utilised

by the Directorate:

Continuously


Service Delivery and

Community

Empowerment and


• Management and

implementation of

the PHP projects

• Economic

empowerment of

communities and

emerging

contractors

• Capacity building

programmes for

municipalities,

NGOs and

communities

People's

Housing Project

(PHP)

Information on the

PHP is collected for

the following

reasons:

• Annual report

• Ministerial

inquiries

• Parliamentary

questions

• Human Rights

Report

Information on the

EPWP must be

submitted on a

monthly basis to the

Department of Public

Works and Transport

and capacity building

information is

provided on a

bimonthly basis to

the national

Department of

Housing and for

The Directorate: Service

Delivery and Community

Empowerment collects

the following information:

• Progress on the

PHP projects

• Reporting on the

EPWP

• Information on

training courses

provided

Continuously


input into the annual

report of the

department.


8.8.8.8. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF SOCIAL DEVELOPMENTSOCIAL DEVELOPMENTSOCIAL DEVELOPMENTSOCIAL DEVELOPMENT

Table 8: Data sources in the Department of Social Development

Data source

Purpose

Type/Description of

data

Year

Tenure

Sample Size

Network Drive

based/Database

Harbouring data

in the form of

monitoring,

assessment,

analysis and

global reports on

district offices

and facilities

respectively

Type of data stored:

• Assessment and

analysis reports

of district offices

based on the

Organisational

Capacity

Assessment Tool

(OCAT)

• Monitoring of

district offices

based on the

monitoring tool to

be amended to fit

the 8

programmatic

approach of

Social

Development

• Global Reports:

Towards

understanding

the global

regional picture

as it emanated

from the

assessment

reports

The OCAT focuses on

the following elements:

• Governance

• Management

practices

2003 to 2007 Quarterly Assessment,

analysis and

global reports:

800 funded

organisations

and 16 district

offices

assessed.


• Human resource

management

• Financial

management

• Service delivery

• Integration and

sustainable

service delivery

Assessment of

remaining

services to

children

An assessment of

services rendered to

children via children's

homes and other safe

havens

Periodic

assessments

Quarterly All 16 district

offices (two

offices still

remaining)

Development

and subsequent

implementation

of a monitoring

and evaluation

strategy.

To be reviewed

in 2008.

Review

process 2008

The development

and subsequent

implementation

of the monitoring

tool focusing on

assessing

governance,

management

and service

delivery practices

in district offices.

2007 Three-yearly

monitoring

process

Offices

monitored:

Vredendal and

Caledon district

offices


9.9.9.9. DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF DEPARTMENT OF PROVINCIAL TREASURYPROVINCIAL TREASURYPROVINCIAL TREASURYPROVINCIAL TREASURY

Table 9: Data sources in Provincial Treasury

Data source

Purpose

Type/Description

of data

Year

Tenure

Sample Size

Budget

overview [up

to 2002

compiled with

Estimates of

Provincial

Expenditure

(EPE) and

Local

Government

allocations

(LGA)]

Overview of the

budget

Financial and

non-financial data

2002 Annually PGWC Paul

Pienaar

Estimates of

Provincial

Expenditure

(EPE)

Statement of

budgets per vote

Financial and

non-financial data

2005 Annually PGWC Paul

Pienaar

Local

Government

allocations

(LGA)

Convey allocation

from departments to

municipalities

Allocations to

municipalities and

the conditions

linked thereto

2006 Annually PGWC and

municipalities

Graham

Paulse

Provincial

Economic

Review and

Outlook

(PERO)

Review of the

current socio-

economic situation

of the Western Cape

and three-year

outlook

Macro-economic

review and

forecast for the

Western Cape

economy

including labour

market,

demographic

trends and

poverty analysis

2006 to

2011

Annually PGWC

(Western

Cape

boundaries)

Wendy

Mapira

Socio-

economic

profiles

To provide a socio-

economic profile per

municipality, district

and the CoCT

Various economic

and related

information per

district and the

CoCT

2006/2007 Annually PGWC and all

30

municipalities

Wendy

Mapira


Western Cape

Medium-Term

Budget Policy

Statement

(precursor to

the Western

Cape Fiscal

Policy 2001-

2003)

Set out medium-

term policies and

provincial revenue

sources for the

following medium-

term expenditure

framework (MTEF)

Policy and

financial data

2004 Annually PGWC and

the public

Paul

Pienaar

Revised

estimates of

provincial

expenditure

Revision to

statements of

budgets per vote

Financial Old Annually PGWC

departments

and public and

trading entities

Analiese

Pick

Consolidated

financial

statement

Consolidated

financial

performance and

position of the

PGWC

departments/entities

Financial

statements

2006/07 Annually PGWC

departments

and public and

trading entities

Henri du

Toit

Nic van

Niekerk

Financial

Governance

Review and

Outlook

Review of financial

governance

Financial

management

capability

assessments

2006/07 Annually PGWC

departments

and public and

trading entities

Henri du

Toit


10.10.10.10. DEPARTMENT OF THE PREMIERDEPARTMENT OF THE PREMIERDEPARTMENT OF THE PREMIERDEPARTMENT OF THE PREMIER

Table 10: Data sources in the Department of the Premier

Data source

Purpose

Type/Description of

data

Year

Tenure

Sample Size

Situational

analysis report

(skills

development)

• Perform a

situational

analysis of

skills

development in

the Western

Cape.

• Provide data to

be used in the

development of

skills strategy

for the Western

Cape.

