Department of Home Affairs

Department of Home Affairs

Presentation on the 2004-2005 ANNUAL REPORT

to the DHA Portfolio Committee

26 May 2006

OVERVIEW

Presentation objective: Brief the DHA Portfolio Committee on the

Annual Report 2004/05 and spending patterns

Introduction DHA delegation Status of Annual Report 2004/05 Aligning DHA with Government strategic priorities Impact of Turnaround Strategy

Annual Report 2004/05 highlights Spending patterns Conclusion

REASON FOR LATE SUBMISSION OF ANNUAL REPORT: 2004/05

Departmental Annual Reports need to be submitted to the relevant Treasury and Executive Authority by the end of August and tabled in Parliament before the end of September

The delay in submission was a result of the auditing process itself. As per Section 65 of the PFMA, the Speaker was advised of the

reasons for the delay in October 2005. The Portfolio Committee was briefed on the reasons in February;

and the DHA was present when the Auditor General subsequently briefed this Committee and its explanation was again given.

The final Report of the AG was eventually delivered on the 19 May 2006 and this enabled the printing and tabling of the Report.

Main purpose of the five-year strategic perspective is to align shorter term departmental planning with the national policy objectives of Government as a whole.

Clear strategic objectives of Government for the second decade of freedom provided in January 05 Cabinet Lekgotla and in the 2005 State of the Nation Address.

Framework for ensuring alignment of DHA with prime governmental policy thrusts and requirements.

ALIGNING HOME AFFAIRS WITH GOVERNMENT STRATEGIC PRIORITIES

These can be summarised as:

Economic growth and sustainable development Building the capacity of the developmental state Service delivery improvements Enhancement of social security Countering corruption and promoting security Improving SA global relations with focus on Africa and

countries of the South Participating in spatial development initiatives of Government

¹

ALIGNING HOME AFFAIRS WITH GOVERNMENT STRATEGIC PRIORITIES

TURNAROUND STRATEGY

TECH

NOLO

GY

INFRASTRUCTUREINFRASTRUCTURE

PEOPLE

TRANSFORMATIONTRANSFORMATION

DHA is a transforming department! DHA bearing the fruits from implementation of Turnaround

Strategy launched in September 2003 Turnaround Strategy set clear goals in terms of the way forward

and critical change imperatives in DHA Objectives and goals were expressed as programmes;

milestones formulated and target dates for implementation set.

Significant progress was achieved Turnaround Strategy became the driving force behind all

activities Turnaround Strategy was incorporated into the Strategic Plan of

DHA Strategic planning has been institutionalised in the Department

and linked to monitoring and evaluation of performance

IMPACT OF TURNAROUND STRATEGY

OVERVIEW OF THE ANNUAL REPORT:

2004/2005

ANNUAL REPORT

Overview: 3 sections General Information Programme Performance Statutory Requirements

FOCUS ON PERFORMANCE OF 4 PROGRAMMES Administration Civic Services Migration Auxiliary and Associated Services

PROGRAMME 1: ADMINISTRATION

Programme 1: Administration –

Aim: To conduct the overall management and administration of the Department.

This programme comprises of the following:

Minister Deputy Minister Management Services Corporate Services

Annual Report Highlights


Management Services Objectives:

Strengthening the management team Improving integrated governance by integrating cluster

priorities into planning and operations of the Department Establishing foreign missions with necessary capacity

thus ensuring efficient and effective functioning Improving international relations Enhancing service delivery

Annual Report Highlights (cont’d)


Management Services Achievements:

Review of business processes was undertaken and finalised Draft International Relations Strategy has been compiled and areas needing

strengthening of bilateral co-operations identified Integrated governance support structure has been established Service delivery initiatives:

Establishment of a Client Service Centre Office expansion plan initiated Participation in MPCCs country-wide Launch of the “Client is always right campaign” Street Agents – to combat activities of ‘street agents’


Programme 1: Administration

Corporate Services comprises of the following:

Human Resources Information Technology Legal Services Security and Ethical Conduct Communication



