1 PROVINCIAL MANAGER: EASTERN CAPE 1 SEPTEMBER 2015 PRESENTED BY GG MABULU Portfolio Committee Presentation

1

PROVINCIAL MANAGER: EASTERN CAPE

1 SEPTEMBER 2015

PRESENTED BY

GG MABULU

Portfolio Committee Presentation

Table of ContentsCONTENT SLIDE NO.

Introduction and Background•Foot Print Expansion

5

6 - 16

SERVICES 18 - 26

Civic Services

Birth registration

Smart ID Card

Immigration Services

Employers charged

Transgressors charged

Direct Deportations

Transfers to Lindela

Ports of Entry

Asylum Seeker Management

18-19

20 - 26

Table of Contents ContinueCONTENT SLIDE NO.

Finance and Support:•Capacity Information•Provincial Fleet•Budget•Revenue Management•Assets Register

28 - 44

PROJECTS

•Late Registration of Birth – High Impact Outreach Campaign

•Birth Registration and Smart ID Card

46 - 47

FUTURE STATE OF HOME AFFAIRS IN EASTERN CAPE 49 - 50

Achievement

Challenges

51

53 - 54

PROVINCIAL OVERVIEW & FOOTPRINT

INTRODUCTION & BACKGROUNDNTRODUCTION & BACKGROUND The Eastern Cape Province:

• is the second largest Province in the RSA in terms of surface area, covering 168 966 km² of land, is ranked third in RSA in terms of population which stands at 6 562 053.

• is vast, rural, has farming and mountainous areas, administrative areas, traditional authorities. Has amalgamated former homelands, Transkei and Ciskei with Republic of South Africa and this led to the previously high number of citizens without enabling documents, especially from the homelands, thus increasing the demand for Citizen Registration.

• has two(2) Metropolitan Municipalities (Metros), six(6) District Municipalities (DMs) and thirty seven (37) Local Municipalities (LMs), of which, Metros are economic hubs - concentration of multinational companies i.e. VWSA, Mercedes Benz, IDZs, etc.

• has a footprint of hundred and forty (140) service delivery points, which comprise sixty one (61) offices, seventeen (17) mobile offices, fifty four (54) connected health facilities for birth registrations, seven (7) ports of entry and one(1) Refugee Annex Office.

• has twenty two (22) Smart ID Card offices – two (2): Buffalo City Metro, three (3): Nelson Mandela Bay Metro, three (3): Amathole District, five (5): O R Tambo District, three(3): Alfred Nzo District, two (2): Chris Hani District, one (1) Joe Gqabi and three (3): Sarah Baartman District.

To improve service delivery, the Province has well established fora at Provincial, Metro, District and Local Municipality levels, as well as Cadreship and Youth Forum which are actively involved in ensuring entrenchment of professionalism, development and maintenance of appropriate leadership within the province.

Eastern Cape ProvincePOPULATION: 6 562 052

African: 86.3%

White: 4.7%

Coloureds: 8.3 %

Indian or Asian: 0.4%

MAIN LANGUAGES: 4

isiXhosa: 78.8%

Afrikaans: 10.6%

English: 5.6%

Sotho: 2.5%

Other: 2,5% DISTRICTSB - Buffalo City Metro – 755 200

N - Nelson Mandela Bay Metro – 1 152 115

1 – 9: Sarah Baartman DM – 450 58410 – 16: Amathole DM – 892 63717 – 24: Chris Hani DM – 795 46125 – 28: Joe Gqabi DM – 349 768

29 – 33: OR Tambo DM – 1 364 94334 – 37: Alfred Nzo DM – 801 344

Source: Statistics South Africa

http://en.wikipedia.org/wiki/File:Map_of_the_Eastern_Cape_with_districts_shaded_and_municipalities_numbered_(2011).svg

EC

PROVINCIAL MANAGEMENT AND DERMACATION – NEW OPERATING MODEL

Mr GG MabuluProvincial Manager

Alfred Nzo DistrictDMO

Care taker: Mr T Mnunu

Joe Gqabi DistrictDMO

Ms BB Gasa

Dr TR Johannes

Director: Finance

Chris Hani DistrictDMO

Care taker:Ms BBGasa

Amathole DistrictDMO

Mr NL Stuurman

Buffalo City MetroDMO

Care taker:Mr NL Stuurman

Sarah Baartman District

DMOMs N Lusu

Nelson MandelaBay Metro

DMO Care taker:Ms N Lusu

Offices:4 Medium2 Small 2 Mobile

6 Hospitals3 POE

Offices:

1 DMO

2 Large

3 Medium

6 Small

3 Mobile

11 Hospitals

Offices: 1 DMO1 Large

3 Medium6 Small3 Mobile

8 Hospitals

Offices:

4 Medium

8 Small

3 Mobile

7 Hospitals

Offices:

1 Provincial

1 DMO

2 Large

1 Medium

1 Small,

2 Mobile

5 Hospitals

1 POE

Offices:

3 Medium

2 Small

1 Mobile

6 Hospitals

Office:

1 DMO

1 Large

3 Medium

1RRO

1 Mobile

7 Hospitals

2 POE

O R Tambo District

DMOMr T Mnunu

Offices:

3 Medium1Small

2 Mobile4 Hospitals

1 POE

9

SUMMARY OF THE CURRENT FOOTPRINT FOR THE EASTERN CAPE PROVINCE

TYPE OF OFFICEDHA current footprint Operational Non Operational due to

accommodation challenges

Local Office Large ( former RO) 6 6 0

Local Office Medium( former DO) 24 24 0

Local Office Small (former PSP & TC) 65 26 39

Refugee Reception Centre 1 1 0

Health Facilities (HSP) 54 11 43

Ports of Entry (POE) 7 4 3

TOTAL 157 72 85

11 health facilities are fully operational, that is, printing birth certificates on the spot, while 35 are not operational due to network challenges; Accommodation challenges: 8 health facilities, 1 office and 3

ports of entry

DHA FOOTPRINTMetro Demarcation DHA Presence

Buffalo City Metro

East London, East London Harbour, King William’s Town, DMO, Provincial Office, Mdantsane, Zwelitsha; Hospitals: Life Beacon Bay, Frere, Empilweni CHC, Cecilia Makiwane, Bhisho

Nelson Mandela Bay Metro

Port Elizabeth, DMO, Refugee Reception Office, Port Elizabeth Harbour & Coega, Port Elizabeth Airport, Cleary Park, Motherwell, Uitenhage; Hospitals: Dora Nginza, Port Elizabeth Provincial, St Georges Private, Mercantile Private, Greenacres Private, Cuyler, Uitenhage Provincial

Total: 2 27•DHA is present in the two Metros, has 23 service delivery points, 3 administration offices and 3 mobile offices. Although there are 3 ports of entry, DHA does not have office accommodation. All documents are processed in the DHA office nearer to the port of entry. The Refugee Reception Office is not accepting new applicants, but is finalizing applications received prior to October 2011.

DHA FOOTPRINT

District Local Municipality DHA Presence

O R Tambo King Sabata Dalindyebo

DMO, Mthatha, Mqanduli, Qunu, Viedgesville, Hospitals: Mthatha General , St Mary’s Private, Nelson Mandela Academic, Zithulele

NyandeniLibode, Ngqeleni, Hospitals: St Barnabas, Canzibe

MhlontloTsolo, Qumbu, Hospitals: Dr Malizo Mpehle, Nessie Knight

Ngquza HillLusikisiki, Flagstaff; Hospitals: St Elizabeth, Holy Cross

Port St Johns Port St Johns; Hospital: Bambisana

TOTAL 5 23

•The Department has offices in all 5 local municipalities. Due to the vastness of the area, in order to provide services to the far flung areas, 3 mobile offices are allocated to the District.

DHA FOOTPRINT

District Local MunicipalityDHA

Presence

Alfred Nzo Umzimvubu

Mt Frere, Mt Ayliff,; Hospitals: Madzikane KaZulu Memorial, Mt Ayliff

Matatiele

Matatiele, Maluti, Qacha’s Nek, Ramatsiliso, Ongeluksnek; Taylor Bequest Hospital

Ntabankulu Ntabankulu, Sipetu Hospital

MbizanaBhizana; Hospitals: St Patricks, Greenville

TOTAL 4 15

•DHA is present in all 4 local municipality, and service delivery is extended to the far flung areas through mobile services. The District has 2 mobile

offices.