Consider the supply

side of the economy

and skills initiatives

embarked on by the

public sector. It also

offers

recommendations on

the way forward:

• Labour force

• Employment

• Skills

• Quantitative data

2007 Once-off Mainstream

household data

(including

census)

National Skills

Fund Report

(skills

development)

Report on the

progress of NSF

projects for the

Department of

Labour

Report that outlines

expenditure on NSF

projects

• Cost and

beneficiary

comparison

2007/2008 Quarterly Five skills

training

programmes

Area managers

report

(Social

Transformation

Programme)

• Determine

status quo of

intermediary

structures

• Address

problems and

challenges

within

communities

• Successes

• Upcoming

dates/events

• Commitments

of policy/

administrative

champions

Reports

Qualitative data

2007 Should be

quarterly but not

yet

institutionalised

21 areas


Jamboree

reports

(Social

Transformation

Programme)

Quantitative data

Headcounts at

jamborees per

delivered services in

21 areas

Annually/21

areas

2007/2008 21 areas

Intermediary

structure contact

details

(Social

Transformation

Programme)

To ensure proper

communication

between the

government and

communities and to

foster participation

Currently 15 of

the 21 areas

Pre-Imbizo reports

for the 21 priority

areas

Briefing notes to

political principals

Document outlines

demographics, population,

achievements and

challenges, as well as

future plans for each line

department for each of the

21 priority areas.

April and October

2006

April, June

(Deputy President

Visit)

July (Presidential

Imbizo)

November Imbizo

Two per year

depending on the

Presidential

Imbizo

21 priority areas

High Level Imbizo

Report

Final findings

report to PTM and

Cabinet

Document outlines all key

issues raised at every

Imbizo in the 21 priority

areas. Document also

highlights impact

assessment based on the

Imbizo held in April 2006.

April and October

2006

July 2007

(Presidential

Imbizo)

Two per year,

after each Imbizo.

One Presidential

High Level

Report.

Cluster Report

Cards

Progress Reports

on Provincial

Programme of

Action (PPOA) to

the National

Programme of

Action (NPOA)

Progress Report on PPOA

aligned to the NPOA to

FOSAD and PCC

2004, 2005, 2006

and 2007

Biannually

Pre-Imbizo Reports

for the 21 priority

areas

Briefing notes to


Document outlines


achievements and

challenges, as well as

future plans for each line


21 priority areas

April, and October

2006 April, June

(Deputy President

Visit)

July (Presidential

Imbizo)

November Imbizo

Two per year

depending on the

Presidential

Imbizo

21 priority areas

End of Year Report Report is written in

preparation of the

State of the Nation

Address and

January Cabinet

Document highlights

progress on behalf of the

PGWC based on the

priorities set out in the

State of the Nation

2004 to 2007 Annually


Lekgotla for the

next year as per

input on behalf of

the PGWC.

Address, as well as

agreed upon at the

January Cabinet Lekgotla

UPDATE: PROFILING OF PROVINCIAL ADMINISTRATIVE DATA SOURCES

This part of the Core Directory of common data sources (CDCDS) Part 2 is a composite system that draws its data

from contributory systems that provides administrative data sources for the compendium of indicators for the PSP.

One of the important aspects is for the reader to understand the context in which provincial departments compile and

construct data sources. Therefore it directs the reader regarding the identification and location of existing data

sources constructed and most commonly used by the PGWC and to assess the data set according to the

requirements of data quality, its usability, the frequency of use and the limitations and strengths of the design of the

data set.

The provincial administrative data obtained from the departments through the development of the PWMES via the

two M and E Audits and the Data Assessment process, conducted in the Provincial Government of the Western

Cape, constitutes the main body of this CDCDS: Part 2. The data sources are profiled in terms of:

• The data source

• The purpose of the data source

• The type of data contained in the data source

• The year that the data source addresses

• The tenure (frequency of update) of the data source

As can be gleaned, the same methodology has been adopted for this process as has been the case with the

CDCDS: Part 1 which focuses on the profiling of mainstream/developmental data sources. The first phase of this

process formed part of the CDCDS: Part 1. Through the Data Assessment Study the process was taken further and

the CDCDS: Part 2 was constructed.

Another important aspect relates to the assessment and quality assurance of the existing departmental data in terms

of the requirements of quality data as in the context of the principles and guidelines of the South African Statistical

Quality Assessment Framework (SASQAF). This process has contributed to the delivery of this CDCDS: Part 2 for

the compendium of indicators for the PSP. These common data sources consists of provincial administrative data

sources owned amongst the data users and data producers within the PGWC.


1. Provincial Administrative Data Sources currently in PGWC

1. Department of Agriculture

Table 1: Data Sources in the Department of Agriculture

Data Source Purpose Type/Description of

Data

Year

Tenure

Sample

Size

Game Species

auction prices

To monitor

auction prices of

game species

Annual average and highest

individual game specie

prices realised at game

auctions

1990 - present

Monthly

100%

Agritourism

ventures

Determination of

spatial growth of

agritourism

ventures;

sourcing of

statistics for

managerial

purposes

Contact details, GPS

waypoints; ecotourism

ventures, wine cellars, farm

accommodation, 4x4 routes;

restaurants

2007

Continuously

100%

Agricultural land

market prices

To track regional

prices paid on

actual markets for

agricultural land

Agricultural land prices in

Rand/hectare; farms

grouped per region with

three farm size categories

per region

2003 - present

Weekly 100%

Database on

Emerging

Farmers

To understand,

monitor and

assist emerging

farming sector

through spatial

data

Farm and farmer details,

types of farming, spatial

location; land utilization

patterns

2006

Once off

100%

Agricultural

Potential

An index

indicating the

production

potential of

rangeland.

Can be used as an indicator

of agricultural biomass

production potential in

general.

