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Police Civilian Secretariat

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Police Civilian Secretariat Presentation to the Portfolio Committee on Police 10 March 2010 SECRETARIAT OF POLICE – PowerPoint PPT presentation

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Title: Police Civilian Secretariat


1
Police Civilian SecretariatPresentation to the
Portfolio Committee on Police 10 March 2010
2
BACKGROUND
  • The National Secretariat derives its mandate from
    the Constitution and the Police Act. Section 208
    of the Constitution requires the Minister of
    Police to establish a Police Civilian
    Secretariat which operates directly under the
    Ministers direction and authority.
  • The Minister of Police has indicated in several
    meetings that in view of the new policing
    environment, the Secretariat should be made
    stronger in its oversight function.

3
MANDATE OF SECRETARIAT
  • Advise the Minister in the exercise of his or her
    powers
  • and the performance of his or her duties and
    functions
  • Perform such functions as the Minister may
    consider necessary or expedient to ensure
    civilian oversight of the Service
  • Promote democratic accountability and
    transparency in the Service
  • Promote and facilitate participation by the
    Service in the Reconstruction and Development
    Programme
  • Provide the Minister with legal services and
    advice on constitutional matters
  • Provide the Minister with communication, support
    and administrative services
  • Monitor the implementation of policy and
    directions issued by the Minister and report to
    the Minister thereon

4
MANDATE OF SECRETARIAT (Continuous)
  • Conduct research into any policing matter in
    accordance with the instructions of the Minister
    and report to the Minister thereon
  • Perform such functions as may from time to time
    be assigned to the Secretariat by the Minister
    and
  • Evaluate the functioning of the Service and
    report to the Minister thereon.

5
RESTRUCTURING
  • The Secretariat is being re-organised in order
    for it to perform its function and provide the
    Minister with the required advice.
  • A new legislative framework for the Secretariat
    is being finalised.
  • The Secretariat has developed five key components
    that will engage in the process of policy
    development and research monitoring and
    evaluation partnership management support
    services, and the Office of the Secretary.

6
FOCUS OF THE SECRETARIAT
  • Primary focus and priority for the coming year is
    the development of a five year strategic plan
    together with the fulfillment of key priorities
    while implementing our mandate. The key role and
    functions of the Secretariat
  • are to
  • To provide the Minister with policy advice
  • To monitor and audit the police
  • To provide support services to the Minister
  • To mobilise role-players, stakeholders and
    partners outside the Department

7
KEY FUNCTIONS
  • Key functional areas with respect to civilian
    oversight and policy advice to the
  • Minister are provided through our components in
    the following manner
  • Policy and Strategy Strategic and indicative
    planning, research and the formulation of
    departmental policy proposals, which when
    approved by the Minister, would guide the
    activities of SAPS.
  • Audit and Monitoring The monitoring of the
    Departments budget to ensure alignment with the
    policies approved by the Minister. Monitoring the
    effectiveness and efficiency of the
    implementation of these policies.
  • Providing Ministerial support services Including
    the management of international and stakeholder
    liaison as well as provide legal services.
  • Communication The implementation of a
    communication strategy aimed at informing and
    mobilising role players, stakeholders and
    partners outside the Department regarding the
    delivery of Safety and Security.
  • Accountability To account to the Minister and to
    Parliament
  • on issues and activities from time to time or as
    requested.

8
IMPORTANT REQUIREMENTS
  • In order to fulfil these functions effectively,
    two important requirements
  • should be fulfilled
  • The Secretariat is currently undergoing
    institutional reform in order for the Minister to
    fulfil his constitutional and legislative
    obligations.
  • The Secretariat is undergoing a process of
    re-organisation in order perform its role to the
    standard required.
  • A new management team led by the new
    Secretary of Police has been
  • appointed by the Minister together with three
    new chief directors in the
    Policy and Research, Monitoring and Evaluation
    and the Partnership Units.