Corporate Services (Human Resources Objectives):

Effective and efficient recruitment of employees Filling of senior posts and fund current vacancies Retaining of professional employees Ensuring affirmative action and employment equity Terminate use of volunteers and introduce internship programme Set up systems and process for organisational and individual

performance management Improve employee morale Resource EAP component



Corporate Services: Human Resources Achievements: Building of Senior Management capacity

Recruitment of skilled managers to head branches (27 SMS posts) Addressing of critical HR capacity within new structure to achieve strategic

objectives / operational capability Launch of internship programme (413 appointed) Filling of more than 1000 vacant posts Development and implementation of comprehensive training programmes

ranging from IT related to management programmes



Corporate Services: Human Resources - Achievements: Revision of policy

Retention and Recruitment policy Succession plan Placement policy

Delegation of powers and functions to the Provinces Draft delegations will be effected in the coming financial year

Employment Equity Plan in place Organisation and individual performance management alignment



Corporate Services: Human Resources Achievements (cont’):

Establishment of a core capacity in the Employee Wellness Directorate

Director: Employee Wellness appointed Assistant Director: Sport & Recreation appointed


Programme 1: Administration – Corporate Services:

Legal Services Objectives: Harmonising DHA mandates and legislation with the Constitution Aligning operational and administrative policy with DHA

legislation and with government policy directions

Legal Services Achievements: Amendment of the Immigration Act – helps to reduce litigation

and strengthens implementation of immigration policy Filling of core positions within the Directorates



Security and Corruption Objectives: Development and implementation of a counter corruption plan Implement Minimum Information Security Standards

Achievements: Introduction of Whistle-blowing policy Development of Counter Corruption Plan with JCPS partners 640 staff members have been vetted Introduction of the biometric access control at Head Office Security appraisals conducted at most other offices Review of the risk management document



Achievements:Strengthening the fight against corruption

Establishment of Chief Directorate: Counter Corruption and Security and

Capacitating of Counter Corruption unit


Programme 1: Administration - Corporate Services:

Communications Objectives: Develop and sustain a sound internal and external

communication strategy; and Establish sound relationships with local media

Achievements: Developed and implemented an internal & external

communications strategy Functions held for editors and senior journalists Publication of the Home Blitz, Home Affairs and updating of

Home Affairs website


Programme 1: Administration – Corporate Services: Transformation Objectives:

Transformation Action Plan Equity with specific focus on gender

Achievements: Recent senior appointments met equity criteria Development of a change management strategy and

plan



Corporate Services: Finances & Procurement

Objectives: Improve both the management of budgeting and

financial processes.Projects initiated:

Roll-out of transversal financial and logistical systems – BAS

Aligning budgeting with the DHA strategic management processes



Financial & Procurement Services: Achievements

Implementation of BAS has been finalised at a further 41 offices

Ongoing training of officials – 206 officials trained A draft plan has been approved for the transformation of

procurement



Infrastructure Objectives: Improving access to Home Affairs services Investigate/implement alternative resourcing and infrastructure

Infrastructure projects and achievements:National Volunteer Campaign introduced

Phase 1: 50 offices received a facelift in terms of repairs and painting Phase 2: Campaign was extended and additional 18 offices painted 68 Offices have been painted in corporate colours and minor repairs effected DHA is involved in national MPCC Steering Committee chaired by GCIS



Infrastructure projects and achievements (cont):

Improving infrastructureOffice refurbishment programme

Initiation of upgrading of border posts project 12 offices have been relocated to newly leased buildings New model office built and officially opened at Khayelitsha Corporate internal signage provided to DHA offices Head Office relocated to improved office accommodation


Programme 1: Administration – Information Services

Aim: To restructure and implement the South African

Identification System coupled with an integrated biometric identification and verification system for all citizens and persons wishing to visit / reside in SA



IT: HANIS Reloaded:

6 subprojects – Achievements Hanis 1 operational – capacity to digitise 70 000 records per day Back-record conversion – site preparation and installation completed Population Register - updating population information. Immigration Control System – Deportation and Refugee Systems

developed (some components outstanding) Unique global ID System – Technical report completed and

consultation with stakeholders continuing ePassports and Smart ID Cards - Funding option investigation

completed



IT: Electronic Document Management Systems and Workflow:

Objective : To establish an enterprise wide document management system incorporating electronic workflow EDMS implemented for Births, Deaths and Marriages (BMD) Tender awarded to deal with backlog of 2 million documents


Programme1:Administration -Information Services

IT: Electronic Document Management Systems and Workflow:

Achievements: Online forms implemented – Forms accessible through gateway

portal Tracking and tracing system implemented – Workflow systems

available


Programme 1: Administration –Information Services:

IT: Enterprise Resource Management

Objective: To develop or acquire and implement electronic systems that will enable the integrated management of corporate services function

Achievements: Human Resource recruitment system implemented IT Helpdesk contracted to SITA Transversal systems have been fully decentralised



IT: Integrated Client Service Console

ICSC Achievements: Requirements definition implemented

Design and testing of ICSC and development of tender specifications completed

Requirements met for Tender for Mobile Units and Deportation Centre (Lindela)

ICSC in place for Refugees and Deportations systems at Lindela and Refugee Offices



IT: Browser based systems

Objective:

To develop a common front-end application to be used for access to all internal applications and systems



Browser based systems Achievements: Intranet implemented and Management

Information System (MIS) in place Portal (including Intranet) established Website has been continuously upgraded User/ front end application developed - Marital

status verification functional Wide area network (WAN) in place (except to

very remote border posts)


Programme 1: Administration – Information Services: IT: Enterprise Systems Objective:“Upgrade IT infrastructure and technology platform”

Enterprise Systems Achievements: Master Information Security System (MISP) project in

implementation phase Office computerisation – 98% completed Novell system in place Development of environment for NIB systems implemented Logical architectural model completed


Programme 1: Administration – Information Services:

IT Security Objective:“To ensure data integrity and security throughout the enterprise and

related systems”

IT Security Progress: IT security policy developed ISS policies approved for implementation Disaster recovery plan – HANIS disaster recovery contract concluded Encryption system –Project and commissioned and implementation

continuing Access management system – Access control system rolled out in

business units



IT: Knowledge Information Management

Objective: To develop and establish KIM capacity and systems within the Department

Achievements:

Head of Component appointed Core Staff appointed



IT: Information Management:

Objective: To utilise IT for the management of information

Achievements:

Data warehouse has been acquired


Programme 1: Administration – Information Services :

IT: Change Management:

Objective: To ensure that all users of the departmental IT system are prepared for the changes in work procedures and the information technology to be used



IT: Change Management:

Achievements: Change plan and integration imperatives implemented ITingwe (IT revolution) launched Training modules developed and implemented Departmental information systems and business processes –

Business model implemented IT Policy framework – legislation reviewed and implemented

(continuous review)


Programme 1:Administration - Information Services

Security Systems Objective: To ensure data integrity and security throughout the enterprise and

related systems

Security Systems Achievements: ICT security policy developed and fully implemented Disaster recovery plan approved Encryption system implemented Access management system implemented


PROGRAMME 2: CIVIC SERVICES

Programme 2: Services to Citizens:

Three sub-programmes: Travel and passport matters – repatriation and

financial assistance of citizens abroad Citizenship - determining, granting and forfeiture of

citizenship Population Register (PR) of SA citizens and

foreigners who acquire the rights to permanent residence in RSA - also registration of births, marriages and deaths, issuing of IDs and specialised fingerprint identification services



Achievements: Birth registration campaign - 1,4 million children registered up to

the age of 14 years. DHA in collaboration with the South African Law Reform

Commission continues with the review of marriage legislation. Fraudulent Marriages

‘Check your marital status’ campaign was launched in August 2004, more than 179 000 marriages were checked, 2 636 alleged frauds detected and 1 977 fraudulent cases successfully expunged.

Customary Marriages Campaign commenced in August 2004, more than 18 000 citizens came forward to register their customary unions.



