Presentation to the Portfolio Committee on Home Affairs. North West Province

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Presentation to the Portfolio Committee on Home Affairs.

North West Province.Venue: Parliament – Cape Town.

Date: 23 JULY 2013.

Presenter: MI Mantlhasi. Acting Provincial Manager.

TABLE OF CONTENTS

CONTENT SLIDE NO.• Introduction • Provincial Management and Demarcation• Footprint• Strategic Overview Analysis

Business Plan 2012/13 & Q1 2013/14• Birth Registration• Health Facilities• High Impact Outreach Programme• Immigration Services• Staff Profile• Vacant funded priority posts• PMDS• Employee Relations• Budget• Invoices paid within 30 days• IDs Registered on T&T• Passports Registered on T&T• PR Permit applications• TR Permit applications• Average time spent in queues

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INTRODUCTIONINTRODUCTION

The North West Province has a population of 3.5 million people. Also known as

the “Platinum Province’’.

It is centrally located on the subcontinent with direct road and rail links to all

Southern African countries. Mining, Agriculture and Tourism are of extreme

importance to the economy of the Province.

The Province contribute 5% of national GDP and the area of the North West

consist of 104 882 square kilometres, with the Population density of 33.5 people

per square kilometres

PROVINCIAL MANAGEMENT AND DERMACATION PROVINCIAL MANAGEMENT AND DERMACATION

Acting

Provincial Manager

Mrs Irene Mantlhasi

Dr Kenneth Kaunda District

District Manager: Operations

Mrs Irene Mantlhasi(currently acting as PM)

Bojanala District

District Manager:

Operations

Mr M. C. Rambuda

Ngaka Modiri District

District Manager:

Operations

Vacant

()

Dr RS Mompati District

District Manager:

Operations

Vacant – (Post not funded)

Director:

Finance & Support

Mr Stephen Tiley

Office & Port Managers

1 Large Office

2 Medium offices

1 Small offices

0 POE


1 Large Office

3 Medium offices

4 Small offices

1 POE


1 Large office

5 Medium offices

4 Small offices

6 POE


0 Large office

3 Medium offices

1 Small office

2 POE

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North West Port of Entries

Derdepoort Port of Entry

Kopfontein Port of Entry (Com)

Pilanesburg Airport

Swartkopfontein Port of Entry

Skilpadhek Port of Entry (Com)

Ramatlabama Port of Entry (Com)

Makgobistad Port of Entry

Makopong Port of Entry

Bray Port of Entry

To facilitate the smooth entry and departure of travelers, the Province has eight Land Ports and one Airport. The facility at Skilpadshek commercial Port has been improved . Currently the main building at this port is complete. However, we are

still awaiting for official handover by DPW.

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Ngaka Modiri Molema District

Local Municipality DHA Presence

MahikengMmabatho LOMolopo MO

Ramotshere Moiloa Lehurutshe MO

DitsobotlaLichtenburg MOItsoseng MO

Tswaing

Atamelang MOSannieshof SOKhunwana SO

RatlouMadibogo SOTshidilamolomo SO

In terms of progress, the Province acquired space at Khunwana and Sannieshof in Tswaing Local Municipality. Similar services were introduced 2011 at Madibogo Small Office in Ratlou Local Municipality. Tshidilamolomo Small office is operational on a daily basis. Each of these Small Offices has a staff compliment of two and three officers respectively, servicing the public daily.

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Dr Ruth Segomotsi Mompati District

Local MunicipalityDHA

Presence

Naledi Vryburg MO

Kagisano/MolopoGanyesa MOMorokweng TH

Taung Taung MO

Lekwa -Teemane 0

Mamusa 0

This District Municipality is the most economically depressed in the Province and lacks DHA presence in two local municipalities namely Lekwa-Teemane and Mamusa.In all municipalities, there is a need to increase our Foot Print.The District remains a developmental node in the Province. There is a project underway to establish a small office in Christiana. (Lekwa-Teemane )

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Bojanala Platinum District


Rustenburg Rustenburg LO

Moses Kotane Mankwe LO

Madibeng

Brits MOMaboloka SOBokamoso TH

Moretele 0

Kgetleng river Swartruggens LO

There is still a gap of service delivery in Moretele Local Municipality. The area is presently serviced by Temba Local Office Medium which is in Gauteng as per agreement between the two Provinces. Space has been secured at Moretele Office Park in Makapanstad. To address the problem of service accessibility in the Kgetleng River Local Municipality, the department opened a small office in Swartruggens in 2011 and 3 dedicated staff was appointed.

