Performance of the Department of Home Affairs: 2011- 2012 Quarter 3 Summary

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Performance of the Department of

Home Affairs: 2011- 2012

Quarter 3 Summary

Presentation to Portfolio Committee on Home Affairs 28 February 2012

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Table of Contents

1. Twelve Government Priorities Outcomes

2. Department of Home Affairs Performance Agreement

3. Department of Home Affairs Outcomes

4. Reporting Format

5. Outcome 1, Strategic Objectives and Targets



8. Significant development to note

1. Twelve Government Priorities Outcomes

2. Department of Home Affairs Performance Agreement

3. Department of Home Affairs Outcomes

4. Reporting Format




8. Significant development to note

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The Medium Term Strategic Framework (MTSF) of government has twelve priority outcomes. The DHA contributes directly to three of the twelve outcomes:

1. Improved quality of basic education

2. A long and healthy life for all South Africans

3. All people in South Africa are and feel safe

4. Decent employment through inclusive economic growth

5. A skilled and capable workforce to support an inclusive growth path

6. An efficient, competitive and responsive economic infrastructure network

7. Vibrant, equitable and sustainable rural communities with food security for all

8. Sustainable human settlements and improved quality of household life

9. A responsive, accountable, effective and efficient local government system

10.Environmental assets and natural resources that are well protected and continually enhanced

11.Create a better South Africa and contribute to a better and safer Africa and World

12.An efficient, effective and development oriented public service and an empowered, fair and inclusive citizenship

The Medium Term Strategic Framework (MTSF) of government has twelve priority outcomes. The DHA contributes directly to three of the twelve outcomes:

1. Improved quality of basic education

2. A long and healthy life for all South Africans

3. All people in South Africa are and feel safe

4. Decent employment through inclusive economic growth

5. A skilled and capable workforce to support an inclusive growth path

6. An efficient, competitive and responsive economic infrastructure network

7. Vibrant, equitable and sustainable rural communities with food security for all

8. Sustainable human settlements and improved quality of household life

9. A responsive, accountable, effective and efficient local government system

10.Environmental assets and natural resources that are well protected and continually enhanced

11.Create a better South Africa and contribute to a better and safer Africa and World

12.An efficient, effective and development oriented public service and an empowered, fair and inclusive citizenship

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Department of Home Affairs Performance Agreement with the President:

• Completion of all strategic information and identification projects within already defined budgets and time frames

• Effective and efficient refugee management strategies and systems

• Contributing to the level of skills and general economic development in South Africa targets by realising a positive skills migration trend of around 50,000 migrants annually . The focus should be on critical skills shortages, supportive of the medium term strategies and government’s outcomes. .

• The registration of every child birth within 30 days of delivery.

• The issuing of identity documents to every South African 16 years and above.

• Improving the turnaround times for all services, queuing times and unit costs per service.

• Determining and improving the maximum distance for a citizen to travel to access Home Affairs services.

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The Strategic Plan is grounded on three Outcomes

Outcome 1:

Secured South African citizenship and identity

Outcome 2:

Immigration managed effectively and securely in the national interest including economic, social and cultural development

Outcome 3:

A service that is efficient, accessible and corruption free

Outcome 1:


Outcome 2:


Outcome 3:


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THE REPORTING FORMAT

1. Each Outcome is attained by the achievement of strategic objectives linked to specific targets.

2. The Strategic Objectives in the tables that follow are to be achieved within the period 2011 – 2014.

3. The targets are for the financial year 2011 – 2012.

4. Performance is reported for Quarter 3.

1. Each Outcome is attained by the achievement of strategic objectives linked to specific targets.

2. The Strategic Objectives in the tables that follow are to be achieved within the period 2011 – 2014.

3. The targets are for the financial year 2011 – 2012.

4. Performance is reported for Quarter 3.

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The targets outlined below are to support the achievement of the following Outcome.

