1. Presentation to Portfolio Committee on
Precautionary Suspensions in DCS
Introduction to Central Services Branch
Building a caring correctional system that truly belongs to all
Presented by: CDC Corporate Services
Date: 26 February 2008

2. Purpose of presentation
To brief the Portfolio Committee on:
Precautionary suspensions
Interventions to manage suspensions
Address questions raised during previous briefings

3. 2006/7 Financial year

4. BACKGROUND
In the 2006/07 financial year the Department reported 483 suspensions at a cost R
During discussions on the Annual report, the Portfolio committee asked for a further breakdown of the suspensions and interventions to deal with the issue of suspensions

5. Total suspensions per Region for the period 1 April 2006 to 31 March 2007
Total number of employees suspended
Total number of employees suspended for longer than 30 days GT 85 56
KZN 73 WC
128
110
LMN 44 16
FS & NC 89 26 EC 64
Total
483
325

6. Cost analysis on suspensions for the past four years (2003/4 to 2006/7)

7. Cost analysis cont..
The cost analysis indicates an upward trend for two years and a sharp decline in the reporting year in question, that is 2006/07 financial year
The trends were influenced by a number of factors as the Department strengthened its resolve in dealing with corruption and mal-administration

8. SUSPENSIONS DURING THE 2007/8 FINANCIAL YEAR UP TO DECEMBER 2007

9. SUMMARY OF TOTAL EMPLOYEE SUSPENSIONS PER REGION FOR THE PERIOD 1 APRIL TO 31 DECEMBER 2007
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Cost GT 80 84
121 60
120 53 54 52
KZN 38 27 26 42 43 39 WC 23 19 22 29 28 7
LMN 13 15 18 10 17
FS & NC 11 16 5 24 EC 25 21 20 30 HO 2 3 1
Total
194
192
219
175
234
164
174
162
165

10. EMPLOYEES SUSPENDED FOR LONGER THAN 3 MONTHS WITHIN THE PERIOD 1 APRIL TO 31 DECEMBER 2007
Region
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec GT 2 71
117 36 17 40 41 38 39
KZN 34 25 23 22 18 31 WC 9 11 10 7 5 8 6
LMN 1
FS & NC 4 3 EC 27 15 24 14 12 13 HO
Total 83
134
184
102
166 87 85 84 90

11. Employees on suspension during December 2007
Region
Total
New
1-3 months
4-6 months
7-12 months
months
24 months & longer GT 54 7 6 15 11
KZN 42 3 8 21 WC
LMN 2
FS & NC 24 14 EC 30 5 4 HO 1
TOTAL
165 45 28 34

12. GAUTENG SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS
Internal Investigation
Disciplinary hearings
Period MA
REGION
DIU CE
4-6 7
7-12 6
12 + 16 11

13. GAUTENG SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)
39 employees have been suspended for periods longer than 3 months;
Of these 26 have been suspended for longer than 12 months;
DIU is involved in the investigation of the cases of 11 cases;
8 employees of the 26 suspended for longer than 12 months were involved in the escape case of Mathe – Code Enforcement is handling the disciplinary hearings and they are in progress;
The analysis of the cases of suspensions longer than 24 months for the region is as follows:

14. Cases longer than 24 months - Gauteng: Zonderwater
Suspension relates to hostage drama – employee dismissed.
Appeal delayed due to poor quality of transcription of disciplinary hearing minutes.
Case 1 - G M Mthimkulu, dismissed for breaching security arrangements that contributed to the hostage incident at Zonderwater. The disciplinary and appeal hearings are finalized. The matter is currently before the delegated authority (DRC Gauteng) for a decision.

15. Cases longer than 24 months – Gauteng: Leeuwkop
1. Case 1 – 31 months
2. Case 2 – 25 months
3. Case 3 – 26 months
Aiding prisoner to escape – DIU / Code Enforcement involved
Escape of inmate – delayed due to illness of initiator and unavailability of external chair.
Possession of dagga – delays due to unavailability of external chairperson.
Case 1 – C C Claassens, dismissed for aiding an inmate to escape. The appeal is dealt with by the Directorate Code Enforcement; failed to obtain details from Code Enforcement.
Case 2 – G T Maimela, dismissed for aiding an inmate to escape. The appeal hearing was delayed because of the illness of trail initiator and the non-availability of an appeal chairperson (from outside the Management Area). The case is to be concluded in terms of the old disciplinary procedure that requires an appeal hearing.
Case 3 – C A Rantlhwantlawa, dismissed for possession of dagga. Delays caused by the non-availability of an external appeal chairperson. .

16. Cases longer than 24 months – Gauteng: Pretoria
1. Case 1 – 25 months
2. Case 2 – 25 months
3. Case 3 – 26 months
4. Case 4 – 27 months
5 Case 5 – 27 months
Negligence led to escape – at Regional Office awaiting outcome of appeal
As above. Involved in same case
Possession of dagga – problems with transcription of minutes.
Received money from inmate – problems with transcription.
Furnish false statement – problems with transcription.
Case 1 – H Mongalo, dismissed for negligence that led to an escape. Disciplinary hearing finalized. Appeal documents are being prepared for the delegated authority.
Case 2 – I G Seipatho, accomplice in the case mentioned above.
Case 3 – M A Baloyi, dismissed for possession of dagga. Appeal delayed due to problems with the transcription of the hearing. The appeal was finalized on 25 January Documents are now being prepared for the delegated authority.
Case 4 – M I Mogotlane, dismissed for receiving money from family of an inmate. Appeal delayed due to problems with the transcription of the hearing. RC office is attending to the matter.
Case 5 – M Mdluli, dismissed for furnishing false statements. Appeal delayed due to problems with the transcription of the hearing. The appeal was finalized on 25 January Documents are now being prepared for the delegated authority.

