1. +
Presentation to the Portfolio Committee on Public Service and Administration as well as Planning, Monitoring and Evaluation
10 October 2017

2. PRESENTATION OUTLINE ______________________________________
Introduction
Summary of Audit Outcomes
Overview of the performance information
Overview of the financial information
Overview of human resource management 2

3. INTRODUCTION ________________________________
This presentation focuses on the Department of Public Service and Administration’s (DPSA’s) Annual Report for the 2016/17 financial year.
The 2016/17 Annual Report was audited by the Auditor-General of South Africa (AG)
The Annual Report was tabled in Parliament by 29 September 2017.
The Performance Information is Rated as ;
Achieved
The planned annual target has been achieved
Not Achieved
The planned annual target has not been achieved 3

4. SUMMARY OF AUDIT OUTCOMES _________________________________________
Overall Audit Outcome
For 2016/17; the Department received an unqualified audit opinion with findings in comparison to the 2015/16 financial year where the department received an Unqualified audit opinion without findings.
The department is implementing actions to address the audit findings and progress is monitored and reported to the Executive Committee and the Audit Committee on a monthly and quarterly basis respectively. 4

5. SUMMARY OF MPAT PERFOMANCE _____________________________________________
KPA1 : Strategic Management
KPA 2: Governance and Accountability
KPA 3: HR Management
KPA 4: Financial Management

6. SUMMARY OF MPAT PERFOMANCE KPA’s WITH BELOW 3 SCORE FOR 2016/17 _____________________________________________________________
KPA1 : Strategic Management - 2,6%
DPSA’s policy framework does address all the elements required in the policy - The policy has been updated to include all the required elements such as procedures for management of performance information and roles and responsibilities.
KPA 3: HR Management - 2,6%
There was no alignment between data of posts on the approved structure and PERSAL and the vacancy rate was above 10% and vacancies were not filled within 6 months of posts being vacant - The department needs to abolish posts without funding and then remove such posts from PERSAL. Posts that have been abolished to date have been removed from PERSAL.
No analysis on exit interview – Reports on exit interview are compiled and presented to EXCO.
Although the Director-General attended the HOD’s meeting with SMS Women; he did not chair the meeting – The 2017 HOD’s meeting was chaired by the Director General
Two (2) of the EHW policies (productivity and wellness ) were combined into one policy – The 2 policies have been separated to comply with the 4 required policies

7. SUMMARY OF MPAT PERFOMANCE KPA’s WITH BELOW 3 SCORE FOR 2016/17 _____________________________________________________________
KPA 3: HR Management - 2,6%
PDMDS- not all SMS complied with submission of Performance Agreements (Pas) including management of poor performance – The non- submission rate has improved from 12,63% in 2015/16, to 1,16% in 2016/17 (1 PA) and 1,22% (1 PA) in 2017/18.
90% of cases not finalised with the prescribed time frames – Although the finalisation of disciplinary cases remains a challenge as a result of postponement of hearings as well availability chairpersons and investigators , the department has trained officials to either investigate and chair also uses internal and external chairpersons and investigators to deal with its cases who are not always available which impacts of the finalisation of cases with the prescribed time frames (90 days).
Note:
An action plan to address the areas has been developed and is reported to EXCO and the Audit Committee
The 2017 MPAT assessment will start in October 2017

8. OVERVIEW OF PERFOMANCE INFORMATION OVERALL DPSA 2016/17 PERFORMANCE _________________________________________
The Department had 47 planned targets on its 2016/17 Annual Performance Plan (APP).
As at 31 March 2017, 42 (89%) of the annual targets were achieved and 5 (11%) were not achieved.
All of the targets that were not achieved have been carried over to the 2017/18 APP 5

9. PERFORMANCE PER PROGRAMME ___________________________________________
PROGRAMME/BRANCH
NUMBER OF ANNUAL TARGETS
NUMBER OF TARGETS ACHIEVED
NUMBER OF
TARGETS NOT ACHIEVED
PERCENTAGE ACHIEVEMENT
Administration 8
100%
Policy, Research and Analysis 7
Labour Relations and Human Resource Management 9 5 4
56%
Government’s Chief Information Officer 3 1
75%
Service Delivery Support
Governance of Public Administration 12
Overall Performance 47 42
89% 9

