DHA - Marabastad Crack Team Project 2007 Caring, compassionate and responsive

DHA - Marabastad Crack Team Project

2007

Caring, compassionate and responsive

Scope and Objectives


A. Short term:

• The scope of the project is to address the backlog in new applications in Marabastad refugee office. Backlog in new applications to be defined as new not yet processed.

• The objectives of the project are as follow:

-To timeously receiving and process new applications in a humane manner

-To responsibly prepare asylum files for status determination of asylum seekers

Background


CURRENT SITUATION

• Pretoria refugee reception office is overwhelmed by the influx of people seeking asylum sleeping outside estimated to more than 500.

• In recent times, nationals of the following countries seeking asylum on daily basis in South Africa has significantly increased:- Zimbabwe- DRC- Malawi- Tanzania- Ethiopia- India- Pakistan and many more


• The challenges:

-Inadequacy of the office to cater the ever-increasing number of new arrivals queuing and sleeping outside Marabastad refugee reception office

-Limited human resources: lack of acceptable capacity

-Deficient and unreliable old refugee system

-Rising band of bent street agents

-Fragility of border posts leads to increased human trafficking and smuggling

Legal framework to be considered during the registration drive:-Refugee Act No 130 of 1998

-SA Constitution, etc.

The principles and standards relating to refugees are contained in the Refugees Act No 130 of 1998.


LEGISLATION & STATUTORY OBLIGATIONS

Crisis Plan


3.0 PLAN OVERVIEW

PHASES ACTIVITIES DURATION DATES

Phase 1 Planning 4 Weeks 01 August -

20 August 2007

Phase 2 Assessment and Setting up of structures

2 Weeks 20 August –

01 September 2007

Phase 3 Implementation 3 Weeks 01 September –

15 October 2007

Phase 4 Project closure 1 Day 15 October 2007

DETAILED PLAN


PHASES ACTIVITIES MILESTONES RESPONSIBILITIES PROGRESS

DATES

Phase 1 Planning -Meetings - Site inspection with Service providers- Site visit- Procurement of Cleaning services and movable public toilets- -Consultation with Provincial Manager, Regional Director-

-Meeting held between Department of Home Affairs and Stakeholders on 21 August 2007

-These are the following decisions that were taken during the meeting:

-It was agreed that the Municipality of Tshwane will provide Department of Home Affairs with Shelter for the volume Asylum Seekers who sleep outside the building of Refugee Reception Office Pretoria (Marabastad) do not have a place to stay and Social Development will be approached assist with funds. -

DRA

D:AM

ADDG: NIB

PM

City Of Tshwane (COT)

Achieved

Achieved

Achieved

01 August -

20 August 2007

DETAILED PLAN



DATES

COT requests assistance from other nationall Departments to assist with unused buildings to use as shelter.

-The Directorate Security from Home Affairs decided that they will assist Refugee Affairs by adding three Security on top of eight who are currently working at Marabastad Office and also the security services provider will be employed to patrol outside the DHA premises to address loitering and crime . The plan from security will provided to Refugee Affairs by 22 August 2007.

COT will assist the Department by supplying the water tanks because there are not enough taps at Marabastad Office

C O T

D: Security

COT

22 August 2007

DETAILED PLAN


PHASES ACTIVITIES MILESTONE RESPONSIBILITIES PROGRESS

DATES

COT: Health and Environmental Health will provide the Department with training on communicable Diseases, Occupational Health and Safety, Sanitation Health and will engage Employee wellness and also the Asylum Seekers. They will visit Marabastad on 22 August 2007 to check the building whether is clean or not and the Toilets as well.

COT will install the wire fence on the Vacant land adjacent Marabastad as an interim measure.

Another Meeting will be held on 18 September 2007 at Department of home Affairs.

COT will assist DHA with approving compliance to municipality by laws of the temporary shade at the parking area.

COT

COT

COT

22 August 2007

DETAILED PLAN



DATES

Phase 2 Assessment and setting up of

structures

- Identify personnel,- Identify equipments

- Cleaning services,- Mobile Toilets

- Temporary shelter,- Chairs

- Systems (SQL Word based permit)

and Manual Queue management

system,- Tables

Achieved, But

On Progress:

- setting up of

the shelter

- Chairs

- Tables

20 August –

01 September 2007

Phase 3 Implementation -Deploy personnel- Roll out: intakes-Exchange Permanent officials with

(contract workers) to deal with new

intakes and permanent officials to deal with backlog

10 Contract workers deployed as from 20 August 2007

On progress

01 September –

15 October 2007

Phase 4 Project closure15 October 2007

ACHIVEMENTS SO FAR


• 24 Personnel is working as crack team to fastrack applicantions for asylum

• 6 Computers with SQL word based permit have been installed

• Cleaning Company has deployed 6 Cleaners • 10 Mobile toilets have been delivered • Shortlist for Quality Assuror (Manager to assist the

current management at Marabastad have been conducted)

