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RO Cape Town service counters to the back

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Wynberg Office – 109 Millbank Road

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Wynberg Office – New premises at Maynard Mall w.e.f 19/09/2011

Front Office area

Back Office area

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Capacity information:

Filled vs funded & unfunded vacancies:

  CIVICS IMMIGRATION SERVICESRFUGEE RECEPTION

OFFICE TOTAL

LEVEL FILLEDFUNDED

VACANCIES FILLEDFUNDED

VACANCIES FILLEDFUNDED

VACANCIES FILLEDFUNDED

VACANCIES

14 1 0 0 0 0 0 1 0

13 4 1 0 0 1 0 5 1

11 and 12 6 1 0 0 0 1 6 2

9 and 10 24 0 3 3 2 0 29 3

8 22 4 8 5 20 16 50 25

7 47 6 0 0 0 0 47 6

6 362 30 35 13 16 11 413 54

5 13 2 0 0 0 0 13 2

3 0 1 0 0 0 0 0 1

TOTALS 479 45 46 21 39 28 564 94

Progress Actions going forward

• Filled 24 out of 40 FOC L6 posts advertised 1 x pending re advertisement (George)

• Filling of DD Paarl, DD Refugee Office.

• Converted 7 x L6 posts to create 8 x L5 posts and appointed incumbents at Hospitals.

• 7 x Admin Clerks appointed at Hospitals

• Filling of all natural attrition posts

• Selection process finalized for the filling of 5 x L7 posts (Laingsburg, Atlantis, Ceres, Citrusdal, Cape Town)

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People & Performance management

Performance evaluation and moderation of bonus incentives for the 2010/2011 performance cycle finalized.•564 Staff members assessed•Moderating Committee adjudicated 85 reports for bonus incentives,•70 reports recommended for bonus incentives (12%)

2011/2012 Performance Cycle:•5 out of 6 SMS Members signed Performance Contacts•Performance agreements signed: 503 out of 564 Performance Contacts signed

• Staff rewarded for work well done

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Employment Equity:

  AFRICAN COLOURED WHITE INDIAN TOTAL

LEVEL M F M F M F M F  

14 0 0 1 0 0 0 0 0 1

13 1 2 1 1 0 0 0 0 5

11 and 12 3 0 0 2 1 2 0 0 8

9 and 10 9 6 7 2 2 2 0 1 29

8 14 17 8 4 3 5 0 0 51

7 18 12 11 12 0 5 0 0 58

6 74 156 26 71 10 34 1 2 374

5 6 8 3 8 0 1 0 0 26

3 1 6 2 3 0 0 0 0 12

TOTALS 126 207 59 103 16 49 1 3 564

WC Demographics vs DHA workforce:

Coloured: 53%  : 29 % represented

Indigene African: 27% : 59% represented

White: 19% : 12% represented

Indian: 1% : 0,01% represented

Gender: 50% Female vs 50% Male at SMS level

64% female vs 36% male over al

Disabled: 6 persons = 1,1%

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Progress: Eradication of corruption

• The Provincial Counter Corruption Unit became fully operational in April 2011 with the appointment of:

• 1x DD Counter Corruption,• 1x ASD Corruption Investigation,• 1 x DD Vetting

During the first Quarter of 2011/12 the Unit investigated 17 cases:

Office Details

RO George Corruption

DO Malmesbury Negligence

RO Cape Town 4 Cases (2x corruption, 2 x permitting irregularities)

Refugee Office 2 x Corruption

DO Worcester Fraud (ID Documents)

RO Khayelithsa 1x Fraud (Temp ID Certificates), 1 x Negligence (Missing BI 5 Certificates)

RO Paarl Poor service delivery

DO Bellville Fraud (Finance)

DO Caledon Fraud (amendment to death registration on NPR)

DO Wynberg Corruption

Unknown 2 x Aiding & abetting

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Challenges Corruption Unit:

• Resources: – as field workers the Unit is in need of vehicles, communication equipment, laptops etc.

• Evidence: Availability of witnesses (Illegal foreigners deported)• Dependency on Employee Engagement Unit for the speedy finalization of internal

disciplinary cases.

Progress : Vetting• 50 Security Clearance forms handed out to staff / 20 returned and in progress• 33 Confidential Clearances handed to SSA,• 20 Secret Clearances handed to SSA,• 2 Top Secret Clearances in process.

