PRESENTED BY MR. ALBERT MATSAUNG

1

ACTING PROVINCIAL MANAGER: KZN

2 August 2012

PRESENTED BY

MR. ALBERT MATSAUNG

Portfolio Committee Presentation

Table of ContentsCONTENT SLIDE NO.

Introduction and Background•Foot Print Expansion

1-20

SERVICES

Civic Services

Birth registration

ID School Project

Passport Applications

Late Registration of Birth

Duplicates cases & Queries

Immigration Services

Temporary Residence Permit

Permanent Residence Permit

Deportation

Asylum

21-33

Table of Contents ContinueCONTENT SLIDE NO.

Finance and Support:•Capacity Information•Provincial Fleet•Budget•Revenue Management•Assets Register

34-49

PROJECTS

•Duplicates

•Office Refurbishment

50-52

Achievement

Challenges

53-56

PROVINCIAL OVERVIEW & FOOTPRINT

5

INTRODUCTION & BACKGROUNDNTRODUCTION & BACKGROUND KwaZulu-Natal is the second largest Province in the RSA, accounting 21% of SA population.

Has a population estimated over 10,014,500 as released by Stats SA in 2001.

The Province have 10 District Municipalities and one Metro Council.

DHA Offices in KZN is aligned to 10 District Municipalities and 1 Metro Municipality.

The Province has built on its natural status as the gateway of Southern Africa, founded on the port of Durban being the busiest container port in Africa, and Richardsbay being the biggest bulk cargo port in Africa where DHA have representation

The Province has also now established the Dube Trade Port between these two sea ports to harness the value of having an air logistics platform to promote access to global trade and tourist node.

Although great strides have been in the delivery of services during the National Population Registration Campaign between March- November 2010, there are still significant backlogs that need to be addressed in providing enabling documents to the citizens.

The launching of stakeholders forum on the District and Local Municipalities have greatly improved the way of delivering services especially at rural areas.

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

7

Richards Bay Harbour

Durban Harbour King Shaka International Airport Durban

Golela Border Post Zululand

8

SUMMARY OF THE CURRENT FOOTPRINT FOR THE KWAZULU-NATAL PROVINCE

TYPE OF OFFICEDHA current

footprint Operational

Non Operational due to

accommodation challenges

Local Office Large ( former RO) 6 6 0

Local Office Average ( former DO) 22 22 0

Local Office Small (former PSP) 29 29 0

Refugee Reception Centre 1 1 0

Health Facilities (HSP) 48 48 0

Ports of Entry (POE) 8 5 3 (Two delegated to SAPS and

Richardsbay Harbour attended on

an AdHoc basis )

One Stop Development Centre ( Dept of Social Development )

6 5 1 (Awaiting official opening)

Thusong Service Centre (TSC) 12 12 0

Total 132 126 06

DHA FOOTPRINTEthekwini Metro Demarcation DHA Presence

Ethekwini (Durban)area 2 Pinetown 2 Tongaat 2 Prospecton 1 Umbumbulu 1 Mpumalanga (Harmasdale) 1 Kwamashu 0 Umlazi 1

Total 10

•There is a need to expand the presence at Umbumbulu, Kwa Ximba, Umlazi and KwaMashu due to population density and communities that are far from present offices. Ethekwini Municipality in partnership with DHA is looking at using Sizakala Centres as part of expanding services to the public.

DHA FOOTPRINT

Illembe District Local MunicipalityDHA

PresenceKwa Dukuza 1Mandeni 1Ndwedwe 1Maphumulo 1

TOTAL 4• Mostly rural areas and economically depressed local

municipality in the district lacks DHA presence

• In all municipalities, there is a need to increase our presence through opening small offices

DHA FOOTPRINT

Ugu District Municipality Local Municipality DHA Presence

Vulamehlo 1 Umdoni 2 uMziwabantu 1 Ezingolweni 1 Hibiscus Coast 1 Umzumbe 1

Total 7•The District remains a developmental node in the province. There is a need to expand the footprint at Izingolweni and other rural areas in Ugu DM.

DHA FOOTPRINT

Uthungulu DM Local Municipality DHA Presence uMhlathuze 4 KwaMbonambi 0 Ntambanana 0 Umlalazi 1 Mthonjaneni 1 Nkandla 3

Total 9

•There is a need to increase presence within KwaMbonambi, Ntambanana LM. There is weekly mobile visits at Kwa Mbonambi,

Ntambanana and Mthunzini to render services.

• Although Ntambanana is low in population, it is constituted by many farming community.

DHA FOOTPRINT

Amajuba DM Local Municipality DHA Presence Newcastle 2 Dannhauser 1 Utrecht 0

Total 3

•There is a need to increase capacity within Dannhauser and Utrecht Local Municipalities.

• Although they are small in nature, there is a need to increase the presence at Dannhauser and Utrecht. Utrecht is largely farming community and is serviced by mobile.

DHA FOOTPRINT

Zululand DM Local Municipality DHA Presence Ulundi 2 Nongoma 1 Abaqulusi (Vryheid) 1 uPhongolo 1 eDumbe (Paulpietersburg) 1

Total 6

•There is a need to increase the presence at Nongoma, uPhongolo and eDumbe due to population density and communities that are far from present offices.

DHA FOOTPRINT

Umkhanyakude DM Local Municipality DHA Presence

Mtubatuba 1Hlabisa 1Umhlabuyalingana 5 Jozini 2 Big 5 False Bay (Hluhluwe) 1

Total 10•There is a need to expand the presence at Hluhluwe and Hlabisa due to population density and communities that are far from present offices.

