1 PRESENTATION FOR THE PORTFOLIO COMMITTEE WORKSHOP Presented by: Acting CDC: Central Services.

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PRESENTATION FOR THE PORTFOLIO COMMITTEE WORKSHOP

Presented by: Acting CDC: Central Services

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Strategic Objective – Central Services

• To ensure effective, legally sound, policy compliant and corruption free management of Correctional Services; and effective knowledge management through improved communication, information management systems and information and communication technology solutions and services in order to ensure information driven decision making.

• To realise this objective Central Services has the following chief directorates:

– Government Information Technology Office (GITO);

– Legal and Special Operations (LSO);

– Policy Coordination and Research (PCR);

– Inter-Governmental Relations (IGR); and

– Communication (Comm).

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CDC

DC: GITODC: LSO

(V)DC: PCR DC: IGR DC: COMM

DIR: CRM(V)

DIR: SD

DIR: LS

DIR: CE

DIR: PPC

DIR: IM

DIR: RESEARCH

DIR: IR

DIR: CPL

DIR: IC&MP

DIR: PESR&MS

DIR: M&PDIR: DIU

CENTRAL SERVICES STRUCTURE

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RISKS MANAGED BY CHIEF DIRECTORATE

Management of litigation Chairpersons & initiators not complying with disciplinary codes. Fraud Prevention & Corruption Corruption prevention

THE ROLE OF THE CHIEF DIRECTORATE: LSOTHE ROLE OF THE CHIEF DIRECTORATE: LSO

Provide legal support to the Department.

Investigate Corruption, Fraud, Theft and serious maladministration (in terms of section 95 of the Correctional Services Act 111 of1998)

Enforcement of Disciplinary Code (in terms of section 95 of the Correctional Services Act 111 of 1998)

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THE ROLE OF THE CHIEF DIRECTORATE: GITO

• Implementation of Master Information Systems Plan (MISP)

• Support the department’s IT Infrastructural needs

• Support in implementing actions of the integrated Technology Strategy

• Implement Open Source Software (OSS) Initiatives

RISKS MANAGED BY CHIEF DIRECTORATE

• Lack of back up power system.

• Unstable SITA networks

• Compromising of IT Security

• Inadequate basic IT Infrastructure

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Key Projects: GITO

• Master Information Systems Plan (MISP) Implementation:

– Remand Detainee and Offender Management System (RDOMS)

– Project Phetogo - Integrated Corporate Services System (ICSS)

– Cluster & Parliamentary Liaison Management System (CPLMS)

– National Contact Centre (NCC)

– Electronic Document & Records Management System EDRMS

– Project Lesedi – Integrated Legal System

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Challenges - GITO

• Quality of service SITA network

• High Pricing on services from SITA

• Inadequate budget allocations

• High reliance on SITA to source and pay consultants

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THE ROLE OF THE CHIEF DIRECTORATE: PCR

• DIRECTORATE POLICY AND PROCEDURE COORDINATION :• Overall coordination of policy and procedure development and alignment,

policy & procedure audit, provision of support and assistance to branches, capacity building in policy development, review, analysis, implementation and monitoring.

• 1 DIR, 2 DDs (Policy Alignment & Policy Coordination)

• DIRECTORATE RESEARCH: • Determine research needs/agenda, promote partnership, support to

branches, commission research, manage partnership research dissemination of findings, capacity building and process research applications

• DIRECTORATE INFORMATION MANAGEMENT:• Determine information needs, promote access, utilization of information,

promote availability of accurate & comprehensive information, promotion of public access to information (PAIA), records management and resource centre management .

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POLICY COORDINATION AND RESEARCH: PROJECTS

PPC:• Training in policy development, implementation and monitoring: senior

and CoE managers trained in 2007/2008 FY

• Policy development & alignment with White Paper & other prescripts: Coordination of completion of all policies and procedures- challenge delay in finalization of policies & procedures by some branches. Quarterly audit report released

• Development of corporate dictionary completed

• Development of policy implementation and monitoring framework completed

• Policy debates – policy and research forum• Repealing of Orders: process commenced

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IM

• File Plan: approved by NA

• Records management audit and compilation of records destruction register: final phase

• PAIA : DIOs trained, Section 14 Manual reviewed, website created & reports to DoJCD and SAHRC

• EDRMS-Electronic document & records management system: service provider appointed, clean-up project started in pilot sites.