10. PROGRAMME 1: ADMINISTRATION ANNUAL TARGETS ACHIEVED – (8/100%) __________________________________________________
The 2015/16 Annual Financial Statements were submitted to the AG by 31 May and the 2016/17 Quarterly Interim Financial Statements were submitted to National Treasury by the end of July 2016, September 2016 and January 2017.
Quarterly Internal Audit and Risk Management performance reports were submitted to the Audit and Risk Committees by March 2017.
The DPSA’s compliance to internal and external Human Resources and Labour Relations Policy Prescripts and Procedures were monitored and quarterly reports were submitted to the Executive Committee.
The quarterly reports on the implementation of communication campaigns were submitted to the Executive Committee. 7

11. PROGRAMME 1: ADMINISTRATION ANNUAL TARGETS ACHIEVED – (8/100%) ________________________________________________
The Information and Communication Technology support systems and processes and governance arrangements were monitored and quarterly reports were submitted to the Executive Committee.
The quarterly progress reports on the implementation of the Department's Bi- lateral agreements and Multi-lateral arrangements were submitted to the Minister.
Consultations on the first phase Public Administration Management Regulations were finalised and submitted to the Minister for approval in March The draft second phase Public Administration Management Regulations were submitted to the Minister for approval in March 2017.
Consultations were undertaken on the draft second phase Public Administration Management Regulations and a report was submitted to the Minister in March 7

12. PROGRAMME 2: POLICY RESEARCH AND ANALYSIS (1) ANNUAL TARGETS ACHIEVED – (7/100%) ________________________________________________
An Implementation Strategy for the Public Administration Management Act, was approved by the Minister for the Public Service and Administration (MPSA) in December 2016 and institutionalised through workshops. A comparative analysis study of existing legal instruments in relation to the Public Administration Management Act was completed in March 2017.
A report on the appropriate institutional model for the co-ordination of the Thusong Service Centre programmes and funding options was approved by the Minister in August 2016 for tabling in Cabinet.
A research report on an alternative service delivery model for the Thusong Service Centres cluster departments of Home Affairs, Labour, South African Social Security Agency and the South African Police Service was produced in March 2017. 8

13. PROGRAMME 2: POLICY RESEARCH AND ANALYSIS (2) ANNUAL TARGETS ACHIEVED – (7/100%) __________________________________________________
The consolidated assessment report on the status quo in relation to how the National Department of Public Works as well as the Eastern Cape and Northern Cape provincial departments are implementing existing Public Administration Norms and Standards in the areas of Performance Management, Human Resource Planning and Human Resource Development was compiled in March 2017.
The Public Service Productivity measurement tool was applied in a further 2 selected service departments, namely the Department of Social Development (Limpopo province) and the Department of Rural Development and Land Reform. The Productivity measurement tool and Framework was approved by the Director-General in March 2017.
The re-designed and refined Public Administration Organisational Functionality Assessments tool was submitted and approved by the Director-General in March 2017.
A monitoring report on the progress made by the public service with regards to the provision of reasonable accommodation and assistive devices was compiled and approved by the MPSA in February 2017. 9

14. PROGRAMME 3: LABOUR RELATIONS AND HUMAN RESOURCE MANAGEMENT (1) ANNUAL TARGETS ACHIEVED – (5/56%) ______________________________________________
Two reports on the average percentage of funded vacant posts on PERSAL have been compiled and submitted to the MPSA. As at December 2016, the vacancy rate for the public service was 11.31%.
Human Resource Development Forum workshops were conducted with national and provincial departments to support the appointment of youths into learnership, internship and apprenticeship programmes.
Bi-annual (2) reports on the number of youths appointed against the annual target were compiled.
As at 31 March 2017, a total of interns, learners and apprentices were recruited into national and provincial departments.
As at 31 March 2017, individuals were permanently appointed, were appointed in contract posts and were still on learnership contracts.
Quarterly reports on the implementation of the Public Service Coordinating Bargaining Council resolution (for salary adjustments and improvements on conditions of service in the public service) by departments were submitted to the Minister.
Four (4) quarterly reports on the development and implementation of the Government Housing Scheme were submitted to the Minister. 10