DHA FOOTPRINT

Uthukela DM Local Municipality DHA Presence Emnambithi (Ladysmith) 1 Indaka (Waaihoek) 0 Okhahlamba (Bergville) 1 Umtshezi (Escourt) 1 Imbabazane ( Loskop) 1

Total 4

•There is a need to increase the presence at Indaka, Colenzo, etc due to population density and communities that are far from present offices. However there is a weekly mobile office service the area.

DHA FOOTPRINT

Umzinyathi DM Local Municipality DHA Presence Msinga 2 Endumeni (Dundee) 1 Nquthu 1 Umvoti (Greytown) 1

Total 5

•There is a need to increase the presence at Msinga Top and Mkhuphula due to population density and communities that are far from present offices.

• In partnership with Social Development there are two offices that will be opened at Mkhuphula and Msinga Top, DHA will have its precence in those centres when they open.

DHA FOOTPRINT

uMgungundlovu DM Local Municipality DHA Presence

Msunduzi (Pmb) 1 uMshwati (New Hanover) 1 uMngeni (Howick) 1 Mooi Mpofana (Mooi River) 1 Mkhambathini 0 Richmond 2 Impendle 1

Total 7•There is a need to expand the footprint at Msunduzi especially in the neighbouring townships of Mbali, etc. There is One stop Centre earmarked to be build at Mkhambathini and the presence of DHA will be cardinal importance at this area .

DHA FOOTPRINT

Sisonke DM Local Municipality DHA Presence Ubuhlebezwe (Ixopo) 2 Umzimkhulu 1 Greater Kokstad 1 KwaSani (Himeville) 1 Ingwe (Bulwer) 1

Total 6

•There is a need to increase the presence at Underberg and Donnybrook due to population density and communities that are far from present offices.

20

PROVINCIAL MANAGEMENT AND DERMACATION OPERATING MODEL

21

TARGETS AS PER PROVINCIAL BUSINESS PLAN

22

DHA Annual Target: 6% of births registered within 30 days of the birth event against the estimated 1.1 million births per annum (54% of total births or 594 000 000 births registered)

BASELINE for Province (11/12)

ANNUAL TARGET for Province (12/13)

QUARTER 1 TARGET for Province

119816 - 6% of births registered within 30 days of the birth event against the estimated 1.1 million births per annum.

104621 - 6% of births registered within 30 days of the birth event against the estimated 1.1 million births per annum.

25434 – 6% of births registered for the quarter.

Q1 PROGRESS:STATISTICSAchieved – 26451 births have been registered during the quarter.

ANALYSISIncrease in the 10 health facilities connectivity during the last financial year has helped the Province to meet this target. More births were registered during this quarter.

CHALLENGES:More capacity is needed to service Health facilities fully.

23

DHA Annual Target: 80 additional health institutions with maternity facilities operational for online birth registration




10 health facilities connected for online birth registration in 2011/12, operational

9 additional health facilities operational for online births registrations in the province

4 additional health facilities operational (Stanger, KwaMagwaza, Amajuba & GJ Crookes) for online births registrations in the province

Q1 PROGRESS:STATISTICSNot Achieved.

ANALYSIS4 additional health facilities operational (Stanger, KwaMagwaza, Amajuba & GJ Crookes) for online births registrations in the province was not connected.

CHALLENGES:IT compatibility between DHA and DOH systems at GJ Crookes and Newcastle Medi clinic. Lack of IT equipment at KwaMagwaza and Stanger.

24

DHA Annual Target: 15 additional stakeholder forums launched and functional - comprising of 7 provincial, 3 metro and 5 district forums




3 stakeholder forums established

2 stakeholder forums established N/A

Q1 PROGRESS:STATISTICSN/A

ANALYSIS- 2 stakeholder forum (Provincial Stakeholders forum & Utrecht LM) launched in KZN to be launched on the second and third quarter. Need to align the stakeholders forums with Operation Sukuma Sakhe.

-DMO’s to meet with newly elected District & Local Municipal Managers to ensure sustainability/ re establishment of forums.

CHALLENGES:Constant postponement of meetings as the stakeholders are attending to Operation Sukuma Sakhe programmes.Political instability at some Municipality.

25

DHA Annual Target: 95% of LRB applications for the age group 31 days and above finalized within 6 months




No target 95% of LRB applications in KZN pre-processed (collection, OLV and background check of informant, adjudication and recommendation, refer to head office) within 70 days.

95% of LRB applications in KZN pre-processed (collection, OLV and background check of informant, adjudication and recommendation, refer to head office) within 70 days.

Q1 PROGRESS:STATISTICSAchieved - 8315 applications for LRB were approved, 382 rejected, and 210 under investigations during the quarter. Total:8907

ANALYSISOffices adjudicate on the spot. Actions plans are in place to finalise outstanding applications at offices.

CHALLENGES:-Non attendance of interviews by clients.-Presentation of different informants for the interviews as a results of parents working far from their homes.

26

DHA Annual Target: Successful hosting of the 2nd Civil Registration and Vital Statistics African Ministerial Conference




N/A Successful hosting of Civil Registration and Vital Statistics (CRVS) in KZN

Advocacy and awareness with Office of the Premier, Ethekwini Municipality, SAPS and other law enforcement agencies on the up-coming CRVS conference

Q1 PROGRESS:STATISTICSAchieved - 3 meetings were held with Premiers office, 1 meeting with Ethekwini Municipality, and weekly (every Fridays) meetings are held with ProvJoints in preparation for the conference

ANALYSISVarious meetings were held with different stakeholders, Premier’s office, Ethekwini Municipality, PROVJOINTS and five days workshop with UNECA and other stakeholders.