1999 - present As required 100%

Climate 100%

Farming Areas To define areas

with common

agricultural

practices and

conditions

Homogenous Farming Areas As required 100%

Field

Boundaries

Demarcation of

agricultural land.

The dataset contains all the

field crop boundaries in the

Western Cape province of

South Africa. Field crop

boundaries are defined as

2006 Every 4 years 100%


the result of different

cropping patterns within one

field boundary, planting

different crops or the same

crop at different planting

dates. This separation is not

always fixed, and could vary

from year to year.

Grazing

Capacity

Agricultural grazing capacity

in the Western Cape. Ha per

large stock unit.

2008 100%

Infrastructure

Research

Farms

Define the

infrastructure of

each research

farm of the DOA

Spatial data of all the

research farms of the DOA.

2008 – present As required 100%

Infrastructure

Regional Offices

Indicate the

location of the

regional offices of

the DOA.

DOA regional offices in the

Western Cape


Infrastructure

Silos

Indicate the

location of silos in

the Western Cape

Silos in the Western Cape As required 100%

Infrastructure

Wine Cellars

Indicate the

location of wine

cellars in the

Western Cape

Wine Cellars in the Western

Cape


Land cover Describe the type

of land cover

Land cover classification of

the Western Cape

2000 – present 100%

Land type Describe the soils

that occur in the

Western Cape

Detailed description of soils

in the Western Cape

2007 - present Yearly 100%

Land use To indicate the

distribution of the

main agricultural

activities in the

province on a

broad scale

Land use categories of the

Western Cape

1992 100%

Soil surveys Detailed soil

descriptions per

farm

Soil surveys conducted at

farm level

As required 100%

Database on

livestock breed

auction prices

To track and

monitor auction

price trends of

livestock species

Annual average and highest

individual livestock breed

prices realised at game

auctions

2008 Monthly 100% as

provided by

media


2. Department of Community Safety

Table 2: Data Sources in the Department of Community Safety


Data

Year

Tenure

Sample Size

Volunteer Database

Record-

keeping of all

details of all

Bambanani

Volunteers

Name, Surname,

Address, Project

involvement, NHWatch

involvement,

community

involvement, Education,

race, sex, stipends paid

to volunteer, CPF

Details, etc.

2005, 2006,

2007

Daily

Child Rapid

Response Unit

(CRRU)

(Community

Liaison)

Record-

keeping of all

missing

children

reported to

CRRU

Name, Surname,

Address, age, race,

sex, photograph and

situational

circumstances of child,

SAPS Mas or Case

No., parents details,

suspect details in

certain cases

2005, 2006,

2007

Daily

Network Drive –

Shared on ‘Cus-

35w it/Data’

(S)/CCP/Project

Registration

databases/2002-

2008 Registration

base

Registration

of projects

Project details and

description, funding

requests and

allocations, comments

and project status

2001 - 2008 [Regular basis with regards to outstanding information on project closure]

• 184

registered

projects

• 375

registered

projects

• 377

registered

projects

• 378

registered

projects

• 204

registered

projects

• 67 registered

projects

• 21 provincial

STP areas


Database of

school-based

Bambanani

volunteers

Names of volunteers,

ID number, address,

training status,

educational

qualification

2006/2007 Daily 499 Bambanani

volunteers

Database of

provincial

victim support

volunteers

(VSV)

Where VSV are based,

ID number, personal

details, training status

2007/2008 Weekly 1579 victims

support volunteers

Volunteer Database

Record-

keeping of all

details of all

Bambanani

Volunteers

Name, Surname,

Address, Project

involvement, NHWatch

involvement,

community

involvement, Education,

race, sex, stipends paid

to volunteer, CPF

Details, etc.

2005, 2006,

2007

Daily

Child Rapid

Response Unit

(CRRU)

(Community

Liaison)

Record-

keeping of all

missing

children

reported to

CRRU

Name, Surname,

Address, age, race,

sex, photograph and

situational

circumstances of child,

SAPS Mas or Case

No., parents details,

suspect details in

certain cases

2005, 2006,

2007

Daily


3. Department of Cultural Affairs and Sport

Table 3: Data Sources in the Department of Cultural Affairs and Sport

Data

Source

Purpose Type/Description

of Data

Year

Tenure

Sample

Size

PALS Library Information Electronic / Hard

copies

NAAIRS Archive Services

resources and

artifacts

Electronic / Hard

copies

Database in

each Provincial

Museum

Provincial Museum

Resources and

Museum Technical

Services and

Museum Scientific

Services.

(Information about

museum resources

and artifacts)

Electronic / Hard

copies

Database

about various

Cultural

Resources

Cultural projects Electronic / Hard

copies

Database

about various

Heritage

Resources

Heritage projects Electronic / Hard

copies

Database

about Sport

Resources

Sport Projects

(including adult

sport and school

sport)

Electronic / Hard

copies

Reports Programme/projects

update/ progress

Soft and hard copy


4. Department of Economic Development and Tourism

Table 4: Data Sources in the Department of Economic Development and Tourism

Data Source Purpose Type/Description

of Data

Year

Tenure

Sample Size

Departmental

Operations

Performance

Management

System

Monitor

performance of all

projects, services

and initiatives in the

Department

Qualitative and

quantitative

2004 - current Daily basis

CMATS and

GroupWise

Track progress of

all correspondence

in the Department.

Track process of

liquor license

issuing.

Consumer

complaint

registration system.

