INFRASTRUCTURE DELIVERY MANAGEMENT SYSTEM IDMS OVERVIEW PRESENTATION WHAT

INFRASTRUCTURE DELIVERY MANAGEMENT SYSTEM (IDMS) OVERVIEW PRESENTATION

WHAT THE IDMS IS? The Infrastructure Delivery Management System is a component of Government Policy for implementing Government’s Strategy to enhance socio-economic growth and development through infrastructure delivery. The legality of the IDMS for application in all spheres of government is endorsed by: § The 9 Provincial IDMS Framework documents, which have been approved by Provincial EXCO’s (thereby endorsing IDMS in each Province); § The Division of Revenue Act (Do. RA); § The Presidential Infrastructure Coordination Committee (PICC); § The Framework for Infrastructure Delivery and Procurement Management (FIDPM). 2

WHAT THE IDMS IS? While the IDMS is in itself not legislation, elements of it are mandatory/legislated. § The IDMS and the IDM Toolkit contains elements that are: Ø Mandatory/legislated: in so far as providing Guidelines and Templates that are required for compliance to legislation e. g. PFMA, MFMA, DORA, GIAMA and CIDB Act. Ø Recommended: with reference to generally accepted local and international good practices. Ø Optional: reference to proven practical templates, tools and techniques. 3

WHAT INFORMS THE IDMS? Policy, Standards and Good Practices informing the IDMS: IDMS Diagram • The Constitution • Legislation • Regulations • Policies ( i. e. National Deveopment Plan) • Instructions o Framework for Infrastructure Delivery and Procurement Managment (FIDPM) (previously SIPDM) • Circulars • Frameworks • CIDB - Standard for Uniformity (SFU) • Standards o (i. e. SANS 55000/1/2: Asset Management System Standards) • Good Practices • Guidelines 4

Background: IDMS and IDM Toolkit Timeline Journey Government Wide Immovable Asset Management Policy (2005) National Infrastructure Maintenance Strategy (NIMS) (2007) Guidelines for U-AMP and C-AMP (2008) SIPDM Treasury Instruction No 4 of 2015/16 National Immovable Asset Maintenance Management (NIAMM) (2017) Guideline for U-AMP (2018) 2021 2020 2018 2017 2016 IDMS & IDM Toolkit Draft Version 4 (in progress) 2012 2013 2014 2015 2011 2010 2009 2008 IDMS & IDM Toolkit Version 3 (2010) 2019 IDMS & IDM Toolkit Version 2 (2006) 2007 2005 2004 2003 2002 National Treasury Asset Management Framework (2003) IDMS & IDM Toolkit Version 1 (2004) 2006 • Infrastructure underspending; underspending and • Constant need for rollovers Focus on Delivery of a Portfolio of “Infrastructure Assets” Assets Focus on Delivery of “Projects” Projects NT Infrastructure Review 2001: FIDPM Treasury Instruction No 3 of 2019/20 Government Immovable Asset Management Act (GIAMA) (2007) 5

Timeline of the development of the IDMS Focus on Delivery of a Portfolio of Infrastructure Assets Responding to the Situation and Government Policy IDMS & IDM Toolkit Focus on Delivery of Projects” Projects IDMS & IDM Toolkit Ver 2 2006 NT Infrastructure Review 2001: • Infrastructure underspending; underspending and • Constant need for rollovers IDMS & IDM Toolkit Ver 1 2004 • The first 2004 IDM Toolkit • Pilot in selected Provincial Departments • Improved content • Now accessible on cidb web site • Roll out to all Provincial Depts of Education, Public Works and Health Ver 4 (in process of being finalised) IDMS & IDM Toolkit Ver 3 2010 • Enhanced Asset Management content • Still accessible on cidb web site • IDMS Provincial Intergovernmental Framework Agreements • IDMS Institutional System incorporating Infrastructure OD developed with dpsa • Aligned with 2015 SANS Asset Management Standards • National Treasury ICT hosting platform to be utilised • Institutionalisation of IDMS in Government through strategic stakeholder partnerships • IDMS Knowledge Management Framework (IDMSBOK) aligned to address needs annually. • CIDMS Toolkit 2018 Launched (Commenced in 2014) IDMS and IDM Toolkit Timeline Journey 6

