OFFICE OF THE PUBLIC PROTECTOR

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OFFICE OF THE PUBLIC PROTECTOR

PRESENTATION TO THE SELECT COMMITTEE ON SECURITY AND CONSTITUTIONAL AFFAIRS

29 MAY 2006

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INDEX

1. INTRODUCING THE OPP2. STRUCTURE OF THE OPP3. REVIEW OF THE 2004/05 ANNUAL REPORT4. PERFORMANCE ON STRATEGIC OBJECTIVES FOR

2005/20065. STATISTICAL OVERVIEW6. BUDGET OVERVIEW7. CHALLENGES8. NEW ORGANIGRAM9. BUDGET ALLOCATION 2006/710. STRATEGIC OBJECTIVES 2006/711. COLLABORATION WITH OTHER CHAPTER 9 INSTITUTIONS12. CONCLUSION

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INTRODUCING THE OPP

Mandate

Mission

Vision

Values

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STRUCTURE OF THE OFFICE OF THE PUBLIC PROTECTOR

National Office

Provincial offices– Gauteng Office was opened in Dec 2004

Regional offices

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BUDGET OVERVIEW – (FIVE YEAR PERIOD)

FINANCIAL YEAR 2000/01

R’000

2001/02

R’000

2002/03

R’000

2003/04

R’000

2004/05

R’000

BUDGET ALLOCATION 23,969 29,371 35,135 43,519 49,160

PERCENTAGE INCREASE 23% 20% 24% 13%

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BUDGET OVERVIEW – (FIVE YEAR PERIOD)

49160

43519

35135

29371

23969

0

10000

20000

30000

40000

50000

60000

2000/2001 2001/2002 2002/2003 2003/2004 2004/2005

BUDGETALLOCATION

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BUDGET OVERVIEW (CONT)

An amount of R3,2 million which was committed from the 2003/04 financial year was also deferred to the 2004/05 financial year. Therefore, the OPP had a revised budget of R56.1 million for the 2004/05 financial year.

Of the total budget of R56,1 million the OPP was able to spend R54, 004 million which translates to 96% overall spending.

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STRATEGIC OBJECTIVES 2004/05

OPP identified 3 Strategic objectives namely: Efficient and Effective Investigations

Outreach programme/Public Awareness

Improved Administration support

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PROGRAMME PERFORMANCE:

2004/05

1. Efficient and Effective Investigations SDI were developed and implemented

Of the 5 systemic investigations, a report on the Protected Disclosures Act has been submitted to the SA Law Commission to consider review of the Act

5 Own initiative investigations identified and ongoing

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PROGRAMME PERFORMANCE: 2004/05

1. Efficient and Effective Investigations( cont) Investigative staff were trained to improve

investigative skills

Strategy to reduce backlog developed and implemented

All processes and phases of the investigative cycle have been documented

A “Think Tank” committee has been set up to facilitate the speedy issuing of reports

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2. Outreach Programme

• 43 clinics have been established and are conducted monthly across the country

• Enhanced public awareness campaigns and workshops have resulted in a 29% increase in complaints received

• Treasury approved additional funds to set up 2 regional offices

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3. Improved Administration Support

• New performance management system was implemented

• Additional polices and procedures were implemented

• Web site developed and launched

• Key appointments were made to reduce pressure of non core functions on investigative staff

• All admin and support staff received training

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AUDITOR-GENERAL REPORT

• The AG’s report confirms that the OPP is committed to the effective and

effective utilisation of public funds

• The unauthorised expenditure for the

1999/2000 financial year has been

approved by parliament

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STATISTICAL OVERVIEW: 1 APRIL 2004 TO 31 MARCH 2005

0

5000

10000

15000

20000

25000

2002/2003 2003/2004 2004/2005

Cases Received

Cases Finalized

Cases Carriedforward

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NOTES TO CASES CARRIED FORWARD

• OPP redefined its investigation processes and put more emphasis on identifying systemic deficiencies, root cause of complaints and report writing

• Number of high profile and complex cases increased

• Staff had to be trained on redefined processes and more time was spent on attending training

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BUDGET OVERVIEW OVER MTEF PERIOD

2005/06

R’000

2006/07

R’000

2007/08

R’000

2008/09

R’000

BUDGET ALLOCATION

55,127 67,784 74,722 80,725

PERCENTAGE INCREASE

22% 10% 8%

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BUDGET ALLOCATION:2005/06

ECONOMIC CLASSIFICATION

INVESTIGATIONS & ADMIN

OUTREACH/ PUBLIC AWARENESS

TOTAL ALLOCATION

R’000 R’000 R’000

COMPENSATION OF EMPLOYEES 38,888 1,000 39,888

GOODS & SERVICES

11,639 2,000 13,639

MACHINERY EQUIPMENT

1,600 - 1,600

TOTAL 52,127 3,000 55,127

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BASELINE ALLOCATION PER PROGRAMME

