APPENDIX C1


MANAGING POPULATION INFORMATION FOR SERVICES DELIVERY PLANNING

Population, Economic and Social

Information Management System

(PesIMS)

Preliminary Business Analysis

July 2004

Project:Project Management and Support

Activity:54 - Preliminary business analysis of Demographic Information Management in the Department.

Department of Water Affairs and ForestryPage 1 of 33

Population, Economic and Social Information Management System

Preliminary Business Analysis

Project Management and Support

Population, Economic and Social Information Management System

Funding: / The RSA Department: Water Affairs and Forestry, Directorate of Planning Systems
DWAF Contract No: / P14/12/12/2
DWAF Report No: / N/A
Report Status: / Preliminary Analysis
Activity No: / 54
Project Managers
Client Representative: / M D Watson / Directorate : Water Resource Planning Systems (WRPS)
Contributions by: / M Watson
B Wolff-Piggott
K Kuhn / Directorate : Water Resource Planning Systems (WRPS)
B B Wolff-Piggott: Sole proprietor
Directorate : Macro Planning & Information Support (MP&IS)
Technical Review: / M D Watson
G J P Wensley
H Keuris / Directorate : Water Resource Planning Systems (WRPS)
Directorate : Macro Planning & Information Support (MP&IS)
Directorate: Information Programs

Main Author:D B HallInnovative Solutions (Pty) Ltd

Contributing Authors:B Wolff-PiggottK Kuhn

Status of Report:Draft for review

DWAF internal Report

First Issue:24 March 2004

This Issue:3 August 2004

Final Issue:-

Approval for Consultants

Innovative Solutions (Pty) Ltd

…………………………………………………

C Strydom

Managing Director

DEPARTMENT OF WATER AFFAIRS AND FORESTRY

Directorate: Water Resources Planning Systems

Approved for the Department of Water Affairs and Forestry by:

…………………………………………………

M D Watson

Senior Specialist Engineer: Systems Analysis

Contents

1.Introduction......

1.1Background......

1.2Scope of the analysis......

1.3Purpose of this document......

1.4Audience......

1.5Document structure......

2.Current systems containing population and related information.......

2.1Water Services Systems......

2.2Water Resource Planning Systems......

2.3System to measure the Water Poverty Index......

2.4Business Information......

2.5Forestry......

2.6Proposal for Incorporating Socio-economic Indicators in WSAM......

3.User requirements......

3.1National Water Resource Planning......

4.Observations within the current systems......

5.Opportunities......

6.Recommendations......

7.Glossary......

8.References......

Appendix 1 : Attached paper......

INTRODUCTION......

BACKGROUND......

INFORMATION NEEDS......

POPULATION AND ECONOMIC SCENARIOS......

CHALLENGES OF MANAGING INFORMATION......

PROPOSED APPROACH......

IMPLEMENTATION CONCEPTS......

CONCLUSION......

ACKNOWLEDGEMENTS......

REFERENCES......

Appendix 2; Working context diagrams......

  1. Introduction
  2. Background

The attached paper, "Managing Population Information for Services Delivery Planning". Wolff-Piggott BB, Watson MD, Prasad K and Wensely AJP introduces and discusses:

  • The role population and economic information plays in the Department.
  • Information needs.
  • Sources of the information.
  • The challenges faced by the Department in using population information and associated socio-economic indicators for multiple purposes, while maintaining traceability in relation to the census and different users, and providing clear and consistent management reporting.
  • A proposed approach to resolve information sharing and enhance consistent management reporting that may have wider applications for inter-Departmental planning and information sharing.

This preliminary analysis logically follows on from that paper.

1.2Scope of the analysis

The preliminary analysis identifies the scope of the business to be addressed. The preliminary analysis must demonstrate the understanding of the current operations of the business, the business objectives, the business requirements and the information required to support the business objectives.

This analysis examines, in more detail, the uses of socio-economic and population information in the different sections of the Department. It examines and compares aspects of some of the existing systems which portray population and socio-economic information and identifies opportunities for improved management of this information.

1.3Purpose of this document

The objective of this document is a preliminary analysis for stakeholder evaluation and concurrence of the scope of the project. The feedback may then be used as input to a business analysis where the future requirements for socio-economic and population information management can be established.

