1. PRESENTATION OF THE 2014/15 ANNUAL REPORT TO THE PORTFOLIO COMMITTEE ON POLICE
15th OCTOBER 2015

2. OUTLINE OF THE PRESENTATION
Introduction
Background
MTSF & NDP priorities
commitments
Overview of Departmental Performance
Financial Information

3. INTRODUCTION The purpose of the presentation is to
account to the Portfolio Committee on Police on the annual performance of the Civilian Secretariat for Police for the 2014/15 financial year

4. BACKGROUND ON THE CIVILIAN SECRETARIAT FOR POLICE
The mandate of the Civilian Secretariat for Police (CSP) is derived from the 1996 Constitution & the Civilian Secretariat for Police Service Act, 2011:
The broad mandate of the CSP is to:
Provide the Minister with policy advice and research support
Develop departmental policy through qualitative and evidenced based research
Provide civilian oversight of the Police Service through monitoring and evaluating overall police performance
Mobilise role-players, stakeholders and partners outside the department through engagements on crime prevention and other policing matters, and
Provide other support services to the Minister in pursuit of achieving his/her mandate

5. BACKGROUND ON THE CIVILIAN SECRETARIAT FOR POLICE (CONTD)
The Civilian Secretariat for Police Service Act was promulgated in December 2011, with the exception of the provision relating to the CSP becoming a designated department and the Secretary of Police assuming Accounting Officer responsibilities
On 1st April 2014 the CSP was established as a designated department and the Secretary assumed the responsibilities as the Accounting Officer
This entailed the CSP becoming a stand-alone department, independent of the SAPS, and developing its own policies, procedures and systems, e.g. PERSAL, BAS, LOGIS

6. BACKGROUND ON THE CIVILIAN SECRETARIAT FOR POLICE (CONTD)
The vision of the CSP is “a transformed and accountable police service that reflects the values of our developmental state”
The mission is “to provide an efficient and effective civilian oversight over the SAPS and enhance the role of the Minister”

7. BACKGROUND ON THE CIVILIAN SECRETARIAT FOR POLICE (CONTD)
The strategic goals of the CSP are:
A well advised and supported Minister for a service delivery oriented police service that is accountable
Quality, timeous, evidence-based strategic research, policy advice and legislative support to the Minister
Deepened public participation in the fight against crime
Enhanced accountability and transformation of the police service

8. MTSF & NDP PRIORITIES
The work of the CSP is guided by the following outcomes of the Medium Term Strategic Framework (MTSF):
Outcome 3: All people are and feel safe and Outcome 12: An efficient, effective and development oriented public service which have a direct impact on our work
Outcome 14: Nation building and social cohesion which has an indirect impact on our work
The CSP links to the National Development Plan include:
Strengthening the criminal justice system
Professionalisation of the police service
Demilitarisation of the police service
Building safety using an integrated approach

9. 2014/15 COMMITMENTS
In the year under review, the Department committed to the following:
An effective and efficient department able to fulfil its mandate
An effective HR management and service in place
To ensure sound corporate governance and provide PFMA complaint supply chain services, asset management services and PFMA compliant financial accounting services in the department
To perform strategic risk based audits and consulting services directed at improving the effectiveness and efficiency of the department operations, risk management and governance process
Strategic collaborative partnerships between intergovernmental civil society and public partnerships
Maximum participation of communities in crime prevention initiatives
Evidence-based policies around policing areas and research around crime and policing
An effective and constitutionally-compliant legislative framework for effective policing
Improved police accountability
Improved programme implementation effectiveness
Enhanced information management

10. CSP OVERALL PERFORMANCE

11. OVERVIEW OF DEPARTMENTAL PERFORMANCE
During the period under review, the CSP accomplished the following:
Migrated from a cost centre of SAPS to a designated transfer department
Complied with all administrative obligations regarding compliance to oversight bodies
Ensured that all programmes were in line with the key policies and mandates of the CSPS Act, NDP, Outcome 3, and the MTSF
The detailed departmental performance will now be dealt with per programme

12. Programme 1: ADMINISTRATION

13. DEPARTMENT MANAGEMENT: OVERALL KEY TARGET PERFORMANCE

14. CORPORATE SERVICES: OVERALL KEY TARGET PERFORMANCE

15. SUMMARY : NUMBER OF FILLED POSTS AND VACANCIES
Number of approved funded posts
114
Number of posts filled
107
Percentage of filled post on the approved establishment
94%
Number of vacant posts 7
Percentage of vacant posts 6%
Critical posts not filled
Director IT, Secretary of Police and Chief Financial Officer (currently acting appointments)

16. NUMBER OF APPROVED AND FILLED POSTS

17. CRITICAL SMS POSTS FILLED

18. REASONS FOR EMPLOYEES EXITING THE DEPARTMENT

19. OVERALL EMPLOYMENT EQUITY PROFILE OF THE CSP

20. SKILLS DEVELOPMENT INTERVENTIONS

21. KEY AUDIT FINDINGS AND CORRECTIVE MEASURES
Employee credential verifications on appointment were not carried out
The HR plan was not aligned to the MTEF
CSP is participating in a DPSA transversal contract with SAQA with a view to verifying qualifications of newly appointed staff with effect from April Furthermore, the verification of qualifications for current employees has commenced
Provision in the new proposed structure has been made for a Vetting Officer who will work closely with State Security Agency to ensure that candidates are vetted prior to appointment. All senior managers appointed have security clearance and the process for vetting all non senior managers is currently underway
Current HR Plan withdrawn from DPSA to realign to cover the MTEF