CHALLENGES:N/A

27

DHA Annual Target: 100% of South African learners writing matric issued with IDs as required by examination regulations




100% of South African learners writing matric in KZN issued with IDs as required by examination regulations in 2012 and 2013 (applications collected and delivered)



Q1 PROGRESS:STATISTICS- Achieved - 5099 ID's were issued from a collection of 17745 which is 29% of collected.

ANALYSISID’s are distributed to schools were applications were collected.Deployment of mobile offices to distribute ID’s to leaners.

CHALLENGES:N/A

28

DHA Annual Target: An increase of 5% in the issuance of Identity Documents (first issue) to citizens 16 years of age and above in relation to the baseline (1 222 200)




N/A A projected number of 107 856 ID applications collected and processed at offices in KZN in support of the national target of an increase of 5% in the issuance of IDs (first Issues) in relation to the baseline.

An projected number of 26 964 ID applications collected and processed at offices. ( 25% of 107 856)

Q1 PROGRESS:STATISTICS- Not Achieved - 17745 of applications were collected and processed

ANALYSIS-Mobilisation through media and other stakeholders for the clients to collect their ID’s at offices.-Deployment of mobile offices to collect and distribute ID’s.

CHALLENGES:- Low turnout at events to collect their ID’s

29

DHA Annual Target: 100% of identified ID duplicate cases resolved (multiple persons sharing same ID number) - 38 000




100% of identified ID duplicate cases resolved (multiple persons sharing same ID number) - 38 000

100% of identified ID duplicate cases resolved (multiple persons sharing same ID number) - 38 000

Q1 PROGRESS:STATISTICSNot Achieved – 997 cases were received and forwarded to Head Office for finalisation

ANALYSISAwareness campaigns and adverts in local news papers.

CHALLENGES:Clients difficult to trace and do not respond to call in letters

30

DHA Annual Target: Newly reported ID duplicate cases resolved within an average of 12 weeks from the capturing of the case (applicant's details) until finalisation thereof




N/A Newly reported ID duplicate cases resolved within an average of 12 weeks from the capturing of the case (applicant's details) until finalisation thereof.

Newly reported ID duplicate cases resolved within an average of 12 weeks from the capturing of the case (applicant's details) until finalisation thereof.

Q1 PROGRESS:STATISTICSNot Achieved – 997 enquiries and applications were received and forwarded to Head office for finalisation.

ANALYSIS- Awareness campaigns and adverts in local news papers

CHALLENGES:Clients difficult to trace and do not respond to call in letters.

31

DHA Annual Target: 15 offices refurbished




7 Offices refurbished ( Umgungundlovu RO, Bhambanana Local Office, Ladysmith & Durban DO, Jozini, Mkhuphula and Msinga Top)

1 Office to be refurbished ( Uthungulu Large Office)

N/A


ANALYSISThe target is for the second quarter as per Provincial Business Plan.

CHALLENGES:N/A

32

DHA Annual Target: 8 new offices opened




2 offices to be opened ( Bhambanana and Mkhuphula Small offices)

N/A N/A


ANALYSISN/A

CHALLENGES:N/A

33

DHA Annual Target : 95% of IDs (First issues) issued within 54 days




ID applications registered on T&T at front offices in KZN within 1 day

ID applications registered on T&T at front offices in KZN within 1 day

Register ID applications on T&T at front offices within 1 day

Q1 PROGRESS:STATISTICSAchieved - ID applications registered on T&T at front offices in KZN within 1 day

ANALYSISN/A

CHALLENGES:N/A

34

DHA Annual Target: 95% of IDs (Re- issues) issued within 47 days




IDs received from head office registered on T&T by front offices in KZN within 1 day

IDs received from head office registered on T&T by front offices within 1 day in KZN

IDs received from head office registered on T&T by front offices within 1 day

Q1 PROGRESS:STATISTICSAchieved - IDs received from head office registered on T&T by front offices within 1 day.

ANALYSISN/A

CHALLENGES:N/A

35

DHA Annual Target: 95% of machine readable passports issued within 24 days (manual process)




Passport applications captured within 1 day in KZN



Q1 PROGRESS:STATISTICSAchieved – 17415 applications were received and captured within 1 day.

ANALYSISPassport applications captured within 1 day in KZN

CHALLENGES:N/A

36

DHA Annual Target: 97% of applications for machine readable passports issued within 13 days (live capture process)




Passport applications captured within 2 days in KZN



Q1 PROGRESS:STATISTICSAchieved - Passport applications captured within 2 days in KZN

ANALYSISPassport applications captured within 2 days in KZN.Increase the installation of passport capturing machine at Small office.

CHALLENGES:N/A

37

DHA Annual Target : Electronic queue management system implemented in 1 additional office (plus 6 offices rolled over from 2011/12)




DHA Annual Target : Electronic queue management system implemented in 1 additional office (Umgungundlovu Large Office).

N/A N/A


ANALYSISN/A

CHALLENGES:N/A

38

80% (1850/2313) of secondary schools visited to collect ID applications from learners of 16 years and above




49.9% of high schools in the province visited to collect ID applications from learners of 16 years and above1631 high schools out of 2313 schools in KZN.

80 % (1850 of 2313) of secondary schools visited in KZN to collect ID applications from learners of 16 years and above

694 out of 2313 (30% of 80%) schools visited to collect ID applications from learners 16 years and above.

Q1 PROGRESS:STATISTICSNot Achieved - 627 (27 % of 30%) schools were visited to collect ID applications from leaners 16 and above.

ANALYSIS- Strengthen working relationship with DLG and DoE to fund photos.

CHALLENGES:- Some children do not have funds to pay for ID photos.

39

Ten Outreach programmes in 2012/13, at least one per quarter, conducted in KZN to assist with birth registration and ID collection




N/A One Outreach programme to be conducted in KZN to assist with birth registration and ID application collection

One Outreach programme to be conducted in KZN to assist with birth registration and ID application collection.

