CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Presentation by
COO
25 May 2007
1
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
This presentation will provide a brief overview of:
• Corporate Services
•
•
•
•
•
Finance
Budget, Supply Chain Management & Monies in Trust
ISM
HR
PEC
2
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Ministry
Office of the
Director General
and the COO
NPA
Court
services:
Masters
Legislation
Drafting
Constitutional
Development
Regional Offices : One per Province
Litigation Unit
State Law
Advisors
Justice
College
Corporate Services : HR / ISM / PEC / CFO
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
OFFICE OF THE CHIEF FINANCIAL OFFICER
Achievements






No audit qualification on Vote account for 2003/04 and 2004/05
Financial Capacity Building Programmes
Standardised Financial Management Business Processes
Monies in Trust (MMT) Public Private Partnership (PPP)
Establishing a Legislative and Policy Costing Unit
Unqualified audit reports on Presidents Fund
Challenges & action steps







Qualified audit report on Vote account for 2005/06 based on Monies in Trust financial management – Audit
action plan developed and progress monitored by Audit Committee on a quarterly basis
Transition from cash basis accounting to modified cash basis of accounting – Training programme implemented
and Integrated Financial Management System being developed by National Treasury
Disclaimed audit opinions on Monies in Trust accounts and Guardians’ Fund (see next slides)
Vacancies in Supply Chain Management Unit
Supply Chain Management and Asset Management – Action plan being developed for implementation 1 April
2007
Budget Management – Budget Coaching and Analysis, Quarterly Budget Review meetings; Virement in
compliance with PFMA
Financial Reporting Framework in terms of the Organisational Redesign Process – Monitoring of Regulatory
Compliance (NOC reports)
Key MTSF performance indicator: No audit qualification
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
OFFICE OF THE CHIEF FINANCIAL OFFICER (cont) – Monies in Trust Public
Private Partnership
Achievements




Preparation of financial statements for 2005/06
Issue of Request for Proposal (RFP) for Management of Monies in Trust Public Private Partnership on 6
October 2006
Receipt of bids from four consortiums on 5 February 2007
Maintenance paid by Electronic Funds Transfer to 21 138 beneficiaries at 118 courts as at 30 April 2007 (R35
m)
Challenges & action steps:





Evaluation of bids received
Negotiations with selected bidder/s
Signing of agreement with selected bidder
Development and pilot of new operating model
Implementation of new operating model
Key MTSF performance indicator: No audit qualification in the medium to long term
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
OFFICE OF THE CHIEF FINANCIAL OFFICER (cont) – Guardians’ Fund
Accounting Turnaround Project
Achievements
•
Injected high caliber professional financial / accounting expertise to assess and formulate a
comprehensive master plan to elevate financial / accounting environment
Challenges & action steps
•
•
•
The Auditor General has failed to express an opinion on the financial affairs of the Guardian’s Fund
for the year ended 31 March 2005/6 - Formulated strategies to render assistance to the Guardians’
Fund
The need to produce more sophisticated financial statements in accordance with GAAP - Extensive
consultation and collaboration with other stakeholders will be is underway , including the Auditor
General, Treasury department, Internal Auditors, PIC and SARS
An imminent collapse of reporting ability as a result of a manual operating environment coupled with
an escalating level of activity as a result of macro factors – Automation of Masters Offices
Key MTSF performance indicator:
•
The implementation of a sustainable and reliable financial accounting environment
•
The production of GAAP compliant unqualified Financial Statements on the activities of the
Guardian’s Funds
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
ISM
Achievements
2006/2007

The roll out of basic ICT infrastructure and services through the DNS IIII project -bringing the total number of
sites networked to date to 529. This constitutes 94% of the sites country-wide

The roll out of the E-Scheduler Solution (First Modules of Integrated Case Management Solution) to 425
sites as at end of February 2007:

Western Cape - 54 out of 46

North West – 33 out of 34

Northern Cape – 35 out of 35

Mpumalanga – 36 out 36

Limpopoo – 37 out of 37

Kwa-Zulu Natal – 60 out of 80

Gauteng – 37 out of 44

Eastern Cape 80 out of 84

Free State – 53 out of 66

The development of the Scanning Solution and the integration thereof into the Integrated Case
Management Solution. This roll out of this module of the Integrated Case Management Solution is
scheduled to kick off in the new financial year.