9
KEY PRIORITIES
  • Our priorities are based on six key result areas
  • 1. The re-organisation of the Secretariat
  • 2. Provide Legislative Support to the Minister
  • 3. Provide Leadership and Direction to the
    Secretariat
  • 4. Provide policy advice support to the
    Minister
  • 5. To play an activist and interventionist role
    with regard to civilian oversight of the
    Police
  • 6. Build active partnerships that will deepen
    the national dialogue on safety and crime
    prevention

10
OFFICE OF THE SECRETARY OF POLICE
Purpose Strategically direct the Secretariat of
Police and render support services to the
Minister
Sub-Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Re-Organization Development and Finalisation of legislation for the Secretariat which will empower and capacitate the Secretariat Finalise secretariat legislation (detail will be addressed in legislative support to the Minister) Implementation plan approved by Minister and portfolio committee June 2010 Quarter 1
Re-Organization Effectively enhance organizational capacity building in the Secretariat Enhance DPSA restructuring investigation Approved organisational structure for the Secretariat April 2010 Quarter 1
Support to the Minister Provide technical support to the Minister Regular briefings and meetings by the Secretary with the Minister Quality and timeous reports on support provided 100 compliance in terms of Ministers need Quarterly
Support to the Minister Assist and provide support to the Minister with regard to International obligations Determine Ministers calendar of engagements with SADC, SARPCCO and other foreign countries Determine policy regarding international cooperation and agreements as well as invitations requests Technical support provided to the Minister Engage and liaise with international counter parts Ministers calendar Policy developed ME Reports on implementation of agreements Approved communication strategy and plan April 2010 May 2010 Quarterly reports April 2010 Quarter 1 March 2011 Quarterly Annually
11
OFFICE OF THE SECRETARY OF POLICE
Sub-Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Provide Leadership and direction Provide institutional leadership and direction to the Secretariat Developed strategic plan (MTSF/MTEF) Monitored SMS performance through Performance Agreements (details of measurement to be reflected under HR) Managed Secretariat budget (addressed under Support Services) Approved aligned strategic plan Budget over/under spending variance 5 year strategic plan 3 spending variance April 2010 March 2011
Legislative support to the Minister Ensure implementation of Departmental legislative programme and assist the Minister with his statutory mandate in this regard Present the following instruments to Parliament Secretariat Bill ICD Bill Firearms Control Regulations Private security training regulations PSIRA Bill Number of Cabinet approved Bills Number of regulations promulgated in government Gazette 3 Bills 2 regulations Secretariat Bill Quarter 1 ICD Bill Quarter 1 PSIRA Bill Quarter 4 FAC Regulations PST Regulations
12
OFFICE OF THE SECRETARY OF POLICE
Sub-Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Relationship with Parliament Ensure effective accountability to and liaison with Parliament Active participation and presentation in parliament regarding budget and other reporting matters relating to Secretariat Parliamentary feedback on presentations made Reporting feedback of committee activities Provincial visits 100 attendance of committees Monthly reporting As determined by the Portfolio committee Quarterly Monthly Annually
Alignment with Provinces Ensure consistency and alignment in the implementation of the Secretariat oversight mandate Provincial and national structures aligned with legislation Established provincial secretariat management forums Engaged Provincial HOD on civilian oversight Technical support to MINMEC Aligned provincial organisational structure Functional provincial secretariat management forums with action plans HOD and Secretariat meeting reports Attendance of MINMEC meetings April 2010 May 2010 Quarterly meeting reports As required Quarter 1 Bi-monthly Quarterly Annually
Relationship with the ICD Ensure co-operation and engagement with ICD Establishment of functional ICD and Secretariat forum ICD Moderation committee participation Feedback report on forum activities Feedback report on forum activities As required Annually
Relationship with the ICD Monitor the implementation of ICD recommendations Ensure the implementation of ICD recommendations Progress reports on implementation of recommendations Quarterly reports Quarterly
13
OFFICE OF THE SECRETARY OF POLICE
Sub-Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Effective communication services Render communication support for the Secretariat and the Minister Upgrade and maintain Secretariat Website Develop a communication strategy on the release of crime statistics To provide advice on annual reports submitted to the Minister on statutory organs (SAPS, ICD, PSIRA) Upgraded Secretariat Website Developed communication plan Analytical report submitted to Minister June 2010 Annually As required Quarter 1 Quarter 3 Annually
