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Introduction to Central Services Branch

Presentation to Portfolio Committee on Precautionary Suspensions in DCS. Introduction to Central Services Branch Building a caring correctional system that truly belongs to all. Presented by: CDC Corporate Services Date: 26 February 2008. To brief the Portfolio Committee on:

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Introduction to Central Services Branch

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  1. Presentation to Portfolio Committee on Precautionary Suspensions in DCS Introduction to Central Services Branch Building a caring correctional system that truly belongs to all Presented by: CDC Corporate Services Date: 26 February 2008

  2. To brief the Portfolio Committee on: Precautionary suspensions Interventions to manage suspensions Address questions raised during previous briefings Purpose of presentation

  3. 2006/7 Financial year

  4. In the 2006/07 financial year the Department reported 483 suspensions at a cost R9 794 001.85 During discussions on the Annual report, the Portfolio committee asked for a further breakdown of the suspensions and interventions to deal with the issue of suspensions BACKGROUND

  5. Total suspensions per Region for the period 1 April 2006 to 31 March 2007

  6. Cost analysis on suspensions for the past four years (2003/4 to 2006/7)

  7. The cost analysis indicates an upward trend for two years and a sharp decline in the reporting year in question, that is 2006/07 financial year The trends were influenced by a number of factors as the Department strengthened its resolve in dealing with corruption and mal-administration Cost analysis cont..

  8. SUSPENSIONS DURING THE 2007/8 FINANCIAL YEAR UP TO DECEMBER 2007

  9. SUMMARY OF TOTAL EMPLOYEE SUSPENSIONS PER REGION FOR THE PERIOD 1 APRIL TO 31 DECEMBER 2007

  10. EMPLOYEES SUSPENDED FOR LONGER THAN 3 MONTHS WITHIN THE PERIOD 1 APRIL TO 31 DECEMBER 2007

  11. Employees on suspension during December 2007

  12. GAUTENG SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS

  13. 39 employees have been suspended for periods longer than 3 months; Of these 26 have been suspended for longer than 12 months; DIU is involved in the investigation of the cases of 11 cases; 8 employees of the 26 suspended for longer than 12 months were involved in the escape case of Mathe – Code Enforcement is handling the disciplinary hearings and they are in progress; The analysis of the cases of suspensions longer than 24 months for the region is as follows: GAUTENG SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)

  14. Case 1 - 24 months Suspension relates to hostage drama – employee dismissed. Appeal delayed due to poor quality of transcription of disciplinary hearing minutes. Cases longer than 24 months -Gauteng:Zonderwater

  15. 1. Case 1 – 31 months 2. Case 2 – 25 months 3. Case 3 – 26 months Aiding prisoner to escape – DIU / Code Enforcement involved Escape of inmate – delayed due to illness of initiator and unavailability of external chair. Possession of dagga – delays due to unavailability of external chairperson. Cases longer than 24 months – Gauteng:Leeuwkop

  16. 1. Case 1 – 25 months 2. Case 2 – 25 months 3. Case 3 – 26 months 4. Case 4 – 27 months 5 Case 5 – 27 months Negligence led to escape – at Regional Office awaiting outcome of appeal As above. Involved in same case Possession of dagga – problems with transcription of minutes. Received money from inmate – problems with transcription. Furnish false statement – problems with transcription. Cases longer than 24 months – Gauteng:Pretoria

  17. 6. Case 6 – 29 months 7. Case 7 – 29 months Cases 6 and 7 are accomplices. The case relates to theft of a colleague’s credit card. The employees referred a dispute to the bargaining council before the appeal was held. GPSSBC Commissioner ruled against the DCS. The DCS took matter on review to Labour Court. Cases longer than 24 months – Gauteng:Pretoria (Cont)

