Department of Correctional Services 1 st quarterly report – Portfolio Committee – 01 September 2010

1. Department of Correctional Services 1st quarterly report – Portfolio Committee – 01 September 2010

2. CONTENTS • Overview • Financial Overview • Programme Performance • Service Delivery Highlights • Reasons for Major Variances • Challenges

3. OVERVIEW • Developments in government and the department • Presidency – Monitoring and Evaluation Framework • Planning Commission • Appointment of National Commissioner and CFO • These resulted in: • Crafting of reporting procedures for 2010/11 • Codification of the responsibilities for Budget Programme Managers enabling greater clarity on responsibilities for Branches and Regions • The Annual Report process has brought forward many of programme performance shortcomings

4. CONT…. • During first quarter, department engaged in various high impact activities simultaneously: • Tabling of Strategic Plan • Finalization and analysis of Operational Plans • Finalization of Annual report and submission to Auditor-General of South Africa • Refinement of elements of performance indicators completed • Preparation of presentations to NCOP Budget Vote Debate

5. FINANCIAL OVERVIEW

6. NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO DATE: 30 JUNE 2010

7. STATE OF EXPENDITURE PER PROGRAMME FOR THE YEAR TO DATE: 30 JUNE 2010

8. STATE OF EXPENDITURE PER PROGRAMME FOR THE YEAR TO DATE: 30 JUNE 2010

9. STATE OF EXPENDITURE PER PROGRAMME FOR THE YEAR TO DATE: 30 JUNE 2010

10. STATE OF EXPENDITURE PER GFS CLASSIFICATION FOR THE YEAR TO DATE: 30 JUNE 2010

11. STATE OF EXPENDITURE PER GFS CLASSIFICATION FOR THE YEAR TO DATE: 30 JUNE 2010

12. COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO DATE PER PROGRAMME: 30 JUNE 2010 • The final overall year-to-date expenditure of the Department as at 30 June 2010 was R3,071 billion (20.30%) against the revised spending plan of R3,553 billion(24.38%) resulting in R481,692 million (3.19% of allocation) [under-spending] against the spending plan. • Factors that contributed to the under-spending per programme are as follows: • The actual spending of R755,194 million (18.95%) against the revised budget spending plan of R971,800 million (24.38%) (under-spending) under the Programme Administration is mainly on Goods and Services for Staff Accommodation because invoices are received quarterly and SITA accounts as invoices were not received as anticipated. • The actual spending of R1,191,820 billion (23.18%) against the revised budget spending plan of R1,221,635 billion (23.76%) (under-spending) under the Programme Security is mainly on Compensation of Employees because of vacancy rate of 1% . • The actual spending of R323,342 million (20.42%) against the revised budget spending plan of R350,098 million (22.11%) (under-spending) under the Programme Corrections is mainly on Compensation of Employees because of delays in the reallocation of posts from Programme Security to this Programme in line with the White Paper on Corrections.

13. COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO DATE PER PROGRAMME: 30 JUNE 2010 • The actual spending of R339,811 million (22.59%) against the revised budget spending plan of R363,288 million (24.16%) (under-spending) under the Programme Care is mainly due to the low spending of funds allocated for ARV medicines and other stores items broadly as a result of the slow clearance of internal charges in line with the request and consumption of items. • The actual spending of R108,345 million (20.58%) against the revised budget spending plan of R124,180 million (23.59%) (under-spending) under the Programme Development is mainly on Compensation of Employees because of partly payment of OSD for Educators. • The actual spending of R118,612 million (20.64%) against the revised budget spending plan of R132,327 (23.03%) (under-spending) under the Programme Social Reintegration is mainly on Compensation of Employees because of delays in the reallocation of posts from Programme Security to this Programme in line with the White Paper on Corrections. • The actual spending of R234,573 (12.94%) against the revised budget spending plan of R390,061 (21.51%) (under-spending) under the Programme Facilities is mainly due to the low spending of funds allocated for capital works projects due to the low and late billing from the Department of Public Works for capital works projects completed.