The IDMS Diagram in the context of Strategy IDMS Diagram ‘What’ Legislative & Regulatory requirements must be performed ‘How’ Delivery Management Processes should be performed ‘How’ Performance & Risk Management Processes should be performed ‘What & How’ The Legislative & Regulatory requirements should be fulfilled by the Organisation 7

SANS/ISO 55000: Asset Management System – The relationship of the asset management system to asset management IDMS - Infrastructure Asset Management (IAM) System Stakeholder & Organisation Context Managing the Organisation Asset Management System Organisational plans and organizational objectives Coordinated activity of an organisation to realise value from Assets IAM Policy SIAMP & Asset Management Objectives Set of interrelated or interacting elements to establish asset management policy, asset management objective and processes to achieve those objectives. Plans for developing IAM system + relevant support IAM Plans Implementation of IAM plans Assets within the scope of the Asset Management System Asset Portfolio Programme Management Plans Operation Maintenan Capital s ce Programm Program me me e Programme Resourcing Relationships between key terms IAM system + relevant support elements Programme Implementation Operation Maintenan Capital ce s Activities Projects The grey highlighted box designates the boundary of the Asset Management System. Procurement Activities Note: In this context, the elements of the asset management system should be viewed as a set of tools, including policies, plans, business processes and information systems, which are integrated to give assurance that the asset management activities will be delivered. Asset Portfolio Updated Asset Register Performance evaluation and Improvements Relationship between key elements within an asset management system

IDMS - Infrastructure Asset Management (IAM) System Processes are the maps which guide actions Stakeholder & Organisation Context Manageme nt System Levels Strategic Level Infrastructure Delivery Management (IDM) Processes Organisational plans and organizational objectives IAM Policy SIAMP & Asset Management Objectives Plans for developing IAM system + relevant support IAM Plans Tactical Level Implementation of IAM plans Programme Management Plans Operation Maintenan Capital s ce Programm Program me me e Operational Level Programme Resourcing IAM system + relevant support elements Programme Implementation Operation Maintenan Capital ce s Activities Projects Procurement Activities Asset Portfolio Updated Asset Register Performance evaluation and Improvements Note: The shaded backgrounds designates the boundary of the Asset Management System aligned to the IDM Processes.

The Hierarchy and Alignment of Policy, Strategy and Planning in Government National, Provincial and Local Government Planning National, Provincial and Local Government Constitutional and Legislative Mandates National & Provincial Departments and Entities SPLUMA: National / Provincial / Municipal Spatial Development Frameworks (SDFs) National Development Plan (NDP) Coordinated and Integrated Planning Sectoral Strategies and other Plans Provincial Growth & Development Strategy (PGDS) Infrastructure Plans 1 year (+2 outer years = MTEF) Provincial Growth & Development Plan (PGDP) District Growth & Development Plans (DGDPs) Alignment of Provincial and Municipal District’s Plans Infrastructure Plans Department Strategic Plan Infrastructure Asset Management Plan (IAMP) Integrated Development Plan (IDP) Infrastructure Asset Management Plan (IAMP) Department Annual Performance Plan (APP) Infrastructure Programme Management Plan (IPMP) Service Delivery Budget & Infrastructure Programme Management Plan (IPMP) 5 years (Reviewed annually) 10 -30 years Legislative and Executive Mandates Local Government and Entities Infrastructure Programme Implementation Plan (IPIP) Implementation Plan (SDBIP) Infrastructure Programme Implementation Plan (IPIP) 10

Strategic Planning and the IDMS The IDMS is an integral part of the public sector strategic planning and service delivery systems. It relates to and interacts with these government systems. NT - Framework for Strategic Plans and Annual Performance Plans 11

From a public sector perspective, the objective of the IDMS is to successfully convert infrastructure related societal and public sector Inputs into sustainable infrastructure Outputs, Outcomes and Impacts. The IDMS Processes and Activities use a range of Inputs to produce the desired Outputs and Outcomes The resources that contribute to the production and delivery of outputs Inputs IDMS The final products, or goods and services produced for delivery The medium-term results for specific beneficiaries that are the consequence of achieving specific outputs Outputs Value for Money Outcome The developmental results of achieving specific outcomes Impact Public Value Feed back loop – Continuous Improvement 12

