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Strategic Plan: 2008/09

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Title: PowerPoint Presentation Author: Paul Martin Last modified by: user1 Created Date: 6/23/2005 7:51:45 AM Document presentation format: Custom Company – PowerPoint PPT presentation

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Title: Strategic Plan: 2008/09


1
Strategic Plan 2008/09 2010/11Presentation
to the Portfolio Committee on Home Affairs13
May 2008
2
Aims and Functions
  • In terms of Section 190 of the Constitution of
    the Republic of South Africa (Act 108 of 1996),
    the Electoral Commission must
  • manage elections of national, provincial and
    municipal legislative bodies in accordance with
    national legislation
  • ensure that those elections are free and fair
    and
  • declare the results of those elections within a
    period that must be prescribed by national
    legislation and that is as short as reasonably
    possible.

3
Aims and Functions (cont.)
  • The duties and functions of the Electoral
    Commission are defined in section 5 of the
    Electoral Commission Act, 1996. These include
  • compile and maintain a voters' roll by means of a
    system of registering eligible voters by
    utilising data available from government sources
    and information furnished by voters
  • compile and maintain a register of parties
  • undertake and promote research into electoral
    matters
  • develop and promote the development of electoral
    expertise and technology in all spheres of
    government
  • continuously review electoral legislation and
    proposed electoral legislation, and to make
    recommendations in connection therewith
  • promote voter education
  • declare the results of elections for national,
    provincial and municipal legislative bodies
    within seven days after such elections
  • appoint appropriate public administrations in any
    sphere of government to conduct elections when
    necessary.

4
Vision and Mission
  • Vision
  • To strengthen constitutional democracy through
    the delivery of free and fair elections in which
    every voter is able to record his or her informed
    choice.
  • Mission
  • The Electoral Commission is a permanent body
    created by the Constitution to promote and
    safeguard democracy in South Africa. Although
    publicly funded and accountable to parliament,
    the Commission is independent of the government.
    Its immediate task is the impartial management of
    free and fair elections at all levels of
    government.

5
Organisational Values
  • To enable us to serve the needs of stakeholders,
    including the electorate, political parties, the
    media and our own permanent and temporary staff,
    we subscribe to the following organizational
    values
  • Following best practices
  • Stopping all forms of waste
  • Driving for results and success
  • Planning and working so as to maximise the use of
    all inputs
  • Being sensitive to race, culture, language,
    religion, disability and gender issues
  • Taking note of diversity in experience and
    ability
  • Caring and showing respect for others

6
Organisational Values (cont.)
  • Being ethical, honest and truthful
  • Communicating in an open and honest way
  • Carrying out our work independently and
    impartially
  • Acting with integrity and opposing corruption
  • Promoting the image and credibility of the
    Commission
  • Improving continuously
  • Maximising training and development opportunities
  • Supporting and inspiring each other
  • Fostering collaboration between teams and team
    members
  • Fostering achievement of common goals

7
Strategic Plan (Background)
  • Developed after consultative process
  • Covers period of three years
  • Includes objectives, expected outcomes, and
    measurable indicators and targets
  • Includes budget in respect of strategic
    objectives
  • Includes details of proposed acquisitions of
    assets
  • Will form the basis for the annual report

8
Strategic Objectives
  • 1. To project the Commission as the global leader
    in electoral democracy
  • 2. To develop and maintain organisational
    policies and strategy for the effective and
    efficient functioning of the Commission
  • 3. To provide independent, objective assurance
    and consulting activities designed to add value
    and improve the operations of the Commission
  • 4. To maintain an optimal network of voting
    districts and voting stations for elections,
    which will ensure reasonable access by voters and
    lead an accurate and up-to-date national voters
    roll
  • 5. To implement and promote effective electoral
    processes that will facilitate the participation
    of political parties and independent ward
    candidates in the management and delivery of free
    and fair elections

