FREE STATE PROVINCE

24 JULY 2013

PROVINCIAL MANAGER

BONAKELE MAYEKISO

HOME AFFAIRS – PORTFOLIO COMMITTEE

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Table of ContentsCONTENT SLIDE NO.

Introduction and Background 1-4

Vision and mission, National Outcomes and Departmental Strategic Goals 5-7

Provincial Management & Demarcation 8

Footprint for the Province 9

Stakeholders Forum 10-11

SERVICES 12-22

Civic Services

Birth Registration 2013/2014 Comparison

Late Registration of Birth -

Identity Documents First and Reissue

School Project

Duplicate Cases

Passport

Queries

12

13

14 - 16

17

18

19

22

IMMIGRATION SERVICES

Port Control Statistics 23

3

CONTENT SLIDE NO.

Deportation

Permitting statistics

Queries Register

Photos of office and outreach

24

25

26-27

28 – 29

SUPPORT SERVICES

Staff Profile Performance Management

Staff Development and Staff Engagement

Employee Wellness

Provincial Finances (Budget Expenditure & Revenue Collection) and Assets

Fleet Management Counter Corruption & Prevention Labour Relations Cases Vetting Security Services Achievements Challenges

30

31

32 - 33

34

35 - 41

42

43 - 44

45

46

47

48

49

Thank you 50

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INTRODUCTION & BACKGROUNDNTRODUCTION & BACKGROUND The Free State Province in the RSA, accounting 6% of SA population.

Has a population estimated at 2.8 Million as released by Stats SA.

The Province has 4 District Municipalities and 1 Metropolitan Municipality.

DHA Offices in Free State are aligned to 4 District Municipalities and 1 Metropolitan Municipality.

The launching of Stakeholder Forums on the District and Local Municipalities have greatly improved the way of delivering services especially in rural areas.

Monitoring & Evaluation of the departmental performance relating to DHA is at the centre of Service Delivery Improvement Plan.

The department in the province is operating in terms of the three outcomes for the Minister.

We are targeting all rural areas to end the Late Registration of Birth (LRB)

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STRATEGIC OVERVIEWSTRATEGIC OVERVIEW

VISION STATEMENT

A safe, secure South Africa where all of its people are proud of, and value,

their identity and citizenship.

MISSION

The efficient determination and safeguarding of the identity and status of

citizens and the regulation of migration to ensure security, promote

development and fulfil our international obligation.

VALUE STATEMENTThe DHA is committed to be:•People-centred and caring, Patriotic•Professional and having integrity, •Corruption free and ethical,•Efficient and innovative.

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MINISTER PERFORMANCE AGREEMENT IN TERMS OF NATIONAL MINISTER PERFORMANCE AGREEMENT IN TERMS OF NATIONAL OUTCOMESOUTCOMES

The 12 National outcomes are at the heart of the strategic planning process of the The 12 National outcomes are at the heart of the strategic planning process of the

Government and DHA is accounting for three as per the signed Minister`s Government and DHA is accounting for three as per the signed Minister`s

performance agreement. The departmental relevant out comes areperformance agreement. The departmental relevant out comes are

NATIONAL OUTCOME 3NATIONAL OUTCOME 3

All People in South Africa are free and feel safe

NATIONAL OUTCOME 5NATIONAL OUTCOME 5

Skilled and capable workforce to support an inclusive growth path.

NATIONAL OUTCOME 12NATIONAL OUTCOME 12

An efficient, effective and development orientated public service and an empowered, fair and

inclusive citizenship

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DEPARTMENTAL STRATEGIC ORIENTED GOALS (OUTCOMES)DEPARTMENTAL STRATEGIC ORIENTED GOALS (OUTCOMES)

STRATEGIC OUTCOME ORIENTED GOAL 1STRATEGIC OUTCOME ORIENTED GOAL 1

Secure South African citizenship and identity engineered by the Civic

Services Unit

STRATEGIC OUTCOME ORIENTED GOAL 2STRATEGIC OUTCOME ORIENTED GOAL 2

Immigration managed effectively and securely in the national interest

including economic, social and cultural development engineered by the

Immigration Unit

STRATEGIC OUTCOME ORIENTED GOAL 3STRATEGIC OUTCOME ORIENTED GOAL 3

A service that is efficient, accessible and corruption free to be

realised by all the departmental Units.

