first quarter performance report 01 april-30 june 2012

FIRST QUARTER PERFORMANCE REPORT01 APRIL-30 JUNE 2012

Presented by GCIS Executive Team09 October 2012

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TABLE OF CONTENTS

1. Mandate

2. Strategic Objectives

3. Summary Of Core Programmes

4. Overview Of Organisational Environment

5. Programme Performance

6. Financial Information Per Programme

7. Conclusion

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• Provides strategic leadership in government communication•

• Coordinates a government communication system that ensures that the public is informed about govt’s policies, plans & programmes

GCIS: Our primary roleGCIS: Our primary role

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1. MANDATE

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Public Entity: MDDA

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Vision, Mission, Values

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2. STRATEGIC OBJECTIVES

• Adherence to govt communication standards• Alignment of messages across spheres of government• Empowered citizenry on govt policies, plans & programmes• Build & maintain stakeholder partnerships• Media Liaison• Cabinet cluster communications• Cluster communication advice & support to departments

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STRATEGIC OBJECTIVES: continued

• Attract & retain highly skilled human capital• Efficient & effective information technology infrastructure and systems• Effective strategic management processes & procedures• Professional internal audit services• Proactive, responsive, compliant and cost effective finance, supply chain &

facilities management

• Media bulk buying• Cost effective communication products and services for government• Manage corporate identity

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STRATEGIC OBJECTIVES: continued

• Set and influence the media agenda through a robust, proactive and efficient rapid response system.

• Manage corporate identity• Continuously measure public perception • Professionalise government communication system • Popularise the Presidential Infrastructure Coordinating Commission work

3. SUMMARY OF THE CORE PROGRAMMES3. SUMMARY OF THE CORE PROGRAMMES

SUMMARY OF THE CORE PROGRAMMES continuedSUMMARY OF THE CORE PROGRAMMES continued

4. OVERVIEW OF ORGANISATIONAL ENVIRONMENT

• The Chief Directorate: Training and Development was transferred from Programme 2 to Programme 1.

• Directorate: Human Resource Development was also transferred from the Chief Directorate: Human Resources to the Chief Directorate: Training and Development.

• The following policies were approved:▫ Retention Policy▫ 2011/13 Procurement Policy ▫ Reasonable Accommodation plan for Employees With Disabilities was

approved.▫ Human Resource Development implementation plan was approved.

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Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate services

Sub-programme objectives: Attract & retain highly skilled human capitalAnnual Target Quarter 1

(1 April-30 June)Actual Achievement against

targetReason for Variance

Expenditure

100% of GCIS staff’s performance agreements and annual assessment signed

100% of GCIS staff’s performance agreements and annual assessment signed

100% annual assessments done. Performance agreements of all employees (469) were signed on deadline

None Personnel funds

4 reports on the implementation of the EE Plan

1 report on the implementation of the Employment Equity (EE) Plan

The report was compiled and included the following EE statuses: Africans: 80,2%; Coloureds: 7,2%; Indians: 3.3%; Whites: 8,8%; employees with disabilities (EWDs): 2,4%; females in Senior Management Service: 54%.


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Programme 1: Administration5. PROGRAMME PERFORMANCE5. PROGRAMME PERFORMANCE

Achievements


Sub-programme objectives: Attract and retain highly skilled human capitalAnnual Target Quarter 1



Expenditure

Maintain 10% vacancy rate

Maintain 10% vacancy rate

Vacancy rate: 4%; filled posts: 96%.


Work Skills Plan (WSP) approved and implemented

Workplace Skills Plan (WSP) and annual training report approved

WSP and annual training report approved on 27 June 2012.


Reasonable Accommodation (RA) plan developed and approved

Reasonable Accommodation (RA) plan for Employees with Disabilities approved

RA plan for Employees with Disabilities approved on 13 June 2012.


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Programme 1: AdministrationPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued

Achievements

Strategic Objective: Provide a responsive, cost-effective, compliant and business focused corporate servicesSub-programme objectives: Provide proactive, flexible, compliant and cost effective finance, supply chain and facilities management

Annual Target Quarter 1(1 April-30 June)

Actual Achievement against target

Reason for Variance

Expenditure

Annual supply-chain management statistical reports

Procurement statistical reports on payments, orders, bids and empowerment of historically disadvantaged individuals

• 98% (2 656) of the 2 710 payments were processed within 30 days.

