New Template for Management Areas for 2011-2012 Risk Mitigation Report

8/6/2019 New Template for Management Areas for 2011-2012 Risk Mitigation Report

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Introduction

1. This slide should reflect whether the risk

is being successfully mitigated or not.

The reason for the successful mitigationof the risk or the reason why the risk is

not being mitigated must also be

reflected.

2. Challenges faced mitigating the risk can

also appear on this slide.


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Recommendations

Recommendations must be of the level

where Executive Management must

interact with.R

ecommendations must bevery clear, operationalisable and have not

hidden resource implications.


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RISK NO. 1: INADEQUATE CONTRACT MANAGEMENT

Number suppliers complying with Contract specifications versus Number of Contracts Awarded Number of officials benefiting from Skills Transfer versus Number of Officials Targeted

Percentage of relevant staff trained versus the Number of that should Receive Training

Number of disputes between contracting parties versus Number of Contracting Parties

Number of litigation, arbitration, conciliation and mediation processes amongst contracting parties versus

Number of Contracting Parties

Number of projects completed versus Number of Projects Awarded

Number of audit and inspection queries

Availability of contracts data

Number of cancelled/ terminated contracts versus Number of Contracts Awarded

Number of variation orders

Various Committees (Steering Committees, Project Committees etc.) reports versus Number of ContractsAwarded

Number of Contracts not paid on time vs. those paid on time

Number of contracts not renewed on time versus Number of Contracts up for Renewal

Number of new contracts awarded compared to last financial year

Utilization of the Contract


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RISK NO. 1: INADEQUATE CONTRACT MANAGEMENT

(cont)

Indicators 1st Qtr11/12

2nd Qtr11/12

3rd Qtr11/12

4th Qtr11/12

Number suppliers complying with Contract

specifications versus Number of Contracts

Awarded

Number of officials benefiting from Skills

Transfer versus Number of Officials Targeted

Percentage of relevant staff trained versus the

Number of that should Receive Training

Number of disputes between contracting

parties versus Number of Contracting Parties

Number of litigation, arbitration, conciliation

and mediation processes amongst contractingparties versus Number of Contracting Parties

Number of projects completed versus Number

of Projects Awarded

Number of audit and inspection queries

Availability of contracts data


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RISK NO. 2: INADEQUATE HR PROVISIONING IN

ORDER TO DELIVER THE CORE MANDATE OF THE

DEPARTMENT

Indicators not yet developed


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RISK 3: INEFFECTIVE FUNCTIONING OF CASE

MANAGEMENT COMMITTEES

Number of health assessments completed vs the number of offenders admitted

Number of offenders oriented/inducted vs the number of offenders admitted

Comprehensive assessment profiling completed against the number that should have been

completed

Percentage of offenders serving sentence longer than 24 months who have Correctional

Sentence Plans developed against the percentage (70% ) that should have been developed

Number of CRT`s functioning against the number of CRT`s that should be functioning

Number of offenders who completed Correctional Programs against the target of 48929( 12233

per quarter)

Number of offenders who completed the Pre-release Program against the number of offenders

who were placed /released.


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1st qtr 11/12 2nd qtr 11/12 3rd qtr 11/12 4th qtr 11/12

number of offenders

admitted

health assessment

completed

0

0.2

0.4

0.6

0.8

1

1.2

Number of Health assessments completed vs number of o ffendersadmitted


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Number of of fenders or iented /inducted Number of offenders admitted

1st qtr 11/12

2nd qtr 11/12

3rd qtr 11/12

4th qtr 11/12/

0

0.2

0.4

0.6

0.8

1

1.2

Number of Offenders oriented /inducted vs nu mber of offenders admitted


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Comprehe

ive e me

t profili

g

omplete

Comprehe

ive e me

t profili

g th t

houl

h ve ee omplete

1 t qtr 11

12

2

qtr 11

12

3rd qtr 11

12

4th qtr 11

12

00.2

0.4

0.6

0.8

1

1.2

Comp h i m t p ofil i g ompl t g i t th m th t houl h ompl t


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Pe

e

e

e

e

e !

