Department of Public Service
and Administration
Presentation to the
Portfolio Committee
October 2009
Outline of presentation
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Vision and Mission
Strategic Objectives
Overview of DPSA Programmes
Strategic Outputs for 2009/2012
Programme performance 2008/9
HR Performance and indicators
Budget allocation and financial performance
Concluding remarks
2
Vision and Mission
Vision: Global Leader in Public Service Excellence
Mission:
1) Supporting the Minister in leading public service
transformation
2) Providing professional advice and support to
ensure public service excellence
3) Promoting good governance nationally, on the
African continent and globally
3
Strategic Objectives
• Developing and strengthening the capacity of the state
through efficient, effective and sustainable systems;
• Strengthening the public sector through institutional
reform;
• Promoting good governance in the public sector and
building an effective and caring government;
• Developing the human resource capacity of the public
sector; and
• Pursuing strategic international partnerships to
consolidate South Africa’s regional and international
public administration agenda
4
DPSA Programmes
1. Administration
2. Human Resource Management and
Development (HRM&D)
3. Management of Compensation (MOC)
4. Information and Technology Management (I&TM)
5. Service Delivery Improvement (SDI)
6. Governance
5
Strategic outputs
2009/12
Programme 1: Administration
• Leading the Governance and Administration (G&A)
Cluster
• Effective Finance, Information Technology Management
within the department and Security
• Human Capital Management
• HR Admin, OD and PM, Employee & LR, EHW & OHS
• Consistent Application of Performance Management System
• Internal Auditing
• Risk Management, controls and governance processes
7
Programme 2 – HRM&D (1)
• Human Resource Development & HR Planning
• Development and implementation of a human resource development
strategic framework for the public service
• Development and implementation of integrated systems, processes,
prescripts and guidelines to improve human resource planning
• Implementation of learnership, internship and skills development
programmes that target public service and unemployed graduates and
unemployed youth
• Development of HR Planning Strategic Framework
• Improvement of compliance and quality of HR Plans
• Implementation of the skills database
• Recruitment and retention of scarce skills
8
Programme 2 – HRM&D (2)
• Employment Practice and Career Management,
and Senior Management Service
• Development of transversal policies, prescripts and interventions
in the various areas of SMS and middle management service
• Strategic positioning and delivery model of the human resources
function within the public service
• Leadership and management development for senior and middle
management
• Implementation of the performance management development
system
• Implementation of an effective competency assessment
framework
9
Programme 2 – HRM&D (3)
• Employee Health and Wellness, and Diversity
Management
• Development and implementation of policies and
implementation guides, and monitoring and evaluation tools
aimed at promoting employee health and wellness
• Implementation of capacity development aimed at high level
responsiveness to the prevention and management of HIV and
AIDS and other diseases to ensure occupational safety and
health of public servants and the citizens they serve
• Implementation of employment equity initiatives focusing on
implementation of specific focus on women and people with
disabilities
• Ensuring transformation through diversity management
interventions in the workplace
10
Programme 3 – MOC (1)
• Remuneration and Macro-Benefits
• Development, implementation and maintenance of
policies, practices and systems on remuneration and
macro-benefits across the public service
• Establishment of suitable remuneration policies and
practices in the public service and facilitating the link
between remuneration policies and appropriate
performance and career development practices in the
public service
• Introduction of equitable and competitive salary
structures for all categories of employees
11
Programme 3 – MOC (2)
• General Benefits
• Development, implementation and maintenance of policies,
practices and systems on general benefits across the public
service
• Enhancement of the overall management of general benefits for
public servants in a manner that is supportive of good human
resource practices and that facilitates the effective utilization of
human capacity for service delivery
• Establishment and facilitation of access to public service human
resource management information
12
Programme 3 – MOC (3)
• Negotiations and Labour Relations
• Determination, implementation and maintenance of labour
relations policies across the public service
• Engagement with employee representatives in order to
improve labour relations across the public service
• Facilitation of stable relations between the state as employer
and labour representing public servants
• Provision of an appropriate negotiations framework
• Negotiation with employee representatives on behalf of the
state as employer in the Public Service Coordinating
Bargaining Council (PSCBC) and the General Public Service
Sectoral Bargaining Council (GPSSBC)
13
Programme 3 – MOC (4)
• Integrated Financial Management, Job Evaluation
& Single Public Service
• Development, implementation and management of the HR
component of the integrated financial management system
project
• Development, implementation and maintenance of policies
and systems on job evaluation and grading
• Maintenance of an effective and efficient programme
management office for the establishment and coordination of
single public service, including change management and
communication
14
Programme 4 – I&TM (1)
• E-Government & ICT Infrastructure
• Development of policies, strategies and regulations on ICT
across the public service
• Oversight of SITA and provision of secretariat services to