• 3 bids were received for the quarter.


Submission of accurate annual financial statements

Compile and submit the 2011/12 Annual Financial Statements

The 2011/12 Annual Financial Statements were submitted to National Treasury and the AG on 31 May 2012


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Achievements


Sub-programme objectives: Implement efficient and effective strategic management processes and procedures in line with the relevant legislation



Reason for Variance

Expenditure

Four quarterly performance reports produced according to the specified timeframes and within the prescribed legislation

2011/12 fourth quarter report.

The fourth quarter performance report was submitted to National Treasury.


Table the departmental Annual Report (AR) in Parliament within the legislated timeframes

Submit the draft 2011/12 AR to the Auditor-General (AG) by 31 May 2012

The AR was submitted to the AG on 31 May 2012.


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Achievements


Sub-programme objectives: Set and influence adherence to government communication standards



Reason for Variance

Expenditure

20 training sessions on media and communications strategy development on request

5 training sessions on media and communications strategy development on request

6 training sessions were held•Gauteng and KZN•Minister for Performance Monitoring and Evaluation heads of mission – Department of International Relations and Cooperation (DIRCO) and SABC•Umzimvubu councillors


4 induction sessions with new communicators

1 induction session for new communicators per quarter

3 induction sessions were held: •Umzimvubu councillors (including Mayoral Committee•Senior Communication Officers•Gauteng and KZN municipalities.


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Programme 1: AdministrationPROGRAMME PERFORMANCE PROGRAMME PERFORMANCE continuedcontinued

Achievements


Sub-programme objectives: Set and influence adherence to government communication standards



Reason for Variance

Expenditure

Academic symposium with at least 10 geographically representative academic institutions in partnership with Public Administration Leadership and Management Academy (PALAMA) to secure buy-in for a recognised credit-bearing qualification

Engagements with academic institutions, PALAMA and the Public Relations Institute of South Africa (PRISA) for an academic symposium at the end of the quarter

The engagements with PRISA and PALAMA took place. However, it emerged that the symposium will not take place during the first quarter. PRISA developed a joint draft programme and work plan.

Postponed to August as academics confirmed that June was an inappropriate time to stage the symposium

The symposium took place on the 10-11 September 2012.

Personnel funds

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Programme 1: Administration Non-Achievements

PROGRAMME PERFORMANCE PROGRAMME PERFORMANCE continuedcontinued

Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication systemSub-programme objectives: Provide strategic leadership and support in government communication through media monitoring, research, surveys and analysis to understand the communication environment and the pulse of the nation



Reason for Variance

Expenditure

4 impact assessments reports

1 impact assessment report per quarter

Quarterly impact assessment report produced.

None R883 006.80

4 Pulse of the Nation reports a year

1 Pulse of the Nation reports a year

Submitted Pulse of the Nation Report to management for review, finalisation and sharing with political principals

None R173 000.00

720 media coverage reports

180 media coverage reports per quarter

244 media coverage reports that captured, national and international broadcast and online media reporting on government, the country and key national and international developments.

Exceeded target due to increased demand for products and services.

R387 000.00

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Programme 2: Communication and Content ManagementPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued

Achievements

Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective

government communication system

Sub-programme objectives: Provide strategic leadership and support in government communication through media

monitoring, research, surveys and analysis to understand the communication environment and the pulse of the nationAnnual Target Quarter 1



Expenditure

284 Regular and ad-hoc analytical reports

72 Regular and ad-hoc analytical reports

77 Regular ad-hoc analytical reports produced.

None R438 000.00

48 sets of key messages

12 key messages 23 Key messages developed. Exceeded target due to increased demand for CRC’s communication content development.

Personnel funds

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Achievements

Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication system

Sub-programme objectives: Develop content and create platforms to grow the voice of government



Reason for Variance Expenditure

20,4 million copies of the newspaper produced annually

5,1 million copies of the newspaper produced per quarter

Printed 5,1 million copies of the newspaper

None R1 417 000.00

5 040 Braille copies produced annually

1 260 Braille copies produced

1 189 Braille copies were produced. The distribution database for the Braille version fluctuates per edition.

The Northern Cape GCIS office reduced the number of copies they used to receive since April 2012.

R131 000.00

120 000 copies of Public Sector Manager (PSM)

30 000 PSM copies produced

31 286 copies of PSM were produced.

