The North West Premier’s Public Service Excellence Awards

1. The North West Premier’s Public Service Excellence Awards Presenters: Ayesha Hassim Janine Pedro

2. Background • The Premier’s Public Service Excellence Awards (PPSEA) commenced in 2003 and just completed its 5th cycle. • The awards scheme aims to recognise, encourage and motivate service delivery teams within the North West Provincial Government to improve their services through Batho Pele. • The ultimate goal is to achieve the Province’s strategic goals and to reach a level that is on par with the best government services in the world.

3. How to Enter All applications must consist of: A completed application questionnaire with motivation addressing each of the criteria, assessment against each criterion point and a cross reference to the supporting evidence in the evidence file. The equivalent of no more than one A4 box in volume of supporting evidence. Evidence must be placed in a file such as a lever-arch or box file.

4. How toEnter (Cont.) The award scheme consists of 2 components, namely the internal departmental awards and the PPSEA. All winners at the internal level (top 3 per category) qualify for entry into the PPSEA.

5. How to Enter (Cont.) Internal departmental submissions are made directly to departmental champions. Submissions to the PPSEA are made directly to PwC, who is responsible for facilitating and quality assuring the adjudication process.

6. The Award Categories The 2008 awards had 10 categories: Category A - Best Performing Project Projects that are once off initiatives, which are timed and generally have their own budget and resources. Category B - Best Performing Directorate Directorates are management components and form part of programmes. They have their own budget and strategic goals. Their primary aim is to support the strategic plan of the department.

7. The Award Categories (Cont.) Category C - Best Performing Programme A programme is a unit within a department made up of various directorates. Example: Chief Directorates fall within this category. Category D - Best Performing State Owned Enterprise A state owned enterprise legally conducts business activities on behalf of an owner government, without the pressures of satisfying shareholders with a return on their investment. Its main objectives are generally non-financial.

8. The Award Categories (Cont.) Category E - Best Performing District Municipality A municipality is a political unit required to give priority to the basic needs of the community, while promoting social and economic development. Category F - Best Performing Department A department is a specialized division within a larger organisation. Example: Department of Agriculture.

9. The Award Categories (Cont.) Category G - Best Innovation Innovation is defined as the successful implementation of a new method through the use of creativity. Category H - Best Service Delivery Offering a high level of service delivery means being a dedicated, empowered, linked, informed, valued, and experienced public servant who accepts responsibility.

10. The Award Categories (Cont.) Category I - Best Intergovernmental Integration This award will recognised two or more sections/branches/directorates/departments involved in an effective integrated approach to project/service delivery. Category J - Best Leadership A leader’s primary focus is to serve, and acts consistently with a clear vision. Leaders also hold strong values and empower others, while encouraging them to deliver effectively.

11. Assessment Process A team of trained assessors from various Provincial Government Departments evaluate all entry packs using an assessment tool designed by PwC. The top five qualifying entrants proceed to the PPSEA Adjudication round. In order to qualify for entry into the PPSEA, entry packs must attain 50% of the total score.

12. Assessment Process (Cont.) Score sheets are used that evaluate each question on a scale from 0-5: Where there is no evidence of the principle, a score of zero is allocated. A score of 1 suggests that implementation of that principle is in the planning stages and no improvements are visible. A score of 5 generally indicates that the principle is fully integrated into the organisation’s service delivery. The organisation is a leader in its field.

13. Adjudicator Selection The process is conducted by independent, prominent adjudicators from the private and public sectors. It is imperative that recommended adjudicators are familiar with public sector operations and service delivery.

14. Adjudicator Selection • The PPSEA Project Team compiles a list of recommended adjudicators from which the Premier selects 5. • All adjudicators are trained by PwC on the adjudication process.

15. Adjudication Process Adjudicators perform site visits at the physical locations of all short listed candidates. All applicants are allowed approximately 2 hours to substantiate claims made in their application with regard to their adherence to Batho Pele Principles.

16. Adjudication Process A walkabout checklist together with an adjudicator scorecard is used to score the applicants. In order to qualify for an award, applicants must obtain the following percentages: Gold Award 90% - 100% Silver Award 80% - 89% Bronze Award 60% - 79%

17. Awards Lessons Learned Successes • In the 5th cycle of the PPSEA, we are confident that potential candidates are more familiar with the process than in former years, and this was reflected in the calibre and the number of the applications received. • Increase in the awareness of Batho Pele Principles.

18. Awards Lessons Learned (Cont.) Successes Champions and assessors have been trained in the submission and evaluation process to assist potential applicants in completing their entries. The awards process grew from 5 categories to 10, to focus greater emphasis on service delivery, leadership, intergovernmental integration, innovation and departmental performance as a whole.

19. Awards Lessons Learned (Cont.) Challenges • Though champions are tasked with marketing the awards within departments, stimulating an interest in participating in the award scheme is difficult. • Commitment from relevant stakeholders is lacking.

20. Awards Lessons Learned (Cont.) Challenges Applicants still don’t fully understand the application process and often don’t provide appropriate evidence or enter in the wrong categories. For the awards process to proceed smoothly, it needs the full support of all Heads of Departments. Time constraints during adjudication.