Police Civilian Secretariat Presentation to the Portfolio Committee

Police Civilian Secretariat Presentation to the Portfolio Committee on Police 10 March 2010 3/15/2018 SECRETARIAT OF POLICE 1

BACKGROUND The National Secretariat derives its mandate from the Constitution and the Police Act. Section 208 of the Constitution requires the Minister of Police to establish a Police Civilian Secretariat which operates directly under the Minister’s direction and authority. The Minister of Police has indicated in several meetings that in view of the new policing environment, the Secretariat should be made stronger in its oversight function. 3/15/2018 SECRETARIAT OF POLICE 2

MANDATE OF SECRETARIAT § Advise the Minister in the exercise of his or her powers and the performance of his or her duties and functions; § Perform such functions as the Minister may consider necessary or expedient to ensure civilian oversight of the Service; § Promote democratic accountability and transparency in the Service; § Promote and facilitate participation by the Service in the Reconstruction and Development Programme; § Provide the Minister with legal services and advice on constitutional matters; § Provide the Minister with communication, support and administrative services; § Monitor the implementation of policy and directions issued by the Minister and report to the Minister thereon; 3/15/2018 SECRETARIAT OF POLICE 3

MANDATE OF SECRETARIAT (Continuous) § Monitor the implementation of policy and directions issued by the Minister and report to the Minister thereon; § Conduct research into any policing matter in accordance with the instructions of the Minister and report to the Minister thereon; § Perform such functions as may from time to time be assigned to the Secretariat by the Minister; and § Evaluate the functioning of the Service and report to the Minister thereon. 3/15/2018 SECRETARIAT OF POLICE 4

RESTRUCTURING § The Secretariat is being re-organised in order for it to perform its function and provide the Minister with the required advice. § A new legislative framework for the Secretariat is being finalised. § The Secretariat has developed five key components that will engage in the process of policy development and research; monitoring and evaluation; partnership management; support services, and the Office of the Secretary. 3/15/2018 SECRETARIAT OF POLICE 5

FOCUS OF THE SECRETARIAT § Primary focus and priority for the coming year is the development of a five year strategic plan together with the fulfillment of key priorities while implementing our mandate. The key role and functions of the Secretariat are to: • • To provide the Minister with policy advice To monitor and audit the police To provide support services to the Minister To mobilise role-players, stakeholders and partners outside the Department 3/15/2018 SECRETARIAT OF POLICE 6

KEY FUNCTIONS Key functional areas with respect to civilian oversight and policy advice to the Minister are provided through our components in the following manner: • Policy and Strategy: Strategic and indicative planning, research and the formulation of departmental policy proposals, which when approved by the Minister, would guide the activities of SAPS. • Audit and Monitoring: The monitoring of the Department’s budget to ensure alignment with the policies approved by the Minister. Monitoring the effectiveness and efficiency of the implementation of these policies. • Providing Ministerial support services: Including the management of international and stakeholder liaison as well as provide legal services. • Communication: The implementation of a communication strategy aimed at informing and mobilising role players, stakeholders and partners outside the Department regarding the delivery of Safety and Security. • Accountability: To account to the Minister and to Parliament on issues and activities from time to time or as requested. 3/15/2018 SECRETARIAT OF POLICE 7

IMPORTANT REQUIREMENTS In order to fulfil these functions effectively, two important requirements should be fulfilled. • The Secretariat is currently undergoing institutional reform in order for the Minister to fulfil his constitutional and legislative obligations. • The Secretariat is undergoing a process of re-organisation in order perform its role to the standard required. A new management team led by the new Secretary of Police has been appointed by the Minister together with three new chief directors in the Policy and Research, Monitoring and Evaluation and the Partnership Units. 3/15/2018 SECRETARIAT OF POLICE 8

KEY PRIORITIES § Our priorities are based on six key result areas: 1. 2. 3. 4. 5. The re-organisation of the Secretariat Provide Legislative Support to the Minister Provide Leadership and Direction to the Secretariat Provide policy advice support to the Minister To play an activist and interventionist role with regard to civilian oversight of the Police 6. Build active partnerships that will deepen the national dialogue on safety and crime prevention 3/15/2018 SECRETARIAT OF POLICE 9

