COUNCILLOR SUPPORT MODEL AND SYSTEMS KNOWLEDGE SHARING : METRO ENGAGEMENT 28 JULY 2017

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Marjorie Robbins
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1 COUNCILLOR SUPPORT MODEL AND SYSTEMS KNOWLEDGE SHARING : METRO ENGAGEMENT 28 JULY 2017

2 CONTENT City f Cape Twn cntext : Organisatinal Develpment and Transfrmatin Plan( ODTP) Visin and Principles underpinning prvisin f Cuncillr supprt Lcatin f the functin Structures, Capacity and Tls f the trade prvided t Cuncillrs Prvisin f supprt t full time and part time Cuncillrs

3 THE ORGANISATIONAL DEVELOPMENT AND TRANSFORMATION PLAN (ODTP) IS A STRATEGIC PLAN TO: Imprve service delivery Becme mre custmer-centric Mdernise gvernment The main aim is t enhance service delivery and the City s cnnectin with custmers, especially the pr.

4 BENEFITS OF THE ODTP TO ALL RESIDENTS OF CAPE TOWN Better service delivery fr all. A mre direct line f cmmunicatin between residents and gvernment. Imprved transprt systems. Better access t mre renewable energy surces. Mre ecnmic inclusivity.

5 The Visin and Principles underpinning Organisatinal Develpment & Transfrmatin Plan ( ODTP) Ratinale fr ODTP: The rganisatin needs t change if the City is t be cmpletely respnsive t citizen needs, be sustainable, prvide resilient and adaptable services in a dynamic and cmpetitive envirnment. We have t adapt business practices t create public value f cmplex prducts Principles : entrenching a culture f lng-term and general planning; entrenching a culture f effective mnitring and evaluatin; using data and evidence t infrm all frms f decisin-making; enhancing transversal cllabratin; priritising service functins; building an adaptable system that wrks with a strng crdinating centre and strng satellite arms f service functins with limited but effective supprt; becming slutins-riented nt cmpliance-driven; engaging with ur cmmunities effectively and cnstantly; entrenching the right functins and persnnel in the rganisatin that are primarily service riented; clearly understanding ur rles and respnsibilities and trusting each ther, crrecting fr errant individuals and nt implementing system crrectins fr every individual errr; perating accrding t a clear strategic framewrk, pririties, and rganisatinal visin and missin; and never cmprmising n creating value thrugh ur delivery and implementatin effrts.

Functinal design that supprt strategy 5. Structure CREATING AN ORGANISATION THAT IS FIT FOR PURPOSE Create a new directin 1. Visin and Strategy Create enabling envirment 2.

6 Functinal design that supprt strategy 5. Structure CREATING AN ORGANISATION THAT IS FIT FOR PURPOSE Create a new directin 1. Visin and Strategy Create enabling envirment 2. Plicies, Gvernance &Reprting Custmer /Citizen Cultivate new behaviurs 4. Values, Culture, Skills, Change Leadership, Cmmunicatin Align internal prcesses, systems &custmer tuch pints 3. Operating Mdel

7 OLD MACRO STRUCTURE EXECUTIVE MAYOR CITY MANAGER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER FINANCE CORPORATE SERVICES & COMPLIANCE ENERGY, ENVIROMENTAL & SPATIAL PLANNING TRANSPORT FOR CAPE TOWN UTILITY SERVICES COMMUNITY SERVICES CITY HEALTH HUMAN SETTLEMENTS SAFETY & SECURITY SOCIAL DEVELOPMENT & EARLY CHILDHOOD DEVELOPMENT TOURISM, EVENTS & ECONOMIC DEVELOPMENT Supprt functins Deliver Services t cmmunities

8 NEW MACRO STRUCTURE OFFICE OF THE EXECUTIVE MAYOR EXECUTIVE DEPUTY MAYOR OFFICE OF THE CITY MANAGER EXECUTIVE DIRECTOR DIRECTORATE: AREA BASED DELIVERY EXECUTIVE DIRECTOR DIRECTORATE OF THE MAYOR Decentralized Supprt: Human Resurces (HR), Occupatinal Health & Safety (OHS), Organisatinal Perfrmance Management (OPM), Supply Chain Management (SCM), Prject Management Office (PMO) MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER EXECUTIVE DIRECTOR INFORMAL SETTLEMENTS, WATER & WASTE SERVICES DIRECTORATE EXECUTIVE DIRECTOR ENERGY DIRECTORATE EXECUTIVE DIRECTOR TRANSPORT & DEVELOPMENT AUTHORITY DIRECTORATE EXECUTIVE DIRECTOR SAFETY & SECURITY DIRECTORATE EXECUTIVE DIRECTOR SOCIAL SERVICES DIRECTORATE EXECUTIVE DIRECTOR FINANCE DIRECTORATE EXECUTIVE DIRECTOR ASSETS AND FACILITIES MANAGEMENT DIRECTORATE EXECUTIVE DIRECTOR CORPORATE SERVICES DIRECTORATE MAYCO MEMBER MAYCO MEMBER MAYCO MEMBER AREA 1: SUBCOUNCIL CLUSTER 1 AREA2: SUBCOUNCIL CLUSTER 2 AREA 3: SUBCOUNCIL CLUSTER 3 AREA 4: SUBCOUNCIL CLUSTER 4 OVERSIGHT: MAYCO MEMBER OVERSIGHT: MAYCO MEMBER OVERSIGHT: MAYCO MEMBER OVERSIGHT: MAYCO MEMBER 6 Subcuncils 6 Subcuncils 6 Subcuncils 6 Subcuncils

