PORTFOLIO COMMITTEE ON HOME AFFAIRS State of the

PORTFOLIO COMMITTEE ON HOME AFFAIRS State of the Province as at end June 2012 Presented by Y Simons July 2012 1

Table of Content 1. Geographical outlay and WC Senior Management Team 2. Strategic Overview of the Province (HR) 3. WC Footprint - Operational & new Offices - Refurbished offices - Cross Provincial Border service delivery 4. Capacity information - WC Structural Reporting Framework - Capacity levels - Employment equity - People & performance Management - Training & capacity building 5. Progress eradication of Corruption & vetting 6. Resources & Budget 7. Stakeholders and IGR & Outreach Programmes 8. HR Projects - Filling of 121 vacancies - SD Improvement Framework 9. Achievements 10. Challenges & key decisions required 11. The road ahead 2

Vision A safe, secure South Africa where all of its people are proud of, and value, their identity and citizenship. Mission The efficient determination and safeguarding of the identity and status of citizens and the regulation of immigration to ensure security, promote development and fulfill our international obligations. 2 3

Strategic priorities – Provinces STRATEGIC OUTCOME: PROVINCIAL PRIORITY Goal 1: Secured South African -Ensure that birth registration is the only entry point for SA citizenship and identity Citizens to the National Population Register, -Issue identity documents to citizens 16 and above, -To secure systems and processes to combat fraud and corruption Goal 2: Immigration managed effectively and securely in the national interest including economic, social and cultural development. -To implement effective asylum seeker and refugee management strategies and systems, -To regulate the sojourn of foreigners, -To facilitate the movement of regular travels across the borders Goal 3: A service that is efficient, accessible and corruption free. -To implement service delivery standards to improve Provincial efficiency, -To ensure effective, efficient and accessible service delivery to clients. 3 4

Geographical outlay and socio economic indictors for the WC 1 x Metro: City of Cape Town, 5 x District Municipalities (West Coast, Cape Winelands, Central Karoo, Overberg, Eden, 3 x Sea Ports: Cape Town, Saldanha, Mosselbay, 1 x Land Port: Cape Town International Airport. 5

Western Cape Province Metro-dwellers - 3, 4 m LANGUAGES: 3 Coloured: 53% Large Towns - 750 K Small Towns – 680 K Micro Towns – 150 K Farms & remote rural – 170 k POPULATION: 5, 2 million Afrikaans 55. 3% African: 27% isi. Xhosa 23. 7% White: 18. 7% English 19. 3% Indian descent: 1. 3% REGIONS Cape Town Metro – 3, 4 m West Coast - 420 k Boland – 675 k Central Karoo – 75 k Eden – 440 k Overberg - 190 k 6

Item Area (sq. km. ) Population (2001 Census) * Population estimates 2011 Unemployed Western Cape South Africa WC as % of SA 129 370 1219 090 10. 6 4 524 335 5 260 000 (Growth – 8, 6%) 44 819 768 48 687 000 11% 23, 2% * 19, 7% With 11% of SA’s population -WC is the third highest contributor to GDP (17%) PREVAILING INDUSTRIES: • Tourism • Farming • Fishing communities 7

Socio Economic overview: ECONOMIC CENTRES: • Cape Town – Economic hub with 2 thirds of the population residing in Cape Town and surrounding suburbs, • In terms of the population density there is 1, 425 persons per km 2 making Cape Town the second most populous city in the country after Johannesburg. • Western Cape Provincial Spatial Development Framework (SDF) describes the southern Cape coast as an “emerging secondary metropolitan area, ” particularly between Mossel Bay, George, Knysna and the small towns that lie in between. • West Coast (Saldanha area) emerging economic development area. LITERACY LEVELS: • The adult literacy rate is 94. 6 percent (higher than the national average of 82. 2%) , • In 2010, the matriculation rate was 76. 8 percent, second only to Gauteng with 78. 6 percent. • Three internationally acclaimed universities, one university of technology and a degree- conferring military academy at Saldanha Bay. • The proportion of adults with a tertiary degree or higher is 4. 8 percent, the highest in the country. • One skilled workforce audit suggests that the Western Cape has the most skilled workforce in comparison to any other African region. 8

Socio Economic overview: UNEMPLOYMENT: • At 19. 7% the Western Cape has a substantially lower unemployment rate than the national average standing at 23. 2% in 2009. However, these statistics remain racially biased. Of all the unemployed persons in the province, 53. 4 percent are Black African, 43. 0 percent Coloured, 3. 2 percent White and 0. 4 percent Indian or Asian. HEALTH CARE & LIVE EXPECTANCY: • The Western Cape has a sound public healthcare system • Residents of the Western Cape live on average 67. 7 years in comparison to the national average of 62. 8 years. • The province is mostly a young province with 79. 6 percent of the population under the age of 44. • HIV/Aids remain amongst the lowest in the country; however statistics in respect of drug, alcohol abuse and foetal alcohol syndrome are amongst some of the highest in South Africa. POVERTY: • High poverty levels in informal settlements e. g. Khayelitsha (Presidential Nodal Point – Urban), Knysna, Central Karoo (Presidential Nodal Point – Rural). *Stats SA 2009, & Mid year population estimates 2011 WC 9

Strategic Overview of Social indicators and impact of WC Operations and HR Plan: • The youthful nature of the working population within the province would imply that the workforce within the Department will become increasingly younger to reflect provincial demographics. • A further implication of this younger and in most respects, educated population will be for the Department to determine how best to attract, retain and develop the talent that already exists within the province. • DHA will have to develop structures and programmes that allow for promotion within the organisation. • DHA need to develop the means to retain institutional memory and ensure that skills are properly transferred to these employees who will form the backbone of a future DHA. • The high prevalence of drug and alcohol addiction, particularly amongst the youth in this province would imply that all officials, regardless of rank, may fall prey to addiction which would impact upon their work performance. • Another implication of this high substance abuse prevalence is within the province, is that DHA offices may be vulnerable to break-in or theft in order to obtain equipment that can easily be sold for cash. 10

