PRESENTATION TO THE PORTFOLIO COMMITTEE ON THE STATE OF KZN PROVINCE

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PRESENTATION TO THE PORTFOLIO COMMITTEE ON THE
STATE OF KZN PROVINCE

• PRESENTED BY
• SIKHOSIPHI DLAMINI
• ACTING PROVINCIAL MANAGER KZN
• 20 MAY 2008

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What is unique to the Province?
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What is unique to the Province?

• KwaZulu-Natal has (according to Census 2001)
• The largest population in the RSA, totalling
  9.426 million (21 of SA population), with GDPR
  of R147 billion.
• The second highest approved DHA establishment.
• The largest population with disability in the
  RSA, totalling 470 000 (22 of SA population).
• The youngest population (age group 0 44) in the
  RSA, totalling 7.8 million (27 of SA population)

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What is unique to the Province?

• KwaZulu-Natal has
• 10 District Municipalities and one Metro Council
• In KZN the locality of DHA Regional Offices is
  aligned to only 6 of the 10 District
  Municipalities and 2 Regional Offices to the
  Ethekwini Metro. Regional Offices are not
  catered for in the following 4 District
  Municipalities
• Southern KZN, DC Sisonke areas (Creighton,
  Himeville, Ixopo) within this DC serviced by
  offices under the control of RO Ugu.
• Northern KZN, DC Uthukela areas (Ladysmith,
  Estcourt) within this DC serviced by offices
  under control of RO Amajuba.
• DC Umzinyathi areas (Dundee, Pomeroy, Nqutu,
  Greytown) within this DC serviced by offices
  under the control of RO Amajuba, RO Zululand and
  RO Umgungundlovu.
• DC Umkhanyakude areas (Emanguzi, Jozini,
  Hlabisa, Mtubatuba) within this DC serviced by
  offices under control of RO Zululand and RO
  Uthungulu.
• Durban Harbour is the busiest Harbour Port in the
  country

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District Municipalities and population in
KwaZulu-Natal

• Northern KZN
• Mgungundlovu (927.852 population)
• Uthukela (656.986 population)
• Umzinyathi (480.412 population)
• Amajuba (468.034 population)
• Zululand (780.501 population)
• Umkhanyakude (573.337 population)
• Uthungulu (885.968 population)
• Total Population KZN North 4.773.090

• Southern KZN
• Ugu (704.023 population)
• iLembe (560.389 (population)
• Sisonke (298.390 population)
• eThekwini Metro (3.090.125 population)
• Total Population KZN South 4.652.927