9 FUNCTIONAL STRUCTURE OFFICE OF THE EXECUTIVE MAYOR EXECUTIVE DEPUTY MAYOR DIRECTORATE: AREA BASED MANAGEMENT Area- Based Management Subcuncils Mayral Urban Renewal Prgrammes Area Management (Indirect Reprting) Public Participatin Custmer Relatins Lcal Turism Develpment Infrmal Trading OFFICE OF THE CITY MANAGER Decentralized Supprt: HR, OHS, OPM, SCM, PMO DIRECTORATE OF THE MAYOR Organisatinal Plicy & Planning Organisatinal Perfrmance Management Cmmunicatins Organisatinal Effectiveness & Innvatin Enterprise and Investment Prbity (Ombudsman, Frensics, Ethics & Integrity, Risk and Audit) Private Offices f the Mayr, Deputy Mayr, Chief Whip & Speaker DIRECTORATE: INFORMAL SETTLEMENTS, WATER & WASTE SERVICES Infrmal Settlements & Backyarders Water & Sanitatin Management Slid Waste Management ENERGY Sustainable Energy Markets Electricity Generatin & Distributin TRANSPORT & URBAN DEVELOPMENT AUTHORITY Transprt & Urban Develpment Authrity( T&UDA) Business Supprt Transprt Planning Cntract Operatins Asset Management and Maintenance Netwrk Management Regulatins Urban Catalytic Investments Business Resurce Management Built Envirment Management Urban Integratin Envirmental Management Develpment Management New Market Develpment SAFETY & SECURITY Metrplitan Plice Services Law Enfrcement, Traffic and Crdinatin Disaster Management & Public Cmmunicatins Centre (107) Fire Services Events SOCIAL SERVICES City Health Library & Infrmatin Services Recreatin & Parks Scial Develpment and Early Childhd Develpment Planning, Develpment & PMO FINANCE DIRECTORATE: Budgets ; Treasury; Expenditure; Revenue; Supply Chain Management; Valuatins; Grant Funding DIRECTORATE: ASSETS & FACILITIES MANAGEMENT: Prperty Management; Hme Ownership Transfer, Tenancy Management and Staff Husing; Facilities Management; Fleet Management; Develpment Implementatin & Pririty Assets Management; Cape Twn Stadium & Sea Pint Precincts CORPORATE SERVICES: Human Resurces; Legal Services; Infrmatin Systems &Technlgy; Executive Cuncil Supprt; Infrmatin & Knwledge Management AREA 1: SUBCOUNCIL CLUSTER 1 AREA 2: SUBCOUNCIL CLUSTER 2 AREA 3: SUBCOUNCIL CLUSTER 3 AREA 4: SUBCOUNCIL CLUSTER 4

making envirnment, cuncillr and administrative services,

10 EXECUTIVE COUNCIL SUPPORT DEPARTMENT Visin : Be respnsive t custmer s demands and prviding a cutting edge decisin making envirnment, cuncillr and administrative services, enabling custmers t reach their gals in a highly regulatry envirnment

11 PRINCIPLES MUTUAL RESPECT AFTER CARE SERVICE QUALITY CIRCLE infrmatin sharing CUSTOMER AMBASSADOR SHIP RELATIONSHIP MANAGEMENT Building blcks f the Cuncillr Supprt custmer centric culture

12 DIRECTORATE ORGANOGRAM CORPORATE SERVICES EXECUTIVE DIRECTOR: CORPORATE SERVICES EXECUTIVE COUNCIL SUPPORT HUMAN RESOURCES INFORMATION SYSTEMS & TECHNOLOGY INFORMATION KNOWLEDGE MANAGEMENT LEGAL SERVICES COUNCILLOR SUPPORT EXECUTIVE COMMITTEE SERVICES LANGUAGE SERVICES ADMIN & LOGISTICS SUPPORT SERVICES 13

13 EXECUTIVE COUNCIL SUPPORT Executive Cmmittee Services Language Services Cuncillr Supprt One Stp Shp Service Delivery Administrative Supprt Services Admin and Lgistics 14

Offices Office Bearers Executive Mayr Deputy Executive Mayr The

14 COUNCILLOR SUPPORT STRUCTURE In existence since inceptin f Cuncil in 2000 One Stp Shp Service fr Cuncillrs 231 Cuncillrs Ward Offices Office Bearers Executive Mayr Deputy Executive Mayr The Chief Whip Junir City Cuncil (Nn Statutry structure) The Speaker 15

security Building integrated cmmunities Operatinal sustainability Autmatin f Cuncil business and creatin f Bradband platfrm