14. COMMENTS ON THE NATIONAL STATE OF EXPENDITURE FOR THE YEAR TO DATE PER GFS CLASSIFICATION: 30 JUNE 2010 • The actual spending of R2,250 billion (21.47%) against the revised budget spending plan of R2,448 billion (23.35%) (under-spending) on Compensation of Employees is mainly due to the partly payments for OSD of Educationists, the expected general salary increase from April 2010 is not yet implemented pending the Government and organized labour negotiations and delays in the reallocation of posts from Programme Security to Programmes Corrections and Social Reintegration in line with the White Paper on Corrections. • The actual spending of R742,696 million (21.08%) against the revised budget spending plan of R899,904 million (25.54%) (under-spending) on Goods & Services is mainly due to Staff Accommodation because invoices are received quarterly and SITA accounts as invoices were not received as anticipated and less payment of ARV medicine(Staff Accommodation budget is R484 million and expenditure is R79 million, SITA budget is R199 million and expenditure is R1.6 million and ARV budget is R26 million and no expenditure yet). • The actual spending of R16,417 million (125.68%) against the revised budget spending plan of R1,671 million (12.79%) (over-spending) on Transfers and Subsidies is mainly due to the leave gratuity payments made to the employees as a result of the terminations of services. The overspending will be made good in line the first fund shift exercise in line with Treasury Regulation. • The actual spending of R62,101 million (5.60%) against the revised budget spending plan of R203,447 million (18.36%) (under-spending) on Payments for Capital Assets is mainly due to the low spending of funds allocated for capital works projects due to the low and late billing from the Department of Public Works for capital works projects completed.

15. STATE OF REVENUE PER DEPARTMENTAL RECEIPTS FOR THE YEAR TO DATE: 30 JUNE 2010

16. STATE OF REVENUE PER DEPARTMENTAL RECEIPTS FOR THE YEAR TO DATE: 30 JUNE 2010

17. COMMENTS ON THE REVENUE COLLECTION FOR THE YEAR TO DATE : 30 JUNE 2010 • The final overall year-to-date revenue of the Department as at 30 June 2010 was R28,321 million (1974,94%) against the revenue plan of R23,202 million(16.18%) resulting in R5,119 million (% of allocation) [over-collection ] against the revenue plan • Factors that contributed to the over-collection per departmental receipt are as follows: • The actual revenue of R9,843 million (15,43%) against the budget revenue collection plan of R8,656 million (13,57%) (over-collection) under the sales of goods and services is mainly due to higher than expected commission on insurance and garnishees • The actual revenue of R543 thousand (6,38%) against the budget revenue collection plan of R321 thousand (3,77%) (over-collection) under the sales of scrap , waste and other used current goods is mainly due to higher than expected sale of waste paper and scrap goods • The actual revenue of R4,207 million (19,1%) against the budget revenue collection plan of R3,884 million (17,63%) (over-collection) under the fines, penalties and forfeits is mainly due to higher than expected collection of court fines

18. COMMENTS ON THE REVENUE COLLECTION FOR THE YEAR TO DATE : 30 JUNE 2010 (Cont…) • The actual revenue of R22 thousand (6,95%) against the budget revenue collection plan of R149 thousand (46,86%) (under-collection) under the interest is mainly due to under estimation of interest bearing debts. The baseline will be reviewed based on 2010/11 actuals for future MTEF • The actual revenue of R301 thousand (30 100%) against the budget revenue collection plan of R0 thousand (%) (over-collection) under the sale of capital assets is mainly due to under estimation of capital goods to be sold. Mainly capital goods are sold on disposal of movable assets • The actual revenue of R13,405 million (27,49%) against the budget revenue collection plan of R10,192 million (20,9%) (over-collection) under the transaction in financial assets and liabilities is mainly due to higher than expected collection of debts and previous year’s expenditure

19. ROLL-OVERS FROM 2009/10 TO 2010/11 • The Department applied for the following roll-over of funds from 2009/10 to 2010/11 financial year: • R22,590 million for payment of PPP consultants as the department could not finalise the adjudication process for the PPP bids • R26,178 million for the OSD payment of Educators • A response has been received from National Treasury that the R22,532 million has been approved for roll-over with regard to the request for PPP consultants and will be included in the Adjustment Appropriation Bill, 2010

20. BELT-TIGHTENING AND COST CUTTING MEASURES Belt-tightening and cost-cutting measures introduced are as follows: • Strict control over travelling, subsistence and the related accommodation costs • Imposed strict control over the appointment of consultants • Imposed control over the departmental printing • Discouraging the use of hired accommodation facilities for meetings, conferences and workshops • Preventing the unnecessary costs related to the advertising, branding and marketing of the Departmental activities

