Late Registration of Birth - PowerPoint PPT Presentation


Title: Late Registration of Birth


1
PORTFOLIO COMMITTEE ON HOME AFFAIRS State of the
Province as at end June 2012
Presented by Y Simons
July 2012
2
Table of Content
  • Geographical outlay and WC Senior Management Team
  • Strategic Overview of the Province (HR)
  • WC Footprint
  • Operational new Offices
  • Refurbished offices
  • Cross Provincial Border service delivery
  • 4. Capacity information
  • WC Structural Reporting Framework
  • Capacity levels
  • Employment equity
  • People performance Management
  • Training capacity building
  • Progress eradication of Corruption vetting
  • Resources Budget
  • Stakeholders and IGR Outreach Programmes
  • HR Projects
  • - Filling of 121 vacancies
  • - SD Improvement Framework
  • Achievements

3

Vision A safe, secure South Africa
where all of its people are proud of, and value,
their identity and citizenship. Mission
The efficient determination and safeguarding
of the identity and status of citizens and the
regulation of immigration to ensure security,
promote development and fulfill our international
obligations.
2
4
Strategic priorities Provinces
STRATEGIC OUTCOME PROVINCIAL PRIORITY
Goal 1 Secured South African citizenship and identity Ensure that birth registration is the only entry point for SA Citizens to the National Population Register, Issue identity documents to citizens 16 and above, To secure systems and processes to combat fraud and corruption
Goal 2 Immigration managed effectively and securely in the national interest including economic, social and cultural development. To implement effective asylum seeker and refugee management strategies and systems, To regulate the sojourn of foreigners, To facilitate the movement of regular travels across the borders
Goal 3 A service that is efficient, accessible and corruption free. To implement service delivery standards to improve Provincial efficiency, To ensure effective, efficient and accessible service delivery to clients.

3
5
Geographical outlay and socio economic indictors
for the WC
1x Metro City of Cape Town, 5 x District
Municipalities (West Coast, Cape Winelands,
Central Karoo, Overberg, Eden, 3 x Sea Ports
Cape Town, Saldanha, Mosselbay, 1x Land Port
Cape Town International Airport.
6
Western Cape Province
POPULATION 5,2 million
LANGUAGES 3 LANGUAGES 3
Afrikaans 55.3
isiXhosa 23.7
English 19.3
Metro-dwellers - 3,4m Large Towns - 750K Small
Towns 680K Micro Towns 150K Farms remote
rural 170k
Coloured 53  African 27 White
18.7  Indian descent 1.3
REGIONS Cape Town Metro 3,4m West Coast -
420k Boland 675k Central Karoo 75k Eden
440k Overberg - 190k
7
Item Western Cape South Africa WC as of SA
Area (sq.km.) 129 370 1219 090 10.6
Population (2001 Census) Population estimates 2011 4 524 335 5 260 000 (Growth 8, 6) 44 819 768 48 687 000 11
Unemployed 23,2 19,7
  • With 11 of SAs population -WC is the third
    highest contributor to GDP (17)
  • PREVAILING INDUSTRIES
  • Tourism
  • Farming
  • Fishing communities

8
Socio Economic overview
  • ECONOMIC CENTRES
  • Cape Town Economic hub with 2 thirds of the
    population residing in Cape Town and surrounding
    suburbs,
  • In terms of the population density there is 1,
    425 persons per km2 making Cape Town the second
    most populous city in the country after
    Johannesburg.
  • Western Cape Provincial Spatial Development
    Framework (SDF) describes the southern Cape
    coast as an emerging secondary metropolitan
    area, particularly between Mossel Bay, George,
    Knysna and the small towns that lie in between.
  • West Coast (Saldanha area) emerging economic
    development area.
  • LITERACY LEVELS
  • The adult literacy rate is 94.6 percent (higher
    than the national average of 82.2) ,
  • In 2010, the matriculation rate was 76.8
    percent, second only to Gauteng with 78.6
    percent.
  • Three internationally acclaimed universities,
    one university of technology and a degree-
    conferring military academy at Saldanha Bay.
  • The proportion of adults with a tertiary degree
    or higher is 4.8 percent, the highest in the
    country.
  • One skilled workforce audit suggests that the
    Western Cape has the most skilled workforce in
    comparison to any other African region.

9
Socio Economic overview
  • UNEMPLOYMENT
  • At 19.7 the Western Cape has a substantially
    lower unemployment rate than the national average
    standing at 23.2 in 2009. However, these
    statistics remain racially biased. Of all the
    unemployed persons in the province, 53.4 percent
    are Black African, 43.0 percent Coloured, 3.2
    percent White and 0.4 percent Indian or Asian.
  • HEALTH CARE LIVE EXPECTANCY
  • The Western Cape has a sound public healthcare
    system
  • Residents of the Western Cape live on average
    67.7 years in comparison to the national average
    of 62.8 years.
  • The province is mostly a young province with 79.6
    percent of the population under the age of 44.
  • HIV/Aids remain amongst the lowest in the
    country however statistics in respect of drug,
    alcohol abuse and foetal alcohol syndrome are
    amongst some of the highest in South Africa.
  • POVERTY
  • High poverty levels in informal settlements e.g.
    Khayelitsha (Presidential Nodal Point Urban),
    Knysna, Central Karoo (Presidential Nodal Point
    Rural).
  • Stats SA 2009, Mid year population estimates
    2011 WC

10
Strategic Overview of Social indicators and
impact of WC Operations and HR Plan
  • The youthful nature of the working population
    within the province would imply that the
    workforce within the Department will become
    increasingly younger to reflect provincial
    demographics.
  • A further implication of this younger and in
    most respects, educated population will be for
    the Department to determine how best to attract,
    retain and develop the talent that already exists
    within the province.
  • DHA will have to develop structures and
    programmes that allow for promotion within the
    organisation.
  • DHA need to develop the means to retain
    institutional memory and ensure that skills are
    properly transferred to these employees who will
    form the backbone of a future DHA.
  • The high prevalence of drug and alcohol
    addiction, particularly amongst the youth in this
    province would imply that all officials,
    regardless of rank, may fall prey to addiction
    which would impact upon their work performance.
  • Another implication of this high substance abuse
    prevalence is within the province, is that DHA
    offices may be vulnerable to break-in or theft in
    order to obtain equipment that can easily be sold
    for cash.


11
Western Cape Senior Management Team
Provincial Manager Western Cape Yusuf Simons
Director Finance Support Ayanda
Mafuleka
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
(A) Director Refugee Affairs S Mohapeloa
(A) DMO Cape Metro West Coast Martha Mgxashe
(A) DMO Witzenberg Overberg Elaine Ngoie
(A) DMO Central Karoo Eden Vacant
Director CTIA Tariq Mellet
12
2. Western Cape Footprint Infrastructure
13
WC Footprint
METRO/DM METRO/DM LM DHA FOOTPRINT OFFICE COMMENTS
Metro Metro   Cape Town Large Office  
Metro Metro   Khayelitsha Large Office  
Metro Metro   Wynberg Medium Submission made to upgrade the office to LO
Metro Metro   Bellville Medium Submission made to upgrade the office to LO
Metro Metro   Nyanga Medium  
Metro Metro   Somerset West Small  
Metro Metro   Mitchells Plain Medium Submission made to upgrade the office to LO
Metro Metro   TC Atlantis Awaiting appointment letters
Metro Metro Refugee Reception Centre
Metro Metro CT International Airport
Metro Metro CT Harbour
West Coast West Coast Swartland Malmesbury Small  
West Coast West Coast Matsikama Vredendal Small  
West Coast West Coast Cederberg TC Citrusdal Capacitated by w.e.f 01/10/2011 (1x CAC , 1 x AC)
West Coast West Coast Saldanha   No DHA offices Visited twice a month
West Coast West Coast Bergrivier   No DHA offices visited once a month
West Coast West Coast Saldanha Harbour Not capacitated services from CT
Cape Winelands Cape Winelands Drakenstein Paarl Large Office  
Cape Winelands Cape Winelands Bredevaley Worcester Small  
Cape Winelands Cape Winelands Stellenbosch Stellenbosch Small  
Cape Winelands Cape Winelands Witzenberg TC Ceres capacity appointed- in negotiation for a lease
Cape Winelands Cape Winelands Brederiver   Robertson serviced by a mobile team twice a month
Central Karoo Central Karoo Beaufort West TC Beaufort West  
    Laingsburg TC Laingsburg Capacitated by w.e.f 01/06/2012 (2x FOC, awaiting appointment letter of CAC)
    Prince Albert   Mobile visits once a week
14
WC Footprint
METRO/DM METRO/DM LM DHA FOOTPRINT OFFICE COMMENTS
Eden Eden George George Large Office  
Eden Eden Oudtshoorn Oudtshoorn Small  
Eden Eden Kannaland   Ladysmith, Vanwyksdorp, Zoar, Calitsdorp visited with Mobile Truck twice a month
Eden Eden Knysna   Online Hospital w.e.f August 2011 Mobile Truck visit Waboomskraal, Cracks once a month
Eden Eden Mosselbay   Visited by Mobile Team once a month
Eden Eden Hesequa   Visited by Mobile Team once a month
Eden Eden Bitou TC Plettenberg Bay Visited by Mobile Team once a month
Eden Eden Mosselbay Mosselbay Harbour Not capacitated, serviced from George
Overberg Overberg Theewaterskloof Caledon Small  
Overberg Overberg Swellendam TC Swellendam  
Overberg Overberg Overstrand   Hermanus visited twice a month, 1 Hospital capacitated, Hawston, Kleinmond, Gansbay,Stanford,Baardskeerdersbos visited once a month
Overberg Overberg   TC Grabouw falls under Theewaterskloof, Office had to be closed w.e.f 02/09/2011 due to multiple burglaries.
    Cape Agulhas   Bredasdorp visited twice a month, Napier, Elim, Struisbay, Arniston visited once a month.
15
Mobile Offices
Office Reg. No Driveable Yes/No Functional Yes/No Capacity
Worcester VGM547GP Yes Yes 1 x Driver, 1 x FOC
Paarl VHB158GP Yes Yes 1x Driver,
Malmesbury VGM596GP Yes Yes 1x Driver,
Khayelitsha VGN210GP Yes No 1x Driver (seconded Ministry),
Khayelitsha VHB161GP Yes No 1x Driver,
Caledon VYC491GP Yes Yes 1x Driver,
Cape Town VHB157GP Yes No 1x Driver,
Cape Town VXR668GP Yes No 1x Driver,
Oudtshoorn VGN172GP Yes No Acting Driver- post vacant
Beaufort West VGN198GP Yes Yes 1x Driver
George VHB163GP Yes Yes 1x Driver, 1 x FOC
    11 6 11 Drivers 2 x FOC
  • Challenge Lack of FOCs on Mobile Offices - it
    must however be noted that 1x Mobile FOC for
    Beaufort West and 2 x Mobile FOC for George were
    funded in 2012/2013 and will be filled with the
    2012/13 recruitment drive.
  • DHA Head Office in process of finalizing the
    procurement of a service contact to fix broken
    satellite equipment on Mobile Offices. In the
    meantime offices are utilizing vehicles for off
    line collection of enabling document applications
    for processing in respective offices

16
Provincial Fleet
KEY AREA NUMBER NUMBER NUMBER
Vehicles April May June
Number of vehicles in the Province 89 89 90
New vehicles received 0 1 0
Number of Functional vehicles 87 87 87 96
Number of vehicles involved in accidents (at merchants) 2 0 0
  • The procurement of replacement vehicles will be
    from identified savings on the Provincial budget.

