PROVINCIAL MANAGER: NORTHERN CAPE

1st Quarter 2012/2013

PRESENTED BY

MR. ABEDNEGO MVULA

Home Affairs Portfolio Committee

2

Table of ContentsCONTENT SLIDE NO.

Introduction and Background•Foot Print Expansion•Provincial Capacity•Budget for the Province•Revenue •Assets

4- 13

Civic Services

Birth registration

ID School Project

Unclaimed Identity Documents

Passport Applications

Duplicates cases & Queries

Late Registration of Birth

Queries

Stakeholder management

14 - 22

3

Table of ContentsCONTENT SLIDE NO.

Immigration Services

Temporary Residence Permit

Permanent Residence Permit

Deportation

Asylum

23 - 25

Cross Cutting Issues

Fleet Management

Priority Offices

Leases

Labour Relation Cases

Staff Development

Business Plan and Performance Agreement

Staff Engagement

Achievements and Challenges

26 - 35

4

SUMMARY OF THE CURRENT FOOTPRINT FOR THE NORTHERN CAPE PROVINCE

TYPE OF OFFICEDHA current

footprint Operational

Non Operational due to

accommodation challenges

Local Office Large ( former RO) 3 3

Local Office Average ( former DO) 7 7

Local Office Small (former PSP) 4 2 2 Carnarvon

Barkly West

Refugee Reception Centre 0 0

Health Facilities (HSP) 16 14 2 Galeshewe Jan Kempdorp

Ports of Entry (POE) 11 11

One Stop Development Centre ( Dept of Social Development )

Thusong Service Centre (TSC) 3 3

Total 44 40 4

5

PROVINCIAL OFFICE: CIVIC SERVICES OFFICES

SPRINGBOK

CALVINIA

DE AAR

POSTMASBURG

KURUMAN

BARKLY WEST

KIMBERLEY

COLESBURG

CARNARVON

SUTHERLAND

PRIESKA

UPINGTON

PROVINCIAL OFFICES: CIVIC SERVICES OFFICES

PAMPIERSTAD

JANKEMPDORP

GROBLERSHOOP DOUGLAS

HOPETOWN

VICTORIA WEST

6

UPINGTON AIRPORT

KIMBERLEYUPINGTON

KURUMAN

DE AARSPRINGBOK

CALVINIA

PRIESKA

PROVINCIAL OFFICE: INSPECTORATE AND PORTS OF ENTRY

NAKOP

VIOOLSDRIFT

SENDELINGSDRIFT

TWEE RIVIEREIN

RIETFONTEIN

ALEXANDER BAY

ONSEEPKANS

GEMSBOKMIDDELPUTS

MCCARTHYSRUST

7

AREA OF EACH PROVINCE IN SQUARE KILOMETRES

10.60%

8.70%

30.50%

13.90%

10.60%

1.40%

7.70%10.30%6.30%

WESTERN CAPE

NORTH WEST

NORTHERN CAPE

EASTERN CAPE

FREESTATE

GAUTENG

KWAZULU-NATAL

LIMPOPO

MPUMALANGA

8

AREA OF NORTHERN CAPE PROVINCE IN SQUARE KILOMETRES

13%

11%

28%

21%

27%

Frances Baard

John Taolo Gaetsewe

Namaqua

Siyanda

Pixley Ka Seme

9

STAFF PROFILE

LEVEL MALE DISABILITY FEMALE DISABILITY TOTAL14 1 0 0 0 113 1 0 1 0 2

12 2 0 1 0 3

11 0 0 0 0 0

10 3 0 2 0 5

9 2 0 2 0 4

8 14 0 8 0 22

7 27 0 20 1 48

6 65 3 102 5 175

5 4 0 4 0 8

3 5 0 13 0 18

  124 3 153 6 286

10

Total EstablishmentFilled as at 1

April 2012 Total Filled%

DisabilityVacant Funded

717 283 286 9 39

Capacity Rate  39% 40% 3% 5%

PROVINCIAL CAPACITY – FILLED AND VACANT FUNDED POSTS

11

NORTHERN CAPE SUMMARY OF BUDGET

DESCRIPTION OF OFFICES

BUDGET ALLOCATED

PROVINCIAL OFFICES R 69, 132 000.00

PORT CONTROL R 12, 969 000.00

REFUGEE RECEPTION OFFICE 0

NORTHERN CAPE TOTALR 82,101 000.00

12

NORTHERN CAPE BUDGET

BUDGET ITEM Budget 2012/13 Actual

Expenditure YTD(R)

YTDBudget

available

YTDBudget Expenditure

(%)

R' thousand   1 2 5 (1-4)

6 (4÷1)

