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PRESENTATION: 31 MAY 2004

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A draft set of priorities were presented to the January ... Phase 1 -schematically. Mission: complete. templates. provided. Data emailed. AXS1: Data in FMS code ... – PowerPoint PPT presentation

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Title: PRESENTATION: 31 MAY 2004


1

DEPARTMENT OF FOREIGN AFFAIRS
PARLIAMENTARY ADHOC COMMITTEE ON INTENATIONAL
RELATIONS
  • PRESENTATION 31 MAY 2004

2
OUTLINE OF PRESENTATION
  • Introduction
  • Priorities 2004/05
  • Finance Issues
  • Human Resources Issues

3
INTRODUCTION
  • A draft set of priorities were presented to the
    January and May 2004 Lekgotla by the Minister
  • Priorities have been intergrated into the
    Business Plans of the various Business Units at
    Head Office and Missions
  • Priorities seek to ensure focus on specific areas
    and a targeted use of resources in a given year

4
PRIORITIES 2004/2005
  • Facilitate the reform of the Global governance
    systems
  • Consolidate the African Agenda
  • Promote South-South Co-operation
  • Enhance Political and Economic Relations
  • Facilitate Human Resources Development
  • Provide efficient and effective support services
  • Other immediate priorities

5
Missions
6
State owned properties current Leases
7
REDUNDANT PROPERTIES
8
DFA establishment
  • Advertised 301 posts
  • The unfunded 622 posts will be filled over a
    long term period

9
FINANCE
10
DEPARTMENTS PROGRAMME STRUCTURE
  • Programme 1 Administration
  • To conduct the overall policy development,
    execution and management of the Department.
  • To provide secure, economic housing and office
    accommodation to all staff members abroad, and
    the maintenance thereof
  • Programme 2 Foreign relations
  • To promote relations with countries, and to
    participate in international organisations and
    institutions, in pursuit of South Africas
    national values and international relations
    objectives.

11
DEPARTMENTS PROGRAMME STRUCTURE
  • Programme 3 Public Diplomacy and Protocol
  • To promote South Africas Foreign Policy
    Objectives, project a positive image of South
    Africa and Africa, and provide State Protocol
    services.
  • Programme 4 International Transfers
  • To provide for the payment of membership fees to
    international organisations and transfer
    payments.

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HIGHLIGHTS
  • South Africas role both bilateral and
    multilateral
  • Peace processes
  • Increased foreign representation
  • International conferences
  • Acquisition of capital projects
  • Information Communication Technology
  • Transfer payments
  • Transformation within the Department

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DEPARTMENTAL BUDGET PROCESS
Policy direction by the Minister
Developed Four Options
Departmental Strategic Workshop
Cabinet Lekgotla Decisions
Reprioritization within Baseline
17
2004 MTEF - POLICY OPTIONS R582m
Option 1 International Commitments R172 million
Developed Four Options
Option 2 Improving Service Delivery R84 million
Option 3 Capital works R121 million
Option 4 Special Projects R205 million
18
2004 MTEF POLICY OPTIONS- R582m
  • Option 1 International Commitments
  • South - South Co-operation
  • Joint Trilateral Comm
  • Asian African Conference
  • CARICOM Agreement
  • Haiti Celebration
  • Conflict Management Resolutions
  • R172 m
  • R55m
  • R15m

19
POLICY OPTIONS
  • Option 1 cont...
  • SA Participation in AU
  • Increased International Representation
  • UNDP
  • Transfer Payment
  • Option 2 Improving Service Delivery
  • ICT - Master Systems Plan
  • Capacity Building
  • R15m
  • R30m
  • R39m
  • R18m
  • R84m
  • R54m
  • R30m

20
POLICY OPTIONS
  • Option 2cont
  • Strengthening of Head Office Operations
  • Foreign Service Institute
  • Learnership Programme
  • Option 3 Capital Works
  • New Head Office Building
  • Acquisition of Properties Abroad
  • Refurbishments and Maintenance
  • 2004/05
  • R121m
  • R6m
  • R100m
  • R15m

