FREE STATE PROVINCE 1 SEPTEMBER 2015 PROVINCIAL MANAGER BONAKELE MAYEKISO HOME AFFAIRS – PORTFOLIO COMMITTEE

FREE STATE PROVINCE

1 SEPTEMBER 2015

PROVINCIAL MANAGER

BONAKELE MAYEKISO

HOME AFFAIRS – PORTFOLIO COMMITTEE

2

Table of ContentsCONTENT SLIDE NO.

Introduction and Background 1-4

Vision and mission, National Outcomes and Departmental Strategic Goals 5-7

Provincial Management & Demarcation 8

Footprint for the Province 9 - 12

SERVICES 13 – 22

Civic Services

Birth Registration 2014/2015 – 2015/2016 Comparison

Unabridged

Late Registration of Birth -

Identity Documents First and Reissue

Duplicate Cases

Passport

13-14

15

16

17-20

21

22

IMMIGRATION SERVICES

Port Control Statistics

Inspectorate Statistics

23

24

3

CONTENT SLIDE NO.

Photos of office and outreach25 – 27

SUPPORT SERVICES

Staff Profile and Capacity level

Performance Management

Staff Development and Staff Engagement

Employee Wellness

Provincial Finances (Budget Expenditure & Revenue Collection) and Assets Fleet Management

Counter Corruption & Prevention

Labour Relations Cases

Vetting and Security

Achievement and Challenges

28 - 29

30

31 - 32

33

34 - 39

40

41-42

43

44-45

46 -47

Thank you 48

4

INTRODUCTION & BACKGROUNDNTRODUCTION & BACKGROUND The Free State Province in the RSA, accounting 6% of SA population.

Has a population estimated at 2.8 Million as released by Stats SA.

The Province has 4 District Municipalities and one Metropolitan Municipality.

DHA Offices in Free State are aligned to 4 District Municipalities and 1 Metropolitan Municipality.

The launching of Stakeholder Forums on the District and Local Municipalities have greatly improved the way of delivering services especially in rural areas.

Monitoring & Evaluation of the departmental performance relating to DHA is at the centre of Service Delivery Improvement Plan.

The department in the province is operating in terms of the minister outcomes.

Internal Structures Youth Forum, Gender Committee and Dha Cadre

We are targeting all rural areas to end the Late Registration of Birth (LRB)

5

STRATEGIC OVERVIEWSTRATEGIC OVERVIEW

VISION STATEMENT

A safe, secure South Africa where all of its people are proud of, and value,

their identity and citizenship.

MISSION

The efficient determination and safeguarding of the identity and status of

citizens and the regulation of migration to ensure security, promote

development and fulfil our international obligation.

VALUE STATEMENTThe DHA is committed to be:•People-centred and caring, Patriotic•Professional and having integrity, •Corruption free and ethical,•Efficient and innovative.

6

MINISTER PERFORMANCE AGREEMENT IN TERMS OF NATIONAL MINISTER PERFORMANCE AGREEMENT IN TERMS OF NATIONAL OUTCOMESOUTCOMES

The 12 National outcomes are at the heart of the strategic planning process of the The 12 National outcomes are at the heart of the strategic planning process of the

Government and DHA is accounting for three as per the signed Minister`s Government and DHA is accounting for three as per the signed Minister`s

performance agreement. The departmental relevant out comes areperformance agreement. The departmental relevant out comes are

NATIONAL OUTCOME 3NATIONAL OUTCOME 3

All People in South Africa are free and feel safe


Skilled and capable workforce to support an inclusive growth path.


An efficient, effective and development orientated public service and an empowered, fair and

inclusive citizenship

7

DEPARTMENTAL STRATEGIC ORIENTED GOALS (OUTCOMES)DEPARTMENTAL STRATEGIC ORIENTED GOALS (OUTCOMES)

STRATEGIC OUTCOME ORIENTED GOAL 1STRATEGIC OUTCOME ORIENTED GOAL 1

Secure South African citizenship and identity engineered by the Civic

Services Unit


Immigration managed effectively and securely in the national interest

including economic, social and cultural development engineered by the

Immigration Unit


A service that is efficient, accessible and corruption free to be

realised by all the departmental Units.