Compensation of

EmployeesR 67,411 000 R 13,533,265 R 57,744,735 20 %

Goods and Services R 10,737 000 R 2, 668,414 R 8,067,586 25 %

Transfers & Subsidies R87,000 R 9 479 R77,521 11 %

Capital Assets  

TOTAL   R 78,235 000 R 16,211,159 R 66,889,841 19 %

13

NORTHERN CAPE REVENUE COLLECTED

MUNICIPALITY OFFICE / PORT AMOUNTFRANCES BAARD KIMBERLEY LO 659 880.00

GALESHEWE SO 57 080.00TLHOKOMELO THUSONG 17 360.00JAN KEMPDORP MO 71 150.00PAMPIERSTAD MO 73 760.00

PIXLEY KA SEME DE AAR MO 103 750.00COLESBERG THUSONG 21 255.00PRIESKA MO 50 940.00DOUGLAS SO 26 615.00

JOHN TAOLO GAETSEWE KURUMAN LO 430 650.00

MIDDELPUTS PORT 3800.00MC CARTHYSRUST PORT 2700.00

SIYANDA UPINGTON LO 451 480.00POSTMASBURG MO 94 221.00NAKOP PORT 32 500.00GEMSBOK PORT 9000.00TWEE RIVIEREN PORT 0

14

NORTHERN CAPE REVENUE COLLECTED - CONTINUE

DISTRICT MUNICIPALITY OFFICE / PORT AMOUNTSIYANDA RIETFONTEIN PORT 2 200

UPINGTON AIRPORT 0NAMAQUA SPRINGBOK MO 173 990 00

CALVINIA MO 32 830 00VIOOLSDRIFT PORT 62 560 00ALEXANDER BAY PORT 0SENDELINGSDRIFT PORT 0ONSEEPKANS PORT 4400 00

TOTAL 2 353 868.00

15

Highly Confidential

ASSET MANAGEMENT ASSET MANAGEMENT IN NORTHERN CAPETOTAL NUMBER OF ASSETS 6112 RANDS:OPENING BALANCE 1 APRIL 2011 R 25, 888 945.00 ADJUSTMENTS  

  NOT VERIFIED

- R 1, 127 645.00 Note: Most of the unverified assets belongs to the landlord – mistakenly bar coded

  FAIR VALUES    R 401 987.49                           OTHER    R 3 502.00                               ADJUSTED OPENING BALANCE R 25, 166,789.00 ADDITIONS IN 2011/12 R 2, 052 071.00 LOSSES 1 Laptop (Reported to SAPS)  CLOSING BALANCE 31 MAY 2012 R 27 218 860.00

16

BASELINE TARGETED ACTUAL

Quarter 1 - 4060 Year

baseline(16915) 4060 4406

BIRTH REGISTRATION - APRIL 2012

The province achieved 163% on this target due to:Dedicated effort to register new born babies at hospitalsRenewed vigor on mobile units reaching more communities Stake holder forums assisting in getting the message to the grater communityDepartments efforts on awareness on national broadcast stations

17

Province Projected annual target

Province 2011 %contribution to actual performance

Targeted ( April – June 2012)