Q1 PROGRESS:STATISTICSAchieved - One outreach programme was held at KwaMbonambi Local Municipality between 28 May to 02 June 2012. Birth certificates collected - 105, ID's collected - 743 , ID's issued - 35, LRB applications - 139.

ANALYSIS- Achieved - The campaign was for 5 days which culminated into official celebrations of Child Protection Day. - All stakeholders (DOE, DOH, District and Local Municipality, Mondi, SASSA) were involved in preparations for the outreach.

CHALLENGES:Some of the areas were difficult to access due to bad weather.

40

Permanent residence permits applications in KZN collected, quality assured and referred to head office within 2 days







Q1 PROGRESS:STATISTICSAchieved

ANALYSIS-Permanent residence permits applications in KZN collected, quality assured and referred to head office within 2 days.

- Quality assurance protocols before dispatched to Head Office

CHALLENGES:N/A

41

Permanent residence permits finalized (update on T&T and filed) within 1 day at front offices in KZN




Permanent residence permits finalized (scanned and filed) within 1 day at front offices



Q1 PROGRESS:STATISTICSAchieved

ANALYSIS-Permanent residence permits finalized (scanned and filed) within 1 day at front offices

- Quality assurance protocols before dispatched to Head Office.

CHALLENGES:N/A

42

Temporary residence permits (work, business, corporate) registered on T&T at front offices within 2 days in KZN




Temporary residence permits (work, business, corporate) registered on T&T at front offices within 2 days



Q1 PROGRESS:STATISTICSAchieved – 2398 applications registered on T & T at front offices within 2 days.

ANALYSISTemporary residence permits (work, business, corporate) registered on T&T at front offices within 2 days.

CHALLENGES:Turn around times in Provinces achieved challenges exists with the finalization of appeals

43

Temporary residence permits (work, business, corporate) finalized (capture on T&T and filed) within 1 day at front offices in KZN




Temporary residence permits (work, business, corporate) finalized (scanned and filed) within 1 day at front offices



Q1 PROGRESS:STATISTICS:Achieved

ANALYSIS:- Temporary residence permits (work, business, corporate) finalized (scanned and filed) within 1 day at front offices.- Quality assurance protocols before dispatched to Head Office.

CHALLENGES:Turn around times in Provinces achieved - challenges exists with the finalization of appeals.

44

849 transgressors of departmental legislation successfully charged (Admission of guilt fine paid or offender deported)




16 transgressors prosecuted (inclusive of admission of guilt)



Q1 PROGRESS:STATISTICSAchieved - 56 transgressors prosecuted (inclusive of admission of guilt)

ANALYSIS:56 transgressors prosecuted (inclusive of admission of guilt)

CHALLENGES:N/A

45

100% of all detected undocumented foreigners deported/transferred within 30 days) in KZN




100%of undocumented foreigners deported within 30 days

100% (2627) of all detected undocumented foreigners deported/transferred within 30 days) in KZN

100% (656) undocumented foreigners detected/ deported /transferred within 30 days

Q1 PROGRESS:STATISTICSNot Achieved – 613 (97%) undocumented foreigners detected/ deported /transferred within 30 days.

ANALYSIS(97%) undocumented foreigners detected/ deported /transferred within 30 days.

CHALLENGES:Shortage of inspectorate officials especially at Small offices.

46

MANAGEMENT OF MIGRATIONS STATISTICS

PORT CONTROL STATISTICS

PORT

Arrival Departure TOTAL

RSA Foreigner RSA Foreigner

Golela 37964 50636 36862 49745 175207

Onverwacht 5096 5459 11181 11241 32977

Kosi Bay 12958 1484 13664 1343 29449

King Shaka Int.Airport 17211 8699 18440 10446 54796

Durban Harbour 1525 5896 3582 2412 13415

TOTAL 74754 72174 83729 75187 305844

47

ASYLUM SEEKER MANAGEMENT

REFUGEE RECEPTION CENTRE-STATISTICS

Centre

New Arrival

Extension of Temp Asylum Permits

Interviews Conducted

Adjudication

Unfoun-ded

Manifestly unfounded

Approved

Durban 1465 9796 1213 1324 882 283 34

TOTAL 1465 9796 1213 1324 882 283 34

FINANCE AND SUPPORT SERVICES

STAFF PROFILE

LEVEL MALE DISABILITY FEMALE DISABILITY TOTAL14 0 0 0 0 013 2 0 3 0 5

12 2 0 5 0 7

11 1 0 1 0 2

10 13 0 7 0 20

9 5 0 4 0 9

8 29 0 23 0 52

7 38 0 46 0 84

6 199 3 335 3 540

5 9 0 11 0 20

3 10 0 17 0 27

308 3 452 3 766

50

EMPLOYMENT EQUITY WITHIN THE PROVINCE

POST LEVEL MALE FEMALE TOTAL

Management level 23 53% 20 47% 43

Supervisor Level 67 49% 69 51% 136

Entry Level 218 37% 363 62% 587

TOTAL 308 40% 452 60% 766

51

PROVINCIAL CAPACITY – FILLED AND VACANT FUNDED POSTS

Total Establishment Total FilledVacant Funded

852 766 86

Capacity Rate 90% 10%

52

Breakdown of 86 vacant funded posts:

PostsVacantFunded

Advertised Balance Details of Posts Advertised/interviewed

Level 3 2 2 0 Cleaner Amajuba and PM' officeLevel 5 2 0 2

Level 6 28 10 18FOC - Vryheid, Kwadukuza, 2 x Estcourt, Tongaat, Pongola, Howick

Level 7 19 10 9

CAC - Nkandla, eNseleni, Pongola, Nongoma, Umbumbulu, Hlabisa, Kwamadlala, Richmond, Mahlabatini, Mpumalanga

