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Corporate Services Presentation to Select Committee: 2 May 2006

Corporate Services Presentation to Select Committee: 2 May 2006. The Office of the COO. Corporate Services. Corporate Services. Communication Services. Introduction. Corporate Services. Structure of Presentation. Communication Services. Objectives for 2005/6 Achievements Challenges

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Corporate Services Presentation to Select Committee: 2 May 2006

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  1. Corporate Services Presentation to Select Committee: 2 May 2006

  2. The Office of the COO Corporate Services

  3. Corporate Services Communication Services Introduction

  4. Corporate Services Structure of Presentation Communication Services • Objectives for 2005/6 • Achievements • Challenges • Budget 2005/6: allocation vs expenditure • Budget requested for 2006/7 • Way Forward

  5. Corporate Services Objective for 2005/6 Communication Services • To fulfil the communication needs of the Department • Build an integrated approach to promote, communicate and market the Department • Create and raise awareness regarding all the Department’s offerings • Restore public trust and confidence in the services of the Department. • To enhance and manage effective external and internal communication in the Department

  6. Achievements 2005/6 Corporate Services Communication Services • Projects and campaigns conducted: • 16 Days of No Violence Against Woman and Children: Facilitation of events with communities involving SAPS, Dept Social Development, Department of Health, Dept of Home Affairs, and NGO’s 36 events were held in the following rural/township areas covering 7 provinces, KwaDwesi, Walmer, Algoa Park, Swartkops, Humewood, Motherwell, Refilwe, Katlehong, Thembalethu, Phillipi, Thembisa, Thaba Nchu, Di Cofimvaba, Queenstown, Cala, Lady Frere, Mdantsane, Litchtenburg, Boksburg Reigher Park, Dawn Park, Bophelong, Duduza, Tsakane, Daveyton, Diepsloot, Kathorus and Botshabelo.

  7. Achievements 2005/6 Corporate Services Communication Services • Translated the constitution in all official languages – publication in progress • Translated Victims Charter and Minimum standards document in all official languages • Pamphlets on Domestic Violence and Maintenance were reprinted, 15 000 of each were distributed to the Regional Office to be made available at the courts. • Video production relating to Criminal Court Procedure was made available in English, Zulu, Tswana, and Afrikaans. • Launch of Operation Isondlo • Operation Isondlo Awareness Campaign

  8. Achievements 2005/6 Corporate Services Communication Services • Development of Department’s Newsletter • Web Development for the following: • Supreme Court of Appeal website • Interactive web-application to register service providers • DJINI – buy in from users • Printing of the Services Charter for Victims of Crime in all languages • Launch of the Services Charter for Victims of Crime

  9. Achievements 2005/6 Corporate Services Communication Services BUDGET 2005/06: R39,036,000 • R15,5m staff • R13,1m goods and services • R26 000 agencies • R1,3m capital • R9 million reallocated: • R1 million reallocated for (S&T) • R8 million reallocated (R5 million personnel and R3 million goods and services) which led to unit left with R30,036,000 • R3,3 million overspent

  10. Corporate Services Budget: 2006/7 Communication Services • Preliminary allocation for 2006/07 • R38,903,333 • Total for staff: R22,667,000 • Total for Goods and Services: R15,094,000

  11. Way Forward Corporate Services Communication Services • To enable the current structure to be fully operational, an additional sum of R10m is required - R4m for staff, R6m for goods and services • Fast track: Capacity building • Extensive training

  12. Corporate Services Human Resources Introduction

  13. HR Structure Corporate Services Human Resources

  14. Objectives Corporate Services Human Resources • Investing in Human Capital (HRM) • Human capital capabilities to deliver increasing Justice mandate • Right-size DoJ&CD • Rationalisation of the use of consultants and outsourcing • Reduce turn-around time for resolving disciplinary cases within 6 months of occurrence. • Employee Assistance Programme • Temporary employment reduced by 90% - 2006/7

  15. Objectives (cont) Corporate Services Human Resources • Internships and professional legal apprenticeship in place - 2006/7 • Recruitment and Management Training Programme running by 2006/7 • Building management capacity for efficient Justice Service Delivery Points • Skills Development for Front-line Service Delivery Staff • Management and Leadership Development Programme • Total Budget for Human Resources Unit for 2006/07 is R62 200 000

  16. Achievements Corporate Services Human Resources • Fast- tracking misconduct cases older that 6 months - 79% reduction has been achieved, project commenced Sept 2005 with 222 cases • Sign Language training for Interpreters to all provinces • Sexual Harassment awareness workshops • Improved management of bursary contract. Withdrawals reduced to below 7% • Recruitment • Turnaround reduced from an average of six months to six weeks • Improved advert quality evident by reduction of no. of errata published

  17. Projects identified Corporate Services Human Resources • Projects identified for 2006/7: • Fast-tracking of current and new disciplinary cases/grievances. This approach seems to be working judging from the previous statistics. • Capacity building (training) in the various Regional Offices. As stated above, a comprehensive program will involve HRD • Establishment of workplace committees throughout the country • The amalgamation of HR policies of the Department and the National Prosecuting Authority (NPA) and consult unions on same.

