1. PRESENTATION TO THE PORTFOLIO COMMITTEE ON THE STATE OF KZN PROVINCE
PRESENTED BY
SIKHOSIPHI DLAMINI
ACTING PROVINCIAL MANAGER : KZN
20 MAY 2008

2. What is unique to the Province?

3. What is unique to the Province?
KwaZulu-Natal has (according to Census 2001):
The largest population in the RSA, totalling million (21% of SA population), with GDPR of ±R147 billion.
The second highest approved DHA establishment.
The largest population with disability in the RSA, totalling (22% of SA population).
The youngest population (age group 0 – 44) in the RSA, totalling 7.8 million (27% of SA population)

4. What is unique to the Province?
KwaZulu-Natal has:
10 District Municipalities and one Metro Council
In KZN the locality of DHA Regional Offices is aligned to only 6 of the 10 District Municipalities and 2 Regional Offices to the Ethekwini Metro. Regional Offices are not catered for in the following 4 District Municipalities:
Southern KZN, DC Sisonke – areas (Creighton, Himeville, Ixopo) within this DC serviced by offices under the control of RO Ugu.
Northern KZN, DC Uthukela – areas (Ladysmith, Estcourt) within this DC serviced by offices under control of RO Amajuba.
DC Umzinyathi – areas (Dundee, Pomeroy, Nqutu, Greytown) within this DC serviced by offices under the control of RO Amajuba, RO Zululand and RO Umgungundlovu.
DC Umkhanyakude – areas (Emanguzi, Jozini, Hlabisa, Mtubatuba) within this DC serviced by offices under control of RO Zululand and RO Uthungulu.
Durban Harbour is the busiest Harbour Port in the country

6. District Municipalities and population in KwaZulu-Natal
Northern KZN
Mgungundlovu ( population)
Uthukela ( population)
Umzinyathi ( population)
Amajuba ( population)
Zululand ( population)
Umkhanyakude ( population)
Uthungulu ( population)
Total Population KZN North
Southern KZN
Ugu ( population)
iLembe ( (population)
Sisonke ( population)
eThekwini Metro ( population)
Total Population KZN South
Total Population KZN

9. We have organized our team by…
Deputy Director: Internal Audit
(Funded, vacant post – request sent to HR in June 07 to advertise)
Provincial Manager
Mr M Maqula
Head Immigration Services
Mr A Matsaung (Acting HIS)
Deputy Director: Support Functions
(Funded, vacant post – interviews held on 31 Aug 07 – awaiting appointment)
IT Managers North and South
Mr C Gumede (IT South)
Mr M Mochocho (IT North)
Deputy Director: Provincial Co-ordination
Mr MM Modiba (Acting) – interviews held on 31 Aug 07 – awaiting appointment)
Area Manager North
Mr SE Ndlovu
Area Manager South
Mr SCL Dlamini

10. We have organized our team by…
Area Manager North
Mr SE Ndlovu
Uthungulu Region
Mr JH Riekert
Amajuba Region
Ms M Terblanché
Zululand Region
Ms N Buthelezi
Umgungundlovu Region
Ms A Mbatha
Regional Office Uthungulu Ms I Rademan
District Office Mtubatuba Ms N Dlamini
District Office Empangeni Mr SN Biyase
District Office Eshowe
Mr NM Mntungwa
Regional Office Amajuba Mr ME Mngadi
District Office Ladysmith Mr P Kubeka
Regional Office Zululand Mr JSB Ntuli (Acting)
District Office Vryheid Ms R Mahomed
Regional Office Umgungundlovu
Mr TJ Luthuli

11. We have organized our team by…
Area Manager South
Mr SCL Dlamini
Ethekwini Region
Mr TW Dlamini
Ugu Region
Mr TM Kotzé
(Acting)
Umlazi Region
(Vacant)
Ndwedwe Region
(Vacant)
Regional Office Ethekwini Ms L Ngobeni
District Office Commercial Road – Mr VS Budhal (Acting)
District Office Pinetown – Ms L Ngcongo
Regional Office Ugu – Ms K Panday
District Office Scottburgh – Ms RE de Bruin
District Office Ixopo – Ms C Paulsen
District Office Kokstad – Ms DD Ngema
Regional Office Umlazi - (Vacant)
Durban Harbour – Mr R Simes
Durban International Airport – Mr V Naidoo
DO Prospecton – Ms S Bodasingh
Regional Office Ndwedwe – (Vacant)
District Office Tongaat – Mr F Burger
District Office KwaDukuza – Mr D Moonsamy

12. Our province offers a full range of services to the population…
Service Offering
Services
Back
Log
Dec 2005
2006
Apr – Mar 07
2007
Apr– 2008 Apr
Trend
Comment
ID’S
Temp IDs Issued
3538
85193
72332
Down
It became a requirement for bank, school and grant purposes and As previously TIC’s were issued without authorization. There is a reduction in the issuing of TIC’s
IDs Issued to clients
15897
330513
397184 Up
It became a requirement for bank, school and grant purposes.
IDs received from BVR
25549
331354
461350
It became a requirement for bank, school and grant purposes
Unclaimed IDs
28771
22229
86395
These ID’s were not claimed by the applicants at offices.

