Business Plan 2002: adoption; Reportback On Study Tour; Processing Of Arms Deal Report

Public Accounts (SCOPA)

13 November 2001
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Meeting report

PORTFOLIO COMMITTEE ON PUBLIC ACCOUNTS
13 NOVEMBER 2001
BUSINESS PLAN 2002: ADOPTION; REPORTBACK ON STUDY TOUR; PROCESSING OF ARMS DEAL REPORT

Chairperson:
Dr GG Woods

Documents handed out:
Draft Annual Report (See Appendix 1)
Standing Committee On Public Accounts (Scopa) Business Plan For Year 2002 (See Appendix 2)
Business Plan 2002- Performance Indicators (See Appendix 3)

SUMMARY
The Committee adopted a number of reports. Although the report on the Arms Deal is still being awaited, the Auditor General has made a commitment that it will be available within the course of the week for perusal and engagement by Members of the Committee. The three clusters of the Committee tabled their reports

MINUTES
Adoption of Business Plan
Mr V Smith (ANC) proposed that the document be adopted entirely.
Ms R Taljaard (DP) seconded the motion.

Annual Report
Ms Taljaard said the Annual Report is a historical, factual document and therefore it should not contain any inaccuracies. She proposed that instead of just saying that a certain Member has been replaced it must state the circumstances that led to such replacements.
Mr RS Ndou (ANC) said the report on attendance could be easily misconstrued by the members of the public as representing low morale amongst Members of Parliament. He therefore suggested that it should be spelt out clearly when a Member has been re-deployed to attend to party activities and has applied for and granted leave.
Mr V Smith said that the ANC feels the Annual Report should be adopted.
Ms Taljaard suggested that omissions must also be included in the report because it is an historical record.
The Chairperson acceded to the fact that if there are no factual mistakes then the report should be adopted.

Report on the study tour to Australia and Singapore
Mr Ndou gave a brief report on the tour. In Singapore the Speaker elects the Chairpersons of Committees. Even the President is not elected from a party but by the general public through popular elections. They also recognise the legitimate need for state secrecy and the need for public accountability.

Mr Nel (ANC) moved that the report be adopted.

Mr B Kannemeyer cautioned members that the report has recommendations, which still need further research.

Dr G Koornhof (ACDP) seconded the adoption of the report and further stated that it be adopted with a resolution that states adopt it subject to recommendations being properly researched.

Recess mandate Arms: Deal Report
The Chairperson said he had an undertaking from the office of the Auditor General and the Speaker that the report would be available before this coming Friday on which day the Committee is supposed to have a sitting as per programme.
Mr V Smith suggested that they meet on Thursday, as Friday would be impossible because members will go on recess.
Mr Ndou said members seemed to be too optimistic. If they were going to engage with the report on Thursday they would probably still be grappling with the content of the report the following day.
Ms Taljaard said there is a general assumption that the report would be submitted early in the morning.
Dr Koornhof said that there was a need for a coordinated investigation up-front because all the three state agencies are not based in Cape Town.

Mr PA Gerber (ANC) seconded Dr Koornhof.

The Chairperson said he would try to organise the meeting earlier.

Mr V Smith said after getting the report they will need to meet in order to scrutinize the report.
Mr Kannemeyer suggested that members go through the report over the weekend and meet the following Tuesday.

Ms Taljaard there will be a need to corroborate the information contained in the report.
Mr Smith suggested that they meet on the 21November 2001 and meet the state agencies on the 28
November.

The Chairperson stated that they would finalise everything on Monday.

Mr Kannemeyer said according to parliamentary rules the Chairperson can attend to matters pertaining to the Committee and act upon them.

The meeting was adjourned.

Appendix 1
STANDING COMMITTEE ON PUBLIC ACCOUNTS
ANNUAL REPORT - 2001

The Committee and its Sub-Committees
Composition of the Committee and attendance of members

Names

Number of meetings attended

 

 

African National Congress

 

 

 

Mr L Chiba

15

Mr PA Gerber

42

Mr DM Gumede

47

Mrs RR Joemat*

15

Ms NL Hlangwana

46

MR BW Kannemeyer

50

Mr NH Masithela

50

Ms PK Mothoagae

46

Mr BZ Nair

53

Mr AC Nel*

14

Mr RS Ndou

33

Mr VG Smith

54

 

 

Democratic Party

 

 

 

Mr NS Bruce

25

Mr NJ Clelland*

9

Ms R Taljaard

48

 

 

 

 

Inkatha Freedom Party

 

 

 

Ms SA Seaton*

5

Dr GG Woods (chairperson)

52

 

 

New National Party

 

 

 

Mr F Beukman

42

Col A Blaas*

28

 

 

United Democratic Movement

 

 

 

Dr GW Koornhof

47

Kgoshi LC Mothiba*

2

 

 

African Christian Democratic Party

 

 

 

Mr LM Green*

2

 

 

*Alternate

 

 

 

Fluctuations in the attendance of meetings were as a result of clashes in membership with other committees, sick leave and party commitments (with leave granted).
Members who joined the Committee this year are Mr N Masithela, Ms PK Mothoagae, Mr A Nel, Mr NS Bruce, Mr NJ Clelland, Ms R Taljaard, Ms SA Seaton, Mr F Beukman and Kgoshi LC Mothiba.
Other members who were members of the Committee were Mr S Leeuw who became the mayor of Kimberley, Ms B Marshoff who became an MEC in the Free State Province, Mr T Makoetla who became an MEC in Mpumalanga Province, Mr G Doidge who became the Deputy Chief Whip and Mr A Feinstein who ceased to be a member of Parliament. Mr B Bell, Mr G Mckintosh, Mr R Heine and Dr DA Odendaal were replaced.

