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Presentation by the Department of Home Affairs to the Portfolio Committee on the 2005/06 Annual Report 27 March 2007. OVERVIEW OF THE ANNUAL REPORT: 2005/2006. `2. ANNUAL REPORT. OVERVIEW: 3 SECTIONS General Information Programme Performance Statutory Requirements

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Presentation by the Department of Home Affairs to the Portfolio Committee on the 2005/06 Annual Report27 March 2007



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ANNUAL REPORT

OVERVIEW: 3 SECTIONS

  • General Information

  • Programme Performance

  • Statutory Requirements

    FOCUS ON PERFORMANCE OF 3 PROGRAMMES

  • Administration

  • Delivery of Services

  • Auxiliary and Associated Services

3


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Programme 1: Administration

Aim: To conduct the overall management and

administration of the DHA & provision of information

systems support to line functions.

This programme comprises of the following:

  • Minister

  • Deputy Minister

  • Management Services

  • Corporate Services

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Programme 2: Delivery of Services

Aim: To provide services to citizens by granting rights and

powers to members of the population, and dealing with travel

and passport matters, citizenship and population registration.

This programme comprises of 7 sub-programmes:

  • Travel Documents and Citizenship

  • Population Register

  • Service Delivery

  • Admissions

  • Immigration Control

  • Refugee Affairs

  • Boards and Committees (consider all appeals made against decisions of the Standing Committee for Refugee Affairs)

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Programme 3: Auxiliary and Associated Services

Aim: To fund the Film and Publication Board, the Government

Printing Works and the Independent Electoral Commission.

Expenditure for departmental vehicles and capital works is also

included in the programme

This programme comprises of:

  • Film and Publication Board

  • Government Printing Works

  • Government Motor Transport

  • Electoral Commission

  • Property Management

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Annual Report Highlights (cont’)

Strategic and Executive Support Services

(SESS)

Management Services :

  • Provides a professional, evaluative, planning and coordinative capacity to the Director-General

  • Enhances effective and efficient management of the diverse and specialist line function entities of the Department

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Annual Report Highlights (cont’)

Achievements - SESS

  • The structure of the Department has been reviewed to align it with the departmental strategy (Head office and Provincial structures reviewed and approved).

  • A total of 77 Standard Operating Procedures were finalised.

  • Office expansion plan reports approved indicating 172 additional locations to be established to improve DHA access as well as 482 mobile stop over points - based on HSRC and CSIR survey findings.

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Annual Report Highlights (cont’)

Corporate Services Programme comprises of:

  • Human Resources

  • Information Technology

  • Legal Services

  • Counter Corruption and Security

  • Communication Services

  • Internal Audit

  • Governance Relations

9


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Annual Report Highlights (cont’)

Human Resources

Achievements:

  • Launch of name-tags for all officials in the Department

  • Filling of 634 posts out of 898 identified as critical

  • Internship programme launched – 734 appointed since launch. (215 secured employment within DHA and 65 in other government departments)

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Annual Report Highlights (cont’)

Achievements:

  • Induction programme for SMS launched.

  • Draft Reward and Recognition guidelines developed.

  • HR Service Delivery Model developed.

  • E-recruitment system implemented.

  • Draft HR delegations developed (appointment authority for level 1-8)

  • Concept paper on professionalising DHA developed (Mabalane project).

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Achievements: Human Resources

National Performance Management Development System (PMDS) workshop held in August 2005 to sensitise managers on alignment of individual and organisational performance management.

PMDS roll out programme developed to set standards to ensure common understanding of policies. Workshops conducted in EC, Limpopo and KZN.

PMDS policies for SMS and other employees developed.

Partnership established with Nation Productivity Institute to identify gaps in performance / productivity and ensure consistent application of PMDS policy.

