1. SECRETARIAT OF POLICE
Police Civilian Secretariat Presentation to the Portfolio Committee on Police 10 March 2010

2. BACKGROUND
The National Secretariat derives its mandate from the Constitution and the Police Act. Section 208 of the Constitution requires the Minister of Police to establish a Police Civilian Secretariat which operates directly under the Minister’s direction and authority. The Minister of Police has indicated in several meetings that in view of the new policing environment, the Secretariat should be made stronger in its oversight function.

3. MANDATE OF SECRETARIAT
Advise the Minister in the exercise of his or her powers
and the performance of his or her duties and functions;
Perform such functions as the Minister may consider necessary or expedient to ensure civilian oversight of the Service;
Promote democratic accountability and transparency in the Service;
Promote and facilitate participation by the Service in the Reconstruction and Development Programme;
Provide the Minister with legal services and advice on constitutional matters;
Provide the Minister with communication, support and administrative services;
Monitor the implementation of policy and directions issued by the Minister and report to the Minister thereon;

4. MANDATE OF SECRETARIAT (Continuous)
Conduct research into any policing matter in accordance with the instructions of the Minister and report to the Minister thereon;
Perform such functions as may from time to time be assigned to the Secretariat by the Minister; and
Evaluate the functioning of the Service and report to the Minister thereon.

5. RESTRUCTURING
The Secretariat is being re-organised in order for it to perform its function and provide the Minister with the required advice.
A new legislative framework for the Secretariat is being finalised.
The Secretariat has developed five key components that will engage in the process of policy development and research; monitoring and evaluation; partnership management; support services, and the Office of the Secretary.

6. FOCUS OF THE SECRETARIAT
Primary focus and priority for the coming year is the development of a five year strategic plan together with the fulfillment of key priorities while implementing our mandate. The key role and functions of the Secretariat
are to:
To provide the Minister with policy advice
To monitor and audit the police
To provide support services to the Minister
To mobilise role-players, stakeholders and partners outside the Department

7. KEY FUNCTIONS
Key functional areas with respect to civilian oversight and policy advice to the
Minister are provided through our components in the following manner:
Policy and Strategy: Strategic and indicative planning, research and the formulation of departmental policy proposals, which when approved by the Minister, would guide the activities of SAPS.
Audit and Monitoring: The monitoring of the Department’s budget to ensure alignment with the policies approved by the Minister. Monitoring the effectiveness and efficiency of the implementation of these policies.
Providing Ministerial support services: Including the management of international and stakeholder liaison as well as provide legal services.
Communication: The implementation of a communication strategy aimed at informing and mobilising role players, stakeholders and partners outside the Department regarding the delivery of Safety and Security.
Accountability: To account to the Minister and to Parliament
on issues and activities from time to time or as requested.

8. IMPORTANT REQUIREMENTS
In order to fulfil these functions effectively, two important requirements
should be fulfilled:
The Secretariat is currently undergoing institutional reform in order for the Minister to fulfil his constitutional and legislative obligations.
The Secretariat is undergoing a process of re-organisation in order perform its role to the standard required.
A new management team led by the new Secretary of Police has been
appointed by the Minister together with three new chief directors in the Policy and Research, Monitoring and Evaluation and the Partnership Units.

9. KEY PRIORITIES Our priorities are based on six key result areas:
1. The re-organisation of the Secretariat
2. Provide Legislative Support to the Minister
3. Provide Leadership and Direction to the Secretariat
4. Provide policy advice support to the Minister
5. To play an activist and interventionist role with regard to civilian oversight of the Police
6. Build active partnerships that will deepen the national dialogue on safety and crime prevention

10. OFFICE OF THE SECRETARY OF POLICE
Purpose: Strategically direct the Secretariat of Police and render support services to the Minister
Sub-Programme
Objective
Output
Performance Indicator
Target 2010/2011
Reporting period
Re-Organization
Development and Finalisation of legislation for the Secretariat which will empower and capacitate the Secretariat
Finalise secretariat legislation (detail will be addressed in legislative support to the Minister)
Implementation plan approved by Minister and portfolio committee
June 2010
Quarter 1
Effectively enhance organizational capacity building in the Secretariat
Enhance DPSA restructuring investigation
Approved organisational structure for the Secretariat
April 2010
Support to the Minister
Provide technical support to the Minister
Regular briefings and meetings by the Secretary with the Minister
Quality and timeous reports on support provided
100% compliance in terms of Ministers need
Quarterly
Assist and provide support to the Minister with regard to International obligations
Determine Minister’s calendar of engagements with SADC, SARPCCO and other foreign countries
Determine policy regarding international cooperation and agreements as well as invitations requests
Technical support provided to the Minister
Engage and liaise with international counter parts
Minister’s calendar
Policy developed
M&E Reports on implementation of agreements
Approved communication strategy and plan
May 2010
Quarterly reports
March 2011
Annually

