NDP OPERATIONS GUIDE ROADMAP
The NDP Operations Guide is a tool to assist Municipalities to comply with NDPG operational procedures. The Guide provides quick guidance on NDPG processes,
outputs required and tools to assist in developing the outputs. The Operations Guide does not replace the NDP Toolkit, but introduces additional support for operational
management. The NDP Toolkit should be used together with the Operations Guide. This Roadmap serves as a guide on how to use the Operations Guide:
DESCRIPTION
Prepare & Submit Application
STAGE 1
Approval
REGISTRATION
Shortlisting and Verification
SUPPORT MATERIAL
Orientation Pack
This is the first step in the process for a municipality to
register their township for NDPG funding.
The standard Registration form will guide the
municipality through a series of evaluation questions
and require information about location, intent, focus
and management. Should this stage
of the process prove successful, the next step in
the strategic partnership will be initiated to
sign the Funding Agreement. Registration takes
place only in set periods determined by the NDP.
Complete and Submit Funding Agreement
NDPG Toolkit
NDPG Language:
Clarification of Key Terms
Minimum Filing Requirements
Funding Agreement & Schedules
NDPG Glossary of Terms
Registration Checkpoint: Signed Funding Agreement
DESCRIPTION
Scope Process
STAGE 2
Prepare Township
Regeneration Strategy
PREPARATION
This stage will start with a process of engagement and
discussion to scope, programme and prioritise a
collection of projects in order to clarify concepts.
This will be the first step in building the Business Case
which includes providing detailed information on
the programme and assessing its feasibility. Then
to prepare a plan for implementation (Business Plan)
that will be approved by the NDP to authorise release
of CG. Aligned with this process to compile a Township
Regeneration Strategy that will mainstream sustainable
township development over the long term.
Status Quo Assessment
Detailed Investigations
Prepare & Submit Business
Plan/s and Project Plan/s
STAGE 3
Contract Management
IMPLEMENTATION
Handover and Final Completion
Prepare Close-out Report/s
Capital Grant
Finalise Design Work
Technical Assistance Grant
Preparation Checkpoint: Approved Business Plan/s
Appoint Implementer/Contractor
Grant Administration
DESCRIPTION
This stage will involve the implementation
of the approved programme by using
Capital Grant Funds. Funding and investment
partners will be brought on-board. Funding may
also be available for any necessary project
management, capacity building and detailed
planning to ensure the success of the project.
Payment requests will be made according to
milestones identified and agreed.
Project Preparation
Township Regeneration Strategy
Business and Project Plans
Economic Area Analysis
STAGE 4
Prepare Exit Strategy/s
EXIT AND REVIEW
Conclude Award Closure
Exit and Review Checkpoint: Exit Strategy and Signed Award Closure Template
DESCRIPTION
The purpose of this stage is to effect handover
and closure, including the establishment of all
management systems and the building of
capacity if not already available. During this
stage the key success factors of the programme
as identified within the Business Plan are also
reviewed. Audits or assessments may be
undertaken with or without the support of
municipalities.
Financial Policies and Procedures
Budgeting Process Practice Note
Benchmark Costing Report
Web Training Manual
Web Progress Report Template
Schedule 3A MPS: Current Year
Exit and Review Documents
Schedule 3B MTEF: 3 Year
Forecast
VAT Guidance Note
CG Payment Claim Process
TA Payment Claim Process
Credit Order Instruction
Implementation Checkpoint: Close-out Report/s
Start Operations
Finance and Budget
Capital Draw Down Letter
Template
Exit and Review Documents
Technical Assistance Payment
Request Template
STAGE 1: REGISTRATION
MUNICIPAL PROCESS
NDP ROLE
SUPPORT MATERIAL
Prepare & Submit Application to NDP
Complete the Registration Form and
include information on:
•Municipal and Township Information
•Programme and Project Details
•Investment Leverage Potential
•Planning Costs and TA Requirements
•Capital Costs and CG Requirements
•Budget and Milestones
•Supporting Documentation eg. Maps and diagrams
•Municipal Declaration/s
Induction
GUIDE:
Support in preparing and reviewing
Submission. (may include combined Municipal
workshops)
Grant Administration
GUIDE:
Guidance on adjustment/improvement of
Submissions.