1.2 Subcommittees
Rule 122 (2) of the National Assembly rules makes provision for a Committee to assign a task to one or more of its members for an internal or administrative purpose. In line with this rule the Committee divided itself into three work groups to facilitate its work better. Each work group has a convener who is elected by the Committee. The work groups consider Auditor-General reports allocated to them and make recommendations to the Committee. Each departmental report and all miscellaneous reports (reports of public entities and constitutional institutions) falling under that report are allocated to the work groups as follows:

1. Peace and security

2. Social Services and Governance

3. Economics

 

 

 

Constitutional Development

Presidency

Agriculture

Correctional Services

Deputy President

Arts, Culture, Science and Technology

Defence

Parliament

Environmental Affairs and Tourism

Foreign Affairs

Communications

Finance

Independent Complaints Directorate

Education

State Expenditure

Justice

GCIS

Labour

SA Police Service

Health

Land Affairs

Secret Service

Home Affairs

Minerals and Energy

 

Housing

Public Enterprises

 

Improvement of conditions of service

Public Works

 

Public Service and Administration

Trade and Industry

 

Public Service Commission

Transport

 

SAMDI

 

 

Statistics SA

 

 

Sport and Recreation

 

 

Water Affairs and Forestry

 

 

Welfare

 

 

Provincial and Local Government

 

 

 

 

 

 

 

 

MEMBERS

VG Smith(convener)

BW Kannemeyer(convener)

DM Gumede(convener)

RS Ndou

PK Mothoagae

PA Gerber

A Blaas

NL Hlangwana

NH Masithela

R Taljaard

RR Joemat

L Chiba

GW Koornhof

AC Nel

B Nair

 

F Beukman

N Bruce

 

NJ Clelland

 

 

 

 

 

 

 

 

 

 

 

1.3. Functions
In terms of rule 206 of the National Assembly rules the Standing Committee on Public accounts must consider:
the financial statements of all executive organs of state and constitutional institutions when those statements are submitted to Parliament;
any audit reports issued on those statements;
any reports issued by the Auditor-General on the affairs of any executive organ of state, constitutional institution or other public body;
any other financial statements or reports referred to the Committee in terms of the rules.
The Committee may also initiate any investigation in its area of competence.
2. Support
The Committee Section of Parliament provides support to the Committee in the form of three committee secretaries, two administrative assistants, a control committee secretary, one secretary to the chairperson and two typists. The Committee does not have a researcher dedicated to it on a permanent basis. Officials from the Auditor-General's Office provide technical support to the Committee.
3. Statistics
The Committee met 54 times during the course of the year 2001. 35 departmental reports and 96 miscellaneous reports were tabled and referred to it. Meetings of the Committee take place every Tuesday and Wednesday. Work groups deliberate on reports allocated to them every Tuesday morning and report back to the Committee.
4. Deliberations
The Committee discussed and compiled its business plan for the year 2002. In terms of the method of work contained in the business plan, when a report is referred to the Committee it is allocated to the relevant work group. The work group then deliberates on it and sends questions to the Accounting Officer. Depending on the response received and the seriousness of the matters contained in a particular report, the subcommittee then recommends either that no further action be taken or that a hearing should take place. Thereafter the work group compiles a draft resolution and submit it to the Committee for adoption.
The Committee engaged in correspondence with the departments concerning matters arising from the Auditor-General's reports mentioned above and in other cases the Committee held hearings and adopted resolutions to Parliament as reflected below.
During the course of the year the Committee held workshops on PERSAL, financial management and the implementation of the PFMA, and value-for-money in Education. The Director-General of the department of Education, Members of the provincial Public Accounts Committees and provincial Education Committees attended the value-for-money workshop.
During the first session of Parliament the Committee formed a subcommittee to deliberate on and draft the follow up report to its 14th report on the Selection Process of the Strategic Defence Packages for the Acquisition of Armaments at the Department of Defence.
A mechanism was put in place for members of the Committee to view confidential documents relating to the Arms Deal, which were in the possession of the Speaker.
 
 
5. Appearances before Committee
The Minister of Defence, Minister of Trade and Industry, and the Minister of Finance appeared before the Committee on 26 February 2001 to brief the Committee on the Selection Process of the Strategic Defence packages for the Acquisition of Armaments at the Department of Defence.
Nine heads of departments appeared before the Committee during hearings on the Auditor-General's reports on their departments. The Commissioner of the South African Revenue Services also appeared before the Committee in connection with the annual report of SARS.
The Auditor-General presented the Report of the Auditor-General for the year ended 31 March 2000 as well as the report of the Auditor-General on Auditing and Financial Management matters in the Public Sector. The deputy Auditor-General also briefed the Committee on progress with the investigation on the Arms Deal as well as the annual report of the Auditor-General.
Director-Generals of the Departments of Correctional Services, Justice, Treasury, South African Police services and the Public Services and Administration attended hearings organised by the Committee on the findings identified during an audit of the Salary Bill at National and Provincial Departments.
The Accountant-General attended a workshop organised by the Committee on PERSAL.
Members of the relevant Portfolio Committees were invited and attended the hearings relating to subjects falling under their Committees.

6. Training sessions and conferences
Members of the Committee attended two training sessions in Johannesburg organised by the Association of Public Accounts Committees (APAC). APAC is an organisation consisting of the nine provincial Public Accounts Committees and the Public Accounts Committee in the national legislature. It organises training sessions for these Committees on a regular basis. The training sessions revolve around themes on financial management and financial oversight and the PFMA. Members of the Committee also attended the APAC national conference in Durban on 28 and 29 May 2001. At the Conference Mr N Masithela and Dr G Woods were elected to the APAC executive.
Four members of the Committee and a committee secretary attended the 6th biennial Australasian Council of Public Accounts Committees (ACPAC) conference held in Canberra, Australia on 4-6 February 2001. Mr B Kannemeyer attended a training seminar for members of the Namibian National Assembly's Public Accounts Committee in March 2001.

