1. OVERVIEW OF THE OCJ ANNUAL REPORT FOR THE 2016/17 FINANCIAL YEAR
PRESENTATION TO THE PORTFOLIO COMMITTEE ON JUSTICE AND CORRECTIONAL SERVICES
10 OCTOBER 2017

2. PRESENTATION OUTLINE
Purpose of the presentation
Organisational Overview
Programme Performance
Programme 1: Administration
Programme 2: Judicial Support and Court Administration
Programme 3: Judicial Education and Research
Summary of financial performance
AGSA Audit Scope
AGSA findings – Audit of pre-determined objectives
Status of the drivers of internal controls per AGSA
OCJ Risk areas emanating from AGSA audit
Improvement Plan
Activity plan to conclude AR process
Conclusion

3. PURPOSE OF THE PRESENTATION
To provide an overview of the OCJ 2016/17 Annual Report;
To highlight areas of challenge on the performance of the OCJ; and
To highlight achievements on the performance of the OCJ.

4. ORGANISATIONAL OVERVIEW
Overall Performance
The Department achieved an unqualified audit opinion for the 2016/17 financial year.
Performance of the OCJ improved during the year under review (2016/17) as compared to its performance during the previous (2015/16) financial year.
In 2016/17 financial year, the OCJ had 20 planned indicators of which 17 were achieved translating to 85%; whereas in 2015/16 financial year, the OCJ had 35 planned indicators of which 26 were achieved translating to 74%.

5. ORGANISATIONAL OVERVIEW (cont.)

6. ORGANISATIONAL OVERVIEW (cont.)
Key achievements for the 2016/17 financial year include the following: No
Key achievements 1
90.2% of the planned 90% of funded vacant posts were filled. 2
OCJ obtained an unqualified audit outcome as planned. 3
91% of the planned 80% of audit findings (internal and external) were addressed. 4
86% of the planned 65% of compliance with quasi-judicial targets were achieved. 5
85% of the planned 65% default judgments were finalised by Registrars. 6
87% of the planned 65% taxations of legal costs were finalised. 7
90 judicial education courses were conducted, exceeding the planned target of 70 by 20.

7. PROGRAMME PERFORMANCE PROGRAMME 1: ADMINISTRATION

8. OVERVIEW OF PERFORMANCE: PROGRAMME 1 – ADMINISTRATION
Programme 1: Administration had a total of 10 indicators, of which 8 where achieved translating to 80%.
Performance per sub-programmes
Management achieved 100% (1 of 1) of its targets.
Corporate Services achieved 50% (1 of 2) of its targets.
Finance Administration achieved 100% (3 of 3) of its targets.
Internal Audit and Risk Management Services achieved 75% (3 of 4) of its targets.

9. PROGRAMME 1: ADMINISTRATION
Sub-programme: Management
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 1.
Annual Performance Plan compliant with the National Treasury prescripts tabled within prescribed timelines
OCJ Annual Performance Plan (2016/17) finalised and submitted to DPME and NT as per NT timelines
OCJ Annual Performance Plan (2017/18) tabled in Parliament as per National Treasury timelines
OCJ Annual Performance Plan (2017/18) tabled in Parliament as per National Treasury timelines
None

10. PROGRAMME 1: ADMINISTRATION cont.
Sub-programme: Corporate Services
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 2.
Percentage of funded vacant posts filled
64%
90%
90.2% (322 of 357)
-0.2%
Constant follow- up on posts advertised to ensure managers keep to prescribed timeframes 3.
ICT Master Systems Plan developed and implemented over the MTEF
ICT Master Systems Plan developed
ICT Master Systems
Plan implementation
initiated (critical
systems)
ICT Master Systems Plan implementation partially initiated (ICT Infrastructure project completed and E-Filling System Project initiated)
The service provider for the E-Filling System Project was not appointed.
Some of the critical systems were not initiated as planned
Insufficient funding

11. PROGRAMME 1: ADMINISTRATION cont.
Sub-programme: Financial Administration
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 4.
Unqualified audit outcome -
Unqualified audit outcome
Unqualified audit outcome achieved
None 5.
Number of compliant financial performance reports submitted within the prescribed timelines 12 6.
Number of asset registers produced in line with the prescripts 2

