Programme 2: Services to Citizens

1
Department of Home Affairs
Presentation on the 2004-2005 ANNUAL REPORTto
the DHA Portfolio Committee 26 May 2006
2
OVERVIEW

• Presentation objective
• Brief the DHA Portfolio Committee on the
  Annual Report 2004/05 and spending patterns
• Introduction
• DHA delegation
• Status of Annual Report 2004/05
• Aligning DHA with Government strategic priorities
• Impact of Turnaround Strategy
• Annual Report 2004/05 highlights
• Spending patterns
• Conclusion

3
REASON FOR LATE SUBMISSION OF ANNUAL REPORT
2004/05

• Departmental Annual Reports need to be submitted
  to the relevant Treasury and Executive Authority
  by the end of August and tabled in Parliament
  before the end of September
• The delay in submission was a result of the
  auditing process itself.
• As per Section 65 of the PFMA, the Speaker was
  advised of the reasons for the delay in October
  2005.
• The Portfolio Committee was briefed on the
  reasons in February and the DHA was present
  when the Auditor General subsequently briefed
  this Committee and its explanation was again
  given.
• The final Report of the AG was eventually
  delivered on the 19 May 2006 and this enabled the
  printing and tabling of the Report.

4
ALIGNING HOME AFFAIRS WITH GOVERNMENT STRATEGIC
PRIORITIES

• Main purpose of the five-year strategic
  perspective is to align shorter term departmental
  planning with the national policy objectives of
  Government as a whole.
• Clear strategic objectives of Government for the
  second decade of freedom provided in January 05
  Cabinet Lekgotla and in the 2005 State of the
  Nation Address.
• Framework for ensuring alignment of DHA with
  prime governmental policy thrusts and
  requirements.

5
ALIGNING HOME AFFAIRS WITH GOVERNMENT STRATEGIC
PRIORITIES

• These can be summarised as
• Economic growth and sustainable development
• Building the capacity of the developmental state
• Service delivery improvements
• Enhancement of social security
• Countering corruption and promoting security
• Improving SA global relations with focus on
  Africa and countries of the South
• Participating in spatial development initiatives
  of Government

¹
6
TURNAROUND STRATEGY
TRANSFORMATION
7
IMPACT OF TURNAROUND STRATEGY

• DHA is a transforming department!
• DHA bearing the fruits from implementation of
  Turnaround Strategy launched in September 2003
• Turnaround Strategy set clear goals in terms of
  the way forward and critical change imperatives
  in DHA
• Objectives and goals were expressed as
  programmes milestones formulated and target
  dates for implementation set.
• Significant progress was achieved
• Turnaround Strategy became the driving force
  behind all activities
• Turnaround Strategy was incorporated into the
  Strategic Plan of DHA
• Strategic planning has been institutionalised in
  the Department and linked to monitoring and
  evaluation of performance

8
OVERVIEW OF THE ANNUAL REPORT 2004/2005
9
ANNUAL REPORT

• Overview 3 sections
• General Information
• Programme Performance
• Statutory Requirements
• FOCUS ON PERFORMANCE OF 4 PROGRAMMES
• Administration
• Civic Services
• Migration
• Auxiliary and Associated Services

10
PROGRAMME 1 ADMINISTRATION
11
Annual Report Highlights

• Programme 1 Administration
• Aim To conduct the overall management and
• administration of the Department.
• This programme comprises of the following
• Minister
• Deputy Minister
• Management Services
• Corporate Services

12
Annual Report Highlights (contd)

• Programme 1 Administration
• Management Services Objectives
• Strengthening the management team
• Improving integrated governance by integrating
  cluster priorities into planning and operations
  of the Department
• Establishing foreign missions with necessary
  capacity thus ensuring efficient and effective
  functioning
• Improving international relations
• Enhancing service delivery