Achievements (continued): Permanent Citizen Registration Campaign

HRSC was commissioned to conduct a country-wide civic services needs survey.

69 hospitals were equipped with on-line birth registration facilities. A total of 27898 births and 8 520 deaths were registered at these facilities.

Fully computerised Mobile Units are in an advanced stage of completion. Preparations for 10 Mobile Units have been launched and 57 will be launched before the end of 2005/6 financial year


Programme 2: Services to Citizens: Achievements (continued):

Backlogs on unabridged certificates and personal amendments were curbed by 75% and 93% respectively.

Workflow processes were developed and proposals in respect of preferred model were formulated.

Procedure manuals were updated with the latest legislative developments.

Revised death registration procedures implemented.


SUB-PROGRAMME

OUTPUTS PERFORMANCE MEASURES

ACTUAL PERFORMANCE

PASSPORT & TRAVEL MATTERS

Issue passports Number of passports issued:Tourism passportsChild passportsOfficial passportsDocument for travel purposeDiplomatic passportsTemporary passportsEmergency passportCrew member certificatesMaxi passportNumber of passport (old format) renewed

549 025132 863

4 866911

1 787172 18471 826

24212 926

1 368

Social Information

Social Information (cont’d)

SUB-PROGRAMME


ACTUAL PERFORMANCE

CITIZENSHIP Process citizenship applications

Number of :NaturalisationsRenunciationsDeprivationsResumptionsCitizens by descent registrationsRetentionsRestorationsApprovals to use foreign passport

18 107397

2640

7 557

5 7381 2517 956

SUB-PROGRAMME


ACTUAL PERFORMANCE

POPULATION REGISTRATION

Births, Marriages and Deaths:Register births, marriages and deaths; issue relevant certificates; process applications for amendments; solemnise marriages; designate marriage officers and appoint registering officers

Number of registrations Births (under 15 yrs) Marriages - Civil - Customary DeathsNumber of certificates issued: Births - Abridged - Unabridged Marriages - Abridged - Unabridged

1 481 792

217 03026 437

533 180

2 299 02693 323

393 03331 055


SUB-PROGRAMME


ACTUAL PERFORMANCE

POPULATION REGISTRATION

Births, Marriages and Deaths:Register births, marriages and deaths; issue relevant certificates; process applications for amendments; solemnise marriages; designate marriage officers and appoint registering officers

Deaths - Abridged - UnabridgedNumber of personal amendments processed: Surnames: Majors Surnames: Minors Forenames: Majors Forenames: Minors Insertion of surnames Date of birth

716 7262 542

17 70425 17121 21718 593

35349 479


PROGRAMME 3: MIGRATION

Programme 2: Migration: Aim: To Co-ordinate and exercise control over the admission of persons into, their residence in and their departure from the Republic and for matters concerned therewith, and to formulate policy and provide guidance to operational staff in this regard.

Seven sub-programmes: Permanent and Temporary Residence Permits Immigration Advisory Board Control of Travellers –Ports of entry and Visas Aliens Control- Repatriation/ deportation of illegal foreigners Refugee Affairs-application and granting of asylum Refugee Affairs Appeal Board –appeals and adjudication Standing Committee on Refugees


Programme 3: Migration

Programme Objectives:

Transformation of Immigration Review of business processes in the immigration branch. Assess the implementation of the Immigration Act and Regulations Effectively deter,detect and counter the illegal entry of foreigners in

South Africa Provide for the reception into RSA of asylum seekers Co-ordinate ports of entry operations throughout the country Strengthen multi –agency intergovernmental co-operation Facilitate scarce skills Combat Xenophobia



Achievements:

Transformation of Immigration DDG, 2 Chief Directors and Director appointed Migration structure has been approved (Head Office) Business process review has been finalised

Immigration Legislation Immigration Amendment Act was presented to Cabinet and

promulgated

Illegal Foreigners Key inspectorate posts were filled Bilateral agreements between RSA, Mozambique and