Additional copies were printed

Cost carried by Supplier

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Achievements


Sub-programme objectives: Manage corporate identity for government



Reason for Variance

Expenditure

Respond to 40 requests for advice on corporate identity

Respond to 10 requests for advice on corporate identity per quarter

19 corporate identity requests were handled in the first quarter.


Conduct 4 workshops structured to communicate corporate identity policies and procedures to internal and external stakeholders

1 workshop per quarter 5 workshops were conducted with Chief Justice and DIRCO (x 2), with Tourism, and with Science and Technology.


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Achievements


Sub-programme objectives: Provide expertise to offer the best communication solutions to government through professional language services




Language services based on approximately 150 requests from GCIS and government departments

40 language service requests received from GCIS and other government departments

164 language service requests received from GCIS and other government departments:77 editing requests70 proofreading requests10 translating requests 7 content requests.

There has been a high demand for language services and the requests are often urgent and high level.

Personnel funds

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Programme 2: Communication and Content Management PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued

Achievements

Strategic Objective: Building people, products, processes and a reliable knowledge base to ensure an effective government communication systemSub-programme objectives: Provide expertise to offer the best communication solutions to government through professional language services

Annual Target Quarter 1 (1 April-30 June)


Reason for Variance

Expenditure

40 000 GovComms copies produced annually

10 000 GovComms produced

GovComms was not produced in the quarter under review.

The first edition of GovComms for 2012 was produced with the July PSM edition.

R 0.00 (No expenditure)

Annual production of 40 000 copies of the SAYB, 4 000 DVDs, and 20 000 copies of the Pocket Guide to South Africa

40 000 copies of South Africa Yearbook (SAYB) 2011/12 printed; DVD development; 25 000 copies of the Pocket Guide to South Africa 2011/12 printed

The SAYB 2011/12 was sent to print on 20 June 2012

The high demand for language services by client departments.

R 0.00 (No expenditure)

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Programme 2: Communication and Content Management PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued

Non-Achievements

Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the publicSub-programme objective: Inform the citizenry on government’s policies, plans, programmes and achievements




2 460 communication campaigns through various platforms

615 development communication projects aligned to the Government Communication Programme and 5 key priorities

724 development communication projects were implemented through seminars, community media engagements, workshops, and door-to-door and outreach projects.

A variance of 127 projects, public participation events, Budget Vote and provincial outreach events.

R966 000.00

3 280 community and stakeholder liaison visits

820 community and stakeholder liaison visits.

824 community and stakeholder liaison visit

Stakeholder liaison visits exceeded the target due to involvement in Phelophepa health train.

R2 822 000.00

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Programme 3: Government and Stakeholder EngagementPROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued

Achievements

Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the publicSub-programme objective: Inform the citizenry on government’s policies, plans, programmes and achievements



Reason for Variance

Expenditure

Annual production of 44 electronic My District Today newsletters

11 electronic My District Today newsletters published

12 electronic My District Today newsletters published

None. Personnel funds

One million copies of government communication materials distributed

250 000 communication materials, such as pamphlets, distributed

A total of 510 692 government communication materials were distributed.

Additional materials were distributed through post-SoNA seminar, provincial Budget Vote and SoNA activations.

Cost included in stakeholder liaison visits

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Programme 3: Government and Stakeholder EngagementAchievements

PROGRAMME PERFORMANCE continuedPROGRAMME PERFORMANCE continued

Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the public

Sub-programme objective: Aligned messages across the three spheres of government to ensure coherenceAnnual Target Quarter 1

(1 April-30 June)Actual Achievement

against targetReason for Variance

Expenditure

Developed cluster communication strategies and GCP

Review and develop cluster communication strategies and GCP aligned to the cluster communication strategies

All cluster communication strategies were reviewed, aligned to GCP and finalised.


Cascade government content to national, provincial and district forums

Report about presentations on government content at national, provincial and district communication forums per quarter

36 presentations of government content were done nationally. 17 by cluster supervision unit and 19 by the provincial and local liaison unit


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Strategic objective: Maintain and strengthen a well-functioning communication system that proactively informs and engages the publicSub-programme objective: Provide strategic leadership and support in government communication by building, maintaining and improving relations with the media and driving the communication agenda




Implement media plan once a month (i.e. planned communication of minimum one priority a month)

3 media statements and/or briefings on the priorities

7 media briefings were held on the five priorities.