Total Population KZN 9.426.017
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We have organized our team by
Provincial Manager Mr M Maqula
Deputy Director Internal Audit (Funded, vacant
post request sent to HR in June 07 to advertise)
Head Immigration Services Mr A Matsaung (Acting
HIS)
Deputy Director Provincial Co-ordination Mr MM
Modiba (Acting) interviews held on 31 Aug 07
awaiting appointment)
Deputy Director Support Functions (Funded,
vacant post interviews held on 31 Aug 07
awaiting appointment)
IT Managers North and South Mr C Gumede (IT
South) Mr M Mochocho (IT North)
Area Manager South Mr SCL Dlamini
Area Manager North Mr SE Ndlovu
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We have organized our team by
Area Manager North Mr SE Ndlovu
Uthungulu Region Mr JH Riekert
Amajuba Region Ms M Terblanché
Zululand Region Ms N Buthelezi
Umgungundlovu Region Ms A Mbatha
Regional Office Uthungulu Ms I Rademan District
Office Mtubatuba Ms N Dlamini District Office
Empangeni Mr SN Biyase District Office Eshowe
Mr NM Mntungwa
Regional Office Amajuba Mr ME Mngadi District
Office Ladysmith Mr P Kubeka
Regional Office Zululand Mr JSB Ntuli
(Acting) District Office Vryheid Ms R Mahomed
Regional Office Umgungundlovu Mr TJ Luthuli
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We have organized our team by
Area Manager South Mr SCL Dlamini
Ethekwini Region Mr TW Dlamini
Ugu Region Mr TM Kotzé (Acting)
Umlazi Region (Vacant)
Ndwedwe Region (Vacant)
Regional Office Ethekwini Ms L Ngobeni District
Office Commercial Road Mr VS Budhal
(Acting) District Office Pinetown Ms L Ngcongo
Regional Office Ugu Ms K Panday District
Office Scottburgh Ms RE de Bruin District
Office Ixopo Ms C Paulsen District Office
Kokstad Ms DD Ngema
Regional Office Umlazi - (Vacant) Durban Harbour
Mr R Simes Durban International Airport Mr V
Naidoo DO Prospecton Ms S Bodasingh
Regional Office Ndwedwe (Vacant) District
Office Tongaat Mr F Burger District Office
KwaDukuza Mr D Moonsamy
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Our province offers a full range of services to
the population
Service Offering
Services Back Log Dec 2005 2006 Apr Mar 07 2007 Apr 2008 Apr Trend Comment
IDS IDS IDS IDS
Temp IDs Issued 3538 85193 72332 Down It became a requirement for bank, school and grant purposes and As previously TICs were issued without authorization. There is a reduction in the issuing of TICs
IDs Issued to clients 15897 330513 397184 Up It became a requirement for bank, school and grant purposes.
IDs received from BVR 25549 331354 461350 Up It became a requirement for bank, school and grant purposes
Unclaimed IDs 28771 22229 86395 Up These IDs were not claimed by the applicants at offices.
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Our province offers a full range of services to
the population
Service Offering
Services 2006 Apr Mar 07 2007 Apr 2008 Apr Trend Comment
Birth certificates Issued 196675 186089 Down It is a requirement to apply for grants and schools
Death Certificates Issued 87538 97605 Up Natural and unnatural causes
Marriage Certificates Issued 31616 29374 Stable
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Our province offers a full range of services to
the population
Service Offering
Services 2006 Apr 2007 Mar 2007 Apr 2008 Apr Trend Comment
PASSPORT APPLICATIONS PASSPORT APPLICATIONS PASSPORT APPLICATIONS PASSPORT APPLICATIONS PASSPORT APPLICATIONS
Tourist 77315 97096 Up Touring and immigrating
Child 16750 20372 Up Touring and immigrating
Maxi Passport 809 1108 Up Businessman travelling
Old Type 0 0
Emergency Travel Certificate 6187 3972 Down Relatively easy to obtain permanent passport in short period of time
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Our province offers a full range of services to
the population
Service Offering
Services 2007 Apr 2008 Mar 2007 Apr 2008 Apr Trend Comment
ONLINE REGISTRATIONS ONLINE REGISTRATIONS ONLINE REGISTRATIONS ONLINE REGISTRATIONS ONLINE REGISTRATIONS
Births 29700 36606 Up During Oct 07 and Feb 08, two more Hospitals were computerised (Ladysmith Provincial and Medi Clinic)
Deaths 7099 9450 Up During Oct 07 and Feb 08, two more Hospitals were computerised (Ladysmith Provincial and Medi Clinic)
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Our province offers a full range of services to
the population
Service Offering
Services 2007 Apr Dec 2008 Jan Apr Trend Comment
TEMPORARY RESIDENCE PERMITS TEMPORARY RESIDENCE PERMITS TEMPORARY RESIDENCE PERMITS TEMPORARY RESIDENCE PERMITS TEMPORARY RESIDENCE PERMITS
Applications brought over from previous month 91 1082 Up Due to increase of applications taken in monthly
Applications received 25559 5669 Up Increase in applications for quota work permit and work permits influenced by 2010.Increase in relative permits (accompany spouse) due to increase of marriages between SAC and foreigners
Applications approved 27936 5592 Up Due to the number of applications received
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Our province offers a full range of services to
the population
Service Offering
Services January to April 2008 January to April 2008 January to April 2008 January to April 2008 Trend Trend Comment
PORTS OF ENTRY MOVEMENT OF PEOPLE PORTS OF ENTRY MOVEMENT OF PEOPLE PORTS OF ENTRY MOVEMENT OF PEOPLE PORTS OF ENTRY MOVEMENT OF PEOPLE PORTS OF ENTRY MOVEMENT OF PEOPLE PORTS OF ENTRY MOVEMENT OF PEOPLE PORTS OF ENTRY MOVEMENT OF PEOPLE PORTS OF ENTRY MOVEMENT OF PEOPLE
TYPE OF PORT RSA FOREIGNER RSA FOREIGNER FOREIGNER
COMMERCIAL PORTS 99622 103199 91364 88738 88738 Increase January and April were holiday periods which account for the increase in SA Cit entering and leaving the country. Political unrest and natural disasters in certain African countries attribute to the high number of foreigners entering RSA and fewer leaving.