  18. KWAZULU/NATAL: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS

  19. 31 employees are suspended for longer than 3 months. Of those 3 are suspended for longer than 6 months and 7 for longer than 12 months. DIU conducted investigations involving 19 employees and Code Enforcement dealt with disciplinary hearings involving 14 employees. 17 employees involved in one case – mass escape at Empangeni. Disciplinary hearings close to finalization. Once finalized the suspension rate should drop significantly in KZN. KWAZULU/NATAL: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)

  20. EASTERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS

  21. 13 employees have been suspended for periods longer than 3 months and 13 are currently being investigated internally and one of these is also being investigated by the SAPS DIU/Code Enforcement is involved in the investigation and initiating of 8 out of 13 cases outstanding longer than 3 months 3 out of the 5 cases outstanding for longer than 12 months have not yet reached the disciplinary hearing stage. EASTERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)

  22. FREE STATE & NORTHERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS

  23. There are only 2 cases outstanding in the category of employees suspended for 4-6 months – DIU is involved in the investigations; There are only two cases outstanding in the category of employees suspended for 7-12 months There are no employees suspended for more than 12 Months FREE STATE & NORTHERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)

  24. LIMPOPO/MPUMALANGA/NORTH WEST: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS

  25. There are only 2 cases outstanding in the category of employees suspended for more than12 months The disciplinary hearings of these cases are in process LIMPOPO/MPUMALANGA/NORTH WEST: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)

  26. Only new (7) suspensions in Regions; No outstanding suspensions in the Region. WESTERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS

  27. From an analysis of the information from the regions there are a multitude of reasons for prolonged suspensions ranging from: Complex investigations; Unwillingness and unavailability of witnesses to testify; Deliberate delaying tactics by alleged transgressors / appellants / representatives; Initiators and chairpersons appointed from outside the line management / management area do not show commitment to the conclusion of the disciplinary process with competent speed; Limited capacity in the DIU and Code Enforcement Reasons for prolonged suspensions

  28. For detail refer to the Excel presentations of the respective Regions. Reasons for prolonged suspensions (Cont)

  29. Training has been embarked upon to strengthen investigations and processes of disciplinary hearings Training on the Disciplinary Code and Procedure is continuing in the Regions to build capacity in partnership with SAMDI. This training includes training on the management of suspensions and the time frames of suspensions as well as the sanctions that will be imposed on managers who fail to effectively manage suspensions Since the beginning of the financial year 390 out of a targeted 500 managers (for the financial year) have undergone training. A second phase of this training is being explored for next financial year. Interventions in managing suspensions

  30. The emphasis as far as monitoring is concerned is very much on information management to keep track of suspensions. Previously lack of updated records has been part of the problem in management of suspensions A monitoring tool has been developed for RC’s and AC’s to monitor suspensions in their own areas. This monitoring tool involves the maintenance and monthly submission of Employee Relations Management Information System (ER MIS) information (which includes statistics on suspensions, time frames of suspensions per management area) to Head Office by regions. This allows for the identification of red flag areas and determination of timeous interventions Interventions in managing suspensions

  31. Head office personnel have recently started conducting monitoring visits in the Regions. These visits are aimed not only at monitoring but empowering Area Coordinators, Regional Coordinators Employee Relations (ER) and Human Resources personnel on the management of the ER MIS - both manual and electronic So far Free State / Northern Cape, Western Cape and Gauteng have been visited. The remaining regions will be visited before the end of the financial year. The question of suspensions was discussed at the Eexcutive Management Committee Meeting Interventions in managing suspensions

  32. A number of communications have been issued to the regions regarding the management of suspensions: Letter was issued in March 2006 regarding the maintenance of ER data Circular was issued in December 2006 under the signature of the previous CDC Corporate Services, Mr Petersen, regarding how to monitor suspensions and the need to review them on a weekly basis. Circular issued in December 2007 regarding the need to maintain ER data integrity on suspensions, disciplinary hearings and appeals as a means to manage suspensions Interventions in managing suspensions

  33. THANK YOU Renewing our Pledge: A National Partnership to Correct, Rehabilitate and Reintegrate Offenders for a safer and secure South Africa

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