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EASTERN CAPE EASTERN

VIEWS: 244 PAGES: 85

									EASTERN CAPE REGION

FIRST QUARTER REPORT
    APRIL –JUNE 2008


                       1
EXECUTIVE SUMMARY

The Eastern Cape Region consists of an approximate 6.4million people. The South African Social Security Agency in the Region to
date is providing approximate of 2.2million beneficiaries with one form of social grant or the other. The Region at the closure of the 1st
quarter in the Financial Year, 2008/8 was impacting the lives of 1 593 265 children, a situation that can make the agency claim that it
is an active institution of a developmental state.


Our key priorities outlined the Regional Operational Plan 2008/9 had a strong emphasis on the improvement of access to service
delivery, and the subsequent strengthening of customer care ethics in our delivery processes. These priorities are influenced by the
Ministerial (Dr. Zola Sikweyiya) emphasis on humanizing service delivery. We have seen the Turnaround Times for Grants
Applications turn around times holding at; approximately 96% of all applications are completed within 21 days. There has been a
marked reduction of backlogs throughout the seven composite district of the agency in the Region.


The Office of the REM stimulated the service delivery direction, of the Region. The targets relating to project management and
tracking have been undertaken. The management meetings and the decision implementation have been tracked. The projects in the
office of the REM such as District Management and Stakeholder Management are progressively being implemented. The Office has
been coordinating the cross boundary matters with a high degree of success.


In our Audit journey, we are as a Region proud to inform the Chief Executive Office of the progress made around the audit. Due to
financial leadership and governance, we managed to operationalise an audit steering committee that was a caretaker structure in
handling audit matters. All audit exceptions in Grant Administration and Administration Costs, were responded to procedurally and
final management letter received submitted Auditor-General. The Region to date has complied with the development of an accurate
asset register.




                                                                                                                                        2
Corporate Services managed to provide capacity development within the area of human capital management. The improvement of
access to clean and secure offices has been a highlight in the first quarter. The programme ICT continues to provide the necessary
technical support with the regards to office connectivity which will have an impact on improvement of access to service delivery.


In the coming quarter we strive to continue towards meeting the regional priorities and improve on service delivery with the aim of
bringing a ‘world class social security service’ to the peoples of Eastern Cape Region.




                                                                                                                      MR. S.P YAWA
                                                                                                REGIONAL EXECUTIVE MANAGER
                                                                                                           EASTERN CAPE REGION




                                                                                                                                    3
PART B: SERVICE DELIVERY HIGHLIGHTS
SUMMARY OF KEY ACHIEVEMENTS


PROGRAMME 1: OFFICE OF THE REGIONAL EXECUTIVE MANAGER
The Office of the Regional Manager was influenced in the first quarter to deliver on three output pillars namely;
   •   Effective and efficient leadership in management of the operational and strategic matters within the Region;
   •   Leadership Development; and
   •   Research and Development


The Office of the REM, managed to deliver on the pillars. However some of the issues have to be carried over into the 2nd quarter.
The following are summary key achievement versus the targeted quarterly outputs:
   •   The Office Managed to coordinate the development of the Regional Operational Plan 2008/9 with the strategic guidance from
       National. The District Operational Plan 2008/9 has been consolidated. The 7 District Managers have since submitted the
       district specific District Operational Plans 2008/9 to the Office of the REM.
   •   Effective tracking of monitoring of decisions from the management structures of EREMANCO, REMANCO and Top
       Management. Linked to this the Chief Executive Office had a Regional Oversight Meeting and the resolutions are under
       implementation with the monitoring of by the Office of the REM.
   •   The office managed operationalise, the Regional management meeting Top Management, REMANCO, and EREMANCO.
       The value of these decision making structures included, the finalization of strategic decision around finance -emphasis of
       financial austerity measures, transport –vehicle procurement, new building occupation, and improved support on district
       development.
   •   Performance assessment has been conducted with the strategic assistance of General Managers to improve the delivery
       against the set objectives of the Operational Plan 2008/9.




                                                                                                                                     4
•   Priority Projects have been registered in the Project Data base. The projects classified as high impact, have clear task teams,
    deliverables, and set time frames, examples of these projects include Stakeholder Management, District Development, and
    Service Delivery Improvement. The project task team leaders have also been reporting regularly on the progress made in
    these projects with evidence of output such as the Stakeholder Management Draft Framework Document, District
    Development Document and Service Delivery Improvement Action Plan.
•   Cross Boundary highlight is the successful handover of UMzimkhulu from Eastern Cape to kwa-Zulu Natal. The Region in
    consultative approach is dealing with the handover of Matatiele from kwa- Zulu Natal to the Eastern Cape.
•   Progress reports have been submitted to National; however we still need to improve on submission dates.
•   The Office has also been strengthening the quality control of submissions to the office of the REM in alignment to the policy
    requisites.
•   The REM has managed to undertake District Service Delivery oversights visits. The resolutions and way forward developed in
    these processes have been set for tracking and follow up.
•   The risk assessment report has been consolidated with the assistance of the national risk audit team.
•   The research and development task team has been formulated. Clear research streams have been identified in three
    research streams; socio-economic profile of the region (district analysis), beneficiary profile per district, and the service
    delivery impact assessment stream.




                                                                                                                                 5
PROGRAMME 2: FRAUD AND COMPLIANCE
The programme Fraud and Compliance under the leadership of Senior Manager Fraud & Compliance continues to strive for the
management of fraud, which is a mammoth challenge to the agency. The following are summary key achievement of the first quarter;
   •   One hundred and fifty six (156) cases have been registered in the electronic fraud register. Of these the Fraud and
       Compliance team has managed to complete one hundred and twenty six (126) in house investigations which is still within the
       90 day investigation period.

   •   During this quarter we have ascertained that we have lost a total of R422 206-11 and by stopping the grants that was gained
       illegally we have managed to save SASSA a total of R226 206-27 (per annum) by stopping the grants where we have
       completed the in house investigations.
   •   In the reporting period 146 court cases, have been heard and of which 119 have been finalized, with the assistance of SIU
       and SAPS, with guilty pleas in court and in most instances acknowledgement of debts have been signed with the
       beneficiaries

   •   Compliance sub-unit has managed to complete their meetings with all relevant role players within SASSA. Inspections on all
       aspects within District, Area and Service offices with specific essence on Grant Administration.




                                                                                                                                6
PROGRAMME 3: CORPORATE SERVICES
The programme is made up of; human capital management, facilities and auxiliary services, legal services. These are critical support
services of the main programme. The appointment of the General Manager Corporate Services has been the major highlight in the
service delivery agenda of the Region


HUMAN CAPITAL MANAGEMENT
   •   During this reporting period the unit conducted HR workshops to 249 officials in all Districts in the Region, focusing of the
       following policies; Lateral Transfers, Compensation for Occupational Injuries and Decease Act, Benefits on termination of
       service., Resettlement, Overtime Allowance, Danger Allowance in line with Resolution 1 of 2007, Workshop was conducted to
       38 SMS and MMS members on the new PMDS Policy.

   •   A data base was developed from the system reflecting on employees who never claimed termination benefits whilst exiting
       the Agency. All the twenty (20) outstanding cases identified have been completed and the withdrawal forms referred to the
       GEPF for further processing. Training of 20 supervisors on Supervision.

   •   The files for the twenty one employees that will be migrated to kwa Zulu Natal have been audited jointly by the two Regions
       and agreed to submit all outstanding documents. The three (3) files for Matatiele will be submitted on a date to be agreed
       upon by the two Regions.

   •   Transfer files for employees that were already transferred were requested and transfer letters were submitted as proof that
       they have been transferred.
   •   The unit has managed to clear all audit queries raised by the Auditor General having submitted seventy five (75) files in the
       beginning, secondly thirty (30) files and lastly (15) being assessed. Thirty (30) queries were raised and a management letter
       was submitted to us to respond to it.




                                                                                                                                  7
  •   Appointments have been completed for the following positions.

         -   1 Assistant Manager Labour Relations.
         -   6 Assistant Managers – Finance in Districts
         -   1 Assistant Manager – Grant Admin Cofimvaba
         -   1 District Manager – OR Tambo
         -   2 Medical Officers
         -   1 Practitioner Management Accounting
         -   1 Practitioner – Finance
         -   1 Admin Clerk
         -   2 Unit coordinator


  •   Short listing for the following positions have been concluded :-

         -   41 Admin Clerks

         -   7 Senior Admin Officers could not be short listed due to the absence of a master list.

  •   Induction of 45 newly appointed employees on level 1-10
  •   Training of 20 supervisors on Supervision.


LEGAL SERVICES
  •   The office managed to host, with success a workshop (‘Reasons Seminar’) aimed at empowering our processes relating to
      applications’ rejection to award social grants. This was done a proactive strategy towards reducing grant related litigations.
      The workshop was a in partnership with our service delivery partners which included organs of organized civil society.




                                                                                                                                  8
   •   We are glad to report that we have continuously provided the LRC and the Black Sash with adequate reasons for refusal of
       applications for social grants. The consequence of this is that we have averted potential litigation against the Agency for
       providing inadequate reasons. This has been done with the able assistance of Disability Management Unit. Further, the unit
       made a presentation on contract management during REMANCO.

   •   The unit has participated positively in ensuring the smooth transition of the UMzimkhulu office to the Kwa Zulu Natal, giving
       legal opinion where necessary ad ensuring proper handling over any outstanding legal issues during the process.




FACILITIES AND AUXILLIARY SERVICES
The objective of facilities and auxiliary support is to provide service delivery support in line with the service delivery priorities of the
Region. The following are the highlights for the reporting period 1st quarter:
   •   145 Offices cleaned during the 1st quarter including some of shared offices with Social Development.
   •   91 offices guarded during the 1st quarter including some of shared offices with Social Development.
   •   New furniture procured for 2 General Managers and Registry.
   •   154 Oil Heaters have been procured for Chris Hani, Cacadu and OR Tambo districts, to promote service human faced,
       offices.


PROGRAMME 4: COMMUNICATIONS & MARKETING
The Communication & Marketing programme is administratively located within the Corporate Services Unit. The units has been
influential in the service delivery processes of the Region as follows:
   •   Compiled operational plan & budget for 07/08 financial year and prepared draft budgets for 08/09 MTEF period;
   •   All performance agreement for the manager and four communications officers were finalized;




                                                                                                                                          9
   •   Media mobilization was done for the trail between SASSA and a social workers and a doctor who defrauded the state social
       grants system, the article subsequently appeared on the Herald and Daily Sun newspaper and Die Burger covering a doctor
       who was sentenced for defrauding the state social grants;
   •   Other stories covered include, Umhlobo Wenene 60/60, XDR patients wanting to access grants as well as 1 and half hours
       interview request was granted to Tru FM.
   •   Procurement of erection of office signage was approved for 23 offices, amounting to R 803 680.
   •   Six Editions of Friday e-NJALO were produced covering stories on REM visit to OR Tambo and the introduction of the district
       manager of OR Tambo and the new support system from ICT.
   •   Hosted the National communications forum;
   •   Compiled and implemented a communications plan for the following projects: Matateile transfer into the Eastern Cape;
       disability grants reviews, regulation 10.6, age equalization & CSG extension;
   •   Submitted stories to SASSA Update on the activities of the region;
   •   Events management and branding support done for the following events: Cacadu Workshops, REM roadshows to OR Tambo
       & Alfred Nzo district, regulation 10.6 workshop, executive support managers planning forum, exhibition to Blue Crane,
       customer care workshop, Amathole ICROP and introduction of OR Tambo district manager;
   •   SASSA good news stories have been developed and distributed to SASSA update and e-newsletter.
   •   Quarterly regional diary compiled in collaboration with the Office of the REM.
   •   Diaries, calendars and business cards distribute to all employees.
PROGRAMME 5: FINANCE
The General Manager Finance has been the overall overseer of the financial management issues raised in the operational plan.
Finance programme has been aligned to the need to promote the realization of the regional priority of effective and efficient
leadership in management, especially of financial resources. This aligns to the strategic objective of promotion of good governance
that logically emphasis on accountability and transparency in management of resources of the agency. Key achievements:




                                                                                                                                10
  •   Regional Acquisition committee established and fully operational.
  •   Financial Misconduct Board (FMB) established.
  •   Assets and Loss Control committee established and fully operational.
  •   Cost Centre Managers appointed to facilitate the implementation of Financial and Supply Chain Management delegations.
  •   Legal fees paid within 2007/2008 were reconciled and claimed from PDSD for amount of R10,140,126.85.
  •   Successfully closure of PMG 2 account/database for financial year/month closure.
  •   Budget loaded on BAS system on time.
  •   Budget Advisory Committee meetings sat and discussed IYM and other budget issues as per scheduled.
  •   A three day workshop conducted for Finance district officials to capacitate them on finance functions.
  •   Clearing of suspense accounts to ensure that they reflect valid balances.
  •   Suppliers’ day conducted in all seven districts.
  •   Reconciliation on assets BAS and BAUD has been completed.
  •   Assets Register accurately updated.
  •   Consolidated MTEF Budget Inputs for 2009-10 financial year submitted on time.
  •   Audit steering committee meetings sat as per schedule to discuss audit findings.
  •   All audit exceptions (Grant Administration and Administration Costs) responded to and final Management letter received from
      Auditor-General.
  •   Average of 14,4 days turnaround for payments of.
PROGRAMME 6: INFORMATION COMMUNICATIONS & TECHNOLOGY
  •   The transfer of MIS to Kwazulu-Natal in Umzimkulu has been successful. A lot of ground has still to be covered in order to
      give KZN a total autonomy, but on the Core Business perspective, UMZIMKULU is fully operational under KZN management




                                                                                                                              11
•   After a year of intense negotiations and pressure on SITA, the application MIS has been transferred in the SASSA Server
    room. From now MIS is under SASSA management and strict level of Data administration is going to be implemented. A
    Disaster Recovery Plan will be also developed, using existing resources.
•   19 staff members where trained on MIS, 16 on the Attesting Function, 1 in Form Management and two in User Management.
•   The local intranet is near completion, and communication has been engaged in order to populate the different pages.
•   The BRS applicable for the new the new regulation has been taken, URS compiled and application enhanced and tested. The
    deployment is pending on the Business green light.
•   provided
•   2 staff members from Information Management have gone for InMagic (Library Information System) training at Head Office.
•   Statistics on the poverty stricken areas of 11 municipalities in the Eastern Cape have been sent to the top management at the
    Regional Office.
•   IM unit has concluded its information needs analysis
•   IM unit has conducted an IRC user needs analysis. The purpose of the analysis is to understand what are SASSA’s staff
    expectations regarding an Information Resource Centre.
•   The Unit is also drafting an IRC Policy and Procedure Manual, regions were invited to provide their input on the policy and
    procedure manual.
•   The unit has identified an IRC space at Back Offices’ first floor and a formal request has been forwarded to the General
    Manager: Corporate Services.
•   The crisis in Bizana has been sorted and the officials have moved in.
•   Gijima has been engaged in the procurement of SASSA routers and switches in all shared offices of the Eastern Cape in
    preparation of the arrival of the MTN VPN. This will result as a complete separation with Social development.




                                                                                                                              12
   •   Support and assistance has been provided to the ICROP program during the Ministerial visit in Bizana and the operation in
       Alice.
   •   A road show to all the districts Offices as well as Head Office was done to inform the users about the change of the Service
       Desk and ICT Support Services.
   •   An application aiming to ease the control of the movement of assets is currently developed.




PROGRAMME 7: GRANTS ADMINISTRATION
The grant administration programme was driven by the key priority of improving access and service delivery quality in the Region.
The following are the successes of the programme in the reporting period – 1st Quarter;




                                                                                                                                13
•   The number of Outstanding Applications has been reduced throughout the Eastern Cape Region by 31% during the first
    Quarter, with an effective elimination of Backlogs in the Nelson Mandela Metropolitan, Cacadu, and Alfred Nzo Districts.
•   Turnaround Times for Grants Applications are declining and currently approximately 96% of all applications are completed
    within 21 days.
•   Procedures have been developed and implemented throughout the Region to effectively manage the impact of Regulation
    10(6).
•   Successfully hosted the Ministerial outreach in Bizana.
•   ICROP Situational analysis, baseline and concept documents completed. Workshoped districts on baseline documents and
    developing ICROP business plans.
•   Handled all enquiries within SASSA norms and Standards.
•   The Life Certification of all beneficiaries residing in Institutions has been finalized.
•   The clearing of the remaining 150 000 excel backlogs at the Grants registry has been completed.
•   The Re-registration of SOCPEN users throughout the region has been completed for the year.
•   The SOCPEN training program and the monthly lapsing of TDG’s has been maintained without any interruption.
•   Risk assessment of Decentralized capturing has been finalized.
•   Pilot on medical review pilot project completed in record time
•   Medical assessment backlogs eliminated in OR Tambo and Grahamstown.
•   Standardized assessment tool implemented in all districts.
•   Two medical officers employed for OR Tambo and the Amathole one declined the post, while head-hunting continues for
    Cacadu district.
•   Secured assessment sites, medical files and equipment in hospitals and clinics for quality medical assessments from Dept of
    Health (DOH).