Current priority• Clearance of 43 backlog in vetting cases • Field work to be completed for 18 secret clearances

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• Resources and Budget:

WC Fleet:

* 7/11 Mobile Trucks functional (2 x without satellite dishes, 2 in for repairs due to broken parts of Satellites)

Region Sedans Bakkies Combi's IMS branded sedans

IMS Branded Bakkies

IMS sedans

IMS Bakkies

Trucks Additional required

Replacement

PM:WC 4 2 0 0 0 0 0 0 2 1

Cape Town 18 2 1 2 3 3 4 4 6 10

George 14 0 0 1 1 0 0 3 2 6

Paarl 7 1 0 0 1 1 1 2 2 5

Khayelitsha 9 0 0 0 0 1 1 2 0 2

Total 52 5 1 3 5 5 6 * 11 12 24

Challenges: Proposals:

Delay in authorization for repairs to vehicles Decentralize the function to Provinces

Replacement of Departmental vehicles involved in accidents

D: Asset Management to allocate funds

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Budget allocated vs % spend

Classification Voted

R’ 000

Expenditure on BAS as at 31 July 2011

R’ 000

Commitments pending

R’000

% Spend as at end July 2011

Projected expenditure

R’ 000

Reprioritized funds

R’000

Comp of Employees

130 110 34 277 0 26%

Goods & services

11 155 3 438 247 33% 6 849 621

Total 141 265 37 715 247 6 849 621

• Compensation of Employees below reasonable expenditure trend of 30% (4 th month of the financial year) – due to the delay in filling of D:Fin & SUP, 40 FOC, 5 CAC, 7 AC, 7 x SAO: FINANCE – Now on track all incumbents will have assumed duty by 01/10/2011.

• Goods & Services – expenditure trend at 33% above reasonable limit of 30%- an expected over expenditure is foreseen at GG vehicles.

• Budget Committee was appointed to look at reprioritization of funds

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Revenue management:

• Revenue management controls put in place – Returns checked at Office, DMO and Provincial level• CIT at 19 Facilities• Chippa Security Services at Local Offices = 17 Guards Mondays – Fridays, 9 weekends, 4 night shift

(excludes the Refugee Office)

Challenges:• ABSA creates their own generic deposit number resulting in bank exceptions,• IRE machines go off line (due to bandwidth)

REVENUE RECEIVED during 1st Quarter

OFFICE APRIL MAY JUNE TOTAL Cape Town R 1,625,491 R 1,879,525 R 19,280,464 R 22,785,480Wynberg R 1,000,725 R 102,891 R 1,003,646 R 2,107,262Bellville R 976,525 R 1,031,575 R 1,023,825 R 3,031,925

George R 280,475 R 296,180 R 324,855 R 901,510Paarl R 558,635 R 507,530 R 471,924 R 1,538,089Malmesbury R 465,515 R 396,405 R 418,005 R 1,279,925Caledon R 148,829 R 194,545 R 160,805 R 504,179

Worcester R 223,465 R 174,375 R 145,510 R 543,350

Stellenbosch R 89,910 R 155,456 R 88,755 R 334,121Somerset West R 254,160 R 244,435 R 245,960 R 744,555

Mitchells Plain R 244,185 R 275,930 R 245,990 R 766,105Khayelitsha R 72,640 R 127,360 R 14,540 R 214,540Vredendal R 42,565 R 38,585 R 40,695 R 121,845

Beaufort West R 23,955 R 60,495 R 19,705 R 104,155Oudtshoorn R 41,917 R 27,240 R 439,200 R 508,357

Nyanga R 93,860 R 100,260 R 113,595 R 307,715TOTAL: R 6,142,852 R 5,612,787 R 24,037,474 R 35,793,113

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Asset management:

Asset categories

No of assets R value of assets R’000

Audit information

Minor assets 13 402 14 489 Audited

Major assets 1 643 37 679 Audited

Total assets 15 045 52 168 Audited

Achievements:•Provincial SCM Unit capacitated with D: Fin, DD: SCM, ASD: Asset Controller

Actions going forward:•Quarterly Asset verification •Boards of Stock Taking appointed in each office•Inspection Teams mandated to do physical inspection of assets in offices•Disposal project – commenced (1) reprioritize usable assets

(2) dispose of obsolete furniture & equipment

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Integrated governance & stakeholders

STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIPS

Social Cluster

(Social Development & SASSA)

ID Campaigns, Birth Registration Campaigns, ICOP’s , Family Expo

Premiers Steering Committee Outreach Programmes in priority areas- One stop shop for Government services

Correctional Services ID Campaigns

Department of Local Government & Housing

ID Campaigns, CDW’s

Department of Education ID Campaigns at schools (Grade 12 Project)

District & Local Municipalities, & Disaster Management

- ID Campaigns in priority areas funded by Municipalities,

- Assistance during natural disasters, assistance to victims of xenophobia

- CDW’s assist with the identification of venues, - mobilization of clients for ID campaigns

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Integrated governance & stakeholders continued

STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP

Justice Crime Prevention Structure - information sharing, assistance and joint operations

Provincial Joints

(Operational & intelligence structure)

- Joint operations w.r.t illegal foreigners and assistance with deportations

- Illegal Immigrants Forum established

Government Communication Services - DHA participate in Outreach programmes, information desk during career expo’s