Level 8 17 8 9SPP, CIO Eshowe, Msinga, Golela, Civics Supervisor Empangeni, 2 x RSDO's, SAO Fin Zululand

Level 9 10 7 3ASD Fin & Rev, Asset & Prop, SCM, Investigations, Nkandla, New Hanover, Nqutu

Level 10 2 1 1 Hluhluwe ASDLevel 11 4 3 1 Prov Co-ord, DD HR, DD UthunguluLevel 12 0 0 0 Level 13 1 1 0 DMO UmzinyathiLevel 14 1 1 0 Provincial Manager 86 43 43

53

Breakdown of 86 vacant funded posts:OFFICE POST DESCRIPTION POST LEVEL

PROVINCIAL MANAGER'S OFFICE PRONCIAL MANAGER 14PROVINCIAL MANAGER'S OFFICE SENIOR SECRETARY

8

PROVINCIAL MANAGER'S OFFICE DD: PROVINCIAL COORDINATOR 11PROVINCIAL MANAGER'S OFFICE CLEANER 3PROVINCIAL MANAGER'S OFFICE SECRETARY 7PROVINCIAL MANAGER'S OFFICE DEPUTY DIRECTOR 11PROVINCIAL MANAGER'S OFFICE SENIOR EMPLOYEE WELLNESS

PRACTITIONER 8

PROVINCIAL MANAGER'S OFFICE SENIOR PERSONNEL PRACTITIONER 8PROVINCIAL MANAGER'S OFFICE DEPUTY DIRECTOR 11PROVINCIAL MANAGER'S OFFICE ASD:ASSET AND PROPERTY

MANAGEMENT 9

PROVINCIAL MANAGER'S OFFICE ASD:SUPPLY CHAIN MANAGEMENT 9PROVINCIAL MANAGER'S OFFICE ASD:FINANCE AND REVENUE 9PROVINCIAL MANAGER'S OFFICE ASD:SECURITY SERVICES 9PROVINCIAL MANAGER'S OFFICE ASSISTANT DIRECTOR 9LOCAL OFFICE LARGE: UGU (PORT SHEPSTONE)

ADMINISTRATION CLERK 6

LOCAL OFFICE SMALL: BHOMELA CHIEF ADMINISTRATION CLERK 7LOCAL OFFICE SMALL: KWAMADLALA CHIEF ADMINISTRATION CLERK 7LOCAL OFFICE MEDIUM: ESHOWE CONTROL IMMIGRATION OFFICER 8LOCAL OFFICE MEDIUM: NKANDLA ASSISTANT DIRECTOR 9

54


LOCAL OFFICE MEDIUM: COMMERCIAL ROAD

CHIEF ADMINISTRATION CLERK 7

LOCAL OFFICE SMALL: MPUMALANGA CHIEF ADMINISTRATION CLERK 7

LOCAL OFFICE MEDIUM:PROSPECTON LOCAL OFFICE MANAGER 9

LOCAL OFFICE MEDIUM: TONGAAT ADMINISTRATION CLERK 6

LOCAL OFFICE MEDIUM MBUMBULU CHIEF ADMINISTRATION CLERK 7

LOCAL OFFICE LARGE: ETHEKWINI CIVIC SERVICES SUPERVISOR 8

REFUGEE RECEPTION OFFICE DURBAN REFUGEE STATUS DETERMINATION OFFICER 8

REFUGEE RECEPTION OFFICE DURBAN REFUGEE STATUS DETERMINATION OFFICER 8

REFUGEE RECEPTION OFFICE DURBAN IMMIGRATION OFFICER 6REFUGEE RECEPTION OFFICE DURBAN CONTROL IMMIGRATION OFFICER 8

DURBAN HARBOUR ASSISTANT DIRECTOR 9DURBAN HARBOUR CONTROL IMMIGRATION OFFICER 8

DURBAN HARBOUR CONTROL IMMIGRATION OFFICER 8



DURBAN HARBOUR IMMIGRATION OFFICER 6





55


DURBAN HARBOUR IMMIGRATION OFFICER 6DURBAN HARBOUR IMMIGRATION OFFICER 6DURBAN HARBOUR IMMIGRATION OFFICER 6DURBAN HARBOUR IMMIGRATION OFFICER 6DURBAN HARBOUR IMMIGRATION OFFICER 6DURBAN HARBOUR IMMIGRATION OFFICER 6DURBAN HARBOUR IMMIGRATION OFFICER 6LOCAL OFFICE MEDIUM KWADUKUZA ADMINISTRATION CLERK 6LOCAL OFFICE MEDIUM KWADUKUZA CASHIER SUPERVISOR 8LOCAL OFFICE SMALL: MAPHUMULO ADMINISTRATION CLERK 6LOCAL OFFICE MEDIUM: BULWER ADMINISTRATION CLERK 6LOCAL OFFICE SMALL: BHAMBANANA CHIEF ADMINISTRATION CLERK 7LOCAL OFFICE SMALL: UBOMBO ADMINISTRATION CLERK 6LOCAL OFFICE MEDIUM MBAZWANA CHIEF ADMINISTRATION CLERK 7LOCAL OFFICE MEDIUM MBAZWANA ADMINISTRATION CLERK 6LOCAL OFFICE MEDIUM: MTUBATUBA ADMINISTRATION CLERK 6LOCAL OFFICE SMALL: HLABISA CHIEF ADMINISTRATION CLERK 7LOCAL OFFICE MEDIUM: HLUHLUWE LOCAL OFFICE MANAGER 10LOCAL OFFICE MEDIUM: ESTCOURT ADMINISTRATION CLERK 6LOCAL OFFICE MEDIUM: ESTCOURT ADMINISTRATION CLERK 6