e

e

e

e m nths wh have"

e

ti

nal SentencePlans

evel # e

Pecentage (70%)

f SentencePlans that

sh $

l

have been

evel #

e

%st qt

11/12

2n

qt

11/12

3

qt

11/12

4th qt

11/12

0

0.2

0.4

0.6

0.8

1

1.2

Percentage of offenders serving longer than 24 month who haveCorrectionalSentence Plans developed against the percentage (70%) that

shou ld have been developed


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Numbe&

'f

(

RT's Fun)

ti'

ning Numbe&

'f

(

RT's th0

t sh'ul

1

befun)

ti'

ning

1st qt 11/12

2n qt 11/12

3 qt 11/12

4th qt 11/12

0

0 2

0 4

0 6

0 8

1

1 2

Nu ber of CRT's function ing agains t the nu ber of CRT's thatshould befunction ing


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1st qtr 11/122 d qtr

11/123rd qtr 11/12 4th qtr 11/12

Sexual Programme y DCS

Sexual Programme y

Exter al Servi e Provider

estorative Justi e y DCS

Restorative Justi e y

Exter al Provider

Crossroads y DCSCrossroads y Exter al

Servi e Provider

00.20.40.60.811.2

Number of Offenders who completed Correctional Programmes

against the target of 48929 (12233 per quarter)


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Num 2 e 3 4 f 4 ffe 56

e 37

8 9 4

c 4 mple @ e6

@ 9 e

P3e-

3ele

A 7

ep3 4

g3

A

m

Num 2 e 3 4 f 4 ffe 56

e 37

8 9 4

8 e 3 epl

A

ce6

/

3ele

A 7

e6

1 q 11/12

2 q 11/12

3 q 11/12

4 q 11/12

0

0 2

0 4

0 6

0 8

1

1 2

Nu ber of offender s ho co p l ted the re-rel as rogra agains t thenu ber of o ffender s ho ere p lac d / rel as d


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RISK NO. 4: INADEQUATE IT SYSTEMS SECURITY

Developed and approvedIT Security Policy

Number of users trained in IT Security policy in relation to the total number of users.

Number of sites with effective IT security infrastructure (Firewalls & IPS/IDS) in relation to the

total number of computerized sites.

Number of resolvedIT security breaches in relation the total number of reported IT securitybreaches incidents.

Number of DCS workstations with sufficientIT security controls (i.e. Patches, updated anti-virus

system, etc.) in relation to the total number of workstations.


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RISK NO. 4: INADEQUATE IT SYSTEMS SECURITY

(cont)

Indicators 1st Qtr 11/12 2nd Qtr 11/12 3rd Qtr 11/12 4th Qtr 11/12

Developed and approvedIT Security

Policy

None that

exist

Number of users trained in IT Security

policy in relation to the total number of

users.

None so far

Number of sites with effective IT

security infrastructure (Firewalls &

IPS/IDS) in relation to the total number

of computerized sites.

10

Number of resolvedIT security

breaches in relation the total number of

reportedIT security breachesincidents.

0

Number of DCS workstations with

sufficientIT security controls (i.e.

Patches, updated anti-virus

system, etc.) in relation to the total

number of workstations.

150

Workstations

with security

controls

against 168total PCs


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RISK NO. 5: INADEQUATE BASIC IT

INFRASTRUCTURE

Number of sites with reliable WAN connectivity to a dedicated server room.

Number of server rooms meeting DCS server room standards in relation to the total number

of sites with server rooms.

Number of DCS centers with adequate network/data points in relation to the total number of

networkable computerized devices.

Number of servers down due to inadequate basicIT infrastructure in relation to the totalnumber of servers.

Number of sites without WAN connectivity in relation to the number of sites within the DCS.

Number of computers connected to the DCS network in relation to the total number of

computers.

Number of calls logged for inadequate IT infrastructure versus total number of calls. Number of sites experienced WAN down time in relation to the total number of sites with

WAN connectivity.

Number of sites with effective backup solutions in relation to the total number of

computerized sites.

IT Human Resource capacity versus IT services available considering the geographical

spread of DCS.


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INFRASTRUCTURE (Cont)


Number of sites with reliable WAN

connectivity to a dedicated server

room.