Dr G Koornhof, Ms R Taljaard and Mr B Kannemeyer attended the Arms Deal hearings that took place in Pretoria.
Members from the North West Provincial Legislature Public Accounts Committee and the Namibian Public Accounts Committee attended hearings of the Standing Committee on Public Accounts. The Committee also met and exchanged views with a delegation from the Mozambican Parliament.
Ms K Mothoagae and Mr D Gumede addressed students who were visiting Parliament from Technikon Northern Gauteng on the functions of the Committee.

7. Hearings
The Committee conducted hearings on the following Auditor-General's reports:

report on the findings identified during an audit of the Salary Bill at national and provincial departments (RP 163-2000).

report on the financial statements of the Government Communication and Information Systems for the year ended March 2000.

report on the financial statements of the Department of Justice and the Legal Aid Board for the Year ended March 1999.

report on the financial statements of the South African Revenue Service for the year ended March 2000

report on the financial statements of Department of Welfare for the year ended March 2000.

report on the financial statements of the South African Police Services for the year ended March 2000.

General report of the Auditor-General for the year ended March 2000.

report on the financial statements of the Department of Home Affairs for the year ended March 2000.

report on the financial statements of the Department of Correctional Services for the year ended March 2000.

report on the financial statements of the Department of Health for the year ended March 2000.

report on the financial statements of the Department of Education for the year ended March 2000.

report on the financial statements of the Department of Justice for the years ended March 2000, March 2001 and the Special Review of the Deposit Account administered by the Department of Justice and Constitutional Development and related matters.
 
8. Tabling
The Committee tabled the following reports:

progress report flowing from the Committee's 14th report on the strategic Defence Procurement (ATC p413).
progress report on the Strategic Defence Procurement Package dealing with the progress with the investigation. interaction with the Ministers and the engagement with correspondence from the Leader of Government Business (ATC p575).
report of the Standing Committee on Public Accounts on the reports of the Auditor-General on the financial statements of Government Communication and Information System for the year ended 31 March 1999 and for the year ended 31 March 2000 (ATC p1056).
report of the Standing Committee on Public Accounts on the report of the Auditor-General on the financial statements of the Truth and Reconciliation Commission for the year ended 31 March 2000 (ATC p1060).
report of the Standing Committee on Public Accounts on the various reports of the Auditor-General on the Multiparty Negotiation Process: Conference Facilities at World Trade Centre (ATC p1185).
report of the Standing Committee on Public Accounts on the report of the Auditor-General on the findings identified during an audit of the Salary Bill at national and provincial departments (ATC p1188).
report of the Standing Committee on Public Accounts on the report of the Auditor-General on the financial statements of the South African Revenue Services for the year ended March 2000 (ATC p1225).
report of the Standing Committee on Public Accounts on the report of the Auditor-General on the financial statements of the Department of Education for the year ended March 2000.
report of the Standing Committee on Public Accounts on the report of the Auditor-General on the financial statements of the Department of Health for the year ended March 2000.
report of the Standing Committee on Public accounts on the report of the Auditor-General on the financial statements of the Department of Home affairs for the year ended March 2000.
report of the Standing Committee on Public Accounts on the report of the Auditor-General on the financial statements of the Department of Welfare for the year ended March 2000.
report of the Standing Committee on Public Accounts on the report of the Auditor-General on the financial statements of the South African Police Service and the Secretariat for Safety and Security for the 1998-1999 and 1999-2000 years and a brief review of the Auditor-General's report for the year 2000-2001.
report of the Standing Committee on Public Accounts on the report of the auditor-General on the financial statements of the Department of Foreign Affairs for the year ended March 2000.
report of the Standing Committee on Public Accounts after reviewing the reports of the Auditor-General for the years 1997-1998, 1998-1999 and 1999-2000 on the Department of Justice.
report of the Standing Committee on Public Accounts on the study tour to Singapore and the 6th Biennial Australasian Council of Public Accounts Committees conference held in Canberra, Australia.
9. Review of year's work - recommendations and conclusions
The first half of the year tended to be dominated by issues relating to South Africa's Arms Procurement Package. This proved disruptive and did not allow the Committee to process as much work as in previous years. The Committee did however, reestablish its production routines in the second half of the year.
A feature of the experience of dealing with the Arms Procurement Package was the Committee's testing of both Constitutional provisions and rules of the National assembly especially insofar as this raised questions regarding the roles of the Executive, chapter nine institutions, Parliament and even Parliamentary Committees. This proved to be a valuable learning experience.
The Committee wishes to recommend that three dedicated researchers be assigned to it, and also that predetermined evaluation of performance be included in next year's annual reports.

Appendix 2
Standing Committee on Public Accounts - Business Plan 2002
STANDING COMMITTEE ON PUBLIC ACCOUNTS (SCOPA)
BUSINESS PLAN FOR YEAR 2002
 
MISSION
Guided by the Constitution and the rules of Parliament, SCOPA will promote effective and efficient financial management of, and the accountability for, all matters concerning public finance. To this end it will exercise a rigorous oversight role to ensure maximum value for each taxpayer rand in such a way that it contributes towards the improvement in the quality of life of all South Africans.
 
