FREE STATE PROVINCE 1 SEPTEMBER 2015 PROVINCIAL MANAGER BONAKELE MAYEKISO HOME AFFAIRS – PORTFOLIO COMMITTEE

2 Table of Contents CONTENTSLIDE NO. Introduction and Background 1-4 Vision and mission, National Outcomes and Departmental Strategic Goals 5-7 Provincial Management & Demarcation8 Footprint for the Province SERVICES13 – 22 Civic Services  Birth Registration 2014/2015 – 2015/2016 Comparison  Unabridged  Late Registration of Birth -  Identity Documents First and Reissue  Duplicate Cases  Passport IMMIGRATION SERVICES  Port Control Statistics  Inspectorate Statistics 23 24

3 CONTENTSLIDE NO.  Photos of office and outreach 25 – 27 SUPPORT SERVICES  Staff Profile and Capacity level  Performance Management  Staff Development and Staff Engagement  Employee Wellness  Provincial Finances (Budget Expenditure & Revenue Collection) and Assets  Fleet Management  Counter Corruption & Prevention  Labour Relations Cases  Vetting and Security  Achievement and Challenges Thank you48

4 NTRODUCTION & BACKGROUND INTRODUCTION & BACKGROUND The Free State Province in the RSA, accounting 6% of SA population. Has a population estimated at 2.8 Million as released by Stats SA. The Province has 4 District Municipalities and one Metropolitan Municipality. DHA Offices in Free State are aligned to 4 District Municipalities and 1 Metropolitan Municipality. The launching of Stakeholder Forums on the District and Local Municipalities have greatly improved the way of delivering services especially in rural areas. Monitoring & Evaluation of the departmental performance relating to DHA is at the centre of Service Delivery Improvement Plan. The department in the province is operating in terms of the minister outcomes. Internal Structures Youth Forum, Gender Committee and Dha Cadre We are targeting all rural areas to end the Late Registration of Birth (LRB)

5 STRATEGIC OVERVIEW VISION STATEMENT A safe, secure South Africa where all of its people are proud of, and value, their identity and citizenship. MISSION The efficient determination and safeguarding of the identity and status of citizens and the regulation of migration to ensure security, promote development and fulfil our international obligation. VALUE STATEMENT The DHA is committed to be: People-centred and caring, Patriotic Professional and having integrity, Corruption free and ethical, Efficient and innovative.

6 MINISTER PERFORMANCE AGREEMENT IN TERMS OF NATIONAL OUTCOMES The 12 National outcomes are at the heart of the strategic planning process of the Government and DHA is accounting for three as per the signed Minister`s performance agreement. The departmental relevant out comes are NATIONAL OUTCOME 3 All People in South Africa are free and feel safe NATIONAL OUTCOME 5 Skilled and capable workforce to support an inclusive growth path. NATIONAL OUTCOME 12 An efficient, effective and development orientated public service and an empowered, fair and inclusive citizenship

7 DEPARTMENTAL STRATEGIC ORIENTED GOALS (OUTCOMES) STRATEGIC OUTCOME ORIENTED GOAL 1 Secure South African citizenship and identity engineered by the Civic Services Unit STRATEGIC OUTCOME ORIENTED GOAL 2 Immigration managed effectively and securely in the national interest including economic, social and cultural development engineered by the Immigration Unit STRATEGIC OUTCOME ORIENTED GOAL 3 A service that is efficient, accessible and corruption free to be realised by all the departmental Units.

8 PROVINCIAL MANAGEMENT AND DERMACATION – NEW OPERATING MODEL Provincial Manager Mr. Bonakele Mayekiso Xhariep District * Vacant Office and Port Managers * 3 Local Offices * 3 Ports of Entry Mangaung Metro Ms. Manthateng Sehlabo- Monyaki Office and Port Managers * 3 Local Offices * 1 Port of Entry Lejweputswa District Ms. Henda Erasmus Office Managers * 2 Local Offices * 5 Local Small Offices Fezile Dabi District * Vacant Office Managers * 2 Local Offices * 4 Local Small Offices Thabo Mofutsanyane District Mr. Benjamin Makoanyane Office and Port managers * 3 Local Offices * 3 Local Small Offices * 3 Ports of Entry Finance and Support Director Ms. Buyelwa Sekhonyane Acting Provincial Coordinator * Office Manager Mr. Tshotleho Sedia

