Building a caring correctional system that truly belongs to all

1
Management Response to Portfolio Committee
Report DCS Annual Report, 2005/06
5 MARCH 2007 Cape town
Building a caring correctional system that truly
belongs to all
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CONTENTS

• Effectiveness of Audit Steering Committee
• Action Plan on Audit Qualifications and other
  Compliance Matters
• Current State of Expenditure
• Formulation of targets in Strategic Plan
• Project Performance
• Management of vacancy rate
• Recruitment statistics per province, race
  gender
• Vetting of officials
• Management of HIV/AIDS
• Construction of new correctional centres

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IMPROVEMENT OF THE EFFECTIVENESS OF THE AUDIT
STEERING COMMITTEE

• Main function of ASC is to promote communication
  and coordination between DCS and AG
• Also serves as a forum to report on progress
  challenges in addressing audit queries
• ASC comprises selected DCs, Directors and
  Auditor General
• DCS reps selected on the basis of their
  appearance of their functions in Audit
  Qualifications
• Meets monthly
• MCC members do not serve in ASC. They serve in
  Audit Committee
• Review meetings have confirmed that the ASC is
  effective in achieving its objective
• Next task is to align work of ASC with other
  Compliance enforcement initiatives such as
  Compliance Improvement Plan and Risk Management

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ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND
EMPHASIS OF MATTER

• Action Plan is based on AG report, Portfolio
  Committee queries and reports of DCS
  Inspectorate, Internal Audit and Audit Committee
• Approved by EMC and Audit Committee
• Managed by DC Financial Management Accounting
  with managers who serve in Audit Steering
  Committee
• Progress monitored through monthly reports by
  affected directorates
• Objective is to reduce and eventually eliminate
  recurring qualifications while acting proactively
  to prevent new ones
• Significant progress has already been made in
  addressing some of the qualification matters
  while others may take longer to resolve on the
  following interventions .

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ACTION PLAN ON 2005/6 AUDIT MATTERS CONT

• Significant progress has already been made in
  addressing the following interventions
• Disclosure on APOPS
• Medical Expenditure
• Housing loan guarantees
• BAS/PERSAL Interface
• Policy development
• Budget
• Asset Management, Receivables, Pharmacies, Leave,
  Fleet Management and Payroll Control will take
  longer to resolve

6
CURRENT STATE OF EXPENDITURE AS ON 31 JANUARY 2007

• The final overall expenditure of the Department
  as at 31 January 2007 was at 73.18 against an
  ideal of 83.33
• The second phase of the Seven Day Establishment
  appointments made during September and October
  2006, have been captured on PERSAL, resulting in
  personnel expenditure improving.
• The lower than ideal expenditure on Goods and
  Services is due to Property Management where only
  April to September has been billed to the amount
  of R149 million) and paid in February 2007.
• The expenditure on Payments for Capital Assets is
  very low. Even though funds for the NGCC have
  been surrendered, there is a current backlog in
  billing for repairs and renovations. Facilities
  has taken up the matter with DPW. A preliminary
  indication has been given that at least R157
  million will not be spent in the 2006/07
  financial year. These funds will be rolled over
  to fund the Kimberley (NGCC) project as this
  projects funding was suspended during the MTEF
  for the 2007/08 financial year.

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IMPROVE FORMULATION OF TARGETS DELIVERY ON
CURRENT ONES

• Departmental priority for 2007/8
• Workshop with National Treasury in October 06
  around setting of indicators
• Presentation to SMS conference by Presidency on
  the Government Strategic Framework in May 2006
• EMC responsible for ensuring integration of local
  level information and realities in planning,
  implementation and reporting
• Process of ensuring monitoring seamless
  alignment of ENE, Strategic Plan, Performance
  Agreements, Operational Plans, Quarterly Reports,
  Annual Report Mid Term Reviews has started

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IMPROVE FORMULATION OF TARGETS DELIVERY ON
CURRENT ONES CONT ..

• Delivery on priorities will be systematically
  factored into operational plans all performance
  reporting as from April 2007
• Department has started to hold Inter-Branch
  Region Strategic Planning Mid Term Review
  Sessions to promote information sharing
  integration
• Managers to be held responsible for poor / non
  performance and non-compliance
• Performance Assessment to include verification
  reports
• EMC members to start visiting Regions in March
  2007 to communicate priorities assess challenges

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PROJECT PERFORMANCE
PROJECT STATUS
Implementation of Jali Commission Recommendations Outstanding issues to be included Management systems established in strategic plans and operational plans Disciplinary hearings currently under way
Transfer children out of Correctional Centres Department works in close partnership with DSD. A total of 1100 children have been transferred from correctional centres since the initiative started in December 2005
Construction of New Correctional Centres Kimberly under construction Nigel and Klerksdorp awaiting TA report Leeuwkop viability study to be conducted
Manage Awaiting Trial Detention RDOMS Project is now JCPS Project following Cabinet approval DCS institutional capacity established
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PROJECT PERFORMANCE
PROJECT STATUS
Implementation of the Offender Rehabilitation Path (ORP) Refinement of ORP to improve institutional capacity for delivery on White Paper is ongoing
Biometric Access Control Systems Electric fencing and X-ray scanners to intensify security at 66 correctional centres. Minimum security policy and standards developed and approved
Social reintegration Policy and Strategy have been approved Interventions designed to improve the quality of services to probationers and parolees
Correctional Services Amendment Bill Bill currently before the Chief State law Adviser for certification. Expected to serve in Parliament in the second quarter