GOALS
For SCOPA to earnestly pursue its MISSION this year, it has as its four overriding goals:
to cover a greater volume of work which is of relevance to its MISSION. This in terms of the number of state related bodies and finance-related issues it actively exercises oversight over.
to strengthen the qualitative aspects of its investigative work. This in order to more fully understand and more fully respond to existing areas of financial management weakness and under-performance.
to increase the consistency, regularity and assertiveness of follow-up actions where corrective action has been deemed necessary.
to more assertively and creatively influence improvements in financial management, wherever this might be necessary in the broader public sector.
 
 
THE "BUSINESS PLAN" (15 areas of action)

In order to achieve its goals, SCOPA has to significantly increase its work capacity and its range of relevant abilities. This is to be achieved by engaging the aims, which constitute this business plan. In general terms these business plan, and aims which underpin it, seek to achieve the following :
an improved rolling annual plan;
improved knowledge and skills;
- improved support from the secretariat and a research resource;
- improved relationships with relevant role players; and
- improved self appraisal of performance.
 
a) Towards covering a greater volume of relevant work :
AIM 1 : To process all Auditor-General's reports tabled in the National
Assembly.
ACTION : Each report to be allocated to a SCOPA work-group (see annexure A and
annexure B) and scheduled into SCOPA's work programme for the year
(see annexure C). These work-groups to follow the prescribed method
of work (see annexure J).

AIM 2 : To monitor and promote each of the main financial management themes
which transverse state departments and institutions (see annexure E).
ACTION : As each work-group processes the Auditor-General reports assigned to it,
in its report-back to SCOPA it will always comment against these key
themes/issues of financial management. The Secretariat will, in a
separate register, record these comments (by institution and by theme).
This will produce a bigger picture of the state of Financial Management
from which SCOPA can monitor progress and motivate action through
the National Treasury. Individual audit committees will
also be consulted regarding these key areas of concern. Where the
areas of concern seem to be serious and far-reaching, a report will be
issued and a debate in the National Assembly will be requested.
AIM 3 : To undertake various studies/investigations concerning the financial
management and use or misuse of material sums of public finance
(see annexure F).
ACTION: These investigations will be assigned to individual work-groups (see
annexure B), who together with the SCOPA researcher will undertake
the required study. Such studies will be factored into SCOPA's work
programme (see annexure C). Upon completion, and depending on its
findings, the study will be passed on to the National Treasury and
whichever other department/s are concerned for their attention. SCOPA
will log such developments into its follow up register (as is maintained
by its Secretariat) (see annexure J). Where the areas of concern seem
to be serious and far-reaching, a report will be issued and a debate in the
National Assembly may be requested.
AIM 4 : To actively promote the successful implementation of the Public
Finance Management Act and the accompanying Treasury
Regulations.
ACTION : This, by becoming knowledgeable about the content of this Act and its
applications (see annexure F), by including this as an item of necessary
education on SCOPA's work programme (see annexure C). To remain in
regular communication with the National Treasury throughout the
implementation stages of the Act, and to advise and encourage urgency
whenever necessary. To monitor the preparedness, progress and
application, regarding the provisions of the new Act, in all within all
state institutions.

b) Towards a more thorough and rigorous engagement of its work :
AIM 5 : To employ a more effective method of work.
ACTION : Through the introduction of a new method of work, which not only
allows for SCOPA to process more work, but also for it to process its
work more thoroughly - also through greater empowerment of individual
SCOPA members. The new method of work will also introduce a more
rigorous follow-up system (see annexures C and I). This change is also
intended to strengthen members independence.

AIM 6 : To employ a more sophisticated planning approach and use of time.
ACTION : Again by way of the new method of work (see annexure J) and work
programming approach (see annexure C).
AIM 7 : To improve the knowledge, understanding and skills of Members (see
Annexure G).
ACTION : Members to become increasingly conversant and proficient through the
holding of lectures by experts in relevant fields, study courses, the
development of a SCOPA handbook, overseas study tours, visits to
government departments and through interactions with the SCOPA
researcher/s, the Auditor-General's office, IPFA and APAC.

AIM 8 : To improve the support given by SCOPA's Secretariat.
ACTION : Through commitment to the provision of a necessary range of services
and service standards. (see Annexure I). To assist and support the
Secretariat directly and/or through the Committee Section - towards
establishing these services and standards.

AIM 9 : To establish a SCOPA research capacity (3 analysts).
ACTION : By pursuing the necessary funding from Parliament, local and
international sources for the employment of three suitably qualified
analysts/researchers. These researchers to assist Members with analysis
of A.G. reports, development of SCOPA recommendations and with the
formulation and carrying out of other SCOPA studies (see Annexures E
and F).

AIM 10 : To maintain constructive and purposeful engagements with Accounting
Officers.
ACTION : Keeping in regular communication with Directors General and other key
Accounting Officers. To impress upon them their functional
responsibilities regarding financial management - and the related
accountability, impressing upon them the resolve of SCOPA to see
Improvements in the use of state finances and other assets.

AIM 11 : An active and productive relationship with the National Treasury.
ACTION : Encouraging the Department to study AG reports, to participate more
and to support the recommendations made. To understand the relevance
of SCOPA's work to its own stated role. For SCOPA to meet with the
Department on a regular basis so as to coordinate respective efforts
towards improving public sector financial management.

AIM 12 : To obtain maximum media coverage of SCOPA activities. This to keep
the general public informed about their finance-related interests which
are managed by the state. Through the threat of negative publicity to
deter all those in government who are there to serve their own
interests, and through the reward of positive coverage to encourage
those who are there to serve the public interest.
 
ACTION : To promote an open, honest and interactive relationship with all members
of the media. To always be accessible to them and to get to know their
reporting needs. To develop a common understanding of our joint role in
serving a large and important area of public interest.

