Goverance & Administration Cluster: Programme of Action briefing

Q: A journalist referred to the recent swapping of the Directors-General of the Department of Sports and Recreation and the Department of Correctional Services. She asked specifically what skills the former Director General of Sports and Recreation had that made her suitable for the crime cluster, and how she would contribute to improving the service delivery in this high priority, critical position.

A: Mr Baloyi responded that the incoming Director General of the Department of Correctional Services had managerial and leadership skills. She was in a senior position in the public service when appointed to the position, and would perform to the level required of a head of department.

The media briefing was adjourned.

Governance and Administration Cluster media briefing on the Programme of Action

7 November 2008

Introduction

This is the fourth and last media briefing on the implementation of government’s programme of action (POA) for 2008. The Cluster’s priorities are derived from Government’s commitment to improve its service to the people as embodied in the 2004 electoral mandate as well as from the resolutions of the January 2008 Cabinet Lekgotla and the President’s State of the Nation Address (SONA) on 8 February 2008.

Apex Project 15: Ensure filling of senior posts and signing of performance agreements
Filling vacant posts

At national level 33 out of 36 (97%) of the posts of Heads of Department (HoD) are appropriately filled, whilst the other thee posts are currently filled in an acting capacity. The posts of Head: Independent Complaints Directorate (ICD), Director-General: Labour and the Secretary for Defence are vacant. The post of Head: ICD became vacant in September 2005 after the expiry of the contract of the former Head. In the meantime the post was advertised twice and the response was not satisfactory.

At provincial level, eight of the nine (89%) Directors-General posts are appropriately filled whilst one post is currently filled in an acting capacity. The vacancy has existed since October 2006 in the Northern Cape Provincial Administration. Ninety-four (94) out of 109 (86%) of HoD posts have been confirmed by departments as appropriately filled, while 15 (14%) posts are filled in acting capacities.

From the responses received, there are a total of 401 posts of Deputy Director-General (DDG) (251 at national and 150 at provincial level) of which 43 posts are vacant at national level and 28 are vacant at provincial level. These figures translate to a total of 17.7% DDG posts being vacant. From the 124 national and provincial departments that responded, 100 (i.e. 81%) indicated that Chief Financial Officer (CFO) posts are appropriately filled. From the 36 national departments that responded, eight posts of CFO are vacant while sixteen (16) posts of CFO are vacant in the 88 provincial departments that responded.

With regard to local government, a total of 249 out of 283 municipal manager positions have been filled as at 23 September 2008. Of these only fifteen (15) have been filled by women. This represents 88% (249) of filled posts nationally (an increase of 2.1%). The vacancy rate has decreased from 14.1% as at June 2008 to 12% as at September 2008.

A total of 248 (88%) local government CFO positions have been filled nationally with 35 vacancies representing 12%. In some municipalities the positions have been vacant for a period ranging between one and 24 months.

Signing of Performance Agreements (PAs) for 2008/09

Thirty-six (36) national departments have responded to the signing of PAs, and they reported that 3 092 from the 3 953 SMS members had signed PAs. Against the total number of Senior Management Service (SMS) members in national departments, 78% of the SMS members have signed. Twenty one (21) of the national HoDs have already signed their PAs.
Ninety-six (96) provincial departments have responded, and they reported that a total of 2 165 out of 4 053 SMS members had signed PAs. Those who signed comprise 53.41% of total SMS members in the nine provinces.

Based on the information received, a total of 5 257 SMS members from national and provincial departments have signed PAs. Those who signed comprise 65.66% of the total of 8 006 SMS members in the national departments and the nine provinces.

Signed performance agreements for municipal managers decreased to 18% ending 23 September 2008 from 71.6% ending June 2008. This has been attributed to the slow pace at which municipalities have been renewing signed performance contracts annually and after the beginning of their financial year starting 1 July 2008.