Qualitative and

quantitative


Tourist Guide

Database

Capture, update

and maintain

information on

tourist guides

Qualitative and

quantitative


In Touch System Track and monitor

clients assisted by

the RED Door

Qualitative and

quantitative



5. Department of Education

Table 5: Data Sources in the Department of Education

Data Source / Report

Category Purpose Type/Description of Data Year

Stats Reports

Summarised and public information on

various statistics. Originally created to

replace glossy document circulated to

internal staff. Funded by GTZ in the

beginning

Enrolments, physical, census etc.

Reports provide public stats and first

years provide comment from Professor

Dunne on meaning of reports

2004 to

current

Institutions Mailing list of institutions categorised

by sector etc

Emis number and address details of open

institutions. Reports can be custom

selected by different parameters

Current

open

Institutions School profile etc

Details per institution. Includes

promotions, exams results, infrastructure,

school fees, address, enrolment, staff

establishment etc

1996 to

current

Enrolments: Public Ordinary

Schools

Provide learner numbers per year as

per Snap, Annual surveys or CEMIS

current

Tables of learners numbers from the

Surveys per grade for the province,

district, circuit, school per gender

1996 to

current

Promotion Survey Promotion report from Gr1 to grade 11

Tables in graphic or tabular form drills

down to school level. Pass and NP

numbers and rates per grade. Drills down

from province to school level

2007, 2006,

2003

ABET Centre ABET list of schools, display survey

information and centre profiles

Tables and graphs of learner numbers

per level and age per centre.

Centre profiles per survey year

2007, 2006,

2005, 2004,

2003

Staff Establishments Report on the basket, the allocation,

process determination and calculation SE records, letters to schools 2005 – 2008

Numeracy/Literacy

Competency Assessment

Study

Provide reports on literacy and

numeracy studies Reports: Tables and graphs

2003

Current

Finance and Budgets Report on no fee schools, section 21,

norms and standards and poverty Tabular reports

2007

Current

Treasury and other Reports Annual and quarterly treasury reports Tabular reports 2007

Current

Survey Forms Make SNAP and Annual survey

instruments available to management

Copies of the SNAP and Annual forms

that schools must complete 2005

Maps and Charts Maps and charts with summarised

data per district, sector and province Maps and Chart 2003 – 5

Schools Projects Provide to managers a view of schools

and projects. Tabular reports Current

Verification Queries

Current reports on learners and data

verification checks for CEMIS, SNAP,

ASS and for various sectors

Reports that drill down Current


Data Source / Report

Category Purpose Type/Description of Data Year

Examination results GR 12

GIS link to various Exam results, and

tabular reports to results for schools

and summarised

Reports to internal managers only

Tables of pass rates per school, subject,

project

2006 current

LSEN Sector

Display Centre Profile, learner

numbers per grade, Learner by

category and disability type

Tabular report, output HTML or Excel,

School details, learner numbers,

disabilities, LINKED to CEMIS

2007, 2006,

2005, 2004,

2003

Physical Infrastructure Report on School Rooms collected via

surveys to indicate utilisation levels

Tabular report: rooms types per school

and learner numbers 2003-7

Web links and Utilities Link data to GIS – geographical

display of learner and school data

GIS adapter reports and maps on various

subjects like basic services, utilisation,

numeracy and literacy, exam results,

projects etc

2003 to

Current

Stats Reports Summarised and

public information

on various

statistics.

Originally created

to replace glossy

document

circulated to

internal staff.

Funded by GTZ in

the beginning

Enrolments, physical,

census etc. Reports

provide public stats

and first years provide

comment from

Professor Dunne on

meaning of reports

2004 to current Annually

LSEN Sector Display Centre

Profile, learner

numbers per

grade, Learner by

category and

disability type

Tabular report, output

HTML or Excel,

School details, learner

numbers, disabilities,

LINKED to CEMIS

2007, 2006, 2005,

2004, 2003

Annually

Teacher Supply

and Demand

(Model) developed

by Prof Hall)

Educators and

Staff

Feedback

Utilities

Menu Utilities

Document

Management

Sample Focus

Programme


6. Department of Environmental Affairs and Development Planning

Table 6: Data Sources in the Department of Environmental Affairs and Development Planning


Data

Year

Tenure

Sample

Size

NEAS (National

Environmental

Authorisation

System)

Integrated

Environmental

Management tool

aimed at providing

an Environmental

reporting

mechanism on a

national (DEAT)

and provincial

(DEADP) level

• Application details

• Location of Environmental

Assessment

• Dates of decisions

• Date of Application

• Records of Decision

• Capturing EIA applications

• Updating EIA applications

• Enquiring on EIA

application statuses

• Maintenance of

information

• Reports, e-Capturing,

appending application file,

authorization

• Require additional

functionality for

Development Planning to

be added

2004 - current Daily

Jtrack (File

tracking system)

Registry system

that tracks the

movement and

accountability for

physical files in the

Department based

on last

position/person

recorded

• Registration of physical

files

• Allows users to accept

files sent to them for

forward existing files to

other users

• File numbers can be

scanned in

• Reports on file

movements

2006 - current Daily

Web-enabled

Information

System with

Geographical

Information

System

Provide spatialised

geographic data to

support decision

making in the

Departments line

processes

• Provide selected access

to spatial data, imagery to

a few main users.

• Provide internal editing

capabilities.

In process of

development

Daily


integration

functionality

• Currently provides a

mapping and spatial data

provisioning function.

Integrated Pollution and Waste Information System (IPWIS)

This system helps

regulation of the

chemical, pollutant

and waste cycle

and provides

accessible

information to

interested and

affected parties.

The system allows

for collection,

analysis, storage

and dissemination

of data related to

the chemical,

pollutant and waste

cycle. Integrates

the functions of a

Pollutant Release

and Transfer

Register and a

Register for Waste

Handlers.

