NATIONAL TREASURY TECHNICAL ASSISTANCE UNIT (TAU) Enabling Change for Development Programme and Project Management (PPM) Update Project Management Interest Group 12 April 2012

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Page 3 Purpose of the Briefing To provide background and an update in respect of the Programme & Project Management (PPM) initiative Overview of the PPM Methodology and Toolkit The overall objective of the PPM initiative is the development, implementation and support of a PPM framework and its associated methodologies and tools within the TAU and its technical assistance activities, and across the South African public sector.

Page 4 Background: Mandate for the PPM The PPM initiative – which aims to address the key contextual challenges – derives its mandate from the following: –TAU Strategic Plan, April 2007 Explicitly identified the development and implementation of PPM as a key objective of the TAU –National Treasury Reference Group & DG Agreed to standards and Guidelines on Project Management Include programme element to get better understanding of use of terms / language & how used in public service and ultimately improve programme management Supported the undertaking of baseline research into PPM

Page 5 Background: Many different interventions have to take place in order to shift the public service to a new trajectory towards being efficient, effective and development-oriented. National Treasury has made specific commitments in this context. These commitments are captured in the Appendices to the Delivery Agreement and in presentations to the Forum of South African Directors-General (FOSAD) and includes, amongst others –Appropriate location of decision rights (with decentralisation where appropriate) and clarity regarding mandates and roles and responsibilities –Implementation support coupled with increased accountability; –Project and programme management.

Page 6 Background: There is further commitment in the Delivery Agreement that “The Performance Monitoring and Evaluation Department within the Presidency, together with the DPSA and National Treasury, will play a leading role in improving programme and project management capacity in government through a similar process of putting in place good practice guidelines and toolkits, assessing and increasing capabilities for programme and project management, and on-the-job support”. On 25 May 2010, at the Project Management Interest Group (PMIG), the Technical Assistance Unit launched the Programme and Project Management Toolkit and the eLearning Module.

Page 7 Background: The TAU has utilised the Project Management Body of Knowledge (PMBOK) as a basis for the development of the Programme and Project Management which has the following logical structure. The project management methodology and framework provides the theoretical background to project management while the various guides have been developed to assist in the support of project management. The overall framework is supported by detailed guides, tools, templates, checklists and place mats. Additionally, the material is available on the TAU website An introduction to project management is provided through an e-learning module.

Page 8 Toolkit Logical Structure Project Management Framework Integrated Project Management Methodology People & Organisation Change Framework Framework & Methodology Smaller Projects Guide Health Check Guide Project Start Up Guide Charter Writing Guide Project Sponsorship Guide Project Planning Guide Concept Phase Tools Definition Phase Tools Planning Phase Tools Implementation Phase Tools Close-Out Phase Tools Smaller Project Tools Checklists Guides Tools Placemats Alignment to TAU business process/BMIS

Page 9 Overview of PPM Toolkit

Page 10 Background: The source material was obtained from the Ontario Provincial Government’s Project Management Centre of Excellence (PMCoE). The intellectual property rights are covered through a Memorandum of Understanding between the TAU, PMCoE and the Project Management Institute. The said MOU includes the dissemination and utilisation of the PPM material for the South African public service. The material was customised to suit South African needs and now includes sections that address the Results Based Management and Outcomes approach. Additionally, the material was examined from an equity perspective and now has a toolkit that addresses both Gender and Disability in the context of project management.

Page 11 Consultation The TAU has assisted the Public Administration Leadership and Management Academy (PALAMA) in the development of project management training modules that are aligned to the proposed framework. The courses are in the process of being accredited in terms of the National Qualification Framework. The TAU has also assisted PALAMA with the training of trainers for the advanced project management course. There is a clear understanding between the National Treasury and PALAMA that the latter would provide the training to the public service, while National Treasury (through TAU) will provide the technical and related support required by departments. PALAMA was also consulted on the roll out and have committed to attend.

Page 12 Consultation Meetings were held with Deputy Directors-General of the Department: Performance Monitoring and Evaluation (D:PME) and the Department of Public Service and Administration (DPSA) to consult on potential usage of the PPM Frameworks developed, for the South African Public Service. Further consultations were held with DPSA officials dealing with Change Management to show them the PPM toolkits and to ensure that there was no duplication in approach. The TAU has received written confirmation from the DPSA that they support the initiative and have committed to attend the provincial roll outs of the PPM framework.

Page 13 Pilot Roll Out The Office of the Premier in the North West Provincial Government approached TAU to showcase the PPM framework and toolkits at a provincial Road Show in October The province committed to organise the meeting and bear the costs for the venue, refreshments and meals. TAU accepted the invitation decided to utilise the North West as a pilot to test the provincial acceptance of the PPM initiative. In line with the consultations, officials from DPSA and PALAMA were invited to attend the pilot meeting. Both DPSA and PALAMA sent representatives and made presentations at the North West Meeting.

Page 14 Pilot Roll Out The pilot meeting was well attended with 44 Provincial representatives from a cross section of departments. An analysis of the evaluation forms from the pilot meeting has shown that meeting met or exceeded the vast majority of participants’ expectations. Additionally, the feedback on the TAU representatives’ inputs and facilitation was well received. We believe that the pilot meeting with the North West Provincial Government can set the benchmark for further roll out in all the provinces.

Page 15 Pilot Roll Out

Page 16 Way forward on PPM roll outs Some provinces have indicated an interest North West Roll Out has taken place TAU intends proceeding with roll outs this financial year and would like to roll out in 2 to 3 provinces and would like to get an indication from those interested TAU has used its PPM tools to support its clients and offers this as a service to potential clients

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