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Dr Kenneth Kaunda District


Matlosana Klerksdorp LO

TlokwePotchefstroom MO

Ventersdorp Ventersdorp SO

Maquassie HillsWolmaransstad MO

A Small Office in Ventersdorp was opened in 2012 and is operating daily with a staff compliment of three.

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Online Health Facilities

(Registration of birth 0-30 days)1. Klerksdorp Provincial Hospital

2. Botshabelo Community Health Centre

3. Bapong Community Health Centre

4. Ventersdorp Community Hospital

5. Potchefstroom Community Hospital

6. Letlhabile Community Health Centre

7. Leeudoringstad Community Health Centre

8. Nic Bodentstein Hospital

9. Job Shimankana Tabane Hospital

10. Moses Kotane Community Hospital

11. Swartruggens Community Hospital

12. Pella Clinic

13. Mafikeng Provincial Hospital

14. Victoria Private Hospital

15. General De La Rey Community Hospital

16. Gelukspan Community Hospital

17. Itsoseng Community Health Centre

18. Atamelang Community Health Centre

19. Ratlou Community Health Centre

20. Vryburg Community Health Centre

•

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2

2

22

2

1

2

11

11

1

2

Out of 109 Health Facilities with Maternity Facilities 31 have been connected and are fully functional. 2 Health Facilities will be connected during the course of this year. Further

expansion will occur with the assistance of the Department of Health

1. Huhudi Community Health Centre

2. Christiana Community Health Centre

3. Stella Community Hospital

4. Bloemhof Community Hospital

5. Ganyesa Community Health Centre

6. Mmabatho Unit 9 Clinic

7. Montshioa Town Clinic

8. Grace Mokgomo Clinic

9. Welmed Park Private Hospital

10. Jouberton Clinic

11. Lehurutshe Community Hospital

Online Health Facilities Cont…

(Registration of birth 0-30 days)

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STRATEGIC OVERVIEW ANALYSIS STRATEGIC OVERVIEW ANALYSIS

Progress towards achieving strategic objectives•The North West Province achieved 19 out of the 26 targets(73%)

•Invoices paid within 30 days were partially achieved (84%).

•41 posts out of 61 were filled in 2012/13 and 19 were filed in the first quarter of 2013/14 and this includes the natural attrition post which occurred during the financial year.

•Although the North West Province was showing high volume of birth registrations beyond

30 days, the a comparison between the first quarter of 2012/13 and 2013/14 shows a

significant improvement.

•The Province managed to have all four outreach programmes as planned for 2012/2013

and already held the first outreach programme during the first quarter of 2013/14 in Dr

Kenneth Kaunda District Municipality.

•All forums are active and assist in identifying the needy areas for DHA services.

•The Department managed to hold a successful AFCON at Bafokeng Stadium in Bojanala

District Municipality which was one of the identified hosting area.

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STRATEGICSTRATEGIC OVERVIEW ANALYSIS CONT…OVERVIEW ANALYSIS CONT…

• The Province was rated number one (1) at Leadership Forum session with regard to service delivery improvement and was awarded a trophy in November 2012.

Key highlights:

• The North West Provincial Stake holders forum was launched during the first quarter of

2013/14.

• Ventersdorp small office is fully functional operating on daily basis.

• Potchefstroom Local Office Medium was upgraded and the contract is nearing an end.

• 98,5 % of officials in the Province signed their Performance Agreements for 2013/14 in

terms of PMDS policy and regulations.

• 6 466 learners turning 16yrs and above writing grade 12 examination were issued with

IDs in 2012/13.

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Key factors impacting on progress :

•The human resource capacity in health facilities does not add up with the number of Health Centres

connected for online birth registration. This means we need to prioritize health Centres appointments of

personnel to enable us to meet our objective.

• Inspectorate capacity constraints is a serious problem in most of our offices. Out of 18 (eighteen)

medium and large offices in the Province 4 (four) lack inspectorate personnel.

• The North West Province was allocated with 11 (eleven) mobile offices , of these 8

(eight) are fully operational while 3 (three) are in the process of being fitted with new satellite dish.

Key factors impacting on progress :

•The human resource capacity in health facilities does not add up with the number of Health Centres

connected for online birth registration. This means we need to prioritize health Centres appointments of

personnel to enable us to meet our objective.

• Inspectorate capacity constraints is a serious problem in most of our offices. Out of 18 (eighteen)

medium and large offices in the Province 4 (four) lack inspectorate personnel.

