PUBLIC SERVICE COMMISSION

PUBLIC SERVICE COMMISSION
ANNUAL REPORT FOR 2017/18 FINANCIAL YEAR 10 OCTOBER 2018

PRESENTATION OUTLINE Summary of Performance and Financial Performance
Overview of Performance Information per programme 2

Summary of performance
and financial performance

SUMMARY OF PERFORMANCE FOR 2017/18 (1)
Expenditure No of Targets Targets Achieved Targets Not Achieved 102 93 9 99.7% The 2017/18 financial year was very challenging particularly in light of the financial position of the PSC. The PSC started the 2017/18 financial year with a deficit budget. Additional funding of R4.995 million was received from the DPSA thereby increasing PSC’s baseline transfers 4

SUMMARY OF PERFORMANCE (2)
The available resources constrained the PSC to rigorously implement its constitutional mandate. Regardless of the challenges experienced, the PSC managed to achieve its targets as outlined in the Annual Performance Plan. Key achievements include: Hosting a Roundtable Discussion with the Moral Regeneration Movement on ethical leadership under the theme: “Building ethical leadership towards a developmental State”. Commemorating the 2017 International Anti-Corruption Day in partnership with UNISA and the United Nations Office on Drugs and Crime under the theme: “Illicit Financial Flows in Africa and its Impact on Development”. Intensifying efforts to promote the Constitutional Values and Principles (CVPs) across the Public Service. To this end, and as part of a wider consultation with stakeholders, the PSC together with the Human Sciences Research Council held a successful Roundtable Discussion on the CVPs. 5

Various research reports were completed including: Recruitment, retention, career pathing and utilisation of Senior Management Service expertise and skills in the Public Service The evaluation of the recruitment and selection process in the Mpumalanga Provincial Government for the 2015/16 financial year Investigation into contract appointments in the Northern Cape Provincial Administration Case studies at the three major hospitals in the Western Cape regarding the implementation of the Performance Management and Development System Analytical briefs on the 30 days payment of invoices, performance information, service delivery improvement plans and the use of consultants Report on the assessment of the ordering of text books by schools/Printing workbooks 6

Inspections of service delivery sites, such as police stations, hospitals, public libraries, Thusong Centres and 1 Military Hospital. Complaint by NEHAWU in relation to Khayelitsha District Hospital referred to the PSC by the National Council of Provinces. Supporting the Forum for Institutions Supporting Democracy and the Office for Institutions Supporting Democracy to lead discussions on the Delinking of budgets and Amalgamation of ISD’s, emanating from the Kader Asmal report. In summary, Programmes 2 and 3 achieved all targets. 7

Programme 1: Administration All the APP targets were achieved. The following additional targets were not achieved: Equity Targets: 48.9% women in SMS positions and 1.96% people with disability due to staff changes in the last quarter Annual performance assessments of eligible employees on salary levels finalised: 89% (185 out of 207) finalised due to disputes declared by employees 100% of service level agreements signed within 3 months of contract award: 95% (20 of 21 SLAs) resulting due to an administrative oversight 11 Software licenses maintained: 3 out of 11 software license renewed due to budgetary constraints 100% of suppliers were paid within 30 days: 99% (4 224/ 4 271) - the outstanding payments were due to a system generated errors 8

Programme 4: Integrity and Anti-Corruption 2 out of 11 APP targets were not achieved: 75% of NACH cases closed by departments: 71% (628 of 882). Delays in the closure rate of NACH cases by government departments. The target is outside the control of the PSC. 60% of responses provided by Executive Authorities in respect of the findings of the PSC emanating from the scrutiny of financial disclosures: 13% (19 out of 152) of EAs responding to the PSC. The target is also outside the control of the PSC. The Programme did not achieve the following additional output: 15 Workshops on professional ethics in the Western Cape Province: 10 of the 15 planned workshops were not conducted due to financial constraints. However, overall the PSC conducted 58 workshops at national and provincial level due to an increase in demand from departments prepared to fund workshops. 9