15. Deviation from Planned Target
PROGRAMME 3: LABOUR RELATIONS AND HUMAN RESOURCE MANAGEMENT (2) ANNUAL TARGETS NOT ACHIEVED - (4 /44%) ______________________________________________
Annual Target
Actual Achievement
Deviation from Planned Target
Comment on Deviation
Revise the current Senior Management Service (SMS) Performance Management and Development System (PMDS) and submit for approval. Subject to approval; issue the approved revised PMDS for implementation
The draft revised PMDS for members of the SMS has been developed and consulted with relevant stakeholders. The draft revised PMDS was also submitted to the Governance and Administration Working Session for approval in March 2017
The draft revised SMS PMDS is developed on the same architecture as that of the PMDS for Heads of Department (HODs) and is therefore dependent upon Cabinet’s approval of the PMDS for HODs. Once the PMDS for HODs has been approved, the Minister will issue the revised SMS PMDS
Once inputs and concurrence have been received, the SMS PMDS will be tabled to Cabinet. Subject to Cabinet’s approval of the PMDS for HODs, the Minister will issue the revised SMS PMDS 11

16. Deviation from Planned Target
PROGRAMME 3: LABOUR RELATIONS AND HUMAN RESOURCE MANAGEMENT (3) ANNUAL TARGETS NOT ACHIEVED - (4 /44%) ____________________________________________
Annual Target
Actual Achievement
Deviation from Planned Target
Comment on Deviation
Submit the proposed Model for Public Service Graduate Recruitment Scheme model for approval to pilot in the selected 5 departments from 2017
A draft framework on the Graduate Recruitment Scheme was developed and submitted to the Governance and Administration Cluster for consultation in March 2017
Further research had to be conducted in order to improve the proposed Model
The Scheme was discussed at the Forum of South African Directors-General meeting in April 2017 and will be submitted to the MPSA for approval in September 2017
Compile an annual compliance report in line with Section 16 (a) of the Public Service Act and submit to the Minister
The compilation of the annual compliance report in line with Section 16 (a) of the Public Service Act is in progress
The report could not be finalised and submitted timeously as the disciplinary data from departments was only available at the end of March 2017
The report will be submitted to the MPSA in March 2018 due to the need to conduct further consultations with departments 12

17. Deviation from Planned Target
PROGRAMME 3: LABOUR RELATIONS AND HUMAN RESOURCE MANAGEMENT (4) ANNUAL TARGETS NOT ACHIEVED - (4 /44%) ______________________________________________
Annual Target
Actual Achievement
Deviation from Planned Target
Comment on Deviation
Monitor the average number of days taken to resolve disciplinary cases by all national and provincial departments and submit quarterly reports to the MPSA
The 4th quarter report for 2015/16, 1st and 2nd quarterly reports for 2016/17 on the average number of days taken to resolve disciplinary cases by national and provincial departments were submitted to the MPSA
The 3rd quarter report for 2016/17 was submitted to the Director-General in March 2017 en - route to the Minister
The 3rd quarter report was only submitted to the MPSA in April 2017
After the initial submission of the 3rd quarter report in March 2017, the report had to be re-drafted to address the comments made 13

18. PROGRAMME 4: GOVERNMENT’S CHIEF INFORMATION OFFICER (1) ANNUAL TARGETS ACHIEVED – ( 3/75%) _____________________________________________
Two (2) e-Enablement value propositions for prioritised services of the Department of Health and the South African Police Service were developed for endorsement in September 2016 and March 2017, respectively.
A report on improvements made by national and provincial departments in managing technology obsolescence was developed in February 2017.The Minimum Interoperability Standard (MIOS) Version 5 was approved by the Minister.
The Information and Communication Technology (ICT) Cost Management Policy Guidelines were issued for transversal contracts for personal computers and information technology peripherals to national and provincial departments. Consultative workshops to support departments with the implementation of the Guidelines was conducted for all national and provincial departments. 14