Western Cape Senior Management Team: Provincial Manager: Western Cape Yusuf Simons Director: Finance & Support : Ayanda Mafuleka (A) Director: Refugee Affairs S Mohapeloa (A) DMO: Cape Metro & West Coast Martha Mgxashe (A) DMO: Witzenberg & Overberg Elaine Ngoie (A) DMO: Central Karoo & Eden Vacant Director: CTIA Tariq Mellet 11

2. Western Cape Footprint & Infrastructure 12

WC Footprint: METRO/DM LM Bergrivier West Coast * No DHA offices * visited once a month * Capacitated by w. e. f 01/10/2011 (1 x CAC , 1 x AC) * No DHA offices * Visited twice a month Saldanha Harbour Drakenstein Bredevaley Stellenbosch Witzenberg Brederiver Beaufort West Laingsburg Paarl Large Office Worcester Small Stellenbosch Small TC Ceres TC Beaufort West TC Laingsburg * Not capacitated – services from CT * capacity appointed- in negotiation for a lease * Robertson serviced by a mobile team twice a month * Capacitated by w. e. f 01/06/2012 (2 x FOC, awaiting appointment letter of CAC) Prince Albert * Mobile visits once a week Cape Winelands Central Karoo Cape Town Large Office Khayelitsha Large Office Wynberg Medium Bellville Medium Nyanga Medium Somerset West Small Mitchells Plain Medium TC Atlantis Refugee Reception Centre CT International Airport CT Harbour Malmesbury Small Vredendal Small TC Citrusdal * Submission made to upgrade the office to LO * Awaiting appointment letters Swartland Matsikama Cederberg Saldanha Metro DHA FOOTPRINT OFFICE COMMENTS: 13

WC Footprint: METRO/DM LM George Oudtshoorn Kannaland * Online Hospital w. e. f August 2011 * Mobile Truck visit Waboomskraal, Cracks once a month TC Plettenberg Bay Mosselbay Harbour Caledon Small TC Swellendam * Visited by Mobile Team once a month * Not capacitated, serviced from George * Hermanus visited twice a month, 1 Hospital capacitated, * Hawston, Kleinmond, Gansbay, Stanford, Baardskeerdersbos visited once a month * Ladysmith, Vanwyksdorp, Zoar, Calitsdorp visited with Mobile Truck twice a month Mosselbay Hesequa Bitou Mosselbay Theewaterskloof Swellendam Overstrand Overberg George Large Office Oudtshoorn Small Knysna Eden DHA FOOTPRINT OFFICE COMMENTS: TC Grabouw * falls under Theewaterskloof, * Office had to be closed w. e. f 02/09/2011 due to multiple burglaries. Cape Agulhas * Bredasdorp visited twice a month, Napier, Elim, Struisbay, Arniston visited once a month. 14

Mobile Offices: Office Reg. No Driveable Yes/No Functional Yes/No Capacity Worcester VGM 547 GP Yes 1 x Driver, 1 x FOC Paarl VHB 158 GP Yes 1 x Driver, Malmesbury VGM 596 GP Yes 1 x Driver, Khayelitsha VGN 210 GP Yes No 1 x Driver (seconded Ministry), Khayelitsha VHB 161 GP Yes No 1 x Driver, Caledon VYC 491 GP Yes 1 x Driver, Cape Town VHB 157 GP Yes No 1 x Driver, Cape Town VXR 668 GP Yes No 1 x Driver, Oudtshoorn VGN 172 GP Yes No Acting Driver- post vacant Beaufort West VGN 198 GP Yes 1 x Driver George VHB 163 GP Yes 1 x Driver, 1 x FOC 11 6 11 Drivers & 2 x FOC -Challenge: Lack of FOCs on Mobile Offices - it must however be noted that 1 x Mobile FOC for Beaufort West and 2 x Mobile FOC for George were funded in 2012/2013 and will be filled with the 2012/13 recruitment drive. - DHA Head Office in process of finalizing the procurement of a service contact to fix broken satellite equipment on Mobile Offices. In the meantime offices are utilizing vehicles for off line collection of enabling document applications for processing in respective offices 15

Provincial Fleet: KEY AREA Vehicles NUMBER % April May June Number of vehicles in the Province 89 89 90 New vehicles received 0 1 0 Number of Functional vehicles 87 87 87 Number of vehicles involved in accidents (at merchants) 2 0 0 • 96% The procurement of replacement vehicles will be from identified savings on the Provincial budget. 16

Capacitated Hospitals: Type of Health Facility Connected Facility Live Births Actual @ Hospital births (Health) registered Performance Deaths at Hospital Actual deaths Indicator (Health) registered (%)Births (%)Deaths Somerset Yes Public Unknown 285 Site B Clnic Yes Public 454 592 >100% Yes Public 532 118 22% 45 39 87% Yes Public 625 573 92% Gugulethu Yes Public * Unknown 397 Mowbray Yes Public Unknown 311 Swartland Yes Public 142 89 63% Khayelitsha Clinic Mitchells Plain clinic Radie Kotze(Piketberg) No Public Unknown * Official working from TC Citrusdal Paarl Yes Public 835 498 60% 55 53 96% Eben Donges Yes Public 191 102 53% Ceres Yes Public 287 176 61% Stellenbosch No Public 321 104 32% Knysna Yes Public Unknown 182 George Yes Public Unknown 247 Hermanus Yes Public 198 >100% 175 17

