Department of Home Affairs

1. Department of Home Affairs Presentation on the 2004-2005 ANNUAL REPORTto the DHA Portfolio Committee26 May 2006

2. Presentation objective: Brief the DHA Portfolio Committee on the Annual Report 2004/05 and spending patterns Introduction DHA delegation Status of Annual Report 2004/05 Aligning DHA with Government strategic priorities Impact of Turnaround Strategy Annual Report 2004/05 highlights Spending patterns Conclusion OVERVIEW

3. Departmental Annual Reports need to be submitted to the relevant Treasury and Executive Authority by the end of August and tabled in Parliament before the end of September The delay in submission was a result of the auditing process itself. As per Section 65 of the PFMA, the Speaker was advised of the reasons for the delay in October 2005. The Portfolio Committee was briefed on the reasons in February; and the DHA was present when the Auditor General subsequently briefed this Committee and its explanation was again given. The final Report of the AG was eventually delivered on the 19 May 2006 and this enabled the printing and tabling of the Report. REASON FOR LATE SUBMISSION OF ANNUAL REPORT: 2004/05

4. Main purpose of the five-year strategic perspective is to align shorter term departmental planning with the national policy objectives of Government as a whole. Clear strategic objectives of Government for the second decade of freedom provided in January 05 Cabinet Lekgotla and in the 2005 State of the Nation Address. Framework for ensuring alignment of DHA with prime governmental policy thrusts and requirements. ALIGNING HOME AFFAIRS WITH GOVERNMENT STRATEGIC PRIORITIES

5. These can be summarised as: Economic growth and sustainable development Building the capacity of the developmental state Service delivery improvements Enhancement of social security Countering corruption and promoting security Improving SA global relations with focus on Africa and countries of the South Participating in spatial development initiatives of Government ALIGNING HOME AFFAIRS WITH GOVERNMENT STRATEGIC PRIORITIES ¹

6. PEOPLE TECHNOLOGY INFRASTRUCTURE TURNAROUND STRATEGY TRANSFORMATION

7. IMPACT OF TURNAROUND STRATEGY • DHA is a transforming department! • DHA bearing the fruits from implementation of Turnaround Strategy launched in September 2003 • Turnaround Strategy set clear goals in terms of the way forward and critical change imperatives in DHA • Objectives and goals were expressed as programmes; milestones formulated and target dates for implementation set. • Significant progress was achieved • Turnaround Strategy became the driving force behind all activities • Turnaround Strategy was incorporated into the Strategic Plan of DHA • Strategic planning has been institutionalised in the Department and linked to monitoring and evaluation of performance

8. OVERVIEW OF THE ANNUAL REPORT: 2004/2005

9. Overview: 3 sections General Information Programme Performance Statutory Requirements FOCUS ON PERFORMANCE OF 4 PROGRAMMES Administration Civic Services Migration Auxiliary and Associated Services ANNUAL REPORT

10. PROGRAMME 1: ADMINISTRATION

11. Annual Report Highlights Programme 1: Administration – Aim: To conduct the overall management and administration of the Department. This programme comprises of the following: • Minister • Deputy Minister • Management Services • Corporate Services

12. Programme 1: Administration – Management Services Objectives: Strengthening the management team Improving integrated governance by integrating cluster priorities into planning and operations of the Department Establishing foreign missions with necessary capacity thus ensuring efficient and effective functioning Improving international relations Enhancing service delivery Annual Report Highlights (cont’d)

13. Programme 1: Administration – Management Services Achievements: Review of business processes was undertaken and finalised Draft International Relations Strategy has been compiled and areas needing strengthening of bilateral co-operations identified Integrated governance support structure has been established Service delivery initiatives: Establishment of a Client Service Centre Office expansion plan initiated Participation in MPCCs country-wide Launch of the “Client is always right campaign” Street Agents – to combat activities of ‘street agents’ Annual Report Highlights (cont’d)

14. Programme 1: Administration Corporate Servicescomprises of the following: Human Resources Information Technology Legal Services Security and Ethical Conduct Communication Annual Report Highlights (cont’d)

15. Programme 1: Administration – Corporate Services (Human Resources Objectives): Effective and efficient recruitment of employees Filling of senior posts and fund current vacancies Retaining of professional employees Ensuring affirmative action and employment equity Terminate use of volunteers and introduce internship programme Set up systems and process for organisational and individual performance management Improve employee morale Resource EAP component Annual Report Highlights (cont’d)

16. Programme 1: Administration – Corporate Services: Human Resources Achievements: Building of Senior Management capacity Recruitment of skilled managers to head branches (27 SMS posts) Addressing of critical HR capacity within new structure to achieve strategic objectives / operational capability Launch of internship programme (413 appointed) Filling of more than 1000 vacant posts Development and implementation of comprehensive training programmes ranging from IT related to management programmes Annual Report Highlights (cont’d)

