Department of Correctional Services 1 st quarterly report – Portfolio Committee – 01 September 2010

Department of

Correctional Services 1st

quarterly report –

Portfolio Committee –

01 September 2010

CONTENTS

• Overview• Financial Overview• Programme Performance • Service Delivery Highlights• Reasons for Major Variances• Challenges

2

OVERVIEW

• Developments in government and the department– Presidency – Monitoring and Evaluation Framework– Planning Commission– Appointment of National Commissioner and CFO

• These resulted in:– Crafting of reporting procedures for 2010/11– Codification of the responsibilities for Budget

Programme Managers enabling greater clarity on responsibilities for Branches and Regions

• The Annual Report process has brought forward many of programme performance shortcomings

3

CONT….

• During first quarter, department engaged in various high impact activities simultaneously:– Tabling of Strategic Plan– Finalization and analysis of Operational Plans– Finalization of Annual report and submission to

Auditor-General of South Africa – Refinement of elements of performance indicators

completed– Preparation of presentations to NCOP Budget Vote

Debate

4

FINANCIAL OVERVIEW

5

6

NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO DATE: 30 JUNE 2010

R'000

Budget allocation 15,129,043

Less: Expenditure 3,071,697

Total amount available 12,057,346

Percentage spent 20.30%

7

STATE OF EXPENDITURE PER PROGRAMME FOR THE YEAR TO DATE: 30 JUNE 2010

Programme Budget R'000Actual exp to date R'000

% Actual

Spending Plan to date R'000

% Spending

plan

Budget avail R'000

Administration 3,985,868 755,194 18.95% 971,800 24.38% 3,230,674Security 5,141,490 1,191,820 23.18% 1,221,635 23.76% 3,949,670Corrections 1,583,103 323,342 20.42% 350,098 22.11% 1,259,761Care 1,503,974 339,811 22.59% 363,288 24.16% 1,164,163Development 526,444 108,345 20.58% 124,180 23.59% 418,099Social reintergration 574,696 118,612 20.64% 132,327 23.03% 456,084Facilities 1,813,468 234,573 12.94% 390,061 21.51% 1,578,895Total 15,129,043 3,071,697 20.30% 3,553,389 23.49% 12,057,346

8


Programme Budget R'000Actual exp to date R'000

% Actual


% Spending

plan

Budget avail R'000

Administration 3,985,868 755,194 18.95% 971,800 24.38% 3,230,674Security 5,141,490 1,191,820 23.18% 1,221,635 23.76% 3,949,670Corrections 1,583,103 323,342 20.42% 350,098 22.11% 1,259,761Care 1,503,974 339,811 22.59% 363,288 24.16% 1,164,163Development 526,444 108,345 20.58% 124,180 23.59% 418,099Social reintergration 574,696 118,612 20.64% 132,327 23.03% 456,084Facilities 1,813,468 234,573 12.94% 390,061 21.51% 1,578,895Total 15,129,043 3,071,697 20.30% 3,553,389 23.49% 12,057,346

9


0

1,500,000

3,000,000

4,500,000

6,000,000

7,500,000

9,000,000

10,500,000

12,000,000

13,500,000

Administration Security Corrections Care Development Social reintergration

Facilities Total

Budget R'000

Actual exp to date R'000


10

STATE OF EXPENDITURE PER GFS CLASSIFICATION FOR THE YEAR TO DATE: 30 JUNE 2010

GFS Classification Budget R'000Actual exp to date R'000

% Actual Spending

plan to date R'000

% Spending

plan

Budg avail R'000

Compensation of Employees 10,483,812 2,250,487 21.47% 2,448,367 23.35% 8,233,325Goods & Services 3,523,905 742,696 21.08% 899,904 25.54% 2,781,209Thefts and losses 0 -4 0.00% 0 0.00% 4Interst & Rent on land 0 0 0.00% 0 0.00% 0Transfers & Subsidies 13,063 16,417 125.68% 1,671 12.79% -3,354

Payment of Capital Assets 1,108,263 62,101 5.60% 203,447 18.36% 1,046,162Total 15,129,043 3,071,697 20.30% 3,553,389 23.49% 12,057,346

