PRESENTATION ON THE NEW INDIVIDUAL GRIEVANCES PROCEDURE

AIM

To Present the New Grievances Procedure to members of the PCDMV.

SCOPE• Introduction.• Features of the new Grievances Procedure.• The Individual Grievances Process.• Steps to be followed to lodge a grievance.• Non-compliance.• Communication.• Training on the Grievance IT System.• Conclusion.

• The New Grievance Procedure was approved the on 8 June 2010 by the Minister of Defence and Military Veterans

• The Regulations for the grievance procedure were promulgated on 30 June 2010 in Government Gazette No 33334. and were implemented in the Department with effect from 1 July 2010

INTRODUCTION

• Electronically supported,• Simple and easy to use,• Accountability of role players is

visible,• Driven by the aggrieved,• The CSANDF and Sec Def have

visibility on grievances lodged at all levels

FEATURES OF THE NEW GRIEVANCES PROCEDURE

FEATURES OF THE NEW GRIEVANCES PROCEDURE (CONTD)

• Structures supporting the Grievance process:

–Grievance Committees(At all Services and Divisions)–Grievance Board(At Corporate level)

30 DAYS

GRIEVANCELODGED

WITHOC

AGGRIEVED MAY FOR-WARD MATTER TODESIGNATED ENTITIES WITHIN SERVICE / DIVISION TO BE FINALISED

OC ENDEA-VOURS TO FINALISE

GRIEVANCE

30 DAYS

DESIGNATED ENTITIESENDEAVOUR TO RESOLVEFINALISE GRIEVANCE

30 DAYS

AGGRIEVED MAY FORWARDMATTER TO DOD GRIEVANCEBOARD TO BE RESOLVED/FINALISED

DOD BOARD FINALISES GRIEVANCE OBO OF MOD/ SEC DEF/CSANDF

PHASE 1 PHASE 2 PHASE 3

INDIVIDUAL GRIEVANCES PROCESS

STEPS TO BE FOLLOWED TO LODGE A GRIEVANCE• A grievance must be lodged within 90 days

of the act or omission.• It must be lodged in writing.• It must be lodged by the aggrieved in

person.• Grievance clerk to make sure the grievance

is officially registered on the system.• If a grievance is not lodged in terms of

timeframes stipulated in the Regulations, it will be returned to the individual or the institution for non-compliance with the Regulations.

STEPS TO BE FOLLOWED TO LODGE A GRIEVANCE (Cont.)

•Once the OC/Manager becomes aware Once the OC/Manager becomes aware of the grievance, she/he will of the grievance, she/he will determine Relevant Facts to the determine Relevant Facts to the grievance.grievance.

•Investigate the grievance (Obtain Investigate the grievance (Obtain statements from all concerned - where statements from all concerned - where necessary),necessary),

•OC/Manager should assess the facts OC/Manager should assess the facts and compare it to the regulatory and compare it to the regulatory framework,framework,

STEPS TO BE FOLLOWED TO LODGE A GRIEVANCE (Cont.)

– Once the investigation is finalised Once the investigation is finalised OC/Manager should notify the OC/Manager should notify the aggrieved of the outcome within 30 aggrieved of the outcome within 30 days.days.

– If aggrieved is not satisfied with If aggrieved is not satisfied with outcome, she/he may refer it to the outcome, she/he may refer it to the Formation.Formation.

– If aggrieved is still not satisfied If aggrieved is still not satisfied with outcome of investigation, the with outcome of investigation, the grievance will be referred to Chief grievance will be referred to Chief of Service or Divisional Head.of Service or Divisional Head.

STEPS TO BE FOLLOWED TO LODGE A GRIEVANCE (Cont.)• The Service Chief will attempt to resolve

the grievance through his established “Grievance Committee”.

• The designated officer within the Grievance Committee must assess all the facts and compare it to the regulatory framework,

• Present the grievance to the committee,• Notify the aggrieved of the committee’s

decision within 30 days.

STEPS TO BE FOLLOWED TO LODGE A GRIEVANCE (Cont.)

• If the aggrieved is not satisfied with the outcome of the Grievance Committee, she/he may refer the grievance to the “Grievance Board” within five (5) working days.

• The “Grievance Board” is the final stage of the process within the DOD.

STEPS TO BE FOLLOWED TO LODGE A GRIEVANCE (Cont.)• The DOD Grievance Board is

mandated and appointed to act on behalf of the DOD as employer,

• Also mandated to consider condonation for late lodging of Grievances,

• Each grievance will be allocated to a case manager (Secretariat) to investigate, prepare and present the grievance for a FINAL decision at the DOD Grievance Board.

–Defence Act Section 104(17): “Any person who undermines or stifles, or seeks to undermine or stifle, any procedure for the redress of grievances, is guilty of an offence and liable on conviction to a fine or imprisonment for a period not exceeding five years.”

NON-COMPLIANCE

Enforcement measures• Defence Act Section 104(15): “Any

member or employee of the Department who, in a wilful or negligent manner, contravenes or fails to comply with any regulation made under this Act, is guilty of an offence and liable on conviction to a fine or imprisonment for a period not exceeding one year.”

NON-COMPLIANCE (Cont.)

NON-COMPLIANCE (CONTD)

• Disciplinary action shall be taken against perpetrators.

• Non-compliance with Regulations and Instruction to be reported to the Secretariat of the Grievance Board via fax at 012 355 5333 (SSN: 810).

NON-COMPLIANCE

• Regulation 8 - an aggrieved may not be victimised or prejudiced, directly or indirectly, as a result of lodging a grievance.

The Individual Grievances Regulations document is available on the DOD Policy website.

The Interim Implementation Instruction on the Individual Grievances Regulations was issued jointly by C SANDF and Sec Def on 8 Jul 10 and is available on the HR website.

COMMUNICATION

The Regulations were communicated as follows:

• The Tshwaraganang Campaign including posters depicting the process were distributed.

• Information Bulletins.• Articles in the SA Soldier and The Reserve

Force Volunteer magazines.

• Regional briefings were conducted over the period 27 Jul – 31 Aug 10 where Service and Division representatives wereinformed of the new process.

COMMUNICATION (Cont.)

TRAINING ON THE GRIEVANCE IT SYSTEM• Formal training of all users of this

system is being conducted by representatives from Services and Divisions who have been trained on the Grievance IT System by SITA.

• The Secretariat to the Grievance Board established a Grievance Information Desk and Fax line wef 1 Jul 10. (8105555 & 8105333)

CONCLUSION

• Questions/Comments