PRESENTATION TO THE PORTFOLIO COMMITTEE ON THE STATE OF KZN PROVINCE PRESENTED BY Transforming the SIKHOSIPHI DLAMINI Department of ACTING PROVINCIAL MANAGER : KZN Home Affairs 20 MAY 2008 Caring, compassionate and responsive What is unique to the Province? Caring, compassionate and responsive 2 What is unique to the Province? KwaZulu-Natal has (according to Census 2001): The largest population in the RSA, totalling 9.426 million (21% of SA population), with GDPR of R147 billion. The second highest approved DHA establishment. The largest population with disability in the RSA, totalling 470 000 (22% of SA population). The youngest population (age group 0 44) in the RSA, totalling 7.8 million (27% of SA population) Caring, compassionate and responsive 3 What is unique to the Province? KwaZulu-Natal has: 10 District Municipalities and one Metro Council
In KZN the locality of DHA Regional Offices is aligned to only 6 of the 10 District Municipalities and 2 Regional Offices to the Ethekwini Metro. Regional Offices are not catered for in the following 4 District Municipalities: Southern KZN, DC Sisonke areas (Creighton, Himeville, Ixopo) within this DC serviced by offices under the control of RO Ugu. Northern KZN, DC Uthukela areas (Ladysmith, Estcourt) within this DC serviced by offices under control of RO Amajuba. DC Umzinyathi areas (Dundee, Pomeroy, Nqutu, Greytown) within this DC serviced by offices under the control of RO Amajuba, RO Zululand and RO Umgungundlovu. DC Umkhanyakude areas (Emanguzi, Jozini, Hlabisa, Mtubatuba) within this DC serviced by offices under control of RO Zululand and RO Uthungulu. Durban Harbour is the busiest Harbour Port in the country Caring, compassionate and responsive 4 Population per Province Free State 6% Mpum alanga 7% Northern Cape 2% Kw aZulu-Natal 21% North West 8% Western Cape 10% Lim popo 12% Gauteng 20% Eastern Cape
14% Caring, compassionate and responsive 5 District Municipalities and population in KwaZulu-Natal Northern KZN Mgungundlovu (927.852 population) Uthukela (656.986 population) Umzinyathi (480.412 population) Amajuba (468.034 population) Zululand (780.501 population) Umkhanyakude (573.337 population) Uthungulu (885.968 population) Total Population KZN North 4.773.090 Southern KZN Ugu (704.023 population) iLembe (560.389 (population) Sisonke (298.390 population) eThekwini Metro (3.090.125 population)
Total Population KZN South 4.652.927 Total Population KZN 9.426.017 Caring, compassionate and responsive 6 Disability per Province Northern Cape 2% Mpum alanga 8% Free State 8% Kw aZulu-Natal 22% Western Cape 8% Eastern Cape 16% North West 9% Lim popo 12% Gauteng 15% Caring, compassionate and responsive 7 Population in 5 year age groups: KwaZulu-Natal 1200000 1117012 1141322 1126496
1012650 1000000 905222 790824 800000 633129 585772 600000 491309 396021 400000 332888 240916 200000 215539 154802 131779 72501 50319 27517 0 0-4 5-9 10-14 15-19 20-24 25-29 30-34 35-39 40-44 45-49 50-54 55-59 60-64 65-69 70-74 75-79 80-84 85+ Age Groups Caring, compassionate and responsive 8 We have organized our team by Deputy Director:
Internal Audit (Funded, vacant post request sent to HR in June 07 to advertise) Head Immigration Services Mr A Matsaung (Acting HIS) Provincial Manager Mr M Maqula Deputy Director: Support Functions (Funded, vacant post interviews held on 31 Aug 07 awaiting appointment) Area Manager North Mr SE Ndlovu IT Managers North and South Mr C Gumede (IT South) Mr M Mochocho (IT North) Deputy Director: Provincial Co-ordination Mr MM Modiba (Acting) interviews held on 31 Aug 07 awaiting appointment) Area Manager South Mr SCL Dlamini Caring, compassionate and responsive 9 We have organized our team by Area Manager North
Mr SE Ndlovu Uthungulu Region Mr JH Riekert Amajuba Region Ms M Terblanch Zululand Region Ms N Buthelezi Umgungundlovu Region Ms A Mbatha Regional Office Uthungulu Ms I Rademan District Office Mtubatuba Ms N Dlamini Regional Office Amajuba Mr ME Mngadi Regional Office Zululand Mr JSB Ntuli (Acting) District Office Empangeni Mr SN Biyase District Office Ladysmith Mr P Kubeka District Office Vryheid Ms R Mahomed Regional Office Umgungundlovu Mr TJ Luthuli District Office Eshowe Mr NM Mntungwa Caring, compassionate and responsive