11

STATE OF EXPENDITURE PER GFS CLASSIFICATION FOR THE YEAR TO DATE: 30 JUNE 2010

0

1,500,000

3,000,000

4,500,000

6,000,000

7,500,000

9,000,000

10,500,000

12,000,000

13,500,000

Compensation of Employees

Goods & Services

Thefts and losses

Interst & Rent on land

Transfers & Subsidies

Payment of Capital Assets

Total

Budget R'000

Actual exp to date R'000

Spending plan to date R'000

12

COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO DATE PER PROGRAMME: 30 JUNE 2010

• The final overall year-to-date expenditure of the Department as at 30 June 2010 was R3,071 billion (20.30%) against the

revised spending plan of R3,553 billion(24.38%) resulting in R481,692 million (3.19% of allocation) [under-spending] against the

spending plan.

• Factors that contributed to the under-spending per programme are as follows:

• The actual spending of R755,194 million (18.95%) against the revised budget spending plan of R971,800 million (24.38%)

(under-spending) under the Programme Administration is mainly on Goods and Services for Staff Accommodation because

invoices are received quarterly and SITA accounts as invoices were not received as anticipated.

• The actual spending of R1,191,820 billion (23.18%) against the revised budget spending plan of R1,221,635 billion (23.76%)

(under-spending) under the Programme Security is mainly on Compensation of Employees because of vacancy rate of 1% .


(under-spending) under the Programme Corrections is mainly on Compensation of Employees because of delays in the

reallocation of posts from Programme Security to this Programme in line with the White Paper on Corrections.

13

COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO DATE PER PROGRAMME: 30 JUNE 2010


(under-spending) under the Programme Care is mainly due to the low spending of funds allocated for ARV medicines and other

stores items broadly as a result of the slow clearance of internal charges in line with the request and consumption of items.


(under-spending) under the Programme Development is mainly on Compensation of Employees because of partly payment of

OSD for Educators.

• The actual spending of R118,612 million (20.64%) against the revised budget spending plan of R132,327 (23.03%) (under-

spending) under the Programme Social Reintegration is mainly on Compensation of Employees because of delays in the

reallocation of posts from Programme Security to this Programme in line with the White Paper on Corrections.

• The actual spending of R234,573 (12.94%) against the revised budget spending plan of R390,061 (21.51%) (under-spending)

under the Programme Facilities is mainly due to the low spending of funds allocated for capital works projects due to the low and

late billing from the Department of Public Works for capital works projects completed.

14

COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO

DATE PER GFS CLASSIFICATION: 30 JUNE 2010 • The actual spending of R2,250 billion (21.47%) against the revised budget spending plan of R2,448 billion (23.35%) (under-

spending) on Compensation of Employees is mainly due to the partly payments for OSD of Educationists, the expected general

salary increase from April 2010 is not yet implemented pending the Government and organized labour negotiations and delays in

the reallocation of posts from Programme Security to Programmes Corrections and Social Reintegration in line with the White

Paper on Corrections.


(under-spending) on Goods & Services is mainly due to Staff Accommodation because invoices are received quarterly and SITA

accounts as invoices were not received as anticipated and less payment of ARV medicine(Staff Accommodation budget is R484

million and expenditure is R79 million, SITA budget is R199 million and expenditure is R1.6 million and ARV budget is R26

million and no expenditure yet).

• The actual spending of R16,417 million (125.68%) against the revised budget spending plan of R1,671 million (12.79%) (over-

spending) on Transfers and Subsidies is mainly due to the leave gratuity payments made to the employees as a result of the

terminations of services. The overspending will be made good in line the first fund shift exercise in line with Treasury Regulation.

• The actual spending of R62,101 million (5.60%) against the revised budget spending plan of R203,447 million (18.36%) (under-

spending) on Payments for Capital Assets is mainly due to the low spending of funds allocated for capital works projects due to

the low and late billing from the Department of Public Works for capital works projects completed.