56


LOCAL OFFICE SMALL: DUKUZA(BERGVILLE)


DISTRICT MUNICIPALITY: UMZINYATHI DIRECTOR 13LOCAL OFFICE MEDIUM DUNDEE ADMINISTRATION CLERK

HOSPITAL 5

ONE STOP DEVELOMENT CENTRE: MSINGA TOP


LOCAL OFFICE MEDIUM: MSINGA CONTROL IMMIGRATION OFFICER 8LOCAL OFFICE MEDIUM: NQUTU ADMIN CLERK 6LOCAL OFFICE MEDIUM: NQUTU ADMIN CLERK 6LOCAL OFFICE LARGE: AMAJUBA CLEANER 3LOCAL OFFICE MEDIUM: NQUTU MOBILE DRIVER 7

57

Filling of 86 vacancies project:

Nr of Posts

Advertisement

Closing date of advertisement

Deadline for filling

Nr of posts advertised as at 31 July 2012

Nr of posts shortlisted end of July 2012

Nr of posts interviewed end July 2012

Nr of staff assuming duty 1 Sept 2012

86 HRMCM25/2012

08/06/2012 01/09/2012 25 17 0 0

HRMCM12/2012

8/07/2012 01/09/2012 1 0 0 0

HRMCM46 & 51/2012

11/07/201203/08/2012

01/10/2012 4 1 0 0

HRMCM 53/2012

10/08/2012 3 0 0 0

1 x PM1 x DD Co-ordination

June 20122 2 2 0

3 x ASD 3 x FOC

2012 33

33

33

03

2 x RSDO 2012 2 2 0 0

Totals 43 28 8 3

58

Filling of 86 vacancies:

Breakdown of posts as per advertisement:HRMCM 25/2012 HRMCM 12/2012 HRMCM 46 & 51/2012

1 x DD – PM’s Office1 x DD - UThungulu1 x ASD – District Office Hluhluwe1 x SPP PM’s Office1 x SAO Finance RO Zululand1 x SAO Civic Empangeni10 x CAC (KwaMadlala, Nkandla, eNseleni, Richmond, Mahlabathini, Pongola, Nongoma, Umbumbulu, Hlabisa, Mpumulanga) 7 x FOC (Vryheid, Kwadukuza, 2 x Estcourt, Tongaat, Ugu, Pongola, Howick) 2 x Cleaners (1 x PM, 1x Amajuba)

[25 POSTS IN TOTAL]

1 x ASD Investigation PM’s

[1 POST]

1 x Secretary PM’s3 x Control Immigration Officers - ( Golela, Eshowe, Umsinga)3 x ASD (Finance & Revenue, SCM, Asset & Prop Man)

[7 POSTS]

3 x ASD posts already advertised in early 2012, first round of interviews already performed.

- Nqutu, Nkandla ad New Hanover

1 x Provincial Manager Post advertised and interviewed [10 POSTS IN TOTAL]

1 x DD Provincial Co-ordinator post advertised and interviewed

2 x RSDO posts advertised in 2012, shortlisting has taken place in 2012, Interviews to follow shortly. Was on hold due to reprioritization exercise for OR Tambo.

3 x FOC 2 x Nqutu and 1 x Nkandla

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Filling of vacancies at Durban Harbour POE

1. The recruitment process for the Durban Harbour posts have started for the following posts:

• 11 x Level 6 Immigration officers

• 4 x Control Immigration officers

• 1 x Assistant Director

16 Posts in Total

• The SANDF has been identified as the source of the above positions.

Therefore from the 86 vacant funded posts in the province recruitment and selection processes have

started for 59 Posts (69%)

60

PERFORMANCE MANAGEMENT DEVELOPMENT SYSTEM

DESCRIPTIONPERFORMANCE AGREEMENT PERCENTATAGE%

PMDS Conducted (2011/12) Completed 100%

PMDS Conducted (2012/13) Due end of Sep 2012 Expected to be 100%

61

KWAZULU-NATAL SUMMARY OF BUDGET 2012/2013

Classification Voted

R’ 000

Expenditure on BAS as at 30 June 2012

R’ 000

Commitments pending

R’000

% Spend as at end June 2012

Projected expenditure

R’ 000

Comp of Employees

175 872 36 419 0 21% 139 453

Goods & services 19 377 2 546 1 193 19% 15 638

Transfer & Subsidies

123 18 0 15% 105

Machinery & Equipment

0 8 0 0 -8

Total 195 372 38 991 1 193 21% 155 188

62

REVENUE COLLECTION PER MUNICIPALITY

MUNICIPALITY REVENUE AMOUNT

METRO MUN: ETHEKWINI 6,517,636.23

DISTR MUN: UMGUNGUNDLOVU 1,547,385.00

DISTR MUN: UTHUNGULU 1,218,047.00

DISTR MUN: UGU 1,189,040.00

DISTR MUN: ZULULAND 979,049.23

DISTR MUN: UTHUKELA 605,080.00

DISTR MUN: ILEMBE 553,569.48

DISTR MUN: UMKHANYAKUDE 491,840.00

DISTR MUN: UMZIMYATHI 427,180.00

DISTR MUN: SISONKE 411,870.00

DISTR MUN: AMAJUBA 275,260.00

TOTAL 14,215,956.94

63

FLEET MANAGEMENT

KEY AREA NUMBER PERCENTATAGE

Vehicles

Number of vehicles in the Province 109 100%

New vehicles received 10

Number of Functional vehicles96 88%

Number of dysfunctional vehicles 13 12%

Mobile offices

Number of mobile offices 17 100%

Number of dysfunctional mobile 12 71%

Number of Functional mobiles 5 29%

64

Asset management :

Auditor-General asset audit conducted at:

(1)Hluhluwe Local Office Medium (29 June 2012)

(2)Refugee Reception Office (28 June 2012)

(3)Ixopo Local Office Medium. (28 June 2012)

Still awaiting the audit management report for the audit of the above offices.