17
Capacitated Hospitals
Health Facility Connected Type of Facility Live Births _at_ Hospital (Health) Actual births registered Performance Indicator ()Births Deaths at Hospital (Health) Actual deaths registered Performance Indicator ()Deaths
Somerset Yes Public Unknown 285        
Site B Clnic Yes Public 454 592 gt100      
Khayelitsha Clinic Yes Public 532 118 22 45 39 87
Mitchells Plain clinic Yes Public 625 573 92      
Gugulethu Yes Public Unknown 397        
Mowbray Yes Public Unknown 311        
Swartland Yes Public 142 89 63      
Radie Kotze(Piketberg) No Public Unknown   Official working from TC Citrusdal        
Paarl Yes Public 835 498 60 55 53 96
Eben Donges Yes Public 191 102 53      
Ceres Yes Public 287 176 61      
Stellenbosch No Public 321 104 32      
Knysna Yes Public Unknown 182        
George Yes Public Unknown 247        
Hermanus Yes Public 175 198 gt100      
18
Capacitated Hospitals
  • Unknown live birth statistics from Health
    facilities not available to measure effectiveness
  • 20 Hospitals are connected and operational and
    37 Health Facilities are visited in the WC
  • Between the 1 April 30 June 2012 6653 Births
    were Registered in the Health Facilities, 4248
    Live Births (this number is not a true reflection
    due to the unavailability of other Hospitals Live
    Births Stats)
  • The DHA is in the process of exploring the
    allocating User ID numbers for dedicated staff at
    Health Facilities to improve reporting

19
Cross Provincial Border Service delivery
(Footprint Planning)
Affected District Towns serviced comments
West Coast (Vredendal) Nil
Eden Civic Services Nil Immigration Services cross Provincial border operations in collaboration with JOINTS
Beaufort West Rietbron Community - 3000, farming, rural area with no economic infrastructure in town, Falls under EC (Graaf Reinette Office) but is in closer proximity to Beaufort West, Graaf Reinette visits the town once every 3 months, Clients travel to Beaufort West for services, Municipality currently deliberating on demarcation and proposed that Marraysburg fall under NC with Rietbron falling under Beaufort West
20
Accommodation Status Report on leases
  • Signed leases for
  • TSC Atlantis 4 years,
  • TSC Laingsburg Permanent activation of the
    office on 01/06/2012 when 2 x FOC and 1 X CAC
    assumed duty on 02/07/2012.
  • Outstanding leases from DPW
  • Plettenberg bay expired end May 2012,
  • Malmesbury Office expired April 2012,
  • Worcester expired end May 2012,
  • Caledon expired January 2012 (last rental paid
    January 2012)
  • Mitchells Plain- rental outstanding since
    September 2011, Landlord locked out staff out
    for one day and DG was requested to intervene and
    settled outstanding amount from DHA budget
  • Beaufort West expired
  • These issues were reported to Head Office for
    discussion at DG level (DHA and DPW)

21
Closure Relocation of the Refugee Reception
Office Cape Town (Maitland)
22
EVENTS SINCE NOTICE RECEIVED FROM LANDLORD
  • 30 April 2012 a one month notice was received
    from the Landlord of the access road (Creative
    Properties ) that lease will be terminated. DPW
    negotiate with the Landlord for an extension
    which was granted until 30 June 2012
  • Refugee Stakeholder meetings were conducted on 7
    May 2012 and 8 June 2012 to inform them of the
    notice received and alternative ways to
    accommodate clients in terms of new applications
    and extensions.
  • A decision was taken to close the Cape Town
    Refugee Centre and a service plan were developed
    for
  • Refugee IDs and Passports will be done at the
    Cape Town Office in Barrack Street,
  • Section 22 Extensions and outstanding
    adjudications of those asylum seeker cases who
    lodged their applications at the Maitland Centre
    will be processed at Customs House ,
  • SCRA and RAB will be accommodated on the 5th
    Floor of the Customs House Building, Foreshore,
    Cape Town.
  • First time applicants
  • - New comers will be informed to apply at
    other Refugee Centers in the Country,
  • - Effective date 2 July 2012.

23
3. Capacity Information
24
WC Structural Reporting Format
Report Type Prepared by whom Purpose Frequency Submitted to
EXCO Action Log PM Review and discuss infrastructure issues, Review and discuss Finance Support Matters Review and discuss findings- Office Visits and ME Weekly PM
Provincial Decision Register Co-ordinator Capture decisions and actions to be executed by DMOs Follow up. Ongoing PM
Monthly Report Co-ordinator - Report operational achievements, challenges and key decisions required to DDG CS Monthly DDG CS

25
WC Structural Reporting Format
The WC Province developed and implemented a
Reporting Structure
Report Type Prepared by whom Purpose Frequency Submitted to
Office inspection/ implementation tool DMOs Compliance checks, Monitor the implementation of Directives Continuously updated as the need arise All offices in a District must be visited once in a Quarter Large Offices Monthly Small Offices bi-monthly Prov EXCO
DMO Summary Report DMOs Summarise the findings of the Inspection/ Implementation Tool into one document Reflect Progress in terms of Office Management Administration Weekly Prov EXCO
ME Report ME Co-ordinator - Findings after analysis of ME Tools Bi weekly DMOs to give feedback every other week Prov EXCO
26
Capacity Levels
DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED
METRO PROVINCIAL MANAGER'S OFFICE 101 18 12 18
    101 18 12 18
METRO REFUGEE RECEPTION CENTRE 92 43 25 47
    92 43 25 47
CAPE METRO ATLANTIS 3 2 1 67
CAPE METRO BELLVILLE 74 60 6 81
CAPE METRO CAPE TOWN 180 98 7 54
CAPE METRO DMO CAPE METRO 5 2 2 40
CAPE METRO CAPE TOWN HARBOUR 33 8 12 24
CAPE METRO KHAYELITSHA 102 50 9 49
CAPE METRO MITCHELL'S PLAIN 43 26 4 60
CAPE METRO NYANGA 45 29 2 64
CAPE METRO SOMERSET WEST 14 1 2 7
CAPE METRO WYNBERG 56 40 3 71
  ST CAPE METRO 555 314 50 57
27
Capacity Levels
DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED
CAPE WINELANDS CERES 4 1 2 25
CAPE WINELANDS DMO CAPE WINELANDS 5 2 2 40
CAPE WINELANDS PAARL 75 37 5 49
CAPE WINELANDS STELLENBOSCH 19 4 2 21
CAPE WINELANDS WORCESTER 29 18 2 62
CENTRAL KAROO BEAUFORT WEST 23 11 2 48
CENTRAL KAROO DMO CENTRAL KAROO 5 0 0 0
CENTRAL KAROO LAINGSBURG 3 3 0 100
  ST CENTRAL KAROO 163 75 17 46
EDEN DMO EDEN 5 0 4 0
EDEN GEORGE 75 35 9 47
EDEN KNYSNA 15 1 0 7
EDEN OUDTSHOORN 28 10 1 36
EDEN PLETTENBERG BAY 3 3 0 100
  ST EDEN 126 50 13 40
28
Capacity Levels
DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED
OVERBERG CALEDON 29 15 1 52
OVERBERG DMO OVERBERG 5 0 0 0
OVERBERG GRABOUW 3 3 0 100
OVERBERG SWELLENDAM 3 2 1 67
  ST OVERBERG 40 20 2 50
WEST COAST CITRUSDAL 3 2 1 67
WEST COAST DMO WEST COAST 5 0 0 0
WEST COAST MALMESBURY 44 24 5 55
WEST COAST SALDANHAY BAY HARBOUR 3 0 0 0
WEST COAST VREDENDAL 15 5 2 33
  ST WEST COAST 70 29 10 41
  TOTAL 1147 549 129 48
  • Posts indicated is more than 121, all natural
    attritions were included.
  • data as at 04/07/2012- HR PMO

29
Capacity information
Trend Y1(2008/09 Y2 (2009/10) Y3 (2010/11) Y4(Not Applicable)
Staff Turnover Rate HR Plan (baseline 2010/11 8,25 13,03 3,34
  • Resignations for the month of June 2012 nil
  • Dismissals 1 x IO George Office
  • Transfers into Province 2 (1 x IO Malmesbury
    1x FOC Wynberg)
  • Appointments first quarter 2012/13 7 (1x CAC-
    Laingsburg, 2x FOC Lainsburg,1 x CAC Atlantis, 1
    x AC Cape Town, 1x FOC Beaufort West and 1 x
    transfer into the CAC for Citrusdal )

30
Employment Equity
  AFRICAN AFRICAN COLOURED COLOURED INDIAN INDIAN WHITE WHITE TOTAL TOTAL
Level FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE
3 6 1 3 2 0 0 0 0 9 3
5 7 6 6 2 0 0 1 0 14 8
6 153 67 72 24 2 1 34 9 261 101
7 10 18 12 11 0 0 3 0 25 29
8 18 18 5 8 0 0 7 3 30 29
9 6 6 3 7 1 0 1 2 11 15
11 0 3 1   0 0 1 1 2 4
13 2 0 1 1 0 0 0 0 3 1
14 0 0 0 1 0 0 0 0 0 1
TOTAL 202 119 103 56 3 1 47 15 355 191
WC Demographics vs DHA workforce Coloured 53 
29 represented African 27 59
represented White 19  12 represented Indian
1 0,01 represented Gender 64 Female
vs 36 Male at SMS level 64 female vs 36
male over al Disabled 6 persons 1,1
31
People Performance management
Performance evaluation and moderation of bonus incentives for the 2010/2011 performance cycle finalized. 564 Staff members assessed Moderating Committee adjudicated 85 reports for bonus incentives, 70 reports recommended for bonus incentives (12) Paid out during March April 2012 2011/2012 Performance Cycle Performance agreements signed 100 compliance Moderation process will commence in June 2012 and conclude on 25 July 2012. Staff rewarded for work well done Align training programmes to employee development and performance management to develop all competency gaps.
32
People Performance management - absenteeism
Analysis of staff patterns 2010/11 FY WC HR Plan
Sick Leave
Salary Levels Total days Number of employees using sick leave of employees using sick leave Average days per employee Total Estimated Cost (R000)
(13-16) 0 0 0 0
(9-12) 56 3 0,50 36
(6-8) 4213 276 66.9 36
(3-5) 137 9 52.9 36
(1-2) 0 0 0 0
TOTALS 4406 288 48,16
33
People Performance management - absenteeism
Analysis of staff patterns 2010/11 FY WC HR Plan
Incapacity Leave
Salary Levels Total days Number of employees using PILIR of employees using PILIR Average days per employee
(13-16) 0 0 0 0
(9-12) 44 1 1.4 36
(6-8) 2213 76 56.9 36
(3-5) 137 7 3.9 36
(1-2) 0 0 0 0
TOTAL
  • Employees not taking responsibility of their
    health, develop illnesses that keep them away
    from work. Increased absenteeism, abuse of sick
    leave, staff shortages that often results in poor
    service delivery to the clients.
  • Officials exhaust their existing sick leave
    credits and this result in them to apply for
    Temporary Incapacity Leave by means of the PILLIR
    procedure.
  • Often documentation is not handed in timeously
    and this results in cases being turn down by the
    Health risk Manager and unfortunately officials
    are then penalised by means of Leave Without Pay.

34
Training Capacity building Overview
Highest Qualification Total Number Total
National Certificate (Grade 12/FET) 378 63,21
Certificate 27 4,51
Diploma 89 14,88
Degree 53 8,86
Technical Certificate 0 0
National Technical Certificate 0 0
Post Grad Diploma 20 3,34
Honours 8 1,34
Masters 2 0,17
Ph. D 0 0
Post Grad 0 0
Other 0 0
11,2 Qualifications is towards Human Social
Studies, 5 towards Business and commerce
35
Training Capacity building
  • SKILLS GAPS
  • Report Writing
  • Managing discipline
  • Conflict Management
  • Training Officer seconded to KZN, the lack of
    training induction in the WC is of huge
    concern,
  • Provincial Staff embark on occupational specific
    training programmes as identified by DMOs during
    their office inspections.
  • Budget adequately for training to take place.
  • Plan shift rosters to accommodate for training
    interventions.
  • Provide close monitoring and mentoring to ensure
    that officials comply with their bursary
    obligations.
  • Supervisors and Managers should be work shopped
    in strengthening their leadership and managerial
    skills.
  • 94 x Employees in WC enrolled towards tertiary
    qualifications (bursaries)
  • 1x SMS Member attending the SMS Development
    Programme at WITS University
  • 3x Line Managers attending the New Management
    Development Programme
  • 2x Officials will be attending the Peer
    education Training scheduled for 06-08 June 2012.

