Design

1
Design Development of an integrated ME System
in the Eastern Cape Province (ECMES)

• ME Learning Workshop, Gallarger Estate
• 15 September 2004
• Presenter Herbert Batidzirai
• Authors METTT

2
Objectives

• To share the Eastern Cape experiences on ME
  development.
• To learn from other public-sector wide ME
  processes.
• To adopt best practice ME protocols and
  platforms that will allow inter-provincial
  coordination and comparions.

3
Summary of presentation

• Provincial planning process.
• Components of ECMES.
• Indicators for PGDP programs.
• Data collection reporting tools.
• Institutional arrangements.
• Capacity development.
• Gantt chart for further development.
• Challenges lessons learnt.

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PGDP as basis for ME
5
Mandate

• Request to develop composite ME system through
  the PGDP-PMU.
• OTP/DG endorsement.
• Cluster support.
• UNDP support.
• Demand for data/infor FOSAD, clusters, OTP,
  Legislature, public etc.

6
PGDP Framework
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Integrating ME into PGDP programs
8
Processes
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Basis for Quantified vision

• Pyramid of purpose.
• Current socio-economic development of the EC.
• National district development strategies.
• Sector studies conducted in the EC.
• UN millennium development goals.
• Projected state non-state resources.

10
PGDP Programs

• Context within National Treasury 5-yr, annual
  operational plans.
• 28 Programs in response to the PGDP framework.
• Clustered programs with lead Depts.
• Bilaterals with all Departments.
• Budget Indibano.
• Budget hearings.

11
Characteristics of ME Environment

• No ME systems in 7 Departments
• Multiple ME systems e.g. in DRPW, DoE, DoH.
• No Baseline data generated.
• ME function is not integrated with project
  management.
• Ill-defined objectives indicators.
• Irrelevant poor quality information generated.

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Characteristics ofME Environment 2

• Impact of most programmes is not known.
• Lack of commitment incentives.
• Poor Horizontal vertical linkages.
• Limited staff capacity.
• No active engagement with data generated.

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Proposed infor. flows (ECMES)
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• Centralized system (option 1)
• Decentralized system (option 2)
• Dual system (option 3) - ECMES

15
Datasets - relationships
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Key ECMES pillars
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Components of ECMES

• Indicators (developed).
• Data collection tools (developed).
• Data reporting tools (developed).
• Database (being developed).
• Socio-economic profile (developed).
• Departmental ME systs (revamp).
• Capacity building (started).
• Reporting, f/back comm.(activated)

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ECMES operational framework

• Clear terms of reference on ME.
• Structures, roles responsibilities
• OTP/PCMU
• METTT
• ECMERG
• BPAT
• Participatory process/bilateral meetings.
• Planning operational process.
• Clusters (X3).

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ECMERG representation

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Objectives of ME integration

• Contribute to the attainment of quantified
  objectives of the PGDP.
• Improve programme/project management.
• Improve planning projections.
• Improve information gathering, management,
  analysis dissemination.
• Improve coordination.

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Objectives of ME integration 2

• Increase efficiency capability of ME staff.
• Increase participatory consensual development
  processes.
• Contribute to the development of accurate,
  relevant retrievable data.
• Reduce duplication in data collection
  management.

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Key Principles

• Results Oriented ME system.
• ECMES builds on existing departmental systems.
• Balance high low objective level indicators.
• Use of SMART practical indicators.
• Collect relevant, manageable, and verifiable data.

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Key principles 2

• Alignment of Depts. PMS to ECMES.
• ECMES is an integral part of the overall project
  management portfolio.
• ECMES is a dual system (centralized
  decentralized) linking all Depts.
• The PGDP, ME framework and Departmental
  strategies are the basis for the ME plan.

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Key Principles 3

• Emphasis on participatory process.
• The ME plan is an evolving document.?
• Approximately 4 - 10 of the programme budget
  should be allocated to ME.
• ECMES is a structured learning tool.
• ECMES to use different comm channels .

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Assessment of ME systems

• Questionnaire design based on functional areas of
  ECMES.
• Bilateral meetings.
• MIS workshop.
• Methodology.
• Rolling assessment.

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Indicators ME plan

• Derived from PGDP programs.
• Logical framework matrix.
• To be complemented by other ME tools being
  developed.
• METTT vs Depts. Indicators.
• Participatory workshops.
• UNDP, IDPs, Presidency, sectoral indicators.
• ME plan tools, methods appr.

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ME levels
Direct
Risks
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ME matrix
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Data collection management

• Dual system.
• ICT campus network PGITO Council (close to 100
  Bisho campus).
• Database development.
• ECMES structured unstructured data.
• GIS interface with ECMES.
• Departments responsible for data collection
  analysis
• Strategic gap analysis, decision balance scores
  etc.

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Capacity dev. institutional arrange.

• PCMU in OTP.
• Integrated ME units within Provincial
  departments.
• Anchor staff in each dept. connected to ECMES.
• Structured capacity development linked to
  performance with support from DBSA.
• Network/ knowledge learning process.

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Data Comm., Reporting feedback

• PCMU, Clusters, Legislature
• Outreach programs DMs LMs.
• WWW LAN.
• Internal feedback in depts. (formal informal)
• Communications Dept. (OTP)
• Media
• ME newsletter

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Critical reflection

• Feedback to source.
• PCMU, Treasury, Depts., External stakeholders.
• Performance threshold.
• Performance reserve.
• Formation of PPET.

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Example of communication tool