Actual April to June 2012

Current actual performance for 1st Quarter

NC 16915 4.01% 4060 4406 109% achieved

TOTAL 16915 4.01% 4060 4406 109% achieved

BIRTH REGISTRATION UNDER 30 DAYS

18

IDENTITY DOCUMENT CAMPAIGN – SCHOOLS PROJECT

Project

Targeted Number of schools to be visited

No of Schools

Visited

Number of applications

collectedNumber of ID issued

LRB Applications received

Grade 12253 253 871 871 1

All schools 253 253 2654 510 3

Project

Targeted Number of schools to be visited

No of Schools

Visited

Number of inspections done

Number of permits found

Illegal foreigners found

IMS inspections at schools 253 253 8160 44 7

19

IDENTITY DOCUMENT CAMPAIGN – UNCLAIMED ID’S

PROVINCEOPENING BALANCE

RECEIVED

ISSUEDOLDER THAN

3 MONTHS

OLDER THAN SIX MONTHS

CLOSING BALANCE

Quarter 1 NC 2666 9499 9662 733 464 2039

20

PASSPORT TYPE NUMBER OF APPLICATIONS

Tourist Passports (NORMAL) 1430

Child Passports 301

Official Passports 54

Maxi Passports 32

Temporary Passports 1404

Emergency Travel Certificates 42

TOTAL 3263

PASSPORT APPLICATIONS - STATISTICS

21

DUPLICATES CASES - STATISTICS

ITEMS NUMBER OF APPLICATIONS

Duplicates cases on hand 224

Number of new duplicate cases received 79

Cases referred to HO for issuance of Identity document

168

Cases after publication of names 69

Number of un-finalized cases 153

22

LATE REGISTRATION OF BIRTHS (LRB) MOP-UP OPERATIONS

ITEMS NUMBER OF APPLICATIONS

Opening balance of LRB cases 681

Number of LRB applications received 348

Number of applications approved 392

Number of applications rejected 1

Number of applications referred to IMS for investigations 1

TOTAL NUMBER OF APPLICATIONS ON HAND 735

23

ITEMS NUMBER OF APPLICATIONS

Number of un-finalized queries (carry over from previous month) 58

Number of new queries received 52

Number of finalized queries 45

Number of un-finalized queries 58

QUERIES - STATISTICS

24

Provincial

District Locallaunched and to be

Districts Maintained To revived

1 5 27

To be launched Provincial Forum to be launched during the 3rd quarter

4 District Municipality forums 0

- Frances Baard DM Forum to be launched

17 Local municipality forums

9

- Kareeberg LM to be launched

30 Forums launched

STAKEHOLDER MANAGEMENT

25

OFFICE NUMBER OF

VOLUNTEERS DURATIONAREA OF COVERAGE

SO Calvinia 5 As requested Hantam Municipality

Jan Kempdorp 6 Daily, Weekly & Monthly Pokwane Municipality

GTJ 0 NONE NONE

Kimberley N/A N/A Frances Baard District

Pampierstad SAPSTransferring of Illegal foreigners for Deportation

Hartswater, Pampierstad, Warrenton, Kgomotso

STAKEHOLDER SUPPORT

26

TYPE OF PERMIT APPLIC.RECEIVED CURRENT MONTH

APPLIC.APPROVED CURRENT MONTH

PERMITS REFUSED CURRENT MONTH

Visitors Permits 24 33 1

Study Permits 13 15 0

Business Permits 0 0 0

Medical Permits 1 0 1

Relatives Permits 40 30 0

Quota Permits 14 8 0

General Worker Permit 48 16 1

Exceptional Skills 1 5 0

Intra Company Transfer 0 1 0

Retired Permits 0 0 0

Corporate Permits 85 85 0

TOTAL 226 193 3

TEMPORARY RESIDENCE PERMITS

27

CONTENT STATISTICS

Applications received current month 9

Applications sent to Head Office 7

PR Approved during current month 0

PR Refused during the month 0

PERMANENT RESIDENCE PERMITS

28

DEPORTATIONS – STATISTICS

DEPORTATIONS

PROVIN

Carryover of deportees

from previous

month

No. admitted for

DeportationDirectly Deported

Deported via DDHF

(Lindela)

Carryover of deportees

to new month

No released from

detention pending

deportation

Northern Cape 52 169 32 215 53 77

TOTAL 52 169 32 215 53 77

29

KEY AREA

NUMBER OF DEPT

VEHICLES NUMBER G - FLEET PERCENTATAGE

Vehicles

Number of vehicles in the Province 28 17 100%

New vehicles received 11 0 24%

Number of Functional vehicles34 17 -

Number of vehicles involved in accidents 5 0 11%

Mobile offices

Number of mobile offices 12 100%

Number of dysfunctional mobile 1 8%

Number of Functional mobiles

9 3 Mobile

units in HO 69%

FLEET MANAGEMENT

30

LIST OF PRIORITY OFFICESType of DHA offices

OFFICE TYPE Area Number required(offices)

