25 may 2007 - presentation to select committee corporate services 1 presentation by coo 25 may 2007

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25 May 2007 - Presentation to Select Committee

CORPORATE SERVICES

Presentation by

COO

25 May 2007

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CORPORATE SERVICES

This presentation will provide a brief overview of:

• Corporate Services

• Finance

• Budget, Supply Chain Management & Monies in Trust

• ISM

• HR

• PEC

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CORPORATE SERVICES

Ministry

Office of the Director General

and the COO

State Law Advisors Masters

Legislation Drafting

Constitutional Development

Litigation Unit Justice College

Corporate Services : HR / ISM / PEC / CFO

Court services:

NPA

Regional Offices : One per Province

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CORPORATE SERVICES

Corporate ServicesOFFICE OF THE CHIEF FINANCIAL OFFICER

Achievements No audit qualification on Vote account for 2003/04 and 2004/05 Financial Capacity Building Programmes Standardised Financial Management Business Processes Monies in Trust (MMT) Public Private Partnership (PPP) Establishing a Legislative and Policy Costing Unit Unqualified audit reports on Presidents Fund

Challenges & action steps Qualified audit report on Vote account for 2005/06 based on Monies in Trust financial management – Audit

action plan developed and progress monitored by Audit Committee on a quarterly basis Transition from cash basis accounting to modified cash basis of accounting – Training programme

implemented and Integrated Financial Management System being developed by National Treasury Disclaimed audit opinions on Monies in Trust accounts and Guardians’ Fund (see next slides) Vacancies in Supply Chain Management Unit Supply Chain Management and Asset Management – Action plan being developed for implementation 1 April

2007 Budget Management – Budget Coaching and Analysis, Quarterly Budget Review meetings; Virement in

compliance with PFMA Financial Reporting Framework in terms of the Organisational Redesign Process – Monitoring of Regulatory

Compliance (NOC reports)

Key MTSF performance indicator: No audit qualification

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CORPORATE SERVICES

Corporate ServicesOFFICE OF THE CHIEF FINANCIAL OFFICER (cont) – Monies in Trust Public

Private Partnership

Achievements Preparation of financial statements for 2005/06 Issue of Request for Proposal (RFP) for Management of Monies in Trust Public Private Partnership on 6

October 2006 Receipt of bids from four consortiums on 5 February 2007 Maintenance paid by Electronic Funds Transfer to 21 138 beneficiaries at 118 courts as at 30 April 2007 (R35

m)

Challenges & action steps: Evaluation of bids received Negotiations with selected bidder/s Signing of agreement with selected bidder Development and pilot of new operating model Implementation of new operating model

Key MTSF performance indicator: No audit qualification in the medium to long term

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CORPORATE SERVICES

Corporate ServicesOFFICE OF THE CHIEF FINANCIAL OFFICER (cont) – Guardians’ Fund

Accounting Turnaround Project

Achievements• Injected high caliber professional financial / accounting expertise to assess and formulate a

comprehensive master plan to elevate financial / accounting environment

Challenges & action steps• The Auditor General has failed to express an opinion on the financial affairs of the Guardian’s Fund

for the year ended 31 March 2005/6 - Formulated strategies to render assistance to the Guardians’ Fund

• The need to produce more sophisticated financial statements in accordance with GAAP - Extensive consultation and collaboration with other stakeholders will be is underway , including the Auditor General, Treasury department, Internal Auditors, PIC and SARS

• An imminent collapse of reporting ability as a result of a manual operating environment coupled with an escalating level of activity as a result of macro factors – Automation of Masters Offices

Key MTSF performance indicator: • The implementation of a sustainable and reliable financial accounting environment• The production of GAAP compliant unqualified Financial Statements on the activities of the

Guardian’s Funds

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CORPORATE SERVICES

2006/2007 Achievements The roll out of basic ICT infrastructure and services through the DNS IIII project -bringing the total number

of sites networked to date to 529. This constitutes 94% of the sites country-wide

The roll out of the E-Scheduler Solution (First Modules of Integrated Case Management Solution) to 425

sites as at end of February 2007: Western Cape - 54 out of 46

North West – 33 out of 34

Northern Cape – 35 out of 35

Mpumalanga – 36 out 36

Limpopoo – 37 out of 37

Kwa-Zulu Natal – 60 out of 80

Gauteng – 37 out of 44

Eastern Cape 80 out of 84

Free State – 53 out of 66

The development of the Scanning Solution and the integration thereof into the Integrated Case

Management Solution. This roll out of this module of the Integrated Case Management Solution is

scheduled to kick off in the new financial year.