  18. Projects identified Corporate Services Human Resources • Provide basic training to line managers on how to recognize support and refer troubled employees and facilitate the provision of professional assistance to troubled employees • Provide stress management workshops and programs • Train HIV AIDS lay councilors and peer educators and encourage voluntary counseling and testing • Conducting EE Audits and aligning EE plans and recruitment plans • Conducting awareness as required by the EE ACT • Proactive facilitation of Change Management Programmes • Implementations of Outcomes of Culture Audit Survey • Develop Senior and Middle Management Change Leadership competencies

  19. Projects identified Corporate Services Human Resources • Facilitation of learnerships and internships • Compiling and facilitate the implementation workplace skills plan • To co-ordinate and facilitate orientation program • Alignment of performance agreements with business plans and the strategy of the departmen • Establishment of PERSAL Management Unit

  20. The Way Forward Corporate Services Human Resources Organisational Design • Finalise: • Org Design • Competency modeling • Job Analysis and Job profiling • Skills Audit • Human Capital Plan • Filling of vacancies • Implement Employment Equity Plan • Provide training and development

  21. Corporate Services Information and Systems Management Introduction

  22. Achievements in terms of MTSF – 2005/6 Corporate Services Information and Systems Management • Successful closure of the DNS II, IADE Phase I, ISA Migration and JDAS Pilot (Bafokeng ) Projects; • Successful rollout of the DNS II project to 221 sites • Deployment of the first VPN (Virtual Private Network) for a South African Government Department • Successful implementation of an automated project management system at ISM . • Computer Literacy Training - users trained in Fundamental, Intermediate and Advanced computer literacy training (9600 users trained) • Functional Training – users trained in the use of JDAS, Guardian’s Fund and HR Service Benefits solutions.

  23. Corporate Services Information and Systems Management Challenges – 2005/6 • Lack of internal departmental capacity

  24. Corporate Services Information and Systems Management Budget and Expenditure • ISM Unit: Budget and Expenditure as at 30 March 2006

  25. Corporate Services Information and Systems Management Budget and Expenditure • ISM Unit: Budget and Expenditure as at 30 March 2006

  26. Corporate Services Information and Systems Management Operational Budget: 2006/7

  27. Way Forward: Key Projects 2006/7 Corporate Services Information and Systems Management • DNS III Roll Out: • Number of sites to be deployed: +/- 343 • Number of users: +/- 3 258 • Completion Timeframe: • Periodical Courts: 200 – Recommendation wireless connectivity should be considered. • Risk – tight timelines may impact on quality and interdependencies within the project may impact on the schedule and committed delivery date

  28. Way Forward: Key Projects 2006/7 Corporate Services Information and Systems Management • e-Scheduler Roll Out • Currently deployed at 43 sites • 40 sites will be deployed during 2006/2007 • JDAS V. 4 Roll Out • CFO to deploy JDAS V4 at sites where there is no JDAS • ISM to deploy where there is JDAS V3 • PC Renewal • Out of warranty PCs will be renewed .

  29. Corporate Services Information and Systems Management Introduction

  30. Corporate Services Office of the CFO Objectives • Enhancing Organisational Efficiency: • No audit qualification (NAQ) • Delegations • Integrated and expanded System: Guardians Fund (GF) and Management of Monies in Trust (MMIT) • Financial management / Compliance with PFMA • Transforming Justice, State and Society: • Establishment of a Costing Unit

  31. Corporate Services Office of the CFO Achievements • Enhancing Organisational Efficiency: • NAQ on the Vote for 2003/04 and 2004/05 • MMIT Public Private Partnership • Pilot project :EFT Payment Solution at 6 offices • Updated DFI • Transforming Justice, State and Society: • Cost policy, draft Bills and Legislation

  32. Corporate Services Office of the CFO Challenges • Enhancing Organisational Efficiency: • Sustainability of NAQ on the Vote • Asset management • Suspense accounts (agency services) • Connectivity • Procurement system (JYP approval, linking JYP and BAS) • Performance information linking to Strategy and the Budget • Budget management • Vacancies in critical posts • Supply Chain Management • MMIT and GF: Qualified audit reports • Court’s capacity to handle project deliverables • Regionalisation of financial management • Transforming Justice, State and Society: • Availability of reliable data

  33. Budget – 2005/6: Allocation vs Expenditure Corporate Services Office of the CFO 2005/06 Original budget R192 m + Transfer R2 m - Transfer Contingency R61 m Revised budget R133 m Actual expenditure (31/3/06) R103 m Actual saving R30 m

  34. Corporate Services Office of the CFO Budget – 2006/7 2006/07 Preliminary allocation Total R187, 813 m CFO R10, 050 m CD: Budgets & Procurement R27, 189 m CD: Budget Coach R1, 187 m CD: Transaction Processing R45, 659 m CD: MMIT R3, 728 m MMIT PPP R100 m

  35. Corporate Services Office of the CFO Way Forward: NAQ for Vote • Enhancing Organisational Efficiency: • Sustainability of NAQ on the Vote • Asset management: Completeness of asset register to be confirmed by AG Take on balance (fair value) on asset register Acquisitions for future years must be on JYP Asset policy formalised • Suspense accounts : Discussions with Accountant-General on finding alternatives Non DOJ services terminated Finalisation of Agency Services establishment • Connectivity: Close co-operation with ISM • Procurement system: Discussions with National Treasury regarding approval

  36. Corporate Services Office of the CFO Way Forward: NAQ for Vote • Enhancing Organisational Efficiency: • Sustainability of NAQ on the Vote • Performance information linking Performance information to be to Strategy and the Budget: submitted to AG • Budget management: Improved project management Timely identification of underspending • Vacancies in critical posts: Finalisation of work study/job evaluations • Supply Chain Management: Asset Management Policy finalise

  37. Corporate Services Office of the CFO Way Forward: MMIT and GF • Enhancing Organisational Efficiency: • MMIT and GF: Qualified audit reports • Implementation of Project plan as mandated • Finalisation of PPP • Regionalisation of financial management

  38. Corporate Services Office of the CFO Way Forward: Costing Unit • Transforming Justice, State and Society: Costing Unit

  39. THANK YOU

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