Coordinated more media briefings than envisioned. Coordinated more media engagements than envisioned

Personnel funds

80 media engagements facilitated (i.e. 10 per month for eight months)

20 media engagements facilitated

52 media engagements were implemented. GCIS facilitated 20 media statements and 32 media advisories during this quarter.

Coordinated more media engagements than envisioned. There were more requests than anticipated from government departments.

Personnel funds

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Sub-programme objective: Provide strategic leadership and support in government communication by building, maintaining and improving relations with the media and driving the communication agenda



Reason for Variance

Expenditure

Annual government engaged with the Foreign Correspondents’ Association (FCA) and Press Gallery Association (PGA)

Annual engagement with the FCA

The GCIS engaged with members of the FCA including CNN


47 weekend reports 13 media environment reports produced and shared for management in GCIS and The Presidency

12 media environment reports were produced and shared for management in GCIS and The Presidency.

The target of 13 could not be met because of a public holiday on 8 April 2012 (Easter).

Personnel funds

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Sub-programme objective: Provide strategic leadership and support in government communication by building, maintaining and improving relations with the media and driving the communication agenda




680 reports on the implementation of the annual marketing and communication plan

170 reports of marketing events per Thusong Service Centre

89 Thusong marketing events were done through outreach events, community media interviews and radio talk shows.It included 9 integrated joined-up mobiles.

There was a variance of 90 marketing events.

R586 000.00

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Programme 3: Government and Stakeholder EngagementNon- Achievements


Strategic objective: Provide efficient and effective production, media bulk buying and an advertising agency for government Sub-programme objective: Provide cost-effective media bulk buying services for government




150 media buying campaigns implemented

37 successful media buying campaigns implemented

52 successful media buying campaigns were implemented.

There was an increase in the number of media campaigns requests coming through from clients departments.

The costs are relatively carried by the departments.

Produce or deliver 1 900 products for government

Produce or deliver 475 products for government

756 products for government were produced.

The target was exceeded, since more requests were received from The Presidency and government departments than anticipated.

R1 545 000.00

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Programme 4: Communication Services AgencyAchievements


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Programme 1: AdministrationGCIS NEW OFFICE BUILDING


Project is 55% doneWorking drawings completed for construction of internal servicesThe tender process for the IT installation has commenced with partitioning and ceiling tender in process of being adjudicatedOccupation date of 1 May 2013 still on trackRefer to photos of progress as at end of June 2012 below

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Programme 1: AdministrationNEW OFFICE BUILDING


ISIVUNO PROPERTIES TOTAL PAYMENTS ( incl VAT)Sub-Contract company responsible for the execution of various services

Purchase order amount Invoice amount paid so far

Total balance

Total R32, 522,299.99 R6,831,641.61 R25,690,658.38

6. FINANCIAL PERFORMANCE PER PROGRAMME 6. FINANCIAL PERFORMANCE PER PROGRAMME

FINANCIAL PERFORMANCE PER PROGRAMME cont. FINANCIAL PERFORMANCE PER PROGRAMME cont.

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FINANCIAL PERFORMANCE PER PROGRAMME cont… FINANCIAL PERFORMANCE PER PROGRAMME cont…

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FINANCIAL PERFORMANCE PER PROGRAMME conti… FINANCIAL PERFORMANCE PER PROGRAMME conti…

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• A once-off transfer payment of R20 million was made to the A once-off transfer payment of R20 million was made to the MDDA in May 2012MDDA in May 2012

• Quarterly meetings are held to discuss the expenditure Quarterly meetings are held to discuss the expenditure trend and financial reportstrend and financial reports

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TRANSFER TO ENTITIESTRANSFER TO ENTITIES

7. CONCLUSION

There were 98 quarterly targets to report on:•79 targets were achieved, 14 were delayed and 5 were not achieved. •18 targets are related to the Estimates of National Expenditure (ENE) indicators, of which 16 were achieved and 2 were delayed. •Corrective measures have been put in place for the targets that were reported as delayed or not achieved.

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- End -

Thank you

first quarter performance report 01 april-30 june 2012

Documents

strategic objectivesadherence

strategic leadership

strategic objectives3

human resources

quarter performance

core programmes summary

govt policies

following policies