9 DHA FOOTPRINT PRESENTLY– FREE STATE Department Home Affairs Republic of South Africa Large office Small office

10 DHA FOOTPRINT FUTURE – FREE STATE Department of Home Affairs Republic of South Africa Local Small office Large office Planned office

11 Provincial Profile Distribution of DHA offices within these districts M/O Koffiefontein M/O Zastron S/O Trompsburg S/O Jacobsdal L/O Bloemfontein M/O Botshabelo S/O Thaba Nchu S/O Ladybrand 11 Service points L/O Phuthaditjhaba M/O Bethlehem M/O Harrismith 3 S/O 16 Service Poi nts D/O Kroonstad D/O Sasolburg 3 S/O 13 Service points L/O Welkom M/O Bultfontein 4 S/O 12 Service points XHARIEP S/O Wepener 16 Service Points 5 Offices 4 Offices 6 Offices 5 Offices 6 Offices 3 Hospitals 6 Hospitals 9 Hospitals 6 Hospitals 5 Hospitals

12 SUMMARY OF THE CURRENT FOOTPRINT FOR THE FREE STATE PROVINCE TYPE OF OFFICE DHA current footprint Operational Non Operational due to accommodation challenges Local Office Large ( former RO)Bloemfontein Large Welkom Large Phuthaditjhaba Large 3Phuthaditjhaba still in the building phase we operate from an old Magistrate building Local Office Average ( former DO)99N/A Local Office Small (former PSP)13 N/A Health Facilities (HSP)26 Ports of Entry (POE)88 Mobile Offices116 Thusong Service Centre (TSC)66 Total7671 Overview of footprint per type of DHA service point (SP) *

13 BIRTH REGISTRATION- STATISTICS 2015/2016 BIRTH REGISTRATION APPLICATIONS MONTH 2015/ DAYS 31 DAYS & aboveTOTAL PREVIUOS YEAR 2014/201530DAYS 31 DAYS & ABOVETOTAL Apr Apr May May Jun Jun July July TOTAL TOTAL

14 ANNUAL TARGET: Projected to births registered within 30 days of the birth event against the estimated 1.1 million births per annum, (Quarterly Target is total births to be registered) ANALYSIS OF PERFORMANCE IN RELATION TO STRATEGY TO ACHIEVE TARGET THE STANDARD HAS BEEN PARTIALLY ACHIEVED We have registered births within 30 days for the quarter one and the Month of July 2015, and births within 30 days for quarter 1 and the month of July 2014 this shows a definite increase in birth registration during this financial year. We are still experiencing a high number of births registered after 30 days, in the last financial year 2014/2015 we registered 4143 and during the same period this year we registered 3379 we have made a significant improvement of registering less 764 births outside the required 30 days. We will be deploying more full time staff in areas were the hospital births is more to ensure all children's are registered within 30 days. Challenges/Reasons for non achievement Priorities' hospital staff. Visitation to be improved. Way forward/Remedial action Continuous engagements with stakeholders and our education programs at the hospitals Type of Evidence NPR REPORT

15 UNABRIDGED BIRTH APPLICATIONS FROM 01 APRIL – 15 AUGUST 2015 Office No of Application No of Certificates issues No of outstanding applications Equivalent letters issued FREE STATE The Bloemfontein and Bethlehem has high numbers of applications for UBC within the Province. 60% of applications are issued to clients within 3 weeks which is good base on the 6 weeks standard set by the department. 260 applications has been modified but clients have not collected their certificates The stakeholders forums and Ministers Imbizo also played a pivotal role in communicating the message to the general public. Analysis

16 LATE REGISTRATION OF BIRTHS (LRB)- STATISTICS The High impact Outreach programs and Farm visits has significantly improved the number of applications taken at the rural areas and school farms during the Month of April and May The stakeholders forums also played a pivotal role in identifying these areas. Analysis ITEMSNUMBER OF APPLICATIONS Closing balance of LRB cases as at 31 March Number of LRB applications received (April- July)1278 Number of applications approved890 Number of applications rejected122 Number of applications referred to IMS for investigations63 TOTAL NUMBER OF APPLICATIONS ON HAND1028

17 1 ST Issues and Re- Issues- ID SMART CARD STATISTICS ID SMART CARD APPLICATIONS MONTH 2015/20161 ST ISSUERE-ISSUESTOTAL PREVIUOS YEAR 2014/20151 ST ISSUERE- ISSUETOTAL Apr Apr May May Jun Jun July – July TOTAL TOTAL