Aknowledge Shortlisting
Prepare for and Attend
Verification Site Visit
•Orientation Pack
Prepare and Provide
Additional Information
Receive Letter of Approval
Attend Induction Workshop
Complete and Submit Funding Agreement
Funding Agreement Schedules include:
•General Project Description
•Overall Project Costs
•Milestone Payment Schedule
•Authorisation by the Municipality
•Council Resolution
•Special Conditions
•NDPG Award Letter
•Delegations
Adjustments and Additional Information to FA
Final Signed Funding Agreement from NDP
Registration Checkpoint: Signed Funding Agreement
APPROVE:
Approval of Initial Award.
GUIDE:
Guidance on way forward in respect of
processes and procedures to be followed.
CONTRACTUAL:
Approval of Funding Agreement between
Municipality and National Treasury
•NDPG Toolkit
•Funding Agreement and Schedules
•NDPG Language: Clarification of
Key Terms
•Minimum Filing Requirements
•Glossary of Terms
Finance and Budget
•Financial Policies and Procedures
•Budgeting Process Practice Note
•Benchmark Costing Report
•Web Training Manual
•Web Progress Report Template
•Benchmark Costing Report
•Schedule 3A MPS: Current Year
•Schedule 3B MTEF: 3 Year Forecast
•VAT Guidance Note
•CG Payment Claim Process
•TA Payment Claim Process
•Credit Order Instruction
•Capital Draw Down Letter Template
•Technical Assistance Payment
Request Template
STAGE 2: PREPARATION (BUILDING THE BUSINESS CASE)
NDP ROLE
MUNICIPAL PROCESS
SUPPORT MATERIAL
Township Regeneration Strategy
Set Up Technical Oversight Management Structures
Scope Planning and Preparation
Scope the work required:
•Long-range planning in place?
•Level of planning readiness?
TRS
(Township Regeneration Strategy)
THIS STEP INVOLVES:
Review of existing/new
information and engagement
with stakeholders to develop a
long term plan for township
Development.
TRS could be an existing
document or part of
set of documents
CHARACTERISTICS
* Long Term
* Township Focused
* Multi-Sectoral
* Strategic
* Coherent
TYPICAL OUTPUTS:
* Strategic planning document
to guide development of
townships over long term.
* Alignment to other strategic
planning documents and
processes eg. IDP, Budget.
Decide who will do the work:
•In-house.
•Service Provider: Components of work
•Service Provider: Manage entire process
GUIDE:
Provide programme management
guidance in respect of scope, time
and costs for appointing service
providers.
•Economic Area Analysis,
Interpretation and Recommendations
TYPICAL OUTPUTS:
*Status Quo Review Report.
*Scoping of Detailed Investigations.
*Scoping of TRS.
*Recommendations to strengthen
management of award.
Detailed Investigations (detailed feasibilities)
THIS STEP INVOLVES:
Investigation to describe,
in detail, the challenges
and constraints of the
intervention.
TYPICAL OUTPUTS:
* Technical: (EIA, Traffic Survey, Rezoning etc)
* Economic and Social: (Safety Strategy,
Socio-economic Survey, Economic
Assessment etc)
Business and Project Plans
•NDPG Business Plan Template
•NDPG Project Plan Template
•NDPG Project Plan Worksheet
Grant Administration
GUIDE:
Guide preparation of:
TRS, Status Quo, Detailed
Investigations Business/Project
Plan/s.
TYPICAL BP/PP OUTPUTS:
* Implementation Plan
* Financial Plan
* Leverage Plan
* Risk Management Plan
* Exit Strategy
APPROVE:
TA Payments.
Business and Project Plans
BP = Measurable at township level
PP = Nodal/Linkage/General Improvement/Other Discrete Projects
CONTRACTUAL:
Confirmation of Approved
Capital Programme
Preparation Checkpoint: Business Plan
•NDPG Toolkit
•Funding Agreement and Schedules
•NDPG Language: Clarification of
Terms
•Minimum Filing Requirements
•NDPG Glossary of Terms
Finance and Budget
Business Plan/ Project Plan
THIS STEP INVOLVES:
Use of technical studies and detailed
investigations to generate overall plan
for programme to draw on NDPG to
catalyse its implementation.