DHA FOOTPRINT

District Local Municipality DHA PresenceAmathole Mbhashe

Dutywa, Elliotdale, Willowvale, Madwaleni Hospital

MnqumaButterworth, Centane, Ngqamakhwe, Butterworth Hospital

NkonkobeAlice, Middledrift, Fort Beaufort, Victoria Hospital

Great Kei Komga Hospital

Nxuba Adelaide Hospital

Amahlathi Keiskammahoek, Stutterheim, SS Gida

Ngqushwa Peddie, Nompumelelo Hospital

TOTAL 7 19

•DHA in fully present in 5 of the 7 local municipalities. At Great Kei and Nxuba, DHA presence is through hospitals, which are not fully operational. The District has 3 mobile offices in order to

ensure services are rendered to the far flung areas.

DHA FOOTPRINT

District Local Municipality DHA PresenceSarah Baartman Camdeboo Graaff Reinet, Midlands Hospital

Makana Grahamstown, Settlers Hospital

Ndlambe Port Alfred, Port Alfred Hospital

KougaHumansdorp, Kouga Partnership Hospital

Blue Crane Somerset East

Baviaans Willowmore Hospital

Sundays River Valley Sundays Valley (Kirkwood) Hospital

TOTAL 7 11•DHA does not have fully fledged offices at Koukamma and Ikhwezi, while

providing services through hospitals at Baviaans and Sundays River Valley, which are not always fully operational. The District has 1 mobile office.

DHA FOOTPRINT

District Local Municipality DHA Presence

Chris Hani Lukhanji

DMO, Queenstown, Whittlesea; Hospitals: Queenstown Life, Frontier

Sakhisizwe Elliot, Cala, Cala Hospital

Intsika YethuCofimvaba, Tsomo, Cofimvaba Hospital

Inxuba YethembaCradock, Middleburg; Hospitals: Cradock , Wilhelm Stahl

Ngcobo Ngcobo, All Saints Hospital

Emalahleni Lady Frere, Glen Grey Hospital

Inkwanca 0

Tsolwana 0

TOTAL 8 19•DHA is present in 6 of the 8 local municipalities. Inkwanca & Tsolwana are serviced through mobile services. There are 3 mobile offices allocated to the

District.

DHA FOOTPRINT

District Local Municipality DHA PresenceJoe Gqabi Maletswai Aliwal North

Gariep Burgersdorp, Burgersdorp Hospital

ElundiniMt Fletcher; Hospitals: Taylor Bequest (Mt Fletcher), Maclear

SenquSterkspruit, Tellebridge Port of Entry, Empilisweni Hospital

TOTAL 4 9

•The District is vast, and much as DHA is present in all the 4 local municipalities in the District, the 9 service delivery points are not enough to

cater for the needs of the clients. To reach the areas without the DHA offices, 2 mobile offices are allocated to the District.

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TARGETS AS PER PROVINCIAL BUSINESS PLAN

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DHA Annual Target: 750 000 births registered within 30 calendar days of the birth event

BASELINE for Province (14/15)

ANNUAL TARGET for Province (15/16)

QUARTER 1 TARGET for Province

88334 births registered within 30 days of birth

Projected 94725 births registered within 30 calendar days of the birth event

Projected 22722 births registered within 30 calendar days of the birth event

Q1 PROGRESS:STATISTICS: 20 889 out of the projected 22 722 births were registered within 30 calendar days

ANALYSISFor the past two financial years, the Province would not achieve the Q1 target, but at end of the financial year would meet the annual target.Trends have shown that there is an increase of birth registration between quarter 2 and 4, and low registrations in the other 2 quarters.

CHALLENGES:•Serious challenges with connectivity at some health facilities , even with 3G connection

•Children born over weekends and public holidays at health facilities are not assisted due to unavailability of DHA system and services resulting in registrations after 30 days.

•Accommodation withdrawal by the Department of Health due to renovations.

19

DHA Annual Target: 2,200,000 Smart ID Card issued to citizens 16 years and above. Smart ID Cards issued (ready for collection).




185 290 applications were collected from citizens 16 years and above

Projected 261 499 Smart ID Cards issued to citizens 16 years and above

Projected 55 866 smart ID Cards issued to citizens 16 years and above

Q1 PROGRESS:STATISTICS: 52 167 out of the projected 55 866

ANALYSISDuring the previous financial year the Province was measured against the number of smart ID card applications processed. This financial year the measure is on the Smart ID cards issued. During the reporting period the Province collected 53 986 applications, and issued 52 167 Smart ID Cards.

CHALLENGES:

Systems downtimes, network challenges and intermittent power outages hinder the smooth running of Smart card services. Clients become impatient due to slowness of the system, and continuously abandon their tickets

Travelling distance to offices with Smart Card.