13. Our province offers a full range of services to the population…
Service Offering
Services
2006
Apr – Mar 07
2007
Apr – 2008 Apr
Trend
Comment
Birth certificates Issued
196675
186089
Down
It is a requirement to apply for grants and schools
Death Certificates Issued
87538
97605 Up
Natural and unnatural causes
Marriage Certificates Issued
31616
29374
Stable

14. Our province offers a full range of services to the population…
Service Offering…
Services
2006
Apr – 2007 Mar
2007
Apr – 2008 Apr
Trend
Comment
PASSPORT APPLICATIONS
Tourist
77315
97096 Up
Touring and immigrating
Child
16750
20372
Maxi Passport
809
1108
Businessman travelling
Old Type
Emergency Travel Certificate
6187
3972
Down
Relatively easy to obtain permanent passport in short period of time

15. Our province offers a full range of services to the population…
Service Offering…
Services
2007
Apr – 2008 Mar
Apr – 2008 Apr
Trend
Comment
ONLINE REGISTRATIONS
Births
29700
36606 Up
During Oct ‘07 and Feb ’08, two more Hospitals were computerised (Ladysmith Provincial and Medi Clinic)
Deaths
7099
9450

16. Our province offers a full range of services to the population…
Service Offering…
Services
2007
Apr – Dec
2008
Jan – Apr
Trend
Comment
TEMPORARY RESIDENCE PERMITS
Applications brought over from previous month 91
1082 Up
Due to increase of applications taken in monthly
Applications received
25559
5669
Increase in applications for quota work permit and work permits influenced by 2010.Increase in relative permits (accompany spouse) due to increase of marriages between SAC and foreigners
Applications approved
27936
5592
Due to the number of applications received

17. Our province offers a full range of services to the population…
Service Offering…
Services
January to April 2008
Trend
Comment
PORTS OF ENTRY: MOVEMENT OF PEOPLE
TYPE OF PORT
RSA
FOREIGNER
COMMERCIAL PORTS
99622
103199
91364
88738
Increase
January and April were holiday periods which account for the increase in SA Cit entering and leaving the country. Political unrest and natural disasters in certain African countries attribute to the high number of foreigners entering RSA and fewer leaving.
NON-COMMERCIAL PORTS (SMALL)
35318
23939
27927
29343
Steady
Holiday periods show much activity at border posts among both foreign nationals and SA Citizens

18. We deliver services through 106 customer contact points
Physical Accommodation
Services
2006
2007
Trend
Comment
Provincial Office 1
Stable
Provincial Manager’s Office was previously housed in the office of the Area Manager South and has acquired new accommodation since June 07.
Area Managers’ Offices 2
The Office of the Area Manager South is occupying 85 Field Street 1 June The Office of the Area Manager North has taken occupation of new accommodation with effect from June 07.
Regional Offices 6
2 Regional offices still to be established (Umlazi and Ndwedwe).
District Offices 13
Dundee, Estcourt, Nqutu, Melmoth, Nongoma, Pongola, Nkandla, Hluhluwe, Greytown, Chatsworth and Phoenix offices to be upgraded from Service Points to District Office status. In the process of acquiring alternate office accommodation for Estcourt, Phoenix and Chatsworth offices.
Ports of Entry
POE’s SaniPass and Boesmansnek still to be manned by NIB.
Refugee Reception Offices
A full staff compliment was employed in April 2008 and office is fully operational.

19. We deliver services through 106 customer contact points…
Physical Accommodation
Services
2006
2007
Trend
Comment
Service Delivery Points 39 40
Mod. Up
Additional Service Point is in Paul Pietersburg.
Thusong Centres (MPCCs) 8 10 Up
Rendering services from Thusong Centres: KwaMdakane and Lindela once a week.

