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INDEPENDENT COMPLAINTS DIRECTORATE. Presentation to the Parliamentary Select Committee on Security and Constitutional Affairs 3 June 2008. Introduction. Mr P Mongwe. PROGRAMME 1 : Administration. Mr E Valoyi. STAFF COMPLEMENT.

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Independent complaints directorate

INDEPENDENT COMPLAINTS DIRECTORATE

Presentation to theParliamentary Select Committee on Security and Constitutional Affairs

3 June 2008


Introduction

Introduction

Mr P Mongwe


Programme 1 administration

PROGRAMME 1 : Administration

Mr E Valoyi


Staff complement

STAFF COMPLEMENT

Growth : Additional 22 (8%) new positions for 2008/2009 financial year


Staff complement cont

STAFF COMPLEMENT (CONT…)

2007/2008 2008/2009

(33%) 83 = H/O (32%) 89 = H/O

(67%) 165 = Provinces (68%)181 = Provinces

Total: 248 Total: 270


Employment equity per office 30 april 2008

EMPLOYMENT EQUITY PER OFFICE: 30 April 2008


Employment equity per race 05 may 2008

EMPLOYMENT EQUITY PER RACE: 05 MAY 2008


Misconduct cases 2007 2008

Misconduct Cases: 2007/2008


Vacancy status 05 may 2008

Vacancy Status: 05 MAY 2008


Reasons why staff left the department in 2007 2008

Reasons why Staff left the Department in 2007/2008


Challenges

Challenges

  • To attain the approved 535 staff complement.

  • Staff turn – over

    - Lack of career growth

    - Incommensurate salaries to responsibilities (ito Job Evaluation)

  • ED’s vacant post causes an under – expenditure of R800 000 per annum on the Personnel Budget

  • Lack of funding to implement Job Evaluation results

  • Acquisition of funding to continue with the implementation of restructuring

  • Burn-out & stress related problems due to high work-load

  • Lack of segregation of duties in certain Provinces


Performance 2007 2008

Performance : 2007/2008

  • The ICD managed to establish an Asset Management Unit, although at a small scale.

  • Completed the unique numbering of assets, in all the offices.

  • Addressed all the AG’S concerns regarding leave, and asset registers.

  • Managed to send 175 Employees on different training courses.

  • Got an Award for being the best Department in having the best Integrated Management Risk Strategy in the entire Public Service.


Priorities for 2008 2009

PRIORITIES FOR 2008/2009

  • Establishment of a fully - fledged Asset Management Unit at N/O

  • Strengthening of all Provincial Offices in Programme 1 to deal with Assets and general administration

  • Finalizing the restructuring process

  • Implementation of Job Evaluation results


Programme 2 registration investigation and monitoring of complaints mr t tshabalala

PROGRAMME 2:Registration, Investigation and Monitoring of ComplaintsMr T Tshabalala


Total workload as at the end of december 2007

Total workload - as at the end of December 2007


Closed cases april to december 2007

Closed Cases – April to December 2007


Completed and closed cases workload of cases carried forward in past financial years

Completed and closed cases – workload of cases carried forward in past financial years


Cases of the current financial year finalized during april to december 2007

Cases of the current financial year, finalized during April to December 2007


Scenes attended april to december 2007

Scenes attended – April to December 2007


Post mortems attended april to december 2007

Post Mortems attended – April to December 2007


Recommendations made to the dpp april to december 2007

Recommendations made to the DPP – April to December 2007


Recommendations made to saps management april to december 2007

Recommendations made to SAPS Management – April to December 2007


Attendance of criminal cases in court april to december 2007

Attendance of Criminal Cases in Court – April to December 2007


Attendance of disciplinary hearings april to december 2007

Attendance of disciplinary hearings – April to December 2007


Outcome criminal cases

Outcome – Criminal cases


Outcomes criminal cases

Outcomes – Criminal cases


Outcomes criminal cases1

Outcomes – Criminal cases


Outcomes criminal cases2

Outcomes – Criminal cases


Outcomes criminal cases3

Outcomes – Criminal cases


Outcomes departmental cases

Outcomes – Departmental cases


Outcomes departmental cases1

Outcomes – Departmental cases


Outcomes departmental cases2

Outcomes – Departmental cases


Outcomes departmental cases3

Outcomes – Departmental cases


Outcomes departmental cases4

Outcomes – Departmental cases


Achievements

Achievements

  • Implementation of the revised salary package for investigators which

    • Assisted in the retention of investigators

    • Boosted morale within the investigation component which is evident from the output attained in the period of 9 months

