Government Communication and Information System (GCIS) Action Plan on the Auditor-General’s findings Presentation by the GCIS Team

Briefing by Government Communications Purpose Briefing by Government Communications Progress on key controls Action plan on how to deal with the AG’s findings and recommendations

Action plan CATERGORY DESCRIPTION RECOMMENDATIONS ACTION PLAN DUE DATE Procurement and contract management Act: TR16A6.1 Certain goods and services with a transaction value of over R500 000 were not procured by means of competitive bidding process Process should be put in place to prevent and detect irregular expenditure. This can be achieved through staff and management training as well as constant communication and reinforcement by line managers to all staff. Management should follow up on money due to GCIS timeously and regularly to ensure money is recovered An induction programme for all new employees to GCIS will emphasise the procurement procedures to new employees.   A circular to all staff will be sent out signed by the accounting officer. Regular internal communication will cover all the governance procedures to staff. GCIS has a dedicated official who follows up on all invoices hence no unnecessary delays are experienced in the processing of payments With immediate effect. No later than 25 October 2011 To be included in January 2012 issue of Let’s Talk (internal communication)

Action plan Continued CATERGORY DESCRIPTION RECOMMENDATIONS DUE DATE Expenditure Management Act: PFMA38 (1) (c )(ii) TR 9.1.1 Employees were identified who performed remunerative work outside their employment in the department without written permission from the relevant authority. The formal code of ethics and ethical values should be communicated to all staff members and strict on-going monitoring should be undertaken by the Accounting Officer throughout the year   All employees performing remunerative work outside their employment must obtain prior written approval from the Executive Authority of the department or an office authorised by the said Authority. Code of ethics and ethical values to be covered in our Internal communication programmes A circular to staff explaining the process to be followed when doing remunerative work will be sent out. An article will be published on Intranet by 25 October 2011. The message will be reinforced on an on-going basis. No later than 25 October 2011

Action plan Continued CATERGORY DESCRIPTION RECOMMENDATIONS DUE DATE Revenue Management Act: TR 7.3.1 The annual tariff structure for revenue was not approved by the relevant treasury The budget must be prepared and approved in accordance with legislated requirements.   The Accounting Officer must review all fees, charges and tariffs that relate to revenue on an annual basis and obtain approval from National treasury for the proposed tariff structure. Permission for the annual tariff structure will be obtained from National Treasury for the 2011/12. Projection for the anticipated revenue for 2012/13 will be guided by the approved tariffs. Permission has already been obtained.    For the 2012/13 permission will be requested by March 2012

Key controls Drivers of internal control to achieve clean administration

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