The development of Phase I of the IADE solution comprising of the registration of Estates

ISMCorporate Services

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CORPORATE SERVICES

2006/2007 Achievements (contd)

The incorporation of the E-Scheduler statistics into the Justice Management

Solution (JMIS). The system will be rolled out during the new financial year.

JDAS roll-out (16 sites):

North West - pilot site + 4 sites

Gauteng – 2 sites (JDAS 3 migration)

KZN – 2 sites (JDAS 3 migration)

Northern Cape – 6 sites

Western Cape – 1 site (JDAS 3 migration)

ISMCorporate Services

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CORPORATE SERVICES

2007/2008 Action PlanContinuation of JDAS deployment

ICMS phase 1 deployment continuation (E-Scheduler)

Deployment of JMIS

Desktop renewal project

Enhancements to Track and Trace

Deployment of scanning solution

Deployment of IADE phase 1

Development of IADE phase 2

Migration of CPS to E-Scheduler

Continuation of JDAS v3 to JDAS v4 migration

Development of Justice Payment Gateway

Development and deployment of Bail Anywhere

Integration of E-Scheduler to CAS (SAPS)

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CORPORATE SERVICES

Corporate ServicesISM (cont.)

Challenges and Action Steps

The lack of capacity and the finalization of the ISM Structure

Lack of capacity in courts for implementation The ability of the service providers to develop solutions in the given

timeframes Delays in the procurement processes resulting in planned times to kick of

projects slipping

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CORPORATE SERVICES

DOJ HCM Strategy(3 Pronged)

Human Capital Development

Organisational Efficiency

Organisational Development

• Performance and Career Management• Learnerships and internships• Skills programs

• Organisational design• Change management• Organisational restructuring• Employment relations• Management & leadership practices• Employee wellness• Talent Sourcing and succession planning

• HR Automation• Back office Support• Business processes

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CORPORATE SERVICES

Occupational Categories

Male Female

TOTALAfrican Coloured Indian White African Coloured Indian White

Director General1 - - - - - - - 1

Chief Operations Officer1 - - - - - - - 1

Deputy Director General1 2 1 1 2 - - - 7

Chief Directors18 2 2 7 10 2 2 4 47

Directors33 5 9 45 32 5 6 13 148

TOTAL54 9 12 53 44 7 8 17 204

DEPARTMENT OF JUSTICE AND CONSTITUTIONAL DEVELOPMENT

WORKFORCE PROFILE: SENIOR MANAGEMENT SERVICE (SMS)

AS AT 31 MARCH 2007

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CORPORATE SERVICES

Departmental Staffing Profile as at 31 Jan 2007

Region No of Posts Head Count Vacancies

Eastern Cape 2004 1705 299

Gauteng 2589 2361 228

Mpumalanga 783 724 59

National Office 2749 2243 506

Free State 1009 986 23

Kwazulu Natal 2006 1828 178

Northern Cape 403 364 39

Western Cape 1321 1271 50

Limpopo 1274 1201 73

North West 993 759 234

Total 15131 13442 1689

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CORPORATE SERVICES

Vacancies• The current staff establishment population rate is

currently @ 88,8% [13442] [filled positions]• The vacancy rate is therefore 11,2% [1689]• Post advertisement on average per month:[+/- 300] • Average Exit per month: [50]• Turn around time for filling posts is 3-4 months [due

to compliance to PSR e.g. Job Evaluation & posting of adverts, notice periods, competency tests]

• Strategies to improve turn around time:- on time HR notification on resignation- automation of recruitment process

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CORPORATE SERVICES

Corporate ServicesHUMAN RESOURCES

Achievements cont….