  • Despite the challenges that we still encounter wrt to reaching outlying areas we attended 74% of scene of crime

  • We have reduced the workload of the previous financial years (backlog) to a manageable level

  • Considering the number of those police officers convicted, we believe that we are continuing to make a strong impact in uprooting bad elements within the SAPS and MPS

  • Although the Anti Corruption Unit has a limited number of investigators, it continues to make an impact in this area – the two cases of corruption involving 2 officers in the Durban Metro Police who were arrested for traffic fines related corruption, is a case in point


Challenges1

Challenges

  • Restructuring of Programme 2 and 3

    • The effect of restructuring

      • Increase our human resource capacity to investigate complaints

      • Increase our capacity to conduct more station visits/audits

      • Increase the turnaround time

  • Addressing the legal lacuna iro recommendations to ensure uniformity in implementation of discipline

  • Strengthening relationships with our stakeholders – SAPS, Metro Police Services and DPP


Priorities for 2008 20091

Priorities for 2008/2009

  • Rolling out of the four satellite offices

  • Relocation of the satellite office from Richards Bay to Empangeni

  • Ensuring that the programme is ready for its maiden performance audits

  • Coordinate stakeholder workshops for the 8 provinces

  • Secure training opportunities for ICD investigators into the detective learning programme offered by SAPS


Independent complaints directorate

PROGRAMME 3:

Information Management and Research

Ms N Sihlezana


Performance 2007 20081

PERFORMANCE 2007/2008

1. COMPLAINTS CASE INTAKE:

  • 80% of new cases were captured and processed within 48 hours

  • Improvement on feedback to clients; from 30 days to 7 days


Independent complaints directorate

2. COMMUNICATION AND MARKETING:

  • Prompt media responses – time taken to respond to media enquiries is within the 1 hour of receipt and we do meet the target.

  • ICD Marketing Activities – ICD Ten Year Celebrations - the component organised a gala dinner during its tenth year anniversary which was a huge success. Amongst other projects undertaken during the celebrations, the component produced promotional items like t-shirts, bags, pens etc. which were all branded in accordance with the celebrations to market this important milestone.


Communication cont

Communication (cont…)

  • Newspaper inserts - the component produced 500 000 copies of newspaper inserts that were distributed to communities around the country through various newspapers. The inserts explained and informed communities on ICD’s mandate, the process of lodging a complaint, how complaints are handled and contact numbers for all ICD offices nationwide

  • Post office advert - the ICD produced an advert which was aired on post office television for three months. The advert was aimed at educating communities about ICD’s mandate. It was played in three different languages in over 500 post offices countrywide.


Communication cont1

Communication (cont…)

  • Radio and Television adverts - the Communications component organised many radio and television interviews from the beginning of last year as part of its marketing strategy. Senior managers, the acting executive director, provincial heads and the organizational spokesperson were afforded an opportunity to take part in these interviews. All these interviews were granted free of charge.

  • Newspaper adverts - the component placed two adverts in Sowetan and City Press newspapers. The advert was aimed at marketing ICD and its services to communities.


Communication cont2

Communication (cont…)

  • Corporate gifts and other items - Communications produced corporate pens, key holders and business card holders that were branded with ICD logo. The gifts are given to stakeholders as tokens of appreciation. We have also produced folders that are in line with ICD ’s corporate image.

  • Community Outreach Programmes - Many outreach campaigns were organised nationally where the said promotional items were distributed to communities – target was met and exceeded.