Annual Report Highlights (cont’)

12


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Annual Report Highlights (cont’)

  • Employee Relations strategy developed

    • 40 chairpersons, 120 line managers trained

    • Induction training as well as for foreign missions

    • Strategic partners established with all stakeholders

    • 80% of cases ruled in favour of the Department

  • Training provided

    • Training on finance for non financial managers

    • 12 months training programme for Immigration Officers developed

    • Middle and Junior management development programmes in place

    • Generic skills, computer training, line function and customer care

    • 198 managers attended the emerging and advanced management and development programme

    • Mentorship training for 78 managers

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Annual Report Highlights (cont’)

  • Integrated employee wellness strategy and programme of action developed and implemented (including HIV/AIDS, sports and recreation and Occupational Health and Safety)

  • Employee wellness calendar distributed

  • Employee wellness practitioners represented in all offices

14


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Annual Report Highlights (cont’)

Information Technology

Achievements:

  • Two information technology (IT) training centres established and training conducted in IT, Immigration and Civic Services in the Democratic Republic of the Congo (DRC).

  • Initiated connectivity for foreign offices with the Department of Foreign Affairs (DFA).

  • Knowledge and Information Management Policy and Strategy developed and implemented.

  • Intranet launched

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Annual Report Highlights (cont’)

Achievements:

  • Information Services Security Policy and Standards implemented

  • Disaster recovery and business continuity in place

  • Master Information Systems Plan (MISP) compiled.

  • Connectivity for local offices: 240 out of 263 offices computerised.

  • Ports of Entry - 6 POEs computerised

  • Smart Refugee Card introduced.

  • Tender published to integrate MCS, NPR, IEDMS and AFIS

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Annual Report Highlights (cont’)

Achievements:

  • A web-based Counter Corruption system developed and to be linked to the Incident Reporting System.

  • Enterprise architecture, IS policies and standards developed and implemented

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Annual Report Highlights (cont’)

Counter Corruption and Security

Achievements

  • Forensic equipment acquired for detecting fraudulent documentation.

  • Partnerships forged in fighting corruption - National Intelligence Agency (NIA), South African Police Services (SAPS), Directorate of Special Operations (DSO), South African Banking Risk Information Centre (SABRIC), Department of Social Development.

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Annual Report Highlights (cont’)

Achievements:

  • Physical security improved at all offices, following physical security appraisals in consultation with NIA and SAPS. Tender awarded for all offices in Provinces.

  • Biometric access control system installed at Head Office as well as 24-hour control room

  • Internal Security Policy drafted.

  • SOPs on vetting and Emergency Evacuation Plans developed.

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Annual Report Highlights (cont’)

Achievements:

  • Capacity of Compliance Audit Unit has been increased.

  • Counter Corruption Plan and Whistle-blowing Policy implemented.

  • National workshop on Counter Corruption took place from 10-12 October 05. Action plan developed and approved.

  • Top management vetted.

  • All service providers screened.

20


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Annual Report Highlights (cont’)

Communication Services

Achievements:

  • 1 million copies of “Know your Rights” Booklet published.

  • Internal and external communication strategies and programmes developed and implemented.

    • Staff informed of key issues by e-mail and publications

    • 46 DHA services posted on government portal

  • The Public Education Unit was established.

  • Various campaigns publicized (Lokisa Ditokomane, check your marital status, launch of NIB, launch of mobile units, etc)

21


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Annual Report Highlights (cont’)

Internal Audit

Achievements:

  • Risk Management policy reviewed and updated.

  • Risk Committee in place at Head Office

  • Risk assessment exercise conducted

  • Confidential toll-free number for internal use activated.

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Annual Report Highlights (cont’)

Financial & Procurement Services

Achievements

  • Basic Accounting System (BAS) implemented at an additional 46 offices bringing the total to 146 offices in provinces.

  • Delivery of 491 vehicles of which 323 were sent to provinces and 141 to NIB and 27 to Head Office.

  • 14 properties under Repair and Maintenance Project (RAMP) repaired.

  • Procurement policy drafted.

  • All financial delegations reviewed.

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Annual Report Highlights (cont’)

Financial & Procurement Services

Achievements

  • Audit of condition of current state – owned buildings occupied by Department of Home Affairs (DHA) conducted.