AIM 13 : To develop other important relationships (see Annexure H)
ACTION : To more fully understand the role of these other players and the necessity
to interact with them. To engage in communication that is relevant and
beneficial to SCOPA work.

AIM 14: To pursue a strong follow-up of all SCOPA resolutions/recommendations,
requests for information etc. until satisfactorily responded to on a timeous basis.
ACTION : This will be enforced by the introduction of the new Method of Work
(see annexure J), the new approach to setting SCOPA's yearly
programmes of work (see annexure C) and the management of its
STATUS report.

c) Towards an evaluation of SCOPA's performance:
AIM 15 : To develop and set performance criteria which are aligned to SCOPA's
Stated aims - in order that SCOPA's effectiveness can be evaluated.
Besides indicating any SCOPA progress, such evaluation would also serve
to highlight any weaknesses and/or opportunities to which SCOPA could
positively respond.
ACTION : Performance criteria will be established against which each area of action
prescribed in this business plan can be appraised. (see annexure K).
The publication of SCOPA's Annual Report (see annexure C), will, from
the end of year 2002, include the results of each years performance
evaluation of SCOPA.
 
ANNEXURE A.
ASSIGNMENT OF MEMBERS TO WORK-GROUPS
 
WORK-GROUP
1: Peace and Security
VG Smith (convener)
RS Ndou
A Blaas*
R Taljaard
GW Koornhof
L Chiba
2: Social Services and Governance
BW Kannemeyer (convener)
PK Mothoagae
NL Hlangwana
RR Joemat*
AC Nel*
F Beukman
NJ Clelland*
3: Economics
DM Gumede (convener)
PA Gerber
NH Masithela
B Nair
N Bruce
 
ANNEXURE B.
ALLOCATION OF WORK

GROUP AG REPORT/VOTES AG REPORT/MISC.

Group 1
JUSTICE AND CONSTIT. L.A.B.
JUSTICE DEP A/C
SIU
HRC
TRC
SANDF
SAPS
INTELLIGENCE
SECRET SERVICES
CORRECTIONAL SERVICES
FOREIGN AFFAIRS
INDEPENDENT COMPLAINTS DIRECTORATE

Group 2

PRESIDENT STATE PRESIDENT'S FUND
RDP
DEP PRESIDENT NATIONAL YOUTH COM
COMMUNICATIONS RADIO THOHOYANDOU
CAPITAL RADIO
TRANSKEI BROADCASTING COOPERATIONS
ICASA (IBA/SATRA)
COMMUNICATIONS & HR FUND
PROV AND LOCAL GOVT LOCAL AUTHORITIES LOAN FUND
PUBLI SERV. & ADMIN TRAINING FUND FOR LOCAL GOVT. BODIES
SITA
PUBLIC SERV. COM.
WATER AFFAIRS & FORESTRY: WATER RESEARCH COMMISSION
GOVT COM/INFO SERV.(GCIS)
STATS SA
HOME AFFAIRS GOVERNMENT PRINTING WORKS - UMTATA
IEC
HOUSING SA HOUSING TRUST
HOUSING BOARD

HEALTH HEALTH DONATIONS FUND
KING GEORGE V SILV JUBILEE FUND FOR TB
SA MEDICAL RESEARCH COUNCIL
UNIVERSAL SERVICE AGENCY
PARLIAMENT
SAMDI
EDUCATION
JLB SMITH INSTITUTE FOR ICHTHYOLOGY
SA QUALIFICATION AUTHORITY
WELFARE IDT
DISASTER RELIEF FUND
REFUGEE RELIEF FUND
SOCIAL RELIEF FUND
SA LIBRARY FOR THE BLIND
GUARDIANS FUNDS

SPORT AND RECREATION

Group 3
NATIONAL TREASURY PENSION AND PROV FUND & STABILIZAT A/C
FSB PIC
NATIONAL SUPPLIES PROCUREMENT FUND
ECONOMIC CO-OP PROMOTION LOAN A/C
SARS
SARB
AGRICULTURE TOBACCO BOARD
WHEAT BOARD
CITRUS BOARD
MAIZE BOARD
COTTON BOARD
MILK BOARD
MOHAIR BOARD
SORGUM BOARD
OILSEEDS BOARD
SA WOOL BOARD
MEAT BOARD
DRIED FRUIT BOARDCANNING FRUIT BOARD
AGRICULTURE RESEARCH COUNCIL

LAND AFFAIRS LAND AND AGRICULTURAL BANK OF SA
ENVIRON+TOURISM NATIONAL HIKING WAY FUND
NATIONAL ZOOLOGICAL GARDENS
SA NATIONAL PARKS
SA TOURISM BOARD
ARTS, CULTURE,SCIENCE, TECHNOLOGY FOUNDATION FOR EDUCATION SCIENCE,TEC
NATIONAL ENGLISH LITERARY MUSEUM
CSIR
HSRC
FRD

LABOUR UIF
WORKMANS COMPENSATION FUND
MANPOWER DEVELOPMT AUTHORITY - BOP
CCMA

TRANSPORT SA RAIL COMMUTER CORP. LTD
NATIONAL ROADS FUND AND TOLL ROADS URBAN TRANSPORT FUND
MULTILATERAL MV ACCIDENT FUND
ROAD ACCIDENT FUND
 
PUBLIC WORKS ACACIA PARK BOARD OF CONTROL
MINERAL AND ENERGY MOSSGAS CO'S, SOEKOR, SYNCAT
COUNCIL FOR NUCLEAR SAFETY
CEF
COUNCIL FOR MINERAL TECHNOLOGY
COUNCIL FOR GEOSCIENCE
MINES AND WORKS COMPENSATION FUND
SA DIAMOND BOARD
EQUALISATION FUND
NATIONAL ELECTRICITY REGULATOR
MINTEK

PUBLIC ENTERPRISES ESKOM
TELKOM
TRANSNET
TRADE AND INDUSTRY LIQUIDATION ACCOUNT REFSA/ENERKOM/COTEC/PA TRADE/COTEC
DEV (PTY) LTD
REINSURANCE FUND FOR EXPORT CREDIT
SABS
NTSIKA ENTERPRISES PROMOTION AGENCY

ANNEXURE C
A program similar to the one below would be developed and evolve as the year unfolds and as Auditor-General's reports get referred to the Committee.
DATE ACTIVITY WORK week AG Reports GROUP
begin Vote and misc. hearings
Public Serv/Ad. 2
07/02 Education
Arts,Culture etc
14/02 Justice
21/02 budget week
28/02 budget week
06/03 SportandRec. GCIS 2
13/03 Foreign Affairs
constituency break (two weeks)
05/04 Welfare 2
12/04 Public Enterprise 3
TRC
17/04 Group/Plenary work
recess break (two weeks)
08/05 Trade and Ind.
Spec. Agency Report
PFMA workshop (5-9pm, Mon 8th.)
15/05 Land Affairs Agriculture
22/05 Water Forestry
I.B.A./Satra

APAC and IPFA conferences
05/06 Public Works
Communications 2
12/06 No hearings - parliament sitting
19/06 Preparation for extended hearings
26/06 SARS Mineral and Energy
27/06 SAPS
Labour
UIF
28/06
Correct.Service Mineral/Energy 29/06 Justice
LAB 1
SANDF
1
recess break ………….
04/09 Group work - resolutions
05/09 Group work - resolutions
06/09 Plenary - resolutions
AG. - Annual Report presentation
07/09 Group work - complete resolutions
plan for hearings
follow-up work
08/09 SCOPA day off
11/09 groups report back/preparation for FM hearing
13/09 FM hearing All
18/09 passing of resolutions/preparation for Transport hearing D
22/09 Transport/Health - note Mon. 25/09 public holiday) D
02/10 Group report back/preparation for Housing/Housing Fund hearing D
04/10 Housing/Housing Trust hearing/resolutions D
09/10 Group report back/resolutions/preparation for SANDF hearing B
11/10 SANDF hearings (3 reports)
13/10 PFMA workshop with Treasury and Auditor General
break for local government elections work
30/10 Group work/report back, resolutions
01/11 Hearing, SAMDI,IPFA, Persal performance audit ??
other work :
completion of all 2002 audit report work
Secret Services hearing
Parastatal hearing
Educational workshops
March 2002 AG reports
Overseas Study Tour (depending on parliamentary programme)
ANNEXURE D.
SCOPA ANNUAL REPORT - FRAMEWORK
Content
The Committee and its Sub-Committees
Composition
Functions
Support
Administrative
Personal
Research
Statistics
Committee sittings
Attendance of members
Reports, Papers produced
Any other
Deliberations
Legislation and related matters
National Policy - Green Paper, White Paper, Committee Policy Documents
Delegated Legislation
Departmental Budget
any other
Appearance before Committee
National Minister or Deputy Minister
Departmental officials
C.E.Os of Statutory Bodies and Public Entities
any other
Review/ analysis/Scrutiny
Annual reports
Auditor-General's report/s
Papers, Reports referred to the Committee in ATCs
Any other
Briefings
Public Hearings/ Fact Finding / Investigations
Visits
National
International
Tabling
Reports
Any other
Public Participation activities / Interaction with institutions etc.
12. Review of year's work - Recommendation/s and conclusions
(Performance evaluation to be introduced at the end of year 2002)
ANNEXURE E.
MAIN TRANSVERSAL FINANCIAL MANAGEMENT THEMES/ISSUES
Internal Control
internal audit
audit committees
internal prescripts
Cash Management
Working Capital
stocks and stores
debtors
Quality of accounting work
Timely completion of accounting deadlines
Monthly bank reconciliations
Use of suspense accounts
Asset registers
Capital Expenditure/Disposal of assets
Tender/procurement practices
Budget transfers (to provinces, agencies etc.)
Value-for-money issues as and when the Committee identifies them
Various training bodies/Initiatives:
is the state getting value for these initiatives
is adequate training taking place
Etc.
ANNEXURE F.
LIST OF "OTHER SCOPA WORK"
(i.e. work other than A.G. reports, but which falls within the Committee's broader mandate - see Parliamentary Rules)
 
SARS: the issue of revenue collection in terms of tax law. The admin improvement progress/ cost of collection / revenue estimation.
Property sales: on what basis is the state/parastatals selling property - method, valuations and price fixing.
Privatisation the executive is making decisions as to what the state receives for state assets that are being/planned to be sold. Where is the parliamentary oversight.
Parastatals: how well are these being run. Is the state getting an acceptable return on its investment ?
SA Reserve Bank: bad management of its forward book can mean a cost for the country.
Fraud/corruption: A closer look into the nature and extent of this in the public sector.
Financial training: what progress is being made
Computer purchases: good practices / optimal purchases / containment of "extra" costs
Public Entities: inc trading operations - bringing these all into the oversight net.
Stock investments: good control / economic levels etc.
PFMA: ongoing involvement in its implementation. In particular performance provisions.
Homeland Accounts: to be finalised.
Accumulated leave: to be assessed and reduction planned.
Etc.
ANNEXURE G.
AREAS OF KNOWLEDGE, UNDERSTANDING AND SKILL THAT WILL BE USEFUL TO MEMBERS
Relevant legislation and regulation
PFMA
Treasury Instructions
Norms and Standards
PSA
PSR
Disciplinary Code
Relevant parliamentary rules and procedures
Accounting principles and practices
Financial Management principles and practices
Auditing principles and practices
Corporate Governance and ethics
Scope and nature of fraud/corruption in the Public sector
Scope and nature of waste/inefficiency in the Public Sector
Analytic/investigative ability
Cross-examination skills
Report/resolution writing
Etc.
ANNEXURE H.
SCOPA'S RELATIONSHIPS
Secretariat
Researcher/s
Auditor-General's Office
Provincial Public Accounts Committees
Audit Committees of Departments/Institutions
Portfolio Committees
Directors General/Accounting Officers
Cabinet Ministers
National Treasury
Media
APAC
IPFA
SAICA
State Law Advisors
Parliamentary Law Advisors
State Attorney
Etc.
ANNEXURE I.
THE ROLE AND RESPONSIBILITIES OF THE SCOPA SECRETARIAT
 
