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DEPARTMENT OF CORRECTIONAL SERVICES

PROGRESS REPORT ON IMPLEMENTATION OF OSD AND 7-DAY ESTABLISHMENT

18 NOVEMBER 2009

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CONTENT

• Implementation Mandates• Correctional Officials OSD Principles• Implementation of Phase 1• Implementation of Phase 1 – Auditing• Auditing of Once-Off Payments• OSD Correctional Officials – Project Governance• Implementation of 7-Day Establishment• Implementation of 7-Day Establishment – Benefits• Savings on Overtime• OSD – Legal Administration Officers• OSD – Educators• OSD – Social Workers• OSD – Artisans• OSD – Medical Practitioners and Pharmacists

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OSD CORRECTIONAL OFFICIALS and 7-DAY IMPLEMENTATION MANDATES

• Public Service Coordinating Bargaining Council (PSCBC) Resolution 1 of 2007

• General Public Service Sectoral Bargaining Council (GPSSBC) Resolution 2 of 2009

• Resolutions from various Sectoral Councils

- Education, Health, Engineering, Social Services• Implementation of 7-day establishment is in terms of

GPSSBC Resolutions 1 of 2005 and 2 of 2009

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CORRECTIONAL OFFICIALS OSD PRINCIPLES

• Establish two streams of delivery- Security and Corrections

• Classification of Correctional officials appointed in terms of Correctional Services Act into Centre Based (CB) and Non-Centre Based (NCB)

• Provide for differentiated salary package• Appointment of office based support personnel in terms

of Public Service Act with effect from 1 July 2009 • Payment of R7 500 to all Correctional Officials in lieu of

non-implementation with effect to date of 1 July 2008 as stipulated in PSCBC Res.1 of 2007

• Pay progression of 3% paid biennially based on performance with effect from 2011

• Allow 3% between notches• Provide for advanced production stream for retention

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CORRECTIONAL OFFICIALS OSD PRINCIPLES cont…

• Recognition of experience with effect from April 2010 for officials at SL 2-8

• Appointment of new recruits as Learners on Corrections Science Learnership remunerated through a stipend or allowance

• Place new recruits on an internship before they are permanently appointed as Correctional Officials

• Allow for migration of Officials at SL 2-7 to migrate to centres if they so choose

• Officials at SL 8-12 can only be allowed to migrate if there is a vacancy and they meet the appointment requirements of posts in question

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IMPLEMENTATION OF PHASE 1 TRANSLATIONSOSD CORRECTIONAL OFFICIALS

• List of 38,319 qualifying officials (differentiated in terms of centre based and non centre based correctional officials) was submitted to National Treasury for programmatic translation

• 34,307 officials were translated programmatically of which 1,217 were translated with incorrect translation dates and had to be corrected manually

• 2,414 were rejections and 1,825 were omissions. Latter since been corrected manually

• All exceptions and omissions dealt with - total of translated officials = 38,546

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IMPLEMENTATION OF PHASE 1 OSD CORRECTIONAL OFFICIALS cont…

• 519 Officials who are on personal notches initially could not be translated to OSD due to lack of translation keys. These were recently provided to DCS (during week ending 6 November 2009) – instruction guide forwarded to regions to start translations of officials on personal notches

• Once-off payment of R7 500 made 38 546 qualifying officials

• Payments cost department R284 million as against mandated amount - R307 million

• 1725 officials at SL 2-7 made their choices to migrate to the centres under the CB category - 278 want to change their choice

• 419 officials chose to move from CB to NCB category

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IMPLEMENTATION OF PHASE 1 OSD CORRECTIONAL OFFICIALS cont…

• Out of 1 725 who chose to move nationally from NCB to CB, only 383 have physically moved

• Out of 419 who chose to move nationally from CB to NCB, only 218 have physically moved

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IMPLEMENTATION OF PHASE 1 OSD CORRECTIONAL OFFICIALS : AUDITING

• To ensure that exceptions or errors are dealt with effectively, three levels of auditing were sanctioned at Regional, Head Office and Internal Audit level for payment of R 7 500

• Regions completed their audits on once off payments and submitted to national office. Reports indicate names of each individual erroneously paid or overpaid

• Second level of auditing was done by PERSAL Directorate at Head Office

• Internal Audit has also started with their Audit and plan to give a report by end November 2009

