14 AUGUST 2012 Building a New Home Affairs BRIEFING BY THE DEPARTMENT OF HOME AFFAIRS TO THE PORTFOLIO COMMITTEE ON HOME AFFAIRS STATUS OF DUPLICATE DOCUMENTS, UNCOLLECTED IDENTITY DOCUMENTS (IDS) AND BACKLOG PERMITS CASES.

TABLE OF CONTENTS 1.PURPOSE 2. DUPLICATES AND UNCOLLECTED ID’s 2.1 BACKGROUND 2.2 BREAKDOWN: PEOPLE SHARING ID 2.3 BREAKDOWN: ONE PERSON MULTIPLE ID’s 2.4 CURRENT INITIATIVES 2.5 PROGRESS TO DATE: ENQUIRIES 2.6 PROGRESS TO DATE: CASES RESOLVED 3. UNCOLLECTED IDENTITY DOCUMENTS 3.1 CAUSES 3.2 CURRENT STATISTICS FOR UNCOLLECTED ID DOCUMENTS 3.3 CURRENT INITIATIVES 2

TABLE OF CONTENTS Cont…… 4. CHALLENGES 5. PERMITS 5.1 VISION – TRANSFORMATION OF PERMITTING 5.2 PERMITTING BACKLOG (TEMPORARY RESIDENCE) AND DAILY MANAGEMENT 5.3 MANAGEMENT OF PERMANENT RESIDENCE PERMITS 5.4 RATIONALISATION OF PERMIT DESIGNATED OFFICE (PDOS) 5.5 PROCESS MAPPING FOR PERMIT APPLICATIONS 5.6 DHA MODERNISATION PROJECT: VISA AND PERMIT AUTOMATION 5.7 LEGISLATIVE AND POLICY ISSUES 6. WAY FORWARD 3

PURPOSE  To update the Portfolio Committee on the status of duplicate documents,uncollected identity documents (IDs); and  To provide feedback to the Portfolio Committee on permits backlog and the ongoing Transformation of Permitting in the Department of Home Affairs. 4

DUPLICATE DOCUMENTS 5

BACKGROUND  DUPLICATE  LEGACY OF APARTHEID GOVERNMENT South Africa had different population registers (for National, Self Governing states and TBVC states) with different enabling documents (e.g. reference book, identity cards, book of life) Prior to amalgamation reference book holders were allocated with identity number without their knowledge A pre-printed list of ID numbers was utilized to allocate Identity Documents Consequently people applied without using those allocated id numbers or the pre-printed numbers were misallocated amongst the citizens resulting in duplicates. No fingerprints were taken on allocation of the ID number and there were no verification of fingerprints In the late eighties, electronic birth certificate with an identity number was introduced, without fingerprints Fingerprints were kept manually whilst the identity numbers were kept in the National Population Register 6

BACKGROUND Cont…  CURRENT PROCESS Government continued to issue birth certificates for children without taking fingerprints which is the first point of entry into the NPR In 2002 the Department developed HANIS system to store fingerprints, however not integrated with the NPR A process of conversion of the manual record ensued for storing in HANIS, however due to the quality of some fingerprints, they were not captured 2005 Digitization of manual records (Back Record Conversion – BRC) resulted in the following outcome  duplicates where more than one person shared an identity number.  duplicates where one person had multiple identity numbers Due to identity theft, corrupt officials were able to identify ID numbers on NPR which are not linked to fingerprints and issue fraudulent identity documents. These fraudulently ID’s resulted in duplicates 7

8 #Area & Category Current Volume as at 2012 Description PEOPLE SHARING ONE IDN Total figure of identified duplicate cases subjected for investigation and contacting clients there after for additional supporting documents 1Finalized cases after investigation these cases belongs to one person with multiple numbers and were resolved. 2Finalized cases Finalized cases from 1 st of April 2011 to 31 st December Finalized cases6 418 Finalized cases as from 1 st January 2011 to 31 st May Pending cases Clients already contacted 5Published cases Investigated cases where a response from the client to a query letter / telephone enquiry is required before the case can be finalized. All these cases are published due to poor response of clients. BREAKDOWN OF THE : PEOPLE SHARING AN ID NUMBER NOTES: From the duplicates  A CD of duplicates was handed to Trans Union, SASSA, BANKS to run it against their database and give analysis feedback and information to DHA to utilize. Furthermore they were published  of these duplicate cases were identified by Trans Union

