Building a caring correctional system that truly belongs to all

Management Response to Portfolio Committee Report: DCS Annual Report, 2005/06

5 MARCH 2007

Cape town

CONTENTS

• Effectiveness of Audit Steering Committee• Action Plan on Audit Qualifications and other Compliance

Matters • Current State of Expenditure• Formulation of targets in Strategic Plan• Project Performance• Management of vacancy rate• Recruitment statistics per province, race & gender• Vetting of officials• Management of HIV/AIDS• Construction of new correctional centres

IMPROVEMENT OF THE EFFECTIVENESS OF THE AUDIT STEERING COMMITTEE

• Main function of ASC is to promote communication and coordination between DCS and AG

• Also serves as a forum to report on progress & challenges in addressing audit queries

• ASC comprises selected DC’s, Directors and Auditor General• DCS reps selected on the basis of their appearance of their

functions in Audit Qualifications• Meets monthly• MCC members do not serve in ASC. They serve in Audit

Committee• Review meetings have confirmed that the ASC is effective in

achieving its objective• Next task is to align work of ASC with other Compliance

enforcement initiatives such as Compliance Improvement Plan and Risk Management

ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER

• Action Plan is based on AG report, Portfolio Committee queries and reports of DCS’ Inspectorate, Internal Audit and Audit Committee

• Approved by EMC and Audit Committee• Managed by DC: Financial Management & Accounting with

managers who serve in Audit Steering Committee• Progress monitored through monthly reports by affected

directorates• Objective is to reduce and eventually eliminate recurring

qualifications while acting proactively to prevent new ones• Significant progress has already been made in addressing

some of the qualification matters while others may take longer to resolve on the following interventions ….

ACTION PLAN ON 2005/6 AUDIT MATTERS CONT…

Significant progress has already been made in addressing the following interventions;

• Disclosure on APOPS • Medical Expenditure • Housing loan guarantees• BAS/PERSAL Interface• Policy development• BudgetAsset Management, Receivables, Pharmacies, Leave,

Fleet Management and Payroll Control will take longer to resolve

CURRENT STATE OF EXPENDITURE AS ON 31 JANUARY 2007

• The final overall expenditure of the Department as at 31 January 2007 was at 73.18% against an ideal of 83.33%

• The second phase of the Seven Day Establishment appointments made during September and October 2006, have been captured on PERSAL, resulting in personnel expenditure improving.

• The lower than ideal expenditure on Goods and Services is due to Property Management where only April to September has been billed to the amount of R149 million) and paid in February 2007.

• The expenditure on Payments for Capital Assets is very low. Even though funds for the NGCC have been surrendered, there is a current backlog in billing for repairs and renovations. Facilities has taken up the matter with DPW. A preliminary indication has been given that at least R157 million will not be spent in the 2006/07 financial year. These funds will be rolled over to fund the Kimberley (NGCC) project as this project’s funding was suspended during the MTEF for the 2007/08 financial year.

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IMPROVE FORMULATION OF TARGETS & DELIVERY ON CURRENT ONES

• Departmental priority for 2007/8

• Workshop with National Treasury in October 06 around setting of indicators

• Presentation to SMS conference by Presidency on the Government Strategic Framework

in May 2006

• EMC responsible for ensuring integration of local level information and realities in

planning, implementation and reporting

• Process of ensuring & monitoring seamless alignment of ENE, Strategic Plan,

Performance Agreements, Operational Plans, Quarterly Reports, Annual Report & Mid

Term Reviews has started

IMPROVE FORMULATION OF TARGETS & DELIVERY ON CURRENT ONES CONT …..

• Delivery on priorities will be systematically factored into operational plans & all

performance reporting as from April 2007

• Department has started to hold Inter-Branch & Region Strategic Planning & Mid Term

Review Sessions to promote information sharing & integration

• Managers to be held responsible for poor / non performance and non-compliance

• Performance Assessment to include verification reports

• EMC members to start visiting Regions in March 2007 to communicate priorities & assess

challenges

PROJECT PERFORMANCE

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PROJECT STATUS

Implementation of Jali Commission Recommendations

•Outstanding issues to be included •Management systems established

in strategic plans and operational

plans• Disciplinary hearings currently

under way

Transfer children out of Correctional Centres

Department works in close partnership with DSD. A total of 1100 children have been transferred from correctional centres since the initiative started in December 2005

Construction of New Correctional Centres

Kimberly under construction

Nigel and Klerksdorp awaiting TA report

Leeuwkop viability study to be conducted

Manage Awaiting Trial Detention

RDOMS Project is now JCPS Project following Cabinet approval

DCS institutional capacity established

PROJECT PERFORMANCE

PROJECT STATUSImplementation of the Offender Rehabilitation Path (ORP)

Refinement of ORP to improve institutional capacity for delivery on White Paper is ongoing

Biometric Access Control Systems

Electric fencing and X-ray scanners to intensify security at 66 correctional centres.

Minimum security policy and standards developed and approved

Social reintegration Policy and Strategy have been approved

Interventions designed to improve the quality of services to probationers and parolees

Correctional Services Amendment Bill

Bill currently before the Chief State law Adviser for certification. Expected to serve in Parliament in the second quarter

PROJECT PERFORMANCE

PROJECT STATUS

Integrated Human Resource Strategy

Strategy finalised. looks at performance management, employee relations, recruitment, selection and retention of personnel.