13
Annual Report Highlights (contd)

• Programme 1 Administration
• Management Services Achievements
• Review of business processes was undertaken and
  finalised
• Draft International Relations Strategy has been
  compiled and areas needing strengthening of
  bilateral co-operations identified
• Integrated governance support structure has been
  established
• Service delivery initiatives
• Establishment of a Client Service Centre
• Office expansion plan initiated
• Participation in MPCCs country-wide
• Launch of the Client is always right campaign
• Street Agents to combat activities of street
  agents

14
Annual Report Highlights (contd)

• Programme 1 Administration
• Corporate Services comprises of the following
• Human Resources
• Information Technology
• Legal Services
• Security and Ethical Conduct
• Communication

15
Annual Report Highlights (contd)

• Programme 1 Administration
• Corporate Services (Human Resources Objectives)
• Effective and efficient recruitment of employees
• Filling of senior posts and fund current
  vacancies
• Retaining of professional employees
• Ensuring affirmative action and employment equity
  
• Terminate use of volunteers and introduce
  internship programme
• Set up systems and process for organisational and
  individual performance management
• Improve employee morale
• Resource EAP component

16
Annual Report Highlights (contd)

• Programme 1 Administration
• Corporate Services Human Resources Achievements
• Building of Senior Management capacity
• Recruitment of skilled managers to head branches
  (27 SMS posts)
• Addressing of critical HR capacity within new
  structure to achieve strategic objectives /
  operational capability
• Launch of internship programme (413 appointed)
• Filling of more than 1000 vacant posts
• Development and implementation of comprehensive
  training programmes ranging from IT related to
  management programmes

17
Annual Report Highlights (contd)

• Programme 1 Administration
• Corporate Services Human Resources -
  Achievements
• Revision of policy
• Retention and Recruitment policy
• Succession plan
• Placement policy
• Delegation of powers and functions to the
  Provinces
• Draft delegations will be effected in the coming
  financial year
• Employment Equity Plan in place
• Organisation and individual performance
  management alignment

18
Annual Report Highlights (contd)

• Programme 1 Administration
• Corporate Services Human Resources Achievements
  (cont)
• Establishment of a core capacity in the Employee
  Wellness Directorate
• Director Employee Wellness appointed
• Assistant Director Sport Recreation appointed

19
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
  
• Legal Services Objectives
• Harmonising DHA mandates and legislation with the
  Constitution
• Aligning operational and administrative policy
  with DHA legislation and with government policy
  directions
• Legal Services Achievements
• Amendment of the Immigration Act helps to
  reduce litigation and strengthens implementation
  of immigration policy
• Filling of core positions within the Directorates

20
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
  
• Security and Corruption Objectives
• Development and implementation of a counter
  corruption plan
• Implement Minimum Information Security Standards
• Achievements
• Introduction of Whistle-blowing policy
• Development of Counter Corruption Plan with JCPS
  partners
• 640 staff members have been vetted
• Introduction of the biometric access control at
  Head Office
• Security appraisals conducted at most other
  offices
• Review of the risk management document

21
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
• Achievements
• Strengthening the fight against corruption
• Establishment of Chief Directorate Counter
  Corruption and Security and
• Capacitating of Counter Corruption unit

22
Annual Report Highlights (contd)

• Programme 1 Administration - Corporate Services
  
• Communications Objectives
• Develop and sustain a sound internal and external
  communication strategy and
• Establish sound relationships with local media
• Achievements
• Developed and implemented an internal external
  communications strategy
• Functions held for editors and senior journalists
  
• Publication of the Home Blitz, Home Affairs and
  updating of Home Affairs website

23
Annual Report Highlights (contd)

• Programme 1 Administration
• Corporate Services
• Transformation Objectives
• Transformation Action Plan
• Equity with specific focus on gender
• Achievements
• Recent senior appointments met equity criteria
• Development of a change management strategy and
  plan