10 We have organized our team by Area Manager South Mr SCL Dlamini Ethekwini Region Mr TW Dlamini Regional Office Ethekwini Ms L Ngobeni District Office Commercial Road Mr VS Budhal (Acting) District Office Pinetown Ms L Ngcongo Ugu Region Mr TM Kotz (Acting) Regional Office Ugu Ms K Panday District Office Scottburgh Ms RE de Bruin District Office Ixopo Ms C Paulsen District Office Kokstad Ms DD Ngema Umlazi Region (Vacant) Regional Office Umlazi (Vacant) Durban Harbour Mr R Simes Durban International Airport Mr V Naidoo DO Prospecton Ms S Bodasingh Caring, compassionate and responsive
Ndwedwe Region (Vacant) Regional Office Ndwedwe (Vacant) District Office Tongaat Mr F Burger District Office KwaDukuza Mr D Moonsamy 11 Our province offers a full range of services to the population Service Offering Services Back Log Dec 2005 2006 Apr Mar 07 2007 Apr 2008 Apr Trend Comment IDS Temp IDs Issued 3538 85193
72332 Down It became a requirement for bank, school and grant purposes and As previously TICs were issued without authorization. There is a reduction in the issuing of TICs IDs Issued to clients 15897 330513 397184 Up It became a requirement for bank, school and grant purposes. IDs received from BVR 25549 331354 461350 Up It became a requirement for bank, school and grant purposes Unclaimed IDs 28771 22229 86395
Up These IDs were not claimed by the applicants at offices. Caring, compassionate and responsive 12 Our province offers a full range of services to the population Service Offering 2006 Apr Mar 07 2007 Apr 2008 Apr Trend Comment Birth certificates Issued 196675 186089 Down It is a requirement to apply for grants and schools Death Certificates Issued 87538
97605 Up Natural and unnatural causes Marriage Certificates Issued 31616 29374 Stable Services Caring, compassionate and responsive 13 Our province offers a full range of services to the population Service Offering Services 2006 Apr 2007 Mar 2007 Apr 2008 Apr Trend Comment PASSPORT APPLICATIONS Tourist 77315 97096
Up Touring and immigrating Child 16750 20372 Up Touring and immigrating 809 1108 Up Businessman travelling 0 0 6187 3972 Down Relatively easy to obtain permanent passport in short period of time Maxi Passport Old Type Emergency Travel Certificate Caring, compassionate and responsive
14 Our province offers a full range of services to the population Service Offering Services 2007 Apr 2008 Mar 2007 Apr 2008 Apr Trend Comment Up During Oct 07 and Feb 08, two more Hospitals were computerised (Ladysmith Provincial and Medi Clinic) Up During Oct 07 and Feb 08, two more Hospitals were computerised (Ladysmith Provincial and Medi Clinic) ONLINE REGISTRATIONS Births Deaths 29700
7099 36606 9450 Caring, compassionate and responsive 15 Our province offers a full range of services to the population Service Offering Services 2007 Apr Dec 2008 Jan Apr Trend Comment Up Due to increase of applications taken in monthly TEMPORARY RESIDENCE PERMITS Applications brought over from previous month 91 1082 Applications received 25559
5669 Up Increase in applications for quota work permit and work permits influenced by 2010.Increase in relative permits (accompany spouse) due to increase of marriages between SAC and foreigners Applications approved 27936 5592 Up Due to the number of applications received Caring, compassionate and responsive 16 Our province offers a full range of services to the population Service Offering Services January to April 2008 Trend Comment PORTS OF ENTRY: MOVEMENT OF PEOPLE TYPE OF PORT COMMERCIAL PORTS
NONCOMMERCIAL PORTS (SMALL) RSA 99622 35318 FOREIGNER 103199 23939 RSA 91364 27927 FOREIGNER 88738 29343 Increase January and April were holiday periods which account for the increase in SA Cit entering and leaving the country. Political unrest and natural disasters in certain African countries attribute to the high number of foreigners entering RSA and fewer leaving. Steady
Holiday periods show much activity at border posts among both foreign nationals and SA Citizens Caring, compassionate and responsive 17 We deliver services through 106 customer contact points Physical Accommodation Services 2006 2007 Trend Provincial Office 1 1 Comment Stable Provincial Managers Office was previously housed in the office of the Area Manager South and has acquired new accommodation since June 07. Area Managers Offices 2 2 Stable The Office of the Area Manager South is occupying 85 Field Street 1 June 2008. The Office of the Area Manager North has taken occupation of new accommodation with effect from June 07.
