PRESENTATION TO THE PORTFOLIO COMMITTEE ON THE STATE

PRESENTATION TO THE PORTFOLIO COMMITTEE ON THE STATE OF KZN PROVINCE • PRESENTED BY Transforming the • SIKHOSIPHI DLAMINI Department of • ACTING PROVINCIAL MANAGER : KZN Home • 20 MAY 2008 Affairs Caring, compassionate and responsive

What is unique to the Province? Caring, compassionate and responsive 2

What is unique to the Province? • Kwa. Zulu-Natal has (according to Census 2001): – The largest population in the RSA, totalling 9. 426 million (21% of SA population), with GDPR of ±R 147 billion. – The second highest approved DHA establishment. – The largest population with disability in the RSA, totalling 470 000 (22% of SA population). – The youngest population (age group 0 – 44) in the RSA, totalling 7. 8 million (27% of SA population) Caring, compassionate and responsive 3

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

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District Municipalities and population in Kwa. Zulu-Natal • Northern KZN • • Southern KZN • • • Ugu (704. 023 population) i. Lembe (560. 389 (population) Sisonke (298. 390 population) e. Thekwini Metro (3. 090. 125 population) • Mgungundlovu (927. 852 population) Uthukela (656. 986 population) Umzinyathi (480. 412 population) Amajuba (468. 034 population) Zululand (780. 501 population) Umkhanyakude (573. 337 population) Uthungulu (885. 968 population) Total Population KZN South 4. 652. 927 Total Population KZN North 4. 773. 090 Total Population KZN 9. 426. 017 Caring, compassionate and responsive 6

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

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

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

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

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

Our province offers a full range of services to the population… Service Offering… Services 2006 Apr – 2007 Mar 2007 Apr – 2008 Apr Trend Comment PASSPORT APPLICATIONS n. Tourist 77315 97096 Up Touring and immigrating n. Child 16750 20372 Up Touring and immigrating 809 1108 Up Businessman travelling 0 0 6187 3972 Down Relatively easy to obtain permanent passport in short period of time Maxi Passport Old Type Emergency Travel Certificate Caring, compassionate and responsive 14

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

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

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

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

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

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

We currently have 83 unfilled funded vacancies and 1097 unfunded vacant posts Staff Levels Total vacancies = 107 Total filled posts = 467 Total approved establishment = 1097 Approved Actual Level establishment (Filled) Funded Vacancies Difference (Unfunded posts) Comment 14 1 1 0 0 N/A 13 2 2 0 0 N/A 12 14 5 5 4 10 12 4 0 8 Posts to be advertised Caring, compassionate and responsive 21

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

Employment Equity Targets Employment Equity Report – (Percentage of Employees per Category) Disabled employees as a percentage of total = 1% 80. 3% 11% 7. 4% Female Male Target 85% 1. 5% 8. 4% Caring, compassionate and responsive 5. 1% 23

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

NUMBER OF COMPUTERS IN KZN AREA NORTH 252 AREA SOUTH 220 TOTAL IN KZN 472 Caring, compassionate and responsive 25

STATUS OF VEHICLES IN KZN NUMBER OF VEHICLES 77 NUMBER OF MOBILE REPLACEME TRUCK UNITS NTS VEHICLES REQUIRED (SEDANS) 16 8 NUMBER OF REPLACEME NTS VEHICLES REQUIRED (4 X 4) NUMBER OF ADDITIONAL VEHICLES REQUIRED (SEDANS) 6 Caring, compassionate and responsive 18 NUMBER OF ADDITIONAL VEHICLES REQUIRED (4 X 4) 18 26

Budget Expenditure for 2007/08 Budget Planned vs Actual (Rm) Caring, compassionate and responsive 27

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

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

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

As a province, we have defined 5 strategic objectives inline with DHA’s overall objectives 2007 -08 Strategy Objectives Supporting Initiatives Measures of Success Interact with community leaders, plan and hold outreach programmes. Batho Pele - Provide a service to all clients that reflects and institutionalises the principles of Batho Pele Since April 2007 to date a total of 364 schools, 128 farming communities and 5 Prisons were visited. 98% of all applications for abridged birth, marriage and death certificates and temporary id’s to be finalized within one day at online offices and within a maximum of 7 days at offices not yet online Abridged certificates are issued on the spot, but in cases where applicants cannot produce any form of identification it can take up to 7 days for a temporary id to be approved by the Directorate: Identifications. Utilize Community Development Workers (CDW’s) efficiently at offices. A total of 151 CDW’s are utilized in the Province – create awareness of DHA services. Caring, compassionate and responsive 31

As a province, we have defined 5 strategic objectives inline with DHA’s overall objectives 2007 -08 Strategy Objectives Supporting Initiatives Batho Pele - Provide a service to all clients that The role out of five additional reflects and Thusong Centres institutionalises the principles of Batho Pele Measures of Success The Province already has an additional two Thusong Centres that is Kwa. Mdakane and Lindela. The Thusong Centre Highflats is presently under construction. Caring, compassionate and responsive 32

As a province, we have defined 5 strategic objectives inline with DHA’s overall objectives …. Objectives Supporting Initiatives Measures of Success Infrastructure - Improved customer coverage by increasing and upgrading DHA infrastructure access / delivery points. Establish 4 new offices i. e. PM’s Office, DO Kwa. Mashu, DO Phoenix and DO Chatsworth. PM’s Office took occupation of new accommodation in June 07. Area manager South to occupy new accommodation from 1 June 2008. A site was viewed in respect of DO Phoenix - D: AM busy with floor plans. Site viewed for DO Chatsworth – recommendation made to PWD. Site viewed for DO Kwa. Mashu – awaiting for PWD to provide details of sites to be viewed. Infrastructure - Suitable transport acquired and utilized in relation to needs Audit to be conducted at all offices on the management of fleet Audit on the management of fleet conducted at all Regional and District offices – shortcomings identified and corrective measures put in place Caring, compassionate and responsive 33

As a province, we have defined 5 strategic objectives in line with DHA’s overall objectives …. Objectives Supporting Initiatives Measures of Success Capacity - Enhance capacity development to deliver on mandate (ensure DHA has people in correct places, with requisite capacity and capabilities to deliver on its mandate) To fill all funded vacant posts. All funded vacant posts has been advertised with the exception of x 35 posts – awaiting approval from the National Structural Committee. Todate the Province has filled x 113 posts and x 29 posts are in the process of being filled (various stages of recruitment process). ASGISA/JIPSA - Manage permitting in support of ASGISA/JIPSA and enhance the management of migration To prioritise and fast track business / work permit applications. All business / work permit applications finalized within 30 days. Caring, compassionate and responsive 34

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

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

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

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

THANK YOU SIYABONGA Caring, compassionate and responsive 39