                                                                                                                               14
  1. Applications and Approval Management

      Grant Type           CSG      Disability    Old Age      War      CDG        Foster care    Social         Total
                                                             Veterans                            Relief of
                                                                                                 Distress
Applications received      44,053        12,832      5,713                727            5,970        6,872       76,167
for reporting period
Approvals for reporting    45,437         7,464      5,910                524            6,100        6,872       72,307
period
Rejections for reporting     383          6,420        147                303               34               0     7,287
period
Average Application          10.7          14.0       12.5                19.4            11.0          2.0         10.8
turnaround time
Numbers of                 44,082        13,020      5,697                758            5,654        6,872       76,083
Applications where
Turnaround time less
than 21 days.
Backlogs Identified          740            425        191                    40           126               0     1,522




                                                                                                                         15
2. Payment Management (Third Party Contractors) (APRIL – JUNE 2008)

              Type of Grant       No of Beneficiaries / Grants            How many not paid        Reasons for non-payment
  Old Age                      869,285                           7,084                           Non-collection
  War veteran                       211                          2                            Non-collection
  Disability Grant             459,575                           5,332                        Non-collection
  Foster Care                   113,494                          1,163                        Non-collection
  Care combination                 2,888                         12                           Non-collection
  Care Dependency                41,585                          273                          Non-collection
  Child Support                 1,826,780                        49,363                       Non-collection
  TOTAL                       3,313,818                          63,229




                                                                                                                         16
PART C: SERVICE DELIVERY CHALLENGES
DEVIATIONS FROM PLANNED TARGETS


PROGRAMME 1: OFFICE OF THE REGIONAL EXECUTIVE MANAGER
Due to various obstacle challenges the Region has recorded some challenges in terms the following outputs;
   •   Change management programme has not fully moved as per set deliverables. At the moment there is a change management
       concept framework. However the ‘organizational research’ on employee perceptions is still outstanding. The challenge was
       also related to the fact that the appointed service provider failed to deliver on the research. However, the Top Management
       with the guidance of the CEO has to reconfigure the leadership of the change management programme.
   •   Quarterly Performance review was not done as per set date for the CEO’s Oversite meeting was scheduled on the same
       dates with the review session. When we reconfigured the dates again the Bid Sessions at national further caused the
       offsetting or the regional planner.
   •   Learning Networks, we managed to have one learning network workshop, on Human Rights and Social Security. However we
       still need to create greater learning networks, for improved service delivery.


PROGRAMME 3: CORPORATE SERVICES
LEGAL SERVICES
    • Outstanding presentation on contract management, due to the rescheduling of EREMANCO meeting. This was meant for the
        empowerment of the contract,

    • A suggestion has been made to the effect that the contract management presentation that was supposed to have           been
        delivered during the last EREMANCO and should include the role of end users. To give effect to this     suggestion, the role
        of end users in contracts would be de developed with units that are managing contracts in the region,     such   units   are,




                                                                                                                                  17
      Supply Chain Management, Facilities Management as well as Vendor Management Unit.                 This is so because the role of
      legal services is to draft, vet and integrate contracts and agreements in the region       and not to manage contracts. It has
      further been suggested that the presentation should address the question of who should negotiate a contract or                   an
      agreement on behalf of the Agency and lastly it should traverse the issue of delegation.



     The unit should have by now started the process of developing a training manual that is going to be used for
     training staff on grant administration legislation, the new regulations as well as the Promotion of Administrative Justice       Act
     No. 3 of 2000 (“PAJA”). This process has not yet taken place and this largely due to the amendments to            the         Social
     Assistance Act No 13 of 2004 as well as the promulgation of the New Regulations.


     Insofar as PAJA is concerned, the unit should have developed a manual speaking to sections of PAJA that impact               directly
     on the work of the Agency and since this is outstanding; the PAJA part should be developed by end of June         2008.




PROGRAMME 5: FINANCE
   • Creditor reconciliations on orders issued and payments made for 2007/08 not yet finalised due to shortage of staff.
   • All Grant related debts from PDoSD not identified and accounted for, due to non receipt of information from PDoSD/ Head
     Office and other units.
   • Reduced number of accumulating reported debts, circular not implemented due to preparations for year end closure/ audit
     under review.
   • Rolling out of Policies not done, due to shortage of staff within Management Accounting




                                                                                                                                       18
PART D: FINANCIAL EXPENDITURE REPORT
Table of expenditure vs. budget for the entire Region (Narrative)


The region projected to spend R76 million for the first quarter ending June 2008, against the actual expenditure incurred of R69,3
million or 91,1% as against the projected expenditure. The actual expenditure to date in relation to the total budget is R69.3 or
22,7% whilst the target is 25%.


The variance emanating from the initial planned purchases of vehicles from the first quarter by the region, but up until to date the
Head Office has not yet approve the necessary documents to purchase the said vehicles.



Description of items                                         Projections for the         Expenditure for
                                       Annual Budget                                                        % Variance
(Economic classification)                                       first quarter            the first quarter
                                             R’000                  R’000                      R’000
Compensation of employees                   198,643,000               49,660,750                49,615,581       0.09%
Use of Goods and services                    80,600,389               20,150,097                19,295,857       4.24%
Payment on Capital Assets                    24,958,611                6,239,653                    423,223     93.22%
TOTAL                                     R 304,202,000             R 76,050,500              R 69,334,661       8.83%




                                                                                                                                 19
                PART E: DETAILED OPERATIONAL PLAN

                PROGRAMME 1: OFFICE OF THE REM
Sub-Programme    Output            Performance      Quarterly Target          Achievement to         Actual   Actual        Key          Proposed actions to
                                   Indicator                                  Date                   Budget   Expenditure   Challenges   address challenges
                                                                                                     R’000    R’000
Office of the    Effective and     All              100% reporting on         Resolutions from all
REM              efficient         management       monitoring of             REMANCO
                 leadership in     decisions        implementation on         meetings have
                 management of     implemented      decisions taken in        been implemented
                 the operational   annually         meetings                  by Senior
                 and strategic                                                Managers.
                 matters within    Quarterly        Projects Identification   Projects have been
                 the Region        projects         and Populated in the      identified and
                                   implementation   Project Data Base.        registered in our
                                                                              database
                                   Cross boundary   Implement and             The has
                                   implementation   monitor the Cross         successfully done
                                   Plan             Boundary Plan             the handdover of
                                   implemented                                Matatiele from kwa-
                                   and monitored.                             Zulu Natal to the
                                                                              Eastern Cape.

                                   Number of        Convene Regional          The office
                                   regional EXCO    Management                managed
                                   meeting held     Meetings: Top             operationalise, the
                                                    Management,               Regional
                                   Annual meeting   REMANCO; and              management
                                   schedule         EREMANCO.                 meeting Top
                                   developed and                              Management,
                                   implemented                                REMANCO, and
                                   Agenda and                                 EREMANCO
                                   minutes of       Convene quarterly         Performance
                                   meetings         performance               assessment has
                                   timeously        assessment sessions       been conducted
                                   prepared and     between REM and           with the strategic
                                   circulated       GMs                       assistance of




                                                                                                                                               20
Sub-Programme       Output            Performance        Quarterly Target        Achievement to           Actual   Actual        Key               Proposed actions to
                                      Indicator                                  Date                     Budget   Expenditure   Challenges        address challenges
                                                                                                          R’000    R’000
                                                                                 General Managers
                                                                                 to improve the
                                                                                 delivery against the
                                                                                 set objectives of
                                                                                 the Operational
                                                                                 Plan 2008/9.
Office of the REM   Effective and     Number of          Hold 1 session to
                                      quarterly                  th
                    efficient                            review 4 quarter and
                                      reviews on         annual performance
                    leadership in
                                      progress against   against ops plan
                    management of     ops plan held
                    the operational   Number of good                             Progress reports                                Late              Report Writing
                                                         Submit 3 monthly
                    and strategic     quality progress   progress reports        have been                                       submission of     Capacity Building
                    matters within    reports                                    submitted to                                    reports.          exercise.
                    the Region        timeously                                  National; however
                                      submitted to                               we still need to                                The weakness      More strict
                                      head office                                improve on                                      of the            measures for
                                                                                 submission dates                                Reporting         reporting.
                                                                                   th
                                                                  th
                                                         Submit 4 quarter        4 quarterly report                              ethic within
                                                         progress report to HO   for the last financial                          the Region.
                                                                                 year submitted.
                                                         Submit 12 months        Annual inputs
                                                         report to HO            submitted, for the
                                                                                 last financial year.
                                      Percentage         100% quality            Submission have                                 Challenges        Procurement
                                      compliance with    checking on             been checked.                                   with regards to   Project Task Team
                                      the legislative    documents submitted                                                     procurement       to address the
                                      frameworks and     in compliance with                                                      related           challenges relating
                                      policies           legislative framework                                                   submissions       to procurement
                                                         and delegations                                                         and the SNT       processes.
                                                                                                                                 submissions.      The SNT KM
                                                                                                                                                   calculation to be
                                                                                                                                                   rated using the AA
                                                                                                                                                   km calculator for
                                                                                                                                                   accurate km claim.




                                                                                                                                                         21
Sub-Programme       Output            Performance         Quarterly Target       Achievement to        Actual   Actual        Key               Proposed actions to
                                      Indicator                                  Date                  Budget   Expenditure   Challenges        address challenges
                                                                                                       R’000    R’000
                                      Relations with      Develop a              Stakeholder
                                      stakeholders        Stakeholder            Concept document
                                      effectively         Relations Concept      has been
                                      managed             Document.              developed, its
                                                                                 ready for
                                                                                 presentation to top
                                                                                 management.
Office of the REM   Effective and     Relations with      Establishment of
                    efficient         stakeholders        stakeholder database
                    leadership in     effectively         and interaction
                    management of     managed             thereof
                    the operational   Implementation                             Draft Document                               District
                                                          Coordinate Quarterly
                    and strategic     of a District                              now available for                            development
                                                          District Management
                    matters within    Management                                 consultation.                                framework is
                                                          Programme
                    the Region        System                                                                                  not yet
                                                                                                                              finalised
                                                          Facilitate a Risk      Risk Management
                                                          Awareness              workshop was
                                                          Workshop and           conducted and it
                                                          Undertake a risk       was facilitated by
                                                          assessment baseline    National.



                    Leadership        Availability of a   Develop leadership                                                  Leadership        The Office of the
                    Development       Leadership          development                                                         development       REM to develop the
                                      development         framework                                                           framework still   framework for
                                      framework                                                                               outstanding.      Leadership
                                                                                                                                                Development.




                                                                                                                                                      22
Sub-Programme    Output           Performance       Quarterly Target   Achievement to      Actual      Actual         Key          Proposed actions to
                                  Indicator                            Date                Budget      Expenditure    Challenges   address challenges
                                                                                           R’000       R’000
Office of the    Research and     Availability of   Establish of a     Research task
REM              Development      Research          research team.     team with clear
                                  Agenda in 3       Development of a   terms of
                                  main streams      Research framing   reference has
                                                    document.          been established.




TOTAL FOR CoE (Compensation of Employees) personnel budget                                 1 647 411        361 539

GRAND TOTAL FOR THE PROGRAMME                                                              3 123 211        593 623
(Combination of COE and Operational Budget)




                                                                                                                                         23
                PROGRAMME 2: FRAUD AND COMPLIANCE

Sub-Programme    Output           Performance        Quarterly Target      Achievement to          Actual   Actual        Key          Proposed actions to
                                  Indicator                                Date                    Budget   Expenditure   Challenges   address challenges
                                                                                                   R’000    R’000
Compliance and   Implement and    All received        100% cases           100% of received
Fraud            maintain fraud   cases from         registered            cases registered in
Management       prevention       Regional and                             electronic register –
                 strategies       National                                 all received cases
                                  registered on                            have been
                                  the electronic                           registered in the
                                  register                                 electronic register
                 Implement and    Individual cases   Syndicate and         All cases
                 maintain fraud   from region        individual cases      investigated within
                 prevention       Investigated       handed over to        the 90 day period
                 strategies       within 30 to 90    relevant agency –     handed over to
                                  days and           complete 250          relevant agency
                                  Syndicate cases    investigations        (156 cases
                                  within 90 days                           registered with 126
                                                                           in house
                                                                           investigations
                                                                           completed within
                                                                           this quarter)
                 Implement and    Individual cases   Syndicate and         National cases
                 maintain fraud   from National      individual cases      received within
                 prevention       Investigated       handed over to        April to be
                 strategies       within 30 to 90    relevant agency –     completed during
                                  days and           complete 15           first week in May
                                  Syndicate cases    investigations        2008.
                                  within 90 days                           Of the 27 cases
                                                                           (included in the
                                                                           156) 23 have been
                                                                           concluded during
                                                                           this quarter.
                 Implement and    Attending of all   In all cases where    146 court cases
                 maintain fraud   cases where        required essential    attended to during
                 prevention       Compliance Unit    evidence is given –   the this quarter
                 strategies       are requested      25                    (target 25)




                                                                                                                                             24
Sub-Programme    Output           Performance         Quarterly Target      Achievement to          Actual   Actual        Key               Proposed actions to
                                  Indicator                                 Date                    Budget   Expenditure   Challenges        address challenges
                                                                                                    R’000    R’000
                                  for court
Compliance and   Implement and    Proper              Internal Committee    Internal Committee
Fraud            maintain fraud   establishment of    established and       to be established
Management       prevention       Committee,          Quarterly report to   during July 2008
                 strategies       operational         REM                   after finalization of
                                  during the year                           Fraud
                                  – quarterly and                           Implementation
                                  annual report to                          Plan
                                  REM
                 Implement and    Established         External committee    External Committee                             Availability of   Set dates to be
                 maintain fraud   committee, full     established and       established and                                role players at   ascertained for
                 prevention       participation       operational           operational (one                               Compliance        establishment of
                 strategies       from all role                             external committee                             and other         internal committee
                                  players –                                 established and                                Units
                                  quarterly and                             operational)
                                  annual report to
                                  REM
                 Implement and    Decrease in the     Completed monthly     Monitoring of
                 maintain fraud   number of           and quarterly         previous
                 prevention       fraudulent          compliance            inspections and
                 strategies       activities          inspection reports    practical testing of
                                                                            new inspection
                                                                            report to
                                                                            commence during
                                                                            July 2008
                 Implement and    Recovery of all     100% of finalized     All debts not                                  Few debts         Meeting with
                 maintain fraud   debts where         cases handed to       related to SIU and                             registered        finance during July
                 prevention       losses were         finance               after finalization of                                            2008 to finalize
                 strategies       found to be                               court cases handed                                               handing over of
                                  applicable                                to finance                                                       debts
                 Implement and    Engaging of         Completion of         One meeting
                 maintain fraud   community on        meeting in 2          completed during
                 prevention       fraud amongst       districts             April 2008 – other
                 strategies       child grants with                         meetings
                                  the process of                            postponed due to




                                                                                                                                                   25
Sub-Programme    Output           Performance        Quarterly Target   Achievement to          Actual      Actual         Key          Proposed actions to
                                  Indicator                             Date                    Budget      Expenditure    Challenges   address challenges
                                                                                                R’000       R’000
                                  conducting                            non availability of
                                  meetings                              role players
Compliance and   Implement and    Workshops on       Completed          Workshops to
Fraud            maintain fraud   Fraud Strategy,    workshop in 2      commence during
Management       prevention       policy, response   districts          latter stages of July
                 strategies       plan and whistle                      2008 due to the
                                  blowing policy                        Fraud Plan not
                                                                        completed
TOTAL FOR CoE (Compensation of Employees) personnel budget                                      2,640,122        778 506

GRAND TOTAL FOR THE PROGRAMME                                                                    3035,522        880 224
(Combination of COE and Operational Budget)