15 CUSTOMER CENTRICITY TRANSVERSALITY ALIGNED TO ODTP PRIORITIES ODTP Pririties Cuncillr Supprt Service Menu Excellence in Basic Service Delivery Cuncillr area based mdel t create service excellence Leveraging technlgy fr prgress Resurce efficiency and security Building integrated cmmunities Operatinal sustainability Autmatin f Cuncil business and creatin f Bradband platfrm Capacity building Resurce capability Administrative supprt Setting up f Ward Offices at Cmmunity level One stp shp supprt persnalised interface

16 CUSTOMER CENTRIC STRUCTURE COUNCILLOR SUPPORT MANAGER: COUNCILLOR SUPPORT CHAUFFEUR EXECUTIVE PERSONAL ASSISTANT PROFESSIONAL OFFICER SUPPORT ASSISTANT X 2 CLERK SENIOR SECRETARY CLERK COUNCILLOR SUPPORT X 5 17

17 CUSTOMER CENTRIC STRUCTURE COUNCILLOR SUPPORT MANAGER: COUNCILLOR SUPPORT EXECUTIVE SUPPORT OFFICER WARD ASSISTANTS X 116 EXECUTIVE PERSONAL ASSISTANTS X 10 EXECUTIVE SUPPORT OFFICER X 13 COMMUNITY LIAISON OFFICERS X 10 RESEARCHER S X 4 PARTY OFFICES EXECUTIVE SUPPORT OFFICER SECRETARIES X 4 18

18 PARTIES AND SEAT ALLOCATION 03 AUGUST 2016 Name f Party Ward Seats PR Seats Ttal Seats Demcratic Alliance African Natinal Cngress Ecnmic Freedm Fighters African Christian Demcratic Party Al Jama-ah African Independent Cngress Cape Muslim Cngress Cngress f the Peple Demcratic Independent Party Pan Africanist Cngress f Azania Patritic Alliance United Demcratic Mvement Vryheidsfrnt Plus TOTAL

19 PRINCIPLES OF PROVIDING ACCOMMODATION Office f the Chief Whip has been delegated t cnsider requests fr accmmdatin Preference given t Ward Cuncillrs based n cmmunity interface rle PR Cuncillrs t submit request fr cnsideratin t the Chief Whip A central database is kept 103 WARD OFFICES 16 PR OFFICES N plitical branding may be advertised in ffices and n plitical party activities may be perated frm cuncil ffices N party-plitical literature aimed at campaigning fr electins r cnnected t favur any plitical party will be allwed in any cuncillr ffice Maintenance f the ffice is carried ut in terms f the City s Maintenance and Minr Cnstructin at City Facilities Plicy, 20

20 OFFICE FURNISHINGS Each ffice will be supplied with the fllwing: 1 x Wrk statin 2 x filing cabinets (lckable) 1 x whitebard affixed t the wall 1 x pin-bard affixed t the wall 1 x telephne instrument 1 x fan/heater 1 x kettle and 6 x cups and saucers Phtgraphs f present President, Premier and Mayr Signage n the dr Cabling fr Internet/Intranet access Statinery will be supplied in terms f current cuncillr supprt R800 pa Cmputer equipment in terms f Cuncil s plicy NB: The inadvertent use f ward allcatins fr equipment fr ward ffices is nt permissible. 21

21 SUPPORT MODEL Executive Mayr Executive Persnal Assistant Executive Supprt Officer x 2 Legal Advisr Spkespersn 22

22 SUPPORT MODEL Executive Persnal Assistant Executive Deputy Mayr Executive Supprt Officer Prtcl Officer 23

23 SUPPORT MODEL The Speaker Executive Supprt Officer Executive Persnal Assistant Legal Advisr Office Assistant Crdinatr Supprt Assistant 24

24 SUPPORT MODEL The Chief Whip Executive Supprt Officer Executive Persnal Assistant 25

25 SUPPORT MODEL Mayc Member x 10 Executive Persnal Assistant Executive Supprt Officer Cmmunity Liaisn Officer 26

26 SUPPORT MODEL Sub-Cuncil Chairpersn x 24 Executive Persnal Assistant 27

27 SUPPORT MODEL Prtfli Chairpersn x 13 3 x Supprt Assistants (Shared Service Mdel) 28

28 SUPPORT MODEL Part time Cuncillrs Ward Cuncillrs PR Cuncillrs Ward Assistants 29

29 CUSTOMER CENTRIC SERVICE IMPROVEMENT Key Accunt Prfile fr Cuncillrs t enhance Service Interface develped Cutting-edge service rendered Imprved Supprt Mdel 30

31 THANK YOU

[AGENCY NAME] Mandate and Roles Document. (Pure Advisory Committees)

[AGENCY NAME] Mandate and Roles Document. (Pure Advisory Committees) [This sample dcument has been develped by the Agency Gvernance Secretariat. It is intended t be used fr infrmatinal purpses nly. Agencies are encuraged t adapt the dcument t meet their specific needs.