1.4Audience

Project Manager

Departmental stakeholders

Technical Advisory Committee (TAG)

1.5Document structure

The document contains the following sections:

  • A summary analysis of the current systems used to manage population information. Each of the systems analysed describes briefly the purpose of the system, the functionality of the system, the types of information maintained and other important aspects such as system users and the metadata available.
  • A section which describes the general observations of features common to many of the current systems.
  • A section briefly describing possible improvements to the management of socio-economic and population information for later discussion and detailed analysis.
  • Recommendations of what should be addressed in the business analysis.
  • Appendices containing working information and diagrams which are included for those interested in more details. The report is complete without these diagrams and they do not need not be referenced.
  1. Current systems containing population and related information.

In this section the current systems, that were examined, are described in terms of there purpose, functionality, information presented and other relevant facts. Within the Department the main users of socio-economic and population information are in the services and resources planning components hence more emphasis was placed on these components. A survey has been initiated to identify population and socio-economic information usage throughout DWAF. The results of this survey will be used to avoid duplication of effort in systems development and identify stakeholders to participate in technical advisory meetings.

2.1Water Services Systems

2.1.1Water Services Information system (WSIS)

2.1.1.1Purpose

This system assists Water Services to assess the status of water and sanitation availability at various levels within the country.

The WSIS is a web application that provides information on the Water Sector as a whole.

It provides users with the ability to view predefined reports as well as query the database for specific info/details. Allows users to access data on any level i.e. National, Provincial, District, Local, Community as well as Project/Scheme level.

2.1.1.2Functionality and types of information

The system consists of reports at National, Provincial, District Municipality, Local Government, Metropolitan Council, District Management Area and community levels. Population figures are shown indicating the number of people with access to water and sanitation and those who are still in need of these services (Backlog Statistics). Reports for schools and clinics are available. There are reports for Schemes, Scheme Assets, Project Funding, Usage and Environmental Health (Cholera & Malaria) giving provincial statistics and aggregated up to national statistics. These reports are in spreadsheet format and can be downloaded to MS Excel as well as MSWord.. There is a reporting facility where selections and filters can be applied to the data. The system interface is presented on a web browser.

In a system demonstration at Water Services it was mentioned that the emphasis on using population information for assessing water services status is diminishing at Local Authority level and more emphasis is to be placed on management knowledge and capacity at this level (local authorities).

The focus is on the following types of data:

Basic Services (Needs, demographics), projects, schemes, associated data, Financial Information, Service Quality, Effective Management, Environmental Health.

2.1.1.3System users.

The system is primarily targeted at water services decision makers and local authorities but due to its user friendliness, could be used by anyone interested in this type of statistic.

The list below shows the users more frequently using the system:

Director General, Directors, Government Officials, Regional Officials, Municipal Officials, Research/Educational Facilities, Consultants.

2.1.1.4Metadata maintained for population information.

Other than references to the census year there is not much metadata.

Structures have been created in the Database to accommodate metadata on all tables and fields contained within the database. Physical attributes on tables and fields are available, but detailed metadata on data elements have yet to be captured.

2.1.1.5Derived Information

NEEDS

  • Needy communities in terms of RDP levels of service.
  • Needy households in terms of Census 2001 access to services classifications.
  • Households with no access to infrastructure.
  • Households with below RDP levels of service.
  • Schools with inadequate levels of services.
  • Clinics with inadequate levels of services.
  • People served to date.
  • Households served to date.
  • Needs adjusted using spatial project intersects.
  • The above information is available for both Water and Sanitation levels of service from National down to Local Municipality level.

DEMOGRAPHICS

  • Population figures per community (1994 – 2004).
  • Population figures per sub-place (as delineated by STATS SA – CENSUS 2001).
  • Population figures per EA (as delineated by STATS SA – CENSUS 1996).
  • Demographics classified according to STATS SA - CENSUS 1996 classifications.
  • Demographics classified according to STATS SA - CENSUS 2001 classifications
  • Population figures annually adjusted using STATS SA midyear population estimates.

PROJECTS

  • Projects data used to derive backlog figures.
  • People served available.