NON-COMMERCIAL PORTS (SMALL) 35318 23939 27927 29343 29343 Steady Holiday periods show much activity at border posts among both foreign nationals and SA Citizens
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We deliver services through 106 customer contact
points
Physical Accommodation
Services 2006 2007 Trend Comment
Provincial Office 1 1 Stable Provincial Managers Office was previously housed in the office of the Area Manager South and has acquired new accommodation since June 07.
Area Managers Offices 2 2 Stable The Office of the Area Manager South is occupying 85 Field Street 1 June 2008. The Office of the Area Manager North has taken occupation of new accommodation with effect from June 07.
Regional Offices 6 6 Stable 2 Regional offices still to be established (Umlazi and Ndwedwe).
District Offices 13 13 Stable Dundee, Estcourt, Nqutu, Melmoth, Nongoma, Pongola, Nkandla, Hluhluwe, Greytown, Chatsworth and Phoenix offices to be upgraded from Service Points to District Office status. In the process of acquiring alternate office accommodation for Estcourt, Phoenix and Chatsworth offices.
Ports of Entry 6 6 Stable POEs SaniPass and Boesmansnek still to be manned by NIB.
Refugee Reception Offices 1 1 Stable A full staff compliment was employed in April 2008 and office is fully operational.
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We deliver services through 106 customer contact
points
Physical Accommodation
Services 2006 2007 Trend Comment
Service Delivery Points 39 40 Mod. Up Additional Service Point is in Paul Pietersburg.
Thusong Centres (MPCCs) 8 10 Up Rendering services from Thusong Centres KwaMdakane and Lindela once a week.
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We deliver services through 106 customer contact
points
Physical Accommodation
Services 2006 2007 Trend Comment
Mobile units 10 16 Up 4 Trucks allocated to the Area South to serve the rural communities of Ilembe, Ethekwini, UGU and Sisonke districts. 12 Trucks allocated to Area North to serve the rural communities of Zululand, Umkhanyakude, Umgungundlovu, Amajuba, Uthukela and Uthungulu Districts.
Computerised hospitals 10 12 Up Online registration of births is conducted at Mahatma Ghandi, King Edward, Prince Mshiyeni, Madadeni, War Memorial, Ngwelezane, Mosvold, Msinga, Greys, Vryheid, Edendale Hospitals. A further 33 hospitals have been identified for online registrations of births and deaths.
Presidential nodal points 4 4 Stable Rendering services at Nqutu, Dundee, Nongoma and Mtubatuba. Mobile visits are conducted in Presidential Nodal Points in Indanda, KwaMashu and Ntuzuma (INK)
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We currently have 83 unfilled funded vacancies
and 1097 unfunded vacant posts
Staff Levels
Total vacancies 107 Total filled posts
467 Total approved establishment 1097
Level Approved establishment Actual (Filled) Funded Vacancies Difference (Unfunded posts) Comment
14 1 1 0 0 N/A
13 2 2 0 0 N/A
12 14 5 5 4
10 12 4 0 8 Posts to be advertised
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We currently have 83 unfilled funded vacancies
and 1097 unfunded vacant posts
Staff Levels
Level Approved establishment Actual (Filled) Funded Vacancies Difference (Unfunded posts) Comment
9 42 18 3 21 Posts to be advertised
7-8 361 96 19 251 Posts to be advertised
3-6 1 102 330 52 717
1-2 137 37 4 94
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Employment Equity Targets
Employment Equity Report (Percentage of
Employees per Category)
Disabled employees as a percentage of total 1
80.3
11
1.3
7.4
Female
Male
Target
85
1.5
8.4
5.1
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OFFICE SECURITY IN KZN
NUMBER OF PHYSICAL SECURITY NUMBER OF PHYSICAL SECURITY ALARM SYSTEM CASH IN TRANSIT CASH IN TRANSIT
DAY NIGHT COMMENTS
47 19 14 23 4 offices, Esikhawini, Kwanganase, Ingwavuma, Hlabisa security is provided under magistrate/DOJ
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NUMBER OF COMPUTERS IN KZN
AREA NORTH 252
AREA SOUTH 220
TOTAL IN KZN 472
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STATUS OF VEHICLES IN KZN
NUMBER OF VEHICLES NUMBER OF MOBILE TRUCK UNITS NUMBER OF REPLACEMENTS VEHICLES REQUIRED (SEDANS) NUMBER OF REPLACEMENTS VEHICLES REQUIRED (4X4) NUMBER OF ADDITIONAL VEHICLES REQUIRED (SEDANS) NUMBER OF ADDITIONAL VEHICLES REQUIRED (4X4)
77 16 8 6 18 18
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Budget Expenditure for 2007/08
Budget
Planned vs Actual (Rm)
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A lot has been achieved this year through a
number of initiatives
Accomplishments
Initiative Description Impact
Fleet Management Inspection of fleet conducted by Provincial Transport Officer Shortcomings identified, guidance given to Local Transport Officers. Overall improvement in fleet management
Management of claims for overtime and non compliance of procedures Inspections conducted by Provincial Task Team Shortcomings identified. Recommendations made on correct recording of overtime and completion of claims. Overall improvement in management of overtime claims, and adherence to procedures
Monitoring of rate of expenditure after monthly reconciliations Responsibilities that are not on par with the expenditure rate are addressed and areas of concern are highlighted Whilst there is still room for improvement of responsibilities managing their budgets a training need has been identified as is in the process of being addressed through HRD with DBudget Control
Security enhanced X-Ray machine installed at Ethekwini Regional Office which steps up access control Entry and exit at the Ethekwini office is controlled which eliminates street agents