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PROVINCIAL MANAGEMENT AND DERMACATION – NEW OPERATING MODEL

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DHA FOOTPRINT FUTURE – FREE STATE

Local Small officeLocal Small office

Large officeLarge office

Planned officePlanned office

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SUMMARY OF THE CURRENT FOOTPRINT FOR THE FREE STATE PROVINCE

TYPE OF OFFICEDHA current

footprint Operational

Non Operational due to

accommodation challenges

Local Office Large ( former RO) Bloemfontein Large

Welkom Large

Phuthaditjhaba Large

3 Phuthaditjhaba still in the building phase we operate from an

old Magistrate building

Local Office Average ( former DO) 9 9 N/A

Local Office Small (former PSP) 13 13 N/A

Health Facilities (HSP) 26 26

Ports of Entry (POE) 8 8

Mobile Offices 11 6

Thusong Service Centre (TSC) 6 6

Total 76 71

Overview of footprint per type of DHA service point (SP)

*

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Provincial Profile

Mangaung Metro

Lejweleputswa

Thabo MofubetswaneXhariep

Distribution of DHA offices within these districts

Fezile Dabi

DO Koffiefontein Do ZastronMPCC Trompsburg

16 SERVICE POINTS

L/O BloemfonteinM/O Botshabelo

S/O Thaba NchuS/P Ladybrand

11 Service points

R/O PhuthaditjhabaD/O Bethlehem

D/O Harrismith3- MPCC16 Service Points

D/O KroonstadD/O Sasolburg

3 Service points13 Service points

R/O WelkomD/O Bultfontein

4 Service Points12 Service points

135 245

728 262

725 939

460 312 657 011

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BIRTH REGISTRATION- STATISTICS

BIRTH REGISTRATION APPLICATIONS

MONTH 30 DAYS31 DAYS &

above

LATE REGISTRATI

ON TOTAL

PREVIUOS YEAR

2011/2012 30DAYS31 DAYS &

ABOVE LRB

Apr-13 4162 1603 839 6604 Apr-12 3160 1398

May-13 4046 1443 916 6405 May-12 3876 1863

Jun-13 2185 1112 910 4207 Jun-12 3187 1614

TOTAL 10393 4158 2665 17216 TOTAL 10223 4875

NOTE: TARGET 2012 : 9965 TARGET 2013 : 10890

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ANNUAL TARGET: Projected to 43560 births registered within 30 days of the birth event against the estimated 1.1 million births per annum, (Quarterly Target is 10890 total births to be registered)

ANALYSIS OF PERFORMANCE IN RELATION TO STRATEGY TO ACHIEVE TARGET THE STANDARD HAS BEEN PARTIALLY ACHIEVED

We have registered 10393 births within 30 days for the quarter (2013/2014), and 9645 births within 30 days for quarter 1 (2012/2013) this show an increase in birth registration during this financial year.

Our quarterly projection were not achieved for this financial year with less births of 587.

The province for this financial year has connected another health facility in Windburg to Improve our birth registration within 30 days.

We will be deploying more full time staff in areas were the hospital births is more to ensure all children's are registered within 30 days.

Challenges/Reasons for non achievement

Priorities' hospital staff.

Visitation to be improved

Way forward/Remedial action

•Continuous engagements with stakeholders and our education programs at the hospitals

Type of Evidence

•NPR REPORT

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LATE REGISTRATION OF BIRTHS (LRB)- STATISTICSITEMS NUMBER OF APPLICATIONS

Closing balance of LRB cases as at 31 March 2012 2364

Number of LRB applications received (April-June) 2665

Number of applications approved 2555

Number of applications rejected 498

Number of applications referred to IMS for investigations 110

TOTAL NUMBER OF APPLICATIONS ON HAND 2057

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1ST Issues ID and Re- Issues- STATISTICS

