Docstoc

Strategic Objectives

Document Sample
Strategic Objectives Powered By Docstoc
					Portfolio Committee on
     Home Affairs
      Briefing on the
  2004 / 05 Annual Report
      25 October 2005

                            1
    Strategic Objectives - 2004 /
                2005
•   To establish the Commission as a focal point
    in the delivery of free and fair elections;
•   To develop and implement human resources
    management and development systems;
•   To prepare and maintain a high quality voters’
    roll;
•   To offer high quality electoral services in order
    to facilitate voting by all eligible voters;


                                                    2
  Strategic Objectives - 2004 /
            2005 Cont
• To inform voters on electoral processes
  and to ensure maximum political
  participation;
• To maintain and consolidate
  organisational systems and infrastructure
  in preparation for future elections;
• To operate and maintain sound financial
  management systems, including internal
  controls.
                                          3
           Strategic Objective 1
 To establish the Commission as a focal point in the delivery of
                    free and fair elections


Results: 2004 / 05
• Embarked on projects to enhance free and fair and
  democratic elections;
• Developed programme to ensure a well-informed corps
  of domestic and international observers;
• Liaised with civil society organisations, faith-based
  organisations, traditional leaders, youth, women and
  political parties to ensure understanding of voting
  processes and procedures;


                                                                   4
     Strategic Objective 1 Cont
• Briefed diplomatic and donor communities in SA about
  IEC activities;
• Liaised with government departments on IDs for voters
  and voting infrastructure;
• Participated in 27 conferences, observer missions and
  technical assistance projects;
• Provided technical assistance and participated in
  observer missions to the USA AND 11 African countries;
• Independence       and     impartiality of Commission
  maintained.


                                                       5
           Strategic Objective 2
 To develop and implement human resources management and
                    development systems
• The Commission has a total of 249 approved full time
  positions. There were 44 vacancies at the end of the
  financial year;
• Total expenditure on personnel was 29.5% of the
  budget;
• The relatively low staff turnover at the IEC is illustrated
  by the fact that only 9 staff members resigned during the
  period under review.
• The Commission has a 5-year Employment Equity (EE)
  plan;
                                                            6
     Strategic Objective 2 Cont
• An EE Committee has been established which meets
  regularly to review targets set in the plan;
• The Employment Equity report was submitted to the
  Department of Labour as required.
• Staff attended 201 skills development and training
  activities during the year under review.
• A Performance Management System linked to the
  training and developmental needs of staff was
  implemented;
• No collective agreements were entered into but a staff
  association was established;
• Promotion of HIV and AIDS awareness takes place in
  the workplace.

                                                       7
         Strategic Objective 3
        To prepare and maintain a high quality voters’ roll

• Focus on review of the 2004 elections and
  preparations for 2005/6 municipal elections:
  – To identify lessons for future election plans
  – To ensure continuous improvement in accuracy of
    voters’ roll
• Challenges remain:
  – Develop mechanisms to ensure that voters’ roll is
    continually    updated to complement general
    registration weekends;
  – Source data from state institutions and municipalities
    to improve service quality to voters in informal and
    rural areas.

                                                              8
GEOGRAPHIC DISTRIBUTION OF THE NET GROWTH IN REGISTERED
                   VOTERS: 1999/2004




                                                          9
            Strategic Objective 4
 To offer the high quality electoral services in order to facilitate
                   voting by all eligible voters
• The Commission has national, provincial and local
  offices.
• The CEO convened a national debriefing workshop to
  discuss key lessons learnt during the 2004 elections.
• The IEC’s provincial offices focused on the following:
   – Rollback of election material
   – Disposal of certain election material
   – Running by-elections
   – Ongoing democracy education projects
   – Capturing data from voter registration application
      forms
   – Fieldwork for re-delimiting voting districts for
      municipal elections
                                                                       10
         Strategic Objective 4
                 Cont
• The local offices are managed by the Municipal
  Electoral Officers (MEO) who are normally
  senior municipal employees identified to assist
  with electoral work on a part-time basis.
• The MEOs facilitate co-operation between the
  Commission and municipalities.
• There are 237 MEOs spread across the country.
• Challenge remains: how best to cater for voters
  in far-flung areas.