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A lot has been achieved this year through a
number of initiatives
Accomplishments
Initiative Description Impact
Strict monitoring of marriages between SA Citizens and Foreigners Monthly return implemented for all offices to report the number of marriages between SA Citizens and Foreigners. Managers are screening the applicants prior to conducting such marriages. Since implementation marriages between SA Citizens and Foreigners has decreased by 60.
Strict monitoring of applications lodged for late registration of births Monthly returns implemented for all offices to report the number of applications lodged for late registration of births and the reason/(s) for rejection of applications. Regional Screening Committees are in place and all applications are scrutinised and referred to Head Office for registration of births and issuing of identity documents hence forth.
Filling of vacancies From Jan 08 to date the Province filled 113 posts (levels 1 13) Increased capacity and improved service delivery.

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A lot has been achieved this year through a
number of province-specific initiatives
Accomplishments
Initiative Description Impact
Imbizos Ministerial imbizos and partnerships with other government department in reaching out to people in rural areas Birth certificates issued and identity documents taken. DHA services were taken to communities in rural areas
Grade 12 ID Campaign Visiting of High schools to take applications for identity documents for Grade 12 learners and learners over 15 years Learners receive identity documents for preparation of studying in higher education and job market.


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As a province, we have defined 5 strategic
objectives inline with DHAs overall objectives
2007-08 Strategy
Objectives Supporting Initiatives Measures of Success
Batho Pele - Provide a service to all clients that reflects and institutionalises the principles of Batho Pele Interact with community leaders, plan and hold outreach programmes. Since April 2007 to date a total of 364 schools, 128 farming communities and 5 Prisons were visited.
Batho Pele - Provide a service to all clients that reflects and institutionalises the principles of Batho Pele 98 of all applications for abridged birth, marriage and death certificates and temporary ids to be finalized within one day at online offices and within a maximum of 7 days at offices not yet online Abridged certificates are issued on the spot, but in cases where applicants cannot produce any form of identification it can take up to7 days for a temporary id to be approved by the Directorate Identifications.
Batho Pele - Provide a service to all clients that reflects and institutionalises the principles of Batho Pele Utilize Community Development Workers (CDWs) efficiently at offices. A total of 151 CDWs are utilized in the Province create awareness of DHA services.
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As a province, we have defined 5 strategic
objectives inline with DHAs overall objectives
2007-08 Strategy
Objectives Supporting Initiatives Measures of Success
Batho Pele - Provide a service to all clients that reflects and institutionalises the principles of Batho Pele The role out of five additional Thusong Centres The Province already has an additional two Thusong Centres that is KwaMdakane and Lindela. The Thusong Centre Highflats is presently under construction.
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As a province, we have defined 5 strategic
objectives inline with DHAs overall objectives .

