IDIP Change Enablement Progress Feedback

1. IDIP Change Enablement Progress Feedback Province: Western Cape Date: 25 November 2009

2. Change Enablement Model LEADERSHIP AND STRATEGIC ALIGNMENT FUTURE STATE CURRENT STATE INSTITUTIONALISATION & GOVERNANCE OF IDIP Logframe CONTINUOUS EVALUATION & SCOPING OF ENVIRONMENT A&D Business Cases Change Scoping Risk Log M&R Change Enablement Task Team Goal Purpose Output Indicators COMMUNICATION INTER AND INTRA TEAM DYNAMICS & COOPERATION ORGANISATIONAL DESIGN & CAPACITATION KNOWLEDGE SHARING AND LESSON LEARNING Facilitate, Advise and Support all IDIP Logframe Outputs

3. Agenda • Feedback on Change Enablement log frame progress; • General rating for the usefulness of the change enablement tools / templates /methodologies ; • Critical Challenges; • Planned activities for the next 6 months; • Recommendations to the PMU; • Conclusion.

4. Feedback on provincial logframe and work plans Feb 09 – Aug 09 100 100 100 100 100 80 100 100 100 100 100 100 100 100 100 100 100 100 100 70 100 100 50 100 100 100 100 100 70 60 100 100 100 90 60 100 90 100 100 100 20 100 60 100 90 90 100 100 100 100 # Indicators MOV Deliverables / Outputs / Activities (Be specific) Progress Design Implementation 1 Leadership and Alignment Leadership and Alignment Leadership and Alignment Leadership and Alignment Leadership Engagement Management Committee meetings in place Steering Committee meetings slow Regular bi-monthly newsletters since Nov 07 Ad hoc PT meetings Infrastructure priorities ’09 SDA revision underway (Works WCDH and WCED) Infrastructure Plans & Implementation Plans Alignment with ASGISA & GIPSA Alignment with Premier’s Modernisation strategy Collaboration with Office of Premier PT’s “Unblocking Service Delivery” and acceptance of the Executive of an Infras. Service Delivery Model 2 Institutionalisation & governance of IDIP Institutionalisation & governance of IDIP Institutionalisation & governance of IDIP Institutionalisation & governance of IDIP IDIP Management Structure PTAT functioning well with new TAs from mid-year PTAT meetings regular, structured with minutes PTAT & officials concerned about IDIP post Mar ‘10 Effective quarterly PPMC meetings ToR MoU signed off ToR for PPSC and PPMC approved 3 Continuous Evaluation and Scoping of Environment Continuous Evaluation and Scoping of Environment Continuous Evaluation and Scoping of Environment Change Scoping Exercise completed in 2008 Exercise plus benchmarking completed in 2009 Survey doc used in Departments to address problems Quarterly Risk Logs Regularly updated as required by PMU (PTAT still continuously request feedback on other Provinces) Revised Risk Log to be submitted in Dec 09 Critical Risk and mitigation plans On track 4 Inter and intra team dynamics and co-operation Inter and intra team dynamics and co-operation Work team methods utilised PTAT team collaboration and cooperation is effective Process Mapping (Works) Health completed, Works ED underway Education completed – minor revisions Health – minor revisions PT completed