Apex Project 16: Ensure integrated planning across all spheres

Work in 25 districts is currently underway to support districts/metros to adopt and use the National Spatial Development Perspective approaches. Ten of the district municipalities (that were part of the 2007 Programme of Action (POA)) will finalise work this year and fifteen are new districts (reflected in the 2008 POA) that will be covered during the 2008/09 fiscal year. Project initiation meetings have been conducted in most of the fifteen districts and work has commenced. Service providers in three (Mopani, Frances Baard and West Rand) of the ten districts are due to complete their work in October; and the others are at different but quite advanced stages.
 
The Presidency continues to conduct research aimed at revamping the national strategic planning system. Documentation on the structure of national development plans of different countries on the African continent (Botswana, Nigeria and Sudan) and the processes in place to develop national strategic visions have been obtained and are currently being analysed.
Apex Project 17: Improve civic services

The Department of Home Affairs (DHA) has implemented several projects aimed at improving the delivery of Civic Services. The identity document (ID) production process has been re-engineered resulting in improved turnaround times for enabling documents.

* The ID turnaround time currently stands at an average of 40 days, down from 120 days in January 2008.
* The majority of applicants applying for a re-issue ID obtain their document in 21 days.
* Passport production currently averages at 26 days.
* Previously it took seven to 10 days to issue a Temporary Identity Certificate (TIC), and now a client receives it the same day, once the applicant has been positively verified.
 
The track and trace system that was implemented is currently assisting in obtaining exception reports that assist to identify backlogs and long outstanding applications, including monitoring provincial and head office performance.
 
Communication with the public has improved, and the public is informed through SMS notification with regards to the status of the ID application, an SMS confirmation is sent once the applicant applies as well as when the ID book is ready for collection at office of application.
 
As part of improving security on issuing of re-issue identity documents as well as temporary identification certificates, we have implemented an online verification system which allows for immediate fingerprint verification of citizens who are already in possession of an identity document.
 
State of readiness – ID campaign for upcoming elections

In preparation for the voter registration for 8 to 9 November 2008 all DHA offices will be open from 07h00 to 17h00 to assist with all ID related issues. During the week preceding the voter registration weekend offices will operate on extended hours until 17h00 daily. The Department has launched a number of initiatives in order to ensure that citizens are able to obtain identity documents – include the launch of the grade 12 ID campaign which has resulted in 97 176 identity documents being issued since the campaigned started. Mobile units are working closely with local government to reach remote areas and during the various Government Imbizos.

Office refurbishment

This project aims at improving the general “look and feel” of DHA front line offices by upgrading public areas and installation of standard signage at all targeted offices. Refurbishments were finalised at the following areas where DHA offices are represented: Musina, Praktiseer, Molopo, Bothshabelo, Mount Frere, Alexandra, Piet Retief and Temba.

With regard to centres of excellence for Refugee Affairs, the integration of Asylum Determination Offices in Crown Mines, Durban and Port Elizabeth has been successfully achieved. The integration process in Cape Town and the refurbishment of Crown Mines are on course. The Refugee and Deportation (RaD) system and related equipment has been rolled out to all five offices. This system requires all applicants to provide fingerprints and photographs. This will reduce fraud and multiple applications made by applicants using different names and different details. Training of staff has been completed.

The Large Account Unit was activated in May 2008 with the aim of providing tailor-made solutions for big companies needing to import large numbers of skilled workers from other countries. To this end the Department has launched a Large Account Pilot Project last year with 4 corporate clients, and now the number has increased to 23.The first wave of a total of 12% (2 147) of the estimated permits has been processed. On average we are able to issue a business-related permit through the Large Account Unit in 5 days.
 
Good Governance

Anti-Corruption
With regard to the implementation of the Local Government Anti-Corruption Strategy, an additional 12 municipalities have been supported to develop fraud prevention plans since the last report. This support is part of the 2008/09 roll-out plan to ensure that 150 municipalities will have Anti-Corruption Strategies in place by December 2008. This brings the total to 75 from the 63 reported during the previous reporting cycle. Interaction with the provinces is continuing to ensure dedicated support. A rollout action plan for the anti-corruption communication strategy has been finalised and jointly costed by the Department of Public Service and Administration (DPSA), Government Communications (GCIS), the South African Local Government Association (SALGA) and other sector departments.
 