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IMPLEMENTATION OF PHASE 1 OSD CORRECTIONAL OFFICIALS : AUDITING

• In line with section 38(1) of PSA, 1994 as amended and Treasury Regulations section 11.3(1), any over- or underpayments are being corrected (summary per Region below)

• Programmatic implementation of GPSSBC Res.3 of 2009 was erroneously applied to DCS officials waiting to benefit from other OSDs - about 1200 officials (e.g Artisans, Educators, Medical Practitioners)

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IMPLEMENTATION PHASE 1 OSD CORRECTIONAL OFFICIALS : AUDITING OF

ONCE OFF PAYMENTSBelow are audit findings from both 1st and 2nd level of auditing as well as progress made in recovering erroneous and over payments

REGION NO. OF ERRONEOUS PAYMENTS

TOTAL OVERPAID AMOUNT

TOTAL AMOUNT RECOVERED

Head Office 9 R 61,274 R60,000

Gauteng Region 29 R 217,500 R117, 500

Kwa Zulu Natal Region 2 R 15,000 R3,750

Eastern Cape Region 23 R 172,500 R139,600

Western Cape Region 1 R 7,500 Deductions start in Nov 2009

LMN Region 7 R 45,615 R3,026

Free State & Northern Cape Region

21 R 157,500 R135,000

TOTAL: 92 R676,889 R458,875

Auditing of first phase translations is currently underway in regions

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OSD CORRECTIONAL OFFICIALS PROJECT GOVERNANCE

To ensure that implementation is systematic and wellmanaged, as well as to learn from one another,governance mechanisms have been established:

• Subsequent to road show conducted by GPSSBC and employer in all Regions, Regional task teams as well as management area level task teams established to take process forward and monitor implementation of OSD at Regional, Management Area and Correctional Centre level

• Constant interaction with Regions through daily tele-conference meetings between 8:00 and 9:00 in morning. Progress and matters related to OSD implementation, in terms of OSD Project Plan, recovery of overpayments are discussed

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OSD CORRECTIONAL OFFICIALS PROJECT GOVERNANCE

• DCS technical committee is meeting weekly to engage on national challenges and come up with strategic interventions

• Joint technical committee between DPSA and DCS exists to facilitate implementation

• National Monitoring Task Team has been established through GPSSBC composed of Labour and Employer

• Bilateral meetings with Labour were also held to address challenges and deal with areas of clarity

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OSD CORRECTIONAL OFFICIALS PROJECT GOVERNANCE cont…

• Committee of senior managers between DPSA, DCS and National Treasury established - monitor and present monthly reports to the Mandate Committee

• Progress Reports are provided to executive management and Ministers weekly, fortnightly and monthly in various forums

• Interaction with staff is done through circulars and notices. A webpage has also been established to deal with Frequently Asked Questions (FAQ’s) and posting of developments on OSD and 7-day Establishment

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IMPLEMENTATION OF 7-DAY ESTABLISHMENT

Was deemed strategic by all parties to link OSDprocess to the implementation of the 7-day establishment:

• All centres implemented 7-day work week/ establishment with effect from 1July 2009

• This introduced a new shift system - 2 x 12 hour shift• Saturday and Sunday became normal work days not

remunerated through overtime• Due to challenges, mainly of staffing, new shift

system not fully implemented in all centres in the various Regions

• Element of resistance from some managers in Regions

• Table below will show progress being made in Regions to move to two shift system

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7 DAY ESTABLISHMENT

• Table below displays number of centres per region that moved to 2- shift system as at 15 Oct 2009 against total number of centres

National Summary per Region

Total number of centres per region

Total number of Centres on the 2-shift

Other shift systems

Remaining Centres (still to go on 2 shift)

% of centres in region on 2-shift

Eastern Cape 45 42 4;5 3 93.3

Freestate N/Cape 42 12 3;4;5 30 28.6

Gauteng 26 15 3;4;5 11 57.7

KZN 42 34 3;4 6 80.9

LMN 38 21 4;5 17 55.2

Western Cape 42 9 3;4;5 32 23.8

TOTAL 235 133 99 (42.1%) 56.6

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GENERAL CHALLENGES IN OSD & 7 DAY ESTABLISHMENT IMPLEMENTATION

• Delays in resolving different interpretation of some clauses of OSD Implementation directive

• Lack of funding for OSD

• Increase in incidents of sick leave during weekends

• Lack of uniform application of the 2-shift system

• Staff shortages reported as a major challenge and moratorium on filling vacancies reduces staff capacity further