Objectives Supporting Initiatives Measures of Success
Infrastructure - Improved customer coverage by increasing and upgrading DHA infrastructure access / delivery points. Establish 4 new offices i.e. PMs Office, DO KwaMashu, DO Phoenix and DO Chatsworth. PMs Office took occupation of new accommodation in June 07. Area manager South to occupy new accommodation from 1 June 2008. A site was viewed in respect of DO Phoenix - DAM busy with floor plans. Site viewed for DO Chatsworth recommendation made to PWD. Site viewed for DO KwaMashu awaiting for PWD to provide details of sites to be viewed.
Infrastructure - Suitable transport acquired and utilized in relation to needs Audit to be conducted at all offices on the management of fleet Audit on the management of fleet conducted at all Regional and District offices shortcomings identified and corrective measures put in place
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As a province, we have defined 5 strategic
objectives in line with DHAs overall objectives
.

Objectives Supporting Initiatives Measures of Success
Capacity - Enhance capacity development to deliver on mandate (ensure DHA has people in correct places, with requisite capacity and capabilities to deliver on its mandate) To fill all funded vacant posts. All funded vacant posts has been advertised with the exception of x35 posts awaiting approval from the National Structural Committee. To-date the Province has filled x113 posts and x29 posts are in the process of being filled (various stages of recruitment process).
ASGISA/JIPSA - Manage permitting in support of ASGISA/JIPSA and enhance the management of migration To prioritise and fast track business / work permit applications. All business / work permit applications finalized within 30 days.
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As a province, we have defined 5 strategic
objectives inline with DHAs overall objectives .

Objectives Supporting Initiatives Measures of Success
Eradicate and combat corruption to protect the integrity of DHA The vetting of all staff 60 (345) of applications to be vetted of staff in KZN has been submitted to NIA of which feedback was received for 20 (115) of the applications.
Eradicate and combat corruption to protect the integrity of DHA Conduct spot checks at all offices in-line with Monthly Control Checklist Monthly itineraries of Area- and Regional Managers are compiled and approved. Office visits are conducted and identified shortcomings are addressed.
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However, many challenges remain
Challenges
Issue Challenge What Needs to Be Done
Capacity The delay in filling of funded posts Complete decentralization of filling of vacancies on salary levels 1 8.
Capacity 16 Mobile Trucks allocated to Province without an approved and funded Human Resource Plan. Approved and funded Mobile trucks Human Resource Plan needs to be implemented.
Procurement process Delays in receiving order numbers and finalising of payments to suppliers. Decentralise procurement process to Provinces (LOGIS system) and capacitate provinces in terms of personnel and skill.
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However, many challenges remain
Challenges
Issue Challenge What Needs to Be Done
Infrastructure The lack of suitable buildings buildings to be constructed and process takes too long. DHA should budget and have their own buildings built.
Passport Capturing Units Phase 1 replacement of capturing machines. Cameras are heating up and are not user friendly IT Directorate needs to investigate and get a better supplier and Phase 2 should be commenced with.
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However, many challenges remain
Challenges
Issue Challenge What Needs to Be Done
Duplication of identity numbers (queries) Queries with reference to duplication of identity numbers followed-up with HO, but no pertinent results, as the process took long to be resolved. The Directorate needs to introduce proper systems to finalize queries timeously.
Finalization of applications for Permanent Residence Delays at HO in finalizing application for Permanent Residence (issuing of Permanent Residence certificates) Task team to be formed to attend to backlog.
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THANK YOUSIYABONGA