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									       PRESENTATION
          TO THE
        PORTFOLIO
       COMMITTEE ON
       HOME AFFAIRS

               13 September
                   2005




Department of Home Affairs
                                                                       Department of Home Affairs



Agenda

 Introduction
   DHA delegation
   Presenters of sections

 Issues raised during Portfolio Committee of 18 May 2005

 Strategic Planning imperatives

 Progress on Strategic Plan 2005/06 to 2009/10 (incorporating progress on NIB)

 New contract specifications for Lindela

 2010 Soccer World Cup

 Issues raised during SCOPA meeting in Parliament


2                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                       Department of Home Affairs




Issues raised during PC Meeting of 18 May 2005
   Progress on NIB
     This matter will be discussed in detail as part of the progress report on
      Immigration

   Implementation of Smart Cards
     The Smart Card for Refugees and Smart ID Card for citizens will be discussed
      as part of the progress feedback

   Opening of new offices to enhance service delivery
     To be addressed under “Infrastructure”

   Passports without any blank pages
      The legislation enforced by the Department is clear on this issue. At least one
      unused page is required when presenting a passport for purposes of endorsing
      a visa / permit. It must be an unused visa or permit page.
     Frequent travellers should apply for maxi passports


3                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
         Strategic Planning
            Imperatives




Department of Home Affairs
                                                                     Department of Home Affairs



      Strategic Planning Imperatives
   Strategic Plan consists of 3 components:
      5-year, 3-year and 1-year instrument

   Focus for 2005/06 on annual (1-year) plan

   5-year instrument acts as linkage with POA

   DHA aligned with Government’s strategic objectives by:
      Economic growth & development
      Building capacity of state
     Service delivery improvement
     Enhancement of social security
     Countering corruption & promoting security
     Improving SA global relations
     Participating in ISRDP and URS


5                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
         Progress on
       2005/6 – 2009/10
        Strategic Plan




Department of Home Affairs
           Immigration




Department of Home Affairs
                                                                     Department of Home Affairs



National Immigration Branch

    Mission of National Immigration Branch (NIB)

     To establish and maintain the NIB as a world-class immigration
      authority which makes a significant contribution to migration
      management at an international level, and thus helps South
      Africa to achieve its development goals




8                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



                                     DDG
                              National Immigration


        Directorate                                                        Directorate
    Immigration Directives                                           Information Co-ordination

                                                                            Unit
                                                                     Counter Xenophobia



       CD                                    CD                              Dir.
    Admissions                           Inspectorate                   Refugee Affairs


9                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                           Department of Home Affairs



Immigration
     Strategic Issue: Review of Immigration Legislation
      Immigration Amendment Act, 2004, promulgated and Immigration Regulations
        published on 27 June 2005, came into effect on 1 July 2005
          National Immigration Branch (NIB) staff at Head Office and certain Senior
            Managers in Provinces have been trained

        Act aims to correct the most urgent deficiencies as an interim measure pending the
         complete rewrite of the Act

     Strategic Issue: Effective Border Control
      Effective management of Committees at strategic and operational level
          DHA chairing the Border Control Co-ordinating Committee (BCOCC)
           BCOCC reached agreement on mandate, structures, reporting lines, lead
            departments for sub-committees and their functioning
          Structure was approved by JOINTS and JCPS DGs Cluster
¹



10                      PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Effective Border Control
      Draft border control strategy developed
           BCOCC timelines aligned to departmental objectives

   Harmonisation of legislation within SADC and/or individual neighbouring
    countries on migration matters is beginning to take place
      Framework for concept of African Passport, Free Movement of Persons
       and AU framework on Migration, to a lesser extent, discussed with AU
      Mozambique engaged on implementation of waiver agreement (Visa
       agreement in place and functioning)
     Protocol on the Facilitation of Movement of Persons was signed by
       South Africa at the SADC Summit held in August 2005
      Consultations on relaxation of visa requirements with ZIM underway
¹    Draft compiled on proposals for one-stop border posts

11                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                           Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Effective Border Control

        Identification and recording of global diaspora implemented by means of the
         completion of departure forms by SA citizens on departure and reasons therefore

     Strategic Issue: Capacity to ensure a transformed effective Immigration
     Service

        Training programmes for new recruits in place
           First intake consists of 59 Immigration Officers
           6 months theory and 6 months practical

        Plan for the alignment of NIB structure to meet obligations and ensure effective
         accountability and governance finalised
            Equivalent structures to be available in Provinces as in Head Office
¹



12                      PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                                            Department of Home Affairs
JOHANNESBURG INTERNATIONAL AIRPORT – DHA ESTABLISHMENT
   Approved establishment             Actual Number               Action to fill posts                              Number of officials per
                                      presently available                                                           shift required at JIA

   1 X Director: JIA (Director’s      D:JIA None                  Not advertised yet. PM to follow up with
   level)                                                         HR.
   4 X Assistant Regional             Assistant Regional          Not advertised yet. PM to follow up with          1 X Assistant
   Immigration Heads (ASD)            Immigration Heads           HR.                                               Regional
                                      (ASD) - None                                                                  Immigration Heads
                                                                                                                    (ASD)
   8 X Control Immigration            Control Immigration         Six Control Immigration Officer posts were        2 X Control
   Officers (Operational              Officers (Operational       advertised for the Johannesburg                   Immigration Officers
   Managers)                          Managers) – Two             International Airport with the closing            (Operational
                                                                  date of 18 April 2005. To date no                 Managers)
                                                                  appointments have been made.
   28 X Chief Immigration             Chief Immigration           Nine Chief Immigration Officer posts were         7 X Chief
   Officers (Team leaders)            Officers (Team              advertised for the Johannesburg                   Immigration Officers
                                      leaders) - 18               International Airport with the closing            (Team leaders)
                                                                  date of 18 April 2005. To date no
                                                                  appointments have been made.
   140 X Senior/Immigration           Senior/Immigration          Twenty (20) Trainee Immigration Officer           38 X
   Officers                           Officers                    posts were advertised for the                     Senior/Immigration
   (Processors/Examiners)             (Processors/Examine         Johannesburg International Airport with           Officers
                                      rs) – 96                    a closing date of 18 April 2005 and filled.       (Processors/Examine
                                                                  Doing 3 months practical work at JIA.             rs)
                                                                  62 trainee Immigration officers appointed
                                                                  (nationally) and will be receiving training.
                                                                  After completion of training, will be
                                                                  deployed to POE’s country-wide.
                                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
13 Change Management in terms of Turnaround Strategy
   A submission for the secondment of heads of both MaseruBridge and Lanseria Airport to head JIA approved by Acting DDG: NIB.
                                                                            Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Effective Law Enforcement
      Draft standard operating procedures for law enforcement have been produced but
        require further development given concerns on practicality of some aspects