Outcome 1:


Outcome 1:


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Strategic Objective: To ensure that registration at birth is the only entry point for South Africans to the National Population Register

BASELINE (as audited)

ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

500524 births registered within 30 days of the birth event as a percentage of total births (46% of total births)

126 additional health facilities operational for online births registrations

36 Health facilities operational

15 health facilities connected and operational, namely: WC Melomed Bellville; EC Empilweni CHC; NC Garries Hospital, GP Clinton, Germiston, Carltonville, Louis Pasteur, Medforum Hospitals;FS Rose Park & Ngwate;MPL Nelspruit Medi Clinic & Amajuba; LP Nkhensani, Grobblersdal, Dilokong

46 health facilities connected for online birth registration making a total of 192

Projected increase of 14% of births registered within 30 days of birth against the estimated 1.1 million births per annum (58% of total births)

Additional 159 500 projected births registered (3.5% increase)

The total number of births registered is 128,867 which is 12% of estimated births of 1.1m.

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Strategic Objective: To ensure that registration at birth is the only entry point for South Africans to the National Population Register


ANNUAL TARGET QUARTER 3 TARGET

QUARTER 3 PROGRESS

93% of LRB applications finalized within 90 days for the age group 15 years and above based on old LRB process.

95% of LRB applications for the age group 31 days and above finalized within 6 months

94% of late registration of births processed for the age group 31 days and above within 6 month

100% of late registration of births in respect of children 31 days to 14 years registered on the same day.

94% of applications in respect of persons 15 years and above were processed within 6 months.

17, 669 LRB cases were received. 2,457 applications were sent back to provinces due to non-compliance and 12,758 were allocated ID numbers . Balance was 2,882 for Quarter 4.

39% of high schools visited (4 355 out of 11 219 high schools)

49% of high schools visited to collect ID applications from learners of 16 years and above (5498 out of 11 219 high schools)

452 out of 5 498 (8% of 5498) high schools visited

26% of high schools visited (1416)

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Strategic Objective: To issue Identity Documents (IDs) to citizens 16 years of age and above


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

88% of South African learners writing matric in possession of IDs as required by examination regulations* (*12% of learners who wrote matric had either applied for LRB or were foreign)

100% of South African learners who applied for IDs and are writing matric issued with IDs as required by examination regulations

0,7% (IDs handed out before exams)

Out of 19150 ID applications received, 16964 IDs were issued to matric learners accounting for 89%

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Strategic Objective: To secure processes and systems to combat fraud and corruption



QUARTER 3 PROGRESS

40 offices with passport live capture functionality

Live capture functionality for passports rolled out to a further 167 offices

Live capture functionality for passports rolled out to a further 47 offices

Not achieved

Nil Live capture functionality for IDs rolled out to 167 offices (Re-issue)

Live capture functionality rolled out to 47 offices (re-issues)

Not achieved

Nil Live capture functionality for IDs rolled out to 167 offices (First issue)

Live capture functionality rolled out to 100 offices (first issues)

Not achieved

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Strategic Objective: To secure processes and systems to combat fraud and corruption


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

45 000 duplicate cases resolved

100% of reported duplicate cases resolved

100% of duplicate cases reported and resolved

44.4% of cases were resolved during third quarter.

On hand at 01 October 2011= 22 830

Received during Q3 = 2 010

Total = 24 840

Resolved Q3 = 11 024 (10 504 IDs issued and 520 no IDs issued)

Closing balance at 31 December 2011 = 13 816

Business case documented and submitted to National Treasury for funding

Proposal submitted to Cabinet for approval of ID Smart Card pilot

N/A Not applicable

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Strategic Objective: To integrate key systems and upgrade IT infrastructure for improved security and data integrity


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

MoUs between DHA, SABRIC and TEBA under consideration

Interface with SABRIC tested

MoU with SASSA signed

3rd Party verification interface in place for TEBA, SASSA and Department of Human Settlement

3rd Party verification interface in place for TEBA

An MOU with TEBA is currently under consideration

Online verification with SABRIC and Banks was launched on 08 November 2011.

