1. PRESENTATION TO PORTFOLIO COMMITTEE FOR 13 JUNE 2017
Presenter : Acting CDC Human Resources

2. 1. Occupational Specific Dispensation(OSD)
TABLE OF CONTENTS
1. Occupational Specific Dispensation(OSD)
2. Plan on filling of vacancies 2017/2018
3. Abuse of sick leave
4. Status of shift pattern
5. Future plans

3. 1. OCCUPATIONAL SPECIFIC DISPENSATION (OSD) FOR CORRECTIONAL OFFICIALS
The Department signed GPSSBC Resolution 2 of 2009 on the 24 June 2009 to give effect to unique salary structure to Centre Based and Non Centre Based officials in the Department.
The Resolution could not be implemented in totality due to disagreements on the interpretation of Clause 11.1 and 11.2 of the Resolution since 2009 until the signing of the settlement agreement on 21 November 2016 by the Department and Labour Organization.

4. OCCUPATIONAL SPECIFIC DISPENSATION (OSD) FOR CORRECTIONAL OFFICIALS Continues…
Status
Challenges
Proposed Solution
8147 Qualifying Correctional Officials who were currently in employ by the Department were placed on the notches they would have been on as at 01 October 2016.
Back payments were paid in February 2017.
The salary records were not updated which caused the delay in finalizing the process.
Salary records to be updated on any salary events.
Payment of 17% of basic salary back pay for the period 01 April September 2016 was paid to officials in March 2017.
None

5. OCCUPATIONAL SPECIFIC DISPENSATION (OSD) FOR CORRECTIONAL OFFICIALS Continues…
Status
Challenges
Proposed Solution
608 Cases of officials who were identified to be incorrect and were recalled and they are currently in the process to be paid.
The spread sheet utilized was programmatically throwing the notches.
The spread sheet needed to be verified.
6871 Cases of officials who terminated their services before 01 October 2016 were calculated and verified, ready to be paid not later than 30 June 2017.

6. 3. Plan on filling of vacancies 2017/2018

7. NATIONAL VACANCY RATE AS AT 02 MAY 2017
REGION
FILLED
VACANT
TOTAL
VACANCY RATE
Eastern Cape
5036
498
5534
9.0 %
FS & NC
5356
406
5762
7.0 %
Gauteng
8362
337
8699
3.9 %
Head Office
1068
365
1433
25.5%
KZN
6511
382
6893
5.5%
LMN
5750
257
6007
4.3%
Western Cape
7183
483
7666
6.3%
39266
2728
41994
6.5%

8. SENIOR MANAGEMENT SERVICES (SMS) VACANCY RATE AS AT 2 MAY 2017
SMS VACANCY RATE PER SALARY LEVEL AS AT 02 MAY 2017
SALARY LEVEL
ACTIVE FILLED
VACANT
TOTAL
VACANCY RATE 13
149 11
160
6.9% 14 29 8 37
21.6% 15 7
46.7% 16 2 1 3
33.3%
GRAND TOTAL
188 27
215
12.6%
SMS VACANCY RATE PER REGION AS AT 02 MAY 2017
REGION
ACTIVE FILLED
VACANT
TOTAL
VACANCY RATE
EC REGION 11 2 13
15.4%
FS & NC REGION  0
0.0%
GP REGION 26 1 27
3.7%
HO REGION 87 20
107
18.7%
KZN REGION 16 18
11.1%
LMN REGION 14 15
6.7%
WC REGION 21 22
4.5%
GRAND TOTAL
188
215
12.6%

