Presented by: Mr. Dali Mdunge 7 July 2014
Road Map • Who is SAFIRI? • Concept of arrested development • How do we remove these shackles? How do we improve service delivery in such a way as to stimulate development? • PMU approach: Mthatha Presidential Intervention Program • PMU achievements: Removing the chains one at a time
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Arrested development: A project management approach to service delivery in rural areas King Sabata Dalindyebo Presidential Revitalization Project
Concept of arrested development • Communities, towns even whole administrative areas such as local municipalities are often mired in service delivery backlogs • Authorities do not seem to have a clear sense of what needs to be done • Significant funding is thrown at the problems & yet they persist • Often governance issues relating to corrupt practices are bandied about as some of the main problems • Sometimes such communities resort to one of their most effective weapons – protest action that often turns violent • And yet a cursory observation often suggests such communities are being “held back” in development terms
Concept of arrested development • Held back because socio-economic indicators are hinting at a different development story than the one communities are living • Such a cursory observation suggests strongly that there is indeed a missing ingredient • An ingredient, which when applied, could set in motion irreversible & sustained developmental processes • A hierarchy of service delivery constraints would have at its apex: • Inadequate supply of managerial human capital • Inadequate worker skills & informational barriers – not knowing what changes to effect & when to effect them
Strategic Questions (to get us moving) • What is our vision for development? • Have we sufficiently communicated this compelling vision & have people bought into it? • What is holding us back from achieving our vision? • How do we get to remove the chains that are holding us back? • The KSD Presidential Intervention Program which is used as an example here sought to respond to at least some of the questions
KSD’s vision for development(Sustainable Development Master Plan 2009) • Today’s babies, tomorrow’s adults, will in 2030 live in a Mthatha that: • Has retained & enhanced its natural assets & resources • Has welcoming, vibrant & safe streets • Has affordable non polluting & effective transport system • Attracts investment & creates sustainable human settlements • Offers dignified living & recreation areas • A balanced community leaves with a range of housing types & affordability with access to social facilities, amenities & employment opportunities, all within walking distance of place of residence • To achieve this, the river, market, street, housing & people systems are identified for intervention underpinned by good infrastructure
Twenty Year Vision for a Sustainable Mthatha OUR CITY IN OUR HANDS
What is holding us back to realise our vision? • According to a report prepared by The Presidency dated 20 October 2011, on the President’s monitoring visit to KSD on the 29th September 2011, Mthatha was declared a Presidential Priority Program in August 2009. This report further notes that: • The declaration of Mthatha as a Presidential Priority program followed serious concern expressed about the state of Mthatha, a town that was once the economic hub of the former Transkei. Of key concern were challenges relating to dilapidated infrastructure and historically poor management and systems and the negative impact this has had on the provision of basic services and the general quality of life of the people that reside in Mthatha. • The Presidential Intervention Program sought to address infrastructure backlogs & service delivery challenges to fully revitalize Mthatha to its former stature.
Project Objectives Catalytic Projects KSD Presidential Intervention Program • To rebuild the socio-economic infrastructure of Mthatha & surrounding areas: • Roads • Electricity • Water • Airport • Food Security • Water • Sanitation • Electricity • Roads • Housing • Airport • *Institutional & Governance Considerations
What is holding us back from achieving our vision? AIRPORT • Lack of leadership in the development of the airport • Inadequate airport infrastructure, • Short & narrow runway, • Small apron, • Old & dilapidated terminal building. • Limited number of flights into & out of Mthatha Airport • One airline which services one route i.e. to OR Tambo International Airport HOUSING Huge backlogs, resulting in massive growth in informal settlements Development in KSD - land claim issues that may result in further delays (Zimbane) Bulk infrastructure dilapidated for the current situation – not catering for growth & further developments ROADS 90% of Mthatha surfaced road network has deteriorated beyond pothole repair requirements Pavement conditions vary from fair to very poor in the CBD Pavement maintenance is very seldom with potholes being very common Roads do not cater for the large number of pedestrians Heavy congestion in the CBD Cost of doing business in the CBD high
What is holding us back from achieving our vision? WATER • Raw Water Pipe Line in Disrepair • Water wasted due to leaks • No water supply when pipe line is repaired. • Danger to life should the 600mm line burst • Water Purification Works • Under capacitated to accept volumes required for any new development. Needs to be upgraded from 60ML to 80ML. ELECTRICITY Three sub stations running at 20-30% overload High voltage distribution lines dilapidated & regularly collapse in storms Regular electrical outages causing frustration with businesses & residents alike. Electrification backlog. SANITATION • Untreated sewer effluent which drains into the river & in some cases connected to the stormwater drainage system • Old sewer infrastructure • Non functional pump stations • Sewer spillages • High demand vs. plant capacity