15

STATE OF REVENUE PER DEPARTMENTAL RECEIPTS FOR THE YEAR TO DATE: 30 JUNE 2010

Revenue BudgetActual Rev to date Actual

Revenue Collection Plan to date

Collection Plan

Revenue still to be collected

R'000 R'000 % R'000 % R'000

Sales of goods and services 63,775 9,843 15.43% 8,656 13.57% 53,932

Sales of scrap, waste, arms and other used current goods 8,510 543 638.07% 321 3.77% 7,967

Fines, Penalties and Forfeits 22,030 4,207 1909.67% 3,884 17.63% 17,823

Interest 318 22 691.82% 149 46.86% 296

Sales of capital assets 1 301 3010000.00% 0 0.00% 140

Transactions in financial assets and liabilities 48,768 13,405 2748.73% 10,192 20.90% 35,363

Total 143,402 28,321 1974.94% 23,202 16.18% 115,521

16

STATE OF REVENUE PER DEPARTMENTAL RECEIPTS FOR THE YEAR TO DATE: 30 JUNE 2010

17

COMMENTS ON THE REVENUE COLLECTION FOR THE YEAR TO DATE : 30 JUNE 2010

• The final overall year-to-date revenue of the Department as at 30 June 2010 was R28,321 million (1974,94%) against the

revenue plan of R23,202 million(16.18%) resulting in R5,119 million (% of allocation)

[over-collection ] against the revenue plan

• Factors that contributed to the over-collection per departmental receipt are as follows:

• The actual revenue of R9,843 million (15,43%) against the budget revenue collection plan of R8,656 million (13,57%) (over-

collection) under the sales of goods and services is mainly due to higher than expected commission on insurance and

garnishees

• The actual revenue of R543 thousand (6,38%) against the budget revenue collection plan of R321 thousand (3,77%) (over-

collection) under the sales of scrap , waste and other used current goods is mainly due to higher than expected sale of waste

paper and scrap goods


collection) under the fines, penalties and forfeits is mainly due to higher than expected collection of court fines

18

COMMENTS ON THE REVENUE COLLECTION FOR THE YEAR TO DATE : 30 JUNE 2010 (Cont…)

• The actual revenue of R22 thousand (6,95%) against the budget revenue collection plan of R149 thousand (46,86%) (under-

collection) under the interest is mainly due to under estimation of interest bearing debts. The baseline will be reviewed based on

2010/11 actuals for future MTEF

• The actual revenue of R301 thousand (30 100%) against the budget revenue collection plan of R0 thousand (%) (over-

collection) under the sale of capital assets is mainly due to under estimation of capital goods to be sold. Mainly capital goods

are sold on disposal of movable assets


collection) under the transaction in financial assets and liabilities is mainly due to higher than expected collection of debts and

previous year’s expenditure

19

ROLL-OVERS FROM 2009/10 TO 2010/11

• The Department applied for the following roll-over of funds from 2009/10 to

2010/11 financial year:

R22,590 million for payment of PPP consultants as the department

could not finalise the adjudication process for the PPP bids

R26,178 million for the OSD payment of Educators

• A response has been received from National Treasury that the R22,532

million has been approved for roll-over with regard to the request for PPP

consultants and will be included in the Adjustment Appropriation Bill, 2010

20

BELT-TIGHTENING AND COST CUTTING MEASURES

Belt-tightening and cost-cutting measures introduced are as follows:

• Strict control over travelling, subsistence and the related accommodation

costs

• Imposed strict control over the appointment of consultants

• Imposed control over the departmental printing

• Discouraging the use of hired accommodation facilities for meetings, conferences and workshops

• Preventing the unnecessary costs related to the advertising, branding and marketing of the Departmental activities

PROGRAMME PERFORMANCE AND SERVICE DELIVERY HIGHLIGHTS

21

ADMINISTRATION

• One of highlights for quarter was filling of posts of National Commissioner and Chief Financial Officer

• Vacancy rate 1.6 % based on 41500 establishment• Filling of critical posts begun • Proposed organisational structure in line with functions of

DCS submitted to DPSA for consultation - awaiting feedback from DPSA

• Proposed structure for MATD branch forwarded to Minister for approval

• Post establishment for new Kimberley Correctional Centre reviewed and placed on route for financial approval

22

ADMINISTRATION• Consultations held with regions and branches in Head Office on

classification of Public Service Act (PSA) and Correctional Services Act (CSA) posts. Classifications approved and in process of being captured on PERSAL

• 2 X 12 hour work shift system implemented in 187 out of 238 Correctional Centres nationally. Remaining 51 Centres implemented other shift systems i.e 3, 4 and 5 shift systems