• Data integrity : HoCC system, data audit and training : improvement in data integrity.

• MIS awareness: utilization and access

• Information Plan: determining information needs of branches and regions a challenge: user forum difficult to convene due to unavailability of managers.


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Resource centre: Relocation of head office library with DPW support commenced

• Libraries in regions: task team set, structures identified.• Partnership established with National Library for the Blind & material

provided for DCS• Policy & procedure being finalised• Need for integrated resource centre services for staff & offenders

RESEARCHREC: Quarterly meetings, approval of research applications( academic &

institutional projects), Monitor partnership projects • IJSRCC: DCs coordinates IJS research activities to lay foundation for

cluster research( protocol for information sharing, audit of research capacity in depts. & development of cluster research database). Quarterly IJSRCC meetings & reports to DEV. COMM. SAPS and NPA research capacity audited, protoclo presented to DEV. COMM


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• Re-offending: best practice report presented to Dev. Comm. Testing of measurement of re-offenders using information from CRC (SAPS)

• Monitoring of Act: DCS/OSF/UWC project: to develop monitoring tool, in third year, field work completed, data analysed, institutionalization of project.

• Parole Board evaluative research: in planning phase

• Other projects: Organisational culture data collection started, TB screening in JHB continuing, Child killings by Presidency completed. ARV project in Baragwanath Hospital


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Challenges and risks - PCR

• Lack of capacity to conduct research• Inadequate budget for research• Research not meeting strategic needs of DCS• Managing partnership research • Business responsibility in information management (data integrity)• Lack of staff, current structure has no PAIA posts, only one person for the

Information resource centre• Lack of skills in IM- business analysis• Policy & procedure completion delay

Risks managed by PCR• Lack of comprehensive and accurate data

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THE ROLE OF THE CHIEF DIRECTORATE: IGR

• Consolidation of DCS involvement in South African Development Committee (SADC) and multilateral processes.

– Develop strategies, policies and procedures for engagements in Bilateral relations on the African continent and at the International level.

– Identify relevant international organisations and develop relations with them.

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• Consolidate bilateral relations on the African Continent and participate in Post-Conflict Reconstruction and Development (PCRD)

– Identify areas of delivery in signed bilaterals and monitor progress on them.

– Identify post-conflict areas and develop strategy for engagement.

– Convene workshop for senior DCS officials on IR engagements


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• Promote the active and effective participation of DCS in delivery on Justice, Crime Prevention and Safety (JCPS) priorities.

– Identify senior officials to represent DCS in JCPS and Social Sector

– Submit reports to Commissioner on delivery by DCS

• Enhance compliance with Parliamentary deadlines and improved quality in answering Parliamentary Questions and presentations.


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– Co-ordinate oversight visits. Accompany Parliamentary Committees on oversight visits.

– Management of Parliamentary Questions and presentations

• Coordinate work and tasks identified re Chapter Nine Institutions, Institutions supporting democracy and institutions responsible for oversight of DCS

– Co-ordinate responses to questions that relate to regions and management areas. Obtain and analyse reports emanating from these bodies


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IGR Key Projects

• Setting up of the ACSA Secretariat

• Effective participation in SADC PSSC

• Joint SADC Corrections HR Development and Training

• Joint DCS/UNISA Sudan Prisons Cooperation

• Joint DCS/UNISA Training of Zambian Parole Board officials

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IGR Key Projects

• Meeting of ACSA Heads of Corrections

• Mainstreaming Corrections in Local and Provincial Government level.