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Outcome 2:


Outcome 2:


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Strategic Objective: To integrate key systems and upgrade IT infrastructure for improved security and data integrity


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

47% of Ports of Entry equipped with Enhanced Movement Control System (34 Ports of Entries equipped with EMCS)

67% of Ports of Entry equipped with Enhanced Movement Control System (Additional 14 Port of Entries equipped with EMCS)

Training of officials at identified ports of entry

Installation and commissioning of equipment

Training not achieved.

9 sites were visited:

Nakop, Alexander Baai, Swartkopfontein, Derdepoort, Giriyondo, Pafuri, Stockpoort, Pekabrug and Nerston;

4 sites will be visited from February 2012:

Kosibaai, Sanipas, Twee Rivieren McCarthy’srus and Cape Town Harbour.

Installation and commissioning of equipment will only be completed end of March 2012

Business case documented and submitted to National Treasury for funding; Basic integration of NIIS and HANIS

NIIS enhanced and integrated with HANIS

NIIS system optimised / enhanced ( to accommodate amendments to Act, production of management reports, and speed of system enhanced)

Not achieved, Work is in progress,

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Strategic Objective: To implement effective and efficient asylum seeker and refugee management strategies and systems


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Refugees Act,1998, and Refugee Regulations

Refugees Act, 1998, and Refugee Regulations amended

N/A Amended Act assented to and signed

Draft regulations developed

Not applicable Policy document developed with clear options for the processing of asylum seekers and refugees

N/A The policy focus areas are :

Asylum seekers and refugees ; Foreign migrants with critical skills; Foreign migrants with low level skills; Secure management of migration; Residency & citizenship

Not applicable Adjudication committees established at all 7 Refugee Reception Offices

Recruitment and Selection Approach approved

Not achieved

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Strategic Objective: To realise a positive skills migration trend of around 50 000 migrants annually


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Not applicable

System to profile safe and non-refugee producing refugee countries developed.

Draft System developed

Framework in place to guide development of a module of the National Immigration Information System

Not applicable

Asylum seeker and refugee management pertaining to 3rd country nationals placed on the SADC agenda

Engagement with second identified SADC countries conducted

A meetings between officials was held with Mozambique and a similar meeting was planned for Quarter 4 with Zimbabwe that has taken place.

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Strategic Objective: To review the policy and regulatory framework to manage economic migration


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

White Paper on International Migration

Position Paper developed on policy options for managing the migration of skilled and unskilled migrants

Steering Committee adopts research paper for presentation to EXCO and EMC

Executive Management Retreat approved a draft policy paper for further development; followed by stakeholder consultations after approval of the final draft

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Strategic Objective: To facilitate the movement of regular travellers across neighbouring borders


ANNUAL TARGET QUARTER 3 TARGET QUARTER 3 PROGRESS

Not applicable

Implementation plan for rationalisation of Ports of Entry approved by appropriate authorities (Inter Agency Clearing Forum and Minister)

Implementation Plan developed for approval by appropriate authority (Minister and Inter Agency Clearing Forum)

Not achieved

Not applicable

Trusted Traveller Programme piloted at a land port of entry

Delivery of system for testing

Not achieved

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Strategic Objective: To realise a positive skills migration trend of around 50 000 migrants annually


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Approximately 12 000 scarce skills permits issued

18 000 scarce skills permits issued

Additional 5000 scarce skills permits issued

Exceptional Skills Work Permits: 924

Quota Work Permits: 922

A total of 1846 scarce skills permits issued.

Track and Trace able to provide occupation categories

Enhancement to the permitting track and trace system to enable tracking of scarce skills not yet completed.

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Outcome 3:


Outcome 3:


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Strategic Objective: To leadership capacity and capability towards enhancing service delivery


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Draft Coaching Clinics Framework

Coaching clinics for 25% of 2000 (500) identified supervisors in the Department implemented

Coaching clinics implemented for 50% of the identified supervisors in the Department

Coaching Clinics Service Provider appointed with effect from 1 December 2011, Service Level Agreement drafted

