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PRESENTATION TO THE SELECT COMMITTEE on PUBLIC SERVICES

DPW: CAPE TOWN REGIONAL OFFICE. PRESENTATION TO THE SELECT COMMITTEE on PUBLIC SERVICES. 20 NOVEMBER 2012. ORGANIZATIONAL STRUCTURE OF THE CAPE TOWN REGIONAL OFFICE STAFF COMPLEMENT OF THE CTN REGIONAL OFFICE. Number of employees: 890 employees, 17 disabled 12 contract workers

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PRESENTATION TO THE SELECT COMMITTEE on PUBLIC SERVICES

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  1. DPW: CAPE TOWN REGIONAL OFFICE PRESENTATION TO THE SELECT COMMITTEE on PUBLIC SERVICES 20 NOVEMBER 2012

  2. ORGANIZATIONAL STRUCTURE OF THE CAPE TOWN REGIONAL OFFICESTAFF COMPLEMENT OF THE CTN REGIONAL OFFICE • Number of employees: • 890 employees, • 17 disabled • 12 contract workers • 4Young Professionals • 1 Management Trainee • 13 Interns • 148 vacancies • Vacancy rate 14.26%

  3. STRATEGY TO FILL POSTS • Advertising, Shortlisting & Interviewing in respect of all funded positions. • OSD Posts are a challenge, especially Professional Registration. • Proposal made to advertise 2 X Project Managers, 6 X Technician posts and expansion of Young Professionals programme.

  4. INTERNAL AUDIT COMMITTEE REPORT FINAL AUDIT 2011/12: AUDIT INTERVENTION PLAN (DPW)

  5. AUDIT INTERVENTION PLAN (DPW) cont…

  6. AUDIT INTERVENTION PLAN (PMTE)

  7. AUDIT INTERVENTION PLAN (PMTE) cont..

  8. AUDIT INTERVENTION PLAN (PMTE) cont..

  9. AUDIT INTERVENTION PLAN (PMTE) cont..

  10. BUDGET VS EXPENDITURE

  11. RATES OWED TO MUNICIPALITIES BRIEF OVERVIEW • WC municipalities reported R46m pre-devolution debt due by NDPW (Cape Town) • Only R17 034 695.80 of 616 invoices was presented to Property Management Regional Support (PMRS) (Portfolio of Evidence available) • PMRS forwarded the claim to Cape Town region 20/06/2012 to verify, reconcile and pay

  12. BREAKDOWN

  13. BREAKDOWN cont…

  14. CHALLENGES • Schools built on municipal land • Rates payments allocated to old services • Private owners (Sanparks; Nature conservations; National Housing Board) • Compound Interest and Legal fees • Services debt still not transferred to Province • Capacity

  15. WAY FORWARD • Continue with one-on-one engagements with municipalities • City of Cape Town debt to be revised • Proposal on payment of interest • Investigation of ownership confirmation to be fast tracked.

  16. PROJECTS Built Environment Services responsible for: All projects inclusive of Prestige Islands: Robben, Marion, Gough and Antarctica Recoverable projects for Defence and Parliament Health and Safety Challenges: Integrated computer system Filling of critical posts Position of previously identified Senior Project Managers as supervisors No or limited support from Head Office Limitations on Goods and Services budget

  17. NYS:ACTIVE PROJECT BENEFICIARY TARGET LIST

  18. PROPERTY MANAGEMENT • Providing services at Robben Island, Marion and Gough Islands as well as SANAE Base. • Administers some 550 leases in 12 Proclaimed Fishing Harbours. • Servicing three Parliamentary Villages, Ministerial Estates and Parliamentary Precinct. • Workshops executing small Planned Maintenance projects • Property Management effectiveness and efficiency are curtailed because of: • Current policies and procedures relating to leases do not speak to the actual needs for management of leases. • Lack of Human Resources in several sections. • Current staff structure of Workshops impacts negatively on Minister’s undertaking to resurrect Workshops.