        Working relationship established with National Prosecuting Authority (NPA) on DHA
         related cases to deal with offences in terms of the Immigration Act
            Charge sheets drafted with aid of NPA
            Inspectorate workshop to take place with NPA and other law enforcement
             agencies to standardise procedures

        Working relationship established with South African Police Services (SAPS) on
         implementation of DHA case administration system
            Feasibility of linking SAPS and DHA Case Administration System investigated
            Need for joint early warning system identified –part of deliverables of Incident
            Reporting System
¹



14                       PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Effective Law Enforcement

      Interaction with NPA to deal with transnational/organised crime syndicates
       as part of task team on Human Trafficking has been established
         Initiative by International Organisation on Migration (IOM) and NPA to
           co-ordinate the process and align DHA policies accordingly
         European Model (EU) to be researched

      Management of Deportations
        Provincial visits to identify deportation centres underway
        Tendering for holding facility (Lindela) underway
        SOPs for holding facility under review
¹



15                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                           Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Management of Refugee Services
      Draft standard operating procedures (SOPs) in place
      Steps to eradicate backlog in place
          64 interns initially contracted to deal with administration, updating of filing
            system, etc - redirected to deal with high court applications
          Request for more interns lodged
          6 month programme to be rolled out with effect from Sep 2005 to determine
            exact extent of backlog and process outstanding applications
          Personnel appointed to deal with backlog
          Training conducted for:
               83 Refugee Reception Officers
               114 Refugee Status Determination Officers
               4 Project Site Co-ordinators
               19 Interpreters
               4 full-time Researchers
¹



16                      PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                          Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Management of Refugee Services (Cont)
      Premises acquired to set up four Refugee Reception Offices
      Comprehensive communication strategy developed
      IT system developed to manage frontline application process that allows for more
        secure application processes
      New Smart ID card for refugees acquired (50 000) and roll-out is currently taking
        place
          Issuance of Smart Cards has commenced
          Programme to roll out process was developed
          Process started in Port Elizabeth during 15-19 August 2005
      Proposal on transit facility and location of asylum seekers have been developed
        (assigned to Directorate: Immigration Directives to conduct feasibility study on
        possibility of having such a facility)
      Discussions started with Consortium on Refugee Affairs and NGOs on the
        integration of refugees into society
¹



17                     PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                       Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Information Management

   Incident Reporting System went live on 1 June 2005
      Training presented to officials from Information Co-ordination, HRD and
       Information Services
      JIA identified as pilot site for testing & launch of system
      Web-based Counter Corruption system developed and to be linked to
       Incident Reporting System
      Development of library system for capturing of all documentation also
       on track – hardware acquired and development / purchasing of
       electronic document system is being attended to
      Business Intelligence task team established to focus on interim solution
¹      as integration of systems will only take place in 2008/09

18                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
            Overview of
              Incident
             Reporting
               System




Department of Home Affairs
                                                                   Department of Home Affairs



Functions

  Gather and collate incident data
  Evaluate and analyse incident data
  Disseminate and interpret incident data
  Identify, monitor and track current incidents and potential
   threats
  Alert our Officers by reports of current trends and early
   warnings
  Enhancing our Service Delivery



20              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                        Department of Home Affairs




21   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                        Department of Home Affairs




22   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                        Department of Home Affairs




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                                                        Department of Home Affairs




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                                                        Department of Home Affairs




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                                                        Department of Home Affairs




26   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                        Department of Home Affairs




27   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                        Department of Home Affairs




28   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                        Department of Home Affairs




29   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



Immigration (Cont)
     Strategic Issue: Information Management

      Additional position paper has been developed on the existing SADC
       Protocol on matters of Immigration for SADC immigration sub-committee

      Activation of Operational Centre is planned to ensure real-time support on
       tactical and legal matters globally

         Establishing of radio communication network for NIB is being
          investigated, project referred to National Communication Centre (NCC)
          for recommendations

¹



30                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Immigration (Cont)
     Counter Xenophobia

      Draft Counter Xenophobia strategy developed

      Creation of awareness on practices that project elements of Xenophobia

         Awareness created by engaging government departments and relevant
          stakeholders, e.g.

             National Consortium on Refugee Affairs
            Forced Migrants Working Group
            UNHCR
            NGOs
¹           Local communities

31                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
            Progress on
               BCOCC
             (Proposed
               model)




Department of Home Affairs
                                                                     Department of Home Affairs




Introduction
 2004 National Intelligence Estimate

        Single most important security challenge
        Security at borders & ports of entry
        National security threat
        Fragmentation and ineffective co-ordination
        Facilitates transnational syndicated crime
        Major paradigm shift urgently required
        Balance security, trade, tourism & development


33                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                   Department of Home Affairs




Introduction
 Cabinet instructed that mechanisms and processes be
 reviewed and consolidated

 Presentation to the January 2005 Cabinet Lekgotla:
     Border Control and Security Framework
     Integrated management of the land, rail, aviation &
      maritime environments
     Streamlining of the functions of the structures

 Directly informs the process to conceptualise the BCOCC


34              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                    Department of Home Affairs




Introduction

 Strategic planning session

      Committees to develop proposed structures and functions for the
       BCOCC
      Presented to the BCOCC Executive Committee on 12 and 19 May 2005
      National JOINTS on 30 May 2005
      JCPS DG’s approved 7 June 2005
      FOSAD on 23 June 2005
      This presents the outcome of these processes
      Model:
         Co-ordination & integration
         Departments retain line-functional responsibilities


35               PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                           Department of Home Affairs




Introduction
Participation
    BCOCC has broadened participation in Govt departments to include:
       Presidency         National Treasury              Foreign Affairs
       Health             Agriculture                               Civil Aviation
       DEAT               Transport                      SANDF
       SAPS               NIA                            NICOC
       SARS

    Proposed permanent structure in DHA to act as administrative support for various
     committees:
       1 Chief Director
       1 Director
       8 Deputy Director
       8 Assistant Director
       8 Chief Administrative Clerks
       8 Senior Administrative Clerks
       1 PA at Senior Administrative Officer (SAO) level
       1 PA at level of Administrative Officer (AO)

36                     PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                  Department of Home Affairs




Introduction
  Structure to be presented to DG on 26 September 2005

  Budget requested for 2005/06: R11 million
     R7 million for compensation of employees
     2.9 million for goods and services
     R950 000 for capital assets

  Provincial road shows will be embarked upon soon in order to
   explain the new structure of the BCOCC as well as roles and
   responsibilities of sub-committees and the restructuring of the
   BCOCC at provincial level

37             PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                   Department of Home Affairs




Mandate


     “The BCOCC is responsible for the strategic management of the
        South African border environment in a coordinated manner”




38              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                    Department of Home Affairs