20. We deliver services through 106 customer contact points…
Physical Accommodation…
Services
2006
2007
Trend
Comment
Mobile units 10 16 Up
4 Trucks allocated to the Area South to serve the rural communities of Ilembe, Ethekwini, UGU and Sisonke districts. 12 Trucks allocated to Area North to serve the rural communities of Zululand, Umkhanyakude, Umgungundlovu, Amajuba, Uthukela and Uthungulu Districts.
Computerised hospitals 12
Online registration of births is conducted at Mahatma Ghandi, King Edward, Prince Mshiyeni, Madadeni, War Memorial, Ngwelezane, Mosvold, Msinga, Greys, Vryheid, Edendale Hospitals. A further 33 hospitals have been identified for online registrations of births and deaths.
Presidential nodal points 4
Stable
Rendering services at Nqutu, Dundee, Nongoma and Mtubatuba. Mobile visits are conducted in Presidential Nodal Points in Indanda, KwaMashu and Ntuzuma (INK)

21. Approved establishment
We currently have 83 unfilled funded vacancies and 1097 unfunded vacant posts
Staff Levels
Total vacancies = 107
Total filled posts = 467
Total approved establishment = 1097
Level
Approved establishment
Actual
(Filled)
Funded
Vacancies
Difference
(Unfunded posts)
Comment 14 1
N/A 13 2 12 5 4 10 8
Posts to be advertised

22. Approved establishment
We currently have 83 unfilled funded vacancies and 1097 unfunded vacant posts…
Staff Levels…
Level
Approved establishment
Actual
(Filled)
Funded
Vacancies
Difference
(Unfunded posts)
Comment 9 42 18 3 21
Posts to be advertised
7-8
361 96 19
251
3-6
1 102
330 52
717
1-2
137 37 4 94

23. Disabled employees as a percentage of total = 1%
Employment Equity Targets
Employment Equity Report – (Percentage of Employees per Category)
Disabled employees as a percentage of total = 1%
80.3%
11%
1.3%
7.4%
Female
Male
Target
85%
1.5%
8.4%
5.1%

24. OFFICE SECURITY IN KZN NUMBER OF PHYSICAL SECURITY ALARM SYSTEM
CASH IN TRANSIT
DAY
NIGHT
COMMENTS 47 19 14 23
4 offices, Esikhawini, Kwanganase, Ingwavuma, Hlabisa security is provided under magistrate/DOJ

25. NUMBER OF COMPUTERS IN KZN
AREA NORTH
252
AREA SOUTH
220
TOTAL IN KZN
472

26. STATUS OF VEHICLES IN KZN
NUMBER OF VEHICLES
NUMBER OF MOBILE TRUCK UNITS
NUMBER OF REPLACEMENTS VEHICLES REQUIRED (SEDANS)
NUMBER OF REPLACEMENTS VEHICLES REQUIRED (4X4)
NUMBER OF ADDITIONAL VEHICLES REQUIRED (SEDANS)
NUMBER OF ADDITIONAL VEHICLES REQUIRED (4X4) 77 16 8 6 18

27. Budget Expenditure for 2007/08
Planned vs Actual (Rm)

28. A lot has been achieved this year through a number of initiatives
Accomplishments
Initiative
Description
Impact
Fleet Management
Inspection of fleet conducted by Provincial Transport Officer
Shortcomings identified, guidance given to Local Transport Officers. Overall improvement in fleet management
Management of claims for overtime and non compliance of procedures
Inspections conducted by Provincial Task Team
Shortcomings identified. Recommendations made on correct recording of overtime and completion of claims. Overall improvement in management of overtime claims, and adherence to procedures
Monitoring of rate of expenditure after monthly reconciliations
Responsibilities that are not on par with the expenditure rate are addressed and areas of concern are highlighted
Whilst there is still room for improvement of responsibilities managing their budgets a training need has been identified as is in the process of being addressed through HRD with D:Budget Control
Security enhanced
X-Ray machine installed at Ethekwini Regional Office which steps up access control
Entry and exit at the Ethekwini office is controlled which eliminates street agents

29. A lot has been achieved this year through a number of initiatives
Accomplishments
Initiative
Description
Impact
Strict monitoring of marriages between SA Citizens and Foreigners
Monthly return implemented for all offices to report the number of marriages between SA Citizens and Foreigners. Managers are screening the applicants prior to conducting such marriages.
Since implementation marriages between SA Citizens and Foreigners has decreased by 60%.
Strict monitoring of applications lodged for late registration of births
Monthly returns implemented for all offices to report the number of applications lodged for late registration of births and the reason/(s) for rejection of applications.
Regional Screening Committees are in place and all applications are scrutinised and referred to Head Office for registration of births and issuing of identity documents hence forth.
Filling of vacancies
From Jan 08 to date the Province filled 113 posts (levels 1 – 13)
Increased capacity and improved service delivery.

30. A lot has been achieved this year through a number of province-specific initiatives
Accomplishments
Initiative
Description
Impact
Imbizos
Ministerial imbizo’s and partnerships with other government department in reaching out to people in rural areas
Birth certificates issued and identity documents taken. DHA services were taken to communities in rural areas
Grade 12 ID Campaign
Visiting of High schools to take applications for identity documents for Grade 12 learners and learners over 15 years
Learners receive identity documents for preparation of studying in higher education and job market.