The development of Phase I of the IADE solution comprising of the registration of Estates
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
ISM
2006/2007
Achievements (contd)

The incorporation of the E-Scheduler statistics into the Justice Management
Solution (JMIS). The system will be rolled out during the new financial year.

JDAS roll-out (16 sites):
 North West - pilot site + 4 sites
 Gauteng – 2 sites (JDAS 3 migration)
 KZN – 2 sites (JDAS 3 migration)
 Northern Cape – 6 sites
 Western Cape – 1 site (JDAS 3 migration)
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
2007/2008 Action Plan
Continuation of JDAS deployment
ICMS phase 1 deployment continuation (E-Scheduler)
Deployment of JMIS
Desktop renewal project
Enhancements to Track and Trace
Deployment of scanning solution
Deployment of IADE phase 1
Development of IADE phase 2
Migration of CPS to E-Scheduler
Continuation of JDAS v3 to JDAS v4 migration
Development of Justice Payment Gateway
Development and deployment of Bail Anywhere
Integration of E-Scheduler to CAS (SAPS)
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
ISM (cont.)
Challenges and Action Steps
 The lack of capacity and the finalization of the ISM Structure
 Lack of capacity in courts for implementation
 The ability of the service providers to develop solutions in the given
timeframes
 Delays in the procurement processes resulting in planned times to kick of
projects slipping
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Organisational Efficiency
• HR Automation
• Back office Support
• Business processes
Human Capital
Development
DOJ HCM Strategy
(3 Pronged)
• Performance and Career
Management
• Learnerships and
internships
• Skills programs
Organisational
Development
• Organisational design
• Change management
• Organisational restructuring
• Employment relations
• Management & leadership practices
• Employee wellness
• Talent Sourcing and succession planning
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
DEPARTMENT OF JUSTICE AND CONSTITUTIONAL DEVELOPMENT
WORKFORCE PROFILE: SENIOR MANAGEMENT SERVICE (SMS)
AS AT 31 MARCH 2007
Male
Female
Occupational Categories
TOTAL
African
Coloured
Indian
White
African
Coloured
Indian
White
1
-
-
-
-
-
-
-
1
1
-
-
-
-
-
-
-
1
1
2
1
1
2
-
-
-
7
18
2
2
7
10
2
2
4
47
33
5
9
45
32
5
6
13
148
54
9
12
53
44
7
8
17
204
Director General
Chief Operations Officer
Deputy Director General
Chief Directors
Directors
TOTAL
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Departmental Staffing Profile as at 31 Jan 2007
Region
No of Posts
Head Count
Vacancies
Eastern Cape
2004
1705
299
Gauteng
2589
2361
228
783
724
59
National Office
2749
2243
506
Free State
1009
986
23
Kwazulu Natal
2006
1828
178
Northern Cape
403
364
39
Western Cape
1321
1271
50
Limpopo
1274
1201
73
993
759
234
15131
13442
1689
Mpumalanga
North West
Total
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Vacancies
• The current staff establishment population rate is
currently @ 88,8% [13442] [filled positions]
• The vacancy rate is therefore 11,2% [1689]
• Post advertisement on average per month:[+/- 300]
• Average Exit per month: [50]
• Turn around time for filling posts is 3-4 months [due
to compliance to PSR e.g. Job Evaluation & posting
of adverts, notice periods, competency tests]
• Strategies to improve turn around time:
- on time HR notification on resignation
- automation of recruitment process
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
HUMAN RESOURCES
Achievements cont….
 DOJ Establishment
• The DOJ establishment has grown with 7,21% in that 1017 posts were
created in 2006/7. The improvement to the enhance capacity in the
staff establishment ensured that the Department is able to respond
positively to Legislative imperatives as well as population growth.
• The Department was able to source requisite and competent staff in
support of the above. Our recruitment drives were successful in
sourcing the following staff to capacitate our Courts:
–
–
–
–
–
–
Court Stenographers 1781
E-scheduler Clerks 345 (Case flow management)
Court Managers 215
Senior and Family Councillors 100
Maintenance investigators 142
Maintenance officers 85
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Compliance
• 90% of SMS have declared financial
interest;
• 90% performance agreements signed;
• Promoting a Culture of Performance
management;
• Submission of WSP & EE report to Labour
Dept.
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
Human Resources
Achievement cont……
Employment Equity
• Employment Equity Plan signed and displayed in the
department
• Employment Equity report submitted to the Department
