1. CIVILIAN SECRETARIAT FOR POLICE ANNUAL REPORT 2012/13 Civilian Secretariat for Police Presentation to Portfolio Committee of Police 15 th October 2013

2. CIVILIAN SECRETARIAT FOR POLICE INTRODUCTION The Civilian Secretariat for Police still operates as a SAPS cost centre till 1 st April 2014 All critical appointments are completed with regard to HR, Supply Chain and Financial management for the full function of a designated department HR & Supply policies are all in place to comply with PFMA, DPSA, Department of Labour, PSETA & PSC frameworks & regulations 2

3. CIVILIAN SECRETARIAT FOR POLICE3 VISION AND MISSION Vision A transformed & accountable Police Service that reflects the values of our developmental State Mission To provide efficient and effective civilian oversight over the SAPS & enhance the role of the Minister of Police.

4. CIVILIAN SECRETARIAT FOR POLICE4 To provide quality, timeous evidence-based strategic research and policy advice to the Minister. To develop and contribute to a global view on police practices and methodologies. To develop and build strategic partnerships in the fight against crime To strengthen the national dialogue and relationships on safety and crime prevention. To initiate policy driven legislation on policing and security matters. To perform any other functions as may be determined by the Minister. OBJECTIVES

5. CIVILIAN SECRETARIAT FOR POLICE5 BUDGET ALLOCATION & EXPENDITURE Budget item Actual Budget Requested (R’000) Actual Budget Allocated (R’000) Actual Expenditure (R’000) Readjusted budget (R’000) % Over/Under spend Operational Budget 17 77117 92711 71014 427 19% Personnel Budget 45 496 28 20545 496 38%

6. CIVILIAN SECRETARIAT FOR POLICE EXPLANATION FOR VARIANCES  The reasons for the under spent of R20 million : The main contributors to the total underspending of 33.4% (R20.0m) was the underspending of 15.2% (R2.0m) on the budget for Goods and Services and 38.0% (R17.3m) on the budget for Compensation of Employees. However, when taking commitments of R3.2m into account, the total underspending is reduced from 33.4% to 27.5%. The underspending of 38.0% (R17.3m) on the budget for Compensation of Employees was due to delay in the filling of posts. All the posts were advertised timeously and applicants were interviewed; the delay was mainly due to unavailability of suitable candidates. 6

7. CIVILIAN SECRETARIAT FOR POLICE EXPLANATION FOR VARIANCES  The reasons for the under spent of R20 million : The delay in the awarding of the Information Management System tender has contributed to the underspending of 18.8% (R2.7m) on the Programme budget. The Monitoring and Evaluation Unit had budgeted R1.7m for an Information Management System (i.e. the National Monitoring Tool) for the period under review and the entire budget was not spent due to delays in the Supply Chain Management process. 7

8. CIVILIAN SECRETARIAT FOR POLICE KEY PROGRAMMES 8 To ensure that staff of the Civilian Secretariat for Police is supported to create a conducive work environment to improve service delivery Administration To manage and encourage national dialogue on community safety and crime prevention. PartnershipsPolicy and Research To provide legislative support services to the Secretary of Police Legislation To monitor and oversee the functions of the police service Monitoring and Evaluation To provide policy and research services to the Secretary of Police

9. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 1: ADMINISTRATION 9 Budget item Actual Allocation (R’000) Re-used funds back to SAPS (R’000) Re- Adjusted budget allocation (R’000 Actual Expenditure (R’000) Under/Over Expenditure (R’000) % Over/Under spent Office of the Secretary 1 7575001 2571 238192% Support Services 6 1278305 2973 5961 70132%

10. CIVILIAN SECRETARIAT FOR POLICE10 OFFICE OF THE SECRETARY OF POLICE PERFORMANCE INDICATOR TARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Development & submit Strategic Plan 11 Joint consultative IPID/Secretariat forum meetings 44 Develop Quarterly Report44 Develop and approval of sector customised indicators 1 revised1 Approved project plans for Special Projects 22 Performance agreements signed and implemented with Chief Directors 66