OFFICE OF THE SECRETARY OF POLICE Purpose: Strategically direct the Secretariat of Police and render support services to the Minister Sub. Programme Performance Indicator Target 2010/2011 Reporting period Development and Finalisation of legislation for the Secretariat which will empower and capacitate the Secretariat Finalise secretariat legislation (detail will be addressed in legislative support to the Minister) Implementation plan approved by Minister and portfolio committee June 2010 Quarter 1 Enhance DPSA restructuring investigation Approved organisational structure for the Secretariat April 2010 Quarter 1 Provide technical support to the Minister Regular briefings and meetings by the Secretary with the Minister Quality and timeous reports on support provided 100% compliance in terms of Ministers need Quarterly Assist and provide support to the Minister with regard to International obligations Determined Minister’s calendar of engagements with SADC, SARPCCO and other foreign countries Minister’s calendar April 2010 Quarter 1 Determined international cooperation agreements and invitations requests Negotiated and concluded international agreements Number of agreements March 2011 Technical support provided to the Minister M&E Reports on implementation of agreements Quarterly reports Quarterly Engage and liaise with international counter parts Support to the Minister Output Effectively enhance organizational capacity building in the Secretariat Re. Organization Objective Approved communication strategy and plan April 2010 Annually 3/15/2018 SECRETARIAT OF POLICE 10

OFFICE OF THE SECRETARY OF POLICE Sub. Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Provide Leadership and direction Provide institutional leadership and direction to the Secretariat Developed strategic plan (MTSF/MTEF) Approved aligned strategic plan 5 year strategic plan April 2010 Managed Secretariat budget (addressed under Support Services) Budget over/under spending variance 3% spending variance Present the following instruments to Parliament Number of Cabinet approved Bills 3 Bills § Secretariat Bill § ICD Bill § Firearms Control Number of regulations promulgated in government Gazette 2 regulations Legislative support to the Minister Ensure implementation of Departmental legislative programme and assist the Minister with his statutory mandate in this regard Monitored SMS performance through Performance Agreements (details of measurement to be reflected under HR) March 2011 Secretariat Bill – Quarter 1 ICD Bill –Quarter 1 PSIRA Bill – Quarter 4 FAC Regulations – PST Regulations – Regulations § Private security training regulations § PSIRA Bill 3/15/2018 SECRETARIAT OF POLICE 11

OFFICE OF THE SECRETARY OF POLICE Sub. Programme Objective Output Performance Indicator Target 2010/2011 Relationship with parliament Ensure effective accountability to and liaison with Parliament Active participation and presentation in parliament regarding budget and other reporting matters relating to Secretariat Parliamentary feedback on presentations made 100% attendance of committees Quarterly Reporting feedback of committee activities Monthly reporting Monthly Provincial visits As determined by the Portfolio committee Annually Provincial and national structures aligned with legislation Aligned provincial organisational structure April 2010 Quarter 1 Established provincial secretariat management forums Functional provincial secretariat management forums with action plans May 2010 Bi-monthly Engaged Provincial HOD on civilian oversight HOD and Secretariat meeting reports Quarterly As required Annually Alignment with Provinces Ensure consistency and alignment in the implementation of the Secretariat oversight mandate Technical support to MINMEC Reporting period Attendance of MINMEC meetings Ensure co-operation and engagement with ICD Establishment of functional ICD and Secretariat forum ICD Moderation committee participation Feedback report on forum activities As required Annually Monitor the implementation of ICD recommendations Relationship with the ICD Ensure the implementation of ICD recommendations Progress reports on implementation of recommendations Quarterly reports Quarterly 3/15/2018 SECRETARIAT OF POLICE 12

OFFICE OF THE SECRETARY OF POLICE Sub. Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Effective communication services Render communication support for the Secretariat and the Minister Upgrade and maintain Secretariat Website Upgraded Secretariat Website June 2010 Quarter 1 Develop a communication strategy on the release of crime statistics Developed communication plan Annually Quarter 3 To provide advice on annual reports submitted to the Minister on statutory organs (SAPS, ICD, PSIRA) Analytical report submitted to Minister As required Annually Develop project plans Approved project plan Approval of plan prior to project execution Project dependent Implement special projects (Firearms amnesty project) Achievement of due dates within the limited budget 100% achievement of due dates After project finalisation 5% budget variance After project finalisation Quarterly reporting depending on nature and duration of project During project and thereafter Special projects Manage and monitor the implementation of special projects Progress and final project report submission to Minister and parliament 3/15/2018 SECRETARIAT OF POLICE 13

