Chapter 4: Annual Performance Planning 38
4.2 Content of the Annual Performance Plan 39
4.2.1 Updates on the relevant legislative and policy mandates
Where applicable, provide an update on the relevant legislative and policy mandate of the institution in the SP.
4.2.2 Updates on institutional policies and strategies
Where applicable, provide an update on the institutional policies and strategies in the SP.
4.2.3 Relevant court rulings
Complete this section if there are any court rulings that have a significant, ongoing impact on operations or service delivery obligations.
Part B: Our Strategic Focus 4.2.4 Updated situational analysis
The situational analysis provides the context for implementing the planned initiatives over the medium-term period and must be reviewed regularly. During the first year of the five-year planning cycle, the situational analysis in the APP must be the same as that in the SP. From the second year of the planning cycle, the information in the SP at the beginning of the planning cycle must be updated annually in the
APP, with changes in the institution’s internal and external environment guiding the development of the APP. Reviewing the situational analysis must take account of evaluation reports and performance information from the previous financial year; relevant research into emerging trends and the status of women, youth and people with disabilities (where applicable); and decisions taken through the use of planning tools such as Scenario Planning, SWOT analysis, PESTEL analysis, Fishbone analysis and Problem and Solution Tree analysis.
The following core elements of the institution’s environment must be included:
a) The institution’s strategic focus for the financial year.
b) Recent statistics relevant to the institution and sector.
c) Information about the medium and long term policy environment.
d) Evidence-based analysis of priorities relating to women, youth and people with disabilities, where appropriate.
e) Spatial information, where appropriate.
f) Challenges that the department has experienced in the performance environment and how it will address these over the medium-term period.
g) Emerging priorities and opportunities which will be acted on during the medium-term period.
h) Information about the institution’s capacity to deliver on its mandate.
i) Information about stakeholders which contributes to the institution’s achievement of its planned outcomes.
The situational analysis should be divided into the external environment analysis and the internal environment analysis.
4.2.4.1 External environment analysis
This section gives information about key issues in the institution’s working environment and should include:
a) Information about factors affecting the institution’s performance relating to the policy and regulatory environment.
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b) Where applicable, information about the demand for services and other factors influencing the development of the APP. This information includes trend analyses based on citizen satisfaction surveys and complaints reports.
c) Challenges that the institution experiences in carrying out its work and how it will address these over the medium-term period.
d) Demographic or relevant data that will be used to inform planning for the medium-term period.
e) Trend analysis based on Annual Reports or other reports that will inform the strategy.
f) Findings from internal or external research that will be used to inform the institution’s strategy.
g) Findings from internal or external evaluations that will be used to inform the institution’s strategy.
h) Information about the political environment which may affect implementation of the APP.
i) Analysis of environmental factors, data, trends, challenges, research findings or evaluations relating to women, youth and people with disabilities that will inform the institution’s strategy.
4.2.4.2 Internal environment analysis Describe the structure of the institution and how this, and any other internal institutional factors, affects its ability to achieve its outcomes. This section should include:
a) Information about the institution’s capacity to deliver on its mandate, including human resources, financial resources, ICT capacity and other factors.
b) The status of the institution’s compliance with the Broad-Based Black Economic Empowerment Act 53 of 2003, as amended.
c) The status of the institution’s interventions related to women, youth and people with disabilities.
Part C: Measuring our Performance
4.2.5 Institutional programme performance information
The information in this section of the APP
should be supported by a relevant planning methodology and tools and by a comprehensive diagnostic assessment. The following information about the institution’s programme performance must be included.
4.2.5.1 Programme name
Each programme and sub-programme must have a distinct name that succinctly describes its core functions. Programme names must be consistent with the Budget Programme Structure approved by NT.
4.2.5.2 Programme purpose
Each programme and sub-programme must have a statement of its purpose which describes the results that it intends to achieve with the funds appropriated to it by the legislature. The statement of the programme’s purpose must be the same as that given in the Appropriation Bill.