• The North West Province was allocated with 11 (eleven) mobile offices , of these 8

(eight) are fully operational while 3 (three) are in the process of being fitted with new satellite dish.

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Key factors impacting on progress cont…: .

• Late Registration of Birth remains a challenge in the province especially in the poor

rural and farming areas. However the province is implementing measures/programmes to

reduce LRB through hospital connectivity, school visits and Mobile Units. All stakeholders

in different communities assist in identifying areas and mobilization. Local radio stations

are also utilized to disseminate information. For 2013/14 , the province targeted 172

areas for high impact outreach programmes.

• Signing of leases on month to month basis impacts on buildings not being maintained

by landlords.

• Dependency on the National Department of Public Works makes it impossible for the

Department to improve accommodation at Taung, Ganyesa, Itsoseng and to establish an

office at Makapanstad.

Key factors impacting on progress cont…: .

• Late Registration of Birth remains a challenge in the province especially in the poor

rural and farming areas. However the province is implementing measures/programmes to

reduce LRB through hospital connectivity, school visits and Mobile Units. All stakeholders

in different communities assist in identifying areas and mobilization. Local radio stations

are also utilized to disseminate information. For 2013/14 , the province targeted 172

areas for high impact outreach programmes.

• Signing of leases on month to month basis impacts on buildings not being maintained

by landlords.

• Dependency on the National Department of Public Works makes it impossible for the

Department to improve accommodation at Taung, Ganyesa, Itsoseng and to establish an

office at Makapanstad.

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North West Provincial Business Plan- 2012/13

National Annual Target 1.1.1.1: 594 000 births registered within 30 calendar days of the birth event

Provincial Annual Target: 30650 births registered within 30 calendar days of the birth event

Q1 Target

Actual Performanc

e Q1

Q2 Target

Actual Performan

ce Q2

Q3 Target

Actual Performanc

e Q3

Q4 Target

Actual performan

ce Q4

Annual

Target

Annual performanc

e

% Achieve

d

8541 9048 8972 9069 8260 8645 9866 9765 30650 36527 119%

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Main strategies to achieve the annual target 2012 – 2013

North west target for 2012/13 was 30650. At the end of the year, 36528 births were registered representing 119% which was an achievement.In the first quarter of 2012/13 the target per quarter was 8541, and the actual performance during that period was 9048 births registered. (achieved)

In the first quarter of 2013/14 the target per quarter was 8222, and the actual performance during this period was10101 births registered. (achieved)

Main challenges and / or reasons for non-achievement in implementing strategies

Even though the target was achieved, the following challenges were experienced:-

•Lack of personnel at most of Health centers connected for online birth registration.

•Cultural beliefs e.g. naming of the baby

Annual Target for 2012 /13 was 30650 birth registered within 30 calendar days

Annual Target for 2013 /14 is 33139 births registered within 30 calendar days.

Changes to strategies and / or remedial actions to improve implementation 2013-14 •North West Province implemented new birth registration process on 04/03/2013• Increase health facilities connectivity in 2013/14.• Allocated vehicles will be utilized to do roaming visits to health facilities without dedicated capacity.

NATIONAL ANNUAL TARGET 2012/13: 594 000 births registered within 30 calendar days of the birth event

NATIONAL ANNUAL TARGET 2013/14: 642 000 births registered within 30 calender days

Birth Registration First Quarter 2012/13Birth Registration First Quarter 2012/13

Birth Registration First Quarter 2013/14Birth Registration First Quarter 2013/14

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National Annual Target 1.1.1.2: 80 additional health institutions with maternity facilities operational for online birth registration

Provincial Target : 11 Health institutions with maternity facilities operational for online birth registration

National Annual Target 1.1.1.2National Annual Target 1.1.1.2: : additional information on health institutions additional information on health institutions (public, private and clinics) with maternity facilities operational for online birth (public, private and clinics) with maternity facilities operational for online birth registrationregistration

URBAN ONLINE % ONLINE

RURAL ONLINE % ONLINE

GRAND TOTAL

Grand Total ONLINE

% DEDICATED CAPACITY (Level 5)

22 10 45.5% 87 21 24.1% 109 31 28.4% 6x Officers were appointed to service the following.

1. Klerksdorp hospital2. Potchefstroom Hospital 3. Ventersdorp hospital.4. Gelukspan hospital.5. General Delarey hospital6. Nic Bodenstein hospital

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National Annual Target 3.4.1.2: High impact outreach programme to be conducted in the Province to assist with birth registration and ID application collection

BASELINE

ANNUAL TARGET

QUARTER 1 TARGET

QUARTER 2 TARGET

QUARTER 3 TARGET

QUARTER 4 TARGET

ANALYSIS

4 outreach campaigns rolled out in North West Province

High impact outreach programme to be conducted in each District to assist with birth registration and ID application collection





• In 2012/13 the Province managed to conduct 4 high impact outreach programmes.

