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OFFICE OF THE PUBLIC PROTECTOR
PRESENTATION TO THE PORTFOLIO COMMITTEE ON JUSTICE AND CONSTITUTIONAL DEVELOPMENT23 MAY 2007
2
INDEX
1. About the Office of the Public Protector2. Vision3. Mission4. Core values5. Performance on 2005/06 Strategic Objectives6. 2005/06 Statistical overview7. 2005/06 Financial performance8. Challenges for 2005/069. Performance on 2006/07 Strategic objectives10. 2006/07 Financial performance11. Collaboration with other institutions12. Challenges for 2006/0713. Way forward 2007/08
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MANDATE OF OPP
To assist Parliament to strengthen constitutional democracy by investigating matters such as maladministration, undue delay, abuse of power and/or any conduct resulting in improper prejudice by an organ of State in order to enhance fairness and efficiency in public administration.
4
STRUCTURE OF THE OFFICE OF THE PUBLIC PROTECTOR
National Office 9 Provincial offices Regional offices:
N West: Rustenburg, Kuruman, Vryburg, Mabopane W Cape: GeorgeMpumalanga: Siyabuswa
• To be openedN Cape: UpingtonE Cape: MthataKZNF State
5
Performance on Strategic Objectives for 2005/06
1. Investigations and Reporting;
2. Corporate Services;
3. Communications;
4. Outreach;
5. The Learning Organisation and Information Technology.
6
Investigations and Reporting
6 Strategic objectives defined and performance was as follows:
1. Service delivery indicators defined and piloting and testing completed;
2. 9 Systemic investigations underway and three finalised;
3. All 9 Systemic investigations classified as projects.
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Investigations and Reporting
4. Reporting Closing reports in all finalised cases; 24 formal and special reports issued.
5. Remedial action All cases signed by Public Protector that
have recommendations and or findings; Managers follow-up on all recommendations.
8
Investigations and Reporting
6. Investigative guidelines and procedures Manual drafted & will be finalised in 2006/07.
7. Framework for costing investigations Classification of cases done, input will be utilised
to develop costing model in 2006/07.
9
Corporate Services
1. Human Resource Management
OPP Remuneration policy and strategy adopted . Skills audit conducted and needs analysis deferred to
2006/07. HIV/AIDS strategy and policy: healthcare consultant
appointed. Coaching and mentoring of 8 female senior managers. Preliminary audit of HRM business process done. Review of Performance Management System
achieved and ongoing.
10
Corporate Services
2. Admin and Support
Appropriate delegations to be finalised after training.
Review of OPP support requirements ongoing.
Review of OPP security strategy ongoing & Security Manager appointed.
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Corporate Services
3. Financial Management Sizwe Ntsaluba appointed as Internal
Auditors; Internal controls reviewed to ensure
compliance and avoid risks; Divisional budgeting strategy developed; All financial policies developed and adopted; SCM unit established in May 2005 and is fully
functional.
12
Communications
Communication strategy drafted and will be finalised in 2006/07;
International relations- OPP hosted African Ombudsman Association conference;
Established relations with GCIS; Dept of Foreign Affairs provided protocol
training;
13
Outreach
Workshop conducted to discuss Outreach strategy – will be finalised in 2006/07.
Regional offices in Siyabuswa and George;
78 clinics in all nine provinces and 1634 complaints received;
CSAP: Programme Focal Manager based at OPP appointed; Programme Co-coordinator appointed in Limpopo.
14
Outreach === number of provincial offices === number of regional offices 1 === number of clinics serviced per month 7 1 1 19 1 1 1 6 3 13 1 1 8 4 1 7 1 13 1 1 11
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Learning Organisation and Information Technology
1.Knowledge Management Due to financial constraints objectives deferred to
2006/07.2. Information Technology Case Management system defunct due to coding
errors; Audit of IT systems-done by Sizwe Ntsaluba; IT policies developed and adopted; IT Disaster recovery plan adopted.
16
Statistical Overview (New Cases)
Received: 17 415.
Brought forward to April 2005: 14 103.
Total no of cases for investigation: 31 518.
Total finalised: 17 619.
