1 human resources. 2 provincial equity office per salary level africancolouredindianwhite people...

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Human Resources

2

Provincial equity

Office per salary level

AFRICAN COLOURED INDIAN WHITE PEOPLE

WITH DISABILIT

Y

GRAND TOTAL

FEMALE

MALE TOTAL FEMALE MALE TOTAL FEMALE MALE TOTAL FEMALE MALE TOTAL

Northern Cape 98 70 168 56 47 103 1 1 15 6 21 4 293

Demographic targets 79% 8.9% 2.5% 9.6% 2.0% 100%

Percentage Representation 57.34% 35.15% 0.34% 7.17% 1.37% 100%

3 6 1 7 6 3 9 16

5 3 1 4 3 3 6 1 1 11

6 63 32 95 33 27 60 1 1 7 1 8 4 164

7 11 18 29 9 9 18 3 3 50

8 8 10 18 4 3 7 3 3 6 31

9 3 2 5 2 2 7

10 2 3 5 1 1 1 1 7

11 1 1 1

12 1 1 1 1 2

13 1 1 2 1 1 3

14 1 1 1

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People management Achievement Percentage

Performance agreements signed Performance agreements signed

All performance agreement submitted to HR and captured on persal 100%

Moderation Moderation

Moderation was done on 9 July 2012 and 10 July 2012

People management and performance2011/2012 Status

2012/2013 Status

People management Achievement Percentage

Performance agreements signed

All performance agreement submitted to HR and captured on persal 100%

ModerationModeration was done on 03/June/2013 until 07/June/2013 100%

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People & Performance management - absenteeism

Salary Levels Total days

Number of

employees using

sick leave

% of employees

using sick leave

Average days

per employee

(13-16) 5 2 50% 2

(9-12) 17 5 30% 3

(6-8) 109 37 15% 3

(3-5) 1 1 4% 1

TOTALS 110 39 35%

Analysis of staff patterns 2012/2013 HR Plan: Sick Leave

What the province did to uplift staff moraleMen's summit Women's summitCandlelightReferral to EAPKnow your status campaignsYear end functions

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Month Training Conducted Total number of officials attending

January 2013 PMDS, Leave and Bursary Training 131

March 2013 Birth, Marriage and Death training 167

March 2013 Labour relations 144

April 2013 PMDS Training 178

May 2013 Records Management Training 67

June 2013 Rolling out of Permit and Track and Trace 15

April to May 2013 Persal Training 4

Staff Development

Skills gaps identified:DHA Qualification for newly appointed front office clerks

Customer Care

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Training & Capacity building overview

Highest Qualification Total Number % Total

National Certificate (Grade 12/FET) 148 50.5%

Certificate 23 8%

Diploma 76 26%

Degree 22 7.5%

Technical Certificate 19 6.5%

National Technical Certificate 0 0

Post Grad Diploma 2 0.7%

Honours 2 0.7%

Masters 1 0.3%

Ph. D 0 0

Post Grad 0 0

Other 0 0

The province did a skills audit and placed the officials according to their qualificationsHR degree at Human Resource section and officials with Finance degrees, places in Finance section

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Filling of priority vacancies

Description of post Advertisement Date of Interview Date of filling of post State Accountant - Provincial Manager

HRMC 60/12/15C 05/10/2012 2013/06/01Local Office Manager - Upington HRMC 91/12/1 17/01/2012 Re-advertisedLocal Office Manager - Postmasburg HRMC 91/12/2 17/01/2012 In processImmigration Officer Control - Springbok HRMC 9/12/8 30/05/2012 2013/05/01Immigration Officer Control - Alexander Bay HRMC 94/12/4K 18/03/2012 2013/06/01Immigration Officer Control - Mc Carthy's Rust HRMC 94/12/4L 18/03/2012 2013/06/01Immigration Officer Control - Nakop HRMC 94/12/4M 18/03/2012 2013/06/01Immigration Officer - Airport Upington HRMC 94/12/6V 09/04/2013 2013/06/01Immigration Officer - Alexander Bay HRMC 94/12/6W 08/04/2013 2013/06/01Immigration Officer - Alexander Bay HRMC 94/12/6W 08/04/2013 2013/06/01Immigration Officer - Nakop

HRMC 94/12/6X 09/04/2013 2013/06/01District Manager: Operations - District Municipality Office: Pixley Ka Seme

HRMC 14/13/1 12/04/2013 In processLocal Office Manager - Vioolsdrift HRMC49/13/2 In process In processDeputy Director: Finance & Supply Chain Management - Provincial Manager's HRMC 67/12/2G 24/01/2013 2013/06/01

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Filling of priority vacancies cont….