Strategic Functions
 BCOCC should have the following strategic functions

      Harmonise & implement legislative & policy frameworks
      Advise policy makers on the border environment
      Develop and implement National Border Control and Security
       Strategy
      Develop and maintain ports of entry, bases & borderline
      Co-ordinate securing of ports of entry, bases & borderline
      Improve legal flow of persons and goods through ports of entry
        Promote trade, tourism and development
      Co-ordinate law enforcement actions to combat illegal activities
      Compile and manage budget for BCOCC strategies

39               PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                               Department of Home Affairs




Model

                                      BCOCC EXCO

                                      NATIONAL
            Aviation                                                     Strategic
           Committee                                                Advisory Committee

            Maritime                                               National Border Control
           Committee                                                       Centre


     Land and Rail Committee                                       Development Committee



                                                                      Legal and Policy
                                                                        Committee



                                    PROVINCIAL
40                                        LOCAL
                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                   Department of Home Affairs




Model
                                       National Level

                                            BCOCC EXCO



                   Aviation                                                   Strategic
                  Committee                                              Advisory Committee
        Strategic management of the border environment
                    Maritime                        National Border Strategy
         Implementation of the National Border Control and Security Control
                    Committee                                Centre
        Interface with all relevant stakeholders
        All border stakeholders will be represented Development Committee
             Land and Rail Committee
        Level of Deputy Director-General
        Chairs of the 7 Committees will be members of the Exco
                                                                          Legal and Policy
                                                                            Committee


41                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                     Department of Home Affairs




Model
                                       National Level

                                            BCOCC EXCO



                  Aviation                                                     Strategic
                 Committee                                                Advisory Committee

                  Maritime                                               National Border Control
                 Committee                                                       Centre
     Co-ordinating the development of the National Border Control and Security Strategy
     (NBCSS) and Rail Committee
           Land                                          Development Committee
     Informing and advising on strategic threats and opportunities in the border
     environment, including special events                   Legal and Policy
     Research and development                                    Committee
     Disseminating strategic products on substance issues
42                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                  Department of Home Affairs




Model
  New structure to be established and resourced
                             National Level
  Hub of the information flow
  Centralising day-to-day flow of tactical and operational intelligence and
   information                  BCOCC EXCO
  Channelled by the centre to the relevant operational structures
  Dedicated capacity will be required
               Aviation                                                     Strategic
              Committee                                                Advisory Committee

               Maritime                                               National Border Control
              Committee                                                       Centre


        Land and Rail Committee                                       Development Committee



                                                                         Legal and Policy
                                                                           Committee


43                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                    Department of Home Affairs




Model
  Acquisition, provision and
                              National
   maintenance of infrastructure & ICT Level
   for BCOCC functions
                                  BCOCC
  National Department of Public Works EXCO
   the custodian
  Road maps for land, aviation,
   maritime and rail ports of entry,
                Aviation                           Strategic
               Committee
   bases & borderline                         Advisory Committee
  Advising Exco on infrastructure
                Maritime                    National Border Control
   matters Committee                                Centre
  Managing BCOCC infrastructure
                                            Development Committee
        Land
   projects and Rail Committee
  Developing and implementing the
   interfacing and integration of ICT          Legal and Policy
   systems                                        Committee


44               PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                  Department of Home Affairs




 Model
                                    National Level

                                         BCOCC EXCO
 Ensuring activities of BCOCC within the
  relevant legislative framework and
  mandates        Aviation                                                  Strategic
 DepartmentalCommittee
                  legal experts & policy                               Advisory Committee
  makers
                 Maritime                                             National Border Control
 Harmonisation of all domestic and
                Committee                                                     Centre
  international legal instruments
                                                                      Development Committee
 AdviceLanddraft Rail Committee Cabinet
          on and legislation and
  Memoranda
 Development of policy                                                  Legal and Policy
                                                                           Committee


 45                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs




Model
                                 National Level

                                      BCOCC EXCO national border environment
                                          Managing
                                                  in each sector
                                                 Cross-border liaison
            Aviation                                               Strategic
                                                  Compiling and implementing
           Committee                                           Advisory Committee
                                                  standardised national security plans for
            Maritime                              each sectorNational Border Control
           Committee                                                Centre
                                                  Monitor implementation of the strategic
                                                  plans in each sector
     Land and Rail Committee                                Development Committee
                                                 Monitor compliance with BCOCC
                                                  projects
                                                                Legal and Policy
                                                  Interact with other committees
                                                                   Committee


46              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                       Department of Home Affairs




Model

                                      BCOCC EXCO

                                                                         Strategic
        Land & Rail
                                                                       Advisory Com

                                                                          NBCC
         Maritime                         SECRETARIAT
                                                                       Development

         Aviation
                                                                       Legal & Policy


                                         PROVINCIAL

                                               LOCAL

47                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                       Department of Home Affairs




Flow Of Information


     At national level
         National Border Control Centre will receive information from
          provincial & local committees
         Channel tactical and operational information to national,
          provincial & local structures for action

     Aviation, Maritime, and Land and Rail Committees
         Receive information from their respective local counterparts
         Collate and report to the BCOCC Exco



48                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                           Department of Home Affairs




Model

                          BCOCC EXCO
                      PROVINCIAL BCOCC’s




                              Local Land & Rail


                                Local Maritime


                                 Local Aviation


49      PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs




Provincial BCOCC
 Functions
     Manage provincial border environment in a co-ordinated manner
     Implement National Border Control & Security Strategy in the province
     Monitor implementation of projects
     Co-ordinate operational activities in the province
     Provide BCOCC Exco with a monthly report

 Provincial structures of departments to be represented on Provincial
 BCOCC’s

 Need to
     Co-ordinate tactical & operational information within the province



50                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs




Local BCOCC
Each Local BCOCC responsible for

      Managing the port of entry or base in a co-ordinated manner
      Implementing the National Border Control and Security Strategy at the port of
       entry or base
      Monitor implementation of the relevant strategic plan at the port of entry or base
      Report to the Provincial BCOCC on the situation at the base or port of entry

Each Local BCOCC will need to report

      To the National Border Control Centre
      To the Aviation, Maritime, and Land and Rail Committees at the national level



51                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                       Department of Home Affairs




Resource Implications
 Departments to continue resourcing normal line-functional responsibilities

 Resource BCOCC specific requirements

      2 distinct spheres
          Attend BCOCC activities as part of line-functional work
          Full-time deployment of departmental role players to BCOCC structures
          Including establishing & capacitating Secretariat, NBCC & Development
           Committee

      Final costing after approval of model

      Departments to factor into budgeting processes


52                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                Department of Home Affairs




    Way Forward

    PHASE ONE

          Design of structure
          Strategic focus
          Short-term operational priorities:
              Cross-border operations against transnational syndicated crime
              Combat illegal cross-border movement of aircraft
              Secure Western Cape seaboard
              Secure land border with Lesotho
              Development and extension of the national radar footprint
          Conclude, if proposal approved by Cabinet