10

Number of server rooms meeting DCS

server room standards in relation to the

total number of sites with serverrooms.

7

Number of DCS centers with adequate

network/data points in relation to the

total number of networkable

computerized devices.

10

Number of servers down due toinadequate basicIT infrastructure in

relation to the total number of servers.

None

Number of sites without WAN

connectivity in relation to the

number of sites within the DCS.

None


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INFRASTRUCTURE (Cont)


Number of computers connected to the

DCS network in relation to the total

number of computers.

170

Number of calls logged for inadequate

IT infrastructure versus total number of

calls.

None

Number of sites experienced WAN

down time in relation to the total

number of sites with WAN connectivity.

5

Number of sites with effective backup

solutions in relation to the total numberof computerized sites.

None

IT Human Resource capacity versus IT

services available considering the

geographical spread of DCS.

Inadequate

IT staff

versus DCS

spread


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RISK NO. 6: LACK OF INTEGRATED PLANNING ON

INFRA-STRUCTURAL NEEDS

Annual Regional Building Advisory Committee and National Building Advisory Committee

Meetings to prioritize infrastructure projects with clear scope by the Regions.

IntegratedInfrastructure Life Cycle Plan

PRRC for the monitoring of new major infrastructure involvement to ensure integratedplanning with Regions and Head Office Branches


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RISK NO. 6: LACK OF INTEGRATED PLANNING ON

INFRA-STRUCTURAL NEEDS(Cont)


Annual Regional Building Advisory

Committee and National Building

Advisory Committee Meetings to

prioritize infrastructure projects with

clear scope by the Regions.

IntegratedInfrastructure Life CyclePlan

PRRC for the monitoring of new major

infrastructure involvement to ensure

integrated planning with Regions and

Head Office Branches


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RISK NO 7: LACK OF COMPREHENSIVE, ACCURATE

AND RELIABLE DATA FOR DECISION MAKING

Indicators not yet developed


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RISK NO. 8: INEFFECTIVE IMPLEMENTATION OF HRD

STRATEGY

No Indicator Responsible

1 Reviewed HRD Strategy aligned to Public

Service Strategic HRD Framework Vision 2015

Head Office

2 Current filled, vacant and unfunded HRD posts

(number of HRD practitioner / trainer posts filled

at CO, SCO, ASD and DD level)

Regions (to report overall

for region and per m/area)

3 Number of trainers and HRD managers trained

as Occupational, Development, Education and

Training Development Practitioners (ODETDP),

Assessors, Moderators and Skills Dev

Facilitators, Shooting Range Officers



4 Training centres accredited vs total number of

training centres



5 Shooting ranges accredited vs total number of

shooting ranges.



6 Functioning of HRD Forums, Regional and

N

ational Learning Committee Meetings held




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STRATEGY Cont

No Indicator Responsible

7 Training Statistics and Expenditure

Learnerships

Internships

Courses offered

Bursaries

Region (to report overall regional

statistics)

8 Budget Allocated and Spent Head Office and Regions

9 Learner record system developed Head Office

10 Training evaluation system

developed

Head Office


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STRATEGY Cont

Indicator 2: Current filled and vacant HR

D posts (number of HR

D practitioner/trainer posts filled atCO, SCO, ASD & DD level)

Posts 1st Qtr 11/12 2n Qtr 11/12 3rd Qtr 11/12 4th Qtr 11/12

Status Not

funded

Post Filled Vacant Filled Vacant Filled Vacant Filled Vacant

DD

ASD

SCO

CO


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STRATEGY Cont

Indicator 2: Current filled and vacant HRD posts (number of HRDpractitioner/trainer posts filled at CO, SCO, ASD & DD level)

Barb Bethal Klerks Polok Rooigr Rusten T/Ndou Witban R/Off

F V F V F V F V F V F V F V F V F V

DD

ASD

SCO

CO


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STRATEGY Cont

Indicator 3: Number of trainers and HRD managers trained as Occupational, Development,Education and Training Development Practitioners (ODETDP), Assessors, Moderators , SkillsDevelopment Facilitators and Firearm Control Officers Regions and H/Office to report