8

PROVINCIAL MANAGEMENT AND DERMACATION – NEW OPERATING MODEL

9

DHA FOOTPRINT PRESENTLY– FREE STATE

Department Home AffairsRepublic of South Africa

Large officeLarge office

Small officeSmall office

10

DHA FOOTPRINT FUTURE – FREE STATE

Department of Home AffairsRepublic of South Africa

Local Small officeLocal Small office

Large officeLarge office

Planned officePlanned office

11

Provincial Profile

Distribution of DHA offices within these districts

M/O Koffiefontein M/O Zastron

S/O Trompsburg

S/O Jacobsdal

L/O Bloemfontein

M/O Botshabelo

S/O Thaba Nchu

S/O Ladybrand

11 Service points

L/O Phuthaditjhaba

M/O Bethlehem

M/O Harrismith

3 S/O16 Service Points

D/O KroonstadD/O Sasolburg3 S/O13 Service points

L/O WelkomM/O Bultfontein

4 S/O

12 Service points

146 258

747 431

736 237

488 036

627 626

XHARIEP

S/O Wepener

16 Service Points

5 Offices

4 Offices

6 Offices

5 Offices

6 Offices

3 Hospitals

6 Hospitals

9 Hospitals

6 Hospitals

5 Hospitals

12

SUMMARY OF THE CURRENT FOOTPRINT FOR THE FREE STATE PROVINCE

TYPE OF OFFICEDHA current

footprint Operational

Non Operational due to

accommodation challenges

Local Office Large ( former RO) Bloemfontein Large

Welkom Large

Phuthaditjhaba Large

3 Phuthaditjhaba still in the building phase we operate from an

old Magistrate building

Local Office Average ( former DO) 9 9 N/A

Local Office Small (former PSP) 13 13 N/A

Health Facilities (HSP) 26 26

Ports of Entry (POE) 8 8

Mobile Offices 11 6

Thusong Service Centre (TSC) 6 6

Total 76 71

Overview of footprint per type of DHA service point (SP)

*

13

BIRTH REGISTRATION- STATISTICS 2015/2016

BIRTH REGISTRATION APPLICATIONS

MONTH2015/2016 30 DAYS

31 DAYS & above TOTAL

PREVIUOS YEAR2014/2015 30DAYS

31 DAYS & ABOVE TOTAL

Apr-15 4117 861 4978 Apr-14 3178 998 4176

May-15 3823 903 4726 May-14 3353 1088 4441

Jun-15 4002 748 4750 Jun-14 3384 1041 4425

July-15 3585 867 4452 July -14 3711 1016 4727

TOTAL 15527 3379 18906 TOTAL 13626 4143 17769

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ANNUAL TARGET: Projected to 45517 births registered within 30 days of the birth event against the estimated 1.1 million births per annum, (Quarterly Target is 11379 total births to be registered)

ANALYSIS OF PERFORMANCE IN RELATION TO STRATEGY TO ACHIEVE TARGET THE STANDARD HAS BEEN PARTIALLY ACHIEVED

We have registered 15527 births within 30 days for the quarter one and the Month of July 2015, and 13626 births within 30 days for quarter 1 and the month of July 2014 this shows a definite increase in birth registration during this financial year.

We are still experiencing a high number of births registered after 30 days, in the last financial year 2014/2015 we registered 4143 and during the same period this year we registered 3379 we have made a significant improvement of registering less 764 births outside the required 30 days.

We will be deploying more full time staff in areas were the hospital births is more to ensure all children's are registered within 30 days.

Challenges/Reasons for non achievement

Priorities' hospital staff.

Visitation to be improved.