24
Annual Report Highlights (contd)

• Programme 1 Administration
• Corporate Services Finances Procurement
• Objectives
• Improve both the management of budgeting and
  financial processes.
• Projects initiated
• Roll-out of transversal financial and logistical
  systems BAS
• Aligning budgeting with the DHA strategic
  management processes

25
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
  
• Financial Procurement Services Achievements
• Implementation of BAS has been finalised at a
  further 41 offices
• Ongoing training of officials 206 officials
  trained
• A draft plan has been approved for the
  transformation of procurement

26
Annual Report Highlights (contd)

• Programme 1 Administration
• Infrastructure Objectives
• Improving access to Home Affairs services
• Investigate/implement alternative resourcing and
  infrastructure
• Infrastructure projects and achievements
• National Volunteer Campaign introduced
• Phase 1 50 offices received a facelift in terms
  of repairs and painting
• Phase 2 Campaign was extended and additional 18
  offices painted
• 68 Offices have been painted in corporate colours
  and minor repairs effected
• DHA is involved in national MPCC Steering
  Committee chaired by GCIS

27
Annual Report Highlights (contd)

• Programme 1 Administration
• Infrastructure projects and achievements (cont)
• Improving infrastructure
• Office refurbishment programme
• Initiation of upgrading of border posts project
• 12 offices have been relocated to newly leased
  buildings
• New model office built and officially opened at
  Khayelitsha
• Corporate internal signage provided to DHA
  offices
• Head Office relocated to improved office
  accommodation

28
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• Aim
• To restructure and implement the South African
  Identification System coupled with an integrated
  biometric identification and verification system
  for all citizens and persons wishing to visit /
  reside in SA

29
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
  
• IT HANIS Reloaded
• 6 subprojects Achievements
• Hanis 1 operational capacity to digitise 70 000
  records per day
• Back-record conversion site preparation and
  installation completed
• Population Register - updating population
  information.
• Immigration Control System Deportation and
  Refugee Systems developed (some components
  outstanding)
• Unique global ID System Technical report
  completed and consultation with stakeholders
  continuing
• ePassports and Smart ID Cards - Funding option
  investigation completed

30
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
  
• IT Electronic Document Management Systems and
  Workflow
• Objective To establish an enterprise wide
  document management system incorporating
  electronic workflow
• EDMS implemented for Births, Deaths and Marriages
  (BMD)
• Tender awarded to deal with backlog of 2 million
  documents

31
Annual Report Highlights (contd)

• Programme1Administration -Information Services
• IT Electronic Document Management Systems and
  Workflow
• Achievements
• Online forms implemented Forms accessible
  through gateway portal
• Tracking and tracing system implemented
  Workflow systems available

32
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• IT Enterprise Resource Management
• Objective To develop or acquire and implement
  electronic systems that will enable the
  integrated management of corporate services
  function
• Achievements
• Human Resource recruitment system implemented
• IT Helpdesk contracted to SITA
• Transversal systems have been fully decentralised

33
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
  
• IT Integrated Client Service Console
• ICSC Achievements
• Requirements definition implemented
• Design and testing of ICSC and development of
  tender specifications completed
• Requirements met for Tender for Mobile Units and
  Deportation Centre (Lindela)
• ICSC in place for Refugees and Deportations
  systems at Lindela and Refugee Offices

34
Annual Report Highlights (contd)

• Programme 1 Administration Corporate Services
  
• IT Browser based systems
• Objective
• To develop a common front-end application to be
  used for access to all internal applications and
  systems

35
Annual Report Highlights (contd)

• Programme 1 Administration Corporate
  Services
• Browser based systems Achievements
• Intranet implemented and Management Information
  System (MIS) in place
• Portal (including Intranet) established
• Website has been continuously upgraded
• User/ front end application developed - Marital
  status verification functional
• Wide area network (WAN) in place (except to very
  remote border posts)

