1 Strategic Plan: 2011/12 – 2015/16 and Annual Performance Plan: 2012/13 Presentation to the Portfolio Committee on Home Affairs 18 April 2012

2 Vision and Mission Vision To strengthen constitutional democracy through the delivery of free and fair elections in which every voter is able to record his or her informed choice. Mission The Electoral Commission is an independent and impartial permanent body created by the Constitution to promote and strengthen constitutional democracy in South Africa through the delivery of free and fair elections at all levels of government.

3 Organisational Values To enable the Commission to serve the needs of stakeholders, including the electorate, political parties, the media and permanent and temporary staff, the organisation subscribes to the following organizational values: Following best practices –Stopping all forms of waste –Driving for results and success –Planning and working so as to maximise the use of all inputs Being sensitive to race, culture, language, religion, disability and gender issues –Taking note of diversity in experience and ability –Caring and showing respect for others

4 Organisational Values (cont.) Being ethical, honest and truthful –Communicating in an open and honest way –Carrying out our work independently and impartially –Acting with integrity and opposing corruption –Promoting the image and credibility of the Electoral Commission Improving continuously –Maximising training and development opportunities –Supporting and inspiring each other –Fostering collaboration between teams and team members –Fostering achievement of common goals

5 Legislative and other mandates In terms of Section 190 of the Constitution of the Republic of South Africa (Act 108 of 1996), the Electoral Commission must ­; –manage elections of national, provincial and municipal legislative bodies in accordance with national legislation; –ensure that those elections are free and fair; and –declare the results of those elections within a period that must be prescribed by national legislation and that is as short as reasonably possible. The duties and functions of the Electoral Commission are defined in section 5 of the Electoral Commission Act, These include; –Manage any election –Ensure that any election is free and fair –Promote conditions conducive to free and fair elections –Promote knowledge of sound and democratic electoral processes –Compile and maintain a voters' roll by means of a system of registering eligible voters by utilising data available from government sources and information furnished by voters;

6 Legislative and other mandates (cont.) –Compile and maintain a register of parties; –Establish and maintain liaison and co-operation with parties –Undertake and promote research into electoral matters; –Develop and promote the development of electoral expertise and technology in all spheres of government; –Continuously review electoral legislation and proposed electoral legislation, and to make recommendations in connection therewith; –Promote voter education; –Promote co-operation with and between persons, institutions, governments and administrations for the achievement of its objects –Declare the results of elections for national, provincial and municipal legislative bodies within seven days after such elections; –Adjudicate disputes which may arise from the organisation, administration or conducting of elections and which are of an administrative nature; and –appoint appropriate public administrations in any sphere of government to conduct elections when necessary.

7 Strategic Plan The strategic plan: (a)Drafted in terms of the Framework for Strategic Plans and Annual Performance Plans (b)Developed after a consultative process (c)Adopted by the Commission (d)Covers a period of five years (e)Includes an annual performance plan (f)Includes the strategic goals, measurable objectives, performance indicators and targets of the Commission’s programmes (g)Includes budget in respect of strategic goals (h)Will form the basis for the annual report Procedures will be established for quarterly reporting to the executive authority to facilitate effective performance monitoring, evaluation and corrective action

8 Strategic Goals 1.Promote principles of peaceful, free and fair elections 2.Improve organisational efficiency and effectiveness 3.Manage free and fair elections 4.Strengthen electoral democracy through education for public participation 5.Support the core business of the Electoral Commission

9 Strategic Goal 1: Promote principles of peaceful, free and fair elections Strategic objectives 1.1: Promote knowledge of and adherence to democratic electoral principles nationally 1.2: Position the Electoral Commission as a continuously improving organisation through on-going interaction and liaison with relevant international stakeholders

10 Performance indicators – 2012/13 targets Strategic Objective 1.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Number of meetings with relevant stakeholders Quarterly Performance indicators and targets Quarterly targets for 2013

11 Performance indicators – 2012/13 targets Strategic Objective 1.2 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Number of interactions with relevant stakeholders Quarterly Performance indicators and targets Quarterly targets for 2013

12 Strategic Goal 2: Improve organisational efficiency and effectiveness Strategic objectives 2.1Ensure the implementation of the Electoral Commission’s strategic goals and objectives, aligned with the corresponding budget allocation 2.2Assurance and value-adding oversight 2.3Ensure compliance with all legal obligations and the management of risks emanating from or anticipated in respect of all programmes