The National Anti-Corruption Forum (NACF) convened the third National Anti-corruption Summit on 4 and 5 August 2008. The Summit was attended by 339 delegates representing the public, civil society and business sectors. A total of 32 resolutions were adopted addressing the theme of the Summit “Towards an Integrated National Integrity System”. These resolutions will form the basis for the National Anti-corruption Programme. On 17 September 2008, Cabinet noted and endorsed the resolutions of the Summit.
 
Gender programmes

The first Public Service Gender Indaba took place during the month of August (18 and 19), with the theme: Engendering Public Service Policy. The implementation of the 8-Principle Action Plan was given priority during the Indaba. The 25th to 29th of August was dedicated as Public Service Women Management Week. Reports on the activities during the Public Service Women Management Week are being obtained from departments. Statistics regarding women in management positions in the public service are outlined below:

In celebrating National Women’s Day, the Women in Provincial and Local Government Summit was held from 17 to 19 August 2008 in Rustenburg. The Summit sought to deepen and reaffirm Local Government’s commitment to gender equality through the signing of the Gender Equality Pledge by political and administrative leaders present at the Summit. This year’s Summit opened scope for the reinforcement and support of the gender agenda beyond South Africa and in the region through the participation of the United Cities and Local Governments of Africa (UCLGA) in Women’s Forum. The forum was represented by Ms Janet Nyame who is the Vice President: National Association of Local Authorities of Ghana (NALAG). Women made time-bound resolutions at the Summit which include the strengthening of capacity building programmes for women especially those who are in leadership positions and the provision of gender training of officials and politicians by 2010.
 
Disability programmes
People with disabilities constitute 0.2% of the total employees in the Public Service. The target for March 2010 is 2%. The Departments of Public Enterprises, GCIS and Public Works have met the minimum employment equity target of 2% people with disabilities. In the Limpopo province, 2% of the Senior Management Service (SMS) are people with disabilities. The latest statistics for the public service are listed below:

Eastern Cape
Females: 161
Percentage: 29
Males: 365
Percentage: 66
Total: 549

Free State
Females: 104
Percentage: 27
Males: 272
Percentage: 73
Total: 375
 
Gauteng
Females: 302
Percentage: 34
Males: 566
Percentage: 66
Total: 549

KwaZulu-Natal
Females: 222
Percentage: 33
Males: 456
Percentage: 67
Total: 678

Limpopo
Females: 161
Percentage: 35
Males: 297
Percentage: 65
Total: 458

Mpumalanga
Females: 93
Percentage: 32
Males: 194
Percentage: 68
Total: 278

National departments
Females: 1 427
Percentage: 35
Males: 2 634
Percentage: 65
Total: 4 061

North West
Females: 108
Percentage: 36
Males: 190
Percentage: 64
Total: 298

Northern Cape
Females: 55
Percentage: 30
Males: 127
Percentage: 70
Total: 182

Western Cape
Females: 111
Percentage: 28
Males: 280
Percentage: 72
Total: 391
 
Total
Females: 2 744
Percentage: 34
Males: 5 381
Percentage: 66
Total: 8 148
Batho Pele

A total of 1 437 officials from 268 (95%) municipalities have been trained on the Batho Pele Change Management Engagement Programme (BPCMEP). Municipalities that are experiencing problems in implementing the BPCMEP are being assisted by DPSA.
The compliance rate for the submission of service delivery improvement plans (SDIPs) for 2008/09 financial year by national and provincial departments as at 30 June 2008 is as follows:

National departments 10/33 = 30%
Provincial departments 22/106 = 34%.

Public participation
Concerning the facilitation of public participation at the local government level, the funding model for ward committees has been completed and the consultations with National Treasury have been finalised. The process of implementation of the funding model will start when approved by Cabinet through an engagement process with provinces. The training of ward committees will be rolled out in January 2009.