36
4. Eradication of Corruption Vetting
37
Progress Eradication of corruption
  • The Provincial Counter Corruption Unit became
    fully operational in April 2011 with the
    appointment of
  • 1x DD Counter Corruption,
  • 1x ASD Corruption Investigation,
  • 1 x DD Vetting
  • The Provincial Counter Corruption Unit is fully
    operational
  • It should however be noted that the ASD
    Investigations is also responsible for Security
    issues in the Province impacting on turn around
    times in terms of investigations.
  • Cases received are those allocated with a
    reference number by Counter Corruption Head
    Office,
  • Out of 36 cases in total 18 cases had
    recommendations for Employee Relations .

WESTERN CAPE COUNTER CORRUPTION 2011/12 2012/13 TOTALS
  Q1 - Q4 Q1  
ALLOCATED CASES 39 6 45
FINALIZED REPORT TO HQ 32 4 36
Recommend for Labour Relations 14 4 18
IMS 3 0 3
SAPS 3 0 3
Arrests 1 (Wynberg Office) 0 1
ON HAND / UNDER INVESTIGATION 7 2 9
Nature of cases reported 3 x ID Fraud, 1x
Corruption (PR), 1x Fin Misconduct, 1x
Contravention of Immigration Act.
38
Challenges Corruption Unit
Evidence Availability of witnesses (Illegal foreigners deported) Dependency on Employee Engagement Unit for the speedy finalization of internal disciplinary cases. Progress Vetting 50 Security Clearance forms handed out to staff / 20 returned and in progress 33 Confidential Clearances handed to SSA, 20 Secret Clearances handed to SSA, 4 Top Secret Clearances in process., After audit was concluded by SSA the following statistics were provided - 171 out of 616 in process, - 182 Staff in possession of clearance certificates (some expired however) - All Immigration staff clearances must be upgraded project will be finalized by 2012/13. Current priority Clearance of 69 backlog files received from Head Office, Field work to be completed for 18 secret clearances, Immigration Offices at CTIA upgrades from confidential to secret 30 in process.
39
5. Resources Budget
40
Budget allocated 2012/2013 vs spend
PROVINCE PROVINCE BUDGET ALLOCATION EXPENDITURE AS AT 30 JUNE 2012 FUNDS AVAILABLE BUDGET SPEND
PROVINCE PROVINCE R'000 R'000 R'000 BUDGET SPEND
WESTERN CAPE WESTERN CAPE 146,227 27,911 118,316 19.1
PAYMENTS PAYMENTS 146,116 27,858 118,258 19.1
  COMPENSATION OF EMPLOYEES 134,190 26,664 107,526 19.9
  GOODS AND SERVICES 11,926 1,194 10,732 10.0
PAYMENT FOR CAPITAL ASSETS PAYMENT FOR CAPITAL ASSETS
  MACHINERY EQUIPMENT
  SOFTWARE AND INTANGIBLE ASSETS
TRANSFERS AND SUBSIDIES TRANSFERS AND SUBSIDIES 111 53 58 47.7
  PROVINCIAL AND LOCAL GOVERNMENTS 90 90
  DEPARTMENTAL AGENCIES ACCOUNTS 21 21
  HOUSEHOLDS (HH) 53 (53)
GRAND TOTAL GRAND TOTAL 1,640,759 320,406 1,320,353 19.5
  • Reasonable expenditure trend between 23-27 as at
    end of 1st Quarter 2012/2013 FY.
  • Compensation of Employees 19 and below
    reasonable expenditure trend due to delay in
    filling of vacancies as well as 1 x Director (D
    Eden) vacancies from the previous financial year-
    HR processes has however been streamlined and
    filling is eminent
  • Goods Services expenditure trend at 10 it
    is expected that expenditure trends will
    stabilize during the second quarter due to the
    decentralization of SCM functions,
  • Budget Committee and relevant SCM Structures
    i.e. PPC were appointed by DFS and functional.

41
Asset Management SCM Functions
Nr of Assets on WC FAR Leased assets F/ L Assets Not verified Audit information
17038 722 950 0 Audited
Source Mr. S Diedericks (Asset Controller)
  • AG audit concluded at
  • Cape Town Airport and
  • Stellenbosch Office during first two weeks in
    June 2012.

42
Asset Management SCM Functions roll out
  • Achievements
  • Provincial SCM Function successfully activated
    (without redeployed capacity),
  • Functions
  • Procurement
  • Petty cash
  • Travel
  • Fleet Management proxy appointed for WC
  • Challenges
  • Offices submit non compliant, incorrect BI 488
    with expired quotations check list circulated
    to managers
  • Actions going forward
  • Filling of Senior State accountant and ASD SCM to
    ensure better compliance and management controls.
  • Workshop Managers responsible staff on ensure
    compliance to prescripts w.r.t. BI 488

43
6. IGR Stakeholders Outreach Programmes
44
Integrated governance stakeholders
STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIPS 1st Quarter 2012/2013
Social Cluster (Social Development SASSA) ID Campaigns, Birth Registration Campaigns, Family Expo Assistance in disaster areas Corruption Unit Risk Management Unit partnering to discuss loopholes in systems
Premiers Steering Committee CSIR Locality study planning future facilities developing a Thusong Centre sustainability programme.
Correctional Services ID Campaigns- Overberg Winelands area
Department of Local Government Housing Planning meetings with the Department of Local Government Piketberg (7-8 June 2012), Swartland (25-26 June 2012), Op-die-pad (Witzenberg 7-8 June 2012), Avian Park (Witzenberg 28-29 June 2012). CDWs- mobilizing clients during Election etc.
Department of Education ID Campaigns at schools (Grade 12 Project)- March April 2012 Sharing information statistics
District Local Municipalities Stakeholder Forums, Disaster Management ID Campaigns in priority areas funded by Municipalities, Assistance during natural disasters Hillside Grabouw, Masipumele, Ekanana, Freedom Park etc., Participated in the compilation of a Social Conflict Disaster recovery Plan roles responsibilities of each Department , reporting lines etc. outlined. A Booklet is in the process of being developed. Provided assistance to victims of crime/ social unrest ( xenophobia )(Witsand, Atlantis) CDWs assist with the identification of venues, - mobilization of clients for ID campaigns
45
Integrated governance stakeholders
continued
STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP
Justice Crime Prevention Structure information sharing, Assistance and joint operations road blocks etc, Support in Operation Isondlo Tracing arresting maintenance defaulters
Provincial Joints (Operational intelligence structure) Joint operations w.r.t illegal foreigners and assistance with deportations Illegal Immigrants Forum established- Support from stakeholders SAPS CT City Police during Operation Umbrella 11
Government Communication Services DHA participate in Outreach programmes, information desk during career expos
Metro-rail Integrated government and health services available at Health Train
Department of Health Assistance in the provision of office space for Birth Death Registration in Health Facilities, Outreach ID Campaigns
46
Integrated governance stakeholders
STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP
Department of Labour - Provide credentials and data with the selection of Interns Learners, - ID Campaigns
Independent Electoral Committee ID distribution, Campaign in priority areas
NGOs METHOD OF ASSISTANCE/ JOINT GOVERNANCE
HOPE World Wide - Assistance to street children to obtain enabling documents, ID Campaigns
Access Ark - Assistance during the ID campaigns outreach programmes
PASOP (People Against Suffering Oppression and Poverty) - Monitor human rights transgressions and bring to DHA attention - Information sharing
Scalabrini Centre - Provide shelter and support to Refugee Women Children - Provide DHA with information related to asylum seekers
47
Outreach Programmes
  • BACKGROUND
  • Thusong Mobile Project Outreach use to be known
    as the Jamboree / Integrated Community Outreach
    Programs (ICOP) which was managed by the
    Department of the Premier, however as from
    financial year 2010/2011 this program was taken
    by the Department of Local Government under the
    Directorate Service Delivery Integration were
    the name was changed to Thusong Mobile Projects
  • There are five types of Thusong Projects namely

Type Definitions Conditions
Thusong Mobile Is a mobile service where all the National and Provincial Departments and other relevant parastatals deliver integrated services in outlying more sparsely populated areas If more than 40 of the Local Municipalities population is further than 25km from a Thusong Service Centre At least 2,000 10,000 population within 25km of the selected point or town and this should ne more than 25km from an existing Thusong Service Centre
Thusong Extension This project serves extreme sparsely populated areas with no settlement clusters utilizes the Community Development Workers (CDWs) Where the above minimum population threshold of 2,000 cannot be reached to warrant the implementation of a Thusong Mobile, the services of the anchor departments will need to be provided on an as-needs-basis through the Thusong Extension Project i.e. CDW services
48
Outreach Programmes 1st Quarter 201/13
Coordinating Stakeholder District Municipality Nature of Program DHA OFFICE RESPONSIBLE Area 1st ID ISSUE Re ID LRB 15 years BI-24 ( Before 30days) BI-24 (After 30days) BMD CERT AMEND REC TIC PPT ID COL Total
GCIS Eden Freedom Day Celebrations Oudtshoorn Zoar   3 1 2   1         1 8
DLG Cape Winelands Thusong Mobile Project Stellenbosch-Paarl Klapmuts 118 10 21 13 13 19     1     195
DLG Overberg Thusong Mobile Project Caledon Bredasdorp 103 34   11 25 43 4 3 4 4 64 295
DLG Overberg Thusong Mobile Project Caledon Grabouw 82 25   7 12 52 4   3 1   186
DLG West Coast Thusong Mobile Project Malmesbury Piketberg 84 45 6 8 20 20 11 1 1 13 38 247
DHA Cape Metro Youth Day Celebrations Provincial Event Ravensmead 16 6   1   2       1   26
DLG Cape Winelands Thusong Mobile Project Worcester Tulbagh 171 60   6 21 28 3     4 32 325
DLG West Coast Thusong Mobile Project Malmesbury Darling 133 23 11 25 18 8 1 1 4   1 225
DLG Cape Winelands Thusong Mobile Project Worcester Avian Park 265 11   6 6 12       1   301
 Total         972 217 39 79 115 185 23 5 13 24 136 1808
49
7. HR Projects Civics Projects
50
Filling of 121 vacancies Project
Nr of Posts Advertisement Closing date of advertisement Deadline for filling Nr of posts advertised
121 HRMCM 25/2012 08/06/2012 08/09/2012 26
HRMCM 41/2012 27/07/2012 27/10/2012 1
HRMCM 46/2012 28/07/2012 28/10/2012 6
Totals 33
  • Going forward
  • Overtime submission submitted to HO for listing
    of Z83s received
  • Project Plan developed by DFS with clear
    timelines- recruitment selection will be
    finalized within 3 months from the closing date
    of the advert
  • Follow up on outstanding advert requestes

51
Filling of 121 vacancies project
Breakdown of posts as per advertisement
HRMCM 25/2012 HRMCM 41/2012 HRMCM 46/2012
1 x ASD Khayelithsa 1 x Sen. Sate Accountant 1 x S Sec (DFS) 2 x AC (Hanover Park Grote Schuur) 3 x Cleaners (1 x PM, 1x George, 1x Malm) 2 x CAC (1x Vredendal, 1x Khayelithsa) 16 x FOC (2x Mal, 4x BVL, 1x Khaye, 1x MP, 1x NY, 2x BW, 1x BW MO, 2x GRG, 2 x GRG MO) 1x RITM - George 3x SAO (DMO CM, Winelands, Eden) 3x Sec (DMO CM, Winelands, Eden)
52
SD Improvement Framework
  • 3 Offices identified that needs intervention to
    improve WC image and service delivery to clients
    (Bellville, Cape Town, Wynberg)
  • OBJECTIVE OF THE IMPROVEMENT PROJECT
  • The main objectives of the Office Improvement
    Project is to improve service delivery by
  • Making top and middle management structures more
    accessible to lower level staff through improved
    communication protocols,
  • To ensure that each employee understand the
    vision and mission of the Department critical
    role they play in achieving Provincial and
    National targets through the execution of their
    daily operations ,
  • To improve productivity by instilling discipline,
  • To identify and share best practices amongst
    offices.
  •  
  • METHODOLOGY TO IMPLEMENT IMPROVEMENT STRATEGIES
  • To effectively track progress, it is proposed
    that a Project Management principal be
    implemented through the appointment of Team
    Leaders, scope/ outputs, resource requirements
    and the setting of defined timelines.
  • Appoint intervention teams focusing on a specific
    area,
  • All staff should be involved to ensure buy in and
    sustainability of implemented strategies,
  • Experts for other offices could be sourced to
    form part of the intervention teams,
  • Identify and agree on outputs/ key result areas,
  • Put reporting structures in place i.e. daily
    monitoring charts, verbal and written reports,
  • Create healthy competition amongst teams with an
    appropriate reward and recognition systems.