9
Strategic Objectives
  • 6. To provide and maintain an effective electoral
    logistics infrastructure for the efficient
    warehousing and distribution of materials and
    equipment for all electoral events
  • 7. To inform civil society with a view to
    maximising citizen participation in democracy and
    electoral processes
  • 8. To develop and maintain an effective and
    integrated communication policy and strategy that
    enables the Commission to engage its stakeholders
    utilising various media platforms
  • 9. To develop and maintain effective business
    processes (in respect of legal services, human
    resources management, support services,
    financial management, and information and
    communication technology services) in order to
    ensure the effective functioning of the
    Commission
  • 10. To offer continuous structured training to
    officials to facilitate the effective functioning
    of the organisation, including a fluent and
    effective registration of voters campaigns as
    well as the delivery of a successful free and
    fair election

10
Strategic Objective 1
  • To project the Commission as the global leader in
    electoral democracy
  • Entrench the Commission as an effective,
    independent and impartial custodian of electoral
    democracy nationally
  • Review of legislation
  • Management of elections of other institutions
  • Engage in Local Liaison
  • Strategic liaison with government departments,
    other Chapter 9 institutions, NGOs, and other
    relevant stakeholders
  • Human Rights and Democracy Awards

11
Strategic Objective 1 (cont.)
  • Engage in International Liaison
  • Strengthened observer missions and provision of
    technical expertise
  • Liaison with electoral management bodies (EMBs)
    on the African continent and other parts of the
    world through structured exchange programmes and
    study tours
  • Strengthened participation in international and
    regional institutions that enhance democracy
    (SADC ECF, International IDEA, the AAEA, the AU
    and the Commonwealth)

12
Strategic Objective 1 (cont.)
  • Facilitate Observation of Elections in South
    Africa
  • Accreditation and briefing of high calibre
    delegations of international and domestic
    observers

13
Strategic Objective 2
  • To develop and maintain organizational policies
    and strategy for the effective and efficient
    functioning of the Commission
  • Develop and adopt Strategic Plan for the
    organisation
  • Develop and implement regular reporting
    mechanisms for the organisation
  • Develop and maintain organizational policies
  • Monitor compliance with policies, legislation and
    regulations

14
Strategic Objective 3
  • To provide independent, objective assurance and
    consulting activities designed to add value and
    improve the operations of the Commission
  • Audit Committee meets at least three times a year
    to deliver on their mandate
  • Internal audit plan is aligned with strategic
    objectives of organisation
  • Establishment internal risk management committee
  • Quarterly reporting on performance against
    strategic objectives to the Commission, Audit
    Committee and National Treasury

15
Strategic Objective 4
  • To maintain an optimal network of voting
    districts and voting stations for elections,
    which will ensure reasonable access by voters and
    lead to an accurate and up-to-date national
    voters roll
  • Undertake targeted registration in specific
    geographic areas and population sectors
    exhibiting lower registration patterns (e.g., the
    youth)
  • Make registration facilities available to 60 of
    high schools and 100 of tertiary institutions
    across SA
  • 22 million registered voters on certified copy of
    the voters roll for Elections 2009

16
Strategic Objective 4 (cont.)
  • Improve access to voting stations for voters
  • 100 of Voting Stations reviewed and signed off
    by Municipal Party Liaison Committees (MPLC)
  • Improve stability of voting station network
  • 80 of venues used in 2009 elections are the same
    venues used in 2006 elections
  • Additional 20 schools per province (180) used as
    Voting Stations for the 2009 elections, bringing
    the total to 11 868 in a bid to assist schools in
    obtaining the basic facilities such as water,
    electricity and sanitation
  • Reduce the current temporary voting station
    network to a total of 828 and the mobile voting
    station network to a total of 41

17
Strategic Objective 5
  • To implement and promote effective electoral
    processes that will facilitate the participation
    of political parties and independent ward
    candidates in the management and delivery of free
    and fair elections
  • 1 482 Party Liaison Committees held at National,
    Provincial and Municipal spheres
  • Status of current registered parties reviewed
    continuously as required by legislation
  • Manage the Represented Political Party Fund

18
Strategic Objective 5 (cont.)
  • Review voting, counting and results processes
  • Results processes 100 accurate and auditable
  • 65 voter turnout achieved in Elections 2009
  • Publication of results within 7 days of the
    elections being held
  • Mediators deployed to manage election conflicts