Community outreach 2007 2008

COMMUNITY OUTREACH 2007/2008


Community outreach 2007 20081

COMMUNITY OUTREACH 2007/2008


Outreach programme cont

OUTREACH PROGRAMME (CONT…)


Outreach programme cont1

OUTREACH PROGRAMME (CONT…)


Outreach programme cont2

OUTREACH PROGRAMME (CONT…)


Outreach programme cont3

OUTREACH PROGRAMME (CONT…)


Outreach programme cont4

OUTREACH PROGRAMME (CONT…)


Outreach programme cont5

OUTREACH PROGRAMME (CONT…)


Outreach programme cont6

OUTREACH PROGRAMME (CONT…)


Outreach programme cont7

OUTREACH PROGRAMME (CONT…)


Outreach programme cont8

OUTREACH PROGRAMME (CONT…)


Independent complaints directorate

3.PROACTIVE OVERSIGHT 2008/ 2009:

3.1.Research

Production of qualitative reports containing recommendations – target met

Two researches have been conducted.

The first research report was done by ICD. The topic of the research report: Femicide: A Study of Members of the South African Police

Rationale of the research – the ICD ’s role as police oversight body warrants its concern with the increasing number of police killing their spouses/partners on a national level as is evident from statistics and media reports.


Findings

Findings

– Total of thirty (30) case files on femicide were analyzed in all nine provinces.

-KZN accounts for majority (30%), followed by Western Cape and Free State.

-One of major causes is easy access to firearms and 80% of cases committed by service firearms.

-More common among lower ranks.

-Majority perpetrators were Black males with females aged between 25 to 35 being the victims.

-Link between alcohol use, financial problems and stress.

-EAS found to be ineffective and reactive instead of proactive.

-No warning signs.


Research cont

Research (Cont…)

4. PRODUCTION OF WORKSHOP:

  • Target met - the said workshop took place on 28 March 2008

    The second research report is being finalized and should be completed by end June 2008. The topic of the research: A Study of the Factors Contributing to SAPS Non-Compliance with the Domestic Violence Act.


Independent complaints directorate

5. Station audits

Various ICD provincial offices conducted station

audit to determine the level of compliance with DVA

– target has been met and in some provinces

exceeded

- Up to December 2007, 345 Station Audit were conducted


Independent complaints directorate

6. MONITORING THE IMPLEMENTATION OF THE DVA:100% applications for exemption (DVA) processed within 30 days of receipt100% of DVA cases of non-compliance processed and monitoredDuring this calendar year the ICD received 66 cases of non-compliance during the first semester and 57 cases during the second semesterIt is interesting to note that whilst a number of such cases of non-compliance were recorded across all provinces, a minimal number of applications for exemption, from internal prosecution, was receivedIn the 1st semester compliance was at 5.5% and with all attempts made the number was increased to 27% compliance in the 2nd semesterBoth reports have been produced and the report with regard to the second semester will soon be tabled


Information technology ims

INFORMATION TECHNOLOGY (IMS)

7. IMPROVED FEEDBACK TO COMPLAINANTS:

  • (In the process to link “SMS’s” with the Case Management System. Complainants will be contacted through cell phone “sms’s” with regard to the progress on their cases rather than phoning them or calling them to the office)

  • Remote electronic connection for Investigators and staff

    (Sought to empower investigators by taking statements and printing it in the field)

  • Intranet – We have recently launched the intranet on the 9th of May 2008. This tool will enhance communication between the National Office and the Provincial offices and vice versa