36
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• IT Enterprise Systems Objective
• Upgrade IT infrastructure and technology
  platform
• Enterprise Systems Achievements
• Master Information Security System (MISP) project
  in implementation phase
• Office computerisation 98 completed
• Novell system in place
• Development of environment for NIB systems
  implemented
• Logical architectural model completed

37
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• IT Security Objective
• To ensure data integrity and security throughout
  the enterprise and related systems
• IT Security Progress
• IT security policy developed
• ISS policies approved for implementation
• Disaster recovery plan HANIS disaster recovery
  contract concluded
• Encryption system Project and commissioned and
  implementation continuing
• Access management system Access control system
  rolled out in business units

38
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• IT Knowledge Information Management
• Objective To develop and establish KIM capacity
  and systems within the Department
• Achievements
• Head of Component appointed
• Core Staff appointed

39
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• IT Information Management
• Objective To utilise IT for the management of
  information
• Achievements
• Data warehouse has been acquired

40
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• IT Change Management
• Objective To ensure that all users of the
  departmental IT system are prepared for the
  changes in work procedures and the information
  technology to be used

41
Annual Report Highlights (contd)

• Programme 1 Administration Information
  Services
• IT Change Management
• Achievements
• Change plan and integration imperatives
  implemented
• ITingwe (IT revolution) launched
• Training modules developed and implemented
• Departmental information systems and business
  processes Business model implemented
• IT Policy framework legislation reviewed and
  implemented (continuous review)

42
Annual Report Highlights (contd)

• Programme 1Administration - Information Services
• Security Systems Objective
• To ensure data integrity and security
  throughout the enterprise and related systems
• Security Systems Achievements
• ICT security policy developed and fully
  implemented
• Disaster recovery plan approved
• Encryption system implemented
• Access management system implemented

43

• PROGRAMME 2 CIVIC SERVICES

44
Annual Report Highlights

• Programme 2 Services to Citizens
• Three sub-programmes
• Travel and passport matters repatriation and
  financial assistance of citizens abroad
• Citizenship - determining, granting and
  forfeiture of citizenship
• Population Register (PR) of SA citizens and
  foreigners who acquire the rights to permanent
  residence in RSA - also registration of births,
  marriages and deaths, issuing of IDs and
  specialised fingerprint identification services

45
Annual Report Highlights (contd)

• Programme 2 Services to Citizens
• Achievements
• Birth registration campaign - 1,4 million
  children registered up to the age of 14 years.
• DHA in collaboration with the South African Law
  Reform Commission continues with the review of
  marriage legislation.
• Fraudulent Marriages
• Check your marital status campaign was launched
  in August 2004, more than 179 000 marriages were
  checked, 2 636 alleged frauds detected and 1 977
  fraudulent cases successfully expunged.
• Customary Marriages Campaign commenced in August
  2004, more than 18 000 citizens came forward to
  register their customary unions.

46
Annual Report Highlights (contd)

• Programme 2 Services to Citizens
• Achievements (continued)
• Permanent Citizen Registration Campaign
• HRSC was commissioned to conduct a country-wide
  civic services needs survey.
• 69 hospitals were equipped with on-line birth
  registration facilities. A total of 27898 births
  and 8 520 deaths were registered at these
  facilities.
• Fully computerised Mobile Units are in an
  advanced stage of completion. Preparations for 10
  Mobile Units have been launched and 57 will be
  launched before the end of 2005/6 financial year

47
Annual Report Highlights (contd)

• Programme 2 Services to Citizens
• Achievements (continued)
• Backlogs on unabridged certificates and personal
  amendments were curbed by 75 and 93
  respectively.
• Workflow processes were developed and proposals
  in respect of preferred model were formulated.
• Procedure manuals were updated with the latest
  legislative developments.
• Revised death registration procedures implemented.