GITOC
• Improvement of customer service by connecting Thusong
Service Centres to a centralised ICT infrastructure
• Development of a prototype system to support
communication and document management within Cabinet
• Improvement of e-learning within government
• Reporting on ICT expenditure in the public service
• Consolidation of a Call Centre strategy to create efficiency and
better service delivery
15
Programme 4 – I&TM (2)
• ICT Governance and Community Development &
Access
• Development of an IT architecture blueprint in government
• Conducting vulnerability assessments at SITA and in
government departments
• Strengthening the GITO Council
• Facilitation of the development and implementation of a
Government Geographic Information System (GIS)
• Development of spatial maps depicting service delivery points
and HR utilisation
• Conducting assessments on accessibility of community
access points
16
Programme 5 – SDI (1)
• Batho Pele
• Promotion of culture change in the public service and
coordination of the dissemination of lessons in order to
improve service delivery
• Implementation of Batho Pele Change Management
Engagement Programme across all sphere of
government
• Facilitation and deployment of senior managers to the
coal face of service delivery
• Facilitation of the sharing of best practices and lessons
through publications, forums and conferences
17
Programme 5 – SDI
(2)
• Service Delivery Improvement Mechanisms
• Engagement in supportive interventions and partnerships
which improve efficiency and effectiveness
• Supporting national and provincial depts to develop and
implement service delivery improvement plans
• In partnership with other govt depts implementation of the
Know Your Service Rights Campaign
• Development of toolkits to guide the development of service
delivery models and standards
18
Programme 5 – SDI
(2)
• Service Delivery Facilitation
• Coordination of short-term service delivery interventions and
partnerships, including research to improve efficiency and
effectiveness
• Supporting to the War on Poverty Campaign by conducting
research on service delivery points and generation of reports
that informs decision making
• Coordination of development of framework to improve the
working environment in the public service
19
Programme 5 – SDI
(3)
• Community Development Workers
• Facilitation of the smooth coordination and implementation of
the community development workers programme
• Facilitation of the development of appropriate curricula for
the CDW programme
• Ensuring recruitment, training and deployment of trained
CDWs in various municipalities
• Facilitation of the resolution of bottlenecks in service delivery
• Promotion of public participation to deepen democracy and
good governance
20
Programme 6 – Governance (1)
• International & African Affairs
• Establishment and maintenance of bilateral and
multilateral relations on governance and public
administration by implementing global and continental
programmes & projects for improving governance and
public administration
• Implementation of global and continental programmes
and projects aimed at improving governance and public
administration
• Facilitation of information sharing and learning through
facilitation of exchange visits between DPSA and
counterpart departures from other countries
• Facilitation of implementation of Pan-African Ministers
Programme on Public Administration and Governance
21
Programme 6 – Governance (2)
• Planning, Monitoring and Evaluation
• Management of systems for planning, monitoring and
evaluating the programmes that enable the transformation of
the public sector
• Implementation the Public Management Watch
• Development and publication of the Human Resource
Utilization reports
• Conducting impact assessments of various DPSA policies
frameworks and projects
• Supporting the Presidency in the implementation of the
Government Wide Monitoring & Evaluation System (GWMES)
22
Programme 6 – Governance (3)
• Public Sector Anti-Corruption
• Establishment and implementation of strategies to fight
corruption and improve ethical conduct in the public service
• Facilitation of the development and implementation of public
sector anti-corruption policies and enhancement of the public
sector’s capacity to fight corruption
• Monitoring and evaluation of the national integrity framework,
developing indicators, managing the corruption management
information system and appraising the impact of national anticorruption programme
• Ensuring active participation in and compliance with bilateral,
multilateral, regional and international agreements
• Provision of technical support to SADC Regional Anti-corruption
Programme and the AU initiatives
23
Programme 6 – Governance (4)
• African Peer Review Mechanism
• Facilitation of and monitoring implementation of the
APRM Programme of Action
• Provision of secretariat support to the national Focal
Point and the Governing Council and its substructures
• Preparation of monitoring reports for submission to
APRM Forum of Heads of States and Government
Implementation Committee
• Sharing of information with and participate in other
APRM forums in the region and the continent
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Centre for Public Service
Innovation
• Providing the Minister with diverse forward looking advice and
research as well as partnerships that enhance public service
transformation and reform through innovation
• Creation of an enabling environment that nurtures, supports and
encourages innovation within the structures and agencies of SA
Government
• Initiation, implementation and management of self sustainable
innovation projects in partnership with civil society and other
relevant stakeholders
• Implementation of special projects that are mandated by the
Minister from time to time
25
Overview of
Programme performance
2008/09
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Overview
• During the 2008-2009 Financial Year the
Department delivered on many critical projects
and programmes.