Special projects Manage and monitor the implementation of special projects Develop project plans Implement special projects (Firearms amnesty project) Approved project plan Achievement of due dates within the limited budget Progress and final project report submission to Minister and parliament Approval of plan prior to project execution 100 achievement of due dates 5 budget variance Quarterly reporting depending on nature and duration of project Project dependent After project finalisation After project finalisation During project and thereafter
14
CHIEF DIRECTORATE POLICY AND RESEARCH
Purpose To provide the Minister with policy
advice
Sub Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Policy and research To provide evidence based strategic research and policy advice A fully developed, flexible and responsive research programme with concrete deliverables Policy advice reports to the Secretary/Minister Policy and research briefings Published reports Completed reports 2010 March 2011 State of Policing Victim perception Survey Sector Policing Review 90 reporting accuracy levels As and when requested by the Sec. of Police Reports published in academic journals Quarter 4 Quarter 4 Annually Annually
Policy and research Establishment of information hub of best practices and policy for utilisation by the Secretariat and any relevant stakeholders Fully functional National Resource Centre Established resource database with evidence based information Provision of information Regular reports on National resource centre utilisation April 2010 Customer quality satisfaction level of 80-90 Monthly reporting feedback Quarter 1 Ongoing Monthly
15
CHIEF DIRECTORATE POLICY AND RESEARCH
Sub Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Policy and research To develop strategic partnerships with parliament, civil society on the Police Managed partnerships through establishing Policy and Research Reference Group Conducted reference group workshops MOU signed and agreed by all members Minutes and reports of workshops April 2010 Quarterly feedback Annually Quarterly
Policy and research To strategically access and analyse raw research SAPS data Develop policy database and access SAPS databases Performance Chart, reports and other crime data Fully functional database Regular meetings with SAPS efficiency services management Regular research reports and analysis June 2010 Feedback reports Submit research reports monthly Quarter 1 Monthly Monthly
Policy and research To work in partnership with SAPS and other research organisations Joint research teams set up and working on joint research projects Reservists, Metro Police, CIT robberies etc. Minutes of Project Team Meetings Quarterly research briefings and seminars on findings held Reporting on research project Number of Yearly research briefings /seminars conducted to Secretariat, Minister and National Commissioner Quarterly reporting Quarterly Quarterly
16
CHIEF DIRECTORATE POLICY AND RESEARCH
Sub Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Policy and research To collect relevant research material on police practice and methodologies locally and internationally A well managed research database with catalogued research papers, reports and analyses A completed index of available research material, data sets and internal research reports Audit of research material Functional database Update of research material Completed index Conducted audits April 2010 Quarterly May 2010 September and March Quarter 1 Quarterly Quarter 1 Bi-annually
17
CHIEF DIRECTORATE MONITORING AND EVALUATION
Purpose To monitor and audit the Police
Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Monitoring and evaluation To provide a professional civilian oversight capacity through active monitoring evaluations of SAPS systems, process and approaches A single comprehensive streamlined ME Tool developed and implemented Monitor and evaluate the SAPS performance, ICD recommendations and SAPS complaints mechanism Monitor and evaluate the 2010 Firearms Amnesty with civil society partners nationally and provincially. Monitoring and evaluation plan ME system and tool implementation including provinces Finalised database system for monitoring and evaluation Report on SAPS performance monitored against Performance Chart Report on the ICD recommendations monitored and evaluated SAPS complaints management mechanism monitored and evaluated Analyse implementation data Readiness of SAPS Training provided to amnesty task teams members All amnesty related process Present and report on the impact of the implementation of the amnesty process April 2010 June 2010 September 2010 4 performance reports 4 performance reports 4 complaints management reports Weekly task team reports Monthly evaluation reports t the Minister Annually Quarter 1 Quarter 2 Quarterly Quarterly Quarterly Weekly Quarter 1
18
CHIEF DIRECTORATE MONITORING AND EVALUATION
Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Monitoring and evaluation Monitor and evaluate the legal implications emanating from the promulgation of the FAC Act An inclusive Monitoring and Evaluation Forum established and convened. Management of special ME projects (ad hoc) ME Report on legal implications emanating from the promulgation of the FAC Act submitted to the Minister Monitoring and Evaluation Forum meetings and reports Implementation of project in time June 2010 Quarterly reports Relevant feedback in appropriate intervals Quarter 1 Quarterly Ongoing
Monitoring and evaluation To monitor and evaluate the transformation of SAPS with respect to the management and deployment of human and material resources Monitored SAPS systems, including the transformative program. Improved SAPS station service delivey Established SAPS system database on police station management and practises and transformation Report on SAPS resource deployment and performance against transformative programme including DVA. Developed and deployed interventionist oversight strategies on police station service delivery in the form of a plan Station level police practice and governance reports November 2010 Quarterly reports June 2010 3 provincial reports Quarter 3 Quarterly Quarter 1 Annually
19
CHIEF DIRECTORATE PARTNERSHIPS
Purpose To mobilise role-players, stakeholders
and partners outside the Department
Sub- programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Community Outreach Programmes Facilitate the participation of communities in crime prevention initiatives Develop criterion for identifying areas to implement community outreach programmes Implemented quality outreach programmes Implement Public Participation Programmes (Ministerial Izimbizo) Approved community outreach programmes criterion Implemented programmes Report on the impact of the implemented programmes April 2010 10 Outreach programmes implemented Quarterly reports 5 programmes Programme reports Quarterly 1 March 2011 Quarterly March 2011 As required
Crime Prevention Public-Private Partnerships Ensure an collaborative effort between government and business on crime prevention Joint crime prevention programmes between governance institutions and the business community Functioning reference group Develop and sign off of memoranda Implemented programmes Regular meetings with business organizations 4 Memoranda to be implemented Quarterly reports Quarterly meetings Quarterly reports Annually Quarterly Quarterly
20
CHIEF DIRECTORATE PARTNERSHIPS
Sub- programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Civil Society Partnerships Ensure an collaborative effort between government and civil society organisations on crime prevention Engagement of civil society organizations in crime prevention and safety Labour Faith based organizations Political organizations Womens organizations Youth organizations Civic organizations CPFs and St Ctts Specific interest Keep CPFs informed of latest crime prevention initiatives Civil Society Partnership Plan Report on engagement Developed CPF engagement guidelines CPF meetings Report on CPF meetings March 2011 Quarterly reports April 2010 12 monthly meetings Quarterly reports Annually Quarterly Quarter 1 Monthly Quarterly
Inter-governmental Partnerships Enhance intergovernmental co-operation on safety and security through an coordinated effort in tackling challenges and blockages Drafted CSF policy (functioning model) Developed project criterion Implement pilot CSF projects Monitor provincial pilot projects Approved CSF policy (incorporated successes in pilot projects) Approved project criterion (consultative process) Implemented projects Report on project progression Meetings and the reporting thereon March 2011 End of May 2010 10 pilot projects Quarterly reports Quarterly meetings and reports Annually Quarter 1 March 2011 Quarterly Quarterly
21
DIRECTORATE SUPPORT SERVICES
Purpose Render support services to the
Secretariat a) Human resource management
Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period
Human Resource To re-organise and align the Secretariat of Police Develop and implement MTSF/MTEF Approved organisational structure by the Minister of Police in consultation with the Minister of the DPSA (including JE) with the Secretariat direction and legislation as mandate Implemented change management process Effective financial planning relating to Human Resources Medium term strategic framework Submit HR Plan to DPSA and report on HR plan implementation Alignment of the organisational structure with the Secretariat mandate Ministerial approval on final organisational structure Appropriate matching and placing implementation Approved change management report Estimate HR compensation need for 2011/2012 January 2011 Approved organisational structure by end of April 2010 Completed by end March 2011 April 2010 March 2011 September 2010 Quarterly Quarter 1 Quarterly Quarter 1 Quarter 4 Annually
22
DIRECTORATE SUPPORT SERVICES
Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period