11. OFFICE OF THE SECRETARY OF POLICE
Sub-Programme
Objective
Output
Performance Indicator
Target 2010/2011
Reporting period
Provide
Leadership and direction
Provide institutional leadership and direction to the Secretariat
Developed strategic plan (MTSF/MTEF)
Monitored SMS performance through Performance Agreements (details of measurement to be reflected under HR)
Managed Secretariat budget (addressed under Support Services)
Approved aligned strategic plan
Budget over/under spending
variance
5 year strategic plan
3% spending variance
April 2010
March 2011
Legislative support to the Minister
Ensure implementation
of Departmental
legislative programme and assist the Minister with his statutory mandate in this regard
Present the following
instruments to Parliament
Secretariat Bill
ICD Bill
Firearms Control Regulations
Private security training regulations
PSIRA Bill
Number of Cabinet approved Bills
Number of regulations promulgated in government Gazette
3 Bills
2 regulations
Secretariat Bill – Quarter 1
ICD Bill –Quarter 1
PSIRA Bill – Quarter 4
FAC Regulations –
PST Regulations –

12. OFFICE OF THE SECRETARY OF POLICE
Sub-Programme
Objective
Output
Performance Indicator
Target 2010/2011
Reporting period
Relationship with Parliament
Ensure effective accountability to and liaison with Parliament
Active participation and presentation in parliament regarding budget and other reporting matters relating to Secretariat
Parliamentary feedback on presentations made
Reporting feedback of committee activities
Provincial visits
100% attendance of committees
Monthly reporting
As determined by the Portfolio committee
Quarterly
Monthly
Annually
Alignment with Provinces
Ensure consistency and alignment in the implementation of the Secretariat oversight mandate
Provincial and national structures aligned with legislation
Established provincial secretariat management forums
Engaged Provincial HOD on civilian oversight
Technical support to MINMEC
Aligned provincial organisational structure
Functional provincial secretariat management forums with action plans
HOD and Secretariat meeting reports
Attendance of MINMEC meetings
April 2010
May 2010
Quarterly meeting reports
As required
Quarter 1
Bi-monthly
Relationship with the ICD
Ensure co-operation and engagement with ICD
Establishment of functional ICD and Secretariat forum ICD Moderation committee participation
Feedback report on forum activities
Monitor the implementation of ICD recommendations
Ensure the implementation of ICD recommendations
Progress reports on implementation of recommendations
Quarterly reports

13. OFFICE OF THE SECRETARY OF POLICE
Sub-Programme
Objective
Output
Performance Indicator
Target 2010/2011
Reporting period
Effective communication services
Render communication support for the Secretariat and the Minister
Upgrade and maintain Secretariat Website
Develop a communication strategy on the release of crime statistics
To provide advice on annual reports submitted to the Minister on statutory organs (SAPS, ICD, PSIRA)
Upgraded Secretariat Website
Developed communication plan
Analytical report submitted to Minister
June 2010
Annually
As required
Quarter 1
Quarter 3
Special projects
Manage and monitor the implementation of special projects
Develop project plans
Implement special projects
(Firearms amnesty project)
Approved project plan
Achievement of due dates within
the limited budget
Progress and final project report
submission to Minister and
parliament
Approval of plan prior to
project execution
100% achievement of
due dates
5% budget variance
Quarterly reporting depending on nature and duration of project
Project dependent
After project finalisation
During project and thereafter