Capacitated Hospitals: • * Unknown – live birth statistics from Health facilities not available to measure effectiveness • 20 Hospitals are connected and operational and 37 Health Facilities are visited in the WC • Between the 1 April – 30 June 2012; 6653 Births were Registered in the Health Facilities, 4248 Live Births (this number is not a true reflection due to the unavailability of other Hospitals Live Births Stats) • The DHA is in the process of exploring the allocating User ID numbers for dedicated staff at Health Facilities to improve reporting 18

Cross Provincial Border Service delivery (Footprint Planning) Affected District Towns serviced & comments West Coast (Vredendal) - Nil Eden - Civic Services Nil Immigration Services cross Provincial border operations in collaboration with JOINTS Beaufort West - Rietbron Community +- 3000, farming, rural area with no economic infrastructure in town, Falls under EC (Graaf Reinette Office) but is in closer proximity to Beaufort West, Graaf Reinette visits the town once every 3 months, Clients travel to Beaufort West for services, Municipality currently deliberating on demarcation and proposed that Marraysburg fall under NC with Rietbron falling under Beaufort West - 19

Accommodation Status Report on leases: Signed leases for : -TSC Atlantis – 4 years, - TSC Laingsburg – Permanent activation of the office on 01/06/2012 when 2 x FOC and 1 X CAC assumed duty on 02/07/2012. Outstanding leases from DPW: -Plettenberg bay – expired end May 2012, -Malmesbury Office – expired April 2012, -Worcester – expired end May 2012, -Caledon – expired January 2012 (last rental paid January 2012) -Mitchells Plain- rental outstanding since September 2011, Landlord locked out staff out for one day and DG was requested to intervene and settled outstanding amount from DHA budget -Beaufort West – expired * These issues were reported to Head Office for discussion at DG level (DHA and DPW) 20

Closure & Relocation of the Refugee Reception Office Cape Town (Maitland) 21

EVENTS SINCE NOTICE RECEIVED FROM LANDLORD • 30 April 2012 a one month notice was received from the Landlord of the access road (Creative Properties ) that lease will be terminated. DPW negotiate with the Landlord for an extension which was granted until 30 June 2012 • Refugee Stakeholder meetings were conducted on 7 May 2012 and 8 June 2012 to inform them of the notice received and alternative ways to accommodate clients in terms of new applications and extensions. • A decision was taken to close the Cape Town Refugee Centre and a service plan were developed for: - Refugee IDs and Passports will be done at the Cape Town Office in Barrack Street, - Section 22 Extensions and outstanding adjudications of those asylum seeker cases who lodged their applications at the Maitland Centre will be processed at Customs House , - SCRA and RAB will be accommodated on the 5 th Floor of the Customs House Building, Foreshore, Cape Town. • First time applicants - New comers will be informed to apply at other Refugee Centers in the Country, - Effective date 2 July 2012. 22

3. Capacity Information 23

WC Structural Reporting Format Report Type Prepared by whom EXCO Action PM Log Purpose Frequency Submitted to : - Review and discuss infrastructure issues, Weekly PM Ongoing PM - Review and discuss Finance & Support Matters - Review and discuss findings- Office Visits and M&E Provincial Decision Register Co-ordinator -Capture decisions and actions to be executed by DMOs -Follow up. Monthly Report Co-ordinator - Report operational achievements, Monthly challenges and key decisions required to DDG CS 24

WC Structural Reporting Format The WC Province developed and implemented a Reporting Structure : Report Type Prepared by whom Purpose Frequency Submitted to : Office inspection/ implementation tool DMOs -Compliance checks, All offices in a District must be visited once in a Quarter • Large Offices Monthly • Small Offices bimonthly Prov EXCO Weekly Prov EXCO Bi weekly Prov EXCO -Monitor the implementation of Directives -Continuously updated as the need arise DMO Summary Report DMOs -Summarise the findings of the Inspection/ Implementation Tool into one document - Reflect Progress in terms of Office Management & Administration M&E Report M&E Coordinator - Findings after analysis of M&E Tools DMOs to give feedback every other week 25

Capacity Levels DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED METRO 101 18 12 18% 101 92 18 43 12 25 18% 47% 92 3 74 180 5 43 2 60 98 2 25 1 6 7 2 47% 67% 81% 54% 40% 33 8 12 24% CAPE METRO PROVINCIAL MANAGER'S OFFICE REFUGEE RECEPTION CENTRE ATLANTIS BELLVILLE CAPE TOWN DMO: CAPE METRO CAPE TOWN: HARBOUR KHAYELITSHA MITCHELL'S PLAIN 102 43 50 26 9 4 49% 60% CAPE METRO NYANGA SOMERSET WEST 45 14 29 1 2 2 64% 7% CAPE METRO WYNBERG ST : CAPE METRO 56 555 40 314 3 50 71% 57% METRO CAPE METRO CAPE METRO 26

Capacity Levels DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED CAPE WINELANDS CERES DMO: CAPE WINELANDS PAARL STELLENBOSCH 4 5 1 2 25% 40% 75 19 37 4 5 2 49% 21% CAPE WINELANDS CENTRAL KAROO WORCESTER BEAUFORT WEST 29 23 18 11 2 2 62% 48% CENTRAL KAROO DMO: CENTRAL KAROO 5 0 0 0% CENTRAL KAROO LAINGSBURG ST: CENTRAL KAROO DMO: EDEN GEORGE KNYSNA OUDTSHOORN PLETTENBERG BAY ST: EDEN 3 163 3 75 0 17 100% 46% 5 75 15 28 3 0 35 1 10 3 4 9 0 1 0 0% 47% 7% 36% 100% 126 50 13 40% EDEN EDEN 27

