Correctional Services 2007/08 Budget and Strategic Plan: briefing

Correctional Services

13 March 2007
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Meeting Summary

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Meeting report

CORRECTIONAL SERVICES PORTFOLIO COMMITTEE
13 March 2007
CORRECTIONAL SERVICES 2007/08 BUDGET AND STRATEGIC PLAN: BRIEFING

Chairperson:  Mr D Bloem (ANC)

Documents handed out:
Presentation of the Strategic Plan
Estimates of National Expenditure
Budget Vote 19
Final Department of Correctional Services strategic Plan for 2007/08 – 2011/12 [available later www.dcs.gov.za]

Audio recording of the meeting

SUMMARY
The Department of Correctional Services gave a detailed presentation on its 2007/08 budget and strategic plan. It detailed budget allocations and strategies that were designed to address the many challenges faced by the Department. The Committee was concerned that several promises made in previous years had not been met by the Department. This included building new prisons where construction should have started a while ago, but had not. The Committee criticised the Department for failing, yet again, to provide briefing documents before meetings thereby putting the Committee at a disadvantage as it did not have enough time to properly analyse the documents.

MINUTES
Introductory Remarks

The Chairperson opened the meeting by saying that this meeting was a follow-up to the meeting of 6 March 2007.  It was decided that a follow-up would occur because of the time constraints experienced at that meeting.  The Chairperson also felt that it was prudent to mention the fact that once again documents that should have been made available at least seven days ahead of the meeting were received late.  He reiterated that it is wrong to expect the Committee to properly prepare for a meeting if all the relevant information was not made available at an appropriate time.

The Acting Commissioner of Correctional Services, Ms Jabu Sishuba, stated that she appreciated and respected the oversight Committee granting them the opportunity to meet with them. The Executive Management Committee and the Ministry were critical of the performance of the Department of Correctional Services (DCS) in all areas.  The DCS was looked at in an objective manner, which highlighted both their achievements and their problems.  The challenges that were foremost were in policy and compliance.  They realised that they needed to maintain control and try a different approach to coordination.  This year the Department came together to do the planning with the Auditor-General, National Treasury and the Department of Public Service and Administration (DPSA).  There was a need to consult all the role players in the new strategy.

Presentation on DCS Strategic Plan

Ms Jenny Schreiner, Chief Deputy Commissioner: Operations and Management Support, made the presentation.  The background to the strategic plan included an evaluation of strategic planning and performance by the Executive Management Committee (EMC). The EMC discovered that there was a need to have a phased approach to priorities as some would take longer than a year; there was a need to focus on enhancing the role of operational management in the DCS for better delivery and the need to strategically focus on creating enabling conditions for delivery on the White Paper. There was a development of a five-year plan which prioritises the first year of operation and then adds the outer year. They formulated revised targets for the first year.  An integrated planning approach was created and it incorporated an extended EMC work session, which ended in January 2007. It dealt with Cabinet Lekgotla priorities, the State of the Nation Address priories as well as a government programme of action.

The highlights of 2006/07 included improvement in security with the implementation and rollout of Biometric systems and monitoring of security policy.  It also saw the re-launch and finalisation of the HIV/Syphilis prevalence survey. Posts at the senior management level were filled.  Sites were accredited for the provision of ARVs.  The seven-day establishment and accelerated recruitment continued.  There was also the launch of the Corrections Weeks and the release of the Jali Commission Report.

The key projects for 2007/08 – 2008/09 were to expedite procurement of the new correctional centres and to make the necessary improvements to physical infrastructure.  The phased implementation of the Offender Rehabilitation Path (ORP) as well as the phased implementation of the Social Reintegration action plan was included as key projects.  The Management of Awaiting Trial Detention Project and the Job Refinement and Enhancement Project were also seen as key projects.

Priorities for 2007/08 were the creation of an enabling environment for rehabilitation, improvements in compliance with Internal Control and Policies, improved planning, implementation and reporting framework, improved communication of DCS’ Strategic Direction, implementation of the integrated human resources strategy and the improvement of partnerships and external relations.

The actual plan included priorities for all programmes since they were cross cutting.  The critical strategies included harnessing organisational culture project, management of the awaiting trial detention project, risk management and compliance improvement, security co-ordination, development and updating of service delivery improvement in compliance with DPSA, developing an effective monitoring and evaluation system for DCS, operational management co-ordination, framework for improvement of delivery on priority projects within DCS and the implementation at centres of excellence.

In administration there would be compliance improvement plans that involved managers with internal controls and procedures at both operational and support levels.  Improved compliance in relation to the Chapter Nine institutions and other statutory bodies as well as an ensured compliance with the Public Finance Management Act (PFMA) and internal financial management controls.  The processing of the Correctional Service Amendment Bill will be finalised. 

