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					CORPORATE SERVICES

                     25 May 2007 - Presentation to Select Committee




                     Presentation by
                         COO
                      25 May 2007

                                                                 1
      CORPORATE SERVICES

                              25 May 2007 - Presentation to Select Committee

This presentation will provide a brief overview of:

• Corporate Services

  •   Finance
  •   Budget, Supply Chain Management & Monies in Trust
  •   ISM
  •   HR
  •   PEC




                                                                          2
  CORPORATE SERVICES

                                                25 May 2007 - Presentation to Select Committee

                                                       Ministry




                                                    Office of the
                                                  Director General
                                                    and the COO


   NPA




Court                                  Legislation           Litigation Unit         State Law        Justice
                      Masters           Drafting                                     Advisors         College
services:                             Constitutional
                                      Development



            Regional Offices : One per Province                    Corporate Services : HR / ISM / PEC / CFO




                                                                                                                3
          CORPORATE SERVICES

                                                   25 May 2007 - Presentation to Select Committee
Corporate Services
OFFICE OF THE CHIEF FINANCIAL OFFICER

Achievements
                No audit qualification on Vote account for 2003/04 and 2004/05
                Financial Capacity Building Programmes
                Standardised Financial Management Business Processes
                Monies in Trust (MMT) Public Private Partnership (PPP)
                Establishing a Legislative and Policy Costing Unit
                Unqualified audit reports on Presidents Fund

Challenges & action steps
                Qualified audit report on Vote account for 2005/06 based on Monies in Trust financial management – Audit
                 action plan developed and progress monitored by Audit Committee on a quarterly basis
                Transition from cash basis accounting to modified cash basis of accounting – Training programme implemented
                 and Integrated Financial Management System being developed by National Treasury
                Disclaimed audit opinions on Monies in Trust accounts and Guardians’ Fund (see next slides)
                Vacancies in Supply Chain Management Unit
                Supply Chain Management and Asset Management – Action plan being developed for implementation 1 April
                 2007
                Budget Management – Budget Coaching and Analysis, Quarterly Budget Review meetings; Virement in
                 compliance with PFMA
                Financial Reporting Framework in terms of the Organisational Redesign Process – Monitoring of Regulatory
                 Compliance (NOC reports)

Key MTSF performance indicator: No audit qualification



                                                                                                                           4
         CORPORATE SERVICES

                                                 25 May 2007 - Presentation to Select Committee
Corporate Services
OFFICE OF THE CHIEF FINANCIAL OFFICER (cont) – Monies in Trust Public
     Private Partnership

Achievements
              Preparation of financial statements for 2005/06
              Issue of Request for Proposal (RFP) for Management of Monies in Trust Public Private Partnership on 6
               October 2006
              Receipt of bids from four consortiums on 5 February 2007
              Maintenance paid by Electronic Funds Transfer to 21 138 beneficiaries at 118 courts as at 30 April 2007 (R35
               m)

Challenges & action steps:
              Evaluation of bids received
              Negotiations with selected bidder/s
              Signing of agreement with selected bidder
              Development and pilot of new operating model
              Implementation of new operating model


Key MTSF performance indicator: No audit qualification in the medium to long term




                                                                                                                              5
         CORPORATE SERVICES

                                              25 May 2007 - Presentation to Select Committee
Corporate Services
OFFICE OF THE CHIEF FINANCIAL OFFICER (cont) – Guardians’ Fund
     Accounting Turnaround Project

Achievements
•        Injected high caliber professional financial / accounting expertise to assess and formulate a
         comprehensive master plan to elevate financial / accounting environment

Challenges & action steps
•        The Auditor General has failed to express an opinion on the financial affairs of the Guardian’s Fund
         for the year ended 31 March 2005/6 - Formulated strategies to render assistance to the Guardians’
         Fund
•        The need to produce more sophisticated financial statements in accordance with GAAP - Extensive
         consultation and collaboration with other stakeholders will be is underway , including the Auditor
         General, Treasury department, Internal Auditors, PIC and SARS
•        An imminent collapse of reporting ability as a result of a manual operating environment coupled with
         an escalating level of activity as a result of macro factors – Automation of Masters Offices


