1 corporate services presentation to select committee: 2 may 2006

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Corporate Services Presentation to Select Committee: 2 May 2006

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The Office of the COOCorporate Services

Chief Operations Officer

Chief Directorate: TRC

Chief Directorate: Programme Support &

Administration

Chief Directorate:Strategy

Chief Directorate:Risk Management

Directorate: Occupational, Health, Safety, Environmental

Quality

Directorate:Risk Management

Directorate: Integrity Management

Directorate: Security Risk Management

Directorate: PMSU

Directorate: NOPC

Directorate: Service Delivery

Directorate: Victim Support and Legal

Services

Directorate: General Administration and

Financial Management

Directorate:Stakeholders,

Information and Research

3 Directorates: Strategy

Directorate: EXCO Secretariat

Office of the COO Regional HeadsActing DDG: Corporate Services

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Corporate ServicesIntroduction

DDG: Corporate Services

Human Resource Office of the CFOCommunication

Services

Information and Systems

Management

Communication Services

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Objectives for 2005/6

Achievements

Challenges

Budget 2005/6: allocation vs expenditure

Budget requested for 2006/7

Way Forward

Structure of PresentationCorporate ServicesCommunication Services

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To fulfil the communication needs of the Department

Build an integrated approach to promote, communicate and market the

Department

Create and raise awareness regarding all the Department’s offerings

Restore public trust and confidence in the services of the Department.

To enhance and manage effective external and internal communication in the

Department

Objective for 2005/6Corporate ServicesCommunication Services

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Projects and campaigns conducted:

16 Days of No Violence Against Woman and Children: Facilitation of events

with communities involving SAPS, Dept Social Development, Department of

Health, Dept of Home Affairs, and NGO’s 36 events were held in the following

rural/township areas covering 7 provinces, KwaDwesi, Walmer, Algoa Park,

Swartkops, Humewood, Motherwell, Refilwe, Katlehong, Thembalethu, Phillipi,

Thembisa, Thaba Nchu, Di Cofimvaba, Queenstown, Cala, Lady Frere,

Mdantsane, Litchtenburg, Boksburg Reigher Park, Dawn Park, Bophelong,

Duduza, Tsakane, Daveyton, Diepsloot, Kathorus and Botshabelo.

Achievements 2005/6Corporate ServicesCommunication Services

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Translated the constitution in all official languages – publication in

progress

Translated Victims Charter and Minimum standards document in all official

languages

Pamphlets on Domestic Violence and Maintenance were reprinted, 15 000

of each were distributed to the Regional Office to be made available at the

courts.

Video production relating to Criminal Court Procedure was made available

in English, Zulu, Tswana, and Afrikaans.

Launch of Operation Isondlo

Operation Isondlo Awareness Campaign

Corporate ServicesCommunication Services Achievements 2005/6

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Development of Department’s Newsletter

Web Development for the following:

Supreme Court of Appeal website

Interactive web-application to register service providers

DJINI – buy in from users

Printing of the Services Charter for Victims of Crime in all languages

Launch of the Services Charter for Victims of Crime

Communication ServicesCorporate Services

Achievements 2005/6

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BUDGET 2005/06: R39,036,000

R15,5m staff

R13,1m goods and services

R26 000 agencies

R1,3m capital

R9 million reallocated:

R1 million reallocated for (S&T)

R8 million reallocated (R5 million personnel and R3 million goods and services)

which led to unit left with R30,036,000

R3,3 million overspent

Communication Services Achievements 2005/6Corporate Services

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Preliminary allocation for 2006/07

R38,903,333

Total for staff: R22,667,000

Total for Goods and Services: R15,094,000

Budget: 2006/7Corporate ServicesCommunication Services

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To enable the current structure to be fully operational, an additional sum of

R10m is required - R4m for staff, R6m for goods and services

Fast track: Capacity building

Extensive training

Way ForwardCommunication ServicesCorporate Services

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Services


Management

Human Resources

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HR Structure

DDG: CORPORATE SERVICES

Chief Directorate:HR Value Added

Services

Chief Directorate: HR Customer Management

Centre

Chief Directorate: HR Key Accounts

Directorate: Employee Relations

Directorate: Organisational Development

Directorate: Learning and Development

Directorate: BPI

Directorate: Performance Management

Directorate: Specialist Hub

Directorate: Generalist Hub

Directorate: Court Services, Masters

Directorate: Other Branches

Corporate ServicesHuman Resources

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Investing in Human Capital (HRM)

Human capital capabilities to deliver increasing Justice mandate

Right-size DoJ&CD

Rationalisation of the use of consultants and outsourcing

Reduce turn-around time for resolving disciplinary cases within 6 months

of occurrence.