53
SD Improvement Framework continued
  • Evaluation areas for the improvement of office
    performance
  • Roles and responsibilities,
  • Channels of Communication,
  • Service delivery,
  • Training,
  • Discipline,
  • Business Processes,
  • Team building
  • Office protocols
  • Document Management
  • Performance Management and Development
  • Employee Wellness
  • Progress
  • Staff at Cape Town Office submitted inputs on
    issues affecting their ability to deliver and
    made proposals towards improvements
  • 14 Officials from the Cape town, BVL and WB will
    attend Old Mutual Workshop on 20 July 2012
    purpose is to look at what factors impact on the
    DHA ability to render efficient and effective
    services in the Front Office and to develop a
    programme to address shortfalls.

54
Duplicate ID Project as at June 2012
Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012
DM Office Total of Applications Type of Duplicate Type of Duplicate Id's Issued Total of Enquiries
DM Office Total of Applications Multiple Sharing Id's Issued Total of Enquiries
Cape Metro Bellville 67 65 2 0 3
  CT 40 37 3 0 14
  Khayelitsha 49 47 2 0 66
  Mitchell's Plain 18 7 11 0 6
  Nyanga 36 19 17 1 26
  Wynberg 33 32 1 0 6
  Somerset West 6 6 0 0 16
Total   249 213 36 1 137
West Coast Malmesbury 9 9 0 0 0
  Vredendal 4 4 0 0 8
  Citrusdal 2 1 1 0 0
Total   15 14 1 0 8
Cape Winelands Paarl 16 9 7 0 0
  Stellenbosch 3 2 1 0 4
  Worcester 14 9 5 0 0
Total   33 20 13 0 4
Overberg Caledon 5 5 0 2 5
  Swellendam 4 4 0 0 9
  Grabouw 1 1 0 0 3
Total   10 10 0 2 17
Eden George 23 17 6 0 3
  Oudtshoorn 8 5 3 0 0
  Plett 13 12 1 0 18
Total   44 34 10 0 21
Cetral Karoo BFW 12 11 1 0 1
Total   12 11 1 0 1
WC Grand Total   363 302 61 3 186
  • Office managers making all efforts to trace
    applicants in their respective areas of service

55
6 Increase in Birth Registration
Target Births (0-30 days from birth event) registered Comments
Baseline 71 268 2011/12 FY Baseline 1st Q 17499 2012/13 annual target 76 147 Target Q 1 19 036 19 115 Births registered(NPR Stats) Quarterly target achieved
  • The dedicated capacity at Hospitals improved
    Provincial ability to achieve the 1st Quarterly
    target ,
  • 37 Health Facilities visited on a roaming basis
    by mobile teams
  • Going forward
  • Activate an additional 12 Health facilities for
    the 2012/13 FY
  • Encourage and train staff to improve on death
    registration

56
Schools Project
Month Target Visited Nr of applications taken In Ids issued to Matriculants
April 121 123 1068 Gr 12 3514 Other 30 800
May 38 39 333 Gr 12 1255 Other 62 772
June 17 18 388 Gr 12 58 Other 280 296
Totals 176 (venues) 180 1789 Gr 12 4827 Other 372 1868
  • 38 of Schools visited during the first quarter
    of 2012/13 FY
  • Peak expected again in Feb March 2012- all 470
    Schools will be visited at the end of the
    reporting year

57
Stakeholder Forums progress 1 Quarter 2012/13 FY
Municipality Meeting purpose Status
Cape Metro 2nd task team meeting on 10 May 2012
Matzikama LM Re - launched 09 May 2012 Re activated
Cederberg LM Preparatory meeting on 10 May 2012 for re- launch
Cape Winelands DM Did presentation to District Co-ordination Forum 08 May 2012
Bredevalei Stakeholder Forum Launched 22 May 2012 Active
Overberg DM Mayor called a District Co-ordinating Forum to convene in preparation of a launce.
  • No new Stakeholder Forums were launched during
    the month of June 2012,
  • Prep meetings did take place at Cape Winelands
    follow up meeting 11/06/2012,

58
Established Stakeholder Forums
Municipality Launch date status
Saldanha LM 05/05/2011 Not active
Langeberg LM 12/05/2011 Meeting scheduled but postponed
Witzenberg LM 15/04/2011 Not active
Stellenbosch LM 13/09/2010 In process of re-launch
Laingsburg LM 10/06/2010 Active
Prince Albert LM 14/06/2010 Not active
Knysna LM 11/03/2010 Not active
Bitou LM 18/03/2010 Not active
Kannaland LM 25/03/2010 Key stakeholders not available
Hessequa LM 26/07/2010 Active
Swellendam LM 31/08/2010 Active
Cape Agulhas LM 09/09/2011 Active
  • These forums are not all functional due to the
    non availability of key stakeholders and
    schedules of Municipal Manager

59
LRB Cases
Item April 12 May 12 June 12
Opening balance for the month 1329 865 792
LRB applications received 293 299 321
LRB applications approved 312 293 274
Nr of applications rejected 18 38 28
Nr of applications referred to IMS 47 9 7
Total nr of applications on hand 1240 794 694
  • Office inspections are done on outstanding LRB
    cases,
  • The Province manage to finalize all LRB
    applications within Provincial Processing times.

60
Statistical Information
61
Asylum seeker management stats 1 st Quarter
2012/13 FY
Month Number Asylum Seeker Permits Extended
April 12 8872
May 12 15499
June12 17842
Total 42213
Status determination
Month New arrivals Interviews conducted Adjudicated Granted Rejected UNF MU
April 12 4501 166 166 0 58 108
May 12 2119 429 429 135 136
June 12 3348 458 458 62 153 217
Total 9968 1053 1053 197 353 461
  • Spill over 4335
  • 19 Approval rate
  • 34 Unfounded
  • 44 Manifestly Unfounded

62
PORTS OF ENTRY CAPE TOWN HARBOUR
Vessels Pax/Crew Pax/Crew Pax/Crew Pax/Crew Crew Crew
in / out Arrival Arrival Departure Departure    
  SAC Foreigner SAC Foreigner In Out
356 94 1056 133 1082 4170 3755
  • Penalties issued 7
  • Admission refused 0
  • Stowaways 1
  • 68 ORT Employees trained since April 2012

63
IMMIGRATION INSPECTORATE as at 1st Quarter 2012
Output April 2012 May 2012 June 2012 Total Target Comment
Fraudulent births investigated fin 0 15 18 33 100 Not achieved
Employers prosecuted 1 0 5 6 6 Achieved
Nr of illegal foreigners detected 121 126 123 370 250 Achieved
Nr of illegal foreigners deported 99 112 77 288 250 Achieved
Cases referred to IMS and fin 21 66 46 133 80 investigated within 30 days Not achieved
64
IMMIGRATION INSPECTORATE as at 1st Quarter 2012
Output April 2012 May 2012 June 2012 Total
Operations 3 3 3 9
Nature of operations Inspection of foreign own businesses - Eden Joint with SAPS Metro N2 Roadblocks BCOCC Operations Joint with SAPS N2 roadblocks
65
Permitting Stats
Permanent Residence
Month Outstanding pervious month Applications received Approvals Rejections Total not finalized
April 660 248 7 5 758
May 776 229 34 3 777
June 777 191 15 0 795
  • 8 turn around rate

66
Permitting Stats
Temporary Residence Visas
Month Outstanding pervious month Applications received Approvals Rejections
April 12 18454 1849 2746 111
May 12 19074 1867 2827 18
June 12 18152 1826 5345 379
  • At end June 2012 turn around rate increased
    significantly and stands at 31
  • A full audit will be done (July 2012) in all
    Permitting Offices in the WC to determine (1)
    compliance to TT, (2) number of applications
    kept in offices.

67
Overview and achievements
Achievement Impact on service delivery
Refurbished strengthened leadership capacity at Cape Town Office with the appointment of a Deputy Director Improved service delivery Improved accountability Office receiving compliments on a regular basis
Opened offices at Thusong Service Centres Atlantis, Lainsburg (permanent w.e.f 01/06/2012) and Citrusdal. Increased access to DHA services
Close working relationship with Provincial Social Cluster through participation in Thusong Centre sustainability Plan, Thusong Services Mobile Outreach Programmes. Servicing outlined poor communities DLGH provide free photos to clients during outreach programmes in rural and informal settlements, Improved mobilization of clients during outreach programmes
Piloted a new Shift Proposal to do a way with off days More staff available to render services during weekdays.
Met with CEO of Old Mutual and set up a date (20/07/2012) for a workshop with Cape town Office Staff to establish reasons / generic issues impacting on service delivery and thereafter develop a programme of action to address these issues. Once programme was developed and replicated to other Offices it will bring an improvement in customer care.
Coaching Sessions commences individual sessions with PM Directors and group sessions Improved organizational performance through life style coaching.
Performance Monitoring and Evaluation Team of the Presidency did a Frontline Service Delivery inspections at Nyanga, Mitchells Plain and Atlantis Offices. Feedback sessions will be concluded during 25/07/2012 Front Office Improvements based on outcomes and recommendations.
68
Overview and achievements
Achievement Impact on service delivery
Provincial Reporting Structure developed, implemented and functional Improved co-ordination between Managers, offices and stakeholder engagement
Strengthened working relationship with Provincial Joints and JCPS Cluster Profiling detecting of illegal foreigners Policing permit holders Monitoring Refugee Office Assistance with detecting arresting illegal foreigners through joint operations Successful joint operations at Mitchells Plain Town Centre (Pakistani, Egyptians and Bangladeshis), Mavericks Night Club, Lwandle Informal Settlement (2 x illegal foreigners detected) Operation Umbrella 11 Routine roadblocks on N2
Provincial ME Team mandated and operational. ME Tools developed. Monitor Evaluate compliance to Directives, track progress in achieving Business plan targets etc.
Supply Chain Functions successfully implemented in Province purchase orders, petty cash travel orders. Prov SC Unit became operational on 14/05/2012 Improved turn around times in procurement of goods services,
Electronic Queue Management System installed at Khayelithsa, Wynberg, Cape Town Accurate credible historical and real-time information on customer waiting times in Front Offices, Average waiting time in queues decreased from 1 hour minutes to 30 minutes on average still room for improvement Accurate credible statistics in respect of individual staff performance.
69
Thank you Questions answers
View by Category
About This Presentation
Title:

Late Registration of Birth

Description:

PORTFOLIO COMMITTEE ON HOME AFFAIRS State of the Province as at end June 2012 Presented by Y Simons July 2012 – PowerPoint PPT presentation