Description of post Advertisement Date of Interview Date of filling of post DD HR Business Partnering - Northern Cape HRMC 11/13/3 19/04/2013 In processClerk Administration - Upington HRMC 1/13/22J 10/04/2013 In processClerk Administration - Calvinia HRMC 12/13/12J In process In processCleaner - Kimberley

HRMC 79/12/9b 14/02/2013 2013/07/01Chief Administration Clerk - Calvinia HRMC 25/12/21F 03/07/2012 2013/07/01Cashier Supervisor - Kimberley HRMC 12/13/7 In process In processAssistant Director: Security Services - Provincial Manager HRMC 17/13/6 06/05/2013 In processAssistant Director: Asset & Property Management - HRMC 34/12/5D 25/09/2012 2013/05/01Administration Clerk: Mobile Units - Prieska HRMC 1/13/22IH 14/03/2013 In processAdministration Clerk: Hospital - Kimberley HRMC 11/13/24B In process In processAdministration Clerk: Hospital - Upington HRMC S1/11/18 28/12/2012 2013/06/01Administration Clerk: Hospital - Kuruman HRMC S1/11/18 18/12/2012 2013/06/01

Total 27 Posts

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Mandela Week projects

Provincial initiatives

1.Provincial outreach in Fraserburg in collaboration with Provincial Government in Karoo Hoogland local municipality

2.Individual service delivery outreach projects in

•Postmasburg

•Kakamas

•Manyeding

•Seoding

3. Door to door ID delivery

•Ganspan

•Jan Kempdorp

•Pampierstad

4. Door to door profiling with SASSA

•Prieska

•Douglas

5. Special programmes

•De Aar visiting a homeless shelter, painting the building, provide soup and bread to occupants

•Pampierstad visit Tshwaragano disability center and provide food

•Youth forum to visit household that was identified by Social Services in Galeshewe, will handover food parcels,

clothes, linen and furniture. Register children

•Contribute to a province program to support babies behind bars

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Northern Cape: Youth programme of action

Venue Activity Impact

5 Districts –Frances Baard, Pixley ka Seme, John Taolo Gaetsewe, ZF Mcgawu School Campaigns

Learner turning 16 years apply and are issued with Identity documents

5 Districts –Frances Baard, Pixley ka Seme, John Taolo Gaetsewe, ZF Mcgawu NCCU campaigns

Awareness on birth registration, late registration of birth and Identity Documents

5 Districts –Frances Baard, Pixley ka Seme, John Taolo Gaetsewe, ZF Mcgawu Youth month celebration

Creating awareness on Identity Document collection to ensure youth voter registration

Pixley ka Seme Late Registration of Birth Mop - upEnsure that clients without enabling documents are assisted to apply

Frances Baard Youth conferenceTo discussions issues such as enabling documents with the youth in DHA. Raising awareness with other youth

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Counter Corruption

12

Type Allegation Outcome

Labour Relation Cases Banking Irregularity IMS official cleared

Theft of government money Official resigned

Abscondment Dismissed

Counter Corruption Illegal foreigner with RSA ID X 3 Convicted and Deported

Suspected ID Theft Correctional service member cleared

Fraudulent TRP & money laundering Conviction and confiscation

Theft of client application fee Criminal case opened

SARS identity fraud Criminal case opened

Fraud by false representation Criminal case opened

Alleged false registration of customary union Case withdrawn

Unauthorized amendment Official cleared

Counter Corruption

Successes:SASSA -Payment of fraudulent grants was cancelledVetting - 43 Officials polygraphed, results pending 46 applications submitted for vetting to State Security Agency, still in process 35 vetted and received certificates

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Finance and Budget

14

Budget allocated and expenditure incurred

Budget Item

Budget 2013/14

Actual Expenditure YTD

(R)

YTDSavings/ (Overspending

YTDBudget Expenditure

(%)

Compensation ofEmployees 75,082.000.00 16,940.076.00 58,141.924.00 23%

Goods and Services 10,717.000.00 6,326.583.00 4,326.417.00 60%

Provincial and localgovernment 86.000.00 3.942.00 82.058.00 5%

Transfers & Subsidies 1.000.00 17.949.00 -16.949.00

Capital Assets

TOTAL 85,886.000.00 23,352.550.00 62,533.450.00 27%

2013/2014 Budget

Analysis on expenditure;•Compensation of employee : Is under spending with 2% which is caused by unpaid overtime and vacant funded post not filled•Goods and services : Is over spending with 35% which is caused by payment of accruals made goods and services

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Asset Management & SCM Functions:

Nr of Assets on BAUD

Verified assets

Assets not verified

Loss assets Comments

6059 5919 140 2 140 to be adjusted with baud system

Asset management

Type April May June Total

Invoices received

305 29 170 504

Invoices paid within 30 days

0 81 153 234

Invoices paid within 30 days

Reasons for non payment

In April, BAS and LOGIS systems were off due to financial year end reconciliations.

