1. PRESENTATION TO THE PORTFOLIO COMMITTEE ON SAFETY AND SECURTY
09 NOVEMBER 2007
BY M. SESOKO
PROVINCIAL HEAD NORTH WEST ICD 1

2. TABLE OF CONTENTS RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE
OFFICE ESTABLISHMENT
NW OFFICE PERFORMANCE
N.W OFFICE SYSTEMS
CHALLENGES 2

3. RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE
DECENTRALIZATION OF POWERS
Signing powers increased to R15 000
Logis not decentralized as at least 3 personnel are needed in Prog 1, presently on two personnel.
Since PH were delegated to make appointments from level 1 – 8, appointments are done within 2 months 3

4. RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE
ATTRACTION AND RETENTION OF STAFF
Salary levels still not compatible with other Departments, especially Prog 3.
Because of limited budget we are unable to retain skilled staff by way of counter offer.
Retention policy not effective. 4

5. RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE
POLICIES
There is proper consultation on all policies, there only concern is that we take too long to review policies.
The SOP’ s for investigations are still outstanding.
The process of job evaluation needs to be more transparent. Takes too long to finalize. 5

6. RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE
POLICING POWERS
It takes too long to confer newly appointed investigators with policing powers.
In some cases investigators have been without policing powers for up to 18 months, and this impacts negatively on their ability to do their job. 6

7. RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE
ICD RESTRUCTURING
Head Office intends implementing the restructuring in December 2007
It will consist of moving Case Analysts and Monitors into the investigation programme to become investigators.
Minister has approved 7

8. RECOMMENDATIONS BY THE PORTFOLIO COMMITTEE
BUDGET
Budget allocation process not transparent.
Provincial offices only received about 56% of the total ICD budget. 8

9. 0FFICE ESTABLISHMENT 16 PERMANENT STAFF MEMBERS Provincial Head
Deputy PH
Secretary to the PH
Ass Man Invest
Principal Invest
4x Senior Invest
Monitor
3x Case Analysts
Complaints Receptionist
Admin Off
Admin clerk
3x Interns(1 in each programme) 9

10. OFFICE ESTABLISHMENT 10

11. NW OFFICE PERFORMANCE PROG 2 AND 3
OBJECTIVE
PERIOD
TARGET/
INDICATOR
OUTPUT
Registration of complaints upon receipt
File allocation upon registration
Apr 07- Sep 07
Apr 07- Sep07
100% within 24hrs
within 48%hrs
292 complaints received all registered within 24 hrs (including class Vs) =100%
241 files allocated within 48hrs. More than half of which were allocated with in 24 hrs. 11

12. NW OFFICE PERFORMANCE PROG 2 AND 3 cont2
4. Sending of acknowledgement letters
5. Files send for B/F and reporting progress to the complainants
Apr 07- Sep 07
80% within 30 days
Every 30 days
292 complaints were acknowledged within 24 hrs (29 days earlier than the set objective) more than
100% output
465 files went through B/F system and 645 progress letters were sent to the complainants 12

13. NW OFFICE PERFORMANCE PROG 2 AND 3 cont3
6.Recommendations sent to SAPS after completion of investigation
7.Recommendations sent to DPP after completion of investigation
8. Respond to applications for exemption from date of receipt
Apr 07- Sep 07
80% within 14 days
Within 30 days
180 recommendations were sent to SAPS within 24 hrs, 13 days earlier
24 recommendations were sent to DPP within 24 hrs, 13 days earlier
7 exempted within 30days 13

14. NW OFFICE PERFORMANCE PROG 2 AND 3 cont4
OBJECTIVE
PERIOD
TARGET/
INDICATOR
OUTPUT
Attend post mortems
Attend crime scenes
Apr 06 – Sep 07
70%
Out of 32 class 1s, 25 post mortems attended. 78% output but in fact 100%. 7 not attended as deceased died of undisputed natural cause.
Out of 32 class 1s, 17 scenes attended. 53% output but it is in fact 100%. 7 natural causes, 8 were reported late. 14

15. NW OFFICE PERFORMANCE PROG 2 AND 3 cont5
DV audit conducted
Community outreach programmes
Apr 07 – Sep 07
10 (5 per quarter)
12 conducted
2 Extra, output percentage 120%.
19 conducted
9 Extra, output percentage 211% 15

