Batho Pele Forum 2day Summation

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Batho Pele Forum 2-day Summation

• 19-20th April 2007
• Protea Hotel
• Bloemfontein

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OPENING ADRRESS BY Dr Nwaila

• Acknowledged the presences of all representatives
  from various office OPSC, DBSA, DPSA, etc. on
  behalf of the Premier welcomed all
• Challenged by the President to identify 3 or 4
  things that will be done differently in the
  Province.
• Steven Covey First things first

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OPENING ADDRESS BY Dr Nwaila

• Renewal of a pledge of a better life for all
• Pledge as a process to make sure that a solemn
  promise is fulfilled. Undertaking in the future
  to render something valuable.
• Renewal to continue with force
• Those too wounded must not be helped. Borderline
  cases must be helped time can be spent on those
  that are not too wounded with the stock of
  medicine you have. To continue with force and
  what they imply to all of us.

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OPENING ADDRESS By Dr Nwaila

• A forum for ensuring that we put people first
  to ensure that we do indeed put people first.
• Competent committed do not stay in govt.
• Those who are competent but not committed this is
  not their place.
• Those that are committed but not competent must
  be supported.
• Those neither committed nor competent will never
  grow. This is not your place if you are a dead
  wood.
• Accessing of services in a quest for better
  lives.
• Not asking PS to something differently but to do
  what they do differently.
• We are responsible in introducing a new approach
  with all of these ingredients - improving the
  image of the PS.

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OPENING REMARKS BY Chairperson

• Introduction of MC Ms Mpumie Yeni
• - Ground rules
• - Cell phones off
• - Time management
• - Attendance register will be circulating
• Where representing some one write name of
  coordinator
• - Apologies from our DDG who is attending CAPAM
  in the Western Cape. Lydia representing him

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DDGS ADDRESS By Ms Lydia Sebokedi

• Need to introspect and find out if ready to take
  on this challenge.
• BP is not an event but a habit.
• Making a solemn promise that we will go back to
  our offices do things differently.
• Had two meetings instead of three due to
  circumstances outside of our control.
• Co-ordination of BP consistency of who comes to
  the meetings also from the provinces.
• Is this forum achieving what it is meant to
  achieve? Meeting 3 times a year.
• What are the deliverables of this financial year?
  Suppose HODs will come to us for what the
  President wants on key priority areas..
• Consistency emphasiszed.
• What we would like to see in these forum from DPSA

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DDGS ADDRESS By Ms Lydia Sebokedi

• What we would like to see in these forum from
  DPSA
• Strengthening of BP
• Setting up of structures that are functional at
  all levels Municipalities?
• How are we going to accommodate our
  municipalities? At national or provincial?
• Doing things differently KAEDU, Public Service
  Week APSD. How do we maximize the utilization
  of our resources? Suggestion are going to be
  sought after.
• SDIPs have not disappeared try to look at the
  project as an Improvement process. Identify the
  challenges and how you are to deal with them it
  is not about compliance. Take them seriously.
• Mpumie Vincent have taken over this project as
  Lydia had to take over other responsibilities.

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VISIT BY THE FS PRMIER

• Reiterated what was said by the DG
• Extended a word of a warm welcome of all
  delegates attending the forum meeting
• Emphasised the importance of being yourself when
  offering services
• Focus not to be on who is requesting the service
  but not provide a service equally to all with the
  same attitude
• Uphold the values that you were raised by your
  grand mother to uphold

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Guide on design, implement maintain org.
structures by Mr Doctor Mdluli

• An overview given of the guide
• Split into two
• Part one understanding of org structures
• Part two overview of org design phases
• How do we create BP coordinator specialists?
  Using the od je processes?
• What was the outcome of the consultation process?
  Trends?
• Why not link it with the bp forum presentation?
• To look into the location of SD units within
  depts vs transformation units?
• Presidency model e.g. OSW no consistency on the
  utilisation positioning of the units come up
  with recommendations.