17
Statistical Overview (New Cases)
6216
32
96
16
59
14
2
17
83
15
97
12
22
11
21
3667
1647
3998
17
45 20
88
46
7
13
18 16
27
72
9
62
6
3455
1362
0200400600800
1000120014001600180020002200240026002800300032003400360038004000420044004600480050005200540056005800600062006400
2004/5 2005/6
National Office
Eastern Cape
Free State
Gauteng
KwaZulu-Natal
Limpopo
Mpumalanga
Northern Cape
North West
Western Cape
18
Statistical Overview (Finalised cases)
6531
1473
1059
68
1347
873
890
760
3198
1340
4378
2820
1706
205 1
135
1145
1115
688
3440
987
0200400600800
10001200140016001800200022002400260028003000320034003600380040004200440046004800500052005400560058006000620064006600
2004/5 2005/6
National Office
Eastern Cape
Free State
Gauteng
KwaZulu-Natal
Limpopo
Mpumalanga
Northern Cape
North West
Western Cape
19
Sample of Turnaround times for finalised cases
59%14%
19%
6% 2%
0 - 3 MONTHS 4 - 6 MONTHS 7 - 12 MONTHS
13 - 24 MONTHS 25+ MONTHS
20
Representation at Senior Management
33%
33%
5%
19%
10%
African males African females Indian males
White males White females
21
Overall representation in OPP
37, 30%
42, 34%
9, 7%
15, 12%
4, 3%8, 6%
3, 2% 7, 6%
African male African femaleWhite male White femaleColoured male Coloured femaleIndian male Indian female
22
Financial Performance 2005/06
R’000
Budget Allocation - 55 127
Other Funding -
Interest Received 628
Additional Allocation from DOJ 3 500
Other 3
Total amount available for spending
59 258
23
Amount spent during the year
R’000
Expenditure per audited Income statement 58 230
Less: Non-cash items
Depreciation -1 067
Add: Capital Expenditure (included in Balance Sheet
Capital Expenditure (Machinery & Equipment)
1 736
Total amount spent during the year 58 889
24
Economic Classification
Economic Classification
68%
29%
3%
Compensation for EmployeesGoods & ServicesCapital Expenditure
25
Challenges for 2005/06
Funding for appointment of appropriate personnel,
Outreach programme is generating more complaints in some Provinces;
Due to vastness of most Provinces investigators travel long distances leading to delays;
Costing of Investigations.
26
Performance on 2006/07 Strategic Objectives
Following strategic goals defined:
1. Investigations and Reporting;
2. Communication services;
3. Corporate Support Services;
4. Knowledge Management and Information Technology.
27
Investigations and Reporting
8 Strategic objectives defined and performance is as follows:
1. Conduct investigations with adherence to SDI
On average there is 90% adherence.2. Identify and conduct systemic
investigations 5 new systemic investigations initiated.
28
Investigations and Reporting
3. Conduct own initiative investigations 22 own initiative investigations initiated &
9 finalised.
4. Develop investigation techniques Draft process manual developed.
5. Reduce turnaround times 95% of cases received finalised within target
period.
29
Investigations and Reporting
6. Reporting on all finalised cases Formal and closing reports in all finalised
cases.
7. Monitor and report on remedial actions 80% of cases received positive feedback only 2
cases that are followed up.
8. Effective co-ordination of provincial offices Manual developed and being discussed.
30
Statistical Overview (cases received)
17
45 2
08
8
46
7
13
18 1
62
7
72
9
62
6
34
55
13
62
39
98
10
73
85
7
78
6
11
99
10
85
62
3
58
4
23
59
10
19
663
23
81
0150300450600750900
10501200135015001650180019502100225024002550270028503000315033003450360037503900
Cases received 2005/06 Total: 17 415
Cases received 2006/07 12 629
Eastern Cape
Free State
Gauteng
KwaZulu-Natal
Limpopo
Mpumalanga
Northern Cape
North West
Western Cape
Mabopane
Region
National Office
31
Non-jurisdictional cases - 2 781 cases
168
549
123
0
195
30
115
241
198
48
7
681
0
150
300
450
600
Eastern Cape
Free State
Gauteng
KwaZulu-Natal
Limpopo
Mpumalanga
Northern Cape
North West
Western Cape
Mabopane
Region
National Office
32
Cases finalised2820
1706
205
1135
1145
1115
688
34
40
98
7
4378
1325
1253
601
942
1291
544 673
18
08
15
18
74
7
2732
0150300450600750900
1050120013501500165018001950210022502400255027002850300031503300
Cases finalised 2005/06: 17619
Cases finalised 2006/07: 13434
Eastern Cape
Free State
Gauteng
KwaZulu-
Natal
Limpopo
Mpumalanga
Northern
Cape
North West
Western
Cape
Mabopane
Region
National
Office
33
Sample of gender breakdown of cases received
67%
33%0%0%
Male complainants
Female Complainants
34
% Complaints received –top 10 State institutions
30%
13%
12%11%
8%
4%
4%3%
1%
14%
Social development Justice
Local government National Treasury / GEPF
SAPS Home Affairs
Labour Correctional Services
Legal Aid Board Other
35
Average turnaround times within which investigations were finalised
53%
19%
15%
8% 5%
0 - 3 MONTHS 4 - 6 MONTHS 7 - 12 MONTHS
13 - 24 MONTHS 25+ MONTHS
36
Communications and Marketing
Senior Manager Communication appointed; Draft communication strategy developed; Communication with media strengthened
through press conferences, media releases and media engagement;
Branding- corporate manual drafted; Staff trained on protocol.