• Breakdown for each region on implemented 2 X 12 Hour Shift system:– Eastern Cape: 42 out of 45 – FreeState\Northern Cape 44 out of 47 – Gauteng 15 out of 26 – KZN 32 out of 42 – LMN 25 out of 36 – WC 29 out of 42 23

ADMINISTRATION• Cluster task team on re-offending established• Completion of partnership research on Retrospective review of

offenders on HIV and AIDS treatment at Chris Hani Baragwanath Hospital

• Life History Research on repeat violent offenders : Steering Committee appointed to oversee running of project

• Utilization rate of HoCC monitoring tool for first quarter 2010/11 were 6493 hits. Eastern Cape – 2104; Western Cape 1932 - LMN 756 - Gauteng 721 - Northern Cape/Free State 453 and KZN - 527 hits

• Roll out of ICD10 Codes fully implemented in all Correctional Centres

• UNCCPCJ: finalized UNCCPCJ 12TH Congress Country report• Report submitted to JCPS Cluster Development Committee

24

ADMINISTRATION• SADC: Submission made for attendance of Inter-State Defence

and Security Committee (ISDSC) meeting of July 2010 in Maputo

• DCS attended interdepartmental preparatory meeting - report available

• ACSA: DCS as Secretariat convened ACSA Executive Committee Teleconference in May 2010 and followed up on decisions of meeting. DCS attended ACSA Biennial Conference preparatory meeting in Ghana

• Meeting held with Lesotho delegation and rules of engagement drafted

• Overarching communication strategy for five years developed with extensive consultation of branches and regions

• Auditing of stationery of Correctional Services started to ensure full compliance with Corporate ID manual 25

ADMINISTRATION

• RDOMS: Automated Person Identity System (APIS)– Phase 1 : 17 sites completed. Krugersdorp last site which was

completed in June 2010

• Remand Detainee and Offender Management System (RDOMS) Phase 4 (Basic Care)– Funds secured for training and quotation received from service provider

for training on Electronic Tuberculosis Register (ETR) • Video Remand

– 17 of 21 sites refurbished and ready for installation of cabling and court equipment (camera, sound and monitor).

• Electronic Document and Records Management System (EDRMS)– Virtual server environment made available and Documentum installed

26

ADMINISTRATION

• Corporate Performance Management System (CPMS)– Strategic planning and report-back procedures defined which enabled

commencement of User Requirements Specification (URS)

• Correctional Services Act Monitoring System (CSAMS)– Beta testing completed at all three testing centres

• Integrated Human Resource Management System (Phetogo) - HR– New requirements and various HR components discussed with

business

• Integrated Legal System (ILS) (Lesedi) - Phase 4– Draft ILS Strategy completed– Draft Business Case completed

• Virtual Private Network (VPN)– Business Case 80% complete 27

ADMINISTRATION• Technology Rollout to New Sites – Western Cape

– Quotations for cabling obtained and verified at Head Office by regional network controller

• Telecommunications– Telephone Management System (TMS) Business Case completed - en

route for approval– Communication sent to Telkom requesting suspension and eventual

termination of 800 identified phone lines that are no longer active (ghost lines). Will lead to substantial cost saving for department

• Information Systems Security (ISS)– Request for Quotation (RFQ) completed and sent to SITA

28

REASONS FOR MAJOR VARIANCES

29

ADMINISTRATION

Reasons for major variances• Develop an Information Systems Architecture - Planned

milestones for project for first quarter not met due to resignation of Chief IT Architect during previous financial year - replacement in 2nd quarter of this financial year

• Develop an Open Source Software Strategy - Planned milestones for project for first quarter not met due to resignation of Chief IT Architect during the previous financial year – replacement in 2nd quarter of this financial year

• Basic Infrastructure - Planned milestones for project for first quarter were to review the Business Case, Project Charter and User Requirements Specification - Main challenge facing this project - no funding and infrastructure is continuing to decay day by day

30

ADMINISTRATION

Reasons for major variances• Failure to deliver basic infrastructure project will have severe

impact on other projects such as RDOMS and EDRMS as it will be impossible to implement them without necessary infrastructure in place

• Unstable IT Workforce - For many years IT experienced serious challenges with attraction and retention of quality permanent staff