EXPENDITURE AGAINST BUDGET FOR 2017/18
Adjusted Budget for 2017/8 Expenditure as at 31 March 2018 Available budget 674 Norm 100% % Spending 99.7% % Variance 0.3% The PSC spent 99.7% out of the final budget of R million, thereby leaving surplus funds of R The surplus funds will be surrendered back to the National Revenue Fund. 10

2017/18 FINANCIAL PERFORMANCE (1)
PER ECONOMIC CLASSIFICATON Items Final Budget (R’000) Final Expenditure Percentage Spending (%) Percentage Variance (%) Compensation of Employees 180,217 179,887 99.8% 0.2% Goods & Services 65,062 64,713 99.5% 0.5% Transfers and subsidies 1,428 1,416 99.1% 0.9% Payments for capital assets 1,352 1,350 Machinery and equipment 940 938 Software & intangible assets 412 100% 0.0% Payments for financial assets - 20 Total 99.7% 0.3% 10

PER PROGRAMME Programme Final Budget (R’000) Final Expenditure Percentage Spending (%) Percentage Variance (%) Administration 99.8% 0.2% 2. Leadership and Management Practice 39 312 38 984 99.2% 0.8% 3. Monitoring and Evaluation 33 877 33 785 99.7% 0.3% 4. Integrity and Anti-Corruption 48 965 48 961 100% 0.0% Total 11

The PSC achieved an unqualified opinion. Irregular expenditure for 2017/18: Incident Disciplinary steps taken R’000 Fair procurement process to obtain catering services for the UNISA classes not followed Written warning 91 Competitive bidding process not followed 174 Not stipulating the minimum threshold for local production and content 215 Invalid lease agreement for the 12 parking bays 130 Total 610 No fruitless and wasteful expenditure, as well as unauthorized expenditure were incurred in 2017/18. 12

Programme 1: Administration
Performance information Programme 1: Administration

SUMMARY OF PROGRAMME 1 PERFORMANCE
15

PROGRAMME 1: ADMINISTRATION (1) APP TARGETS
Performance Indicator Actual Achievement Comments Approved Annual Performance Plan (APP) that adheres to National Treasury Guidelines APP that adheres to National Treasury Guidelines approved in January 2018 Target achieved 80% of outputs on the Operational Plan achieved 91% (93 of 102) Target exceeded by 11% due to strong leadership and commitment of management & staff Annual vacancy rate of below 10% maintained 6.2% (17 of 271) 4 reports on the implementation of ICT support systems, processes and governance arrangements produced 4 16

PROGRAMME 1: ADMINISTRATION (2) ADDITIONAL OUTPUTS UNDERTAKEN
Performance Indicator Actual Achievement Comments Sub-programme: Internal Audit A risk based annual and three year audit plan developed and implemented Annual Audit Plan implemented with 4 quarterly reports produced Appointment of IA service provider in Q4 3 Year Audit Coverage Plan (2018/ /21) presented to Audit Committee Target achieved 4 Quarterly risk management performance reports submitted to the Accounting Officer and Audit Committee 4 reports submitted 17

Performance Indicator Actual Achievement Comments Sub-programme: Legal Services 100% of legal opinions and advice provided 100% (13 /13) legal opinions were provided Target achieved 100 % of contracts drafted/vetted 100% (10/10) Service Level Agreements were vetted 100 % of Memoranda of Understanding drafted or reviewed 100% (6/6) MoUs drafted or reviewed Reviewed Section 15 Notice in compliance with PAIA approved by March 2018 Reviewed PAIA Section 15 Notice approved in March 2018 Reviewed PAIA Manual approved by March 2018 Reviewed PAIA Manual approved in March 2018 Approved Section 32 Report Section 32 Report was produced in March 2018 18

Performance Indicator Actual Achievement Comments Sub-programme: International and Regional Integration Approved reports on events and minutes of meetings Meeting of the Executive Committee of the AAPSComs held and communique issued and minutes drafted Meeting of Secretaries of AAPSComs held in Sept 2017 General Assembly of AAPSComs held in March 2018 Target achieved Sub-programme: Planning and Reporting 4 Quarterly and 1 Annual Programme Performance Reports submitted to National Treasury and DPME and tabled in Parliament by due dates 4 Quarterly Reports were produced 1 Annual Programme Performance Report for 2016/17 submitted to NT & DPME in August 2017 and tabled in Parliament in September 2017 19

