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Briefing to Parliamentary Portfolio Committee: Justice LAB Annual Report 2005/06 and 2006/07

Briefing to Parliamentary Portfolio Committee: Justice LAB Annual Report 2005/06 and 2006/07 presented by Vidhu Vedalankar CEO - LAB 9 May 2007. Overview of Presentation. LAB Report on Performance 2005/06 and 2006/07 Legal Services Delivery Legal Services Delivery Information Finances

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Briefing to Parliamentary Portfolio Committee: Justice LAB Annual Report 2005/06 and 2006/07

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  1. Briefing to Parliamentary Portfolio Committee: Justice LAB Annual Report2005/06 and 2006/07 presented by Vidhu Vedalankar CEO - LAB 9 May 2007 Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  2. Overview of Presentation LAB Report on Performance 2005/06 and 2006/07 Legal Services Delivery Legal Services Delivery Information Finances Human Resources Governance, Risk and IT LAB Challenges LAB Overall Summary of Performance Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  3. Legal Services Delivery Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  4. LAB Report on Performance 2005/06 and 2006/07 : Legal Services Delivery 2006/07 Strategic Priorities • Increasing access to legal aid services. • Improving the quality in legal services delivery • Delivering a client centred legal aid service • Improving stakeholder relations and increasing the profile of the LAB • Building an efficient justice system • Increased awareness of citizen’s rights to access to justice in terms of the constitution 2005/06 Strategic Priorities • Improving client focus and accessibility • National Provincial and Local Coverage • Improving the quality in legal services delivery • Research and development in support of delivery • Building stakeholder interaction. • Building an efficient justice system • Increased awareness of citizen’s rights to access to justice in terms of the constitution Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  5. Legal Services Delivery Programme Achievements (page1 of 2) 2006/07 • LAB services made available at all criminal courts • Access to LAB services increased as 387 374 new matters were recorded on the case load – new matters grew by 14% as compared to 2005/06 • Client focus continued to improve with the opening of LAB children’s units across the country being significant, and focus on ATP continued. • Client relationship management programme reviewed to ensure effectiveness • Quality assurance, intervention and monitoring programmes were implemented • Focus on better prepared legal practitioners • Court observation programme was strengthened • Court stakeholder quality feedback on performance • Legal training enhanced knowledge and skills impacting positively on quality • Recommendations from the independent quality audit implemented 2005/06 • LAB services made available at all criminal courts • Access to LAB services increased as 340 344 new matters were recorded on the case load – new matters grew by 11% as compared to 2004/05 • Client focus was improved by enhancing services to awaiting trail prisoners with a particular focus on children awaiting trial, implementation of client relationship management programmes and a client services charter. • Quality assurance, intervention and monitoring programmes were implemented • Ratio of supervisors to legal staff increased • Legal training enhanced knowledge and skills impacting positively on quality • Independent quality assessment conducted confirmed the benefits of the quality management programme. Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  6. Legal Services Delivery Programme Achievements (page2 of 2) 2006/07 • Criminal court coverage maintained on a National basis • Precedent setting impact litigation funded. • Stakeholder forums were convened in all provinces and regional stakeholders engaged on a call diary system. • National access to justice conference hosted • Increased representation on national and provincial steering committees established to improve justice system efficiency • Public education campaign maintained including community meetings held across the country, annual newsletter distributed to 6million households, educational material developed and distributed. • Increased LAB brand awareness confirmed once more through omnibus survey 2005/06 • Criminal court coverage maintained on a National basis. • A number of precedent setting impact litigation cases funded • Research and development delivered a number research projects including a review of the role of the LAB in providing civil legal services and the need for legal aid in the next two decades. • Stakeholder forums were convened in all provinces and regional stakeholders engaged on a call diary system. • Specific stakeholder forums convened in respect of children and consultation on LAB Strategic Plan 2006-09 • Proactive contribution to legal justice system by participation in DOJ review teams, research projects and efficiency task teams. • Regular community meetings held across the country, annual newsletter distributed to 6million households, educational material developed and distributed. • Two omnibus surveys indicate increased awareness and confidence in LAB brand Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  7. Building an Efficient Justice System • Participated in various Justice Cluster Initiatives • Criminal Justice Review • Member of Research Team • Nominated members to Ministerial Review Team • Various Project Plans prepared • Slow Progress but Project Office being capacitated • Case Backlog • Member of Ministers Task Team & Operational Team • Rolled out to 20 Courts • Further roll out being planned for 2007/2008 • No additional funding received for 2006/2007 • DOJ & NPA received R 45m & R 50m respectively • Awaiting additional funding from DOJ for 2007/2008 • White Paper process • Written submission made to White Paper on Transformation of Judiciary • Legal Services Charter • Written Submission made • Invited to participate in Focus Working Group Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  8. Legal Services Delivery Information Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  9. Justice Centres per province : 2006/07 8 new Satellite Offices opened between 2005/06 – 2006/07