Number of Views:76
Avg rating:3.0/5.0
Slides: 70
Provided by: Zivil7
Learn more at: http://pmg-assets.s3-website-eu-west-1.amazonaws.com
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: Late Registration of Birth


1
PORTFOLIO COMMITTEE ON HOME AFFAIRS State of the
Province as at end June 2012
Presented by Y Simons
July 2012
2
Table of Content
  • Geographical outlay and WC Senior Management Team
  • Strategic Overview of the Province (HR)
  • WC Footprint
  • Operational new Offices
  • Refurbished offices
  • Cross Provincial Border service delivery
  • 4. Capacity information
  • WC Structural Reporting Framework
  • Capacity levels
  • Employment equity
  • People performance Management
  • Training capacity building
  • Progress eradication of Corruption vetting
  • Resources Budget
  • Stakeholders and IGR Outreach Programmes
  • HR Projects
  • - Filling of 121 vacancies
  • - SD Improvement Framework
  • Achievements

3

Vision A safe, secure South Africa
where all of its people are proud of, and value,
their identity and citizenship. Mission
The efficient determination and safeguarding
of the identity and status of citizens and the
regulation of immigration to ensure security,
promote development and fulfill our international
obligations.
2
4
Strategic priorities Provinces
STRATEGIC OUTCOME PROVINCIAL PRIORITY
Goal 1 Secured South African citizenship and identity Ensure that birth registration is the only entry point for SA Citizens to the National Population Register, Issue identity documents to citizens 16 and above, To secure systems and processes to combat fraud and corruption
Goal 2 Immigration managed effectively and securely in the national interest including economic, social and cultural development. To implement effective asylum seeker and refugee management strategies and systems, To regulate the sojourn of foreigners, To facilitate the movement of regular travels across the borders
Goal 3 A service that is efficient, accessible and corruption free. To implement service delivery standards to improve Provincial efficiency, To ensure effective, efficient and accessible service delivery to clients.

3
5
Geographical outlay and socio economic indictors
for the WC
1x Metro City of Cape Town, 5 x District
Municipalities (West Coast, Cape Winelands,
Central Karoo, Overberg, Eden, 3 x Sea Ports
Cape Town, Saldanha, Mosselbay, 1x Land Port
Cape Town International Airport.
6
Western Cape Province
POPULATION 5,2 million
LANGUAGES 3 LANGUAGES 3
Afrikaans 55.3
isiXhosa 23.7
English 19.3
Metro-dwellers - 3,4m Large Towns - 750K Small
Towns 680K Micro Towns 150K Farms remote
rural 170k
Coloured 53  African 27 White
18.7  Indian descent 1.3
REGIONS Cape Town Metro 3,4m West Coast -
420k Boland 675k Central Karoo 75k Eden
440k Overberg - 190k
7
Item Western Cape South Africa WC as of SA
Area (sq.km.) 129 370 1219 090 10.6
Population (2001 Census) Population estimates 2011 4 524 335 5 260 000 (Growth 8, 6) 44 819 768 48 687 000 11
Unemployed 23,2 19,7
  • With 11 of SAs population -WC is the third
    highest contributor to GDP (17)
  • PREVAILING INDUSTRIES
  • Tourism
  • Farming
  • Fishing communities

8
Socio Economic overview
  • ECONOMIC CENTRES
  • Cape Town Economic hub with 2 thirds of the
    population residing in Cape Town and surrounding
    suburbs,
  • In terms of the population density there is 1,
    425 persons per km2 making Cape Town the second
    most populous city in the country after
    Johannesburg.
  • Western Cape Provincial Spatial Development
    Framework (SDF) describes the southern Cape
    coast as an emerging secondary metropolitan
    area, particularly between Mossel Bay, George,
    Knysna and the small towns that lie in between.
  • West Coast (Saldanha area) emerging economic
    development area.
  • LITERACY LEVELS
  • The adult literacy rate is 94.6 percent (higher
    than the national average of 82.2) ,
  • In 2010, the matriculation rate was 76.8
    percent, second only to Gauteng with 78.6
    percent.
  • Three internationally acclaimed universities,
    one university of technology and a degree-
    conferring military academy at Saldanha Bay.
  • The proportion of adults with a tertiary degree
    or higher is 4.8 percent, the highest in the
    country.
  • One skilled workforce audit suggests that the
    Western Cape has the most skilled workforce in
    comparison to any other African region.

9
Socio Economic overview
  • UNEMPLOYMENT
  • At 19.7 the Western Cape has a substantially
    lower unemployment rate than the national average
    standing at 23.2 in 2009. However, these
    statistics remain racially biased. Of all the
    unemployed persons in the province, 53.4 percent
    are Black African, 43.0 percent Coloured, 3.2
    percent White and 0.4 percent Indian or Asian.
  • HEALTH CARE LIVE EXPECTANCY
  • The Western Cape has a sound public healthcare
    system
  • Residents of the Western Cape live on average
    67.7 years in comparison to the national average
    of 62.8 years.
  • The province is mostly a young province with 79.6
    percent of the population under the age of 44.
  • HIV/Aids remain amongst the lowest in the
    country however statistics in respect of drug,
    alcohol abuse and foetal alcohol syndrome are
    amongst some of the highest in South Africa.
  • POVERTY
  • High poverty levels in informal settlements e.g.
    Khayelitsha (Presidential Nodal Point Urban),
    Knysna, Central Karoo (Presidential Nodal Point
    Rural).
  • Stats SA 2009, Mid year population estimates
    2011 WC

10
Strategic Overview of Social indicators and
impact of WC Operations and HR Plan
  • The youthful nature of the working population
    within the province would imply that the
    workforce within the Department will become
    increasingly younger to reflect provincial
    demographics.
  • A further implication of this younger and in
    most respects, educated population will be for
    the Department to determine how best to attract,
    retain and develop the talent that already exists
    within the province.
  • DHA will have to develop structures and
    programmes that allow for promotion within the
    organisation.
  • DHA need to develop the means to retain
    institutional memory and ensure that skills are
    properly transferred to these employees who will
    form the backbone of a future DHA.
  • The high prevalence of drug and alcohol
    addiction, particularly amongst the youth in this
    province would imply that all officials,
    regardless of rank, may fall prey to addiction
    which would impact upon their work performance.
  • Another implication of this high substance abuse
    prevalence is within the province, is that DHA
    offices may be vulnerable to break-in or theft in
    order to obtain equipment that can easily be sold
    for cash.


11
Western Cape Senior Management Team
Provincial Manager Western Cape Yusuf Simons
Director Finance Support Ayanda
Mafuleka
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
(A) Director Refugee Affairs S Mohapeloa
(A) DMO Cape Metro West Coast Martha Mgxashe
(A) DMO Witzenberg Overberg Elaine Ngoie
(A) DMO Central Karoo Eden Vacant
Director CTIA Tariq Mellet
12
2. Western Cape Footprint Infrastructure
13
WC Footprint
METRO/DM METRO/DM LM DHA FOOTPRINT OFFICE COMMENTS
Metro Metro   Cape Town Large Office  
Metro Metro   Khayelitsha Large Office  
Metro Metro   Wynberg Medium Submission made to upgrade the office to LO
Metro Metro   Bellville Medium Submission made to upgrade the office to LO
Metro Metro   Nyanga Medium  
Metro Metro   Somerset West Small  
Metro Metro   Mitchells Plain Medium Submission made to upgrade the office to LO
Metro Metro   TC Atlantis Awaiting appointment letters
Metro Metro Refugee Reception Centre
Metro Metro CT International Airport
Metro Metro CT Harbour
West Coast West Coast Swartland Malmesbury Small  
West Coast West Coast Matsikama Vredendal Small  
West Coast West Coast Cederberg TC Citrusdal Capacitated by w.e.f 01/10/2011 (1x CAC , 1 x AC)
West Coast West Coast Saldanha   No DHA offices Visited twice a month
West Coast West Coast Bergrivier   No DHA offices visited once a month
West Coast West Coast Saldanha Harbour Not capacitated services from CT
Cape Winelands Cape Winelands Drakenstein Paarl Large Office  
Cape Winelands Cape Winelands Bredevaley Worcester Small  
Cape Winelands Cape Winelands Stellenbosch Stellenbosch Small  
Cape Winelands Cape Winelands Witzenberg TC Ceres capacity appointed- in negotiation for a lease
Cape Winelands Cape Winelands Brederiver   Robertson serviced by a mobile team twice a month
Central Karoo Central Karoo Beaufort West TC Beaufort West  
    Laingsburg TC Laingsburg Capacitated by w.e.f 01/06/2012 (2x FOC, awaiting appointment letter of CAC)
    Prince Albert   Mobile visits once a week
14
WC Footprint
METRO/DM METRO/DM LM DHA FOOTPRINT OFFICE COMMENTS
Eden Eden George George Large Office  
Eden Eden Oudtshoorn Oudtshoorn Small  
Eden Eden Kannaland   Ladysmith, Vanwyksdorp, Zoar, Calitsdorp visited with Mobile Truck twice a month
Eden Eden Knysna   Online Hospital w.e.f August 2011 Mobile Truck visit Waboomskraal, Cracks once a month
Eden Eden Mosselbay   Visited by Mobile Team once a month
Eden Eden Hesequa   Visited by Mobile Team once a month
Eden Eden Bitou TC Plettenberg Bay Visited by Mobile Team once a month
Eden Eden Mosselbay Mosselbay Harbour Not capacitated, serviced from George
Overberg Overberg Theewaterskloof Caledon Small  
Overberg Overberg Swellendam TC Swellendam  
Overberg Overberg Overstrand   Hermanus visited twice a month, 1 Hospital capacitated, Hawston, Kleinmond, Gansbay,Stanford,Baardskeerdersbos visited once a month
Overberg Overberg   TC Grabouw falls under Theewaterskloof, Office had to be closed w.e.f 02/09/2011 due to multiple burglaries.
    Cape Agulhas   Bredasdorp visited twice a month, Napier, Elim, Struisbay, Arniston visited once a month.
15
Mobile Offices
Office Reg. No Driveable Yes/No Functional Yes/No Capacity
Worcester VGM547GP Yes Yes 1 x Driver, 1 x FOC
Paarl VHB158GP Yes Yes 1x Driver,
Malmesbury VGM596GP Yes Yes 1x Driver,
Khayelitsha VGN210GP Yes No 1x Driver (seconded Ministry),
Khayelitsha VHB161GP Yes No 1x Driver,
Caledon VYC491GP Yes Yes 1x Driver,
Cape Town VHB157GP Yes No 1x Driver,
Cape Town VXR668GP Yes No 1x Driver,
Oudtshoorn VGN172GP Yes No Acting Driver- post vacant
Beaufort West VGN198GP Yes Yes 1x Driver
George VHB163GP Yes Yes 1x Driver, 1 x FOC
    11 6 11 Drivers 2 x FOC
  • Challenge Lack of FOCs on Mobile Offices - it
    must however be noted that 1x Mobile FOC for
    Beaufort West and 2 x Mobile FOC for George were
    funded in 2012/2013 and will be filled with the
    2012/13 recruitment drive.
  • DHA Head Office in process of finalizing the
    procurement of a service contact to fix broken
    satellite equipment on Mobile Offices. In the
    meantime offices are utilizing vehicles for off
    line collection of enabling document applications
    for processing in respective offices

16
Provincial Fleet
KEY AREA NUMBER NUMBER NUMBER
Vehicles April May June
Number of vehicles in the Province 89 89 90
New vehicles received 0 1 0
Number of Functional vehicles 87 87 87 96
Number of vehicles involved in accidents (at merchants) 2 0 0
  • The procurement of replacement vehicles will be
    from identified savings on the Provincial budget.