1st Qtr 11/12 2n Qtr 11/12 3rd Qtr 11/12 4th Qtr 11/12

Current Require

d

Current Require

d

Current Require

d

Current Require

d

Assessors

Moderators

OD ETDP

Skills Dev

Facilitators

Firearm

Control

Officers


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STRATEGY Cont

Indicator 4: Training centres accredited vs total number of training centres

Regions and Head Office to report

1st Qtr

11/12

2nd Qtr

11/12

3rd Qtr

11/12

4th Qtr

11/12

Number of training centres

Number of accredited

training centres


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STRATEGY Cont

Indicator 4: Training centres accredited vs total number of training centres Regions and Head Office to report

Barb Betha Klerks Polokw Rooigr Rusten T/Ndou Witban R/Off

Number of

training

centres

Number of

accredited

training

centres


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STRATEGY Cont

Indicator 5: Shooting ranges accredited vs total number of shooting ranges

Regions and Head Office to report

1st Qtr 11/12 2nd Qtr 11/12 3rd Qtr 11/12 4th Qtr 11/12

Number of shooting ranges

Number of accredited

shooting ranges


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STRATEGY Cont

Indicator 5: Shooting ranges accredited vs total number of shooting ranges Regions and Head Office to report

Barb Betha Klerks Polokw Rooigr Rusten T/Ndou Witban R/Off

Number of

shooting

ranges

Number ofaccredited

shooting

ranges


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STRATEGY Cont

Indicator 6: Functioning of HRD Forums, National and Regional Learning

Committees

Dates of meetings held

Forum 1st Qtr 11/12 2nd Qtr

11/12

3rd Qtr

11/12

4th Qtr 11/12

Regional Learning Committee

Barberton Learning Committee

Bethal Learning Committee

Klerksdorp Learning Committee

Polokwane Learning Committee

Rooigrond Learning Committee

Rustenburg Learning Committee

Thohoyandou Learning Committee

Witbank Learning Committee


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STRATEGY Cont

Indicator 7: Training statistics (Learnerships, Internships, External Training,

Number of people trained, Bursaries) Regional and Ahead Office to report

Annual

target


Learnerships

(number thatcommenced in

the quarter)

Internships (that

commenced in

the quarter)

External Training(completed in the

quarter)

Number of

people trained

(completed in the

quarter)


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STRATEGY Cont

Indicator 8: Budget Allocated and Budget Spent

Annual

target

Budget Spent


Barberton

Bethal

Klerksdorp

Polokwane

Rooigrond

Rustenburg

Thohoyandou

Witbank

Regional Office

Total forR

egion


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RISK NO. 9: INADEQUATE ASSET / FLEET

MANAGEMENT IN DCS.

Risk Mitigation Indicators:

Asset register is up to date

Assets are balancing

Assets are reconciling

Asset classification is correct Asset valuation is correct


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RISK NO. 9: INADEQUATE ASSET / FLEET

MANAGEMENT IN DCS (Cont)

Indicators Barb Bethal Klerks Polok Rooigr Rust Thoh Witb RO

Asset register is up

to date

Assets arebalancing

Assets are

reconciling

Asset classification

is correctAsset valuation is

correct


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RISK NO. 10: OVERCROWDING DUE TO REMAND

DETAINEES.

Risk Mitigation Indicators:

Indicator1: Regional distribution

Indicator 1.1: Regional distribution

Indicator 1.2: Distribution in terms of gender

Indicator 1.3: Distribution in terms of age

Indicator 1.4: Foreign National RDs

Indicator 2: ATDs with and without bail

Indicator 2.1: RDs children with and without bail

Indicator 3: RDs per period in detention

Indicator 3.1: RDs who spent more than 24 months in detention

Indicator 4: Diversion of RDs Indicator 9.1: Sec 63A application (Centres with capacity of 140% and

above)

Indicator 9.2: Sec 63(1) application

Indicator 9.3: Approved applications ito 63 applications


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RISK NO. 10: OVERCROWDING DUE TO REMAND DETAINEES.