DOJ Establishment• The DOJ establishment has grown with 7,21% in that 1017 posts were

created in 2006/7. The improvement to the enhance capacity in the staff establishment ensured that the Department is able to respond positively to Legislative imperatives as well as population growth.

• The Department was able to source requisite and competent staff in support of the above. Our recruitment drives were successful in sourcing the following staff to capacitate our Courts:

– Court Stenographers 1781 – E-scheduler Clerks 345 (Case flow management)– Court Managers 215– Senior and Family Councillors 100 – Maintenance investigators 142 – Maintenance officers 85

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CORPORATE SERVICES

Compliance

• 90% of SMS have declared financial interest;

• 90% performance agreements signed;

• Promoting a Culture of Performance management;

• Submission of WSP & EE report to Labour Dept.

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CORPORATE SERVICES

Corporate ServicesHuman ResourcesAchievement cont……

Employment Equity• Employment Equity Plan signed and displayed in the

department• Employment Equity report submitted to the Department

of Labour• Reasonable accommodation provided for employment of

people with disabilities e.g 5 Personal assistant for employees with visual impairments Assistives for employees with visual impairments Sign language training for court interpreters in Gauteng - Pilot

project that will be rolled out when funds become available.

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CORPORATE SERVICES

Current Disciplinary Matters: Type

52

4136

3027

19 19 17

7 72 2

0

10

20

30

40

50

60

Type

Nu

mb

er

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CORPORATE SERVICES

Current Disciplinary Matters: Branch

236

0 1 2 13 0 1 0 1 50

50

100

150

200

250

Branch

Nu

mb

er

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CORPORATE SERVICES

Current Disciplinary Matters: Region

1519

91

2719 19

24

4

26

15

0

10

20

30

40

50

60

70

80

90

100

Region

Nu

mb

er

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CORPORATE SERVICES

HR Projects – 2007/2008 Financial Year

• Recruitment Improvement Plan

• Comprehensive Organizational Re-Design

• Competency Modelling

• Job Profiling, Job Analysis & Job Evaluation

• Skills Auditing

• Developing Human Capital Plan

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CORPORATE SERVICES

HR 2007/8 : Project 1

Recruitment Improvement Plan

• Implementation of the Target Selection Tool

• Fast tracking recruitment: Outsourcing of Response Handling Automation of the recruitment

• Devolve Recruitment to Regions

speed up recruitment Conduct workshops on national guidelines

Budgeted for: R 2,5 million

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CORPORATE SERVICES


Comprehensive Organizational Re-Design Review existing organizational structure:

• Identify key functions in the organisation• Identify geographical spread of the organisation• Identify key reporting relationships• Identify spans of control• Identify number of positions• Identify number of employees per process area on the structure• Identify advantages/benefits/best practice to retain.

This project will mainly focus new court structures following the Re Aga Boswa project


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CORPORATE SERVICES


Competency Modelling

Assess and Develop• This will embark on different approaches such as employee, manager,

focus groups and one-on-one interviews to collect data.

• This stage will comprise of the following activities:– Analyse the Department’s proposed organisation structure and key areas – Conduct one-on-one interviews or facilitate focus group sessions; – Assess the existing competency model, if any– Modify or create an ideal model; and – Compile data, draft and present the findings report and a competency model.

• The Deliverables for this stage are:– Competency Model– Findings Report


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CORPORATE SERVICES


Job Profiling, Job Analysis & Job Evaluation

Conducting scientific job analysis

to determine the right levels of remunerations

and scoping thereof.

This involves over 600 job classes for the entire department


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CORPORATE SERVICES


Skills Auditing

Key activities will include the following:

• Review the strategic plan and determine its implications for skills required by the company. Key stakeholders will be engaged to agree the implications of the strategic plan;

• Review the skills profile, especially as it relates to the new strategic objectives. The output of this analysis will form the basis for the design of a Workplace Skills Development Plan;

• Design and disseminate the skills audit questionnaire to employees, relying on the Skills Audit Network to ensure common understanding of the questionnaire and their completion;

• Analyze the responses from the skills audit questionnaire

Budgeted for: R 3 million

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CORPORATE SERVICES

HR 2007/8 : Project 7Fast-tracking of Disciplinary Cases

• Appointment of part-time commissioners

• Training of Investigating/Presiding officers

• Out-sourcing of SMS members cases to external parties

• Pre-dismissal arbitration system


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CORPORATE SERVICES


Developing Human Capital Plan

• The department hopes to scientifically determine the current and future needs [demands] of the key, core and scares skills required to deliver on its mandate and strategic objectives.

