2012/13 3 rd QUARTER EXPENDITURE REPORT AND

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2012/13 3rd QUARTER EXPENDITURE
REPORT AND PERFORMANCE REVIEW
Sibusiso Xaba
Director-General: Arts and Culture
PRESENTATION OUTLINE
 Performance Overview
 Budget and Expenditure
 Explanation of Expenditure per Economic
Classification
 Review of Programme Performance on Key
Indicators
 Risk Management
2
PERFORMANCE OVERVIEW
Not
achieved
41%
(72 of 175)
Achieved
59%
(103 of 175)
3
COMPARATIVE ANALYSIS OF SECOND AND THIRD
QUARTER PERFORMANCES FOR 2012/13
4
SUMMARY OF BUDGET VS EXPENDITURE
PER PROGRAMME AND PER ECONOMIC
CLASSIFICATION
5
SUMMARY OF BUDGET VS EXPENDITURE
PER PROGRAMME
Programme
Adjusted
Expenditure
Appropriation December
2012/13
2012
Total
Available
%
Spent
R’000
R’000
R’000
Administration
212,732
177,320
35,412
83%
Performing Arts
641,686
508,521
133,165
79%
National Language
Services
112,233
96,920
15,313
86%
Cultural Development
158,928
100,138
58,790
63%
Heritage Promotion
745,215
520,406
224,809
70%
National Archives and
Library Services
801,676
577,387
224,289
72%
2,672,470
1,980,692
691,778
74%
Grand Total
7
6
SUMMARY OF BUDGET VS EXPENDITURE PER
ECONOMIC CLASSIFICATION
Economic Classification
Adjusted
Appropriation
2012/13
Expenditure
December
2012
Total
Available
%
Spent
R’000
R’000
R’000
Compensation
183,008
130,741
52,267
71%
Goods & Services (includes
Payments for Financial Assets)
294,322
248,980
45,342
85%
Conditional Grant
564,574
459,516
105,058
81%
Agencies & Accounts
954,042
780,933
173,109
82%
Capital Works
482,950
265,042
217,908
55%
Non Profit Org
12,873
11,292
1,581
88%
173,668
80,839
92,829
47%
Capital Assets
7,033
3,270
3,763
46%
Grand Total
2,672,470
1,980,692
691,778
74%
Households
7
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION
8
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION
Compensation of Employees
 An amount of R131 million (71%) has been spent as at end of December
2012. The under- expenditure is as a result of the following posts only being
filled after 3rd quarter:
•
DDG: Heritage Promotion &Preservation ( January 2013 )
•
DDG: Arts & Culture Promotion &Development (March/ April 2013)
•
DDG: Group Service (April 2013)
•
CFO ( April 2013)
•
Dir: Internal Audit ( March 2013)
•
Dir :Legal Services ( April 2013)
 The selection processes for these posts took place during the 3rd
quarter
9
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION (CONT …)
Provinces and Municipalities (Conditional Grant)
 An amount of R460 million (81%) has been spent/transferred to
various Provinces as at end of December 2012
 The detail of the transfer by the Department and actual spending
by Provinces is as follows:
10
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION (CONT …)
Per Province:
Conditional
Grant
Adjusted
Appropriation
2012/13
Actual
transfer by
National
Provincial
actual
payments
% transferred
of National
allocation
R’000
R’000
Eastern Cape
78,058
61,785
36,979
16,273
79.2%
Free State
50,304
35,657
33,234
14,647
70.9%
Gauteng
56,452
48,290
43,901
8,162
85.5%
KwaZulu-Natal
48,619
42,519
39,799
6,100
87.5%
Limpopo
68,822
60,848
31,303
7,974
88.4%
Mpumalanga
68,822
51,200
51,966
17,622
74.4%
Northern Cape
72,395
59,890
48,761
12,505
82.7%
North West
64,973
54,929
42,852
10,044
84.5%
Western Cape
56,129
44,398
41,332
11,731
79.1%
459,516
370,127
105,058
81.4%
Total
564,574
R’000
Available
R’000
11
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION (CONT …)
Departmental Agencies Transfers Cur (Subsidies)
 An amount of R781 million (82%) has been spent/transferred to
Heritage Institutions and Libraries as at end of December 2012.
No over or under expenditure is anticipated by March 2013
12
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION (CONT …)
Departmental Agencies Transfers Cap
The expenditure item relates to maintenance, upgrade and
refurbishment of the Departments ’ Playhouses, Museums,
Libraries and Legacy Projects through DPW and IDT. An amount of
R265 million (55%) has been spent as at end of December 2012
The reason for under-expenditure is the delay by DPW to submit
claims timeously for payment
13
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION (CONT …)
Non Profit Institutions

