Strategic Plan: 2011/12 – 2015/16 Presentation to the Portfolio Committee on Home Affairs 8 March 2011

Vision and Mission Vision Mission To strengthen constitutional democracy through the delivery of free and fair elections in which every voter is able to record his or her informed choice. Mission The Electoral Commission is an independent and impartial permanent body created by the Constitution to promote and strengthen constitutional democracy in South Africa through the delivery of free and fair elections at all levels of government.

Organisational Values To enable the Commission to serve the needs of stakeholders, including the electorate, political parties, the media and permanent and temporary staff, the organisation subscribes to the following organizational values: Following best practices Stopping all forms of waste Driving for results and success Planning and working so as to maximise the use of all inputs Being sensitive to race, culture, language, religion, disability and gender issues Taking note of diversity in experience and ability Caring and showing respect for others

Organisational Values (cont.) Being ethical, honest and truthful Communicating in an open and honest way Carrying out our work independently and impartially Acting with integrity and opposing corruption Promoting the image and credibility of the Electoral Commission Improving continuously Maximising training and development opportunities Supporting and inspiring each other Fostering collaboration between teams and team members Fostering achievement of common goals

Legislative and other mandates In terms of Section 190 of the Constitution of the Republic of South Africa (Act 108 of 1996), the Electoral Commission must ­; manage elections of national, provincial and municipal legislative bodies in accordance with national legislation; ensure that those elections are free and fair; and declare the results of those elections within a period that must be prescribed by national legislation and that is as short as reasonably possible. The duties and functions of the Electoral Commission are defined in section 5 of the Electoral Commission Act, 1996. These include; Manage any election Ensure that any election is free and fair Promote conditions conducive to free and fair elections Promote knowledge of sound and democratic electoral processes Compile and maintain a voters' roll by means of a system of registering eligible voters by utilising data available from government sources and information furnished by voters;

Legislative and other mandates (cont.) Compile and maintain a register of parties; Establish and maintain liaison and co-operation with parties Undertake and promote research into electoral matters; Develop and promote the development of electoral expertise and technology in all spheres of government; Continuously review electoral legislation and proposed electoral legislation, and to make recommendations in connection therewith; Promote voter education; Promote co-operation with and between persons, institutions, governments and administrations for the achievement of its objects Declare the results of elections for national, provincial and municipal legislative bodies within seven days after such elections; Adjudicate disputes which may arise from the organisation, administration or conducting of elections and which are of an administrative nature; and appoint appropriate public administrations in any sphere of government to conduct elections when necessary.

Strategic Plan The strategic plan: Drafted in terms of the new Framework for Strategic Plans and Annual Performance Plans Was developed after consultative process Covers a period of five years Includes an annual performance plan Includes the strategic goals, measurable objectives, performance indicators and targets of the Commission’s programmes Includes budget in respect of strategic goals Will form the basis for the annual report Procedures will be established for quarterly reporting to the executive authority to facilitate effective performance monitoring, evaluation and corrective action

Strategic Goals Promote principles of peaceful, free and fair elections Improve organisational efficiency and effectiveness Manage free and fair elections Foster public participation with a view to deepen democracy 5. Support the core business of the Electoral Commission

Strategic Goal 1: Promote principles of peaceful, free and fair elections Strategic objectives 1.1: Promote the acceptance of and adherence to democratic electoral principles 1.2: Position the Electoral Commission as a continuously improving organisation and also promoting the acceptance of and adherence to democratic electoral principles internationally

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 1.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 1.1.1 Number of meetings with relevant stakeholders Quarterly 6 1 2

Reporting period (Quarterly / Biannually / Annually) Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 1.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 1.2.1 Number of interactions with relevant stakeholders Quarterly 14 4 2

Strategic Goal 2: Improve organisational efficiency and effectiveness Strategic objectives 2.1 Review and improve implementation of and adherence to organisational policies and the achievement of strategic goals and objectives in the Electoral Commission

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 2.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 2.1.1 Number of policies reviewed Quarterly 2 1 2.1.2 Extent of implementation and adherence to policies and strategic goals and objectives 100%

Strategic Goal 3: Manage free and fair elections Strategic objectives 3.1 Provide accessible registration venues for voters to register to vote 3.2 Enable voters to register to vote 3.3 Maintain liaison and funding of registered political parties 3.4 Comply with Election Timetables for electoral events 3.5 Provide electoral material storage and distribution 3.6 Secure and maintain local offices and venues for electoral events

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 3.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 3.1.1 Proportion of voting districts where the boundary of the voting district is a distance of less than or equal to 7.5km to the voting station in urban areas and 12.5km to the voting station in rural areas Quarterly 96% 3.1.2 Number of venues provided to voters at which to register to vote 22,000

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 3.2 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 3.2.1 Number of registered voters on national voters’ roll Annually 22,999,273   3.2.2 Frequency that voters’ roll is checked against national population register for an up-to-date and accurate voters’ roll (number of checks per year) Quarterly 12 3

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 3.3 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 3.3.1 Quantity of meetings with members of party liaison committees (PLCs) at national, provincial and municipal levels Quarterly 1 234 309 308 3.3.2 Availability (in working days) of electronic party register at Commission offices 240 60 3.3.3 Finalisation of the application for the registration of a political party in ± 35 working days 35

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 3.4 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 3.4.1 Percentage of elections for which voters’ roll is certified in accordance with election timetables Quarterly 100 3.4.2 Percentage legal compliance of contesting candidates in an election 3.4.3 Number of calendar days in which elections are conducted from date of vacancy 90 3.4.4 Number of calendar days in which to replace PR seat vacancies 35 3.4.5 Time period in calendar days in which election results are announced by the Commission 7 3.4.6 Proportion of registered voters who vote – voter turnout Not applicable