Makombandlela (Integrated IT Systems) Project

Project finalised and provides a foundation for effective prioritisation and introduction of integrated, inter-operable and virtual systems

ADDRESSING VACANCY RATE

• Staff compliment of the department has grown from 33 000 in 2003 to 40100 by Dec 06

• Full staff compliment of 7 day establishment will however be realised by 01 April 2008

• The variance between the actual establishment and target of 7 day establishment contributes significantly to the vacancy rate

• Attrition rate of the department (resignations, deaths & medical boarding) averages 1500 per annum

• Turn around time in filling advertised posts has been reduced from longer than six months since the appointment of recruitment agencies on 01 April 2005. Department is working towards the ideal standard of three months

• The strategy on recruitment and retention of scarce skills has been finalized• Occurrence of vacancies is closely monitored and addressed by Establishment

Committee with relevant directorates at HRM and Finance• It is true that many professionals are employed under the CS Act rather than

the PS Act• Department is considering the possibility of employing professionals under the

PS Act and custodial and other staff under the CS Act. This exercise will involve a full analysis of the suite of benefits between the two options

New recruits for 2005/06 in terms of province, race and gender

2005 Africans Coloureds Indians Whites

M F M F M F M F

National 1293 472 144 69 18 12 1 5

Gaut 269 144 39 22 5 2 0 1

KZN 276 83 22 6 8 3 0 1

LMN 175 37 8 3 1 1 0 1

FS/NC 150 78 7 4 0 0 0 0

WC 194 72 38 24 2 3 1 2

EC 237 58 30 10 2 3 0 0

New recruits for 2005/06 in terms of province, race and gender

2006 Africans Coloureds Indians Whites

M F M F M F M F

National 1299 430 181 92 17 6 7 7

Gaut 303 109 36 23 5 1 2 3

KZN 311 112 40 17 8 5 3 2

LMN 145 41 11 10 0 0 1 0

FS/NC 194 45 21 8 0 0 0 2

WC 195 79 53 23 3 0 1 0

EC 151 44 20 11 1 0 0 0

VETTING OF OFFICIALS

• The Department of Correctional Services prioritized critical areas for vetting purposes. The said categories include employees at senior management level, supply chain management, Human Resources and Classified Maximum Centres, nationally.

• The Department has processed over 500 Security clearance forms (Z 204) to NIA for vetting. Of this number, about 290 cases have been concluded between the period 1999/ 01/ 01 and 2007/ 02/ 07.

• NIA is proceeding with the remaining cases of the forms which have already been submitted.

• The National Vetting Strategy approved by Cabinet in December 2006 approved a roll out of the SVIS to State Departments. This will alleviate the capacity challenges on the part of NIA.

• The DCS has been identified for the first roll out. Once the roll out has been done, the DCS will be able to conduct its own vetting with the assistance from NIA. This initiative will enable the Department to expedite vetting in line with the Department s’ strategic plan.

MANAGEMENT OF HIV / AIDS

• Department embarked on An HIV/AIDS and Syphilis Prevalence Survey in 2006. Launched nationally in October 06

• DCS HIV/AIDS program based on core pillars of: Prevention, Care & Support, Treatment and Respect for Human Rights

• The national roll out launched in October 2006.• Survey completed on 05 December 2006 & preliminary report is

expected at the end of February 2007• 5 Sites have now been accredited: Maritzburg, Qalakabusha,

Westville, Grootvlei and St Albans • DCS works closely with DOH in setting standards for

accreditation and referral of inmates to Hospitals

HIV/AIDS TRAINING

Donor funding from the United States President's Emergency Plan for AIDS Relief (PEPFAR) – one million US dollars • Training of a further 125 offenders as Master trainers in HIV and

AIDS Peer education• Training of 250 professional nurses in the Comprehensive

Management of HIV and AIDS • Training of 320 professionals (Professional Nurses, Social Workers,

Psychologists and Spiritual Care workers) in Voluntary Counseling and Testing (VCT)

• Training of 150 Professional Nurses as Master Trainers in correctional center based care

• Appointment of 6 Management Area HIV and AIDS Coordinators on contract basis for one year

• The Hosting of a National Conference on HIV and AIDS in the Department of Correctional Services

PROGRESS MADE IN CONSTRUCTION OF THE 8 CORRECTIONAL CENTRES

Kimberley

• On Kimberley the Conventional Procurement Model is used for the

construction of this project. The successful tenderer was accepted on

the 19 October 2006.

• The site was handed over to the contractor on the 14 November 2006

and with a construction period of 24 months the completion date will

be on the 14 November 2008.

Nigel and Klerksdorp

• Projects sites are already cleared for construction, constructing can

proceed but will be based on the outcome of the Transaction

Advisor’s report when DCS, NDPW and NT will make a decision.

PROGRESS IN CONSTRUCTION CONT…

• The feasibility study for Nigel and Klerksdorp will be completed in 3 months (28 February 2007) but not later than end of March 2007.

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Thank you

Building a caring correctional system that

truly belongs to all