1. Strategic Plan: 2011/12 – 2015/16 Presentation to the Portfolio Committee on Home Affairs 8 March 2011

2. Vision and Mission Vision Mission
To strengthen constitutional democracy through the delivery of free and fair elections in which every voter is able to record his or her informed choice.
Mission
The Electoral Commission is an independent and impartial permanent body created by the Constitution to promote and strengthen constitutional democracy in South Africa through the delivery of free and fair elections at all levels of government.

3. Organisational Values
To enable the Commission to serve the needs of stakeholders, including the electorate, political parties, the media and permanent and temporary staff, the organisation subscribes to the following organizational values:
Following best practices
Stopping all forms of waste
Driving for results and success
Planning and working so as to maximise the use of all inputs
Being sensitive to race, culture, language, religion, disability and gender issues
Taking note of diversity in experience and ability
Caring and showing respect for others

4. Organisational Values (cont.)
Being ethical, honest and truthful
Communicating in an open and honest way
Carrying out our work independently and impartially
Acting with integrity and opposing corruption
Promoting the image and credibility of the Electoral Commission
Improving continuously
Maximising training and development opportunities
Supporting and inspiring each other
Fostering collaboration between teams and team members
Fostering achievement of common goals

5. Legislative and other mandates
In terms of Section 190 of the Constitution of the Republic of South Africa (Act 108 of 1996), the Electoral Commission must ­;
manage elections of national, provincial and municipal legislative bodies in accordance with national legislation;
ensure that those elections are free and fair; and
declare the results of those elections within a period that must be prescribed by national legislation and that is as short as reasonably possible.
The duties and functions of the Electoral Commission are defined in section 5 of the Electoral Commission Act, These include;
Manage any election
Ensure that any election is free and fair
Promote conditions conducive to free and fair elections
Promote knowledge of sound and democratic electoral processes
Compile and maintain a voters' roll by means of a system of registering eligible voters by utilising data available from government sources and information furnished by voters;

6. Legislative and other mandates (cont.)
Compile and maintain a register of parties;
Establish and maintain liaison and co-operation with parties
Undertake and promote research into electoral matters;
Develop and promote the development of electoral expertise and technology in all spheres of government;
Continuously review electoral legislation and proposed electoral legislation, and to make recommendations in connection therewith;
Promote voter education;
Promote co-operation with and between persons, institutions, governments and administrations for the achievement of its objects
Declare the results of elections for national, provincial and municipal legislative bodies within seven days after such elections;
Adjudicate disputes which may arise from the organisation, administration or conducting of elections and which are of an administrative nature; and
appoint appropriate public administrations in any sphere of government to conduct elections when necessary.

7. Strategic Plan The strategic plan:
Drafted in terms of the new Framework for Strategic Plans and Annual Performance Plans
Was developed after consultative process
Covers a period of five years
Includes an annual performance plan
Includes the strategic goals, measurable objectives, performance indicators and targets of the Commission’s programmes
Includes budget in respect of strategic goals
Will form the basis for the annual report
Procedures will be established for quarterly reporting to the executive
authority to facilitate effective performance monitoring, evaluation and
corrective action

8. Strategic Goals
Promote principles of peaceful, free and fair elections
Improve organisational efficiency and effectiveness
Manage free and fair elections
Foster public participation with a view to deepen democracy
5. Support the core business of the Electoral Commission

9. Strategic Goal 1: Promote principles of peaceful, free and fair elections
Strategic objectives
1.1: Promote the acceptance of and adherence to democratic electoral principles
1.2: Position the Electoral Commission as a continuously improving organisation and also promoting the acceptance of and adherence to democratic electoral principles internationally

10. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 1.1
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
1.1.1
Number of meetings with relevant stakeholders
Quarterly 6 1 2

11. Reporting period (Quarterly / Biannually / Annually)
Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 1.1
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
1.2.1
Number of interactions with relevant stakeholders
Quarterly 14 4 2

12. Strategic Goal 2: Improve organisational efficiency and effectiveness
Strategic objectives
2.1 Review and improve implementation of and adherence to organisational policies and the achievement of strategic goals and objectives in the Electoral Commission

13. Performance indicators and targets
Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 2.1
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
2.1.1
Number of policies reviewed
Quarterly 2 1
2.1.2
Extent of implementation and adherence to policies and strategic goals and objectives
100%

14. Strategic Goal 3: Manage free and fair elections
Strategic objectives
3.1 Provide accessible registration venues for voters to register to vote
3.2 Enable voters to register to vote
3.3 Maintain liaison and funding of registered political parties
3.4 Comply with Election Timetables for electoral events
3.5 Provide electoral material storage and distribution
3.6 Secure and maintain local offices and venues for electoral events

15. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 3.1
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
3.1.1
Proportion of voting districts where the boundary of the voting district is a distance of less than or equal to 7.5km to the voting station in urban areas and 12.5km to the voting station in rural areas
Quarterly
96%
3.1.2
Number of venues provided to voters at which to register to vote
22,000

16. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 3.2
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
3.2.1
Number of registered voters on national voters’ roll
Annually
22,999,273
3.2.2
Frequency that voters’ roll is checked against national population register for an up-to-date and accurate voters’ roll (number of checks per year)
Quarterly 12 3

17. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 3.3
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
3.3.1
Quantity of meetings with members of party liaison committees (PLCs) at national, provincial and municipal levels
Quarterly
1 234
309
308
3.3.2
Availability (in working days) of electronic party register at Commission offices
240 60
3.3.3
Finalisation of the application for the registration of a political party in ± 35 working days 35

18. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 3.4
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
3.4.1
Percentage of elections for which voters’ roll is certified in accordance with election timetables
Quarterly
100
3.4.2
Percentage legal compliance of contesting candidates in an election
3.4.3
Number of calendar days in which elections are conducted from date of vacancy 90
3.4.4
Number of calendar days in which to replace PR seat vacancies 35
3.4.5
Time period in calendar days in which election results are announced by the Commission 7
3.4.6
Proportion of registered voters who vote – voter turnout
Not applicable

19. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 3.5
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
3.5.1
Number of warehouses, storage facilities and full time distribution services available to support electoral events
Quarterly
10 / 234 / 1
3.5.2
Percentage of voting stations issued with electoral materials for each electoral event
100

20. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 3.6
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
3.6.1
Number of Municipalities in which local offices are established and are functioning
Quarterly
234
3.6.2
Number of voting stations secured and functional
22,000
3.6.3
Number of schools used as voting stations for full scale elections
13,200

21. Strategic Goal 4: Foster public participation with a view to deepen democracy
Strategic objectives
4.1 Inform and educate the public on democracy and electoral processes
4.2 Position the Commission as the leading repository and generator of knowledge on electoral democracy
4.3 Intensify communication with relevant stakeholders on electoral democracy

22. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 4.1
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
4.1.1
The number of voter education events
Quarterly
3 314
650
830
1 000
834
4.1.2
The number of projects with strategic partnerships 50 10 12 18
4.1.3
Quantity of educational materials disseminated
2 million
800,000
200,000
nil
1 million

23. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 4.2
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
4.2.1
Research projects conducted
Quarterly 2 1
4.2.2
Archiving and preservation of IEC records
records archived (hardcopy and electronic)
12 000
16 000
18 500
4.2.3
Enhancement of Knowledge Centre (Library)
2 000 publications acquired (hardcopy and electronic)
250
500
625
Design and implementation of Knowledge management Strategy and System
Phase One KM Strategy implementation
Develop strategy
Pilot strategy
KM Processes mapped as best practice
KM processes developed
Audit and map KM processes
Document best practice
Intellectual property (IP) generated and preserved
Policy developed
Develop policy
Implement policy

24. Strategic Goal 5: Support the core business of the Electoral Commission
Strategic objectives
5.1 Develop human resources strategy and plan
5.2 Provide adequate and competent Human Resources
5.3 Develop, implement and maintain the human resources training and skills development plan
5.4 Provide integrated support services
5.5 Provide timely funding of projects aligned with strategy
5.6 Comply with financial legislation, policies and procedures
5.7 Develop, implement and maintain a supply chain management framework
5.8 Develop an ICT strategy and plan
5.9 Maintain a stable ICT infrastructure

25. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.1
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
5.1.1
Date by which comprehensive HR strategy and plan is approved and % compliance
Quarterly
31 March 2012
Preparation of tender specification for service provider
Approval, allocation and briefing of service provider
Consultation and development of plan
Finalisation and approval of plan
5.1.2
Annually review HR strategy and plan

26. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.2
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
5.2.1
Percentage staff recruited and paid as per various recruitment and payment policies and plans based on the number of approved posts
Quarterly
95%
90%
92%
93%
5.2.2
Percentage compliance with recruitment and payment plans and policies
100%

27. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.3
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
5.3.1
Integrated training strategy and plan by target dates developed and approved
Quarterly
31 March 2012
Consult with stake-holders
Develop plan
Obtain input to draft plan
Finalise and approve plan
5.3.2
Number of trained electoral officials
Annually
126,000
5.3.3
Number of training and development interventions
325 25 50
125

28. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.4
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
5.4.1
Date by which comprehensive support services strategy and plan is approved and % compliance
Quarterly
31 March 2012
Consult with stake-holders
Develop plan
Obtain input to draft plan
Finalise and approve plan
5.4.2
Annually review strategy and plan

29. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.5
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
5.5.1
Approved Budget and Project Charter Framework in place for the Commission.
Annually
31 March 2012
Revise frame-work in consultation with all stake-holders
Finalise and approve frame-work

30. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.6
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
5.6.1
Audit opinion expressed by the Auditor General
Annually
Unqualified

31. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.7
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
5.7.1
Date by which supply chain management framework is reviewed and approved.
Quarterly
31 March 2012
Consult with stake-holders
Develop frame-work
Obtain input to draft frame-work
Finalise and approve frame-work

32. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.8
Reporting period (Quarterly / Biannually / Annually)
Annual target 2012
Quarterly targets
1st
2nd
3rd
4th
5.8.1
Approved 5 year ICT infrastructure plan in place
Annually
31 March 2012
Consult with stake-holders
Develop plan
Obtain input to draft plan
Finalise and approve plan
5.8.2
Annual ICT infrastructure plan reviewed

33. Performance indicators and targets Quarterly targets for 2012
Performance indicators – 2011/12 targets
Strategic Objective 5.9
Reporting period (Quarterly / Biannually / Annually)
Annual target 2011/12
Quarterly targets
1st
2nd
3rd
4th
5.9.1
% network and application systems availability (system generated report available)
Quarterly
99%

34. Summary of budget in respect of strategic goals
2011/12
2012/13
2013/14
1. Promote principles of peaceful, free and fair elections R R R
2. Improve organisational efficiency and effectiveness R R R
3. Manage free and fair elections R R R
4. Foster public participation with a view to deepen democracy R R R
5. Support the core business of the Electoral Commission R R R
NATIONAL TOTAL R R R
Provincial Admin Budgets R R R
GRAND TOTAL R R R

35. End of Presentation Discussions & Questions