Performance Indicator Actual Achievement Comments Sub-programme: Planning and Reporting Approved Annual Report to Citizens produced PSC Annual Report to Citizens (2016/17) produced and uploaded on the PSC Website in December 2017 Target achieved Management Performance Assessment Tool (MPAT) results submitted within the set time frame MPAT process coordinated and MPAT scores submitted to DPME in November 2017 Management Committee (MANCO) meetings and Provincial Directors Forum held quarterly 4 quarterly MANCO & PD Forum meetings held 2 Special MANCO meetings held on IPR & PSC Recommendation/IA Coverage Plan, respectively Operational Planning Session held in August 2017 20

Performance Indicator Actual Achievement Comments Sub-programme: Planning and Reporting Approved SDIP Annual Report within the set time frame SDIP Annual Report (2017/18) submitted to DPSA in March 2018 Target achieved Sub-programme: PSC Support 3 engagements held 25 engagements held In addition: Strategic Plan Session hosted in May 2017 Strategic Planning Report tabled and adopted by Plenary in September 2017 Target exceeded due to additional demand to table and present the work of the PSC at national and provincial level 21

Performance Indicator Actual Achievement Comments Sub-programme: Financial Management 12 Monthly financial reports produced 12 reports produced Target achieved 3 budget submissions submitted to National Treasury by the due dates 2018 MTEF Budget Submission submitted in July 2017 2017/18 AENE Budget Submission submitted in September 2017 2018 ENE submitted in November 2017 Interim and Annual Financial Statements submitted (AFS) to National Treasury and Auditor-General by the due dates 3 Interim Reports and Annual Financial Statements submitted to NT 22

Performance Indicator Actual Achievement Comments Sub-programme: Financial Management 12 Monthly reports on payment of invoices submitted to National Treasury by the due dates 12 Target achieved, However, a total of 4 224/ (99%) of suppliers were paid due to a system generated error 2 asset verification reports produced 2 reports produced Target achieved Sub-programme: Supply Chain Management Number of quarterly reports on the implementation of SCM policies produced 4 100% of service level agreements signed within 3 months of contract award 20/21 (95%) Target not achieved due to administrative oversight 23

Performance Indicator Actual Achievement Comments Sub-programme: Facilities and Logistics Management Office accommodation leases procured 3 months before the expiry of lease agreements OPSC leased immovable properties maintained as follows: Lease agreement for national office signed Processes for FS office accommodation under way Lease agreements for photocopiers and vehicle fleet maintained Target achieved Quarterly report on the implementation of logistics management policies produced 4 reports produced 24

Performance Indicator Actual Achievement Comments Sub-programme: Security Services 4 Quarterly reports on the implementation of Security Policy and procedure manuals produced 4 Target achieved 3 workshops conducted 12 Target exceeded due to need to increase security awareness % of completed vetting forms submitted to the State Security Agency (SSA) 100% (9 of 9) Sub-programme: Communication and Information Services 12 DG’s newsletters produced 12 and 3 special editions Target exceeded - necessitated due to key events 25

Performance Indicator Actual Achievement Comments Sub-programme: Communication and Information Services 4 internal newsletters produced 4 Target achieved 12 lift and washroom news produced 14 Target exceeded - lift news linked to government calendar of events 4 Information and Learning Sessions held 9 Target exceeded due to developments in the organisation that necessitated engagement of staff 4 media briefings held 5 Target exceeded to improve PSC visibility 4 bulletins produced 26

Performance Indicator Actual Achievement Comments Sub-programme: Communication and Information Services 100% implementation of PSC Visibility Programme 100% implementation of PSC Visibility Programme: 7 media statements were released 2 exhibitions conducted Use of social media intensified Target achieved Sub-programme: Information Technology 11 software licenses maintained 3 Target not achieved due to budgetary constraints Sub-programme: Human Resource Management 2% of people with Disabilities (PWDs) employed 1.96% Target not achieved due to staff changes in the last quarter 27