Regional Offices 6 6 Stable 2 Regional offices still to be established (Umlazi and Ndwedwe). District Offices 13 13 Stable Dundee, Estcourt, Nqutu, Melmoth, Nongoma, Pongola, Nkandla, Hluhluwe, Greytown, Chatsworth and Phoenix offices to be upgraded from Service Points to District Office status. In the process of acquiring alternate office accommodation for Estcourt, Phoenix and Chatsworth offices. Ports of Entry 6 6 Stable POEs SaniPass and Boesmansnek still to be manned by NIB. Refugee Reception Offices 1 1
Stable A full staff compliment was employed in April 2008 and office is fully operational. Caring, compassionate and responsive 18 We deliver services through 106 customer contact points Physical Accommodation Services 2006 2007 Trend Service Delivery Points 39 40 Mod. Up Thusong Centres (MPCCs) 8 10 Up Comment Additional Service Point is in Paul Pietersburg. Rendering services from Thusong Centres:
KwaMdakane and Lindela once a week. Caring, compassionate and responsive 19 We deliver services through 106 customer contact points Physical Accommodation Services Mobile units Computerised hospitals Presidential nodal points 2006 10 10 4 2007 16 12 4 Trend Comment Up 4 Trucks allocated to the Area South to serve the rural communities of Ilembe, Ethekwini, UGU and Sisonke districts. 12 Trucks allocated to Area North to serve the
rural communities of Zululand, Umkhanyakude, Umgungundlovu, Amajuba, Uthukela and Uthungulu Districts. Up Online registration of births is conducted at Mahatma Ghandi, King Edward, Prince Mshiyeni, Madadeni, War Memorial, Ngwelezane, Mosvold, Msinga, Greys, Vryheid, Edendale Hospitals. A further 33 hospitals have been identified for online registrations of births and deaths. Stable Rendering services at Nqutu, Dundee, Nongoma and Mtubatuba. Mobile visits are conducted in Presidential Nodal Points in Indanda, KwaMashu and Ntuzuma (INK) Caring, compassionate and responsive 20 We currently have 83 unfilled funded vacancies and 1097 unfunded vacant posts Staff Levels Total vacancies = 107 Total filled posts = 467 Total approved establishment = 1097 Approved Actual Level establishment (Filled) Funded Vacancies Difference (Unfunded posts) Comment
Posts to be advertised Caring, compassionate and responsive 21 We currently have 83 unfilled funded vacancies and 1097 unfunded vacant Staff Levels posts Difference Approved Actual Funded Level (Unfunded establishment (Filled) Vacancies posts) Comment 9 42 18 3 21 Posts to be advertised 7-8 361 96 19 251
Posts to be advertised 3-6 1 102 330 52 717 1-2 137 37 4 94 Caring, compassionate and responsive 22 Employment Equity Targets Employment Equity Report (Percentage of Employees per Category) Disabled employees as a percentage of total = 1% 80.3% 41 1.3% Female 7.4% 39.3 Male Target
11% African 85% 0.9 0.5 Coloured 1.5% 3.7 3.7 7.7 3.3 Indian 8.4% White 5.1% Caring, compassionate and responsive 23 OFFICE SECURITY IN KZN NUMBER OF PHYSICAL SECURITY DAY NIGHT 47 19 ALARM SYSTEM CASH IN TRANSIT COMMENTS 14
23 Caring, compassionate and responsive 4 offices, Esikhawini, Kwanganase, Ingwavuma, Hlabisa security is provided under magistrate/DOJ 24 NUMBER OF COMPUTERS IN KZN AREA NORTH 252 AREA SOUTH 220 TOTAL IN KZN 472 Caring, compassionate and responsive 25 STATUS OF VEHICLES IN KZN NUMBER OF VEHICLES 77 NUMBER OF NUMBER OF MOBILE REPLACEME TRUCK UNITS NTS VEHICLES REQUIRED (SEDANS)
16 8 NUMBER OF REPLACEME NTS VEHICLES REQUIRED (4X4) NUMBER OF ADDITIONAL VEHICLES REQUIRED (SEDANS) 6 Caring, compassionate and responsive 18 NUMBER OF ADDITIONAL VEHICLES REQUIRED (4X4) 18 26 Budget Expenditure for 2007/08 Budget Planned vs Actual (Rm) 140000000 R 124,684,000 120000000 100000000 R 89,570,000 R 82,080,000
R 79,788,116 80000000 Allocation R 61,780,362 60000000 Expenditure 40000000 20000000 R0 0 2006 2007 2008 Caring, compassionate and responsive 27 A lot has been achieved this year through a number of initiatives Accomplishments Initiative Description Impact Inspection of fleet conducted by Provincial Transport Officer Shortcomings identified, guidance given to Local Transport Officers. Overall improvement in fleet management Management of claims