Employee Assistance Programme

Temporary employment reduced by 90% - 2006/7

ObjectivesCorporate ServicesHuman Resources

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Internships and professional legal apprenticeship in place - 2006/7

Recruitment and Management Training Programme running by 2006/7

Building management capacity for efficient Justice Service Delivery Points

Skills Development for Front-line Service Delivery Staff

Management and Leadership Development Programme

Total Budget for Human Resources Unit for 2006/07 is R62 200 000

Objectives (cont)Corporate ServicesHuman Resources

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Fast- tracking misconduct cases older that 6 months - 79% reduction has

been achieved, project commenced Sept 2005 with 222 cases

Sign Language training for Interpreters to all provinces

Sexual Harassment awareness workshops Improved management of bursary contract. Withdrawals reduced to

below 7% Recruitment

Turnaround reduced from an average of six months to six weeks Improved advert quality evident by reduction of no. of errata published

Corporate ServicesAchievementsHuman Resources

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Projects identified for 2006/7:

Fast-tracking of current and new disciplinary cases/grievances. This approach

seems to be working judging from the previous statistics.

Capacity building (training) in the various Regional Offices. As stated above, a

comprehensive program will involve HRD

Establishment of workplace committees throughout the country

The amalgamation of HR policies of the Department and the National Prosecuting

Authority (NPA) and consult unions on same.

Corporate ServicesProjects identifiedHuman Resources

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Provide basic training to line managers on how to recognize support and refer

troubled employees and facilitate the provision of professional assistance to

troubled employees

Provide stress management workshops and programs

Train HIV AIDS lay councilors and peer educators and encourage voluntary

counseling and testing

Conducting EE Audits and aligning EE plans and recruitment plans

Conducting awareness as required by the EE ACT

Proactive facilitation of Change Management Programmes

Implementations of Outcomes of Culture Audit Survey

Develop Senior and Middle Management Change Leadership competencies


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Facilitation of learnerships and internships

Compiling and facilitate the implementation workplace skills plan

To co-ordinate and facilitate orientation program

Alignment of performance agreements with business plans and the

strategy of the departmen

Establishment of PERSAL Management Unit


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Finalise:

Org Design

Competency modeling

Job Analysis and Job profiling

Skills Audit

Human Capital Plan

Filling of vacancies

Implement Employment Equity Plan

Provide training and development

The Way Forward

Organisational Design

Corporate ServicesHuman Resources

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Services


Management

Information and Systems Management

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Achievements in terms of MTSF – 2005/6

Successful closure of the DNS II, IADE Phase I, ISA Migration and JDAS Pilot (Bafokeng ) Projects;

Successful rollout of the DNS II project to 221 sites

Deployment of the first VPN (Virtual Private Network) for a South African Government Department

Successful implementation of an automated project management system at ISM .

Computer Literacy Training - users trained in Fundamental, Intermediate and Advanced computer literacy training (9600 users trained)

Functional Training – users trained in the use of JDAS, Guardian’s Fund and HR Service Benefits solutions.

Corporate ServicesInformation and Systems Management

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Lack of internal departmental capacity

Challenges – 2005/6Corporate ServicesInformation and Systems Management

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ISM Unit: Budget and Expenditure as at 30 March 2006

Budget and Expenditure

PROGRAMME Budget Received Expenditure to date

Employees Compensation R 8,151,188.00 R 6,836,408.51

Goods & Services R 136,100,658.00 R 858,104.03

SITA SERVICES (usage of computer time etc) R 40,523,007.84

SOFTWARE LICENCES (Microsoft, Jutastat etc) R 19,993,487.29

ISC SUPPORT (TSS) R 39,584,907.43

NETBOTZ MAINTENANCE 998,540.00

TSS - DNS II PROJECT 51,927,574.50

BREAKFIXES & IMACD'S 312,628.29

CITRIX TRM 449,011.80

Transfers & Subsidies R 25,154.00 R 14,836.81

Machinery & Equipment R 34,759,000.00 R 17,537,493.50

Total R 179,036,000.00 R 179,036,000.00


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ISM Unit: Budget and Expenditure as at 30 March 2006