18 1 ST Issues ID and Re- Issues- STATISTICS ID OLD GREEN BARCODE APPLICATIONS MONTH 2015/20161 ST ISSUERE-ISSUESTOTAL PREVIUOS YEAR 2014/20151 ST ISSUERE- ISSUETOTAL Apr Apr May May Jun Jun July– July TOTAL TOTAL

19 Identity for first issue and Re-issue

20 DHA Annual Target : First & Re-issue ID’s received from Head Office registered on T&T by front offices within 1 day BASELIN E ANNUAL TARGET QUARTER 1 TARGET 2014/2015 QUARTER 1 ACTUAL 2014/2015 QUARTER 1 TARGET 2015/2016 QUARTER 4 ACTUAL 2015/2016 ANALYSIS One day to register ID received at Front Office The Province has performed very well with the registration of first identity application vs Re-issue application for the first quarter both in 2014/2015 and 2015/2016. Achieved PROGRESS PER QUARTER 2014/2015 First Issue = 4906 Re-Issue = /2016 First Issue = 1935 Re-Issue = 3416 One day to register ID received at Front Office One day to register ID received at Front Office Type of evidence Track and Trace reports

21 ITEMSNUMBER OF APPLICATIONS Duplicates cases on hand as at 31 March Number of new duplicate cases received (April-July)38 Cases referred to HO for issuance of Identity document21 Number of unfinalized cases66 DUPLICATES CASES - STATISTICS

22 PASSPORT TYPENUMBER OF APPLICATIONS Tourist Passports (NORMAL) 5934 Child Passports 2389 Official Passports 29 Maxi Passports 489 TOTAL 8841 PASSPORT APPLICATIONS – STATISTICS- APRIL- JULY

23 IMMIGRATIONS STATISTICS – APRIL – JULY 2015 MONTHS PERIOD PORT CONTROL STATISTICS PORT ArrivalDepartureTOTAL RSAForeignerRSAForeigner Caledonspoort Ficksburg Makhaleen Bridge Maseru bridge Monontsha Pass 0000 Peka Bridge Sephapus Gate Van Rooyensgate TOTAL

24 Annual Target: 01 April – 30 June 2015 Ensure an efficient and effective law enforcement function within the IMS Province Successful prosecution of employers Transgressors of departmental legislation successfully prosecuted Number of illegal foreigners / overstayers detected Number of illegal immigrants / overstayers deported within 30 days (direct) Number of illegal immigrants deported to Lindela Cases referred to Inspectorate investigated within 28 days BLOEMFONTEIN BOTSHABELO KOFFIEFONTEIN ZASTRON WELKOM KROONSTAD SASOLBURG BETHLEHEM PHUTHADITJHAB A MASERU POE FICKSBURG POE Van Rooyen Gate TOTAL

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28 STAFF PROFILE AS AT END JULY 2015 LEVELMALEDISABILITYFEMALEDISABILTYTOTAL TOTALS

29 CAPACITY LEVELS PROVINCETotal Establishme nt APPROVED ESTABLISHM ENT FILLEDVACANTFUNDED POSITION S PERCENTAGE CAPACITATED ON FILLED POSTS CSIMSSUPPORT FREE STATE % GRAND TOTAL % 33 Positions are funded and 3 positions are not funded, 15 of the positions are advertised and some scheduled for interviews. Positions are funded when you finalised the process the funds are taken which remains a challenge in the planning phase at a provincial level. Analysis

30 DESCRIPTION PERFORMANCE ASSESSMENTS PERCENTAGE (%) PMDS conducted (2014/15) Conducted100% PMDS conducted 2015/16 (Half yearly)Due end of Sept 2015Expected 100% Performance agreements 2015/2016 capture 98% contracted as 3 officials are on incapacity leave (Radebe: R; Semele K, Blankwe: M A and the 18 interns. PERFORMANANCE MANAGEMENT DEVELOPMENT SYSTEM

31 MONTH TRAINING CONDUCTED EQUITY APRIL Diamond release (Modernization 57 Females 36 Males 2015 MAY 17 – 2015 MAY 18 Unabridged certificate: New Regulation (People travelling with minors) 15 Females 39 Males 2015 MAY 18 – 2015 JULY 17 Port of Entry Skills Programme National Certificate: Home Affairs Services 7 Females 12 Males 2015 AUGUST AUGUST 14 DHA Induction 4 Females 8 Males TOTAL178 Employee STAFF DEVELOPMENT