Metro-rail - Integrated government and health services available at Health Train

Department of Health - Assistance in the provision of office space for Birth & Death Registration in Health Facilities, Outreach ID Campaigns

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Integrated governance & stakeholders

STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP

Department of Labour - Provide credentials and data with the selection of Interns & Learners,

- ID Campaigns

Independent Electoral Committee -ID distribution, - Campaign in priority areas

NGO’s METHOD OF ASSISTANCE/ JOINT GOVERNANCE

HOPE World Wide - Assistance to street children to obtain enabling documents, ID Campaigns

Access & Ark - Assistance during the ID campaigns & outreach programmes

PASOP (People Against Suffering Oppression and Poverty)

- Monitor human rights transgressions and bring to DHA attention

- Information sharing

Scalabrini Centre - Provide shelter and support to Refugee Women & Children

- Provide DHA with information related to asylum seekers

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Overview and achievements

Civic Services:

Achievement Impact on service delivery

New Operating Model implemented – clustered District Municipalities

• Improved co-ordination between offices and stakeholder engagement

Increased leadership capacity with the appointment of:•D: Finance & Support,•DD: Regional Office Cape Town,•D: Overberg & Witzenberg,•DD: Vetting,•DD: Co-ordination,•DD: SCM,•DD: Counter Corruption.

• Improved leadership capacity,• Dedicated specialized Units activated to strengthen

management controls• Improved accountability

Operations Management implemented in Front Offices

• Streamlined Front Office processes and improved customer experience.

Electronic Queue Management System • Accurate & credible historical and real-time information on customer waiting times in Front Offices,

• Average waiting time in queues decreased from 1 hour minutes to 30 minutes on average – still room for improvement

• Accurate & credible statistics in respect of individual staff performance.

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Overview and achievements

Civic Services continued:

Achievement Impact on service delivery

Refurbished & strengthened leadership capacity at Cape Town Office with the appointment of a Deputy Director

• Improved service delivery • Improved accountability• Office receiving compliments on a regular basis

Opened offices at Thusong Service Centres Atlantis, Lainsburg and Citrusdal.

• Increased access to DHA services

• Appointed dedicated capacity at 14 Health Facilities (Someset- , Knysna- , George-, Paarl-, Eben Donges- Hospitals, Gugulethu-, Hermanus-, Mitchells Plain MOU, Stellenbosch-, Swartland-, Ceres-, False Bay- Hospitals) - for the purpose of birth & death registration.

• 20 Hospitals with online connectivity (5 in need of Network Printers)

• Increased access,• Increased in births registered within 30 days of

the birth event• Contribute to National Security by ensuring that

birth registration is the only entry point to the National Population Register

Close working relationship with Provincial Social Cluster through participation in:•Thusong Centre sustainability Plan,•Thusong Services Mobile Outreach Programmes.

• Servicing outlined poor communities• DLG&H provide free photos to clients during

outreach programmes in rural and informal settlements,

• Improved mobilization of clients during outreach programmes

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Overview and achievements Achievement Impact on service delivery

Live Capturing equipment installed in 6 Offices • Improved turn around times• Fraud & corruption reduced

Telephone answering survey conducted by WC Management

• Clients frustrated due to Di Data system

Service Delivery Improvement Plan Implemented•Front Office Toolkit,•Operational Plan as developed from the Provincial Business Plan•Performance evidence checklist and outcomes (annual alignment with BP required),•Front Office Toolkit•PMG returns,•Queue management system reports,•Front Office inspection checklist.

• Improved management controls – monitoring & evaluation

• Management equipped to function effectively

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Schools Project

Nr of High Schools targeted for the 1st quarter

Nr of High Schools visited:

Applications taken in:

Applications taken in in respect of Matriculants

ID Books issued at High Schools:

64 58 2321 1979 145

* Most Matriculants collect at Offices once they receive the SMS

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NPRC COMMUNICATION STRATEGY

MEDIA NATURE OF ENGAGEMENT

Radio Namakwaland: Eng/Afri

Area: Vredendal, Citrusdal, Graafwater, Saldanha.

Target: farmers/workers, informal settlements

Information sharing

Radio Zibonele: Xhosa/Eng

Area: Khayelitsha, Mfuleni, Delft, Mitchell’s Plain, Gugulethu, Nyanga

Target: unemployed, parents, youth

Information sharing & call in show

Radio West Coast: Eng/Afr

Area: Malmesbury, Moreensburg, Saldahna

Target: Youth, parents

Information sharing, field questions

Voice of the Cape: Eng

Area: Cape Town

Target: All sectors

Information sharing

Whale Coast Radio: English

Area: Hermanus

Information sharing

GCIS – Atlantis TSC Information sessions

City Vision, Vukani, Plainsman Article on the campaigns

Pamphlets, posters, information broachers Distribute at all public areas