16. NW OFFICE PERFORMANCE PROG 2 AND 3 cont6
Cell Inspections conducted
Apr 07 – Sep 07
10 (5 per quarter)
10 conducted,
output achieved 100% 16

17. NW OFFICE PERFORMANCE PROG 2 AND 3 ON FINALIZATION
OBJECTIVE
PERIOD
TARGET/
INDICATOR
OUTPUT
Class 1 cases
Apr 07 –Sep 07
60% within 120 days
32 received, 24 finalized within 120 days. Amongst the 23, 9 finalized within 30 days,13 within 90 days and 2 finalized within 120 days. 75% output achieved. 17

18. NW OFFICE PERFORMANCE PROG 2 AND 3 ON FINALIZATION
Class II
Class III
Apr 07 – Sep 07
100% within 30 days
50% within 180 days
11 received, 5 finalized within 30 days, 45% output achieved.
65 received, 26 finalized days within 180 days. Amongst 26, 6 finalized within 30 days, 18 within 90 days, 2 within 180 days . 40% output achieved. 18

19. NW OFFICE PERFORMANCE PROG 2 AND 3 ON FINALIZATION
Class IV
Apr 07 – Sep 07
50% within 120 days
117 received, 77 finalized days within 120 days. Amongst 77, 25 finalized within 30 days, 49 within 90 days, 2 within 120 days, 1 after 120 days 65% output achieved. 19

20. NW OFFICE PERFORMANCE FINALIZATION ( Backlog and Current financial year)
PERIOD APR 07 –SEP 07
292 cases received current financial year
93 cases active as at the end of September 2007
132 current financial year cases finalized
170 backlog cases finalized
302 Overall finalization as at the end of September 2007 ( )
103% output achieved (overall finalization rate)
Backlog cases reduced from 217 to 54. Output achieved 78 %
289 cases were closed as at the end of September 2007 20

21. CASE INTAKE APRIL - SEPTEMBER
Month
CLASS I
CLASS II
CLASS III
CLASS IV
CLASS V
TOTAL
April 3 1 8 25 12 49
May 7 14 17 46
June 6 9 15 13 44
Total
1st Quarter 16 2 31 57 33
139
July 5 4 42
August 18 28 69
September 11
2nd Quarter 34 60
153
1st & 2nd Q 32 65
117 67
292 21

22. FINALIZED CASES (BACKLOG)
QUARTERS
CLASS I
CLASS II
CLASS III
CLASS IV
TOTAL
1ST QUARTER 6 1 34 75
116
2ND QUARTER 14 39 54
3RD QUARTER
4TH QUARTER 2 48
114
170 22

23. FINALIZED CASES (CURRENT)
QUARTERS
CLASS I
CLASS II
CLASS III
CLASS IV
TOTAL
1ST QUARTER 7 1 8 31 47
2ND QUARTER 17 4 18 46 85
3RD QUARTER
4TH QUARTER 24 5 26 77
132 23

24. FINALIZED CASES (BACKLOG + CURRENT)
QUARTERS
CLASS I
CLASS II
CLASS III
CLASS IV
TOTAL
1ST QUARTER 13 2 42
106
163
2ND QUARTER 17 5 32 85
139
3RD QUARTER
4TH QUARTER 30 7 74
191
302 24

25. CLOSED CASES
NATURE OF CLOSURE
CLASS I
CLASS II
CLASS III
CLASS IV
TOTAL
SUBSTANTIATED 3 7 52 65
UNSUBSTANTIATED 21 2 24 76
123
DISMISSED 1 23 30 54
WITHDRAWN 10 16 26
RESOLVED 18 25 5 67
192
289 25

26. CONVICTIONS AND ACQUITTALS (criminal and departmental)
PERIOD APR 07 – SEP 07
48 SAPS convictions
2 SAPS acquittals
4 criminal convictions
5 criminal acquittals 26

27. NW OFFICE PERFORMANCE PROG 1.
HUMAN RESOURCE MANAGEMENT
Leave
Training
Apr 07 – Sep 07
Must be taken during the leave circle
At least 1 training per year from the identified trainings
Leave plans have been submitted by all employees and taken accordingly.
Prog 1 all attended 3 identified training
Prog 2 all attended 1 identified training
Prog 3 attended 0% of identified training
Training to be attended as the year progresses 27