13 Performance indicators – 2012/13 targets Strategic Objective 2.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Number of quarterly reports submitted Quarterly Number of Annual Reports in place Annually11 Quarterly targets for 2013 Performance indicators and targets

14 Performance indicators – 2012/13 targets Strategic Objective 2.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Number of risk-based annual internal audit plans approved Annually Number of quarterly progress reports submitted to the Audit Committee Quarterly Quarterly targets for 2013 Performance indicators and targets

15 Performance indicators – 2012/13 targets Strategic Objective 2.3 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Develop and adopt a consolidated process for monitoring legal compliance by the end of the 2012/13 financial year. Implement and maintain the consolidated process during the remaining two years. Quarterly Embedded process in place Approval by 30 June 2012 By 30 Septemb er awarenes s training 31 Decembe r printed and distribute d Implem entation as per plan Quarterly review and update of the organisation’s strategic risk register Quarterly Quarterly targets for 2013 Performance indicators and targets

16 Strategic Goal 3: Manage free and fair elections Strategic objectives 3.1Facilitate voter participation 3.2Administration of political parties 3.3Administer elections of representatives (statutory) 3.4Define, specify and procure election material and equipment for all electoral events 3.5Establish infrastructure and personnel to meet operational demands for each electoral event

17 Performance indicators and targets Quarterly targets for 2013 Performance indicators – 2012/13 targets Strategic Objective 3.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Frequency that voters’ roll is checked against national population register for an up-to- date and accurate voters’ roll (number of checks per annum) Quarterly123333

18 Performance indicators – 2012/13 targets Strategic Objective 3.2 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Number of meetings with members of party liaison committees (PLC) at national (10), provincial (54) and municipal (1 170) levels. Quarterly Funding of political parties – number of disbursements to parties Quarterly41111 Performance indicators and targets Quarterly targets for 2013

19 Performance indicators – 2012/13 targets Strategic Objective 3.3 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Percentage of elections for which voters’ roll is certified in accordance with election timetables Quarterly Number of calendar days in which elections are conducted from date of vacancy Quarterly Number of calendar days in which to replace PR seat vacancies Quarterly Time period in calendar days in which election results are announced by the Electoral Commission Quarterly Proportion of registered voters who vote – voter turnout AnnuallyN/A Performance indicators and targets Quarterly targets for 2013

20 Performance indicators – 2012/13 targets Strategic Objective 3.4 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Defined bill of material (signed-off BOM) and specifications in place Annually100% achieved Sourced bill of material in terms of PPPFA, Treasury Regulations and organisational policies and within the timelines stipulated in the logistics procurement plan Annually100% achieved Performance indicators and targets Quarterly targets for 2013

21 Performance indicators – 2012/13 targets Strategic Objective 3.5 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Number of voting stations resourced, secured and functional QuarterlyN/A Number of schools used as voting stations for full scale elections (60%) QuarterlyN/A Number of warehouses, storage facilities and full-time distribution services available to support electoral events Quarterly10 / 234 / 1 Performance indicators and targets Quarterly targets for 2013

22 Strategic Goal 4: Strengthen electoral democracy through education for public participation Strategic objectives 4.1Educate the public on democracy and electoral processes 4.2Position the Electoral Commission as a knowledge and research-driven organisation on electoral democracy 4.3Communicate electoral processes to the public

23 Performance indicators – 2012/13 targets Strategic Objective 4.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th The number of voter education events Quarterly The number of projects with strategic partners Quarterly Quantity of educational materials disseminated Quarterly2 million--- Performance indicators and targets Quarterly targets for 2013

24 Performance indicators – 2012/13 targets Strategic Objective 4.2 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Research projects conducted Quarterly Design and implementation of Knowledge management Strategy and System Annually System implementation System impleme ntation in accordan ce with the timelines set in the strategy documen tation Performance indicators and targets Quarterly targets for 2013

25 Performance indicators – 2012/13 targets Strategic Objective 4.3 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Number of targeted media interactions per annum Quarterly 24 media releases 25 media interviews 12 media analysis reports 6 media releases 6 media interviews 3 media analysis reports 6 media releases 6 media interviews 3 media analysis reports 6 media releases 6 media interviews 3 media analysis reports 6 media release s 7 media intervie ws 3 media analysis reports Number of external publications per annum Annually 1 x Annual Report published Number of targeted communication platforms per annum Annually (6) -Radio -Print -Digital / Online -Facebook -Twitter -Mobile (6) -Radio -Print -Digital / Online -Faceb ook -Twitter -Mobile Performance indicators and targets Quarterly targets for 2013