In general almost all assets were found by the Auditor-General at these offices.

No major weaknesses were identified during this audit.

65

Full Asset verifications was performed during the financial year 2011/12 by all offices.

The verification process led to the updateof the current asset register for the Province.

Three (3) offices were identified by the Auditor General for assets verification, namely Hluhluwe Local Office Medium, Refugee Reception Centre & Ixopo Local office Medium.

These offices were visited during 28 and 29 June 2012.

Still awaiting the management report from the Auditor General.

Going forward the offices are requested to submit their asset registers to the PM’s office on quarterly basis up till the end of the financial year.

The registers must be accompanied by all supporting documents for any asset movements i.e. asset movement forms.

Maintenance of Asset Registers

66

EMPLOYEE RELATIONS CASES

KEY AREA

NUMBER OF CASES REPORTED

OUTCOMESFraud & Corruption 5 4 Dismissals

2 Months suspension without pay

Improper Conduct 3 2 Dismissals

1 Pending

Selling of birth certificates 2 1 Dismissal

1 pending

SANCTIONS

Dismissals n/a 7 Dismissals

Warnings n/a 1 Warning

NATURE OF

CASES

67

COUNTER CORRUPTION AND SERCURITY SERVICES

• Corruption Unit and Security (CCSS):• Cases received = 14• Hearing held = 02• Outcome = 01 (Dismissal)

• Challenges• Evidence: Availability of witnesses (Illegal foreigners deported)• Dependency on Employee Engagement Unit for the speedy finalization of internal

disciplinary cases.

Progress : Vetting• 80 Security Clearance forms handed out to staff / 20 returned and in progress• 25 Security Clearances handed to SSA,• 49 Clearances received from SSA,• 4 Top Secret Clearances in process.,

Current priority• 14 Cases received• Clearance of 70 backlog in Counter Corruption

68

STAFF ENGAGEMENTS

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) - WeeklyStaff Meetings – WeeklyQuarterly Reviews Meetings

69

STAFF DEVELOPMENT

MONTH TRAINING

CONDUCTED EQUITY RACE

April, May & June

Emerging Management Development Programme 1 Male- 2 Females

3 Africans 1 Indian

HR Ambassador Programme 5 Males – 6 Females

9 Africans 1 Whites 1 Indian

TOTAL 2 Trainings 6 M and 8 F

12 Africans 2 Indians1 Whites

70

CASH IN TRANSIT

KEY AREA

Department has contracted G4 Security company for cash in transit services.

The collection and transfer to the bank is done on a daily basis. Office Managers are responsible for the management of the process.

PROJECTS

72

• 14 Offices have been refurbished in KZN to conform to the DHA Corporate Model.

• Planned new offices for 2012/13 – Uthungulu Large Office.

-- Mbazwana Local Office

-- Msinga Medium Office

• Planning meeting was attended with National & Provincial Public Works Departments for government office accomodation to be build in Umzimkhulu.

Office Refurbishment:

73

Duplicate cases:

PROVINCE MONTH

ENQUIRIES LODGED TOTAL

KZN MAY 220 157 377

JUNE 351 269 620

TOTAL 571 426 997

Issue Achievements What has improved

Registration of Fleet in the Province

Manage to secure registration of State vehicles into the Provincial Traffic Department.

Alignment of the Department to the Province as per the Model

Installation of Queue management system

Queue management system installed at Umgungundlovu & Ethekwini Local Office Large.

Better management of queuesImproved monitoring of performanceImproved client satisfaction & efficiencyImproved time management

Accommodation

• Four state owned land and buildings have already been identified: Umlazi, KwaMashu, Umbumbulu and Inanda.

Provincial Department of Public Works is assisting in finding state owned buildings.

Refugee Reception Office

• No backlog on cases to be adjudicated at 1st instance.

• New arrivals cases adjudicated within 2 months as opposed to 6 months target.

• 80% of cases adjudicated and finalised within one month.

Better management of queuesImproved monitoring of performanceImproved client satisfaction & efficiencyImproved time management .

Health connectivity

• 10 Hospitals:Medi Clinic, St Annes, Midlands, Applebosch, Tongaat, Newcastle Medi Clinic, Montobela, Ntunjambili, Nkandla and Mosvold Hospitals in addition to the 38 Hospitals that were connected.

Improved footprint expansion and birth registration within 30 days.

Achievements

Issue Achievements What has improved

Vital Registration Conference for Ministers

Province have nominated as the best suited Province for hosting of Ministers Conference

Better facilities and welcoming environment and weather.

Profiling of Immigrants communities

Together with the National Campaigns Coordinating Unit directorate the Province managed to profile the non South Africans living at the boaders community of Himevillle in Kwasani Local Municipality.

Assisted the department to have a picture of the immigrants concentration within the area,

Achievements

Issue ChallengesWhat needs to be been done

Refugee ID’s and Travel Document

• 80% of Refugees are awaiting Refugee ID’s from the CD:ASM for more than one year.

• 95% of Applications for Refugee Travel Document outstanding for more than 3 months

Urgent intervention needed by CD:ASM

Asylum Transit Permits at the Centre

• No new arrivals are producing Asylum transit permits.Need a policy decisions on undocumented Asylum Seekers that are from countries that is not on our border.

Stakeholders Forums • Serious Challenge in Securing the dates of meeting for forums More engagements with the

Local and District Municipalities.