Following the launch of the Guidelines for implementing Multilingualism in Local Government in June 2008, an implementation plan and a schedule of activities for municipalities, ward committees, community development workers and traditional leaders were implemented. The key tenets of the roll-out plans include that they will be phased in progressively over a reasonable three year period (2008- 2011).

A Disaster Management Indaba was held from 9 to 10 July 2008, with the participation of experts from international development agencies as well as local practitioners. The resolutions of the Indaba will be presented to the National Disaster Management Advisory Forum for formal adoption during November 2008.
Presidential Izimbizo Programme

With regard to enhancing responsiveness to communities, two Presidential Izimbizo have been held since the previous report, as part of the nationwide Presidential Izimbizo programme. These were in the North West (Bojanala Platinum District) from 23 to 24 August 2008, and the Eastern Cape (Alfred Nzo District) from 13 to 14 September 2008. The President, ministers, deputy ministers and other government leaders interacted directly with the relevant communities, key stakeholders and the local government leadership.

Capacity of the State

Five-Year Strategic Local Government Agenda
With regard to national and provincial government departments that need to provide support to municipalities in their Strategic and Business Plans, including support to prepare IDPs, there are currently four Sector Master Plans, which have been developed and which are also undergoing revision and finalisation.

Concerning the implementation of institutional and operational systems to monitor, evaluate and report on performance of local government service delivery, the consultation process about the appropriateness and relevance of the proposed set of core performance indicators for local government has progressed well. To date all the provinces and municipalities have been consulted and inputs from all stakeholders are being consolidated. There are, however, some provinces that are continuing with the consultative process to ensure that as many municipal officials as possible are consulted on the indicators and provide their input. The process of finalising the proposed set of core performance indicators will be finalised by the end of the financial year.

The Performance Management System (PMS) hands-on support project is progressing well, with the number of municipalities implementing the PMS increasing from 200 to 223, which represents 79% of municipalities. In addition, GTZ in partnership with the dplg has deployed eight (8) PMS Specialists in the local municipalities of the Eastern Cape and Mpumalanga. This brings the total of municipalities being provided with hands-on support to thirteen (13). Although most municipalities indicate that PMS is being implemented, many of them do not have functional internal and/or external audit units and committees required by the Act and the Regulations. Furthermore, failure by the municipal council to play its oversight role of ensuring that municipalities develop the quarterly and annual reports has an impact on how the PMS has to be implemented in municipalities.

With reference to ongoing deployment of technical capacity to local government, the total deployments as at September 2008, since the launch of Project Consolidate in 2004, were 1 283 deployments. This consists of deployments by both sector departments and partnering stakeholders. Sector departments (the Department of Provincial and Local Governement - dplg, Department of Environmental Affairs and Tourism - DEAT, Department of Water Affairs and Forestry - DWAF, National Treasury and the Department of Trade and Industry - dti) have deployed 643 people. The National Treasury has deployed 503 (of the 643) persons including interns. Partnering stakeholders have made 640 deployments. These are the Development Bank of Southern Africa (DBSA), the Unuted Kingdom Department of International Development (DFID), Ilima Trust, United Nations Development Programme (UNDP), South African Institute of Civil Engineering (SAICE), South African Association of Consulting Engineer (SAACE), Institute of Municipal Finance Officers (IMFO), South African Institute of Chartered Accountants (SAICA) and the United States Agency for International Development (USAID). About 133 (of the 640) represent young professionals deployed by the DBSA. Deployments cover the specialised professions of Finance (billing systems, Municipal Infrastructure Grant (MIG), Macro-economic Control), planning (IDPs) and engineering (Civil).

As part of the process to finalise phase 2 of the Local Government Skills Audit, 467 out of 1 039 (44.95%) Section 57 and Municipal Managers have completed generic competence assessments in 160 of 283 (56.5%) municipalities. Functional competence assessments and verification of qualifications have also commenced. Generic competence assessments for 7 317 out of 12 765 (57.32%) employees below Section 57 level in 20 of 283 (7.07%) municipalities have been completed and have also commenced in Tshwane and Ethekwini Metropolitan Municipalities.