2.1.2WS PLANNING REFERENCE FRAMEWORK

2.1.2.1Purpose

This framework was developed to provide a strategic baseline per WSA against which a WSDP can be assessed. The website reflects the progress made on the compilation of the WS Planning Reference Framework as well as the ability to view the products submitted.

2.1.2.2Functionality and Types of Information

This web based application facilitates the capturing of progress per WSA.

2.1.2.3Types of Information:

Physical and socio-economic, service level development, water resource development, water conservation and demand management, WS infrastructure, WSA institutional arrangement, customer services, financial profile, project development

2.1.2.4System Users

WS Directorate, Consultants

2.1.2.5

2.1.2.6Metadata

Structures have been created in the Database to accommodate metadata on all tables and fields contained within the database. Physical attributes on tables and fields are available. But detailed definitions on data elements have yet to be captured.

Completed products are saved and not data elements as such. Metadata is maintained in so far as progress on a specific product is concerned.

2.1.2.7Derived Values

Physical and Socio Development:

Situation assessment, general statistics, key issues and challenges, strategies and actions, settlement types, community locations, needy population in terms of RDP levels of service, social services (hospitals, clinics and health centres), potential water related health impacts

Service Level Development:

Water consumer development, sanitation consumer development, safety and security consumer, development, social services consumer development, industrial consumer sanitation

Water Resource Development:

Scheme areas, surface water, source monitoring, groundwater status quo, groundwaterdevelopment perspective

Water Conservation and Demand Management:

Operation and maintenance, consumer demand management

WS Infrastructure:

Water infrastructure, sanitation infrastructure, community locality

WSA Institutional Arrangement:

Key issues and challenges, WSA capacity indication

Customer Services

Customer need in terms of technical and operational problems, quantity of services, distancetosource, availability of services, quality of service, assurance of service, proposeddevelopment strategy, community locality, key issues and challenges

Financial Profile:

Water priority target areas, sanitation priority target areas, billing type, costrecoverystatusforwaterandsanitation

Project Development:

Project localities, community localities, project status, project type, implementing agents

2.1.3Electronic Guide (E-Guide)

2.1.3.1Purpose

This application provides users with a planning tool through which both spatial & attribute data can be viewed.

2.1.3.2Functionality and Types of Information

The Electronic guide is a stand-alone network based GIS application used to link spatial entities with attribute data stored in a relational database. System functions include:

  • Search Functionality (both spatial and attribute)
  • Provides visual view of hierarchical data in the database.
  • Provides a spatial representation of the attribute data as well as different classifications on spatial data.
  • Able to view summarised attribute information.
  • View data on different geographical levels (National, Provincial, Municipal and Local level)
  • Allows for spatial queries on the data.

2.1.3.3Types of Information:

Demographics

Water needs, population, sanitation need, population growth, community types

Surface Water

Rainfall, evaporation, runoff, land cover, geology, soil types, sedimentation, vegetation

Ground Water

Strategic resource value, supply dependency and rainfall, supply potential, drilling ease and cost, groundwater zones, geology and drilling conditions, accessibility and exploitability, runoff, boreholes

Topography

Rivers, contours, catchment, land use

Schemes and Projects

DWAF, CMIP, housing, public works projects

Assets and Infrastructure

Functional assessment, dams, roads, railways, power lines

Institutional

WSDP’s (Water Services Development Plans), Water Boards,

Water Management Areas (WMA’s)

Associated Needs

Schools and clinics

2.1.3.4System Users

Director General, Directors, government officials, regional officials, municipal officials, research/educational facilities, consultants.

2.1.3.5Metadata

Several data sources were combined to create the E-Guide dataset. These include WR90, WS Planning, CENSUS, etc.

There is a general need for metadata to be included in the systems.

2.1.3.6Derived Values

NEEDS

  • Needy communities in terms of RDP levels of service.
  • Schools with inadequate levels of services.
  • Clinics with inadequate levels of services.
  • People served to date.
  • Needs adjusted using spatial project intersects.
  • Above info available for both Water and Sanitation levels of service from National down to Local Municipality level.