Performance Indicator Actual Achievement Comments Sub-programme: Human Resource Management 50% of women employed at SMS level 48.9% (23 of 47) Target not achieved due to staff changes in the last quarter 4 Human resource policies revised and implemented by March 2018 6 Target exceeded due to need to review more policies 5 workshops held on HR policies by March 2018 8 Target exceeded due to workshops held to capacitate employees designated as Delegated Authorities on how to exercise their Delegations 28

Performance Indicator Actual Achievement Comments Sub-programme: Human Resource Management 4 Quarterly reports on the implementation of Human Resources and Labour Relations Policies submitted to the Director General 4 Target achieved Sub-programme: Human Resource Development All PAs and workplans submitted by all employees 100% (208 of 208) of expected workplans received 100% (41 of 41) of expected Performance Agreements received Annual performance assessments finalised 89% ( 185 out of 207) of eligible employees on salary levels 2-12 100% (41 out of 41 eligible SMS members) Target not achieved due to dispute declared 29

Performance Indicator Actual Achievement Comments Sub-programme: Human Resource Development 3 customised training programmes conducted 4 Target exceeded due to training programmes developed 4 Quarterly reports on the implementation of the Employee Wellness Programme (EWP) Target achieved 3 National and international special events and programmes commemorated in line with the National Calendar of Events from the Presidency (Special Programmes) 6 events hosted Target exceeded due to 3 additional events that were commemorated and there were no financial implications for the OPSC 30

Performance Indicator Actual Achievement Comments Sub-programme: Human Resource Development 4 Consultations with organised labour on matters of mutual interest held quarterly 6 DBC meetings held: 1 special DG meeting 1 consultative meeting with employees 1 meeting with DG & Organized Labour Target exceeded due to a need for Special DBC meetings to engage on Institutional Practice Review (IPR) Host a workshop on ”Principles on gender equality” by August 2017 Workshop hosted in August 2017 Target achieved Report on “Implementation of 8 Principles on Gender & Equality” approved by 31 October 2017 Report approved in October 2017 5 change management programmes implemented 5 31

Leadership and Management Practice
Performance information Programme 2: Leadership and Management Practice

33

PROGRAMME 2: LMP (1) APP TARGETS
Performance Indicator Actual Achievement Comments Sub-programme: Labour Relations Improvement 75% of grievances concluded within 30 days (for levels 1-12) of receipt of all documentation As at 31 March 2018, a total of 654 cases were registered of which 559 (85.5%) were concluded The 559 concluded cases include 510 for level 1-12, of which 416 (82%) were concluded within 30 days Target exceeded by 7% due to improved systems and employees working overtime to meet target resulted in overachievement 75% of grievances concluded within 45 days (for SMS) of receipt of all documentation The 559 concluded cases mentioned above include 49 cases for members of the Senior Management Service, of which 45 (92%) were concluded within 45 days Target exceeded by 17% due to improved systems and employees working overtime to meet target resulted in overachievement 34

Performance Indicator Actual Achievement Comments Sub-programme: Labour Relations Improvement 1 report on the management of grievances in the Public Service produced 1 (Fact Sheet on management of grievances approved in Dec 2017) Target achieved 2 research reports on labour relations produced 2 Investigation into the implementation of labour court orders and arbitration awards by departments and implications for labour relations was approved in June 2017. Assessment of the influence of grievances on work attendance in Gauteng provincial departments approved in Feb 2018 35

Performance Indicator Actual Achievement Comments Sub-programme: Leadership and Human Resource Reviews 6 research reports in strategic human resources and leadership produced 6 research reports in the areas of: Recruitment, retention, career pathing and utilisation (SMS) expertise and skills in the Public Service Evaluation of the recruitment and selection process in the Mpumalanga Provincial Government for 2015/16 Investigation into contract appointments in the Northern Cape Provincial Administration Case studies in WC regarding the implementation of the PMDS Assessment of the remuneration of HoDs in the Eastern Cape Investigation into the missing employee records prior to 1993 and implications for current and former employees exiting or exited the Public Service in the North West Target achieved 36