9. NATIONAL OSD VACANCY RATE AS AT 2 MAY 2017
NATIONAL VACANCY RATE PER OSD AS AT 02 MAY 2017
OSD
ACTIVE FILLED
VACANT
TOTAL
VACANCY RATE
ARTISANS
414
303
717
42.3%
CENTRE BASED
32530
1169
33699
3.5%
EDUCATIONISTS
517 85
602
14.1%
ENGINEERS 12 45 57
78.9%
LEGAL OFFICERS 28 17
37.8%
MEDICAL OFFICERS 10 8 18
44.4%
NON CENTRE BASED
1590 91
1681
5.4%
PHARMACISTS 42 52
19.2%
PROFESSIONAL NURSES
893
135
1028
13.1%
PSYCHOLOGISTS 83 11 94
11.7%
SOCIAL WORKERS
592 47
639
7.4%
GRAND TOTAL
36711
1921
38632
4.97%

10. NATIONAL NON - OSD VACANCY RATE AS AT 2 MAY 2017
VACANCY RATE FOR NON - OSD AS AT 02 MAY 2017
OSD
ACTIVE FILLED
VACANT
TOTAL
VACANCY RATE
TOP MANAGEMENT 10 8 18
44.4%
SENIOR MANAGERS
178 19
197
9.6%
PSA
2367
780
3147
24.8%
GRAND TOTAL
2555
807
3362

11. 2017/2018 RECRUITMENT AND SELECTION PLAN
NATURE OF POSTS
STATUS AND STRATEGY
TIME LINE
Ministerial post
The post of Minister of Justice and Correctional Services remains vacant as in the current administration the Minister is appointed within the Department of Justice and therefore the status quo will remain;
n/a
Chief Deputy Commissioner (CDC)
There are currently [7] vacancies:
Three [3] ( RC LMN , RC Gauteng and CDC HR ) have been advertised and at various stages of filling;
2nd quarter of 2017/2018
Four [4] posts on this level are not advertised as yet. The recruitment and selection processes has been suspended pending the finalization of the organizational structure;

12. 2017/2018 RECRUITMENT AND SELECTION PLAN
NATURE OF POSTS
STATUS AND STRATEGY
TIME LINE
Deputy Commissioner`s position
There are currently eight (8) vacant positions:
Five (5) positions have been advertised and are at various stages of finalization;
Two (2) positions has been advertised in May 2017;
The Chief of Staff is not applicable since incumbents have been appointed at Justice
1st Quarter of 2017/2018
2nd Quarter of 2017/2018
n/a
Director`s positions
There are eleven (11) vacant posts as follows:
All eleven posts (11) has been advertised and are at various stages of filling;
All other posts will be advertised and filled within 90 days.
The department conducts a forecast on pending exits of SMS members on a monthly basis, thereby ensuring that vacancies are timeously advertised.
Continuously

13. 2017/2018 RECRUITMENT AND SELECTION PLAN
NATURE OF POSTS
STATUS AND STRATEGY
TIME LINE
Scarce and Critical Skills
The departmental Retention strategy is currently being reviewed in an attempt to curb the number of officials exiting the department.
The department will continue to draw from its Operation Hira database in filling vacancies as they arise.
A dedicated recruitment drive to establish database to promote timeous filling of vacant positions
Absorption of learners upon certification by SASSETA:
149
996
1st Quarter of 2017/2018
Continuously
3rd Quarter of 2017/2018
2nd Quarter of 2017/2018

14. 2017/2018 RECRUITMENT AND SELECTION PLAN
NATURE OF POSTS
STRATEGY
TIME LINE
General vacancies (Non OSD)
Lift the moratorium on the filling of vacancies in line with Circular 4 of 2015;
Capacitate post advertisement to ensure timeous grosslisting of applications
Audit organizational culture and determine its impact on health and wellness of employees;
Roll out E-recruitment system to facilitate quicker turn around times
1st Quarter of 2017/2018
2nd Quarter of 2017/2018
2nd Quarter of 2017/2018 for SMS and
3rd Quarter of 2017/2018 for all other positions

15. 3. ABUSE OF SICK LEAVE As at 02 May 2017

16. UTILIZATION OF SICK LEAVE FOR 2016/2017
An employee is entitled to 36 working days sick leave with full pay over a three-year cycle. Any unused sick leave credits shall lapse at the expiry of the three-year cycle.
The current sick leave cycle started from 01 January 2016 and will end on 31 December 2018.
A total of days were lost due to sick leave from a total of officials which constitute % of employees
A total of 1576 officials had already exhausted their sick leave for the calendar year 2016, and are therefore prospective candidates for the Temporary Incapacity Leave.