• Pollution and Waste Management

Development

complete but

not yet

operational

Daily

LAWSYS (Law Enforcement and Compliance System)

Departmental

record of all illegal

matters, non-

compliance

directives, court

review applications,

prosecutions,

interdicts, court

judgments and any

other legal issues

related to the

Department.

• Bill management and

tracking module

• DEADP scheduling model

(programme, bill,

publishing, printing,

distribution)

• DEADP resource booking

module

• Committee and meeting

module

In process of

development

Daily

LAND USE PLANNING (LUP)

Administration and

Monitoring of Land

Use Planning

Applications and

Appeals in terms of

LUPO (Ord. 15 of

1985) and the

Removal of

• Zoning schemes

• Sub-divisions

• Departures from Zoning

Scheme regulations

• Re-zonings

• Removal of restrictive title

In process of

development

Will be on a

daily basis


Restrictions Act,

1967 (Act 84 of

1967).

deed conditions

• Structure plans

7. Department of Health

Table 7: Data Sources in the Department of Health


Data

Year

Which year does the data source address

Tenure

How often is

data source

updated

Sample

Size

Hospital Information

System (HIS) which

is Clinicom, Billing,

Materials

Management &

Pharmacy Systems

Clinicom and

Billing: Records

Patient Master

Index. Serves

outpatient

functions, serves

inpatient functions.

Serves a Service

Group Function.

Serves a Patient

Fees Function.

Serves a Patient

Fees

Administration.

Materials

Management:

Handles stock

control,

procurement and

related cost centre

information for

Central Hospitals.

Pharmacy:

Pharmacy Stock

Control,

Procurement and

Dispensing in

Central Hospital

Pharmacies.

Clinicom and Billing:

Patient Demographics,

Patient OPD Referral

Data. Patient

Clinical/diagnosis/procedu

re data. Patient OPD

booking/visits data.

Patients’ admissions,

discharges & transfers

data. Patient medical

history. Case note

tracking data. Patient

theatre procedure data.

Patient service group

data. Patient fees

administration data.

Management and

operational procurement

data (ledger & journal

entries). Cost centre

reporting data. Pharmacy

Stock Control data,

procurement data,

dispensing data,

management and

operational reporting data.

2001 Daily

Delta9 Records Patient

Master Index.

Patient demographics.

Patient OPD referral data.

1991 Daily


Serves Outpatient

function. Serves

Inpatient function.

Serves a billing

system function

Patient

Clinical/Diagnosis/Proced

ure data. OPD

booking/visits data.

Patients’ Admissions,

discharges & transfers

data. Patients case note-

tracking data. Patient fees

administration data.

Management and


SINJANI System used for

the capture of a

variety of

performance-

aggregated data.

Performance Data e.g.

Head counts, PDE’s etc.

from the various hospitals.

2006 Daily

District Health

Information

Systems (DHIS)

System used for

the capture of a

variety of

performance-

aggregated data.

Performance data e.g.



±1998 Daily

Primary Health

Care Information

System (PHCIS)

Records Patient

Master Index.

Records Patients

CHC visits. To

interface with

Clinicom

Patient demographics.

Patient CHC visits.

Patient case note tracking

data. Management and

Operational reporting.

2005

Daily

Meals Ordering

Dietician System

(MODS)

Allocates patient

meals to inpatients.

Patient meals allocated.

Patient meal changes.

Operational and

Management reporting

data.

± 2005 Daily

CRADLE Capture Obstetrics

and Neonatal

patient activity

Obstetrics and neonatal

data of patient.

±2004 Daily

Nursing Information

Management

System (NIMS)

Nursing personnel

admin system

Nursing demographics.

Leave monitoring. Relieve

and change list. Night

duty allowances. Agency

staff monitoring.

±2005 Daily

Emergency Medical

Service (EMS)

Monitoring and

tracking

ambulances

Ambulance response

times. Major

accidents/incidents.

±2006 Daily

Forensic Pathology

System (FPS)

System for

recording and

Death registration.

Autopsy data.

2007 Daily


managing the

disposing of the

deceased.

Certification data. Alerting

next of kin data. Legal

and forensic data

Electronic TB

Register

Capture TB

Register for the

Province.

All TB related diseases

and activity data.

Unknown Daily

Notifiable Diseases Capturing notifiable

diseases on an

electronic

schedule.

Notifiable disease related

data.

Unknown Daily

National Tertiary

Services Grants

(NTSG)

Capturing all the

aggregated data

related to the

various Medical

Specialities.

Performance aggregated

data related to specialities

within the Central

Hospitals.

Unknown Daily

Costs Centre

Manager

To create Cost

Centre Codes for

the Central

Hospitals

Cost centre code creation

data

±2005 Daily

DHIS 1.4 (update of

previous version of

DHIS)

System used for

the capture of a

variety of

performance-

aggregated data

and now includes

Notifiable Diseases

Performance data e.g.



2007 Daily

ART System (Anti

Retroviral

Treatment)

Managing patients

on Anti Retroviral

Treatment

Clinical summary of

individual patients

treatment

2007 Daily


8. Department of Local Government and Housing

Table 8: Data Sources in the Department of Local Government and Housing


Data

Year

Tenure

Sample

Size

CMIP

CMIP programme no longer

exists and had been

replaced by the MIG

The information and data is

designated per municipal

area and is provided by:

GPS Surveys Municipalities

(engineering services and

finance)

Consultancies and other

government departments

Expenditures, Project

Information, Capacity

Information municipalities

Continuous

MIG (Municipal

Infrastructure

Grant)

To support municipalities in

their bulk infrastructural

development

MIG MIS National Data

Base

April 2006 -

current

Continuous [Data spans

across the

province for all

municipalities

where

infrastructural

development is

taking place]

AFRICON

Africon is an engineering

company, which can be seen

as a valuable source of data

or as a programme. They are

very involved in the MIG and

would be the first to turn to if

we are called upon for

information on the MIG/CMIP

Playing project management

role within LGH

Water services, bulk and

reticulation with

municipalities

1997- current Continuous

M and E

Directorate:

Municipal

Performance

Snapshot

The Municipal Snapshot –

serves as an early warning

tool and gives an overall

view of municipalities

focusing on the five KPA’s.

