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Presentation to Portfolio Committee

11 September 2012

DHA Infrastructure Development Plan 2010/11 to 2013/14

Building a New Home Affairs

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Table of Contents1. Strategic Links to DHA Infrastructure Expansion Plan

2. Total number of offices occupied by DHA

3. Core processes and Key objectives

4. Challenges relating to footprint expansion

5. DHA Infrastructure Expansion Plan – Strategic Approach and Dependencies

6. DHA Infrastructure Expansion Plan 2011/12 to 2014/15 – The broad infrastructure strategy and desired number of service points

7. DHA Infrastructure Expansion Plan 2011/12 to 2014/15 – Criteria used to select priority offices

8. DHA Infrastructure Expansion Plan 2011/12 – 2013/14 – Planned outcomes in terms of the DHA Infrastructure Plan

9. DHA Infrastructure Expansion Plan – Office opened in 2010/11

10. DHA Infrastructure Expansion Plan – Offices opened in 2011/12

11. DHA Infrastructure Expansion Plan – Priority provinces for 2012/13

12. DHA Infrastructure Expansion Plan – Priority provinces for 2013/14

13. DHA Infrastructure Expansion Plan – Priority provinces for 2014/15

14. Summary of Provincial Infrastructure Expansion – 2011/12 to 2013/2014

15. Look and Feel - 2011/12 to 2014/15 – The planned outcome in terms of the DHA infrastructure plan

16. Look and Feel 08/09 – 09/10 – Summary of offices refurbished per province

17. Look and Feel 2011/12 – Summary of offices refurbished

18. Look and Feel 2011/12 – Summary of offices refurbished (continued )

19. Construction Projects – Phutaditjaba and Sebokeng

20. Expenditure to date

21. Issues for consideration

22. Options

23. Strategic Interventions required

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1. Strategic Links to DHA Infrastructure Expansion Plan

Government Outcome Target in terms of Minister’s Performance Agreement

DHA targets in terms of the DHA Strategic Plan 2010/11 to 2013/14

An efficient, effective and development oriented public service and an empowered, fair, and inclusive citizenship

Turnaround times for all services, queuing times and unit costs per service

2010/11 2011/12 2012/13 2013/14

10 Additional service delivery points opened (leases)

4 Additional service delivery points opened (leases)

8Additional service delivery points opened (leases)

8 Additional service delivery points opened (leases)

Strategy developed for acquiring of service delivery points

Strategy for acquiring new service delivery points implemented

N/A N/A

The maximum distance for a citizen to travel to access Home Affairs Services

Models for access to DHA services developed (Distance versus travel)

Access model implemented

Access model implemented

Access model implemented

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2. Total number of offices occupied by DHA (per province)

PROVINCE

DHA CURRENT FOOTPRINT

LOCAL OFFICE LARGE LOCAL OFFICE MEDIUM LOCAL OFFICE SMALL OTHERS LEASED VS STATE

TOTALREGIONAL OFFICES

DISTRICT OFFICES

DISTRICT OFFICES

DISTRICT OFFICE /

THUSONG (District Office

within a Thusong Service centre)

PERMANENT

SERVICE POINTS

PERMANENT

SERVICE POINTS

THUSONG SERVICE CENTRES

OSDC (One Stop

Development

Centres)

HEAD OFFICE

PROVINCIAL OFFICES

REFUGEE RECEPTION OFFICES

STORES

PORTS OF ENTRY

(AIRPORTS)

AREA MANAGER

RESIDENTIAL

TOTAL LEASED

BUILDINGS

TOTAL STATE

OWNED

EASTERN CAPE 6 0 22 2 0 24 6 0 0 1 0 0 6 2 0 41 28 69

FREE STATE 3 0 9 0 0 11 5 0 0 1 0 0 8 0 0 13 24 37

GAUTENG 8 0 22 1 0 4 26 0 4 1 2 2 2 0 0 34 38 72

KWAZULU-NATAL 8 0 16 0 1 27 16 5 0 1 1 0 8 0 2 36 49 85

LIMPOPO 5 0 17 2 0 24 21 0 0 1 1 0 8 0 0 13 66 79

MPUMALANGA 3 0 21 0 0 13 12 0 0 1 0 0 11 0 0 20 41 61

NORTHERN CAPE 3 0 7 0 0 2 3 0 0 1 0 0 11 0 0 12 15 27

NORTH WEST 3 0 13 0 0 1 10 0 0 1 0 1 9 0 0 14 24 38

WESTERN CAPE 5 0 10 1 0 1 10 0 0 1 1 0 5 0 0 25 9 34TOTAL (Former Service Types) 44 0 137 6 1 107 109 5 4 9 5 3 68 2 2 208 294 506

TOTAL (New 2011 Office Type)

44 144 221 97 506

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3. CORE PROCESSES AND KEY OBJECTIVES

Acquisition of Office Accommodation

Maintenance of Office Accommodation

Lease Administration

Refurbishment and Rehabilitation

OHSA Compliance

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4. Challenges relating to Footprint Expansion

No priority afforded to DHA in relation to expeditious conclusion of lease agreements and procurement of Government owned facilities