21. PROGRAMME PERFORMANCE AND SERVICE DELIVERY HIGHLIGHTS

22. ADMINISTRATION • One of highlights for quarter was filling of posts of National Commissioner and Chief Financial Officer • Vacancy rate 1.6 % based on 41500 establishment • Filling of critical posts begun • Proposed organisational structure in line with functions of DCS submitted to DPSA for consultation - awaiting feedback from DPSA • Proposed structure for MATD branch forwarded to Minister for approval • Post establishment for new Kimberley Correctional Centre reviewed and placed on route for financial approval

23. ADMINISTRATION • Consultations held with regions and branches in Head Office on classification of Public Service Act (PSA) and Correctional Services Act (CSA) posts. Classifications approved and in process of being captured on PERSAL • 2 X 12 hour work shift system implemented in 187 out of 238 Correctional Centres nationally. Remaining 51 Centres implemented other shift systems i.e 3, 4 and 5 shift systems • Breakdown for each region on implemented 2 X 12 Hour Shift system: • Eastern Cape: 42 out of 45 • FreeState\Northern Cape 44 out of 47 • Gauteng 15 out of 26 • KZN 32 out of 42 • LMN 25 out of 36 • WC 29 out of 42

24. ADMINISTRATION • Cluster task team on re-offending established • Completion of partnership research on Retrospective review of offenders on HIV and AIDS treatment at Chris Hani Baragwanath Hospital • Life History Research on repeat violent offenders : Steering Committee appointed to oversee running of project • Utilization rate of HoCC monitoring tool for first quarter 2010/11 were 6493 hits. Eastern Cape – 2104; Western Cape 1932 - LMN 756 - Gauteng 721 - Northern Cape/Free State 453 and KZN - 527 hits • Roll out of ICD10 Codes fully implemented in all Correctional Centres • UNCCPCJ: finalized UNCCPCJ 12TH Congress Country report • Report submitted to JCPS Cluster Development Committee

25. ADMINISTRATION • SADC: Submission made for attendance of Inter-State Defence and Security Committee (ISDSC) meeting of July 2010 in Maputo • DCS attended interdepartmental preparatory meeting - report available • ACSA: DCS as Secretariat convened ACSA Executive Committee Teleconference in May 2010 and followed up on decisions of meeting. DCS attended ACSA Biennial Conference preparatory meeting in Ghana • Meeting held with Lesotho delegation and rules of engagement drafted • Overarching communication strategy for five years developed with extensive consultation of branches and regions • Auditing of stationery of Correctional Services started to ensure full compliance with Corporate ID manual

26. ADMINISTRATION • RDOMS: Automated Person Identity System (APIS) • Phase 1 : 17 sites completed. Krugersdorp last site which was completed in June 2010 • Remand Detainee and Offender Management System (RDOMS) Phase 4 (Basic Care) • Funds secured for training and quotation received from service provider for training on Electronic Tuberculosis Register (ETR) • Video Remand • 17 of 21 sites refurbished and ready for installation of cabling and court equipment (camera, sound and monitor). • Electronic Document and Records Management System (EDRMS) • Virtual server environment made available and Documentum installed

27. ADMINISTRATION • Corporate Performance Management System (CPMS) • Strategic planning and report-back procedures defined which enabled commencement of User Requirements Specification (URS) • Correctional Services Act Monitoring System (CSAMS) • Beta testing completed at all three testing centres • Integrated Human Resource Management System (Phetogo) - HR • New requirements and various HR components discussed with business • Integrated Legal System (ILS) (Lesedi) - Phase 4 • Draft ILS Strategy completed • Draft Business Case completed • Virtual Private Network (VPN) • Business Case 80% complete

28. ADMINISTRATION • Technology Rollout to New Sites – Western Cape • Quotations for cabling obtained and verified at Head Office by regional network controller • Telecommunications • Telephone Management System (TMS) Business Case completed - en route for approval • Communication sent to Telkom requesting suspension and eventual termination of 800 identified phone lines that are no longer active (ghost lines). Will lead to substantial cost saving for department • Information Systems Security (ISS) • Request for Quotation (RFQ) completed and sent to SITA

29. REASONS FOR MAJOR VARIANCES

30. ADMINISTRATION Reasons for major variances • Develop an Information Systems Architecture - Planned milestones for project for first quarter not met due to resignation of Chief IT Architect during previous financial year - replacement in 2nd quarter of this financial year • Develop an Open Source Software Strategy - Planned milestones for project for first quarter not met due to resignation of Chief IT Architect during the previous financial year – replacement in 2nd quarter of this financial year • Basic Infrastructure - Planned milestones for project for first quarter were to review the Business Case, Project Charter and User Requirements Specification - Main challenge facing this project - no funding and infrastructure is continuing to decay day by day