• In the first quarter of 2013/14 the province conducted two (2) high impact outreach programme in Ngaka Modiri Molema and Dr. Kenneth Kaunda District Municipalities

Achieved Achieved Achieved Achieved

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National Annual Target 3.4.1.2: High impact DHA led Outreach programmes in 2012/13, at least one per quarter, per Province, to assist with birth registration and ID collection

Provincial Target 2012/13: 4 high impact outreach programmes

Annual target 1st Quarterly Target

Actual performance

2nd Quarterly Target

Actual performance

3rd Quarterly Target

Actual performance

4th quarterly target

Actual performance

41.Bojanala – Makapanstad

2.Dr RSM – Stella

3. Dr. KK – Khuma / Stilfontein

4. NMM - Setlagole

1 1Bojanala DMMoretele LM: Makapanstad

1 1Dr. Ruth

Segomotsi Mompati DM.

Naledi LM: Stella

1 1Dr. Kenneth Kaunda DM.

Matlosana LM: Khuma / Stilfontein

1 1Ngaka Modiri Molema

DM.Ratlou LM: Setlagole

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Ensure an efficient and effective law enforcement function within the IMS

Outputs Actual performance Q1 – 2012/13

Actual performance Q2 – 2012/13



Employer Successfully charged 0 0 14 3

Transgressors of department legislation successfully charged 0 25 80 92

Over stayers successfully detected 279 770 346 896

Nr of illegal foreigners/ overstays deported within 30 days (direct )

27 43 284 502

Cases referred to inspectorate investigated within 28 days 547 676 23 26

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ANNUAL TARGET 2012/13: Ensure an efficient and effective law enforcement function within the IMS

ANALYSIS OF PERFORMANCE IN RELATION TO STRATEGY TO ACHIEVE TARGET

The department within the province participate in Provjoint and other cluster meetings. It is in these meetings whereby operations matters/issues are discussed e.g. roadblocks, business inspections etc.

Currently the province is participating in a Joint Task Team commissioned by the MEC for Economic Development to develop strategies to deal with amongst others illegal trading, illegal gambling and rhino poaching.

After detection, illegal foreigners particulars are captured on the Case Management System and are deported.

For those who are legal and are applying for relatives permit (accompanying spouse permit), Immigration Officers conduct visits to verify addresses. .

Challenges/Reasons for non achievement

•No tracking system to keep track of foreign nationals within the country

•It is difficult for the province to keep track of deportees who keep on returning as most of them are using undesignated ports of entry

Way forward/Remedial action

Collaboration with other stakeholders e.g. SAPS, SARS, SANDF, Port Health and Agriculture.

STAFF PROFILESTAFF PROFILE

LEVEL MALE DISABILITY FEMALE DISABILITY TOTAL

14 0 0 0 0 0

13 2 0 1 0 3

12 2 0 1 0 3

11 1 0 1 0 2

10 9 0 12 0 21

9 3 0 3 0 6

8 33 0 44 0 77

7 24 1 28 1 54

6 129 4 225 1 359

5 4 1 2 0 7

3 29 0 40 0 69

242 6 359 2 601

Employment Equity target for People with Disability in North West should be 12 people (2% ). Currently the province has 8 people (1.3%).

Vacant funded (priority) posts to be filled in 2013/14

Annual Target Advertised Interviewed Appointed Comment

8 8 4 2 2 posts to be interviewed i.e. Provincial Manager and Secretary to Director Finance and Support

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PERFORMANCE MANAGEMENT & DEVELOPMENT SYSTEM

DESCRIPTION

PERFORMANCE AGREEMENT/ANNUAL ASSESSMENT PERCENTATAGE%

Annual Assessment for 2012/2013 • 613

• 93% Pay Progression (571)

• 15.5% Performance Bonuses (95)

Performance Agreements for 2013/2014 • 592 of 601 captured

• 98.5% captured (excluded is 5 ORTIA officials and 1 Foreign Mission official)

PMDS 1st quarter (2013/2014)

• 26 of 601 officials on probation

• 4% staff on probation

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EMPLOYEE RELATIONS CASES 2012/13

KEY AREA NUMBER OF CASES REPORTED

OUTCOMES/ SANCTIONS

Fraud & Corruption 1 case (irregularly captured Re-issue IDs using fictitious receipts)