Data sets are under

development and we are

coordinating the collection of

information with sister

departments like DEDAT,

DEADP, PT and where

The snapshot consist of

quantative and Non-

financial quantitative

information

2006 and

2007

and

2008

Quarterly Covered 20

municipalities

in the 3d

quarter of the

2007/8

municipal

financial year


necessary municipalities.

The newly established

Information management unit

will in future be the hub of

information from where M&E

will draw its information.

ADABAS –

Planning and

Development

The Directorate: Asset

Management utilises this

national, financial and

information management

system to verify ownership

status of properties and

monitor debtors. It is a

national system, which is

managed and maintained by

the national department.

Debtors (rent, rates and

taxes). The following are

also monitored:

• Appropriate asset

property planning

• Debtors and renting

of properties owned

by the Housing Board

Management and

maintenance of housing

properties owned by the

Housing Board.

Daily

Human

Settlement Data

sources

The performance of specific

programmes is monitored to

provide information for the

national database and to

provide an input for the

departmental annual report.

Information is not necessarily

designated according to

municipal areas but is

available per programme.

The department has a

legislative mandate to

oversee housing delivery

within the province and that

housing delivery

mechanisms are

implemented and aligned

with existing policy.

Information is analysed and

evaluated frequently and is

available per municipal area.

The Directorate: Human

Settlement Development

monitors the following and

thus has data on:

• Sustainable and

integrated social

housing

environments;

• Settlement upgrading

and development;

• Sustainable

settlement post land

restitution;

• Emergency housing

provision;

• Spending on

programmes; and

• Management of

informal settlements.

The Directorate: Planning

and Research monitors

the following:

• The implementation

of the departmental

housing plan.


The viability and

implementation of sectoral

housing plans of

municipalities.

Housing Project

Administration

The Directorate: Housing

Project Admin monitors

the following:

• Housing project

administration,

applications and

approvals.

• Provincial housing

subsidy

administration,

applications and

approvals.

Delivery of housing and

subsidy opportunities in

terms of budget allocation.

HSS (Housing

Subsidy System)

The Directorate: Project

Management Services uses

the HSS database to indicate

and track progress and

implementation of housing

projects/programmes and

maintenance of Housing

Board properties in the

Western Cape. The

information is collected for

reporting purposes on the

physical standard, quality

and maintenance of housing

projects.

The information is

collected by engineers

and inspectors of the

department and the

developers (municipalities

and private developers).

Provincial engineers and

inspectors verify

information provided by

the developers before a

payment is made.

Progress of projects is

tracked continuously and

information is available

per project. The following

is monitored:

• Municipalities’

performance with

progress and

implementation of

housing products.

• Maintenance of

Housing Board

Continuous


properties.

Engineers and inspectors,

according to the housing

code, minimum standards

and regulations, monitor

the above through regular

inspections and

evaluation.

The HSS is also utilised

by the Directorate: Service


Empowerment and


• Management and

implementation of the

PHP projects.

• Economic

empowerment of

communities and

emerging

contractors.

• Capacity building

programmes for

municipalities, NGO’s

and communities.

PHP (Peoples

Housing Project)

Information on the PHP is

collected for the following

reasons:

• Annual report

• Ministerial inquiries

• Parliamentary questions

• Human Rights Report

Information on EPWP must

be submitted on a monthly

basis to the Department of

Public Works and Transport

and capacity building

information is provided on a

bi-monthly basis to the

National Department of

Housing and for input into

the Annual Report of the

Department.

The Directorate: Service


Empowerment collects the

following information:

• Progress on the PHP

projects.

• Reporting on the

EPWP.

• Information on

training courses

provided.

Continuous


9. Department of the Premier

Table 9: Data Sources in the Department of the Premier

Data

Source

Purpose Type/Description of

Data

Year

Tenure

Sample

Size

Situational

Analysis

Report (Skills

Development)

A situational

analysis of skills

development in the

Western Cape.

Provide data to be

used in

development of

skills strategy for

the Western Cape

Considers the supply side of

the economy and skills

initiatives embarked on by

the public sector, Also offers

recommendations on way

forward

- Labour force

- Employment

- Skills

- Quantitative

data

2007 Once off Main stream

household

data

(including

census)

National Skills

Fund Report

(Skills

Development)

Report on progress

of NSF projects for

the Department of

Labour

Report that outlines

expenditure on NSF

projects

- Cost and

beneficiary

comparison

2007/2008 Quarterly 5 training

skills

programmes

Area managers

report

(Social

Transformation

Programme)

Determine status

quo of intermediary

structure

Address problems

and challenges

within communities

Successes

Upcoming

dates/events

Commitments of

policy/administrative

champions

Reports

Qualitative data

2007 Should be

quarterly but

not

institutionalised

as yet

21 areas

Jamboree

reports

(Social

Transformation

Programme)

Quantitative data

Headcounts Jamborees per

delivered services in 21

areas

Annually / per 21

areas

2007/08 21 areas


Intermediary

structure

contact details

(Social

Transformation

Programme)