17. Programme 1: Administration – Corporate Services: Human Resources - Achievements: Revision of policy Retention and Recruitment policy Succession plan Placement policy Delegation of powers and functions to the Provinces Draft delegations will be effected in the coming financial year Employment Equity Plan in place Organisation and individual performance management alignment Annual Report Highlights (cont’d)

18. Programme 1: Administration – Corporate Services: Human Resources Achievements (cont’): Establishment of a core capacity in the Employee Wellness Directorate Director: Employee Wellness appointed Assistant Director: Sport & Recreation appointed Annual Report Highlights (cont’d)

19. Programme 1: Administration – Corporate Services: Legal Services Objectives: Harmonising DHA mandates and legislation with the Constitution Aligning operational and administrative policy with DHA legislation and with government policy directions Legal Services Achievements: Amendment of the Immigration Act – helps to reduce litigation and strengthens implementation of immigration policy Filling of core positions within the Directorates Annual Report Highlights (cont’d)

20. Programme 1: Administration – Corporate Services: Security and Corruption Objectives: Development and implementation of a counter corruption plan Implement Minimum Information Security Standards Achievements: Introduction of Whistle-blowing policy Development of Counter Corruption Plan with JCPS partners 640 staff members have been vetted Introduction of the biometric access control at Head Office Security appraisals conducted at most other offices Review of the risk management document Annual Report Highlights (cont’d)

21. Programme 1: Administration – Corporate Services: Achievements: Strengthening the fight against corruption Establishment of Chief Directorate: Counter Corruption and Security and Capacitating of Counter Corruption unit Annual Report Highlights (cont’d)

22. Programme 1: Administration - Corporate Services: Communications Objectives: Develop and sustain a sound internal and external communication strategy; and Establish sound relationships with local media Achievements: Developed and implemented an internal & external communications strategy Functions held for editors and senior journalists Publication of the Home Blitz, Home Affairs and updating of Home Affairs website Annual Report Highlights (cont’d)

23. Programme 1: Administration – Corporate Services: Transformation Objectives: Transformation Action Plan Equity with specific focus on gender Achievements: Recent senior appointments met equity criteria Development of a change management strategy and plan Annual Report Highlights (cont’d)

24. Programme 1: Administration – Corporate Services: Finances & Procurement Objectives: Improve both the management of budgeting and financial processes. Projects initiated: Roll-out of transversal financial and logistical systems – BAS Aligning budgeting with the DHA strategic management processes Annual Report Highlights (cont’d)

25. Programme 1: Administration – Corporate Services: Financial & Procurement Services: Achievements Implementation of BAS has been finalised at a further 41 offices Ongoing training of officials – 206 officials trained A draft plan has been approved for the transformation of procurement Annual Report Highlights (cont’d)

26. Programme 1: Administration – Infrastructure Objectives: Improving access to Home Affairs services Investigate/implement alternative resourcing and infrastructure Infrastructure projects and achievements: National Volunteer Campaign introduced Phase 1: 50 offices received a facelift in terms of repairs and painting Phase 2: Campaign was extended and additional 18 offices painted 68 Offices have been painted in corporate colours and minor repairs effected DHA is involved in national MPCC Steering Committee chaired by GCIS Annual Report Highlights (cont’d)

27. Programme 1: Administration – Infrastructure projects and achievements (cont): Improving infrastructure Office refurbishment programme Initiation of upgrading of border posts project 12 offices have been relocated to newly leased buildings New model office built and officially opened at Khayelitsha Corporate internal signage provided to DHA offices Head Office relocated to improved office accommodation Annual Report Highlights (cont’d)

28. Programme 1: Administration – Information Services Aim: To restructure and implement the South African Identification System coupled with an integrated biometric identification and verification system for all citizens and persons wishing to visit / reside in SA Annual Report Highlights (cont’d)

29. Programme 1: Administration – Corporate Services: IT: HANIS Reloaded: 6 subprojects – Achievements Hanis 1 operational – capacity to digitise 70 000 records per day Back-record conversion – site preparation and installation completed Population Register - updating population information. Immigration Control System – Deportation and Refugee Systems developed (some components outstanding) Unique global ID System – Technical report completed and consultation with stakeholders continuing ePassports and Smart ID Cards - Funding option investigation completed Annual Report Highlights (cont’d)

30. Programme 1: Administration – Corporate Services: IT: Electronic Document Management Systems and Workflow: Objective : To establish an enterprise wide document management system incorporating electronic workflow EDMS implemented for Births, Deaths and Marriages (BMD) Tender awarded to deal with backlog of 2 million documents Annual Report Highlights (cont’d)

31. Programme1:Administration -Information Services IT: Electronic Document Management Systems and Workflow: Achievements: Online forms implemented – Forms accessible through gateway portal Tracking and tracing system implemented – Workflow systems available Annual Report Highlights (cont’d)