ID APPLICATIONS

MONTH2013/2014 1 ST ISSUE RE-ISSUES DIFFERENCE %

PREVIUOS YEAR

2012/2013 1 ST ISSUE RE- ISSUE DIFFERENCE

Apr-13 4249 3162 1087 74.% Apr-12 4996 2878 2118

May-13 5315 3060 2255 58% May-12 6154 4020 2134

Jun-13 6568 3656 2912 56% Jun-12 5447 3080 2364

TOTAL 16132 9878 6254 63% TOTAL 16597 9978 6616

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Identity for first issue and Re-issue( April – June 2013)

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Identity for first issue and Re-issue

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DHA Annual Target 3.4.2.2: First & Re-issue ID’s received from Head Office registered on T&T by front offices within 1 day

BASELINE

ANNUAL TARGET

QUARTER 1 TARGET 2012/2013

QUARTER 1ACTUAL2012/2013

QUARTER 1 TARGET2013/2014

QUARTER 4 ACTUAL 2013/2014

ANALYSIS

One day to register ID received at Front Office

One day to register ID received at Front Office

One day to register ID received at Front Office

One day to register ID received at Front Office

One day to register ID received at Front Office

One day to register ID received at Front Office

The Province has performed very well with the registration of first identity application vs Re-issue application for the first quarter both in 2012.2013 and 2013/2014.

Achieved Achieved

PROGRESS PER QUARTER

2012/2013 First Issue = 16597Re-Issue = 9978

2013/2014First Issue = 16132Re-Issue = 9878

One day to register ID received at Front Office

One day to register ID received at Front Office

Type of evidence

Track and Trace reports

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IDENTITY DOCUMENT CAMPAIGN – SCHOOLS PROJECT

PROVINCETargeted

schools to be visited

No of Schools Visited

Number of applications collected

Number of ID issued

FREE STATE 80 154 894 403

TOTALS 80 154 894 403

SCHOOL REPORT: APRIL - JUNE 2013

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ANNUAL TARGET: 100% of South African learners with IDs as required by examination regulations

ANALYSIS OF PERFORMANCE IN RELATION TO STRATEGY TO ACHIEVE TARGET

We visited 50 school for the month of April 2013, with taking 253 applications, whiles during May 2013 we did 67 schools and collected 283 application, For the Month of June we only visited 37 Schools, for the quarter we have already provided services to 154 school with 894 applications taken.

These schools are visited within the 4 Districts and 1 Metro Municipality in the Province.

Our drive of 15 Years old to know why an identity document will be important is a continuous process.

Challenges/Reasons for non achievement

•Presence of foreigners at schools without proper documentation

Way forward/Remedial action

Visits will only be at schools were permission is granted Awareness of undocumented learners be made at schools

Type of Evidence

•Letters of schools.

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ITEMS NUMBER OF APPLICATIONS

Duplicates cases on hand as at 31 March 2012 203

Number of new duplicate cases received (April-June) 53

Cases referred to HO for issuance of Identity document 41

Number of unfinalized cases 215

DUPLICATES CASES - STATISTICS

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PASSPORT TYPE NUMBER OF APPLICATIONS

Tourist Passports (NORMAL) 4151

Temporary Passports 4076

Child Passports 910

Official Passports 62

Maxi Passports 180

TOTAL 9379

PASSPORT APPLICATIONS – STATISTICS- APRIL- JUNE 2013

7062

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IMMIGRATIONS STATISTICS – APRIL – JUNE 2013 MONTHS PERIOD

PORT CONTROL STATISTICS

PORT

Arrival Departure TOTAL

RSA Foreigner RSA Foreigner  

Caledonspoort 19 954 51 608 19 221 37 659 128 442

Ficksburg 83 162 321 599 83 234 244 911 732 906

Makhaleen Bridge 1 445 5 210 1 485 4 076 12 216

Maseru bridge 92 189 341 492 92 242 288 027 813 950

Monontsha Pass 1 308 5 515 1 333 3 532 11 688

Peka Bridge 1 889 5 072 1 345 2 551 10 857

Sephapus Gate 206 797 156 423 1 582

Van Rooyensgate 13 256 57 518 12 559 43 982 127 315

TOTAL 213 409 788 811 211 575 625 161 1 904 956

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DEPORTATIONS – STATISTICS (APRIL–JUNE 2012/2013)

