Department%20of%20Correctional%20Services%201st%20quarterly%20report%20

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Department of Correctional Services 1st quarterly
report Portfolio Committee 01 September 2010
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CONTENTS

• Overview
• Financial Overview
• Programme Performance
• Service Delivery Highlights
• Reasons for Major Variances
• Challenges

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OVERVIEW

• Developments in government and the department
• Presidency Monitoring and Evaluation Framework
• Planning Commission
• Appointment of National Commissioner and CFO
• These resulted in
• Crafting of reporting procedures for 2010/11
• Codification of the responsibilities for Budget
  Programme Managers enabling greater clarity on
  responsibilities for Branches and Regions
• The Annual Report process has brought forward
  many of programme performance shortcomings

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CONT.

• During first quarter, department engaged in
  various high impact activities simultaneously
• Tabling of Strategic Plan
• Finalization and analysis of Operational Plans
• Finalization of Annual report and submission to
  Auditor-General of South Africa
• Refinement of elements of performance indicators
  completed
• Preparation of presentations to NCOP Budget Vote
  Debate

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• FINANCIAL OVERVIEW

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NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO
DATE 30 JUNE 2010
7
STATE OF EXPENDITURE PER PROGRAMME FOR THE YEAR
TO DATE 30 JUNE 2010
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STATE OF EXPENDITURE PER PROGRAMME FOR THE YEAR
TO DATE 30 JUNE 2010
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STATE OF EXPENDITURE PER PROGRAMME FOR THE YEAR
TO DATE 30 JUNE 2010
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STATE OF EXPENDITURE PER GFS CLASSIFICATION FOR
THE YEAR TO DATE 30 JUNE 2010
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STATE OF EXPENDITURE PER GFS CLASSIFICATION FOR
THE YEAR TO DATE 30 JUNE 2010
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COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR
THE YEAR TO DATE PER PROGRAMME 30 JUNE 2010

• The final overall year-to-date expenditure of the
  Department as at 30 June 2010 was R3,071 billion
  (20.30) against the revised spending plan of
  R3,553 billion(24.38) resulting in R481,692
  million (3.19 of allocation) under-spending
  against the spending plan.
• Factors that contributed to the under-spending
  per programme are as follows
• The actual spending of R755,194 million (18.95)
  against the revised budget spending plan of
  R971,800 million (24.38) (under-spending) under
  the Programme Administration is mainly on Goods
  and Services for Staff Accommodation because
  invoices are received quarterly and SITA accounts
  as invoices were not received as anticipated.
• The actual spending of R1,191,820 billion
  (23.18) against the revised budget spending plan
  of R1,221,635 billion (23.76) (under-spending)
  under the Programme Security is mainly on
  Compensation of Employees because of vacancy rate
  of 1 .
• The actual spending of R323,342 million (20.42)
  against the revised budget spending plan of
  R350,098 million (22.11) (under-spending) under
  the Programme Corrections is mainly on
  Compensation of Employees because of delays in
  the reallocation of posts from Programme
  Security to this Programme in line with the
  White Paper on Corrections.

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COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR
THE YEAR TO DATE PER PROGRAMME 30 JUNE 2010

• The actual spending of R339,811 million (22.59)
  against the revised budget spending plan of
  R363,288 million (24.16) (under-spending) under
  the Programme Care is mainly due to the low
  spending of funds allocated for ARV medicines
  and other stores items broadly as a result of the
  slow clearance of internal charges in line with
  the request and consumption of items.
• The actual spending of R108,345 million (20.58)
  against the revised budget spending plan of
  R124,180 million (23.59) (under-spending) under
  the Programme Development is mainly on
  Compensation of Employees because of partly
  payment of OSD for Educators.
• The actual spending of R118,612 million (20.64)
  against the revised budget spending plan of
  R132,327 (23.03) (under-spending) under the
  Programme Social Reintegration is mainly on
  Compensation of Employees because of delays in
  the reallocation of posts from Programme
  Security to this Programme in line with the
  White Paper on Corrections.
• The actual spending of R234,573 (12.94) against
  the revised budget spending plan of R390,061
  (21.51) (under-spending) under the Programme
  Facilities is mainly due to the low spending of
  funds allocated for capital works projects due to
  the low and late billing from the Department of
  Public Works for capital works projects
  completed.