• Implementation of Operation Masibambisane

• Implementation of the electronic Cluster and Parliamentary Liaison Management System (CPLMS)

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IGR Risks

• Unplanned International Trips

• Long Approval Route List

• Unnecessarily Big Delegations for Trips

• Structural Misalignment of IGR

• Location of Chief Directorate

• Integrity of Information for the GPOA

• Information for GPOA not provided on time

• Implementation of Operation Masibambisane

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IGR Successes

• ACSA Launch

• Hosting of the Inaugural MINCAC

• Country coordination of the UNCCPCJ

• Setting up of SADC Corrections/Prisons Sub-Sub

• SUDAN Prisons Officials training

• Trip to UK and Denmark – Sourcing International Best Practice, 7 Days Establishment

• Improved Presentation of the GPOA

• Timely Response to Parliamentary Questions

• Development of CPL Management System (CPLMS)

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• Develop and deliver on DCS Communication Strategy.

– Develop and facilitate implementation of DCS overarching communications strategy.

– Develop and coordinate implementation of project based communication strategies in consultation with project leaders of strategic priority projects.

– Coordinate organisation of the Corrections Week, mobilise all sectors for participation and optimise communication internally and externally.

THE ROLE OF THE CHIEF DIRECTORATE: COMMUNICATION

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– Develop and implement DCS Budget Vote speech comm. strategy incl. of viewing on big screens, reg & MA izimbizo, discussions and Publish in various print, broadcasts and e-communication forms (internet, intranet, DVDs etc.).

– Intensify internal communication with staff & offenders – with izimbizo, SA Corrections.

– Develop and implement Media strategy (multi-year with yearly Programme of Action (POA))


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– Drive Good News Generation Campaign implementation (should focus on enhancing the mandate of DCS)

– Multi-pronged media relations management targeting individual & forums

– Develop a stakeholder relations strategy with a programme of action for adoption and implementation

– Develop an integrated Marketing & Comm. Strategy, consultation and rollout with specific funding


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– Facilitate establishment and effective management of a National Contact Centre

• Deliver on DCS signage and branding

– Facilitate the DCS signage in regions and ensure adherence to Corporate ID manual. Quarterly reporting on the delivery.

– Build and effectively participate in various marketing and advertising forums established by Government Communication and Information Systems (GCIS) and by DCS.


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• Deliver on DCS Corporate ID Strategy

– Enhanced professionalism in management of DCS events and protocol services to Apex leadership of DCS


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Key projects - Comm.

Internal Communication strategy for officials and offenders inclusive of: SA Corrections – still bi-monthly DCS TV and Radio concept OSD and 7-day establishment Organisational Culture Survey

Towards SA Corrections Association (making stakeholders’ JTT work) Media strategy development and rollout (issue management notes)

Good news Generation & institutionalised media relations Image Turn around Campaign

Familiarity campaign (essentially an IC & media programme) Corrections Contact Centre (internal & external launch) Upgrading of the website and enhance other e-marketing platforms Payoff line campaign Branding campaign / signage

Key campaigns include: Budget Vote Speech (evaluation report) Corrections Week (incl. Africa Corrections/prisons Day) Operation Vala campaign Government Izimbizo

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Successes – Comm.

• Communication strategy framework adopted and used.• Key supporter of all branches’ events and projects: ACSA, CEA, National

Events, budget vote speech, writing of speeches, etc.• Finalised Image Turn Around Campaign strategy - approved• SA Corrections: reliably published.• Corrections Week: Successfully organised.• Operation Vala: received great publicity and continues to improve• Celebration of 15 Years of Freedom - media campaign incl. supplement and

ALS of SABC in Mar 2009. • Production of video and print products on/for all major projects/events• Exhibitions in national/provincial shows winning platinum and gold medals:

Rand / Pretoria / Royal / Rustenburg Shows etc.

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Challenges and risks – Comm.

Challenge/risk Intervention

Serious budgetary constraints

Submission of a bid for appropriate financing of the IMAGE TURN AROUND CAMPAIGN approved by the EMC in February 2009.

• Exploring alternative financing incl. bill boards in strategic centres

• Partnering with stakeholders to share and reduce costs• Cost cutting measures and decentralise funding for

communication campaign

HR capacity challenges

Request part lifting of moratorium to fill certain critical vacancies including the Web ManagerTraining of existing personnel and tightening the PMDS system through short courses and deployments for exposure visits. Identify funded & critical vacancies – Ensure communication budget improved

Effective coordination within DCS

A structure led by the Chief of Staff with DM’s office, National Commissioner, OMS and Communications will help better manage itineraries as communication tools.