• Meeting with COT, Provincial Department of Health was held on 21 August 2007

-Marabastad District Office

-The project should be completed within Six (6) weeks


PROJECT LIFESPAN, NEEDS AND DELIVERABLES

DELIVERABLES


500 Asylum applications successfully processed on a day and section 22 permits duly issued to Asylum Seekers

Determine the number of applications processed by means of statistics and daily reports

Develop a systematic filing system for all applications by complying with set standards

Identify and reports barriers to service delivery

Conduct 500 RSD interviews on the same day

RESOURCES NEEDS: Deployment of a “crack team” to fasttrack applications for asylum


Total

Needed

Available Shortage

Capacity Quality Assurors

RROs

RSDOs

NYS as Data capturers Admin. Assistants (Asylum file & Permit

Administration

2nd Interviews & Adjudication

Process data - Extension,

- RSD Schedule

- Referrals

28

10

10

4

2

8

10 (6 interns & 4

permanents) 0

4 (Interns)

0

0

0

10

0

RAB Member

SCRA member

Security/Queue Marshalls

Interpreters

Total

Appeal on site

Reviewal on site

Queue management,

Order and safety Translate during interviews

34

1

1

8

3

24

0

0

0

0

10

1

1

8

3

RESOURCES NEEDS


Total

Needed

Available Shortage

Information system Word Based system Computers

Printers

Cameras

6

3

6

Infrastructures Erection of Shelters

Cleaning services

Toilets

Started on 21 August 2007

1

10

10

0

6

10

1

4

0

Office Equipments &

Chairs

Tables

500

6

0

0

500

6

Stationery BI – 1590,Fingerprint FormsPens,A4 papers,Registers, Brown files,TRP Stickers

Intensive Registration drive

Implementation: Work Processes


Entrance and Queue management

Project coordinator to register 500 new applicants on the day and secure interpreters if necessary using the register to establish the languages spoken

Security Officer (1) to issue them Tag No corresponding to the seat No and fingerprint forms

Fingerprint expert to take fingerprint sets in the waiting area Electronic Queue management system to indicate the availability of

RROs in room 84 Security Officers to escort a group of 20 to room 84 and so on Security Officer (1) to manage Entrance gate, Security (2) to maintain

order in the reception/waiting area; Security Officer (3) to manage Exit gate leading to the main building, Security Officer (4) to escort applicants to eligibility room

ELIGIBILITY PROCESS


Project Coordinator circulate initial Register to all RROs, Data capturers, RSDOs and registry

8 RROs to assist applicants to complete BI – 1590 (Application for asylum form) with the help of interpreters if necessary

RROs to make comments in relation with the claim and sign the form RROs to open physical files and ensure that all compulsory documents

are submitted and put inside files RROs to refer files to Data Capturers RROs to refer files back to Data capturers to print section 22 permits

and request applicants to collect decision on next date 10 NYS Data Capturers to log onto the SQL Word-Based System,

capture data and images, section 22 print permits Data capturers to check printed permits against Daily Intakes Register

to ascertain that the permits printed reflect names in the Register Data capturers to refer files back to RSDOs for adjudication immediately

File Administration process (4 Registrars)


RROs to create and update files registers (Manual and electronic) in order to smooth the process of asylum file retrieval from the filing rooms.

A register should be maintained to record the movement of all files. To ensure that there are no shortcoming and inconsistency that might lead to files missing and/or empty files.

The register should reflect the details of any official who requested and removed the physical file from the filing room as well as when the files was returned for storage

Receive files and documents. Read instructions Read instructions in the file control sheet, check contents of files and documents and make

sure that all instructions are carried out Record in the appropriate register all files Ensure that the cover of the file is kept neat and intact and that documents inside the file are

filed in the appropriate order Arrange files according to the sequence of the master copy Dispatch outgoing files and documents Search for file/document. Retrieve file from shelf Record in the appropriate register and ask the requesting official to sign before issuing any file. Hand over letters of rejection and confirmation of status to the applicant Arrange with inspectorate to be available for possible deportation Inform Directorate Identification about the decision taken to update the identification system.

STATISTICS AND REPORTS


Quality Assuror to record details of daily proceedings (intakes, decisions, challenges, etc.) and forward to Head Office

Quality Assuror to compile daily statistics using a specific template and forward to Head Office

Thank You


Documents

DHA - Marabastad Crack Team Project 2007 Caring, compassionate and responsive