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COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR
THE YEAR TO DATE PER GFS CLASSIFICATION 30 JUNE
2010

• The actual spending of R2,250 billion (21.47)
  against the revised budget spending plan of
  R2,448 billion (23.35) (under-spending) on
  Compensation of Employees is mainly due to the
  partly payments for OSD of Educationists, the
  expected general salary increase from April 2010
  is not yet implemented pending the Government and
  organized labour negotiations and delays in the
  reallocation of posts from Programme Security to
  Programmes Corrections and Social Reintegration
  in line with the White Paper on Corrections.
• The actual spending of R742,696 million (21.08)
  against the revised budget spending plan of
  R899,904 million (25.54) (under-spending) on
  Goods Services is mainly due to Staff
  Accommodation because invoices are received
  quarterly and SITA accounts as invoices were not
  received as anticipated and less payment of ARV
  medicine(Staff Accommodation budget is R484
  million and expenditure is R79 million, SITA
  budget is R199 million and expenditure is R1.6
  million and ARV budget is R26 million and no
  expenditure yet).
• The actual spending of R16,417 million (125.68)
  against the revised budget spending plan of
  R1,671 million (12.79) (over-spending) on
  Transfers and Subsidies is mainly due to the
  leave gratuity payments made to the employees as
  a result of the terminations of services. The
  overspending will be made good in line the first
  fund shift exercise in line with Treasury
  Regulation.
• The actual spending of R62,101 million (5.60)
  against the revised budget spending plan of
  R203,447 million (18.36) (under-spending) on
  Payments for Capital Assets is mainly due to the
  low spending of funds allocated for capital works
  projects due to the low and late billing from the
  Department of Public Works for capital works
  projects completed.

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STATE OF REVENUE PER DEPARTMENTAL RECEIPTS FOR
THE YEAR TO DATE 30 JUNE 2010
Revenue Budget Actual Rev to date Actual Revenue Collection Plan to date Collection Plan Revenue still to be collected
  R'000 R'000 R'000 R'000
Sales of goods and services 63,775 9,843 15.43 8,656 13.57 53,932
Sales of scrap, waste, arms and other used current goods 8,510 543 638.07 321 3.77 7,967
Fines, Penalties and Forfeits 22,030 4,207 1909.67 3,884 17.63 17,823
Interest 318 22 691.82 149 46.86 296
Sales of capital assets 1 301 3010000.00 0 0.00 140
Transactions in financial assets and liabilities 48,768 13,405 2748.73 10,192 20.90 35,363
Total 143,402 28,321 1974.94 23,202 16.18 115,521
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STATE OF REVENUE PER DEPARTMENTAL RECEIPTS FOR
THE YEAR TO DATE 30 JUNE 2010
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COMMENTS ON THE REVENUE COLLECTION FOR THE YEAR
TO DATE 30 JUNE 2010

• The final overall year-to-date revenue of the
  Department as at 30 June 2010 was R28,321 million
  (1974,94) against the revenue plan of R23,202
  million(16.18) resulting in R5,119 million (
  of allocation)
• over-collection against the revenue plan
• Factors that contributed to the over-collection
  per departmental receipt are as follows
• The actual revenue of R9,843 million (15,43)
  against the budget revenue collection plan of
  R8,656 million (13,57) (over-collection) under
  the sales of goods and services is mainly due to
  higher than expected commission on insurance and
  garnishees
• The actual revenue of R543 thousand (6,38)
  against the budget revenue collection plan of
  R321 thousand (3,77) (over-collection) under
  the sales of scrap , waste and other used current
  goods is mainly due to higher than expected sale
  of waste paper and scrap goods
• The actual revenue of R4,207 million (19,1)
  against the budget revenue collection plan of
  R3,884 million (17,63) (over-collection) under
  the fines, penalties and forfeits is mainly due
  to higher than expected collection of court fines