• Inconsistencies in application of leave policy has been detected and DPSA is being engaged and a directive will be issued in this regard

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GENERAL CHALLENGES IN OSD & 7 DAY ESTABLISHMENT IMPLEMENTATION

• Lack of funding to fill vacancies in offices (PSA appointees) delays physical and permanent migration of some officials to centres because of vacuum this will create in support services

• Current study leave policy is exacerbating staffing shortages

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IMPLEMENTATION OF 7-DAY: BENEFITS

Both officials and Government benefit from this systemas outlined below:

• Centre based officials work 45-hour work week aggregated over two weeks

• Officials work normal hours in terms of new shift system – envisaged to be 4 days in and 3 days off to cover 96 hours in two weeks-instead of 12 days in and off during weekends (2/month)

• Officials have quality time with families and enough resting time and this contributed positively reduction of absences and sick leave

• Officials save on transport costs-not expected at work for 3-days, sometimes 4 days

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IMPLEMENTATION OF 7-DAY BENEFITS cont…

• Shifts are scheduled when there is public transport available because most of shifts start at 6:00 and end at 18:00 - safety can also be enhanced by this

• Enhanced compliance with Legislation - 3 meal system in terms of Correctional Services Act (CSA) and Basic Conditions of Employment Act (BCEA) on resting periods between shifts

• More time is created during day to implement programmes and work opportunities for offenders – structured day programme

• Implementation of Offender Rehabilitation Path will be enhanced

• Created visible savings on overtime budget as indicated in table below

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SAVINGS ON OVERTIME

Table below displays expenditure on overtime

since implementation of OSD

Month Amount Spent on Overtime

Payment for Public Holidays

Payment for Shift Performed on Sunday / Public Holiday

TOTAL COST

July R 89,879,032 R 12,725,479 R0 R102,604,511

August R 3,465,285 R11,250 R 7,632,296 R11,108,836

September R 763, 299 R416,196 R20,858,358 R22,037,853

October R 393,320 R343,592 R14,576,961 R15,313,874

TOTAL R94,500,936 R13,496,517 R43,067,615 R151,065,074

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OSD LEGAL ADMINISTRATION OFFICERS

Mandate

• GPSSBC Resolution 1 of 2008 signed 7 February 2008

• Lead Department: Justice and Constitutional Development

Progress

• 24 Legal Officials were translated to this OSD.

• Implementation of OSD for Legal Admin Officers has been finalised

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OSD EDUCATORS Mandate• Provision was made in GPSSBC Resolution 2 of 2009

for Educators to be covered by ELRC Resolution 1 of 2008 signed on 3 April 2008 (which provides for a 4% salary increase for Educators with effect from 1 January 2008

• ELRC Resolutions 2 and 4 signed 14 August 2009.• Lead Department: EducationProgress• 437 Educators have been identified as qualifying for

this OSD• Department is interacting with DPSA to link salary

scales to DCS and to develop an implementation directive which addresses DCS-specific requirements

• This implementation directive will be developed after meeting with Department of Education on 19th November 2009

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OSD SOCIAL WORKERS

Mandate

• PHSDSBC Resolution 1 of 2009 signed on 4 June 2009

• Lead Department: Social Development

Progress

• 520 Social Workers have been identified as qualifying for OSD

• A PERSAL run took place on 4 November 2009 to implement OSD for Social Workers for all National Departments

• DCS is currently dealing with approximately 125 exceptions of above total which could not be done programmatically

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OSD ARTISANSMandate

• GPSSBC Resolution 4 of 2009 signed on 7 August 2009

• Lead Department: DPSA

Progress

• 724 Artisans have been identified as qualifying for this OSD

• Translation lists have been finalised and a meeting with DPSA was held on 2 November to verify translation sheets. Interactions with DPSA are continuing

• Implementation Directive to be issued by DPSA after 28 November 2009

• Translations will be done manually thereafter

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OSD MEDICAL PRACTITIONERS AND PHARMACISTS

Mandate

• PHSDSBC Resolution 3 of 2009 signed on 7 August 2009

• Lead Department: Health

Progress

• 9 Medical Practitioners and 49 Pharmacists have been identified as qualifying for this OSD

• 5% once off payment was paid on 23 Oct 2009. Exceptions are being dealt with in conjunction with Department of Health

• Meeting scheduled for 12 November 2009 by Department of Health to deal with first phase translations

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Together doing more & better to break the cycle of crime