  • Training conducted in provinces on budgeting, capturing of receipts and specific areas of Financial Administration.

  • Full compliance with Supply Chain Management policies: bid adjudication, bid evaluation, and bid specification committees.

  • Asset register established

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Annual Report Highlights (cont’)

Financial & Procurement Services

Achievements

  • Electronic Asset Management system developed

  • Access to services increased by deploying 64 mobile units and staffing 58 MPCCs

  • Pre-determined standards (corporate identity and signage) implemented at a further 108 offices out of 278 identified in provinces

  • New state of the art office built at Khayelitsha

25


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Annual Report Highlights (cont’)

Governance Relations

Achievements:

  • Aten-year rollout plan of DHA representation abroad, with particular focus on Africa and countries of the South, in place and being implemented.

  • SMS members placed at missions where SA has expanding tourism / trade links and international representation.

  • A new Directorate: International Relations established.

  • Contributed towards SA forum policy objectives, e.g. engagements in DRC, Sudan, direct neighbours and in international organisations (AU, UNHCR and IOM)

26


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Annual Report Highlights (cont’)

Legal Services

Achievements:

  • Finalisation and successful implementation of Immigration Amendment Act and Regulations.

  • Legislative programme for 2006 was finalised and forwarded to Presidency.

  • Electronic and hard copy library established

27


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PROGRAMME 2:

DELIVERY OF SERVICES

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Annual Report Highlights

PROGRAMME 2: DELIVERY OF SERVICES

Seven Sub-Programmes:

  • Travel Documents and Citizenship issue passports and other travel documents, provides financial assistance to citizens abroad, and determines and grants citizenship and its forfeiture.

  • Population Register maintains a register of citizens and immigrants who have acquired the right to permanent residence, as well as registers births, deaths and marriages.

  • Service Delivery develops systems for improving the Department’s service delivery.

29


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Annual Report Highlights

Seven Sub-Programmes: cont’

  • Admissions issues temporary and permanent residence permits.

  • Immigration Control provides for capturing / recording of travellers’ particulars, movements and status at missions, offices and ports of entry.

  • Refugee Affairs is tasked with the administration of refugees and asylum seekers.

  • Board and Committees consider all the appeals made against the decisions of the Standing Committee for Refugee Affairs.

30


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Annual Report Highlights

Civic Services Systems

Achievements:

  • 21 101 191 million (70%) of the approximate 30 million manual fingerprint records were digitised - Back Record Conversion (BRC)

  • 13 001 095 million absorbed into HANIS

    Registration of Undocumented Citizens

  • A further 50 on-line birth and death registration services at health facilities were rolled- out in 05/06 bringing the total to 119.

    • 92 160 births registered

    • 25 000 deaths registered

31


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Annual Report Highlights

Achievements (con):

  • An additional 57 fully computerised mobile units were manufactured bringing the total number of mobile trucks deployed to Provinces to 64 (3 not registered)

    • 29 641 birth registrations and

    • 44600 identity document applications collected in the rural areas

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Annual Report Highlights (cont’)

Achievements:

  • Lokisa Ditokomane Campaign continued (correction of incorrectly recorded personal particulars).

    • 154 701 of 205 924 citizens’ personal details rectified (75%) and;

    • A further 39 767 applications returned to offices due to lack of sufficient supporting documents (19%)

33


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Annual Report Highlights (cont’)

Achievements:

Fraudulent Marriages & Registration of Customary

Marriages

  • Fraudulent marriage campaign:

    • 212 339 enquiries received

    • 4 455 alleged fraudulent marriages identified

    • 2 972 fraudulent marriages expunged from the national population register

    • 442 applications referred to High Court for decision

34


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Annual Report Highlights (cont’)

Achievements:

  • Customary marriage registration campaign:

    • Since the launch, 33 021 finalised

    • Total of 19 622 customary marriages registered during reporting period

35


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Annual Report Highlights (cont’)

Achievements

  • The HSRC survey finalised and final report provided

  • Identity Document distribution strategy formulated and distributed to provinces for implementation.

