Western Cape Province Ms. MB Mgxashe

Caring, compassionate and responsive

Transforming the Department of Home Affairs

Western Cape ProvinceMs. MB Mgxashe

Date : 21 May 2008.

Caring, compassionate and responsive 2

What is unique to the Province?

NIB Perspective:1. 3 Coastal ports (Cape Town, Saldanha and Mossel Bay)2. Tourism vital artery of WC Economy3. Brand SA rated CTIA and 52 % of passengers indicated they

received above average service at CTIA compared to other International Airports

4. WC took lead in the determination of “admission of guilt” fines5. WC took lead in the compilation of charge sheets6. WC participated in longest joint operation with other law

enforcement agency (SAPS) – Operation Umbrella7. First Province to have Counter Xenophobia Campaigns – Southern

Cape



Civic Services Perspective:1. WC informal settlements prone to fire disasters2. Conducting Marriages on Robben Island annually.3. WC has the highest rate in Social Grants4. WC had the highest increase in voter registration according

to the IEC5. First Civil Union was registered Southern Cape6. WC sustained the School ID project 7. Highest influx of migrants for EC and NC 8. Involved in ID Campaigns sponsored by Municipalities9. Involve CDW’s and Community Leaders in DHA Campaigns



Management perspective:

1. First Province to have female Director and Chief Director.

2. Negotiated free leases for SP Grabouw , Vredendal, Caledon and Oudtshoorn.

3. RO Khayelitsha the first model office

4. First Province to conduct Employee of the Year Ceremony

5. Only Province to introduce timecards

6. Office in close proximity to Parliament – services high profile clients such as Ministers and MP’s

7. First Province to have floorwalkers with Batho Pele bands

8. First Province to make nametags


Provincial ManagerVacant

Acting appointment Ms. MB Mgxashe

Cape Town Mr. RM Niedermeier

(DD)

Paarl Mr. E Mathebula

(ASD)

Khayelitsha Mr. ZI Joba

((A) DD)

Organisational Structure

We have organized our team by…

Deputy Provincial ManagerMB Mgxashe

Co-Ordination: A van der BergAdministration: T NdlovuChief Training Officer: R GabrielSenior Pers Practitioner: R NzamaPers. Practitioner: R WilliamsPers. Practitioner: R MagogorwaneCorruption Investigation: T PetrosCorruption Prevention: D MatopaSecurity: N ScottIT Manager: I SaulseCommunications Officer – JEInternal Audit (ASD) – JELegal Admin Officer (DD) – JE

Head of ImmigrationVacant / Acting appointment

Mr. JJ De Wet Internal AuditorDD level – no JE

Certificate

GeorgeMs. I Kruger (DD)


Cape Town Mr. RM

Niedermeier (DD)

Paarl Mr. E Mathebula

(ASD)

Khayelitsha Mr. L Makubalo

(ASD)

Organisational Structure continued

We have organized our team by…

GeorgeMs. I Kruger (DD)

DO BellvilleMs. M Erasmus

(ASD)

DO WynbergMs. S Allie

(ASD)

DO WorcesterMr. SS Loate

(ASD)

DO MalmesburyMs. N Martins

(ASD)

DO VredendalMs. Jl Jenneke

Scheffers(CAC)

DO NyangaMr. ZI Joba

((A)DD)

DO Mitchells PlainMs. S Meyer

(ASD)

DO CaledonMr. M Williams

(ASD)

DO OudtshoornMr. K Booysen

(SAO)

TSC Beaufort WestMs. C Macoli

(SAO)


Services

Back

Log

Dec 2005

2006Apr –

Mar 07

2007Apr–

Mar 08Trend Comment

ID’S

Temp IDs Issued 54065 36444 Down Improved turn around time in

ID issuance

IDs Issued to clients 84716 140553 UPImproved turn around time in

ID issuance

IDs received from BVR

84084 208476 UpImpact of recommendations

by Turn Around Team

Unclaimed IDs 30541 150400 Up SAPO contract terminated, clients to collect at offices.