Lack of suitable office accommodation in rural areas

Threats of evictions at some Magistrates offices

Lack of funds to procure DHA owned facilities

Shortage of funds for devolution from Department of Public Works (approximately R 60m shortage)

DHA currently cannot confirm funds causing delays in the procurement process

Lack of funds on the budgets for IS, Security Services ,furniture and equipment for the back office

Long procurement processes and finalization of leases by DPW

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Dependencies to achieve the balance:Availability of land / suitable premises for purchase

Availability of funds, bearing in mind the reprioritization process that is currently in progress

Procurement processes of the Department of Public Works for contractual negotiations and conclusion of lease agreements

Commitment and willingness of other Government Departments on sharing of premises

Strategic approach:

Civic Services will explore various procurement options, such as:

Park homes (pre-fabricated structures)

Lease to own

Sharing of premises (for example, local Counselors, schools, etc)

Purchase of property and accommodation

Public Private Partnerships

5. DHA Infrastructure Expansion Plan

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6. DHA Infrastructure Expansion Plan – 2011/12 to 2014/15

The broad infrastructure strategy of the Department is to:

Continue the expansion of the DHA footprint to meet the needs of citizens according to acceptable norms

Implement a new and cost effective strategy to build on achievements to date, especially with regards to rural areas. This includes a combination of methods such as fixed low cost and prefabricated buildings, shared sites (Thusong and One Stop Service Centers), mobile offices and the use of ICT enabled channels

Devolve management of infrastructure to Provincial Managers, whilst head office determines policy, plans and provides support at National level

The desired number of service delivery points to achieve acceptable levels of access nationally is 744. The following service points are currently available:

407 fixed service delivery of various sizes (including Thusong Centers )

In addition to the 409 service points , there are 5 Refugee Centers and 72 Ports of entries

266 connected (online) health facilities

117 mobile service delivery points (fully computerized)

25 4X4 service delivery points (non computerized)

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Criteria used to select priority offices to be opened during the MTEF period 2011/12 to 2014/15:

DHA presence in district / local municipality – Preference was afforded to those areas where DHA does not have presence at district or local municipalities

Urban / rural areas – Preference was afforded to rural areas

DPSA / Afriscope Proposals – Areas recommended by the recommendations received preference selection

Thusong Service Centres – As per Minister’s Strategic directive, preference was also afforded to those areas where Thusong Centres are already established

ISRD Nodes – Preference was also afforded to those areas that fall within the ISRD Nodes

Mobile unit outreach – Preference was also afforded to those areas where mobile units cannot travel due to hazardous or deficient road infrastructure

7. DHA Infrastructure Expansion Plan – 2011/12 to 2014/15 (continued)

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As outlined above, our focus going forward will be to acquire DHA owned service delivery points in the form of fixed low cost or prefabricated buildings, shared sites and mobile units. This will gradually reduce the amount of funds required for leasing of buildings.

Whilst not loosing focus of our clients, the strategy is generally aimed at expanding the DHA footprint to ensure that all clients are within a 30 minute range (50 kilometers) of the closest DHA service point.

The planned outcomes in terms of the DHA Infrastructure Plan for 2011/12 to 2014/15 is:

2010/11 2011/12 2012/13 2013/14 2014/15

10 Additional service delivery points opened (leases and state owned)

4 Additional service delivery points opened (leases)

8 Additional service delivery points to be opened (leases)

8 Additional service delivery points to be opened (leases)

Number dependant on funding

Access model implemented

Access model implemented

Access model implemented

Access model implemented

Access model implemented

8. A) DHA Infrastructure Expansion Plan – 2011/12 to 2014/15 (continued)

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9. DHA Offices Opened in 2010/11

Province Total number of offices opened

Eastern Cape 1

Gauteng 1

Kwa-Zulu Natal 5

Northern Cape 1

Western Cape 2

TOTAL for 2010/11 10

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10. DHA Offices Opened in 2011/12

Province Total number of offices opened

Eastern Cape 1

Kwa-Zulu Natal 3

TOTAL for 2011/12 4

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DHA will explore options to expand the footprint to the following priority provinces during 2012/13:

Province Total number of offices under consideration

Free State 1

Gauteng 1

Northern Cape 6

North West 2

Western Cape 5

TOTAL for 2012/13 15

Critical notes:

•The data provided above as well as the list of service point names (following slides) may vary in terms of priorities at the time of implementation.

•Furthermore, availability of vacant land and accommodation may have an impact on rollout.