This expenditure relates to subsidies transferred to
BASA, Blind SA and Engelenburg Arts Collections

An amount of R11 million (88%) has been spent by end
of December 2012. No over or under expenditure is
anticipated by March 2013
14
13
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION (CONT …)
Households
This expenditure item relates to all the financial assistance
projects that the Department funds during the financial year
An amount of R81 million (47%) has been spent by the end of
December 2012
The expenditure will accelerate in the last quarter of the financial
year as Treasury has granted a virement approval on the 12th
December 2012 to shift funds from Goods and Services to
Households for the MGE allocation
15
EXPLANATION OF EXPENDITURE PER ECONOMIC
CLASSIFICATION)
Capital Assets / Machinery and Equipments
This budget relates to the purchasing of machinery and equipment including
the ICT equipment
An amount of R3,2 million (46%) has been spent by the end of December
2012
An expenditure to be incurred for Anti-virus software, Network monitoring
software, Backup software, website project, servers and storage for NAAIRS by
ICT prior the end of the financial year
16
EXPLANATION OF PROGRAMME
PERFORMANCE ON KEY INDICATORS
17
PROGRAMME 1
OBJECTIVE: To provide core support services to the department to ensure the
realisation of enhanced governance and accountability
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
% of
successfully
attained targets
80%
59% of second quarter
targets fully achieved and
41% targets were not
achieved
Some projects were not
completed as per specified time
frames due to prolonged
consultations, lack of participation
from stakeholders etc.
Annual review of
the
organisational
structure in line
with the
departmental
strategy.
Implementation of
the microstructure
(including
matching and
placement)
The micro-structure has
not yet been
implemented. Senior
managers are still being
consulted on the provision
of the micro-structure as
well as matching and
placement of staff on the
proposed structure.
Delays in finalisation of the microstructure (engagements with
managers taking longer than
anticipated and incorporating
DPSA inputs). As corrective
action a revised project plan has
been developed and was
submitted to EMT - adopted.
18
PROGRAMME 1
OBJECTIVE: To provide core support services to the department to ensure the realisation of
enhanced governance and accountability
INDICATOR
3rd QUARTER TARGET PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
% Vacancy
Rate to
approved
structure.
3rd phase of advertising
of vacant posts
The CFO Office and HRM
analyzed the employee
compensation budget and
journals were passed for
payments for consultants that
were initially made from the
compensation budget. CD:
HRM to present the status of
the employee compensation
budget at the strategic planning
session, indicating available
budget for the remainder of
2012/13 and 2013/2014.
19
The following posts were
concluded : DDG: Arts
and Culture Development
and Promotion and DDG:
Heritage Promotion and
Preservation. Interviews
for CFO and DDG: Group
Services were conducted.
Selection process for
Director: Internal Audit
was finalised and suitable
candidate was identified
PROGRAMME 1
OBJECTIVE: To provide core support services to the department to ensure the
realisation of enhanced governance and accountability
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
% of Capital Works
75%
budget spent to upgrade
Public Entity facilities
Only 54% (260 million)
of R483 million of the
total Capital Works
budget has been
processed to date.
Department of Public Works challenges
on slow implementation of the Capital
Works projects. Funds will be transferred
from February 2013 direct to some
institutions to implement the Capital
Works projects.
Number of Izimbizo
arranged annually
1 Izimbizo done –Public
Engagement of Deputy
Minister Bonnievale
Henceforth, block the annual calendars of
Minister and Deputy Minister in line with
planned izimbizo by line function to
ensure availability.
4 Izimbizo
Number of national
Consult
social cohesion summits stakeholders on
hosted
the recommendations
Achieved - The Summit Report was presented to the President in
November 2012. Consultations with G& A cluster and Social Sector
cluster was done. Feedback sessions to the provinces have started
and are on-going
20
PROGRAMME 2: PERFORMING ARTS
OBJECTIVE: To promote arts & culture in SA and mainstream its role in social
development
INDICATOR
3rd QUARTER TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Number of
Cultural
programmes
supported
Policy Framework
consultative workshops
(3 provinces)
Achieved - Completion and compilation of report on all
provinces. Report on Performing Arts Policy
Framework workshops was finalised
Community Arts
Centres’ Audit
Report
Receive first draft report Appointment of
Delays in the appointment of
of CACs
Service Provider to
the service provider due to
undertake the Audit of internal processes
CAC, has been
finalised
Number of
programmes
targeting
Vulnerable
groups