Key MTSF performance indicator:
•      The implementation of a sustainable and reliable financial accounting environment
•      The production of GAAP compliant unqualified Financial Statements on the activities of the
       Guardian’s Funds



                                                                                                                6
       CORPORATE SERVICES

                                                  25 May 2007 - Presentation to Select Committee
Corporate Services
ISM
2006/2007         Achievements
           The roll out of basic ICT infrastructure and services through the DNS IIII project -bringing the total number of
            sites networked to date to 529. This constitutes 94% of the sites country-wide
           The roll out of the E-Scheduler Solution (First Modules of Integrated Case Management Solution) to 425
            sites as at end of February 2007:
                 Western Cape - 54 out of 46
                 North West – 33 out of 34
                 Northern Cape – 35 out of 35
                 Mpumalanga – 36 out 36
                 Limpopoo – 37 out of 37
                 Kwa-Zulu Natal – 60 out of 80
                 Gauteng – 37 out of 44
                 Eastern Cape 80 out of 84
                 Free State – 53 out of 66


           The development of the Scanning Solution and the integration thereof into the Integrated Case
            Management Solution. This roll out of this module of the Integrated Case Management Solution is
            scheduled to kick off in the new financial year.
           The development of Phase I of the IADE solution comprising of the registration of Estates



                                                                                                                               7
       CORPORATE SERVICES

                                        25 May 2007 - Presentation to Select Committee
Corporate Services
ISM
2006/2007        Achievements (contd)

           The incorporation of the E-Scheduler statistics into the Justice Management
            Solution (JMIS). The system will be rolled out during the new financial year.


           JDAS roll-out (16 sites):


               North West - pilot site + 4 sites
               Gauteng – 2 sites (JDAS 3 migration)
               KZN – 2 sites (JDAS 3 migration)
               Northern Cape – 6 sites
               Western Cape – 1 site (JDAS 3 migration)




                                                                                            8
     CORPORATE SERVICES

                                       25 May 2007 - Presentation to Select Committee

                                2007/2008 Action Plan
Continuation of JDAS deployment
ICMS phase 1 deployment continuation (E-Scheduler)
Deployment of JMIS
Desktop renewal project
Enhancements to Track and Trace
Deployment of scanning solution
Deployment of IADE phase 1
Development of IADE phase 2
Migration of CPS to E-Scheduler
Continuation of JDAS v3 to JDAS v4 migration
Development of Justice Payment Gateway
Development and deployment of Bail Anywhere
Integration of E-Scheduler to CAS (SAPS)




                                                                                   9
    CORPORATE SERVICES

                                25 May 2007 - Presentation to Select Committee
Corporate Services
     ISM (cont.)
    Challenges and Action Steps
       The lack of capacity and the finalization of the ISM Structure
       Lack of capacity in courts for implementation
       The ability of the service providers to develop solutions in the given
        timeframes
       Delays in the procurement processes resulting in planned times to kick of
        projects slipping




                                                                                10
   CORPORATE SERVICES

                              25 May 2007 - Presentation to Select Committee


Organisational Efficiency                                      Human Capital
                                                               Development

                              DOJ HCM Strategy                    • Performance and Career
      • HR Automation
      • Back office Support     (3 Pronged)                         Management
      • Business processes                                        • Learnerships and
                                                                    internships
                                                                  • Skills programs



                                  Organisational
                                  Development
                              • Organisational design
                              • Change management
                              • Organisational restructuring
                              • Employment relations
                              • Management & leadership practices
                              • Employee wellness
                              • Talent Sourcing and succession planning

                                                                                         11
            CORPORATE SERVICES

                                                        25 May 2007 - Presentation to Select Committee
                           DEPARTMENT OF JUSTICE AND CONSTITUTIONAL DEVELOPMENT
                            WORKFORCE PROFILE: SENIOR MANAGEMENT SERVICE (SMS)
                                                    AS AT 31 MARCH 2007

                                                Male                                   Female

 Occupational Categories                                                                                         TOTAL
                               African   Coloured      Indian   White     African   Coloured    Indian   White

