1. SECOND Quarter Report of the Civilian secretariat for police SERVICE
07th NOVEMBER 2017
CIVILIAN SECRETARIAT FOR POLICE SERVICE

2. BACKGROUND
This report covers period July 2017 to September 2017 and deals with the following areas:
Service Delivery Environment
Organisational Environment
Breakdown of expenditure during the Second Quarter of 2017/18

3. SERVICE DELIVERY ENVIRONMENT
The 100 Days Programme of the Minister of Police was concluded at the beginning of this quarter
The process of the external audit was concluded and finalised by the AGSA and the department received an Unqualified Audit Finding
An implementation strategy was developed to address the items raised by the AGSA with regard to financial and performance information

4. ORGANISATIONAL ENVIRONMENT
The Secretariat has filled 143 of its 150 vacant posts by the end of the quarter, resulting in a vacancy rate of 4.67% for the organisation
In terms of the status of the Employment Equity, out of the 143 employees currently employed at the Secretariat, 77 are females, while 66 are males, which translate 53.8% females and 46.2% males respectively

5. 2nd QUARTER DEPARTMENTAL PERFORMANCE

6. PROGRAMME 1: ADMINISTRATION

7. SUB-PROGRAMME 1.1: DEPARTMENT MANAGEMENT
Strategic Objective: To provide leadership, strategic management and direction to the Secretariat
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of Joint Consultative IPID / Secretariat Forum meetings held per year in compliance with the Civilian Secretariat for Police Service Act, 2011 1
Number of Quarterly Performance Reports against predetermined objectives submitted within 30 days after the end of the quarter

8. SUB-PROGRAMME 1.2: CORPORATE SERVICES
Strategic Objective: To provide effective and efficient support services to the entire secretariat to the achievement of oversight mandate through Communication, Information Technology, HR and auxiliary services
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of Workplace Skills Plans approved by the Secretary for Police Service 1
Reduced vacancy rate to 10% of the total post establishment
15%
4.67%
One of the AGSA findings was on the lack of capacity in Finance. As a result, a significant number of posts were created in Finance which increased the vacancy rate considerably. Due to the need to address the gap in Finance, all vacant posts in Finance were prioritised and filled which resulted in exceeding the set quarterly target from 15% to 4.67%.
An approved corporate governance of ICT framework

9. SUB-PROGRAMME 1.3: FINANCE ADMINISTRATION
Strategic Objective: Ensure sound corporate governance and provide supply chain and financial management services in Secretariat which are fully compliant
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Percentage of payments made to creditors within 30 days reports
93%
99.3%
There has been additional capacity allocated to resolving disputed invoices and making regular follow-up with line managers to certify invoices.
Percentage of Internal Audit recommendations implemented
80%
75%
The priority and major focus had been given to resolving the recent/ latest AGSA findings for the period under review

10. SUB-PROGRAMME 1.3: FINANCE ADMINISTRATION
Strategic Objective: Ensure sound corporate governance and provide supply chain and financial management services in Secretariat which are fully compliant
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Percentage of external audit recommendations implemented
80%
82.4%
AGSA findings were prioritised and much focus put in striving to improve the audit outcome of the department. According the audit action plan there was 4 out of 27 not resolved in first quarter and 4 out of 17 not resolved in second quarter therefore the difference in percentage.
Percentage expenditure in relation to Budget allocated
50%
41.2%
The CSPS recorded lower than planned spending, mainly due to the fact that the department is still expecting invoices for services rendered by SITA as well as software licenses and other computer related expenses

11. 2nd QUARTER PROGRAMME 1 PERFORMANCE

12. PROGRAMME 2: INTERSECTORAL COORDINATON AND STRATEGIC PARTNERSHIPS

13. KEY ACHIEVEMENTS
An Anti-Crime Campaign on Gender-Based Violence and protection of vulnerable groups was held with public servants, civil society (NGOs, Faith-Based Organisations, Traditional Healers, Traditional Leaders, Higher Education Institutions) and Business to discuss the gaps in policing that led to the abuse of women and children

14. KEY ACHIEVEMENTS
Stakeholder engagement in Eldorado Park with focus on barriers to reporting gender-based violence cases
Capacity building sessions were held in two provinces with various Provincial Secretariats, JCPS cluster departments and CPFs
Izimbizo with community of Hanover Park in the Western Cape to promote community safety

15. PROGRAMME: INTERSECTORAL COORDINATION AND STRATEGIC PARTNERSHIPS
Strategic Objective: To contribute towards creating a safe and secure environment through partnerships with stakeholders
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of memoranda of Understanding (MoUs) signed with stakeholders in order to build safer communities 1
Third signatory to the MOU, SAPS, are still processing the legal implications before signing
Number of Anti-Crime Campaigns conducted per year
Number of CPF training programmes approved by the Secretary for Police Service
Consultation on the training for trainers for CPFs with Wits university is still in progress and not concluded yet

16. PROGRAMME: INTERSECTORAL COORDINATION AND STRATEGIC PARTNERSHIPS
Strategic Objective: To contribute towards creating a safe and secure environment through partnerships with stakeholders
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of Izimbizo/ public participation held with communities to promote community safety 2
Total number of provinces implementing of Community Police Forum Guidelines
Number of provincial capacity building sessions held on crime prevention programmes 3
Limpopo cancelled the session

