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DHA - Marabastad Crack Team Project
2007
Caring, compassionate and responsive
Scope and Objectives
Caring, compassionate and responsive
A. Short term:
• The scope of the project is to address the backlog in new applications in Marabastad refugee office. Backlog in new applications to be defined as new not yet processed.
• The objectives of the project are as follow:
-To timeously receiving and process new applications in a humane manner
-To responsibly prepare asylum files for status determination of asylum seekers
Background
Caring, compassionate and responsive
CURRENT SITUATION
• Pretoria refugee reception office is overwhelmed by the influx of people seeking asylum sleeping outside estimated to more than 500.
• In recent times, nationals of the following countries seeking asylum on daily basis in South Africa has significantly increased:- Zimbabwe- DRC- Malawi- Tanzania- Ethiopia- India- Pakistan and many more
Caring, compassionate and responsive
• The challenges:
-Inadequacy of the office to cater the ever-increasing number of new arrivals queuing and sleeping outside Marabastad refugee reception office
-Limited human resources: lack of acceptable capacity
-Deficient and unreliable old refugee system
-Rising band of bent street agents
-Fragility of border posts leads to increased human trafficking and smuggling
Legal framework to be considered during the registration drive:-Refugee Act No 130 of 1998
-SA Constitution, etc.
The principles and standards relating to refugees are contained in the Refugees Act No 130 of 1998.
Caring, compassionate and responsive
LEGISLATION & STATUTORY OBLIGATIONS
Crisis Plan
Caring, compassionate and responsive
3.0 PLAN OVERVIEW
PHASES ACTIVITIES DURATION DATES
Phase 1 Planning 4 Weeks 01 August -
20 August 2007
Phase 2 Assessment and Setting up of structures
2 Weeks 20 August –
01 September 2007
Phase 3 Implementation 3 Weeks 01 September –
15 October 2007
Phase 4 Project closure 1 Day 15 October 2007
DETAILED PLAN
Caring, compassionate and responsive
PHASES ACTIVITIES MILESTONES RESPONSIBILITIES PROGRESS
DATES
Phase 1 Planning -Meetings - Site inspection with Service providers- Site visit- Procurement of Cleaning services and movable public toilets- -Consultation with Provincial Manager, Regional Director-
-Meeting held between Department of Home Affairs and Stakeholders on 21 August 2007
-These are the following decisions that were taken during the meeting:
-It was agreed that the Municipality of Tshwane will provide Department of Home Affairs with Shelter for the volume Asylum Seekers who sleep outside the building of Refugee Reception Office Pretoria (Marabastad) do not have a place to stay and Social Development will be approached assist with funds. -
DRA
D:AM
ADDG: NIB
PM
City Of Tshwane (COT)
Achieved
Achieved
Achieved
01 August -
20 August 2007
DETAILED PLAN
Caring, compassionate and responsive
PHASES ACTIVITIES MILESTONES RESPONSIBILITIES PROGRESS
DATES
COT requests assistance from other nationall Departments to assist with unused buildings to use as shelter.
-The Directorate Security from Home Affairs decided that they will assist Refugee Affairs by adding three Security on top of eight who are currently working at Marabastad Office and also the security services provider will be employed to patrol outside the DHA premises to address loitering and crime . The plan from security will provided to Refugee Affairs by 22 August 2007.
COT will assist the Department by supplying the water tanks because there are not enough taps at Marabastad Office
C O T
D: Security
COT
22 August 2007
DETAILED PLAN
Caring, compassionate and responsive
PHASES ACTIVITIES MILESTONE RESPONSIBILITIES PROGRESS
DATES
COT: Health and Environmental Health will provide the Department with training on communicable Diseases, Occupational Health and Safety, Sanitation Health and will engage Employee wellness and also the Asylum Seekers. They will visit Marabastad on 22 August 2007 to check the building whether is clean or not and the Toilets as well.
COT will install the wire fence on the Vacant land adjacent Marabastad as an interim measure.
Another Meeting will be held on 18 September 2007 at Department of home Affairs.
COT will assist DHA with approving compliance to municipality by laws of the temporary shade at the parking area.