2. To attract , recruit and retain appropriate skilled and qualified human resources Appoint qualified, competent and skilled personnel on the Secretariat establishment Conduct internal and external Induction programmes as required Employment equity plan Reduced vacancy levels Appropriate appointments made within 3 months of advertisements New appointment s inducted within 3 months of appointment Submit EE plan/inputs and adhere to EE targets Vacancy levels to be reduced by 50 All advertised posts should be filled within 3 months All new appointments should undertake induction programmes EE plan to be submitted by September (in accordance with DOL Women, disabilities focus) Quarter 4 Quarterly Quarterly Half yearly
3. Skills enhancement Implement approved Workplace skills plan (WSP) Report on WSP implementation Submitted WSP plan WSP compliance Annual training report April 2010 100 compliance March 2011 Quarterly Annually Annually
23
DIRECTORATE SUPPORT SERVICES
Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period
4. Manage performance management systems Align performance management practices with DPSA guidelines Established comprehensive performance agreement database DPSA performance management compliance report Chapter 4 SMS handbook training in performance management for SMS members Update and report on database Signed Performance agreements Quarterly assessments Report submitted to DPSA (SMS) All SMS members to be trained Report quarterly Report quarterly on Number of signed performance agreements (100 compliance 2 months in cycle ) Quarterly assessments conducted (100 compliance) Quarterly DPSA report Quarter 1 Quarterly Annually Quarterly Quarterly
5. Plan for employee wellness services Draft employee wellness framework according to required needs Approved employee wellness framework March 2011 Annually
24
DIRECTORATE SUPPORT SERVICES
Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period
6. Institutionalize professional ethos Alternative dispute resolution processes Engage in disciplinary cases Finalise formal disputes and grievances in 3 months Report compiled for Secretary Report compiled for PSC 3 months March 2011 Within 30 days of finalization of cases Annually Annually
7. To revise and align all HR Policies of the Secretariat to that of the Public Service Establish HR policy repository Drafted HR policies Policy accessibility and availability Revised HR policies Provide recommendations on the repository accessibility (Secretariat intranet) by March 2011 3 drafted policies submitted by September 2011 Annually Annually
25
DIRECTORATE SUPPORT SERVICES
b) Financial Management
Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Financial management and reporting Manage the finances of the Secretariat (Ministry) in accordance to the PFMA and NT regulations Draft and cost consolidated Secretariat strategic plan Expenditure control Financial Risk management Consolidated strategic plan Audit qualifications No Irregular expenditure Expenditure reports Report on financial misconduct/non compliance Risk management plan Report on risk management January 2011 No audit qualifications No irregular and wasted expenditure Monthly reports 100 accurate Monthly reporting Implemented in May 2010 Monthly Annually Half yearly Annually Monthly Monthly Annually Monthly
26
DIRECTORATE SUPPORT SERVICES
c) Supply chain management
Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Supply chain management To provide procurement services to the Secretariat and the Ministry in compliance with the PFMA and other related prescripts Ensure compliance with SCM policy Demand and acquisition Asset and facilities management Logistical services and facilities management Develop and maintain a database of accredited suppliers Risk management Information technology support Ensure full compliance with all prescripts on supply chain management Duration of acquisition Integrity based and updated asset registers Payment lead times Updated Secretariat supplier database Approved and implemented risk management plan Turn around time on logged calls 100 compliance 30 days Quarterly 30 days per payment Quarterly updates April 2010 2 days Annually Monthly Quarterly Monthly Quarterly Annually Weekly
27
DIRECTORATE SUPPORT SERVICES
Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period
Document management To provide an integrity based document management in compliance with the relevant prescripts relating to document registration and security standards Develop document registration, filing, retrieval and disposal (or destruction) systems in compliance with prescripts (National Archives Act and MISS) Develop policies and procedures Report on automated management document system for development Approved policies and procedures March 2011 March 2011 Quarter 4 Quarter 4
Effective communication services Render communication support to the Secretariat and the Minister Upgrade and maintain Secretariat Website To provide advice on annual reports submitted to the Minister on the statutory organs Upgraded Secretariat Website Ministers approval June 2010 June 2010 Quarter 1 Quarter 1
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