Zimbabwe on reception of deportees in progress



Achievements (cont): Refugee Affairs

1376 UNCTD were issued from 01 April 2004 to 31 March 2005

5354 IDs were issued to refugees Border control

Staff increased at critical ports of entry MCS system functional Visa regime was reviewed in terms of the Amendment Act

in conjunction with other role players and is still an ongoing process


SUB-PROGRAMME

OUTPUTS PERFORMANCE MEASURES / SERVICE DELIVERY INDICATORS

ACTUAL PERFORMANCE / QUANTITY

PERMANENT & TEMPORARY RESIDENCE AND IMMIGRATION SELECTION BOARD

Processing of applications and insurance of permits

Permits issued in terms of standards set :

-Immigration Permits

-Work permits

-study permits

-Temporary residence

-Ministerial enquiries

17 771

15 630

25 707

99 678

155

Statistical Information

CONTROL OF TRAVELLERS

Processing of applications and issuance of visas

Clearance of visitors at ports of entry

Number of permits issued

Number of persons cleared:-Arrivals-Departures

455 445

7 867 5867 017 653

ALIENS CONTROL

Removal of illegal foreigners Deportation of undesirable persons

Number of illegal foreigners removedNumber of deportations

170 301

1 564

Statistical Information (cont’d)

SUB-PROGRAMME

OUTPUTS PERFORMANCE MEASURES / SERVICE DELIVERY INDICATORS

ACTUAL PERFORMANCE / QUANTITY

REFUGEE AFFAIRS

Consideration of asylum applications

Issuance of refugee Identity Cards

Issuance of United Nations Convention Travel Documents

Number of asylum applications finalised

Number of Refugee Identity Cards issued

Number of United Nations Convention Travel Documents (UNCTDs) issued in collaboration with the UNHCR

1 775

5 348

1 568


REFUGEE APPEAL BOARD

Consideration of asylum appeals

Number of asylum appeals finalised

1 779

STANDING COMMITTEE ON REFUGEES

Review and consider cases

Review of manifestlyUnfounded cases

Consider applications of certification of status

107

269


BUDGET PERFORMANCE

Allocated budget

for the year

BUDGET

Original allocation

Rollover and other funds received for salary adjustments

Total allocation for the year

Overview of 2004/05 Budget Performance

AMOUNT

R2,273,492,000

R104,123,000

R2,377,615,000

Budget in terms of key spending programs

PROGRAM

Administration

Services to citizens

Auxiliary and associated services


Overview of the Current Year’s (2004/05) Budget and Performance

AMOUNT

R501,570,000

R912,401,000

R617,895,000

R2,377,615,000

% BUDGET

23,2%

50,8%

26.0%

100%

Budget according to key spending areas in terms of the standard

charts of accounts (SCOA)

STANDARD CHARTS OF ACCOUNTS

Compensation of employeesGoods and servicesTransfers and subsidies Payments for capital assets


•Overview of the Current Year’s (2004/05) Budget and Performance

AMOUNT

R705 782,000

R518,033,000 R541,625,000 R612,175,000

R2,377,615,000

% BUDGET

29,7%

21,8%22,8% 25,7%

100%

Expenditure as at

31 March 2006 presented per

program

PROGRAMME

Administration Services to citizensImmigrationAuxiliary and associated services

Total

Overview of 2004/05 Budget Performance

AMOUNT

R565,779,000 R557,937,000 R290,214,000R575,303,000

R1,989,233,000

% BUDGET

99,99687793

83,7

Expenditure as at31 March 2005

presented per SCOA

STANDARD CHARD OF ACCOUNT

Compensation of employees Goods and services Transfers and subsidies Payment for capital assets

Total

Below norm

•Overview of the Current Year’s (2004/05) Budget and Performance

AMOUNT

R648,772,000R572,474,000 R541,678,000 R226,309,000

R1,989,233,000

% BUDGET

91,92 110,51100,0136,97

83,67

16,33

WE PLEDGE OUR COMMITMENT AND SUPPORT TO SERVICE DELIVERY

THANK YOU