The Local Government (LG) Management Solution

The solution was constructed in conjunction with the Moses Kotane Municipality, using JMR Software’s locally developed architecture for the .NET environment. The browser-based system is specifically designed to accommodate the difficulty associated with working in locations that differ in terms of infrastructure and where telecommunications facilities are of a low standard.

The offering consists of:

LG- Process & Document Management System (LG-PDMS)
LG-Kgwêbô Sêdi (LG-KS)
LG-Geographical Information Solution (LG-GIS)
LG-Wireless GIS/GPS Field Collection (LG-Wireless GIS)
LG-Asset Monitoring & Management (LG-AAM)

This component is the “Local Government Process and Document Management Solution”. It will provide the Ekurhuleni Municipality with functionality to manage the complete municipal authorisation process and control expenses systemically. As part of the authorisation process all documents within the municipality are managed and filed according to the National Archives file plan standards.

The main modules in this solution consist of the following:

Municipal Authorisation Process
Business Process Management (BPM)
Document and Workflow Management
Agenda and Item Management
Project Implementation Management

Product Features

Manage Documents
During the municipal process, files, folders, documents and supporting documents are created to provide council with information on items for discussion. These documents are in different formats and LG-PDMS™ manages these all from one source. Document types include:
- Data Documents
- Video Documents
- Sound Documents
- Picture Documents
Automates almost Everything
Fully automate the current manual filing, documentation, agendas and supporting documentation and the distribution thereof – The solution will automate the environment to the extent of providing the municipal employees with more quality time to focus on their core municipal administration tasks. This function is usually switched-off until all manual folders/documents/items have been worked out of the system to ensure a single agenda (including all items for discussion) can be produced from the electronic solution.
Full Auditability
Full document and activity history: The system provides a complete history on all actions taken and decisions made (on documents, folders and items). This history provides complete transparency and traceability on the “who, what, when and how” of all actions and decisions. This information is retained for full audit purposes.
Agendas made Easy
Remote Agenda Distribution: LG-PDMS™ distributes agenda items electronically as they are completed to committee and council members. This ensures that these members have enough time to give detailed attention to agenda items, as opposed to receiving the agenda and items for discussion one week or less in advance.
Performance Management
The system gives the municipal manager the ability to manage and monitor the performance of all the parties involved in the municipal process. (i.e. directors, unit managers, administration clerks, committee and council secretary).
Enhanced Reporting
LG-PDMS™ provides an easy and creative reporting toolset to allow the user to search and create reports with different variables. The variables can be used individually or any combination.
Fully Configurable
LG-PDMS™ includes the generic local government management structures for workflow and process management. However, numerous features may be disabled and extensive customisation to include specific municipal requirements is possible.
Frequently Updated
LG-PDMS™ is frequently updated to include relevant new legislation and municipal structures. New versions are release when proven business processes and practices are incorporated and significant enhancements are made.
Embraces Cultural Diversity
LG-PDMS™ caters for South Africa’s cultural diversity. Its user-friendly interface and work distribution engine in particular, allow easy monitoring and management of all levels of municipal employees. New job-market entrants can become quickly proficient in the use of the system.

LG-Kgwêbô Sêdi (LG-KS)

The financial systems are graphically represented as follows:

Financial Management System

Budget Planning and Implementation

Revenue and Debt Management

Asset and Liability Management

LG-Geographical Information Solution

This component is included in the proposal for information purposes only and has not been included in the costing due to the fact that Ekurhuleni Municipality already has a GIS system.

This component is the Local Government Geographical Information Management Solution. The solution provides the Ekurhuleni Municipality with functionality to manage the information obtained within the geographical area of the municipality. Information gathered and obtained by this solution is extensively used by all the other modules.

The main functionality in this solution includes the following:

Geographical Information Management
Environmental Information Management
Voters Roll Management
Debtors Information Management
Motor Vehicle Registration Information Management

LG-Wireless GIS/GPS Field Collection

This component is the Local Government Wireless GIS/GPS Field Collection System. This solution provides the Ekurhuleni Municipality with functionality to collate information remotely by field workers via a PDA and GPS hardware and then downloading this information to the LG-GIS solution. It will assist field workers in managing and obtaining the following information on the municipality, it’s people, the land and the services provided.

The main functionality in this solution includes the following:

GIS Collection
Water and Electricity Meter Management
Voters Roll Management
Debtors Information Management
Motor Vehicle Registration Information Management