Way forward/Remedial action

•Continuous engagements with stakeholders and our education programs at the hospitals

Type of Evidence

•NPR REPORT

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UNABRIDGED BIRTH APPLICATIONS FROM 01 APRIL – 15 AUGUST 2015

Office No of Application

No of Certificates

issues

No of outstanding applications

Equivalent letters issued

FREE STATE 4376 2585 1529 241

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LATE REGISTRATION OF BIRTHS (LRB)- STATISTICSITEMS NUMBER OF APPLICATIONS

Closing balance of LRB cases as at 31 March 2015 2103

Number of LRB applications received (April-July) 1278

Number of applications approved 890

Number of applications rejected 122

Number of applications referred to IMS for investigations 63

TOTAL NUMBER OF APPLICATIONS ON HAND 1028

17

1ST Issues and Re- Issues- ID SMART CARD STATISTICS

ID SMART CARD APPLICATIONS

MONTH2015/2016 1 ST ISSUE RE-ISSUES TOTAL

PREVIUOS YEAR 2014/2015 1 ST ISSUE RE- ISSUE TOTAL

Apr-15 2226 7076 9302 Apr-14 295 7518 7813

May-15 1748 7563 9311 May-14 283 7616 7899

Jun-15 1927 7406 9333 Jun-14 641 5088 5729

July – 15 2785 7649 10434 July -14 1219 6781 8000

TOTAL 8686 29694 38380 TOTAL 2438 27003 29441

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1ST Issues ID and Re- Issues- STATISTICS

ID OLD GREEN BARCODE APPLICATIONS

MONTH2015/2016 1 ST ISSUE RE-ISSUES TOTAL

PREVIUOS YEAR 2014/2015 1 ST ISSUE RE- ISSUE TOTAL

Apr-15 276 1407 1683 Apr-14 1842 1864 3706

May-15 524 643 1167 May-14 1187 2985 4172

Jun-15 266 543 809 Jun-14 821 1839 2660

July–15 869 823 1692 July -14 1056 989 2045

TOTAL 1935 3416 5351 TOTAL 4906 7677 12583

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Identity for first issue and Re-issue

20

DHA Annual Target 3.4.2.2: First & Re-issue ID’s received from Head Office registered on T&T by front offices within 1 day

BASELINE

ANNUAL TARGET

QUARTER 1 TARGET 2014/2015

QUARTER 1ACTUAL2014/2015

QUARTER 1 TARGET2015/2016

QUARTER 4 ACTUAL 2015/2016

ANALYSIS

One day to register ID received at Front Office






The Province has performed very well with the registration of first identity application vs Re-issue application for the first quarter both in 2014/2015 and 2015/2016.

Achieved Achieved

PROGRESS PER QUARTER

2014/2015 First Issue = 4906Re-Issue = 7677

2015/2016First Issue = 1935Re-Issue = 3416



Type of evidence

Track and Trace reports

21

ITEMS NUMBER OF APPLICATIONS

Duplicates cases on hand as at 31 March 2015 87

Number of new duplicate cases received (April-July) 38

Cases referred to HO for issuance of Identity document 21

Number of unfinalized cases 66

DUPLICATES CASES - STATISTICS

22

PASSPORT TYPE NUMBER OF APPLICATIONS

Tourist Passports (NORMAL) 5934

Child Passports 2389

Official Passports 29

Maxi Passports 489

TOTAL 8841

PASSPORT APPLICATIONS – STATISTICS- APRIL- JULY 2015

7062

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IMMIGRATIONS STATISTICS – APRIL – JULY 2015 MONTHS PERIOD

PORT CONTROL STATISTICS

PORT

Arrival Departure TOTAL

RSA Foreigner RSA Foreigner

Caledonspoort 38 108 77 148 39 085 75 409 229 750

Ficksburg 113 817 461 901 112 225 355 588 1 043 531

Makhaleen Bridge 1 467 9 319 1 347 4 429 16 562

Maseru bridge122 657 447 375

131 304 411 693 1 113 029

Monontsha Pass 0 0 0 0

Peka Bridge 3 571 9 305 2 248 4 006 19 130

Sephapus Gate 151 876 100 487 1 614

Van Rooyensgate 17 672 76 032 16 260 57 725 167 689

TOTAL297 443 1 081 956 302 569 909 337 2 591 305

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Annual Target: 01 April – 30 June 2015

Ensure an efficient and effective law enforcement function within the IMS

ProvinceSuccessful

prosecution of employers

Transgressors of departmental

legislation successfully prosecuted

Number of illegal foreigners / overstayers

detected

Number of illegal immigrants / overstayers

deported within 30 days (direct)