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BPF GUIDELINES by Mpumi Yeni

• Purpose of the forum agreement
• Agreed that Local govt be part of provincial
  structure SALGA reps in various districts in
  the National BP structures
• Participation of all National depts in Provinces
  to be part of the BP Forum
• Meet twice per annum as a minimum dynamics
  would nationaly Quarterly at provincial level
  no limitation to the monthly meetings if depts
  can

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BPF Guidelines by Mpumi Yeni

• Reporting structures frequency of reporting
  proposed agreed
• Role of coordinators as proposed agreed
• Characteristics with the coordination
• Location to be in the Accounting Officers
  Office (DGs office/ Municipal Managers office)
• Reasons had to be advanced why location in
  Accounting Officers office
• The level to follow authority power at
  strategic management level based on
  responsibilities

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SERVICE DELIVERY AWARDS BY Fakazile Myeza

• Importance in the marketing of CPSIs role in the
  province.
• Cannot lead people on the CPSI a need to be
  trained by CPSI for the provinces to be of
  assistance. Provinces at this stage can be of
  assistance on the distribution.
• Response
• CPSI can provide training
• DWARF has done the assessment but CPSI assists on
  bringing up the guidelines.
• Framework to be done that will be distributed to
  all for consumption usage.

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LIMPOPO EXCELLENCE AWARDS by Ms Matlala

• Mandates (tools)
• Constitution
• White Paper
• BP Strategy
• Provincial awards policy how they facilitate
  is the business of that department.
• Look at the 8 Batho Pele principles Consultation
  roof of the how, Service standards, Balance
  score card service delivery, organizational
  process, learning innovation, Emotional PMDS
  LINKAGE WITH THE HODs, assessors stakeholders
  of government picked up DPSA, 1-5 point scale
  used.

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Limpopo

• Categories
• Departmental - BP documents including qualified
  reports,
• best service delivery team
• Innovative team of the year use of a separate
  questionnaire with an impact assessment not
  repetition of something done somewhere.
• The best support team- back yard in some cases
  not the back/front yard story.
• Revised policy of 1st, 2nd 3rd places
• Money not given in some categories in others
  funds injected into the institution to improve
  further on its services.
• Process
• Call for nominations forced now
• Request for documents for submission
• Call for examination of documents
• Present
• Site visits
• Comparison done between the written presented/
  seen, allocate marks, get community inputs,
• Teams, institutions, departments given but not to
  individuals as this leads to resentment.
  Individualism vs teamwork to be discouraged. The
  PMDS contract addresses the individual
  performance.

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SDIP PRESENTATION

• Management plan required to go to departments
• Acknowledgement of assistance given by DPSA, and
  also those that are struggling to invite DPSA
  other depts. To give assistance
• To monitor progress has been part of the
  quarterly reviews that might be a workable
  solution to others as well. Also link it to team
  work.
• Request of integrating the SDIPs to other
  Departmental documents.
• Worry on implementation thereof. To guide the
  process but not necessarily a uniform
  implementation plan. Guidance for DPSA required.
• Way forward ME tool by when shall that be
  developed?

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REPORTS ON ACCESS REDRESS PRINCIPLES DR D
MPISWANA

• Why SAMDI SANDF access understood?
• Inward approach used. Any plan of using the
  outward approach.
• FOSAD to have this presentation too.
• Happy to have this presentation as it is giving
  this forum teeth as far as BP is concerned.
  Reasons advanced on failure to understand or lack
  of capacity.
• A BP unit be in the Premiers or ODGs units
  positioning of the office at a high profile
  office.
• Good report that says a lot about the Public
  Service
• Concern of lack of capacity, high rate of
  vacancy, length of time taken to fill in posts.
  This post is totally unacceptable. What do the
  citizens say out there?
• Ulterior motives - Wrong placement or under
  utilization of capacity that is there.
  Intentional wrong placement in order to use
  consultants.
• Complaints handling mechanism too outwardly
  focused than inwardly focused. To look at how we
  can deal with these complaints from internally
  without going externally.
• Promise made by OPSC that copies are to be
  distributed nation-wide especially and very
  senior level.
• Citizens satisfaction surveys are also being
  done that will validate what has been reported on
  from OPSC.

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Know Your Service Rights Campaign by Folusho Mvubu

• Planning to have
• National Provincial launches/ Road shows led by
  MPSA DGDPSA
• Education and awareness campaign to be done in
  the 2007/2008 financial year
• Distribution of the booklet on the Social Cluster
  to be done in the 2007/2008 financial year
• Role clarification
• Batho Pele Coordinators
• Communicators forum led by GCIS
• Content champions from the key depts
• Importance of an integrated approach - emphasized
• Department of Water Affairs why leave out
  Forestry?
• Word of caution opening up doors for being sued
  if we do not deliver. Also Public Servants to
  know their SDIPs and recite them like a bible.
• Presentation quite clear but sounds like a stand
  alone. Can it not be integrated into the SDIPs
  and be an imvuselelo.
• Departments that were chosen. Any reason for
  leaving out others?

