1. 1 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Presentation to ASKN workshop, Dakar Stats SA: Planning & reporting: “Getting statisticians to plan, monitor & report” Annette Myburgh Executive Manager: Programme Office Statistics South Africa 28 September 2010 to 1 October 2010

2. 2 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Content 1.Statistics South Africa: Challenges regarding planning, budgeting & reporting 2.South Africa: Legislation on planning, budgeting, monitoring & reporting 3.South Africa: Planning, budgeting & reporting cycle of Government 4.Stats SA: Developed integrative planning, budgeting & reporting cycle 5.Stats SA: Key concepts in planning, budgeting & reporting

3. 3 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Content 6.Stats SA: Developed planning & budgeting process 7.Stats SA: Strategic planning 8.Stats SA: Project & operational planning, budgeting & reporting by statisticians 9.Stats SA: Integrated outputs from operational planning 10.Stats SA: Management information reports 11. Stats SA: Management information website

4. 4 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 1. Statistics South Africa (Stats SA): Challenges regarding planning, budgeting & reporting

5. 5 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Statisticians 1. Challenges faced by Stats SA Lack of management experience & knowledge of planning, budgeting & reporting Lack of capability & capacity in project & operational planning, budgeting & reporting Lack of integration across functions, operations & projects during implementation Lack of coordination Lack of management information

6. 6 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 2. South Africa: Legislation on planning, budgeting, monitoring & reporting

7. 7 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 As national government department Statistics South Africa has to comply with legislation regarding planning, monitoring & reporting (supplying performance information): Statistics Act (Act No. 6 of 1999) Public Finance Management Act (PMFA) (Act No. 1 of 1999) National Treasury Regulations for government departments (issued in terms of the PFMA) (May 2002) National Treasury Framework for Managing Programme Performance Information (May 2007) 2. Legislation on planning, budgeting & reporting

8. 8 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 3. South Africa: Planning, budgeting & reporting cycle of Government

9. 9 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Oversight By Parliament Policy development Strategic planning INSTITUTION Stats SA Implementation and in-year reporting Specify performance indicators Set targets & allocate resources Monitor & take corrective action Assess & adjust Operational planning & budgeting End-year reporting 3. Planning, budgeting & reporting cycle of Government

10. 10 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 4. Stats SA: Developed integrative planning, budgeting & reporting cycle

11. 11 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 4. Integrative planning, budgeting & reporting cycle

12. 12 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 5. Stats SA: Key concepts in planning, budgeting & reporting

13. 13 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 IMPACT OUTCOMES OUTPUTS ACTIVITIES INPUTS What we aim to change What we wish to achieve What we produce or deliver What we do What we use to do the work Plan, budget, implement (operational planning & budgeting) Manage towards achieving results (Strategic planning) 5. Key concepts in planning, budgeting & reporting

14. 14 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 6. Stats SA: Developed planning & budgeting process

15. 15 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 6. Planning & budgeting process Cabinet Lekgotla Cabinet Lekgotla Government planning/ policy development Stats SA integrated strategic & operational planning & budgeting Confirm strategic & operational plans & budgets MTSF/ National priorities Programme of action Strategic direction Strategic direction Confirm strategic objectives Strategic priorities MTEF planning MTEF planning 3 year priorities & plans Divisional strategic plans 1 year detail plan & budget Operational plans MTEF request Operational Planning & budgeting Operational Planning & budgeting April January April/ May Cluster/Divisional strategic planning Cluster/Divisional strategic planning Oct/ Nov/ Dec Budget allocation – confirm 3-year plans Stats SA’s work programme May/ June Confirm 1 year detail plan & budget ENE Operational plans Operational Planning & budgeting Operational Planning & budgeting

16. 16 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 7. Stats SA: Strategic planning

17. 17 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Vision of Stats SA Your leading partner in quality statistics 17 7. Stats SA: Strategic planning

18. 18 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Mission of Stats SA To lead and partner in statistical production systems for evidence-based decisions 18 7. Stats SA: Strategic planning

19. 19 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 1.To expand the statistical information base by increasing its depth, breadth & geographic spread 2.To enhance public confidence & trust in statistics 3.To improve productivity & service delivery 4.To lead the development & coordination of statistical production within the South African National Statistics System 5.To invest in the learning & growth of the organisation 6.To promote international cooperation & participation in statistics Stats SA: Strategic Objectives 19

20. 20 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 1.Large projects e.g. Population Census, Living Conditions Survey, Income & Expenditure Survey, ISI 2009 etc. 2.Recurring projects e.g. Monthly Consumer Price Index, Quarterly Labour Force Survey, Quarterly Financial Statistics etc. 3.Other operations e.g. profiling businesses, updating business frame / dwelling frame 4.Services e.g. procurement, logistics, financial services, security, IT services etc. Major types of activities of Stats SA

21. 21 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8. Stats SA: Project & operational planning, budgeting & reporting by statisticians

22. 22 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 “Spectacular achievement is always preceded by spectacular preparation” – Robert Schuler

23. 23 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Developed frameworks, process, guidelines & templates for project / recurring project / operational management (including detailed planning & reporting) Developed statistical value chain for Stats SA – basis for planning, monitoring & reporting Trained/empowered staff in detailed planning, monitoring & reporting annually to enhance capabilities Developed practical Project Management Course based on the Project Management Framework & statistical value chain to enhance capabilities Trained Project Managers & potential Project Managers How did we get statisticians to plan & report?