Budget and Expenditure

CONTINGENCY 2 ACCOUNT R 38,020,000.00

MICROSOFT EA IRELAND LICENCES R 20,867,257.46

EQUIPMENT DNS III R 5,449,200.00

JOURNAL - VAT CLAIMED ON VOTED FUNDS R 8,200,000.00

EQUIPMENT DNS III R 1,272,595.68

EQUIPMENT DNS III (100 RIS SERVERS) R 1,257,523.00

EQUIPMENT DNS III (OKI PRINTER) R 856,392.00

TOTAL BUDGET ISM 2005/2006 R 217,056,000.00 R 216,938,968.14


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Operational Budget: 2006/7

VOTE Budget

Employees Compensation R 12,889,000,00

TELKOM VPN R 20,000,000.00

DRP Site R 15,000,000.00

SOFTWARE Annual LICENCE FEE R 50,000,000.00

Integrated Support R 48,000,000.00

BREAKFIXES & IMACD'S 1,000,000.00

SDM 10,000,000.00

SITA Applications Support & SLA's 20,000,000.00

Transversal Systems (BAS & PERSAL) 20,000,000.00

Hosting Services 16,000,000.00

New Additional Licenses 7,500,000.00

DRP Equipment 20,000,000.00

ISM (ST, Office Equipment) 18,589,000.00


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DNS III Roll Out:

Number of sites to be deployed: +/- 343

Number of users: +/- 3 258

Completion Timeframe:

Periodical Courts: 200 – Recommendation wireless connectivity should be

considered.

Risk – tight timelines may impact on quality and interdependencies within the

project may impact on the schedule and committed delivery date

Way Forward: Key Projects 2006/7

GP: End June NW: End June Limpopo: End July

EC: July WC: End July KZN: End June

FS: June / July NC: End June Mpumalanga: End June


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e-Scheduler Roll Out Currently deployed at 43 sites 40 sites will be deployed during 2006/2007

JDAS V. 4 Roll Out CFO to deploy JDAS V4 at sites where there is no JDAS ISM to deploy where there is JDAS V3

PC Renewal Out of warranty PCs will be renewed .


Way Forward: Key Projects 2006/7

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Services


Management

Information and Systems Management

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Objectives

Enhancing Organisational Efficiency:

No audit qualification (NAQ)

Delegations

Integrated and expanded System: Guardians Fund (GF) and Management of

Monies in Trust (MMIT)

Financial management / Compliance with PFMA

Transforming Justice, State and Society:

Establishment of a Costing Unit

Corporate ServicesOffice of the CFO

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Achievements


NAQ on the Vote for 2003/04 and 2004/05

MMIT Public Private Partnership

Pilot project :EFT Payment Solution at 6 offices

Updated DFI


Cost policy, draft Bills and Legislation


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Challenges


Sustainability of NAQ on the Vote

Asset management

Suspense accounts (agency services)

Connectivity

Procurement system (JYP approval, linking JYP and BAS)

Performance information linking to Strategy and the Budget

Budget management

Vacancies in critical posts

Supply Chain Management

MMIT and GF: Qualified audit reports

Court’s capacity to handle project deliverables

Regionalisation of financial management


Availability of reliable data


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Budget – 2005/6: Allocation vs Expenditure

2005/06

Original budget R192 m

+ Transfer R2 m

- Transfer Contingency R61 m

Revised budget R133 m

Actual expenditure (31/3/06) R103 m

Actual saving R30 m


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2006/07 Preliminary allocation

Total R187, 813 m

CFO R10, 050 m

CD: Budgets & Procurement R27, 189 m

CD: Budget Coach R1, 187 m

CD: Transaction Processing R45, 659 m

CD: MMIT R3, 728 m

MMIT PPP R100 m

Budget – 2006/7Corporate ServicesOffice of the CFO

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Way Forward: NAQ for Vote



Asset management: Completeness of asset register to be confirmed by AG

Take on balance (fair value) on asset register

Acquisitions for future years must be on JYP

Asset policy formalised

Suspense accounts : Discussions with Accountant-General on finding alternatives

Non DOJ services terminated

Finalisation of Agency Services establishment

Connectivity: Close co-operation with ISM

Procurement system: Discussions with National Treasury regarding approval


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Performance information linking Performance information to be

to Strategy and the Budget: submitted to AG

Budget management: Improved project management

Timely

identification of underspending

Vacancies in critical posts: Finalisation of work study/job

evaluations

Supply Chain Management: Asset Management Policy finalise

Corporate ServicesOffice of the CFO Way Forward: NAQ for Vote

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Way Forward: MMIT and GF


MMIT and GF: Qualified audit reports

Implementation of Project plan as mandated

Finalisation of PPP

Regionalisation of financial management


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Way Forward: Costing Unit


Costing Unit


THANK YOU

1 corporate services presentation to select committee: 2 may 2006

Documents

services charter

dawn park

dept social development

algoa park

achievementschallenges

reallocated r5

boksburg reigher park

official languagespamphlets