PRESENTATION TO THE PORTFOLIO COMMITTEE ON SAFETY AND SECURTY 09 NOVEMBER 2007 BY M. SESOKO PROVINCIAL HEAD NORTH WEST ICD 1

TABLE OF CONTENTS RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE OFFICE ESTABLISHMENT NW OFFICE PERFORMANCE N.W OFFICE SYSTEMS CHALLENGES 2

RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE DECENTRALIZATION OF POWERS Signing powers increased to R15 000 Logis not decentralized as at least 3 personnel are needed in Prog 1, presently on two personnel. Since PH were delegated to make appointments from level 1 – 8, appointments are done within 2 months 3

RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE ATTRACTION AND RETENTION OF STAFF Salary levels still not compatible with other Departments, especially Prog 3. Because of limited budget we are unable to retain skilled staff by way of counter offer. Retention policy not effective. 4

RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE POLICIES There is proper consultation on all policies, there only concern is that we take too long to review policies. The SOP’ s for investigations are still outstanding. The process of job evaluation needs to be more transparent. Takes too long to finalize. 5

RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE POLICING POWERS It takes too long to confer newly appointed investigators with policing powers. In some cases investigators have been without policing powers for up to 18 months, and this impacts negatively on their ability to do their job. 6

RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE ICD RESTRUCTURING Head Office intends implementing the restructuring in December 2007 It will consist of moving Case Analysts and Monitors into the investigation programme to become investigators. Minister has approved 7

RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE BUDGET Budget allocation process not transparent. Provincial offices only received about 56% of the total ICD budget. 8

0FFICE ESTABLISHMENT 16 PERMANENT STAFF MEMBERS Provincial Head Deputy PH Secretary to the PH Ass Man Invest Principal Invest 4x Senior Invest Monitor 3x Case Analysts Complaints Receptionist Admin Off Admin clerk 3x Interns(1 in each programme) 9

OFFICE ESTABLISHMENT 10

NW OFFICE PERFORMANCE PROG 2 AND 3 OBJECTIVE PERIOD TARGET/ INDICATOR OUTPUT Registration of complaints upon receipt File allocation upon registration Apr 07- Sep 07 Apr 07- Sep07 100% within 24hrs within 48%hrs 292 complaints received all registered within 24 hrs (including class Vs) =100% 241 files allocated within 48hrs. More than half of which were allocated with in 24 hrs. 11

NW OFFICE PERFORMANCE PROG 2 AND 3 cont2 4. Sending of acknowledgement letters 5. Files send for B/F and reporting progress to the complainants Apr 07- Sep 07 80% within 30 days Every 30 days 292 complaints were acknowledged within 24 hrs (29 days earlier than the set objective) more than 100% output 465 files went through B/F system and 645 progress letters were sent to the complainants 12

NW OFFICE PERFORMANCE PROG 2 AND 3 cont3 6.Recommendations sent to SAPS after completion of investigation 7.Recommendations sent to DPP after completion of investigation 8. Respond to applications for exemption from date of receipt Apr 07- Sep 07 80% within 14 days Within 30 days 180 recommendations were sent to SAPS within 24 hrs, 13 days earlier 24 recommendations were sent to DPP within 24 hrs, 13 days earlier 7 exempted within 30days 13

NW OFFICE PERFORMANCE PROG 2 AND 3 cont4 OBJECTIVE PERIOD TARGET/ INDICATOR OUTPUT Attend post mortems Attend crime scenes Apr 06 – Sep 07 70% Out of 32 class 1s, 25 post mortems attended. 78% output but in fact 100%. 7 not attended as deceased died of undisputed natural cause. Out of 32 class 1s, 17 scenes attended. 53% output but it is in fact 100%. 7 natural causes, 8 were reported late. 14

NW OFFICE PERFORMANCE PROG 2 AND 3 cont5 DV audit conducted Community outreach programmes Apr 07 – Sep 07 10 (5 per quarter) 12 conducted 2 Extra, output percentage 120%. 19 conducted 9 Extra, output percentage 211% 15

NW OFFICE PERFORMANCE PROG 2 AND 3 cont6 Cell Inspections conducted Apr 07 – Sep 07 10 (5 per quarter) 10 conducted, output achieved 100% 16