PROGRAMME 2: LMP (4) ADDITIONAL OUTPUTS UNDERTAKEN
Performance Indicator Actual Achievement Comments Sub-programme: Labour Relations Improvement 12 monthly reports on status of grievances produced 12 Target achieved 2 technical briefs produced 2 Approved factsheet on trend analysis within the set time frame Factsheet on grievance trend analysis approved in December 2017 2 Management communiqué published 3 advocacy and training workshops convened 3 2 workshops conducted on promotion of Grievance Rules 37

PROGRAMME 2: LMP (5) ADDITIONAL OUTPUTS UNDERTAKEN
Performance Indicator Actual Achievement Comments Sub-programme: Leadership and Human Resource Reviews Guide on PMDS for HODs developed within the set timeframes Guide developed in November 2017 but put in abeyance as the MPSA issued a new Directive on HoD Performance Management in January 2018 and DPME developed a new guide based on the Directive Target achieved as the Guide was developed but overtaken by changes in the policy environment Approved Factsheet on the study to determine factors impeding government departments in achieving 2% of people with disabilities and 50% of women in senior management in the public sector within the set time frame Factsheet approved in January 2018 Target achieved 38

Monitoring & Evaluation
Performance information Programme 3: Monitoring & Evaluation

40

PROGRAMME 3: M&E (1) APP TARGETS
Performance Indicator Actual Achievement Comments Sub-programme: Governance Monitoring 14 institutional assessments and programme evaluation reports produced 2 analytical briefs produced 12 reports on CVPs produced in March 2018 Target achieved 12 participative evaluation reports produced 13 Reports produced in March 2018 Target exceeded by 1 due the need to respond to topical issues emerging in Public Service 41

PROGRAMME 3: M&E (2) ADDITIONAL OUTPUTS UNDERTAKEN
Performance Indicator Actual Achievement Comments Sub-programme: Governance Monitoring Approved Report on Systematic review and development of the CVP evaluation tool Report approved in November 2017 Target achieved Approved Publication of the review results, which includes development of an abstract and full article approved by March 2018 Article submitted and presented at SAMEA in October 2017 The article was included in the published SAMEA Conference report and also uploaded on the SAMEA Conference website and the PSC website in March 2018 42

Performance Indicator Actual Achievement Comments Sub-programme: Governance Monitoring Warehouse developed Data Warehouse implementation plan produced in Dec 2017 Target achieved by 3 due to improved business processes 4 analytical briefs produced 4 Target achieved Section 196(4)(e) Report produced Report produced in December 2017 3 presentations to Portfolio Committees by February 2018 3 (SCOA, EDD & SCOA) Profiles of identified departments updated 122 departmental profiles updated 43

Performance Indicator Actual Achievement Comments Sub-programme: Governance Monitoring 3 pilot assessments conducted 3 Target achieved Data collection on 12 on evaluation of departments against the CVPs by March 2018: 3 X national 9 X provincial Data collection commenced in March 2018 Training of officials (national and provincial) on the DW Staff trained in January and March 2018 Ad-hoc Target achieved Evaluation of the Public Service against the CVPs PSC comments provided to the MPSA in October 2017 PSC Comments on the Proposal to Amend Schedule to Adjustments Appropriation Bill [B [Votes 5 and 7] PSC comments provided in November 2017 44

Performance Indicator Actual Achievement Comments Sub-programme : Service Delivery and Compliance Evaluations 8 engagements with departments 13 Target exceeded due to increased demand for engagements 1 Roundtable on departmental compliance with the CVPs by March 2018 Roundtable hosted in March 2018 Target achieved Phase 1: Capturing of data on inspections conducted on submission of learner numbers by schools to the Department of Basic Education (DBE) assessed by June 2017 Submission/electronic capturing of learner numbers completed in June 2017 Target achieved Phase 2: Report on Ordering of text books by schools/Printing workbooks by DBE assessed Report produced in November 2017 Target achieved late due to slow response by respondents 45