                                                                                                                                              26
                 PROGRAMME 3: CORPORATE SERVICES
Sub-Programme     Output        Performance   Quarterly Target              Achievement to Date    Actual     Actual        Key Challenges    Proposed actions to
                                Indicator                                                          Expendit   Expenditure                     address challenges
                                                                                                   ure        R’000
                                                                                                   R’000
Development &     Effective and    Approved WSP      Appointment of         Reprioritization of                             Budget            Reprioritization of
Transformation    efficient        implemented       Service provider for   training                                                          training
Unit              management and                     training               interventions done                                                interventions.
                  development of                                            and the Regional
                  human capital
                                                                            Training Plan
                                                                            updated
                                                                            accordingly.
                                   Well structured   Induction of newly     35 employees on                                 Commitment        All employees to be
                                   induction         appointees             level 10-14                                     by inductees      mandated to stay
                                   programme                                undergone a two                                 to stay for the   for the duration of
                                   implemented                              day orientation                                 duration of       the induction
                                                                            sessions                                        induction.        Register to
                                                                                                                                              circulate in the
                                                                            45 employees on                                                   morning and
                                                                            level 1-10                                                        afternoon and units
                                                                            undergone a two                                                   to take
                                                                            day orientation                                                   responsibility for
                                                                            session                                                           employees who
                                                                                                                                              vanish during the
                                                                            5 Employees                                                       course of the
                                                                            attended functional                                               sessions
                                                                            training in Pretoria                            Induction         Induction be
                                                                                                                            conducted         conducted every
                                                                                                                            after             quarter at least
                                   Internship        Employees trained on   2 Employees from                                employees         within three months
                                   Programme         coaching and           Legal Services                                  have been         of assumption of
                                   implemented       mentoring              attended a Seminar                              long in the       duty
                                                                            in Constitutional                               organization
                                                                            Litigation                                      resulting in
                                                                                                                            discussing
                                                                                                                            outstanding
                                                                                                                            issues from
                                                                                                                            the




                                                                                                                                                    27
Sub-Programme   Output             Performance        Quarterly Target         Achievement to Date    Actual     Actual        Key Challenges     Proposed actions to
                                   Indicator                                                          Expendit   Expenditure                      address challenges
                                                                                                      ure        R’000
                                                                                                      R’000
                                                                               15 Employees from                               REMANCO &
                                                                               Finance, Legal                                  EREMANCO
                                                                               Services, Districts,                            meetings
                                                                               BMU, HCM trained
                                                                               on coaching and
                                                                               mentoring



                Individual         Individual         Train Districts and      Workshop held for                               Lack of in depth   Analysis of each
                performance        performance        Regional office on the   38 SMS & MMS                                    understanding      contract submitted to
                aligned to         fully aligned to   new SASSA PMDS           members on the                                  of performance     check quality and
                organisational     Regional           Policy                   new PMDS Policy.                                management         returning them back
                                                                                                                               especially the     for corrections
                performance and    Operational plan                                                                            development
                shared value set   and shared                                  Workshop held for                               part of it.        Availability of budget
                                   value set                                   level 8-10                                                         to address employees
                                                                               employees in the                                Prioritizing of    PDPs.
                                                                               Regional office                                 PMDS and
                                                                               except for Finance                              commitment
                                                                               Branch                                          towards it

                                                                               A roll out plan has
                                                                               been approved by
                                                                               the REM to train
                                                                               staff on the new
                                                                               Policy and 155
                                                                               employees were
                                                                               trained in the
                                                                               District.

                Individual         Individual         Performance              Cacadu         =                                Poor/ Non          Availability of budget
                performance        performance        contracting                     76%                                      Attendance Of      to address employees
                aligned to         fully aligned to                            Nelson Mandela =                                Sessions By        PDPs.
                organisational     Regional                                           98%                                      Managers In




                                                                                                                                                        28
Sub-Programme   Output               Performance        Quarterly Target   Achievement to Date       Actual     Actual        Key Challenges      Proposed actions to
                                     Indicator                                                       Expendit   Expenditure                       address challenges
                                                                                                     ure        R’000
                                                                                                     R’000
                performance and      Operational plan                      OR Thambo             =                            Certain Districts
                shared value set     and shared                                    22%                                        Resulting In
                                     value set                                 Chris Hani                                     HCM Inundated
                                                                                 = 74%                                        With Calls From
                                                                                                                              Employees
                                                                              Ukhahlamba                                      Requesting
                                                                                 = 62%                                        Further
                                                                               Alfred Nzo                                     Guidance.
                                                                                 = 84%                                        Disappearance
                                                                               Amathole                                       Of Employees
                                                                                 = 64%                                        During The
                                                                           Regional Office       =                            Sessions.
                                                                                   31%                                        5 Sms
                                                                                                                              Contracts That
                                                                                                                              Were Submitted
                                                                             Overall = 60%                                    Were Returned
                                                                                                                              Back Due To
                                                                                                                              (a) Incorrect
                                                                                                                              Template Used
                                                                                                                              (b)
                                                                                                                              Contradictions
                                                                                                                              In Kra On
                                                                                                                              Contract And
                                                                                                                              Workplan
                                                                                                                              (c) All Cmcs
                                                                                                                              Used
                                                                                                                              (d) Alignment
                                                                                                                              With OPS Plan
                                                                                                                              (e) Activities
                                                                                                                              Reflecting As
                                                                                                                              Kra
                                                                                                                              (f) More Than
                                                                                                                              Six KRAs.

                Integrated           Support Services   Counseling         Four employees                                     No staff to
                Corporate                                                  have demanded                                      implement EE
                Wellbeing strategy                                         and provided with
                implemented                                                                                                   No counseling




                                                                                                                                                        29
Sub-Programme   Output   Performance   Quarterly Target   Achievement to Date      Actual     Actual        Key Challenges   Proposed actions to
                         Indicator                                                 Expendit   Expenditure                    address challenges
                                                                                   ure        R’000
                                                                                   R’000
                                                          counseling in-                                    rooms
                                                          house.                                            designated.

                                       Debt Management    Finance reported                                  Employees
                                                                                                            request a
                                                          that about 65% of                                 private room
                                                          our employees are                                 with phone to
                                                          in serious debt and                               access ICAS
                                                          have garnishee                                    services
                                                          orders. Our
                                                          management
                                                          requested the EWP
                                                          to intervene and a
                                                          meeting was held
                                                          between GM
                                                          finance, Senior
                                                          Manager HCM,
                                                          Senior Manager :
                                                          Contract and
                                                          Manager D&T. The
                                                          following were the
                                                          outcomes of the
                                                          meeting:

                                                          The Wellness
                                                          Team together with
                                                          ICAS must
                                                          negotiate with
                                                          financial institutions
                                                          for a reduced
                                                          interest rate in the
                                                          event of
                                                          consolidation of the
                                                          debts of
                                                          employees.




                                                                                                                                   30
Sub-Programme   Output   Performance   Quarterly Target   Achievement to Date     Actual     Actual        Key Challenges   Proposed actions to
                         Indicator                                                Expendit   Expenditure                    address challenges
                                                                                  ure        R’000
                                                                                  R’000
                                                          Finance to provide
                                                          a database of all
                                                          employees
                                                          affected.
                                                          The Wellness
                                       Rehabilitation     Team will conduct
                                       Centres            awareness
                                                          sessions on debt
                                                          management to all
                                                          SASSA staff.
                                                          Employees will be
                                                          encouraged to
                                                          utilize the services
                                                          and the
                                                          arrangement of the
                                                          financial institution
                                                          referred to above

                         Marketing &                      A meeting was
                         Awareness                        arranged with
                                                          SANCA East
                                                          London to discuss
                                                          possibility of
                                                          contracting them to
                                                          provide inpatient
                                                          rehabilitation for
                                                          SASSA employees.
                                                          Some of issues
                                                          discussed include
                                                          the following:
                                                          • Nature of
                                                               rehabilitation
                                                               programme.
                                                          • Admission to




                                                                                                                                  31
Sub-Programme   Output   Performance   Quarterly Target   Achievement to Date    Actual     Actual        Key Challenges     Proposed actions to
                         Indicator                                               Expendit   Expenditure                      address challenges
                                                                                 ure        R’000
                                                                                 R’000
                                                               their clinic re
                                                               inpatient
                                                               rehabilitation
                                                               programme
                                                          • Detoxification
                                                               and Vitamin
                                                               Therapy
                                                          • Support
                                                               Groups.
                                                          • Cost for
                                                               rehabilitation/
                                                               flat rate/ flat
                                                               rate @ specific
                                                               amount
                                                          A resolution was
                                                          taken that SANCA                                Condom
                                                          provide us with a                               Distribution
                                                          proposal with                                   All SASSA
                                                          financial                                       buildings have
                                                          implications and                                been supplied
                                                                                                          with both female
                                                          different options.
                                                                                                          and male
                                                                                                          condoms.
                                                          One Rehabilitation
                                                          Centre is a private
                                                          institution and only
                                                          take medical aid
                                                          however they have
                                                          a relationship with
                                                          SANCA


                                                          Condom
                                                          Distribution
                                                          All SASSA




                                                                                                                                   32
Sub-Programme   Output              Performance   Quarterly Target        Achievement to Date    Actual     Actual        Key Challenges      Proposed actions to
                                    Indicator                                                    Expendit   Expenditure                       address challenges
                                                                                                 ure        R’000
                                                                                                 R’000
                                                                          buildings have
                                                                          been supplied with
                                                                          both female and
                                                                          male condoms.

                EE plan and         EE plan and   Report on the           Data base of                                    Shortage of staff   Filling of all
                strategy            strategy      implementation of the   employees who                                   leading to slow     Development &
                implemented         implemented   EE Plan and strategy    disclosed their                                 progress in         Transformation posts.
                towards diversity   across the                            disabilities updated                            discussing of
                management          region                                and forwarded to                                reasonable
                                                                          National.                                       accommodation
                                                                                                                          with District
                                                                                                                          Managers.
                                                                          Four (4) employees
                                                                          have demanded
                                                                          and were provided
                                                                          with in-house
                                                                          counseling.



Labour          Sound labour                      Reduction in the rate   Six (6) Conciliation
Relation        relations are                     of labour disputes      and Arbitration
                promoted at all                   and misconduct          Hearings were
                times                             cases.                  attended on
                                                                          grounds of unfair
                                                                          labour practice
                                                                          (promotion,
                                                                          discrimination) and
                                                                          unfair dismissal.
                                                                          Three (3) were
                                                                          dismissed by the
                                                                          Commissioner, two
                                                                          (2) remained




                                                                                                                                                     33
Sub-Programme   Output   Performance   Quarterly Target   Achievement to Date     Actual     Actual        Key Challenges   Proposed actions to
                         Indicator                                                Expendit   Expenditure                    address challenges
                                                                                  ure        R’000
                                                                                  R’000
                                                          unresolved and one
                                                          (1) is further
                                                          postponed for
                                                          finalization of the
                                                          arbitration hearing.
                                                          Three (3)
                                                          Disciplinary
                                                          Hearings were
                                                          conducted, on
                                                          allegations of
                                                          misuse of GG
                                                          vehicle,
                                                          misrepresentation
                                                          and
                                                          insubordination.
                                                          Two (2) tendered
                                                          resignation letters
                                                          and one one (1) still
                                                          awaiting for the
                                                          chairperson report
                                                          on findings and
                                                          sanction




                                                                                                                                  34
Sub-Programme   Output           Performance     Quarterly Target    Achievement to Date    Actual     Actual        Key Challenges   Proposed actions to
                                 Indicator                                                  Expendit   Expenditure                    address challenges
                                                                                            ure        R’000
                                                                                            R’000
Labour                                                               The chairperson
Relation                                                             issued out a
                                                                     sanction of one (1)
                                                                     month suspension
                                                                     without pay on
                                                                     allegations of
                                                                     misuse of
                                                                     government
                                                                     vehicles

                Effective and    All employees   Training schedule   Planning training
                efficient        trained on LR   developed and       on the
                management and   policies        implemented         Investigations and
                development of                                       Chairing for Chris
                human capital                                        Hani, Amathole and
                                                                     Regional Office
                                                                     Managers and
                                                                     Supervisors for the
                                                                     second quarter.
Labour          Effective and    All employees   Training schedule   Six (6) appeals that                            Long
Relations       efficient        trained on LR   developed and       were forwarded to                               outstanding
                management and   policies        implemented         the Executing                                   appeals that
                development of                                       Authority are still                             have not been
                human capital                                        outstanding and all                             considered by
                                                                     employees are still                             the Appeals
                                                                     remunerated, ito of                             Authority.
                                                                     the Disciplinary
                                                                     Code and
                                                                     Procedures.




                                                                                                                                            35
Sub-Programme   Output   Performance   Quarterly Target   Achievement to Date   Actual     Actual        Key Challenges   Proposed actions to
                         Indicator                                              Expendit   Expenditure                    address challenges
                                                                                ure        R’000
                                                                                R’000
                                                          Facilitator
                                                          conducted
                                                          assessment test on
                                                          all the delegates
                                                          trained on
                                                          Investigations and
                                                          Chairing for Nelson
                                                          Mandela, Cacadu
                                                          and Ukhahlamba
                                                          District Offices.
                                                          Labour Relations
                                                          Practitioners
                                                          attended and
                                                          update on labour
                                                                        st
                                                          law at the 21
                                                          Labour Law
                                                          Conference held in
                                                          Johannesburg
                                                          The Labour Court
                                                          dismissed the
                                                          application for re-
                                                          instatement of
                                                          employees by
                                                          NEHAWU obo
                                                          Ntoyakhe and 11
                                                          others.




                                                                                                                                36
Sub-           Output             Performance      Quarterly Target        Achievement to         Actual    Actual        Key              Proposed action
Programme                         Indicator                                Date                   Expendi   Expenditure   Challenges       to address
                                                                                                  ture      R’000                          challenges
                                                                                                  R’000
Human          Effective and      Optimum          Personnel               Five (5) Personnel                             Appointment      Positions have
Capital        efficient          utilization of   Practitioners           Practitioners                                  of Personnel     been prioritized
Provisioning   management and     human and        appointed. Enquiries    issued with user                               Officers at      already.
and            development of     material         function and leave      ID’s and are                                   District level
Maintenance    human capital      resources        capturing               capturing leave on
                                                   decentralized to the    persal and also
                                                   Districts.              handling enquiries.

                                                   All Critical Posts      Critical lists                                 Co-operation     Remind managers
                                                   submitted.              identified and                                 from Unit        to submit lists
                                                                           forwarded to                                   Managers.        before the
                                                                           national office.                                                31 May 2008

                                                   30% vacated posts       38 vacated posts                               Urgent           .
                                                   filled                  already filled and                             reporting of
                                                                           12 have not been                               terminations
                                                                           advertised.                                    by districts


               Develop and        Completeness     Keeping audit queries   Audited all new                                none
               implement risk     of files         to an absolute          appointee files in
               management                          minimum                 line with the
               strategies aimed                                            SASSA Risk
               at strengthening                                            Management
               HCM controls                                                strategy a total of
                                                                           thirty eight (38).

                                                                           All leave forms that
                                                                           have been
                                                                           forwarded to HCM
                                                                           have been
                                                                           captured on Persal
                                                                           and a report
                                                                           produced on each
                                                                           and every
                                                                           employee
                                                                           appointed by the




                                                                                                                                                 37
                                                            Region.
                                                            Letters have been
                                                            produced informing
                                                            employees about
                                                            their credits for the
                                                            current and
                                                            previous cycle
                                                            including capped
                                                            leave.
Compensation       Payment of     All occupational          All reported            Service            Discussions held
for occupational   compensation   injuries identified and   occupational injury     providers that     with Finance and
injuries and       awards and     a database                cases have been         are not            these payments
diseases           medical        developed.                reported to the         registered on      are being fast
                   expenses for                             Commissioner/Dep        our data base      tracked.
                   employees                                artment of Labour       as service
                   occupational                             for adjudication        providers.
                   injuries
                                                            Eight (8) cases of
                                                            medical expenses
                                                            have been paid to
                                                            the service
                                                            providers.
                                  Training of all           Twenty (20)             Employees          Formation of OHS
                                  Managers,                 employees trained       that are           committees to be
                                  Supervisors on            on COIDA at the         exposed to         revived.
                                  occupational injuries     Regional office         occupational       Employer to
                                                            focusing on entry       diseases and       provide protective
                                                            level positions.        injuries are not   clothing.
                                                                                    provided with      The matter has
                                                            250 employees           protective         been escalated to
                                                            trained in all          clothing.          Facilities for their
                                                            districts, focusing                        attention.
                                                            on Managers,                               A Regional HR
                                                            Assistant                                  Representative in
                                                            Managers and                               OHS has been
                                                            Supervisors.                               nominated and
                                                                                                       forwarded to
                                                                                                       National.