    53                       PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs




WAY FORWARD

        PHASE TWO
           BCOCC Exco & Steering Committee
           Dedicated departmental capacity
           Functions audit
           National Level risk analysis
           NBCSS
           Strategic plan
           Business plans
           Budget

        Completed by July 2006

54                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                   Department of Home Affairs




Way Forward

    PHASE THREE
       Roll-out phase
       Final business plans
       Aligning, capacitating and staffing
       Transversal training

  Implementation after July 2006




55              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                 Department of Home Affairs




Way Forward

 Cabinet discuss & approve this proposal

 BCOCC be mandated to proceed with 3-phase implementation
  of the model

 Departments capacitate BCOCC as proposed




56            PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
           Civic Services




Department of Home Affairs
                                                                        Department of Home Affairs



Civic Services
     Strategic Issue: Capacity


      Provincial and Head Office structure reviewed and finalised
        New structures to be phased in over MTEF period

      We are in the process of filling 80 critical posts that have been
       advertised

      We have reviewed existing Civic Services business processes

¹



58                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Civic Services (Cont)

     Strategic Issue: Citizenship Registration Campaign

      The Department has embarked on a survey to determine service needs of
       unregistered SA citizens
        The major part of the research has been completed
        Remaining processes for next few months include
           Data capturing of collected information
           Analysis of data
           Generation of final report

   Comprehensive registration campaign developed
¹
     ID distribution strategy formulated and implemented in Provinces


59                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs



Civic Services (Cont)
     Strategic Issue: Citizenship Registration Campaign

      Electronic registration of citizens implemented at 73 hospitals

         Registration since launch
           57 671 births registered
           17 635 deaths registered



¹



60                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                Department of Home Affairs



Civic Services (Cont)
     Strategic Issue: Promoting national security and protecting the rights of citizenry

        Core business of Civic Services is identification and confirmation of status in order to issue
         enabling documents
        DHA has given inputs to the SA Law Reform Commission on the issue papers regarding a
         single Marriage Act. The report recommends four options of which one is single legislation for
         marriages
        Process held in abeyance pending the finalisation of the Constitutional Court Case on
         Homosexual marriages (Fourie and Bonthuys / Minister of Home Affairs and Gay and Lesbian
         Equality Project / Minister of Justice)
        Both cases were heard on 17 May 2005 and judgement was reserved

        Public awareness / educative campaigns on fraudulent marriages successfully launched
           Enquiry desks established at provincial offices and online
           The Department publishes to internal and external media details of cases relating to fraud
            and corruption

        Additional measures to combat fraudulent practices with regard to birth and death registration
¹
         implemented


61                        PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Civic Services (Cont)
     Strategic Issue: Enhancing service delivery

      To enhance the efficiency of National Population Register

         The Department has embarked upon a Reverse engineering exercise,
          which seeks to rewrite the National Population Register and have it as
          an integrated system that includes the Movement Control System

         We will also be in a position to document the integrated system
          concerned



¹



62                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Civic Services (Cont)
     Strategic Issue: Enhancing service delivery

      Digitisation of all fingerprint records
         DHA has exceeded the anticipated 65 000 records capture per day to
          70 000 to 85 000 per day
         Such achievement represents about 700% increase from the original
          AFIS daily capture of 5000 records
         Since inception of BRC in April 2005 to 31 August 2005, 5 957 101
          records were scanned
         This brings the total number of scanned fingerprint records from 1999 to
          31 August 2005 to just over 10.3 million

¹



63                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Civic Services (Cont)
     Strategic Issue: Enhancing service delivery


      Investigation into the introduction of permanent unique ID
       number has been completed. Legal concerns raised are being
       addressed.

      The desired state of business processes has been mapped,
       and progressively introduced.
        Workflow
        Pilot SMS Service [Passports] being implemented
¹



64                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
        Service Delivery




Department of Home Affairs
                                                                         Department of Home Affairs



Service Delivery
     Strategic Issue: “Client is always right” campaign
      Launched to formally address service delivery provided in front offices of
        DHA
          Training manual has been developed on how to treat clients
          Massive training interventions conducted country-wide
          Current service standards have been reviewed

      Uniform name tags for Head Office staff are available.
        Tender for name tags for provincial staff has been awarded
        Manufacturing in process

      Working of flexi hours introduced at all offices
        Offices to be open on Sundays in preparation for Local Govt elections
¹



66                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs


Service Delivery (Cont)

     Strategic Issue: Capacity

      Ten-year rollout plan of DHA representation abroad, with particular focus
       on Africa and countries of the South, in place
        New missions for 2005/06 financial year:
        Kigali,                              Cairo,
        Dubai,                               Havana,
        Kuala Lumpur,                        Manila,
        Tel Aviv,                            Bangkok,
        Geneva, and                          Bujumbura

      Presence at missions already expanded from 21 to 51

      Ten (10) missions to be opened each financial year
¹



67                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs



Service Delivery (Cont)
     Strategic Issue: Decentralisation of functions to Provinces

      Appointment of Provincial Managers in process
      Issuance of work permits to be centralised at Head Office
      Structure reviewed to align with strategy
         Workshop to be conducted on 26 Sep 2005
      Regional IT managers trained, able to support BAS and other
       systems at provincial level

     Strategic Issue: Availability of 24 hour Client Service Centre

¹
      Pilot Client Service Centre (CSC) in place

68                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                            Department of Home Affairs




                                CLIENT SERVICE CENTRE STATISTICS
                                           NEW CASES

     MONTH        NEW CASES                               HIGHEST                      MINISTERIAL
                                                         FREQUENCY                      ENQUIRIES
              Received         Finalised       ID     Passports      Certificates   Received   Finalised


     NOV 04     670               830         199         171               163        5

     DEC 04     640               588         144         136               122        8

     JAN 05     951               676         153         207               273       25          15
     FEB 05     878               775         129         229               154       33          23
     MAR 05     734               788         135         137               294       71          60
     APR 05     762               689         197         138               255       59          46
     MAY 05     972               969         246         223               173       47          53
     JUN 05     794               737         233         122               254       44          46
     JUL 05    1005               794         339         107               290       65          11
     AUG 05    1019               809         324         112               315       103         31
     TOTAL     8425              7654         2099       1582           2293          460        285

69                       PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
        Leadership and
        Management

        People

        Infrastructure

        Finance & Logistics

        Dealing with
        Corruption

        Information
        Services
Department of Home Affairs
                                                                       Department of Home Affairs




 Leadership and Management
  CAPACITY

  Numbers

  Competencies : knowledge, understanding, skills, behavior and
   attitudes

  Infrastructure




71                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                Department of Home Affairs



Leadership and Management
     Strategic Issue: Leadership

     OBJECTIVE: To strengthen Leadership and Management team to promote good
                governance in the Department