24. 24 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.1 Developed frameworks, guidelines & templates for detailed planning & reporting How did we get statisticians to plan & report?

25. 25 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Stats SA: Project Management Framework Stats SA: Recurring Project Management Framework Stats SA: Operations & Services Management Framework 8.1 Frameworks based on types of activities

26. 26 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.1 Stats SA: Project Management Framework How do I Project mana- gement phase Main activitiesExpected outputsFrequency 1. Start / plan a project? Stakeholder & business needs & requirements determination Determine stakeholder & business needs Develop project idea & compile a business case (plan project at a high level) Stakeholder needs & requirements document Approved Business Case At the start of the project Project initiation & definition Register project Define & plan project further (sub-projects / key phases & activities) & compile Project Charter including project governance structure Submit Project Charter for approval Establish Project Management Support Office Registered budgeted project Approved Project Charter Functional Project Management Support Office At the start of the project

27. 27 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 How do I Project mana- gement phase Main activitiesExpected outputs Frequency 1. Start / plan a project? Project planning, scheduling & budgeting (detail) Identify inputs, process & outputs & list sub-projects / key phases & activities & high level linkages with other divisions / projects within Stats SA etc. Map project processes Identify, list & sequence sub-projects / key phases, activities & tasks (based on project value chain) & outputs Estimate duration of each sub-project / key phase, activity & task Identify critical path Assign timelines Schedule sub-projects / key phases, activities & tasks Identify milestones Identify performance indicators & targets Assign responsibilities Identify linkages with (support needed from) other divisions / projects within Stats SA (integration across functions within Stats SA is important) Identify & assess project risks & compile risk management plan Identify resources needed Compile resources & demand management plan Compile project communication management strategy & plan Compile project documentation management strategy & plan Compile quality management strategy & plan Compile change management strategy & plan Compile contract management plan (if relevant) Cost the project & compile project budget Submit approved project planning documents & budget Project value chain Project process map Network diagram & critical path Work breakdown structure & project schedule Project risk management plan Project resource & demand management plan Project communication management strategy & plan Project documentation management strategy & plan Project quality management strategy & plan Project change management strategy & plan Project contract management plan Approved baseline project plan & budget At the start of the project & annually for the new financial year by the end of June with the final version after the budget allocation has been announced i.e. by the end of November 8.1 Stats SA: Project Management Framework

28. 28 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 How do IProject manage- ment phase Main activitiesExpected outputsFrequency 2. Manage & control a project? Project execution, monitoring & reporting Initiate & organise work within each sub-project / key work phase Update sub-project plans Do actual work according to plans Manage, control & monitor activities & tasks, & performance Compile status, progress/ performance & production reports against plans Updated sub-project plans Project scope change requests & logs Updated project risk management plan & logs Project decision logs Project action logs Regular project production, progress & status reports Monthly progress / performance against planned project milestone reports - to be submitted to Programme Office Regular project expenditure against budget reports Continuously / weekly/ monthly 8.1 Stats SA: Project Management Framework

29. 29 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 How do IProject manage- ment phase Main activitiesExpected outputsFrequency 3. Finish/ close a project? Project output delivery to stakeholders, evaluation & closure Deliver outputs Finalise & archive project documentation Evaluate project & determine lessons learnt Compile project evaluation & closure reports Outputs All final project documentation filed e.g. plans, operations manuals, reports etc. Debriefing documents containing lessons learnt Project evaluation & closure reports At the end of the project i.e. project closure 8.1 Stats SA: Project Management Framework

30. 30 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.1 Stats SA: Project Management Framework

31. 31 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.2 Developed project & operational planning & budgeting process & components of a plan How did we get statisticians to plan & report?

32. 32 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.2.1 Steps for compiling project, recurring project, other operations & service plans & budgets

33. 33 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.2.2 Project & operational plan components Develop / confirm project / operation / service value chain Develop project / operation / service Work Breakdown Structure Develop / confirm project / operation / service governance & organisational structure Develop project / operation / service risk mgt plan Develop project / operation / service resource & demand mgt plan Compile project / operation / service budget

34. 34 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Compile project / operation / service communication mgt plan Develop project / operation / service document mgt plan Develop project / operation / service quality mgt plan Develop project / operation / service change mgt plan Develop project / operation / service contract mgt plan 8.2.2 Project & operational plan components

35. 35 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.3 Developed statistical value chain - basis for planning, monitoring & reporting How did we get statisticians to plan & report?