3 Programmes
implemented in
collaboration with civil
society
Achieved - 3 Programmes implemented in
collaboration with civil society i.e. Zwakala Awards on
the 26th October, National Field Band Championships,
6 October 2012, Youth Development programme
21
through Arts (School Holiday Programme) 10 – 16
December 2012
PROGRAMME 3: NATIONAL LANGUAGE SERVICE
OBJECTIVE: To develop, promote and protect all official language through policy
formulation and implementation.
INDICATOR
3rd QUARTER
TARGET
PROGRESS
Proportion of
functional
translation and
editing as per
clients request
Receipt, assessment
and further processing
of documents to be
translated and/or
edited
Achieved. English: 15 documents received and
completed; Afrikaans: 12 documents received and
completed; Foreign Languages: 84 documents received
and completed. African languages: 130 documents
received and completed , isiNdebele 5, SiSwati 3,
isiXhosa 55 isiZulu 26, Sepedi 5, Sesotho 13, Setswana
13, Tshivenda 5, Xitsonga 5
Number of
Progress reports
bursaries offered received and ratified
to
undergraduate
and graduate
students
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Achieved - Reporting is done twice a year in 30
September and 31 March according to contract with
universities. The first report has been received, studied
and ratified on 30 September 2012 as expected. Project
on target
22
PROGRAMME 3: NATIONAL LANGUAGE SERVICE cont.
OBJECTIVE: To develop, promote and protect all official language through policy
formulation and implementation.
INDICATOR
3rd QUARTER TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Number of
terminologies
developed per
domain
872 terminologies
developed - Arts and
Culture
Achieved. 872 Arts & Culture terminologies
were finalised during the period under
review.
2 898 terminologies
developed
925 terminologies
developed
Achieved. 2 898 HSEMS were finalised
during the period under review.
926 terminologies were finalised during the
period under review.
1 491 terminologies
developed
1 491 Life Orientation terminologies were
finalised during the period under review.
700 terminologies
developed
700 Elections terminologies were finalised
during the period under review.
23
PROGRAMME 4: CULTURAL DEVELOPMENT
OBJECTIVE: To improve development opportunities for SA Arts & Culture, through
partnerships to ensure sustainability of the sector
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Signing of
Continental
Multilateral Treaty
(Charter for African
Cultural
Renaissance)
Draft Cabinet
Memorandum for
ratification
The approval
was obtained in
October and the
work was only
started in
December 2012
Late appointment of a service
provider to develop the strategy to
implement the Charter, which would
be attached to the Cabinet
Memorandum. Also further
consultation with key stakeholders .
The first draft of the Cabinet
Memorandum is expected to be
finalised by first week of March 2013
Implementation of
the South Africa French Seasons
Continuation of
hosting the French
Season Activities in
SA
Achieved - French Season Activities in SA continued
and were concluded in the Closing Ceremony which
was held in Durban on the 17 November 2012.
24
PROGRAMME 4: CULTURAL DEVELOPMENT
OBJECTIVE: To improve development opportunities for SA Arts & Culture, through
partnerships to ensure sustainability of the sector
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Number of
Implementation of
partnerships
the South African
supported and
Literary Awards
implemented in the
Cultural Industries
Achieved - Project successfully implemented on the10
November 2012 in Bloemfontein
Number of
institutions
established and
supported
Achieved - Funds have been transferred to host the
FEPACI Congress, planned for February 2013. The
Provincial Departments and NFVF are attending to the
issue of establishment of film commissions.
Finalise the
necessary
process towards
hosting the
FEPACI
Congress.
25
PROGRAMME 5
OBJECTIVE: Preserve, protect and promote SA’s cultural & heritage through policies for socioeconomic development, social cohesion and national identity
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Number of policies/
Ministerial and
Costing of Policy finalised The delay was due to a need
for more elaborate research
legislative instruments
Cabinet approval
in December 2012
than expected
developed and/or
(Digitization Policy)
reviewed to achieve the
objective
Finalization of the Costing of Policy finalised The delay was due to a need
for more elaborate research
costing
in December 2012
than expected
(Underwater
Cultural Heritage
Policy )
Preparation for for The 12th Board Meeting The delay was due to a need
for more elaborate research
the 12th Board
of the African World
than expected
meeting of the
Heritage Fund was held
26
AWHF.
in December 2012
PROGRAMME 5
OBJECTIVE: Preserve, protect and promote SA’s cultural & heritage through policies
for socio-economic development, social cohesion and national identity
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Number of
agreements
implemented
Convene an
Interdepartmental
meeting with NDT