11. CIVILIAN SECRETARIAT FOR POLICE11 OFFICE OF THE SECRETARY OF POLICE PERFORMANCE INDICATORTARGETACTUAL REASONS FOR VARIANCE AND COMMENTS % Compliance with the PFMA100% % Compliance with DPSA Performance Management System 100% Development implementation of a communication strategy 100% Facilitate MINMEC meetings44 Develop & submit Annual Report11 Develop & submit Annual Performance Plan 11

12. CIVILIAN SECRETARIAT FOR POLICE12 OFFICE OF THE SECRETARY OF POLICE PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Full establishment of Legislation Unit 1 1 Full implementation of Civilian Secretariat for Police Service Act 90% Effective implementation of new organizational structure 100% 90% Effective communication and alignment with provinces 100% 90% Strategic & technical advice to the Minister 100% Engage government departments through JCPS Cluster processes 100%

13. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 2: PARTNERSHIPS 13 Budget item Actual Allocation (R’000) Actual Expenditure (R’000) Under/Over Expenditure (R’000) % Over/Under spent Operational 2 9412 882592%

14. CIVILIAN SECRETARIAT FOR POLICE KEY ACHIEVEMENTS Workshops held & working relationship established with police unions & SANCO who committed themselves to support the campaign against stolen goods These structures will assist with the functioning of CPF’s & assess the effectiveness of Rural Safety strategy CSF policy development process finalized and CSFs are being roll out in seven of nine provinces. Secretariat, provinces & municipalities meeting regularly to plan and assess progress with regard to the establishment of CSF’s National Joint Working Committee for CSF established under JCPS cluster CPF guidelines accepted by eight of the nine provinces. MOU between NASCOM & BACSA is being monitored and revised Draft strategy to combat small business robberies developed Consultation and campaign development finalized for the Campaign which will focus on buying of stolen goods 14

15. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 2: PARTNERSHIPS 15 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Number of working agreements with civil society organizations 2 2 Number of established working groups arising from agreements 2 2 Launch of anti-crime campaign 1 0Concept document produced, stakeholders consulted Number of facilitation forums established in provinces for roll out of CSF’s 9 7 Two provinces had not established forums for the roll out of CSFs. Number of monitoring reports on the roll out of CSF’s 9 10An additional report for the JCPS cluster was prepared.

16. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 2: PARTNERSHIPS 16 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Number of agreements in place with NWG, DevCom, Prov Secretariats, SALGA on CSF roll out 4 3Consultation process with SALGA not complete Number of workshops facilitated with NWG, Devcom & provincial secretariats 4 3 Collective workshops held which impacted on the target number. Number of public participation engagements of Minister 67 Number of established working relationships with communities on crime prevention initiatives 64 A system was developed during the financial year to ensure that participation engagements result in concrete crime prevention initiatives and this was implemented in four areas where public participation meeting were held..

17. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 2: PARTNERSHIPS 17 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Number provinces implementing CPF guidelines 98One province deviating Number of agreements with regard to anticrime initiatives approved 3 3 Rural safety strategy implemented. 100% 50% Engagements were held with FAWU and Agri-SA on the strategy and five provinces visited. Rural strategy was monitored and buy-in for the strategy secured from the above stakeholders in these provinces. Number of Special Partnerships Projects implemented 2 1Only one special project assigned

18. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 3: POLICY & RESEARCH 18 Budget item Actual Allocation (R’000) Re- used funds back to SAPS (R’000) Re- Adjusted budget allocation (R’000 Actual Expenditure (R’000) Under/Over Expenditure (R’000) % Over/Under spent Operational 1 155701 08587920619%