47% of Invoices received paid within 30days

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Revenue Collected

Office April May June Total

Offices 832.120.00 888.485.00 810.443.00 2,531.048.00

Ports of Entry 61.900.00 62.600.00 33.400.00 157.900.00

Total 894.020.00 951.085.00 843.843.00 2,688.948.00

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Fleet Management District Municipality Type of vehicle

Departmental owned vehicles

New vehicles received G –Fleet

Frances Baard Sedan 2 3 3

LDV 1

4 X 4 5 5 1

Pixley ka Seme Sedan 1 4 2

LDV 1

4 X 4 4 1

John Taolo Gaetsewe Sedan 0 0 0

LDV 1

4 X 4 3 3 2

ZF Mcgawu Sedan 1 4 0

LDV

4 X 4 5 3 1

Namakwa Sedan 1 2 2

LDV 1

4 X 4 3 5 3

Total 27 35 17

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Operations

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Quarterly achievement on provincial targets: Civic Affairs

DHA Annual Target: Projected 17830 births registered in province within 30 calendar days of birth

BASELINE for Province (12/13)

ANNUAL TARGET for Province (13/14)

QUARTER 1 TARGET for Province

17 958 Births registered in NC within 30 days of birth i

17 830 births registered in province within 30 calendar days of birth

Projected 4375 births registered in the province

Q1 PROGRESS:STATISTICS5018 Actual registrations Hospital registrations: 2277Office registrations 2741

ANALYSISProvince over achieved with 15%The province had a total live birth at the online health facilities and offices of 5125The actual registrations is 5018, which indicate that the births not captured at hospitals are captured in the office

CHALLENGES:

20


DHA Annual Target: Stakeholder forums launched, revived, maintained and functional




3 stakeholder forums launched

17/33 stakeholder forums maintained and functional

33 stakeholder forums maintained and functional

33 stakeholder forums maintained and functional

Q1 PROGRESS:STATISTICS

22/33 Forums maintainedANALYSISProvince maintained 67% of the forums

CHALLENGES:Competing priorities within the province

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DHA Annual Target: Strategy and plan implemented nationally and in 9 provinces to reduce late registration of birth




New target Areas visited as part of LRB campaign

10 Areas to be visited

Q1 PROGRESS:STATISTICS 10/10 Areas visited on the scheduled places

ANALYSIS100% Achieved

20 Areas in addition to the original list was done under the areas Lepelsfontein and Fraserburg area31 LRB ApplicationsFirst ID application: 82Re-issue ID application: 30Birth Registration: 52ID handover: 32

CHALLENGES:

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DHA Annual Target:100% of South African learners issued with IDs




66% (2942 out of 4441) of South African learners issued with IDs in province (applications collected and delivered)

100% of South African learners, 16 years and above, issued with IDs in NC province (applications collected and delivered)

0 Schools to be visited in Quarter 1


44 Schools visited although not planned for quarterANALYSIS

16 Year old applications taken in: 23816 Year old Identity documents handed over: 732Grade 12 learner applications: 5Grade 12 learner Identity documents handed over: 20

CHALLENGES:

23


DHA Annual Target: 95% of LRB applications for the age group 15 years and above finalized within 6 months




1791/1791 pre-processed within 70 days

LRB applications pre-processed (collection, online verification and background check of informant, adjudication and recommendation, refer to head office) within 70 working days in NC province (all applications received)

LRB applications pre-processed (collection, online verification and background check of informant, adjudication and recommendation, refer to head office) within 70 working days in province (all applications received)


716/716 Applications achieved

ANALYSIS

Province achieved 100%

CHALLENGES:

24


DHA Annual Target: Outreach programmes conducted in NC province to assist with birth registration and ID collection, with a focus on marginalized areas (outreach not part of normal programme of the province)




4 Outreach programmes conducted in NC province to assist with birth registration and ID collection

At least 4 outreach programmes conducted in NC province to assist with birth registration and ID collection (at least 1 per quarter)

At least 1 outreach programme conducted in quarter


1 Outreach in Hanover

ANALYSIS5 LRB applications9 ID applications3 Birth registrations1 Amendment8 Passport applicationsTotal 26 applications

CHALLENGES:

25

Unclaimed ID’s

TypeOpening balance Received

Total in store

ID's older than 3 months

ID's 6 months and older Issued

Closing balance

First Issue 2021 11205 13226 3329 301 11917 1008

Re-issue 2407 12639 15046 3979 337 11731 2978

Total 4428 23844 28272 7308 638 23648 3986

Strategies in place for delivering of Identity DocumentsDoor to Door deliveryMobilizing the youth for deliveryPartnering with other stakeholders

Status as at end June 2013

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Quarterly achievement on provincial targets: Immigration

Office

Opening balance (Brought Forward)

New Applications Received Q1 Approval Rejections

Pending from HUB

Kimberley 78 70 3 0 145

Kuruman 22 57 52 6 21

Upington 15 77 36 0 56

Total 115 204 91 6 222

Temporary Residence Permits

OfficeOpening balance (BF)

New Applications Received Q1 Approval Rejections

Pending from HUB

Kimberley 106 12 0 0 118

Kuruman 34 8 5 0 37

Upington 47 10 17 1 39

Total 187 30 22 1 194

Permanent Residence Permits

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Output Target Actual achievement Percentage

Employers charged 12 1 8%

Transgressors charged 155 396155% over achievement

Undocumented foreigners deported directly within 30 calendar days 100% 113/136 84%

Undocumented foreigners transferred to Lindela within 20 calendar days 100% 222/257 86%

Cases referred to Inspectorate completed in 28 working days 80% 4/6 67%

Setting up Immigration Priority Committees on Immigration at Provincial level 1 0 0

Inspectorate

Nationalities deportedHighest 3 Lesotho

ZimbabweMozambique

Other MalawiChinaNigeriaSomaliaMalawi

Botswana

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Quarterly achievement on provincial targets: ImmigrationPorts of Entry

Port of Entry Hours of operation

CitizensCitizens Total Foreigners

Foreigners Total

Grand Total

Arrivals Departures Arrivals Departures

Alexander Bay 15 3073 3178 6251 4622 4690 9312 15 563

Sendelingsdrift 8 732 766 1498 490 147 637 2135

Vioolsdrift 24 14 863 16 098 30 961 19 835 21 553 41 388 72 349

Onseepkans 8 834 1220 2054 404 387 791 2845

Upington Airport Standby 231 264 495 337 86 423 918

Nakop 24 12 490 14 226 26 716 11 926 13 152 25 078 51 795

Gemsbok 8 532 572 1104 1710 1699 3409 4513

Twee Rivieren 8 810 1348 2158 482 472 954 3112

Rietfontein 8 1248 1981 3229 1418 1548 2966 6195

Middelputs 12 504 481 985 702 700 1402 2387

McCarthysrust 12 1372 1645 3017 1663 1772 3435 6452

Total 36 689 41 779 77 868 43 589 46 206 89 795 168 264

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Ports of Entry: Refusals

Type Citizens Foreigners

Arrival 0 77

Departure 8 3

Total 8 80

Type Issued Value Paid Value

Sec 50 (1) (b) 57 R67 500 84 R55 000

Sec 50 (1) (c) 76 R183 000 25 R31 500

Sec 50 (3) Business 2 R20 000 28 R75 000

Sec 50 (3) Private 0 0 0 0

After hours service – notified 172 R36 800 178 R38 000

After hours service –not notified 123 R47 600 68 R26 400

Total 430 R354 900 383 R225 900

Ports of Entry: Fines

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Achievements

Achievement Impact on service delivery

Birth registration within 30 calendar daysEnsure that birth is the only point of entry on the National Population Register

High impact Increasing access of services

Late Registration of Birth mob-up’s Reduce number of citizens without enabling documents

Decentralization of Human Resource and FinanceImprovement of office capacity and turn around time on Human Resource and Finance administration

Allocation of vehicles To improve service delivery

Transgressors charged Improve security of the country

Internal Audit identified Vioolsdrift as the best Port of Entry Nationally in compliance with section 50 fines To ensure compliance

Performance Monitoring and Evaluation of frontline service delivery by Presidency and Premiers office

To improve quality of service delivery and customer experience

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Challenges

Challenge Strategic intervention

Delay in resolving of queries (Duplicates, Amendments and Rectifications) Appoint a task team to resolve outstanding queries

Poor infrastructure at some of the Ports of Entry Fund available to address the infrastructural needs at Ports of Entry

Access to services in the Province

• Work in collaboration with Provincial Government to identify suitable accommodation.

• Ensure that all needs are at Department of Public Works for processing

• The connecting of online Health facilities used to expand footprint to rural areas within Province

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Thank you

Questions & answers