  • Service Level Agreement (SLA) reached with the South African Post Office (SAPO) for the distribution of uncollected identity documents

    • Uncollected IDs reduced from 189 079 to 71 228 for February 2006

36


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Annual Report Highlights (cont’)

Achievements

  • Temporary identity certificates issued free of charge to applicants who did not receive their identity documents on time for the local government elections

  • Partnership established with the Department of Justice and Constitutional Development with regard to the review of the different marriage dispensations with the aim of introducing a single legislative framework

37


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Annual Report Highlights (cont’)

Achievements

  • Guidelines to curb fraudulent births and deaths introduced in the Provinces.

  • Biometric log-on to the national population register introduced to assist in identifying officials involved in fraud.

  • Manual tracking of identity document applications implemented

38






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Annual Report Highlights

Programme 2: Delivery of Service–

National Immigration Branch(NIB)

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Annual Report Highlights

Programme 2: Delivery of Service– NIB

Achievements

  • A visa agreement with Mozambique was concluded on 15 April 2005.

  • Illegal foreigners and refugees

    • A total of 167 137 illegal foreigners were deported in 2004, and 209 988 in 2005

44


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Annual Report Highlights

Achievements

  • Immigration legislation

    • The Immigration Amendment Act 2004 promulgated and Immigration Regulations published on 27 June 2005, came into effect on 01 July 2005

    • Delegations signed on 11 August 2005

    • Training on the Immigration Amendment Act, 2004 conducted

  • Review of business processes finalised

45


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Annual Report Highlights

Achievements:

  • Refugee Affairs

    • New integrated web-based refugee system introduced

    • Comprehensive communication strategy developed – focuses on changing perceptions regarding refugees

  • Refugee Backlog Project introduced:

    • Four additional offices acquired and fully equipped to deal with the backlog

46


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Annual Report Highlights

Achievements:

  • Refugee Backlog Project introduced (cont):

    • Additional human resources acquired (178 contract staff and 4 researchers) and training conducted

    • Telephone translating service identified

    • Queue management system in place

47


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Annual Report Highlights

Achievements:

  • Refugee Backlog Project introduced (cont):

    • IT system developed to manage front line application process

    • New Smart ID Cards for refugees purchased – 50 000

    • The backlog cases amounted to 111,153 in September 2005 and stood at 103 483 as at the end of March 2006

48


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Annual Report Highlights

Border Control

Achievements:

  • Coordination of Ports of Entry operations

    • Personnel component increased at OR Tambo International Airport and Cape Town International Airport (CTIA) in an effort to address the most critical needs.

    • Movement Control System (MCS) operational at all ports of entry (POE).

49


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Annual Report Highlights

Achievements:

  • Xenophobia

    • Counter Xenophobia strategy developed and adopted.

    • Awareness programmes presented to 157 immigration trainees

50


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Annual Report Highlights

BCOCC

Achievements:

  • DHA co-ordinated the BCOCC including all 7 sub-committees

  • Successful road show held in November 2005 with representation across all tiers of government

  • Provincial chapters of the BCOCC launched and coordinated by the DHA

51


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Annual Report Highlights

Achievements: BCOCC

  • Agreement reached on mandate, structures, reporting lines, lead departments for sub-committees and their functioning

  • Permanent structure for BCOCC in DHA approved

  • Chief Directorate: National Border Priorities approved by the Minister

  • A national border control and security strategy developed - Strategic Advisory Committee (BCOCC)

52


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Annual Report Highlights

Professionalisation of NIB

Achievements

  • 206 Trainee Immigration Officers (2 groups) underwent training.

  • A third group of 37 received basic training.

  • Unit standard qualifications developed

  • All Immigration Officers equipped with basic tools to detect fraudulent documentation

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Annual Report Highlights

Effective law enforcement

Achievements

  • Charge sheets, indicating offences in terms of Immigration Act, drafted with the aid of NPA.

  • Incident Reporting System implemented

  • Web-based Counter Corruption system developed and implemented at OR Tambo International Airport.