31

SECURITY

• Assaults – 916 assaults recorded in first quarter• Escapes - Target for escapes is 57 or 3.4 escapes per 10 000

inmates. Target in great danger of not being met due to mass escape of 41 inmates at Harrismith Correctional Centre

• Unnatural deaths - Nine unnatural deaths recorded • Security personnel skills development framework draft report

available and approved as working document• Project Plan on integrated security technology framework

developed • Quarterly security risk analysis reports compiled and submitted

32

CORRECTIONS• Overcrowding at 36.8%• Engagements with UNISA formalized re utilization of interns -

National Commissioner approved Memorandum of Understanding• Draft implementation plan available • Development of Behaviour Modification and other correctional

programmes completed - research report available and economic crime/theft related correctional programme been developed

• Draft White Paper on Remand Detention finalized and submitted to Minister for further consultation with Cabinet Committee

• Provisional Branch Structure and functions available and job descriptions and job evaluation questionnaires completed

• Development of remand detention risk classification tools and protocols still in process

33

CORRECTIONSOffenders who participated in Correctional Programmes• Anger Management 1382; • Substance Abuse 1846; • Programme for Sexual offenders 966; • Pre-release 2416; • New Beginnings 551; • Cross Roads 998;• Restorative Justice 696; • Life Skills 685; Total 8865

34

CARE

• During first quarter of 2010/2011, 47 262 spiritual care sessions were rendered which represents 13 087 church/ faith services, 12 007 group sessions and 22 168 individual pastoral care sessions against annual target of 185 000 sessions. Target was exceeded by 1 012 sessions

• Vacant chaplains’ posts (11) not filled • National target for percentage of care programmes provided

by external service providers vs. the total number of quality assured care programmes per year is 69%

• 52.41% [85652 offenders vs. 163 427 offender population] participation in Care programmes. Represents an over achievement of 1.41%

35

DEVELOPMENT

• Participation in skills development programmes - 19 132 • Participation in Skills Development Further Education and

Training programmes as follows: – participation in National Curriculum(Vocational) - 6 159– Engineering Studies - 2 508 – Business Studies - 2 583

• Achievements of implementation of Skills Development Master Plan:– Pretoria and Boksburg Wood Workshops obtained full accreditation

status with Forestry and Industry Education and Training Authority (FIETA)

– Kroonstad Steel Workshop obtained work place approval with Manufacturing, Engineering Related Sector Education and Training Authority (MERSETA)

36

DEVELOPMENT

• Decline of offender participation in skills development programmes attributed to insufficient DCS funding and suspension of funding from Department of Labour

• Formal Education Policy forwarded to Department of Basic Education: Policy Development Unit for consultation

• DCS engaged with Department of Higher Education: Teacher Development Unit on quality assurance of DCS educator qualifications

• Presidential National Commission (PNC) sponsoring training for 242 Youth Offenders and 8 officials

37

SOCIAL REINTEGRATION

• Participated in working group of sub-committee of the NCCS on parole legislation and policy. Draft legislation finalized for submission to NCCS

• 186 offenders have not received decision on parole consideration by HCC/ CSPB within 2 months after recommendations have been submitted by CMC to CSPB

• Performance information– Offenders (CSPB cases) eligible for parole: 18138– Offenders considered by CSPB for parole: 12837 – Offenders awarded parole by CSPB: 6619 – CSPB disagreement with CMC: 1448– Parole review board disagreement with CSPB: 0

38

FACILITIES

• Construction of upgrading of existing correctional centre project at Ceres (282 additional beds) - 54% complete and 76% complete at Brandvlei (346 additional beds)

• Construction of replacement correctional centre at Vanrhynsdorp (328 additional beds) - 73% complete

• Bid Specification amendment process has started in relation to the increase of bed space through Public Private Partnerships

• Draft SLA for management of relations with DPW has been submitted for comments

39

CHALLENGES

40

CHALLENGES

• Down management of incidents of assaults still challenge in many regions

• Training required for Managers on performance information management and new processes put in place by government

• Alignment of strategies and budgets • Alignment of spending plans and Operational Plans• Overcrowding, gangsterism and inoperative electronic

security equipment contribute towards the increasing security infringements

• Shortage of medical personnel

41

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Documents

Department of Correctional Services 1 st quarterly report – Portfolio Committee – 01 September 2010