CHIEF DIRECTORATE: POLICY AND RESEARCH Purpose: To provide the Minister with policy advice Sub Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Policy and research To provide evidence based strategic research and policy advice A fully developed, flexible and responsive research programme with concrete deliverables Policy advice reports to the Secretary/Minister Completed reports 2010 March 2011: • State of Policing • Victim perception Survey • Sector Policing Review Quarter 4 90% reporting accuracy levels Quarter 4 As and when requested by the Sec of police Annually Reports published in academic journals Annually Established resource database with evidence based information April 2010 Quarter 1 Provision of information Customer quality satisfaction level of 80 -90% Ongoing Regular reports on National resource centre utilisation Monthly reporting feedback Monthly Policy and research briefings Published reports Establishment of information hub of best practices and policy for utilisation by the Secretariat and any relevant stakeholders Fully functional National Resource Centre 3/15/2018 SECRETARIAT OF POLICE 14

CHIEF DIRECTORATE: POLICY AND RESEARCH Sub Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Policy and research To develop strategic partnerships with parliament, civil society on the Police Managed partnerships through establishing Policy and Research Reference Group MOU signed and agreed by all members April 2010 Annually Conducted reference group workshops Minutes and reports of workshops Quarterly feedback Quarterly Develop policy database and access SAPS databases Fully functional database June 2010 Quarter 1 Regular meetings with SAPS efficiency services management Feedback reports Monthly Regular research reports and analysis Submit research reports monthly Monthly Joint research teams set up and working on joint research projects: Minutes of Project Team Meetings Quarterly • • • Quarterly research briefings and seminars on findings held Number of Yearly research briefings /seminars conducted to • Secretariat, • Minister and • National Commissioner Reporting on research project Quarterly reporting Quarterly To strategically access and analyse raw research SAPS data • • • To work in partnership with SAPS and other research organisations Performance Chart, reports and other crime data Reservists, Metro Police, CIT robberies etc. 3/15/2018 SECRETARIAT OF POLICE 15

CHIEF DIRECTORATE: POLICY AND RESEARCH Sub Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Policy and research To collect relevant research material on police practice and methodologies locally and internationally A well managed research database with catalogued research papers, reports and analyses Functional database April 2010 Quarter 1 Update of research material Quarterly A completed index of available research material, data sets and internal research reports Completed index May 2010 Quarter 1 Audit of research material Conducted audits September and March Bi-annually 3/15/2018 SECRETARIAT OF POLICE 16

CHIEF DIRECTORATE: MONITORING AND EVALUATION Purpose: To monitor and audit the Police Sub. Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Monitoring and evaluation To provide a professional civilian oversight capacity through active monitoring evaluations of SAPS systems, process and approaches A single comprehensive streamlined M&E Tool developed and implemented Monitoring and evaluation plan April 2010 Annually M&E system and tool implementation including provinces June 2010 Quarter 1 Finalised database system for monitoring and evaluation September 2010 Quarter 2 Report on SAPS performance monitored against Performance Chart 4 performance reports Quarterly Monitor and evaluate the SAPS performance, ICD recommendations and SAPS complaints mechanism Report on the ICD recommendations monitored and evaluated 4 performance reports Quarterly SAPS complaints management mechanism monitored and evaluated Monitor and evaluate the 2010 Firearms Amnesty with civil society partners nationally and provincially. 4 complaints management reports Quarterly Analyse implementation data: • Readiness of SAPS • Training provided to amnesty task teams members • All Amnesty related process Weekly task team reports Weekly Monthly evaluation reports t the Minister Quarter 1 Present and report on the impact of the implementation of the amnesty process 3/15/2018 SECRETARIAT OF POLICE 17

