Management Response to Portfolio Committee Report: DCS Annual Report, 2005/06
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Management Response to Portfolio Committee Report: DCS Annual Report, 2005/06. 22 MAY 2007 Cape town. Building a caring correctional system that truly belongs to all. Progress on Action Plan on Audit Qualifications and other Compliance Matters Current State of Expenditure

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Building a caring correctional system that truly belongs to all

Management Response to Portfolio Committee Report: DCS Annual Report, 2005/06

22 MAY 2007

Cape town

Building a caring correctional system that truly belongs to all


Contents

Progress on Action Plan on Audit Qualifications and other Compliance Matters

Current State of Expenditure

Formulation of targets in Strategic Plan

Project Performance

Vetting of officials

Management of HIV/AIDS

Construction of new correctional centres

CONTENTS


Action plan on 2005 6 audit qualifications and emphasis of matter

Public Private Partnerships (APOPS)

Discussions have been held with NT

Consulted with other national and

provincial departments that have similar

arrangements

Specimen Annual Financial Statements

document has reviewed disclosure

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER


Action plan on 2005 6 audit qualifications and emphasis of matter cont

Receivables

Members have been identified who

will deal with debts

PERSAL function given to the said

members

Judge White Cases Project

98% of the cases in the master list can

now be linked to a specific debtor

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont1

Receivables (Cont…)

Incorrect capital amounts on BAS

rectified for 3 out of 5 regions as at 25

April 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont2

Asset Management

A project to verify all assets in the

Department commenced in November 2006

The process involved identifying each asset

and ascertaining if it is marked/bar coded

and accounted for in the asset register or

not and if it is not it is marked and captured

on the register

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont3

Asset Management (Cont)

All 80% of centres have done the

verification and are currently

reconciling their findings before they

can be forwarded to the accounting

officer

The project will be concluded in June

2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont4

Asset Management (Cont)

The D-G of National Treasury has granted

approval to the Department to migrate to

LOGIS which is a supply chain system that

encompasses all the functions provided by

the different systems currently utilized by

the department.

An implementation kick-off meeting

between the department and LOGIS implementation

team National Treasury took place on 11 May 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont5

Asset Management (Cont)

It is envisaged that the first sites will

migrate to LOGIS in November 2007

and the whole department by 31 March

2008

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont6

Medical Expenditure

Out of 8 469 continuation members

7 622 (90%) of life certificates were

received

85 (1%) members could not be located through

the mail

762 (9%) outstanding certificates – currently

traced through MEDCOR

GEPF database system to be deployed

to DCS – to go on live wef 15 June 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont7

Housing loan guarantees

1 236 old state guarantees were cancelled

on PERSAL

112 unused state guarantees were

cancelled

Electronic state guarantee register is now

implemented and maintained

187 guarantees were cancelled where there were

discrepancies wrt guarantee institutions

and deduction institutions

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont8

Internal Control

BAS/PERSAL Interface

- All BAS/PERSAL reconciliations

have been done monthly up to April

2007

- Reconciliations are monitored

fortnightly by Chief Directorate: Finance

and monthly in Heads of Finance and SCM

forum and ASC

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont9

Internal Control (Cont…)

BAS/PERSAL Interface (Cont…)

- Reconciliations were submitted to

A-G for auditing in February 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont10

Internal Control (Cont…)

Journals

- All Financial Administration Procedure

Manual chapters have been amended

to give guidance on what specific

journals should be raised

- Financial Circular issued to guide

members on attachments to journals

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont11

Internal Control (Cont…)

Losses

- During the financial year 2006/07 a

concerted effort to finalize long

outstanding losses was made

- As a result 1 090 cases were finalized

as opposed to 120 in the financial

year 2005/06

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont12

Internal Control (Cont…)

Suspensions

- Suspension register has been

implemented and maintained

- PERSAL is now updated with

suspension information

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont13

Internal Control (Cont…)

Performance Agreements

- For 2006/07 there were 167 sms; 3

members (2%) did not sign their

performance agreements

- 1 sms member was disciplined

- 2 sms members submitted after cut

off date

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont14

Internal Control (Cont…)

Performance Agreements (Cont…)

- For 2007/08 the deadline for signing

performance agreements was 04

April 2007

- The certification of compliance was

due by 14 May 2007 and we are currently

analysing the submissions

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont15

Internal Control (Cont…)

Budget

- A financial circular was issued wrt to

sensitising all managers to hold financial

meetings

- FAP chapter was amended to give proper

guidance on the structure of financial

meetings

- Bi-annual certifications were introduced

to monitor the process –

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont16

Vacancies

Out of 44 849 posts, 41 393 were filled

as at 30 April 2007

As at 30 April the vacancy rate was

7.7%

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont17

Pharmacies

Computer system error has been

rectified and tested in 2 sites (Pta and

Leeuwkop)

Rollout will be completed in June 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont18