  10. Staff per province : 2006/07

  11. Total new legal matters per delivery system 2005/06 & 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  12. Total legal matters per delivery system 2004/04, 2005/06 & 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  13. % of Legal matters per delivery system 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  14. Mixed delivery system over the 3 years period Note: Data for 2006/07 is unaudited – not to be quoted Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  15. New legal matters per delivery system : Civil/Criminal 2005/06

  16. New legal matters per delivery system : Civil/Criminal 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  17. Finalised legal matters per delivery system : Civil/Criminal 2005/06

  18. Finalised legal matters per delivery system : Civil/Criminal 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  19. New legal matters per delivery system per province : 2005/06

  20. New legal matters per delivery system per province : 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  21. New legal matters per delivery system per province : 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  22. Legal services co-operation partners : 2005/06 & 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  23. Summary of Outcome Analysis on charge including withdrawals : 2006/07 (Q4 data) Note: Data for 2006/07 is unaudited – not to be quoted

  24. Summary of Outcome Analysis on charge excluding withdrawals : 2006/07 (Q4 data) Note: Data for 2006/07 is unaudited – not to be quoted

  25. Reasons for postponements 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  26. Reasons for postponements Note: Data for 2006/07 is unaudited – not to be quoted Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  27. Matter differentiation - criminal : 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  28. Matter differentiation - civil : 2006/07 Note: Data for 2006/07 is unaudited – not to be quoted

  29. Matter differentiation - civil Note: Data for 2006/07 is unaudited – not to be quoted Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  30. Finances Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  31. Finance 2006/07 Strategic Priorities • Maintaining unqualified audit report with no emphasis of matter items • Expenditure within 99,5% of budget, zero overexpenditure • Sound fixed asset management • Sound supply chain management including BEE monitoring. • Sound creditor management practices 2005/06 Strategic Priorities • Maintaining unqualified audit report status • High quality financial management information ensuring performance driven expenditure management and low levels of under-expenditure • Sound fixed asset management • Reduced ratio of indirect to direct costs • Sound creditor management practices. Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  32. Finance Programme Achievements (page1 of 1) 2006/07 • Extreme care undertaken to address all items raised in A-G management letter – audt status awaited. • Expenditure within 99,5% of budget • Fixed asset register reconciled to general ledger throughout year, physical verifications conducted bi-annually, fixed assets management procedure introduced, • Capital Replacement Programme approved. • Supply chain management implemented in line with PFMA and BB BEE. • Preferred supplier data base developed to aid BEE monitoring. • Creditors managed successfully, no payment backlogs experienced 2005/06 • Unqualified audit report status was maintained. • Accurate management accounts produced monthly, expenditure patterns monitored, under expenditure diverted to augment legal service delivery • Under expenditure limited to 0,5% • Fixed assets management programme implemented but remained a challenge resulting in an emphasis of matter • Creditors managed successfully, account payment backlog detected in the 2nd quarter cleared immediately Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  33. Finance MTEF Allocations • The LAB received the following government grants for the periods under review: • FY 2004/05 – R390,525,000 • FY 2005/06 – R453,228,000 • FY 2006/07 – R501,409,000 • FY 2007/08 – R574,727,000 • 2006/07 funding included an additional allocation of R35million, of which R10million was for the legal representation of children. • 2007/8 funding include additional allocation of R50million for new programmes Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  34. Additional MTEF allocation R50m Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  35. Budgets 2005/06 & 2006/07 & 2007/08 Parliamentary Portfolio Committee on Justice Briefing 9 May 2007 Note: Data for 2006/07 is unaudited – not to be quoted