Project Preparation
•Guidance Note on Project
Preparation
Economic Area Analysis
Status Quo Assessment
THIS STEP INVOLVES:
Desk top assessment and
engagement with Municipality and
Stakeholders to determine:
•Planning work.
•Institutional arrangements.
•Critical components of intervention.
•Guidance Note: TRS
•Financial Policies and Procedures
•Budgeting Process Practice Note
•Benchmark Costing Report
•Web Training Manual
•Web Progress Report Template
•Benchmark Costing Report
•Schedule 3A MPS: Current Year
•Schedule 3B MTEF: 3 Year Forecast
•VAT Guidance Note
•CG Payment Claim Process
•TA Payment Claim Process
•Credit Order Instruction
•Capital Draw Down Letter Template
•Technical Assistance Payment
Request Template
STAGE 3: IMPLEMENTATION
MUNICIPAL PROCESS
Resolve Procurement of Resources
for Implementation of Business Plan
Mobilise Professional Team (new/
existing) for Implementation
NDP ROLE
GUIDE:
•Guidance in respect of cost, scope and time
management of professional team.
Capital Grant Quarterly Draw Downs
Implementation Team Commissions
Detailed Design
Final Design for Implementation
Option: Appoint Service
Provider (new/existing)
for Exit and Review
Prepare Draft Close-Out Report per Project:
•Ensure that completion was achieved within budget and timeframe.
•Confirm whether objectives where achieved.
•Outline any events of significance, unresolved disputes, suggested improvements.
•Confirm that the quality of work is acceptable, history is available, handover complete.
Adjust and Submit Final Close-Out
Report/s per Project
Implementation Checkpoint: Close-Out Report
Grant Administration
•NDPG Toolkit
•Funding Agreement and Schedules
•NDPG Language: Clarification of
Terms
•Minimum Filing Requirements
•NDPG Glossary of Terms
Finance and Budget
Procurement of Contractors
Manage Construction and
Hand-Over
SUPPORT MATERIAL
GUIDE:
•Programme management guidance in respect
of implementation progress.
•Financial Policies and Procedures
•Budgeting Process Practice Note
•Benchmark Costing Report
•Web Training Manual
•Web Progress Report Template
•Benchmark Costing Report
•Schedule 3A MPS: Current Year
•Schedule 3B MTEF: 3 Year Forecast
•VAT Guidance Note
•CG Payment Claim Process
•TA Payment Claim Process
•Credit Order Instruction
•Capital Draw Down Letter Template
•Technical Assistance Payment
Request Template
Exit and Review Documents
APPROVE:
TA/ and CG Payments.
GUIDE:
•Guidance on preparation of Close-Out
documentation.
•Exit and Review Guidance Note
•Close-Out Report Template
•Award Closure Sheet
STAGE 4: EXIT AND REVIEW
MUNICIPAL PROCESS
NDP ROLE
Adjust and Submit Final Close-Out
Report/s per Project (STAGE 3)
Start Operations
Use Close-Out Report/s
as inputs
Prepare and Submit Draft Exit Strategy/s
for Programme/s
Grant Administration
GUIDE:
Provide programme management
guidance in respect of scope, time
and costs.
GUIDE:
Guidance on preparation of
Exit and Review Documentation
•Confirm Programme Completion.
•Evaluate Programme Achievements.
•Operations Plan – Confirm Sustainability.
•Overall Assessment and Recommendations
•Compliance Requirements
APPROVE:
TA Payments.
Adjust and Submit Final Exit Strategy/s
per Programme
Sample Audits on
Awards/Programmes/
Projects
Sign and Submit Closure Sheet per Award
Exit Stage Gate: Award Closure Sheet
SUPPORT MATERIAL
GUIDE:
Sample audits on Awards/
Programmes/Projects
•NDPG Toolkit
•Funding Agreement and Schedules
•NDPG Language: Clarification of
Terms
•Minimum Filing Requirements
•NDPG Glossary of Terms
Finance and Budget
•Financial Policies and Procedures
•Budgeting Process Practice Note
•Benchmark Costing Report
•Web Training Manual
•Web Progress Report Template
•Benchmark Costing Report
•Schedule 3A MPS: Current Year
•Schedule 3B MTEF: 3 Year Forecast
•VAT Guidance Note
•CG Payment Claim Process
•TA Payment Claim Process
•Credit Order Instruction
•Capital Draw Down Letter Template
•Technical Assistance Payment
Request Template
Exit and Review Documents
•Exit and Review Guidance Note
•Close-Out Report Template
•Award Closure Sheet
CONTRACTUAL:
Agreement on Closure of the Award.