for overtime and non compliance of procedures Inspections conducted by Provincial Task Team Shortcomings identified. Recommendations made on correct recording of overtime and completion of claims. Overall improvement in management of overtime claims, and adherence to procedures Monitoring of rate of expenditure after monthly reconciliations Responsibilities that are not on par with the expenditure rate are addressed and areas of concern are highlighted Whilst there is still room for improvement of responsibilities managing their budgets a training need has been identified as is in the process of being addressed through HRD with D:Budget Control Security enhanced X-Ray machine installed at Ethekwini Regional Office which steps up access control Entry and exit at the Ethekwini office is controlled which eliminates street agents Fleet Management Caring, compassionate and responsive
28 A lot has been achieved this year through a number of initiatives Accomplishments Initiative Strict monitoring of marriages between SA Citizens and Foreigners Description Monthly return implemented for all offices to report the number of Since implementation marriages marriages between SA Citizens and between SA Citizens and Foreigners Foreigners. Managers are has decreased by 60%. screening the applicants prior to conducting such marriages. Monthly returns implemented for all offices to report the number of Strict monitoring of applications lodged for late applications lodged for registration of births and the late registration of births reason/(s) for rejection of applications. Filling of vacancies Impact From Jan 08 to date the Province filled 113 posts (levels 1 13) Regional Screening Committees are in place and all applications are scrutinised and referred to Head Office for registration of births and issuing of
identity documents hence forth. Increased capacity and improved service delivery. Caring, compassionate and responsive 29 A lot has been achieved this year through a number of province-specific initiatives Accomplishments Initiative Imbizos Grade 12 ID Campaign Description Impact Ministerial imbizos and Birth certificates issued and identity partnerships with other government documents taken. DHA services were department in reaching out to taken to communities in rural areas people in rural areas Visiting of High schools to take Learners receive identity documents applications for identity documents for preparation of studying in higher for Grade 12 learners and learners education and job market. over 15 years Caring, compassionate and responsive 30 As a province, we have defined 5 strategic objectives inline with DHAs overall objectives 2007-08 Strategy
Objectives Supporting Initiatives Interact with community leaders, plan and hold outreach programmes. 98% of all applications for abridged Batho Pele - Provide a birth, marriage and death service to all clients that certificates and temporary ids to reflects and be finalized within one day at institutionalises the online offices and within a principles of Batho Pele maximum of 7 days at offices not yet online Utilize Community Development Workers (CDWs) efficiently at offices. Measures of Success Since April 2007 to date a total of 364 schools, 128 farming communities and 5 Prisons were visited. Abridged certificates are issued on the spot, but in cases where applicants cannot produce any form of identification it can take up to7 days for a temporary id to be approved by the Directorate: Identifications. A total of 151 CDWs are utilized in the Province create awareness of DHA services. Caring, compassionate and responsive 31 As a province, we have defined 5 strategic objectives inline with DHAs overall objectives 2007-08 Strategy
Objectives Supporting Initiatives Batho Pele - Provide a service to all clients that The role out of five additional reflects and Thusong Centres institutionalises the principles of Batho Pele Measures of Success The Province already has an additional two Thusong Centres that is KwaMdakane and Lindela. The Thusong Centre Highflats is presently under construction. Caring, compassionate and responsive 32 As a province, we have defined 5 strategic objectives inline with DHAs overall objectives . Objectives Supporting Initiatives Measures of Success Infrastructure - Improved customer coverage by increasing and upgrading DHA infrastructure access / delivery points. Establish 4 new offices i.e. PMs
