Edward Tshabalala

Planning and Coordination

• Compile the directorate’s Operational Plan and providing inputs to the Departmental Annual Performance Plan and Medium Term Development Plan
• Conducting Preparatory work for the directorate and the Secretary of Defence, Quarterly and Annual reporting.
• Compile the DOD APP Output Indicator and targets analysis Booklet
• Configuring DOD APP information on the DPME electronic Quarterly Performance Reporting System (eQPRS) Platform
• Compile the t DOD Quarterly and Annual Performance Report Instruction and supplementary prepopulated reporting templates.

Implementation

• Collect, organise and analyse performance information using data collection and analysis tools.
• Conduct quality assurance to measure the appropriateness and validity of performance information.
• Monitoring of activities, outputs and outcomes as per operational plans.
• Analyse the departmental programme and sub-programme performance trends.
• Verify performance results.
• Monitor compliance with reporting guidelines.

Reporting

• Defence Secretariat Quarterly Performance Report
• Compile draft DOD Quarterly Performance Reports. Capture quarterly performance information on PI Database and DPME eQPRS.
• Compile the Following Reports:
• The directorate’s Quarterly and Annual Reports
• The Secretary of Defence Quarterly and Annual Reports.
• Compile the Department of Defence Quarterly and Annual Report. Capture performance information on the PI Database and DPME eQPRS.
• Compile Departmental Monitoring and Evaluation Reports.
• Provide inputs towards the DOD Mid-Term and End-Term Performance Report.

Receive Service delivery Complaints through email, post and walk-ins (mostly pickets and protests) analysing and categorising cases as well as referring to relevant Departments and Entities.

Following up on the progress of cases and providing Case status reports.

My responsibilities are aimed at ensuring all objectives of the unit are achieved through proper planning, monitoring the Implementation thereof, identifying and addressing early warning signs as well as taking remedial action when needed. This included (not limited to) the following key Tasks :

· Liaison with sector departments regarding the Implementation of the recommendations emanating from the monitoring findings

· Providing support in the department of the Chief Directorate's Implementation plans, operational plans and Annual performance plans

· Managing the web-based data management and reporting system

· Quality assuring, auditing and storing the monitoring reports on the web-based system

· Analysing findings and recommendations from the monitoring reports

· Providing performance information for the compilation of Mid-Year and Annual Provincial, Departmental and Cabinet Reports.

Over and above the Key Tasks, my daily work included the following activities

Programme Planning

Conduct Quality Assurance of the Joint Annual Plans (JAP)/ Programme implementation plan as received from Offices of the Premiers, Consolidate the 9 provincial Joint Annual Plans into one National Joint Annual Plans and Submit the Consolidated JAP for approval to the Chief Director. Continuous update of the JAP during the implementation phase and Manage changes on the Approved JAP through the Change Request form throughout the financial year.

Quality Assurance

Conduct quality assurance of the populated field questionnaires and monitoring reports to ensure alignment with the FSDM quality standards. Continuously update the Quality Assurance sheet and capture all the quality assured reports on the Quality Assurance sheet, and submit to the Director 3 days after the end of every month.

Data Management

Develop a report register template where all submitted reports will be recorded. Capture all received reports on the report register. Store all registered reports on the FSDM System and shared (M) Drive once quality assured by the Director. Classify all stored reports accordingly for easy retrieval

Reporting

Submit a brief weekly programme performance report to the Director every Tuesday, indicating progress against the annual targets. Additionally, produce a monthly programme performance report on planned versus actual and submit to the Director 3 days after the end of the month.

Undertaking Monitoring Field Visits

Undertake field monitoring visits to support the implementation of the consolidated Joint Annual Plan.

Plan accordingly for every visit by conducting pre-visit research for the facility to be monitored. Submit all travel plans with the pre-visit research report 7 days before undertaking a monitoring visit.

Liaise with all relevant stakeholders before undertaking any feedback and improvement meetings, and issue meeting notices at least 10 days before the date of the meeting. All feedback meeting notices should be accompanied by the Agenda and the Summary reports/improvement plans to be discussed

Assemble a team and assign responsibilities between DPME & Offices of the Premier 2 days before a meeting or baseline visit. Obtain confirmation of attendance from the required stakeholders before undertaking any Feedback meetings.

Coordinate and conduct de-briefing sessions after every monitoring visit and feedback meeting to produce a draft report to be sent to DPME within 2 days.

monitoring reports to undergo quality assurance process in three phases, Peer to Peer, Quality controller & Director