of Labour
• Reasonable accommodation provided for employment of
people with disabilities e.g
 5 Personal assistant for employees with visual impairments
 Assistives for employees with visual impairments
 Sign language training for court interpreters in Gauteng - Pilot
project that will be rolled out when funds become available.
17
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Number
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Current Disciplinary Matters: Type
52
41
40
36
30
30
20
27
19
19
10
17
7
7
2
2
0
Type
18
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Current Disciplinary Matters: Branch
236
250
150
100
50
0
1
2
13
1
0
0
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Number
200
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19
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Current Disciplinary Matters: Region
100
91
90
80
60
50
40
27
30
19
15
20
19
19
26
24
15
4
10
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Number
70
Region
20
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR Projects – 2007/2008 Financial Year
• Recruitment Improvement Plan
• Comprehensive Organizational Re-Design
• Competency Modelling
• Job Profiling, Job Analysis & Job Evaluation
• Skills Auditing
• Developing Human Capital Plan
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 1
Recruitment Improvement Plan
• Implementation of the Target Selection Tool
• Fast tracking recruitment:
 Outsourcing of Response Handling
 Automation of the recruitment
• Devolve Recruitment to Regions
 speed up recruitment
 Conduct workshops on national guidelines
Budgeted for: R 2,5 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 2
Comprehensive Organizational Re-Design
Review existing organizational structure:
•
•
•
•
•
•
•
Identify key functions in the organisation
Identify geographical spread of the organisation
Identify key reporting relationships
Identify spans of control
Identify number of positions
Identify number of employees per process area on the structure
Identify advantages/benefits/best practice to retain.
This project will mainly focus new court structures following the
Re Aga Boswa project
Budgeted for: R 1,5 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 3
Competency Modelling
Assess and Develop
• This will embark on different approaches such as employee, manager,
focus groups and one-on-one interviews to collect data.
•
This stage will comprise of the following activities:
–
–
–
–
–
•
Analyse the Department’s proposed organisation structure and key areas
Conduct one-on-one interviews or facilitate focus group sessions;
Assess the existing competency model, if any
Modify or create an ideal model; and
Compile data, draft and present the findings report and a competency model.
The Deliverables for this stage are:
– Competency Model
– Findings Report
Budgeted for: R 1,5 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 4
Job Profiling, Job Analysis & Job Evaluation
Conducting scientific job analysis
to determine the right levels of remunerations
and scoping thereof.
This involves over 600 job classes for the entire department
Budgeted for: R 2,5 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 5
Skills Auditing
Key activities will include the following:
•
Review the strategic plan and determine its implications for skills required
by the company. Key stakeholders will be engaged to agree the
implications of the strategic plan;
•
Review the skills profile, especially as it relates to the new strategic
objectives. The output of this analysis will form the basis for the design of a
Workplace Skills Development Plan;
•
Design and disseminate the skills audit questionnaire to employees, relying
on the Skills Audit Network to ensure common understanding of the
questionnaire and their completion;
•
Analyze the responses from the skills audit questionnaire
Budgeted for: R 3 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 7
Fast-tracking of Disciplinary Cases
• Appointment of part-time commissioners
• Training of Investigating/Presiding officers
• Out-sourcing of SMS members cases to external
parties
• Pre-dismissal arbitration system
Budgeted for: R 2 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 6
Developing Human Capital Plan
•
The department hopes to scientifically determine the current and
future needs [demands] of the key, core and scares skills required to
deliver on its mandate and strategic objectives.
•
Through the same analysis, we will further determine the magnitude of
Supply of these required Skills, Qualifications and the requisite
Knowledge Economy Development relevant to our environment.