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PROJECT PERFORMANCE
PROJECT STATUS
Integrated Human Resource Strategy Strategy finalised. looks at performance management, employee relations, recruitment, selection and retention of personnel.
Makombandlela (Integrated IT Systems) Project Project finalised and provides a foundation for effective prioritisation and introduction of integrated, inter-operable and virtual systems
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ADDRESSING VACANCY RATE

• Staff compliment of the department has grown from
  33 000 in 2003 to 40100 by Dec 06
• Full staff compliment of 7 day establishment will
  however be realised by 01 April 2008
• The variance between the actual establishment and
  target of 7 day establishment contributes
  significantly to the vacancy rate
• Attrition rate of the department (resignations,
  deaths medical boarding) averages 1500 per
  annum
• Turn around time in filling advertised posts has
  been reduced from longer than six months since
  the appointment of recruitment agencies on 01
  April 2005. Department is working towards the
  ideal standard of three months
• The strategy on recruitment and retention of
  scarce skills has been finalized
• Occurrence of vacancies is closely monitored and
  addressed by Establishment Committee with
  relevant directorates at HRM and Finance
• It is true that many professionals are employed
  under the CS Act rather than the PS Act
• Department is considering the possibility of
  employing professionals under the PS Act and
  custodial and other staff under the CS Act. This
  exercise will involve a full analysis of the
  suite of benefits between the two options

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New recruits for 2005/06 in terms of province,
race and gender
2005 Africans Africans Coloureds Coloureds Indians Indians Whites Whites
M F M F M F M F
National 1293 472 144 69 18 12 1 5
Gaut 269 144 39 22 5 2 0 1
KZN 276 83 22 6 8 3 0 1
LMN 175 37 8 3 1 1 0 1
FS/NC 150 78 7 4 0 0 0 0
WC 194 72 38 24 2 3 1 2
EC 237 58 30 10 2 3 0 0
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New recruits for 2005/06 in terms of province,
race and gender
2006 Africans Africans Coloureds Coloureds Indians Indians Whites Whites
M F M F M F M F
National 1299 430 181 92 17 6 7 7
Gaut 303 109 36 23 5 1 2 3
KZN 311 112 40 17 8 5 3 2
LMN 145 41 11 10 0 0 1 0
FS/NC 194 45 21 8 0 0 0 2
WC 195 79 53 23 3 0 1 0
EC 151 44 20 11 1 0 0 0
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VETTING OF OFFICIALS

• The Department of Correctional Services
  prioritized critical areas for vetting purposes.
  The said categories include employees at senior
  management level, supply chain management, Human
  Resources and Classified Maximum Centres,
  nationally.
• The Department has processed over 500 Security
  clearance forms (Z 204) to NIA for vetting. Of
  this number, about 290 cases have been concluded
  between the period 1999/ 01/ 01 and 2007/ 02/ 07.
• NIA is proceeding with the remaining cases of the
  forms which have already been submitted.
• The National Vetting Strategy approved by Cabinet
  in December 2006 approved a roll out of the SVIS
  to State Departments. This will alleviate the
  capacity challenges on the part of NIA.
• The DCS has been identified for the first roll
  out. Once the roll out has been done, the DCS
  will be able to conduct its own vetting with the
  assistance from NIA. This initiative will enable
  the Department to expedite vetting in line with
  the Department s strategic plan.

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MANAGEMENT OF HIV / AIDS

• Department embarked on An HIV/AIDS and Syphilis
  Prevalence Survey in 2006. Launched nationally in
  October 06
• DCS HIV/AIDS program based on core pillars of
  Prevention, Care Support, Treatment and Respect
  for Human Rights
• The national roll out launched in October 2006.
• Survey completed on 05 December 2006
  preliminary report is expected at the end of
  February 2007
• 5 Sites have now been accredited Maritzburg,
  Qalakabusha, Westville, Grootvlei and St Albans
• DCS works closely with DOH in setting standards
  for accreditation and referral of inmates to
  Hospitals

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HIV/AIDS TRAINING

• Donor funding from the United States President's
  Emergency Plan
• for AIDS Relief (PEPFAR) one million US
  dollars
• Training of a further 125 offenders as Master
  trainers in HIV and AIDS Peer education
• Training of 250 professional nurses in the
  Comprehensive Management of HIV and AIDS
• Training of 320 professionals (Professional
  Nurses, Social Workers, Psychologists and
  Spiritual Care workers) in Voluntary Counseling
  and Testing (VCT)
• Training of 150 Professional Nurses as Master
  Trainers in correctional center based care
• Appointment of 6 Management Area HIV and AIDS
  Coordinators on contract basis for one year
• The Hosting of a National Conference on HIV and
  AIDS in the Department of Correctional Services

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PROGRESS MADE IN CONSTRUCTION OF THE 8
CORRECTIONAL CENTRES

• Kimberley
• On Kimberley the Conventional Procurement Model
  is used for the construction of this project. The
  successful tenderer was accepted on the 19
  October 2006.
• The site was handed over to the contractor on the
  14 November 2006 and with a construction period
  of 24 months the completion date will be on the
  14 November 2008.
• Nigel and Klerksdorp
• Projects sites are already cleared for
  construction, constructing can proceed but will
  be based on the outcome of the Transaction
  Advisors report when DCS, NDPW and NT will make
  a decision.

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PROGRESS IN CONSTRUCTION CONT

• The feasibility study for Nigel and Klerksdorp
  will be completed in 3 months (28 February 2007)
  but not later than end of March 2007.

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Thank you Building a caring correctional
system that truly belongs to all