Building a caring correctional system that truly belongs to all

1. Management Response to Portfolio Committee Report: DCS Annual Report, 2005/06 5 MARCH 2007 Cape town Building a caring correctional system that truly belongs to all

2. Effectiveness of Audit Steering Committee Action Plan on Audit Qualifications and other Compliance Matters Current State of Expenditure Formulation of targets in Strategic Plan Project Performance Management of vacancy rate Recruitment statistics per province, race & gender Vetting of officials Management of HIV/AIDS Construction of new correctional centres CONTENTS

3. Main function of ASC is to promote communication and coordination between DCS and AG Also serves as a forum to report on progress & challenges in addressing audit queries ASC comprises selected DC’s, Directors and Auditor General DCS reps selected on the basis of their appearance of their functions in Audit Qualifications Meets monthly MCC members do not serve in ASC. They serve in Audit Committee Review meetings have confirmed that the ASC is effective in achieving its objective Next task is to align work of ASC with other Compliance enforcement initiatives such as Compliance Improvement Plan and Risk Management IMPROVEMENT OF THE EFFECTIVENESS OF THE AUDIT STEERING COMMITTEE

4. Action Plan is based on AG report, Portfolio Committee queries and reports of DCS’ Inspectorate, Internal Audit and Audit Committee Approved by EMC and Audit Committee Managed by DC: Financial Management & Accounting with managers who serve in Audit Steering Committee Progress monitored through monthly reports by affected directorates Objective is to reduce and eventually eliminate recurring qualifications while acting proactively to prevent new ones Significant progress has already been made in addressing some of the qualification matters while others may take longer to resolve on the following interventions …. ACTION PLAN ON 2005/6 AUDIT QUALIFICATIONS AND EMPHASIS OF MATTER

5. Significant progress has already been made in addressing the following interventions; Disclosure on APOPS Medical Expenditure Housing loan guarantees BAS/PERSAL Interface Policy development Budget Asset Management, Receivables, Pharmacies, Leave, Fleet Management and Payroll Control will take longer to resolve ACTION PLAN ON 2005/6 AUDIT MATTERS CONT…

6. The final overall expenditure of the Department as at 31 January 2007 was at 73.18% against an ideal of 83.33% The second phase of the Seven Day Establishment appointments made during September and October 2006, have been captured on PERSAL, resulting in personnel expenditure improving. The lower than ideal expenditure on Goods and Services is due to Property Management where only April to September has been billed to the amount of R149 million) and paid in February 2007. The expenditure on Payments for Capital Assets is very low. Even though funds for the NGCC have been surrendered, there is a current backlog in billing for repairs and renovations. Facilities has taken up the matter with DPW. A preliminary indication has been given that at least R157 million will not be spent in the 2006/07 financial year. These funds will be rolled over to fund the Kimberley (NGCC) project as this project’s funding was suspended during the MTEF for the 2007/08 financial year. CURRENT STATE OF EXPENDITURE AS ON 31 JANUARY 2007

7. Departmental priority for 2007/8 Workshop with National Treasury in October 06 around setting of indicators Presentation to SMS conference by Presidency on the Government Strategic Framework in May 2006 EMC responsible for ensuring integration of local level information and realities in planning, implementation and reporting Process of ensuring & monitoring seamless alignment of ENE, Strategic Plan, Performance Agreements, Operational Plans, Quarterly Reports, Annual Report & Mid Term Reviews has started IMPROVE FORMULATION OF TARGETS & DELIVERY ON CURRENT ONES

8. Delivery on priorities will be systematically factored into operational plans & all performance reporting as from April 2007 Department has started to hold Inter-Branch & Region Strategic Planning & Mid Term Review Sessions to promote information sharing & integration Managers to be held responsible for poor / non performance and non-compliance Performance Assessment to include verification reports EMC members to start visiting Regions in March 2007 to communicate priorities & assess challenges IMPROVE FORMULATION OF TARGETS & DELIVERY ON CURRENT ONESCONT …..