Number of illegal immigrants

deported to Lindela

Cases referred to Inspectorate

investigated within 28 days

BLOEMFONTEIN 1 248 248 198 198 0

BOTSHABELO 0 0 41 27 27 22

KOFFIEFONTEIN 0 0 12 11 1 10

ZASTRON 48 52 128 103 103 98

WELKOM 1 83 393 190 84 58

KROONSTAD 4 25 21 162 2 19

SASOLBURG 0 66 100 53 100 2

BETHLEHEM 05 50 110 93 63 0

PHUTHADITJHABA

03 100 100 88 01 02

MASERU POE 0 161 156 138 4 2

FICKSBURG POE

Van Rooyen Gate 1 156 156 156 0 1

TOTAL 63 941 1465 1219 583 214

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26

27

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STAFF PROFILE AS AT END JULY 2015

LEVEL MALE DISABILITY FEMALE DISABILTY TOTAL14 1 0 1

13 1 3 4

12 5 1 6

11 0 1 1

10 13 3 16

9 1 2 3

8 26 23 49

7 28 35 63

6 170 5 191 1 367

5 11 2 13

3 14 19 33

TOTALS 270 05 280 1 556

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CAPACITY LEVELSPROVINCE Total

Establishment

APPROVED ESTABLISH

MENT

FILLED VACANT FUNDED POSITION

S

PERCENTAGE CAPACITATED

ON FILLED POSTS

CS IMS SUPPORT

FREE STATE707 592 556 0 33 3 36 94%

GRAND TOTAL

707 592 556 0 33 3 36 94%

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DESCRIPTIONPERFORMANCE ASSESSMENTS

PERCENTAGE (%)

PMDS conducted (2014/15) Conducted 100%

PMDS conducted 2015/16 (Half yearly) Due end of Sept 2015 Expected 100%

Performance agreements 2015/2016 capture

98% contracted as 3 officials are on incapacity leave (Radebe: R; Semele K, Blankwe: M A and the 18 interns.

PERFORMANANCE MANAGEMENT DEVELOPMENT SYSTEM

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MONTHTRAINING CONDUCTED EQUITY

APRIL Diamond release (Modernization• 57 Females• 36 Males

2015 MAY 17 – 2015 MAY 18

Unabridged certificate: New Regulation (People travelling with minors)

• 15 Females• 39 Males

2015 MAY 18 – 2015 JULY 17

Port of Entry Skills Programme National Certificate: Home Affairs Services

• 7 Females• 12 Males

2015 AUGUST 11-2015 AUGUST 14

DHA Induction• 4 Females• 8 Males

TOTAL 178 Employee

STAFF DEVELOPMENT

32

INTERACTION OF STAFF

The Province interact with staff through the following meetings:

Top Provincial Management (SMS) – Fortnightly.Provincial Management meetings (SMS, Provincial Support & Office Managers) - MonthlyDistrict Management Meeting (Local Office Managers & Support) - WeeklyStaff Meetings – WeeklyQuarterly Reviews Meetings

STAFF ENGAGEMENTS

33

KEY AREA ACTIVITIES

Occupational Health & Safety

Conducted OHS audit on 14 x Offices in April 2015 and developed reports with recommendations in 3 districts

Employee Wellness Support activities

• 1 x counselling intervention provided for: trauma, health related problems on 1 x employee• Quality of work-life intervention provided to 2

officials, focusing on PILIR• 1 x Candle-light memorial & 1 x blood donation

held in the Province

Men's Health Awareness- 56 Officials during different sport 0n the 08 July

2015.