28. NW OFFICE PERFORMANCE PROG 1. cont2
Policy implementation
Filling of vacant posts
Apr 07 – Sep 07
(1 per quarter)
Within 4 months
2 workshops on completion of Log-Book was work shopped to all GG & SUB Vehicle users and EPMDS. 100% output achieved
5 posts have been filled immediately (a day after the post holder has left)
1. Compl’ Assistant
2. 2xInvest Assistant
3. 2x Monitor (3 monitors within 3months) 28

29. RECRUITMENT AND SELECTION PROCESS (Appointment29

30. BUDGET AS AT END SEPTEMBER
ALLOCATION %
EXPENDITURE
ICD
81,000
ICD NW
4,172
5,15
1992 48
PROG 1
437
10,5
162 37
PROG 2
2,922
70,5
981 34
PROG 3
787 19
848
108 30

31. NW OFFICE PERFORMANCE PROG 1. cont3
FINANCE
Capturing of claims and invoices
Ensure payment of claims
and invoices
Apr 07 – Sep 07
Apr 06 – Sep 07
Within 24 hours
Within 7 days
Within 30 days
100 %
Within 10 to 15 days 31

32. NW OFFICE PERFORMANCE PROG 1. cont4
SUPPLY CHAIN & STOCK MANAGEMENT
Provisioning and Procurement
Stock taking
By Admin staff
Managers and staff
Apr 07 – Sep 07
Procure according budget projection
Once quarterly
Once bi-annually
Enough stock procured but not in line with the projections
Improvement to be noticed as time goes on as a system to improve this has been put in place (no approval without proof of budget availability or shifting)
6 conducted
2 conducted 32

33. NW OFFICE PERFORMANCE PROG 1. cont5
Asset management, numbering and registering
Control and maintenance of GG vehicles
Apr 07 – Sep 07
100%
100% as and when required
98% output achieved. ICN for 2 computers are still on hold ( beyond our control)
100%. 33

34. NW OFFICE SYSTEMS (control measures)
PURPOSE/
STRATEGY
Submission of target files
Monthly and Weekly target report
Backlog files transferred to Prog 3
Production and compliance to the National strategic plan, proper planning
Feed back, early interventions and motivation
Reduction of backlog files 34

35. NW OFFICE SYSTEMS (control measures)cont2
Verification of class 1 with PC’s office. Hold monthly meetings
Registers
Archiving
Weekly meetings
Quality control and accuracy in stats submitted to National (inter relations)
Accuracy of monthly report and statistics, proper information management
Quality control before filling
Monitoring, problem solving, weekly reports 35

36. NW OFFICE SYSTEMS (control measures)cont3
File audit
Weekly plan
Circulate s for station audits and community outreach
Each staff member must attend at least 1 community outreach per year
Ensure tally between number of physical files and number of files in the database
Monitoring, performance, team work (bring work from stations /courts for colleagues)
Bring work for colleagues
Empowerment, all staff members must be able to market the department 36

37. NW OFFICE SYSTEMS (control measures)cont4
Investigators doing the following on the database and updating the registers
Reports (Investigative, SAPS, DPP)
Progress letters
Post Investigative Monitoring
PROGRAMME 1
Telephone bill monitoring
Empowerment on computer and typing skills, report writing
Avoid exceeding of limit, disable pin when limit reached, more access justified by performance 37

38. NW OFFICE SYSTEMS (control measures)cont5
Daily notice on payment of the following
S and T claims
Overtime
Petrol e.t.c
Leave plans
Stock taking year plan
Register for submission of claims
Submission of proof for budget availability
Service Delivery to internal clients
Leave management, avoid forfeiture
Proper planning, stock control, management
Record keeping, determination of submission date
Curb problem of procuring with insufficient / no budget, variance compliance 38

39. NW OFFICE SYSTEMS (control measures)cont6
Consolidated monthly report
Simplified, summarized, reader friendly for all staff members 39

40. CHALLENGES Office space Policing powers Vastness of the Province
Marketing the Department
Retention of Monitors and Case Analysts
Struggling to acquire accommodation, Public works still in the process of inviting bidders
3 investigators do not have policing powers
Mandla – 13months
Isaac – 9 months
Gomolemo – 16 months
Satellite offices and more personnel
Lack of budget as community expect to be catered after listening. Limited time as we cannot keep community for a long time if we cannot cater them.
We are unable to retain Monitors and Case Analysts due to low salary level. Workload is not compatible to the salary . From Apr to June 07 3 people occupied the Monitor post. 40

41. I THANK YOU 41