                                                                                                             38
Sub         Output                 Performance           Ist Quartely Target       Achievement to         Annual   Actual        Key                Proposal action to
Programme                          Indicator/Measure     (April – June 2008)       Date                   Budget   Expenditure   Challenges         address challenges
Auxiliary   Effective, efficient   Facilities            Training plan developed   Nil                    80       Nil           1. Lack of         1. To develop training
Support     and economical         Management            and implemented in the                                                  staff(Capacity)    modules for the
Services    provision of           strategy              Regional office and 2                                                                      region and conduct
(FMU)       adequate Facilities    implemented           district offices.                                                                          training.
                                                                                                                                                    2. To recruit new staff
                                                                                                                                                    as a back up to the
                                                                                                                                                    Unit.
            All SASSA offices      All SASSA offices     Cleaning service          145 Offices cleaned    8,000    913           1. The cleaning    1. From 1 August
                                                                                               st
            cleaned using short    cleaned and           providers contracts       during the 1 quarter                          tender has been    2008, the Region is
            –term contracts        compliant to OHS      managed as per SLA        including some of                             cancelled.         going to contract
            and predominately      Act                                             shared offices with                                              cleaning services for
            BEE                                                                    Socdev.                                                          the period of six
                                                                                                                                                    months.


            Security services      All SASSA EC          Security contracts        91 offices guarded     11,100   1,002         1. Delay by        1. Region requested
                                                                                               st
            provided to all        offices secured day   managed as per SLA        during the 1 quarter                          National Office    National Office to fast
            SASSA EC offices       and night                                       including some of                             in awarding the    track awarding of the
            using short term                                                       shared offices with                           security tender.   tender.
            contracts                                                              Socdev                                        2. Not all our     2. Companies to be
                                                                                                                                 security           vetted this month of
                                                                                                                                 companies are      July 2008.
                                                                                                                                 vetted.
Auxiliary   Occupational           All SASSA EC          Audit on OHS              Nil                    100      -             1.Shortage of      1. Memo for the
Support     health and Safety      offices compliant     compliance completed in                                                 staff              appointment of SHE
Services    representatives                              the Regional Office and                                                 2. OHS             Representatives and
(FMU)       (OHS) established                            Amathole                                                                Committees not     OHS Committees
                                                                                                                                 yet established.   approved by the REM
                                                                                                                                                    2. All committees to
                                                                                                                                                    be established by end
                                                                                                                                                             nd
                                                                                                                                                    of the 2 .




                                                                                                                                                           39
Sub         Output                 Performance         1st Quarterly      Achievement to       Annual     Actual     Key Challenges       Proposal Action to
Programme                          Indicator/          Target             Date                 Budget     Expendit                        address challenges
                                   Measure             (April-June)                                       ure
            Provision of           All SASSA EC        Furniture          (154 )Oil Heaters    3,500      259         Furniture tender    The region to procure
            furniture for          Office furnished    delivery           have been                                  not yet awarded.     furniture as and when
            newly appointed                            managed and        procured for Chris                                              is requested until the
            officials                                  monitored          Hani, Cacadu and                            Size of some        tender is awarded.
                                                                          OR Tambo                                   offices procured
                                                                          districts.                                 by NDPW is of        The Region to
                                                                                                                     small size and       approach NDPW in
                                                                          New furniture                              our furniture does   addressing this issue.
                                                                          procured for 2                             not fit.
                                                                          General Managers
                                                                          and Registry.
            Provision of           OHS compliant       Two offices        PE Region, Graaf     30,000     4,396       Delay on the        As the Unit to
            additional office      office              acquired in        Reinet, Somersrt                           side of NDPW on      escalate the matter to
            space for              accommodation       Cacadu, one in     East and                                   their procurement    the GM.
            Regional, District,    procured in all     NMM.               Motherwell.                                process on all
            Local and              Districts and the                                                                 bids that are         As the Unit to
            Service Offices        Region                                                                            above R2000000       escalate the matter to
                                                                                                                     threshold limit.     Grneral Manager.

                                                                                                                      Incapacity of
                                                                                                                     Mthatha NDPW
                                                                                                                     in terms of
                                                                                                                     personnel.
Auxiliary   Effective, efficient   Auxiliary support   Consultative       Nil                  (80,000)   Nil        Staff shortage       Lobby for additional
Support     and economical         services policies   processes                                                     and Budgetary        funding
Services    provision of           implemented,        between RO,                             -
            Auxiliary Support      monitored and       HO & Districts
            Services               reviewed            on policies and
                                                       draft strategies




                                                                                                                                                    40
Sub              Output                   Performance            1st Quarterly        Achievement to   Annual      Actual
                                                                                                                                                        Proposal Action to
Programme                                 Indicator/             Target               Date             Budget      Expenditu     Key Challenges
                                                                                                                                                        address challenges
                                          Measure                (April-June)                                      re
Auxiliary        Provide efficient        General Support        Canvas inputs on     Nil              (R20,000)   Nil           -                      -
Support          and effective            Services strategy      the classification
Services         records                  developed and          system from RO,
                 management               implemented            districts & Area
                 system                   .                      offices & submit
                                                                 to Head Office

                                                                 Maintain                              240,000     35001.61
                                                                 Franking
                                                                 Machines
                                                                 operating
                                                                 balances and
                                                                 settle Courier
                                                                 Account
                 Provide reliable         Office equipment       61                   Nil              521 000     43 472.27     Most of required       To approach National
                 office support           like photocopiers                                                                      models not on RT3      ICT to approve leasing
                 system by ensuring       and faxes are                                                                          transversal contract   outside RT3
                 availability of office   provided to ensure
                 equipment like           functionality of all
                 photocopiers and         offices
                 faxes

Auxiliary        Effective, efficient     Transport              75                   Nil              Nil         17.7m         Procurement of 58      Appeal CEO’s office
Support          and economical           Management                                                                             sedans awaiting
Services (TMU)   provision of             strategy                                                                               approval of CEO.
                 Transport                developed and                                                                          Current quotations
                 Management               implemented.                                                                           amounting to
                 Services                                                                                                        R6.02m may no
                                                                                                                                 longer be valid
                                                                                                                                 because of delays
                                                                                                                                 to place orders.

                                          Manage the OSA         246                  246              14m         2.491,102.4
                                                                                                                   7

                                          Compliance with        8 Mobile trucks      8                2,757m      23 611.62
                                          RT46 contract




                                                                                                                                                                   41
Sub         Output                 Performance             1st Quarterly      Achievement to   Annual      Actual
                                                                                                                                             Proposal Action to
Programme                          Indicator/              Target             Date             Budget      Expenditu   Key Challenges
                                                                                                                                             address challenges
                                   Measure                 (April-June)                                    re
            Effective, efficient   Efficient utilization   Monthly steering   monthly          -           -           Centralization of     Deployment of transport
            and economical         of Fleet.               committee                                                   transport             administration clerks
            provision of                                   meetings,                                                   management at         from the regional office
            Transport                                      operational                                                 Regional office       to provide district
            Management                                     meetings and                                                compromises the       support.
            Services                                       regular                                                     pro-active
                                                           monitoring on                                               approach as
                                                           Fleet Zone.                                                 challenges are not
                                                                                                                       discovered well in
                                                                                                                       advance.
            Effective, efficient   Subsidized motor        66                 37               4,560,240   692,400     Shift in policy. No   Additional pool vehicles
            and economical         scheme                                                                              new applications      to be procured
            provision of           operational                                                                         will be submitted
            Transport
            Management
            Services




                                                                                                                                                        42
Sub-Programme   Output               Performance     Quarterly Target   Achievement to Date     Actual        Actual   Key Challenges    Proposed actions to
                                     Indicator                                                 Budget    Expenditure                     address challenges
                                                                                                 R’000         R’000
Legal           Quality advice on                    Litigation         Provided the                                   Promulgation of   National Department of
Services        contract and         Drawing of      circulars,         National Office with                           the New           Social Development is
                litigation matters   contracts and   memorandums        the update on all                              Regulations       dealing with the issues
                provided             tender          as well as oral    contracts in the                                                 and we are constantly
                timeously            documents       and written        region including                                                 seeking clarity from
                                     when required   opinions           those that were                                                  NDOSD.
                                                                        ceded from the
                                                                        Department of
                                                                        Social
                                                                        Development.

                                                                        Provided a number
                                                                        of opinions to
                                                                        Customer Care,
                                                                        Operations
                                                                        Management as
                                                                        well as Beneficiary
                                                                        Maintenance Unit.

                                                                        Drafted a letter to
                                                                        be sent to one of
                                                                        the service
                                                                        providers in respect
                                                                        of its joint venture
                                                                        averment which
                                                                        has not been
                                                                        substantiated.
                                                                        Provided a written
                                                                        opinion on the
                                                                        limitation of
                                                                        applications to
                                                                        social grants
                                                                        applicants




                                                                                                                                                    43
Sub-Programme   Output               Performance          Quarterly Target   Achievement to Date         Actual        Actual   Key Challenges         Proposed actions to
                                     Indicator                                                          Budget    Expenditure                          address challenges
                                                                                                          R’000         R’000
Legal           Quality advice on                         Signed quality     Provided an opinion                                Amendments to the      It would appear that this
Services        contract and                              tender             on the Slip Knot                                   Social Assistance      bill is being rushed and the
                litigation matters                        documents and      Lease Agreement.                                   Act No. 13 of 2004.    possibility of not consulting
                provided timeously                        contracts                                                                                    widely is an ever present
                                                                             Assisted facilities unit                                                  danger which might
                                                                             to draft a letter to                                                      expose the National
                                                                             Public Works in                                                           Department of Social
                                                                             respect of SASSA                                                          Development to litigation.
                                                                             offices that are being                                                    The National Department
                                                                             built in Grahamstown.                                                     has been made aware of
                                                                                                                                                       this danger and they are
                                                                                                                                                       aware of it.
                                     Co-ordination of     Gradual            During the quarter                                 MIS letters that are   This has been brought to
                                     litigation against   reduction of       630 Notices of Motion                              currently used to      the attention of the GM:
                                     SASSA in the         litigation in      were received in PE                                refuse applicants      Grants Administration to
                                     region               SASSA.             area and were all                                  statutory grants       deal effectively and
                                                                             against Social                                     continue to present    efficiently with this
                                                                             Development and                                    a challenge.           challenge. The unit will
                                                                             instructions given                                                        offer its services when
                                                                             were 330 and the rest                                                     called upon to do so by
                                                                             are a combination of                                                      Grant Administration.
                                                                             old files which cannot
                                                                             be found, files without                                                   Planned Meeting between
                                                                             letters of                                                                SocDev Legal services
                                                                             rejection/proof of                                 Unavailability of an   Unit.
                                                                             postage and files not                              updated Litigation     This has been brought to
                                                                             in their respective                                Backlog database.      the attention of the Snr
                                                                             boxes in the Registry.                             Unavailability of      Manager BMU
                                                                                                                                File from Registry
                                                                             66 Notices of Motion
                                                                             against SASSA were
                                                                             received during the
                                                                             quarter and 64
                                                                             instructions were
                                                                             issued out to the
                                                                             State attorney.




                                                                                                                                                                   44
Sub-Programme   Output               Performance           Quarterly Target   Achievement to Date        Actual        Actual   Key Challenges         Proposed actions to
                                     Indicator                                                          Budget    Expenditure                          address challenges
                                                                                                          R’000         R’000
Legal           Quality advice on                                             The unit has been
Services        contract and                                                  continuously dealing
                litigation matters                                            with all LRC cases
                provided timeously                                            satisfactorily, thereby
                                                                              curbing any litigation
                                                                              that may arise from
                                                                              them.


                                     Contribute            Input document     Provided an opinion                               Appeals.               Appeals continue to
                                     towards legislation                      during the Strategic                              There has not been     present a litigation threat
                                     and policy                               meeting on the                                    an update from         and the NDOD is aware of
                                     development of                           implementation of                                 National Social        this challenge and finally
                                     SASSA                                    Reg. 10(6) that we                                Development on         doing something about it in
                                                                              cannot suspend                                    when the Appeals       the form of the
                                                                              applicants once                                   Tribunal shall start   implementation of the
                                                                              approved under this                               deciding on            ministerial determination
                                                                              regulation as there is                            appeals and this       on appeals. We are still
                                                                              no provision                                      could result in        sending by courier all
                                                                              empowering SASSA                                  increased litigation   appeal letters and file
                                                                              to do so and this                                                        copies to NDSOD for
                                                                              might be construed                                                       consideration by Minister.
                                                                              as a breach of the
                                                                              order by agreement.

                                                                              Provided a comment
                                                                              or an input on the
                                                                              amendments to the
                                                                              Social Assistance Act
                                                                              Bill.

                                     Prevent the           Reports and        Provided advice and
                                     occurrence and        registers          opinion to Grants
                                     recurrence of                            Administration on a
                                     litigation against                       number of cases
                                     SASSA.                                   referred to that
                                                                              programme by the
                                                                              NGO’s, members of




                                                                                                                                                                  45
Sub-Programme   Output               Performance           Quarterly Target   Achievement to Date        Actual        Actual   Key Challenges         Proposed actions to
                                     Indicator                                                          Budget    Expenditure                          address challenges
                                                                                                          R’000         R’000
                                                                              the public and public
                                                                              interest lawyers. The
                                                                              cases include
                                                                              payment of foster
                                                                              child grant to a
                                                                              beneficiary outside
                                                                              the republic, payment
                                                                              of once off payments
                                                                              to beneficiaries’ who
                                                                              were not paid their
                                                                              social grants monies
                                                                              and letters used to
                                                                              refuse beneficiaries
                                                                              statutory grants
Legal           Quality advice on    Training of           Managers and       Made a presentation                               Approval of            Once approval is obtained,
Services        contract and         managers and          employees who      during the induction                              Contract. Litigation   training is going to
                litigation matters   employees on          know and           programme on the                                  and Legislation        commence in all SASSA
                provided timeously   grant                 understand grant   role of the unit within                           Management             districts.
                                     administration        administration     the Agency, litigation                            frameworks.            Training shall commence
                                     legislation and the   legislation and    issues and                                        The Litigation         and be done together with
                                     regulations.          the regulations.   challenges to                                     framework has          Operations Unit officials.
                                     A meeting is                             sensistise the new                                been approved by
                                     planned with                             employees of the                                  the National Office
                                     Operations Unit in                       issues and the                                    and the Legal
                                     early July for a                         challenges so that                                Services Unit is
                                     uniform roll-out to                      they do not expose                                planning to roll it
                                     train employees                          the Agency to                                     out to the districts
                                     on relevant                              litigation.                                       during training on
                                     legislation.                                                                               legislation.

                                     Provision of          Memoranda and      A form for requesting
                                     guidance to           circulars          advice and opinions
                                     employees on                             from the Unit has
                                     handling legal                           been developed and
                                     matters.                                 is ready for use by all
                                                                              units within the
                                     This shall form                          Agency once
                                     part of training of                      approved.
                                     employees on




                                                                                                                                                                  46
Sub-Programme   Output   Performance           Quarterly Target     Achievement to Date       Actual        Actual   Key Challenges          Proposed actions to
                         Indicator                                                           Budget    Expenditure                           address challenges
                                                                                               R’000         R’000
                         legislation.
                         Briefing of           Reports and          The Nehawu 11 case                               The relationship         The Senior Mangers of
                         managers on           registers            as mentioned supra.                              between the unit        both units have to map out
                         employment                                                                                  and labour relations    a way of creating this
                         related litigations                                                                         ought to be clearly     relationship between these
                                                                                                                     defined and             two units.
                                                                                                                     bolstered for they
                                                                                                                     do need the
                                                                                                                     support and
                                                                                                                     expertise of the unit
                         Monitor and           Reports, circulars   Total Court Orders for                           Unavailability of       Arrange meeting between
                         evaluate legal        and memos            the quarter were 450.                            Grant Admin files       managers to resolve this
                         compliance with                            Total complied were                              from registry which     issue
                         court orders.                              152 and 245 were                                 may lead to
                         There has been                             either not in box/MIS,                           contempt
                         an improvement in                          53 duplications and                              applications against
                         the compliance of                          old files.                                       the department /
                         court orders as                                                                             SASSA.
                         files have been                                                                             This is an ongoing
                         found at the                                                                                problem which
                         Registry as                                                                                 needs regular
                         compared to the                                                                             attention between
                         previous month                                                                              our Unit and BMU.
                         though a better                                                                             Tracking files and
                         improvement must                                                                            accessing files
                         reflect this                                                                                should take a few
                         decrease.                                                                                   minutes and not
                                                                                                                     days as is now the
                                                                                                                     case.

                                                                                                                     Improvement has
                                                                                                                     been noticeable for
                                                                                                                     files needed for
                                                                                                                     compliance of court
                                                                                                                     orders.