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Know Your Service Rights Campaign

• Monitoring evaluation
• Monitoring Redress recourse How will it be
  done?
• Who spearheads the establishment of a complaints
  handling mechanism?
• We need a single point of entry exit how do
  we do that?
• How do we set the standards response rate
  turn around time?
• How do we see the role of the Batho Pele
  Coordinators? SDIP?
• Who does the training within departments? Who
  measures the impact that training has towards the
  frontline personnel?
• Partnerships PAJA, PAIA, Public Protector,
  SAHRC, Commission on Gender Equality, Courts,
  etc.
• Empowerment of citizens? How will it be done?
• Impact assessment A 2-year process from now. A
  baseline implementation

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BP LEARNING NETWORK REPORT WAY FORWARD by
Vincent Mabunda

• Purpose, background, objectives, methodology,
  roles responsibilities
• Importance of communications strategy
• Use of case studies and the criteria used
• The use of provinces on rotational basis and the
  sharing of funds
• Products DVDs, reports, follow-up, publications
• Challenges - Withdrawals, tacking system, upper
  echelon involvement, municipalities, role
  clarification
• Successes
• More people from provinces departments at
  national to attend

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FREE STATE JOB DESCRIPTION BP COORDINATORS

• What has been shared
• The job title description
• The competency profile
• The role Mapping process
• No questions were accommodated It was just an
  information sharing session for provinces to
  start thinking around the responsibilities
  activities that coordinators are involved in

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THE PSW, APSD KAEDU by Nomvuyo Sokoyi

• Legislative framework
• Cabinet recommendations specific themes
• PSW History how depts have been responding over
  time
• Objectives of the project Taking the services
  to the people a continuous process
• Linkages of the three projects the importance
  of involving the SMS also MMS
• Reporting process system
• The use of previous reports for the current
  years project

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THE PSW, APSD KAEDU

• KAEDU NW As the Hub for this year
• Theme Shona Phantsi Msevenzi Promotion of
  Good Governance Anticorruption ethics
• Questionnaires to be used the coordination of
  the activities
• Conclusion All Kaedu trained SMS to help from
  other provinces as 9 official are trained in NW
• Full participation of Local Govet
• Road shows to be done by Lawrence, Nomvuyo Edwin

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ACCESS STRATEGY

• Objectives
• Background
• Current access channels
• Basket of Services
• Risks challenges
• Focus to be on urban malls
• Channels audit implementation
• Stakeholder workshop
• Issues for consideration
• Infrastructure management security
• Governance structure crucial

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WAY FORWARD

• A forum for ensuring that we put people first
  to ensure that we do indeed put people first.
• Change of attitude and the way we serve our
  clients/citizens
• The use of the Guide used by Mr Mdluli when
  creating our org structures professionalism as
  key principle
• BP guidelines will be confirmed in writing
  through DG/ Municipal managers
• DPSA to convene a meeting with DPLG SALGA w.r.t
  the BPF establishment, structures its
  operations
• Coordination to be looked into and get feedback
  as coordinators
• Powers of the BP Forum to be clarified
  proposals to be done by DPSA leadership on BP,
  ethos,

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WAY FORWARD

• CPSI to be invited by depts provinces for
  capacity building on innovation issues their
  assistance to be sought when assessments done
  for excellence/innovation awards
• To learn form Limpopo other provinces that have
  done the walk premiers awards
• To take the SDIP projects forward not to wait
  for DPSA to knock on your door/ depts for
  follow-ups fine tune your SDIPs call DPSA
  where a need
• Redress recourse channels systems to be
  established by all departments
• To improve on the access of services in depts
  provinces based on the OPSC report access
  strategy presented by DPSA
• Participation of coordinators on the promotion of
  the service rights integration of their work
  with content champions internal communication
  offices
• Importance of an ME system for all of our BP
  projects programme as a whole
• Eastern Cape to get ready for the next BPLNW
• Departments to get ready for the Kaedu, PSW
  APSD prepare your departments now so that when
  road shows start you have a plan already

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Way forward

• Case study deadline to be met to be sent to
  Vincent Mpumie
• Date of next meeting DPSA to forward the date

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LET US GO BACK TO OUR OFFICES WITH A RENEWED
ATTITUDE

• As we belong Care We belong We serve