PROGRAMME 2005/06 2006/07 2007/08 2008/09

Executive

Management

4,847 5,108 5,484

Investigations 52,127 38,748 41,421 44,726

Corporate

Services

21,189 24,693 27,515

Public Awareness/ Outreach

3,000 3,000 3,000 3,000

TOTAL 55,127 67,784 74,722 80,725

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73%

25%

2%

COMPENSATION OFEMPLOYEESGOODS & SERVICES

MACHINERY &EQUIPMENT

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BUDGET VS SPENDING:2005/06 (UNAUDITED)


OVERALL ACTUAL SPENDING

OUTREACH/ PUBLIC AWARENESS

TOTAL ALLOCATION

R’000 R’000 R’000

COMPENSATION OF EMPLOYEES 39,888 39,751 100%

GOODS & SERVICES

17,139 17,310 101%

MACHINERY EQUIPMENT

1,600 1,600 100%

TOTAL 58,627 58,661 100%

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STRATEGIC OBJECTIVES: 2005/06

OPP identified four strategic objectives:

Investigations and Reporting

Corporate Services

Communication

Public Awareness and Outreach

The Learning Organisation and Knowledge Management

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STRATEGIC OBJECTIVES:2005/06 Investigations and Reporting

Objective Results

To conduct investigations on receipt of complaints or on own initiative and identify systemic shortcoming and root causes of complaints

17 281 complaints received

16 440 cases finalised

Service Delivery Indicators adhered to in 80% of finalised cases

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STRATEGIC OBJECTIVES:2005/06 Investigations and Reporting

Objective Results

To identify systemic shortcoming and root causes of complaints

Following systemic investigations conducted:RDP Housing Kouga Municipality Irregularities at Refugee CentresCivil Pensions (GEPF) late paymentsUIF Delays in paymentsCompensation CommissionerWitness Protection Programme

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STRATEGIC OBJECTIVES: 2005/06(CONT) Investigations and Reporting

Objective ResultsTo establish

mechanism to

Identify own

Initiative

investigations

The following five own initiative investigations were identified and conducted: Investigation into allegations in connection with the

Head of the Johannesburg Metro Police

Investigation into allegations of impropriety relating to

the affairs of the Tshwane Metro Police

Investigation into the allegations of a failure by the

Department of Justice and Constitutional Development

to comply with a directive of the Department of Labour

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Objective ResultsTo establish

mechanism to

Identify own

Initiative

investigations

Own initiative investigations (Cont’d)

Investigation into apparent failure by

Departments of the Eastern Cape

Provincial Government to comply with Court orders

Investigation into allegations concerning the

renewal of drivers and vehicle licenses

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Objective ResultsReporting OPP has finalised the following reports:

1. Special Reports Allegation of Misappropriation of Public Funds

by the Gauteng Department of Housing Report on the so-called Oilgate Investigation Allegations of improper conduct by the municipal

council and official of the Indaka local municipality

2. 23 Formal Reports and closing reports in all finalised cases

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Objective ResultsDevelop Strategic investigative techniques

Panel appointed to review investigation techniques

Develop

Mechanism to

expedite

investigations

The emphasis was put on reducing the

number of cases under investigation

older than two years, by 70%

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Not Achieved

Objective ReasonDevelop framework to cost investigations

The ability to cost investigations, is a rather difficult exercise and that it should be done step by step. For that reason the key performance indicator for the current financial year was limited to the gathering of inputs for the development of a costing model for the office.

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STRATEGIC OBJECTIVES: 2005/06 (CONT) Corporate Services

Objective Result

Human Resource Management

Remuneration Strategy and Policy

developed in November 2005.

Consultation with Min of Finance and

tabling in parliament to be done in

2006/07

207 employees trained at total cost

of R506 021 Succesfully implemented a performance management system

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STRATEGIC OBJECTIVES: 2005/06 (CONT) Corporate Services

Objectives ResultsReview and align

internal controls Appointed Internal audit firm Sizwe Ntsaluba & and all internal controls reviewed to ensure compliance and to reduce risks.

Develop strategy to implement divisional

budgeting

Developed and currently under discussion

Develop policies,

procedures Developed and adopted by MANCOM

Implement SCM Framework Act

SCM unit established in May 2005 and is fully functional

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STRATEGIC OBJECTIVES: 2005/06 (CONT

Objective ResultDevelop Internal and

External communication strategy

Drafted and is under discussion

Develop Outreach Strategy Drafted and is under discussion

Establish additional regional offices

Two regional offices have been established at Western Cape (George) and Mpumalanga (Siyabuswa)

Conduct clinics 78 clinics are conducted and 1 634 cases have been received at clinics

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STRATEGIC OBJECTIVES: 2005/06 (CONT

Objectives ResultImplement Civil Society Advocacy Programme (CSAP)

Project steering committee

appointed(OPP, SAHRC, CGE)

Programme Focal Point Manager

commenced duties in August 2005 Provincial Programme Co-ordinator

appointed for E Cape, Limpopo and

Kwa Zulu Natal

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STRATEGIC OBJECTIVES:2005/06 (CONT) The Learning Organisation and Information Technology

Objectives Result

Establish a Knowledge Management unit for OPP

Due to financial constraints, this objective has been deferred to the next financial year

Establish and Migrate African Ombudsman Research Centre (AORC)

AORC) has been migrated to the University of Kwa Zulu Natal and is fully operational

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Objectives Result

Implementation of Case Management System

SITA was tasked to develop a Case Management System (CMS), which is an upgraded investigation database with managerial support features. The system developed could not be implemented as it is defunct due to coding errors. The OPP’s internal auditing firm Sizwe Ntsaluba Inc was appointed to audit the system and their report confirmed the above. OPP is reviewing alternatives.

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Objectives Result

Auditing of Information Systems

Done

Implementation of disaster recovery plan

Disaster recovery plan was adopted by OPP management in November 2005 and is now being implemented

Development, implementation of IT policies, standards and procedures

IT policies, standards and procedures have been developed and implemented

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STATISTICAL OVERVIEW: 1 APRIL 05 TO 31 MARCH 06

New cases received: 17 281

Cases finalised: 16 440

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CHALLENGES

• Disparities in the provisions of municipal services

• Lack of co-operation in certain municipalities

• Greater workload as a result of the outreach programme

• Distances to be travelled by investigative staff for outreach results in time out of office

• It is difficult to cost investigations due to the spontaneous nature of complaints

• Limited funds and resources to establish additional regional offices

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BUDGET ALLOCATIONS FOR 2006/07


TOTAL ALLOCATION

R’000

Compensation of employees

R49,143

Goods and services R16,840

Machinery and equipment

R1,800

TOTAL R67,784

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BUDGET ALLOCATIONS FOR 2006/07

72%

25%

3%

COMPENSATION OFEMPLOYEESGOODS & SERVICES

MACHINERY &EQUIPMENT

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OPP reviewed its five year strategic plan and identified the following four (4) strategic goals:

1. Investigations and Reporting

2. Communication Services

3. Corporate Support Services

4. Knowledge Management and Information Technology

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1. Investigations and Reporting (sub programmes To Conduct Investigations with adherence to SDIs To identify and conduct Systemic investigations To conduct own initiative investigations Development of Investigative techniques and

processes and training To reduce the turnaround time to a maximum of 2

years for finalization of ll cases To Conduct File Inspections

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1. Investigations and Reporting (sub programmes

To ensure effective, relevant reporting I n all finalized investigations

To report and monitor on implement able recommended remedial actions to organs of state

Improve on Think Tank Committee Procedures and processes

Improve on Strategic Performance reporting

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2. Communication Services (sub programmes)

Increase accessibility to OPP services Increase Public Awareness Enhance collaboration with stakeholders Improve communication and routing of

information to stakeholders (International / Local)

Improve Media Relations To develop the branding of OPP Inculcate Protocol knowledge within OPP

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3. Corporate Support Services (Sub program) Human Resources Management and Development Attraction, Maintenance and retention of high quality

staff To improve and sustain performance management

system Training and development of staff according to needs Facilitate the design utilization of an EWP and achieve

transformation, equity and diversity

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Corporate Support Services (Sub program) Finance and Supply Chain Management To develop a costing model for investigations

Improve OPP Financial Management and Reporting

Ensure Compliance of OPP with Financial prescripts

Improve Supply Chain Management function

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Corporate Support Services (Sub program) Administration Support To enable the optimum application and

utilization of resources

To promote the effective and efficient functioning of the Registry

To establish and maintain suitable office accommodation

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Corporate Support Services (Sub program) Security Management

To establish and implement processes for protection of OPP information and assets

To provide secure premises and safe working environment for staff.

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Knowledge Management

Create Knowledge Management Institution of OPP Establish and Migrate AORC Implement Exchange Programme Develop Precedent System Provide OPP Library Services

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Information and CommunicationTechnology To implement and enhance Integrated

Information management Systems.

Build and enhancing ICT infrastructure that is reliable, secured and interoperable

Improve and implement ICT best practices

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COLLABORATION WITH OTHER CHAPTER 9 INSTITUTIONS

• OPP committed to jointly conduct a civil advocacy programme with the HRC and CGE

• OPP accommodated a request by CGE to share its office in Kimberly

• The OPP is currently involved in a joint investigation with the CGE relating to Maintenance matters

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CONCLUSION

The OPP remains committed to achieve its constitutional mandate within the allocated resources

The OPP expresses it thanks to the honourable committee for its unconditional and valuable support

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CONCLUSION

THANK YOU

Documents

OFFICE OF THE PUBLIC PROTECTOR