COT
COT
COT
22 August 2007
DETAILED PLAN
Caring, compassionate and responsive
PHASES ACTIVITIES MILESTONES RESPONSIBILITIES PROGRESS
DATES
Phase 2 Assessment and setting up of
structures
- Identify personnel,- Identify equipments
- Cleaning services,- Mobile Toilets
- Temporary shelter,- Chairs
- Systems (SQL Word based permit)
and Manual Queue management
system,- Tables
Achieved, But
On Progress:
- setting up of
the shelter
- Chairs
- Tables
20 August –
01 September 2007
Phase 3 Implementation -Deploy personnel- Roll out: intakes-Exchange Permanent officials with
(contract workers) to deal with new
intakes and permanent officials to deal with backlog
10 Contract workers deployed as from 20 August 2007
On progress
01 September –
15 October 2007
Phase 4 Project closure15 October 2007
ACHIVEMENTS SO FAR
Caring, compassionate and responsive
• 24 Personnel is working as crack team to fastrack applicantions for asylum
• 6 Computers with SQL word based permit have been installed
• Cleaning Company has deployed 6 Cleaners • 10 Mobile toilets have been delivered • Shortlist for Quality Assuror (Manager to assist the
current management at Marabastad have been conducted)
• Meeting with COT, Provincial Department of Health was held on 21 August 2007
-Marabastad District Office
-The project should be completed within Six (6) weeks
Caring, compassionate and responsive
PROJECT LIFESPAN, NEEDS AND DELIVERABLES
DELIVERABLES
Caring, compassionate and responsive
500 Asylum applications successfully processed on a day and section 22 permits duly issued to Asylum Seekers
Determine the number of applications processed by means of statistics and daily reports
Develop a systematic filing system for all applications by complying with set standards
Identify and reports barriers to service delivery
Conduct 500 RSD interviews on the same day
RESOURCES NEEDS: Deployment of a “crack team” to fasttrack applications for asylum
Caring, compassionate and responsive
Total
Needed
Available Shortage
Capacity Quality Assurors
RROs
RSDOs
NYS as Data capturers Admin. Assistants (Asylum file & Permit
Administration
2nd Interviews & Adjudication
Process data - Extension,
- RSD Schedule
- Referrals
28
10
10
4
2
8
10 (6 interns & 4
permanents) 0
4 (Interns)
0
0
0
10
0
RAB Member
SCRA member
Security/Queue Marshalls
Interpreters
Total
Appeal on site
Reviewal on site
Queue management,
Order and safety Translate during interviews
34
1
1
8
3
24
0
0
0
0
10
1
1
8
3
RESOURCES NEEDS
Caring, compassionate and responsive
Total
Needed
Available Shortage
Information system Word Based system Computers
Printers
Cameras
6
3
6
Infrastructures Erection of Shelters
Cleaning services
Toilets
Started on 21 August 2007
1
10
10
0
6
10
1
4
0
Office Equipments &
Chairs
Tables
500
6
0
0
500
6
Stationery BI – 1590,Fingerprint FormsPens,A4 papers,Registers, Brown files,TRP Stickers
Intensive Registration drive
Implementation: Work Processes
Caring, compassionate and responsive
Entrance and Queue management
Project coordinator to register 500 new applicants on the day and secure interpreters if necessary using the register to establish the languages spoken
Security Officer (1) to issue them Tag No corresponding to the seat No and fingerprint forms
Fingerprint expert to take fingerprint sets in the waiting area Electronic Queue management system to indicate the availability of
RROs in room 84 Security Officers to escort a group of 20 to room 84 and so on Security Officer (1) to manage Entrance gate, Security (2) to maintain
order in the reception/waiting area; Security Officer (3) to manage Exit gate leading to the main building, Security Officer (4) to escort applicants to eligibility room
ELIGIBILITY PROCESS
Caring, compassionate and responsive
Project Coordinator circulate initial Register to all RROs, Data capturers, RSDOs and registry
8 RROs to assist applicants to complete BI – 1590 (Application for asylum form) with the help of interpreters if necessary
RROs to make comments in relation with the claim and sign the form RROs to open physical files and ensure that all compulsory documents
are submitted and put inside files RROs to refer files to Data Capturers RROs to refer files back to Data capturers to print section 22 permits
and request applicants to collect decision on next date 10 NYS Data Capturers to log onto the SQL Word-Based System,
capture data and images, section 22 print permits Data capturers to check printed permits against Daily Intakes Register
to ascertain that the permits printed reflect names in the Register Data capturers to refer files back to RSDOs for adjudication immediately
File Administration process (4 Registrars)
Caring, compassionate and responsive
RROs to create and update files registers (Manual and electronic) in order to smooth the process of asylum file retrieval from the filing rooms.
A register should be maintained to record the movement of all files. To ensure that there are no shortcoming and inconsistency that might lead to files missing and/or empty files.
The register should reflect the details of any official who requested and removed the physical file from the filing room as well as when the files was returned for storage
Receive files and documents. Read instructions Read instructions in the file control sheet, check contents of files and documents and make
sure that all instructions are carried out Record in the appropriate register all files Ensure that the cover of the file is kept neat and intact and that documents inside the file are
filed in the appropriate order Arrange files according to the sequence of the master copy Dispatch outgoing files and documents Search for file/document. Retrieve file from shelf Record in the appropriate register and ask the requesting official to sign before issuing any file. Hand over letters of rejection and confirmation of status to the applicant Arrange with inspectorate to be available for possible deportation Inform Directorate Identification about the decision taken to update the identification system.
STATISTICS AND REPORTS
Caring, compassionate and responsive
Quality Assuror to record details of daily proceedings (intakes, decisions, challenges, etc.) and forward to Head Office
Quality Assuror to compile daily statistics using a specific template and forward to Head Office
Thank You
Caring, compassionate and responsive