Capacity Levels DISTRICT MUNICIPALITY OFFICE APPROVED ESTABLISHMENT FILLED FUNDED POSITIONS PERCENTAGE CAPACITATED OVERBERG CALEDON DMO: OVERBERG 29 5 15 0 1 0 52% 0% OVERBERG GRABOUW SWELLENDAM ST: OVERBERG 3 3 40 3 2 20 0 1 2 100% 67% 50% WEST COAST 3 5 2 0 1 0 67% 0% 44 3 24 0 55% 0% WEST COAST CITRUSDAL DMO: WEST COAST MALMESBURY SALDANHAY BAY HARBOUR VREDENDAL ST : WEST COAST 15 70 5 29 2 10 33% 41% * TOTAL 1147 549 129 48% WEST COAST • Posts indicated is more than 121, all natural attritions were included. • data as at 04/07/2012 - HR PMO 28

Capacity information: Trend Y 1(2008/09 Y 2 (2009/10) Y 3 (2010/11) Y 4(Not Applicable) Staff Turnover 8, 25% 13, 03% 3, 34% Rate HR Plan (baseline 2010/11 • Resignations for the month of June 2012 = nil • Dismissals – 1 x IO George Office • Transfers into Province = 2 (1 x IO – Malmesbury & 1 x FOC Wynberg) • Appointments first quarter 2012/13 – 7 (1 x CAC- Laingsburg, 2 x FOC Lainsburg, 1 x CAC Atlantis, 1 x AC Cape Town, 1 x FOC Beaufort West and 1 x transfer into the CAC for Citrusdal ) 29

Employment Equity: WESTERN CAPE: EMPLOYMENT EQUITY AFRICAN COLOURED INDIAN WHITE TOTAL 3 6 1 3 2 0 0 9 3 5 7 6 6 2 0 0 14 8 6 153 67 72 24 2 1 34 9 261 101 64 7 10 18 12 11 0 0 3 0 25 29 32 8 18 18 5 8 0 0 7 3 30 29 TOTALS 16 9 6 6 3 7 1 0 1 2 11 15 11 0 3 1 0 0 1 1 2 4 8 13 2 0 1 1 0 0 3 1 14 0 0 0 1 2 TOTAL 202 119 103 56 3 1 47 15 355 191 1 Level FEMAL FEMAL E MALE E MALE 256 AFRIC AN FEMAL E AFRIC AN MALE 128 202 119 103 56 47 4 3 15 COLOU RED FEMAL E RACE AND GENDER WC Demographics vs DHA workforce: Coloured: 53% : 29 % represented African: 27% : 59% represented White: 19% : 12% represented Indian: 1% : 0, 01% represented Gender: 64% Female vs 36% Male at SMS level 64% female vs 36% male over al Disabled: 6 persons = 1, 1% 30

People & Performance management Performance evaluation and moderation of • bonus incentives for the 2010/2011 performance cycle finalized. • • 564 Staff members assessed • Moderating Committee adjudicated 85 reports for bonus incentives, • 70 reports recommended for bonus incentives (12%) • Paid out during March & April 2012 Staff rewarded for work well done Align training programmes to employee development and performance management to develop all competency gaps. 2011/2012 Performance Cycle: • Performance agreements signed: 100% compliance • Moderation process will commence in June 2012 and conclude on 25 July 2012. 31

People & Performance management - absenteeism Analysis of staff patterns 2010/11 FY WC HR Plan: Sick Leave Salary Levels Total Number of % of Average Total days employees days per Estimated using sick employee Cost (R’ 000) leave (13 -16) 0 0 (9 -12) 56 3 0, 50% 36 (6 -8) 4213 276 66. 9% 36 (3 -5) 137 9 52. 9% 36 (1 -2) 0 0 4406 288 48, 16% TOTALS 32

People & Performance management - absenteeism Analysis of staff patterns 2010/11 FY WC HR Plan: Incapacity Leave Salary Levels Total Number of % of days employees using PILIR Average days per employee using PILIR (13 -16) 0 0 (9 -12) 44 1 1. 4% 36 (6 -8) 2213 76 56. 9% 36 (3 -5) 137 7 3. 9% 36 (1 -2) 0 0 TOTAL • Employees not taking responsibility of their health, develop illnesses that keep them away from work. Increased absenteeism, abuse of sick leave, staff shortages that often results in poor service delivery to the clients. • Officials exhaust their existing sick leave credits and this result in them to apply for Temporary Incapacity Leave by means of the PILLIR procedure. • Often documentation is not handed in timeously and this results in cases being turn down by the Health risk Manager and unfortunately officials are then penalised by means of Leave Without Pay. 33

Training & Capacity building Overview Highest Qualification Total Number % Total (Grade 12/FET) 378 63, 21% Certificate 27 4, 51% Diploma 89 14, 88% Degree 53 8, 86% Technical Certificate 0 0 National Technical Certificate 0 0 Post Grad Diploma 20 3, 34 Honours 8 1, 34% Masters 2 0, 17% Ph. D 0 0 Post Grad 0 0 Other 0 0 National Certificate 11, 2 % Qualifications is towards Human & Social Studies, 5 % towards Business and commerce 34

Training & Capacity building SKILLS GAPS: • Report Writing • Managing discipline • Conflict Management • Training Officer seconded to KZN, the lack of training & induction in the WC is of huge concern, • Provincial Staff embark on occupational specific training programmes as identified by DMOs during their office inspections. • Budget adequately for training to take place. Plan shift rosters to accommodate for training interventions. Provide close monitoring and mentoring to ensure that officials comply with their bursary obligations. • Supervisors and Managers should be work shopped in strengthening their leadership and managerial skills. • 94 x Employees in WC enrolled towards tertiary qualifications (bursaries) • 1 x SMS Member attending the SMS Development Programme at WITS University • 3 x Line Managers attending the New Management Development Programme • 2 x Officials will be attending the Peer education Training scheduled for 06 -08 June 2012. • 14 x WC Employees attended DHA Cadre training • 33 Employees scheduled for DHA Induction Training in August 2012 35

