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INFRASTRUCTURE DELIVERY IN THE UMGUNGUNDLOVU REGION Presentation to Chief Director: Umgungundlovu Region Date: 14 Octobe

INFRASTRUCTURE DELIVERY IN THE UMGUNGUNDLOVU REGION Presentation to Chief Director: Umgungundlovu Region Date: 14 October 2005. Overview. Key messages Situation analysis Complication Resolution . Key Message.

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INFRASTRUCTURE DELIVERY IN THE UMGUNGUNDLOVU REGION Presentation to Chief Director: Umgungundlovu Region Date: 14 Octobe

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  1. INFRASTRUCTURE DELIVERY IN THE UMGUNGUNDLOVU REGIONPresentation to Chief Director: Umgungundlovu RegionDate: 14 October 2005

  2. Overview • Key messages • Situation analysis • Complication • Resolution khaedu - planning14-10-05 no pictures

  3. Key Message Current non transparent and inefficient processes can be radically overhauled to improve service delivery khaedu - planning14-10-05 no pictures

  4. Situation Overly complicated and non transparent process of infrastructure planning, without link to budget, including poor consultation and communication with stakeholders such as community, principals, governing bodies etc resulting in inadequate and inappropriate products and dissatisfaction amongst stakeholders khaedu - planning14-10-05 no pictures

  5. Situation • 1415 schools in region (2005) • 565 375 learners (2003) • Shortfall of 2270 classrooms in the region (on 1: 40 norm, disregarding specialist rooms) • Excessive response time on maintenance requests • Principals office petrol bombed, reported on 13 September but no action yet • Conservancy tank at school overflowing, reported in March 2001 but still not attended to • Burst water pipe reported in September and now water bill is R7000 per month khaedu - planning14-10-05 no pictures

  6. khaedu - planning14-10-05 no pictures

  7. Situation • Complicated and non transparent processes for addressing need for new buildings, additions and repairs. • Reporting of needs happens either to Mr Bulcock or department of Works or Municipality. Seems as if Mr Bulcock is contact point for 1415 schools • Budget centralised at head office for new buildings, additions and upgrades, at region for maintenance. khaedu - planning14-10-05 no pictures

  8. Pace of response “ things are not happening at the pace they should and the Department of Education should be man enough to admit this” Information base for doing prioritisation flawed “EMIS information is suspect at best of times” Classrooms needed badly “ more classrooms in schools is promised every year and is not at all fulfilled… we have the problem that projects should have been done in 2001 but up to now nothing..” khaedu - planning14-10-05 no pictures

  9. Situation • No input and accountability from other layers and managers especially circuits and wards • One Director in head office dealing with 5695 schools At present it is extremely difficult to provide exact details on the number, type, conditions and utilisation of all school building and related infrastructure – KZN DOE infrastructure plan 2005/06 khaedu - planning14-10-05 no pictures

  10. Situation • Delivery rate vs need? (2 new schools built since 1994. In 2005 budget monies allocated to 6 schools but not one has taken off yet) • Turnaround time for maintenance request from region to Works for quote around 2 months. Average 30 requests per region per month (low relative to number of schools - 25% per year) Poor tracking of requests due to various channels to obtain quote • Average cost of classroom at R3300 per sq meter khaedu - planning14-10-05 no pictures

  11. Building costs for class rooms seem high khaedu - planning14-10-05 no pictures

  12. Complication • School budgets which should be used for educational purposes are channeled towards infrastructure maintenance • Feedback loop to inform principals on status of their requests does not exist • Track on expenditure of maintenance budget non existent • Unclear consultation process with principals feeling that not enough inputs are given • Roles of all stakeholders not clear khaedu - planning14-10-05 no pictures

  13. Complication • Demographic shifts makes infrastructure planning difficult e.g. Inter provincial migration of learners from Eastern Cape (120 out of 1035 pupils in one school) • No link between project approval and budget available • Physical planning process driven by units in regions and head office, both understaffed. khaedu - planning14-10-05 no pictures