48
Social Information
SUB-PROGRAMME OUTPUTS PERFORMANCE MEASURES ACTUAL PERFORMANCE
PASSPORT TRAVEL MATTERS Issue passports Number of passports issued Tourism passports Child passports Official passports Document for travel purpose Diplomatic passports Temporary passports Emergency passport Crew member certificates Maxi passport Number of passport (old format) renewed 549 025 132 863 4 866 911 1 787 172 184 71 826 242 12 926 1 368
49
Social Information (contd)
SUB-PROGRAMME OUTPUTS PERFORMANCE MEASURES ACTUAL PERFORMANCE
CITIZENSHIP Process citizenship applications Number of Naturalisations Renunciations Deprivations Resumptions Citizens by descent registrations Retentions Restorations Approvals to use foreign passport 18 107 397 2 640 7 557 5 738 1 251 7 956
50
Social Information (contd)
SUB-PROGRAMME OUTPUTS PERFORMANCE MEASURES ACTUAL PERFORMANCE
POPULATION REGISTRATION Births, Marriages and Deaths Register births, marriages and deaths issue relevant certificates process applications for amendments solemnise marriages designate marriage officers and appoint registering officers Number of registrations Births (under 15 yrs) Marriages - Civil - Customary Deaths Number of certificates issued Births - Abridged - Unabridged Marriages - Abridged - Unabridged 1 481 792 217 030 26 437 533 180 2 299 026 93 323 393 033 31 055
51
Social Information (contd)
SUB-PROGRAMME OUTPUTS PERFORMANCE MEASURES ACTUAL PERFORMANCE
POPULATION REGISTRATION Births, Marriages and Deaths Register births, marriages and deaths issue relevant certificates process applications for amendments solemnise marriages designate marriage officers and appoint registering officers Deaths - Abridged - Unabridged Number of personal amendments processed Surnames Majors Surnames Minors Forenames Majors Forenames Minors Insertion of surnames Date of birth 716 726 2 542 17 704 25 171 21 217 18 593 353 49 479
52

• PROGRAMME 3 MIGRATION

53
Annual Report Highlights

• Programme 2 Migration
• Aim To Co-ordinate and exercise control over the
  admission of
• persons into, their residence in and
  their departure from
• the Republic and for matters concerned
  therewith, and to
• formulate policy and provide guidance to
  operational staff
• in this regard.
• Seven sub-programmes
• Permanent and Temporary Residence Permits
• Immigration Advisory Board
• Control of Travellers Ports of entry and Visas
• Aliens Control- Repatriation/ deportation of
  illegal foreigners
• Refugee Affairs-application and granting of
  asylum
• Refugee Affairs Appeal Board appeals and
  adjudication
• Standing Committee on Refugees

54
Annual Report Highlights (contd)

• Programme 3 Migration
• Programme Objectives
• Transformation of Immigration
• Review of business processes in the immigration
  branch.
• Assess the implementation of the Immigration Act
  and Regulations
• Effectively deter,detect and counter the illegal
  entry of foreigners in South Africa
• Provide for the reception into RSA of asylum
  seekers
• Co-ordinate ports of entry operations throughout
  the country
• Strengthen multi agency intergovernmental
  co-operation
• Facilitate scarce skills
• Combat Xenophobia

55
Annual Report Highlights (contd)

• Programme 3 Migration
• Achievements
• Transformation of Immigration
• DDG, 2 Chief Directors and Director appointed
• Migration structure has been approved (Head
  Office)
• Business process review has been finalised
• Immigration Legislation
• Immigration Amendment Act was presented to
  Cabinet and promulgated
• Illegal Foreigners
• Key inspectorate posts were filled
• Bilateral agreements between RSA, Mozambique and
  Zimbabwe on reception of deportees in progress

56
Annual Report Highlights (contd)

• Programme 3 Migration
• Achievements (cont)
• Refugee Affairs
• 1376 UNCTD were issued from 01 April 2004 to 31
  March 2005
• 5354 IDs were issued to refugees
• Border control
• Staff increased at critical ports of entry
• MCS system functional
• Visa regime was reviewed in terms of the
  Amendment Act in conjunction with other role
  players and is still an ongoing process