4. Eradication of Corruption & Vetting 36

Progress: Eradication of corruption • The Provincial Counter Corruption Unit became fully operational in April 2011 with the appointment of: • 1 x DD Counter Corruption, • 1 x ASD Corruption Investigation, • 1 x DD Vetting • The Provincial Counter Corruption Unit is fully operational • It should however be noted that the ASD Investigations is also responsible for Security issues in the Province – impacting on turn around times in terms of investigations. • Cases received are those allocated with a reference number by Counter Corruption Head Office, • Out of 36 cases in total 18 cases had recommendations for Employee Relations. WESTERN CAPE: COUNTER CORRUPTION [2011/12] [2012/13] TOTALS Q 1 - Q 4 Q 1 39 6 45 32 4 36 Recommend for: Labour Relations 14 4 18 IMS 3 0 3 3 1 (Wynberg Office) 0 3 0 1 7 2 9 ALLOCATED CASES FINALIZED REPORT TO HQ SAPS Arrests ON HAND / UNDER INVESTIGATION * Nature of cases reported = 3 x ID Fraud, 1 x Corruption (PR), 1 x Fin Misconduct, 1 x Contravention of Immigration Act. 37

Challenges Corruption Unit: • Evidence: Availability of witnesses (Illegal foreigners deported) • Dependency on Employee Engagement Unit for the speedy finalization of internal disciplinary cases. Progress : Vetting • 50 Security Clearance forms handed out to staff / 20 returned and in progress • 33 Confidential Clearances handed to SSA, • 20 Secret Clearances handed to SSA, • 4 Top Secret Clearances in process. , • After audit was concluded by SSA the following statistics were provided: - 171 out of 616 in process, - 182 Staff in possession of clearance certificates (some expired however) - All Immigration staff clearances must be upgraded – project will be finalized by 2012/13. Current priority • Clearance of 69 backlog files received from Head Office, • Field work to be completed for 18 secret clearances, • Immigration Offices at CTIA upgrades from confidential to secret – 30 in process. 38

5. Resources & Budget 39

Budget allocated 2012/2013 vs % spend PROVINCE EXPENDITUR BUDGET FUNDS E AS AT 30 ALLOCATION AVAILABLE %BUDGE JUNE 2012 T SPEND R'000 WESTERN CAPE COMPENSATION OF EMPLOYEES GOODS AND SERVICES PAYMENT FOR CAPITAL ASSETS MACHINERY & EQUIPMENT SOFTWARE AND INTANGIBLE ASSETS R'000 146, 227 27, 911 118, 316 19. 1% 146, 116 27, 858 118, 258 19. 1% PAYMENTS R'000 TRANSFERS AND SUBSIDIES PROVINCIAL AND LOCAL GOVERNMENTS DEPARTMENTAL AGENCIES & ACCOUNTS HOUSEHOLDS (HH) GRAND TOTAL 134, 190 26, 664 107, 526 19. 9% 11, 926 1, 194 10, 732 10. 0% – – – 111 53 58 47. 7% 90 – 90 – 21 – 21 – 53 (53) – 1, 640, 759 320, 406 1, 320, 353 19. 5% Reasonable expenditure trend between 23 -27% as at end of 1 st Quarter 2012/2013 FY. • Compensation of Employees 19% and below reasonable expenditure trend due to delay in filling of vacancies as well as 1 x Director (D: Eden) vacancies from the previous financial year- HR processes has however been streamlined and filling is eminent • Goods & Services – expenditure trend at 10% it is expected that expenditure trends will stabilize during the second quarter due to the decentralization of SCM functions, • Budget Committee and relevant SCM Structures i. e. PPC were appointed by D: F&S and functional. 40

Asset Management & SCM Functions: Nr of Assets on WC FAR 17038 Leased assets 722 F/ L Assets 950 Not verified 0 Audit information Audited * Source Mr. S Diedericks (Asset Controller) AG audit concluded at (1) Cape Town Airport and (2) Stellenbosch Office during first two weeks in June 2012. 41

Asset Management & SCM Functions roll out : Achievements: • Provincial SCM Function successfully activated (without redeployed capacity), Functions: • Procurement • Petty cash • Travel • Fleet Management – proxy appointed for WC Challenges: • Offices submit non compliant, incorrect BI 488 with expired quotations – check list circulated to managers Actions going forward: • Filling of Senior State accountant and ASD SCM to ensure better compliance and management controls. • Workshop Managers & responsible staff on ensure compliance to prescripts w. r. t. BI 488 42

6. IGR Stakeholders & Outreach Programmes 43

Integrated governance & stakeholders STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIPS 1 st Quarter 2012/2013 Social Cluster (Social Development & SASSA) • • • ID Campaigns, Birth Registration Campaigns, Family Expo Assistance in disaster areas Corruption Unit & Risk Management Unit partnering to discuss loopholes in systems Premiers Steering Committee • CSIR Locality study – planning future facilities & developing a Thusong Centre sustainability programme. Correctional Services • ID Campaigns- Overberg & Winelands area Department of Local Government & Housing • • Planning meetings with the Department of Local Government– Piketberg (7 -8 June 2012), Swartland (25 -26 June 2012), Op-die-pad (Witzenberg: 7 -8 June 2012), Avian Park (Witzenberg 28 -29 June 2012). CDW’s- mobilizing clients during Election etc. Department of Education • • ID Campaigns at schools (Grade 12 Project)- March & April 2012 Sharing information & statistics District & Local Municipalities Stakeholder Forums, & Disaster Management • • ID Campaigns in priority areas funded by Municipalities, Assistance during natural disasters Hillside Grabouw, Masipumele, Ekanana, Freedom Park etc. , Participated in the compilation of a Social Conflict & Disaster recovery Plan – roles & responsibilities of each Department , reporting lines etc. outlined. A Booklet is in the process of being developed. Provided assistance to victims of crime/ social unrest ( xenophobia )(Witsand, Atlantis) CDW’s assist with the identification of venues, - mobilization of clients for ID campaigns • • 44