4.2.5.3 Programme outputs
This section must give each programme/
sub-programme’s outputs and related deliverables including, where applicable, those relating to women, youth and people with disabilities. It must be indicated which outcome each programme/sub-programme’s output contributes to. The APP’s outcomes must be the same as those in the SP.
Outputs that are the direct responsibility of an institution must be described in the list of programmes/sub-programmes. Any outputs from implementing agencies should be reflected in an annexure to the APP. Information about outputs of IPPs must be included in the relevant programme/sub-programmes.
Public entities must develop outputs in collaboration with their respective oversight departments so that the entities’ plans reflect their core mandates and their contribution to achieving government priorities.
REVISED FRAMEWORK FOR STRATEGIC PLANS AND ANNUAL PERFORMANCE PLANS
4 1 4.2.5.4 Output indicators
Each output must have at least one output indicator with related annual targets over the medium term. Output indicators can be qualitative or quantitative and must, where applicable, provide disaggregated data about women, youth and people with disabilities.
Output indicators identified from IPPs may be reflected in the relevant programme/
sub-programme in the APP.
Output indicators for the Administration programme must provide data about the strategic support that it provides to other programmes to enable them to achieve their outputs.
4.2.5.5 Targets
Targets are informed by baselines which reflect the current level of performance. Annual targets over the medium term and quarterly targets for the planning year must be provided for output indicators. For both quantitative and qualitative output indicators, there must a logical connection between indicators and targets.
4.2.5.6 Explanation of planned performance over the medium-term period
This section must provide a narrative for each programme, indicating how each of its outputs will contribute to the institution’s achieving its intended outcomes and impact, including priorities relating to women, youth and people with disabilities. A clear link must be shown between the descriptions of planned performance in terms of outputs and budget programmes.
4.2.5.7 Programme resource considerations For each programme, the institution must describe the available and the required resources which will contribute to achievement of its outputs. It must show the budget and human resource allocation for each programme and sub-programme and indicate how these allocations will contribute to achieving the planned outputs. It must also provide a narrative about any changes or trends in budget allocations and their impact on projected outputs, and about the human resources which
contribute to achievement of the programme/
sub-programme’s outputs.
4.2.5.8 Updated key risks
Information about key risks, identified in the SP, that may affect achievement of the planned outcomes and outputs, and about related risk mitigation factors, should include:
a) Key risks which may affect successful achievement of the programme’s outputs.
b) Unintended consequences of the programme’s outputs.
c) Assumptions underlying the achievement of the outputs.
d) Credible measures to mitigate identified risks.
4.2.6 Public entities
Where applicable, Part B of the APP must include a table showing the public entities, and their relevant outputs, overseen by a department.
The table must be formatted as indicated in the Guidelines for the Implementation of the Revised Framework for Strategic Plans and Annual Performance Planning which accompanies this document.
4.2.7 Infrastructure projects
Where applicable, Part B of the APP must include a table showing the infrastructure projects, and the outcomes to which they will contribute, which will be implemented during the medium-term period. The table must be formatted as indicated in the Guidelines for the Implementation of the Revised Framework for Strategic Plans and Annual Performance Plans which accompanies this document.
4.2.8 Public-Private Partnerships
Where applicable, Part B of the APP must include a table showing the Public-Private Partnerships (PPPs) that the institution has entered into to deliver on its mandated outcomes. The table must be formatted as indicated in the Guidelines for Implementation of the Revised Framework for Strategic Plans and Annual Performance Plans which accompanies this document.
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4.2.9 District Development Model
An annexure to the APP must give a table showing the projects to provide basic services that will be delivered by district municipalities during the short term planning period given the difference in provincial and local government timeframes. The table must include the allocated budgets; the projects’ location within their districts; and the roles and responsibilities of the stakeholders involved with each project.
PART D: Technical indicator descriptions TIDs must be given for each output indicator in the format stipulated in the Guidelines for the Implementation of the Revised Framework for Strategic Plans and Annual Performance Plans.