Building a caring correctional system that truly belongs to all

Building a caring correctional system that truly belongs to all

Management Response to Portfolio Committee Report: DCS Annual Report, 2005/06

22 MAY 2007

Cape town

CONTENTS

• Progress on Action Plan on Audit Qualifications and other Compliance Matters

• Current State of Expenditure• Formulation of targets in Strategic Plan• Project Performance• Vetting of officials• Management of HIV/AIDS• Construction of new correctional centres

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

• Public Private Partnerships (APOPS) Discussions have been held with NT Consulted with other national and provincial departments that have similar arrangements Specimen Annual Financial Statements

document has reviewed disclosure


(Cont...)• Receivables Members have been identified who

will deal with debts PERSAL function given to the said

members Judge White Cases Project 98% of the cases in the master list can now be linked to a specific debtor


(Cont...)• Receivables (Cont…) Incorrect capital amounts on BAS

rectified for 3 out of 5 regions as at 25 April 2007


(Cont...)• Asset Management A project to verify all assets in the Department commenced in November 2006 The process involved identifying each asset and ascertaining if it is marked/bar coded and accounted for in the asset register or not and if it is not it is marked and captured on the register


(Cont...)• Asset Management (Cont) All 80% of centres have done the verification and are currently reconciling their findings before they can be forwarded to the accounting officer The project will be concluded in June 2007


(Cont...)• Asset Management (Cont) The D-G of National Treasury has granted approval to the Department to migrate to LOGIS which is a supply chain system that encompasses all the functions provided by the different systems currently utilized by the department. An implementation kick-off meeting between the department and LOGIS implementation team National Treasury took place on 11 May 2007


(Cont...)• Asset Management (Cont) It is envisaged that the first sites will migrate to LOGIS in November 2007 and the whole department by 31 March 2008


(Cont...)• Medical Expenditure Out of 8 469 continuation members

7 622 (90%) of life certificates were received

85 (1%) members could not be located through the mail

762 (9%) outstanding certificates – currently traced through MEDCOR

GEPF database system to be deployed to DCS – to go on live wef 15 June 2007


(Cont...)• Housing loan guarantees 1 236 old state guarantees were cancelled

on PERSAL 112 unused state guarantees were

cancelled Electronic state guarantee register is now

implemented and maintained 187 guarantees were cancelled where there were

discrepancies wrt guarantee institutions and deduction institutions


(Cont...)• Internal Control BAS/PERSAL Interface - All BAS/PERSAL reconciliations

have been done monthly up to April 2007

- Reconciliations are monitored fortnightly by Chief Directorate: Finance and monthly in Heads of Finance and SCM forum and ASC


(Cont...)• Internal Control (Cont…) BAS/PERSAL Interface (Cont…) - Reconciliations were submitted to

A-G for auditing in February 2007


(Cont...)• Internal Control (Cont…) Journals - All Financial Administration Procedure

Manual chapters have been amended to give guidance on what specific journals should be raised

- Financial Circular issued to guide members on attachments to journals


(Cont...)• Internal Control (Cont…) Losses

- During the financial year 2006/07 a concerted effort to finalize long outstanding losses was made

- As a result 1 090 cases were finalized as opposed to 120 in the financial year 2005/06


(Cont...)• Internal Control (Cont…) Suspensions

- Suspension register has been implemented and maintained - PERSAL is now updated with

suspension information


(Cont...)• Internal Control (Cont…) Performance Agreements

- For 2006/07 there were 167 sms; 3 members (2%) did not sign their

performance agreements - 1 sms member was disciplined - 2 sms members submitted after cut off date


(Cont...)• Internal Control (Cont…) Performance Agreements (Cont…)

- For 2007/08 the deadline for signingperformance agreements was 04April 2007 - The certification of compliance wasdue by 14 May 2007 and we are currentlyanalysing the submissions


(Cont...)• Internal Control (Cont…) Budget

- A financial circular was issued wrt to sensitising all managers to hold financial meetings - FAP chapter was amended to give proper guidance on the structure of financial meetings - Bi-annual certifications were introduced to monitor the process –


(Cont...)• Vacancies Out of 44 849 posts, 41 393 were filled

as at 30 April 2007 As at 30 April the vacancy rate was

7.7%


(Cont...)• Pharmacies Computer system error has been

rectified and tested in 2 sites (Pta and Leeuwkop)

Rollout will be completed in June 2007


(Cont...)• Vehicle Fleet Management A total of 142 transport officers who were not trained before, have been trained since April 2006 to date All transport offices will be computerized this financial year as less than 50% have computers


(Cont...)• Vehicle Fleet Management (Cont…) The DCS has also requested the Department of Transport (DoT) to allow it to participate in the Fleet Management PPP contract as part of addressing the problem. The DoT has already invited tenders to appoint a Transactional Advisor to conduct a feasibility study


(Cont...)• Accruals Had discussions with NT with regard to the enhancement of BAS Financial circular issued to sensitise all members to process payments within a period of 30 days from date of receipt of invoice