36. 36 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 IMPACT OUTCOMES OUTPUTS ACTIVITIES INPUTS What we aim to change What we wish to achieve What we produce or deliver What we do What we use to do the work Key concepts in planning & reporting Plan, budget, implement (operational planning & budgeting) Manage towards achieving results (Strategic planning)

37. 37 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 InputProcess Out- puts Out- come 8.3 Value chain framework

38. 38 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 What does the value chain mean? What we use to do the work / how What we do What we pro- duce or deli- ver What we wish to ac- hieve InputProcess Out- puts Out- come

39. 39 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.3 Statistical value chain

40. 40 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.3 Statistical value chain

41. 41 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.3 Stats SA: Statistical value chain & linkages/integration framework

42. 42 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.3 Stats SA: Statistical value chain & relevant activities: Household Surveys

43. 43 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.3 Stats SA: Statistical value chain & relevant activities: Business Surveys

44. 44 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.4 Core competencies: Plan for capabilities How did we get statisticians to plan & report?

45. 45 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 CapabilityPlan & manage IntellectualPlan for skills required for producing statistical information TechnologicalPlan for people, information technology & information systems central to production of statistical information LogisticalPlan for processes & systems to collect statistical information on a large scale from various sources in the field AdministrativePlan & manage statistical environment including communication & public relations & governance 8.4 Core competencies: Plan for capabilities

46. 46 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.5 Facilitated project & operational planning process mapping: Example How did we get statisticians to plan & report?

47. 47 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.5 Process mapping: Example

48. 48 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.6 Developed & trained on Project Management Course How did we get statisticians to plan & report?

49. 49 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.6 Project Management Course

50. 50 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.6 Project Management Course

51. 51 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 8.7 Provided expertise & support to project teams How did we get statisticians to plan & report?

52. 52 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 9. Stats SA: Integrated outputs from operational planning

53. 53 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Stats SA: Integrated planned publication calendar Stats SA: Integrated planned schedule for field surveys Stats SA: Planned key events schedule 9. Integrated outputs from operational planning

54. 54 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Stats SA: Extraction from integrated planned publication calendar for 2010/2011 9. Integrated outputs from operational planning

55. 55 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Stats SA: Extraction from integrated planned schedule for large field surveys for 2010/2011 9. Integrated outputs from operational planning

56. 56 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10. Stats SA: Management information reports

57. 57 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.1 Integrated monthly & quarterly milestone report template

58. 58 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.1 Example of monthly/quarterly milestone report

59. 59 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.1 Example of monthly/quarterly milestone report

60. 60 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.2 Monthly integrated performance reporting linked to Work Programme of Stats SA

61. 61 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Stats SA: Extraction from monthly status against integrated planned publication calendar for 2010/2011 report 10.2 Example of monthly integrated performance reports

62. 62 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Stats SA: Extraction from monthly status against integrated planned schedule for field surveys for 2010/2011 report 10.2 Example of monthly integrated performance reports

63. 63 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.3 Dashboards (linking operations to strategy)

64. 64 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.3 Stats SA: Dashboards Serves as early warning system Highlights performance against plans & budgets, areas of concern & risks

65. 65 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.3.1 Stats SA: Dashboard on priorities (linking operations to strategy)

66. 66 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.3.1 Stats SA: Dashboard on priorities

67. 67 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.3.2 Programme / cluster dashboards (linking operations to strategy)

68. 68 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 10.3.2 Stats SA: Programme / Cluster dashboards Programme 1: Corporate Services

69. 69 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Programme 2: Economic Statistics 10.3.2 Stats SA: Programme / Cluster dashboards

70. 70 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Programme 3: Population and Social Statistics 10.3.2 Stats SA: Programme / Cluster dashboards

71. 71 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Programme 4: Methodology and Standards 10.3.2 Stats SA: Programme / Cluster dashboards

72. 72 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Programme 5: Statistical Support and Informatics 10.3.2 Stats SA: Programme / Cluster dashboards

73. 73 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Programme 6: Corporate Relations 10.3.2 Stats SA: Programme / Cluster dashboards

74. 74 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Programme 7: Survey Operations 10.3.2 Stats SA: Programme / Cluster dashboards

75. 75 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 11. Stats SA: Management information website

76. 76 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010 Frameworks, processes, templates etc. Plans Integrated planned schedules Dashboards & integrated management information reports Expenditure against budget reports etc. 10. Stats SA : Management information website

77. 77 StatsSA_ASKNWorkshop_Dakar_AM_Sep2010