• Where projects were not completed as planned
measures has been put in place to address
challenges.
27
Programme 2 – HRM&D (1)
• The 2015 Public Service HR Development Strategy was
approved in December 2008 and is being implemented
across all national departments
• Discussions between PALAMA and DPSA are ongoing to
develop the roll out for the Action Learning programme
and financial commitments will be finalized during the
2009/10 financial year.
• The Department is coordinating the implementation of
HR planning tools in the public service - As at 31st
March 2009, the department has received 62 final HR
plans and 37 draft HR plans.
• The developed HR planning tools were piloted in two
departments and tools were reviewed where necessary.
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Programme 2 – HRM&D (2)
• The skills database project was rolled out to 20 national
departments. Problems with the updating of Persal
information and extraction reports have caused delays in
the completion of this activity.
• The Department completed a report on assessment of
the status of skills in the public service since Resolution
7 of 2002: the report provides indication of skills,
utilisation and availability in PS
• The ABET Indaba was held in January 2009. A Draft
Implementation Guide has been developed which will
support the draft policy. The Indaba and the Guide are
some of the efforts used to institutionalize the Abet
policy & strategic framework.
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Programme 2 – HRM&D (3)
• The final draft RPL policy document was completed and
implementation has started. Funding for a pilot was
received from the European Union (EU) and a service
provider was appointed to pilot the policy document in
the departments of Education, SAPS & Social
Development. The Department continues to work with
line departments to implement the RPL.
• Meetings were held with National Treasury to establish
a PERSAL functionality for managing placement of
Interns. The development of the strategy to deal with
management of interns through PERSAL is at an
advanced stage and the National Treasury is assisting.
• The department is working with Higher Education South
Africa and participates in university career open day with
universities
30
•
Programme 2 – HRM&D (4)
• The HIV&AIDS Workplace Policy in the Public Service the M&E Tool
guide have been reviewed
• The monitoring and evaluation curriculum on HIV&AIDS was
developed and quality assured by PALAMA and the monitoring and
evaluation framework for HIV&AIDS in the Public Service has been
approved.
• A draft Health and Productivity Management Policy for the Public
Service was developed. Implementation in the Public Service is
expected to commence after approval by the Minister during the
2009/10 financial period
• Final Draft Safety, Health, Environment, Risk and Quality (SHERQ)
Policy for Public Service was completed and approved by the
Minister
31
Programme 2 – HRM&D (5)
• The final Draft Wellness Management Policy for the Public Service
was completed and approved by the Minister.
• The JobACCESS Strategic Framework was launched on the 3rd
March 2009 and a circular was distributed to national and provincial
departments advising them to effect implementation of the
JobACCESS Strategic Framework with effect from 1 April 2009. The
framework was also posted onto the dpsa website.
• A report on the Public Service Women Management Week was
finalised. Achievements on the Heads of Departments’ 8 Principle
Action Plan are mostly on equity targets and development of
policies. The representation of women in SMS has improved from
34.3 % to 34.5%. The Public Service Women’s Week was hosted
by most departments.
• Discussions on the funding of the gender focal points are still in
progress with all government departments.
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Programme 3 – MOC (1)
• A strategy to facilitate decentralisation for the PILIR was developed
and approved
• A research report on Policy and funding model on post-retirement
medical assistance was completed. The report informed
development of a position paper to engage with stakeholders like
National Treasury and GEMS on the way forward.
• Occupation Specific Dispensations (OSDs) were developed for Social
Workers; Emergency and Medical Personnel; Pharmacists, Medical
Officers/Dentists and Medical/Dental Specialists
• A research report on a policy on post retirement medical assistance
was completed
• A draft policy on a funding model for post-retirement medical
assistance has been finalised
33
Programme 3 – MOC (2)
• The SMS panel has developed a first report on the
categorisation of departments and the grading of HODs.
The report was tabled and is currently being considered
by the Governance and Administration Cabinet
Committee.
• The proposal for a revised salary structure for Deputy
Directors (DDs) and Assistant Directors (ASDs) has been
developed and will be tabled for negotiations during the
2009/10 financial year.