                                                                                                                                                        47
Sub-Programme   Output         Performance          Quarterly Target   Achievement to Date    Actual Budget        Actual   Key Challenges         Proposed actions to
                               Indicator                                                              R’000   Expenditure                          address challenges
                                                                                                                    R’000
Legal                          Monitoring of        Reports,           . Provided a report                                  Non compliance by      Arrange meeting between
Services                       litigation trends.   Circulars and      on litigation trends                                 the state attorneys’   SASSA, State Attorneys
                                                    memos              as evidenced by the                                  offices in terms of    and SocDev.
                                                                       Ncamile matter as                                    time frames set for
                                                                       well as Acces                                        reports to SASSA.      Weekly meetings
                                                                       matter.                                              This continues to      addressing matters of
                                                                                                                            be a recurring         common interest and
                                                                                                                            problem despite        fostering closer working
                                                                                                                            promises every         relations take place every
                                                                                                                            month by these         Mondays and are
                                                                                                                            offices to furnish     progressing very well.
                                                                                                                            these reports on
                                                                                                                            time.                  Socdev provincially
                                                                                                                                                   advised about rising
                                                                                                                            Our monthly            Notices of Motion received
                                                                                                                            reports, as a result   by SASSA for FCGs to
                                                                                                                            are always             be processed quicker by
                                                                                                                            incomplete as vital    social workers for Court
                                                                                                                            information such as    Orders to be obtained by
                                                                                                                            costs incurred         applicants.
                                                                                                                            monthly on legal
                                                                                                                            costs are not          Social Development has
                                                                                                                            available.             held a meeting with Social
                                                                                                                                                   Workers to rectify this
                                                                                                                                                   problem and hopefully
                                                                                                                                                   improvements shall be
                                                                                                                                                   noticeable.

                                                                                                                                                    Files to be transferred
                                                                                                                                                   from other provinces are
                                                                                                                                                   slow creating potential
                                                                                                                                                   litigation problems and
                                                                                                                                                   must be fast tracked by
                                                                                                                                                   BMU.
TOTAL FOR CoE (Compensation of Employees) personnel budget                                     10,055,415      2 577 184

GRAND TOTAL FOR THE PROGRAMME                                                                 100,736,015      5 264 945
(Combination of COE and Operational Budget)




                                                                                                                                                              48
            PROGRAMME 4: COMMUNICATION AND MARKETING

Sub-           Output               Performance    Monthly            Achievement to         Actual        Actual   Key challenges      Proposed actions
                                                                                            Budget    Expenditure
programme                           indicator      Target             date
                                                                                              R’000         R’000
Communicatio   Strategic            Develop and    Finalization and   Draft                                         National            Lobby the national
ns &           communications       implement a    approval of        communications                                Communications      communications
Marketing      and media            multi- media   regional           plan exist but not                            strategy            Forum.
               planning to          strategy       communication      yet workshoped                                framework does
               ensure                              s plan 08/09,      with stakeholders &                           not exist.
               systematic media                    Placement of       leadership, draft
               agenda is                           monthly            communications
               achieved                            newspapers         plan on Age
                                                   advertorial on     equalization
                                                   key                submitted to GM-
                                                   achievement of     Grants Admn,
                                                   SASSA, daily       submissions for
                                                   media              procurement to
                                                   monitoring,        place Ads done but
                                                   responding to      not approved by
                                                   media enquiries    SCM, media
                                                   & maximum          monitoring done on
                                                   cooperation        a daily basis with
                                                   with community     advisories
                                                   radio stations &   escalated to
                                                   the public         leadership.
                                                   broadcaster.
               Roll-out of office   SASSA          Erecting           Office signage for                            Targets could not   Hold a suppliers
               Branding and         corporate ID   signage in all     23 offices was                                be met because      briefing
               environmental                       service offices    approved by the                               of delays from
               signage                             and all offices    bid committee and                             SCM
                                                   that are ready     order numbers
                                                   for occupation.    issued out to all
                                                                      suppliers.




                                                                                                                                                  49
Sub-           Output             Performance      Monthly           Achievement to          Actual        Actual   Key challenges   Proposed actions
                                                                                            Budget    Expenditure
programme                         indicator        Target            date
                                                                                              R’000         R’000
               Enhance internal   Internal         Produce e-        Six editions of
Communicatio   communications     communications   NJALO every       Friday e-NJALO
ns &                              action plan      Friday to         were produced, a
Marketing                         implemented      showcase          draft proposal for a
                                  fully            SASSA             regional newsletter
                                                   activities,       was compiled, a
                                                   contribute on a   quarterly
                                                   monthly basis     consolidated
                                                   to national       regional diary was
                                                   SASSA             produced, all
                                                   Update, launch    SASSA events
                                                   regional          were supported, e-
                                                   newsletter,       mails on major
                                                   compile an        developments of
                                                   integrated        the Agency issued
                                                   monthly diary     out on a daily
                                                   for the region,   basis.
                                                   and provide
                                                   events
                                                   management
                                                   service for all
                                                   events, compile
                                                   and distribute
                                                   bulk e-mails on
                                                   major issues
                                                   internally such
                                                   as
                                                   bereavements,
                                                   weddings,
                                                   birthdays.




                                                                                                                                             50
Sub-           Output             Performance          Monthly   Achievement to           Actual        Actual   Key challenges   Proposed actions
                                                                                         Budget    Expenditure
programme                         indicator            Target    date
                                                                                           R’000         R’000
Communicatio   Building           Develop      Develop and       Draft stakeholder                               Internal         Present the strategy
ns &           productive         stakeholder  implement an      relations &                                     stakeholder’s    into
Marketing      relations with     relations    integrated        community                                       consultations    the next EREMANCO.
               stakeholders and   strategy &   streamlined       engagement                                      sessions
               communities        engagement   stakeholder       programme                                       postponed.
                                  programme as relations         developed by the
                                               strategy and
                                  well as facilitate             task team.
                                  its roll-out.ensure
                                               approval by the
                                               REM.
              Promote citizen    SASSA         Develop and       A draft Imbizo &                                Internal         Present the strategy
              participation in   participatory implement a       community                                       stakeholder’s    into
              the formulation of governance    community         outreach manual                                 consultations    the next EREMANCO
              policies and       approach is   outreach          was compiled &                                  sessions
              programmes of      achieved      programme in      consultation with                               postponed
              SASSA                            collaboration     stakeholders still
                                               with customer     pending.
                                               care and roll-
                                               out a pilot
                                               programme to
                                               OR Tambo.
TOTAL FOR CoE (Compensation of Employees) personnel budget                            1,795,759      365 450

GRAND TOTAL FOR THE PROGRAMME                                                         2,824,359      543 700
(Combination of COE and Operational Budget)




                                                                                                                                           51
          PROGRAMME 5: FINANCE

Sub-Programme   Output                Performance          Quarterly Target           Achievement to           Actual     Actual          Key          Proposed actions to
                                      Indicator                                       Date                     Budget     Expenditure     Challenges   address challenges
                                                                                                               R’000      R’000
General         Effective and         Oversee overall      Ensure quarterly targets   Reconciliation of           1,061             195
                Efficient financial   performance of the   are met by each unit.      Capital Assets for
Manager
                management and        branch                                          2007/08 as well as
Finance         Administration
                                                                                      2006/07 done in
                services.
                                                                                      preparation for year
                                                                                      end closure.

                                                                                      Disclosure Notes
                                                                                      submitted to Head
                                                                                      Office on time for
                                                                                      2007/08 AFS.

                                                                                      All files requested by
                                                                                      Auditor-General (AG)
                                                                                      submitted on due
                                                                                      dates and there are
                                                                                      no issues of Scope
                                                                                      Limitation in the AG
                                                                                      Management Letter.

                                                                                      Budget is being
                                                                                      monitored and In
                                                                                      Year Monitoring
                                                                                      submitted to Head
                                                                                      Office on time after
                                                                                      the Budget Advisory
                                                                                      committee has
                                                                                      deliberated on
                                                                                      deviations.

                                                                                      Procurement and
                                                                                      payments have been
                                                                                      done in compliance
                                                                                      with delegations and
                                                                                      other relevant
                                                                                      prescripts.




                                                                                                                                                             52
Sub-Programme   Output               Performance           Quarterly Target         Achievement to          Actual     Actual         Key                Proposed actions to
                                     Indicator                                      Date                    Budget     Expenditure    Challenges         address challenges
                                                                                                            R’000      R’000
                                                                                    Achieved average
                                                                                    turn-around time of
                                                                                    14,4 days for the
                                                                                    processing of
                                                                                    invoices.

                                                                                    All staff related
                                                                                    payments and
                                                                                    salaries have been
                                                                                    paid on time.

Management      Coordinate           Timely submission     100% of deadlines for    MTEF Budget Inputs         2,748            478   None               None
Accounting      integrated and       of accurate and       submission of MTEF       for 2009-10 Financial
                transparent          complete financial    and adjustment budgets   Year collected from
                financial planning   plans (budgets)       met                      all the Districts
                process to ensure    complying with                                 including Regional
                equitable            national guidelines                            Office.
                allocation of        and criteria
                financial                                                           Consolidated MTEF
                resources                                                           Budget Inputs
                                                                                    submitted on time.
                                                           100% Budget and          Monthly BAC                                       The non-           The priority should be
                                                           Expenditure monitored    meetings conducted                                availability of    given to BAC
                                                                                    to discuss IYM and                                committee          meetings or re-
                                                           Accurate IYM report      other budget issues                               members due to     scheduling of
                                                           submitted monthly to     as per scheduled                                  their tight        meetings.
                                                           Head Office on time                                                        schedules.         Members informed of
                                                                                    All finance monthly                               Non availability   the implications for
                                                                                    reports submitted on                              of managers        non attendance by
                                                                                    time                                              with two           Cost Centre
                                                                                                                                      outstanding        Managers.
                                                                                    District Workshop                                 districts
                                                                                    by assisting them in
                                                                                    preparation of Annual
                                                                                    Cash Flow
                                                                                    And District IYM.

                                                                                    Clarify Management
                                                                                    Accounting




                                                                                                                                                                53
Sub-Programme      Output                Performance          Quarterly Target           Achievement to         Actual     Actual        Key                Proposed actions to
                                         Indicator                                       Date                   Budget     Expenditure   Challenges         address challenges
                                                                                                                R’000      R’000
Systems and                                                                              /expenditure control
Internal Control                                                                         functions within
                                                                                         Districts.

                                                                                         Accurate IYM report                             None               None
                                                                                         submitted monthly to
                                                                                         Head Office on time
                   Effective financial   Number of user       Users identified and       Successfully closure                            None               None
                   system support        requirements         trained per module.        of PMG 2
                                         attended to within                              account/database for
                                         the timeframes                                  Financial year/month
                                                                                         closure.
                   Full compliance to    % monitored of       %Compliance to PFMA ,      All policies are                                None               None
                   financial internal    compliance to        Treasury Regulations and   complied with.
                   controls              internal control     SASSA Financial
                                                              Management prescripts
                                                              100 % roll-out of          None                                            Shortage of        Filling of critical posts
                                                              policies and procedures                                                    staff under        (Assistant Manager
                                                              to Regional Office and                                                     internal control   internal control)
                                                              Amathole                                                                   sub-section
Financial          Effective and         Times, Accurate      All eligible creditors     2,045 invoices            2,978          686    Invoices that      An officer has been
Accounting         Efficient payment     and complete         reconciled and paid        received paid 1,699                             have queries       assigned to follow up
                   administration        payment to all       within 30 days:-           (62%), with average                             are delaying       on all invoices with
                   services.             eligible creditors                              turnaround time of                              payment to         unresolved queries.
                                                                                         14,4 days).                                     service            Two officials have
                                                                                                                                         providers.         been assigned to
                                                                                         90 % Individual                                 Service            perform the function
                                                                                         reconciliations done                            Providers that     as from May 08.
                                                                                                                                         are not in the     Districts have been
                                                                                                                                         database while     approached to verify
                                                                                                                                         they have          suppliers before
                                                                                                                                         rendered           engaging them,
                                                                                                                                         services to the    dissemination of
                                                                                                                                         Agency.            information to districts
                                                                                                                                                            (database in a
                                                                                                                                                            spreadsheet)on
                                                                                                                                         .                  suppliers who have
                                                                                                                                                            registered on a




                                                                                                                                                                    54
Sub-Programme   Output   Performance   Quarterly Target         Achievement to        Actual   Actual        Key                 Proposed actions to
                         Indicator                              Date                  Budget   Expenditure   Challenges          address challenges
                                                                                      R’000    R’000
                                                                                                                                 monthly basis.
                                                                                                                                 Encouraged district
                                                                                                                                 SCM Practitioners to
                                                                                                                                 hold information
                                                                                                                                 sessions with
                                                                                                                                 potential service
                                                                                                                                 providers, also
                                                                                                                                 checking their
                                                                                                                                 capacity.




                                       100% Reconciliation of   Updated 100% for
                                       orders issued and        2008/2009
                                       payment made.

                                       5O% Implementation       All telephone                                Incorrect linking   To ensure the correct
                                       and reconciliation of    Accounts with the                            by TELKOM           linking, to address
                                       consolidated TELKOM      exception of Mt                              Outstanding         processes and then
                                       account.                 Fletcher and Cacadu                          account details.    to decentralize the
                                                                have been                                                        reconciliation/certifica
                                                                implemented and are                          Procedure           tion function to
                                                                part of the                                  Manuals             Districts.
                                                                Consolidated                                 pending
                                                                account .                                    Correct linking
                                                                                                             by TELKOM
                                                                Consolidated
                                                                accounts for March
                                                                to May 2008 paid.




                                                                                                                                        55
Sub-Programme   Output   Performance         Quarterly Target           Achievement to           Actual   Actual        Key                Proposed actions to
                         Indicator                                      Date                     Budget   Expenditure   Challenges         address challenges
                                                                                                 R’000    R’000
                         % of accurate and   Accurate certificate on    80 % of the payroll is                          District offices   Appointment of Pay
                         verified payment    Payroll according to pay   certified correct.                              not submitting     Point Managers at
                         to all eligible     point administration.                                                      payroll on time.   each district/ local
                         employees.                                                                                                        office. Training of
                                                                                                                                           Pay-Point Managers
                                                                                                                        Pay points not     on payroll
                                                                                                                        structured         management and
                                                                                                                        correctly          time frames.
                                                                                                                                           Submission and
                                                                                                                                           incorrect payrolls and
                                                                                                                                           correction of Pay-
                         .                                                                                                                 Points on PERSAL by
                                                                                                                                           HCM.
                                             100% Salary                Allowances instituted                           Allowances not     Decentralisation of
                                             allowances and             within 5 days                                   supported with     non payment
                                             deductions done on due                                                     necessary          functions to Districts
                                             date.                      Deductions: 100%                                approved           (compilation of
                                                                        deductions instituted                           documentation.     claims).
                                                                        within 7 days.


                                             100% of complete and       T&S Claims paid with                            Incomplete T &     Training of district
                                             accurate staff claims      a turnaround time of 7                          S Claims from      finance officers on
                                             paid within a week from    days and those                                  districts.         processes and
                                             the date of receipt        incomplete returned.                                               procedures.

                                             100% Termination           100% terminations                               Late               Finance and HCM to
                                             advises to be              received,                                       submissions        work hand in hand
                                             implemented at least       implemented.                                    from HCM that      especially from
                                             two days from the date                                                     results in late    districts to ensure
                                             of the advice.                                                             terminations.      timeous termination
                                                                                                                                           of services.
                                                                                                                                           Improvement of
                                                                                                                                           communication
                                                                                                                                           between HCM and
                                                                                                                                           Finance.




                                                                                                                                                  56
Sub-Programme   Output   Performance          Quarterly Target          Achievement to           Actual   Actual        Key                Proposed actions to
                         Indicator                                      Date                     Budget   Expenditure   Challenges         address challenges
                                                                                                 R’000    R’000
                                              100% Personnel /Bas       None                                            Regional           Head Office to
                                              expenditure reconciled                                                    Offices not        provide guidelines /
                                                                                                                        trained on         Training
                                                                                                                        seven segment
                                                                                                                        types and
                                                                                                                        required raining
                         % reduction in       All grant related debts   Not yet achieved.                               Implementation     Procedure circular to
                         identified           from PDoSD Identified     Final decision that                             of project plan    be distributed to all
                         outstanding debts.   and accounted for.        SASSA will                                      depends on         units.
                                                                        administer all grant                            PDoSD for
                                                                        related debts have                              finalization.      Conversion
                                                                        been reached and                                Finance not        processes to be
                                                                        first project meeting                           informed of        speed up.
                                                                        was held to outline                             grant related
                                                                        way forward.                                    debts.
                                                                                                                                           Final decision of
                                                                                                                        Debts not          SASSA to administer
                                                                                                                        converted and      all grant related debt
                                                                                                                        installments on    has been taken in
                                                                                                                        new database       June 2008, however
                                                                                                                        (DAEV3).           National Treasury
                                                                                                                                           Directive has already
                                                                                                                        All monies         been implemented.
                                                                                                                        received and       Develop
                                                                                                                        debts not in/on    implementation action
                                                                                                                        the same           plan and must be
                                                                                                                        database/bank      approve d by PDoSD.
                                                                                                                        account.