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COMMENTS ON THE REVENUE COLLECTION FOR THE YEAR
TO DATE 30 JUNE 2010 (Cont)

• The actual revenue of R22 thousand (6,95)
  against the budget revenue collection plan of
  R149 thousand (46,86) (under-collection) under
  the interest is mainly due to under estimation of
  interest bearing debts. The baseline will be
  reviewed based on 2010/11 actuals for future MTEF
• The actual revenue of R301 thousand (30 100)
  against the budget revenue collection plan of R0
  thousand () (over-collection) under the sale of
  capital assets is mainly due to under estimation
  of capital goods to be sold. Mainly capital
  goods are sold on disposal of movable assets
• The actual revenue of R13,405 million (27,49)
  against the budget revenue collection plan of
  R10,192 million (20,9) (over-collection) under
  the transaction in financial assets and
  liabilities is mainly due to higher than expected
  collection of debts and previous years
  expenditure

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ROLL-OVERS FROM 2009/10 TO 2010/11

• The Department applied for the following
  roll-over of funds from 2009/10 to 2010/11
  financial year
• R22,590 million for payment of PPP consultants
  as the department
• could not finalise the adjudication process for
  the PPP bids
• R26,178 million for the OSD payment of Educators
• A response has been received from National
  Treasury that the R22,532 million has been
  approved for roll-over with regard to the request
  for PPP consultants and will be included in the
  Adjustment Appropriation Bill, 2010

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BELT-TIGHTENING AND COST CUTTING MEASURES

• Belt-tightening and cost-cutting measures
  introduced are as follows
•  
• Strict control over travelling, subsistence and
  the related accommodation costs
• Imposed strict control over the appointment of
  consultants
• Imposed control over the departmental printing
• Discouraging the use of hired accommodation
  facilities for meetings, conferences and
  workshops
• Preventing the unnecessary costs related to the
  advertising, branding and marketing of the
  Departmental activities

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• PROGRAMME PERFORMANCE AND SERVICE DELIVERY
  HIGHLIGHTS

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ADMINISTRATION

• One of highlights for quarter was filling of
  posts of National Commissioner and Chief
  Financial Officer
• Vacancy rate 1.6 based on 41500 establishment
• Filling of critical posts begun
• Proposed organisational structure in line with
  functions of DCS submitted to DPSA for
  consultation - awaiting feedback from DPSA
• Proposed structure for MATD branch forwarded to
  Minister for approval
• Post establishment for new Kimberley Correctional
  Centre reviewed and placed on route for financial
  approval

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ADMINISTRATION

• Consultations held with regions and branches in
  Head Office on classification of Public Service
  Act (PSA) and Correctional Services Act (CSA)
  posts. Classifications approved and in process of
  being captured on PERSAL
• 2 X 12 hour work shift system implemented in 187
  out of 238 Correctional Centres nationally.
  Remaining 51 Centres implemented other shift
  systems i.e 3, 4 and 5 shift systems
• Breakdown for each region on implemented 2 X 12
  Hour Shift system
• Eastern Cape 42 out of 45
• FreeState\Northern Cape 44 out of 47
• Gauteng 15 out of 26
• KZN 32 out of 42
• LMN 25 out of 36
• WC 29 out of 42

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ADMINISTRATION

• Cluster task team on re-offending established
• Completion of partnership research on
  Retrospective review of offenders on HIV and AIDS
  treatment at Chris Hani Baragwanath Hospital
• Life History Research on repeat violent offenders
  Steering Committee appointed to oversee
  running of project
• Utilization rate of HoCC monitoring tool for
  first quarter 2010/11 were 6493 hits. Eastern
  Cape 2104 Western Cape 1932 - LMN 756 -
  Gauteng 721 - Northern Cape/Free State 453 and
  KZN - 527 hits
• Roll out of ICD10 Codes fully implemented in all
  Correctional Centres
• UNCCPCJ finalized UNCCPCJ 12TH Congress Country
  report
• Report submitted to JCPS Cluster Development
  Committee