DEMOGRAPHICS

  • Population figures per community (1994 – 2004).
  • Population figures per sub-place (as delineated by STATS SA – CENSUS 2001).
  • Population figures per EA (as delineated by STATS SA – CENSUS 1996).
  • Demographics classified according to STATS SA - CENSUS 1996 classifications.
  • Demographics classified according to STATS SA - CENSUS 2001 classifications
  • Population figures annually adjusted using STATS SA midyear population estimates.

PROJECTS

  • Data on CMIP, DWAF, DOH, DOPW Projects.
  • Expenditure, status, milestone, type and general description information available as well as spatial extent.
  • Projects data used to derive backlog figures.
  • Financial Delegation lists available.
  • Money spent and people served available.

SCHEMES

  • Water Services (WS) schemes owned by DWAF, Local Government, NGO’s and other role players in the Water Services Sector.
  • General description of scheme, general condition of scheme, water sources and affected communities as well.
  • Detailed analysis of components owned by DWAF schemes.
  • Replacement, refurbishment and O&M costs.

ASSOCIATED DATA

  • General conditions on Schools as originally captured by DOE.
  • General conditions on Clinics as originally captured by DOH and augmented by regional consultants.

2.2Water Resource Planning Systems

2.2.1Population and Economic Scenario System

2.2.1.1Purpose

To support long term planning of water resources for South Africa. Produce distributions of population in units which may be linked to water use.

2.2.1.2Functionality and types of information

Data can be viewed using the "Demographic Visualiser" a PC based program. Information can be viewed in table, map or graph formats.

Provided are projections from the base year 1995 projecting through to 2025 in ten year intervals. Financial values are adjusted (inflated or deflated) to the same year.

Data can be viewed at national (showing each province with its projections), provincial (showing either total, urban or rural areas with their projections) , magisterial district or consumption area. specific areas, types of data, the years and category filters can be selected .

2.2.1.3Metadata maintained for population information.

Metadata is not included in the system. The data sources and other information about the data is described in the supporting documentation.

2.2.2Economic Information System

2.2.2.1Purpose

The original purpose was to collect and provide basic economicdatain a structured digital format for further analysis as part of the Demographic Modelling Study (DMS)which provides input to the Water Situation Assessment Model (WSAM). The systemhas broad application for planning and enables users to readily extract and analyse information from the data set. It provides separate provincial macroeconomic overviews, on the basis of available information. Provides an economic overview of each of the newly delineated Water Management Areas(WMA’s), as part of the Water Resources Situation Assessment (WRSA)

2.2.2.2Functionality

Tables, maps and graphs of various indicators, which can be selected, can be viewed. The indicators which may be selected are comprehensive and examples of these are population, GGP, occupation, electricity consumption, etc. A choice of the value that is required e.g. absolute values, percentages or rates. The time period can be selected. Areas may be selected and the sub-areas to be displayed can be specified.

2.2.2.3Types of information

2.2.2.4Input data

Various types of information are collected in the system, which are referred to as indicators. The indicators collated are:

Gross geographic product (GGP), labour distribution, electricity, consumption and connections, services, council levies, buildings completed, telephone connections, vehicle sales, tax revenue, population, census 2001 data,

In the census data there are seven sub categories.

Population group by sex, age by sex, level of education, occupation, employment by sector, employment status, school attendance.

2.2.2.5Derived values

There are various derived values produced by the system:

Percentage contribution to main area, percentage of total, percentage of formal sector, average annual growth, location quotient, projections, value per capita, value per km² and other ratios

2.2.2.6Metadata

Metadata is available in the system for the indicators. The metadata is comprehensive giving: definitions, source, importance, limitations, and other relevant information. Values that can be derived, for the indicators, may be found in the system documentation.

2.3System to measure the Water Poverty Index

There is a report produced by McIntosh Xaba and Associates et-al for the Water and Forestry Support Programme, Water Resource Management component which discusses the development of systems for monitoring the impacts and tangible benefits of water re-allocation on the rural poor and the development of a WaterPovertyIndex(WPI). A number of references to WPI calculation methods are covered in the report. The key components used to measure water poverty are:

  • Resources (Availability)
  • Access (to humans for use)
  • Capacity (Water management)
  • Use (how water is used)
  • Environment (Evaluation of integrity related to water).

The system will obtain data from existing databases and collate this data into a form that can be used to compile the WPI.