14. CHIEF DIRECTORATE: POLICY AND RESEARCH
Purpose: To provide the Minister with policy advice
Sub
Programme
Objective
Output
Performance
Indicator
Target 2010/2011
Reporting
period
Policy and
research
To provide evidence based strategic research and policy advice
A fully developed, flexible and responsive research programme with concrete deliverables
Policy advice reports to the Secretary/Minister
Policy and research briefings
Published reports
Completed reports
2010 March 2011:
State of Policing
Victim perception Survey
Sector Policing Review
90% reporting accuracy
levels
As and when requested by
the Sec. of Police
Reports published
in academic journals
Quarter 4
Annually
Establishment of information hub of best practices and policy for utilisation by the Secretariat and any relevant stakeholders
Fully functional National Resource Centre
Established resource database with evidence based information
Provision of information
Regular reports on National resource centre utilisation
April 2010
Customer quality satisfaction level of 80-90%
Monthly reporting feedback
Quarter 1
Ongoing
Monthly

15. CHIEF DIRECTORATE: POLICY AND RESEARCH
Sub
Programme
Objective
Output
Performance
Indicator
Target 2010/2011
Reporting
period
Policy and
research
To develop strategic partnerships with parliament, civil society on the Police
Managed partnerships through establishing Policy and Research Reference Group
Conducted reference group workshops
MOU signed and agreed by all members
Minutes and reports of workshops
April 2010
Quarterly feedback
Annually
Quarterly
To strategically access and analyse raw research SAPS data
Develop policy database
and access SAPS
databases
Performance Chart,
reports and
other crime data
Fully functional database
Regular meetings with SAPS efficiency services management
Regular research reports and analysis
June 2010
Feedback reports
Submit research reports monthly
Quarter 1
Monthly
To work in partnership with SAPS and other research organisations
Joint research teams set up
and working on joint
research projects:
Reservists,
Metro Police,
CIT robberies etc.
Minutes of Project Team
Meetings
Quarterly research briefings and seminars on findings held
Reporting on research project
Number of Yearly research briefings /seminars conducted to
Secretariat,
Minister and
National Commissioner
Quarterly reporting

16. CHIEF DIRECTORATE: POLICY AND RESEARCH
Sub
Programme
Objective
Output
Performance
Indicator
Target 2010/2011
Reporting
period
Policy and
research
To collect relevant research material on police practice and methodologies locally and internationally
A well managed research database with catalogued research papers, reports and analyses
A completed index of available research material, data sets and internal research reports
Audit of research material
Functional database
Update of research material
Completed index
Conducted audits
April 2010
Quarterly
May 2010
September and March
Quarter 1
Bi-annually

17. CHIEF DIRECTORATE: MONITORING AND EVALUATION
Purpose: To monitor and audit the Police
Sub-
Programme
Objective
Output
Performance Indicator
Target
2010/2011
Reporting
period
Monitoring
and evaluation
To provide a professional civilian oversight capacity through active monitoring evaluations of SAPS systems, process and approaches
A single comprehensive streamlined M&E Tool developed and implemented
Monitor and evaluate the SAPS performance, ICD recommendations and SAPS complaints mechanism
Monitor and evaluate the 2010 Firearms Amnesty with civil society partners nationally and provincially.
Monitoring and evaluation plan
M&E system and tool implementation including provinces
Finalised database system for monitoring and evaluation
Report on SAPS performance monitored against Performance Chart
Report on the ICD recommendations monitored and evaluated
SAPS complaints management mechanism monitored and evaluated
Analyse implementation data:
Readiness of SAPS
Training provided to amnesty task teams members
All amnesty related process
Present and report on the impact of the implementation of the amnesty process
April 2010
June 2010
September 2010
4 performance reports
4 performance reports
4 complaints management reports
Weekly task team reports
Monthly evaluation reports t the Minister
Annually
Quarter 1
Quarter 2
Quarterly
Weekly

18. CHIEF DIRECTORATE: MONITORING AND EVALUATION
Sub-
Programme
Objective
Output
Performance Indicator
Target
2010/2011
Reporting
period
Monitoring
and evaluation
Monitor and evaluate the legal implications emanating from the promulgation of the FAC Act
An inclusive Monitoring and Evaluation Forum established and convened.
Management of special M&E projects (ad hoc)
M&E Report on legal implications emanating from the promulgation of the FAC Act submitted to the Minister
Monitoring and Evaluation Forum meetings and reports
Implementation of project in time
June 2010
Quarterly reports
Relevant feedback in appropriate intervals
Quarter 1
Quarterly
Ongoing
To monitor and evaluate the transformation of SAPS with respect to the management and deployment of human and material resources
Monitored SAPS systems, including the transformative program.
Improved SAPS station service delivey
Established SAPS system database on police station management and practises and transformation
Report on SAPS resource deployment and performance against transformative programme including DVA.
Developed and deployed interventionist oversight strategies on police station service delivery in the form of a plan
Station level police practice and governance reports
November 2010
3 provincial reports
Quarter 3
Annually