19
Strategic Objective 6
  • To provide and maintain an effective electoral
    logistics infrastructure for the efficient
    warehousing and distribution of materials and
    equipment for all electoral events
  • Up to 20 000 voting stations secured and
    functionally equipped per registration and
    election event
  • Infrastructure Task Team to be active in each
    province
  • 100 provisioning of materials and equipment
    using appropriate economies of scale procurement
    methods

20
Strategic Objective 7
  • To inform civil society with a view to maximising
    citizen participation in democracy and electoral
    processes
  • 238 051 civic education interventions, nationally
    and in provinces
  • Civic Education (CE) institutionalised in General
    Education and Training (GET) and Further
    Education and Training (FET) bands through MOUs
    with national Department of Education and
    provincial departments
  • Conduct Advocacy, Public Awareness campaigns,
    Community Outreach and other educational
    interventions
  • 10 campaigns per province and 4 campaigns
    nationally
  • 3 new popular publications developed

21
Strategic Objective 7 (cont.)
  • Conduct 3 research projects in regard to
    electoral democracy
  • Conduct 6 stakeholder engagements per province
    and nationally
  • Develop comprehensive and integrated quality
    assurance (QA) and management system

22
Strategic Objective 8
  • To develop and maintain an effective and
    integrated communication policy and strategy that
    enables the Commission to engage its stakeholders
    utilising various media platforms.
  • Sub-Objective 8.1 To develop an integrated,
    multi-faceted employee engagement strategy that
    aligns current culture to business priorities
  • Sub-Objective 8.2 To promote the corporate image
    and identity of the Commission through effective
    external communication

23
Strategic Objective 8 (cont.)
  • Quarterly staff briefing sessions (Siyathetha)
  • Enhanced internal communication through 8 issues
    of newsletter per year and other means
  • Updated Corporate Identity Manual
  • 10 national media training workshops 1 000
    electoral information manuals distributed to
    journalists 10 media briefings 10 media
    releases
  • 4 issues of external newsletter per year
  • 9 provincial events, 1 elections launch, 1
    Results Centre launch

24
Strategic Objective 8 (cont.)
  • Establishment of an efficient Call Centre
  • 80 of all calls made to contact centre to be
    answered in less than 20 seconds
  • 90 of all queries resolved by front-line agents
    without having to escalate the query to a
    supervisor
  • Escalated queries resolved within a turnaround
    time of less than 60 minutes
  • Dropped call rate to be less than 3 of all calls
    to contact centre

25
Strategic Objective 8 (cont.)
  • Promote critical information on the Commission
  • 700 Billboards 300 000 posters X 2 registration
    weekends 3 Million flyers X 2 registration
    weekends 3 million flyers for elections 1
    Million flyers for special votes 3 Ads for TV
    -registration weekend 3 Ads for Elections 2 Ads
    for 11 languages SABC Radio 90 Ads on
    Community Radio 13 Ads for Commercial Radio

26
Strategic Objective 9
  • To develop and maintain effective business
    processes (in respect of legal services, human
    resources management, support services,
    financial management, and information and
    communication technology services) in order to
    ensure the effective functioning of the
    Commission
  • Sub-objective 9.1 Legal Services
  • Sub-objective 9.2 Human Resources
  • Sub-objective 9.3 Support Services
  • Sub-objective 9.4 Financial Administration
  • Sub-objective 9.5 Financial Management
  • Sub-objective 9.6 Procurement and Asset
    Management
  • Sub-objective 9.7 Information and Communication
    Technology

27
Strategic Objective 9 (cont.)
  • Revise legislation and draft proposed amendments
  • Ensure that staff vacancies are filled in time
  • Monitor the implementation of the approved
    Employment Equity (EE) plan
  • Vacancies filled as per the numerical targets
  • Submission of annual EE report to Department of
    Labour
  • Review 11 key policies in the Employee Policy
    Manual and develop 9 new policies in support of
    best HR practices and benchmarking