17. Cases longer than 24 months – Gauteng: Pretoria (Cont)
6. Case 6 – 29 months
7. Case 7 – 29 months
Cases 6 and 7 are accomplices. The case relates to theft of a colleague’s credit card. The employees referred a dispute to the bargaining council before the appeal was held. GPSSBC Commissioner ruled against the DCS. The DCS took matter on review to Labour Court.
Case 6 – Ms. D E Motene, dismissed for theft of a colleague’s credit card. The employee mentioned in case no 7 is an accomplice. The ladies decided to declare a dispute at the GPSSBC before the appeal hearing started. The DCS challenged the dispute. However, the Commissioner ruled against the DCS. The DCS took the matter on review to the Labour Court. The DCS is currently awaiting a roll date from the Labour Court.
Case 7 – Ms. L T Ramarotho, accomplice in the above case.

18. KWAZULU/NATAL: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS
Internal Investigation
Disciplinary hearings
Period MA
REGION
DIU CE
4-6 4 17 6 3 12
7-12 2 1
12 + 5

19. KWAZULU/NATAL: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)
31 employees are suspended for longer than 3 months. Of those 3 are suspended for longer than 6 months and 7 for longer than 12 months.
DIU conducted investigations involving 19 employees and Code Enforcement dealt with disciplinary hearings involving 14 employees.
17 employees involved in one case – mass escape at Empangeni. Disciplinary hearings close to finalization. Once finalized the suspension rate should drop significantly in KZN.

20. EASTERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS
Internal Investigation
Disciplinary hearings
Period MA
REGION
DIU CE
4-6 1 3
7-12 2
12 +

21. EASTERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)
13 employees have been suspended for periods longer than 3 months and 13 are currently being investigated internally and one of these is also being investigated by the SAPS
DIU/Code Enforcement is involved in the investigation and initiating of 8 out of 13 cases outstanding longer than 3 months
3 out of the 5 cases outstanding for longer than 12 months have not yet reached the disciplinary hearing stage.

22. FREE STATE & NORTHERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS
Internal Investigation
Disciplinary hearings
Period MA
REGION
DIU CE
4-6 2
7-12
12 +

23. There are no employees suspended for more than 12 Months
FREE STATE & NORTHERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)
There are only 2 cases outstanding in the category of employees suspended for 4-6 months – DIU is involved in the investigations;
There are only two cases outstanding in the category of employees suspended for 7-12 months
There are no employees suspended for more than 12 Months

24. LIMPOPO/MPUMALANGA/NORTH WEST: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS
Internal Investigation
Disciplinary hearings
Period MA
REGION
DIU CE
4-6 1
7-12
12 + 2

25. The disciplinary hearings of these cases are in process
LIMPOPO/MPUMALANGA/NORTH WEST: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS (Cont)
There are only 2 cases outstanding in the category of employees suspended for more than12 months
The disciplinary hearings of these cases are in process

26. WESTERN CAPE: SUSPENSIONS FOR DECEMBER 2007 – IMPACT OF INVESTIGATIONS
Only new (7) suspensions in Regions;
No outstanding suspensions in the Region.

27. Reasons for prolonged suspensions
From an analysis of the information from the regions there are a multitude of reasons for prolonged suspensions ranging from:
Complex investigations;
Unwillingness and unavailability of witnesses to testify;
Deliberate delaying tactics by alleged transgressors / appellants / representatives;
Initiators and chairpersons appointed from outside the line management / management area do not show commitment to the conclusion of the disciplinary process with competent speed;
Limited capacity in the DIU and Code Enforcement

28. Reasons for prolonged suspensions (Cont)
For detail refer to the Excel presentations of the respective Regions.

29. Interventions in managing suspensions
Training has been embarked upon to strengthen investigations and processes of disciplinary hearings
Training on the Disciplinary Code and Procedure is continuing in the Regions to build capacity in partnership with SAMDI. This training includes training on the management of suspensions and the time frames of suspensions as well as the sanctions that will be imposed on managers who fail to effectively manage suspensions
Since the beginning of the financial year 390 out of a targeted 500 managers (for the financial year) have undergone training. A second phase of this training is being explored for next financial year.

30. Interventions in managing suspensions
The emphasis as far as monitoring is concerned is very much on information management to keep track of suspensions. Previously lack of updated records has been part of the problem in management of suspensions
A monitoring tool has been developed for RC’s and AC’s to monitor suspensions in their own areas. This monitoring tool involves the maintenance and monthly submission of Employee Relations Management Information System (ER MIS) information (which includes statistics on suspensions, time frames of suspensions per management area) to Head Office by regions. This allows for the identification of red flag areas and determination of timeous interventions

31. Interventions in managing suspensions
Head office personnel have recently started conducting monitoring visits in the Regions. These visits are aimed not only at monitoring but empowering Area Coordinators, Regional Coordinators Employee Relations (ER) and Human Resources personnel on the management of the ER MIS - both manual and electronic
So far Free State / Northern Cape, Western Cape and Gauteng have been visited. The remaining regions will be visited before the end of the financial year.
The question of suspensions was discussed at the Eexcutive Management Committee Meeting

32. Interventions in managing suspensions
A number of communications have been issued to the regions regarding the management of suspensions:
Letter was issued in March 2006 regarding the maintenance of ER data
Circular was issued in December 2006 under the signature of the previous CDC Corporate Services, Mr Petersen, regarding how to monitor suspensions and the need to review them on a weekly basis.
Circular issued in December 2007 regarding the need to maintain ER data integrity on suspensions, disciplinary hearings and appeals as a means to manage suspensions

33. THANK YOU
Renewing our Pledge:
A National Partnership to Correct, Rehabilitate and Reintegrate Offenders for a safer and secure South Africa