TYPICAL MUNICIPAL PROGRAMME MANAGEMENT FUNCTIONS FOR NDPG
The NDPG requires Municipalities to have capacity in place to provide efficient programme management. Typical Municipal programme management functions include:
MUNICIPAL DUTIES
INITIAL PLANNING
PROCUREMENT
ADMINISTRATION
FINANCIAL
MANAGEMENT
OUTPUTS
SUPPORT MATERIAL
Township Regeneration Strategy
•Develop a preliminary work plan.
•Control changes to the initial work plan to reflect the actual
status.
• WORK PLAN
•Guidance Note: TRS
•Draft relevant tender documentation.
•Send tender documentation to NDP for comment.
•Manage the evaluation of proposals and tenders and facilitate awards.
•Appoint consultants and contractors and manage their budgets
• TENDER DOCUMENTATION
•CONSTRUCTION CONTRACTS
•LETTERS OF APPOINTMENT
•SERVICE LEVEL AGREEMENTS
•Guidance Note on Project Preparation
•Complete and submit monthly web reports.
•Keep and file all relevant documentation and monitor information distribution
•Ensure quality management in the provision of professional services,
construction and internal.
•CONTRACTUAL DOCUMENTATION
•GIS DATA
•Complete and send payment requests (TA and CG) to NDP.
•Authorize and refer invoices to NDP for payment.
•Review and submit revised Schedule 3A MPS twice a year.
•Review and submit revised Schedule 3B MPS twice a year.
•Manage and control the cost budget.
Project Preparation
Economic Area Analysis
•Economic Area Analysis,
Interpretation and Recommendations
•Examples
Business and Project Plans
•SCHEDULE 3A MPS
•SCHEDULE 3B MPS
•UPDATED FINANCIAL RECORDS
•TA/CG PAYMENT REQUESTS
• STATUS QUO REPORT
REVIEW AND
TECHNICAL OVERSIGHT
•Comment on draft technical outputs and refer to NDP for comment.
•Approve technical outputs and provide copies of outputs to NDP.
•Send technical outputs to NDP for approval.
•Manage the execution of the work in accordance with the approved
technical documents.
PROGRAMME/
PROJECT MANAGEMENT
•Facilitate adjustments and technical sign off of milestones as required.
•Submit updated programme information to NDP.
•Draft progress reports.
•WORK PLAN
•NDPG WEB REPORT
•PROGRESS REPORTS
•PROJECT PLAN
•BUSINESS PLAN
COMMUNICATION
•Establish communication structure and responsibilities for the award.
•Facilitate and convene meetings where applicable.
•Manage reporting to Public, Council and NDP Unit.
•Draft and keep relevant documentation of meetings. Eg. Minutes
•MINUTES OF MEETINGS
INVESTMENT AND
PARTNERSHIPS
•Secure agreements with government partners at Local, Provincial and
National levels.
•Structure and drive the public-private partnerships (stakeholder and investor
negotiations).
•AGREEMENTS
•TOWNSHIP REGENERATION
STRATEGY
•BUSINESS AND PROJECT PLAN
•FEASIBILITY STUDIES
•EXIT DOCUMENTATION
•NDPG Business Plan Template
•NDPG Project Plan Template
•NDPG Project Plan Worksheet
Grant Administration
•NDPG Toolkit
•Funding Agreement and
Schedules
•NDPG Language: Clarification
of Terms
•Minimum Filing Requirements
•NDPG Glossary of Terms
Finance Budget
•Financial Policies and Procedures
•Budgeting Process Practice Note
•Benchmark Costing Report
•Web Training Manual
•Web Progress Report Template
•Benchmark Costing Report
•Schedule 3A MPS: Current Year
•Schedule 3B MTEF: 3 Year Forecast
•VAT Guidance Note
•CG Payment Claim Process
•TA Payment Claim Process
•Credit Order Instruction
•Capital Draw Down Letter Template
•Technical Assistance Payment
Request Template