Payment of R140.00 for re- issues

20

Provincial Annual Target: 54 Employers charged in terms of Regulation 35 read with section 38(4)(a) of the Act




71 employers charged in Province for contravening section 49(3) of the Immigration Act (Employing undocumented foreign nationals)

54 employers charged in the Province in terms of Regulation 35 read with section 38(4)(a) of the Act

13 employers charged in the Province in terms of Regulation 35 read with section 38(4)(a) of the Act

Q1 PROGRESS:STATISTICS9 out of the projected 13

ANALYSIS

CHALLENGES:•Deployment of officials to KZN during Xenophobia attacks resulted in insufficient capacity.

•Letters of good cause investigation results in shifting of focus from normal operations

•Deployment of officials to Operations Fiela resulted in insufficient capacity to survey local businesses.

21

DHA Annual Target: 970 transgressors of departmental legislation charged in terms of section 49 of the Immigration Act in provinces




1559 transgressors of departmental legislation charged in terms of section 49 of the Immigration Act



Q1 PROGRESS:STATISTICS433 transgressors of departmental legislation charged

ANALYSISDue to deployment of Immigration Officials to Operation Fiela, the Province achieved the target set for Q1.

CHALLENGES:

22

DHA Annual Target: 100% of detected undocumented foreigners deported within 30 calendar days in provinces (direct deportations)




100% of detected undocumented foreigners deported within 30 calendar days (direct deportations)



Q1 PROGRESS:STATISTICS

100% (47/47)

ANALYSIS

CHALLENGES:

23

DHA Annual Target: 100% of detected undocumented foreigners transferred to Lindela within 20 calendar days in provinces)




85% of detected undocumented foreigners transferred to Lindela within 20 calendar days in provinces)



Q1 PROGRESS:STATISTICS

79% (54/68)

ANALYSIS

CHALLENGES:

Service Provider , the bus, did not collect

deportees as pre-arranged, as a result there was

a delay on transfer of 14 deportees within the

prescribed timeframe.

24

IMMIGRATIONS STATISTICS – (APRIL – JUNE 2015)

PORT CONTROL STATISTICS

PORT - LAND

RSA Foreigner RSA Foreigner

Qacha’s Nek Port of Entry 4, 677 19, 531 4, 720 18, 803

Tellebridge Port of Entry 6, 320 19, 144 6, 488 19, 557

TOTAL 10, 997 38, 675 11, 208 38, 360

In Ongeluksnek and Ramatsiliso there are no Immigration Officers. Both ports are manned by SAPS

25

IMMIGRATIONS STATISTICS – (APRIL – JUNE 2015)

PORT CONTROL STATISTICS

PORT - MARITIME

Arrival Departure


East London Harbour 265 2823 259 2628

Port Elizabeth Harbour 117 4842 114 4840

TOTAL 382 7, 665 373 7, 468

PORT - AIRPORT


Port Elizabeth International 9 35 6 35

TOTAL 9 35 6 35

ASYLUM SEEKER MANAGEMENT – PORT ELIZABETH REFUGEE RECEPTION CENTRE

The office is no longer taking in new applications, but processing applications received prior October 2011.

Transactions Number of cases

RSDO Interviews (subject to SCRA approval)35

Section 36 Submissions (subject to SCRA approval)

52

Intention to withdraw issued - permit holder should within 30 days make representation

88

FINANCE AND SUPPORT SERVICES

28

STAFF PROFILE

LEVEL MALE DISABILITY FEMALE DISABILITY TOTAL

14 1 0 113 2 1 3 0 5

12 4 0 3 0 7

11 0 0 2 0 2

10 22 0 12 0 34

9 2 0 3 0 5

8 43 1 62 1 105

7 43 0 45 2 88

6 127 0 312 1 439

5 11 1 15 1 26

3 12 0 40 0 52

TOTAL 267 3 497 5 764

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PROVINCIAL CAPACITY – FILLED AND VACANT FUNDED POSTS

Total Establishment Total FilledVacant Funded

840 764 67

Capacity Rate : 90.95%

30

Filling of Vacancies:

Nr of Posts

Advertisement

Closing date of advertisement

Deadline for filling

Nr of posts advertised

Nr of posts shortlisted end of June

Nr of posts interviewed end June 2015

Nr of staff assuming duty w.e.f June 2015

2 HRMC 25/15 24/03/2015 Aug-15 2 1 1 1

5 HRMC 12/15 23-Feb-15 Aug-15 5 5 5 2

1 HRMC 17/15 20-Mar-15 Jun-15 1 1 1 0

2 HRMC 18/15 16-Mar-15 Aug-15 2 2 2 08 HRMC 2/15 16-Jan-15 Jul-15 8 8 8 3

8 HRMC 25/15 31-Mar-15 Oct-15 8 8 8 117 HRMC 28/15 28-Apr-15 Sep-15 17 16 16 0

9 HRMC 44/15 22-Jun-15 Oct-15 9 0 0 03 HRMC 48/15 26-Jun-15 Dec-15 3 0 0 0

1 HRMC 49/15 26-Jun-15 Nov-15 1 0 0 0

5HRMC 6/15 6-Feb-15

Apr-15 5 5 5 1

6HRMC 75/14 12-Dec-14

Apr-15 6 5 5 1

67 67 51 51 9

31

Filling of Vacancies: Breakdown on posts as per advertisement

Advertisement Status Progress

HRMC 25/15 1 Cleaner Filled 1 Civic Service Supervisor interviewed

HRMC 12/15 1 Admin Clerk Filled1 Chief Admin Clerk Filled

2 Admin Clerk and 1 Chief Admin Clerk interviewed

HRMC 17/15 1 Assistant Director: Co-ordination interviewed

HRMC 18/15 2 Admin Clerks interviewed

HRMC 2/15 1 Admin Clerk Filled1 Civic Service Supervisor interviewed 1 Registry Clerk Filled

3 Admin Clerks and 2 Civic Service Supervisor interviewed

HRMC 25/15 1 Cleaner Filled Interviewed 1 Civic Service Supervisor,1 Chief Admin Clerk, 1 Snr Admin Officer: Fin and 3 Admin Clerks

HRMC 28/15 5 Assistant Director: IMS,5 Control Immigration Officer and 6 Immigration Officers interviewed

32

Filling of Vacancies: Breakdown od posts as per advertisement

Advertisement Status Progress

HRMC 44/15 1 Secretary, 1 Admin Clerk, 1 Control Sec Officer, 1 Cleaner, 1 Civic service Supervisor, 2 Snr Admin Officer: Fin and 2 Chief Admin Clerks Advertised

HRMC 48/15 1 Region IT Managers advertised

HRMC 49/151 Local Office Manager advertised

HRMC 6/151 Groundsman and 4 Admin Clerks advertised

HRMC 75/141 Snr Admin Officer: Finance 5 Admin Clerks interviewed

33

PERFORMANCE MANAGEMENT DEVELOPMENT SYSTEM

DESCRIPTION PERFORMANCE AGREEMENT PERCENTATAGE%

PMDS Conducted (2013/14) 807 100%

PMDS Conducted (2014/15) 794 99.9%

PMDS 1st quarter (2015/2016) 738 97.4%

34

SUMMARY OF BUDGET 2015/2016

Classification Voted

R’ 000

Expenditure on BAS as at 30 June 2015

R’ 000

Commitments pending

R’000

% Spend as at end June 2015

Projected expenditure

R’ 000

Comp of Employees 205 206 50 780 - 24.75 154 426

Goods & services 24 547 4 307 1 723 24.60 6 030

Households 117 1 226 - 1048.02 1 530

Machinery & Equipment

60 15 11 42.52 34

Total 229 930 56 328 1 734 25.25 162 020

35

PAYMENT OF INVOICES WITHIN 30 DAYS

PAYMENTPERCENTAGE

2014/15PERCENTAGE

2015/16

Within 30days 98.74% 99.37%

36

REVENUE COLLECTION PER MUNICIPALITY

MUNICIPALITY REVENUE AMOUNT

Alfred Nzo & OR Tambo Districts 1,974,535

Buffalo City Metro & Amathole District 2,925,465

Nelson Mandela Bay Metro & Sarah Baartman District 4,055,537

Chris Hani & Joe Gqabi Districts 1,288,195

TOTAL10,243,732

37

FLEET MANAGEMENT

KEY AREA NUMBER PERCENTATAGE

Vehicles

Number of Departmental vehicles 89 52%

Number of G-Fleet vehicles 83 48%

TOTAL NUMBER OF VEHICLES 172 100%

Number of Functional vehicles 172 100%

Number of vehicles in repairs 00 0%

Number of vehicles involved in accidents 00 0%

Mobile offices

Number of mobile offices 17 100%

Number of operational mobile 09 53%

Number of non-operational 08 47%

38

Asset management & SCM Functions:

Nr of Assets on Province FAR

Additional assets not on register

Leased assets

F/ L Assets

Not verified Audit information

13 49113 491 - 68 - 281 -

AG asset audit concluded at:

Outcomes:

39

Monthly asset verification is done manually per office

Checklists are completed monthly

Room Inventories are updated accordingly

If new assets are received, audit sheets are completed and forwarded to Head Office

Maintenance of Asset Registers

40

EMPLOYEE RELATIONS CASES

Narration:Turn around time for a grievance to be resolved is 30 working days by the employer, but sometimes 30 days

lapses due to the employer waiting for evidence from the employee and the complexity of the grievanceTurn around time to hold a disciplinary hearing depends on when the employer becomes aware of the omission and it again depends on the collection of evidence by the employer, availability of witnesses, Chairperson and

Head Office authority to sign charge sheets but normally the period should not exceed 60 days.** 26 Suspensions in 2015/16 are due to the non-adherence of the new working hours. King William’s Town

LOL has 7 cases; East London LOL has 13 cases and Port Elizabeth LOL has 6 cases .

KEY AREAS 2013/14 2014/15 2015/16

Grievance (e.g. PMDS, overtime, LWP, IOD, working conditions, S&T, interviews, unfair labour practice, promotions, working hours) 21 19 5

Labour relations investigations 6 6 2 Disciplinary hearings 16 15 29 Dismissals 6 6 0 Precautionary suspensions 9 4 26Misconducts 16 32 2Suspension without pay 0 2 0

41

COUNTER CORRUPTION AND SECURITY SERVICES

KEY AREA NUMBER OF CASES

Cases brought forward from financial year 2014/2015

30

Number of cases received (April – June 2015)

25

Cases finalised & Reports sent to Head Office: Counter Corruption: Investigations

42

TOTAL CASES ON HAND: 13

42

STAFF ENGAGEMENTS

MANAGEMENT INTERACTION WITH STAFF

The Province interact with staff through the following:

Provincial Management meetings (SMS, Provincial Support & Office Managers) – MonthlyBroad Management meeting quarterlyDistrict Management Meeting (Local Office Managers & Support) – Monthly

43

STAFF DEVELOPMENT

MONTH

TRAINING CONDUCTED OCCUPATIONAL LEVELS

NUMBER OF STAFF TRAINED

20-24 April 2015 DHA Induction 6 1

06-20 April 2015

Diamond Release

6-12

53 in 6 offices in the Buffalo City Metro and Amathole District

TOTAL54

44

EMPLOYEE WELLNESS (UNFUNDED MANDATE)

DATENUMBER OF EMPLOYEES PARTICIPATED KEY AREA ACTIVITIES

14 April 2015 25Quality of work life HIV & Aids awareness

5 May 2015 14Quality of work life HIV & Aids, STI’s awareness

14 May 2015 30Quality of work life ICAS Presentation in Mthatha

27 May 2015 118Quality of work life

Candle Light services in 5 offices

9 June 2015 31Quality of work life

ICAS Presentation in King William’s Town

9 June 2015 31Quality of work life SANBS blood drive

PROJECTS

46

•

One (1) Outreach campaign conducted in Province

To ensure that Late Registration of Births is eradicated by the end of December 2015,

the Province has identified 211 Late Registration of Birth Hotspots.

Fourteen (14) Mobile offices, from within the Province and the neighbouring Provinces

(Free State and KwaZulu Natal), will be deployed to cover the areas within a period of one

(1) month. The deployment for Eastern Cape will be from 11 to 28 August 2015.

In preparation for the massive outreach, the Province has conducted six (6) mini

outreaches, covering the Nelson Mandela Bay Metro and the following District

Municipalities: OR Tambo, Alfred Nzo, Chris Hani, Joe Gqabi and Sarah Baartman.

47

•

Birth Registration within 30 days and Smart ID Card Projects

The Province has identified challenges which affects its performance in both target, and has appointed two District Managers Operations (DMOs) to be the champions of both Projects. Strategies have been developed.

Birth registrations: focus is on enhancement of birth registrations at health facilities. The Strategy is looking at optimal utilisation of health facilities, thus the teams’ main objective is to ensure that health facilities with high birth rate are adequately resourced in order that children are registered before the mothers are discharged; put monitoring measures to catch up/follow up on mothers who leave the health facilities without registering the child, either because of cultural beliefs or the mother did not bring the Identity Document when visiting the maternal clinics or hospitals.

