HR ForumCapacity review: HR

information in the Public Service

2 September 2005

Cabinet decisions

• Approved that the G&A cluster develops an ongoing programme, including human resource development systems to assess the implementation capacity and organisation of sectors

Cabinet decisions (cont)

• approved that the above assessment, amongst others, be based on an evaluation of Vulindlela data in relation to –– vacancy rates– employment profiles– occupational categories and – staff turnover

Cabinet decisions (cont)

• Approved that for the January 2006Lekgotla a similar assessment be conducted iro Health, Education and Justice sectors and both the National and Provincial levels;

• Economic Sector & DTI added later

Cabinet decisions (cont)

• approved that Departments must update their organisation and personnel information on PERSAL with more detailed information on the skills base available in the Public Service

Findings: human resourcesEmployment profile in dedicated housing

departmentsEmployment profile by major occupation of dedicated housing departments

0%

10%

20%

30%

40%

50%

60%

70%

ELEMENTARY OCCUPAT

ADMIN O

FFICE W

ORKERS

PROFESS AND MANAGERS

TECHNIC+ASS P

ROFESS SERVIC

E WORKERS

CRAFT R

ELATED W

ORKER D

RIVER O

PERAT SHIPS

I T PERSONNEL

OTHER O

CCUPATIONS

KZN: HousingGP: HousingWC: HousingNat: HousingTotal

Findings: human resourcesVacancies in Housing depts. as indicator of

capacity constraints• Both Vulindlela & information supplied by the respective HR components

reflect an average vacancy rate of above 30% in the provinces.• DOH reduced vacancies through contract appointments

Vulindlela vs. reported vacancies

0

10

20

30

40

50

60

70

80

Perc

enta

ge

Vulindlela Vac. Rate (May 05) 26.1 32.9 22.3 51.9 27 26.5 66.9 54.2 27 22.5 36.8

HR reported (Jul 05) Vacancy Rate 13 37 20 39 32 33 36 33 28 32

Nat EC NW FS Gau KZN Mpu NC WC Lim Prov Av

Findings: Vacancy rate by occupation for dedicated Housing Departments

Vacancy rate by major occupation of dedicated housing departments

0%

5%

10%

15%

20%

25%

30%

35%

40%

ELEMENTARY OCCUPAT

ADMIN O

FFICE W

ORKERS

PROFESS AND MANAGERS

TECHNIC+ASS PROFESS

SERVICE W

ORKERS

CRAFT R

ELATED W

ORKER D

RIVER O

PERAT SHIPS I T

PERSONNEL

TOTAL

KZN: HousingGP: HousingWC: HousingNat: HousingTotal

Findings: Vacancy rate by occupation for dedicated Housing Departments: Professionals & Managers

Vacancy rate of professionals and managers of dedicated housing departments

35%

33%

32%

33%

34%

30%

31%

32%

33%

34%

35%

36%

KZN: Housing GP: Housing WC: Housing Nat: Housing Total

Findings: Vacancies in professional and manager categories

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

STATISTICIANS & RELATED PROF - - 0% - - 0% - - 0% 1 - 100% 1 - 100% ARCHIT, TOWN & TRAFFIC PLANER - 1 0% 4 1 80% 5 7 42% - 2 0% 9 11 45% ENGINEERS & RELATED PROF - 6 0% 4 - 100% 2 15 12% 5 8 38% 11 29 28% CARTOGRAPHER & SURVEYORS - - 0% 2 - 100% - - 0% - - 0% 2 - 100% QUANTITY SURV & REL PROF - - 0% 3 1 75% - - 0% - - 0% 3 1 75% GEN LEGAL ADMIN & REL PROF 4 1 80% 1 3 25% - - 0% - 5 0% 5 9 36% LIBRARIANS AND RELATED PROF - - 0% - - 0% - - 0% 1 1 50% 1 1 50% ECONOMISTS - - 0% - - 0% - - 0% 21 18 54% 21 18 54% LANGUAGE PRACT & COMM PROF - - 0% 4 23 15% 2 - 100% - - 0% 6 23 21% APPRAISERS, VALUERS & PROF - - 0% 2 1 67% - - 0% - - 0% 2 1 67% HEAD OF DEPARTMENT/C - - 0% 1 2 33% - - 0% 1 - 100% 2 2 50% SENIOR MANAGERS 3 13 19% 12 31 28% 4 23 15% 16 24 40% 35 91 28% MIDDLE MANAGERS 61 70 47% 57 117 33% 30 66 31% 16 55 23% 164 308 35% FINANCIAL AND RELATED POF 18 53 25% 4 8 33% 12 4 75% 2 6 25% 36 71 34% HR, ORG DEV & RELATED PROF 1 15 6% 2 5 29% - 2 0% 1 8 11% 4 30 12% LOGISTICAL SUPPORT PERS - - 0% 3 4 43% - - 0% - 3 0% 3 7 30% RISK MAN & SECUR SERVICE - - 0% 1 4 20% - - 0% - - 0% 1 4 20% TOTAL 87 159 35% 100 200 33% 55 117 32% 64 130 33% 306 606 34%