9 #Area & Category Current Volume as at 2012 Description 1 Identification- BRC Hits  Fingerprint cards of people who had been allocated more than one ID number. Detected during Back Record Capturing (BRC) period when cards were being scanned into HANIS and “Hit” against another ID number  ID numbers blocked, The impact on the client is only realised when the applicant applies for a service at any DHA office 2Deceased2833  These are duplicates but the clients have since passed on 3 ID’s linked to Foreign Nationals  Cases have been resolved 4 IDN link to reference Book These are cases were people were allocated identity numbers without them aware. They then applied for an Identity number and were allocated another number which they use to apply and issued a document. 5 Already resolve when project started  These are duplicate cases where the duplicates were solved over the years prior to duplicate project. 6 IDN not linked to reference book These are cases were there is a need to resolve the duplicate cases. BREAKDOWN OF THE : ONE PERSON MULTIPLE IDN NOTES: From the duplicates:  are resolve  A CD of duplicates was handed to Trans Union, SASSA, BANKS to run it against their database and give analysis feedback and information to DHA.

CURRENT INITIATIVES  Publication of the in May 2012, on National newspapers and the public was informed through electronic media as well as a WEBSITE was developed  Engaged external stakeholders like Sassa, Trans Union, SABRIC, MTN, Vodacom  Created the sms capability for clients to check if their ID’s are not duplicating by dialing followed by “D” and ID number  Home visit by officials from the offices  Through the IT modernization of the Department the following projects will be implemented:  Development of the New National Identification System which includes both Biometrics and personal particulars  The rollout of the ID Smart Card  Conducting a feasibility study of at which age a fingerprint of a child can be taken without a risk of changing and to determine system implications  The registration of birth within thirty days as the only entry point to the National Population Register  Registration of birth will also require the taking of fingerprints of one of the parents and online verification of that parent/guardian will be conducted. 10

11 Progress to Date: Enquiries DateProvinceEnquiries Received Applications Received 12 May –31 July 2012 N CAPE May –31 July 2012 KZN May –31 July 2012 LIMPOPO May –31 July 2012 GAUTENG May –31 July 2012 NORTH WEST May –31 July 2012 MPUMALANGA May –31 July 2012 FREE STATE May –31 July 2012 EASTERN CAPE May –31 July 2012 WESTERN CAPE TOTAL:

Summary of Applications processed Date1Person 2 ID (83 554) 2 Person Sharing (29 677) 17 May - 31 May June - 29 June July - 17 July July – 25 July July - 01 August TOTAL: TOTAL RESOLVED : 9895 NOTE:  Person 2 ID cases were resolved at Head Office from 17 May - 01 August 2012  Persons Sharing cases were resolved at Head Office from 17 May – 01 August

UNCOLLECTED IDENTITY DOCUMENTS 13

CAUSES  Migration of people from one place to the other without updating their address with DHA, which is none compliant with section 11(1) of Identification Act  Death before collecting the ID document  Applying for ID from one office to the other without collecting the document  Misplacing one’s ID and in the process apply for another ID. Once the misplaced ID is found, one does not bother to collect. 14

CURRENT STATISTICS FOR UNCOLLECTED ID’s PROVINCESTOTAL OF UNCOLLECTED ID’s Eastern Cape Gauteng Kwa-Zulu-Natal Limpopo1 348 Mpumalanga Free State5 073 North West7 401 Northern Cape1 334 Western Cape TOTAL FOR PROVINCES Head office TOTAL OF UNCOLLECTED ID’s

Current initiatives 1.Introduced an SMS capability, which provides a client with three (3) SMS messages to collect the ID 2.Through outreach programmes the lists are submitted to the various stakeholders (Traditional Leaders, CDW’s, Local Municipalities etc) 3.The impact of the new tariffs has shown a drastic reduction of uncollected ID’s 4.To conduct the age analysis as well as a split in terms of first application and re-issue and then apply disposal policy 16

CHALLENGES 17

 DUPLICATES AND UNCOLLECTED ID’s  Poor response from client  Outdated contact details  Misrepresentation by clients  Lack of public awareness about the value of an ID document and risk of ID theft  Migration of clients from province to province  Identity theft by syndicates 18 CHALLENGES