Integrated governance & stakeholders continued STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP Justice Crime Prevention Structure - information sharing, Assistance and joint operations road blocks etc, Support in Operation Isondlo – Tracing & arresting maintenance defaulters Provincial Joints (Operational & intelligence structure) - Joint operations w. r. t illegal foreigners and assistance with deportations Illegal Immigrants Forum established- Support from stakeholders SAPS & CT City Police during Operation Umbrella 11 Government Communication Services - DHA participate in Outreach programmes, information desk during career expo’s Metro-rail - Integrated government and health services available at Health Train Department of Health - Assistance in the provision of office space for Birth & Death Registration in Health Facilities, Outreach ID Campaigns 45

Integrated governance & stakeholders STAKEHOLDERS METHOD OF ASSISTANCE/ JOINT PARTNERSHIP Department of Labour - Provide credentials and data with the selection of Interns & Learners, - ID Campaigns Independent Electoral Committee -ID distribution, - Campaign in priority areas NGO’s METHOD OF ASSISTANCE/ JOINT GOVERNANCE HOPE World Wide - Assistance to street children to obtain enabling documents, ID Campaigns Access & Ark - Assistance during the ID campaigns & outreach programmes PASOP (People Against Suffering Oppression and Poverty) - Monitor human rights transgressions and bring to DHA attention - Information sharing Scalabrini Centre - Provide shelter and support to Refugee Women & Children - Provide DHA with information related to asylum seekers 46

Outreach Programmes Ø BACKGROUND ü Thusong Mobile Project Outreach use to be known as the Jamboree / Integrated Community Outreach Programs (ICOP) which was managed by the Department of the Premier, however as from financial year 2010/2011 this program was taken by the Department of Local Government under the Directorate: Service Delivery Integration were the name was changed to Thusong Mobile Projects ü There are five types of Thusong Projects namely; Type Definitions Conditions Thusong Mobile • Is a mobile service where all the National and Provincial Departments and other relevant parastatals deliver integrated services in outlying more sparsely populated areas • If more than 40% of the Local Municipalities population is further than 25 km from a Thusong Service Centre • At least 2, 000 – 10, 000 population within 25 km of the selected point or town and this should ne more than 25 km from an existing Thusong Service Centre Thusong Extension • This project serves extreme • Where the above minimum population threshold of sparsely populated areas with no 2, 000 cannot be reached to warrant the settlement clusters & utilizes the implementation of a Thusong Mobile, the services of Community Development Workers the anchor departments will need to be provided on (CDWs) an as-needs-basis through the Thusong Extension Project i. e. CDW services 47

Outreach Programmes 1 st Quarter 201/13 Coordinat ing Stakehold er District Municipality GCIS Eden DLG Cape Winelands DLG Overberg DLG West Coast DHA Nature of Program DHA OFFICE Area RESPONSIB LE 1 st ID Re LRB BI-24 ( BI-24 BMD AME RE TIC PPT ID Total ISSU ID 15 Before (After CERT ND C COL E years 30 days) Freedom Day Oudtshoorn Zoar Celebrations Thusong Stellenbosch Klapmu 118 Mobile Project -Paarl ts 3 1 2 1 1 8 10 21 13 13 19 1 195 Thusong Caledon Mobile Project Thusong Malmesbury Mobile Project Bredas 103 dorp Grabou 82 w Piketbe 84 rg 34 11 25 43 4 4 64 295 25 7 12 52 4 3 1 186 45 6 8 20 20 11 1 1 13 38 247 Cape Metro Youth Day Provincial Celebrations Event Ravens 16 mead 6 1 26 DLG Cape Winelands Thusong Worcester Mobile Project Tulbag 171 h 60 6 21 28 3 4 32 325 DLG West Coast 23 11 25 18 8 1 1 4 1 225 DLG Cape Winelands Thusong Malmesbury Darling 133 Mobile Project Thusong Worcester Avian 265 Mobile Project Park 11 6 6 12 1 301 79 115 185 23 5 Total 972 217 39 13 24 136 1808 48

7. HR Projects & Civics Projects 49

Filling of 121 vacancies Project: Nr of Posts Advertisement Closing date of advertisement Deadline for filling 121 HRMCM 25/2012 08/06/2012 08/09/2012 26 HRMCM 41/2012 27/07/2012 27/10/2012 1 HRMCM 46/2012 28/07/2012 28/10/2012 6 Totals Nr of posts advertised 33 Going forward: • Overtime submission submitted to HO for listing of Z 83 s received • Project Plan developed by D: F&S with clear timelines- recruitment & selection will be finalized within 3 months from the closing date of the advert • Follow up on outstanding advert requestes 50

Filling of 121 vacancies project: Breakdown of posts as per advertisement: HRMCM 25/2012 HRMCM 41/2012 HRMCM 46/2012 1 x ASD – Khayelithsa 1 x Sen. Sate Accountant 1 x S Sec (D: F&S) 2 x AC (Hanover Park & Grote Schuur) 3 x Cleaners (1 x PM, 1 x George, 1 x Malm) 2 x CAC (1 x Vredendal, 1 x Khayelithsa) 16 x FOC (2 x Mal, 4 x BVL, 1 x Khaye, 1 x MP, 1 x NY, 2 x BW, 1 x BW MO, 2 x GRG, 2 x GRG MO) 1 x RITM - George 3 x SAO (DMO CM, Winelands, Eden) 3 x Sec (DMO CM, Winelands, Eden) 51