28
Strategic Objective 9 (cont.)
  • Implement performance management for the
    organisation
  • Goals set and 800 performance agreements entered
    into and signed by the end of April 2008
  • 80 supervisors / line managers trained and
    coached by the end of May 2008
  • Implement SAP ERP successfully and maintain
    administrative processes
  • Establish an effective training plan for
    national, provincial and local staff concerning
    procurement policy and processes post SAP
    implementation

29
Strategic Objective 9 (cont.)
  • Employee Assistance Programme in place in support
    of all Commission employees
  • Free, confidential, voluntary, professional
    support to employees via telephone service,
    face-to-face contact sessions and website access
    Review of Disciplinary Code and Procedures
    completed, adopted and communicated by end of
    June 2008
  • Training arranged on HR policies and practices
    for 18 new provincial HR unit employees by the
    end of June 2008
  • Installation of back-up power supply / generators
    where needed to be done by 31 March 2009
  • National Operations Centre (NOC) for General
    Elections established

30
Strategic Objective 9 (cont.)
  • Established and functional electronic records
    management system
  • Compliance with National Treasury Regulations and
    provisions of the PFMA
  • Compilation of MTEF budgets for approved projects
    in line with the strategic objectives of the
    organisation
  • Compliance with the RPPF Act
  • Prepare tender plans
  • Submit monthly reports on contracts issued to
    National Treasury
  • Business systems converted to .Net framework and
    ready for National and Provincial Elections 2009

31
Strategic Objective 9 (cont.)
  • Upgraded website able to work on different web
    browsers
  • Produce 21 000 A3 Target Communication
    Registration (TCR) maps by July 2008
  • Produce 80 000 A3 voting district maps and 600
    A0/1 municipal maps for registration weekend 1 by
    6 January 2009
  • Upgraded IT infrastructure
  • Formal approved IT policies that address concerns
    raised by the Office of the Auditor General by 30
    June 2008

32
Strategic Objective 10
  • To offer continuous structured training to
    officials to facilitate the effective functioning
    of the organization, including a fluent and
    effective registration of voters campaigns as
    well as the delivery of a successful free and
    fair election
  • Sub-objective 10.1 Training and Skills
    Development
  • Sub-objective 10.2 Election Training

33
Strategic Objective 10 (cont.)
  • Conduct training and development needs analysis
    of 60 of staff members by end of September 2008
  • Administer bursary grants and studying
    qualifications of choice by end of April 2008 and
    end of September 2008
  • Administer training needs stemming from
    Performance Management gap analysis as well as
    Employment Equity Plan targets at least 20 days
    after the formal performance assessment sessions
    in September 2008 and March 2009
  • Develop policy career succession policy by end of
    September 2008

34
Strategic Objective 10 (cont.)
  • Work Place Skills plan developed in compliance
    with the Skills Development legislation
  • Administer the appointment of interns within two
    weeks after request from line managers
  • Coordinate and administer internal BRIDGE
    facilitator training event
  • Revise the Registration Guide by end of May 2008
    and Election Guide by the end of November 2008
  • 95 of Lead Trainers (i.e. between 50 60 based
    on approximately 6 per province) trained on
    facilitation skills and Registration content
    material by the end of June 2008

35
Strategic Objective 10 (cont.)
  • 95 of Lead Trainers trained on Elections content
    material by the end of November 2008
  • 300 - 350 Provincial Trainers trained on
    Registration content through 9 provincial Train
    the Trainer Workshops by the end of August 2008
  • 95 of 60 000 registration staff trained over 1
    day for 2 for Registration Weekend 1 by the end
    of October 2008
  • 185 000 election officials trained
  • Revise E-Learning Programme for Elections to go
    online to Party Agents and Security Personnel by
    the end of January 2009

36
Budget in Respect of Strategic Objectives
  • 2008/09 Financial Year R1 191 625 351.88
  • Strategic Objective 1 R5 604 060.00
  • Strategic Objective 2 R1 471 033.78
  • Strategic Objective 3 R7 405 715.00
  • Strategic Objective 4 R7 349 376.85
  • Strategic Objective 5 R22 638 378.40
  • Strategic Objective 6 R309 844 630.00
  • Strategic Objective 7 R78 815 807.20
  • Strategic Objective 8 R70 895 000.00
  • Strategic Objective 9 R634 946 936.03
  • Strategic Objective 10 R34 086 400.00
  • Provincial Administration R18 568 014.62