Performance Indicator Actual Achievement Comments Sub-programme : Service Delivery and Compliance Evaluations Report on assessment of delivery of textbooks/ workbooks to schools assessed by February 2018 Consolidated Report produced in February 2018 Target achieved Number of Unannounced visits to two Thusong Service Centres 2 Unannounced visits conducted and advice provided in October 2017 Ad-hoc target achieved Inspection at 1 Military Hospital conducted by March 2018 Inspection was conducted in March 2018 46

Integrity and Anti-corruption
Performance information Programme 4: Integrity and Anti-corruption

48

PROGRAMME 4: INTEGRITY AND ANTI-CORRUPTION (IAC) (1) APP TARGETS
Performance Indicator Actual Achievement Comments Sub-programme: Public Administration Investigations 60% public administration investigations finalised within 3 months upon receipt of all relevant documentation As at 31 March 2018, there were 306 complaints on the database, of which 211 (69%) were finalized. Of the 211, 46 (22%) were finalised through investigations, of which 38 (83%) were finalised within 3 months of receipt of all relevant documentation. Of the 211, 165 (78%) cases were finalised as early resolution cases, of which 148 (90%) were finalised within 45 days of receipt of all relevant documentation Target exceeded due to close monitoring of investigations 49

PROGRAMME 4: IAC (2) APP TARGETS
Performance Indicator Actual Achievement Comments 2 research reports in relation to public administration practices 2 Reports on the investigation and evaluation of the awarding of higher salaries in the national Departments of Home Affairs and Basic Education approved in March 2018 Target achieved Factsheet on financial misconduct produced Factsheet on completed disciplinary proceedings on financial misconduct for the 2016/17 financial year approved in November 2017 Sub-programme: Professional Ethics 100% of financial disclosure forms scrutinised 100% ( of ) forms scrutinised 1 report on compliance with Financial Disclosure Framework Overview Report 16/17 approved in March 2018 50

Performance Indicator Actual Achievement Comments 75% of NACH cases closed by departments 71% (628 of 882) Target not achieved. Closure of NACH cases is outside the control of the PSC. Workshop interventions have been introduced to improve the closure rate of NACH cases by departments 90% of NACH cases referred within 21 days of receipt of case report 99.5% 878 of 882 Target exceeded due to strict application of referral processes 51

Performance Indicator Actual Achievement Comments 60% of responses from EAs in respect of the findings of the PSC emanating from the scrutiny of financial disclosures 13% (19 of 152) Target not achieved due to delays in submission of information on the implementation of PSC recommendations 15 workshops on professional ethics in the Public Service 58 Target exceeded due to specific requests made by departments on a regular basis, however, WC couldn’t meet its planned target 52

Performance Indicator Actual Achievement Comments 1 research report in professional ethics 1 Report on “Assessment of the state of professional ethics & Anti-Corruption measures in the North West Province against predetermined objectives” approved in March 2018 Target achieved 80% of investigations through early resolution finalised within 45 days from the date of receipt of all relevant information 89% (17 of 19) Target achieved due to consistent monitoring of performance 53

PROGRAMME 4: IAC (6) ADDITIONAL OUTPUTS UNDERTAKEN
Performance Indicator Actual Achievement Comments 3 targeted visits 5 Target exceeded due to increase in the demand for targeted visits Commemoration of International Anti-Corruption Day International Anti-Corruption day commemorated in December 2017 Target achieved 54

CONCLUDING REMARKS The PSC will continue conducting its oversight work in the Public Service, as this serves as a basis for its engagements with Parliament. The support provided by the Portfolio Committee and other Committees in Parliament is encouraging and the PSC hopes to see more engagements on its work. The PSC will have to continuously try to strike a balance in conducting its work while also trying to meet the ever increasing demands for its services by stakeholders. In this regard, the PSC had various requests from the Executive and Parliament, in particular, the Portfolio Committee, SCOA, SCOPA and provincial legislatures for research, investigations and/or advice, whereas capacity to be responsible to these requests are limited. There are no recommendations for the PSC to implement in the budget report (Vote 10) 2016/17. 55

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