19. CHIEF DIRECTORATE: PARTNERSHIPS
Purpose: To mobilise role-players, stakeholders and partners outside the Department
Sub-
programme
Objective
Output
Performance Indicator
Target
2010/2011
Reporting
period
Community Outreach Programmes
Facilitate the participation of communities in crime prevention initiatives
Develop criterion for identifying areas to implement community outreach programmes
Implemented quality outreach programmes
Implement
Public Participation Programmes (Ministerial Izimbizo)
Approved community outreach programmes criterion
Implemented programmes
Report on the impact of the implemented programmes
April 2010
10 Outreach programmes implemented
Quarterly reports
5 programmes
Programme reports
Quarterly 1
March 2011
Quarterly
As required
Crime Prevention
Public-Private
Partnerships
Ensure an collaborative effort between government and business on crime prevention
Joint crime prevention programmes between governance institutions and the business community
Functioning reference group
Develop and sign off of memoranda
Regular meetings with business organizations
4 Memoranda to be implemented
Quarterly meetings
Annually

20. CHIEF DIRECTORATE: PARTNERSHIPS
Sub-
programme
Objective
Output
Performance Indicator
Target
2010/2011
Reporting
period
Civil Society Partnerships
Ensure an collaborative effort between government and civil society organisations on crime prevention
Engagement of civil society
organizations in crime
prevention and safety
Labour
Faith based organizations
Political organizations
Women’s organizations
Youth organizations
Civic organizations
CPFs and St Ctts
Specific interest
Keep CPF’s informed of latest
crime prevention initiatives
Civil Society Partnership Plan
Report on engagement
Developed CPF engagement guidelines
CPF meetings
Report on CPF meetings
March 2011
Quarterly reports
April 2010
12 monthly meetings
Annually
Quarterly
Quarter 1
Monthly
Inter-governmental Partnerships
Enhance intergovernmental co-operation on safety and security through an coordinated effort in tackling challenges and blockages
Drafted CSF policy (functioning model)
Developed project criterion
Implement pilot CSF projects
Monitor provincial pilot projects
Approved CSF policy (incorporated successes in pilot projects)
Approved project criterion (consultative process)
Implemented projects
Report on project progression
Meetings and the reporting thereon
End of May 2010
10 pilot projects
Quarterly meetings and reports

21. DIRECTORATE: SUPPORT SERVICES
Purpose: Render support services to the Secretariat
a) Human resource management
Sub- Programme
Objective
Output
Performance Indicator
Target for 2010/2011
Reporting period
Human Resource
To re-organise and align the Secretariat of Police
Develop and implement
MTSF/MTEF
Approved organisational structure by the Minister of Police in consultation with the Minister of the DPSA (including JE) with the Secretariat direction and legislation as mandate
Implemented change management process
Effective financial planning relating to Human Resources
Medium term strategic framework
Submit HR Plan to DPSA and report on HR plan implementation
Alignment of the organisational structure with the Secretariat mandate
Ministerial approval on final organisational structure
Appropriate matching and placing implementation
Approved change management report
Estimate HR compensation need for 2011/2012
January 2011
Approved organisational structure by end of April 2010
Completed by end March 2011
April 2010
March 2011
September 2010
Quarterly
Quarter 1
Quarter 4
Annually

22. DIRECTORATE: SUPPORT SERVICES
Sub- Programme
Objective
Output
Performance
Indicator
Target for
2010/2011
Reporting
period
2. To attract , recruit and retain appropriate skilled and qualified human resources
Appoint qualified, competent and skilled personnel on the Secretariat establishment
Conduct internal and external Induction programmes as required
Employment equity plan
Reduced vacancy levels
Appropriate appointments made within 3 months of advertisements
New appointment s inducted within 3 months of appointment
Submit EE plan/inputs and adhere to EE targets
Vacancy levels to be reduced by 50%
All advertised posts should be filled within 3 months
All new appointments should undertake induction programmes
EE plan to be submitted by September (in accordance with DOL: Women, disabilities focus)
Quarter 4
Quarterly
Half yearly
3. Skills enhancement
Implement approved Workplace skills plan (WSP)
Report on WSP implementation
Submitted WSP plan
% WSP compliance
Annual training report
April 2010
100% compliance
March 2011
Annually