     PROGRESS:
      27 SMS posts ( 5 DDG’s and 22 other posts filled by 5 July 2005)
      In process of filling posts of Provincial Co-ordinator, Provincial Managers and Chief Directors:
        Civic Services

     In terms of development,

        5 Home Affairs managers have participated in the DPSA Khaedu Project
        By the end of the 2005/06 financial year all SMS members would have attended the course
         Financial Management for non Financial Managers
        A workshop on performance management, development and productivity was held in August
         2005 to inculcate the culture of performance in the Department and these workshops will be
         rolled out to provinces within the current financial year
¹



72                        PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs



Leadership and Management
     Strategic Issue: Communication

     Capacity

      Internal and external Communication strategies developed
       and approved

      Capacity increased with filling of five management posts

      Capacity at operational level still inadequate
¹



73                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                     Department of Home Affairs




Communication (cont)
 Campaigns and launches
  Lokisa Ditokomane popularised to sensitise the public about the need
   for correcting their Home Affairs documents
    Print and electronic media utilised
    The campaign had positive impact with 27334 people visiting regional
     offices to rectify their documents

  Check your marital status campaign launched to create awareness of
   fraudulent marriages
    Public encouraged to verify marital statu.
    Impact of campaign reflected by 23019 visits were recorded throughout
      Home Affairs offices


74                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs




Communication (cont)
  Publication of one million copies of the “Know your Home Affairs” Services
   Booklet.
    Distributed to regional offices, ports of entry, toll gates and MPCCs

  Release of the SAMP report to assist in identifying causes of staff
   dissatisfaction and assess the quality of services rendered by the
   Department

  Launch of the National Immigration Branch to professionalise the exercising
   of movement of control of foreigners in South Africa as regulated by the
   Immigration and Refugee Acts

  Launch of the Mobile Units for the improvement of access to services
75                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                   Department of Home Affairs




Communication (cont)
 Communication Mediums

  Government portal which enhances public’s access to Home
   Affairs services was edited. Initially, 88 Home Affairs services
   were posted on the website but later consolidated into 46 to
   address duplications

  Intranet launched to intensify internal communication

  Publications such as Home Blitz and Home Affairs also exist to
   inform internal and external stakeholders
76              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs




Communication (cont)
  Added to these campaigns, the Department’s key messengers have been
   taking part in a number of interviews in the media to relay the Department’s
   position on a variety of topical issues

  These are complemented by media inquiries received daily by the Media
   Liaison unit. Approximately five inquiries are handled daily

  Public perception about the Department has changed from largely negative
   to somewhat positive, particularly owed to rapid response mechanisms put
   in place to deal with issues as they arise

  In acknowledging its mistakes and challenges, the Department has
   displayed a level of transparency to the public and that measures are being
   put in place to confront those challenges

77                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs




Leadership and Management
 Strategic issue: International Relations (IR)
      Department has experienced a significant expansion in its international relations
      Is benefiting in many fields here from & is contributing towards SA foreign policy
        objectives
      A new Chief Directorate: International Relations established to manage these
        initiatives
      Foremost examples of such engagements are:
           DRC
               Appointed a permanent project manager in Kinshassa
               Established two training centres in DRC
               Offering IT training programmes – are expanding training to Immigration and
                Civic Services functional matters
               Providing equipment – e.g. computers & uniforms
               Exploring development of mobile units with assistance of donor funding


78                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                       Department of Home Affairs




Leadership and Management
     • Sudan
         Assistance with rollout of “Power-sharing Agreement” (Population Register aspects)
      Direct neighbours
         Border management issues
         Matters relating to irregular movement of undocumented migrants
         Visa requirements (e.g. abolition of visa requirements between SA and Mozambique)
      SADC
         Standardisation of legislation & procedures
        Computerisation of ports of entry
         Consular issues
      Other countries
         Exchange of expertise
         Dealing with specific mutual problems (e.g. child trafficking, fraudulent travel
          documents, etc)
      International organisations
         Investigating African passport (AU)
         Involvement in “Draft Framework on the Movement of Africans in Africa” (AU)
         Immigration and refugee matters (UNHCR & IOM)

79                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                       Department of Home Affairs



Leadership and Management
     Strategic Issue: Integrated Governance

   DHA is:
     A member of five FOSAD clusters
     Complying with cluster reporting requirements and cluster priorities are
      fed into departmental decision-making processes
     DHA Strategic Plan is aligned with Government POA
     Specific focus on Presidential Nodes in terms of the Urban Renewal
      Strategy (URS) & Integrated Sustainable Rural Development
      Programme (ISRDP)
     Expansion of service delivery at MPCCs
     Involvement in Provincial and Local level co-operative governance
      structures has been impeded by capacity constraints
     New appointments recently made in IG Unit – will enable wider
¹     participatory spread

80                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



People
     Strategic Issue: Resourcing strategy
     Objective: To ensure that the Department is optimally resourced (numbers)

      573 of the 898 posts have been filled and the remaining will be filled before
       the end of October 2005
      Succession Plan strategy, Recruitment and Selection as well as Career
       Management and Development strategies have been drafted

     Strategic issue: People development
     Objective: To develop the relevant skills and competencies at all levels

      505 interns under going training and experiential learning in IT,
       Immigration, Civic Services, Internal Audit, etc.
¹



81                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs




People
 Strategic issue: People development

 OBJECTIVE: To develop the relevant skills and competencies at all levels

 PROGRESS
 Training
  Immigration officers – 59 trained, 59 currently undergoing training
  Middle Management Development Programme levels 9 to12 - 178
  Generic skills- Human resource, labour relations, skills development facilitation.
  Civic Services - 83
  Computer Training – 280
  Foreign mission training – 26 trained
  Customer care – 233

82                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



People
     Strategic Issue: Employee Wellness
     Objective: To enhance employee morale and well-being
     PROGRESS:
      An integrated Wellness Programme of action has been developed focusing
        on employee well-being (HIV/AIDS and other life threatening diseases,
        Sports and Recreation)

     Strategic Issue: Employee Relations
     Objective: To inculcate the culture of zero tolerance to corruption and
                 improve conduct and a strong work ethic
     PROGRESS:
      Eradicated backlog - from July 2004
      Policies and procedures aligned in support of counter corruption and zero
¹       tolerance culture

83                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



Infrastructure
     Strategic Issue: Office Infrastructure
      Bringing world-class DHA services closer to the people
          Survey to determine office location has been contracted out and is
           currently being implemented. Study is aimed at obtaining overall picture
           of country-wide spread of DHA offices and services, includes existing
           and proposed DHA offices
          Phase 1 finalised – insight into where existing and planned offices are
           and whether they fulfill needs of the people
          Phase 2 commenced on 9 Feb 05 – detailed spatial analysis to
           establish accessibility of DHA offices in Eastern Cape. Will also assist
           with decision on placement of mobile units and location and routes to
           be used
          CSIR submitted finalised EC report on 18 July 2005
          Methodology used during pilot to be rolled out to Provinces
          Finalisation of project is scheduled for 18 November 2005
¹