CHIEF DIRECTORATE: MONITORING AND EVALUATION Sub. Programme Objective Target 2010/2011 Reporting period M&E Report on legal implications emanating from the promulgation of the FAC act submitted to the Minister June 2010 Quarter 1 An inclusive Monitoring and Evaluation Forum established and convened. Monitoring and Evaluation Forum meetings and reports Quarterly Management of special M&E projects (ad hoc) Implementation of project in time Relevant feedback in appropriate intervals Ongoing Monitored SAPS systems, including the transformative program. Established SAPS system database on police station management and practises and transformation November 2010 Quarter 3 Report on SAPS resource deployment and performance against transformative programme including DVA. Quarterly reports Quarterly Developed and deployed interventionist oversight strategies on police station service delivery in the form of a plan June 2010 Quarter 1 Station level police practice and governance reports To monitor and evaluate the transformation of SAPS with respect to the management and deployment of human and material resources Performance Indicator Monitor and evaluate the legal implications emanating from the promulgation of the FA act Monitoring and evaluation Output 3 provincial reports Annually Improved SAPS station service delivey 3/15/2018 SECRETARIAT OF POLICE 18

CHIEF DIRECTORATE: PARTNERSHIPS Purpose: To mobilise role-players, stakeholders and partners outside the Department Subprogramme Objective Output Performance Indicator Target 2010/2011 Reporting period Community Outreach Programmes Facilitate the participation of communities in crime prevention initiatives Develop criterion for identifying areas to implement community outreach programmes Approved community outreach programmes criterion April 2010 Quarterly 1 Implemented quality outreach programmes Implemented programmes 10 Outreach programmes implemented March 2011 Quarterly reports 5 programmes Quarterly March 2011 Programme reports As required Implement Public Participation Programmes (Ministerial Izimbizo) Joint crime prevention programmes between governance institutions and the business community Develop and sign off of memoranda 4 Memoranda to be implemented Annually Implemented programmes Quarterly reports Quarterly Functioning reference group Crime Prevention Public-Private Partnerships Ensure an collaborative effort between government and business on crime prevention Report on the impact of the implemented programmes Regular meetings with business organizations Quarterly meetings Quarterly reports Quarterly 3/15/2018 SECRETARIAT OF POLICE 19

CHIEF DIRECTORATE: PARTNERSHIPS Subprogramme Objective Output Performance Indicator Target 2010/2011 Reporting period Civil Society Partnerships Ensure an collaborative effort between government and civil society organisations on crime prevention Engagement of civil society organizations in crime prevention and safety Civil Society Partnership Plan March 2011 Annually • • Report on engagement Quarterly reports Quarterly Developed CPF engagement guidelines April 2010 Quarter 1 CPF meetings 12 monthly meetings Monthly Report on CPF meetings Quarterly reports Quarterly Drafted CSF policy (functioning model) Approved CSF policy (incorporated successes in pilot projects) March 2011 Annually Developed project criterion End of May 2010 Implement pilot CSF projects Approved project criterion (consultative process) Implemented projects Report on project progression 10 pilot projects March 2011 Monitor provincial pilot projects Meetings and the reporting thereon Quarterly reports Quarterly meetings and reports Quarterly Labour Faith based organizations Political organizations Women’s organizations Youth organizations Civic organizations CPFs and St Ctts Specific interest Keep CPF’s informed of latest crime prevention initiatives Intergovernmental Partnerships Enhance intergovernmental co-operation on safety and security through an coordinated effort in tackling challenges and blockages 3/15/2018 SECRETARIAT OF POLICE Quarter 1 20

DIRECTORATE: SUPPORT SERVICES Purpose: Render support services to the Secretariat a) Human resource management Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period Human Resource 1. To re-organise and align Develop and implement MTSF/MTEF Medium tern strategic framework January 2011 Quarterly the Secretariat of Police Submit HR Plan to DPSA and report on HR plan implementation Approved organisational structure by the Minister of Police in consultation with the Minister of the DPSA (including JE) with the Secretariat direction and legislation as mandate Alignment of the organisational structure with the Secretariat mandate Approved organisational structure by end of April 2010 Quarter 1 Minister Approval on final organisational structure Completed by end March 2011 Quarterly Appropriate matching and placing implementation April 2010 Implement ed change management process Approved change management report March 2011 Quarter 4 Effective financial planning relating to Human Resources Estimate HR compensation need for 2011/2012 September 2010 Annually Quarter 1 3/15/2018 SECRETARIAT OF POLICE 21