• A report on the review, update and refinement the
EQUATE job evaluation system and job evaluation
process in the Public Service has been completed
34
Programme 3 – MOC (3)
• Review report on revised salary structures for non-OSD
occupations and DDs and ASDs was drafted and
submitted to the mandate committee for consideration
in June 2008.
• Research report on the cost-benefit analysis for the
Remuneration policy framework for SPS has been
finalised
• The complexity of the project was under-estimated,
hence, project progress is behind initial schedule.
However, service providers have been contracted and
work is in progress. The project timelines were thus
revised, as elaborated in “HR module of the IFMS
project “.
35
Programme 4 - I&TM
• As part of e-Government the IT shared service model for
the public sector was incorporated into a new IT Plan for
government and road shows were undertaken to all nine
provinces.
• The prototype system to e-enable the identified services
is being developed and will be finalised during the
2009/10 financial year
• A draft report that reviews the SITA call centre was
compiled. In compiling the report questionnaires were
sent to all national departments and to provinces the
nine provinces.
• The new generation e-government framework was
developed
36
Programme 5 – SDI (1)
• 55 municipalities in Limpopo, Mpumalanga, and Free State were
trained on the development and implementation of service delivery
improvement plans
• Training on the Batho Pele Change Management Engagement
Programme (BPCMEP) was provided to additional municipalities,
bringing the total number of trained officials to over 1 000, spread
over 274 municipalities.
• 10 of the 33 national departments and 22 of the 106 provincial
departments had submitted their SDIPs by June 2008, and the
numbers increased marginally by the end of 2008/09 financial year
• The Know Your Service Rights booklet for the social cluster was
translated into all official languages and distributed widely
37
Programme 5 - SDI (2)
• The KYSR booklet on Justice Cluster was developed and
provisionally approved.
• DRC: The census in Kinshasa and Bas Congo has been completed
and is 80% complete in Bandudu and Maniema. The project was
launched in Kasai Orientale province.
• APSD was celebrated on the 23rd June 2008. A panel made up of
academics, Non Government Organisations (NGO’s) and public
servants robustly debated the theme “from policy to results-based
implementation”.
•
Public Service Week (PSW) was celebrated during the week of 1720 June 2008 across the public service with the Northern Cape
province serving as a national hub
38
Programme 5 - SDI (3)
• The Learning Network was convened in November 2008 and was
attended by 790 participants from the three spheres of government.
The report for the network was finalised.
• In 2008/09 just over 600 CDWs were recruited and trained on the
CDW learnership and over 3000 CDWs were deployed in
municipalities through the country.
• A detailed database of the CDWs was developed, but the mobility of
CDWs makes it difficult to keep the database updated
• The CDW national Master Plan was finalised and the process was
cascaded to the provinces. By the end of March 2009, 7 draft
provincial master plans had been developed.
39
Programme 6 – Governance(1)
• The 6th Pan-African Conference of Ministers of
Public/Civic Administration was successfully
hosted in October 2008 where a public service
continental long term strategy was adopted
• A draft departmental Donor Coordination
Strategy was developed
• The Department actively participated in
international multi-lateral anti-corruption and
bribery forums and structures such as OECD
and India-Brazil-South Africa (IBSA)
40
Programme 6 – Governance(2)
• The Minimum Anti-Corruption Capacity (MACC)
guidelines were developed and have been
captured in the Public Service Regulations to
enforce compliance
• The APRM progress report for South Africa was
presented to APRM Forum of Heads of States
• As part of providing support to DRC 250 000
copies of the Anti-corruption Code of Conduct
for public officials were delivered to DRC
41
Programme 6 – Governance(3)
• Three DRC senior government officials visited the
Department in a study tour to better understand the
functioning financial disclosure and the National AntiCorruption Hotline
• The draft M&E framework was completed
• The Department facilitated the 1st Bureau of the 6th
Pan African Conference of Ministers of Public/Civil
Service
• Support was provided on the implementation of the PanAfrican Ministers’ programme on Governance and Public
Administration
• Draft Framework for Continental Capacity Development
has been developed for the African continent
• The Department convened the Strategic Donor Forum
42
Centre for Public Service
Innovation
• Technical support provided for All Africa Innovation
Awards, including facilitating the adjudication process,
development of templates, documentation, certificates
and trophies.
• Annual Innovation conference was hosted on 27 – 28
November 2008 and attended by more than 300
delegates from the three spheres of government
• The sixth Annual CPSI Public Sector Innovation Awards
ceremony was held on 28 November 2008.