19. CIVILIAN SECRETARIAT FOR POLICE KEY ACHIEVEMENTS Green Paper drafted, finalized & consulting process started Policy on establishment of DNA database finalized & approved by Portfolio Committee of Police The DPCI Policy Guidelines were finalized and tabled in Parliament Policy & guidelines on establishment and functioning of South African Police Reserve Service completed & signed off by Minister of Police Report on gang situation in Western Cape presented to Portfolio Committee of Police Inter governmental working committee on Gangs established with the JCPS cluster Opinions on some legislative challenges hampering effective responses to gang violence were drafted Sector Policing report finalized and issue incorporated in the White Paper on Policing Initial report on Detection Policy drafted Establishment of Task Team under the JCPS cluster to review White paper on Safety and Security 19

20. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 3: POLICY & RESEARCH PERFORMANCE INDICATOR TARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Finalized and approved White Paper on Safety and Security 10Green Paper on Policing finalized for public comment Number of engagements with reference group established by the Secretary 43 Bilateral were held on various projects rather than larger forums Forum with SAPS to feed into ongoing research and policy issues 44 Work with M&E on key issues based on recommendations 100% Discipline Management for WPP & Report on Inspectorate Identify & develop policy of specific areas refer in White Paper on Safety and Security 10Green Paper on Policing only finalized in fourth quarter 20

21. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 3: POLICY & RESEARCH PERFORMANCE INDICATORTARGETACTUALREASONS FOR VARIANCE AND COMMENTS Develop policy on establishment of DNA database 11 Research document on the National Police Inspectorate 11 Research document on Specialized policing areas such as gangsterism 12  POCA Report  Report on Gang situation in WC Research document on the use of technology in SAPS 10 Ongoing work on Use of force draft policy Research document on the implementation of SAPS Communication strategies (Nat Instructions & Standing Orders & Regulations) 11 21

22. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 3: POLICY & RESEARCH PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Research document on SAPS Training & recruitment 11 Provide reports on crime & policing trends 22Two reports on: Crime Stats & Victim Survey Research to compliment M&E RAG findings 10RAG still under review Research to compliment M&E monitoring of detectives 11Detection policy Research in areas identified by M&E and Partnership units 100% GIZ Mayor’s Conference & Small Business Anti Robberies Strat, Public Order Policy Report for use of force policy Research into areas to be addressed in SAPS Act 100%0White paper deadline extended 22

23. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 3: POLICY & RESEARCH PERFORMANCE INDICATORTARGETACTUALREASONS FOR VARIANCE AND COMMENTS Final information Collection Development policy 11 % Historical research being done by SAPS or external role player (rework) 70%50%Work in progress % Information on best practices into policing internationally 50%40% Focus during the financial year was on detection services and international information for use in the Green Paper. Other areas remain work in progress % Repository of all reports prepared by Secretariat 100%80% The focus was on ensuring that historical reports produced within the policing environment are archived and available for use. Other areas remain a work in progress 23

24. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 3: POLICY & RESEARCH PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Data base of all legislation, instructions and standing orders with regard to policing 11 Collating all information relating to policing dealt with in parliament 100% Provide Secretary with current & historic information on specific areas of policing as required 100% Conduct research into specific areas identified by the Secretary 100% 24

25. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 4: LEGISLATION 25 Budget item Actual Allocation (R’000) Actual Expenditure (R’000) Under/Over Expenditure (R’000) % Over/Under spent Operational 1 38092345733% * Legislation personnel expenditure captured under Administration

26. CIVILIAN SECRETARIAT FOR POLICE KEY ACHIEVEMENTS The Dangerous Weapons Bill was drafted and consulted The Criminal Law (Forensic Procedures) Amendment Bill 2012, relating to DNA was drafted The South African Police Service Amendment Bill (“DPCI”) was finalised and introduced in Parliament The Private Security Industry Regulation Amendment Bill 2012 was drafted by PSIRA and introduced in Parliament The Firearms Control Amendment Bill has been drafted and is subject to further consultation Regulations for the Civilian Secretariat for Police were drafted and submitted to Provincial Departments /Secretariats for comments 26

27. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 4: LEGISLATION 27 PERFORMANCE INDICATORTARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Draft Regulations for the Civilian Secretariat for Police approved and implemented 11 Draft Regulations circulated to provinces for comments Shared service agreement with SAPS approved and implemented 10 Approved and enacted South African Police Amendment Act 2012 (DPCI) 11DPCI Bill being implemented

28. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 4: LEGISLATION 28 PERFORMANCE INDICATOR TARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Approval and enactment of Dangerous weapons Act of 2012 11 Dangerous Weapons Bill passed by National Assembly Legislation on the Firearms Amendment Act placed before Parliament 1 Replaced by DNA Bill Draft Bill done but was put on hold because the DNA Bill was prioritized. Legislation on the review of SAPS Act tabled in parliament 10Pending finalization of White Paper.

29. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 29 Budget item Actual Allocation (R’000) Re-used funds back to SAPS (R’000) Re- Adjusted budget allocation (R’000 Actual Expenditure (R’000) Under/Over Expenditure (R’000) % Over/Under spent Operational 4 5672 1002 4672 19127611%

30. CIVILIAN SECRETARIAT FOR POLICE KEY ACHIEVEMENTS 300 DVA audits conducted 429 Combined oversight visits conducted Bi-Annual Performance Trend Analysis Reports generated Technical analysis report generated to reflect achievements by SAPS during financial year RAG Review Report was produced to reflect systemic issues regarding SAPS resource allocation Monitoring of SAPS budget utilization were done 254 Service delivery complaints received from public & finalized Service delivery complaints addressed & analyzed Engagements between SAPS, IPID & CSP facilitated which resulted in provincial structured to strengthen communication & cooperation Electronic data collection tools & databases developed 30

31. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 31 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Number of stations monitored 100429 The provincial oversight visits are not prescribed in number. Therefore, provinces were allowed to undertake as many oversight visits as possible with the capacity at their disposal. The aim was to cover as many police stations as possible. Number of Consolidated Station Monitoring Reports 21 A management decision was taken to consolidate this report into the National Trends Analysis Reports. Number of Performance Trends Analysis Reports 22 Number of SAPS Performance Management System Review Reports 11

32. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 32 PERFORMANCE INDICATORTARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Number of budget and Expenditure Review Reports 21 March 2013 Expenditure Report from SAPS not received Number of RAG Review Reports 11 Number of evaluation reports on specific utilization of different resources, eg Government Garages 11 Number of DVA audit reports43 DVA audits were only conducted in the second quarter of the financial year as the first quarter was dedicated to build the capacity at a provincial level.

33. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 33 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Number of DVA compliance reports to Parliament 21 The second report is prepared for final approval but the finding of this report have been reported to Parliament. Number of firearms management reports (internal & external) 11 Number of monitoring reports on policy directives 21 One report was produced on Public Order Policing. The second report will be compiled once the Marikana Inquiry has been completed. Number of DVA compliance forums convened 46 The DVA compliance forum had to sit on a regular basis to ensure alignment and streamlining of processes between the CSP and the SAPS.

34. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 34 PERFORMANCE INDICATORTARGETACTUALREASONS FOR VARIANCE AND COMMENTS Number of evaluation reports on identified areas of HRD within SAPS (training, recruitment) 11 Number of evaluation reports on the Inspectorate 10 This project was transferred to the Policy and Research component of the CSP to form part of the White Paper on Safety and Security review process, Number of reports on the implementation of the Second Hand Goods Act. 21 Number of Reference group meetings convened 42 Unavailability of members

35. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 35 PERFORMANCE INDICATORTARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Number of complaints management system review reports 21 The initial phases of the process involved the establishment of an effective complaints management system and reports are only now being generated after the establishment of the system. Number of reports on the implementation of recommendations (IPID, AG, SCOPA and Parliament) 21 The CSP requested more detail on the actual recommendations made by IPID and the details on the recommendation took sometime to be generated by IPID. Number of discipline management review reports 11 Number of litigation management review reports 10 Due to lack of capacity this indicator was not achieved.

36. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 36 PERFORMANCE INDICATOR TARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Number of M&E Forum meetings convened 44 M&E Frameworks finalized and approved 10 The draft framework has been consulted with the Presidency. Inputs received indicate that the organization needs to undertake further research in order to inform the development of the framework appropriately. Number of reports on implementation of special projects 22 % Databases developed for all M&E projects 100%

37. CIVILIAN SECRETARIAT FOR POLICE PROGRAMME 5: MONITORING & EVALUATION 37 PERFORMANCE INDICATORTARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Number of end-user training sessions conducted 11 Number of Data/Information backup reports 12 % Data warehouse developed10 The tender for the development of the database is in the process of being finalized. Number of M&E training sessions conducted 19 Instead of holding one training session at a national level, it became necessary to hold sessions at each province to ensure that all M&E Practitioners are trained on M&E and data collection Approved User-requirements developed 11

38. CIVILIAN SECRETARIAT FOR POLICE HUMAN RESOURCE MANAGEMENT 38 PERFORMANCE INDICATORTARGETACTUALREASONS FOR VARIANCE AND COMMENTS % Persal functions implemented 100%80% CFO and the Chief Director Corporate Service were appointed in January and April. Now accountable for the respective functions Approved Human Resource Management Plan Implemented 11 Approved Human Resource Development Plan Implemented 11 Code of Conduct signed by % of staff100%. Workshop on Code of Conduct20 PSC postponed the planned date. The Secretariat also postponed due to the newly appointed members.No financial implications occurred in terms of budget

39. CIVILIAN SECRETARIAT FOR POLICE HUMAN RESOURCE MANAGEMENT 39 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Approved Office Manual11. Approved disciplinary policy 11 Skills Audit conducted on new appointees 10 The audit is still in process but not only includes new staff but competency tests are being undertaken by all SMS members. Approved WSP11 Approved employee health and wellness policy & programme 11 % Implementation of new organizational structure 100%90%

40. CIVILIAN SECRETARIAT FOR POLICE HUMAN RESOURCE MANAGEMENT 40 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS Approved reports submitted within set timeframes to, -Public Service Commission -DPSA -PSETA -Department of Labour and other relevant departments 32 Employment Equity Report not prepared due to the Secretariat not designated department yet Number of HR policies approved 44 Diversity Management policy. 11 % advertised posts filled within agreed timeframe 100%75% Posts advertised and interviews conducted but suitable candidates not found

41. CIVILIAN SECRETARIAT FOR POLICE FINANCE & SUPPLY CHAIN 41 PERFORMANCE INDICATOR TARGETACTUALREASONS FOR VARIANCE AND COMMENTS % operational SCM system in accordance with Public Service systems 100% 90% SCM policy developed & will be implemented from 1 st April 2014 Finalized Shared service Agreement with SAPS in place 1 0 Services 100% compliant with Treasury prescripts, practice notes and guidelines 100% Risk Management Plan & Processes in place 10 Internal Auditors has been appointed to facilitate the process

42. CIVILIAN SECRETARIAT FOR POLICE FINANCE & SUPPLY CHAIN 42 PERFORMANCE INDICATORTARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Payment to creditors within 30 days of receipt of invoice 30 days A register have been developed to monitor this. Review & sanitize supplier process & database for procurement 10 Still using SAPS Database while compiling ours. The process of having our own database will happen before the end of 2013/14 financial year.

43. CIVILIAN SECRETARIAT FOR POLICE FINANCE & SUPPLY CHAIN 43 PERFORMANCE INDICATOR TARGETACTUAL REASONS FOR VARIANCE AND COMMENTS Midterm review conducted 11 Updated registry and archive system 11 % Standards compliant with health and safety standards 100%

44. CIVILIAN SECRETARIAT FOR POLICE BECOMING DESIGNATED DEPARTMENT Budget Programme Structure submitted to National Treasury for approval Opening of PMG account in October Proclamation of new department & gazetting thereof in October 2013 Application systems implementation, incl. training, data migration, system testing, etc in November 2013-March 2014 Project conclusion, switching to live system environment on 1 st April 2014 44

45. CIVILIAN SECRETARIAT FOR POLICE45 THANK YOU