There was a review and improvement of measures to ensure safety and security of inmates, officials and service providers, which will in turn, reduce incidents of escapes and assaults by 10%. Unnatural deaths will be reduced by 5% as compared to the previous financial year and the completion of installation of security equipment at 25% of correctional centres.  There will be a reduced and even spreading of overcrowding of sentenced offenders as well as a facilitated removal of awaiting trial and sentenced children from correctional centres to appropriate facilities.  Implementation of a comprehensive health care service will take place with a review of the current one and development of the new care programmes.  The maintenance and expansion of a national agricultural and production workshop system will work in favour of poverty alleviation.

The challenges faced by the DCS included provision of three meals to offenders system, the job refinement and enhancement project, increased participation of offenders in rehabilitation programmes, escapes, attracting and retaining scarce skills, the finalisation and implementation of policies and procedures, improved delivery at management area level taking into account local government’s role and the alignment of the planning, budgeting and reporting framework.

Ms Schreiner concluded that they had built on the EMC evaluation and stressed that the DCS had to be more strategically focussed in order to create enabling conditions for delivery on the White Paper.  They have also ensured that all key projects are reflected in the Strategic Plan.  The DCS is now focused on five major projects over a two-year period with six priority areas for 2007/08.

Discussion

Ms W Ngwenya (ANC) wanted to know how the strategic plan was going to address the problem of contractors who had received twenty-four year contracts and had the unfair advantage of previously working for the Department.

Mr Patrick Gillingham (Chief Financial Officer) acknowledged that some personnel had resigned from DCS and joined these companies and that there was nothing in their contracts that prevented them from doing so.  However, that mistake will be corrected with new employees.

The Chairperson commented that these were not ordinary employees, but directors and managers of the companies.

Ms Z Nawa (ANC) emphasised the fact that the Committee received documents late.  She enquired whether the DCS had the correct number of staff on completion of the vetting process.

Ms Sishuba stated that the staff is insufficient.  That was the reason why they implemented the policy of a structured day.  The Centres of Excellence selected were being used as a pilot; if any problems appeared they could be fixed quickly.

Ms Nawa wanted to know if it was possible to rehabilitate staff that failed the vetting.

Ms Schreiner stated that scarce skills are a critical element and that specifically it is more difficult to fill middle and junior level positions once promotions have been made.  The vetting approach adopted was called vetting fieldwork.  It is a long-term plan that spans over five years and would require re-vetting for those who might require specific security clearance.

Mr Alfred Tsetsane (Chief Deputy Commissioner: Corporate Services) wanted to emphasise that vacancies were not as bad as they seemed. There was only a 35% across the board vacancy rate. A staff retention strategy has already been implemented.

Ms Nawa mentioned that the Committee visited a prison in Johannesburg and discovered that the building and the foundation were cracking. Would that specific building be renovated?

Mr Gillingham stated that when a facility is handed over to the Repair and Maintenance Management Programme (RAMP) project of the Public Works Department, DCS is not allowed to continue maintenance on the facilities.  He stressed that they are aware of the situation.

Ms Nawa asked when the feasibility study would be completed, enquiring specifically about timeframes.

Mr Gillingham responded that the feasibility study is due at the end of the month and they would then be able to set a timeframe for when the new prisons will be built.

Ms Nawa asked if the feasibility study was done on all seven prisons.

Mr Gillingham responded affirmatively.

Mr J Selfe (DA) commented that he supported the rehabilitation programmes for offenders and understood the challenges that issues such as overcrowding posed. The answer was in the creation of new generation prisons but there was also a problem in that the buildings are not designed with the space required in mind. When the Committee visited the prison in Johannesburg the inmates were being taught in the passageways and small rooms that were available. It is doubtful that the DCS can reach the goal it set on education and rehabilitation.  It has also been brought to the Committee’s attention that the agricultural programme was actually declining and that it was ultimately because of the lack of staff.  The strategic plan is good on paper but there is a lack of confidence in the DCS’ ability to actually achieve these goals.

Ms Sishuba noted that the targets seemed modest, but they had to work with reality. When it comes to filling vacancies people with scarce skills such as psychologists are rare. However corporate services are working on the problem.  The lessons being given in the passageways shows the creativity of staff even in conditions that are not ideal.

The Chairperson enquired about the number of people who were internally and criminally charged in connection with the findings of the Jali Commission.

Ms Schreiner stated that she did not have the figures at her disposal while in the meeting but she would provide those figures to the Chairperson. All recommendations made by the Commission have been followed up.