                                              100% identified salary    All notified                                    Debts not          H/O to inform
                                              related debts accounted   Administration Cost                             converted and      Regions in respect of
                                              for.                      debts accounted for                             installments       debt conversion
                                                                        and installments                                received in new
                                                                        applied.                                        database
                                                                                                                        (DASV3).

                                                                        Investigation into the                          Available (BAS)    Investigation into the
                                                                        difference of report                            debts reports      difference of report
                                                                        balances completed,                             not correlating    balances and H/O to




                                                                                                                                                  57
Sub-Programme   Output   Performance   Quarterly Target        Achievement to          Actual   Actual        Key               Proposed actions to
                         Indicator                             Date                    Budget   Expenditure   Challenges        address challenges
                                                                                       R’000    R’000
                                                               and discrepancies                              with the amount   address
                                                               has been addressed                             reflecting on     discrepancies with
                                                               with H/O.                                      detail report.    National Treasury.

                                                               Circular Issued to                             Telephone         Proposed structure
                                                               addresses SASSA                                administration    has been compiled
                                                               internal telephone                             system not        and submitted to UCT
                                                               debts and collection.                          structured (      to create groups and
                                                                                                              Reports cannot    names as per
                                                                                                              be obtained per   approved
                                                                                                              unit) there was   establishment for
                                                                                                              no report         easy distribution of
                                                                                                              available for     accounts and
                                                                                                              telephone         collection per
                                                                                                              accounts from     unit/district.
                                                                                                              April to June
                                                                                                              2008.
                                       Reduced number of       None                                           Available (BAS)   Procedure circular to
                                       accumulating reported                                                  debts reports     be distributed to all
                                       debt cases.                                                            not correlating   units.
                                                                                                              with the amount
                                                                                                              reflecting on     Investigation into the
                                                                                                              detail report.    difference of report
                                                                                                              Currently there   balances and to
                                                                                                              is no tool to     address
                                                                                                              determine the     discrepancies
                                                                                                              number.
                                                                                                                                Timeous termination
                                                                                                                                of employees.




                                                                                                                                       58
Sub-Programme   Output               Performance        Quarterly Target          Achievement to          Actual     Actual          Key                  Proposed actions to
                                     Indicator                                    Date                    Budget     Expenditure     Challenges           address challenges
                                                                                                          R’000      R’000
                Accurate and         Qualified Report   100% compliance to        Suspense accounts                                  Outstanding          Conversion be
                complete financial                      accounting prescripts.    cleared and reflected                              conversion DAS       finalized.
                books of account                                                  a true balance.                                    to DASV3 &
                                                                                                                                     DAE to DAEV3
                Unqualified Audit                                                 2007/2008 Audit
                Report related to                                                 completed and
                finance matters                                                   Management letter
                                                                                  issued.
Beneficiary     Effective and        % Transfer of      All SRD payments to       141 invoices received                              None                 None
Transfers       Efficient            funds for the      eligible suppliers paid   and 122 paid (87%)
                management of        timely payment     within 30 days
                grant transfers.     grants.
                                                        100% reconciliation of    Reconciliations of                                 This function is     Follow up any
                                                        grant payments with       CPS and Allpay done                                centralized by       discrepancies with
                                                        SOCPEN                    to date and                                        H/O. Regional        H/O.
                                                                                  discrepancies                                      office verifies
                                                                                  addressed with H/O.                                CPS & Allpay
                                                                                                                                     invoices against
                                                                                                                                     SOCPEN
                                                                                                                                     extraction
                                                                                                                                     report, but is not
                                                                                                                                     allowed to
                                                                                                                                     perform any
                                                                                                                                     correctional
                                                                                                                                     journals.

Supply Chain    Effective and        % Compliance to    100% compliance to        -100% compliance to        7,727           2,005   Manual system        Order has been
Management      Efficient Supply     Supply Chain       SCM prescripts.           SCM prescripts.                                    as against           placed for order
                Chain                Management                                   -training of newly                                 electronic           books that are used
                Management           prescripts on                                appointed officials                                system to avoid      for manual
                services             procurement of                               from the Districts.                                any duplication      procurement of goods
                                     goods and                                                                                       of orders.           and services.
                                     services.                                                                                       Shortage of          Request for the filling
                                                                                                                                     staff                of critical
                                                                                                                                                          (replacement posts)
                                                                                                                                                          posts, that has been
                                                                                                                                                          submitted to HCM.
                                                        Update of database        Database updated on                                Database that is     Currently using




                                                                                                                                                                 59
Sub-Programme    Output             Performance       Quarterly Target           Achievement to             Actual    Actual         Key               Proposed actions to
                                    Indicator                                    Date                       Budget    Expenditure    Challenges        address challenges
                                                                                                            R’000     R’000
                                                      within 10 days after end   a daily basis. Districts                            manual which is   contract workers to
                                                      of a month                 have been provided                                  not accessible    assist with capturing
                                                                                 with the supplier                                   to districts.     of registration of
                                                                                 Database of their                                   Shortage of       suppliers. Filling of
                                                                                 relevant districts.                                 dedicated staff   critical posts for
                                                                                 Conversion of                                       to deal with      clerks(replacement
                                                                                 database in                                         administration    posts).
                                                                                 preparation for the                                 of database.
                                                                                 new system
                                                      Empower suppliers on       100% SMME’s                                         None              None
                                                      SASSA’s procurement        utilized on Social
                                                      procedures focusing on     Relief of Distress and
                                                      SMMEs                      Catering.

                                                                                 Supplier’s day
                                                                                 conducted in all the
                                                                                 districts.
                 Manage assets      % of verified     100% verified assets       Reconciliation of                                   Reconciliation    Training on BAUD for
                 and safeguarding   assets updated    updated and accurate       assets on BAS and                                   of assets         Asset Managers.
                 thereof in an      and accurate      asset register             BAUD has been                                       between BAS       Employment of
                 effective and      assets register                              completed.                                          and BAUD          officers to deal with
                 efficient manner                                                                                                    during transfer   assets throughout the
                                                                                 Asset Register                                      of data to BAUD   region, deploying
                                                                                 accurately updated                                                    them in each district.
                                                                                 and complete.

                                    Stock level       Maintenance of the set     Stock levels are                                    SMME’s not        Enforcing signing of
                                    maintained        stock levels               properly maintained                                 delivering        contract on all
                                                                                 in line with user                                   timeously         procurement of goods
                                                                                 requirement.                                                          and services to
                                                                                                                                                       ensure timeous
                                                                                                                                                       delivery.
TOTAL FOR CoE (Compensation of Employees) personnel budget                                                    8,520          1,843

GRAND TOTAL FOR THE PROGRAMME                                                                                14,514          3,364
(Combination of COE and Operational Budget)




                                                                                                                                                              60
          PROGRAMME 6: INFORMATION AND COMMUNICATION TECHNOLOGY
Sub Programme Output         Performance  Quarterly        Achievement to      Actual   Actual        Key               Action taken to
                             indicator /  milestones       date                Budget   Expenditure   Challenges        address
                             measure      (April-June)                         R 000                                    challenges

Infrastructure   Deployed         Business            Examine                                         Fax               Procurement of fax
Management       systems and      Systems and         infrastructure                                  equipment is      gateways for all the
                 infrastructure   ICT                 (products) and                                  not provided      Phase 1 offices
                                  infrastructure      organization (people                            as it was not
                                  availability,       and process) for un-                            part of the
                                  connectivity        availability                                    tender            Escalated to Head
                                  and                                                                 awarded to        Office and is being
                                  accessibility                                                       ChoiceTech        corrected
                                  maintained
                                                                                                      Installation of   VPN tender to
                                                                                                      ISDN lines in     assist
                                                                                                      incorrect
                                                                                                      location

                                                                                                      Delays in the
                                                                                                      provision of
                                                                                                      datalines due
                                                                                                      to SITA
                                                                                                      processes
                 VPN tender       VPN Fully           SLA finalized                                   Offices with no   Awaiting
                 awarded to MTN   Deployed and                                                        connectivity      implementation of
                                  Operational in      VPN Architecture and                            due to SITA       the project.
                                  100% of             Project plan finalized                          processes or
                                  prioritized sites   with Head Office                                Telkom
                                                                                                      infrastructure.
                                                      50% of prioritized
                                                      sites visited for
                                                      Infrastructure
                                                      Specification
                                                      Requirements




                                                                                                                              61
Sub Programme    Output              Performance         Quarterly               Achievement to   Actual   Actual        Key               Action taken to
                                     indicator /         milestones              date             Budget   Expenditure   Challenges        address
                                     measure             (April-June)                             R 000                                    challenges

Infrastructure   AV,IPS, Firewall    Information         Conduct a Business
Management                           integrity,          Impact Analysis (BIA)
                                     confidentiality
                                                         Training acquired on                                            No training       Formally request
                                     and systems
                                                         technology                                                      has been          for training at Head
                                     availability
                                                                                                                         provided due      Office.
                                     maintained
                                                                                                                         to centralised
                                                                                                                         training
                                                                                                                         budget.
                                                                                                                         Names were
                                                                                                                         forwarded to
                                                                                                                         Head Office
                                                                                                                         but there has
                                                                                                                         been no
                                                                                                                         progress to
                                                                                                                         date
                 20 %                Deployed ICT        20% of the
                 Infrastructure in   infrastructure to   Sites
                 place               SASSA priority      completed
                                     sites as per
                                     allocated
                                     budget
                                     Separation of       Network equipment                                               Space for         Awaiting list of the
                                     SASSA ICT           procured                                                        cabinets in       offices with
                                     networks from                                                                       some of the       challenges
                                     DoSD EC             Approved Project                                                shared offices
                                                         plan                                                                              Address or
                                                                                                                         Delays with       escalate to Head
                                                                                                                         the rollout due   Office
                                                                                                                         to non-
                                                                                                                         payment of
                                                                                                                         invoices by
                                                                                                                         SASSA HO




                                                                                                                                                 62
Sub Programme   Output             Performance          Quarterly                Achievement to       Actual   Actual        Key               Action taken to
                                   indicator /          milestones               date                 Budget   Expenditure   Challenges        address
                                   measure              (April-June)                                  R 000                                    challenges

                                                                                                                             Excess            See if the
                                                                                                                             equipment         equipment can be
                                                                                                                             that the region   used in some of the
                                                                                                                             might have        newly acquired
                                                                                                                             due to change     sites
                                                                                                                             in scope
Service         4 Week             ICT Equipment        90 Computers              57 PC’s procured    10 323                  Regional
Management      Turnaround for     Requests             15 Laptops                                                           Budget not
                the supply of      satisfied within 4                                                                        made
                ICT Equipment      weeks of being                                                                            available to
                on all validated   logged.                                                                                   region
                and Approved
                Requests.

                Sufficient ICT     Improved             Acquired 7 sets of 3G                                                Regional
                                                                                 6 3G routers, 12
                and Human          Support of the       Routers , Mini                                                       funds not
                                                                                 Laptops and 6
                Resources for      ICROP                Switches Fly Leads                                                   transferred
                                                                                 wireless switches
                ICROP              Interventions.       for ICROP
                                                                                 have been required
                                                        Connectivity
                                                                                 from Head-Office
                                                        Acquired 30
                                                        Notebook Computers
                                                        for ICROP
                                                        Processing
                Helpdesk,          36% of ITIL          Implemented the
                Incident           service              following disciplines:
                Management         management           Service Desk
                                   disciplines          Incident Management
                                   implemented          Problem
                                                        management
                                                        Change Management




                                                                                                                                                     63
Sub Programme    Output                Performance     Quarterly            Achievement to    Actual   Actual        Key             Action taken to
                                       indicator /     milestones           date              Budget   Expenditure   Challenges      address
                                       measure         (April-June)                           R 000                                  challenges

                 Regional ICT          Improved        Communicated
                 monthly forums        communication   the approved
                 ICT policy (not                       policies,
                 signed)               Compliance to   standards,
                                       standards,      processes
                                       policies and    and
                                       procedures      procedures
                                                       and ensure
                                                       compliance
Business         Number of             Knowledge       Provide access to    Pending on head                          Awaiting the
Intelligence /   districts             management      home-base system     office                                   response from
Information      implementing          strategy        (create shortcut)                                             National
Management       KM tool               implemented     awareness campaign
                 implemented                           conducted (Home
                                                       based & PAIA)
                 Number of Case
                 studies on key
                 projects/initiative
                 s

                 Number of
                 Communities of
                 practice (COP)
                 established




                                                                                                                                          64
Sub Programme    Output              Performance        Quarterly              Achievement to       Actual   Actual        Key              Action taken to
                                     indicator /        milestones             date                 Budget   Expenditure   Challenges       address
                                     measure            (April-June)                                R 000                                   challenges

Business         Implemented         IRC                Regional                Draft IRC manual                           Unavailability
Intelligence /   Region-Specific     Implementation     Intranet               initiated                                   of space to
Information      and       Aligned   Completed          Homepage                                                           establish the
Management       Intranet.                              populated              Eastern cape IRC                            Regional IRC
                                                        and updated            registered                                  Very poor
                                                                                                                           response
                                                        Regional               User                                        from users on
                                                        Information            Information                                 the needs
                                                        Resource               analysis completed                          analysis
                                                        Centre (IRC)
                                                        Established            IRC specifications
                                                                               completed




                 Business            Develop an         Produce Regional       Business                                    Requirements
                 Information         Integrated         Business Information   Requirements                                s of users
                 requirements        Business           requirements report    (BRS)                                       change
                 gathering 30%       Intelligence                                                                          all the time
                 complete            solution
                                     (planning &
                                     design phase):
                                     Integrated BI
                                     solution planned
                                     and designed




                                                                                                                                                 65
Sub Programme    Output             Performance        Quarterly                 Achievement to      Actual   Actual        Key            Action taken to
                                    indicator /        milestones                date                Budget   Expenditure   Challenges     address
                                    measure            (April-June)                                  R 000                                 challenges

Business         The Business       Streamlined        Produce Regional          Specification for                          Awaiting for
Intelligence /   Intelligence       Intervention       Business Information      the ICROP                                  the response
Information      System that will   Capability.        requirements report       Intelligence                               from Top
Management       assist the                                                      Completed and                              Management
                 Region with the    ICROP                                        report delivered
                 decision making    Intervention
                 with regards to    Review
                 planning ICROP     Capability.
                 Itineraries is
                 developed,
Business         Business           Accessibility on   Training on               19 Staff members                           ERP
Solution         Process            HR and financial   infrastructure and        trained                                    postponed
                 Mapping,           systems            accessibility provided
                 Development        provided
                 environment        timeously
                                    provided
                 MIS modules        National           Synchronized efforts      Contract for the                           No clear
                 available in       Standard           with National Office in   Provision of                               mandate and
                 Eastern Cape       developed          the implementation of     Support for the                            framework
                 and Free State                        the new Version of        Applications                               exist.
                 region                                MIS.                      (National)


                                                       Rollout Roadmap and
                                                       infrastructure for
                                                       implementation of the
                                                       new registry model in
                                                       place.




                                                                                                                                                66
Sub Programme    Output           Performance          Quarterly             Achievement to   Actual      Actual         Key               Action taken to
                                  indicator /          milestones            date             Budget      Expenditure    Challenges        address
                                  measure              (April-June)                           R 000                                        challenges

Business                          All Offices in the   Project Charter       The BRS have                                Modification of
Solution                          Region utilize       developed,            not yet been                                legislation has
                                  the Standard         communicated and      completed                                   taken the
                                  Process for SRD      accepted by all                                                   priority
                                  Applications         stakeholders

                                                       Signed-off Business
                                                       Rules and Systems
                                                       Requirements
                                                       Developed and
                                                       workshoped

                 Core Business    Beneficiaries                                                                          ARIS is being
                 Processes        successfully                                                                           opened to
                 mapped           enrolled                                                                               Eastern cape
                                                                                                                         USER


TOTAL FOR CoE (Compensation of Employees) personnel budget                                    4,471,878       951 757

GRAND TOTAL FOR THE PROGRAMME                                                                 4,960,478      1 091 499
(Combination of COE and Operational Budget)




                                                                                                                                                67
                PROGRAMME 7: GRANTS ADMINISTRATION

Sub-              Output              Performance Indicator              Quarterly Target                 Achievement to      Actual   Actual   Key Challenges          Proposed
Programme                                                                (Apr-Jun ‘08)                    Date                Budge    Expen                            actions to
                                                                                                                                   t   diture                           address
                                                                                                                               R’000    R’000                           challenges
Office of the     Provide Strategic   Overall management of the          Continued reduced turn           Ongoing process                       Budgetary               Bid for additional
General           Management of       following functions:               around times.                                                          constraints.            funding or reprioritize
Manager           the Branch          Operations Management.                                                                                                            operational plan
                                      Beneficiary Maintenance.                                                                                  Policy issues eg.
                                      Disability Management.                                                                                    Regulations issue
                                      Payment Management.                Improved services at pay         Ongoing process                       Budgetary               Bid for additional
                                      Customer Care.                     points.                                                                constraints.            funding or reprioritize
                                                                                                                                                                        operational plan
                                                                                                                                                Policy issues eg.
                                                                                                                                                Regulations issue
                                                                         Improved disability              Ongoing process                       Budgetary               Bid for additional
                                                                         management.                                                            constraints.            funding or reprioritize
                                                                                                                                                                        operational plan
                                                                                                                                                Policy issues eg.
                                                                                                                                                Regulations issue
                                                                         Improved customer care           Ongoing process                       Budgetary               Bid for additional
                                                                         services in offices and at pay                                         constraints.            funding or reprioritize
                                                                         points.                                                                                        operational plan
                                                                                                                                                Policy issues eg.
                                                                         Effective public educational                                           Regulations issue
                                                                         programs.
                                                                         Improved accessibility to the    Ongoing process                       Budgetary               Bid for additional
                                                                         public.                                                                constraints.            funding or reprioritize
                                                                                                                                                                        operational plan
                                                                         Continued review of grants                                             Policy issues eg.
                                                                         and data cleansing.                                                    Regulations issue

                                                                         Efficient Registry services.
                  Personnel           Prioritised posts for the Branch   Prioritisation of new posts.     In process.                           Budgetary constraints   Reprioritisation of
                  Management for      are advertised and filled.                                                                                for new posts.          vacant funded posts.
                  the Branch.