• A SADC UNPAN Portal workshop was hosted in February
2009 where SADC country representatives were trained
in the utilisation of the UNPAN portal and on the process
of submitting and uploading documents through the
CPSI
43
Human resource management
information 2008/09
Employment
• On 31 March 2009 the Department had 492 posts on its
establishment of which 385 were filled
• 24 of these posts were filled by contract workers
(additional to the establishment)
• The vacancy rate was 21.7% (107 posts)
• 99.6% of the personnel budget was spent
45
Job Evaluation
• 151 (30.7%) posts were job evaluated during
this performance period
• Of the 151 posts job evaluated 9 posts were
upgraded and 2 posts were downgraded
• Of the 151 posts job evaluated 18 people were
upgraded due to their posts being upgraded
46
Employment changes
• The turnover rate for the Department was
18.2% at 31 March 2009
• 69 people joined the Department and 20 people
left the Department
• Reasons people left are:
• Death, Resignations, Expiry of Contract, Early
retirement, Severance package, Transfers to other
Departments
47
Employment Equity
200
150
100
MALES
50
0
FEMALES
AFRICA COLOU
INDIAN
N
RED
WHITE
MALES
128
6
3
29
FEMALES
177
9
10
23
48
Black, Female and Disabled persons
at SMS level within DPSA
• As of the end of 2008/2009 Financial Year:
• Black: 77% - this is 3% short of the national
target of 80%
• Female: 39% - this is 11% short of the national
target of 50%
• Disabled: 1.56% - this is 0.44% short of the
national target = 2%
49
Performance rewards
• Performance bonuses were awarded to 171 (49.09%) of
384 employees for the performance period
• 156 (51.83%) employees were at levels 2 to 12 and 21
(25.30%) were SMS members
• 110 were female and 67 were male recipients of these
awards
• A total of R2,836 million was spent on performance
rewards
50
Foreign workers
• The Department employs two foreign
workers
• One at Senior Management level (L13)
• One in Middle Management (L12)
• Both are males with specialist skills
51
Employee Health and
Wellness
• The Department has:
• A Health and Wellness Committee in place with
representation from all Branches in the Department
• An SMS member has been designated responsibility for the
programme
• A comprehensive programme includes raising awareness,
education, activism on international and national pandemics
at individual and collective level
• Monitoring of the programme occurs with reporting to DPSA
52
Labour Relations
• During the performance year 15 people
lodged grievances
• 25 people participated in strike action
• One person was suspended in order to carry
out investigations
• 11 people were disciplined for misconduct
during this period
53
Skills Development
• During the performance period 179
employees received training
• 67 males and 112 females and one
employee with disability were
beneficiaries of development interventions
54
Audit report
2008/09
Unqualified audit
Other Matters:
• Non-compliance with applicable legislation:
• No updated, approved strategic human resource plan for
2008/09
• Key governance responsibilities:
• No finalised, approved risk assessment and fraud prevention
plan for 2008/09
55
Financial statements
2008/09
56
Appropriation for 2008/09
Description
Final Appropriation
2007/08
R’000
384,063
2008/09
R’000
420,208
Actual Expenditure
370,325
411,589
13,738
8,619
(3,6%)
(2,1%)
Variance
57
Economic classification
split
3%
31%
1%
65%
Compensation
Transfers &
subsidies
Goods &
services
Capital
assets
58
Programme Expenditure
120,000
100,000
80,000
60,000
40,000
20,000
0
Admin
HRMD
MOC
ITM
SDI
Govern
Budget
96,398
49,331
115,283
33,740
82,206
43,250
Expenditure
95,414
43,301
114,522
33,328
81,942
43,082
59
Detail on Variance 08/09
Classification
Note
Compensation
Amount
R’000
0,526
Other
8,093
PSETA R5,827mill
(Balance due to goods not
being delivered or banking
details not verified in time)
TOTAL
8,619
0.4% of compensation
allocation
60
Main cost drivers
Cost drivers
Compensation
PILIR
Transport and Subsistence
SITA services (incl Connectivity
of Thusong centres)
Advertising (Incl Know your
Service Rights campaign and
APRM)
Property lease
Total
R’000
129,111
88,899
33,499
22,917
16,769
9,892
301,087
61
Concluding Remarks
• The annual report indicates the major
achievements for the 2008/09 financial year
• The Department works hard to ensure optimal
use of resources
• Execution of projects is monitored quarterly by a
dedicated Programme Management Office
62