                                                11
    Strategic Objective 4 Cont

Electoral Logistics
• Sufficient voting materials were available
  at voting stations for the 2004 elections;
• Main Activities:
  – Provisioning for Election Day
  – Rollback of election material
  – Disposal of some election material
  – Maintenance and repair of Zip-Zip scanners
                                                 12
   Strategic Objective 4 Cont
• Number of Voting Stations:
  – Increased as follows - 14 652 (1999); 14 988 (2000);
    16 966 (2004); and 18 569 (Post-2004);
  – With highest percentage change between 1999 and
    post-2004 being Northern Cape (71%) and Eastern
    Cape (69%).
• IEC has embarked on projects to:
  – Improve alignment of voting districts to patterns of
    voter registration and human settlement distribution
    patterns;
  – Promote voter access to voting stations.

                                                      13
          Strategic Objective 5
To inform voters on electoral processes and to ensure maximum
                      political participation
• Registered Political parties
  At National level – 70
   – Of which 2 were registered in the period under review
 At Local level – 34
   – Of which 1 was registered in the period under review
• 19 parties were deregistered
   – 6 due to failure to renew their registration;
   – 13 due to non-participation in the 2004 elections.
• Floor-crossing resulted in the registration of 1
  new party;
• The status of parties after floor-crossing is
  reflected in pages 34 to 38 of the Annual Report.
                                                            14
      Strategic Objective 5 Cont

• 155 by-elections were held to fill ward
  vacancies following
  – Resignations of 83 councillors;
  – Deaths of 45 councillors;
  – 15 councillors ceasing to be members of
    parties that nominated them;
  – 12 councils being dissolved.



                                              15
         Strategic Objective 5
                 Cont
• More than 200 000 officials required training
  before the days set aside for special votes and
  Election Day
• Training was based on registered statement of
  competence lodged with SAQA
• Trainers drawn from ranks of municipal election
  officials and ABET Institute at UNISA
• Presiding Officers and Deputies had to score
  80% in a written test before they were regarded
  as sufficiently competent for voting and counting
  procedures.
                                                  16
        Strategic Objective 5
                Cont
• Results Centres were set up in all
  provincial capitals and the national Results
  Centre in Pretoria;
• It took less than 3 days for the IEC to
  process in excess of 33 000 results from
  the voting stations



                                             17
         Strategic Objective 5
                 Cont
Electoral Democracy and Voter Education
• Schools voter education
  – Piloted the infusion of Electoral Democracy into the
    school curriculum reaching out to 481 schools and
    more than 55 000 learners
• Voter education for by-elections
• Education for people with special needs
  – IEC collaborated with SA National Council for the
    Blind and Deaf Federation of SA to provide relevant
    education
  – Fieldworkers were drawn from this sector across all
    nine provinces and trained

                                                           18
         Strategic Objective 5
                 Cont
• Mass education through:
  – Stakeholder management
  – Outreach programme (including assistance for the
    election of SRCs at tertiary institutions; SALGA
    [Gauteng]; SA Nursing Council; and EC Taxi
    Association)
  – Democracy development education
• Multimedia education
  – IEC established a partnership with the SABC on an
    educational TV programme
  – Work with SABC and community radio stations on
    voter education

                                                        19
           Strategic Objective 5
                   Cont
• Communication and Public Awareness
  –   Advertising campaigns in media
  –   SMS facility
  –   ATM technology
  –   Public website
  –   Posters and billboards
  –   Leaflets, booklets and communication brochures
  –   Public call centre
  –   Integrated Voice Response (IVR) system