BACKLOG PERMITS CASES 18

20 VISION - INITIAL PERMIT TRANSFORMATION PLAN NO.PERMIT STABILIZATION PLAN - VISIONPROGRESS 1. Facilitate adoption of the new Permitting Functions and Structure √ 2. Rationalize Permit Offices to 10 X 3. Automate Permitting Processes X 4. Pilot Application Scanning System X 5. Develop New Security Features √ 6. Clarify the new roles of Permit Offices (Front, Back and Missions) √ 7. Appoint Dedicated Permit Officials X 8. Restructure Permitting to eliminate duplications and shift managers √ 9. Review Adjudication Processes, Systems & Capacity (backlog & daily) √ 10. Develop an Enquiry Management System √ 11. Consolidate the Postal Receipt and Dispatch System √ 12. Consolidate the work of the 48hr Hub and increase its capacity √ 13. Review applications for Functional Services X 14. Integrate applications for FS into existing Permit Application System X 15. Reposition LAU to increase its workload and productivity level √

21 PERMITTING BACKLOG AND DAILY MANAGEMENT

BACKLOG MANAGEMENT – AS AT 18 JUNE 2012 PERMIT CATEGORY LOCKED BACKLOG (As at Dec. 2011) PENDING APPLICATIONS (As at ) FINALISED APPLICATIONS (As at ) 1.Visit Study (sent to CD office) Medical (finalised) Relative Transfer Work Intra-Company Transfer Quota Work Permit Quota Reporting (sent to LAU office) Business Exceptional Skills Corporate Permits (sent to LAU office) Treaty (finalised) Exchange (finalised) Retired (finalised)440 TOTALS046076

23 DAILY MANAGEMENT – STEP 1 & 2 (RECEIPT) – D1 DATE: 02/08/2012 RECEIVING AND UPDATING CATEGORY BAL B/DREC TOTAL ON HANDT&TBAL C/F BAL B/DREC TOTAL ON HANDLISTINGBAL C/F VISIT STUDY MEDICAL RELATIVE TRANSFER WORK INTRA COMPANY TRANSFER QOUTA W/P QOUTA REPORT BUSINESS EXP SKILLS CORP PERMITS TREATY EXCHANGE RETIRED TOTAL

24 DAILY MANAGEMENT – STEP 3 (ADJUDICATION) D2 DATE: 03/08/2012 ADJUDICATION CATEGORY BAL B/DRECEIVED TOTAL ON HANDAPPROVEDREJECTEDREFERREDINCOMPLETE TOTAL ADJUDICATEDBAL C/F VISIT STUDY MEDICAL RELATIVE TRANSFER WORK INTRA COMPANY TRANSFER QOUTA W/P QOUTA REPORT BUSINESS EXP SKILLS CORP PERMITS TREATY EXCHANGE RETIRED TOTAL

25 DAILY MANAGEMENT – STEP 4 & 5 (CAPTURING) D3 SATURDAY OVERTIME DATE: 04/08/2012 T& T CAPTURING MCS CAPTURING CATEGORY BAL B/DREC TOTAL ON HANDT&TBAL C/FBAL B/DREC TOTAL ON HANDMCSBAL C/F VISIT STUDY MEDICAL RELATIVE TRANSFER WORK INTRA COMPANY TRANSFER QOUTA W/P QOUTA REPORT BUSINESS EXP SKILLS CORP PERMITS TREATY EXCHANGE RETIRED TOTAL

26 DAILY MANAGEMENT – STEP 6 (DISPATCH) D4 DATE DISPATCHED:06/08/2012 DISPATCH CATEGORY BAL B/DREC TOTAL ON HANDAPPRREJREFINCOM TOTAL DISPATCHEDBAL C/F VISIT STUDY MEDICAL RELATIVE TRANSFER WORK INTRA COMPANY TRANSFER QOUTA W/P QOUTA REPORT BUSINESS EXP SKILLS CORP PERMITS TREATY EXCHANGE RETIRED

27 PERMANENT RESIDENCE PERMITS: BACKLOG MANAGEMENT PLAN - Capacity has been increased to manage the PR backlog, totaling 356 staff - First step was to count (11 239) and list all PR applications from 2001 to The approach adopted is to separate Backlog and Daily Applications - Two teams are then separately adjudicating Backlog and Daily applications - Our target is to finish the backlog by end December 2012

28 PRP MANAGEMENT – (PR COUNTING) PERMANENT RESIDENCE PERMIT (PRP) COUNTING CATERGORY TOTAL Sec 26(a) work Sec 26(b) spouse Sec 26(c) dependent Sec 26(d) dependent Sec 27(a) work Sec 27(b) exceptional skills Sec 27(c) business Sec 27(d) refugee Sec 27(e) retired Sec 27(f) financially independent Sec 27(g) relative TOTAL