ICAS

- The company has been contracted to render employee wellness services. -2 x referrals made during the period under review

EMPLOYEE WELLNESS

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BUDGET ITEMBudget 2015/16

Actual Expendit

ure YTD(R)

Outstanding Commitment

s-YTD

Total Projected expenditureApril- July

2015/16

YTDSavings/ (Overspending

YTDBudget Expenditure

(%)

1

‘0002

‘0003

‘0004 (2+3)

‘0005 (1-4)

‘0006

(4÷1)

Comp of Employees

138, 470 47, 339 0 47,339 91,131 34%

Goods and Services

10,757 6,023 871 6,894 3,863 64%

Provincial & Local Government

99 0 0 0 99 0

Household 137 44 0 44 93 32%

Capital Assets

42 0 0 0 42 0

TOTAL R149,505 R 53,406 R 871 R54,277 R 95,228 36%

BUSINESS UNIT MONTHLY FINANCIAL REPORT – 2015/16

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NOTES FROM FINANCIAL REPORT

The Provincial Goods and service is under tremendous pressure, as at 31 July 2015 the expenditure was sitting at 60% instead of a 33,33% norm.

Total expenditure for the previous Financial year was over R18 million for goods ands services but the total amount allocated for this Financial year is just above R9 million. Therefore the estimated additional budget requested amounts to R8 million

This risk was projected by the province hence the submission of the budget pressure document to budget committee, where areas of concerns were raised that:

Although 34 G-FLEET Vehicles were returned due to the lapsing of the contract only 17 vehicles were procured due to budget constraints.

Out of 74 DHA owed vehicles 44% exceed 160 000 kilometers these cars are expensive to maintain.

12 vehicle were disposed end of March 3 write off and 9 had above 250 000KM.

Appointment of official outside the Province also puts pressure on the Province as relocation cost are very expensive.

36

Payment of Invoices within 30 days ( April – July 2015)

Total nr of invoices received

Nr of invoices paid within 30 days

Age breakdown of unpaid invoices Comments

Older than 30 days

Older than 60 days

Older than 90 days

408 400 5 2 1

408 400 5 2 1

37

Payment of Invoices outside 30 days ( April – July 2015)

NO. SUPPLIER NAME ORDER NUMBER

INVOICE NUMBER

REASONS NOT CAPTURED ON LOGIS

1 TRAVEL WITH FLAIR FS-002549 0022841

Delay in implementation of shifting of funds from Head Office to Province (Minister Imbizo)

2 SKY NET FS-002034 29906779648 System Error




6 TRAVEL WITH FLAIR FS-002507 1912263 Delay in sundry payment

7 GPW NO ORDER INV000034088 Technical error

8 KONICA MINOLTA FS-001998 901187606 Insufficient funds

38

Assets classification

Number of assets

Value of assets ‘000

Number of assets


Number of assets


%Change of No.

2015/16 2014/15 2013/14

Minor Assets 11, 192 4, 579, 270

11, 143 4,539,270 8091 9491480.92

0

Capital Assets 1, 650 48, 359, 594

1, 650 48, 359, 594 1119 35643504.05

0

Total Assets 12, 842 939388 64.00

12, 793 52, 898, 864 9210 45134984.97

0

ASSETS REGISTER FREE STATE PROVINCE

39

NOTES TO THE ASSETS REGISTER

Minor assets: balance beginning of the year 11 143, balance end July 11 192 deference 49 ( 8 Chairs procured, 10 new printers, 31 old chairs transferred from HQ)

Major Assets : No deference

There were no disposals for the period in question but 795 assets to the value of R3 346 975.34 were deposed in March 2015. The disposed furniture was absolute and It assets were disposed as per IT Technical report.

The BAUD system is currently not accessible HQ has temporally closed it as from end of May 2015. The closing of the system for long periods has a direct impact on maintaining a correct asset register in Provinces because during this period updates are done manually increasing a risk of the Asset Register not being electronically updated when it does open.

DHA

40

KEY AREA NUMBER PERCENTAGE

Total Number of vehicles in the Province 91 100%

Number of vehicles involved in accidents 5 5.5%

Number of Functional vehicles 87 94.6%

Total Number of mobile offices 10 100%

Number of Functional mobiles 4 40%

Number of dysfunctional mobile (It issues) 6 60%

GRAND TOTAL FUNCTIONAL 91 99%

FLEET MANAGEMENT

41

CORRUPTION PREVENTION AND PROSECUTION

NATURE OF OFFENCE PROGRESS

1. Fraud and Corruption(BETHLEHEM)

2. Fraud and Corruption (Caledonspoort)

1. Official dismissed. Criminal matter to be heard on 14-15 September 2015.2. Official dismissed. 8 Officials dismissed. Criminal matter to be heard on 23-27 November 2015 and 8-12 February 2016. (Arbitration in process)