To ensure proper

communication

between

Government and

communities, foster

participation

Currently 15

areas / to be

21 areas

Pre-Imbizo

Reports for the

21 priority

areas

Briefing notes to


Document outlines


achievements and

challenges, as well as future

plans for each line


21 priority areas

April, and

October

2006April, June

(Deputy

President Visit),

July 2007

(Presidential

Imbizo);

November 2007;

April and 2008

Imbizo

2 per year –

depending on

Presidential

Imbizo 2 per

year

21 priority

areas

High Level

Imbizo Report

Final findings report

to PTM and Cabinet

Document outlines all key

issues raised at every

Imbizo within the 21 priority

areas. Document also

highlights impact

assessment based on the

Imbizo held in April 2006

April and October

2006

Presidential

Imbizo (July

2007) and April

2008

2 per year after

each Imbizo

1 Presidential

High Level

Report

Cluster Report

Cards

Progress Reports

on Provincial

Programme of

Action (PPOA) to

the National

Programme of

Action (NPOA)

Progress Report on PPOA

aligned to the NPOA to

FOSAD and PCC

2004, 2005, 2006

and 2007

Bi-annually

Pre-Imbizo

Reports for the

21 priority

areas

Briefing notes to


Document outlines


achievements and

challenges, as well as future

plans for each line


21 priority areas

April, and

October 2006,

April, June 2007

(Deputy

President Visit),

July

2007(Presidential

Imbizo); and April

November 2007;

April 2008 and

Imbizo

2 per year –

depending on

Presidential

Imbizo 2 per

year

21 priority

areas

Provincial

Imbizo

Progress Reports

on Issues raised

Document highlights

progress made and issues

2006 – 2008 Quarterly

Progress report

27 priority

areas and


Information

Management

System

during Provincial

Izimbizo

resolved based on key

issues raised

other areas as

decided upon

by Provincial

Cabinet within

the Western

Cape

Province

End of Year

Report

Report is written in

preparation of the

State of the Nation

Address and

January Cabinet

Lekgotla for the

next year as per

input on behalf of

the Western Cape

Provincial

Government

Document highlights


Western Cape Provincial

Government, based on the

priorities as out in the State

of the Nation Address, as

well as agreed upon at the

January Cabinet Lekgotla

2004 – 2007 and

November 2008

Annually, plus

final Hand over

report for 2008

State of the

Province

Address

Deliverables

Progress and

evaluative

assessment on the

State of the

Province Address

made by the

Premier

Document highlights




priorities as set out in the

State of the Province

Address

2008 Quarterly

progress

reports and Bi-

annual

assessments

PGWC

Cabinet

Deliverables

Progress and

evaluative

assessment on

Cabinet

Deliverables

Document highlights




priorities as identified by the

Provincial Cabinet for

service delivery

implementation

2008 Quarterly

progress

reports and Bi-

annual

assessment

PGWC


10. Department of Social Development

Table 10: Data Sources in the Department of Social Development

Data Source Purpose Type/Description of Data Year

Tenure

Sample Size

[Network Drive

based/Database]

Harbouring data in

the form of

Monitoring,

assessment,

analysis and global

reports on district

offices and facilities

respectively

Type of data stored:

• Assessment and analysis

reports on District Office based

on the Organisational Capacity

Assessment Tool.

• Monitoring of district offices

based on the monitoring tool to

be emended to fit the 8

programmatic approach of

Social Development.

• Global Reports: Towards

understanding the global

regional picture as emanated

from the assessment reports.

*OCAT Tool focuses on the

following elements:

• Governance

• Management Practices

• Human Resource Management

• Financial Management

• Service Delivery – Integration

and Sustainable Service

Delivery

2003 - 2007 Quarterly Assessment,

Analysis Report,

Global Reports:

800 funded

organisations

and 16 District

Offices

assessed.

Assessment of

remaining services

to children

An assessment of services rendered

to children via children homes and

other safe havens

Periodic

assessments

Quarterly All 16 district

offices.

Process

concluded

Development and

subsequent

implementation of M

and E strategy.

To be reviewed in

2008.

Review

process

2008

The development

and subsequent

implementation of

the monitoring tool

focusing on

2007 3 yearly

monitoring

process

Offices

Monitored:

Vredendal

Caledon,

Paarl and


assessing

governance,

management and

service delivery

practices in district

offices.

Atlantis District

Offices

2 Bosasa

Facilities.

Harboring data in

the form of

Monitoring,

assessment,

analysis and global

reports on district

offices and facilities

respectively

Assessment and analysis reports on

District Office based on the

Organisational Capacity

Assessment Tool. OCAT Tool

focuses on the following elements:

• Governance

• Management Practices

• Human Resource Management

• Financial Management

• Service Delivery – Integration

and Sustainable Service

Delivery

Assessment of

remaining services

to children

Rapid Responses

Interventions- crisis

nature interventions.

Participation in a multi- disciplinary

team with line managers

Repositioning of

M&E.

Provide support and

Capacity Building to

District Offices

Decentralisation of Assessment and

monitoring function for funded

organizations to district Offices

Compliance

monitoring of non-

compliant

organisations as

indicated by the

Directorate

Partnership Support

and Fund

47 Organisations

The development

and subsequent

implementation of

the monitoring tool

focusing on

monitoring the

Provision of support to 16 District

Offices to monitor the TPAs

depending on the readiness

(Activation of payments) of the

TPAs from the Directorate

Partnership Support and Funding-

1

November

2008


Transfer Payment

Agreement (TPA).

Finalisation of the process in

October.