  • NIB chaired the Immigration sub-committee responsible for re-drafting the draft protocol on the facilitation of Movement of Persons

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Annual Report Highlights Cont : National Immigration Branch Achievements Border Control

55






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Annual Report Highlights

Programme 2: DELIVERY OF SERVICES

Service delivery

Achievements

  • “Client is always right” training interventions conducted countrywide.

  • Flexi-hours introduced to improve public access to services - extended hours during week days and on weekends

  • New uniforms procured and production started

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Annual Report Highlights

Service delivery

Achievements

  • Queue management and help desks established in all Provinces

  • Public assisted by designated staff e.g. floor walkers

  • Measures taken led to a decline in Street Agents in Provinces, e.g. access control, security officers and assistance of DHA staff to public

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Annual Report Highlights

Foreign Office Co-ordination

Achievements

  • 26 officials deployed to new missions

  • 20 new foreign missions established

  • Placement of officials in foreign missions improved:

    • Placement twice a year

    • Placement of senior managers

    • Signing of pledge of working honestly for DHA and RSA

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Annual Report Highlights

Achievements

  • First Foreign Offices’ workshop conducted

  • DG’s forum established between DHA and DFA - critical decisions taken regarding MoUs, transit visas, matters of locally recruited personnel, etc

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PROGRAMME 2:DELIVERY OF SERVICES

Provinces

Achievements

  • 5 Provincial Managers appointed

    • Western Cape

    • Northern Cape

    • North West

    • Free State

    • Limpopo

  • 455 support staff appointed in provincial offices

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Programme 2:DELIVERY OF SERVICE

CLIENT SERVICE CENTRE (CSC)

Achievements

  • Interim CSC functioning during normal office hours.

  • 8 545 problem resolution cases finalised

  • 591 ministerial enquiries finalised.

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Programme 2:DELIVERY OF SERVICE

Devolution of functions

Achievements

  • Services decentralised:

    • HR functions such as leave capturing, performance management, appointment of staff at level 1-8 and Training Officers.

    • BAS implemented in provinces

    • IT managers deployed in all Provinces

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TRANSFORMIING THE DEPARTMENT

  • DHA is a transformed 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 meticulously programmed, milestones formulated and target dates for implementation set

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TRANSFORMING OF DEPARTMENT

  • Significant progress was achieved

    • Turnaround Strategy constituted DHAs organisational development and service delivery improvement agenda; became the driving force behind all business activities

    • Turnaround Strategy was incorporated into the Strategic Plan of DHA

    • Strategic planning has been institutionalised in the Department and linked to a vigorous process of monitoring and evaluation of performance

69


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COMPARATIVE IMPROVEMENT

Transformation of Immigration commenced in 2004/05 and

culminated in:

  • Launch of NIB in 2005

  • Promulgation of Immigration Amendment Act, 2004, and Immigration Regulations that came into effect on 1 July 2005

  • Review and improvement of structures and business processes

  • Capacity building in terms of human capital, requisite skills and competencies

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COMPARATIVE IMPROVEMENT

Key Statistics for 2004/05 and 2005/06

  • Clearance of visitors at ports of entry

    • Arrivals (04/05): 7 867 586 versus 11 421 109 (05/06)

    • Departures (04/05): 7 017 653 versus 10 105 337 (05/06)

  • Number of visas issued:

    • 04/05: 455 445

    • 05/06: 470 779

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COMPARATIVE IMPROVEMENT

Civic Services

  • Number of campaigns launched in 2004/05 continued successfully in 2005/06 (registration of undocumented citizens, correction of incorrectly recorded personal particulars, fraudulent marriages & registration of customary marriages)

  • IDs issued

    • 2004/05: 3 079 400

    • 2005/06: 2 633 532

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COMPARATIVE IMPROVEMENT

Civic Services

  • Child registration campaign: births registered (children under 14)

    • 2004: 1 540 768

    • 2005: 1 354 286

  • Passports issued:

    • 2004/05: 947 998

    • 2005/06: 1 043 920

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COMPARATIVE IMPROVEMENT

Service Delivery

  • Significant progress was made in institutionalising Batho Pele

    • Deployment of mobile units

      • 10 in 04/05 vs. 57 in 05/06

    • On line registration of births & deaths at health facilities

      • 69 in 04/05 vs. 50 in 05/06

      • 27 898 births registered in 04/05 vs. 92 160 in 05/06

      • 8 520 deaths registered in 04/05 vs. 25 000 in 05/06

    • Training in terms of “Client is always right” campaign

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COMPARATIVE IMPROVEMENT

Service Delivery

  • Working of flexi-hours

  • Corporate identity

    • Use of internal signage / corporate colours in provincial offices

    • Launch of name tags in December 2005

  • Training on customer care

  • Marketing of DHA services (Know your rights booklet)

  • Increase in access to DHA services (Active participation in MPCCs, Mobile Units, Office Expansion Plan, Foreign Offices Expansion plan)

  • 75


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    COMPARATIVE IMPROVEMENT

    Impact of Service Delivery Issues

    • Services are more accessible for public and it enables DHA to render services to the poorest of the poor

    • Turnaround times of applications have decreased

    • Identification of officials by means of name tags play an important role in fight against corruption

    • Provision of clear directions to access DHA services

    • Clear guidelines on access to DHA services

    • Positive impact on staff morale

    76


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    COMPARATIVE IMPROVEMENT

    Management

    • Organisational structure reviewed to align structure with strategy of DHA

    • Number of critical posts filled

      • 634 critical posts filled in 2005/06

    • Counter corruption plan and whistle-blowing policy approved and awareness raised amongst staff

    • Internship programme

      • 417 appointed in 2004/05

      • 317 appointed in 2005/06

    77


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    COMPARATIVE IMPROVEMENT

    Information Systems and Infrastructure

    • Digitisation of fingerprint records (BRC)

      • 21,101 191 records completed (05/06) out of approximately 30 million records

    • Repair and Maintenance Programme (RAMP)

      • Commenced in 2004/05 (3 year project)

      • 14 offices finalised in 2005/06

    78


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    COMPARATIVE IMPROVEMENT

    • Transport : Number of vehicles delivered

      • 366 in 04/05

      • 491 in 05/06

    • BAS

      • Installed in 41 offices in 04/05

      • Installed in 44 offices in 05/06

    • Computerisation of offices

      • 179 offices computerised in 04/05

      • 240 out of 263 identified offices connected in 05/06

    79


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    Major Challenges

    Capacity Challenges

    • This refers to the need to increase capacity and capabilities in order to enable implementation and improve delivery as well as inadequate capacity to deliver satisfactory services, determination of the right type of frontline staff to serve the public and turnaround times for filling of posts

      Infrastructure Challenges

    • Infrastructure challenges refer to a lack of planned and prioritised programmes as well as a need for the development of adequate infrastructure.

    67


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    CHALLENGES (Cont)

    Systems Challenges

    • Refers to the necessity to replace outdated systems while implementing interim measures to improve delivery as well as the need for integrated systems

      Corruption Challenges

    • The Department needs to convert current measures into major comprehensive strategies and action plans

    80


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    CHALLENGES (Cont)

    Management Challenges

    • Refers to the need to improve management structures and processes, including monitoring and evaluation, organisational performance, performance management, vacant management posts, etc.

    • The lack of pro-active media interaction and inadequate and untimely response to incorrect media reporting / coverage.

    81


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    BUDGET PERFORMANCE

    • Allocation R3,032 billion

    • Spent R 3,085 billion

    • Overspent by R53 m which is 1,75% of the budget

    • Main items of overspending were: Back Record Conversion project and goods and services

    82


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    AUDIT PERFORMANCE

    • Audit was finalised timely as prescribed by the PFMA

    • Improved relationship with the Auditor-General

    • Audit opinion improved from a disclaimer to an except for audit opinion

    • Received qualification on nine matters and emphasis of matter on two matters

    • Details are on pages 90 to 95 of the report

    83




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