Service Offering

Our province offers a full range of services to the population…


Services2006Apr –

Mar 07

2007Apr –

Mar 08Trend Comment

Birth certificates Issued

1911 86624 up 10 x Online hospitals

Death Certificates Issued

3587 37774 Up

Marriage Certificates Issued

5498 27732 Up

Service Offering




Services2006

Apr - Mar

2007Apr – Mar 08

Trend Comment

PASSPORT APPLICATIONS

Tourist 81423 90326 Stable Increased demand over festive

season

Child 19809 18335 Stable Increased demand over festive season

Maxi Passport 2569 3026 Increase

Old Type 0 0

Loose leave 4118 4086 Decrease

Service Offering…


Services2006Apr – Mar

2007Apr –

Mar 08Trend Comment

ONLINE REGISTRATIONS

Births 8603 10312 UpIncreased online birth

registration at Hospitals

Deaths 18 0 DownUndertakers prefer registering

deaths at Offices

Service Offering…



Services2006Apr – Mar

2007Apr – Mar 08

Trend Comment

TEMPORARY RESIDENCE PERMITS

Applications brought over from previous month

37026

Applications received 19232 25118 IncreaseIncreased demand due to

increase in influx of visitors

Applications approved 17371 24982 Increase

-Immigration Capacity increased in Regions and Regions responsible for

adjudication of own cases.- Overtime Project registered at

RO Cape Town

Service Offering…



Services 2006Apr - Mar

2007Apr – Mar 08

Trend Comment

PORTS OF ENTRY: MOVEMENT OF PEOPLE

TYPE OF PORT FOREIGN RSA FOREIGN RSA

Cape Town Airport

916 630 365 563 592 283 925 028 Up

Cape Town Harbour

1909 466

TOTALS 594 192 925 494

Service Offering…



Services 2006 2007 Trend Comment

Provincial Offices 1 1 constant

Office space inadequate

- requested planning instruction for increased space & upgrading ito New Corp Generator

Regional Offices 4 4 constant

Office space inadequate.

-Planning Instruction issued for the relocation of RO George.

- Upgrading (facelift) of RO Cape Town

District Offices 9 9 constant

Office space inadequate at all offices

-Planning Instruction Issued for relocation of DO Wynberg

-Planning Instruction issued for expansion and upgrading of DO Mitchell's Plain

-Upgrading Project for DO Nyanga (Nontsumpa) commenced – completion date August 2008.

Physical Accommodation

Through 46 customer contact points



Ports of Entry 2 2 constant


-certified needs assessment submitted to BCOCC

Refugee Reception Offices 1

1

(Capacity created at RO Cape

Town)

constant


-Comprehensive needs requirement submitted to Asset Management for preparation of needs assessment






Service Delivery Points

4 4

(Somerset West,

Grabouw,

Stellenbosch,

Langa)

constant Office space inadequate

-Somerset West activated as permanent Service Point w.e.f 02 June 2008.

-Planning Instruction issued for renovation and activation of DO Stellenbosch.

Thusong Centres (MPCCs)

2 3

(Plettenberg Bay,

Atlantis,

Swellendam)

Increased Office space inadequate

Swellendam – will be activated once lease agreement was signed.

Plettenberg Bay – lease agreement pending from Bitou Municipality since March 2007.



Services 2006 2007/8 Trend Comment

Mobile units 10 12Increased with

2

- Management of Mobile Trucks challenge – availability of drivers with code 14 drivers licenses.

-Training sourced from Ikaheng Driving School: 9/10 passed K53 learners test3 failed driving test – went for additional driving lessons1 eye problem5 booked for driving test – July 2008.

-With increased capacity at DO Wynberg – fort nightly visits to Masiphumelele, Imizamowethu envisaged

Computerised hospitals

8 10Increased with

2Mowbray Maternity in process of being cabled

Presidential nodal points 2 2 constant

1 x Rural – Klein Karoo1x Urban - Khayelitsha

Physical Accommodation…

Through 46 customer contact points…


Infrastructure: vehicles…

* 20072008 fin year: 17 x Accidents/ damage reported(2 Vehicles written off)- 3 x disciplinary cases =1x paid for damage, 1 x final written warning and 1 month salary suspension, 1 x sanction pending, 3 x written warnings, 2 x verbal warnings)

Current status:

Additional vehicles requested:24 x Sedans6 x 4x4

OFFICE SEDANS BAKIES VENTURE NIB TRUCKS TOTAL

Provincial Office 4 2 0 0 0 6

Cape Town 12 2 1 5 4 24

George 6 2 0 2 3 13

Paarl 10 1 0 1 3 15

Khayelitsha 8 0 0 0 2 10

Total 40 7 1 8 12 68


Staff Levels

We currently have 204 unfilled funded vacancies and 264 unfunded posts

Level Approved establish

ment

Actual(Filled)

FundedVacancies

Difference(Unfunded

posts)Comment

14 1 0 1 0

13 1 1 0 0

12 8 2 22 (JE: DD Internal

Audit, Legal Admin Officer)

Selection process for the filling of 2 x DD posts in PMO finalized but placed on hold pending approval of the new structure.DD Immigration placed on hold pending the finalization of entry requirements.