17. SICK LEAVE UTILIZATION PRE AND POST HOLIDAY
HOLIDAYS
PRE HOLIDAY
POST HOLIDAY
2016/04/27
2016/04/25-26
2016/04/28-29
1314 employees booked off sick
1330 employees booked off sick
2016/05/02
None
2016/05/03-04
1727 employees booked off sick
2016/06/16
2016/06/17
733 employees booked off sick
2016/08/09
2016/08/08
619 employees booked off sick
2017/03/21
2017/03/20
384 employees booked off sick

18. IMPACT OF NORMAL SICK LEAVE UTILIZATION OF CORRECTIONAL SERVICES LEARNERSHIP
The Department does not have actual record of abuse of sick leave.
Sick leave utilization pre and post holiday may be analysed as an attempt by of officials to unjustly lengthen their absence from work;
A total of 5393 officials took sick leave on pay day;
The overall cost of the sick leave taken for the 2016/2017 financial year is R

19. UTILIZATION OF INCAPACITY LEAVE FOR 2016
STATUS
CHALLENGES
PROPOSED SOLUTION
A total of 3826 cases were received across all categories with only 3819 finalized as follows:
3090 short term cases were received and finalised;
665 long term cases were received and finalised;
71 ill-health retirement cases were received and 64 cases were finalised with two (02) cases deferred and five (05) cases are still under assessment and are still within the prescribed time frames.
Insufficient medical information remains a challenge on both short term applications and to a greater extend in substantiating an application for the ill-health retirement.
Intensify training and workshops
Regular monitoring and evaluation

20. IMPACT OF INCAPACITY LEAVE UTILIZATION OF CORRECTIONAL SERVICES LEARNERSHIP
A total of incapacity leave days were registered across the department and the cost of such leave days is R
A total of days at the cost R were approved while days R were various reasons ranging from inadequate management of sick leave, poor sick leave profile, insufficient evidence of incapacity and excessive days for minor illnesses.
A total of 3035 officials took incapacity leave adjacent to weekend;

21. POTENTIAL CASES OF NORMAL SICK LEAVE & INCAPACITY LEAVE ABUSE FOR 2016/ OF CORRECTIONAL SERVICES LEARNERSHIP
STATUS
CHALLENGES
PROPOSED SOLUTION
6107 days were taken pre and post a holiday
The high or increased utilization of sick leave remains a primary concern
Officials are still utilising sick leave pre and post a public Holidays and pay day
Inefficient management of sick leave by officials and line managers
Intensify training and workshops
Regular monitoring and evaluation
Quarterly leave audit
3035 days incapacity leave were taken adjacent to weekends
There appears to be weaknesses by first level management in the management of short and long term incapacity leave

22. 4. STATUS OF SHIFT SYSTEM

23. STATUS OF SHIFT SYSTEM STATUS CHALLENGES PROPOSED SOLUTION
The Department has identified eight (8) hour shift a day to be performed.
Consultation with Organised Labour are underway. The last meeting was held on 17th May 2017 , both unions have requested some time to consult their principals and will revert back to the negotiation table with their mandate /informed inputs.
Unavailability of stakeholders to conclude a resolution on the shift system.
Meeting to be arranged timeously with confirmed dates.

24. 5. FUTURE PLANS

25. FUTURE PLANS
The Department is in the process of activating Learnership Recruitment Programme of over 2064 candidates which will be trained and absorbed in vacant posts on entry level.
The Department has completed consultation on revised Organizational Structure which currently is awaiting the Development of Business Process Re-engineering.
The Department is in the process of developing a Cabinet memo to request additional funding with the view to increase the funded post establishment to enhance service delivery.
The Department is also in the process to procure additional uniform for the members.

26. Thank You