31. ADMINISTRATION Reasons for major variances • Failure to deliver basic infrastructure project will have severe impact on other projects such as RDOMS and EDRMS as it will be impossible to implement them without necessary infrastructure in place • Unstable IT Workforce - For many years IT experienced serious challenges with attraction and retention of quality permanent staff

32. SECURITY • Assaults – 916 assaults recorded in first quarter • Escapes - Target for escapes is 57 or 3.4 escapes per 10 000 inmates. Target in great danger of not being met due to mass escape of 41 inmates at Harrismith Correctional Centre • Unnatural deaths - Nine unnatural deaths recorded • Security personnel skills development framework draft report available and approved as working document • Project Plan on integrated security technology framework developed • Quarterly security risk analysis reports compiled and submitted

33. CORRECTIONS • Overcrowding at 36.8% • Engagements with UNISA formalized re utilization of interns - National Commissioner approved Memorandum of Understanding • Draft implementation plan available • Development of Behaviour Modification and other correctional programmes completed - research report available and economic crime/theft related correctional programme been developed • Draft White Paper on Remand Detention finalized and submitted to Minister for further consultation with Cabinet Committee • Provisional Branch Structure and functions available and job descriptions and job evaluation questionnaires completed • Development of remand detention risk classification tools and protocols still in process

34. CORRECTIONS Offenders who participated in Correctional Programmes • Anger Management 1382; • Substance Abuse 1846; • Programme for Sexual offenders 966; • Pre-release 2416; • New Beginnings 551; • Cross Roads 998; • Restorative Justice 696; • Life Skills 685;  Total 8865

35. CARE • During first quarter of 2010/2011, 47 262 spiritual care sessions were rendered which represents 13 087 church/ faith services, 12 007 group sessions and 22 168 individual pastoral care sessions against annual target of 185 000 sessions. Target was exceeded by 1 012 sessions • Vacant chaplains’ posts (11) not filled • National target for percentage of care programmes provided by external service providers vs. the total number of quality assured care programmes per year is 69% • 52.41% [85652 offenders vs. 163 427 offender population] participation in Care programmes. Represents an over achievement of 1.41%

36. DEVELOPMENT • Participation in skills development programmes - 19 132 • Participation in Skills Development Further Education and Training programmes as follows: • participation in National Curriculum(Vocational) - 6 159 • Engineering Studies - 2 508 • Business Studies - 2 583 • Achievements of implementation of Skills Development Master Plan: • Pretoria and Boksburg Wood Workshops obtained full accreditation status with Forestry and Industry Education and Training Authority (FIETA) • Kroonstad Steel Workshop obtained work place approval with Manufacturing, Engineering Related Sector Education and Training Authority (MERSETA)

37. DEVELOPMENT • Decline of offender participation in skills development programmes attributed to insufficient DCS funding and suspension of funding from Department of Labour • Formal Education Policy forwarded to Department of Basic Education: Policy Development Unit for consultation • DCS engaged with Department of Higher Education: Teacher Development Unit on quality assurance of DCS educator qualifications • Presidential National Commission (PNC) sponsoring training for 242 Youth Offenders and 8 officials

38. SOCIAL REINTEGRATION • Participated in working group of sub-committee of the NCCS on parole legislation and policy. Draft legislation finalized for submission to NCCS • 186 offenders have not received decision on parole consideration by HCC/ CSPB within 2 months after recommendations have been submitted by CMC to CSPB • Performance information • Offenders (CSPB cases) eligible for parole: 18138 • Offenders considered by CSPB for parole: 12837 • Offenders awarded parole by CSPB: 6619 • CSPB disagreement with CMC: 1448 • Parole review board disagreement with CSPB: 0

39. FACILITIES • Construction of upgrading of existing correctional centre project at Ceres (282 additional beds) - 54% complete and 76% complete at Brandvlei (346 additional beds) • Construction of replacement correctional centre at Vanrhynsdorp (328 additional beds) - 73% complete • Bid Specification amendment process has started in relation to the increase of bed space through Public Private Partnerships • Draft SLA for management of relations with DPW has been submitted for comments

40. CHALLENGES

41. CHALLENGES • Down management of incidents of assaults still challenge in many regions • Training required for Managers on performance information management and new processes put in place by government • Alignment of strategies and budgets • Alignment of spending plans and Operational Plans • Overcrowding, gangsterism and inoperative electronic security equipment contribute towards the increasing security infringements • Shortage of medical personnel