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Annual Report 2010/11: Civilian Secretariat for Police

This presentation highlights the achievements and challenges of the Civilian Secretariat for Police in the 2010/11 financial year. It provides an overview of the organization's vision, mission, objectives, and institutional arrangements. Additionally, it discusses the budget allocation and expenditure, as well as the structure of the secretariat.

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Annual Report 2010/11: Civilian Secretariat for Police

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  1. ANNUAL REPORT 2010/11 Presentation to Portfolio Committee on Police 28 October 2011 Cape Town Civilian Secretariat for Police

  2. INTRODUCTION • The preliminary 1 year Strategic Plan was submitted to the Portfolio Committee in February 2010 but this did not include APPs. The measurable objects, performance indicators targets set were not well defined. This has caused some challenges and limitations in reporting for the 2010/11 financial year. However in the SAPS published Annual Report the Secretariat attempted to format our activities into specific measurable objectives and outputs in line with Treasury requirements • This presentation now focuses on what was presented to the Portfolio Committee in February 2010 and to report against what was presented at this meeting and was accepted by the Portfolio Committee

  3. VISION AND MISSION Vision A transformed & accountable Police Service that reflects the values of our developmental State Mission To provide efficient and effective civilian oversight over the SAPS & enhance the role of the Minister of Police.

  4. OBJECTIVES • To provide quality, timeous evidence-based strategic research and policy advice to the Minister • To play an activist and interventionist role with regard to civilian oversight of the Police • To develop and contribute to a global view on policy practices and methodologies • To develop and build strategic partnerships in the fight against crime • To strengthen the national dialogue and relationships on safety and crime prevention • To initiate policy driven legislation on policing and security matters • To perform any other functions as may be determined by the Minister (As presented to the Portfolio Committee February 2010)

  5. INSTITUTIONAL ARRANGEMENTS • Civilian Secretariat for Police derives mandate from Section 208 of Constitution • Civilian Secretariat for Police Service Act, 2011 • Secretariat currently operates as cost centre of SAPS under Programme 1: Administration • Secretariat will become designated department in 2013/14 FY.

  6. ORGANISATIONAL OVERVIEW • Three functional units established: • Policy & Research • Monitoring & Evaluation • Partnerships • To ensure adequate capacity for the Secretariat pending the approved organization structure by the Minister and DPSA, permission was obtained from the Minister to create 11 new posts which pending the finalization of the structure are appointed as “additional to the structure”. • Following the preliminary strategic plan submitted to the Portfolio Committee in February 2010, a subsequent 5 year Strategic Plan and APP for the 2011/12 financial year were developed in line with Treasury requirements and submitted to Parliament on 30th March 2011. The new plan and APP will allow parliament to more accurately evaluate the performance of the Civilian Secretariat for Police in the future

  7. BUDGET ALLOCATION & EXPENDITURE Notes: The actual budget request from SAPS differed from that presented to the Portfolio Committee in February 2010 largely based on additional personnel costs and the Monitoring and Evaluation Tool which were not taken into account when the preliminary budget was presented

  8. EXPLANATION FOR VARIANCES • The reasons for the under spent of R4,299 million: • R1 million was set aside for National Victim Survey. This survey was undertaken by StatsSA as agreed by JCPS Cluster • R3 million was initially budgeted for the implementation of the M & E data base, however after consultations with SITA it was agreed SITA would develop the database in house & not put this database on tender. The costs to SITA for development of the database is now included in the 2011/12 and 2012/13 financial year. • The under spend less the above two was R299 000 (which was 3% of the operational budget and 1,2% of the total budget) • The reasons for the overspend in personnel R1,824 million • As a result of post that were filled in addition to the fixed establishment during the year

  9. STRUCTURE ON 31ST MARCH 2011 Secretary of Police FILLED POSTS Director Parliamentary Officer VACANT POSTS PA ADDITIONAL POSTS Snr Admin Off Snr Admin Clerck Communications Deputy Dir Communications Assist Dir Chief Director Policy & Research Chief Director Policy Chief Director Monitoring & Evaluation Chief Director Partnership PA Secretary PA PA ………………… ………………… Director Support Service Director Director Resource Centre Director Director Director Director Secretary Deputy Dir Asst Director Finance Chief Pers Officer Deputy Dir Deputy Dir Deputy Dir Deputy Dir Deputy Dir Deputy Dir Snr State Acc Snr Admin Clerk Fleed Manager . Prins Pers Officer Asst Dir Asst Dir Asst Dir Asst Dir Asst Dir Asst Dir Financial Clerk Snr Pers Officer Snr Prov Clerk Asst Dir Asst Dir Financial Clerk Receptionist Snr Prov Clerk Snr Admin Clerk Food Service Aid Info Analysis Snr Reg Clerk Snr Admin Clerk Messenger/ Driver Snr Admin Clerk