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 3.5 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 3.5.1 Number of warehouses, storage facilities and full time distribution services available to support electoral events Quarterly 10 / 234 / 1 3.5.2 Percentage of voting stations issued with electoral materials for each electoral event 100

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 3.6 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 3.6.1 Number of Municipalities in which local offices are established and are functioning Quarterly 234 3.6.2 Number of voting stations secured and functional 22,000 3.6.3 Number of schools used as voting stations for full scale elections 13,200

Strategic Goal 4: Foster public participation with a view to deepen democracy Strategic objectives 4.1 Inform and educate the public on democracy and electoral processes 4.2 Position the Commission as the leading repository and generator of knowledge on electoral democracy 4.3 Intensify communication with relevant stakeholders on electoral democracy

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 4.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 4.1.1 The number of voter education events Quarterly 3 314 650 830 1 000 834 4.1.2 The number of projects with strategic partnerships 50 10 12 18 4.1.3 Quantity of educational materials disseminated 2 million 800,000 200,000 nil 1 million

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 4.2 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 4.2.1 Research projects conducted Quarterly 2 1 4.2.2 Archiving and preservation of IEC records 65 000 records archived (hardcopy and electronic) 12 000 16 000 18 500 4.2.3 Enhancement of Knowledge Centre (Library) 2 000 publications acquired (hardcopy and electronic) 250 500 625 Design and implementation of Knowledge management Strategy and System Phase One KM Strategy implementation Develop strategy Pilot strategy KM Processes mapped as best practice KM processes developed Audit and map KM processes Document best practice Intellectual property (IP) generated and preserved Policy developed Develop policy Implement policy

Strategic Goal 5: Support the core business of the Electoral Commission Strategic objectives 5.1 Develop human resources strategy and plan 5.2 Provide adequate and competent Human Resources 5.3 Develop, implement and maintain the human resources training and skills development plan 5.4 Provide integrated support services 5.5 Provide timely funding of projects aligned with strategy 5.6 Comply with financial legislation, policies and procedures 5.7 Develop, implement and maintain a supply chain management framework 5.8 Develop an ICT strategy and plan 5.9 Maintain a stable ICT infrastructure

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 5.1.1 Date by which comprehensive HR strategy and plan is approved and % compliance Quarterly 31 March 2012 Preparation of tender specification for service provider Approval, allocation and briefing of service provider Consultation and development of plan Finalisation and approval of plan 5.1.2 Annually review HR strategy and plan  

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.2 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 5.2.1 Percentage staff recruited and paid as per various recruitment and payment policies and plans based on the number of approved posts Quarterly 95% 90% 92% 93% 5.2.2 Percentage compliance with recruitment and payment plans and policies 100%

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.3 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 5.3.1 Integrated training strategy and plan by target dates developed and approved Quarterly 31 March 2012 Consult with stake-holders Develop plan Obtain input to draft plan Finalise and approve plan 5.3.2 Number of trained electoral officials Annually 126,000   5.3.3 Number of training and development interventions 325 25 50 125

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.4 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 5.4.1 Date by which comprehensive support services strategy and plan is approved and % compliance Quarterly 31 March 2012 Consult with stake-holders Develop plan Obtain input to draft plan Finalise and approve plan 5.4.2 Annually review strategy and plan  

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.5 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 5.5.1 Approved Budget and Project Charter Framework in place for the Commission. Annually 31 March 2012   Revise frame-work in consultation with all stake-holders Finalise and approve frame-work

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.6 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 5.6.1 Audit opinion expressed by the Auditor General Annually Unqualified  

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.7 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 5.7.1 Date by which supply chain management framework is reviewed and approved. Quarterly 31 March 2012 Consult with stake-holders Develop frame-work Obtain input to draft frame-work Finalise and approve frame-work

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.8 Reporting period (Quarterly / Biannually / Annually) Annual target 2012 Quarterly targets 1st 2nd 3rd 4th 5.8.1 Approved 5 year ICT infrastructure plan in place Annually 31 March 2012 Consult with stake-holders Develop plan Obtain input to draft plan Finalise and approve plan 5.8.2 Annual ICT infrastructure plan reviewed  

Performance indicators and targets Quarterly targets for 2012 Performance indicators – 2011/12 targets Strategic Objective 5.9 Reporting period (Quarterly / Biannually / Annually) Annual target 2011/12 Quarterly targets 1st 2nd 3rd 4th 5.9.1 % network and application systems availability (system generated report available) Quarterly 99%

Summary of budget in respect of strategic goals 2011/12 2012/13 2013/14 1. Promote principles of peaceful, free and fair elections R 5 661 910 R 5 950 667 R 3 090 227 2. Improve organisational efficiency and effectiveness R 29 824 116 R 16 879 534 R 13 395 896 3. Manage free and fair elections R140 573 972 R 73 681 823 R470 151 481 4. Foster public participation with a view to deepen democracy R 62 018 066 R 65 180 987 R232 787 501 5. Support the core business of the Electoral Commission R553 446 275 R584 149 489 R723 649 124 NATIONAL TOTAL R791 524 339 R745 842 500 R1 443 074 229 Provincial Admin Budgets R 24 671 661 R 26 098 500 R 31 142 771 GRAND TOTAL R816 196 000 R771 941 000 R1 474 217 000

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