32 INTERACTION OF STAFF The Province interact with staff through the following meetings:  Top Provincial Management (SMS) – Fortnightly.  Provincial Management meetings (SMS, Provincial Support & Office Managers) - Monthly  District Management Meeting (Local Office Managers & Support) - Weekly  Staff Meetings – Weekly  Quarterly Reviews Meetings STAFF ENGAGEMENTS

33 KEY AREAACTIVITIES Occupational Health & Safety Conducted OHS audit on 14 x Offices in April 2015 and developed reports with recommendations in 3 districts Employee Wellness Support activities 1 x counselling intervention provided for: trauma, health related problems on 1 x employee Quality of work-life intervention provided to 2 officials, focusing on PILIR 1 x Candle-light memorial & 1 x blood donation held in the Province Men's Health Awareness -56 Officials during different sport 0n the 08 July ICAS - The company has been contracted to render employee wellness services. -2 x referrals made during the period under review EMPLOYEE WELLNESS

34 BUDGET ITEM Budget 2015/16 Actual Expendit ure YTD (R) Outstanding Commitment s-YTD Total Projected expenditure April- July 2015/16 YTD Savings/ (Overspending YTD Budget Expenditure (%) 1 ‘000 2 ‘000 3 ‘000 4(2+3) ‘000 5(1-4) ‘000 6 (4÷1) Comp of Employees 138, , ,131 34% Goods and Services 10,757 6, ,8943,863 64% Provincial & Local Government Household % Capital Assets TOTAL R149,505 R 53,406 R 871R54,277 R 95,228 36% BUSINESS UNIT MONTHLY FINANCIAL REPORT – 2015/16

35 NOTES FROM FINANCIAL REPORT The Provincial Goods and service is under tremendous pressure, as at 31 July 2015 the expenditure was sitting at 60% instead of a 33,33% norm. Total expenditure for the previous Financial year was over R18 million for goods ands services but the total amount allocated for this Financial year is just above R9 million. Therefore the estimated additional budget requested amounts to R8 million This risk was projected by the province hence the submission of the budget pressure document to budget committee, where areas of concerns were raised that:  Although 34 G-FLEET Vehicles were returned due to the lapsing of the contract only 17 vehicles were procured due to budget constraints.  Out of 74 DHA owed vehicles 44% exceed kilometers these cars are expensive to maintain.  12 vehicle were disposed end of March 3 write off and 9 had above KM.  Appointment of official outside the Province also puts pressure on the Province as relocation cost are very expensive.

36 Payment of Invoices within 30 days ( April – July 2015) Total nr of invoices received Nr of invoices paid within 30 days Age breakdown of unpaid invoicesComments Older than 30 days Older than 60 days Older than 90 days

37 Payment of Invoices outside 30 days ( April – July 2015) NO.SUPPLIER NAMEORDER NUMBER INVOICE NUMBER REASONS NOT CAPTURED ON LOGIS 1TRAVEL WITH FLAIRFS Delay in implementation of shifting of funds from Head Office to Province (Minister Imbizo) 2SKY NETFS System Error 3SKY NETFS System Error 4SKY NETFS System Error 5SKY NETFS System Error 6TRAVEL WITH FLAIRFS Delay in sundry payment 7GPWNO ORDERINV Technical error 8KONICA MINOLTAFS Insufficient funds

38 Assets classificati on Number of assets Value of assets ‘000 Number of assets Value of assets ‘000 Numb er of asset s Value of assets ‘000 %Chan ge of No. 2015/162014/152013/14 Minor Assets11, 1924, 579, , 1434,539, Capital Assets1, 65048, 359, 594 1, 65048, 359, Total Assets12, , 79352, 898, ASSETS REGISTER FREE STATE PROVINCE

39 NOTES TO THE ASSETS REGISTER Minor assets: balance beginning of the year , balance end July deference 49 ( 8 Chairs procured, 10 new printers, 31 old chairs transferred from HQ) Major Assets : No deference There were no disposals for the period in question but 795 assets to the value of R were deposed in March The disposed furniture was absolute and It assets were disposed as per IT Technical report. The BAUD system is currently not accessible HQ has temporally closed it as from end of May The closing of the system for long periods has a direct impact on maintaining a correct asset register in Provinces because during this period updates are done manually increasing a risk of the Asset Register not being electronically updated when it does open.