DEPORTATIONS

MONTH2013/2014 NUMBERS

PREVIOUS YEAR2012/2013 NUMBERS

DIFFERNCE%

Apr-13 468 April – 12 447 21

May-13 288 May – 12 486 -198

Jun-13 356 Jun- 12 0 356

TOTAL 1112 TOTAL 933 179

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PERMIT APPLICATIONS STATISTICS

PERMANENT RESIDENCE & TEMPORARY RESIDENCE

MONTHPERMANENT

RESIDENCE

TEMPORY RESIDEN

CE

RECEIVED HQ (PERMAN

ENT RESIDEN

CE)

RECEIVED HQ (TEMPOR

ARY RESIDENC

E)

OUTSTANDING

PERMANENT

RESIDENCE

OUTSTANDINGTOTAL OUTSTAN

DING

Apr-13 33 350 2 691 31 0 31

May-13 26 255 4 119 24 136 160

Jun-13 44 464 4 414 40 50 90

TOTAL 103 1069 10 1224 95 186 281

• There is an increase in the application of Residence permits at our offices in the Free State.

• The duration of finalizing Permanent Residence takes far longer then the standard set.

Analysis

Province Queries /complains volumes Q1

Number of queries resolved Comments Nature of complaints

Average resolution time

 Consolidated queries

Civic Permitting

Refugees

Total Civic Permitting

Refugees

Total   Civic

Permitting

Refugees

FREE STATE PROVINCE

113 4 0 117 28 0 0 28 13 marriages. 12 citizenship. 2 Forename s. 3 unabridged B/C . Rectification of place of birth . Late registration of death . Late registration of birth. 1 passport .3 amendments need consent. 2 ID one does not have address on NPR and the other needs online verification . 1 duplicate case needs an affidavit. 2 permits one need consent of parents one is not allowed for extension

5 unabridged . 2 Hanis. 1 false registration. 1 ID outstanding. 2 passports. 1 Permit application. 1 Address issue. 1 track and trace at matsovele . I surname change .

Query and compliant management

ANALYSIS OF PERFORMANCE IN RELATION TO STRATEGY TO ACHIEVE TARGET

- 113 queries for civic and 4 for permitting section

- 28 queries are resolved to date

-* ID issue = 9, *Duplicate cases = 7, False registration = 3, Amendments = 20, Rectification = 12 , BMD applications = 33, Unabridged certificates = 32, Permitting applications = 4

Challenges/Reasons for non achievement

•Head office not having records for unabridged certificates and taking long to modify these

Way forward/Remedial action

•Decentralization of function for rectification and amendments

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STAFF PROFILE AS AT END MAY 2013

LEVEL MALE DISABILITY FEMALE DISABILTY TOTAL14 1 0 1

13 1 2 3

12 2 0 2

11 2 2 4

10 8 1 9

9 4 3 7

8 29 18 43

7 26 29 55

6 186 04 205 05 391

5 15 3 17

3 14 17 31

TOTALS  284 04 273 05 563

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DESCRIPTIONPERFORMANCE ASSESSMENTS

PERCENTAGE (%)

PMDS conducted (2012/13) Conducted 100%

PMDS conducted 2013/14 (Half yearly) Due end of Sept 2013 Expect 100%

PERFORMANANCE MANAGEMENT DEVELOPMENT SYSTEM

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MONTHTRAINING CONDUCTED EQUITY

APRILPMDS TRAINING (All Manager and Supervisors)

78 EmployeesMales & Females

MAY

PORT Control ( Induction and Policy and Port Control training)

Civic Services ( Learning academy DHA Qualification)

39 Employees

13 employeesMale & Female

JUNE

PORT Control

Civic Services( Learning Academy DHA Qualification)

39 Learners

20 Learners.Male & Female

TOTAL 150 employees training

STAFF DEVELOPMENT

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INTERACTION OF STAFF

The Province interact with staff through the following meetings:

Top Provincial Management (SMS) – Fortnightly.Provincial Management meetings (SMS, Provincial Support & Office Managers) - MonthlyDistrict Management Meeting (Local Office Managers & Support) - Weekly Staff Meetings – WeeklyQuarterly Reviews Meetings

STAFF ENGAGEMENTS

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KEY AREA ACTIVITIES

Occupational Health & Safety Establish & Train OHS in all District

Absenteeism Management --- Managers have been trained on Abseentism

Employee Wellness Support activities

Moral support is being given to officials especially those that are on Incapacity Leave or involved in the accidents

Workforce Healthcare

- The company has been contracted to render employee wellness services. -Render telephonic & face-to-face counseling services to staff -Early identification of employees that needs referral

EMPLOYEE WELLNESS

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BUDGET ITEMBudget 2013/14

Actual Expenditu

re YTD(R)

Outstanding Commitment

s-YTD

Total Projected expenditureApril- June

2013/14

Total Projected

expenditure

April- June 2012/13

YTDSavings/ (Overspend

ing

YTDBudget Expendit

ure(%)

 

1‘000

2‘000

3‘000

4 (2+3)‘000

5 (1-4)‘000

6 (4÷1)

Comp of Employees

R130’580 R 29,215 R 29,215R22 086

R 101,365 22%

Goods and Services

R 9’846 R 2,939 R 1,178 R 4,117R2 482

R 5747 42%

Provincial & Local Government

R 88’ R 40 R 40 R 48 45%

Household R 30 R 30R 25

(R 30)

Capital Assets

R 150 R17 R 17 R 133 11%

TOTAL   R140 665 R 32 224 R 1,195 R33,419R24 595

R 107,263 24%

BUSINESS UNIT QUARTERLY FINANCIAL REPORT – 2013/14

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NOTES FROM FINANCIAL REPORT

According to the norm the expenditure in the first quarter should have been 25%, however 24% is reported as actual expenditure on the total overall

Therefore, goods and service is under tremendous pressure, where expenditure is sitting at 42% above the norm of 25% and last year quarterly expenditure.

This risk was projected by the province hence the submission of the budget pressure document to budget committee, where areas of concerns were raised that:

Procurement of 22 additional vehicles in the province without additional operational budget

70% of our fleet has exceeded 160 000 kilometers and is expensive to maintain the ageing vehicles

Appointment of 76 officials in the province also brought the current budget under pressure

Therefore the estimated additional budget requested amounts to R6 million

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Payment of Invoices within 30 days ( April – June 2013)

Total nr of invoices received

Nr of invoices paid within 30 days

Age breakdown of unpaid invoices Comments

Older than 30 days

Older than 60 days

Older than 90 days

241 234 04 02 01 Comments on the next slide

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Payment of Invoices within 30 days ( April – June 2013)

Order number Invoice number

Reasons

FS000816 HOF0242607 Accruals that were paid in the current financial year. This invoice was amongst invoices that were on hold up until a directive from HO is given to continue to pay in the current financial year

FS000620 HOF0223430 There was a technical error of the system were it could not allow capturing to be completed. Therefore, a system controller from HQ had to assist by correcting the lines in the system

FS000569 HOF0239375 Accruals that were paid in the current financial year. This invoice was amongst invoices that were on hold up until a directive from HO is given to continue to pay in the current financial year

FS000967 HOF0249534 Accruals that were paid in the current financial year. This invoice was amongst invoices that were on hold up until a directive from HO is given to continue to pay in the current financial year

FS000705 5917 Banking details had to be corrected by HQ

FS001013 HOF0254240 Accruals that were paid in the current financial year. This invoice was amongst invoices that were on hold up until a directive from HO is given to continue to pay in the current financial year

FS000911 0299353 Accruals that were paid in the current financial year. This invoice was amongst invoices that were on hold up until a directive from HO is given to continue to pay in the current financial year

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Assets classification

Number of assets

Value of assets ‘000

Number of assets

Value of assets ‘000

%Change of No.

