1. Presentation to the JSCFMP -
Presentation to the JSCFMP - Members Support Services Division – 22 August 2019

2. Contents Purpose of the division
Objectives of the division and how they link to the Strategic Objectives
Roles and functions of each official (Section, Unit and Individual) including remuneration.
Operational plans, key performance areas and costs
Divisions projects supporting the achievement of the strategic plan
Emerging Member’s needs and plans to support
Budget by line item
Challenges and mitigating strategies

3. Members’ Services Model
Services to
Members of Parliament
Security
Services
ICT Conference Support & Facilities
Tools of Trade Devices, Office Equipment, Applications & Support
Functional Members Service
Individual Members Services
ICT Facilities & Support
Facilities & Logistical Support
Facilities:
MP Lounge, Offices, Transport, Parking, House-hold & catering
Multilingual Services
Interpreting & Translation
Entitlement Travel & Arrangements
Meeting Logistics & Administration
Venues, Logistic, Administration& Information
Members Wellness
Products & Information:
Parliamentary Papers, Communication, Documents & Library
Compensation and Benefits
Entitlements, Claims, Salaries, Medial Aid, Pension etc.
Knowledge and Information
Content & Advisory Services:
Procedural, Content, Legal & Research
Capacity Building
Members Information

4. 1.Purpose of the Division
Provision of Service and facilities in accordance with the prescripts of the Members’ Facilities Handbook
Improving the usefulness relevance and accessibility to integrated development programmes for Members of Parliament.
Creation of an effective and efficient support service that delivers enhanced support to Members.

5. 2.Objectives of the Division
Improve facilities for Members and related support, and reduce the administrative burden presented by claims.
Review and implement the facilities needs of Members, and integrate various services into a seamless support service
Coordinate internal arrangements for Members from both Houses into a single point
Streamlining of transactional functions & HR related activities for Members
Administer the capacity building & training needs of Members in order for them to fulfil their constitutional responsibilities

6. 3. Roles and functions Members’ Travel Management
1) Contract Management with airways and ACSA
2) Attend to Members’ reimbursive allowances
3) Analysis of Members entitlements & make policy proposals
4) Manage the Travel Management contract and systems integration
5) Facilitate prompt and accurate procesing of Members’ claims
Members’ Facilities Administration
1. Dealing with Members Pensions, Gratutities & Medical Aid matters
2. Registration of incoming Members & support thereof
3. Deal with all HR related matters that affect MPs
4. Coordinate inputs that goes into Members payroll
Members’ Support Services
Provide the necessary support:
1) To Members with special needs
2) In the procurement of Members’ office equipments
3) In handling their tax-related matters
4) In processing travel insurances for Members
Members’ Capacity Building Programme
1. Coordinate all capacity building related programmes for Members
2. Provide support for the enhancement of the skills, knowledge & competencies of Members in fulfilling their constitutional objectives
3. Support the implementation of Legislative Sector facilitated programmes for Members.
4. Provide guidance in identifying institutions for Committees capacity building
Office of the Division Manager
Provides Strategic Leadership .

7. 3. Roles and functions (a)
Grade
Roles
Functions E2
Division Manager
Responsible for the strategic leadership of the Division and provide professional guidance and support to Members of Parliament.
Create a conducive atmosphere for the staff to provide focused and professional client & customer relationship management
Ensure efficient & effective utilisation of the Division’s budget allocation
Lynchpin for Members’ internal arrangement requirements C1
Executive Secretary
Responsible for providing secretarial support to the Division Manager D2
Section Manager: Members Support Services
Responsible for the coordination of Members’ capacity building programmes, management of divisional risk and Members wellness programmes DI
Unit Manager: Members Facilities
Management, coordination, implementation and facilitation of the prescripts of the Members’ Facilities Handbook

8. 3. Roles and functions (b)
Grade
Roles
Functions C3
Controller: Members Travel Administration
Responsible for all travel related queries, claims and reimbursive allowances
Controller: Members Facilities Administration
Responsible for the implementation of all transversal HR related functions for Members
Members Support Services Consultant
Coordinates contracts management and procurement process in relation to Members’ needs
Members Training Practitioner
Responsible for the coordination of members capacity building programmes
Travel Account Coordinator
Responsible for the coordination of the travel management system for Members C1
Travel Officer
Receives an processes travel related queries, claims & reimbursive allowances B3
Secretary
Coordinates all queries from Members & forward to relevant component for processing

9. 4.Operational Plan 2019/20 Outcome result:
Build a capable and productive parliamentary service that delivers enhanced support to members of Parliament in order that they may efficiently fulfil their constitutional functions
Outcome indicator:
Greater effectiveness of Members in fulfilling their functions

10. Operating Model Improved facilities and related support for members
Travel request
Reimbursement request
Facility request
Wellness assessment
Capacity assessment
Facilitate booking
Process and pay reimbursement
Fulfil facility request
Provide wellness intervention
Facilitate bursary and capacity building requests
Travel booked and ticketed
Payments made
Facilities provided
Wellness sessions and engagements
Bursaries paid, capacity building facilitated
Inputs
Activities
Outputs
Outcomes
Improved facilities and related support for members

11. 5.Major opportunities Strategic interventions
Implementation of seamless support services
Introduction of self service offerings
Introduction of validation mechanisms
Consider to review of MSF to be fully-fledged committee to deal with Members Internal Arrangements

12. Travel Maintenance and Policy Compliance
The Travel Management System is the lynchpin of the Members’ Facilities Handbook.
This component is the back office work performed by MSS through which controls are maintained.
All compliance in terms of the facilities handbook is maintained and controlled through these back office set-ups and maintenance.

13. Statistics
The system supports the travel of approximately 2000 travelers including Members, former Members, dependents of Members and former Members of the Executive
In excess of sectors are booked annually
In excess of ticket are issued annually
In excess for invoices/credit notes are matched, processed and paid annually
The system supports spend of R120m per annum
Members can book 7 days per week and after hours
From request to receipt of ticket takes less than 10 minutes
Policy compliance is embedded in the system.

14. 6.Emerging needs and plans to support
Facilities must remain relevant and support the changing needs of the Member base.
Facilities must be reviewed and workshopped with Members regularly.
Feedback must be elicited from Members in order to monitor satisfaction levels.
Financial wellness support to be offered regularly.

15. 7.Budget by line item

16. 8. Challenges & Mitigating Strategies
MITIGATION STRATEGIES
High transactional volume can impact ability to consistently meet the turnaround times
Introduction of self-service option for Members
Rising travel costs and availability of services
Introduction of low cost carriers and discounted fares
Verification of travel for reimbursement
Introduction of electronic log books for mileage mitigation

17. 8. Challenges & Mitigating Strategies
MITIGATION STRATEGIES
Changing administrative and support assistance to Presiding Officers require immediate synthesis
Handbook for Presiding Officers is urgently required to manage their specific needs & requirements
Preponderance of more younger Members in the 6th Parliament & related needs
Introduction of Child-care facility for Members to be introduced in the new financial year. Engagement with space planner and service advisor commenced
Frequent congestion in the Members’ Lounge and adjacent passage way
Prospects of expansion of the service on a scaled-down version being explored for another location in the precinct