17. PROGRAMME: INTERSECTORAL COORDINATION AND STRATEGIC PARTNERSHIPS
Strategic Objective: To contribute towards creating a safe and secure environment through partnerships with stakeholders
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of established CSF’s 5
Lack of provincial government support to implement the CSF Policy

18. 2nd QUARTER PROGRAMME 2 PERFORMANCE

19. SUB-PROGRAMME 3.1: POLICY DEVELOPMENT AND RESEARCH

20. KEY ACHIEVEMENTS
The key focus areas for implementation of the White Paper on Policing has been identified and an environmental scan report is being compiled
Process to develop an implementation framework in order to support and complement the White Paper on Safety and Security is currently underway
The Single Police Service Joint Task Team held a special sitting in order to develop an action plan for the priority phases of implementation

21. SUB-PROGRAMME: POLICY DEVELOPMENT AND RESEARCH
Strategic Objective: Provide research and evidence-based led policies for policing and safety
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of policies on policing submitted to the Minister of Police for approval per year 1
Number of research reports on policing approved by the Secretary per year -

22. SUB-PROGRAMME 3.2: LEGISLATION

23. KEY ACHIEVEMENTS
The Critical Infrastructure Protection Bill has been submitted to Office of the Chief State Law Adviser and they have certified it, that it is constitutional and that it can be further processed to Parliament
The Technical drafting of the Firearms Control Amendment Bill is complete. The Bill has been submitted to the Office of the Chief State Law Adviser for preliminary certification. An Information note on key policy proposals was prepared and approved by the Minister to proceed for approval from Cabinet for publication for comments

24. KEY ACHIEVEMENTS
The drafting team of the Criminal Law (Forensic Procedures) Bill will be processing the Bill for further consultations. The Bill was presented to the Development Committee on the 21st September 2017
The drafting Team of the Independent Police Investigative Directorate Amendment Bill has commenced drafting the amendments of certain provisions in compliance with the Constitutional Court Judgment as well as other necessary changes with the view to further strengthen the independence and optimal functioning of IPID

25. SUB-PROGRAMME: LEGISLATION
Strategic Objective: Produce legislation for effective policing and provide legal advice and support to the Minister
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of Bills submitted to the Minister for approval per year: 2

26. 2nd QUARTER PROGRAMME 3 PERFORMANCE

27. PROGRAMME 4: CIVILIAN OVERSIGHT, MONITORING AND EVALUATION

28. KEY ACHIEVEMENTS
A total of twenty four (24) National Monitoring Tool (NMT) oversight visits were conducted at police stations which culminated in the compilation of the Police Station Oversight Report
The Police Station Service Delivery Trend Analysis and School Safety Protocol Reports were compiled and approved

29. PROGRAMME: CIVILIAN OVERSIGHT, MONITORING AND EVALUATION
Strategic Objective: Conduct and effective oversight, monitoring and evaluation that contributes towards and accountable and transformed police service
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of Police Station Oversight Visits to police stations conducted per year 6 24
Target was exceeded due to the Ministers 100 Days Programme that included more station visits
Number of Police Station Service Delivery Trends Analyses Reports approved by the Secretary per year 1
Number of monitoring reports on police stations’ implementation of the school safety protocol approved by the Secretary for Police Service per year
Number of assessments reports on Complaints Management approved by the Secretary per year -

30. PROGRAMME: CIVILIAN OVERSIGHT, MONITORING AND EVALUATION
Strategic Objective: Conduct and effective oversight, monitoring and evaluation that contributes towards and accountable and transformed police service
2nd Quarter Target
2nd Quarter Actual
Reason for Variance
Number of assessment reports on establishment and functionality of CPFs approved by the Secretary for Police Service per year -
Number of evaluation reports on Domestic Violence Act non- compliance, exploring causes and possible remedies approved by the Secretary for Police Service per year 1

31. 2nd QUARTER PROGRAMME 4 PERFORMANCE

32. EXPENDITURE PER PROGRAMME

33. EXPENDITURE PER ECONOMIC CLASSIFICATION

34. NOTES
At the end of the Second Quarter the department has spent 41,2% of its allocated budget against the projected spending of 48,2% which is 6% lower than planned. This under-spending of 6% represents an amount of R8,726 million which can mainly be attributed to outstanding invoices for services delivered by SITA to the department as well as the fact that the performance and notch increments for staff have not been paid

35. NOTES
A further contributing factor is that although the department has filled 29 posts since April 2017, most of these were only filled since the second quarter and the department still have 7 vacant posts which should be filled by the end of the third quarter. There is a direct link between filled positions and spending on Goods and Services and the vacancies therefore contributed to the under-spending on Goods and Services

36. NOTES
The department has shown, through the past few financial years that the bulk of its spending takes place during the period from August to November and in January and February of a financial year
The department have a functioning Budget Committee who analysis the spending and make recommendations to the Accounting Officer on ways to accelerate spending where and when necessary

37. Thank You Enkosi Dankie