37
Outreach
Outreach strategy developed and adopted; 73 clinics conducted during the year and 1759
complaints received; 167 Information sessions conducted (target
was 45); Opening of regional offices in N Cape and E
Cape deferred to 2007/08; Collaboration- areas of collaboration identified
and discussion ongoing.
38
Outreach clinics and Information sessions
Prov WC MP KZN EC LIM NW MAB FS GAU NC TOT
Clinics
9 7 8 5 9 13 6 5 4 7 73
Info sess
6 5 39 20 22 21 5 23 14 12 167
No of cases
266 68 482 297 257 70 122 42 155 1759
39
Corporate Services
1. Human Resources Implementation of Remuneration Strategy
ongoing; Performance Management System- in the
process of appointing service provider; Workplace Skills plan submitted to PSETA
HRD strategy will be developed during 2007/08;
Employee Wellness Programme:-Careways appointed.
40
Corporate Services
2. Finance and Supply Chain Management Costing model for Investigations – Levels of
complexity of cases defined & costing model will be developed in 2007/08;
All financial management policies implemented;
50% achievement of divisional budgeting process;
All significant findings by AG have been attended to;
Implementation of cost-effective procurement processes ongoing.
41
Corporate Services
3. Administration Support
a) Optimum utilization of resources. All OPP fleet vehicles fitted with Netstar Vigil Fleet
management device; In the process of implementing comprehensive
telephone management system that including Least cost routing.
b) Effective and efficient Registry. OPP Records management manual approved by National
Archivist and being implemented.
42
Corporate Services
3. Administration Support
c) Additional Regional offices: deferred to the next financial year;
d)Relocation of offices: W Cape relocated, Mafikeng to be refurbished;
e) Strong rooms for N Cape and E Cape to be finalised in 2007/08.
43
Information Technology and Knowledge Management
Due to resignation of key personnel all objectives could not be achieved and have been deferred to 2007/08.
44
Human Resources: Representation at Senior Management
42%
8%4%
21%
4%
21%
African males African females
White males White females
Coloured Males Indian males
45
Gender breakdown at Senior Management
29%
71%
MALESFEMALES
46
Collaboration with other institutions
OPP, HRC, CGE identified 3 areas of synergy :
Infrastructure Investigations Advocacy / Outreach.• All 3 jointly implementing CSAP.• OPP accommodating CGE in Kimberley,
George and Siyabuswa office space left for CGE and HRC
47
Challenges
1. Decline in Statistics IT infrastructure including CMS is
priority for 2007/08; Physical audit of all finalised and
current files will be done to get correct statistical data;
Need for funds hence OPP has requested to defer funds to 2007/08.
48
FINANCIAL OVERVIEW 2006/07 (UNAUDITED)
R’000
Budget Allocation - 67,784
Other Funding -
Interest Received 1,316
Roll Over 360
Total amount available for spending 69,460
49
Amount spent during the year (Unaudited)
R’000
Compensation of employees 41,400
Goods and Services 16,487
Capital Expenditure 3,500
Total amount available for spending
61,387
50
Economic Classification
Economic Classification
68%
29%
3%
Compensation for EmployeesGoods & ServicesCapital Expenditure
51
Draft Unaudited Surplus
Draft Unaudited Surplus from Operations per the Statement of Financial Performance in the Annual Financial Statements for the period ended 31 March 2007
R8 000 000
Earmarked Funds
Project 1 Electronic Procurement & Case Management System:. R 5 000 000
Project 2 Refurbishment of Offices:
Mafikeng & Kwazulu Natal R 1 500 000
Project 3 Strong Rooms: Eastern Cape R 500 000
Project 4 Opening of 2 additional offices R1 000 000
NETT SURPLUS AFTER COMMITMENTS
52
BUDGET OVERVIEW-PRIOR YEARS
Fin Year 2001/02
R’000
2002/03
R’000
2003/04
R’000
2004/05
R’000
2005/06
R’000
2006/07
R’000
Budget Alloc
29,371 35,135 43,519 49,160 58,627 67,784
% Increase
20% 24% 13% 19% 16%
53
Budget Allocation
0
20,000
40,000
60,000
80,000
2001/02 2002/03 2003/04 2004/05 2005/06 2006/07
BUDGET ALLOCATION
Budget
54
Percentage Increase
0%
5%
10%
15%
20%
25%
2002/03 2003/04 2004/05 2005/06 2006/07
PERCENTAGE INCREASE
% Increase
55
Budget Overview-MTEF Period
Fin Year 2006/07
R’000
2007/08
R’000
2008/09
R’000
2009/10
R’000
Budget Alloc
67,784 78,722 86,475 95,099
% Increase 16%5 10% 10%
56
Budget Overview-MTEF Period
0
20,000
40,000
60,000
80,000
100,000
2006/07 2007/08 2008/09 2009/10
BUDGET ALLOCATION
Budget
57
Budget Overview-MTEF Period % increase
0%
5%
10%
15%
20%
2007/08 2008/09 2009/10
PERCENTAGE INCREASE
% Increase
58
WAY FORWARD 2007/08
1. Strategic Framework
Divided into Organisational and Operational
2. Organisational Lean; Professional; Concertina model.
59
WAY FORWARD
3. Operational Thematic approach for investigations
each year; Project approach for investigations; Mobile Office of the Public Protector –
piloted in Limpopo, KZN and E Cape during 2007/08.
60
Strategic Goals 2007/08
Programme Sub Programme
Investigations and Reporting National Investigations
Provincial Investigations
Special Investigations
Executive Management Strategic Management
Marketing and Communications
Outreach Programme Outreach Programme
Corporate Support Services Human Capital
Finance and Supply Chain Management
Knowledge Management
Information Technology
Administration Support
Security and Risk Management
61
Investigations and Reporting
1. To conduct investigations with adherence to SDIs.2. To identify and conduct systemic investigations.3. To conduct own-initiative investigations.4. To develop investigative techniques, processes and training.5. To reduce the turnaround time to a maximum of one year to finalize
all cases.6. To ensure effective, relevant reporting in all finalized investigations.7. To monitor and report on remedial actions recommended to organs
of state.8. Identify areas to be included in the Costing Model9. To improve the effective and efficient coordination of provincial
offices.
62
Executive Management
Strategic Management1. To conduct file inspections.2. To improve on think-tank committee procedures and processes.3. To define and review organisational strategic performance
assessment and reporting.4. To consolidate and continuously update the Policies into an
integrated Corporate Manual.5. Enhance collaboration with stakeholders.6. To co-ordinate the OPP management meetings7. Establish and migrate AORC.8. Development of the Exchange programme Strategy.9. To improve efficiency and effectiveness of the Investigation
Process.10. To develop the Service Delivery Charter.
63
Executive Management
Sub-Programme: Marketing and Communications
1. Improve communication and routing of information to Stakeholders;
2. Effective communication to internal staff
3. Improve media relations;
4. Brand and Market the OPP;
5. Inculcate protocol knowledge within the OPP.
64
Outreach
1. Increase accessibility to OPP services;
2. Increase public awareness;
2. Manage Outreach Activities at National Office;
3. Taking the OPP to the People.
65
Corporate Support Services
Human Resources Management and Development1. Ensure attraction, maintenance and retention of high quality
staff for OPP.2. Continuous monitoring and evaluation of OPP PPMDS to
ensure an improved and sustained PPMDS.3. Training and development of staff according to OPP needs 4. Ensure the development, Implementation and utilisation of an
EWP for the OPP.5. Facilitate and monitor Change management, transformation,
equity and diversity. 6. Improve the Human Resources Management Information
System (HRMIS).7. To improve, monitor and advise on Labour Relations.
66
Corporate Services
Finance and Supply Chain Management1. To develop a costing model for investigations.
2. Improve OPP financial management and reporting.
3. Ensure compliance of OPP with financial prescripts.
4. Develop and implement cost-effective procurement processes.
67
Corporate Services
Administration Support
1. To enable the optimum application and utilization of resources.
2. To promote the effective and efficient functioning of the registry.
3. To establish and maintain suitable office accommodation.
68
Corporate Services
Security and Risk Management
1. To establish and implement processes for the protection of OPP information and assets, including staff.
2. Develop and implement Risk Management Strategy.
69
Corporate Services
Knowledge Management
1. Create Knowledge Management Institution of the OPP.
Information and Communications Technology
1. Develop Master Systems Plan (MSP).
70
CONCLUSION
OPP would like to thank Honourable Chairperson and all members of the Committee for their unconditional and invaluable support
THANK YOU