32. Programme 1: Administration –Information Services: IT: Enterprise Resource Management Objective:To develop or acquire and implement electronic systems that will enable the integrated management of corporate services function Achievements: Human Resource recruitment system implemented IT Helpdesk contracted to SITA Transversal systems have been fully decentralised Annual Report Highlights (cont’d)

33. Programme 1: Administration – Corporate Services: IT: Integrated Client Service Console ICSC Achievements: Requirements definition implemented Design and testing of ICSC and development of tender specifications completed Requirements met for Tender for Mobile Units and Deportation Centre (Lindela) ICSC in place for Refugees and Deportations systems at Lindela and Refugee Offices Annual Report Highlights (cont’d)

34. Programme 1: Administration – Corporate Services: IT: Browser based systems Objective: To develop a common front-end application to be used for access to all internal applications and systems Annual Report Highlights (cont’d)

35. Programme 1: Administration – Corporate Services: Browser based systems Achievements: Intranet implemented and Management Information System (MIS) in place Portal (including Intranet) established Website has been continuously upgraded User/ front end application developed - Marital status verification functional Wide area network (WAN) in place (except to very remote border posts) Annual Report Highlights (cont’d)

36. Programme 1: Administration – Information Services: IT: Enterprise Systems Objective: “Upgrade IT infrastructure and technology platform” Enterprise Systems Achievements: Master Information Security System (MISP) project in implementation phase Office computerisation – 98% completed Novell system in place Development of environment for NIB systems implemented Logical architectural model completed Annual Report Highlights (cont’d)

37. Programme 1: Administration – Information Services: IT Security Objective: “To ensure data integrity and security throughout the enterprise and related systems” IT Security Progress: IT security policy developed ISS policies approved for implementation Disaster recovery plan – HANIS disaster recovery contract concluded Encryption system –Project and commissioned and implementation continuing Access management system – Access control system rolled out in business units Annual Report Highlights (cont’d)

38. Programme 1: Administration – Information Services: IT: Knowledge Information Management Objective: To develop and establish KIM capacity and systems within the Department Achievements: Head of Component appointed Core Staff appointed Annual Report Highlights (cont’d)

39. Programme 1: Administration – Information Services: IT: Information Management: Objective:To utilise IT for the management of information Achievements: Data warehousehas been acquired Annual Report Highlights (cont’d)

40. Programme 1: Administration – Information Services : IT: Change Management: Objective: To ensure that all users of the departmental IT system are prepared for the changes in work procedures and the information technology to be used Annual Report Highlights (cont’d)

41. Programme 1: Administration – Information Services: IT: Change Management: Achievements: Change plan and integration imperatives implemented ITingwe (IT revolution) launched Training modules developed and implemented Departmental information systems and business processes – Business model implemented IT Policy framework – legislation reviewed and implemented (continuous review) Annual Report Highlights (cont’d)

42. Programme 1:Administration - Information Services Security Systems Objective: To ensure data integrity and security throughout the enterprise and related systems Security Systems Achievements: ICT security policy developed and fully implemented Disaster recovery plan approved Encryption system implemented Access management system implemented Annual Report Highlights (cont’d)

43. PROGRAMME 2: CIVIC SERVICES

44. Programme 2: Services to Citizens: Three sub-programmes: Travel and passport matters – repatriation and financial assistance of citizens abroad Citizenship - determining, granting and forfeiture of citizenship Population Register (PR) of SA citizens and foreigners who acquire the rights to permanent residence in RSA - also registration of births, marriages and deaths, issuing of IDs and specialised fingerprint identification services Annual Report Highlights

45. Programme 2: Services to Citizens: Achievements: Birth registration campaign - 1,4 million children registered up to the age of 14 years. DHA in collaboration with the South African Law Reform Commission continues with the review of marriage legislation. Fraudulent Marriages ‘Check your marital status’ campaign was launched in August 2004, more than 179 000 marriages were checked, 2 636 alleged frauds detected and 1 977 fraudulent cases successfully expunged. Customary Marriages Campaign commenced in August 2004, more than 18 000 citizens came forward to register their customary unions. Annual Report Highlights (cont’d)

46. Programme 2: Services to Citizens: Achievements (continued): Permanent Citizen Registration Campaign HRSC was commissioned to conduct a country-wide civic services needs survey. 69 hospitals were equipped with on-line birth registration facilities. A total of 27898 births and 8 520 deaths were registered at these facilities. Fully computerised Mobile Units are in an advanced stage of completion. Preparations for 10 Mobile Units have been launched and 57 will be launched before the end of 2005/6 financial year Annual Report Highlights (cont’d)

47. Programme 2: Services to Citizens: Achievements (continued): Backlogs on unabridged certificates and personal amendments were curbed by 75% and 93% respectively. Workflow processes were developed and proposals in respect of preferred model were formulated. Procedure manuals were updated with the latest legislative developments. Revised death registration procedures implemented. Annual Report Highlights (cont’d)

48. Social Information

49. Social Information (cont’d)

50. Social Information (cont’d)