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Current (Original) Budget: Legal & Special Operations

Responsibility Compensation of Employees

Goods & Services

Machinery & Equipments

Communication Services

DC: LSO R1 100 000 R200 000 R15 000 R3 500

Dir: LS R4 202 000 R13 505,700 - R2 000

Dir: DIU R4 890 000 R224 060 R78 900 R2 000

Dir: CE R2 396 000 R183 600 R68 000 R2 000

Actual Budget: Legal & Special Operations


Goods & Services



DC: LSO R94 760.77 R129 383.25 - R883.20

Dir: LS R1 769 863.88 R8 876 162.46 - R1 930.96

Dir: DIU R1 708 799.58 R351 592.10 - R1 888.25

Dir: CE R934 868.46 R550 751.22 - R634.55

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Current (Original) Budget: Intergovernmental Relations


Goods & Services



DC: IGR R1 100 000 R200 000 - R3 500

Dir: IR R1 831 000 R3 682 000 - R2 000

Dir: CPL R1 495 000 R778 500 - R2 000

Actual Budget: Intergovernmental Relations


Goods & Services



DC: IGR R318 238.43 R59 047.02 - R993.06

Dir: IR R689 209.96 R1 447 870.53 - R1 996.10

Dir: CPL R163 048.61 R59 632.56 R489.30

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Current (Original) Budget: Policy Coordination & Research


Goods & Services



DC: PCR R1 000 000 R200 000 - R3 500

Dir: IM R5 487 000 R3 682 000 R60 000 R2 000

Dir: PPC R1 325 000 R500 000 R36 800 R2 000

Dir: Research R2 357 000 R1 052 000 - R2 000

Actual Budget: Policy Coordination & Research


Goods & Services



DC: PCR R413 338.75 R21 087.34 - R244.55

Dir: IM R987 083.87 R522 957.07 - -

Dir: PPC R502 299.83 R1 637.37 - R499.99

Dir: Research R846 381.87 R948.31 - R220.00

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Current (Original) Budget: Communication Services


Goods & Services



DC: Comm R900 000 R220 000 - R3 500

Dir: IC&MP R4 094 000 R1 188 000 - -

Dir: M&P R653 000 R2 563 100 - R2 000

Dir: PESRM R553 000 R692 000 - R2 000

Actual Budget: Communication Services


Goods & Services



DC: Comm R362 991.75 R71 648.11 - R497.50

Dir: IC&MP R223 938.32 R226 838.23 - -

Dir: M&P R187 761.83 R868 638.20 - -

Dir: PE&SRM R116 300.68 R1 099 313.78 - -

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Current (Original) Budget: GITO


Goods & Services



DC: GITO R800 000 R200 000 - R3 500

Dir: CRM R1 907 000 R86 212 000 R1 572 750 R 2000

Dir: SD R2 338 000 R29 035 200 R3 682 000 R2 000

MISP - R84 212 000 R48 177 350 -

Actual Budget: GITO


Goods & Services



DC: GITO R341951.33 R73 550.08 - R497.30

Dir: CRM R860 704.73 R13 322 257 R1 572 700 R997.20

Dir: SD R865 397.47 R642 422.71 R106 372.89 R1 619.05

MISP - R862 397.40 R39 132 498 -

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Current (Original) Budget: Other Projects


Goods & Services



SIU - R12 000 - -

JALI - R600 000 - -

MISP - R84 212 000 R48 177 350 -

Actual Budget: Other Projects


Goods & Services



SIU - R11 333 728 - -

JALI - R1 342.32 - -

MISP - R862 397.40 R39 132 498 -

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Together we can do more and better to

break the cycle of crime

THANK YOUTHANK YOU

1 PRESENTATION FOR THE PORTFOLIO COMMITTEE WORKSHOP Presented by: Acting CDC: Central Services.

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Transcript of 1 PRESENTATION FOR THE PORTFOLIO COMMITTEE WORKSHOP Presented by: Acting CDC: Central Services.