National Treasury latest Instruction: The Framework for Infrastructure Delivery and Procurement Management (FIDPM) – issued 26 th April 2019, effective date is 1 st October 2019 Note: Firstly, the change of the term “Standard” (SIPDM) to “Framework” (FIDPM) is more in keeping with the original intent of providing a good governance framework in which good management can flourish. Secondly, the content is more focused on governance functions and processes that guide activities in public infrastructure delivery and infrastructure procurement. 13

National Treasury latest Instruction: The Framework for Infrastructure Delivery and Procurement Management (FIDPM) – issued 26 th April 2019, effective date is 1 st October 2019 The IDMS Process Diagram showing the various Control Points and Stage Gates 14

THE IDM PROCESSES Do Check Act Authorising & Controlling Review Improvement Plan Portfolio Processes Strategic Planning Analyse IAM Portfolio Review IAM Objectives Infrastructure Planning Review IAM Strategies Review LCM Plans Assess Proposals & Commitments Select & Prioritise IAM Plan SIAM Plan Authorise Programmes/Projects Receive and analyse progress, performance & risk reports Collate Information Conduct Management Review Conduct Maturity Assessment Review Report Quarterly Reports CP Implement Continuous Improvement Plan Programme Processes Initiating Defining Review IAMP & Strategic Programme Briefs Programme Resourcing Programme Charter Infrastructure Programme Planning Managing IPS Delivering Capability CP Review Improvement Review Performance and Risk Implement Continuous Improvements Realizing Benefits IPMP CP Eo. Y Report Monthly Reports IPIP Programme Close-out CP CP Operations & Maintenance Processes Verify Infrastructure Asset Register Updated Asset Register Review Implementation Planning Operations Planning OMP Maintenance Planning MMP CP Mobilise for Implementation Administer Works Orders Record Asset Information Collate information Conduct Management Review O&M Review Report Monthly Reports CP CP Improvement Implement Continuous Improvements Conduct Maturity Assessment CP O&M Improvement Plan Project Processes Initiation (stage 1) Initiation Report Design Development Report Concept Report G 1 Design Documentation (stage 4) Design Development (stage 3) Concept (stage 2) G 2 Design Documentation Report G 3 Works (stage 5) Handover (stage 6) Works Completion Report G 4 Close-out (stage 7) Record Information Report G 5 Close-out Report G 6 G 7

Infrastructure Procurement Strategy 1. Delivery Plan 2. Contracting Arrangements 3. Procurement Arrangements

In IDMS, where do projects start? Start 1. 1 Develop high-level or Review Project Charter B. 1. 1. 3 Review and Approve Programme Charter O&M Charter Project Charter End

Standard Approach in Planning and Reporting Provincial Infrastructure Projects 2019/20 Reporting Provincial Infrastructure Projects National Treasury Circular (Provincial Infrastructure Circular 1 of 2016) Standard approach in reporting provincial infrastructure projects 29 April 2016 ü The planning and budgeting process requires provincial departments to submit prioritized project lists (B 5 format) to Provincial Treasuries for tabling. ü Section 13 (1) (b) of the Division of Revenue Act requires Provincial Treasuries to make public the project lists within 7 days after the tabling. ü Departments should exercise diligence in the selection of projects to be tabled in order to ensure that credible information is published and reported. ü Detailed information to guide departments is attached on ANNEXURE A of this circular (Provincial Infrastructure Circular 1 of 2016). 19

Standard Approach inin Standard Approach Reporting Provincial Infrastructure Projects Planning and Reporting Provincial Infrastructure 2019/20 National Treasury Circular Standard approach in reporting provincial infrastructure projects 29 April 2016 ü The planning and budgeting process requires provincial departments to submit prioritized project lists (B 5 format) to Provincial Treasuries for tabling. Table B 5 20

ü The planning and budgeting process requires provincial departments to submit prioritized project lists (B 5 format) to Provincial Treasuries for tabling. Table B 5 Summary Quarterly Report – data drawn from IRM 21

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Standard Approach in Planning and Reporting Provincial Infrastructure Projects 23

Standard Approach in Planning and Reporting Provincial Infrastructure Projects 2016/17 24

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