31. Supporting Initiatives
As a province, we have defined 5 strategic objectives inline with DHA’s overall objectives
Strategy
Objectives
Supporting Initiatives
Measures of Success
Batho Pele - Provide a service to all clients that reflects and institutionalises the principles of Batho Pele
Interact with community leaders, plan and hold outreach programmes.
Since April 2007 to date a total of 364 schools, 128 farming communities and 5 Prisons were visited.
98% of all applications for abridged birth, marriage and death certificates and temporary id’s to be finalized within one day at online offices and within a maximum of 7 days at offices not yet online
Abridged certificates are issued on the spot, but in cases where applicants cannot produce any form of identification it can take up to7 days for a temporary id to be approved by the Directorate: Identifications.
Utilize Community Development Workers (CDW’s) efficiently at offices.
A total of 151 CDW’s are utilized in the Province – create awareness of DHA services.

32. Supporting Initiatives
As a province, we have defined 5 strategic objectives inline with DHA’s overall objectives
Strategy
Objectives
Supporting Initiatives
Measures of Success
Batho Pele - Provide a service to all clients that reflects and institutionalises the principles of Batho Pele
The role out of five additional Thusong Centres
The Province already has an additional two Thusong Centres that is KwaMdakane and Lindela. The Thusong Centre Highflats is presently under construction.

33. Supporting Initiatives
As a province, we have defined 5 strategic objectives inline with DHA’s overall objectives ….
Objectives
Supporting Initiatives
Measures of Success
Infrastructure - Improved customer coverage by increasing and upgrading DHA infrastructure access / delivery points.
Establish 4 new offices i.e. PM’s Office, DO KwaMashu, DO Phoenix and DO Chatsworth.
PM’s Office took occupation of new accommodation in June 07. Area manager South to occupy new accommodation from 1 June A site was viewed in respect of DO Phoenix - D:AM busy with floor plans. Site viewed for DO Chatsworth – recommendation made to PWD. Site viewed for DO KwaMashu – awaiting for PWD to provide details of sites to be viewed.
Infrastructure - Suitable transport acquired and utilized in relation to needs
Audit to be conducted at all offices on the management of fleet
Audit on the management of fleet conducted at all Regional and District offices – shortcomings identified and corrective measures put in place

34. Supporting Initiatives
As a province, we have defined 5 strategic objectives in line with DHA’s overall objectives ….
Objectives
Supporting Initiatives
Measures of Success
Capacity - Enhance capacity development to deliver on mandate (ensure DHA has people in correct places, with requisite capacity and capabilities to deliver on its mandate)
To fill all funded vacant posts.
All funded vacant posts has been advertised with the exception of x35 posts – awaiting approval from the National Structural Committee. To-date the Province has filled x113 posts and x29 posts are in the process of being filled (various stages of recruitment process).
ASGISA/JIPSA - Manage permitting in support of ASGISA/JIPSA and enhance the management of migration
To prioritise and fast track business / work permit applications.
All business / work permit applications finalized within 30 days.

35. Supporting Initiatives
As a province, we have defined 5 strategic objectives inline with DHA’s overall objectives ….
Objectives
Supporting Initiatives
Measures of Success
Eradicate and combat corruption to protect the integrity of DHA
The vetting of all staff
60% (345) of applications to be vetted of staff in KZN has been submitted to NIA of which feedback was received for 20% (115) of the applications.
Conduct spot checks at all offices in-line with Monthly Control Checklist
Monthly itineraries of Area- and Regional Managers are compiled and approved. Office visits are conducted and identified shortcomings are addressed.

36. However, many challenges remain
Issue
Challenge
What Needs to Be Done
Capacity
The delay in filling of funded posts
Complete decentralization of filling of vacancies on salary levels 1 – 8.
16 Mobile Trucks allocated to Province without an approved and funded Human Resource Plan.
Approved and funded Mobile trucks Human Resource Plan needs to be implemented.
Procurement process
Delays in receiving order numbers and finalising of payments to suppliers.
Decentralise procurement process to Provinces (LOGIS system) and capacitate provinces in terms of personnel and skill.

37. However, many challenges remain…
Issue
Challenge
What Needs to Be Done
Infrastructure
The lack of suitable buildings – buildings to be constructed and process takes too long.
DHA should budget and have their own buildings built.
Passport Capturing Units
Phase 1 – replacement of capturing machines. Cameras are heating up and are not user friendly
IT Directorate needs to investigate and get a better supplier and Phase 2 should be commenced with.

38. However, many challenges remain…
Issue
Challenge
What Needs to Be Done
Duplication of identity numbers (queries)
Queries with reference to duplication of identity numbers followed-up with HO, but no pertinent results, as the process took long to be resolved.
The Directorate needs to introduce proper systems to finalize queries timeously.
Finalization of applications for Permanent Residence
Delays at HO in finalizing application for Permanent Residence (issuing of Permanent Residence certificates)
Task team to be formed to attend to backlog.

39. THANK YOU SIYABONGA