Smart ID Card: . focus all the attention and the capacity towards achieving the projected smart card target; to identify all the possible pitfalls which will hinder the achievement of the targets; and to put measures to mitigate identified risks.

FUTURE STATE OF EASTERN CAPE HOME

AFFAIRS

49

A VISION OF THE END STATE OF EASTERN CAPE

Categorization of offices to be able to respond to the needs of the clients.

o Offices to be categorized per the population and geographic spread.

o To merge offices close to each other to focus services correctly.

o Offices servicing the same clientele to be staffed equally.

Optimised and focused mobile services to address the extent of indigence of our province.

o Mobile services to be refocused appropriately to the far flung areas.

o Special focus on areas with high rate of unemployment by dedicating mobile teams.

o Stakeholder forums to drive mobile teams deployment.

50

•

A VISION OF THE END STATE OF EASTERN CAPE

Conducive Infrastructure.

o Office accommodation compliant with Occupational Health and Safety Act.

o Office accommodation conducive to the geographic dynamics of each area.

o Office accommodation which supports professionalism of the staff.

o Improved network capacity

Professional staff

o Staff trained on professional skills.

o Recognition programs on professional conduct and good practice.

o Inspire staff on attributes of social activism.

A community which takes registration of birth within 30 days to heart.

o Community leaders as champions.

o Effective home affairs champions in each ward.

Issue Achievements What has improved

Stakeholder engagement • Mini-outreaches conducted:

4 = OR Tambo & Alfred Nzo 1 = Nelson Mandela Bay Metro

& Sarah Baartman 1 = Chris Hani & Joe Gqabi

• Generally speaking, good working relations with the Stakeholders Forum, albeit maintenance of the same in some areas is still required.

Overall, the relationship between DHA and the community has improved

Establishment of Youth • Launched Youth Forum

• Enhanced coordination of activities• Improved balance between activities

and service delivery requirements

Service delivery improvement

The Province has developed an Action Plan which guides the mobile visits to the identified areas

• Service delivery improvement as clients in need of Home Affairs services are, through profiling, identified

Achievements

Issue ChallengesWhat needs to be been done

Non achievement of ID Smart card targets

• Constant downtimes (internally and at SITA) result in clients losing interest in coming back despite efforts by Offices and their stakeholders to encourage clients to apply for smart ID cards.

• Engagement with SITA and SARS

Unstable Hospital network infrastructure

• Birth Registration is missed as on the spot registration is not happening

• Roll out ADSL• High level interaction

with DoH, to improve network infrastructure in hospitals

Out-dated IT Equipment

• Aged, aging and insufficient IT equipment at front offices

• Insufficient finger print verification and scanner

• Budget for IS equipment be made available.

• Province to buy its own equipment, however unbudgeted mandates limit us from doing so.

Challenges


Fleet• Aged, aging and insufficient motor vehicles:

high mileage

• Property Management must invest more in buying and replacement of vehicles

Office Accommodation

• 95% of offices in the Province are located in unsuitable space which makes it almost impossible to introduce initiatives to improve the front office.

• The Department of Public Works in the Province is non-commital in helping the Province resolve its challenges for office space. Turnaround times are too long.

• The Province has engaged Municipalities and South African Post Office (SAPO) to provide us with accommodation

• High level engagement with Minister of Public Works to initiate a special project to deal with the Eastern Cape Office accommodation backlog

Challenges


Budgetary Constraints

• Limited budget leads to frustrated departmental objectives, e.g. Immigration Officers cannot realise their priorities due to limited overtime budget

Allocation of budget should be proportionate to the footprint and capacity

Immigration matters

• Insufficient capacity• Distinct facilities for arrest & detention• Tools of trade i.e. pocket book, uniform, hand-

cuffs, • Detention and litigation

Hoping that the current listing of all police station will resolve the impasse

Outsourced Permitting Services

• Service was outsourced to Visa Facility Services (VFS) – issuance of permits at Office of Provincial Manager, yet no access to permitting system

Provincial Manager only must have track and trace facility

Challenges

Thank you

Siyabonga

Documents

1 PROVINCIAL MANAGER: EASTERN CAPE 1 SEPTEMBER 2015 PRESENTED BY GG MABULU Portfolio Committee Presentation