57
Statistical Information
SUB-PROGRAMME OUTPUTS PERFORMANCE MEASURES / SERVICE DELIVERY INDICATORS ACTUAL PERFORMANCE / QUANTITY
PERMANENT TEMPORARY RESIDENCE AND IMMIGRATION SELECTION BOARD Processing of applications and insurance of permits Permits issued in terms of standards set -Immigration Permits -Work permits -study permits -Temporary residence -Ministerial enquiries 17 771 15 630 25 707 99 678 155
58
Statistical Information (contd)
CONTROL OF TRAVELLERS Processing of applications and issuance of visas Clearance of visitors at ports of entry Number of permits issued Number of persons cleared Arrivals Departures 455 445 7 867 586 7 017 653
ALIENS CONTROL Removal of illegal foreigners Deportation of undesirable persons Number of illegal foreigners removed Number of deportations 170 301 1 564
59
Statistical Information (contd)
SUB-PROGRAMME OUTPUTS PERFORMANCE MEASURES / SERVICE DELIVERY INDICATORS ACTUAL PERFORMANCE / QUANTITY
REFUGEE AFFAIRS Consideration of asylum applications Issuance of refugee Identity Cards Issuance of United Nations Convention Travel Documents Number of asylum applications finalised Number of Refugee Identity Cards issued Number of United Nations Convention Travel Documents (UNCTDs) issued in collaboration with the UNHCR 1 775 5 348 1 568
60
Statistical Information (contd)
REFUGEE APPEAL BOARD Consideration of asylum appeals Number of asylum appeals finalised 1 779
STANDING COMMITTEE ON REFUGEES Review and consider cases Review of manifestly Unfounded cases Consider applications of certification of status 107 269
61

• BUDGET PERFORMANCE

62
Overview of 2004/05 Budget Performance

• Allocated budget
• for the year

• BUDGET
• Original allocation
• Rollover and other funds received for salary
  adjustments
• Total allocation for the year

AMOUNT R2,273,492,000 R104,123,000 R2,377,
615,000
63
Overview of the Current Years (2004/05) Budget
and Performance

• Budget in terms of key spending programs

• PROGRAM
• Administration
• Services to citizens
• Auxiliary and associated services
• Total allocation for the year

AMOUNT R501,570,000 R912,401,000
R617,895,000 R2,377,615,000
BUDGET 23,2 50,8 26.0 100
64
Overview of the Current Years (2004/05) Budget
and Performance

• Budget according to key spending areas in terms
  of the standard charts of accounts (SCOA)

• STANDARD CHARTS OF ACCOUNTS
• Compensation of employees
• Goods and services
• Transfers and subsidies
• Payments for capital assets
• Total allocation for the year

BUDGET 29,7 21,8 22,8 25,7 100
AMOUNT R705 782,000 R518,033,000
R541,625,000 R612,175,000 R2,377,615,000
65
Overview of 2004/05 Budget Performance

• Expenditure as at
• 31 March 2006 presented per
  program

• PROGRAMME
• Administration
• Services to citizens
• Immigration
• Auxiliary and associated services
• Total

AMOUNT R565,779,000 R557,937,000
R290,214,000 R575,303,000 R1,989,233,000
BUDGET 99,99 68 77 93 83,7
66
Overview of the Current Years (2004/05) Budget
and Performance

• STANDARD CHARD OF ACCOUNT
• Compensation of employees
• Goods and services
• Transfers and subsidies
• Payment for capital assets
• Total
• Below norm

• AMOUNT
• R648,772,000
• R572,474,000
• R541,678,000
• R226,309,000
• R1,989,233,000

BUDGET 91,92 110,51 100,01 36,97 83,67 16,
33

• Expenditure as at
• 31 March 2005 presented per SCOA

67
WE PLEDGE OUR COMMITMENT AND SUPPORT TO SERVICE
DELIVERY
68
THANK YOU