NW OFFICE PERFORMANCE PROG 2 AND 3 ON FINALIZATION OBJECTIVE PERIOD TARGET/ INDICATOR OUTPUT Class 1 cases Apr 07 –Sep 07 60% within 120 days 32 received, 24 finalized within 120 days. Amongst the 23, 9 finalized within 30 days,13 within 90 days and 2 finalized within 120 days. 75% output achieved. 17

NW OFFICE PERFORMANCE PROG 2 AND 3 ON FINALIZATION Class II Class III Apr 07 – Sep 07 100% within 30 days 50% within 180 days 11 received, 5 finalized within 30 days, 45% output achieved. 65 received, 26 finalized days within 180 days. Amongst 26, 6 finalized within 30 days, 18 within 90 days, 2 within 180 days . 40% output achieved. 18

NW OFFICE PERFORMANCE PROG 2 AND 3 ON FINALIZATION Class IV Apr 07 – Sep 07 50% within 120 days 117 received, 77 finalized days within 120 days. Amongst 77, 25 finalized within 30 days, 49 within 90 days, 2 within 120 days, 1 after 120 days 65% output achieved. 19

NW OFFICE PERFORMANCE FINALIZATION ( Backlog and Current financial year) PERIOD APR 07 –SEP 07 292 cases received current financial year 93 cases active as at the end of September 2007 132 current financial year cases finalized 170 backlog cases finalized 302 Overall finalization as at the end of September 2007 (132+170) 103% output achieved (overall finalization rate) Backlog cases reduced from 217 to 54. Output achieved 78 % 289 cases were closed as at the end of September 2007 20

CASE INTAKE APRIL - SEPTEMBER Month CLASS I CLASS II CLASS III CLASS IV CLASS V TOTAL April 3 1 8 25 12 49 May 7 14 17 46 June 6 9 15 13 44 Total 1st Quarter 16 2 31 57 33 139 July 5 4 42 August 18 28 69 September 11 2nd Quarter 34 60 153 1st & 2nd Q 32 65 117 67 292 21

FINALIZED CASES (BACKLOG) QUARTERS CLASS I CLASS II CLASS III CLASS IV TOTAL 1ST QUARTER 6 1 34 75 116 2ND QUARTER 14 39 54 3RD QUARTER 4TH QUARTER 2 48 114 170 22

FINALIZED CASES (CURRENT) QUARTERS CLASS I CLASS II CLASS III CLASS IV TOTAL 1ST QUARTER 7 1 8 31 47 2ND QUARTER 17 4 18 46 85 3RD QUARTER 4TH QUARTER 24 5 26 77 132 23

FINALIZED CASES (BACKLOG + CURRENT) QUARTERS CLASS I CLASS II CLASS III CLASS IV TOTAL 1ST QUARTER 13 2 42 106 163 2ND QUARTER 17 5 32 85 139 3RD QUARTER 4TH QUARTER 30 7 74 191 302 24

CLOSED CASES NATURE OF CLOSURE CLASS I CLASS II CLASS III CLASS IV TOTAL SUBSTANTIATED 3 7 52 65 UNSUBSTANTIATED 21 2 24 76 123 DISMISSED 1 23 30 54 WITHDRAWN 10 16 26 RESOLVED 18 25 5 67 192 289 25

CONVICTIONS AND ACQUITTALS (criminal and departmental) PERIOD APR 07 – SEP 07 48 SAPS convictions 2 SAPS acquittals 4 criminal convictions 5 criminal acquittals 26

NW OFFICE PERFORMANCE PROG 1. HUMAN RESOURCE MANAGEMENT Leave Training Apr 07 – Sep 07 Must be taken during the leave circle At least 1 training per year from the identified trainings Leave plans have been submitted by all employees and taken accordingly. Prog 1 all attended 3 identified training Prog 2 all attended 1 identified training Prog 3 attended 0% of identified training Training to be attended as the year progresses 27