Independent complaints directorate

OVERVIEW – CASES REGISTERED

APRIL 2007 TO DECEMBER 2007


Table 1 deaths criminal offences misconduct and dva cases intake

Table 1: Deaths, Criminal offences, Misconduct and DVA cases intake


Table 2 deaths criminal offences misconduct and dva provincial share

Table 2: Deaths, Criminal offences, Misconduct and DVA provincial share


Table 3 deaths criminal offences misconduct and dva yearly change

Table 3: Deaths, Criminal offences, Misconduct and DVA yearly change


Table 4 case intake by classification

Table 4: Case Intake by Classification


Table 5 case type yearly change

Table 5: Case Type yearly change


Table 6 deaths yearly change

Table 6: Deaths yearly change


Table 7 criminal offences yearly change

Table 7: Criminal offences yearly change


Table 8 misconduct yearly change

Table 8: Misconduct yearly change


Suicide breakdown 2007

Suicide Breakdown - 2007


Priorities for 2008 20092

Priorities for 2008/2009

  • Implementation of Call Center/ Toll Free Number

    Enhance access to ICD services, to both urban and rural communities and improve service delivery

  • Marketing ICD Services

    ICD is still not known by most communities as well as other government departments

  • Cell Inspections and Station Audits

    Deployment of Monitors to facilitate cell inspections and stations audits, and tasking some Investigators to investigate DVA cases

  • Forging relationships with NGO’s that deal with Domestic Violence

  • Increased Communication Protocols - SAPS/MPS Strengthen the existing relationship with SAPS

  • Improve coordination of station audits and MPS through effective communication


Challenges2

CHALLENGES

  • Review classification system and capacity of the database to meet the needs of the changing statistical environment

  • Fostering better and coordinated relationships with Social Crime Prevention Stakeholders with the purpose of strengthening cooperation around the ICD’s DVA mandate

  • Ensure access to and sharing of knowledge resources amongst ICD staff

  • Production of quality research recommendations which are “cutting edge” and innovative

  • Revamping ICD Internet - so that we can use it as a platform for marketing ICD nationally and internationally

  • Raising awareness about ICD services to the communities


Financial management

FINANCIAL MANAGEMENT

Ms E Verster


Financial year 2007 8 budget and preliminary expenditure per programme

Financial year 2007/8 - Budget and Preliminary Expenditure per Programme


Financial year 2007 8 budget and preliminary expenditure per office

Financial year 2007/8Budget and Preliminary Expenditure per Office


Financial year 2007 8 budget and preliminary expenditure per office cont

Financial year 2007/8Budget and Preliminary Expenditure per Office(cont…)


Expenditure per economic classification comparison between 2006 7 and 2007 8 preliminary

Expenditure per Economic ClassificationComparison between 2006/7 and 2007/8 (Preliminary)


Comparison of the major expenses on goods and services for 2006 7 and 2007 8 preliminary

COMPARISON OF THE MAJOR EXPENSES ON GOODS AND SERVICES, FOR 2006/7 AND 2007/8 (PRELIMINARY)

R `000

2006/72007/8 (Preliminary)

Advertising 418 1 314

Attendance fees 538 604

Bursaries 61 177

Communication1 524 1 849

Computer services1 880 1 666

Consultants, contractors1 088 1 203

Courier and delivery services 53 138

Entertainment 267 411

External audit fees 712 662

Equipment less than R 5 000 362 1 055

Government motor transport3 283 2 704

Inventory1 185 2 321

Legal fees 643 35

Maintenance, repair and running costs 145 611

Operating leases 390 426

Resettlement costs 432 153

Owned and leasehold property5 241 6 023

Travel and subsistence5 646 6 588

Venues and facilities 166 29


Preliminary travel and subsistence expenditure per programme per office for 2007 8

PRELIMINARY TRAVEL AND SUBSISTENCE EXPENDITURE PER PROGRAMME, PER OFFICE FOR 2007/8


Preliminary travel and subsistence expenditure per programme per office for 2007 8 cont

PRELIMINARY TRAVEL AND SUBSISTENCE EXPENDITURE PER PROGRAMME, PER OFFICE FOR 2007/8 (CONT…)


Preliminary government garage expenditure per programme per office for 2007 8

PRELIMINARY GOVERNMENT GARAGE EXPENDITURE PER PROGRAMME, PER OFFICE FOR 2007/8


Preliminary government garage expenditure per programme per office for 2007 8 cont