Project roll-out plan developed

Coaching Clinics Framework communicated via Ikhaya

3 Leaders forums implemented

3 Leaders forums implemented

1 Leaders Forum implemented (2nd Forum)

A Leaders Forum was held on 11 November 2011 in Durban

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QUARTER 3 PROGRESS

Approved list of existing, job evaluated, critical funded posts obtained

1118 vacant and funded posts filled

(Original number of 1076 increased by 42 post through reprioritisation of budget)

40% of identified critical vacant and funded positions filled (447)

2010

Total number of priority posts: 417

Filled: 360

Percentage Filled: 86.3%

2011

Total number of priority posts: 1118

Filled: 908

Percentage Filled : 81%

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QUARTER 3 PROGRESS

Not Applicable

150 officials enrolled in management development programmes to enhance operational and service excellence

75 employees enrolled in management development programmes to enhance operational and service excellence

50 officials were enrolled in the Management Development Programme.

Not Applicable

Improved basic and advanced Programme for new and existing Immigration Officers approved

Material for basic and advanced programme designed and developed

The material for basic and advanced programme are designed and developed.

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Strategic Objective: To ensure ethical conduct and a zero tolerance approach to corruption


ANNUAL TARGET QUARTER 3 TARGET QUARTER 3 PROGRESS

BMD and Permitting processes verified and approved based on old legislation

BMD and Permitting processes security evaluated and reports submitted to State Security Agency for approval (based on new legislation)

N/A N/A

Not Applicable

Central database developed to provide integrated reports on all counter corruption cases in DHA

Testing capabilities of existing system to generate reports

Achieved

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Strategic Objective: To ensure ethical conduct and a zero tolerance approach to corruption


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Baseline study on causes and scope of corruption commenced

Baseline study conducted to inform DHA Counter Corruption project (part of JCPS Cluster)

Implementation of the JCPS cluster project

Not Achieved

60% of misconduct cases finalized within 60 days

70% of misconduct cases finalized within 60 days

70% of misconduct cases finalised within an average of 60 days

85% of all cases processed in Q3 were finalised within 60 days (144 out of 170 cases processed)

32 new cases were received in Q3 and 138 cases carried over from Quarter 2.

The 32 new cases were dealt with within 60 days and 112 of the cases received from Quarter 2 were also completed in 60 days

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Strategic Objective: To obtain a clean audit report


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Qualified audit for 2009/10

Unqualified audit report

Plan implemented to achieve desired maturity level

(New policies and procedures approved )

Specific actions to achieve maturity level were:

Development of Archive Management Policy (approval process near completion)

Transport Policy (at early stages of development)

Expenditure Management (under discussion with Provinces)

Current policies approved (6) - Procurement, Travel & Sub, Telecoms, Debt Man, Record Man, Revenue

Records management policy developed and approved.

Travel and subsistence, procurement and revenue management policies to be reviewed in the Q4 based on decentralisation of these functions to provinces.

Debt Management – Reviewed and found to be sound

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Strategic Objective: To obtain a clean audit report


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Qualified audit for 2009/10

Unqualified audit report

Payment function delegated to provincial offices

A decision was taken to decentralise both procurement and payment from the beginning of the financial year (1 April 2012)

In preparation of the decentralisation, the delegations of authority reviewed and training provided on BAS and LOGIS.

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Strategic Objective: To increase capacity to contribute to the fight against cyber crime



QUARTER 3 PROGRESS

Cyber Crime Policy developed in conjunction with Department of Communication

Cyber Crime Policy, Strategy and Plan implemented through documented measures such as raising awareness and education

Cyber Crime Policy Awareness Sessions in 3 Provinces (Western Cape, Mpumalanga & Gauteng)

3 provinces were completed, i.e. Limpopo, Mpumalanga & KZN; An Awareness was also done on Ikhaya Internal Newsletter: November-December publication

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Strategic Objective: To develop and implement service delivery standards for improving operational efficiency


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

Methodology developed and applied for costing key civic services

All civic services and products costed

Communication strategy developed and implemented

The revised tariffs in respect of Temporary Identity Certificates was Gazetted on 8 December 2011 (Government Notice No R1029) and implemented on 12 December 2011. All DHA offices were notified to implement the revised tariffs with immediate effect. The TIC price was reduced from R140 to R70.