NW OFFICE PERFORMANCE PROG 1. cont2 Policy implementation Filling of vacant posts Apr 07 – Sep 07 (1 per quarter) Within 4 months 2 workshops on completion of Log-Book was work shopped to all GG & SUB Vehicle users and EPMDS. 100% output achieved 5 posts have been filled immediately (a day after the post holder has left) 1. Compl’ Assistant 2. 2xInvest Assistant 3. 2x Monitor (3 monitors within 3months) 28

RECRUITMENT AND SELECTION PROCESS (Appointment 29

BUDGET AS AT END SEPTEMBER ALLOCATION % EXPENDITURE ICD 81,000 ICD NW 4,172 5,15 1992 48 PROG 1 437 10,5 162 37 PROG 2 2,922 70,5 981 34 PROG 3 787 19 848 108 30

NW OFFICE PERFORMANCE PROG 1. cont3 FINANCE Capturing of claims and invoices Ensure payment of claims and invoices Apr 07 – Sep 07 Apr 06 – Sep 07 Within 24 hours Within 7 days Within 30 days 100 % Within 10 to 15 days 31

NW OFFICE PERFORMANCE PROG 1. cont4 SUPPLY CHAIN & STOCK MANAGEMENT Provisioning and Procurement Stock taking By Admin staff Managers and staff Apr 07 – Sep 07 Procure according budget projection Once quarterly Once bi-annually Enough stock procured but not in line with the projections Improvement to be noticed as time goes on as a system to improve this has been put in place (no approval without proof of budget availability or shifting) 6 conducted 2 conducted 32

NW OFFICE PERFORMANCE PROG 1. cont5 Asset management, numbering and registering Control and maintenance of GG vehicles Apr 07 – Sep 07 100% 100% as and when required 98% output achieved. ICN for 2 computers are still on hold ( beyond our control) 100%. 33

NW OFFICE SYSTEMS (control measures) PURPOSE/ STRATEGY Submission of target files Monthly and Weekly target report Backlog files transferred to Prog 3 Production and compliance to the National strategic plan, proper planning Feed back, early interventions and motivation Reduction of backlog files 34

NW OFFICE SYSTEMS (control measures)cont2 Verification of class 1 with PC’s office. Hold monthly meetings Registers Archiving Weekly meetings Quality control and accuracy in stats submitted to National (inter relations) Accuracy of monthly report and statistics, proper information management Quality control before filling Monitoring, problem solving, weekly reports 35

NW OFFICE SYSTEMS (control measures)cont3 File audit Weekly plan Circulate e-mails for station audits and community outreach Each staff member must attend at least 1 community outreach per year Ensure tally between number of physical files and number of files in the database Monitoring, performance, team work (bring work from stations /courts for colleagues) Bring work for colleagues Empowerment, all staff members must be able to market the department 36

NW OFFICE SYSTEMS (control measures)cont4 Investigators doing the following on the database and updating the registers Reports (Investigative, SAPS, DPP) Progress letters Post Investigative Monitoring PROGRAMME 1 Telephone bill monitoring Empowerment on computer and typing skills, report writing Avoid exceeding of limit, disable pin when limit reached, more access justified by performance 37

NW OFFICE SYSTEMS (control measures)cont5 Daily notice on payment of the following S and T claims Overtime Petrol e.t.c Leave plans Stock taking year plan Register for submission of claims Submission of proof for budget availability Service Delivery to internal clients Leave management, avoid forfeiture Proper planning, stock control, management Record keeping, determination of submission date Curb problem of procuring with insufficient / no budget, variance compliance 38

NW OFFICE SYSTEMS (control measures)cont6 Consolidated monthly report Simplified, summarized, reader friendly for all staff members 39

CHALLENGES Office space Policing powers Vastness of the Province Marketing the Department Retention of Monitors and Case Analysts Struggling to acquire accommodation, Public works still in the process of inviting bidders 3 investigators do not have policing powers Mandla – 13months Isaac – 9 months Gomolemo – 16 months Satellite offices and more personnel Lack of budget as community expect to be catered after listening. Limited time as we cannot keep community for a long time if we cannot cater them. We are unable to retain Monitors and Case Analysts due to low salary level. Workload is not compatible to the salary . From Apr to June 07 3 people occupied the Monitor post. 40

I THANK YOU 41