  10. 2010/11 MINISTER BUDGET SPEECH POLICY • Investigate feasibility of single police service • Implementation of White Paper • Processing before parliament Criminal Procedure Amendment Bill (Forensics) • Introduce IDIP & Civilian Secretariat legislation to parliament • Strengthen partnerships with communities RESULT • Research completed and report developed and submitted to Minister for consideration and comments • White Paper review process started • Bill submitted to parliament and delayed for further research • Legislation submitted to parliament for consideration • Number of meetings with communities

  11. OFFICE OF SECRETARY OF POLICE • The Secretary of Police was officially appointed in June 2010 although the Secretary had been acting in this position since September 2009 • The Office of the Secretary as of 31 March 2011 consisted of the following: • The Secretary of Police (DDG) and PA • Deputy Director Communications • Assistant Director: Information • Senior Administration Officer • Senior Admin Clerk

  12. OFFICE OF THE SECRETARY OF POLICE • Re-organization of the Secretariat

  13. OFFICE OF THE SECRETARY OF POLICE • Providing Leadership and Direction

  14. OFFICE OF THE SECRETARY OF POLICE • To support the Minister of Police:

  15. OFFICE OF THE SECRETARY OF POLICE • Alignment with Provinces

  16. OFFICE OF THE SECRETARY OF POLICE • To provide legislative Support to the Minister: • Relationship with Parliament

  17. OFFICE OF THE SECRETARY OF POLICE • Relationship with ICD • Communication and Special Projects

  18. CHIEF DIRECTORATE: POLICY & RESEARCH • The Policy and research unit was formally established as a Chief Directorate in December 2009 and a Chief Director was appointed in January 2010. The post of Chief Director subsequently became vacant in February 2011 and a new Chief Director was appointed to act in this position on 1 March 2010 • The directorate currently comprised of: • One Chief Director and a PA • Two Directors (one of which is responsible for the resource centre and the other policy and analysis. At the end of the financial year permission was granted to appoint an additional Director for Research and Strategy Development) • Two Deputy Directors • One Assistant Director transferred to the unit in January 2011 • Two administration clerks • The directorate still experiences capacity limitations which will be largely be addressed through the new structure

  19. CHIEF DIRECTORATE: POLICY & RESEARCH

  20. CHIEF DIRECTORATE: POLICY & RESEARCH

  21. CHIEF DIRECTORATE: POLICY & RESEARCH

  22. CHIEF DIRECTORATE: POLICY AND RESEARCH

  23. CHIEF DIRECTORATE: MONITORING AND EVALUATION • The Chief Directorate was established in December 2009 and a Chief Director appointed in January 2010. However the directorate failed to function effectively and in October 2010 it was identified that the directorate was not meeting any of the targets set. The Office of the Secretary then intervened in this matter. The Chief Director resigned in November 2011 and a new Chief Director was appointed in January 2011. • Additional staff were also appointed to this directorate in January 2011 which included, one director, two deputy directors, two assistant directors and an information manager were appointed to ensure adequate capacity within this directorate • The targets set for the financial year were effected by the non performance of this directorate. The directorate therefore only became fully functional in January 2011. Much of the work reported relates to the last quarter of the 2010/11 financial year after the new Chief Director and additional staff were appointed

  24. CHIEF DIRECTORATE: MONITORING AND EVALUATION The structure and staffing of this directorate of 31 March 2011 was • 1 Chief Director and a PA • 1 Director • 3 Deputy Directors • 2 Assistant Directors • 1 Information Analyst • 2 Admin Clerks

  25. CHIEF DIRECTORATE: MONITORING & EVALUATION

  26. CHIEF DIRECTORATE: MONITORING & EVALUATION

  27. CHIEF DIRECTORATE: MONITORING & EVALUATION

  28. CHIEF DIRECTORATE: PARTNERSHIPS The Partnership Chief Directorate was established as a Directorate in December 2009 and the Chief Director Partnership was appointed in January 2010. The partnership directorate as of 31 March 2011 consisted of the following personnel: • 1 Chief Director and PA • 2 Directors • 1 Deputy Director • 1 Assistant Director

  29. CHIEF DIRECTORATE: PARTNERSHIPS

  30. CHIEF DIRECTORATE: PARTNERSHIPS

  31. CHIEF DIRECTORATE: PARTNERSHIPS

  32. SUPPORT SERVICES The Support Services consisted of the following areas: Finance, Human Resources, Supply Chain, Auxiliary Services (fleet management, registry and facilities management) • As of 31 March 2011 the personnel of this section included: • Director Support Service • Assistant Director Finance • Chief Personnel Officer, Principal personnel officer, Senior personnel officer • Senior provisioning admin officer, 2 senior provisioning admin clerk • Chief admin clerk fleet management, driver, senior registry clerk, receptionist, food service aide The support service structure developed in consultation with the DPSA places significant emphasis on capacitating of this section and breaks the section into to Chief Directorates: Corporate Services, Office of the CFO

  33. SUPPORT SERVICES

  34. SUPPORT SERVICES

  35. SUPPORT SERVICES

  36. HUMAN RESOURCE MANAGEMENT

  37. THANK YOU

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