DHA requirements

Local Office Large

Local Office Medium Sutherland 1 1021 m²

Local Office Small Carnarvon 1 155 m²

Hopetown 1 155 m²

Victoria West 1 155 m²

Total 4 1486 m²

31

LEASES

MUNICIPALITYBUILDING/LAND DESCRIPTION

RENTAL PER MONTH

LEASE START

LEASE END

MONTH TO MONTH

Siyanda LO Upington R 138 018.46 1/11/2009 31/10/2016

Siyanda SO Postmasburg 7969.29 01/07/2010 30/03/2013

Namakwa SO Calvinia 66 964.92 1/09/2011 31/08/2013

Namakwa SO Springbok 41 305.55 1/04/ 2011 31/03/2013

Pixley Ka Seme SO Prieska R0.00 1/04/2011 31/03/2013

Pixley Ka Seme SO Douglas R 11 662.95 1/03/2012 28/02/2014

Pixley Ka Seme SO Carnarvon R 3700.00 2012

Busy with renovations

Pixley Ka Seme SO De Aar R 24 906.27 01/01/2011 31/12/2012

Frances Baard LO Kimberley R 92 082.41 01/02/2012 31/01/2014

Frances Baard SO Pampierstad R 0NO START

DATENO END

DATE

32

LEASES

MUNICIPALITYBUILDING/LAND DESCRIPTION

RENTAL PER MONTH

LEASE START LEASE END

MONTH TO MONTH

Frances Baard SO Jan Kempdorp R 0 01/01/2012 31/12/2013

Frances Baard SO Galeshewe R 0NO START

DATENO END

DATE

Frances BaardThusong Tlhokomelo 0

NO START DATE

NO END DATE

Frances BaardThusong Roodepan 0

NO START DATE

NO END DATE

Frances Baard PM Office R 30 681.72 1/07/2010 30/06/2012

Lease expiring end June 2012

John Taolo Gaetsewe LO Kuruman R 66 964.92 1/09/2011 31/09/2013

33

LABOUR RELATION CASES

KEY AREA NUMBER OF CASES

PROGRESS/COMMENT

OUTCOMES

Fraud & Corruption

5 new cases reported

Under Investigation

2 At Submission Level

Improper Conduct

4 2 Drunk on duty

1 Rude to members of the Public

1 Misrepresentation of a SAPS Official

1 At Submission Level

SANCTIONS

Dismissals 0

Warnings 1 1 Final Written Warning

34

TRAINING CONDUCTED EQUITY RACE

BAS introduction training 2 x Male1 x Female 3 x Coloured

SMDP 1 X Female 1 x African

PMDS Training 1 x Female 1 x Coloured

Sundry Payment (BAS) – 2 Officials

1 x Female1 x Male

1 x African1 x Coloured

BAS (Advanced) – 2 Officials 2 x Females 1 x Coloured1 x African

LOGIS – Decentralization 8 x Females1 x Male

2 x White 6 x African 1 x Coloured

Induction2 x Females 1 x Male

2 x African 1 x Coloured

5 Males16 Females

11 African 8 Coloured2 White

STAFF DEVELOPMENT

35

PERFORMANCE AGREEMENTS

PERFORMANCE ASSESMENTS BUSINESS PLAN

280/286 Agreements for the financial year 2012/13 have been submitted to the Provincial Human Resource and are captured. Reasons for not submitting: 2 x Maternity Leave , 1 x Sick leave 1 x IOD , 1 x Absconded and 1 x Not for Northern Cape

Moderation scheduled took on the 09 July2012

The Provincial Business have been compiled and signed off and submitted.

BUSINESS PLAN AND PERFORMANCE AGREEMENT

36

INTERACTION OF STAFF

The Province interact with staff through the following meetings:Provincial Management meetings (SMS, Provincial Support & Office Managers) - Monthly•District Management Meeting with DMO and Office managers•Staff Meetings between office heads and staff •Provincial manager meets with staff of different offices on a monthly basis•Port of Entry meeting•Local Office Meetings (Weekly and Monthly)•Sectional meetings•One on one sessions

STAFF ENGAGEMENTS

37

Issue Achievements What has improved

Awareness Monthly slot in local radio stations(Kurara FM)

Community informed of DHA services

Security Alarm system installed in Calvinia Safeguarding of premises improved

HR15 Positions advertised closing date 8/06/2012

Improvement in staff moral Prospect of increasing provincial establishment and thus expanding service delivery

HR

Approval of 3 positions SAO Finance in KimberleySPP Provincial OfficeSAO Springbok

Segregation of duties Expansion of staff establishment

Fleet management 11 New Vehicles registered More vehicles available for services

Achievements

38

Issue Achievements What has improved

NPR campaigns

Registration of births achieved 109% 253 Schools in province visited (all HighSchools)3525 applications taken in and ID’shanded out 1381Inspectorate formed part of the outreach

toSchools 8160 leaner documents inspected– 44permits found and 7 learners withoutPermits found

Documented all learners Inspected all schools Awareness raised at all schools on permits and documentation

Finance Successful decentralization Improvement in turn around time on orders

Achievements

39

Issue Achievements What has improved

IMS

• Chinese citizen offered a bribe to an official, Official opened a criminal case and Chinese citizen was found guilty of bribery and received a suspended sentence with R3000.00 fine and court confiscated the R3000.00 he wanted to bribe the official with. IMS official send the outcome of the court case to Durban Refugee office manager, the final rejection letter was forwarded to the IMS official. By doing this it came to light that an official in Marabastad was responsible for an illegal extension of the asylum permit which was rejected in 2009. This official is now suspended

• 2 Foreigners was charged criminally for fraudulently obtaining asylum seekers permits under false pretences. The court found the foreigners guilty and he was deported

• 1 Fraudulent work permit found on a foreigner, criminally charged and found guilty. Deported to country of origin

Clear message to foreigners and staff that the local IMS officials do not take bribes and will charge offenders criminally

Achievements

40

Issue ChallengesWhat needs to be been done

Stakeholders Forums • Serious Challenge in Securing the dates of meeting for forums

More engagements with the Local and District Municipalities.

Accommodation• Delay at Department of Public Works are causing that the

Department’s offices are in office space without lease agreements

National intervention to fast tract leases

Passport Capturing stations • Passports captured at 4 offices Rollout of the Live Capture

Challenges

41

RE A LEBOGA

SIYABONGA

THANK YOU