Unpaid Suspension

Improper Conduct 1 case (unacceptable conduct) Dismissal

Gross Negligence 1 case (lost IDs) Unpaid Suspension

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EMPLOYEE RELATIONS CASES 2013/14

KEY AREA NUMBER OF CASES REPORTED

OUTCOMES/ SANCTIONS

Fraud & Corruption 2 cases (misuse of state vehicle) Pending

Improper Conduct 2 cases (insubordination and harassment)

Pending

SUMMARY OF BUDGET 2013/14SUMMARY OF BUDGET 2013/14BUDGET ALLOCATEDR'000

EXPENDITURE AS AT 30 JUNE

2013R'000

FUNDS AVAILABLE

R'000

% BUDGET SPEND

COMPENSATION OF EMPLOYEES 145, 621 44,112 101,509 30.29%

GOOD AND SERVICES

15, 014 4,941 10,073 32.90%

TRANSFER & SUBSIDIES 48 23 24 47.92%

MACHINERY & EQUIPMENT 180 71 108 39.44%

Total160, 863 49,148 111,715 30.55%

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National Annual Target 2012/13: 100% compliance with PFMA regulations framework for payment of invoices within 30 days.

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Annual Target 2013/14: 100% of valid invoices settled within 30 days of certification of invoices

Business Unit Number of orders issued

Number of invoices received,

certified & submitted for

payment

Number of invoices paid

within 30 days

Number of invoices not paid

within 30 days% compliance

North West ProvinceTotal Order 494

179 Added Commitment304 Authorized 11 cancelled

328 321 7 98

Sundry payments 88 86 2 97

TOTAL 483 416 407 9 97.5%

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ANNUAL TARGET: 100% of valid invoices settled within 30 days of certification of invoices

ANALYSIS OF PERFORMANCE IN RELATION TO STRATEGY TO ACHIEVE TARGET

98% compliance rate was achieved. To enable the province to meet 100% compliance the following

measures were discussed and will be implemented:

• Ensuring full use of invoice/payment tracking register

• Developing business relationships/ open communications with suppliers

• Ensuring banking details (entity maintenance) are submitted together with invoices to compare with

those on the system

• Ensuring only valid invoices are received and recorded

Challenges/Reasons for non achievement

•Assets (Requesting barcodes from HQ every time assets are purchased)

•Change of banking details by suppliers without notification

Way forward/Remedial action

Barcodes must be in provincial offices

All invoices to include bank information

Type of Evidence

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National 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

QUARTER 2 TARGET

QUARTER 3 TARGET

QUARTER 4 TARGET

ANALYSIS

One day to register ID received at Front Office






•The Province complied with the turnaround time of one day


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National Annual Target 3.4.2.4: Passports received at Office of application recorded on NPR within one day

BASELINE

ANNUAL TARGET

QUARTER 1 TARGET

QUARTER 2 TARGET

QUARTER 3 TARGET

QUARTER 4 TARGET

ANALYSIS

1 day to record Passports received on NPR






• The target is achieved.


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NATIONAL ANNUAL TARGET: PR permit applications in Provinces collected, quality assured and referred to Head Office within 2 days

BASELINE ANNUAL TARGET

QUARTER 1 TARGET

QUARTER 2 TARGET

QUARTER 3TARGET

QUARTER 4 TARGET

ANALYSIS

PR permit applications in the Province collected, quality assured and referred to Head Office within 2 days

PR permit applications in the Province collected, quality assured and referred to Head Office within 2 days

2 days to receive and capture PR applications on T&T.




• The province achieved the 2 days turnaround time


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NATIONAL ANNUAL Target: 75% of Temporary Residence Permits (Work, Business, Corporate) issued within 8 weeks

BASELINE ANNUAL TARGET

QUARTER 1 TARGET

QUARTER 2 TARGET

QUARTER 3TARGET

QUARTER 4TARGET

ANALYSIS

TRP permit applications in the Province collected, quality assured and referred to Head Office within 1 days

TRP permit applications in the Province collected, quality assured and referred to Head Office within 1 days

1 day 1 day 1 day 1 day • The Province is achieving on the 1 day T&T target.


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National Annual Target: Average time customers spend in queues.

Outputs Target Time spend

Average time spend in queues for BMD, ID, PPT

30 min 23 min

Average time spend in queues for Permitting 40 min 42 min

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Thank you

Dankie

Kealeboga

Documents

Presentation to the Portfolio Committee on Home Affairs. North West Province