23. DIRECTORATE: SUPPORT SERVICES
Sub- Programme
Objective
Output
Performance
Indicator
Target for
2010/2011
Reporting
period
4. Manage performance
management systems
Align performance management practices with DPSA guidelines
Established comprehensive performance agreement database
DPSA performance management compliance report
Chapter 4 SMS handbook training in performance management for SMS members
Update and report on database
Signed Performance agreements
Quarterly assessments
Report submitted to DPSA (SMS)
All SMS members to be
trained
Report quarterly
Report quarterly on:
Number of signed performance agreements (100% compliance – 2 months in cycle )
Quarterly assessments conducted (100% compliance)
Quarterly DPSA report
Quarter 1
Quarterly
Annually
5. Plan for employee wellness services
Draft employee wellness framework according to required needs
Approved employee wellness framework
March 2011

24. DIRECTORATE: SUPPORT SERVICES
Sub- Programme
Objective
Output
Performance
Indicator
Target for
2010/2011
Reporting
period
6. Institutionalize professional ethos
Alternative dispute resolution processes
Engage in disciplinary cases
Finalise formal disputes and grievances in 3 months
Report compiled for Secretary
Report compiled for PSC
3 months
March 2011
Within 30 days of finalization of cases
Annually
7. To revise and align all HR Policies of the Secretariat to that of the Public Service
Establish HR policy repository
Drafted HR policies
Policy accessibility and availability
Revised HR policies
Provide recommendations on the repository accessibility (Secretariat intranet) by March 2011
3 drafted policies submitted by September 2011

25. DIRECTORATE: SUPPORT SERVICES b) Financial Management
Sub- Programme
Objective
Output
Performance Indicator
Target 2010/2011
Reporting period
Financial management and reporting
Manage the finances of the Secretariat (Ministry) in accordance to the PFMA and NT regulations
Draft and cost consolidated Secretariat strategic plan
Expenditure control
Financial Risk management
Consolidated strategic plan
Audit qualifications
No Irregular expenditure
Expenditure reports
Report on financial misconduct/non compliance
Risk management plan
Report on risk management
January 2011
No audit qualifications
No irregular and wasted expenditure
Monthly reports 100% accurate
Monthly reporting
Implemented in May 2010
Monthly
Annually
Half yearly

26. DIRECTORATE: SUPPORT SERVICES c) Supply chain management
Sub- Programme
Objective
Output
Performance Indicator
Target
2010/2011
Reporting
period
Supply chain management
To provide procurement services to the Secretariat and the Ministry in compliance with the PFMA and other related prescripts
Ensure compliance with SCM policy
Demand and acquisition
Asset and facilities management
Logistical services and facilities management
Develop and maintain a database of accredited suppliers
Risk management
Information technology support
Ensure full compliance with all prescripts on supply chain management
Duration of acquisition
Integrity based and updated asset registers
Payment lead times
Updated Secretariat supplier database
Approved and implemented risk management plan
Turn around time on logged calls
100% compliance
30 days
Quarterly
30 days per payment
Quarterly updates
April 2010
2 days
Annually
Monthly
Weekly

27. DIRECTORATE: SUPPORT SERVICES
Sub- Programme
Objective
Output
Performance Indicator
Target
2010/2011
Reporting
period
Document management
To provide an integrity based document management in compliance with the relevant prescripts relating to document registration and security standards
Develop document registration, filing, retrieval and disposal (or destruction) systems in compliance with prescripts (National Archives Act and MISS)
Develop policies and procedures
Report on automated management document system for development
Approved policies and procedures
March 2011
Quarter 4
Effective communication services
Render communication support to the Secretariat and the Minister
Upgrade and maintain Secretariat Website
To provide advice on annual reports submitted to the Minister on the statutory organs
Upgraded Secretariat Website
Ministers approval
June 2010
Quarter 1