10 6 4 2 02 Regional Immigration Heads placed on hold on hold pending new structure

Total vacancies = 468

Total filled posts = 491

Total approved establishment = 959


Staff Levels…

We currently have 204 unfilled funded vacancies and 264 unfunded posts …

Level Approved

establishmentActual(Filled)

FundedVacancies

Difference(Unfunded

posts)Comment

9 20 15 4 1 -(ASD: Internal Audit)

7-8 241 100 11730

-JE: Communications Officer)-2 x Unfunded Control IO – Mosselbay & saldanha bay

3-6 648 400 71 220

1-2 34 20 0

TOTALS 959 542 150 264

-Filled 128 posts from April 07 – May 08.-Motivated advertisement of posts iro Mobile -Requested advertisement of a further 74 vacancies.


22 150 3

2723

19

African Coloured Indian White

Disabled employees as a percentage of total = 1%(6 out of 491 filled posts)

38%

1%12%

Target 26.7% 53.9% 1% 18.4%

Female

Male

Employment Equity Report – (Percentage of Employees per Category)

-Designated groups identified and will be targeted during recruitment

We not on track to meet our employment equity targets

49%


4861 65

93

0

5971

00

40

80

120

160

200

Budget Expenditure

Key Comments 20072008 budget:

Estimated over expenditure of 3% on Goods and Services due to:

1. increased Khulani security at high risk offices – Khayelitsha, Refugee Office Customs House & strike period.

2. Deportations by bus twice a week @ +- R 45 000 per trip. Funds shifted from other items to accommodate expenditure.

3. 4 additional Mobile Trucks

Planned vs Actual (Rm)

Budget

We are not on target to meet our budget for 2007/08


ENE Budget allocation:

2008/2009 budget allocation:

COMPENSATION OF EMPLOYEES

GOODS & SERVICES

TRANSFER & SUBSIDIES

CAPITAL ASSETS

TOTAL

79 632 000 13 610 000 0 0 93 242 000

CIVIC SERVICES 70%

50 205 000 9 527 000 0 0 59 732 000

IMMIGRATION CONTROL30%

21 516 000 4 083 000 0 0 25 599 000

PORT CONTROL 100%

7 911 000 0 0 0 7 911 000


Initiative Description Impact

1.ID Campaigns at schools

1.ID campaigns at schools targeting schools exempted from school fees.

ID Campaigns:131 Schools visited during 2007

2. Counter Xenophobia & DHA services awareness

2 Counter Xenophobia & Awareness : 6 schools in Southern Cape and Masiphumelele

Refugee Management

1. Increased capacity2. Alternative accommodation3. Stakeholder participation

1. Capacity increased 2. Comprehensive needs requirement

document drafted for the establishment of a model Refugee Office.

3. Meetings with NGO’s to develop program whereby Refugees/ asylum seekers interact with communities to share skill e.g. Language training – 2010.)

4. Capacity established at RO Cape Town

Accomplishments

A lot has been achieved this year through a number of province-specific initiatives



Immigration

1. Increased capacity2. Upgrading of infrastructure3. Joint projects with other law

enforcement agencies4. Prosecution of Airlines and

employers of illegal foreigners

5. Charge sheets developed and presented to DPP for approval.

6. Preparation for FIFA 2010

1. CTIA: 32 out of 46 posts filled as at 31/12/06 - 6 posts filled during 2007.

Inspectorate: 6 out of 15 posts filled as at December 2006 – 8 posts filled during 2007.

2. Approval obtained for the procurement of 9 leather couches for CTIA and Inspectorate

ACSA committed themselves to replace the carpets at CTIA

3 x quotations obtained for transporting Immigration Officers to and from work between 23H00 and 6H00.

3. Joint Operations: Operation Umbrella – DHA initiative from Nov – March 2008. 12 SAPS members and 2 NIA Operatives participate. Targeting fraudulent marriages, rejected asylum applicants an employers of illegal foreigners.