                                 1          -            -        -          -         -          -        -       1
Director General

                                 1          -            -        -          -         -          -        -       1
Chief Operations Officer

                                 1          2            1        1         2          -          -        -       7
Deputy Director General

                                 18         2            2        7         10         2          2        4      47
Chief Directors

                                 33         5            9       45         32         5          6       13      148
Directors


                                 54         9           12       53         44         7          8       17      204
TOTAL




                                                                                                                         12
        CORPORATE SERVICES

                                   25 May 2007 - Presentation to Select Committee

                  Departmental Staffing Profile as at 31 Jan 2007

Region                       No of Posts         Head Count           Vacancies
Eastern Cape                           2004                    1705                299
Gauteng                                2589                    2361                228
Mpumalanga                                 783                  724                 59
National Office                        2749                    2243                506
Free State                             1009                     986                 23
Kwazulu Natal                          2006                    1828                178
Northern Cape                              403                  364                 39
Western Cape                           1321                    1271                 50
Limpopo                                1274                    1201                 73
North West                                 993                  759                234
Total                                 15131                   13442               1689



                                                                                         13
  CORPORATE SERVICES

                       25 May 2007 - Presentation to Select Committee

Vacancies
• The current staff establishment population rate is
  currently @ 88,8% [13442] [filled positions]
• The vacancy rate is therefore 11,2% [1689]
• Post advertisement on average per month:[+/- 300]
• Average Exit per month: [50]
• Turn around time for filling posts is 3-4 months [due
  to compliance to PSR e.g. Job Evaluation & posting
  of adverts, notice periods, competency tests]
• Strategies to improve turn around time:
  - on time HR notification on resignation
  - automation of recruitment process



                                                                   14
     CORPORATE SERVICES

                                 25 May 2007 - Presentation to Select Committee
Corporate Services
HUMAN RESOURCES
      Achievements cont….

        DOJ Establishment
          • The DOJ establishment has grown with 7,21% in that 1017 posts were
            created in 2006/7. The improvement to the enhance capacity in the
            staff establishment ensured that the Department is able to respond
            positively to Legislative imperatives as well as population growth.

           • The Department was able to source requisite and competent staff in
             support of the above. Our recruitment drives were successful in
             sourcing the following staff to capacitate our Courts:
                            –   Court Stenographers 1781
                            –   E-scheduler Clerks 345 (Case flow management)
                            –   Court Managers 215
                            –   Senior and Family Councillors 100
                            –   Maintenance investigators 142
                            –   Maintenance officers 85


                                                                                  15
 CORPORATE SERVICES

                      25 May 2007 - Presentation to Select Committee

Compliance
• 90% of SMS have declared financial
  interest;
• 90% performance agreements signed;
• Promoting a Culture of Performance
  management;
• Submission of WSP & EE report to Labour
  Dept.

                                                                  16
   CORPORATE SERVICES

                            25 May 2007 - Presentation to Select Committee

Corporate Services
Human Resources
Achievement cont……

Employment Equity
• Employment Equity Plan signed and displayed in the
  department
• Employment Equity report submitted to the Department
  of Labour
• Reasonable accommodation provided for employment of
  people with disabilities e.g
    5 Personal assistant for employees with visual impairments
    Assistives for employees with visual impairments
    Sign language training for court interpreters in Gauteng - Pilot
     project that will be rolled out when funds become available.

                                                                        17
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                                                                                                                               25 May 2007 - Presentation to Select Committee
         CORPORATE SERVICES

                                                 25 May 2007 - Presentation to Select Committee

                                      Current Disciplinary Matters: Branch

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                                                                                                                  19
            CORPORATE SERVICES

                                                          25 May 2007 - Presentation to Select Committee

                                            Current Disciplinary Matters: Region


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                                                                                                       20
 CORPORATE SERVICES

                         25 May 2007 - Presentation to Select Committee


HR Projects – 2007/2008 Financial Year
 • Recruitment Improvement Plan

 • Comprehensive Organizational Re-Design

 • Competency Modelling

 • Job Profiling, Job Analysis & Job Evaluation

 • Skills Auditing

 • Developing Human Capital Plan


                                                                     21
   CORPORATE SERVICES

                          25 May 2007 - Presentation to Select Committee
 HR 2007/8 : Project 1
 Recruitment Improvement Plan

• Implementation of the Target Selection Tool

• Fast tracking recruitment:
    Outsourcing of Response Handling
    Automation of the recruitment