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Strategic Objective: To ensure effective, efficient and accessible service delivery to clients


ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

54 days on average

95% of IDs (First issues) issued within 54 days

95% of IDs (First issues) issued within 54 days

91.5% of ID first issues were issued within 54 days (8.5% above 54 days).

294 298 IDs were issued.

47 days on average

95% of IDs (Re- issues) issued within 47 days

95% of IDs (Re- issues) issued within 47 days

99.8% of ID re-issues were issued within 47 days (0.2% above 47 days).

272 961 IDs were issued.

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ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

24 days (manual process) on average

95% of machine readable passports issued within 24 days (manual process)

95% of machine readable passports issued within 24 days (manual process)

95.88% issued within 24 days.

The total number of passports issued within 24 days is 80961.

The total number of passports issued above 24 days is 3790 (total issued 84751).

13 days (live capture process) on average

97% of applications for machine readable passports issued within 13 days

(live capture process)

97% of applications for machine readable passports issued within 13 days

(live capture process)

95% issued within 13 days.

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ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

10 offices equipped with electronic queue management systems

Electronic queue management systems implemented in additional 5 offices

Implement the queue management systems in 3 offices

Tender specifications were drafted during December 2011 as well as a Tender Submission for consideration by the Bid Adjudication Committee.

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ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

30% of first instance status determination finalised within 6 months



Not achieved

40% of Applications finalised within 8 months

70% of permanent residence permits issued within 8 months

60% of permanent residence permits issued within 8 months

17% of applications captured for permanent residence permits were adjudicated within 8 months ( 2 800), representing new cases

In addition, a significant number of backlog cases were cleared (13 517), representing 83% of all applications captured.

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ANNUAL TARGET

QUARTER 3 TARGET

QUARTER 3 PROGRESS

40% of applications issued within 8 weeks

70% of temporary residence permits (work, business, corporate) issued within 8 weeks

60% of applications issued within 8 weeks

20% of permits captured (10 940) were processed to completion within 8 weeks .

In addition , 44 532 of backlog cases were processed to completion, representing 80% of captured applications.

Additional statistics for selected permits

Business: 106, Corporate: 4, Corporate Work: 177, Quota Work: 95, General Work: 759, Exceptional Skills Work: 114, Intra-Company Transfer: 376.

Total: 1 517

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Significant developments to note

Permitting

•The aim is to secure the process and facilitate efficiently

•The report indicates that new applications are being dealt within the targeted timeframe.

•Large volumes of backlog applications (outside the timeframe) are being processed

•Interim measures have been taken to improve efficiency , although many service delivery challenges remain

•Plans for a radical overhaul of the permitting regime have been approved and implementation will start In 2012-2013

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Strengthening of Ports of Entry

•The Department of Home Affairs is taking the lead in strengthening Ports of Entry, in close collaboration with a number of other departments.

•Priorities are the major airports and sea ports (harbours), with regard to the training of officials; boosting capacity; enhancing systems and upgrading infrastructure

• A new training programme for immigration officers was piloted with 350 immigration officers recruited from the SANDF with assistance from highly experienced Cuban officials. They have been successfully deployed to ORT International Airport

• A number of immigration officers that were stationed at ORT were deployed to strengthen key sea ports and are being retrained

• In 2012-2013 systems will be enhanced and facilities upgraded

•Ensuring that in sea ports travellers go through a designated area

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The Modernisation of System Programme (fomerly WAIO)

The following are key components of an integrated platform of processes that will incorporate linked national identity and immigration systems

National Identification System with inherent Biometrics security features. This will replace the National Population Register (NPR) and key immigration systems.

Live Capture for Passport and ID

Permitting/ Visa solution

Online application system (Immigration and Civics)

Electronic Movement Control System (eMCS) - New version with enhancements

Electronic Document Management System (EDMS)

Infrastructure Upgrade

Contact Center/ Customer Services

Smart ID Card

Trusted Traveller System

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*** Thank You ***

Performance of the Department of Home Affairs: 2011- 2012 Quarter 3 Summary

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