21
POLICY OPTIONS
  • Option 4 Special Projects
  • 10th Anniversary Celebrations
  • Presidential Inauguration
  • African Renaissance Fund
  • NEPAD Secretariat
  • R205m
  • R50m
  • R30m
  • R100m
  • R25m

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CHALLENGES
  • Increased role of South Africa in the
    International arena
  • Peace initiatives in the region and continent
  • NEPAD
  • AU
  • Exchange rate provision

29
CHALLENGES Cont.
  • Head Office Building
  • Master Systems Plan( MSP)
  • Properties Abroad
  • CARICOM Agreement
  • UNDP Building
  • African Renaissance Fund

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Financial System for the Missions
36
Key business drivers
  • Meet financial reporting requirements.
  • Comply with the requirements of PFMA.
  • Phased approach
  • Phase I consolidation and reporting.
  • Phase II install a PFMA compliant financial
    system in all the missions.
  • Phase III install the business cycle management
    processes.

37
What is PHASE 1 ???
  • Phase 1 is the development and implementation of
    a excel spreadsheet format Financial Management
    solution for DFA that will entail basically the
    following
  • Missions capture their monthly financial data
    (expenses/receipts/budgets/journals/exchange
    rates) per currency on the templates provided.
  • Missions send the templates to Head Office (can
    be automated by date) via secure email for
    timeous collection consolidation of monthly
    financial transactions (repository).

38
Phase 1 -schematically
AXS1 Data in FMS code structure foreign
currency
Mission complete templates provided
Data emailed
F T P
BAS Data in BAS code structure rand value
FCS Finance balance mission accounts
Interface
39
PROGRESS
  • Phase 1 implemented as from 1 December 2003
  • Phase 2 to be completed in June 2005
  • Phase 3 to be completed in October 2005

40
HUMAN RESOURCES
41
Human Resources issues
  • DFA establishment
  • Highlights for 2003/4
  • Employment Equity profile
  • Organisational HR programme for 2004/5
  • Organisational people challenges

42
Summary recruitment drive 2003
Total posts advertised 234 Successfully
filled 178
Internal (Promotions) 75
43
Summary- recruitment drive 2003 cont.
External 103
44
Highlights for 2003/4
  • Filled vacant funded posts in Head office (see
    summary in next slides)
  • Filled vacancies in Missions
  • Developed and implemented an orientation and
    training programme for new appointees
  • Implemented workplace skills plan (training and
    development)
  • Trained diplomats in line with the EE plan
  • Implemented a Performance Management and
    Development System
  • Implemented an extended programme for Employee
    wellbeing

45
Progress on Transformation Employment Equity
Employment Equity continues to be a challenge for
the Department. Below is the current status on
the Employment Equity Profile.
EMPLOYMENT EQUITY GENDER PROFILE(30 April 2004)
Total number for people with Disabilities 22
(1) Attached is detailed Race Gender Profiles
for Head Office, Missions and Heads of Mission.
46
Employment Equity profile
HEAD OFFICE RACE GENDER
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Programme for 2004/5
  • Filling funded vacancies
  • Develop job profiles for all jobs
  • Conduct skills audit, which will result in
    personal profiles and personal development plans
  • Implement Learnerships
  • Speed up the implementation of transformation,
    including the development and implementation of
    the new EE plan with special focus on gender and
    disability issues
  • Implement the Career and Succession Management
    framework
  • Conclude the repositioning of the FSI
  • Train and develop diplomats

50
TRANSFORMATION OF FSI
  • The Department engaged in the Benchmark exercise
  • Five countries were visited Switzerland, France,
    The Netherlands, Cuba India
  • Observations were made regarding
  • - Access
  • - Governance
  • - Training delivery models
  • - Short courses
  • - Foreign language training

51
TRANSFORMATION OF FSI Cont...
  • Task Team has been proposed to take the process
    forward
  • Resources for the process have been allocated in
    the 2004/05 Financial year

52
Challenges facing the Department
  • A representative pool of skilled diplomats
  • Attracting skilled individuals from the
    designated groups, especially Women and people
    with disabilities
  • Retaining senior women managers
  • Creating an organisational culture that values
    diversity and encourages optimal performance
  • Breaking silos across Branches.

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  • END
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