Vehicle Fleet Management

A total of 142 transport officers who

were not trained before, have been

trained since April 2006 to date

All transport offices will be

computerized this financial year as

less than 50% have computers

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont19

Vehicle Fleet Management (Cont…)

The DCS has also requested the

Department of Transport (DoT) to allow

it to participate in the Fleet

Management PPP contract as part of

addressing the problem. The DoT has

already invited tenders to appoint a

Transactional Advisor to conduct a

feasibility study

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont20

Accruals

Had discussions with NT with regard to

the enhancement of BAS

Financial circular issued to sensitise all

members to process payments within a

period of 30 days from date of receipt of

invoice

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont21

Policies

All 25 chapters of the Financial

Administration Procedure (FAP) have

been finalised and distributed. The

last chapter was approved during

April 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont22

Accommodation

National Overcrowding Task Team

(NOTT) monitors progress on

alleviating overcrowding in

accordance with relevant sections of

Criminal Procedure Act

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont23

Accommodation (Cont…)

Offenders are distributed /transferred

to less overcrowded centres

16 894 sentences were converted to

correctional supervision from

January to 30 April 2007

950 ATDs placed under community

corrections from January to 30 April 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont24

Jali Commission

129 cases were identified

62 cases have been finalised ito disciplinary

hearings

2 cases were referred to SAPS and Health

Professions Council as they involved

members from the aforementioned

institutions

65 cases in progress – to be finalised by 30

November 2007

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont25

Information Systems Audit

IT policy and procedures have been

approved

IT functions are now segregated and

Comsec monitors the dept and

exceptions are reported as and when

they occur

Better audit trail implemented

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Action plan on 2005 6 audit qualifications and emphasis of matter cont26

Information Systems Audit (Cont…)

Physical access (biometric / access

control cards) has been improved in

91% of computer rooms

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER (Cont...)


Current state of expenditure as at 28 february 2007

The final overall expenditure of the Department as at 28 February 2007 was at 81.67% against an ideal of 91.67%

The Capital Works cash flow received from DPW indicated an even distribution of expenditure. A substantial account was received during January 2007 but we are still awaiting the PACE documents for a projected payment of R155 million for January up to March 2007

Under spending in most of the Programmes is due to non-filling of vacant posts. The filled posts are at 40 504 against the target set for March which is 42 222 resulting in 1 718 unfilled vacancies as at the end of February 2007

CURRENT STATE OF EXPENDITURE AS AT 28 FEBRUARY 2007


Current state of expenditure as at 28 february 2007 cont

The DPW indicated on 28 February 2007 that the outstanding invoices for Property Management (Leases and Municipal services) will be submitted before the end of the 2006/2007 Financial year.

The low expenditure for the Programmes Care and Development is mainly due to a backlog in capturing Internal Charges.

Unspent funds will be requested for roll-over to the 2007/2008 Financial year.

CURRENT STATE OF EXPENDITURE AS AT 28 FEBRUARY 2007 (Cont…)


Improve formulation of targets delivery on current ones

Improved alignment of planning processes

Strategic Plan for 2007/08 to 2011/12 has been finalised and tabled with better target formulation

IMPROVE FORMULATION OF TARGETS & DELIVERY ON CURRENT ONES


Project performance

PROJECT PERFORMANCE


Project performance1

PROJECT PERFORMANCE


Project performance2

PROJECT PERFORMANCE


Vetting of officials

In process of setting up the Vetting Fieldwork Unit (VFU) within DCS (in conjunction with NIA)

It is anticipated that the VFU will be functional wef October 2007

208 vetting forms have been processed from January to end of April 2007 and submitted to NIA

VETTING OF OFFICIALS


Management of hiv aids

HIV/AIDS and Syphilis prevalence survey results were received during March 2007

4 additional sites have been accredited – Kroonstad; Groenpunt; Kimberley; and Johannesburg Med C – bringing the total to 9 sites

MANAGEMENT OF HIV / AIDS


Hiv aids training

From April to 11 May 2007 – 20 members were trained in Voluntary Counselling and Testing (VCT)

120 offenders trained as peer educators

HIV/AIDS TRAINING


Progress made in construction of the 8 correctional centres

Construction for Kimberley New Correctional Centre (NCC) started on 14 November 2006 and completion will be November 2008

Polokwane NCC has been suspended due to delayed negotiations on land issue

Leeuwkop NCC – viability study outstanding

PROGRESS MADE IN CONSTRUCTION OF THE 8 CORRECTIONAL CENTRES


Progress made in construction of the 8 correctional centres1

Klerksdorp; Nigel; Allandale; East London; and Port Shepstone NCCs – feasibility studies from Transaction Advisor were received during April 2007

PROGRESS MADE IN CONSTRUCTION OF THE 8 CORRECTIONAL CENTRES


Building a caring correctional system that truly belongs to all

Thank you

Building a caring correctional system that

truly belongs to all


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