5a Planning Gen Admin Mx Func AMP260S PDF

GENERIC ADMINISTRATIVE AND MANAGEMENT ACTIVITIES PLANNING Administration and Management 2 (AMP260S) Bachelor of Environmental Health (BPENVH) Senior Lecturer: Dr MHA Agenbag...

GENERIC ADMINISTRATIVE AND MANAGEMENT ACTIVITIES PLANNING Administration and Management 2 (AMP260S) Bachelor of Environmental Health (BPENVH) Senior Lecturer: Dr MHA Agenbag Contact details: Telephone: 021 – 4603206 Email: [email protected] Arrangements Attendance register sign Assignment: Practical exercise – “Planning” – Group Presentations (10 min) – (Due 27 August 2024) – Slide 27 – In class (F2F) session – Essay assignment due `19 Sebtember 2024 – Hand in with: Group participation evaluation – Planning of group exercise – Soft copy of group presentation – Use presentation rubric for evaluation TEST 3 scheduled from 25 September till 11 October 2024 ‘Tuma Mina’ - I wanna lend a hand – Send me” (Hugh Masekela) 2 © Env. Health – AMP260S – MHA Agenbag - 2024  Reflection Session 3 Session 5a Public Intro to Public Admin Administration Functions constituting Pub. & Planning Admin Management Constitutional Organising foundations & Institutions of Republic Session 4 Policy making in of SA the public sector Financing Distinctiveness of Pub. Welcome / EH Orientation & My EH Career What is EH Session 2 Admin Sessions 1 Ethical foundation Staffing Public Admin and Management Session 5 Generic Work methods Generic Admin. Administrative and Procedures Processes Processes Control Systems © Env. Health – AMP260S – MHA Agenbag - 2024 33 Reflection (Cont.) (Thornhill, 2012:126-131) Fig. 6.1 Hierarchy of institutions Legislative institutions e.g. Parliament, provincial legislator and municipal councils Every state has its own structure of public Political e.g. the Cabinet, Provincial institutions. Executive Councils and Executive executive institutions mayor / Executive committee of municipal councils Always have a hierarchy of institutions, Administrative executive State departments and public entities With a hierarchy of institutions functionaries Judicial institutions 4 © Env. Health – AMP260S – MHA Agenbag - 2024 Policy implementation & delivery functions (Thornhill, 2012 -Chapter 6 p. 159-160) Delivery components of generic administrative functions are performed by Administrative Executives: – Supervisors (managers) functioning under, – Top official (top manager) Govern Delivery components of generic administrative functions ance are the delivery / implementation part of: – Policy process (Planning) – Organising – Financing – Staffing function – Operational work process – Checking and reporting aspects of control 5 © Env. Health – AMP260S – MHA Agenbag - 2024 Functions performed in administrative executive institutions- Table 5.1 (p. 87) Generic administrative and managerial Instrumental Line functions functions (functional activities) Conceptual and Managerial directive Policy making & Planning Personal: Examples: analysis Programming Decision Occupational / Monitoring & making professional work Organising evaluating Communicati for: Financing Setting duty inventories ng Building roads Constructing & operate Conduct Nursing patients Staffing communication meetings Provide health Work methods & systems Impersonal: services / EHS Procedures Leading Provide Transport goods Motivating office, Educate citizens Controlling Training furniture, Assessing performance transport etc. 6 © Env. Health – AMP260S – MHA Agenbag - 2024 Generic Administrative & Management Functions Conceptual and Directive Functions Managerial Functions Policy making and analysis Planning Organising Programming Staffing Leading Motivating Training Assessing performance Maintaining discipline Financing Costing, Estimates, Accounting Determining work methods and Checking, Devising and improving procedures methods and procedures Controlling Applying prescribed standards Checking on quantity and quality