37
Budget in Respect of Strategic Objectives
  • 2009/10 Financial Year R878 004 000.00
  • Strategic Objective 1 R8 545 437.00
  • Strategic Objective 2 R3 436 655.00
  • Strategic Objective 3 R8 098 076.00
  • Strategic Objective 4 R11 014 182.17
  • Strategic Objective 5 R45 751 575.07
  • Strategic Objective 6 R96 120 566.67
  • Strategic Objective 7 R24 252 526.00
  • Strategic Objective 8 R42 351 700.00
  • Strategic Objective 9 R603 030 914.00
  • Strategic Objective 10 R18 757 500.00
  • Provincial Administration R16 644 868.00

38
Budget in Respect of Strategic Objectives
  • 2010/11 Financial Year R1 183 443 000.00
  • Strategic Objective 1 R5 853 499.70
  • Strategic Objective 2 R1 679 578.60
  • Strategic Objective 3 R7 556 615.38
  • Strategic Objective 4 R10 384 614.99
  • Strategic Objective 5 R47 902 102.45
  • Strategic Objective 6 R216 713 213.59
  • Strategic Objective 7 R75 060 418.72
  • Strategic Objective 8 R108 332 452.24
  • Strategic Objective 9 R651 583 983.29
  • Strategic Objective 10 R40 015 974.90
  • Provincial Administration R18 360 546.15

39
Budget Emphases 2008/09
  • Roll-out outreach programmes of the Commission,
    as espoused in the EDDE and Communication
    projects of the Commission
  • Procure registration and voting materials and
    equipment
  • Procure voter registration (zip-zip) scanners
  • Recruitment and Training of registration and
    voting staff (approximately 350 000 for all
    registration and voting activities)

40
Budget Emphases 2008/09 (cont.)
  • Activate the logistics network in preparation for
    registration weekends
  • Open all registration stations for two week-ends
    for voter registration (new registrations,
    changes to addresses and verification of details
    on the voters roll)
  • Rollback registration materials and prepare for
    address capturing.
  • Activate the logistics network in preparation for
    elections

41
Budget Emphases 2009/10
  • Complete special votes locally and dispatch
    materials for overseas voting
  • Activate the Commissions conflict resolution
    mechanisms in preparation for elections
  • Open all voting stations for voting day
  • Roll-back voting materials for safekeeping in
    terms of Sec 105 of the Electoral Act (Act 73 of
    1998)
  • Roll-out outreach programmes of the Commission
  • Procure registration and voting materials and
    equipment
  • Recruitment and Training of registration and
    voting staff (approximately 350 000 people as
    before)

42
Budget Emphases 2009/10 (cont.)
  • Recruitment of expansion staff at Municipal
    Electoral Offices as well as our National and
    Provincial Offices (approximately 200 people)
  • Activate the logistics network in preparation for
    registration weekends
  • Open all registration stations for two weeks for
    voter registration (new registrations, changes to
    addresses and verification of details on the
    voters roll)
  • Rollback registration materials and prepare for
    address capturing
  • Activate the logistics network in preparation for
    the 2009 National and Provincial Elections

43
Proposed Asset Acquisitions 2008/09
Envisaged Asset Acquisition Expenditure
Voter Registration Scanners R150 000 000.00
IT - Desktop Workstations R14 400 000.00
IT - Laptops R1 600 000.00
GIS - Printers R1 200 000.00
IT - Servers R7 300 000.00
IT - VOIP Switches R3 200 000.00

44
Proposed Asset Acquisitions 2008/09 (cont.)
Envisaged Asset Acquisition Expenditure
Result Slip Scanners R4 000 000.00
Office Furniture R3 500 000.00
Office Equipment R7 500 000.00
Security Equipment R1 500 000.00
Vehicles R2 500 000.00
Warehouse Equipment R2 000 000.00
Anticipated Total Expenditure R198 700 000.00
Note Generators - Anticipated expenditure of R20 million but not currently funded. Note Generators - Anticipated expenditure of R20 million but not currently funded.
45
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