PRELIMINARY GOVERNMENT GARAGE EXPENDITURE PER PROGRAMME, PER OFFICE FOR 2007/8 (CONT…)


Debtor management as on 31 march 2008

DEBTOR MANAGEMENT AS ON 31 MARCH 2008


Report from the auditor general for the 2006 7 year improvements made in terms of the findings

REPORT FROM THE AUDITOR-GENERAL FOR THE 2006/7 YEAR - IMPROVEMENTS MADE IN TERMS OF THE FINDINGS

Qualification: ASSETS

  • No funding to acquire a suitable Asset Management System to streamline all asset documentation and maintenance

  • Yet, informal Asset Management training was once more provided to all Administrative (support) staff

  • Regular discussions and further training in Asset Management provided at Senior Management Committee meetings

  • National Office staff then visited the Provinces to provide detailed practical training in Asset Management

  • Physical verification of the Provincial Asset Registers in terms of the existence and registration of the individual assets/items to ensure the correct numbering of all the assets

  • A second verification process was undertaken in late September 2007 by National Office staff

  • Funding for the establishment of an Asset Management Unit was requested as Policy Option 1 to the National Treasury, in September 2007

  • Interim audits conducted by the Auditor–General to five of the Provinces so far already indicate a major improvement in Asset Management


Report from the auditor general for the 2006 7 year improvements made in terms of the findings cont

REPORT FROM THE AUDITOR-GENERAL FOR THE 2006/7 YEAR - IMPROVEMENTS MADE IN TERMS OF THE FINDINGS (CONT…)

Other Matters: NON COMPLIANCE WITH LEGISLATION

Leave benefits

  • Control Leave Register has been implemented

  • Details submitted monthly by Responsibility Managers

  • HRM verifies information with PERSAL printouts and leave applications monthly received

    Goods and Services

  • The National Treasury condoned the irregular expenditure of R 113 304.00 iro the transgression of the ICD’s Supply Chain Management Policy

  • The ICD developed a disciplinary procedure to reprimand officials that transgress internal policies and procedures

  • A record is kept of such transgressions


Report from the auditor general for the 2006 7 year improvements made in terms of the findings cont1

REPORT FROM THE AUDITOR-GENERAL FOR THE 2006/7 YEAR - IMPROVEMENTS MADE IN TERMS OF THE FINDINGS (CONT…)

Internal Audit – reliance

  • A risk based Audit Plan and a three year rolling Audit Plan were approved

  • 18 final Audit Reports in respect of Asset Management were completed

  • 2 Draft Audit Reports iro Security and Debt Management have been compiled

  • Assisted the External Auditors with the final auditing of the other 4 Provincial Offices iro Asset Management

    Special Investigations

  • The Office of the Minister for Safety and Security has received the findings iro the special investigation conducted by the Public Service Commission during 2004


Independent complaints directorate

REQUEST TO THE MEDIUM TERM EXPENDITURE COMMITTEE (MTEC) FOR ADDITIONAL FUNDING FOR THE FINANCIAL YEAR 2008/09


Proposed distribution of the budgetary allocation for 2008 9 per programme

PROPOSED DISTRIBUTION OF THE BUDGETARY ALLOCATION FOR 2008/9, PER PROGRAMME


Proposed distribution of the budgetary allocation for 2008 9 per office

PROPOSED DISTRIBUTION OF THE BUDGETARY ALLOCATION FOR 2008/9, PER OFFICE


Proposed distribution of the budgetary allocation for 2008 9 per provincial office cont

PROPOSED DISTRIBUTION OF THE BUDGETARY ALLOCATION FOR 2008/9, PER PROVINCIAL OFFICE (CONT…)


Thank you

Thank you

Questions ?


Glossary and abbreviations

GLOSSARY AND ABBREVIATIONS


Glossary and abbreviations cont

GLOSSARY AND ABBREVIATIONS (cont…)


Glossary and abbreviations cont1

GLOSSARY AND ABBREVIATIONS (cont…)


Glossary and abbreviations cont2

GLOSSARY AND ABBREVIATIONS (cont…)


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