26 Strategic Goal 5: Support the core business of the Electoral Commission Strategic objectives 5.1Human resources strategy and plan 5.2Develop, adopt, implement and maintain the human resources training and skills development plan 5.3Provide integrated support services 5.4Timely funding of projects aligned with strategy 5.5Comply with financial legislation, policies and procedures 5.6Fairly presented financial statements 5.7Develop an ICT strategy, policies and procedures and maintain a stable ICT environment 5.8Maintain a proactive and responsive legal framework for the Electoral Commission

27 Performance indicators – 2012/13 targets Strategic Objective 5.1 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Date by which comprehensive HR strategy and plan is approved and % compliance Quarterly Approved and implemented according to the timeframes 31 March 2013 Approval by 30 June 2012 By 30 Sept awarenes s training 31 Dec printed and distribute d 31 March relevant timeline impleme nted Annually review HR strategy and plan Annually Finalised and approved by 31 March 2013 Review HR strategy and plan in consultat ion with all stakehol ders Finalise and approve Performance indicators and targets Quarterly targets for 2013

28 Performance indicators – 2012/13 targets Strategic Objective 5.2 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Integrated training strategy and plan by target dates developed and approved Quarterly Approved and implemented according to timeframes 31 March 2013 Approva l by 30 June 2012 By 30 Sept awarene ss training 31 Dec printed and distribut ed 31 March relevant timeline s implem ented Number of trained electoral officials Annually1, Number of staff trained and developed Annually Performance indicators and targets Quarterly targets for 2013

29 Performance indicators – 2012/13 targets Strategic Objective 5.3 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Date by which comprehensive support services strategy and plan is approved and % compliance Quarterly Framework approved by March 2013 Approv al by 30 June Septem ber printed and distribut ed 31 Dec awaren ess training Annually review strategy and plan QuarterlyN/A Performance indicators and targets Quarterly targets for 2013

30 Performance indicators – 2012/13 targets Strategic Objective 5.4 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Meet statutory deadlines in respect of budgeting Quarterly Deadlines as per NT guidelines met 1 st Quarter ly review MTEF; 2 nd Quarter ly review ENE; 3 rd Quarter ly review 4 th Quarter ly review Management accounts Quarterly 12 management accounts 3333 Performance indicators and targets Quarterly targets for 2013

31 Performance indicators – 2012/13 targets Strategic Objective 5.5 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Review financial policies and procedures including delegation of authority AnnuallyReviewed 30 Sept reviewe d and awaren ess training 31 March awaren ess training Prepare monthly compliance reports Quarterly Performance indicators and targets Quarterly targets for 2013

32 Performance indicators – 2012/13 targets Strategic Objective 5.6 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Achieve an unqualified audit report each year AnnuallyUnqualified Performance indicators and targets Quarterly targets for 2013

33 Performance indicators – 2012/13 targets Strategic Objective 5.7 Reporting period (Quarterly / Biannually / Annually) Annual target 2013 Quarterly targets 1 st 2 nd 3 rd 4 th Approved 5 year ICT strategy plan in place with annual reviews Annually Approved plan in place by 31 March 2013 Consult with stake- holders Develop plan Obtain input to draft plan Finalise and approve plan % network and application systems availability (system generated report available) Quarterly97% Performance indicators and targets Quarterly targets for 2013

34 Performance indicators – 2012/13 targets Strategic Objective 5.8 Reporting period (Quarterly / Biannually / Annually) Annual target 2012/13 Quarterly targets 1 st 2 nd 3 rd 4 th Annual legal review report submitted Annually Legal review report submitted by 31 March 2013 Review legislat ion in consult ation with all stakeh olders Finalis e and approv e report Performance indicators and targets Quarterly targets for 2013

Summary of budget in respect of strategic goals Strategic Goals2012/132013/142014/15 1. Promote principles of peaceful, free and fair elections R R R Improve organisational efficiency and effectiveness R R R Manage free and fair electionsR R R Strengthen electoral democracy through education for public participation R R R Support the core business of the Electoral Commission R R R GRAND TOTALR R R

36 End of Presentation Discussions & Questions