84                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



Infrastructure
     Strategic Issue: Office Infrastructure
      Policy to determine the radius of optimal office proximity utilising survey
        results
          Set of norms and criteria developed that took into account road
           network, physical barriers, etc
          Set of norms used as criteria to determine catchment areas of
           population to be served and locate optimal location of additional
           facilities
          Study also provides for profiling of the clients in the catchment area
          Number of population taken into account to determine facility to be
           established, e.g. population of less than 20 000 will be served by a
           mobile unit
      Current office needs have been included in MTEC submission in terms of
        budget requirements
¹



85                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Infrastructure
     Strategic Issue: Office Infrastructure

      Repair and Maintenance Programme (RAMP 2) for 2005/06 consists of 16
       offices
         DHA presented business plan on 21 July 05
         Treasury will consider additional funding based on the business plan
           and expenditure ratio until end of September 2005
         First office finalised under RAMP is Giyani

      New state-of- the-art office built at Khayelitsha
      Construction of Phutaditjaba and Sebokeng offices to commence in 06/07
      Galeshewe Satellite Office in Northern Cape opened in Aug 2005
¹



86                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



Infrastructure
     Strategic Issue: Development of norms and standards for DHA offices
      Upgrading of offices to acceptable standards of excellence in terms of
        condition, location, equipment, staffing and security
          Internal corporate signage distributed to Provinces during July 2005
          Tender specifications completed for external signage
          Corporate manual in terms of standards in place

      Provision of IT infrastructure, equipment and systems
        Project involving upgrading of rooters, switches and re-cabling to be
          finalised by end of Sep 2005
        Foreign offices to be finalised by January 2006
        Upgrading of old equipment in all offices are taking place
¹



87                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs



Infrastructure
     Strategic Issue: Development of norms and standards for
        DHA offices

      300 vehicles purchased and provided to Provinces

      Internal Security Policy drafted
         SOPs on vetting and Emergency Evacuation Plans have
          been developed
         Physical security appraisals conducted in consultation with
          NIA and SAPS
¹



88                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs



Financial and Logistical Management
     Strategic Issue: Financial and Logistical Management

      All financial delegations reviewed
        Compiling of financial manuals at advanced stage

      BAS implemented at 146 offices

      Procurement policy drafted

      Revised cell phone policy drafted


¹
      Negotiation already entered into with banks to deal with revenue collection

89                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                               Department of Home Affairs



Corruption
     Strategic Issue: Capacity
      Chief Directorate established in 2004
      Capacitating of management cadre has commenced. Following appointments were made:
            Director: Security
            20 Security Officers
            4 Vetting Officers
            4 Investigators
      Interviews for post of Director: Counter Corruption conducted. Suitable candidate identified.
         Post to be filled soon.
      Capacity of Compliance Audit Unit has been increased
      Process to activate other units, i.e. Forensic & Risk Management in progress
      Structure of Internal Audit under review – to be upgraded to Chief Directorate
      Some of the work has been co-sourced (external resources acquired on contract basis)

     Strategic Issue: Counter Corruption

        Implementation of Counter Corruption Plan
¹
        Relevant business processes reviewed and optimised in terms of NIB and Civic Services

90                        PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                        Department of Home Affairs



Corruption
     Strategic Issue: Counter Corruption

      Approved Whistle-blowing policy is being introduced to all DHA employees
       with effect from 9 May 2005
      Confidential toll-free number was activated (internal use)
      Contents of Counter Corruption Plan is communicated together with
       implementation of Whistle-blowing policy
      Awareness campaign to be launched shortly to educate and inform staff
       and public about the evils and consequences of corruption

   Partnerships in fighting corruption
     Sound relations and excellent co-operation with other stakeholders
¹      exist, e.g. NIA, SAPS, Directorate of Special Operations (DSO), etc.

91                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                           Department of Home Affairs



Corruption
     Strategic Issue: Improve Security

         Security vetting of employees
           Top management vetted
           Vetting of other staff progressing well
           All service providers screened
           Introduction of pre-employment security screening for new incumbents
        Improvement of physical security at all offices (including MPCCs, mobile units,
         ports of entry)
           Biometric access control system installed at Head Office as well as 24 hour
             control room
           Physical security appraisals conducted at most offices
        Internal Security Policy drafted
        Master Security Plan in process of being drafted
¹       Tender for security services at final stage


92                      PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                     Department of Home Affairs



Corruption
     Strategic Issue: Risk Management

      Risk Management strategy reviewed and updated

      Risk Management Committee put in place at Head Office




¹



93                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
        Information
        Services




Department of Home Affairs
                                                                   Department of Home Affairs




Electronic passport
  The world is going e-passport, South Africa can’t afford to stay
   behind

  Cabinet memorandum has been drafted after internal
   discussions and consultations

  Further consultation with the Minister will take place




95              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                     Department of Home Affairs




Information Services
ID Smart Card
 Inter-Ministerial Committee (IMC) has been set up to look into the issues
  raised by Cabinet after a memorandum on Smart ID Card was presented

 A number of issues were raised by the IMC and are receiving attention. E.g.
  Project plan, Costs to other Departments, Operational Model, etc.
   90% of the issues raised have been addressed

 Way forward: A comprehensive report will be submitted to the IMC before
  the end of September 2005, after which the Department will be given
  direction by the IMC and/or Cabinet




96                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs




 Strategic Issue: Corporate Information Management
      Development of EDMS
        Phase 1 completed: Automating of processes around births, marriages and
         deaths
        Phase 2 to be completed in 2005/06 financial year: focus on rolling out
         EDMS to rest of DHA business processes

      The Department has contracted a service provider to implement Data
       warehouse in order to generate Business Intelligence. Significant progress has
       been made so far on the project, and the target of March 2006 will be met.
      Master Information Systems Plan has been initiated and is at advanced stage
      Disaster Recovery System is being implemented, the major part of which is
       HANIS DRS, which will be hosted at SITA. This additional capacity will also
       help reduce the backlog.