DIRECTORATE: SUPPORT SERVICES Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period 2. To attract , recruit and retain appropriate skilled and qualified human resources 1. Appoint qualified, Reduced vacancy levels Quarter 4 Appropriate appointments made within 3 months of advertisements Vacancy levels to be reduced by 50% All advertised posts should be filled within 3 months New appointment s inducted within 3 months of appointment All new appointments should undertake induction programmes Quarterly Submit EE plan/inputs and adhere to EE targets EE plan to be submitted by September (in accordance with DOL: Women, disabilities focus) Half yearly Implement approved Workplace skills plan (WSP) Submitted WSP plan April 2010 Quarterly % WSP compliance 100% compliance Annually Report on WSP implementation Annual training report March 2011 competent and skilled personnel on the Secretariat establishment 2. Conduct internal and external Induction programmes as required 3. Employment equity plan 3. Skills enhancement Quarterly Annually 3/15/2018 SECRETARIAT OF POLICE 22

DIRECTORATE: SUPPORT SERVICES Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period 4. Manage performance management systems Align performance management practices with DPSA guidelines Chapter 4 SMS handbook training in performance management for SMS members Update and report on database All SMS members to be trained Quarter 1 Report quarterly Quarterly Signed Performance agreements Report quarterly on: • Number of signed performance agreements (100% compliance – 2 months in cycle ) • Quarterly assessments conducted (100% compliance) Established comprehensive performance agreement database DPSA performance management compliance report Quarterly assessments Annually Quarterly Report submitted to DPSA (SMS) 5. Plan for employee wellness services Draft employee wellness framework according to required needs Quarterly DPSA report Quarterly Approved employee wellness framework March 2011 Annually 3/15/2018 SECRETARIAT OF POLICE 23

DIRECTORATE: SUPPORT SERVICES Sub- Programme Objective Output Performance Indicator Target for 2010/2011 Reporting period 6. Institutionalize professional ethos Alternative dispute resolutions Finalise formal disputes and grievances in 3 months Annually Engage in disciplinary cases Report compiled for Secretary March 2011 Annually Report compiled for PSC Within 30 days of finalization of cases 7. To revise and align all HR Policies of the Secretariat to that of the Public Service Establish HR policy repository Policy accessibility and availability Provide recommendations on the repository accessibility (Secretariat intranet) by March 2011 Annually Drafted HR policies Revised HR policies 3 drafted policies submitted by September 2011 Annually 3/15/2018 SECRETARIAT OF POLICE 24

DIRECTORATE: SUPPORT SERVICES b) Financial Management Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Financial management and reporting Manage the finances of the Secretariat (Ministry) in accordance to the PFMA and NT regulations Draft and cost consolidated Secretariat strategic plan Consolidated strategic plan January 2011 Annually Expenditure control Audit qualifications No audit qualifications No irregular and wasted expenditure Monthly reports 100% accurate Half yearly Report on financial misconduct/non compliance Monthly reporting Monthly Risk management plan Implemented in May 2010 Annually Report on risk management Monthly Irregular expenditure Expenditure reports Financial Risk management Annually Monthly 3/15/2018 SECRETARIAT OF POLICE 25

DIRECTORATE: SUPPORT SERVICES c) Supply chain management Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Supply chain management To provide procurement services to the Secretariat and the Ministry in compliance with the PFMA and other related prescripts Ensure compliance with SCM policy Ensure full compliance with all prescripts on supply chain management 100% compliance Annually Demand acquisition Duration of acquisition 30 days Monthly Asset and facilities management Integrity based and updated asset registers Quarterly Logistical services and facilities management Payment lead times 30 days per payment Monthly Updated Secretariat supplier database Quarterly updates Quarterly Approved and implemented risk management plan April 2010 Annually Turn around time on logged calls 2 days Weekly Develop and maintain a database of accredited suppliers Risk management Information technology support 3/15/2018 SECRETARIAT OF POLICE 26

DIRECTORATE: SUPPORT SERVICES Sub- Programme Objective Output Performance Indicator Target 2010/2011 Reporting period Document management To provide an integrity based document management in compliance with the relevant prescripts relating to document registration and security standards Develop document registration, filing, retrieval and disposal (or destruction) systems in compliance with prescripts (National Archives Act and MISS) Report on automated management document system for development March 2011 Quarter 4 Develop policies and procedures Approved policies and procedures March 2011 Quarter 4 Upgrade and maintain Secretariat Website Upgraded Secretariat Website June 2010 Quarter 1 To provide advice on annual reports submitted to the Minister on the statutory organs Ministers approval June 2010 Quarter 1 Effective communication services Render communication support to the Secretariat and the Minister 3/15/2018 SECRETARIAT OF POLICE 27