Hanis Project; Working Relationship between SITA &Department; Security of Official Documents: briefings

HOME AFFAIRS PORTFOLIO COMMITTEE
18 August 2006
HANIS PROJECT; WORKING RELATIONSHIP BETWEEN SITA AND DEPARTMENT; SECURITY OF OFFICIAL DOCUMENTS: BRIEFINGS

Chairperson: Mr H Chauke (ANC)

Documents handed out:
Department of Home Affairs presentation

SUMMARY
The Department of Home Affairs provided a briefing on the Home Affairs National Identification System to Members. The Committee intended to investigate progress made in implementing a new information system within Home Affairs. The working relationship between the State Information Technology Agency and the Department was also a priority. The Deputy Minister of Home Affairs provided a brief overview of progress achieved. A policy decision o the smart card was still to be taken at Cabinet level. The Back Record Conversion project had been completed. Input was also made by the Public Service commission, Sita and the Government Printing works.

Members asked various questions including the type of information to be included on the smart card, when a final decision on the smart card would be taken, possible adverse consequences to the Hanis project by key resignations, links to rural Home Affairs offices, the relationship between Sita and the Department, steps to enhance security of documents and the need to continue the smart card project.

MINUTES
The Chairperson stated that the intention of the meeting was to establish how the Department of Home Affairs was dealing with the challenges related to information systems. The security of all identification documents was of paramount importance. Members had discovered during recent oversight trips that many Home Affairs offices had inferior information technology and consequently continued to use outdated application forms. Improved systems were needed. A meeting would be held on the 23 August 2006 to receive high-level feedback on progress with the implementation of new systems. The Committee was interested in the nature of the working relationship between the Department and Sita. Progress with regard to the smart cards was also of interest.

Deputy-Minister of Home Affairs briefing
Mr Malusi Gigaba (Deputy-Minister-Home Affairs) declared that the Hanis project and related matters dealt with the crucial issue of service delivery. Poor service had an adverse effect on citizens and visitors alike. The challenges for Hanis were outlined in the Budget Vote of 2006. Timelines were in place and were being met. A Disaster Recovery Site project had been established. The smart card and e-passport were issues that still had to be addressed. Discussions were underway with National Treasury regarding the smart card. The smart card project was a joint project with various relevant departments. The technical capacity of the Department was being constantly evaluated. The Government Printing Works would implement an equipment replacement programme. No detail on security features of documents would be provided in the interests of the integrity of security. The South African passport was the third best secured document in the world. No leakages in production of documents had occurred in recent years. More security features would be added to all documents. Three stages would be followed in improving the system. Government printing works would occupy new premises in 2008 with concomitant enhanced equipment. One co-ordinated point of production would be created. Interim measures would be introduced in 2007. Plans to facilitate the objectives would be finalised in the present financial year. Any fraudulent activities bedevilling the process would be eradicated. A communication campaign would be installed to promote better protection of documents by citizens. Citizens had to display a greater sense of responsibility towards their identification documents. Enhanced relations between key roleplayers would be encouraged.

Department of Home Affairs presentation
Mr K Hlahla (Government Information Technology Office-DHA) provided an historical background to Hanis following the issuing of a state tender in 1996. The contract was awarded in 1999. Various key individuals had resigned in 2002. The appointment of a new Director-General in 2003 had provided greater impetus to the Hanis project. A Turnaround Strategy had been formulated and introduced. Back Record Conversion was completed in July 2006. Remaining case files were now being processed. Approximately 26.8 million records had been digitised by 31 July 2006. The Department had spent R 1.2 billion on the Hanis project. The Hanis system objectives were outlined.

Discussion
The Chairperson asked whether the Department could provide detail on the Information Technology strategic plan.

Mr Hlahla responded that the plan could be forwarded to Members in due course.

Mr F Beukman (ANC) asked what information would be placed on the smart card. He asked whether the task team would evaluate technology on a regular basis.

Mr Hlahla stated that the content of the smart cards would be finalised in due course. A policy decision had still to be taken. The Research and Development unit constantly evaluated new technology in conjunction with the Printing Works and Sita.

Mr M Swart (DA) expressed confusion with the current state of affairs regarding the smart card. A significant amount of money had been spent but no cards were in circulation. He asked when a final decision would be made on the content of the cards and date of issuance.

The Chairperson noted that the refugee smart card was a separate item to the envisaged smart card. Clarity on progress thus far was requested.

Mr Hlahla replied that the R 1.2 billion was for the entire Hanis infrastructure and not solely for the smart card. Technical problems had arisen with the service provider regarding the refugee smart card that wee being addressed.

The Chairperson reminded the meeting of promises made at the launch of the new Immigration Branch last year and asked for clarity on the nature of the current problems. He asked whether the refugee card was being issued.

Mr Hlahla stated that the refugee card was being issued but technical problems had meant that issuing had to be halted for a period of time. Books had been issued during the suspension period.

The Chairperson asked why capacity problems had only been discovered after one year. The process of awarding contracts to service providers within the Department had to be re-evaluated.

Mr M Sibande (ANC) stated that Members needed to know what progress had been achieved up to now.

Ms N Mathibela (ANC) noted that the Department’s strategic plan had declared that an integrated system would be in place by 1 April 2006. She asked whether an adequate monitoring system was in place to oversee the project.

Mr W Skhosana (ANC) asked what negative impact further resignations of key personnel could have on the status of the project.