SD Improvement Framework • 3 Offices identified that needs intervention to improve WC image and service delivery to clients (Bellville, Cape Town, Wynberg) OBJECTIVE OF THE IMPROVEMENT PROJECT The main objectives of the Office Improvement Project is to improve service delivery by: • Making top and middle management structures more accessible to lower level staff through improved communication protocols, • To ensure that each employee understand the vision and mission of the Department critical role they play in achieving Provincial and National targets through the execution of their daily operations , • To improve productivity by instilling discipline, • To identify and share best practices amongst offices. METHODOLOGY TO IMPLEMENT IMPROVEMENT STRATEGIES • To effectively track progress, it is proposed that a Project Management principal be implemented through the appointment of Team Leaders, scope/ outputs, resource requirements and the setting of defined timelines. • Appoint intervention teams focusing on a specific area, • All staff should be involved to ensure buy in and sustainability of implemented strategies, • Experts for other offices could be sourced to form part of the intervention teams, • Identify and agree on outputs/ key result areas, • Put reporting structures in place i. e. daily monitoring charts, verbal and written reports, • Create healthy competition amongst teams with an appropriate reward and recognition systems. 52

SD Improvement Framework continued: Evaluation areas for the improvement of office performance: • Roles and responsibilities, • Channels of Communication, • Service delivery, • Training, • Discipline, • Business Processes, • Team building • Office protocols • Document Management • Performance Management and Development • Employee Wellness Progress: • Staff at Cape Town Office submitted inputs on issues affecting their ability to deliver and made proposals towards improvements • 14 Officials from the Cape town, BVL and WB will attend Old Mutual Workshop on 20 July 2012 – purpose is to look at what factors impact on the DHA ability to render efficient and effective services in the Front Office and to develop a programme to address shortfalls. 53

Duplicate ID Project as at June 2012 Duplicate Project 30 June 2012 DM Cape Metro Total West Coast Total Cape Winelands Total Overberg Total Eden Total Cetral Karoo Total WC Grand Total • Office Bellville CT Khayelitsha Mitchell's Plain Nyanga Wynberg Somerset West Malmesbury Vredendal Citrusdal Paarl Stellenbosch Worcester Caledon Swellendam Grabouw George Oudtshoorn Plett BFW Total of Applications 67 40 49 18 36 33 6 249 9 4 2 15 16 3 14 33 5 4 1 10 23 8 13 44 12 12 363 Type of Duplicate Multiple Sharing 65 2 37 3 47 2 7 11 19 17 32 1 6 0 213 36 9 0 4 0 1 1 14 1 9 7 2 1 9 5 20 13 5 0 4 0 10 0 17 6 5 3 12 1 34 10 11 1 302 61 Id's Issued Total of Enquiries 0 0 1 0 0 0 0 0 2 0 0 0 0 3 3 14 66 6 26 6 16 137 0 8 0 4 5 9 3 17 3 0 18 21 1 1 186 Office managers making all efforts to trace applicants in their respective areas of service 54

6 % Increase in Birth Registration: Target Births (0 -30 days from birth event) registered Comments 19 115 Births registered (NPR Stats) Quarterly target achieved Baseline: 71 268 2011/12 FY Baseline: 1 st Q = 17499 2012/13: annual target = 76 147 Target Q 1= 19 036 • • The dedicated capacity at Hospitals improved Provincial ability to achieve the 1 st Quarterly target , 37 Health Facilities visited on a roaming basis by mobile teams Going forward: • Activate an additional 12 Health facilities for the 2012/13 FY • Encourage and train staff to improve on death registration 55

Schools Project Month Target Visited Nr of Ids issued to applications Matriculants taken In April 121 123 1068 Gr 12 3514 Other 30 800 May 38 39 333 Gr 12 1255 Other 62 772 June 17 18 388 Gr 12 58 Other 280 296 176 (venues) 180 1789 Gr 12 4827 Other 372 1868 Totals: • 38% of Schools visited during the first quarter of 2012/13 FY • Peak expected again in Feb & March 2012 - all 470 Schools will be visited at the end of the reporting year 56

Stakeholder Forums progress 1 Quarter 2012/13 FY Municipality Meeting & purpose Cape Metro 2 nd task team meeting on 10 May 2012 Matzikama LM Re - launched 09 May 2012 Cederberg LM Preparatory meeting on 10 May 2012 for re- launch Cape Winelands DM Did presentation to District Coordination Forum 08 May 2012 Bredevalei Stakeholder Forum Launched 22 May 2012 Overberg DM Mayor called a District Coordinating Forum to convene in preparation of a launce. • • Status Re activated Active No new Stakeholder Forums were launched during the month of June 2012, Prep meetings did take place at Cape Winelands follow up meeting 11/06/2012, 57

Established Stakeholder Forums: Municipality Launch date status Saldanha LM 05/05/2011 Not active Langeberg LM 12/05/2011 Meeting scheduled but postponed Witzenberg LM 15/04/2011 Not active Stellenbosch LM 13/09/2010 In process of re-launch Laingsburg LM 10/06/2010 Active Prince Albert LM 14/06/2010 Not active Knysna LM 11/03/2010 Not active Bitou LM 18/03/2010 Not active Kannaland LM 25/03/2010 Key stakeholders not available Hessequa LM 26/07/2010 Active Swellendam LM 31/08/2010 Active Cape Agulhas LM 09/09/2011 Active • These forums are not all functional due to the non availability of key stakeholders and schedules of Municipal Manager 58