22. INTERNAL AUDIT:OVERALL KEY TARGET PERFORMANCE

23. VARIANCE AND PERFORMANCE AGAINST TARGETS
Management had requested two audits to be deferred to 2015/2016 financial year due to urgent work that had to be prioritized
The urgent work included the Information Technology system & the Polfin system

24. KEY AUDIT FINDINGS AND CORRECTIVE MEASURES
Audit committee was not in place for the first 7 months of the financial year
The department has put effective systems in place to ensure that the Audit Committee meet regularly as prescribed by the PFMA. During 2015/2016 the Audit Committee has met three times, as well as for an additional special meeting

25. OFFICE OF THE CFO:OVERALL KEY TARGET PERFORMANCE

26. EXPENDITURE NOTES FOR 2014/15 FINANCIAL YEAR
The CSP was assisted during the largest part of the 2014/15 financial year by the SAPS to process its human resource, financial and supply chain transactions on their systems
This enabled the department put in place its systems, procedures and policies, in order to migrate to its own financial, supply chain and human resource transversal systems
The biggest challenge faced was the finalisation of the agreements and implementation of the Virtual Private Network of the Department through SITA
There was an overall spending improvement of over 10 per cent and more efficient spending patterns compared to previous financial years, as the functions and staff compliment of the department moved towards its expected levels

27. EXPENDITURE NOTES FOR 2014/15 FINANCIAL YEAR
ICT Application Systems have been developed in consultation with National Treasury and SITA
The department is awaiting infrastructure roll out from SITA
All personnel have been transferred from the SAPS PERSAL system to the CSP PERSAL system as from 1 March 2015
Payments have been processed on the BAS system from 1 March 2015 and SAPS has been reimbursed for all expenditure paid on behalf of the CSP
All funds for the CSP have been received as transfer payment from SAPS

28. KEY AUDIT FINDINGS AND CORRECTIVE MEASURES
Record of commitments not adequate
Record of accruals not adequate
Procedures and processes already put in place
Finance keeping a register of all commitments
To use Payment Report on BAS to assist with commitments
Procedures and processes are being developed
LOGIS to be implemented before end of financial year

29. Programme 2: Inter-sectoral Coordination and Strategic Partnerships

30. INTERSECTORAL COORDINATION AND STRATEGIC PARTNERSHIPS:OVERALL KEY TARGET PERFORMANCE

31. VARIANCE AND PERFORMANCE AGAINST TARGETS
There has been poor stakeholder participation and commitment in attending National Task Team meetings of CSFs
The SAPS Sector Policing policy implementation is being assessed by the CSP Monitoring and Evaluation team
A summit was hosted to implement interventions to address challenges and blockages of the SAPS Rural Safety Strategy. The summit replaced the two assessments which were planned
Not all of the planned public participation meetings were held due to the 2014 general elections
Training programmes could not be implemented in two provinces due to other commitments of the provinces

32. Programme 3: Legislation and Policy Development

33. POLICY & LEGISLATION: OVERALL KEY TARGET PERFORMANCE

34. VARIANCE AND PERFORMANCE AGAINST TARGETS
Non-achievement of targets were due to factors that were beyond the control of the department
The Regulations under the Private Security Industry Regulation Amendment Act, 2013 were not drafted as the Amendment Act has not yet been assented to by the President
Substantial work was done towards the achievement of the targets relating to Bills
The Firearms Control Amendment Bill, 2014 and the National Critical Infrastructure Protection Bill was prioritised ahead of the other Bills

35. VARIANCE AND PERFORMANCE AGAINST TARGETS
The Firearms Control Amendment Bill, 2014 was drafted and submitted to Cabinet in October This version of the Bill was distributed to accredited firearm associations for comment. A further revised Firearms Control Amendment Bill, 2015 was drafted and submitted to Cabinet in February Following a presentation to Cabinet, this revised Bill was published in the Gazette for comment in March 2015
The National Critical Infrastructure Protection Bill (to replace the National Key Points Act) was drafted and submitted to Cabinet for consideration. Cabinet requested further work to be done on the Bill
The re-prioritisation of the above Bills resulted in the deferment of the remaining Bills

36. VARIANCE AND PERFORMANCE AGAINST TARGETS
The Draft Animal Movement and Produce Bill (to repeal the Stock Theft Act) was prepared and subjected to internal consultation. Further revisions may need to be made to the Bill following broader stake-holder consultation
The Draft Protection of Constitutional Democracy and Related Matters Bill was prepared and consulted with departmental stakeholders. The further processing of the Bill is dependent on the outcome of a constitutional challenge on certain provisions of the Act
Review of the South African Police Service Act,1995: The finalisation of the review is dependent on the approval of the White Paper on the Police. As part of the process to review the Act and align it with the Constitution and the NDP, Diagnostic Workshops on the Act were conducted with Provincial Departments of Safety and Civil Society organisations