Operation Mongoose: SAPS initiated targeting crime and illegal foreigners involved in crimes.

4. First docket registered iro Namibia Air.5. Charge sheets iro Refugee Act, Passport and Travel Doc

Act has been presented and approval obtained from DPP.

6. Appointed 2 Project coordinators ( one seconded to KZN.) Sustain monthly meetings with Municipality, ACSA and Management of Good Hope International Airport.

Accomplishments




Civic Services

1. Client statistics and feedback

2. Appointed inspection team to do random inspections

3. Provincial T&T Compliance Task Team appointed.

4. Late Registration Committees appointed and functional in Regions.

5. Joint initiatives with stakeholders

6. Information sessions conducted

7. 47 queue managers(learners) appointed

1. Developed and implemented Provincial Suggestion Box questionnaire

2. Random inspections conducted at offices to verify accuracy of statistics.

3. WC moved up from being the second last Province in October 2007 to the fourth position in December 2007.

4. Late Registration Committees functional5. Joint door-to door Campaign and participated in Jamborees

with Social Development ID Campaign in Struisbaai, Malgas, Velliersdorp, Pearly

Beach, Stanford – funded by Overberg Municipality. Partnership developed with Community Development forums

– ID Campaigns at Athlone School for the blind, Astra School for Disabled, SOS Place of Safety.

6. Information sessions conducted at Community Centers e.g. Kleinvlei, Mfuleni.

7. Huge impact on waiting times in queues – focus on handing out of ID’s and Passports.

Accomplishments




Management

1. Increased leadership capacity

2. Reward & Recognition

3. Gender and Transformation Plan Implemented

4. Employee Wellness

1. Redeployed ASD : Admin- PMO to DO Wynberg to strengthen leadership capacity

2. Hosted Provincial Service Deliver awards in November 2007. 8 Officials qualified Provincially.

2006/ 2007 Performance Awards finalized in July 2007. Out of 428 officials 114 qualified for bonus incentives, 211 for pay progression, 103 did not qualify( newly appointees - must be in employment for 12 months, upgraded Immigration Officers)

3. Gender Development activated by appointing of Provincial Chairperson, first gender Development function was hosted at DO Bellville during August 2007.

Participated in World Aids Day event, Disabled Program, National and Provincial events for “16 days of activism”

4. 25 Officials listed on counseling program another 60 requested enlistment. Wellness Practitioner resigned w.e.f November 2007. Alternative capacity sourced from the Branch at Head Office.

Incapacity leave: 18 Short periods registered, 3 long periods (one declined), two Ill Health retirement cases pending.

Accomplishments




ManagementContinued

5. Stake holder participation

6. Regular fleet/ Office condition inspection

5. SASSA: Negotiating establishment of Service Point in Vredenburg

DPW: Monthly meetings: renovation to Nontsumpa Building and establishment of the model office for Refugees.

Department of Education (Director: Joyce West) encouraged to request schools to participate in ID Campaign for Grade 12 learners.

6. Random fleet inspection conducted at RO Khayelitsha and Cape Town.

Accommodation inspection done at DO Beaufort West & Do Oudtshoorn to ensure compliance to OHS.

Intervention made iro the Contravention and Prohibition Order issued iro Do Wynberg.

Office inspections concluded at RO Cape Town, Cape Town Harbour

Accomplishments




Corruption

1. Increased capacity2. Raised security

awareness3. Corruption

Prevention Plan4. Eradication of

corruption

1. ASD Corruption Prevention and Corruption Investigation assumed duty during February 2008.

2. Corruption awareness sessions conducted at Nyanga and Cape Town Refugee Offices.

Alarm system installed at DO Oudtshoorn, after hours inspections conducted at Grabouw, Malmesbury.Security Risk analysis conducted at Malmesbury and RO Cape Town

3. Developed the Provincial Counter Corruption and Fraud Prevention Plan

4. 3 x Officials arrested for aiding and abetting (2 x CTIA, 1 x DO Bellville)

5. 194 temp name tags issued pending permanent

Accomplishments



ObjectivesSupporting Initiatives

Measures of Success

290 MILESTONES70 % ACHIEVMENT at end of quarter 4

•Changing structures – BCOCC taken over by SARS

•Dependence on external stakeholders NIA and DPW

2007-08 Strategy

As a province, we have defined … strategic objectives inline with DHA’s overall objectives


THANK YOU

Documents

Western Cape Province Ms. MB Mgxashe