                  Reporting and       100% of Branch reports and plans   Performance agreements and       Senior Management                     Nil                     Nil
                  planning for the    are submitted timeously and        half yearly and annual           performance
                  Branch.             Performance Agreements are         Performance Assessments are      agreements have
                                      aligned to Branch Operational      signed.                          been signed.
                                      plans.




                                                                                                                                                                              68
Sub-         Output               Performance Indicator           Quarterly Target               Achievement to            Actual     Actual   Key Challenges         Proposed actions to
Programme                                                         (Apr-Jun ‘08)                  Date                     Budget    Expendit                          address challenges
                                                                                                                            R’000        ure
                                                                                                                                       R’000
             Financial            Branch budget is utilised       Monthly expenditure reports    Ongoing.                                      Budgetary              Submission has been
             Management for       efficiently.                    are compiled and controlled.                                                 constraints.           made to National
             the Branch                                                                                                                                               regarding the
                                                                  2009/2010 budget compiled                                                                           budgetary constraints.
                                                                  and aligned to operational
                                                                  plans.

                                                                  Advise and give input to the
                                                                  Budget Advisory Committee.
Operations   All Offices in 4     Develop standard Applications   100% SBP developed             Standard Procedures      2,476.5              Project Budget not     Awaiting approval and
Management   Districts in the     process based on National                                      Workshopped with                              allocated;             allocation of funding
             Region utilize       Guidelines                                                     National and                                  No clarity on the      for the Project;
             modifications on                                                                    Regions;                                      National Grants        Workshops to be
             Screening, Medical                                                                  Regulation 10(6)                              Administration         conducted with
             Reasons, and                                                                        Business Plan                                 System development     National on the SBP
             Enquiries and                                                                       developed and                                 and implementation;
             Letters to the                                                                      submitted to National;                        Implementation of
             Standard Process                                                                    Regulation 10(6)                              Regulation 10(6) and
             for Grant                                                                           Procedures                                    impending Age
             Applications                                                                        Developed                                     Equalization
                                  Develop and Sign-Off Business   Workshop with HoSS             Regulation 10(6)
                                  Rules                                                          System
                                                                                                 Workshopped
                                                                  Business Rules 100%            Regulation 10(6)
                                                                  Complete                       Business Rules
                                                                                                 completed
                                  Develop and Workshop Systems    SRS 100% Complete              Completed for
                                  Requirements                                                   Regulation 10(6) and
                                                                                                 Tested




                                                                                                                                                                           69
Sub-        Output               Performance Indicator              Quarterly Target                Achievement to           Actual     Actual   Key Challenges          Proposed actions to
Programme                                                           (Apr-Jun ‘08)                   Date                    Budget    Expendit                           address challenges
                                                                                                                              R’000        ure
                                                                                                                                         R’000
            All Offices in the   Develop standard Applications      100% SBP developed              Regional processes      1,675.8              Project Budget not      Awaiting approval and
            Region utilize the   process based on National                                          defined                                      allocated;              allocation of funding
            Standard Process     Guidelines                                                                                                      No standard National    for the Project
            for SRD              Develop and Sign-Off Business      Workshop with HoSS              WIP                                          Procedures,
            Applications         Rules                              Business Rules 100%             WIP                                          Processes, and
                                                                    Complete                                                                     Policies
                                 Develop and Workshop Systems       100% SBP developed              WIP
                                 Requirements
            All Staff are        Develop Training Manual            Research and Workshop the       Procedures for           173.6               Project Budget not      Awaiting approval and
            Trained on the                                          Manual with HoSS – Manual       Regulation 10(6)                             allocated;              allocation of funding
            Regulatory and                                          Complete                        developed                                    Clarification not yet   for the Project
            Documentation                                           Develop, Circulate, and         Manuals circulated                           provided regards the
            Requirements                                            Finalize the Training Manual    and all staff trained                        amended Regulations
                                                                    and Processes                   on Regulation 10(6)
                                                                                                    Procedures
            Implement a          Decentralized Monitoring Reports   Develop Templates and           Reporting Templates        483               Project Budget not      Awaiting approval and
            Standardized         for Office Performance are         Frequency of Reporting          Developed;                                   allocated               allocation of funding
            Monitoring and       Submitted to the Regional Office   within the Districts            WIP                                                                  for the Project
            Reporting Process
            within the Region



            Regional             Monthly Analyses of                Captured Statistics of Grants   Ongoing                 Admin.
            Monitoring and       Area/District/Region by Grant      Intake by Area/District and
            Reporting of                                            Region by Grant Type
            Operations in the                                       Captured Statistics of Grants   Ongoing
            Region                                                  Completion by Area/District
                                                                    and Region by Grant Type
                                                                    Captured Statistics of Grants   Ongoing
                                                                    Turnaround Times by
                                                                    Area/District and Region by
                                                                    Grant Type
                                                                    Analyzed Statistics of Grants   Ongoing
                                                                    Completion Rates by
                                                                    Area/District and Region by
                                                                    Grant Type, trended for MIS
                                                                    period




                                                                                                                                                                              70
Sub-        Output               Performance Indicator                 Quarterly Target                 Achievement to              Actual     Actual   Key Challenges           Proposed actions to
Programme                                                              (Apr-Jun ‘08)                    Date                       Budget    Expendit                            address challenges
                                                                                                                                     R’000        ure
                                                                                                                                                R’000
                                 Monthly National Reports              Report on the Status of          Ongoing
                                                                       Operations Management in
                                                                       the Region
                                 Exceptions Reports produced           Extracted lists of Outstanding   Ongoing
                                 Fortnightly                           Applications by Office issued
                                                                       to all Areas
                                                                       Monitoring Reports of            Ongoing
                                                                       Trended Outstanding
                                                                       Applications by District per
                                                                       age category
            Monitoring,          Analyses and Projections Reports      Analyzed Report of Variances     Ongoing, however           Admin.               Transfer Budget          Requesting
            Reporting, and       are produced Monthly                  against Budget for Grants        cannot analyze                                  Allocation and Grant     information on a
            Analyses of                                                and Expenditure per Grant        variances as base                               Numbers not              regular basis
            Transfer Payments                                          Type                             information is not                              available from
            and Projections                                                                             forthcoming from                                National
                                                                                                        National
                                                                       Analyzed Report of Variances     Ongoing
                                                                       against Projections for Grants
                                                                       and Expenditure per Grant
                                                                       Type
                                                                       Report of Adjusted               Ongoing
                                                                       Projections for Planning
            Elimination of all   Monitor Statistics, Generate          <7500 Remain                     Exceeded Targets -          504.8               Project Budget not       Awaiting approval and
            Backlogs in the      Reports and listings for Districts,                                    Reduction of 31% for                            allocated                allocation of funding
            Region               Generate trend analyses, Provide                                       all applications for the                                                 for the Project
                                 support to Districts                                                   YTD;
                                                                                                        All applications >21d
                                                                                                        reduced to 6,386 in
                                                                                                        June
            Implement the        Aged Males of 63 can apply for an     Amendments are effected to       Business Plans              388.3               Project Budget not       Awaiting approval and
            SONA and Budget      OAG                                   MIS and Tested;                  developed and                                   allocated;               allocation of funding
            Policy Changes in                                          Amendments made to the           submitted to National;                          No clarity on the date   for the Project
            the Region                                                 Training Manuals                 Changes Assessed;                               of implementation for
                                                                                                        SRS Completed and                               OAG
                                                                                                        Amendments to be
                                                                                                        Implemented on
                                                                                                        Leglislation change




                                                                                                                                                                                      71
Sub-        Output             Performance Indicator              Quarterly Target           Achievement to             Actual        Actual   Key Challenges          Proposed actions
Programme                                                         (Apr. – Jun 08)            Date                      Budget    Expenditure                           to address
                                                                                                                         R’000         R’000                           challenges
Customer    Improved           Integrated Community               Conduct situational        ICROP concept                                     Lack of participation   Joint development
Care        accessibility of   Registrations Outreach Programme   assessment and develop a   document, ICROP                                   and co-operation by     and ownership
            services           (ICROP) implemented and            comprehensive plan on      Baseline Information                              other departments       outreach programs
                               reviewed                           ICROP.                     document, Business                                and stakeholders        to ensure full
                                                                                             Plan guidelines and                               during ICROP roll-      ownership of the
                                                                                             Checklist Documents                               out.                    programs. At O.R.
                                                                                             developed, work                                                           Tambo a Service
                                                                                             shopped and                                                               Delivery Initiative
                                                                                             distributed to District                                                   between SASSA,
                                                                                             and Area Offices for                                                      Municipality and
                                                                                             utilization and                                                           various other
                                                                                             implementation on                                                         departments being
                                                                                             ICROP.                                                                    developed to ensure
                                                                                                                                                                       joint ownership of
                                                                                             Situational                                                               the program. If
                                                                                             Assessment of                                                             successful, program
                                                                                             poverty Pockets                                                           will be rolled out to
                                                                                             identified and work                                                       all other districts.
                                                                                             shopped to districts
                                                                                             for proper
                                                                                             identification of areas
                                                                                             to be prioritized
                                                                                             during ICROP.

                                                                                             Revised business
                                                                                             plans and itineraries
                                                                                             drawn by the district
                                                                                             and area offices.

                                                                                             Process of interviews
                                                                                             of all Mobile Unit
                                                                                             Operators finalized.
                                                                                             Three districts have
                                                                                             permanent drivers
                                                                                             while the rest will
                                                                                             commence in July
                                                                                             2008.

                                                                                             Successfully hosted
                                                                                             the Minister during
                                                                                             the outreach in
                                                                                             Mbizana Municipality
                                                                                             with great




                                                                                                                                                                           72
                                                                                     achievements.
                                                                                     (Statistics shown
                                                                                     below in the O.R.
                                                                                     Tambo table)

                                                                                     Rolled out ICROP in
                                                                                     the Adelaide and
                                                                                     Peddie areas as per
                                                                                     the directives of the
                                                                                     National Minister.

                                                                                     ICROP currently
                                                                                     underway at OR.
                                                                                     Tambo, Alfred Nzo,
                                                                                     Amathole, and Chris
                                                                                     Hani Districts utilizing
                                                                                     mobile units.
            Customer Care Charter                    Identified regional trainers    No progress to date.       National is
            operationalised in all 7 districts       trained and business plan                                  withholding the
                                                     developed                       Awaiting roll out of       Charter and have
                                                                                     training, although         indicated it will be
                                                                                     they have advised          rolled out once they
                                                                                     the contract has been      commence with
                                                                                     concluded with the         training.
                                                                                     service provider.
            Customer Care Standard Operating         Identified regional trainers    No progress to date.       National is
            Procedures (SOP) operationalised         trained and business plan                                  withholding the
            in all districts                         developed                       Awaiting roll out of       Charter and have
                                                                                     training, although         indicated it will be
                                                                                     they have advised          rolled out once they
                                                                                     the contract has been      commence with
                                                                                     concluded with the         training.
                                                                                     service provider.
            Quality of services assessed             Receive                         Draft implementation
                                                     Customer Care feedback on       document developed
                                                     survey, suggestion box/book     and presented to
                                                     and reports on office visits.   Management for
                                                                                     approval and
                                                                                     implementation.
Effective   MIS module rolled out in all 7           Roll out MIS in the region      MIS enquiries module        Awaiting ICT to
Customer    districts at the end of financial year   and 1 Amatole.                  currently faulty and       upgrade the MIS
relations                                                                            unable to record           enquiries module and
                                                                                     enquiries.                 can not implement
                                                                                                                the module without
                                                                                     Submissions were           the necessary
                                                                                     long made to ICT to        amendments.
                                                                                     rectify the errors and




                                                                                                                                       73
                                                                         update the system.
                                                                         As is, they are
                                                                         working on the
                                                                         system and have
                                                                         advised they will
                                                                         likely have it in July
                                                                         with the actual roll-
                                                                         out expected in
                                                                         August 2008.
Effective partnerships developed         Conduct situational             Stakeholder               Awaiting approval by
with relevant stakeholders               assessment and develop a        Engagement concept        the REM”s office for
                                         comprehensive plan towards      document is being         implementation
                                         the establishment of            finalized to serve as a
                                         Customer Collaborative          basis document to
                                         Forum                           establish these
                                                                         collaborative forums.
Help desk functions operational in       Identification and placement    Concept document          Non appointment of
all pay points and all entry points in   of help desk officials in all   on functions of all       help desks poses a
our offices.                             pay points. Continue with       help desks finalized.     major challenge.
                                         current help desk processes
                                                                         Currently other staff
                                                                         members employed
                                                                         for other functions
                                                                         are being utilized as
                                                                         help desks.

                                                                         At the Regional
                                                                         Office the unit is
                                                                         functional consisting
                                                                         of the following units,
                                                                         viz: Call Centre, Help
                                                                         Desks, Consider and
                                                                         Decide cases and
                                                                         Request for Access
                                                                         to Information Cases.
3 Customer Care Resource                 Planning and procurement        Identified the            Unavailability of
Centers operational                      for the Customer Care           Regional office and       sufficient budget may
                                         resource Centre                 O.R. Tambo and            pose as a major
                                         establishment                   NMM Office for the        problem
                                                                         launch of the pilot
                                                                         Customer Care
                                                                         Resource centers.
                                                                         Concept document
                                                                         for the launch of
                                                                         these Resource
                                                                         centers being
                                                                         finalized.




                                                                                                                           74
Sub-         Output              Key Performance Indicator           Quarterly Tartget                Key Achievements        Actual        Actual   Key Challenges           Proposed Actions
programme                                                            (April-June 08)                                          Budget   Expenditure                            to address
                                                                                                                               R’000         R’000                            challenges
Vendor       Provide effective   Contract and Vendor management      Submit inputs for the            A forum of all                                 This is a Nationally
Management   and efficient       strategy developed and              development of the contract      Regional Senior                                driven process and
             contract and        implemented.                        and vendor management            Managers of VMU                                can only depend on
             vendor                                                  strategy.                        was held on 12-14                              them for its progress.
             management                                                                               May 2008 and our
             services.                                                                                inputs were
                                                                                                      submitted, the
                                                                                                      strategy awaits the
                                                                                                      C.E.O’s approval.
             Social              Implementation of Social                                             The guidelines have
             Responsibility      Responsibility Fund guidelines.                                      been signed by CEO
             Fund                                                                                     and have been
             implemented.                                                                             circulated to all
                                                                                                      Regions with a
                                                                                                      FUNDS REQUEST
                                                                                                      PROCEDURE.
                                 Volunteer (pension                                                   Still awaiting the                             Development and
                                 committee)guidelines developed                                       approval of the                                approval of guidelines
                                 and implemented                                                      guidelines by CEO.                             is a National
                                                                                                                                                     competence.
             Standardized        Implementation of a standardized,   Submit Inputs and                The adjudication of                            All the work to be
             Contracts, SLAs     Contracts, SLA’s and monitoring     Participate in the               tender is still in                             done will be
             and monitoring      tool.                               development of contracts,        progress and we are                            determined by the
             tool developed                                          SLA’s monitoring tools.          awaiting finalization                          outcome of the
             and implemented                                                                          of same.                                       adjudication process,
                                                                                                                                                     we can only wait for
                                                                                                                                                     the technical
                                                                                                                                                     committee to give us
                                                                                                                                                     a go-ahead.
                                                                     Participate in the planning of
                                                                     phase-in and Phase-out
                                                                     Process




                                                                                                                                                                                 75
Sub-        Output              Key Performance Indicator             Quarterly Tartget             Key Achievements            Actual        Actual   Key Challenges   Proposed Actions
programme                                                             (April-June 08)                                           Budget   Expenditure                    to address
                                                                                                                                 R’000         R’000                    challenges
            Improved            Improved conditions at pay points     4 pay points to be            A pay point database
            conditions at pay   in terms of the Norms & Standards.    renovated.                    has been compiled
            points in terms                                                                         and is to be circulated
            of Norms &                                                                              to all Area Managers
            Standards.                                                                              for them to confirm
                                                                                                    their pay points and
                                                                                                    their conditions on
                                                                                                    the database



                                Negotiations with stakeholders for    5 alternative venues as pay   A move is underway
                                alternative premises for pay points   points acquired.              to combine
                                concluded.                                                          MDOLOMBA and
                                                                                                    MTYOLO pay points
                                                                                                    in a hall in MTYOLO.