17
Capacitated Hospitals
Health Facility Connected Type of Facility Live Births _at_ Hospital (Health) Actual births registered Performance Indicator ()Births Deaths at Hospital (Health) Actual deaths registered Performance Indicator ()Deaths
Somerset Yes Public Unknown 285        
Site B Clnic Yes Public 454 592 gt100      
Khayelitsha Clinic Yes Public 532 118 22 45 39 87
Mitchells Plain clinic Yes Public 625 573 92      
Gugulethu Yes Public Unknown 397        
Mowbray Yes Public Unknown 311        
Swartland Yes Public 142 89 63      
Radie Kotze(Piketberg) No Public Unknown   Official working from TC Citrusdal        
Paarl Yes Public 835 498 60 55 53 96
Eben Donges Yes Public 191 102 53      
Ceres Yes Public 287 176 61      
Stellenbosch No Public 321 104 32      
Knysna Yes Public Unknown 182        
George Yes Public Unknown 247        
Hermanus Yes Public 175 198 gt100      
18
Capacitated Hospitals
  • Unknown live birth statistics from Health
    facilities not available to measure effectiveness
  • 20 Hospitals are connected and operational and
    37 Health Facilities are visited in the WC
  • Between the 1 April 30 June 2012 6653 Births
    were Registered in the Health Facilities, 4248
    Live Births (this number is not a true reflection
    due to the unavailability of other Hospitals Live
    Births Stats)
  • The DHA is in the process of exploring the
    allocating User ID numbers for dedicated staff at
    Health Facilities to improve reporting

19
Cross Provincial Border Service delivery
(Footprint Planning)
Affected District Towns serviced comments
West Coast (Vredendal) Nil
Eden Civic Services Nil Immigration Services cross Provincial border operations in collaboration with JOINTS
Beaufort West Rietbron Community - 3000, farming, rural area with no economic infrastructure in town, Falls under EC (Graaf Reinette Office) but is in closer proximity to Beaufort West, Graaf Reinette visits the town once every 3 months, Clients travel to Beaufort West for services, Municipality currently deliberating on demarcation and proposed that Marraysburg fall under NC with Rietbron falling under Beaufort West
20
Accommodation Status Report on leases
  • Signed leases for
  • TSC Atlantis 4 years,
  • TSC Laingsburg Permanent activation of the
    office on 01/06/2012 when 2 x FOC and 1 X CAC
    assumed duty on 02/07/2012.
  • Outstanding leases from DPW
  • Plettenberg bay expired end May 2012,
  • Malmesbury Office expired April 2012,
  • Worcester expired end May 2012,
  • Caledon expired January 2012 (last rental paid
    January 2012)
  • Mitchells Plain- rental outstanding since
    September 2011, Landlord locked out staff out
    for one day and DG was requested to intervene and
    settled outstanding amount from DHA budget
  • Beaufort West expired
  • These issues were reported to Head Office for
    discussion at DG level (DHA and DPW)

21
Closure Relocation of the Refugee Reception
Office Cape Town (Maitland)
22
EVENTS SINCE NOTICE RECEIVED FROM LANDLORD
  • 30 April 2012 a one month notice was received
    from the Landlord of the access road (Creative
    Properties ) that lease will be terminated. DPW
    negotiate with the Landlord for an extension
    which was granted until 30 June 2012
  • Refugee Stakeholder meetings were conducted on 7
    May 2012 and 8 June 2012 to inform them of the
    notice received and alternative ways to
    accommodate clients in terms of new applications
    and extensions.
  • A decision was taken to close the Cape Town
    Refugee Centre and a service plan were developed
    for
  • Refugee IDs and Passports will be done at the
    Cape Town Office in Barrack Street,
  • Section 22 Extensions and outstanding
    adjudications of those asylum seeker cases who
    lodged their applications at the Maitland Centre
    will be processed at Customs House ,
  • SCRA and RAB will be accommodated on the 5th
    Floor of the Customs House Building, Foreshore,
    Cape Town.
  • First time applicants
  • - New comers will be informed to apply at
    other Refugee Centers in the Country,
  • - Effective date 2 July 2012.

23
3. Capacity Information
24
WC Structural Reporting Format
Report Type Prepared by whom Purpose Frequency Submitted to
EXCO Action Log PM Review and discuss infrastructure issues, Review and discuss Finance Support Matters Review and discuss findings- Office Visits and ME Weekly PM
Provincial Decision Register Co-ordinator Capture decisions and actions to be executed by DMOs Follow up. Ongoing PM
Monthly Report Co-ordinator - Report operational achievements, challenges and key decisions required to DDG CS Monthly DDG CS

25
WC Structural Reporting Format
The WC Province developed and implemented a
Reporting Structure
Report Type Prepared by whom Purpose Frequency Submitted to
Office inspection/ implementation tool DMOs Compliance checks, Monitor the implementation of Directives Continuously updated as the need arise All offices in a District must be visited once in a Quarter Large Offices Monthly Small Offices bi-monthly Prov EXCO
DMO Summary Report DMOs Summarise the findings of the Inspection/ Implementation Tool into one document Reflect Progress in terms of Office Management Administration Weekly Prov EXCO
ME Report ME Co-ordinator - Findings after analysis of ME Tools Bi weekly DMOs to give feedback every other week Prov EXCO
26
Capacity Levels
DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED
METRO PROVINCIAL MANAGER'S OFFICE 101 18 12 18
    101 18 12 18
METRO REFUGEE RECEPTION CENTRE 92 43 25 47
    92 43 25 47
CAPE METRO ATLANTIS 3 2 1 67
CAPE METRO BELLVILLE 74 60 6 81
CAPE METRO CAPE TOWN 180 98 7 54
CAPE METRO DMO CAPE METRO 5 2 2 40
CAPE METRO CAPE TOWN HARBOUR 33 8 12 24
CAPE METRO KHAYELITSHA 102 50 9 49
CAPE METRO MITCHELL'S PLAIN 43 26 4 60
CAPE METRO NYANGA 45 29 2 64
CAPE METRO SOMERSET WEST 14 1 2 7
CAPE METRO WYNBERG 56 40 3 71
  ST CAPE METRO 555 314 50 57
27
Capacity Levels
DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED
CAPE WINELANDS CERES 4 1 2 25
CAPE WINELANDS DMO CAPE WINELANDS 5 2 2 40
CAPE WINELANDS PAARL 75 37 5 49
CAPE WINELANDS STELLENBOSCH 19 4 2 21
CAPE WINELANDS WORCESTER 29 18 2 62
CENTRAL KAROO BEAUFORT WEST 23 11 2 48
CENTRAL KAROO DMO CENTRAL KAROO 5 0 0 0
CENTRAL KAROO LAINGSBURG 3 3 0 100
  ST CENTRAL KAROO 163 75 17 46
EDEN DMO EDEN 5 0 4 0
EDEN GEORGE 75 35 9 47
EDEN KNYSNA 15 1 0 7
EDEN OUDTSHOORN 28 10 1 36
EDEN PLETTENBERG BAY 3 3 0 100
  ST EDEN 126 50 13 40
28
Capacity Levels
DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED
OVERBERG CALEDON 29 15 1 52
OVERBERG DMO OVERBERG 5 0 0 0
OVERBERG GRABOUW 3 3 0 100
OVERBERG SWELLENDAM 3 2 1 67
  ST OVERBERG 40 20 2 50
WEST COAST CITRUSDAL 3 2 1 67
WEST COAST DMO WEST COAST 5 0 0 0
WEST COAST MALMESBURY 44 24 5 55
WEST COAST SALDANHAY BAY HARBOUR 3 0 0 0
WEST COAST VREDENDAL 15 5 2 33
  ST WEST COAST 70 29 10 41
  TOTAL 1147 549 129 48
  • Posts indicated is more than 121, all natural
    attritions were included.
  • data as at 04/07/2012- HR PMO

29
Capacity information
Trend Y1(2008/09 Y2 (2009/10) Y3 (2010/11) Y4(Not Applicable)
Staff Turnover Rate HR Plan (baseline 2010/11 8,25 13,03 3,34
  • Resignations for the month of June 2012 nil
  • Dismissals 1 x IO George Office
  • Transfers into Province 2 (1 x IO Malmesbury
    1x FOC Wynberg)
  • Appointments first quarter 2012/13 7 (1x CAC-
    Laingsburg, 2x FOC Lainsburg,1 x CAC Atlantis, 1
    x AC Cape Town, 1x FOC Beaufort West and 1 x
    transfer into the CAC for Citrusdal )

30
Employment Equity
  AFRICAN AFRICAN COLOURED COLOURED INDIAN INDIAN WHITE WHITE TOTAL TOTAL
Level FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE FEMALE MALE
3 6 1 3 2 0 0 0 0 9 3
5 7 6 6 2 0 0 1 0 14 8
6 153 67 72 24 2 1 34 9 261 101
7 10 18 12 11 0 0 3 0 25 29
8 18 18 5 8 0 0 7 3 30 29
9 6 6 3 7 1 0 1 2 11 15
11 0 3 1   0 0 1 1 2 4
13 2 0 1 1 0 0 0 0 3 1
14 0 0 0 1 0 0 0 0 0 1
TOTAL 202 119 103 56 3 1 47 15 355 191
WC Demographics vs DHA workforce Coloured 53 
29 represented African 27 59
represented White 19  12 represented Indian
1 0,01 represented Gender 64 Female
vs 36 Male at SMS level 64 female vs 36
male over al Disabled 6 persons 1,1
31
People Performance management
Performance evaluation and moderation of bonus incentives for the 2010/2011 performance cycle finalized. 564 Staff members assessed Moderating Committee adjudicated 85 reports for bonus incentives, 70 reports recommended for bonus incentives (12) Paid out during March April 2012 2011/2012 Performance Cycle Performance agreements signed 100 compliance Moderation process will commence in June 2012 and conclude on 25 July 2012. Staff rewarded for work well done Align training programmes to employee development and performance management to develop all competency gaps.
32
People Performance management - absenteeism
Analysis of staff patterns 2010/11 FY WC HR Plan
Sick Leave
Salary Levels Total days Number of employees using sick leave of employees using sick leave Average days per employee Total Estimated Cost (R000)
(13-16) 0 0 0 0
(9-12) 56 3 0,50 36
(6-8) 4213 276 66.9 36
(3-5) 137 9 52.9 36
(1-2) 0 0 0 0
TOTALS 4406 288 48,16
33
People Performance management - absenteeism
Analysis of staff patterns 2010/11 FY WC HR Plan
Incapacity Leave
Salary Levels Total days Number of employees using PILIR of employees using PILIR Average days per employee
(13-16) 0 0 0 0
(9-12) 44 1 1.4 36
(6-8) 2213 76 56.9 36
(3-5) 137 7 3.9 36
(1-2) 0 0 0 0
TOTAL
  • Employees not taking responsibility of their
    health, develop illnesses that keep them away
    from work. Increased absenteeism, abuse of sick
    leave, staff shortages that often results in poor
    service delivery to the clients.
  • Officials exhaust their existing sick leave
    credits and this result in them to apply for
    Temporary Incapacity Leave by means of the PILLIR
    procedure.
  • Often documentation is not handed in timeously
    and this results in cases being turn down by the
    Health risk Manager and unfortunately officials
    are then penalised by means of Leave Without Pay.

34
Training Capacity building Overview
Highest Qualification Total Number Total
National Certificate (Grade 12/FET) 378 63,21
Certificate 27 4,51
Diploma 89 14,88
Degree 53 8,86
Technical Certificate 0 0
National Technical Certificate 0 0
Post Grad Diploma 20 3,34
Honours 8 1,34
Masters 2 0,17
Ph. D 0 0
Post Grad 0 0
Other 0 0
11,2 Qualifications is towards Human Social
Studies, 5 towards Business and commerce
35
Training Capacity building
  • SKILLS GAPS
  • Report Writing
  • Managing discipline
  • Conflict Management
  • Training Officer seconded to KZN, the lack of
    training induction in the WC is of huge
    concern,
  • Provincial Staff embark on occupational specific
    training programmes as identified by DMOs during
    their office inspections.
  • Budget adequately for training to take place.
  • Plan shift rosters to accommodate for training
    interventions.
  • Provide close monitoring and mentoring to ensure
    that officials comply with their bursary
    obligations.
  • Supervisors and Managers should be work shopped
    in strengthening their leadership and managerial
    skills.
  • 94 x Employees in WC enrolled towards tertiary
    qualifications (bursaries)
  • 1x SMS Member attending the SMS Development
    Programme at WITS University
  • 3x Line Managers attending the New Management
    Development Programme
  • 2x Officials will be attending the Peer
    education Training scheduled for 06-08 June 2012.