Mr S Mahote (ANC) asked if the C-Max prison was part of the vetting procedure.

Mr Mahote wanted to know how compliance by managers would be enforced.

Ms Sishuba said that the DCS were going to be very vigilant and had realised that when it came to compliance one needed to ensure training.  Every manager entered into an agreement with supervisors where the consequences, previously seen as weak, would be more extreme.

Mr N Fihla (ANC) suggested that old prisons be downgraded when it becomes obvious that the structure of the building is no longer reliable.  For instance the prison in Johannesburg, which houses serious offenders, is in need of renovation and it is in the centre of town which means detainees can easily escape. He also suggested that if skilled persons are so scarce why not teach the inmates and in turn have them train other inmates.

Ms Sishuba stated that tertiary students have indicated that they would be interested in doing their internships at the DCS.

Rev L Tolo (ANC) firstly made the remark that the fact that they have not received documents by a reasonable date showed a lack of respect for the Committee.  He suggested that arts and culture should be encouraged among the inmates.

Ms Sishuba responded that there were arts and culture activities available and that there has been an increase in participation.

Mr M Cele (ANC) was concerned that the DCS did not have the necessary implementation tools.

Ms Sishuba assured him that they had and were ready for implementation.

Presentation on DCS Budget

Ms Nandi Mareka, Deputy Commissioner of Finances, did the presentation on the 2007/08 DCS budget. She explained the principles of calculating allocations from a zero base as well as an incremental base as prescribed by the Medium-term Expenditure Framework (MTEF) manual. The zero base deals mainly with non-recurrent expenditure such as capital projects. The incremental base consists of historical data that is taken into account during the budgeting phase as well as cost drivers and offender totals. Inflation was provided for at 5%.  The key cost drivers were personnel totals, inmates including those awaiting trial detainee totals, probationer and parolees as well as strategic intentions. It was all balanced according to the Cabinet approved baseline.

The principle was applied in a more detailed manner per economic classification for current payments for compensation of employees.  The statistics were 464 posts for the major five correctional centers (Grootvlei, Johannesburg, Pretoria, Pollsmoor, Westville), 300 White Paper posts and 118 Head Office posts were captured in rand value.  The budgets for these were, respectively Head Office R32, 3 million; Major Prisons R73, 4 million and White Paper posts R57 million.  Allocation of basic salary was based on salary notches and the annual salary adjustment according to allowances.  The medical aid provision for pensioners was budgeted at R1521 each, serving members were budgeted at R1014.  Provision made for overtime was made in accordance with the rules set by the Basic Conditions of Employment Act. Capital Remuneration, Employment Control Bargain Council, Leave Discounting and Periodic Payment were all allocated based on the per capita cost. 

Discussion

Ms Nawa wanted to know if the DCS’ under spending has in any way hurt them when the 2007/08 budget allocation was considered by Treasury.

Ms Mareka responded that underspending had hurt the Department because it found it difficult to do future spending projections.

Ms Ngwenya wanted to know if Ms Mareka’s presentation responded to those who wanted promotions.

Ms Mareka stated that the report did cater for promotions as long as the minimum criteria were met.

Ms Ngwenya asked what criteria were used to award performance bonuses.

Ms Mareka replied that the criteria were not solely based on doing just the job you were hired to, but for going above and beyond your job description.

Ms Ngwenya asked if management communicated with staff regarding overtime pay.

Ms Mareka stated that there was a collective agreement in place that dealt with overtime pay.

Ms Ngwenya wanted know if medical aid policies were in place.

Ms Mareka stated that the Auditor-General had not found any fault with their existing medical aid policies.

Ms Ngwenya asked if the budget would be spent effectively.

Ms Mareka said the financial managers held regular meetings to tract spending and the Audit Committee presented quarterly reports.

Mr Fihla observed that better policing would increase the number of arrests and consequently inmate numbers which will have an effect on DCS.

Ms Mareka stated that that was expected and that National Treasury would increase funding if the DCS can prove large increases in inmate numbers.

Mr C Burgess (ANC) wanted specific amounts allocated in the budget for labour and indigent gratuities.

Ms Mareka undertook to provide the figures to the Committee as she did not have them with her.

Ms Sishuba apologised for not supplying the meeting documents timeously and assured the Committee that it was not done on purpose. She appreciated the Committee’s comments and promised that they would receive attention.

In his closing remarks, the Chairperson reiterated that early receipt of the documents was important if the Committee were to properly provide oversight. The Committee agreed with the Standing Committee on Public Accounts (SCOPA) that the DCS has a chance for improvement and that the issues are being addressed.  The Committee will do its job and provide support as required.

The meeting was adjourned.

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