40 KEY AREANUMBERPERCENTAGE Total Number of vehicles in the Province91100% Number of vehicles involved in accidents 55.5% Number of Functional vehicles % Total Number of mobile offices10100% Number of Functional mobiles440% Number of dysfunctional mobile (It issues)660% GRAND TOTAL FUNCTIONAL 9199% FLEET MANAGEMENT

41 CORRUPTION PREVENTION AND PROSECUTION NATURE OF OFFENCEPROGRESS 1.Fraud and Corruption(BETHLEHEM) 2. Fraud and Corruption (Caledonspoort) 1. Official dismissed. Criminal matter to be heard on September Official dismissed. 8 Officials dismissed. Criminal matter to be heard on November 2015 and 8-12 February (Arbitration in process)

42 CORRUPTION PREVENTION AND PROSECUTION KEY AREA NUMBER OF CASES STATUS Opening balance of cases as at 01 April 20151Still under investigation – complainant is abroad Previous year cases under-investigation1Still under investigation – complainant is abroad Number of New cases RECEIVED (April-July 2015) 113 x Finalized 8 x Under investigation Arrests ( officials )1Awaiting departmental hearing date Projects driven investigation to address Corruption 2Welkom and Bethlem Closing Balance9

43 LABOUR RELATION CASES KEY AREA NUMBER OF CASES OUTCOMES Fraud & Corruption1Awaiting departmental hearing date Improper Conduct1Under investigation Financial Misconduct0None Closing Balance2

44 KEY AREAACTIVITIES DHA is a security Department All employees are expected to undergo security vetting. Appointments Current staff complement is 556 including the 10 newly appointed officials in the first quarter Number of security clearances issuedNumber of clearances issued to date 93 Pending security Clearances 61 (Z204) files submitted to State Security Agency for registration and evaluation in the 2015/16 financial year Security Clearances Denied0 Number of security clearances forms issued ( Z 204) 13 Z204 forms issued; 13 Z204 forms pending Breakdown 1 (SMS), 2 (MMS) and 10 (level 1 to 9). VETTING

45 KEY AREAACTIVITIES Security Services  KSA Security contracted to render security services (01 November 2014)  21 x security Offices  Provincial Security Advisory Committee established and launched on 20/03/2015  Emergency Evacuation Plan was developed and approved by the Disaster Management, PM & Chief Directorate: Physical Security Security Awareness  Security awareness conducted on a monthly basis Cash In Transit  Fidelity Cash Solution security company contracted to provide cash in transit at --9- offices in the Province. SECURITY SERVICES

46 IssueAchievementsWhat has improved 1. Service delivery 1.Highest number of Smart ID cards printed in the Province; 2.Four high impact service delivery programmes successfully implemented in the Province 3.Hospital connectivity – all hospitals connected and a number of clinics 4.Maseru and Ficksburg plan for processing of travellers. 1. Stakeholder relations strengthened Accessibility enhanced 2. Improved corporate governance within the province. 2. Recruitment 1.Appointment of Control inspector officials and Inspectorate officials inland. 1. Improved leadership in inspectorate services 3. Infrastructure 1. Modernization of Medium and Large offices 9 out of Thaba Nchu and Phuthaditjhaba offices progress on the building is 90% finish. 1.Improved services on modernization will be realised in the financial year 2016/ Finance 1.Improved turnaround times in payment of invoices. 2.Clearance of bank exceptions. 1.Improved financial management, aiming to pay 100% performance. 5. Partnership with other government departments 1.Collaboration in common projects with sister department. 1.Education on other s DHA services available besides IDs and Birth Certificates (e.g. Training of stakeholder form members, learners were educated about passports). Achievements 46

47 ISSUESCHALLENGESWHAT NEEDS TO BE DONE Infrastructure at the Borders Office space to Provide quality services to clients. Insufficient houses and office space for staff in Maseru, Ficksburg, Calendonspoort, and Van Rooyen’s Gate and Sephapo Gate Bloemfontein Medium Office, Thaba Nchu, Zastron and Provincial Managers Office. Thaba Nchu and Zastron office does not have online verification due to the infrastructure challenges Accommodation should be provided to staff. Public works to expedite this process as clients are revolting against the department. Lesotho citizens that frequent Free State and overstay. Deportation of Lesotho citizens is done weekly and this exercise often proofs futile as most of the deportees come back. South Africa and Lesotho should have bilateral and review policy on how to deal with illegal foreigners from Lesotho Challenges and possible solutions

48 THANK YOU KE YA LEBOGA DANKIE NDIYABULELA