• Devolve Recruitment to Regions
    speed up recruitment
    Conduct workshops on national guidelines


                                    Budgeted for: R 2,5 million
                                                                      22
  CORPORATE SERVICES

                             25 May 2007 - Presentation to Select Committee

HR 2007/8 : Project 2
Comprehensive Organizational Re-Design
 Review existing organizational structure:

 •   Identify key functions in the organisation
 •   Identify geographical spread of the organisation
 •   Identify key reporting relationships
 •   Identify spans of control
 •   Identify number of positions
 •   Identify number of employees per process area on the structure
 •   Identify advantages/benefits/best practice to retain.

     This project will mainly focus new court structures following the
     Re Aga Boswa project


                                        Budgeted for: R 1,5 million
                                                                         23
      CORPORATE SERVICES

                                    25 May 2007 - Presentation to Select Committee
    HR 2007/8 : Project 3
    Competency Modelling

Assess and Develop
• This will embark on different approaches such as employee, manager,
  focus groups and one-on-one interviews to collect data.

•    This stage will comprise of the following activities:
      –   Analyse the Department’s proposed organisation structure and key areas
      –   Conduct one-on-one interviews or facilitate focus group sessions;
      –   Assess the existing competency model, if any
      –   Modify or create an ideal model; and
      –   Compile data, draft and present the findings report and a competency model.

•    The Deliverables for this stage are:
      – Competency Model
      – Findings Report


                                                 Budgeted for: R 1,5 million
                                                                                        24
  CORPORATE SERVICES

                           25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 4
Job Profiling, Job Analysis & Job Evaluation



                Conducting scientific job analysis

         to determine the right levels of remunerations

                        and scoping thereof.


  This involves over 600 job classes for the entire department



                                     Budgeted for: R 2,5 million
                                                                       25
      CORPORATE SERVICES

                                  25 May 2007 - Presentation to Select Committee
    HR 2007/8 : Project 5
    Skills Auditing

Key activities will include the following:

•    Review the strategic plan and determine its implications for skills required
     by the company. Key stakeholders will be engaged to agree the
     implications of the strategic plan;

•    Review the skills profile, especially as it relates to the new strategic
     objectives. The output of this analysis will form the basis for the design of a
     Workplace Skills Development Plan;

•    Design and disseminate the skills audit questionnaire to employees, relying
     on the Skills Audit Network to ensure common understanding of the
     questionnaire and their completion;

•    Analyze the responses from the skills audit questionnaire

                                                Budgeted for: R 3 million
                                                                                       26
  CORPORATE SERVICES

                       25 May 2007 - Presentation to Select Committee
 HR 2007/8 : Project 7
 Fast-tracking of Disciplinary Cases

• Appointment of part-time commissioners

• Training of Investigating/Presiding officers

• Out-sourcing of SMS members cases to external
  parties

• Pre-dismissal arbitration system


                                  Budgeted for: R 2 million
                                                                   27
      CORPORATE SERVICES

                               25 May 2007 - Presentation to Select Committee
    HR 2007/8 : Project 6
    Developing Human Capital Plan

•    The department hopes to scientifically determine the current and
     future needs [demands] of the key, core and scares skills required to
     deliver on its mandate and strategic objectives.

•    Through the same analysis, we will further determine the magnitude of
     Supply of these required Skills, Qualifications and the requisite
     Knowledge Economy Development relevant to our environment.