36
4. Eradication of Corruption Vetting
37
Progress Eradication of corruption
  • The Provincial Counter Corruption Unit became
    fully operational in April 2011 with the
    appointment of
  • 1x DD Counter Corruption,
  • 1x ASD Corruption Investigation,
  • 1 x DD Vetting
  • The Provincial Counter Corruption Unit is fully
    operational
  • It should however be noted that the ASD
    Investigations is also responsible for Security
    issues in the Province impacting on turn around
    times in terms of investigations.
  • Cases received are those allocated with a
    reference number by Counter Corruption Head
    Office,
  • Out of 36 cases in total 18 cases had
    recommendations for Employee Relations .

WESTERN CAPE COUNTER CORRUPTION 2011/12 2012/13 TOTALS
  Q1 - Q4 Q1  
ALLOCATED CASES 39 6 45
FINALIZED REPORT TO HQ 32 4 36
Recommend for Labour Relations 14 4 18
IMS 3 0 3
SAPS 3 0 3
Arrests 1 (Wynberg Office) 0 1
ON HAND / UNDER INVESTIGATION 7 2 9
Nature of cases reported 3 x ID Fraud, 1x
Corruption (PR), 1x Fin Misconduct, 1x
Contravention of Immigration Act.
38
Challenges Corruption Unit
Evidence Availability of witnesses (Illegal foreigners deported) Dependency on Employee Engagement Unit for the speedy finalization of internal disciplinary cases. Progress Vetting 50 Security Clearance forms handed out to staff / 20 returned and in progress 33 Confidential Clearances handed to SSA, 20 Secret Clearances handed to SSA, 4 Top Secret Clearances in process., After audit was concluded by SSA the following statistics were provided - 171 out of 616 in process, - 182 Staff in possession of clearance certificates (some expired however) - All Immigration staff clearances must be upgraded project will be finalized by 2012/13. Current priority Clearance of 69 backlog files received from Head Office, Field work to be completed for 18 secret clearances, Immigration Offices at CTIA upgrades from confidential to secret 30 in process.
39
5. Resources Budget
40
Budget allocated 2012/2013 vs spend
PROVINCE PROVINCE BUDGET ALLOCATION EXPENDITURE AS AT 30 JUNE 2012 FUNDS AVAILABLE BUDGET SPEND
PROVINCE PROVINCE R'000 R'000 R'000 BUDGET SPEND
WESTERN CAPE WESTERN CAPE 146,227 27,911 118,316 19.1
PAYMENTS PAYMENTS 146,116 27,858 118,258 19.1
  COMPENSATION OF EMPLOYEES 134,190 26,664 107,526 19.9
  GOODS AND SERVICES 11,926 1,194 10,732 10.0
PAYMENT FOR CAPITAL ASSETS PAYMENT FOR CAPITAL ASSETS
  MACHINERY EQUIPMENT
  SOFTWARE AND INTANGIBLE ASSETS
TRANSFERS AND SUBSIDIES TRANSFERS AND SUBSIDIES 111 53 58 47.7
  PROVINCIAL AND LOCAL GOVERNMENTS 90 90
  DEPARTMENTAL AGENCIES ACCOUNTS 21 21
  HOUSEHOLDS (HH) 53 (53)
GRAND TOTAL GRAND TOTAL 1,640,759 320,406 1,320,353 19.5
  • Reasonable expenditure trend between 23-27 as at
    end of 1st Quarter 2012/2013 FY.
  • Compensation of Employees 19 and below
    reasonable expenditure trend due to delay in
    filling of vacancies as well as 1 x Director (D
    Eden) vacancies from the previous financial year-
    HR processes has however been streamlined and
    filling is eminent
  • Goods Services expenditure trend at 10 it
    is expected that expenditure trends will
    stabilize during the second quarter due to the
    decentralization of SCM functions,
  • Budget Committee and relevant SCM Structures
    i.e. PPC were appointed by DFS and functional.

41
Asset Management SCM Functions
Nr of Assets on WC FAR Leased assets F/ L Assets Not verified Audit information
17038 722 950 0 Audited
Source Mr. S Diedericks (Asset Controller)
  • AG audit concluded at
  • Cape Town Airport and
  • Stellenbosch Office during first two weeks in
    June 2012.

42
Asset Management SCM Functions roll out
  • Achievements
  • Provincial SCM Function successfully activated
    (without redeployed capacity),
  • Functions
  • Procurement
  • Petty cash
  • Travel
  • Fleet Management proxy appointed for WC
  • Challenges
  • Offices submit non compliant, incorrect BI 488
    with expired quotations check list circulated
    to managers
  • Actions going forward
  • Filling of Senior State accountant and ASD SCM to
    ensure better compliance and management controls.
  • Workshop Managers responsible staff on ensure
    compliance to prescripts w.r.t. BI 488

43
6. IGR Stakeholders Outreach Programmes
44
Integrated governance stakeholders
STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIPS 1st Quarter 2012/2013
Social Cluster (Social Development SASSA) ID Campaigns, Birth Registration Campaigns, Family Expo Assistance in disaster areas Corruption Unit Risk Management Unit partnering to discuss loopholes in systems
Premiers Steering Committee CSIR Locality study planning future facilities developing a Thusong Centre sustainability programme.
Correctional Services ID Campaigns- Overberg Winelands area
Department of Local Government Housing Planning meetings with the Department of Local Government Piketberg (7-8 June 2012), Swartland (25-26 June 2012), Op-die-pad (Witzenberg 7-8 June 2012), Avian Park (Witzenberg 28-29 June 2012). CDWs- mobilizing clients during Election etc.
Department of Education ID Campaigns at schools (Grade 12 Project)- March April 2012 Sharing information statistics
District Local Municipalities Stakeholder Forums, Disaster Management ID Campaigns in priority areas funded by Municipalities, Assistance during natural disasters Hillside Grabouw, Masipumele, Ekanana, Freedom Park etc., Participated in the compilation of a Social Conflict Disaster recovery Plan roles responsibilities of each Department , reporting lines etc. outlined. A Booklet is in the process of being developed. Provided assistance to victims of crime/ social unrest ( xenophobia )(Witsand, Atlantis) CDWs assist with the identification of venues, - mobilization of clients for ID campaigns
45
Integrated governance stakeholders
continued
STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP
Justice Crime Prevention Structure information sharing, Assistance and joint operations road blocks etc, Support in Operation Isondlo Tracing arresting maintenance defaulters
Provincial Joints (Operational intelligence structure) Joint operations w.r.t illegal foreigners and assistance with deportations Illegal Immigrants Forum established- Support from stakeholders SAPS CT City Police during Operation Umbrella 11
Government Communication Services DHA participate in Outreach programmes, information desk during career expos
Metro-rail Integrated government and health services available at Health Train
Department of Health Assistance in the provision of office space for Birth Death Registration in Health Facilities, Outreach ID Campaigns
46
Integrated governance stakeholders
STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP
Department of Labour - Provide credentials and data with the selection of Interns Learners, - ID Campaigns
Independent Electoral Committee ID distribution, Campaign in priority areas
NGOs METHOD OF ASSISTANCE/ JOINT GOVERNANCE
HOPE World Wide - Assistance to street children to obtain enabling documents, ID Campaigns
Access Ark - Assistance during the ID campaigns outreach programmes
PASOP (People Against Suffering Oppression and Poverty) - Monitor human rights transgressions and bring to DHA attention - Information sharing
Scalabrini Centre - Provide shelter and support to Refugee Women Children - Provide DHA with information related to asylum seekers
47
Outreach Programmes
  • BACKGROUND
  • Thusong Mobile Project Outreach use to be known
    as the Jamboree / Integrated Community Outreach
    Programs (ICOP) which was managed by the
    Department of the Premier, however as from
    financial year 2010/2011 this program was taken
    by the Department of Local Government under the
    Directorate Service Delivery Integration were
    the name was changed to Thusong Mobile Projects
  • There are five types of Thusong Projects namely

Type Definitions Conditions
Thusong Mobile Is a mobile service where all the National and Provincial Departments and other relevant parastatals deliver integrated services in outlying more sparsely populated areas If more than 40 of the Local Municipalities population is further than 25km from a Thusong Service Centre At least 2,000 10,000 population within 25km of the selected point or town and this should ne more than 25km from an existing Thusong Service Centre
Thusong Extension This project serves extreme sparsely populated areas with no settlement clusters utilizes the Community Development Workers (CDWs) Where the above minimum population threshold of 2,000 cannot be reached to warrant the implementation of a Thusong Mobile, the services of the anchor departments will need to be provided on an as-needs-basis through the Thusong Extension Project i.e. CDW services
48
Outreach Programmes 1st Quarter 201/13
Coordinating Stakeholder District Municipality Nature of Program DHA OFFICE RESPONSIBLE Area 1st ID ISSUE Re ID LRB 15 years BI-24 ( Before 30days) BI-24 (After 30days) BMD CERT AMEND REC TIC PPT ID COL Total
GCIS Eden Freedom Day Celebrations Oudtshoorn Zoar   3 1 2   1         1 8
DLG Cape Winelands Thusong Mobile Project Stellenbosch-Paarl Klapmuts 118 10 21 13 13 19     1     195
DLG Overberg Thusong Mobile Project Caledon Bredasdorp 103 34   11 25 43 4 3 4 4 64 295
DLG Overberg Thusong Mobile Project Caledon Grabouw 82 25   7 12 52 4   3 1   186
DLG West Coast Thusong Mobile Project Malmesbury Piketberg 84 45 6 8 20 20 11 1 1 13 38 247
DHA Cape Metro Youth Day Celebrations Provincial Event Ravensmead 16 6   1   2       1   26
DLG Cape Winelands Thusong Mobile Project Worcester Tulbagh 171 60   6 21 28 3     4 32 325
DLG West Coast Thusong Mobile Project Malmesbury Darling 133 23 11 25 18 8 1 1 4   1 225
DLG Cape Winelands Thusong Mobile Project Worcester Avian Park 265 11   6 6 12       1   301
 Total         972 217 39 79 115 185 23 5 13 24 136 1808
49
7. HR Projects Civics Projects
50
Filling of 121 vacancies Project
Nr of Posts Advertisement Closing date of advertisement Deadline for filling Nr of posts advertised
121 HRMCM 25/2012 08/06/2012 08/09/2012 26
HRMCM 41/2012 27/07/2012 27/10/2012 1
HRMCM 46/2012 28/07/2012 28/10/2012 6
Totals 33
  • Going forward
  • Overtime submission submitted to HO for listing
    of Z83s received
  • Project Plan developed by DFS with clear
    timelines- recruitment selection will be
    finalized within 3 months from the closing date
    of the advert
  • Follow up on outstanding advert requestes

51
Filling of 121 vacancies project
Breakdown of posts as per advertisement
HRMCM 25/2012 HRMCM 41/2012 HRMCM 46/2012
1 x ASD Khayelithsa 1 x Sen. Sate Accountant 1 x S Sec (DFS) 2 x AC (Hanover Park Grote Schuur) 3 x Cleaners (1 x PM, 1x George, 1x Malm) 2 x CAC (1x Vredendal, 1x Khayelithsa) 16 x FOC (2x Mal, 4x BVL, 1x Khaye, 1x MP, 1x NY, 2x BW, 1x BW MO, 2x GRG, 2 x GRG MO) 1x RITM - George 3x SAO (DMO CM, Winelands, Eden) 3x Sec (DMO CM, Winelands, Eden)
52
SD Improvement Framework
  • 3 Offices identified that needs intervention to
    improve WC image and service delivery to clients
    (Bellville, Cape Town, Wynberg)
  • OBJECTIVE OF THE IMPROVEMENT PROJECT
  • The main objectives of the Office Improvement
    Project is to improve service delivery by
  • Making top and middle management structures more
    accessible to lower level staff through improved
    communication protocols,
  • To ensure that each employee understand the
    vision and mission of the Department critical
    role they play in achieving Provincial and
    National targets through the execution of their
    daily operations ,
  • To improve productivity by instilling discipline,
  • To identify and share best practices amongst
    offices.
  •  
  • METHODOLOGY TO IMPLEMENT IMPROVEMENT STRATEGIES
  • To effectively track progress, it is proposed
    that a Project Management principal be
    implemented through the appointment of Team
    Leaders, scope/ outputs, resource requirements
    and the setting of defined timelines.
  • Appoint intervention teams focusing on a specific
    area,
  • All staff should be involved to ensure buy in and
    sustainability of implemented strategies,
  • Experts for other offices could be sourced to
    form part of the intervention teams,
  • Identify and agree on outputs/ key result areas,
  • Put reporting structures in place i.e. daily
    monitoring charts, verbal and written reports,
  • Create healthy competition amongst teams with an
    appropriate reward and recognition systems.