(Cont)

Indicator1: Regional Distribution

Quarters Regional

distribution

Distribution in

terms of gender

Distribution in terms of age ForeignNational

ATDs

Males Females children Youth Adults

1st QTR11/12

2nd QTR

11/12

3rd QTR

11/12

4th QTR

11/12

Comments:


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RISK NO. 10: OVERCROWDING DUE TO REMAND

DETAINEES. (Cont)

Indicator 2: ATDs with and without bail

Risk Mitigation

IndicatorsATD children with bail ATD children without bail

1st

QTR

11/12

2nd

QTR

11/12

3rd

QTR

11/12

4th

QTR

11/12

1st

QTR

11/12

2nd

QTR

11/12

3rd

QTR

11/12

4th

QTR

11/12

LMNRegionComments:


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RISK NO. 10: OVERCROWDING DUE TO REMAND DETAINEES.

(Cont)

Indicator 3: ATDs who spent more than 24 months in detention

Risk Mitigation

Indicators

1st QTR 11/12 2nd QTR 11/12 3rd QTR 11/12 4th QTR 11/12

Females

Males

Comments:


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RISK NO. 10: OVERCROWDING DUE TO REMAND DETAINEES. (Cont)

Indicator 4: Diversion of ATDsSec 63A application

(Centres with capacity of

140% and above)

Sec 63(1)

application

Approved

applications

i.t.o 63

applications

Section 62 Section

62(f)

Section 71 Section 72

Submitted Concluded Submitted Concluded Submitted Concluded Submitted Concluded Submitted Concluded Submitted Concluded Submitted Concluded

1stQTR

11/12

2ndQTR

11/12

3rd

QTR11/12

4th QTR

11/12

Comments:


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1st tr 11/12

2 d tr 11/123rd tr 11/12

4th tr 11/12

0

0.2

0.4

0.6

0.8

1

1.2

Ind c 1: Nu be f ffende s n cus dy h exp ed p ce en d e


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1st tr 11/12

2 d tr 11/123rd tr 11/12

4th tr 11/12

0

0.2

0.4

0.6

0.8

1

1.2

IndBc

C

D

E

F2: Nu

Gbe

F

E

fE

ffendeFs

H

B

D

h expB F

ed cE

nsBde

F

C

D

B

E

n dC

D

esC

nd nE

D

cE

nsBde

Fed by

CMC


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Num erof ases

re eived

Num erof ases

fi alised

Num erof ases

outsta di g

1st qtr 11/12

2 d qtr 11/12

3rd qtr 11/12

4t qtr 11/12

0

0.2

0.4

0.6

0.8

1

1.2

Ind c 3: Nu be f ffende s efe ed by CMC CS B h u dec s n

e d n p ce en


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Num erof Offe ders

admitted

Approved to e

pla edu der

Supervisio

I ustod after 1/6

1st qtr 11/12

2 d qtr 11/12

3rd qtr 11/12

4t qtr 11/12

0

0.2

0.4

0.6

0.8

1

1.2

Ind c 4: Sec n 276 1 : Nu be f ffende s

d ed, pp ved be p ced unde supe v s n nd s

n cus dy f e 1/6 f sen ence


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Offe dersrea hed

1/4

Co sidered for

referral

Pla edu der

supervisio

1st qtr 11/12

2 d qtr 11/12

3rd qtr 11/12

4th qtr 11/12

0

0.2

0.4

0.6

0.8

1

1.2

Ind cator 5: Sect on 287(4)(b) 276A(3): Number of offenders reached of

sentence, cons dered for referra to court a quo and p aced under superv s on.


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Num erofoffe ders

admitted

Approved to e

pla edu der

Supervisio

Still i ustody

1st qtr 11/12

2 d qtr 11/12

3rd qtr 11/12

4t qtr 11/12

0

0.2

0.4

0.6

0.8

1

1.2

Ind c 6: Sec n 276 1 f / 287 4 f ne c ses: u be f ffende s

d ed, nu be f p ce en s pp ved nd nu be s n cus dy


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1st qtr 11/12

2 d qtr 11/12

3rd qtr 11/12

4th qtr 11/12

0

0.2

0.4

0.6

0.8

1

1.2

Ind c 7: Nu be Of Offende s S In Cus dy W h Exp ed ce en

D es


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Documents

New Template for Management Areas for 2011-2012 Risk Mitigation Report