Page 181 - UGU Dstrct Mun IDP Report '21-22

Slow Implementation
of Individual Performance Management (IPMS)
IPMS is designed to maximize outputs of individual managers in the workplace. Furthermore, IPMS ensures accountability through assumption by all the participant managers in the IPMS process of full responsibility for their individual actions and conduct as well as a willingness and commitment to implement, abide by and communicate as necessary all measures and decisions during the process. The slow progress in the implementation of limits the productivity and accountability of the staff.
Bloated Organisational structure
The work study that was done in 2014 revealed that the organisational structure is bloated. One of the recommendations was to do placement which has also been a challenge.
Lack of Monitoring and Evaluation
Monitoring involves collecting, analysing and reporting on inputs, activities, outputs and
outcomes in a way that supports effective management on an ongoing basis. Monitoring, aims to provide managers, decision-makers and other stakeholders with regular feedback on progress in implementation, results and early indicators of problems that need to be corrected. It usually reports on actual performance against what was planned or expected. Evaluation is a time-bound and periodic exercise that seeks to provide credible and useful information to answer specific questions to guide decision-making by staff/managers and policy-makers. Evaluation may assess relevance, effectiveness, efficiency, impact and sustainability of the institution and officials. In the Ugu District Municipality there is poor alignment of SDBIP performance with what is happening on the ground. Furthermore, there is no evidence that decision making is informed monitoring and evaluation tool.
Poor Recruitment Processes
The recruitment process takes too long which may have a negative effect on service delivery. Furthermore, the recruitment policy is not complied with sometimes.
Poor Conflict Resolution and Management
The Conflict management is the process of limiting the negative aspects of conflict while increasing the positive aspects of conflict. In the Ugu District Municipality there has been a number of employee conflicts which have been poorly managed or resolved.
Poor Manager and employee relations
The management and employees need to work together on common projects, services and goals, with a meshing of functions and mutual support to be more effective. Effects of poor manager and employee relations include:
• The purpose, mission or main objective is not known and understood;
• Communication in the team is not open, direct and honest;
• Absence of leadership and willingness to be led; and
• Regular review of how well the unit or section is performing towards achieving its purpose cannot
be done.
Poor Time Management of Employees
The municipality is currently using attendance registers as time management tool. The poor time management of employees may lead to low productivity and wasteful expenditure. There is a need to explore an efficient time management of employees tool or improvement of the current tool.
Lack of Skills Transfers
Skills transfer plays a pivotal role in ensuring organisational growth and in ensuring institutional memory. Furthermore, plays a role in employee development and motivation which in turn increases productivity. The lack of skills transfer can adversely affect service delivery i.e. if a manager leaves the municipality and no one in the section can fill the gap timeously for continued service provision.
Old and Aging Fleet
Fleet Management plays a pivotal role in ensuring effective and efficient service delivery by ensuring viability of vehicles for service delivery. This role of Fleet Management is compromised by the challenge of old fleet which hive high mileage. This escalates the budget for operation and maintenance of vehicles as there constantly must go for repairs.
Clashing of Meetings
The municipality’s secretariat unit on an annual basis draws up a schedule of Council and its committee meetings. All the other meetings need to be planned around this schedule. The challenge is that even though there is a schedule in place adopted by Council, the adhoc meetings continue to clash with the scheduled meetings.
Limited Office Space
There is an increasing demand for office space as the municipality recruits new employees. There is a challenge of hiring of human resources without the consideration of office plan (office space, etc).
High Security Costs
Security of municipal assets as well as employees is of high importance to the municipality. However, the current system of using warm bodies only to secure municipal assets is costing the municipality greatly. There is there a need to explore technologically advanced security measures versus warm bodies.
IDP REVIEW 179