11. Department of Provincial Treasury

Table 11: Data Sources in the Department of Provincial Treasury

Data Source

Purpose


Year

Tenure

Sample size

Budget overview [up

to 2002 compiled

with Estimates of

Provincial

Expenditure (EPE)

and Local

Government

allocations (LGA)]

Overview of the

Budget

Financial and non-financial data

2002

Annually

PGWC

Estimates of

Provincial

Expenditure (EPE)

Statement of

budgets per vote

Financial and non-financial data

2005

Annually

PGWC

Local Government

allocations (LGA)

Convey allocation

from departments to

municipalities

Allocations to municipalities and

the conditions linked thereto

2006

Annually

PGWC and

municipalities

Provincial Economic

Review and Outlook

(PERO)

Review of the

current socio-

economic situation

of the Western

Cape and three-

year outlook

Macro-economic review and

forecast for the Western Cape

economy including labour

market, demographic trends and

poverty analysis

2006 - 2011

Annually

PGWC

(Western

Cape

boundaries)

Socio-economic

profiles

To provide a socio-

economic profile per

municipality, district

and the CoCT

Various economic and related

information per district and the

CoCT

2006/2007

Annually

PGWC and all

30

municipalities

Western Cape

Medium-Term

Budget Policy

Statement

(precursor to the

Western Cape

Fiscal Policy 2001 –

2003)

Set out medium-

term policies and

provincial revenue

sources for the

following medium-

term expenditure

framework (MTEF)

Policy and financial data

2004

Annually

PGWC and

the public


Revised estimates

of provincial

expenditure

Revision to

statements of

budgets per vote

Financial

Old

Annually

PGWC

departments

and public

and trading

entities

Consolidated

financial statement

Consolidated

financial

performance and

position of the

PGWC

departments/entities

Financial statements

2006/07

annually

PGWC

departments

and public

and trading

entitities

Financial

Governance and

Review and Outlook

Review of financial

governance

Financial management capability

assessments

2006/07

annually

PGWC

departments

and public

and trading

entitities


12. Department of Public Works and Transport Table 12: Data Sources in the Department of Public Works and Transport

Data Source

Purpose

Type/Description of

Data

Year

Tenure

Sample Size

RPM – Rational

Portfolio

Management

System

This system aligns all

departmental programmes

and projects with the

strategic outcomes of the

PGDS

Qualitative &

quantitative

2006 to

current

Ongoing

500 projects

Livelink

Enterprise Content

Management of all

correspondence and

archival data

Qualitative &

quantitative

2006 to

current

Daily

The ME Feedback

info collated by

Treasury for the

Quarterly

Performance

Measures per

Directorate’

This system seeks to

provide review info wrt

Quarterly reporting and

benchmarking

Qualitative

Current

Quarterly

Each

directorate

DTims

To improve decision

making on network

planning and budgeting

priorisation

Qualitative &

quantitative

2003 to

current

Ongoing

Entire

Provincial

roads network

RNIS

To provide project-specific information such as cash flows, project status, road attributes and performance deliverables

Qualitative & quantitative

Ongoing

Ongoing

N/a

Data base on

Engineers in

Training

To collate info on

demographic, training,

personal development and

Qualitative &

quantitative

Ongoing

Annual

Around 10

persons per

annum


Data Source

Purpose

Type/Description of

Data

Year

Tenure

Sample Size

projects pertaining to new

engineers in the Dept

Livelink for Roads

Planning

To provide workflow

information that can be

monitored and queried for

project monitoring and

future planning purposes

Qualitative &

quantitative

2007 to

current

Ongoing/daily

Around 100

applications

per annum

EPWP Quarterly

Report

To collate data regarding

EPWP projects all over

the Western Cape

Qualitative &

quantitative

2004 to

current

Quarterly

Site Visits

To do M&E on sites

checking whether sites are

EPWP Compliant or

whether proper training is

being done on the sites

Qualitative &

quantitative

Bi-weekly

Umsebenzi

Opportunities Portal

To register unemployed

and attempt to match skills

to work opportunities

Qualitative &

quantitative

2007 to

current

Daily

EPWP Sector/

Provincial Reports

Serves as input to work

opportunities of the Portal

Qualitative &

quantitative

2004 to

current

Daily


3. ConclusionConclusionConclusionConclusion

Tables one (1) to twelve (12) reflect the current provincial administrative data sources (manual and

automated) residing in the twelve (12) provincial government departments as at 31 March 2009. The

automated Management Information Systems such as the Central Education Management Information

System (CEMIS), Public Access Library System (PALS), the Integrated Pollution and Waste Information

System (IPWIS), the Housing Subsidy System (HSS) and others are key components for the proposed

PWMES automated system as these systems would constitute a fair portion of the data needed to

measure progress pertaining to the PSP. It is essential to note that the provincial administrative data

reflected in the tables are still relatively raw and has not yet been subjected to quality assessments and

that this will be a focal point in the 2009/2010 financial year.


4. RecommendationsRecommendationsRecommendationsRecommendations

1. Within the context of the PWMES, the Chief Directorate: Monitoring, Evaluation and Review will

embark on a process whereby provincial government departments will be worked with and

showcased in an attempt to enhance quality standards of the provincial administrative data. The

process will follow a staggered approach over the medium term period; the Departments of

Agriculture, Education and Community Safety will be focused on during the next financial year i.e.

2010/2011 whilst the remaining departments will be worked with and showcased over the following

two years i.e. 2011/2012 and 2013/2014.

2. A Data Assessment Report Card will be compiled for each of the provincial departments that will

indicate progress in the data quality of the provincial administrative data over the medium term

period.

3. The Data Assessment and improvement process should progressively be formalized in order to

promote buy-in amongst the individual provincial government departments.


ISBN: 978-0-621-39161-9

core directory of common data sources - western cape

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