(Cont...)• Policies All 25 chapters of the Financial Administration Procedure (FAP) have been finalised and distributed. The

last chapter was approved during April 2007


(Cont...)• Accommodation National Overcrowding Task Team (NOTT) monitors progress on

alleviating overcrowding in accordance with relevant sections of Criminal Procedure Act


(Cont...)• Accommodation (Cont…) Offenders are distributed /transferred

to less overcrowded centres 16 894 sentences were converted to

correctional supervision from January to 30 April 2007

950 ATDs placed under community corrections from January to 30 April 2007


(Cont...)• Jali Commission 129 cases were identified 62 cases have been finalised ito disciplinary

hearings 2 cases were referred to SAPS and Health

Professions Council as they involved members from the aforementioned institutions

65 cases in progress – to be finalised by 30 November 2007


(Cont...)• Information Systems Audit IT policy and procedures have been

approved IT functions are now segregated and

Comsec monitors the dept and exceptions are reported as and when they occur

Better audit trail implemented


(Cont...)• Information Systems Audit (Cont…) Physical access (biometric / access

control cards) has been improved in 91% of computer rooms

CURRENT STATE OF EXPENDITURE AS AT 28 FEBRUARY 2007

• The final overall expenditure of the Department as at 28 February 2007 was at 81.67% against an ideal of 91.67%

• The Capital Works cash flow received from DPW indicated an even distribution of expenditure. A substantial account was received during January 2007 but we are still awaiting the PACE documents for a projected payment of R155 million for January up to March 2007

• Under spending in most of the Programmes is due to non-filling of vacant posts. The filled posts are at 40 504 against the target set for March which is 42 222 resulting in 1 718 unfilled vacancies as at the end of February 2007

CURRENT STATE OF EXPENDITURE AS AT 28 FEBRUARY 2007 (Cont…)

• The DPW indicated on 28 February 2007 that the outstanding invoices for Property Management (Leases and Municipal services) will be submitted before the end of the 2006/2007 Financial year.

• The low expenditure for the Programmes Care and Development is mainly due to a backlog in capturing Internal Charges.

• Unspent funds will be requested for roll-over to the 2007/2008 Financial year.

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IMPROVE FORMULATION OF TARGETS & DELIVERY ON CURRENT ONES

• Improved alignment of planning processes

• Strategic Plan for 2007/08 to 2011/12 has been finalised and tabled with better target formulation

PROJECT PERFORMANCEPROJECT STATUSImplementation of Jali Commission Recommendations

Status as indicated under AG report

Transfer children out of Correctional Centres

The project is handled in partnership with Dept of Social Development and other stakeholders on an ongoing basis

Construction of New Correctional Centres

Kimberley under constructionFeasibility study report received for 5 NCCsLeeuwkop viability study still outstandingPolokwane suspended due to delayed negotiations on land issue

Manage Awaiting Trial Detention (MATD)

Policy on MATD approvedBusiness analysis stage of the Remand Detainee and Offender Management System (RDOMS) finalisedIn process of consulting with relevant stakeholders on minimum facilities requirement

PROJECT PERFORMANCEPROJECT STATUSImplementation of the Offender Rehabilitation Path (ORP)

Manual on ORP has been finalisedTraining manual on ORP has been finalised

Biometric Access Control Systems (BACS)

Staff trained on the operation and enrolment of visitors on the BACS

Social reintegration Process of marketing non-custodial sentences to the judiciary, some NGOs and FBOs has started

Correctional Services Amendment Bill

Bill has been certified To be gazetted by end of May 2007

PROJECT PERFORMANCEPROJECT STATUS

Integrated Human Resource Strategy (IHRS

Implementation plan of the IHRS has been drafted

Makombandlela (Integrated IT Systems) Project

RDOMS business analysis stage finalisedIntegrated Corporate Services System (ICSS) – implemented biometric access control (H/O) for PERSAL

VETTING OF OFFICIALS

• In process of setting up the Vetting Fieldwork Unit (VFU) within DCS (in conjunction with NIA)

• It is anticipated that the VFU will be functional wef October 2007

• 208 vetting forms have been processed from January to end of April 2007 and submitted to NIA

MANAGEMENT OF HIV / AIDS

• HIV/AIDS and Syphilis prevalence survey results were received during March 2007

• 4 additional sites have been accredited – Kroonstad; Groenpunt; Kimberley; and Johannesburg Med C – bringing the total to 9 sites

HIV/AIDS TRAINING

• From April to 11 May 2007 – 20 members were trained in Voluntary Counselling and Testing (VCT)

• 120 offenders trained as peer educators

PROGRESS MADE IN CONSTRUCTION OF THE 8 CORRECTIONAL CENTRES

• Construction for Kimberley New Correctional

Centre (NCC) started on 14 November 2006

and completion will be November 2008

• Polokwane NCC has been suspended due to

delayed negotiations on land issue

• Leeuwkop NCC – viability study outstanding

PROGRESS MADE IN CONSTRUCTION OF THE 8 CORRECTIONAL CENTRES

• Klerksdorp; Nigel; Allandale; East London; and Port Shepstone NCCs – feasibility studies from Transaction Advisor were received during April 2007

Thank you

Building a caring correctional system that truly belongs to all

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