2013/14 2012/13

Minor Assets 7990 9 420 7613 9619 5%

Capital Assets 1118 33 611 1055 30 509 6%

Total Assets 9108 43 031 8668 40 128 5%

ASSETS REGISTER FREE STATE PROVINCE

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NOTES TO THE ASSETS REGISTER

Number of assets has increased by 5% compare to 2011/12 financial year in the province

The number excludes 1033 assets earmarked for disposal

The total value of assets increased by 7%, due to number of new capital assets procured in the year 2012/13

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KEY AREA NUMBER PERCENTAGE

Total Number of vehicles in the Province 126 100%

Number of vehicles involved in accidents 2 1.5%

Number of Functional vehicles 124 98.5%

Total Number of mobile offices 11 100%

Number of Functional mobiles 5 45.4%

Number of dysfunctional mobile 6 55.6%

GRAND TOTAL FUNCTIONAL 129 95%

FLEET MANAGEMENT

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CORRUPTION PREVENTION AND PROSECUTION

NATURE OF OFFENCE PROGRESS

1. 3 x reported cases of theft of money.2. 1x reported case of abuse of petrol card.3. 1x reported case of fraudulent ID.4. 11x reported cases of fraudulent visas.5. 6x reported cases of corruption

6. 1x reported case of a fraudulent permit.7. 1x misuse of state vehicle.8. 1x Fraudulent marriage

1.Under investigation2.Under investigation3.Under investigations 4.Compiling reports5.Cases with labour relations for formulation of charges.

6. Compiling report7. Under investigations.8. Under investigations

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CORRUPTION PREVENTION AND PROSECUTION

KEY AREA

NUMBER OF CASES

STATUS

Opening balance of cases as at 01April 2013 25 18 compiling reports, for submission.

Previous year cases under-investigation 7 Still under-investigation

Number of New cases RECEIVED (April-June 2013)

11 Cases reported

Arrests ( officials ) 7 Cases with Employee engagement

Projects driven investigation to address Corruption

4 Still under investigation

Closing Balance 29

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LABOUR RELATION CASES

KEY AREA

NUMBER OF CASES

OUTCOMESFraud & Corruption 7 Cases with

Employee relations

Improper Conduct 0

Financial Misconduct 3 Under investigations

Closing Balance 10

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KEY AREA ACTIVITIES

DHA is a security DepartmentAll employees are expected to undergo security vetting.

AppointmentsCurrent staff complement is 562 including the 67 newly appointed officials in the first quarter

Number of security clearances issued Number of clearances issued to date 65

Pending security Clearances273 Z204 forms submitted to State Security Agency for registration

Security Clearances Denied 0

Number of security clearances forms issued ( Z 204) 67 forms issued to all newly appointed officials

VETTING

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KEY AREA ACTIVITIES

Security Services

Ulwazi Security contracted to render security services

9 security Offices

Security AwarenessSecurity awareness conducted on a monthly basis

Cash In Transit

G4 security company contracted to provided cash in transit at --6- offices in the Province.

SECURITY SERVICES

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Issue Achievements What has improved

Health connectivity • 1 extra Hospital connected• E.g. birth registration within 30 days

has improved.

Increased capacity at borders

• Maseru bridge 35 Extra people• Ficksburg 9 Extra people• Calendonspoort 6 extra people

• Better service delivery and clients are cleared faster .

Decentralisation of Procurement

• Quick ordering of operating tools• Payment within 30 days improved

• Better relations with

Transport • 19 vehicles procured for the province• Improve service delivery, access to

services of the department.

Cluster meetings• We are attending cluster meetings

which were not taking place for two years.

• Better coordination of Provincial stakeholders.

Achievements

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Issue ChallengesWhat needs to be been done

• Infrastructure at the borders

• No houses and office space for staff in Maserubridge, Ficksburg, Calendonspoort, and Vanrooyensgate and sephaphus gate

• Accommodation should be provided to staff.

• Lesotho citizens that frequent Free State and over stay.

• Deportation of Lesotho citizens is done weekly and we just cannot stop because they come back again.

• Look for an alternative to deal with Lesotho citizens

Challenges

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THANK YOU

KE YA LEBOGA

DANKIE

NDIYABULELA