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ADMINISTRATION

• SADC Submission made for attendance of
  Inter-State Defence and Security Committee
  (ISDSC) meeting of July 2010 in Maputo
• DCS attended interdepartmental preparatory
  meeting - report available
• ACSA DCS as Secretariat convened ACSA Executive
  Committee Teleconference in May 2010 and followed
  up on decisions of meeting. DCS attended ACSA
  Biennial Conference preparatory meeting in Ghana
• Meeting held with Lesotho delegation and rules of
  engagement drafted
• Overarching communication strategy for five years
  developed with extensive consultation of branches
  and regions
• Auditing of stationery of Correctional Services
  started to ensure full compliance with Corporate
  ID manual

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ADMINISTRATION

• RDOMS Automated Person Identity System (APIS)
• Phase 1 17 sites completed. Krugersdorp last
  site which was completed in June 2010
• Remand Detainee and Offender Management System
  (RDOMS) Phase 4 (Basic Care)
• Funds secured for training and quotation received
  from service provider for training on Electronic
  Tuberculosis Register (ETR)  
• Video Remand
• 17 of 21 sites refurbished and ready for
  installation of cabling and court equipment
  (camera, sound and monitor).
• Electronic Document and Records Management System
  (EDRMS)
• Virtual server environment made available and
  Documentum installed

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ADMINISTRATION

• Corporate Performance Management System (CPMS)
• Strategic planning and report-back procedures
  defined which enabled commencement of User
  Requirements Specification (URS)
• Correctional Services Act Monitoring System
  (CSAMS)
• Beta testing completed at all three testing
  centres
• Integrated Human Resource Management System
  (Phetogo) - HR
• New requirements and various HR components
  discussed with business
• Integrated Legal System (ILS) (Lesedi) - Phase 4
• Draft ILS Strategy completed
• Draft Business Case completed
• Virtual Private Network (VPN)
• Business Case 80 complete

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ADMINISTRATION

• Technology Rollout to New Sites Western Cape
• Quotations for cabling obtained and verified at
  Head Office by regional network controller
• Telecommunications
• Telephone Management System (TMS) Business Case
  completed - en route for approval
• Communication sent to Telkom requesting
  suspension and eventual termination of 800
  identified phone lines that are no longer active
  (ghost lines). Will lead to substantial cost
  saving for department
• Information Systems Security (ISS)
• Request for Quotation (RFQ) completed and sent to
  SITA

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• REASONS FOR MAJOR VARIANCES

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ADMINISTRATION

• Reasons for major variances
• Develop an Information Systems Architecture -
  Planned milestones for project for first quarter
  not met due to resignation of Chief IT Architect
  during previous financial year - replacement in
  2nd quarter of this financial year
• Develop an Open Source Software Strategy -
  Planned milestones for project for first quarter
  not met due to resignation of Chief IT Architect
  during the previous financial year replacement
  in 2nd quarter of this financial year
• Basic Infrastructure - Planned milestones for
  project for first quarter were to review the
  Business Case, Project Charter and User
  Requirements Specification - Main challenge
  facing this project - no funding and
  infrastructure is continuing to decay day by day

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ADMINISTRATION

• Reasons for major variances
• Failure to deliver basic infrastructure project
  will have severe impact on other projects such as
  RDOMS and EDRMS as it will be impossible to
  implement them without necessary infrastructure
  in place
• Unstable IT Workforce - For many years IT
  experienced serious challenges with attraction
  and retention of quality permanent staff

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SECURITY

• Assaults 916 assaults recorded in first quarter
• Escapes - Target for escapes is 57 or 3.4 escapes
  per 10 000 inmates. Target in great danger of
  not being met due to mass escape of 41 inmates at
  Harrismith Correctional Centre
• Unnatural deaths - Nine unnatural deaths recorded
  
• Security personnel skills development framework
  draft report available and approved as working
  document
• Project Plan on integrated security technology
  framework developed
• Quarterly security risk analysis reports compiled
  and submitted