97                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                         Department of Home Affairs




 Strategic Issue: Corporate Information Management

      IS Security Policy is in place.
       • Sub-policies, operational procedures and practices are being developed and
         implemented
      Computerisation of offices
       The majority of offices identified in the previous year for computerisation within
        the country have been computerised
       Additional offices identified for connectivity in this financial year will have been
        connected by the end of the financial year with the exception of foreign offices
       A joint tender between DFA and DHA has been awarded for the connectivity of
        foreign offices. This will greatly improve the services we render in foreign
        offices. SITA will be contracted to deliver certain aspects of the solution


98                    PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                     Department of Home Affairs




 Strategic Issue: IT Governance Framework

  The Department has developed the IT Governance Framework and
   guidelines. These form the cornerstone of IS service and advances
   compliance

  Skills development
  The department has appointed 23 IT/IS interns, five of which left for
   employment in the ICT industry
  The Department is in the process of appointing and absorbing the remaining
   18 IS/IT interns
  The next IS/IT interns intake is targeted at 30


99                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                  Department of Home Affairs




IS Capacity building
  The IS structure has been reviewed. The proposed one is
   informed by the challenges facing the Department

  Final decision on the structure will be arrived at after the
   workshop for the overall Departmental structure has been held
   [target:26September 2005]




100            PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                           Department of Home Affairs



SAMP REPORT


       There is a marked change in mood in client perceptions on DHA service delivery
       Findings of a scientific and independent customer satisfaction survey:
           SAMP results indicate that very few customers are of the opinion that that
             corruption was a substantial problem in DHA
           Perceptions and experiences of service delivery
                 Majority of respondents positive in terms of fair treatment and minimal
                  discrimination in how different groups were treated
           Perceptions and attitude of DHA staff
                 Customers felt perceptions and attitude of DHA staff were extremely
                  positive
           Satisfaction on customer service
                 87% of citizens and 92% of non - citizens satisfied with service received
                 85% citizens and 92% of non - citizens satisfied with overall customer
                  experience as a customer
       Survey results generally reflect positive disposition towards DHA service delivery
        following Turnaround Strategy interventions


101                   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                    Department of Home Affairs



In Summary
 Focus is now on action and results
 Dynamic top management team in place and driving implementation
 You cannot manage what you can’t measure
   Focus in 2005/06 is on implementation
   To ensure implementation takes place, an accurate and vigorous monitoring
    and evaluation system is required
   Critical to measure quality and not only adherence to time frames
   In process of improving our M&E tool on basis of experience gained
   Working towards a real-time system that will entail a continuous desktop view
    of our service delivery country-wide and will enable intervention where
    required
   Alignment with Govt-wide M & E system


102              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
        New Contract
        Specifications with
        Lindela




Department of Home Affairs
                                                                      Department of Home Affairs




New Contract Specifications With Lindela
  The Department has a contract with BOSASA for Lindela holding facility
  The three year contract is ending on 30 September 2005
  Competitive bids have to be requested in terms of Supply Chain
   Management to ensure transparent procurement of services
  The Department has issued notice of termination of the contract as required
   in June 2005 (three months notice)
  In June 2005 the Department published a tender for holding facility
  The tender closed on 25 July 2005
  Only three bids were received
  Included in the three bids was the bid of the current service provider,
   BOSASA
  The bids are evaluated by the Bid Evaluation Committee and are
   adjudicated by the Bid Adjudication Committee
104                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs




New Contract Specifications with Lindela
 The tender specification (attached to document pack)
  It is drawn up in terms of the requirements of tendering
  The spec provides for a particular legal framework that governs procurement
   of goods and services in the public sector
  This specific tender is aimed at fulfilling the requirements of section 32(2) of
   the Immigration Act, 2002(Act 13 of 2002)
  Section 34(1) of the above Act, in particular, deals with the detention and
   deportation of illegal foreigners
  Other legal aspects of tendering are sourced from General Conditions of
   Contract issued in terms of the PFMA,1999 (Act1 of 1999), Framework for
   Supply Chain Management promulgated in the Government Gazette, No
   25767 in December 2003, Special Conditions of the Contract as well as the
   PPPFA,2000 ( Act 5 of 2000)

105                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                      Department of Home Affairs




New Contract Specifications With Lindela
  The PPPFA require that a tender of this magnitude should be evaluated on
   the basis of 90/10 preferential points
  90 points are allocated to bids in the proportion of 40 points for
   functionality/technical compliance and 50 points for compliance in terms of
   price
  The 10 remaining points are set aside for promotion of specific social goals
   of government
  Special goals include BEE status of the bidder including equity aspects such
   woman and disability
  It is essential to note that all tenders are evaluated in a manner that
   promotes the empowerment goals of Government especially to the PDI or
   HDI.
  The above criteria for evaluation is but one form of evaluation

106                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                  Department of Home Affairs




New Contract Specifications With Lindela
 Other aspects/conditions of the tender                  Purpose of the tender
 specifications include:                                 Background information
                                                         Duration of the contract
 Responsibility for the project                         Availability of the facility
 performance                                             Food
 Interpretation of the requirements                     Administration
 Bid documentation and information                      General aspects
                                                         Termination of service
 Departmental discretion
                                                         Alteration of the contract
 Bid negotiation
                                                         Sub-contracting
 Pricing
                                                         Payments
 Confidentiality                                        Inspection of the facility
 Tax clearance certificate submission                   Task directive
 Contract administration                                Evaluation criteria
 General information
107                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                     Department of Home Affairs




New Contract Specifications With Lindela
 Other aspects/conditions of the tender specifications continued….
  Security clearance of the company and reference check of staff
  Extraction of the PPPFA requirements
  Company profile
  Service Level Agreement
  Information session
  Contract information
  The above aspects are comprehensive in nature and allow the bidder access
   to information on what the requirements and conditions of the tender are.
   The Service Level Agreement deals with finer specifics and details of
   managing the contract by both parties. It is normally entered into once the
   tender has been awarded to the successful bidder. Details of the
   specifications are available to members for perusal.
108               PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
        2010 Soccer World
        Cup




Department of Home Affairs
                                                                      Department of Home Affairs



2010 Soccer World Cup
 Discussion with Germans
   Germany is preparing for the Soccer World Cup 2006
   Approach focuses on the prevention of unwanted persons from entering and co-
     operation with neighbouring countries
   Concluded bi-lateral agreements that focused on sharing of data and police co-
     operation
   Ticketing system is linked to visa system
   Organising Committee is responsible for the ticketing
   Established a National Co-operation Centre to plan and co-ordinate the event
   National Information point – with names of all persons who have a football stadium ban
     - will manage hooligans
   Ticketing system replaced entry system for persons exempt from visa control
   Will use normal screening processes for visa issuance
   No additional personnel to be appointed, might be required to work extended hours, if
     necessary
   Important to streamline the visa process – opportunity to market a country
   Developed a Protocol Document on how VIP and official participants should be treated

110                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                      Department of Home Affairs



2010 Soccer World Cup
 Discussions in Greece
     Greece hosted the Olympic Games in 2004
     Preparation took 5 years with markedly increased security related costs due to purchase of latest available
      equipment and training
     Based planning on information (intelligence) received
     Centre for Study of Security was established to gather information on lessons learnt during preparations
     77 different departments worked together to co-ordinate event
     Approach was similar to that of the Germans
     Members of Olympic family were accredited using the same screening process for visas and issued with
      security cards
     Border and passport control concentrated on co-operation with neighbouring countries
     Issuance of visas at ports of entry limited to those who met normal requirements and had good reason for not
      obtaining visa beforehand
     Checks at ports of entry were increased and personnel doubled
     All ports of entry had access to internal internet system containing information on regulations as amended for
      the Games
     Improved layout of airports and borders
     Invitation extended to their Director of the Security Centre and small delegation to visit RSA to adapt the
      security framework used during the Olympic Games to the SA context