42

CORRUPTION PREVENTION AND PROSECUTION

KEY AREA

NUMBER OF CASES

STATUS

Opening balance of cases as at 01 April 2015 1 Still under investigation – complainant is abroad

Previous year cases under-investigation 1 Still under investigation – complainant is abroad

Number of New cases RECEIVED (April-July 2015)

11 3 x Finalized

8 x Under investigation

Arrests ( officials ) 1 Awaiting departmental hearing date

Projects driven investigation to address Corruption

2 Welkom and Bethlem

Closing Balance 9

43

LABOUR RELATION CASES

KEY AREA

NUMBER OF CASES

OUTCOMESFraud & Corruption 1 Awaiting

departmental hearing date

Improper Conduct 1 Under investigation

Financial Misconduct 0 None

Closing Balance 2

44

KEY AREA ACTIVITIES

DHA is a security DepartmentAll employees are expected to undergo security vetting.

AppointmentsCurrent staff complement is 556 including the 10 newly appointed officials in the first quarter

Number of security clearances issued Number of clearances issued to date 93

Pending security Clearances

61 (Z204) files submitted to State Security Agency for registration and evaluation in the 2015/16 financial year

Security Clearances Denied 0

Number of security clearances forms issued ( Z 204)

13 Z204 forms issued; 13 Z204 forms pendingBreakdown 1 (SMS), 2 (MMS) and 10 (level 1 to 9).

VETTING

45

KEY AREA ACTIVITIES

Security Services

KSA Security contracted to render security services (01 November 2014)

21 x security Offices Provincial Security Advisory Committee

established and launched on 20/03/2015 Emergency Evacuation Plan was

developed and approved by the Disaster Management, PM & Chief Directorate: Physical Security

Security Awareness Security awareness conducted on a

monthly basis

Cash In Transit Fidelity Cash Solution security company

contracted to provide cash in transit at --9- offices in the Province.

SECURITY SERVICES

46

Issue Achievements What has improved

1. Service delivery

1. Highest number of Smart ID cards printed in the Province;

2. Four high impact service delivery programmes successfully implemented in the Province

3. Hospital connectivity – all hospitals connected and a number of clinics

4. Maseru and Ficksburg plan for processing of travellers.

1. Stakeholder relations strengthened Accessibility enhanced

2. Improved corporate governance within the province.

2. Recruitment1. Appointment of Control inspector officials and

Inspectorate officials inland.1. Improved leadership in inspectorate services

3. Infrastructure

1. Modernization of Medium and Large offices 9 out of 12.2. Thaba Nchu and Phuthaditjhaba offices progress on the building is 90% finish.

1.Improved services on modernization will be realised in the financial year 2016/2017 .

4. Finance1. Improved turnaround times in payment of

invoices.2. Clearance of bank exceptions.

1.Improved financial management, aiming to pay 100% performance.

5. Partnership with other government departments

1. Collaboration in common projects with sister department .

1.Education on other s DHA services available besides IDs and Birth Certificates (e.g. Training of stakeholder form members, learners were educated about passports).

Achievements

46

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ISSUES CHALLENGES WHAT NEEDS TO BE DONE

Infrastructure at the

Borders

Office space to Provide quality services to

clients.

Insufficient houses and office space for staff in

Maseru, Ficksburg, Calendonspoort, and Van

Rooyen’s Gate and Sephapo Gate

Bloemfontein Medium Office, Thaba Nchu,

Zastron and Provincial Managers Office.

Thaba Nchu and Zastron office does not have

online verification due to the infrastructure

challenges

Accommodation should be provided to staff.

Public works to expedite this process as

clients are revolting against the department.

Lesotho citizens that frequent Free State and

overstay.

Deportation of Lesotho citizens is done weekly

and this exercise often proofs futile as most of

the deportees come back.

South Africa and Lesotho should have

bilateral and review policy on how to deal

with illegal foreigners from Lesotho

Challenges and possible solutions

48

THANK YOU

KE YA LEBOGA

DANKIE

NDIYABULELA