  14. Complication • No feedback to principals on progress with regard to priority position of project • Criteria that determine priority not clearly defined and communicated • Inappropriate skills for planning and project management • No clarity exists in the role the ward and circuit level should perform. • Process change not communicated for example the change to put requests through regional office to Works khaedu - planning14-10-05 no pictures

  15. Complication • No system documented. Institutional memory captured in specific individuals • Organisational misplacement of unit with supervisory skills not in line with those needed for oversight of unit • Implementation agent is Works department with their own capacity constraints Principal requests more classrooms but head office insists that they will build storerooms Kwa Mpungose school built with oversupply of classrooms even though the oversupply was indicated by the principal before construction was completed khaedu - planning14-10-05 no pictures

  16. Resolution PROCESS SIMPLIFICATION MAINTENANCE FOR AMOUNTS NOT EXCEEDING R5000 • Decentralise budget to ward for section 20 Schools and for section 21 schools to the school itself– R25 000 per school • Establish database of SME service providers in local community with long term contracts. To be used with 3 quote system and on rotational basis • Publish one page “idiots guide” with process map for all schools,principals and inspectors • Pilot in one ward per district before rollout khaedu - planning14-10-05 no pictures

  17. A process map for maintenance under R5000 (Section 20) School requests Obtain 3 Quotes from service provider Selection Submits to Ward Commission Ward Pays Signs off School khaedu - planning14-10-05 no pictures Ward

  18. A process map for maintenance under R5000 (Section 21) School requests Obtain 3 Quotes from service providers Selection Commission School Pays Signs off School khaedu - planning14-10-05 no pictures

  19. Resolution • MAINTENACE EXCEEDING R5000 • Remaining budget to be retained in Regional Office • Submit request to works and copy regional office – see process map • Publish standard operating procedure and communicate to all stakeholders • Pilot as indicated for amounts not exceeding R5000 khaedu - planning14-10-05 no pictures

  20. A parallel process for major repair submissions would speed up the process Approves & budgets School requests Copy to Region Region Logs On database Submits to Works Investigate & Estimate To Reg.Off For approval Signs off Commissions Repair Tenders/ Quotes School Principal Signs off Pay Works Contractor Region khaedu - planning14-10-05 no pictures Works

  21. Resolution • New Schools/Upgrades and Additions • Link 3 year planning cycle to MTEF thus one planning session every three years • Publish clear and simple criteria for prioritisation which must be transparent. • Publish “idiots guide” and process maps for all stakeholders khaedu - planning14-10-05 no pictures

  22. Resolution • COMMUNICATION AND CONSULTATION • Establish District Principals Forum (or existing structure) • To include principals,SEMs and relevant staff from the region where necessary • Forum to meet quarterly to minimise periods away from school • Deal with all issues relevant to functionality of schools For new schools • Ward Committes/Councillors and principals with schools in close proximity For Upgrades and Additions • SGBs and Prinicipal khaedu - planning14-10-05 no pictures

  23. Resolution FEEDBACK • Once priority list is finalised it must indicate only funded projects which must be communicated to principals and SEMs in writing • Develop and set up M & E tracking system in Regional Office Client updates every 2 months • Publish service standards including turnaround times khaedu - planning14-10-05 no pictures

  24. Resolution TACKLE BACKLOGS THROUGH ACCELERATED DELIVERY PROCESS – “PROJECT ACCELERATE” Establish Project office “War Room” • Use extra capacity, freed from line duties to focus on backlog • Draw in IDIP for technical support Mobilise EPWP process and resources Utilise excess personnel that can be deployed from Education and other departments Undertake needs assessment for ECD and Special Schools in consultation with Social Welfare khaedu - planning14-10-05 no pictures

  25. Resolution LOBBY FOR DECENTRALISATION OF CAPITAL BUDGET FROM HEAD OFFICE TO REGION • Region to manage both capital and current budget khaedu - planning14-10-05 no pictures

  26. Areas for further attention • Expenditure tracking • Allocation of budget and link to other role-players such as Head Office and Works • More innovative responses such as Enviro – loo, more mobile classes etc. • Required skills levels in relation to existing skills • Investigate current cost structures khaedu - planning14-10-05 no pictures

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