9. PROJECT PERFORMANCE

10. PROJECT PERFORMANCE

11. PROJECT PERFORMANCE

12. Staff compliment of the department has grown from 33 000 in 2003 to 40100 by Dec 06 Full staff compliment of 7 day establishment will however be realised by 01 April 2008 The variance between the actual establishment and target of 7 day establishment contributes significantly to the vacancy rate Attrition rate of the department (resignations, deaths & medical boarding) averages 1500 per annum Turn around time in filling advertised posts has been reduced from longer than six months since the appointment of recruitment agencies on 01 April 2005. Department is working towards the ideal standard of three months The strategy on recruitment and retention of scarce skills has been finalized Occurrence of vacancies is closely monitored and addressed by Establishment Committee with relevant directorates at HRM and Finance It is true that many professionals are employed under the CS Act rather than the PS Act Department is considering the possibility of employing professionals under the PS Act and custodial and other staff under the CS Act. This exercise will involve a full analysis of the suite of benefits between the two options ADDRESSING VACANCY RATE

13. New recruits for 2005/06 in terms of province, race and gender

14. New recruits for 2005/06 in terms of province, race and gender

15. The Department of Correctional Services prioritized critical areas for vetting purposes. The said categories include employees at senior management level, supply chain management, Human Resources and Classified Maximum Centres, nationally. The Department has processed over 500 Security clearance forms (Z 204) to NIA for vetting. Of this number, about 290 cases have been concluded between the period 1999/ 01/ 01 and 2007/ 02/ 07. NIA is proceeding with the remaining cases of the forms which have already been submitted. The National Vetting Strategy approved by Cabinet in December 2006 approved a roll out of the SVIS to State Departments. This will alleviate the capacity challenges on the part of NIA. The DCS has been identified for the first roll out. Once the roll out has been done, the DCS will be able to conduct its own vetting with the assistance from NIA. This initiative will enable the Department to expedite vetting in line with the Department s’ strategic plan. VETTING OF OFFICIALS

16. Department embarked on An HIV/AIDS and Syphilis Prevalence Survey in 2006. Launched nationally in October 06 DCS HIV/AIDS program based on core pillars of: Prevention, Care & Support, Treatment and Respect for Human Rights The national roll out launched in October 2006. Survey completed on 05 December 2006 & preliminary report is expected at the end of February 2007 5 Sites have now been accredited: Maritzburg, Qalakabusha, Westville, Grootvlei and St Albans DCS works closely with DOH in setting standards for accreditation and referral of inmates to Hospitals MANAGEMENT OF HIV / AIDS

17. Donor funding from the United States President's Emergency Plan for AIDS Relief (PEPFAR) – one million US dollars Training of a further 125 offenders as Master trainers in HIV and AIDS Peer education Training of 250 professional nurses in the Comprehensive Management of HIV and AIDS Training of 320 professionals (Professional Nurses, Social Workers, Psychologists and Spiritual Care workers) in Voluntary Counseling and Testing (VCT) Training of 150 Professional Nurses as Master Trainers in correctionalcenter based care Appointment of 6 Management Area HIV and AIDS Coordinators on contract basis for one year The Hosting of a National Conference on HIV and AIDS in the Department of Correctional Services HIV/AIDS TRAINING

18. Kimberley On Kimberley the Conventional Procurement Model is used for the construction of this project. The successful tenderer was accepted on the 19 October 2006. The site was handed over to the contractor on the 14 November 2006 and with a construction period of 24 months the completion date will be on the 14 November 2008. Nigel and Klerksdorp Projects sites are already cleared for construction, constructing can proceed but will be based on the outcome of the Transaction Advisor’s report when DCS, NDPW and NT will make a decision. PROGRESS MADE IN CONSTRUCTION OF THE 8 CORRECTIONAL CENTRES

19. The feasibility study for Nigel and Klerksdorp will be completed in 3 months (28 February 2007) but not later than end of March 2007. PROGRESS IN CONSTRUCTION CONT…

20. Thank you Building a caring correctional system that truly belongs to all