53
SD Improvement Framework continued
  • Evaluation areas for the improvement of office
    performance
  • Roles and responsibilities,
  • Channels of Communication,
  • Service delivery,
  • Training,
  • Discipline,
  • Business Processes,
  • Team building
  • Office protocols
  • Document Management
  • Performance Management and Development
  • Employee Wellness
  • Progress
  • Staff at Cape Town Office submitted inputs on
    issues affecting their ability to deliver and
    made proposals towards improvements
  • 14 Officials from the Cape town, BVL and WB will
    attend Old Mutual Workshop on 20 July 2012
    purpose is to look at what factors impact on the
    DHA ability to render efficient and effective
    services in the Front Office and to develop a
    programme to address shortfalls.

54
Duplicate ID Project as at June 2012
Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012 Duplicate Project 30 June 2012
DM Office Total of Applications Type of Duplicate Type of Duplicate Id's Issued Total of Enquiries
DM Office Total of Applications Multiple Sharing Id's Issued Total of Enquiries
Cape Metro Bellville 67 65 2 0 3
  CT 40 37 3 0 14
  Khayelitsha 49 47 2 0 66
  Mitchell's Plain 18 7 11 0 6
  Nyanga 36 19 17 1 26
  Wynberg 33 32 1 0 6
  Somerset West 6 6 0 0 16
Total   249 213 36 1 137
West Coast Malmesbury 9 9 0 0 0
  Vredendal 4 4 0 0 8
  Citrusdal 2 1 1 0 0
Total   15 14 1 0 8
Cape Winelands Paarl 16 9 7 0 0
  Stellenbosch 3 2 1 0 4
  Worcester 14 9 5 0 0
Total   33 20 13 0 4
Overberg Caledon 5 5 0 2 5
  Swellendam 4 4 0 0 9
  Grabouw 1 1 0 0 3
Total   10 10 0 2 17
Eden George 23 17 6 0 3
  Oudtshoorn 8 5 3 0 0
  Plett 13 12 1 0 18
Total   44 34 10 0 21
Cetral Karoo BFW 12 11 1 0 1
Total   12 11 1 0 1
WC Grand Total   363 302 61 3 186
  • Office managers making all efforts to trace
    applicants in their respective areas of service

55
6 Increase in Birth Registration
Target Births (0-30 days from birth event) registered Comments
Baseline 71 268 2011/12 FY Baseline 1st Q 17499 2012/13 annual target 76 147 Target Q 1 19 036 19 115 Births registered(NPR Stats) Quarterly target achieved
  • The dedicated capacity at Hospitals improved
    Provincial ability to achieve the 1st Quarterly
    target ,
  • 37 Health Facilities visited on a roaming basis
    by mobile teams
  • Going forward
  • Activate an additional 12 Health facilities for
    the 2012/13 FY
  • Encourage and train staff to improve on death
    registration

56
Schools Project
Month Target Visited Nr of applications taken In Ids issued to Matriculants
April 121 123 1068 Gr 12 3514 Other 30 800
May 38 39 333 Gr 12 1255 Other 62 772
June 17 18 388 Gr 12 58 Other 280 296
Totals 176 (venues) 180 1789 Gr 12 4827 Other 372 1868
  • 38 of Schools visited during the first quarter
    of 2012/13 FY
  • Peak expected again in Feb March 2012- all 470
    Schools will be visited at the end of the
    reporting year

57
Stakeholder Forums progress 1 Quarter 2012/13 FY
Municipality Meeting purpose Status
Cape Metro 2nd task team meeting on 10 May 2012
Matzikama LM Re - launched 09 May 2012 Re activated
Cederberg LM Preparatory meeting on 10 May 2012 for re- launch
Cape Winelands DM Did presentation to District Co-ordination Forum 08 May 2012
Bredevalei Stakeholder Forum Launched 22 May 2012 Active
Overberg DM Mayor called a District Co-ordinating Forum to convene in preparation of a launce.
  • No new Stakeholder Forums were launched during
    the month of June 2012,
  • Prep meetings did take place at Cape Winelands
    follow up meeting 11/06/2012,

58
Established Stakeholder Forums
Municipality Launch date status
Saldanha LM 05/05/2011 Not active
Langeberg LM 12/05/2011 Meeting scheduled but postponed
Witzenberg LM 15/04/2011 Not active
Stellenbosch LM 13/09/2010 In process of re-launch
Laingsburg LM 10/06/2010 Active
Prince Albert LM 14/06/2010 Not active
Knysna LM 11/03/2010 Not active
Bitou LM 18/03/2010 Not active
Kannaland LM 25/03/2010 Key stakeholders not available
Hessequa LM 26/07/2010 Active
Swellendam LM 31/08/2010 Active
Cape Agulhas LM 09/09/2011 Active
  • These forums are not all functional due to the
    non availability of key stakeholders and
    schedules of Municipal Manager

59
LRB Cases
Item April 12 May 12 June 12
Opening balance for the month 1329 865 792
LRB applications received 293 299 321
LRB applications approved 312 293 274
Nr of applications rejected 18 38 28
Nr of applications referred to IMS 47 9 7
Total nr of applications on hand 1240 794 694
  • Office inspections are done on outstanding LRB
    cases,
  • The Province manage to finalize all LRB
    applications within Provincial Processing times.

60
Statistical Information
61
Asylum seeker management stats 1 st Quarter
2012/13 FY
Month Number Asylum Seeker Permits Extended
April 12 8872
May 12 15499
June12 17842
Total 42213
Status determination
Month New arrivals Interviews conducted Adjudicated Granted Rejected UNF MU
April 12 4501 166 166 0 58 108
May 12 2119 429 429 135 136
June 12 3348 458 458 62 153 217
Total 9968 1053 1053 197 353 461
  • Spill over 4335
  • 19 Approval rate
  • 34 Unfounded
  • 44 Manifestly Unfounded

62
PORTS OF ENTRY CAPE TOWN HARBOUR
Vessels Pax/Crew Pax/Crew Pax/Crew Pax/Crew Crew Crew
in / out Arrival Arrival Departure Departure    
  SAC Foreigner SAC Foreigner In Out
356 94 1056 133 1082 4170 3755
  • Penalties issued 7
  • Admission refused 0
  • Stowaways 1
  • 68 ORT Employees trained since April 2012

63
IMMIGRATION INSPECTORATE as at 1st Quarter 2012
Output April 2012 May 2012 June 2012 Total Target Comment
Fraudulent births investigated fin 0 15 18 33 100 Not achieved
Employers prosecuted 1 0 5 6 6 Achieved
Nr of illegal foreigners detected 121 126 123 370 250 Achieved
Nr of illegal foreigners deported 99 112 77 288 250 Achieved
Cases referred to IMS and fin 21 66 46 133 80 investigated within 30 days Not achieved
64
IMMIGRATION INSPECTORATE as at 1st Quarter 2012
Output April 2012 May 2012 June 2012 Total
Operations 3 3 3 9
Nature of operations Inspection of foreign own businesses - Eden Joint with SAPS Metro N2 Roadblocks BCOCC Operations Joint with SAPS N2 roadblocks
65
Permitting Stats
Permanent Residence
Month Outstanding pervious month Applications received Approvals Rejections Total not finalized
April 660 248 7 5 758
May 776 229 34 3 777
June 777 191 15 0 795
  • 8 turn around rate

66
Permitting Stats
Temporary Residence Visas
Month Outstanding pervious month Applications received Approvals Rejections
April 12 18454 1849 2746 111
May 12 19074 1867 2827 18
June 12 18152 1826 5345 379
  • At end June 2012 turn around rate increased
    significantly and stands at 31
  • A full audit will be done (July 2012) in all
    Permitting Offices in the WC to determine (1)
    compliance to TT, (2) number of applications
    kept in offices.

67
Overview and achievements
Achievement Impact on service delivery
Refurbished strengthened leadership capacity at Cape Town Office with the appointment of a Deputy Director Improved service delivery Improved accountability Office receiving compliments on a regular basis
Opened offices at Thusong Service Centres Atlantis, Lainsburg (permanent w.e.f 01/06/2012) and Citrusdal. Increased access to DHA services
Close working relationship with Provincial Social Cluster through participation in Thusong Centre sustainability Plan, Thusong Services Mobile Outreach Programmes. Servicing outlined poor communities DLGH provide free photos to clients during outreach programmes in rural and informal settlements, Improved mobilization of clients during outreach programmes
Piloted a new Shift Proposal to do a way with off days More staff available to render services during weekdays.
Met with CEO of Old Mutual and set up a date (20/07/2012) for a workshop with Cape town Office Staff to establish reasons / generic issues impacting on service delivery and thereafter develop a programme of action to address these issues. Once programme was developed and replicated to other Offices it will bring an improvement in customer care.
Coaching Sessions commences individual sessions with PM Directors and group sessions Improved organizational performance through life style coaching.
Performance Monitoring and Evaluation Team of the Presidency did a Frontline Service Delivery inspections at Nyanga, Mitchells Plain and Atlantis Offices. Feedback sessions will be concluded during 25/07/2012 Front Office Improvements based on outcomes and recommendations.
68
Overview and achievements
Achievement Impact on service delivery
Provincial Reporting Structure developed, implemented and functional Improved co-ordination between Managers, offices and stakeholder engagement
Strengthened working relationship with Provincial Joints and JCPS Cluster Profiling detecting of illegal foreigners Policing permit holders Monitoring Refugee Office Assistance with detecting arresting illegal foreigners through joint operations Successful joint operations at Mitchells Plain Town Centre (Pakistani, Egyptians and Bangladeshis), Mavericks Night Club, Lwandle Informal Settlement (2 x illegal foreigners detected) Operation Umbrella 11 Routine roadblocks on N2
Provincial ME Team mandated and operational. ME Tools developed. Monitor Evaluate compliance to Directives, track progress in achieving Business plan targets etc.
Supply Chain Functions successfully implemented in Province purchase orders, petty cash travel orders. Prov SC Unit became operational on 14/05/2012 Improved turn around times in procurement of goods services,
Electronic Queue Management System installed at Khayelithsa, Wynberg, Cape Town Accurate credible historical and real-time information on customer waiting times in Front Offices, Average waiting time in queues decreased from 1 hour minutes to 30 minutes on average still room for improvement Accurate credible statistics in respect of individual staff performance.
69
Thank you Questions answers
About PowerShow.com