As per Committee Section stipulated responsibilities:
Meeting procedures
Arrange meetings - issue notices of meetings
Arrange refreshments
Attend meetings
Record proceedings
Write up minutes of meetings
Arrange hearings - Issue invitations
Confirm attendance
Prepare any documentation
 
Routine responsibilities as per annexure L.
Also :
To set up and maintain a filing system (archives) by vote / public entity (for past 3 to 5 years), including :
All related correspondence
All related resolutions
All transcriptions of SCOPA hearings
All other evidence
All Treasury replies
All courses of action decided upon by SCOPA
Annual reports
A correspondence received register:
Recording the source
Recording the date of receipt
The subject matter
To whom distributed
If it required a response, and if so diaries for SCOPA
A diary/follow-up system:
Recording all SCOPA requests for information and all deadline dates
Recording all SCOPA decisions for action
A register to record financial management issues
An efficient communication system/arrangement

Appendix 3
STANDING COMMITTEE ON PUBLIC ACCOUNTS
PERFORMANCE INDICATORS

AIM

ACTION

PERFORMANCE INDICATOR

RESPOSIBILITY

NO

DESCRIPTION

1

To process all Auditor-General's reports referred to SCOPA.

Each report to be allocated to a SCOPA workgroup and scheduled into SCOPA's work programme.

  1. Review of a report to be completed within-
    Five sitting months of its referral to SCOPA if there is not going to be a hearing; and
    Eight sitting months of its referral to SCOPA if there is going to be a hearing. (Refer to column 6 and 15 of Status Report).

Convenors (to expedite cluster review process).
Chairperson (effective hearing programming)
 
 

2

To monitor and promote each of the main financial management themes which transverse state departments and institutions.

As each workgroup processes the Auditor-General reports assigned to it, in its report back to SCOPA it will always comment against theses key themes/issues of financial management. The Secretariat will, in a separate register, record these comments (by institution and by theme). This will produce a bigger picture of the state of Financial Management from which SCOPA can monitor progress and motivate action through National Treasury. Individual audit committees will also be consulted regarding these key areas of concern. Where the areas of concern seem to be serious and far reaching, a report will be issued and a debate in the National Assembly may be requested.

1. Are financial management themes incorporated in the standard questions submitted as part of the preliminary questions to accounting officers? Do the questions posed during the hearing focus on the themes?

SCOPA must at least once annually identify the themes for the year.
Convenors must use checklist (kept by secretariat) to ensure coverage of themes during hearing preparation.
 
 

3

To undertake various studies/ investigations concerning the financial management and use or misuse of material sums of public finance.

These investigations will be assigned to individual work-groups that together with the SCOPA researchers will undertake the required study. Such studies will be factored into SCOPA's work programme. Upon completion and depending on it's findings, the study will be passed on to the AG, National Treasury and whichever other departments are concerned - for their attention. SCOPA will log such developments into its follow up register (as is maintained by the Secretariat). Where the areas of concern seem to be serious and far-reaching, a report will be issued and a debate in the National Assembly may be requested.

(1). Successful completion of at least two studies during 2002.
(2). Achievement of all research objectives/deliverables.
(3) Compliance with deadlines

SCOPA workgroup and National Treasury.
Study topics identified by plenary.
Clear research proposals and outcomes.
 
Realistic planning (deadlines).
Monitoring by plenary on bi-weekly basis.
 
 

AIM

ACTION

PERFORMANCE INDICATOR

RESPOSIBILITY

NO

DESCRIPTION

4

To actively promote the successful implementation of the Public Finance Management Act and the accompanying Treasury Regulations.

This, by becoming knowledgeable about the content of this Act and its applications, by including this as an item of necessary education on SCOPA's work programme. To remain in regular communication with National Treasury throughout the implementation stages of the Act, and to advise and to encourage urgency whenever necessary. To monitor the preparedness, progress and application, regarding the provisions of the new Act, in all within all state institutions.

  1. Members know relevant provisions of the PFMA.
    SCOPA reviews progress against PFMA implementation plan target dates at least twice during 2002.

Questions regarding the implementation of PFMA to be incorporated in the standard questions. (prevent duplication of OAG questionnaire)
Questions posed during the hearing - SCOPA workgroup.
 
 
 

5

To employ a more effective method of work.

Through the introduction of a new method of work, which not only allows for SCOPA to process more work, but also for it to process its work more thoroughly - also through greater empowerment of individual SCOPA members. The new method of work will also introduce a more rigorous follow-up system.

An increase in the number and quality of SCOPA reports tabled.
A measurable increase in the effectiveness of follow-up system (e.g. time between Report tabled and response received; time between response received and reviewed; ratio of responses reviewed).
 