The dplg working jointly with the Finance and Fiscal Commission is exploring the funding model for the implementation of the government-wide programme of support to the institution of traditional leadership. The funding model will bring certainty to funding, uniform norms and standards as to how the provincial sphere of government, in particular, supports institutions of traditional leadership in the concurrent governance arrangement. The processes for the listing of the new department of traditional leadership have been initiated, including the development of the business plan for the establishment phase. In this regard a team consisting of National Treasury, DPSA and the dplg has been established to address the costing and the structure of the new department. The National Assembly has approved the two Bills dealing with amendments to the National House of Traditional Leadership Act and the Traditional Leadership Governance and Framework Act. The National Council of Provinces (NCOP) is currently finalising provincial public hearings on the two Bills mentioned above. In the next quarter, the dplg will submit the Policy on the Khoi-San to Cabinet for approval.

Skills assessment
The Human Resource Planning (HRP) Strategic Framework has been consulted upon extensively. There have been significant increases in the numbers of plans submitted. Out of 35 national departments, 12 (34%) human resource plans have been approved, 8 (15%) are drafts and 35% have not been submitted. At provincial level, 18 (17%) human resource plans have been approved from 109 departments, 34 (37%) are drafts and 57 have not been submitted.
 
In the HR Connect project, almost all departments have updated their post details. The unique profiles submitted by the various departments are being consolidated for the printing of the survey forms in the first week of October 2008. 1062 supervisors were briefed during September. Data capturers identified per Department were capacitated to use the capturing system and were provided with a manual that explains the process.

Nine hundred (900) SMS members were consulted on the draft Leadership Development Management Strategic (LDMS) Framework, through national and provincial workshops. The LDMS Framework was finalised, approved and launched on 8 September 2008 by the Minister for the Public Service and Administration during the SMS Conference. Guidelines for the implementation are contained in the LDMS Framework.

The submission of the monitoring timetables for the development of the Human Resource Development (HRD) Implementation Plans has been completed. All Provincial Administrations complied and 22/36 of national departments complied. Fifteen (15) of 39 national departments and 48 out of 110 provincial departments submitted Organisational Capacity Assessment Reports. Departments are currently working on Phase 2.2, namely, finalisation of the Annual HRD Implementation Plans.

Capacity Development Programmes
The principles of the Public Administration Leadership and Management Academy's (PALAMA) integrated learning framework have been accepted by stakeholders and are now used in developing curriculum frameworks for training programmes such as HRM and monitoring and evaluation (M&E). The Public Service Curriculum Committee has been established. A draft quality policy has been drafted to harmonise procedures and tools for Junior and Middle Management Services (JMMS) curriculum planning, design, development, delivery, and evaluation. A Virtual Forum has been established as part of e-learning strategy to support the communication & relationship building between the Academy and its provincial counterparts. A draft e-learning strategy has been developed.

The Minimum Anti-Corruption Capacity (MACC) learning manual was submitted to the Public Service Sector Education and Training Authority (PSETA) for accreditation and plans are underway to make MACC an on-line training programme. The Gender Mainstreaming materials have been approved for accreditation by the PSETA.

A group of 1 500 public servants (levels 9 to 12) in strategic positions such as gender focal points and project, finance and procurement managers will be given gender training. A total of 20 courses will be presented to national departments, and 55 courses will be presented in provinces.

PALAMA submitted a proposal to Office on the Status of Disabled Persons (OSDP) for funding to revise the Disability manual. The National Disability Policy Framework is currently being revised to include the United Nations conventions and the Integrated National Disability Strategy as well as new acts, policies and legislation. The revised framework is being presented to various clusters and once this is finalised PALAMA will develop a new disability manual.
 