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CORRECTIONS

• Overcrowding at 36.8
• Engagements with UNISA formalized re utilization
  of interns - National Commissioner approved
  Memorandum of Understanding
• Draft implementation plan available
• Development of Behaviour Modification and other
  correctional programmes completed - research
  report available and economic crime/theft related
  correctional programme been developed
• Draft White Paper on Remand Detention finalized
  and submitted to Minister for further
  consultation with Cabinet Committee
• Provisional Branch Structure and functions
  available and job descriptions and job evaluation
  questionnaires completed
• Development of remand detention risk
  classification tools and protocols still in
  process

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CORRECTIONS

• Offenders who participated in Correctional
  Programmes
• Anger Management 1382
• Substance Abuse 1846
• Programme for Sexual offenders 966
• Pre-release 2416
• New Beginnings 551
• Cross Roads 998
• Restorative Justice 696
• Life Skills 685  Total 8865
•  

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CARE

• During first quarter of 2010/2011, 47 262
  spiritual care sessions were rendered which
  represents 13 087 church/ faith services, 12 007
  group sessions and 22 168 individual pastoral
  care sessions against annual target of 185 000
  sessions. Target was exceeded by 1 012 sessions
• Vacant chaplains posts (11) not filled
• National target for percentage of care programmes
  provided by external service providers vs. the
  total number of quality assured care programmes
  per year is 69
• 52.41 85652 offenders vs. 163 427 offender
  population participation in Care programmes.
  Represents an over achievement of 1.41

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DEVELOPMENT

• Participation in skills development programmes -
  19 132
• Participation in Skills Development Further
  Education and Training programmes as follows
• participation in National Curriculum(Vocational)
  - 6 159
• Engineering Studies - 2 508
• Business Studies - 2 583
• Achievements of implementation of Skills
  Development Master Plan
• Pretoria and Boksburg Wood Workshops obtained
  full accreditation status with Forestry and
  Industry Education and Training Authority (FIETA)
• Kroonstad Steel Workshop obtained work place
  approval with Manufacturing, Engineering Related
  Sector Education and Training Authority (MERSETA)

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DEVELOPMENT

• Decline of offender participation in skills
  development programmes attributed to insufficient
  DCS funding and suspension of funding from
  Department of Labour
• Formal Education Policy forwarded to Department
  of Basic Education Policy Development Unit for
  consultation
• DCS engaged with Department of Higher Education
  Teacher Development Unit on quality assurance of
  DCS educator qualifications
• Presidential National Commission (PNC) sponsoring
  training for 242 Youth Offenders and 8 officials

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SOCIAL REINTEGRATION

• Participated in working group of sub-committee of
  the NCCS on parole legislation and policy. Draft
  legislation finalized for submission to NCCS
• 186 offenders have not received decision on
  parole consideration by HCC/ CSPB within 2 months
  after recommendations have been submitted by CMC
  to CSPB
• Performance information
• Offenders (CSPB cases) eligible for parole 18138
• Offenders considered by CSPB for parole 12837
• Offenders awarded parole by CSPB 6619
• CSPB disagreement with CMC 1448
• Parole review board disagreement with CSPB 0

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FACILITIES

• Construction of upgrading of existing
  correctional centre project at Ceres (282
  additional beds) - 54 complete and 76 complete
  at Brandvlei (346 additional beds)
• Construction of replacement correctional centre
  at Vanrhynsdorp (328 additional beds) - 73
  complete
• Bid Specification amendment process has started
  in relation to the increase of bed space through
  Public Private Partnerships
• Draft SLA for management of relations with DPW
  has been submitted for comments

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• CHALLENGES

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CHALLENGES

• Down management of incidents of assaults still
  challenge in many regions
• Training required for Managers on performance
  information management and new processes put in
  place by government
• Alignment of strategies and budgets
• Alignment of spending plans and Operational Plans
• Overcrowding, gangsterism and inoperative
  electronic security equipment contribute towards
  the increasing security infringements
• Shortage of medical personnel

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