5. PHASE 4: PROJECT REGISTRATION AND EVALUATION
5.2. Project registration
54 budget need. From the registration process it can already be assessed how much of the funds are already committed, what is the back lock etc.
Set-up of prioritisation/evaluation process
It is important to agree on criteria, weights and manner of reporting before the actual prioritization occurs. A relevant technical team ought to be elected.
Prioritisation/Evaluation The actual prioritization exercise should be objective and accurate and completed through a technical process.
Draft prioritised project list A draft prioritization list will result from the prioritization process. This list should be presented to key officials and politicians to assess implications of the municipal strategies and priorities.
Assess implications and choices Implications ob strategic objectives, mandates and timeframes should be assessed. One prioritization scenario might address economic priorities but not the provision of basic infrastructure for example.
Draft list for comments A final draft list ought to be circulated back to departments for their comments. Final one-on-one discussions with departments are concluded and concerns and issues highlighted.
Decision The decision on a draft budget ought to be taken by at least the mayoral committee.
55 USER GUIDELINES: 2011-12 PROJECT REGISTRATION TEMPLATE
Note: Submissions should be at a project specific level and not at a programme level. For example
municipality wide street lighting is seen as a programme and for this template submission, specific projects should e.g. be submitted as per the areas where streetlights will be installed.
General Guidelines
Only use the white cells to fill in details, in two ways:
1: Use provided drop-down list to select the relevant answer:
2: For those cells that do not have a drop-down list, please type in requested information:
or
Do not change format of cells, copy or move cells, or delete cells
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Financial Details Capital budget per funding source
• DO NOT fill in the Total columns; these have been set to calculate automatically.
• Fill in the budget amount in the correct funding source line, separately for every year.
• Provision has been made for the 2 years preceding the 2011-2012 budget year, as well as the five budget years of the current IDP cycle.
• Fill in only the applicable year and source lines; the remainder of the table can be left as is at R0.00.
Expected operational costs
If the project is expected to have an impact on operational costs, please fill in a cost estimate in the correct year column, below the capital budget table.
Functional areas as per treasury requirements
Select the relevant functional area for the project, from the drop-down list:
01 Executive & Council 02 Finance & Admin 03 Planning & Development 04 Health
05 Community & Social Services 06 Housing
07 Public Safety 08 Sport & Recreation 09 Environmental Protection 10 Waste Water Management 11 Road Transport
12 Water
13 Electrimunicipality 14 Other
Expected increase in annual income for the municipality
• If the project is expected to result to annual income for the municipality, please fill in the estimated amount in the correct year/s.
• DO NOT fill in the Total column, as it has been set to calculate automatically Indicate project
targets/deliverables
• Departments need to indicate ( fill in ) specific targets and deliverables for each proposed project as per Capital budget per funding source section e.g.
a roads project should indicate the km of roads that will be constructed, water and electrimunicipality e.g. the number of new connections or number of streetlights etc.
Project Location
GIS Coordinates • ONLY fill in the GIS coordinates if you are 100% sure of the correct coordinates.
• Provide in the standard format of: 00◌ 00' 000"
• Otherwise, please indicate the location of your project manually on the map provided or submit location maps of your own.
Ward number – project location
Enter the ward number/s of the ward/s where the project is located Ward number/s – ward/s
benefitted
Enter the ward number/s of the ward/s where the project will have an impact, e.g. the areas which will received a services like water (in case of certain projects this may only be the ward/s where the project is located, e.g. in case of street lights).
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Technical Details
Basic services Choose yes if the project is about providing water, sanitation, electrimunicipality, refuse removal or community roads.
Disaster management Choose yes if the project is directly about a disaster management initiative.
Primary health care Choose yet if the project directly contributes to primary health care, e.g. building or expanding a clinic, buying medical equipment, ambulances, etc. NOT
applicable to e.g. indirect contributions such as water purification or sanitation (see basic services above).
Size of community impacted on
Choose estimate from drop-down list:
• Local community e.g. street lighting for as specific street or neighbourhood/ Ward.
• Region / group of communities, e.g. water provision for a region, a facilities that services a group of neighbourhoods / wards, a road improvement crossing wards
• Municipality-wide: e.g. a major new investment used by all in the municipality, improving services for all in the municipality (only a few major projects may meet this level)
AG Issue, existing contract or legal requirement
If the project is required in terms of any of these, proof has to be submitted together with the completed template, e.g. an electronic or paper copy of the AG issue that is addressed, current contract, the exact details of the legislation complied with (e.g. law name and section number).
Procedural requirement This refers to various requirements that may have to be met before the project can be completed, e.g. an EIA, a traffic impact study, land that has to be acquired, detail urban design plans, etc. If yes is chosen, the details of each of the
requirements have to be noted in the spaces provided (one requirement per space).
Implementation Implementation refers to the spending of a capital budget received and might include the final design and compilation of tender documents. It does not refer to initial conceptualisation, feasibility studies etc.
The other two questions in this section are self-explanatory and require a selection from a drop-down list.
Strategic Perspective
KPIs Rate the extent to which the project contributes towards each of the listed Key Performance Indicators (drop-down list provided).
Strategic Objective Only select the strategic objective which is MOST relevant for this project (many projects may contribute indirectly to multiple objectives).
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