  36. Notes to Budget 2005/06 1. An additional R13,2m was received from DoJ towards the end of the 2005/06 financial year – included in the R453m for 2005/06 • National Treasury approved R79m to be retained to provide for the contingent liability in the 2004/05 annual financial statements, primarily for judicare commitments. 3. The expenditure against budget for 2005/06 (on the next slide) indicates the budget as R576m because it includes the R79m funds carried forward to honour judicare commitments 4. Capital budget constituted 1% of total budget for 2005/06 and increased to 2% in 2006/07 due to part funding for Legal Aid House Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  37. Budget vs Expenditure 2005/06 • Administrative expenditure includes Judicare. The variance relates to Judicare that was committed amounting to R50m • The Capex under expenditure relates to R15m committed for the acquisition of the Legal Aid House • The variance in Depreciation was due to software purchased in the previous year being fully depreciated over two years • When taking commitments into account, the overall under-expenditure amounts to 0,5% Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  38. Budget vs Expenditure 2006/07 • Variance in Administrative expenses is mainly due to provision for judicare • Variance in Depreciation will reduce after taking into account residual values at year end • Variance in CAPEX dueto funds set aside for the acquisition of the Legal Aid House Note: Data for 2006/07 is unaudited – not to be quoted Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  39. Audit Matters • The Legal Aid Board received its fifth unqualified audit opinion in the financial year 2005/2006 • The Auditor-General’s report for the financial year 2005/06 had no matters of emphasis • The Annual Financial Statements for the financial year 2006/07 have been prepared and will be submitted to the Auditor-General by the end of May 2007. Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  40. Human Resources Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  41. Human Resources 2006/07 Strategic Priorities • Employee centred programmes including strengthening organisational culture, employee wellness and employee safety • Diversity management • Appropriately resourced business with emphasis on skills, competencies and employment equity • Leadership development • Knowledge management, learning and innovation • Succession planning and sustainability • Performance management 2005/06 Strategic Priorities • People development including specialist intervention iro employee safety, attraction and retention, employment equity, employee wellness • Organisational culture development • Organisational development including succession planning • Performance management Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  42. Human Resources Programme Achievements (page1 of 2) 2006/07 • Extensive general and legal training programme was implemented to improve on skills and competencies • Employment Equity Programme is achieving targets as at year three of the five year plan • HIV/AIDs strategy 2006-2009 approved • Employee wellness programme maintained • Organisational culture programmed strengthened and maintained, employee wellness programme maintained and employee safety monitored 2005/06 • Human capital development plan developed consolidating all people development initiatives. • Five year employment equity plan approved, affirmative action measures and targets developed. • HIV/AIDs plan rolled out • Risks to employee safety identified and mitigating interventions developed • Employee wellness programme successfully implemented • Organisational culture plan implemented involving activities aimed at positively aligning organisational culture with stated values, climate survey revealed that programme yielded positive results. Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  43. Human Resources Programme Achievements (page2 of 2) 2006/07 • Concerted effort made not to increase number of CAs employed in an effort improve sustainability • Succession planning programme maintained • Diversity management training successfully conducted – further roll out in new financial year • Competency based leadership development programme implemented to improve leadership at middle and senior management levels • Knowledge management training conducted, processes implemented for the development of an LAB knowledge and innovation strategy • Performance based incentive scheme aligned to 2006/07 business plan. Performance report currently being audited. 2005/06 • Value centred client services charter and LAB citizens charter developed and formally accepted by all employees. • Critical posts identified against which succession candidates appointed • Psychometric testing conducted for succession candidates, individual development programmes developed • Performance based incentive scheme aligned to 2005/06 business plan successfully implemented – organisational performance scored at 90% Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  44. Governance Risk Information Technology Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  45. Achievements in other areas : Governance, Risk IT (page1 of 3) 2006/07 Governance • One new Board member appointed by the Minister of Justice & Constitutional Development to replace practising advocate promoted to the Bench • One member resigned to assume other responsibilities • Board members trained in the area of organisational performance management • Board and committee self evaluation conducted • Board provided strategic direction and oversight of organisational performance 2005/06 Governance • Ten new Board members were appointed and six existing members re-appointed by the Minister of Justice & Constitutional Development • New members afforded orientation programme • Board members trained in the areas of corporate financial reporting and disclosure, risk management and corporate governance • Board provided strategic direction and oversight of organisational performance Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  46. Achievements in other areas : Governance, Risk IT (page2 of 3) 2006/07 Risk • Strategic and operational risks identified and mitigating controls exercised. • Business continuity plan revised, business recovery from one actual disaster successfully managed • Risk assurance provided by audit coverage plan, computer audits presented a challenge due to capacity constraints • IT disaster recovery contingency tested through simulation • IT related risks identified, assess and managed 2005/06 Risk • Risk management strategy implemented • Business continuity plan developed • Fraud prevention programme implemented • Risk assurance provided by audit coverage plan • IT disaster recovery contingency tested through simulation • IT related risks identified, assessed and managed Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  47. Achievements in other areas : Information Technology (page3 of 3) 2006/07 IT • Ad Infinitum software system stable and effective • Full benefits of system augmented • System enhancements introduced • eLearning implemented • New SAP module for human resources introduced 2005/06 IT • Ad Infinitum software system implementation stabilised • Staff buy-in to system achieved • General computer controls implemented • Data integrity addressed • eLearning tools developed Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  48. Challenges 2006/07 Delivery of legal services • Continuing to improve access beyond the court systems – particularly in rural areas – these would be largely civil in nature • Continuous improvement of quality of legal services – legal services being our core business • Ratio of practitioners per court continues to be out of sync with other justice stakeholders • Remuneration of legal practitioners also out of sync within justice cluster – DPSA process underway – slow Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

  49. LAB OVERALL SUMMARY OF PERFORMANCE 2006/07 • Legal services delivery • Improved access to justice by poor South Africans continues as capacity increases 387,374 legal matters (2006/07) • Numbers of court rooms serviced • Number of clients assisted • Type of legal matters taken up – increase focus on children • Public education on services offered continues to inform citizens about our services • Improved quality of legal services delivered as quality programmes consolidated • Increased participation in justice cluster initiatives • Strong governance and financial management • Unqualified audit record maintained for 5th year • First time in 05/06 no emphasis of matters from AG • Support platform continues to be strengthened • IT platform stabilised – integrity of data improved – BI available • New IT modules for human resources introduced • People our key asset - strong focus of human capital development and people development Parliamentary Portfolio Committee on Justice Briefing 9 May 2007

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