An interdepartmental
meeting with NDT
was not convened
Due to some commitments in the
period under a review . A meeting will
be scheduled in the last quarter.
Number of
heritage
institutions
established
(1) Site clearance
20% completed
(Sarah Bartmann
Centre of
Remembrance )
Final budget
Approval of final budget by end of 4th
received from the
quarter
Department of Public
Works
27
PROGRAMME 5
OBJECTIVE: Preserve, protect and promote SA’s cultural & heritage through policies for socioeconomic development, social cohesion and national identity
INDICATOR
2ND QUARTER
TARGET
PROGRESS
Number of government
gazette publications on
standardized
geographical names
One (1)
Achieved - Gazette was published on 02 November 2012
Government
Gazette
publication by 31
December 2012
Number of national
flags and flag poles
installed in schools
500 National
flags and flag
poles installed in
schools
Only 1 flag was installed for
the Opening of the Steve
Biko Centre in King Williams
Town..
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Service provider was not
appointed as yet however it
anticipated that service
provider will be appointed
before end of February
2013 to carry out the project
28
PROGRAMME 5
OBJECTIVE: Preserve and promote cultural heritage through the commemoration and
celebration of historic and national days as well as the popularisation of national symbols
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Number of national 2 workshops on
symbols
national symbols
exhibitions and
held
workshops held
Achieved - 2 workshops on National Symbols were
facilitated on the 4th and 24th October 2012
Number of
educational
publications
approved,
produced and
distributed
One publication on
national symbols
was approved and
only 15 were
produced and
distributed to the
Heraldry Advisory
Council.
1 educational
publications on
national symbols
approved,
produced and 75
000 distributed
The distribution of the 100 000
booklets will be activated and
completed during the month of
February 2013 through a
partnership with GCIS.
29
PROGRAMME 6
OBJECTIVE: Archives and record management
INDICATOR
3rd QUARTER
TARGET
PROGRESS
Proportion of
archival records
accessed and
consulted
90 percent (%) of Achieved
requests
(100%)
received to be
processed within
30 days
Achieved - 100% completed (07 requests
were received and dealt with)
Number of Oral
History projects
conducted
Planning for Oral
History project
Achieved - Oral History Schools Project with
Schools in Botshabelo was concluded and
presentations were done by learners at the
Annual Oral History Conference in Mangaung. A
follow up refresher was done with learners in
Mahikeng who also presented their Oral History
Projects in Mangaung. An Oral History
Conference took place in Thaba Nchu from 8-11
October 2012
Achieved (100%)
VARIANCE/COMMENTS or PROGRESS
DESCRIPTION
30
PROGRAMME 6
OBJECTIVE: Archives and record management
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Functional NAAIRS
system
Target according to
the cost analysis
provided by SITA
Not Achieved
Total project status = 36 %. It was
requested during the business process
work sessions that SITA should do an
investigation regarding ICA Atom. This
impacted on the Blueprint Stage.
Number of policy
frameworks (and/or
briefs) developed
and/or reviewed
Submit draft
strategy for
approval
( National Brail
Strategy )
Achieved
(100%)
Draft strategy circulated for further
inputs and memo for approval of all
policies and strategies drafted
31
PROGRAMME 6
OBJECTIVE: Archives and record management
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or
PROGRESS DESCRIPTION
Number of exhibitions
showcased
Annual LIASA
Conference, October
2012
Achieved (100%)
An exhibition was done at the Annual LIASA
Conference from 1 - 4 October 2012
Number of Community
Libraries built
2 new Libraries built
Achieved (100%)
Number of Community
Libraries upgraded
10 existing library
structures upgraded
Achieved (100%)
5 new libraries completed
- Qhudeni in KZN
- Musina Nancefield, Vlakfontein & Molepo in
LP
- Mt Ayliff in Eastern Cape
11 library upgrades were completed
EC completed 5 (Alicedale, Alexandria,
Seymour, Bushmen's & Fort Beaufort);
KZN completed 1 (Loskop library);
MP completed 3 (Middleburg, Ermelo &
Shatale); NW completed 2 (Huhudi &
Ganyesa)
32
PROGRAMME 6
OBJECTIVE: Archives and record management
INDICATOR
3rd QUARTER
TARGET
PROGRESS
VARIANCE/COMMENTS or PROGRESS
DESCRIPTION
•OBJECTIVE: Archives and record management
NumberOBJECTIVE:
of Library
200Archives
000 library and
Notrecord
Achieved
material purchased
material purchased (100%)
management
60 116 Library material
Waiting for invoice
purchased: EC – 1072; from the service
FS - 5 733; GP - 10
provider. Books to be
407; KZN - 4 752; LP – purchased have been
0; MP - 19 700; NC identified. Purchase to
12 956; NW – 0;
be done before the end
WC - 5 496
of the 4th quarter.
Progress and reporting
to be done monthly
33
RISK MANAGEMENT REPORT FOR THE
THIRD QUARTER
STRATEGIC RISK MITIGATION STATUS AT DEPARTMENTAL
LEVEL- 3RD QUARTER
MITIGATION RESULTS AS AT DECEMBER 2013