12. PROGRAMME 1: ADMINISTRATION cont.
Sub-programme: Internal Audit and Risk Management
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 7.
Combined assurance plan developed and implemented -
Combined assurance plan developed
Combined Assurance Plan developed and piloted in 5 Courts
None 8.
Number of strategic and operational risk registers developed and updated 4 8 9.
Percentage of audit findings (internal and external) addressed
80%
91% (115 of 126)
-11%
Concerted effort by the Department to address the audit findings. Strict monitoring through Operations Committee (OPSCO), EXCO and the ARC

13. PROGRAMME 1: ADMINISTRATION cont.
Sub-programme: Internal Audit and Risk Management cont.
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status
10.
Percentage of reported fraud cases investigated
61%
100%
87% (26 of 30)
13%
Forensic Unit capacity constraints and unavailability of the witnesses and suspects

14. PROGRAMME PERFORMANCE
PROGRAMME 2: JUDICIAL SUPPORT AND COURT ADMINISTRATION

15. OVERVIEW OF PERFORMANCE: PROGRAMME 2 – JUDICIAL SUPPORT AND COURT ADMINISTRATION
Programme 1: Judicial Support and Court Administration had a total of 7 indicators, of which 6 where achieved translating to 86%.
Performance per sub-programmes
Administration of Superior Courts achieved 83% (5 of 6) of its targets.
Judicial Service Commission achieved 100% (1 of 1) of its targets.

16. PROGRAMME 2: JUDICIAL SUPPORT AND COURT ADMINISTRATION
Sub-programme: Administration of Superior Courts
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 1.
Percentage of compliance with quasi- judicial targets -
65%
86% ( of )
-21%
Improved control measures were put in place to ensure that quasi-judicial functions are speedily dealt with 2.
Number of Superior Courts performance monitoring reports produced 3 5
None 3.
Percentage of default judgments finalised by Registrars
70%
85% ( of )
-20%
Improved control measures were put in place to ensure that default judgments are speedily dealt with

17. PROGRAMME 2: JUDICIAL SUPPORT AND COURT ADMINISTRATION cont.
Sub-programme: Administration of Superior Courts cont.
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 4.
Percentage of taxations of legal costs finalised
84%
65%
87% ( of )
-22%
Improved control measures were put in place to ensure that Taxations are speedily dealt with 5.
Number of training workshops on case management conducted for Registrars, Statisticians and Clerks 3 4
None 6.
Percentage of warrants of release delivered within one day of the release granted -
100%
88% (79 of 90)
12%
Delayed transfer of files from the affected circuit courts to the main seat for issuing and processing.

18. PROGRAMME 2: JUDICIAL SUPPORT AND COURT ADMINISTRATION cont.
Sub-programme: Judicial Service Commission
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 7.
Number of reports on judicial appointments and complaints produced - 3
None

19. PROGRAMME PERFORMANCE PROGRAMME 3: JUDICIAL EDUCATION AND RESEARCH

20. OVERVIEW OF PERFORMANCE: PROGRAMME 3 – JUDICIAL EDUCATION AND RESEARCH
Programme 1: Judicial Education and Research had a total of 3 indicators, of which all 3 where achieved translating to 100%.
Performance per sub-programmes
South African Judicial Education Institute achieved 100% (2 of 2) of its targets.
Judicial Policy and Research achieved 100% (1 of 1) of its targets.

21. PROGRAMME 3: JUDICIAL EDUCATION AND RESEARCH
Sub-programme: South African Judicial Education Institute
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 1.
Number of judicial education courses conducted. 59 70 90
-20
Appointment of Judicial Educators and utilisation of guest facilitators 2.
M&E Framework for judicial education and training developed and implemented -
M&E Framework approved
None