• Through the same analysis, we will further determine the magnitude of Supply of these required Skills, Qualifications and the requisite Knowledge Economy Development relevant to our environment.

• Some high level Supply interventions will include interaction with University Schools of Law, Law Societies, The Bar Councils, targeted Training & Development, International Internship Placement programs, etc


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CORPORATE SERVICES


Enhancing a Learning Organization (Learning & Development) • Learner-ships:

court interpreters; court management; para-legal;

• Internships:Per branches’ competency framework

• Skills Programs:supervisory management development; Legal Interpreting and sign language interpreting

• Continuous Professional Development: Legislative drafting; Maritime Law; International Trade Law; Commercial and

Constitutional Litigation; Family Law; Civil litigation; Commercial Law;

• Other skills programs: Customer Relations Management - front line staff in courts;


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CORPORATE SERVICES


Employee Wellness Program

• Employee assistance programme for all employees in all regions

• Trauma counselling as and when needed

• Preventative programmes e.g. alcohol abuse, financial counselling, etc.

• Training of peer counsellors for HIV/AIDS

• HIV Prevalent studies

• Stress management

• KAP (knowledge, attitudes and practice) studies

• Comprehensive psycho, social, physical and mental programme.


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CORPORATE SERVICES


Performance Management Training

• Had low percentages of SMS’s with performance agreements

• Moved to over 90% of SMS’s with performance agreements in 2006/08

• Train all staff on the departmental performance management policy

• Train all employees performance management soft skills

• Train managers and supervisors on how to give feedback and how to rate employees


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CORPORATE SERVICES

Corporate ServicesPublic Education and Communication (PEC) Deliverable• Outreach programmes

1. Rolling-out of Operation Isondlo 2. Community education on Victim's Charter and Equality Courts, maintenance, domestic violence, the Constitution 3. Participation in various Justice services fairs4. Production of Justice newsletter

• Production of various annual reports and other publicity materials on justice related topics• Web and intranet management • Marketing departmental services at national exhibitions such as the Pretoria and Rand Show• Management of departmental events and conferences, such as major Legal Services Sector

Charter consultative workshops, Gender Justice Conference, the IT Highway Launch violence Against women and children

• Media Services, including monitoring and evaluation, media advertisements media liaison and responding to media enquiries

• Internal communication on Batho Pele principles • Translation and editing services

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CORPORATE SERVICES

Corporate Services

Public Education and Communication (PEC)

Possible challenges & anticipated action steps • Strengthening the capacity of the Chief Directorate by filling vacancies, creation of additional posts

where necessary and training of current staff• Review of the PEC structure and placing of staff according to capabilities • Acquire additional for goods and services to fund communication projects.• Fostering existing relationships with members of the media• Strengthening internal communication especially with top management by setting regular meetings. • Setting up of a functional News Room through training and recruiting suitable staff • Inter-branch co-operation through regular meetings • Development of a feedback mechanism guiding communication strategy

Key MTSF performance indicator:• More positive media coverage and better relationships with the media• Informed communities in terms of Justice services• The production of attractive and informative communication materials• Confident and informed employees

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CORPORATE SERVICES

Corporate Services

Public Education and Communication (PEC)

Programmes for 2007/08• Continuation of operation Isondlo• Continuation of awareness on Victim’s Charter• Promotion of Masters Services – Operation Sesifikile• 365 Days of No Violence against Women and Children• Creating awareness on the Constitution and Human Rights• Batho Pele campaign• Izimbizo• Participation in National exhibitions and Service Fairs• The promotion of previously disadvantaged languages internally• Redevelopment of the website

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CORPORATE SERVICES

25 may 2007 - presentation to select committee corporate services 1 presentation by coo 25 may 2007

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