                                                       20
VOTER TURNOUT PER PROVINCE: 1994/1999/2004


                                                                                                                             91.55%
                                                                                                                    84.70%
                                                                                                                                      77.09%



                                                                                                                         Limpopo




                                                                                                       90.15%
                                                                                              87.20%                                     90.57%
                                          91.20%
                                                   87.31%                                                                       85.40%
                                                                                                                76.40%
                                                                                                                                                  80.28%
                                                            77.39%
                                                                                                   Gauteng                            Mpumalanga
                                              North West




                                                                     84.50% 90.99%
                                                                                     78.88%
                                                                                                                                       82.40% 87.45%
                                                                                                                                                       73.51%




                 84.70% 88.87%
                                 76.04%                                   Free State
                                                                                                                                         KwaZulu-Natal

                                                                                                                                                                86.86% 89.30%
                                                                                                                                                                                76.73%

                   Northern Cape


                                                                                                                                                                     National




                                                                     90.50% 90.54%

                                                                                     81.08%




89.40% 86.70%                                                          Eastern Cape
                73.05%




  Western Cape



                                                                                                                                                                                         21
              Strategic Objective 6
       To maintain and consolidate organisational systems and
           infrastructure in preparation for future elections


Results: 2004 / 05
• In preparation for the 2004 Elections, IT
  infrastructure was upgraded including all
  security and anti-virus processes;
• IT enabled IEC to provide services to all citizens
  through extended communication technologies:
   –   Mobile technologies
   –   Call centre technologies
   –   Web-based mapping and GIS
   –   Other web-based facilities
                                                                22
         Strategic Objective 6
                 Cont
• IEC received several awards in 2004:
  – Standard Bank CPSI for “Innovative Use of
    Information Technology for Effective Service Delivery”
  – “Innovative Use of Partnerships in Information
    Technology for Effective Services Delivery”
  – BMF 2004 for “Strengthening Democracy through
    Technology”
  – Top Women in Business & Government for “attaining
    the standard required for inclusion in the definitive
    guide to those organisations demonstrating the
    greatest commitment to, and achievement in, the
    promotion of workplace equality for women.”


                                                        23
          Strategic Objective 7
 To operate and maintain sound financial management systems
                  including internal controls
Results:2004 / 05
Procurement
• Implemented electronic procurement system
  (eProcurement)
• Implemented stringent due diligence on companies
  under consideration for contracts.
• Of the total of 440 contracts awarded, 430 (97.73%)
  were awarded to BEE companies at a value of
  approximately R92.61 million.
• Approximately 90% of bids awarded through
  eProcurement auctions went to BEE companies
                                                              24
         Strategic Objective 7
                 Cont
Contracts to SMMEs were awarded as follows:
  – 37 contracts were awarded to Micro enterprises
    (8.41%);
  – 115 contracts were awarded to Very Small
    enterprises (26.14%);
  – 235 contracts were awarded to Small enterprises
    (53.41%);
  – 39 contracts were awarded to Medium enterprises
    (8.86%); and
  – 14 contracts were awarded to non-SMMEs (3.18%).

                                                      25
        Strategic Objective 7
                Cont
• Actual expenditure in this respect was
  approximately R94.76 million spent as
  follows:
  – Tenders: R22.10 million
  – Quotations: R10.52 million
  – Auctions: R62.14 million




                                           26
          Strategic Objective 7
                  Cont
Internal Audit (IA) executed the following:
• Reviewed statutory reports to the Commission and the
   National Treasury;
• Reported fortnightly on issues as requested by the
   Finance, Audit and IT Committee of the Commission;
• Reviewed and commented on all documents presented
   to the Procurement and Disposal Committees;
• Conducted internal audits in 67 MEOs and each of the 9
   PEOs;
• Reviewed HR records as well as administrative IT
   systems linked to expenditure control;
• Monitored the asset register verification process.
                                                       27
         Strategic Objective 7
                 Cont
Funds received and spent
• The Commission received R526.902 million from
  the state;
• Sundry income of R11.224 million, consisting
  largely of interest earned, was generated
  bringing the total income to R538.126 million;
• Including the surplus that was rolled over, the
  Commission had R651.466 million for the last
  financial year;
• All the funds had been accounted for and
  disclosed in the financial statements.