None functionality of mobile Units

• 12 mobile Units are drivable but not operational as they cannot connect

Tender granted to SITA and the deployment Plan in process for repairs

LRB application taken • Province still continues to receive sizeable number of applications fro late registration of birth especially on the area of Umkhanyakude and Pongola Continuous Mob up projects.

Challenges

77

• REPRIORITISATION OF DEPUTY DIRECTOR POST INTO 5 X LEVEL 5 ADMIN CLERK FOR THE FOLLOWING HOSPITALS

1. Appelsbosch hospital, reporting to Bulwer Local Office Medium

2. Mosvold hospital, reporting to Ingwavuma Local Office Small

3. Ntunjambili hospital, reporting to Greytown Local Office Small

4. KwaMashu Polly Clinic, reporting to Ethekwini Local Office Large

5. Mseleni hospital, reporting to Mtubatuba Local Office Medium

• REPRIORITISATION OF 1 X CONTROL IMMIGRATION OFFICER FROM GOLELA BP TO ONVERWACHT BP

• POSTS FOR GOLELA WILL BE AVAILABLE IN DECEMBER 2012 AND 1 X LEVEL 6 IMMIGRATION OFFICER WILL BE REPRIORITISED TO ONVERWACHT. THIS WILL THEN BRING THE ESTABLISHMENT UP TO 3 ( 1 X CIO AND 2 X IMM OFF)

• VEHICLE HAS BEEN ALLOCATED TO KOSI BAY BORDER POST AND THE UTHUNGULU REGION

• MOBILE TRUCK FUNCTIONALITY

• AGREEMENT FINALISED WITH SITA TO PROVIDE THE SERVICES FOR SATELLITE PROBLEMS

• SITA HAS BEEN MADE AWARE OF THE NEGATIVE EFFECT THE NON-FUNCTIONALITY IS CAUSING AND THEY HAVE INDICATED THAT THE ROLL OUT PLAN WILL BE FAST TRACKED

• SAVINGS IDENTIFIED FROM COMPENSATION WILL BE UTILISED FOR OBTAINING CLEANERS FOR OFFICES. THE EXERCISE OF CALCULATING HOW MANY POSTS WILL BE FUNDED IS STILL UNDER WAY.

UPDATE ON FINDINGS FROM PORTFOLIO COMMITTEE VISIT IN JUNE 2012

78

• APPOINTMENT OF PROVINCIAL MANAGER IN FINAL STAGES

• GREYTOWN AREA IS BEING SERVICED BY A MOBILE TRUCK AND THE STRENGTHENING OF OUR PARTICIPATION WITHIN WARD COMMITEES AND OPERATION SEKHUME SAKHE have been increased through out the Province

• MANDELA DAY

• Cleaning of offices Amajuba

• SMS Participation on Mandela week (Public Service Week)

• School Visits

• Painting of offices- Harding

• Food Parcels to poor family and blankets for street kids

• Document child headed family

UPDATE ON FINDINGS FROM PORTFOLIO COMMITTEE VISIT IN JUNE 2012

OFFICENAME OF SCHOOL VISITED

NATURE OF EVENT FOR MANDELA DAY

BIRTHS APPLICATIONS COLLECTED

ID APPLICATIONS COLLECTED

ID ISSUED

LRB APPLICATIONS COLLECTED

Ixopo Medium Office

Nonkwenkwane School

Operation Mbo 7 38 0 1

Umgungundlovu Large Office

Mazwendoda High School

Mandela Day 0 38 0 0

Scottsburg Medium Office

N/ADonation of groceries to abused children at Umkhomaas area.

N/A N/A N/A N/A

Ugu Large Office N/A

Groceries donated to destitute family at Bhoboyi (Photos attached)

N/A N/A N/A N/A

KwaDukuza Medium Office

LOT 14 StangerHouses damaged by Fire

7 17 N/A N/A

Pinetown Medium Office

Hillcrest Hospital

Partnership with other government depts in celebration of Mandela Day.

2 N/A N/A 2

Prospecton Medium Office

Fundinduku High School

Imbizo 5 7 0 5

Ethekwini Large Office

Verulam, Cotton land area

* Documentation of destitute family

0 0 4 0

* Donation of blankets, clothes & groceries to street children in Durban

0 0 0 0

Durban Medium Local

Buthelezi Family, L Section, KwaMashu

* Rendering of Dept services to the destitute family in KwaMashu * Donation of groceries, blankets and clothing to the family.

0 0 2 0

Nquthu Medium Office

Dalala Primary School

3 61 0 9

Msinga Medium Office

Ophathe School

13 24 0 8

OFFICENAME OF SCHOOL VISITED

NATURE OF EVENT FOR MANDELA DAY

BIRTHS APPLICATIONS COLLECTED

ID APPLICATIONS COLLECTED

ID ISSUED

LRB APPLICATIONS COLLECTED

Amajuba Large Office

Cleaning of office, 14 officials participated in cleaning the office

N/A N/A N/A N/A

Harding Small Office

Painting of Office, 5 officials participated in the

N/A N/A N/A N/A

LOM Eshowe Mthonjaneni Local Municipality - Boy boy Farm Service delivery

0 0 0 0

RO UTHUNGULU N/AVisit Enseleni Senior Citizens with Umhlatuze LTT

0 0 0 0

RO UTHUNGULU N/AVisit Senior Citizens at Ward 6 and 8 with Umfolozi LTT

0 0 0 0

RO UTHUNGULUNzalabantu Crech

Mandelas day 6 5 2

DO NongomaNgxongwane Primary School

Mandela day activities,All Departments Planted seeds donated by Agriculture, Mobile kitchen donated by Standard bank was handed over to Ngxongwane School

0 0 0 0

Thank you

Re a leboga

Siyabonga

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