•    Some high level Supply interventions will include interaction with
     University Schools of Law, Law Societies, The Bar Councils, targeted
     Training & Development, International Internship Placement programs,
     etc



                                           Budgeted for: R 2 million
                                                                             28
    CORPORATE SERVICES

                                   25 May 2007 - Presentation to Select Committee
HR 2007/8 : Project 8
Enhancing a Learning Organization
(Learning & Development)
•    Learner-ships:
     court interpreters; court management; para-legal;

•    Internships:
     Per branches’ competency framework

•    Skills Programs:
     supervisory management development; Legal Interpreting and sign language
     interpreting

•    Continuous Professional Development:
     Legislative drafting; Maritime Law; International Trade Law; Commercial and
     Constitutional Litigation; Family Law; Civil litigation; Commercial Law;

•    Other skills programs:
     Customer Relations Management - front line staff in courts;

                                                 Budgeted for: R 2 million         29
      CORPORATE SERVICES

                                    25 May 2007 - Presentation to Select Committee
    HR 2007/8 : Project 6
    Employee Wellness Program

•    Employee assistance programme for all employees in all regions

•    Trauma counselling as and when needed

•    Preventative programmes e.g. alcohol abuse, financial counselling, etc.

•    Training of peer counsellors for HIV/AIDS

•    HIV Prevalent studies

•    Stress management

•    KAP (knowledge, attitudes and practice) studies

•    Comprehensive psycho, social, physical and mental programme.

                                                   Budgeted for: R 6 million
                                                                                30
   CORPORATE SERVICES

                           25 May 2007 - Presentation to Select Committee
 HR 2007/8 : Project 6
 Performance Management Training

• Had low percentages of SMS’s with performance agreements

• Moved to over 90% of SMS’s with performance agreements in
  2006/08

• Train all staff on the departmental performance management policy

• Train all employees performance management soft skills

• Train managers and supervisors on how to give feedback and how
  to rate employees



                                      Budgeted for: R 4 million
                                                                       31
        CORPORATE SERVICES

                                       25 May 2007 - Presentation to Select Committee
Corporate Services
Public Education and Communication (PEC)
Deliverable
•       Outreach programmes
        1. Rolling-out of Operation Isondlo
        2. Community education on Victim's Charter and Equality Courts, maintenance,
        domestic violence, the Constitution
        3. Participation in various Justice services fairs
        4. Production of Justice newsletter
•       Production of various annual reports and other publicity materials on justice related
        topics
•       Web and intranet management
•       Marketing departmental services at national exhibitions such as the Pretoria and Rand
        Show
•       Management of departmental events and conferences, such as major Legal Services
        Sector Charter consultative workshops, Gender Justice Conference, the IT Highway
        Launch
         violence Against women and children
•       Media Services, including monitoring and evaluation, media advertisements media
        liaison and responding to media enquiries
•       Internal communication on Batho Pele principles
•       Translation and editing services

                                                                                                32
        CORPORATE SERVICES

                                        25 May 2007 - Presentation to Select Committee
Corporate Services
Public Education and Communication (PEC)
Possible challenges & anticipated action steps
•      Strengthening the capacity of the Chief Directorate by filling vacancies, creation of
       additional posts where necessary and training of current staff
•      Review of the PEC structure and placing of staff according to capabilities
•      Acquire additional for goods and services to fund communication projects.
•      Fostering existing relationships with members of the media
•      Strengthening internal communication especially with top management by setting
       regular meetings.
•      Setting up of a functional News Room through training and recruiting suitable staff
•      Inter-branch co-operation through regular meetings
•      Development of a feedback mechanism guiding communication strategy


Key MTSF performance indicator:
•     More positive media coverage and better relationships with the media
•     Informed communities in terms of Justice services
•     The production of attractive and informative communication materials
•     Confident and informed employees

                                                                                               33
     CORPORATE SERVICES

                             25 May 2007 - Presentation to Select Committee
Corporate Services

  Public Education and Communication (PEC)
  Programmes for 2007/08
  •     Continuation of operation Isondlo
  •     Continuation of awareness on Victim’s Charter
  •     Promotion of Masters Services – Operation Sesifikile
  •     365 Days of No Violence against Women and Children
  •     Creating awareness on the Constitution and Human Rights
  •     Batho Pele campaign
  •     Izimbizo
  •     Participation in National exhibitions and Service Fairs
  •     The promotion of previously disadvantaged languages internally
  •     Redevelopment of the website


                                                                         34
CORPORATE SERVICES

                     25 May 2007 - Presentation to Select Committee




                                                                 35

				
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