The Chairperson asked for clarity on the role of the intervention team and the functions and duties of the Sita.

Mr K Morwamoche (ANC) asked how many hospitals were involved in the child-on-line registration project. Further investment into Hanis should be avoided if no meaningful results were forthcoming.

Mr Hlahla replied that the Hanis project had received an extension until the end of September 2006. Maintenance projects still had to be signed. Hanis was firmly in place and would not be replaced.

The Chairperson asked for further detail on the maintenance contracts and its projected impact on rural areas.

Mr Hlahla declared that 12000 applications were received from the rural areas on a daily basis and scanned into the Hanis system. Verification of applications occurred on a daily basis.

The Chairperson asked for comment on the delays experienced by rural Home Affairs offices for verification by the Head Office. He asked whether the verification process worked.

Mr Hlahla proposed that Members visit a Hanis site to determine firsthand how the system operated. The verification process had been dramatically improved. Technologies would be re-evaluated on a constant basis. A policy decision on the smart card had still to be taken. The final content of the card would be determined after the decision to issue the card had been taken. The Department had partnered with the National Intelligence Agency to provide a service provider for the refugee smart card.

Mr Skhosana suggested that operating problems were entrenched and significant changes at the senior management level were needed to facilitate positive adjustments.

Mr Sibande indicated that the request to visit a Hanis office was offensive in that it implied that Members were not aware of prevailing problems. The strategic plan had clearly stated a target for conversion of back office records.

Mr M Maqetuka (Director-General-Home Affairs) responded that the project to convert back records into digital format had been completed.

Mr Hlahla concurred that the target had been met in terms of back record conversion and outstanding case records were now being processed. The 30 million target stated in the plan was an estimate as an exact number of back records was not known. The service provider had been paid per page scanned. 26.8 million records had been scanned. The capturing of information at front offices had to be improved to enhance the overall system.

The Chairperson asked whether a technological solution existed for the capturing of information at the front office.

Mr Hlahla confirmed that the capturing of information online would reduce anomalies. No paper would be involved in future. Digital signatures would be acceptable in future. A capacity-building plan in the Department would negate any adverse consequences arising from future resignations.

Mr Beukman asked whether National Treasury and the Sita were involved in the Research and Development monitoring team.

Mr Sibande declared that integrated systems between the national and provincial levels were needed. Enhanced capacity in the Department was urgently needed.

Mr Hlahla stated that remote areas would be connected via satellite into the network. Telephones would be placed in mobile units to support communication. The task team would operate in accordance with performance agreements. The department had increased its use of Sita. Sita was part of the Information Services Board and hosted the National Population Register. The Department was included in Sita’s top five government clients.

Mr Swart asked who would make the final decision on the smart card.

The Chairperson reminded Members that discussions were underway with National Treasury regarding the future of the smart card. Cabinet would make a final decision and then the procurement process could begin.

Mr S Ngubane (Sita Chairperson) concurred that the relationship between the Sita and the Department had improved despite a highly contested environment involving key roleplayers. Departments maintained different attitudes towards Sita. The Department of Home Affairs was the third largest government client for Sita. Hanis had focused on improving the back office operations such as enhanced database management. However, interaction with citizens at the front office level had to be intensified. Projects had to be realigned to facilitate meaningful impact on the ground. The smart card had been advocated within government due to its ability to change information. The Department had to adopt a citizen-centric approach to its core functions. The Sita had been involved with the Department on the smart card project.

Mr Sibande reminded Members that intervention by the Committee had been necessary to improve the relationship between Sita and the Department. The smart card project had to be pursued as document security was of paramount importance.

Mr Maqetuka stated that the intervention task team had considered the relationship between Sita and the Department and no serious conflict existed. He acknowledged that the Committee had played a role in monitoring the relationship and proposing solutions. Regular meetings at executive level were held between the two entities.

The Chairperson stated that more detail on current projects would be requested at the next meeting. Endeavours had to produce meaningful changes for citizens on the ground. Service delivery was of paramount importance. The number of consultants used by the Department had to be reduced.

Ms Odette Ramsingh (Public Service Commission-Director-General) stated that the intervention support team was focused on nine work streams. The information technology network was a key issue. A gap existed between the expectations of the various branches within the Department and the actual practical outcomes. Communication between the various branches had to be improved. The overall vision of enhanced information technology to improve service delivery was unanimously accepted. However, specific challenges within core branches had to be overcome. A common understanding of the challenges had to be inculcated. The team would scrutinise individual project plans emanating from each branch. Information technology management capacity within the Department was a priority. A system would be imported from other government departments. A performance audit on information technology had to be completed. The intervention team would consider the relationship between Sita and the Department.

The Chairperson declared that the security of documents was an important area that required an integrated approach. Detail was requested on steps taken to address the problem.

Mr T Moyane (Government Printing Works Chief Executive Officer) stated that an equipment replacement strategy was underway to improve document security. GPW printed all security documents. The latest technologies would be incorporated to meet objectives. Research on international systems had been conducted to establish best practice. All documents would be produced in future with a high level of security. Criminal syndicates were involved in the production of fraudulent documents. A new facility would be created to allow high security printing. All documents would be produced at one venue from next year. The security of movement of documents had been greatly improved. Adequate capacity would be acquired to facilitate the necessary changes.

The Chairperson stated that further information on the security of documents would be acquired at the meeting scheduled for the 23 August 2006.

The meeting was adjourned.