22. PROGRAMME 3: JUDICIAL EDUCATION AND RESEARCH cont.
Sub-programme: Judicial Policy and Research
Performance indicators
Baseline 2015/16
Planned annual target 2016/17
Actual achievement 2016/17
Deviation from planned target to Actual Achievement for 2016/2017
Comments on deviations
Performance Status 3.
Percentage of legal advisory opinions on policy development and research services provided within 15 days of receipt -
80%
100% (19 of 19)
-20%
Systems and procedures in place functioned optimally to enable development of legal advisory opinions

23. SUMMARY OF FINANCIAL PERFORMANCE
Programme
2016/17
2015/16
Final appropriation
R’000
Actual expenditure
(Over)/
under-expenditure %
Administration
3 102
2.18
97 787
88 831
8 956
9.16
Judicial Support and Court Administration
13 864
1.84
651 566
648 196
3 370
0.52
Judicial Education and Research
32 362
30 982
1 380
4.26
34 026
30 642
3 384
9.95
Total
18 346
2.10
783 379
767 674
15 705
2.00
Direct Charge
19 353
2.04
873 748
887 682
(14 303)
(1.64) 1  1 
37 699
2.07
1 657 127 1 
1 771
0.11

24. AGSA AUDIT COVERAGE SCOPE
Following are AGSA focus areas for the 2016/17 OCJ Annual Audit and it is presented herebelow with the 2015/16 comparative audit outcomes. No
Audit Focus Areas
Audit Outcomes 2015/16
Audit Outcomes 2016/17 1
Annual Financial Statements
Material misstatements were identified
No material misstatements were identified 2
Annual Performance Report
Material findings identified on reported performance information's usefulness and reliability relating to the Programme 2 and 3
Material findings identified on reported quasi-judicial performance information’ reliability 3
Compliance with Legislation
Material non-compliance with key legislation was identified
No material non-compliance with key legislation was identified

25. AGSA FINDINGS – AUDIT OF PRE-DETERMINED OBJECTIVES
Programme 1: Administration
It was not part of the scope of the audit as a result it was not audited.
Programme 2: Judicial Support and Court Administration
Audit Outcome: Qualified Audit Opinion (The materiality of the findings were above 10% as per new audit methodology).
The material findings in respect of the usefulness and reliability of the selected programme are as follows:
The reported achievement for the following indicators was misstated as the evidence provided indicated a percentage that was different to the reported percentage:
Percentage of default judgments finalised by Registrars;
Percentage of taxations of legal costs finalised; and
Percentage of warrants of release delivered within one day of the release granted.
Programme 3: Judicial Education & Research
No material findings on the usefulness and reliability of the reported performance information.

26. STATUS OF THE DRIVERS OF INTERNAL CONTROLS PER AGSA: 2015/16 AND 2016/17 TREND ANALYSIS

27. OCJ RISK AREAS EMANATING FROM AGSA AUDIT

28. IMPROVEMENT PLAN
To ensure improvement of reported performance information, the OCJ has adopted a 7 point plan that will ensure:
Improved control measures to ensure full alignment of Court Administration processes as well as the management of reported court performance information;
Institutionalization of the new audit methodology at the Superior Courts;
Continuous verification of performance information through Combined Assurance mechanisms;
Extended audit reviews on reported performance information by Internal Audit Unit especially in Programme 2 and 3; and
OCJ EXCO through the Audit Facilitation Committee will continue monitoring the implementation of corrective measures to address previous audit findings and will ensure continuous improvement of internal controls.

29. ACTIVITY PLAN TO CONCLUDE AR PROCESS
Ser No
ACTIVITY
DATE
RESPONSIBILITY 1
Presented to the Judicial Oversight Committee
25 August 2017
Secretary-General / OCJ EXCO 2
Submitted the final OCJ 2016/17 Annual Report to National Treasury and DPME
31 August 2017
Executive Authority / Secretary-General 3
Submitted the final OCJ 2016/17 Annual Report to the Ministry
31 August2017 4
Present 2016/17 Annual Report to the Ministry
22 September 2017
Secretary-General 5
Present the OCJ 2016/17 Annual Report to the Portfolio Committee in Justice and Correctional Services
10 October 2017

30. CONCLUSION
The OCJ would like to thank Portfolio Committee for their continued oversight in ensuring that the Department continues to execute its mandate effectively.

31. THANK YOU