Rate of acceptance of SCOPA recommendations by Minister/departments.
SCOPA members sense of work satisfaction (measured at least twice a year).
 
 
 
 

Adhere to method of work (All).
Effective meeting procedure (chair, convenors, secretariat). Effective committee administration.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

 

AIM

ACTION

PERFORMANCE INDICATOR

RESPOSIBILITY

NO

DESCRIPTION

6

To employ a more sophisticated planning approach and use of time.

Again by way of the new method of work and work programming approach.

Flexible quarterly programmes fixed by beginning of term.

Projected tabling dates of AG special reports available on quarterly basis. (OAG)
Follow-up diary available on quarterly basis. (Secretariat)
Schedule of expected tabling dates of "Treasury replies" included on the status report. (OAG)
 
 
 

7

To improve the knowledge, understanding and skills of Members.

Members to become increasingly conversant and proficient through the holding of lectures by experts in relevant fields, study courses, the development of a SCOPA handbook, overseas study tours, visits to government departments and parastatals and through interaction with the SCOPA researcher/s, the Auditor-General's Office and IPFA.

At least two training interventions per year.
Schedule obtained from APAC.
Members to identify individual training needs and to be forwarded to Committee
Secretariat for incorporation in work programme.
 
 

SCOPA

8

To improve the support given by SCOPA's secretariat.

Through commitment to the provision of a necessary range of services and service standards. To assist and support the Secretariat directly and/or through the Committee Section - towards establishing these services and standards.

Availability of agenda, documents, transcripts by agreed upon deadlines.
Effective follow-up actions (pro-active, complete, etc).
Accurate procedural advice.
Complete filing system.
 
 

Committee Secretariat.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

 

AIM

ACTION

PERFORMANCE INDICATOR

RESPOSIBILITY

NO

DESCRIPTION

9

To establish a SCOPA research capacity (3 analysts).

By pursuing the necessary funding for the employment of two/three suitably qualified analysts/researchers. These researchers to assist all Members with analysis of AG reports, development of SCOPA recommendations and with the formulation and carrying out of other SCOPA studies.

Achieving of deadline as determined in advertisement.
Appointment of appropriately qualified and experienced researchers by 1/1/02
 
 
 
 

SCOPA to approach Parliament

10

To maintain constructive and purposeful engagements with Accounting Officers.

Keeping in regular communication with Directors-General and other key Accounting Officers. To impress upon them their functional responsibilities regarding financial management - and the related accountability. Impressing upon them the resolve of SCOPA to see improvements in the use of state finances and other assets.

 
 
 
 
 
 
 
 
 

SCOPA

11

An active and productive relationship with National Treasury.

Encouraging National Treasury to study AG reports, to participate more actively in SCOPA hearings, to engage SCOPA resolutions seriously and to support the recommendations made. To understand the relevance of SCOPA's work to its own stated role. For SCOPA to meet with National Treasury on a regular basis so as to coordinate respective efforts towards improving public sector financial management.

NT adopts SCOPA recommendations for enhancement of Treasury Instructions
Increased NT participation in hearings
 
 

  • Clusters to identify possible role/questions for NT during hearing preparation.

12

To obtain maximum media coverage of SCOPA activities. This is to keep the general public informed about their finance-related interests, which are managed by the state. And through the threat of negative/ positive publicity to also deter all those in government who are there to serve those interests.

To promote an open, honest and interactive relationship with all members of the media. To always be accessible to them and to get to know their reporting needs. To develop a common understanding of our joint role in serving a large and important area of public interest.

Bi-annual review

SCOPA
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

 
 

AIM

ACTION

PERFORMANCE INDICATOR

RESPOSIBILITY

NO

DESCRIPTION

13

To develop important relationships (including Cabinet Ministers).

To more fully understand the role of these players and the necessity to interact with them. To engage in communication that is relevant and beneficial to SCOPA work.
 
 
 

 

SCOPA

14

To pursue a strong timeous follow up of all SCOPA resolutions/recommendations, requests for information etc…until satisfactorily responded to.

This will be enforced by the introduction of the new Method of Work, the new approach to setting SCOPA's yearly programmes of work and the management of its Status Report.

Effective adherence to Method of Work.
Tabling of responses within 60 days of adoption of resolution.
Effective uses of follow-up register and deadlines as determined.
Monitoring of follow-up register and deadlines as determined.
 
 
 
 

  • Committee Secretariat.
    Secretary of Parliament?

15

To develop and set performance criteria that are aligned to SCOPA's Stated aims - in order that SCOPA's effectiveness can be evaluated. Besides indicating any SCOPA progress, such evaluation would also serve to highlight any weaknesses and/or opportunities to which SCOPA could positively respond.
 
 
 

Performance criteria will be established against which each area of action prescribed in this business plan can be appraised. The publication of SCOPA's Annual Report, will, from the end of the year 2002, include the results of each year's performance evaluation of SCOPA.

Evaluations of performance against indicators will be included in the annual report.

SCOPA
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

 
 

AIM

ACTION

PERFORMANCE INDICATOR

RESPOSIBILITY

NO

DESCRIPTION

16

General Aims
Businesslike operations by all concerned
 
 
 
 
 
 
Efficiency of various SCOPA stages (see status report)
 
 
 
 
 
 
 
 
 

 
 
Starting on time; full attendance timeous documentation
 
 
 
 
 
 
Clusters and plenary to expedite each stage of the review process
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 
 
-90% of meetings starting on time;
-90% attendance
-all documents received at least 24hrs in advance
 
Time taken to complete full review cycle
-Time taken to complete each stage per bench mark determined in advance.
 
 
 

 
 
All
 
All
Secretariat
 
 
Convenors and Chairperson
Convenors

 

 
 

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