•
Some high level Supply interventions will include interaction with
University Schools of Law, Law Societies, The Bar Councils, targeted
Training & Development, International Internship Placement programs,
etc
Budgeted for: R 2 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 8
Enhancing a Learning Organization
(Learning & Development)
•
Learner-ships:
court interpreters; court management; para-legal;
•
Internships:
Per branches’ competency framework
•
Skills Programs:
supervisory management development; Legal Interpreting and sign language
interpreting
•
Continuous Professional Development:
Legislative drafting; Maritime Law; International Trade Law; Commercial and
Constitutional Litigation; Family Law; Civil litigation; Commercial Law;
•
Other skills programs:
Customer Relations Management - front line staff in courts;
Budgeted for: R 2 million
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 6
Employee Wellness Program
•
Employee assistance programme for all employees in all regions
•
Trauma counselling as and when needed
•
Preventative programmes e.g. alcohol abuse, financial counselling, etc.
•
Training of peer counsellors for HIV/AIDS
•
HIV Prevalent studies
•
Stress management
•
KAP (knowledge, attitudes and practice) studies
•
Comprehensive psycho, social, physical and mental programme.
Budgeted for: R 6 million
30
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 6
Performance Management Training
• Had low percentages of SMS’s with performance agreements
• Moved to over 90% of SMS’s with performance agreements in
2006/08
• Train all staff on the departmental performance management policy
• Train all employees performance management soft skills
• Train managers and supervisors on how to give feedback and how
to rate employees
Budgeted for: R 4 million
31
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
Public Education and Communication (PEC)
Deliverable
•
Outreach programmes
1. Rolling-out of Operation Isondlo
2. Community education on Victim's Charter and Equality Courts, maintenance,
domestic violence, the Constitution
3. Participation in various Justice services fairs
4. Production of Justice newsletter
•
Production of various annual reports and other publicity materials on justice related
topics
•
Web and intranet management
•
Marketing departmental services at national exhibitions such as the Pretoria and Rand
Show
•
Management of departmental events and conferences, such as major Legal Services
Sector Charter consultative workshops, Gender Justice Conference, the IT Highway
Launch
violence Against women and children
•
Media Services, including monitoring and evaluation, media advertisements media
liaison and responding to media enquiries
•
Internal communication on Batho Pele principles
•
Translation and editing services
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
Public Education and Communication (PEC)
Possible challenges & anticipated action steps
•
Strengthening the capacity of the Chief Directorate by filling vacancies, creation of
additional posts where necessary and training of current staff
•
Review of the PEC structure and placing of staff according to capabilities
•
Acquire additional for goods and services to fund communication projects.
•
Fostering existing relationships with members of the media
•
Strengthening internal communication especially with top management by setting
regular meetings.
•
Setting up of a functional News Room through training and recruiting suitable staff
•
Inter-branch co-operation through regular meetings
•
Development of a feedback mechanism guiding communication strategy
Key MTSF performance indicator:
•
More positive media coverage and better relationships with the media
•
Informed communities in terms of Justice services
•
The production of attractive and informative communication materials
•
Confident and informed employees
33
CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
Corporate Services
Public Education and Communication (PEC)
Programmes for 2007/08
•
Continuation of operation Isondlo
•
Continuation of awareness on Victim’s Charter
•
Promotion of Masters Services – Operation Sesifikile
•
365 Days of No Violence against Women and Children
•
Creating awareness on the Constitution and Human Rights
•
Batho Pele campaign
•
Izimbizo
•
Participation in National exhibitions and Service Fairs
•
The promotion of previously disadvantaged languages internally
•
Redevelopment of the website
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CORPORATE SERVICES
25 May 2007 - Presentation to Select Committee
35
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