19. Deviation from Planned Target
PROGRAMME 4: GOVERNMENT’S CHIEF INFORMATION OFFICER (1) ANNUAL TARGETS NOT ACHIEVED (1/25%) ______________________________________________
Annual Target
Actual Achievement
Deviation from Planned Target
Comment on Deviation
Issue the ICT security guidelines and provide support to all national and provincial departments on the implementation of the Guidelines
The ICT Security Guidelines were not issued
3 quarterly workshops were conducted to support all national and provincial departments on the Guidelines
Further research had to be conducted to strengthen the Guidelines
The ICT Security Guidelines were issued to all national and provincial departments in June 2017 15

20. PROGRAMME 5: SERVICE DELIVERY SUPPORT ANNUAL TARGETS ACHIEVED – ( 7/100%) _______________________________________________
Consultations were held with the 3 priority departments, namely the departments of Mineral Resources, Trade and Industry and Health. In all 3 priority departments, the as-is business processes of selected core services were mapped with an indication of baseline turnaround times and improved turnaround times. A report on the improvements has been developed.
The departments of Mineral Resources, Trade and Industry and Health were supported in developing their Standard Operating Procedures.
Support was provided to 8 national and 25 provincial departments to improve the quality and implementation of the Service Delivery Improvement Plans (SDIPs).
68% of the overall assessed SDIPs met the minimum quality standards in the 2015/18 SDIP cycle by March The annual report to be submitted to Cabinet was compiled in March 2017.
Six (6) departments were supported to develop standards for Batho Pele Principles, namely the departments of Basic Education, Health, Human Settlements, Labour, Social Development and Transport.
Support was provided to 3 prioritised service departments (departments of Basic Education, Transport and Social Development) to communicate the Batho Pele standards to the users of their services and a report on the implementation of the standards was compiled in March 2017. 16

21. PROGRAMME 6: GOVERNANCE OF PUBLIC ADMINISTRATION ANNUAL TARGETS ACHIEVED – (12/100%) _______________________________________________
The Minister approved the Guidelines to clarify administrative roles and responsibilities when developing operational policy, and a circular was issued to national and provincial departments in February 2017.
A report on improved adherence by national and provincial departments to the Directive on Public Administration and Management Delegations as measured by the Management Performance Assessment Tool was submitted to the Director- General in March 2017.
Workshops were conducted in August and September 2016 to support national and provincial departments on the Directive on delegations in view of the promulgation of the Public Service Regulation 2016 as well as on the Guideline to clarify administrative roles and responsibilities when developing operational policies.
The Guideline on mentoring and peer support mechanisms for senior managers was piloted in were the following 4 sites: KwaZulu-Natal Office of the Premier, KwaZulu-Natal Arts and Culture, the DPSA and the Department of Basic Education. A report on the lessons learnt from the pilots was submitted to the Minister in January 2017. 17

22. PROGRAMME 6: GOVERNANCE OF PUBLIC ADMINISTRATION ANNUAL TARGETS ACHIEVED – (12/100%) _____________________________________________
The current set of tools for targeted assessment mechanisms were refined and a parallel set of tools developed. A review report on the current exercises linked to the SMS competency assessment was submitted to the Director-General in March The exercises have been refined, a parallel set of tools have been developed and recommendations regarding Emotional Intelligence have been made as part of the process of approval.
The fact sheet on the average time spent by HODs in a post was approved by the MPSA in January For the 2016/17 financial year, the average time spent by HoDs in posts was years.
As at 30 September 2016, the average time spent in a post by Heads of National Departments was 3.49 years whilst Heads of National Government Components spent an average of 2.02 years in a post. The combined average time spent in a post by HODs at national level has been 3.37 years.
At provincial level, Directors-General in the Offices of the Premiers spent an average of years in a post, whilst provincial HODs spent an average of 2.75 years in a post. The combined average time spent in a post by provincial Directors-General and HODs has been 2.71 years. 18

23. PROGRAMME 6: GOVERNANCE OF PUBLIC ADMINISTRATION ANNUAL TARGETS ACHIEVED – (12/100%) ______________________________________________
A Strategy to support 5 departments to strengthen their internal Human Resources Capacity was implemented in the Limpopo Department of Public Works, Roads and Infrastructure; Limpopo Wildlife Resorts with Limpopo Department of Tourism and Economic Development; Office of the Premier: KwaZulu-Natal; Military Ombudsman; Department of Public Works; Department of Planning, Monitoring and Evaluation; Financial and Fiscal Commission; Department of Home Affairs; and the Office of the Premier: North West Province.
The Directive on other designated categories of employees to submit financial disclosure forms was issued in March The support implementation of the Determination Explanatory manual on details of interests to be disclosed; and Guide on verification of disclosed interests were also issued to departments.
A report on the compliance with the Financial Disclosure Framework was approved by the MPSA in July A compliance report with Section 30 of the Public Service Act, based on the Financial Disclosure Framework was also approved by the Minister in January 2017. 19