Office, DO KwaMashu, DO Phoenix and DO Chatsworth. PMs Office took occupation of new accommodation in June 07. Area manager South to occupy new accommodation from 1 June 2008. A site was viewed in respect of DO Phoenix - D:AM busy with floor plans. Site viewed for DO Chatsworth recommendation made to PWD. Site viewed for DO KwaMashu awaiting for PWD to provide details of sites to be viewed. Infrastructure - Suitable transport acquired and utilized in relation to needs Audit to be conducted at all offices on the management of fleet Audit on the management of fleet conducted at all Regional and District offices shortcomings identified and corrective measures put in place Caring, compassionate and responsive 33 As a province, we have defined 5 strategic objectives in line with DHAs overall objectives . Objectives Supporting Initiatives Measures of Success Capacity - Enhance capacity development to deliver on mandate (ensure
DHA has people in correct places, with requisite capacity and capabilities to deliver on its mandate) To fill all funded vacant posts. All funded vacant posts has been advertised with the exception of x35 posts awaiting approval from the National Structural Committee. Todate the Province has filled x113 posts and x29 posts are in the process of being filled (various stages of recruitment process). ASGISA/JIPSA - Manage permitting in support of ASGISA/JIPSA and enhance the management of migration To prioritise and fast track business / work permit applications. All business / work permit applications finalized within 30 days. Caring, compassionate and responsive 34 As a province, we have defined 5 strategic objectives inline with DHAs overall objectives . Objectives Eradicate and combat corruption to protect the integrity of DHA Supporting Initiatives
Measures of Success The vetting of all staff 60% (345) of applications to be vetted of staff in KZN has been submitted to NIA of which feedback was received for 20% (115) of the applications. Conduct spot checks at all offices in-line with Monthly Control Checklist Monthly itineraries of Area- and Regional Managers are compiled and approved. Office visits are conducted and identified shortcomings are addressed. Caring, compassionate and responsive 35 However, many challenges remain Challenges Issue Challenge The delay in filling of funded posts What Needs to Be Done Complete decentralization of filling of vacancies on salary levels 1 8. Capacity 16 Mobile Trucks allocated to Province Approved and funded Mobile trucks Human without an approved and funded Resource Plan needs to be implemented. Human Resource Plan.
Procurement process Decentralise procurement process to Delays in receiving order numbers and Provinces (LOGIS system) and capacitate finalising of payments to suppliers. provinces in terms of personnel and skill. Caring, compassionate and responsive 36 However, many challenges remain Challenges Issue Infrastructure Challenge What Needs to Be Done The lack of suitable buildings DHA should budget and have their buildings to be constructed and process own buildings built. takes too long. Phase 1 replacement of capturing IT Directorate needs to investigate and Passport Capturing machines. Cameras are heating up and get a better supplier and Phase 2 Units are not user friendly should be commenced with. Caring, compassionate and responsive 37 However, many challenges remain
Challenges Issue Challenge What Needs to Be Done Duplication of identity numbers (queries) Queries with reference to duplication of The Directorate needs to introduce identity numbers followed-up with HO, proper systems to finalize queries but no pertinent results, as the process timeously. took long to be resolved. Finalization of applications for Permanent Residence Delays at HO in finalizing application for Task team to be formed to attend to Permanent Residence (issuing of backlog. Permanent Residence certificates) Caring, compassionate and responsive 38 THANK YOU SIYABONGA Caring, compassionate and responsive 39
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