of products Source: Cloete’s SA Public Administration Monitoring and Evaluating - Reporting and Management, 2012 (feedback) 77 © Env. Health – AMP260S – MHA Agenbag - 2024 Generic Management Processes Planning Controlling (Monitor & Organising Evaluate) Work Procedures Financing (Coordinating) Staffing © Env. Health – AMP260S – MHA Agenbag - 2024 88 Lecture Framework & Progress to date Session 5a Generic Administrative & Management Functions: Session 3 Public Planning Administration Clear mission, vision, aims & and objectives ; Management 5a Planning Budget approved Planning & programmes (actions to achieve 5b Organising Session 4 objectives) Policy making in Levels of planning: Welcome / EH the public sector Orientation & My EH Career Strategic planning What is EH 5c Financing Session 2 Sessions 1 (IDP) Mission setting 5d Staffing Select strategies Session 5 to reach targets Generic 5e Work Translate Strat. Administrative methods and plan into - & Management Procedures Operational plan or Functions programme (SDBIP & Control Systems Sector plans) © Env. Health – AMP260S – MHA Agenbag - 2024 99  Policy / Legislation Administrative & expectations / Management Functions Improved services, objectives Jobs created Institutional Compliant food objectives / targets products and compliant food premises Module content Planning as a Generic Administrative and Management Functions 10 © Env. Health – AMP260S – MHA Agenbag - 2024 Learning outcomes “Identify concepts and planning instruments in the public sector.” The student will be able to: Define planning as an administrative and management function to facilitate the achievement of the objectives of the policies and that of the institution. Identify the role of the political superstructure in directing the planning of public activities. Explain the relationship between strategic and operational planning. Identify the most significant factors influencing the public planning process and the ultimate planning for implementation. Discuss the role of the Key Performance Areas (KPAs) and subsequent Key Performance Indicators (KPI’s) in directing officials daily activities to achieve the organisational goals. Identify different levels and types of planning instruments that direct the implementation of all generic administrative and management activities. 11 © Env. Health – AMP260S – MHA Agenbag - 2024 Purpose of module The purpose of this module is to provide students with competencies in administrative and management procedures in the Environmental Health and allied fields. 12 © Env. Health – AMP260S – MHA Agenbag - 2024 Introduction (Thornhill, 2012:160) Policy function and processes always frontrunner in Public Administration – expectations – Objectives Policy implementation & delivery functions Strategic planning consists of: – Mission & Vision setting – Determining targets to be achieved in pursuing the mission; – Selecting strategies to reach the targets – Translating the strategic plan into an operational plan or programme 13 © Env. Health – AMP260S – MHA Agenbag - 2024  Leg. Req Strategic- KPAs Generic Management Processes Planning (CoCT Video) Level Operational - Strat-Level & KPIs Controlling (GPS) (Monitor & Organising Evaluate) Operational Daily Work Procedures Financing (Coordinating) Staffing 14 14 © Env. Health – AMP260S – MHA Agenbag - 2024 Vision statement A vision statement is an institution's road map, indicating both what the institution wants to become and guiding transformational initiatives by setting a defined direction for the institution’s growth. 15 © Env. Health – AMP260S – MHA Agenbag - 2024 Vision, mission, aims and objectives Mission statement is a short statement of an organisation’s purpose, identifying the goal of its operations: what kind of product or service it provides, its primary customers, and its geographical region of operation. 