                                                                                                    An investigation of a
                                                                                                    pay point at
                                                                                                    Sweetwaters has
                                                                                                    been conducted to
                                                                                                    reduce numbers at
                                                                                                    Zwelitsha pay points.

                                                                                                    A request for the
                                                                                                    creation of a pay
                                                                                                    point at Sweetwaters
                                                                                                    will be forwarded to
                                                                                                    BMU in July.

                                                                                                    We are currently
                                                                                                    negotiating with
                                                                                                    MBIZANA
                                                                                                    MUNICIPALITY for
                                                                                                    the NTLAVUKAZI pay
                                                                                                    point and the
                                                                                                    municipality has sent
                                                                                                    us a list of all
                                                                                                    community halls
                                                                                                    within its jurisdictional
                                                                                                    area which we can
                                                                                                    use as pay points. .




                                                                                                                                                                           76
Sub-        Output               Key Performance Indicator        Quarterly Tartget       Key Achievements          Actual        Actual   Key Challenges        Proposed Actions
programme                                                         (April-June 08)                                   Budget   Expenditure                         to address
                                                                                                                     R’000         R’000                         challenges
                                                                                          A meeting planned
                                                                                          with the CHIEF of
                                                                                          NYANDENI to move
                                                                                          a pay point to the
                                                                                          TRIBAL AUTHORITY
                                                                                          was held and an
                                                                                          agreement to move
                                                                                          the pay point
                                                                                          reached.

                                                                                          We successfully
                                                                                          negotiated alternative
                                                                                          pay points at
                                                                                          Mxalanga to a church
                                                                                          and at Nompumelelo
                                                                                          to a community hall.
            Provide              Monthly Analysis of management   25% of all unpaid and   The June report has                              We are experiencing
            effective and        reports                          dormant accounts are    been analysed and it                             problems with
            efficient contract                                    cleared.                has been noticed that                            addresses in the
            administration                                                                there is a constant                              former Transkei to
                                                                                          decrease in the                                  trace the
                                                                                          number of                                        beneficiaries.
                                                                                          beneficiaries paid
                                                                                          every month.

                                                                                          In the June report it
                                                                                          has also been noticed
                                                                                          that the information
                                                                                          given by CPS on late
                                                                                          payments and re-
                                                                                          schedules is not
                                                                                          adequate.

                                                                                          There were incidents
                                                                                          that happened which
                                                                                          they did not report on.

                                                                                          A pilot on the FNB
                                                                                          dormant accounts
                                                                                          has been undertaken,
                                                                                          reports were
                                                                                          compiled and same
                                                                                          forwarded to
                                                                                          FINANCE for




                                                                                                                                                                    77
Sub-        Output   Key Performance Indicator       Quarterly Tartget           Key Achievements      Actual        Actual   Key Challenges          Proposed Actions
programme                                            (April-June 08)                                   Budget   Expenditure                           to address
                                                                                                        R’000         R’000                           challenges
                                                                                 recovery and others
                                                                                 to BMU to lapse on
                                                                                 SOCPEN as the
                                                                                 beneficiaries are
                                                                                 deceased but grants
                                                                                 still active.

                     Monthly Verification of large   All Monthly large amounts                                                At the moment we
                     amounts                         Verified                                                                 have agreed with
                                                                                                                              BMU that we shall do
                                                                                                                              it after they have
                                                                                                                              done it on the system
                                                                                                                              and ensure smooth
                                                                                                                              and uniform payment
                                                                                                                              of the large amounts.
                                                                                                                              The information has
                                                                                                                              not been forthcoming
                                                                                                                              so far.




                                                                                                                                                         78
Sub-          Output                 Performance Indicator          Quarterly Target                 Achievement to Date               Actual   Actual   Key Challenges            Proposed actions to
Programme                                                           (Apr-Jun ‘08)                                                     Budget    Expen                              address challenges
                                                                                                                                        R’000   diture
                                                                                                                                                 R’000
Beneficiary   Manage and             Controlled access to the       Training in accordance with      84 users have been trained                           Users are not            All trained users should
Maintenance   maintain user          SOCPEN system                  the requirements                 on SOCPEN during the 1st                            supervised and            be allocated dedicated
              access and control                                                                     quarter of 2008/9.                                  guided when they          work stations.
              for all users                                                                                                                              start with capturing      Supervisory post be
                                                                                                                                                         after training.           prioritized for
                                                                                                                                                         Capturing errors are      immediate appointment.
                                                                                                                                                         still occurring with no   SOCPEN training
                                                                                                                                                         improvements.             should be preceded by
                                                                                                                                                                                   training on Regulations
                                                                                                                                                                                   and ICT.
              Strengthen             Effective capturing process     A document that outlines         The iternererary for district                       Delayed                    Appointment of A
              verification process                                  proper controls for SOCPEN       visit has not been fully                            replacement               system’s administrator
              within the value                                      has been finalized by            implemented due to the                              appointment of the        as a matter of urgency.
              chain                                                 national. A roll out plan will   departure of the Sysytem’s                          system administrator.     The post was advertised
                                                                    be developed and                 Administrator. A revised plan                                                 in March 2008, till to
                                                                    implemented during the           will be developed for                                                         date no short listing has
                                                                    second quarter.                  implementing the new                                                          been done.
                                                                                                     controls manual from
                                                                                                     national.




                                                                                                     .
                                     Improved data integrity        25% reduction of exception       Notification of 4100 of                              Communication             An evaluation meeting
                                                                    cases                            Disability cases with                               problems that were        was held to deal with
                                                                                                     suspicious conditions has                           identified. District      the identified
                                                                                                     been finalised. First phase of                      were not adhering to      challenges.
                                                                                                     DG Reviews has commenced                            the Project Plan and
                                                                                                     and will be concluded by the                        its methodology
                                                                                                     end of July 2008.
                                     Successful interface between   100% elimination of                3113 cases of exceptions of                        Lack of online             Resources for clearing
                                     MIS and SOCPEN                 fraudulent grant applications    conflicting gender and ID                           System interfaces         all the backlogs are
                                                                                                     number have been updated.                           with other government     limited. A business plan
                                                                                                     A CD with new data cleanup                          databases. Poor           will be drawn in July
                                                                                                     will be supplied by national                        clarification of roles    2008 targeting 10 % of
                                                                                                     not later than July 2008                            between Compliance        these backlogs.
                                                                                                                                                         and BMU.




                                                                                                                                                                                          79
Sub-          Output                 Performance Indicator            Quarterly Target                  Achievement to Date                Actual   Actual   Key Challenges             Proposed actions to
Programme                                                             (Apr-Jun ‘08)                                                       Budget    Expen                               address challenges
                                                                                                                                            R’000   diture
                                                                                                                                                     R’000
Beneficiary   Enhance service        Discrepancies relating to                                           District reports are still                           Poor cooperation by       A schedule to visit
Maintenance   delivery integrity     social grants identified                                           outstanding. Meetings were                           district in submitting     districts individually to
              through the            through data interrogation on                                      held with ALLPAY and CPS                             reports.                   obtain and discuss the
              improvement of         SOCPEN                                                             for them to assist by                                                           lists has been
              data quality                                                                              supplying us with address                                                       developed for
                                                                                                        information from their own                                                      implementation in July
                                                                                                        beneficiary files.                                                              2008.

                                     Discrepancies relating to        Un-qualifying beneficiaries        Additional 1347 cases with                           Inconsistent and           National BMU has
                                     social grants are identified     identified and removed from       conflicting gender and ID                            conflicting lists of       acquired services of a
                                     through data matching with all   the system.                       numbers have been extracted                          exceptions reports.        third party to lead the
                                     significant sources of data                                        from the DOWBOX. All the                                                        Data Cleanup project
                                                                                                        files have been checked and                                                     from national. As results
                                                                                                        could not be updated using                                                      one national list will be
                                                                                                        old records. Only addresses                                                     issued beginning of July
                                                                                                        were updated.                                                                   2008 for all regions.
                                     All beneficiaries due for        TDG backlogs;                     3 367 beneficiaries with                             Poor cooperation by         A request for a meeting
                                     reviews and life certification   Review of beneficiaries in        expired TDGs were lapsed                             SOCDEV as some             with SOCDEV has been
                                     are completed within a           institutions;                     from April – June 2008 to the                        institutions registered    forwarded with no
                                     reasonable period                50% of staff trained on           value of R3,093,181.14                               by DSD is not known        response thus far. A
                                                                      reviews and certification;        Life Certification of 58                             by SASSA. Newly            second visit to clear the
                                                                      50% of certification Project      Institutions has been finalized                      identified beneficiaries   newly transferred
                                                                      Completed;                        including PE.                                        who were transferred       beneficiaries will be
                                                                      Facilitate the appointment of                                                          from other Regions.        done in July 2008.
                                                                      staff for reviews at all levels
                                                                      (Regional, district, area and
                                                                      service offices ) -Pending
                                                                      HR processes
              Develop and            Grant payable to the right       Prevention of undue               The process of verifying                             Absence of a grant          First report on risk
              implement              person                           payments to applicants.           Large amount payment and                             administration             assessment has been
              Procedures for                                                                            forwarded to districts by VMU                        procedure manual.          development and has
              improvement of                                                                            for corrective measures is                                                      been submitted to all
              verification process                                                                      ongoing.                                                                        district and area
                                                                                                                                                                                        managers as part of the
                                                                                                                                                                                        BMU annual report of
                                                                                                                                                                                        2007/8




                                                                                                                                                                                                80
Sub-          Output             Performance Indicator      Quarterly Target               Achievement to Date          Actual    Actual   Key Challenges        Proposed actions to
Programme                                                   (Apr-Jun ‘08)                                              Budget    Expendi                         address challenges
                                                                                                                         R’000      ture
                                                                                                                                   R’000
Beneficiary   Maintain central   Fully functional central   All received files scanned       1 50 000 excel backlogs                        Server and data      BMU national has been
Maintenance   registry in the    registry                   within 5 days after receipt;   have been finalized. No                         lines problems have   requested to rope in
              region                                        All received files captured    existing backlogs except                        created MIS           SITA national to support
                                                            within 5 days after receipt;   the loose correspondence                        slowdown and at       SITA EC. No response
                                                            Interfiling, registry and      of 4,5 million for this                         times complete        has been received even
                                                            extraction of files; Conduct   quarter.                                        shutdown.             now.
                                                            impact assessment in NMM
                                                            and Cacadu.




                                                                                                                                                                        81
Sub-         Output             Performance Indicator            Quarterly Target             Achievement to Date              Actual     Actual   Key Challenges         Proposed actions to
Programme                                                        (Apr-Jun ‘08)                                                Budget    Expendit                          address challenges
                                                                                                                                R’000        ure
                                                                                                                                           R’000
Disability   Implement          Number of districts in which     Disability assessment        Disability assessment
Management   standardized       Disability assessment model is   Model implemented in all     model presented to
             assessment model   implemented                      districts                    REMANCO and revised
                                                                                              guidelines distributed to
                                                                                              doctors doing
                                                                                              assessments.


                                                                 Secure assessment sites      Assessment sites (mainly                             Some hospitals still   Meetings with district
                                                                 with DOH                     hospitals (mainly hospitals &                        resistant to SASSA     health management and
                                                                                              Community Health Centres                             and doctors too        hospitals to address the
                                                                                              (CHCs) secured regionally                            busy to do DG          problems in hospitals
                                                                                                                                                   assessments



                                                                 Recruitment of doctors for   Two recently employed at
                                                                 medical assessments          OR Tambo for Quality
                                                                                              Assurance

                                                                                              Recruitment ongoing with
                                                                                              DOH
                                                                                              Training on-site and revised
                                                                                              medical disability guidelines
                                                                                              supplied to all doctors



                                                                 Develop training plan        Ad hoc training planned for
                                                                                              new employees




                                                                                                                                                                                 82
Sub-         Output              Performance Indicator           Quarterly Target                 Achievement to Date            Actual     Actual   Key Challenges            Proposed actions to
Programme                                                        (Apr-Jun ‘08)                                                  Budget    Expendit                             address challenges
                                                                                                                                  R’000        ure
                                                                                                                                             R’000
Disability   Establish           Number of districts with        Availability of hospitals and    All hospitals, equipment                           Some hospitals and        Aggressive head
Management   partnerships with   established partnerships with   equipment available for          and personnel available to                         clinics still have        hunting for doctors
             DOH                 DOH                             SASSA                            SASSA for medical                                  severe shortage of
                                                                                                  assessment in DOH.                                 doctorst


                                                                                                 Training of DOH doctors
                                                                                                 doing doing medical
                                                                                                 assessments

                                                                                                 Recruitment of doctors                              Scarcity of doctors       Same
                                                                                                 ongoing                                             especially in rural
                                                                                                                                                     areas

             Assist BMU with     4191 medical review pilot       Medical review pilot             All districts reviewed                             In some districts e.g     Continue engagement
             the review of       completed                       completed in June 2008           identified beneficiaries                           the METROs ,              with DOH on medical
             Permanent DGs                                                                                                                           Amathole and NMM          assessments and
                                                                                                                                                     many people were          reviews.
                                                                                                                                                     difficult to trace.

                                                                                                                                                     Poor communication        Meeting s on review
                                                                                                                                                     between the               Challenges held and
                                                                                                                                                     regional office,          tracing continuing
                                                                                                                                                     districts, area offices
                                                                                                                                                     and unclean data,
             Medical             Number of districts             Roll out of Assessment tool      EC assessment tool still in                        HAT not yet               Continue assisting head
             Assessment Tool     assessment tool implemented     in all districts                 use nationally                                     adopted by Head           Office in the ratification
             implemented                                                                                                                             Office and DOH            of assessment tool

             Reduction of        Districts with eliminated       Elimination of medical           OR Tambo backlog                                   Many applicants in        Community education
             medical             medical assessment backlogs.    assessment backlogs.             eliminated during the last                         backlog not               on DG eligibility
             assessment                                                                           days of reviews                                    qualifying for DG
             backlogs




                                                                                                                                                                                       83
Sub-         Output              Performance Indicator    Quarterly Target          Achievement to Date        Actual        Actual   Key Challenges        Proposed actions to
Programme                                                 (Apr-Jun ‘08)                                       Budget    Expenditure                         address challenges
                                                                                                                R’000         R’000

Disability                                                Develop strategies to     Grahamstown backlog                               Dependence on         Recruitment of doctors
Management                                                deal with the backlogs in eliminated 359                                    DOH for medical       through DOH for
                                                          the districts.            assessed by DOH and                               assessments and       medical assessments in
                                                                                    SASSA doctors                                     scarcity of           DOH facilities
                                                                                                                                      doctors to do DGs

                                                                                   Negotiations with DOH
                                                                                   hospital management
                                                                                   on medical
                                                                                   assessments in
                                                                                   hospitals and CHCs
                                                                                   ongoing


             Community           Number of outreach       At least one outreach     Each district                                     Different districts   Costomer Care Unit to
             education on        programmes attended.     programme attended per    conducting its own                                staging own           co-ordinate ICROP
             disability grants   Disability Information   district per year         ICROP for access to                               outreach              activities timeously to
                                 pamphlets distributed                              remote areas                                      programmes while      allow doctors to
                                                                                                                                      the few SASSA         reschedule since the
                                                                                                                                      medical officers      reviews are an ongoing
                                                                                                                                      are busy with         project.
                                                                                                                                      reviews
TOTAL FOR CoE (Compensation of Employees) personnel budget                                                 22,296,446    5 981 644

GRAND TOTAL FOR THE PROGRAMME                                                                              25,316,446   14 571 587
(Combination of COE and Operational Budget)




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