Social Cohesion Summit held. Summit resolutions currently rolled out.

Heraldry Council, Library Council and National Archive Council established and functional

Heraldry Act review in progress

Quarterly financial reviews by Internal Audit for progressive remedial action in place

Quarterly review of financial and non-financial information of all Public Entities currently rolled out

Selection and placing of vacant funded executive position addressed

Strategic Development and training rolled out on target

Reputation Risk Register maintained to assess and respond media releases with adverse impact on the
Department.

Loss Control Committee, Disaster Recovery and Business Continuity Committee's functional

Departmental Back-up system for e-mail archiving in place

Transversal Contract Management reviews and monitoring progressively assessed

Legal compliance training on contractual commitments rolled out and applied

Artwork accounted for in the Departmental Asset Register
OPERATIONAL RISK MITIGATION STATUS AT
DEPARTMENTAL LEVEL- 3RD QUARTER
OPERATIONAL MITIGATION RESULTS AS AT 30TH
DECEMBER 2012

The PMDS assessment form has been modified and is being used for assessment of
levels 1-12

Operational Policies finalised and in place( Safety and Health, Security, Transport &
Accommodation and the Artworks policy )

A Security check-point on the ground floor(install metal detectors and x-ray machine)
established

Centralised Payment Function currently in the roll-out test phase

Human Language Technologies Projects opportunities of training and experience,
funding to 2 new projects have been approved and appointed.

Collaborations with Department of Basic Education on the translation of picture books
rolled out

The migration of the Terminology Management System ( Trados Multi-term) is 100%
complete and is available on the departmental server.
THANKS
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