16 © Env. Health – AMP260S – MHA Agenbag - 2024 Integrated Development Plan 2017/18 – 2021/22 Planning Integrated Development Plan (IDP) – 5 Year Strategic Plan 17 17 © Env. Health – AMP260S – MHA Agenbag - 2024  History of IDPs ? The concept of IDP is rooted in the United Nation Conference on Environment and Development held in Rio de Janeiro in 1992. The Rio-Conference adopted Agenda 21 as a blue print for sustainable development. All member states were required to implement Agenda 21 by developing locally tailored-Agenda 21 called Local Agenda 21. SA embraced the principles of Agenda 21 in developing IDPs – a Local Agenda 21 Consequently Agenda 21 principles are: – embedded in the Constitution of SA and many other legislation of the country. – However IDPs are aligned to many other International conventions, Regional commitments, National and Provincial commitments and priorities 18 18 © Env. Health – AMP260S – MHA Agenbag - 2024  Government Planning Requirements and Tools Chapter 5 of the Municipal Systems Act, 2000 (Act 32 of 2000). (Introduction- purpose of act) - – Integrated Development Plans (IDP) – 5 year strategic plan Public participation Prescribed stages, dates and approval Copy also to MEC – Service, Delivery, Budget Implementation Plan (SDBIP) – Performance Management System (Chapter 6) – Chain process Implementing POWERS and FUNCTIONS of municipalities (Chapter 7 (S156) and Schedules 4 & 5 of Constitution of SA, 108 of 1996 and Section 84 of the Municipal Structures Act, 117 of 1998) 19 19 © Env. Health – AMP260S – MHA Agenbag - 2024 Planning requirements and tools (Continue) Public administration (Chapter 7 of MSA, 32 of 2000) – Political & Administration (Schedule 1 & 2) Mechanism for delivering a municipal service (Chapter 8 Section 76 – 79 MSA, 32 of 2000) – Internal or External Mechanism – Section 78 investigation (Determine current and future capacity to render the service). Detailed Strategic Planning – Program specific implementation- Legal Mandate for delivering MHS - From page 20, where, how, to whom? 20 20 © Env. Health – AMP260S – MHA Agenbag - 2024 What is an IDP? 5 Year Strategic Plan (What is the Municipality’s target for the next five years to address challenges in area? Strategic priorities (Shortlist – never sufficient resources) Very specific stages in the compilation and approval of the IDP – Community participation process – Internal and external departmental (IDP Representative Forum) – Council approval – Copy of IDP to MEC for Local Government Alignment with Budget and implementation (SDBIP) 21 21 © Env. Health – AMP260S – MHA Agenbag - 2024 Strategic Content of an IDP Overview of the area of jurisdiction (Powers and Functions, Demarcation) – Demographic information – Challenges – Spatial information to identify development nodes. Vision, Mission, Values and Strategic Objectives / Targets to focus on for 5 years. – National prescriptions Periods – IDP Period (5 year) – Systems Act, 2000 (Act 32 of 2000) – Financial Year (Municipal Finance Management Act, 2003 (Act 56 of 2003) – MTEF (Municipal Finance Management Act, 2003 (Act 56 of 2003) – Example of an IDP (Vhembe DM) (City of Cape Town) 22 22 © Env. Health – AMP260S – MHA Agenbag - 2024  What is an SDBIP? Service Delivery, Budget Implementation Plan (SDBIP) Annual plan to implement the strategic objectives (KPAs) of the IDP. Show details (KPIs – Key Performance Indicators) of the individual broad / strategic objectives (KPAs) of the IDP. This is what will guide individual Departments and Units within departments on what exactly they will have to do (actions / activities) during the year. The IDP together with the SDBIP informs the Performance Management System (PMS) (Ch 6 – Systems Act, 2000). Also guides the Budget allocation to achieve the KPAs / KPIs. (Budget as planning tool) 23 23 © Env. Health – AMP260S – MHA Agenbag - 2024 Summary: Elements of the IDP / SDBIP / PMS IDP Objectives – 5 National Priority Areas for Local Government – KPA 1: Service Delivery and Infrastructure provision – KPA 2: Local Economic Development – KPA 3: Municipal Transformation and Institutional Development – KPA 4: Financial Viability and Financial management – KPA 5: Good Governance and Public Participation Key Performance Areas (KPAs) – In which functional areas are you going to focus e.g. Definition of MHS / Scope of the Profession of Env. Health Key Performance Indictors (KPIs) – What exactly are you going to do e.g. water sampling (microbial or chemical)? Output and – What sources of information will provide proof of performance e.g. report, product Outcomes – By addressing the KPA, what should be addressed e.g. improved living conditions for residents etc. 24 24 © Env. Health – AMP260S – MHA Agenbag - 2024 District Health Plan (DHP) (National Health Act, 61 of 2003, as amended) S27 (2) – Provincial Health Council may determine the time frames, guidelines and the format for the preparation of the district health plans within its jurisdiction. S31 Establishment of the District Health Council S33(1) “Each district and metropolitan health manager must within the national budget cycle develop and present to the district health council in question and the relevant MEC a district health plan drawn up in accordance with national guidelines issued by the Director-General with due regard to national and provincial health policies and the requirements of the relevant IDP prepared in terms of s25 of the LG: Municipal Systems Act, 2000 (Act 32 of 2000). 25 © Env. Health – AMP260S – MHA Agenbag - 2024  Practical Exercise – Groups Get a copy of the latest IDP and SDBIP of the selected District Municipality (DM). Evaluate the content of the DM IDP and make a list of their strategic objectives that the municipality will focus on for the IDP period. Highlight the EHS / MHS objectives (KPAs – Key Performance Areas) that they will focus on for the period. Evaluate their SDBIP to ascertain what exactly the DM will do (activities - KPI’s – Key performance Indicators) in achieving their IDP strategic objective (KPAs). Establish if the EHS/MHS KPAs are covered in the SDBIP. Ascertain if the SDBIP give clear instruction for EHS/MHS on what they should be doing i.e. taking water samples or conducting water accessibility surveys. Does the District Municipality have a District Health Plan (DHP) as required by Section 33 of the National Health Act, 61 of 2003, as amended? Does the District Municipality report to the Department of Health (district level) based on the requirements for the DHP? (Consult Manager MHS at DM – Name & Surname, date of interview) Present a Power Point Presentation (10 min) in your respective groups 27 August 2024 26 26 © Env. Health – AMP260S – MHA Agenbag - 2024 Groups – District Municipalities Group District Municipality IDP SDBIP 1 Nkangala (MP) 2 Gert Sibande (MP) 3 Ehlanzeni (MP) 4 Fezile Dabi (FS) 5 Lejweleputswa (FS) © Env. Health – AMP260S – MHA Agenbag - 2024 2727 Guidance to instructions Understand the question. Understand terminologies. If still not clear, ask friends / colleagues. If still not clear, ask industry / experienced person(s). Lastly your lecturer. 28 28 © Env. Health – AMP260S – MHA Agenbag - 2024 Strategic Objectives / Targets / Aims for DM to focus on for 5 years 29 29 © Env. Health – AMP260S – MHA Agenbag - 2024 Highlight MHS Objectives (KPAs) 30 30 © Env. Health – AMP260S – MHA Agenbag - 2024 SDBIP KPIs to address IDP Objectives / KPAs - 31 31 © Env. Health – AMP260S – MHA Agenbag - 2024 Is MHS KPAs covered in IDP / SDBIP? Yes / No Elaborate (Scope of the Profession) 32 32 © Env. Health – AMP260S – MHA Agenbag - 2024 Does SDBIP give clear direction to MHS? KPI’s Yes / No Elaborate 33 33 © Env. Health – AMP260S – MHA Agenbag - 2024 IDP / SDBIP IDP (2017/18 – 2021/22) (5 Year Plan) SDBIP SDBIP SDBIP SDBIP SDBIP (2017/18) (2018/19) (2019/20) (2020/21) (2021/22) Y1 Y2 Y3 Y4 Y5 34 34 © Env. Health – AMP260S – MHA Agenbag - 2024  National Sphere Planning, Budgeting & Reporting Provincial Sphere Local Sphere Requirements National & Provincial Cat. A – Metropolitan Cat. C – District Mun Financial Year Mun Cat. B – Local Cat. B – Mun Mu Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Local Government / Municipality Financial Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Quarter Quarter Quarter Quarter 1 2 3 4 35 35 © Env. Health – AMP260S – MHA Agenbag - 2024  Medium Term Expenditure Framework (MTEF) IDP Period (5 years) 2017/18 – 2021/22 July June July June July June July June July June July June 2017 2018 2018 2019 2019 2020 2020 2021 2021 2022 2022 2023 Financial Financial Financial Financial Financial Financial Year Year Year Year Year Year 1 2 3 1 2 3 Medium Term Expenditure Framework Medium Term Expenditure Framework (MTEF) (MTEF) 2017/18 – 2019/20 2020/21 – 2022/23 36 36 © Env. Health – AMP260S – MHA Agenbag - 2024 Local Government Financial Year 01 July till 30 June Current Financial Year (July 2019 till June 2020) 2019/20 Local Government / Municipality Financial Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2019 2020 2019/20 37 37 © Env. Health – AMP260S – MHA Agenbag - 2024 Governance Structures in South Africa National Sphere Provincial Sphere Local Sphere (3 types of municipalities) Chapter 7 - Constitution Cat. A – Cat. C – District Metropolitan Mun Mun Cat. B – Cat. B – Cat. B – Local Mun Local Mun Local Mun 38 38 © Env. Health – AMP260S – MHA Agenbag - 2024 Budget approved Division of Revenue Bill & Division of Revenue Act (Annual) Public Finance Management Act (PFMA) Municipal Finance Management Act (MFMA) Financial Year(s) – National and Provincial Sphere – Local Government Sphere Budget allocations – Medium Term Expenditure Framework (MTEF) linked to Integrated Development Plans (IDPs) and Service Delivery Budget Implementation Plans (SDBIPs). 39 © Env. Health – AMP260S – MHA Agenbag - 2024 Levels of policy (Cont.) (Thornhill, 2012:127) Fig. 6.4 Hierarchy of institutions and functionaries for municipality Parliament Legislative Provincial legislature Municipal council Cabinet Head of government: President Ministers of State departments Provincial Premier Political Executive Members of Provincial Executive Council Municipal council Executive mayor / Executive committee of municipal council Municipal manager Administrative Executive Heads of departments Top management Executive directors Directors Middle management Deputy directors Junior management Assistant Director Supervisors Delivery staff Operating employees/production workers 40 © Env. Health – AMP260S – MHA Agenbag - 2024  Organisational structure: Political and Administrative Executive Institutions Executive The Mayoral Committee (Mayco) Mayor Deputy Executive Mayor Area Area Social Informal Corporate Based Based Serv. & Set. Water Finance Serv. North South Security & San City The Executive Management Team Manager Area Social Informal Dir. of Corporate Based Serv. & Set. Water Finance Mayor Serv. Services Security & San 41 41 © Env. Health – AMP260S – MHA Agenbag - 2024  Organisational structure (Cont.) Administrative Executive Institution City The Executive Management Team Manager Area Dir. Dir. Social Dir. Informal Dir. of Dir. Based Corporate Serv. & Set. Water Mayor Finance Services Serv. Security & San Area A Area B Area C Manager Manager Manager Principle Principle Principle Principle Principle EHP EHP EHP EHP EHP 42 42 © Env. Health – AMP260S – MHA Agenbag - 2024 Politicians / Councilors Municipal Organisational structure - Admin Manager Top Management Dir. Admin & Com. Serv Middle / Chief Fire Senior Mx Mx. Admin Disaster Mx Senior Mx Officer EH Reg. Mx EHP Reg. Mx EHP Reg. Mx EHP Reg. Mx EHP Mx Air Quality Matzikama Cederberg Saldanha Swartland Senior EHP Saldanha EHP EHP EHP Hopefield & Saldanha (x2) Langebaan (x2) Org other (x2) 43 © Env. Health – AMP260S – MHA Agenbag - 2024