•The negotiation and settlement of agreements between DPW, DHA and respective landlords / sellers may be delayed and this may require reprioritization and replacement of offices with offices from the outer years (2012/13 onward)

•DHA priorities may require the changing of geographical areas

•The plans above are dependant on the granting of additional funds in terms of the DHA Infrastructure Development Plan of July 2010

11. DHA Infrastructure Expansion Plan – 2011/12 to 2014/15

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DHA will explore options to expand the footprint to the following priority provinces during 2013/14:

Province Total number of offices under consideration

Eastern Cape 1

Free State 1

Kwazulu – Natal 2

Limpopo 1

Northern Cape 2

Western Cape 1

TOTAL for 2013/14 8

12. DHA Infrastructure Expansion Plan – 2010/11 to 2014/15 (continued)

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DHA will explore options to expand the footprint to the following priority provinces during 2014/15:

Province Total number of offices under consideration

Free State 1

Eastern Cape 1

Kwazulu – Natal 2

North West 1

Northern Cape 1

Western Cape 1

TOTAL for 2014/15 12

13. DHA Infrastructure Expansion Plan – 2011/12 to 2013/14 (continued)

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Summary of Provincial Infrastructure Expansion: 2011/12 to 2013/14:

14. DHA Infrastructure Expansion Plan – 2011/12 to 2013/14 (continued)

Province Total number of offices under consideration

Mpumalanga 0

North West 2

Limpopo 1

Free State 3

Northern Cape 9

Western Cape 7

Eastern Cape 3

Gauteng 1

Kwazulu – Natal 7

TOTAL for 2008/09 to 2009/10 33

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15. Look and Feel Project 2011/12 to 2014/15

2010/11 2011/12 2012/13 2013/14 2014/15

26 offices were refurbished (leases and state owned)

18 offices were refurbished opened (leases and state owned)

15 offices to be refurbished

15 offices to be refurbished

15 offices to be refurbished

The planned outcomes in terms of the DHA Infrastructure Plan for 2011/12 to 2013/14 is:

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Summary of office refurbished per province : 2008/09 to 2009/10

Province Total number of offices refurbished

Mpumalanga 12

North West 4

Limpopo 5

Free State 11

Northern Cape 8

Western Cape 7

Eastern Cape 15

Gauteng 19

Kwazulu – Natal 8

TOTAL for 2008/09 to 2009/10 89

16. Look and Feel Project 2008/09 to 2009/10

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Summary of offices refurbished

Province Total number of offices refurbished

Kwazulu – Natal 6

Eastern Cape 1

Gauteng 6

Mpumalanga 3

Northern Cape 2

TOTAL for 2011/12 18

17. Look and Feel Project 2011/2012

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Province Office

KwaZulu – Natal Inanda Ladysmith Pietermaritzburg Umkhuphula Umsinga Tops Jozini

Gauteng Duduza Ekangala Devon Eldorado Park Ratanda Ennerdale

Northern Cape Carnarvon Groblershoop

Mpumalanga Leandra Middelburg Mkobolo / Kwaggafontein

Eastern Cape Tsolo

17. Look and Feel Project 2011/2012 continued

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18. LOOK AND FEEL PROJECT (before and after pictures)

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19. Construction Projects

Phuthaditjhaba

Sebokeng

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20. Expenditure To Date

LOOK AND FEEL MUNICIPAL SERVICES

LEASES CAPITAL WORKS PLANNED MAINTENANCE

AMOUNT BUDGETED

R 12,304,000.00 R 43,896,000.00 R 237,294,000.00

R 42,916,000.00 R 3,000,000.00

BUDGET SPENT R 598,491.50 R 25,147,855.57 R 95,669,980.61 R 10,336,776.87 R 2,805,192.83

BUDGET AVAILABLE

R 11,705,508.50 R 18,748,144.43 R 141,624,019.40 R 32,579,223.13 R 194,807.17

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21. Issues For Consideration

Footprint /Channel Expansion is imperative to redressing the imbalances of access to services by the previously disadvantaged communities e.g. use of Mobile Offices , Hospital connectivity , Thusong Centres, 4X4s and Permanent Service Points.

Office refurbishment is critical for corporate image and conducive working environment

Department of Home Affairs is labour intensive in rendering of her services

Dependency on Department of Public Works remains one of the biggest obstacles in footprint expansion

There budgetary constraints in face of competing priorities for service demand

Staffing, IT and equipment for offices is part of the footprint expansion master plan, there are challenges though with IT infrastructure because of Telkom.

There are offices operating with less than three officials e.g. Volksrust, Inanda and Bulwer.

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22. Options

Reprioritization of Strategic priorities and budget to address access to services challenges

Continue opening new offices as per the strategic plan

Reduce the number of offices to be opened

Refurbish all existing office with new corporate image and capacitate to optimal level

Suspend opening of new offices until the bullet four is achieved , this will compromise

Commitment to improve access to services as per strategic plan and Ministers performance agreement.

Pursue self acquisition option to minimize dependency on DPW and accelerate acquiring of office accommodation.

DHA can pursue the option of sharing accommodation with other government institutions.

Persuade National Treasury for additional funding as per the business case submitted in August 2010.

Accelerate the National Population Registration Campaign Strategy

Occupy and capacitate all existing Thusong Centres and connected Health Facilities

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23. Strategic Interventions Required - DHA Infrastructure Expansion Plan

Engage with the Ministry of Department of Justice & Constitutional Development with regards to the eviction of DHA at magistrates offices in all Provinces.

Interact with the CEO of SAPO in relation to the partnership for leasing of SAPO offices.

As an interim solution, the Department of Home Affairs should consider leasing of park homes as recommended.

A review of footprint expansion amidst severe budgetary constraints.

Consider and develop a Public Private Partnership model.

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