24. PROGRAMME 6: GOVERNANCE OF PUBLIC ADMINISTRATION ANNUAL TARGETS ACHIEVED – (12/100%) _____________________________________________
Workshops were conducted to support national and provincial departments in August and September 2016 with the implementation of the Guidelines to clarify administrative roles and responsibilities when developing operational policy.
A monitoring report on the implementation of the revised Directive on Other Remunerative Work to prohibit public servants from doing business with the state was approved by the Minister in January 2017.
An analysis report on whistle blowing for public service employees was approved by the Director-General in December 2016. 19

25. OVERVIEW OF FINANCIAL INFORMATION OVERALL EXPENDITURE _______________________________________________________
DESCRIPTION
AMOUNT
R'000
Final appropriation
779,846
Actual expenditure
763,271
% spent against budget
97.9%
Budget unspent
16, 575 25

26. EXPENDITURE PER PROGRAMME ________________________________________
FINAL BUDGET
ACTUAL EXPENDITURE
VARIANCE
% SPENT ON BUDGET
R'000 %
Administration
227,978
225,267
2,711
98.8%
Policy Development, Research and Analysis
30,417
29,145
1,272
95.8%
Labour Relations and Human Resource Management
73,003
66,091
6,912
90.5%
Government Chief Information Officer
17,356
15,908
1,448
91.7%
Service Delivery Support
157,164
154,999
2,165
98.6%
Governance of Public Administration
273,928
271,861
2,067
99.2%
TOTAL
779,846
763,271
16,575
97.9% 26

27. EXPENDITURE PER ECONOMIC CLASSIFICATION _____________________________________________
DESCRIPTION
FINAL BUDGET
ACTUAL EXPENDITURE
VARIANCE
% SPENT ON BUDGET
R'000 %
Compensation of employees
269,939
254,534
15,405
94.3%
Goods and services
159,670
158,621
1,049
99.3%
Transfers and subsidies
336,542
336,473 69
100.0%
Payment for capital assets
13,317
13,265 52
99.6%
Payment for financial assets
378 -
TOTAL
779,846
763,271
16,575
97.9% 27

28. 30 DAY PAYMENTS _________________________________________
During the 2016/17 financial year - all payments to suppliers were paid within 30 days.

29. NUMBER OF POSTS ON APPROVED ESTABLISHMENT
OVERVIEW OF HUMAN RESOURCE INFORMATION (1) _______________________________________________
The employment and vacancies by salary band as at March 2017;
SALARY BAND
NUMBER OF POSTS ON APPROVED ESTABLISHMENT
NUMBER OF POSTS FILLED
VACANCY RATE %
NUMBER OF
EMPLOYEES
ADDITIONAL TO THE
ESTABLISHMENT
Lower skilled
(Levels 1 – 2) 22 20
9.1% 8
Skilled
(Levels 3 – 5)
114
105
7.9% 43
Highly skilled production
(Levels 6 – 8)
108 97
10.2% 10
Highly skilled supervision
(Levels 9 – 12)
176
154
12.5% 14
Senior management (Levels 13 – 16)
117 86
26.5%
TOTAL
537
462
14% 85
To manage the vacancy rate; the department continues to prioritise posts to be filled within the available compensation budget.
Some of the vacant posts have been abolished. 29

30. OVERVIEW OF HUMAN RESOURCE INFORMATION (2) _________________________________________________________
Employment Equity Profile as at end March 2017;
There were 39 females at SMS level, which translates to 45.3%
There were 10 employees with disabilities, which translates to 2.16%
Race Profile as at end March 2017;
Africans (86.3%)
Coloureds (3.03%),
Indians (2.81%)
Whites (7.79%). 30

31. THANK YOU