111                       PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                    Department of Home Affairs



2010 Soccer World Cup
 Discussions with UK
   Purpose of visit was to gain knowledge on how to deal with soccer hooligans
   Screening process concentrated on individuals with a known history of
     football related violence
   Compiled country profiles to assist in this regard, concentrating on EU and
     South American countries
   Obtained advanced passenger information by placing ALOs at strategic ports
     of entry and preventing unwanted persons from leaving
   Deployed extra police teams at ports of entry
   Exempted some countries from visa control to cope with increased number of
     visitors
   Controlling soccer hooligans by preventing them from leaving England


112              PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                      Department of Home Affairs



2010 Soccer World Cup
Important to note that:
 SA to customise information gained from mentioned countries to suit our purposes
 Special attention should be given to how the signing of the SADC Protocol on Free Movement of People will
  influence planning for Soccer World Cup 2010
 JCPS Cluster departments to provide reports by December 2005 on state of readiness with regard to 2010

 World Cup Preparations
 DHA participating in Inter-departmental Committee
 Local Organising Committee is in process of determining if SA legal framework is condusive to support World Cup
  (WC)
 Former Minister of Home Affairs guaranteed FIFA in March 2004 that all required visa needs for the entire FIFA
  delegation, affiliates and other delegations under FIFA banner will be issued unconditionally, provided these persons
  are not prohibited according to legislation
 Legal Services are attending to questions relating to guarantees
 DHA to consider technical aspects of FIFA request that guarantees do not lapse immediately after 2010 WC – may
  be extended for certain period
 DHA requested FIFA to provide reasons for this request
 DHA operational planning for 2010 WC will commence once legal framework and technical aspects have been
  finalised



113                       PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
        Issues raised by
        SCOPA




Department of Home Affairs
                                                                     Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting
  The Department appeared before SCOPA on 25 May 2005
  It is common course that all departments with qualified reports are
   supposed to appear before SCOPA
  DHA and GPW had to appear due to the opinion received for 2003/04
   audited financial statements
  DHA received a qualified audit opinion on 2 aspects and received an
   emphasis of matter on one aspect
  GPW received a disclaimer of opinion on a number of areas of weakness
  SCOPA required reasons leading to the qualification, emphasis of matter
   and the disclaimer of opinion from DHA and GPW, as stated above.
  They also probed on action taken by both DHA and GPW to rectify the
   problem


115               PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting

 Issues for DHA                                   Controls at Lindela
                                                  Management of revenue
                                                  Internal audit

                                                  Debtors and Creditors
 Issues for GPW                                   IT systems
                                                  Internal Audit
                                                  Transformation of GPW to
                                                  SOE
116          PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                   Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting
                              Reasons provided and
Controls Issues at Lindela    corrective measures taken
The length of time it took to improve                   Capacity problems and 76 posts created of
controls                                                 which 49 are filled
                                                         Segregation of duties applicable
                                                         IT systems for admission are in place
                                                         24 hour service by DHA staff

DHA’s reliance on BOSASA records to                     Capacity problems and solution has been
effect payment for the service                           provided as stated above


Failure of auditors to confirm holding                  Lack of reliable records and the situation has
expenditure of R95.5m due to incomplete                  improved. No audit query this year
data
Lindela contract with BOSASA                            Tender issued and dealt with as already
                                                         stated

117                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                 Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting
 Management of revenue                                    Reasons provided and
 issues                                                   corrective measures taken
 Implementation of BAS at all offices                    BAS was not implemented at all offices
                                                          Implemented in all 146 targeted offices as
                                                          at 31 July 2005
 Failure to account for deposits in the
 books of the Department                                  Lead time to process receipts after
                                                          banking and implemented BAS will
                                                          resolve the problem
                                                          Banks are currently assisting in installing
                                                          a system that will facilitate reconciliation
                                                          and detection of fraud timely
                                                          Treasury involved in the review of tariffs
                                                          project

118                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                              Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting
 Internal audit matter of                                 Reasons provided and
 emphasis issues                                          corrective measures taken
 AG could not rely on the work of Internal               Capacity problems due to failure to
 Audit due to number of reports completed                 attract suitable skill
                                                          Ad-hoc assignments delayed execution
                                                          of planned audits
                                                          Posts have been upgraded and suitable
                                                          staff have been recruited
                                                          Ad-hoc assignments have been
                                                          outsourced where no capacity exist
                                                          Past reports have been completed and
                                                          2005/06 will reflect improvement
 Failure to submit reports to the AG on
                                                          Misunderstanding resolved and AG is
 completed assignments
                                                          provided with reports

119                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                             Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting
 GPW ISSUES                                             Reasons provided and
                                                        corrective measures taken
 Management of debtors issues                          There was no capacity to follow up on
 Debtors book too high and slow pace of                 outstanding debts
 recovery                                               Client departments were not settling
                                                        accounts timely
                                                        Two sections established, one to take on
                                                        debts and the other to collect debts
                                                        Additional staff has been recruited
                                                        Procedures improved drastically
                                                        Collection has improved by 68.8% by 31
                                                        March 2005 - only R39m of the R137m
                                                        remains uncollected due to lack of
                                                        supporting documentation

120                PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                                Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting

 GPW ISSUES                                               Reasons and corrective
                                                          measures taken
 Failure to comply with supply chain                     There were problems with staff
 management (SCM) requirements                            shortages
                                                          Managers have been adequately trained
                                                          in SCM
                                                          SCM is operational since April 2005 and
                                                          will be fully functional by December 2005
 AG could not rely on Internal Audit                     There was no dedicated Internal Audit
 function                                                 component at GPW
                                                          The component has been established
                                                          and staff has been recruited

121                  PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                                              Department of Home Affairs




Briefing On Issues Raised During SCOPA Meeting

 GPW ISSUES                                              Reasons and corrective
                                                         measures taken

 IT systems of GPW were not reliable and                IT was outsourced and no internal
 as a result information was compromised                 officials available who could work
 due to breakdown of controls                            independently
                                                         DHA IT intervened and they are
                                                         supporting the IT system of GPW
                                                         The challenge has been overcome

                                                         The Ministerial advisory Committee has
 Conversion of GPW to SOE                               finalised the business model and would
                                                         present its report to the Minister

122                 PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |
                                                         Department of Home Affairs




        Questions and Comments




123   PORTFOLIO COMMITTEE PRESENTATION | 13 SEP 2005 |

								
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