  19. Immovable Asset Register (IAR) INFORMATION BREAKDOWN NUMBER OF NATIONAL LAND PARCELS IN WESTERN CAPE: 4650 NUMBER OF ITEM 28 (I) CERTIFICATES ON OUR RECORDS: 1240 NUMBER OF PROPERTIES VESTED: 2413 (RDLR RECORD) NUMBER OF PROPERTIES VESTED REGIONAL OFFICE RECORDS: 3323

  20. INFORMATION BREAKDOWN NUMBER OF PROPERTIES STILL TO BE VESTED: 910 NUMBER OF DUPLICATIONS REMOVED FROM IAR: 90% COMPLETE NUMBER OF TITLE DEEDS TO BE ENDORSED PRIOR TO PROJECT END DATE: 4000

  21. INFORMATION BREAKDOWN ONGOING PROJECTS FOR IAR: PAPER TRAIL; DEVOLVED PROPERTY; VESTINGS; UPDATING MANDATORY FIELDS ON IAR. CURRENT STAFF ON IAR: 6 COMPRISING 1 Senior Admin Officer; 1 Admin Officer AND 4 CONTRACT WORKERS STAFF REQUIRED TO MEET DEADLINE: 18: REQUIRED 1 Assistant Director; 2 Senior Admin Officers; 3 Admin Officers; 12 Admin Assistance

  22. WORKSHOP STAFF • Cape Town: 109 • Langebaanweg: 22 • Robben Island: 10 • Oudtshoorn: 11 • 2 mil Wynberg:14 • Total no of officials in the workshop:166 Number of vacant positions: 38 The 38 vacant positions are at various levels.

  23. ARTISAN TRAINING • Plumbing course and trades test: 5 attended and 4 qualified. • Bricklayer course and trades test: 4 attended and 3 qualified. • Carpenter course and trades test: 6 attended and 4 qualified • Electrical course and trades test: 9 attended and 4 qualified. • Painting course: 7 attended and they are still waiting to write trades test.

  24. KAM • KAM as the Client Departments’ entry point to DPW for all their accommodation related requirements has a client centric approach in respect of all their Capital, Planned Maintenance, Unplanned Maintenance and Lease matters. • KAM’s effectiveness and efficiency are curtailed because of: • Lack of specialists/Professional services. • Branch led from HO, capacity challenges at HO. • Life-cycle planning for buildings and equipment are not done – due to lack of capacity of PPM in the Regions.

  25. FINANCE & SCM SUB-DIRECTORATES • Financial Accounting and Budgeting • Management of 1103 Prestige debtors which includes Ministers, DGs, Sessional Officials and MPs. • Management of 639 PMIS debtors inclusive of the fishing harbour's debtors. • Provisioning and Auxiliary Services • Procurement of movable assets for Prestige residences and offices. • Provide support / auxiliary services to the Minister and DG’s offices in Parliament. • Provide fleet services for various satellite offices, e.g. Langebaan Workshop, Oudtshoorn Workshop, Robben Island, Horticulture, etc. • Procurement • Procurement of goods and services for maintenance voyages to Antarctica, Marion and Gough Islands, Horticulture Section as well as Prestige. • Movable Assets • Management of 1534 locations with 89710 movable assets. These locations consist of Ministerial Houses and Offices, DG flats, VIP Houses, Workshops, etc. • Information Technology • Provide IT support to the RO, DG and Ministers offices in Parliament as well as various satellite offices within the Western Cape.

  26. Finance’s effectiveness and efficiency are curtailed because of: • Need to Reconfigure of Finance and SCM structure and filling of vacant posts • Review of delegations, processes and standardization of reporting framework • Thorough review of current financial systems, e.g. debtors system • Communication challenges between RO and HO affecting turnaround time LEGAL SERVICES • Volume of work large due to the Proclaimed Fishing Harbours and Parliament • Legal Service’s effectiveness and efficiency are curtailed because of: • Challenge with turnaround time from State Attorney’s office, in terms of evictions and debt recovery. • Access to legal documentation. • Inadequate system to maintain contracts.

  27. HUMAN RESOURCE MANAGEMENT • Org structure and size of the establishment not meeting delivery requirements; • Service Prestige clients including Parliamentarians, Robben Island & other Islands such as Marion Island, Gough Island, & Antarctica Island. HRM’s effectiveness and efficiency are curtailed because of: • Capacity / Structure • Most work done by lower ranking officials • Inadequate HR systems and Business Processes

  28. THANK YOU

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