5. Feedback on provincial logframe and work plans Jan 08 – Jan 09 Design Completed Design Completed Design Completed Implementation Completed Implementation Completed Implementation Completed # Indicators MOV Deliverables 100% 100% 100% 100% 100% 100% 5 Communication Stakeholder analysis Incorporated into Provincial Communications Plan New stakeholder analysis in terms of PMU requirement in progress 100 100 50 100 100 30 100 100 100 100 100 100 100 100 Communication plan Website (completed Mar 08) Calendar Completed in 2008. Updated for 2009 – not yet tabled at PPMC Completed and regularly updated with new TA details, newsletters for download etc Service Delivery Calendar established and updated 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 Standardised protocol templates Selective intra-Departmental templates available See Service Delivery Agreements Available for the Scoping report, alignment, IDIP newsletter, etc on the Provincial IDIP website – for downloading 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 6 Organisation Design & Capacity OD Chief Directorate Infrastructure – staff being recruited STTA post-occupancy review underway (Health) 100 100 100 100 100 100 100 100 100 100 50 60 100 100 Capacity Building & Skills transfer Skills transfer workshops ongoing (eg Tender Evaluation for Inspectors, and Quantity Surveying for WCED) Ad hoc skills transfer interactions encouraged 100 100 100 100 100 100 100 100 100 100 100 100 Capacitation Plans Works (Health) project-based template developed for skills audit Capacitation plan stalled 100 100 100 100 7 Knowledge sharing and lessons learnt Lessons Learnt Included in the newsletter, where applicable Informal exchanges with other CEs happens frequently CE and PIT meetings allow for info exchange 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 Case Studies developed All required case studies have been completed and submitted December 09 case study preparation in progress 100 50 100 100 100 100 50 100 Knowledge Management community of practice Knowledge Management community of practice Knowledge Management community of practice Knowledge Management community of practice Sent all tangible knowledge capital to The Project Shop for storage on their website WC IDIP website is used as a local repository Knowledge capital forwarded to The Project Shop for storage on their website WC IDIP website is used as a local repository IDIP knowledge being collated for transfer in Mar 10 Sent all tangible knowledge capital to The Project Shop for storage on their website WC IDIP website is used as a local repository Sent all tangible knowledge capital to The Project Shop for storage on their website WC IDIP website is used as a local repository 100 100 100 100 10 100 100 100 100 0 100 100

6. Change Enablement ModelBarometer 1) Please use the following “faces” to indicate your rating of the “usefulness” of the various IDIP Change Enablement tools / templates / methodologies (e.g risklog) supporting the Change Enablement Model Arrows, Very useful What tool / methodology? Sometimes useful but sometimes not Not useful at all 2) Please copy and paste the chosen faces along the arrows at the horizontal position reflecting your assessment of the progress made within your province in terms of each arrow. Slow Satisfactory Good Provincial progress

7. Change Enablement ModelBarometer LEADERSHIP AND STRATEGIC ALIGNMENT FUTURE STATE CURRENT STATE INSTITUTIONALISATION & GOVERNANCE OF IDIP Logframe CONTINUOUS EVALUATION & SCOPING OF ENVIRONMENT A&D Business Cases Change Scoping Risk Log M&R Change Enablement Task Team Goal Purpose Output Indicators COMMUNICATION INTER AND INTRA TEAM DYNAMICS & CO-OPERATION ORGANISATIONAL DESIGN & CAPACITATION KNOWLEDGE SHARING AND LESSON LEARNING Slow Satisfactory Good Provincial progress

8. Contextualisation + provincially developed tools Please use this table to: 1) contextualise why you experience a tool to be “not useful”.2) contextualise “slow provincial progress” assessments 3) indicate any additional tools / templates / methodologies developed within your province, which can be shared with other provinces. Please note that columns 1 and 2 focus specifically on highlighting your frustrations regarding non-useful tools and slow provincial progress. It is not necessary to provide contextualisation where you assess the tools to be useful or the provincial progress to be satisfactory or good.

9. Critical Challenges The 3 most critical challenges with regards to Infrastructure Improvement are: To complete this table, one could , amongst others ,take into consideration data from the effectiveness reports , change scoping reports and risk logs.

10. Planned Change EnablementActivities for the next six months *Please use “x” to indicate

11. Planned Change EnablementActivities for the next six months

12. Recommendations to the PMU

13. Stakeholder Analysis WCAll Departments **Current status options: new entrant / advocate / supporter / neutral / critic / blocker *Years with Dep options: 0 / 1 / 2 / 3+

14. Stakeholder Analysis Other **Current status options: new entrant / advocate / supporter / neutral / critic / blocker *Years with Dep options: 0 / 1 / 2 / 3+

15. Conclusion • Final remarks, considerations or recommendations: