National Department of Public Works The implementation of GIAMA in National and Provincial Government Portfolio Committee on Public Works 16 October

1. Introduction This presentation outlines the proposed plan for the implementation of the Government Immovable Asset Management Act in the National and Provincial spheres of Government. 2

2. Current Status The Government Immovable Asset Management Bill [B1B-2006] was adopted by both National Assembly and National Council of Provinces and has been submitted to the President for approval. In the interim, DPW has:  Finalized a comprehensive guideline for the compilation of User Asset Management plan (U-AMP) and has been distributed for further comment.  Developed a comprehensive discussion document on the proposed approach to extend GIAMA to local government, which was presented to dplg.  Established a DPW/dplg task team which will look into the best way to extend the principles and objectives of GIAMA to Local Government, taking into account existing legislation. 3

Current Status (continued)  Established the GIAMA Technical Committee consisting of representatives of both National and Provincial Custodians, that will meet at least once every 3 months to -  make inputs on guidelines, norms & standards, minimum requirements, etc;  develop a common approach to the compilation and maintenance of immovable asset registers;  develop an implementation plan for both national and provincial department; and  advise Minister/MEC’s and DG/HOD’s of Public Works on guidelines, norms & standards, minimum requirements, etc. 4

Current Status (continued)  Commenced with workshops, discussions and interactions to highlight to provincial departments the requirements of GIAMA. The workshops and briefing sessions that we have conducted to date are:  KwaZulu-Natal Provincial Department  Eastern Cape Portfolio Committee  Eastern Cape Provincial Department  Mpumalanga Provincial Department  Limpopo Provincial Department  DPW Property Managers Forum  DPW Top Management Committee  DPW Asset Managers and IT Managers 5

Current Status (continued)  Commenced with the development of other guidelines such as the compilation and maintenance of immovable asset registers as per the requirements of GIAMA. GIAMA remains a standing agenda item at all Public Works HOD and MIN/MEC meetings. DPW continuously consults with National Treasury to ensure consistency with the Public Finance Management Act (PFMA) and its regulations, as well as National Treasury’s Asset Management Guideline. 6

3. Responsibilities of User A user of immovable assets utilises such assets to give best effect to its functions and therefore must produce a user asset management plan (U-AMP) to ensure:  accountable, fair and transparent utilisation of immovable assets;  effective, efficient and economic use of immovable assets;  reduced overall cost of service delivery;  reduced demand for new immovable assets. 7

4. Responsibilities of Custodians Custodians are responsible for the efficient & effective management of immovable assets throughout their life-cycle and therefore must produce a custodian asset management plan to ensure that immovable assets are:  provided in a transparent & cost effective manner to meet the service delivery requirements of users;  maintained in the state in which they would optimally support service delivery objectives;  assessed in relation to performance, suitability, condition & effect that condition of an asset has on service delivery ability; and  disposed of if the assessments so indicate. 8

5. Immovable Asset Management Plans  All national and provincial departments will be required to annually compile an Asset Management Plan (AMP) that will form part of Government’s strategic planning & budgeting processes.  A department responsible for custodial functions in respect of immovable assets will compile a Custodian AMP (C-AMP) that must cover all the immovable assets (State-owned and leased) that such custodian controls or intends to control.  A user of immovable assets will compile a User AMP (U-AMP) that must cover all the immovable assets (State-owned and leased) that such department uses or intends to use.  Custodians and users of immovable assets should jointly conduct the annual strategic planning process. Custodians must assist users by availing information pertaining to:  performance of immovable assets allocated to such users; and  available feasibility studies on acquisitions, refurbishments and assets to be surrendered. 9

Immovable Asset Management Plans (Continued)  All AMPs must be submitted to the relevant Treasury annually (on a date to be determined by that Treasury).  AMPs will inform the annual budgetary process and must be revised once budget allocations are finalised by the relevant Treasury.  Revised AMPs must be included in the annual strategic plans of national and provincial departments and will therefore be presented to Parliament & Provincial Legislatures respectively. 10

Nov to April User (assisted by Custodian) prepare U-AMP for next financial cycle May User submit U-AMP to relevant Treasury and Custodian June to August Custodian assesses U-AMPs in terms of total portfolio and submits C-AMP to relevant Treasury Sept to Oct User, Custodian and relevant Treasury to finalise budget proposals for consideration by MTEC November Budget allocations approved by relevant Treasury Immovable Asset Planning & Budgeting Cycle User’s strategic objectives Immovable asset information (To be provided by Custodian) 11

12 6. Implementation requirements  Minister of Public Works to consult with role-players and to publish a plan that determine the dates for implementation of GIAMA  For the implementation to take effect the Minister must:  Publish regulations and guidelines for Immovable Asset Management Plans  Publish norms and standards in support of Immovable Asset Management and Asset Management Plans  Determine the applicable dates for implementation by Users and Custodians  Exempt departments or assets to which GIAMA does not apply

7. Key Role-players  National Treasury  Office of the Accountant-General  Budget Office  Provincial Treasuries  Custodians  National Department of Public Works  Department of Land Affairs  Department of Water Affairs & Forestry  Provincial Departments of Public Works  Other Provincial Custodians  Users  National & Provincial 13

8. Provincial Pre-implementation  Self assessment questionnaire to assess state of readiness  Each Province prepare a step by step implementation proposal for implementing GIAMA in that province  Commence systematic update of immovable asset register information with essential information  Determine which properties each custodian is responsible for Where custodianship is undetermined or in dispute between national and provincial, a “deemed custodian” must be determined through consultation, until vesting has been confirmed  Determine who is occupying the facilities, taking into account shared facilities Shared facilities include multiple provincial users and national/provincial users 14

9. GIAMA State of Readiness  Given the varied state of readiness of users and custodians, the Minister of Public Works would need to consider a phased approach to the implementation of GIAMA.  As a custodian, NDPW has done some preparatory work to implement GIAMA and National Government is therefore in a position to precede Provinces with the implementation of GIAMA.  Each custodian (in consultation with users, where applicable), must submit a proposal on the implementation of GIAMA in its sphere of operation to the DG of NDPW, based on the following parameters:  state of immovable asset register;  institutional capacity ; and  specific constraints that such custodian and users may face. (A self- assessment questionnaire will be provided to assist custodians.)  NDPW, in consultation with all custodians will prepare a single implementation plan for GIAMA taking cognisance of such proposals. 15

10. Guidelines and Regulations  Planning Guides  Immovable asset management  User asset management plans  Custodian asset management plan  Custodian Guides  Life-cycle management  Condition assessment  Asset performance measurement  Feasibility assessment  Asset register (compilation and maintenance)  Valuation  Operations Guides  Acquisition of immovable assets  Maintenance (Planned and day-to-day)  Facilities Management and Operations  Disposal of immovable assets 16

11. Norms and Standards  Classification system for assets  Space and cost norms of each asset class  Service life and life-cycle costing  Condition norms and maintenance standards  Facilities management standards  Required performance standards 17

12. Institutional Capacity  Required skills:  Strategic planning  Financial management  Technical  Internal policies & processes aligned with GIAMA  Asset management policies  Strategic management & budgeting processes in both user and custodians  Asset-, property - & facilities management processes  Customer satisfaction measurement & monitoring  Asset Performance Management Frameworks (Custodians only)  Monitoring & evaluation of implementation of GIAMA within the ambit of a custodian’s responsibility 18

13. Technical Committee Deliverables  The following issues were identified during the meeting of the GIAMA Technical Committee as priorities for uniform guidance to all provinces:  Government officials in state owned housing – National and Gauteng  Valuation of properties - National  Leasing of accommodation from the private sector – National, Gauteng, North West and Free State  Minimum requirements for the asset register – National and Limpopo  Vesting of state owned properties – National and Western Cape 19

20 Technical Committee Deliverables (Continued )  Devolution of property rates and taxes – National and Gauteng  SA Schools Act (School board vs custodian responsibilities) - National  Each Province may establish sub-forums for Users and Custodians  Training and workshops will be conducted on a regular basis

14. Key milestones before implementation ItemDate Technical forum established31 August 2007 Circulate draft U-AMP Guideline for comment Consultation workshop (National and Provincial) Guideline for U-AMP (approved by Minister) 15 September October November 2007 Circulate draft C-AMP Guideline for comment Consultation workshop (National & Provincial) Guideline for C-AMP (approved by Minister) 15 November February March 2008 Publish draft regulations for comment Regulations for implementation of GIAMA gazetted 28 February March 2008 Priority Space Norms First draft of planning guidelines completed 28 February June

15. Proposed implementation dates Sphere of governmentDate to commence preparation of first AMPS in terms of GIAMA Date to submit first AMP to custodian and relevant treasury National Government UsersNov 2007May 2009 CustodiansNov 2007Aug 2009 Provincial Government UsersApr 2008May 2010 CustodiansApr 2008Aug

16. Conclusion GIAMA affords government the opportunity to improve service delivery through:  A facilitated process to improve asset management  Structured immovable asset management plans to improve:  implementation of new maintenance and operational programmes  funding of asset related activities  Developing people to fulfil the GIAMA-related functions at national and provincial level  It is therefore vitally important that Departments are well versed with their current asset portfolios and future requirements in order to plan appropriately. 23

THANK YOU!!! 24