37. VARIANCE AND PERFORMANCE AGAINST TARGET
Finalisation of the White Paper on the Police was delayed to ensure alignment with the White Paper on Safety & Security. Cabinet had requested both the Papers be presented together to avoid confusion between the two Papers
The finalisation of the policy on the Identification and Management of Serial Rape and Serial Murder was not signed off to accommodate further consultations within government
The review of the Public Order Policing project was withdrawn to await the finalisation of the Farlam Commission of Inquiry

38. VARIANCE AND PERFORMANCE AGAINST TARGET
The scope of the Firearms project was expanded to include further research
The development of the Anti-gangs diagnostic report and strategy framework delayed the finalisation of the strategy. The strategy is in the process of being finalised
There were no identified special projects for the year under review and this target has been removed from future APPs as it is not a measurable target
Three of the four quarterly reports of the Resource Centre were completed but only signed off in April 2015
The policy & legislation development cycle extends beyond the estimated timeframes. More realistic planning and targets settings will be done in the future

39. KEY AUDIT FINDINGS AND CORRECTIVE MEASURES
Performance targets should be specific and well defined
Reports were drafted but not signed off by the Secretary
New performance targets with clear definitions and specificity will be developed for the required level of performance
The need for the Secretary’s signature to denote finalization of reports is noted and will be addressed in the future

40. Programme 4: Civilian Oversight, Monitoring and Evaluation

41. OM&E: OVERALL KEY TARGET PERFORMANCE

42. VARIANCE AND PERFORMANCE AGAINST TARGETS
The over-achievements relating to station visits was as a result of the provincial departments conducting more visits as per demand
Most reports were finalised but not signed by the Secretary at the end of the financial year. Agreed process flow protocols have been put in place to address this
In a few of the indicators, more reports than planned for were submitted as a result of demands
There were delays with regard to the implementation of oversight recommendations due to SAPS implementation plan not being received. Engagement letters to SAPS will be signed on an annual basis to address this

43. KEY AUDIT FINDINGS AND CORRECTIVE MEASURES
Some information on the monitoring tools were not accurately captured
CSP does not have proper systems to validate information
The automated NMT was developed and the process of hosting this is still under discussion with SITA
Quality assurance will be conducted by line managers to ensure that all tools are fully completed and signed off by station management
Quality assurance protocols (validation certificates) will be developed for verification of information by all managers and Provincial HODs
Provincial HODs will be expected to submit signed off reports with the validation certificates
Random selection of completed tools from provinces for verification purposes
Discussions with SITA on the hosting of CSP Information Management System (IMS) systems are underway
To conduct regular in-service training with provinces to ensure practical understanding and implementation of the tools
To have engagements with STATS SA on SASQAF quality dimensions

44. FINANCIAL INFORMATION

45. Appropriation per programme
CIVILIAN SECRETARIAT FOR POLICE DEPARTMENT WITHIN VOTE 25   APPROPRIATION STATEMENT for the year ended 31 March 2015
Appropriation per programme
2014/15
2013/14
Adjusted Appropriation
Shifting of Funds
Virement
Final Appropriation
Actual Expenditure
Variance
Expenditure as % of final appropriation
R'000 %
Programme
1. Administration
32 371 -
(814)
31 557
31 163
394
98.8%
2. Intersectoral Coordination and Strategic Partnerships
19 493
4 242
23 735
100.0%
3. Legislation and Policy Development
28 427
(1 878)
26 549
13 195
13 354
49.7%
4. Civilian Oversight, Monitoring and Evaluations
19 507
(1 550)
17 957
14 302
3 655
79.6%
TOTAL
99 798
82 395
17 403
82.6%
Reconciliation with statement of financial performance
ADD
Departmental receipts 2
NRF Receipts
Actual amounts per statement of financial performance (total revenue)
99 800
Aid assistance
Prior year unauthorised expenditure approved without funding
Actual amounts per statement of financial performance (total expenditure)

46. CIVILIAN SECRETARIAT FOR POLICE DEPARTMENT WITHIN VOTE 25   NOTES TO THE APPROPRIATION STATEMENT for the year ended 31 March 2015

47. CIVILIAN SECRETARIAT FOR POLICE DEPARTMENT WITHIN VOTE 25   STATEMENT OF FINANCIAL PERFORMANCE for the year ended 31 March 2015

48. CIVILIAN SECRETARIAT FOR POLICE DEPARTMENT WITHIN VOTE 25   STATEMENT OF FINANCIAL PERFORMANCE for the year ended 31 March 2015

49. CIVILIAN SECRETARIAT FOR POLICE DEPARTMENT WITHIN VOTE 25   CASH FLOW STATEMENT for the year ended 31 March 2015

50. DEPARTMENTAL BUDGET VS EXPENDITURE

51. DEPARTMENTAL EXPENDITURE VS BUDGET

52. PROGRAMME BUDGET VS EXPENDITURE

53. PROGRAMME EXPENDITURE

54. ENKOSI
Thank You