                                               28
     Strategic Objective 7 Cont
Finance
• Continue to ensure that the financial
  management system promote the objectives of
  the PFMA and Treasury Regulations
• Continue to improve financial management
  systems to ensure that they are integrated, fast
  and user friendly.
• Strive to obtain an unqualified report from the
  Auditor General.

                                                29
  Strategic Objective 7 Cont
Accounting Policy
• The annual financial statements have
  been prepared in accordance with
  Statements    of    Generally     Accepted
  Accounting Practice and the Public
  Finance Management Act, Act 1 of 1999
  as amended.
• The financial statements have been
  prepared on the historical cost basis.
                                          30
  Strategic Objective 7 Cont
Audit Report
• The Electoral Commission has been
  getting an unqualified audit report since its
  inception.
• The Electoral Commission also received
  an unqualified audit report for the 2005
  financial year.


                                             31
       Strategic Objective 7 Cont
BUDGET
Parliamentary Allocation for 2004/2005           R 503, 029, 000
Additional allocation to cater for unforeseen    R 23, 873, 000 *
And unavoidable expenses
Cash Roll over 31 March 2004                     R   30, 200, 000
Capitalisation of stock purchased for election   R   40, 200, 000
Day 14 April 2004
Interest and other Income                        R  3, 894, 000
Results Centre Sponsorship                       R  3, 200, 000
Total                                            R 604, 396, 000

* Voting Station Infrastructure, Special Votes, Prison Vote and
  Results Audit
                                                                    32
     Strategic Objective 7 Cont
ROLL OVER TO 2004/05

Bank balance as at 31 March 2004   R 130, 227, 475
Less: Creditors, Provisions and
      outstanding cheques          R (126,315, 661)
Add: Debtors                       R 26,380,494

Cash Roll over - 31 March 2005     R   30,292,310



                                                     33
             Strategic Objective 7 Cont
Actual Expenditure vs Budget
                                                                          Report for the year ended 31 March 2005
Summary : Economic Classification


                                          Total Expenditure      Budget (Including    Variance - Saving /
                                                                                                             Variance - %
                                             2004/2005         Adjustments Estimate   (over-expenditure)
EXPENDITURE: Standard Items


                                                      R’000                  R’000                  R’000
Personnel Expenditure                                                                                                       0%
                                                    173,356                173,360                   ,004

Administrative Expenditure                          172,360                173,263                    ,903                  1%

Stock                                                50,744                 51,627                    ,883                  2%

Equipment                                             5,659                 23,324                 17,665               76%

Land & Buildings                                     21,427                 33,767                 12,340               37%

Professional & Special Services                     148,188                148,883                    ,695                  1%

Miscellaneous Expenses                                  171                    172                    ,001                  1%

Depreciation (Non cash outflow)                      17,493                       -               (17,493)             100%

Surplus on disposal/scrapping of assets              (1,069)                      -                 1,069             100%

TOTAL EXPENDITURE                                   588,328                604,396                 16,068                   3%


                                                                                                                            34
Click
           Strategic Objective 7 Cont
ROLL OVER TO 2005/06

Bank balance as at 31 March 2005   R 60,033,820
Less: Creditors, Provisions and
      outstanding cheques          R 42,930,333
Less: Trust Funds                  R    135,903
Less: Salary Pledge Account        R 8,828,631
Add: Debtors                       R 12,839,912

Cash Roll over - 31 March 2005     R 30,978,865
Balance Sheet            Note 1              Notes 2 - 9


                                                           35
Thank you

            36

				
DOCUMENT INFO