LRB Cases: Item April 12 May 12 June 12 Opening balance for the month 1329 865 792 LRB applications received 293 299 321 LRB applications approved 312 293 274 Nr of applications rejected 18 38 28 Nr of applications referred to IMS 47 9 7 1240 794 694 Total nr of applications on hand • • Office inspections are done on outstanding LRB cases, The Province manage to finalize all LRB applications within Provincial Processing times. 59

Statistical Information 60

Asylum seeker management stats 1 st Quarter 2012/13 FY Month April 12 May 12 June 12 Number Asylum Seeker Permits Extended 8872 15499 17842 Total 42213 Status determination: Month New arrivals Interviews conducted Adjudicated Granted April 12 May 12 June 12 Total 4501 2119 3348 9968 166 429 458 1053 0 135 62 197 • • Rejected UNF MU 58 108 142 136 153 217 353 461 Spill over: 4335 19% Approval rate 34% Unfounded 44% Manifestly Unfounded 61

PORTS OF ENTRY : CAPE TOWN HARBOUR Vessels Pax/Crew in / out Arrival SAC Arrival Foreigner Departure SAC Departure Foreigner In Out 356 94 1056 133 1082 4170 3755 • • Crew Penalties issued: 7 Admission refused: 0 Stowaways: 1 68 ORT Employees trained since April 2012 62

IMMIGRATION INSPECTORATE as at 1 st Quarter 2012: Output April 2012 May 2012 June 2012 Total Target Comment Fraudulent births investigated & fin 0 15 18 33 100% Not achieved Employers prosecuted 1 0 5 6 6 Achieved Nr of illegal foreigners detected 121 126 123 370 250 Achieved Nr of illegal foreigners deported 99 112 77 288 250 Achieved Cases referred to IMS and fin 21 66 46 133 80% investigat ed within 30 days Not achieved 63

IMMIGRATION INSPECTORATE as at 1 st Quarter 2012: Output April 2012 Operations Nature of operations May 2012 3 • • Inspection of foreign own businesses - Eden Joint with SAPS Metro June 2012 3 • • N 2 Roadblocks BCOCC Operations 3 • • Total 9 Joint with SAPS N 2 roadblocks 64

Permitting Stats Permanent Residence: Month Outstanding pervious month Applications received Approvals Rejections Total not finalized April 660 248 7 5 758 May 776 229 34 3 777 June 777 191 15 0 795 • 8% turn around rate 65

Permitting Stats Temporary Residence Visas: Month Outstanding pervious month Applications received Approvals Rejections April 12 18454 1849 2746 111 May 12 19074 1867 2827 18 June 12 18152 1826 5345 379 • • At end June 2012 turn around rate increased significantly and stands at 31% A full audit will be done (July 2012) in all Permitting Offices in the WC to determine (1) compliance to T&T, (2) number of applications kept in offices. 66

Overview and achievements Achievement Impact on service delivery Refurbished & strengthened leadership capacity at Cape Town Office with the appointment of a Deputy Director • • • Opened offices at Thusong Service Centres Atlantis, • Lainsburg (permanent w. e. f 01/06/2012) and Citrusdal. Close working relationship with Provincial Social Cluster through participation in: • Thusong Centre sustainability Plan, • Thusong Services Mobile Outreach Programmes. • • • Improved service delivery Improved accountability Office receiving compliments on a regular basis Increased access to DHA services Servicing outlined poor communities DLG&H provide free photos to clients during outreach programmes in rural and informal settlements, Improved mobilization of clients during outreach programmes Piloted a new Shift Proposal to do a way with off days • More staff available to render services during weekdays. • Met with CEO of Old Mutual and set up a date (20/07/2012) for a workshop with Cape town Office Staff to establish reasons / generic issues impacting on service delivery and thereafter develop a programme of action to address these issues. • Once programme was developed and replicated to other Offices it will bring an improvement in customer care. Coaching Sessions commences – individual sessions with PM & Directors and group sessions • Improved organizational performance through life style coaching. Performance Monitoring and Evaluation Team of the Presidency did a Frontline Service Delivery inspections at Nyanga, Mitchells Plain and Atlantis Offices. Feedback sessions will be concluded during 25/07/2012 • Front Office Improvements based on outcomes and recommendations. 67

Overview and achievements Achievement Impact on service delivery Provincial Reporting Structure developed, implemented and functional • Improved co-ordination between Managers, offices and stakeholder engagement Strengthened working relationship with Provincial Joints and JCPS Cluster • Profiling & detecting of illegal foreigners • Policing permit holders • Monitoring Refugee Office • Assistance with detecting & arresting illegal foreigners through joint operations • • • Successful joint operations at Mitchells Plain Town Centre (Pakistani, Egyptians and Bangladeshis), Mavericks Night Club, Lwandle Informal Settlement (2 x illegal foreigners detected) Operation Umbrella 11 Routine roadblocks on N 2 Provincial M&E Team mandated and operational. • M&E Tools developed. Monitor & Evaluate compliance to Directives, track progress in achieving Business plan targets etc. • Supply Chain Functions successfully implemented in Province – purchase orders, petty cash & travel orders. Prov SC Unit became operational on 14/05/2012 • Improved turn around times in procurement of goods & services, Electronic Queue Management System installed at Khayelithsa, Wynberg, Cape Town • Accurate & credible historical and real-time information on customer waiting times in Front Offices, Average waiting time in queues decreased from 1 hour minutes to 30 minutes on average – still room for improvement Accurate & credible statistics in respect of individual staff performance. • • 68

Thank you Questions & answers 69