The evaluation report on the Accelerated Management Development Training has been factored into the revised architecture of the full-scale rollout of the Accelerated Development Programme (ADP). Twenty-five ADP members attended a study tour to India from 13 to 24 October 2008. PALAMA is working in collaboration with DPSA and Department of Foreign Affairs (DFA) to send 12 ADP participants on another advancement programme to China at the end of November 2008. The advocacy initiatives to select a second group of participants in the ADP have begun.

The South African Social Security Agency (SASSA) has indicated its intention to take up the Project Khaedu training en masse over a three-year period. 494 officials have attended Core Skills week and 509 have completed their deployments for the period January to August 2008. The South African Police Service has requested a proposal to train in excess of 600 SMS on a customised training. Discussions have been held with the Department of Defence, which also requested a customised Khaedu programme.

Two additional regional Training of Trainers (ToTs) courses on Massified Induction Programme (MIP) have been completed. A total of 7 665 trainees have been trained since the MIP became compulsory on 1 April 2008. The first MIP quarterly report has been completed and the second has been drafted and will be finalised after all training sessions have been recorded.

Macro Organisation of the State
Single Public Service
The Public Administration Management Bill has been introduced in the National Assembly and referred to the Portfolio Committee on Public Service and Administration. Due to the nature of the Bill that calls for wide stakeholder participation and due to the lack of sufficient time to ensure stakeholder participation in the process, we have since withdrawn this Bill.
Integrated service delivery

The request to fund the establishment of Thusong Service Centres through the Municipal Infrastructure Grant has been approved. The information and communications technology (ICT) Blueprint audit has been completed in all Thusong Centres and the installation has commenced. 15 new centres were operationalised this year. A total of 127 Thusong Centres are operational. Fourteen (14) centres were branded this year (a total of 40 centres have been branded to date). The South African Post Office (SAPO) has identified three centres to be constructed in this financial year. Fifteem (15) centres have been identified for the installation of general service counters (GSCs) in this financial year. GCIS partnered with the Department of Communications for the deployment of IT-trained youth in Thusong Centres.
 
Workshops on the Master Plan for the Community Development Worker (CDW) programme were conducted in eight provinces. Funds have been secured from GTZ to support 583 CDW learners in training (Eastern Cape 259, KwaZulu-Natal 117, Limpopo 112 and Mpumalanga 95), which will be completed in November. India approved the applications of 33 CDWs to receive training in India.

We have, however, noted the status of vulnerability of the CDW programme, and the DPLG and DPSA will introduce a strategy for the programme that will address this vulnerability.
Transversal systems

Integrated planning
The IDP adoption rate is 100% for 2008/09. The credibility rating of all IDPs nationally is at 79,5%. Reports on Integrated Planning and IDP Analysis were presented to Cabinet, Local Government MinMEC and the Technical President's Co-ordinatring Council (PCC) and a number of resolutions were adopted A National Development Planning/Implementation Forum, a mechanism to advance co-ordination and joint planning, was held on 15 to 16 September 2008 with provinces, sectors and some municipal representation and important resolutions were also adopted.

Government-Wide Monitoring and Evaluation System (GWM&ES)

A course on linking M&E to strategic planning was developed and piloted with Senior Managers in the North West province on 1 to 3 September 2008. To date 154 officials have participated in the three-day M&E introductory course and 28 in the pilot one-day orientation course. A total of 28 training facilitators have been appointed to deliver the current M&E short courses. A workshop was held with all Offices of the Premiers (OTPs) from 2 to 3 September to discuss the Premier Guideline document that was developed to assist OTPs in developing and implementing M&E systems and also to share experiences

An analysis of the Public Management Watch was done based on the June 2008 information. A working group within the infrastructure departments is being established in order to identify and address those areas where departments have performed poorly.

An assessment of the current practices within South Africa and some best practices internationally on mechanisms to enhance public participation within monitoring and evaluation has been completed. Consultation on the problem definition and the identification of options to address these problems in the area of popular participation will be commencing within the DPSA shortly. The outcome of this process will be the establishment of a participation framework.