Total KZN: Housing GP: Housing WC: Housing Nat: Housing

Findings: Vacancies in middle management categories

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

Vacant Filled

Vacancy rate

HR RELATED 5 6 45% 1 4 20% - 1 0% - 3 0% 6 14 30% FIN & ECONOMICS REL 4 7 36% 3 6 33% 9 6 60% 1 10 9% 17 29 37% LEGAL RELATED - 1 0% 2 3 40% - - 0% 3 4 43% 5 8 38% ENGINEER SCIENCE REL - 1 0% 6 13 32% 2 7 22% - - 0% 8 21 28% ADMINISTRATIVE REL 51 54 49% 37 85 30% 19 52 27% 7 32 18% 114 223 34% INFO TECHN RELATED - 1 0% 2 2 50% - - 0% - - 0% 2 3 40% TRADE RELATED - - 0% 1 - 100% - - 0% - - 0% 1 - 100% COMM AND INFO REL 1 - 100% 5 4 56% - - 0% 5 6 45% 11 10 52%TOTAL 61 70 47% 57 117 33% 30 66 31% 16 55 23% 164 308 35%

Total KZN: Housing GP: Housing WC: Housing Nat: Housing

Findings: period to fill a post for Housing departments

Average period in months of professionals and management posts being vacant

5.81

14.13

10.30

12.82

10.12

14.04

-

2.00

4.00

6.00

8.00

10.00

12.00

14.00

16.00

GP: Housing KZN: Housing NAT: Housing WC: Housing Sub total housing Total Public Service

Findings: Annual turnover for dedicated Housing departments

Turnover rate by major occupation of dedicated housing departments

14%

16%

14%

7%

11%

5%

7%

10%

12%

6% 6% 6%

0%

2%

4%

6%

8%

10%

12%

14%

16%

18%

ELEMENTRYOCCUPATIONS

ADMIN OFFICEWORKERS

PROFESSIONALS &MANAGERS

SERVICEWORKERS

CRAFT & RELATED DRIVERS,OPERATORS &

SHIPS

Sub Total housingTotal RSA

Expenditure Information

Quantitative Analysis

• Comparison between:– Sector– Department– Programme & Sub Programme

• Dimensions:– Occupational Classification – different levels– Salary level

Qualitative Analysis• Why do we have a lack of capacity?

– Funding– Administration (establishment/recruitment)– No supply– Retraining/training

• Processes & Procedures• Management & Skills• Etc.

Information Sources

• PERSAL– MIS dump– Powerstats– Standard Reports - Workfile

• BAS– Reports

• Vulindlela

Essential information• Organisational structure

– Posts• Funded vacancies only• Occupation• Salary level• Objective

– Employee• Occupation• Salary level• Age

• Vulindlela Demonstration

Way forward

• Reached agreement on the methodology• Implement capacity assessment• PERSAL Cleanup

– Letters to departments– Develop Strategy

Questions?• Why is our information poor?

– Organisational structure?– PERSAL?

• What can we do about it?

Thank You