Key Challenges • Inconsistent reporting from the work streams • Projects • Templates • Non-submission & late submission of reports • Irregular scheduling of meetings • Response rate to information requests from the PMU • Role clarity with regards to: • Convenors • Project Coordinators • Absence of Accounting officers at PWG meetings • Event focused approach • PWG • Technical IMC • Visits by politicians • Role of the KSD Municipality • Participation in project activities • Setting & communication of development targets • Slow implementation rate • Poor workmanship
SAFIRI Involvement: Project Management Approach • Technical IMC meeting held on the 16th August 2011 was an expressed need to strengthen the KSD PI project management capacity. • Resolved as follows:“The team from National Department of Transport that is currently operating in Mthatha will be integrated into the KSD project. This team is made up of, among others, two DDGs, DBSA & the SAFIRI team.” • The SAFIRI team was subsequently requested by the Department of Transport to avail their expertise to assist with the project management & technical aspects of this intervention. • One of the first tasks of the team was to set up systems & improve on the reporting so as to ensure that the meeting discussions focused more on the content of the reports.
Skills Systems Basic Requirements Planning Coordination Project Communication Risk Assessment Project management Administration Engineering Research Financial modeling & analysis Business analysis Communication infrastructure & technology Server Database Network Internet
Project Communication Project Management Areas Planning & Coordination Detailed Project Work Plan for the entire project Project management templates Weekly reports to the project manager Monthly reports to the Project Structures Clear communication framework, strategy and protocol A project directory of all stakeholders in agreed format A project summary for distribution in agreed format Participation in PMT meetings to ensure that the integration between the work streams is enhanced.
Project Budget Time Management Project Management Areas A standardized budgeting reporting format at required timeframes Collect budget spreadsheet within agreed timeframes Distribution of the budget analysis to key project team members. Standardised Gantt chart formats for each work stream Collection and updating of the Gantt chart information per work stream Issuing of time management alerts for components that fall behind schedule in agreed format Estimation of the completion percentage for each major milestone and reporting thereof Precedents charts that indicate the timelines between the different project components.
Risk Assessment Probity Project Management Areas Risk assessment as part of the progress report of each sub work stream and competence area. A separate risk matrix where all risks are captured as part of the monthly reports A functional project structure Appropriate institutional framework with clear combination and reporting lines Project processes with checks and balances built into them to avoid mismanagement Procedures and guidelines for dealing with transgressions Clearly documented internal control framework Effective Risk management
Document Control & Management Secretariat Project Management Areas Document Control & Management Plan, Communications Plan, Templates, Weekly, Monthly, Quarterly Reports etc., Project Related Documentation. Project communication strategy between the various work streams and client, Quality control & Produce minutes of meetings, Meeting preparation (booking meeting venues, issuing invites, preparing meeting packs).
Work Streams • Energy, Waste & Environment Management • Governance & Communication • Human Settlements • Local Economic Development • Social Development & Health • Transport & Mobility • Water & Sanitation
Dashboard Example dashboard
Project Reports March 2012 September 2012 August 2012 08 May 2012
SAFIRI’s Unique PM System ..the platform that offers you everything you need to deliver projects successfully. Using this software, you can manage your tasks, resources, meetings, timesheets, weekly reports, photographs, documents, risks, changes & challenges to deliver projects on time & on budget.
Project.Show KPIs • Expenditure • Green – below budget • Amber – within budget • Red – above budget • % Complete • Green – ahead of schedule • Red – behind schedule • Amber – with schedule • Grey – incomplete information • Behind/Ahead (same as % complete) • Risks • Red – majority high • Amber – majority medium • Green – low • Grey – incomplete information • Blue – unknown level • Challenges • Red – majority high • Amber – majority medium • Green – low • Grey – incomplete information • Blue – unknown level • Changes • Red – majority high • Amber – majority medium • Green – low • Grey – incomplete information • Blue – unknown level • Efficiency • Blue – completed on time • Green – completed within 1 week • Amber – completed within 1 month • Red – completed after 1 month • Pink – incomplete information • Purple – not finished
Project.Show Export Project.Show Export • Export reports to Excel, Ms Project, PDF • Define columns to show on report including Jobs Createdper project (last column)