29 RATIONALIZATION OF PERMITTING OFFICES

30 RATIONALE AND STRATEGIC APPROACH  Rationale for 10 Visa and Permit Offices Standardize visa and permit applications at front offices Develop dedicated capacity at front offices Retrain front office staff on DHA Compulsory Course and IMS legislation Establish a Premier Visa and Permit Office – Market Street Develop seamless processes between front and back offices Develop M&E systems for visa and permit applications  Strategic Approach to Rationalization Consultative process started with all Provincial Managers A list of Permitting Designated Offices (PDOs) were submitted by PMs Consultations are presently on-going and will also cover external stakeholders Immigration Advisory Board already consulted on rationalization of offices 3 meetings have been held with FIPSA in GP, WC and KZN Provinces are consulting stakeholders on rationalization of permit offices A proposed structure for 10 offices have been developed The structure will be integrated into provincial structures as per DHA operational model

31 NO.PROVINCEPDO 1. Eastern Cape Port Elizabeth 2. Free State Mangaung 3. Kwazulu-Natal Durban 4. Limpopo Polokwane 5. Mpumalanga Nelspruit 6. North West Klersksdorp 7. Northern Cape Upington 8. Western Cape Cape Town 9. Gauteng1 Market Street 10. Gauteng2 Akasia SUBMITTED VISA AND PERMIT DESIGNATED OFFICES (PDOs)

32  Process Mapping of Visa and Permit Applications Develop a clear process for visa and permit applications at PDOs Set targets for processing visa and permit applications Develop systems for monitoring and evaluating visa and permit applications  Identification of Visa and Permitting Workstations Confirm existing workstations for visa and permit applications Re-design standardized workstations for all PDOs Audit infrastructure required for standardized re-designed workstations  Appointment of Visa and Permit Officials DHA never had staff in provinces appointed solely for permit applications Staff were taken from either Inspectorate or Civic Services in provinces Jointly with LA develop Training Modules for Visa and Permit applications Train appointed staff as a preparation for applications management KEY MILESTONES

33 PERMITTING APPLICATIONS AT FRONT OFFICES: PROCESS MAPPING

34 Applications Process Mapping – Front Office (DAYS 1 & 2) Application received at Front Office FOC checks application requirements (Quality Assurance) Application is captured on Track & Trace as received Application is checked on MCS (Block) Prepare for dispatch – waybill and list Hand over applications to XPS and sign the list Payment is made where applicable No payment is made where applicable

35 Receipt of outcome from the Hub Receive outcome from XPS and acknowledge receipt Capture the receipt of outcome from the Hub on T&T Capture outcome handed over to the applicant on T&T Submit list to the Hub for reconciliation Hub Front Office keeps records of outcome handed to the applicant

36 Front Office Process Mapping 1.The Front Office Process is two days from date of receipt 2.Applications must be captured on Track and Trace 3.Applications must be checked on MCS and comments must be made 4.Proof of dispatch to the Hub must be kept on file 5.Outcome from the Hub must be captured on receipt 6.Proof of receipt of the outcome from the Hub must be kept on file 7.Such list must be sent to the Hub for reconciliation (like in Civic Services) 8.Application for Large Account Unit (LAU) must be cleared marked as such

37 DHA MODERNIZATION PROJECT AUTOMATION OF VISA & PERMITS

38 DHA PERMITS INPUTS INTO THE DHA MODERNIZATION PROJECT

39 LEGISLATIVE AND POLICY ISSUES

40  Personal Appearance and Handover of Applications Same process with the rest of DHA services (ID, BMD, Passport) DHA will be taking biometrics of applicants as part of e-permitting  First time Applications to be strictly done Abroad/Missions Reduce turn-around times and backlog inland Drastically prevent irregular migration Urgently developing a strategy to pilot Corporate Visa applications abroad  No change of status in the country To be strictly applied to medical and study visa Others clients must go back to their countries of origin Streamline and develop a clear dispensation for Relative’s Visa to curb abuse LEGISLATIVE AND POLICY ISSUES

WAY FORWARD 1.Continuation of cleaning of the NPR and HANIS 2.To continue with the efforts of tracing the affected individuals through home visits, linking the duplicate ID’s with other relevant stakeholders (Banks, Credit bureau, cellular networks etc) 3.Strengthen communication efforts to create public awareness about the value of ID documents and the risk of ID theft 4.Implementation of IT modernisation for DHA 5.Clearance of backlog and ensuring the implementation of an improved process of managing permits 6.Finalisation of the development of the Immigration policy

42 Thank you