Annual Report 1998 of the ICD

CHAPTER 8 - SUPPORT SERVICE

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8.1 Human Resources Management

1. Personnel Administration Standard for Investigators

• The ICD commenced with its operations with middle and senior managers appointed in terms of the Personnel Administration Standard (PAS) applicable to administrative components within the Public Service.
• Whilst these appointees concentrated on the monitoring of investigations conducted by members of the SAPS, several members from SAPS were seconded to the ICD to perform certain investigations under the control and supervision of the ICD.
• In order to enhance the independence of the ICD, the DPSA was approached to assist in the creation of a PAS to enable the ICD to appoint its investigative personnel.
• This PAS was registered in September 1998. In principle the conditions of appointment and career paths within the various rank created in the ICD are comparable to those in the SAPS. The resultant ranking of Investigators is as follows:

SALARY LEVEL	RANK OF INVESTIGATOR	EQUIVALENT RANK WITHIN SAPS
3	Pupil Investigator	Pupil Constable
4	Assistant Investigator	Constable
6	Senior Investigator	Sergeant
7		Inspector
8	Principal Investigator	Captain
9	Assistant Director: Investigations	Superintendent (1st leg)
11	Deputy Director: Investigations	Superintendent (2nd Leg)
13	Director: Investigations	Director

 

2. Establishment

• Subsequent to the registration of the above PAS, the DPSA was approached to assist in the finalisation of an establishment of posts within the budgetary constraints of the 1997 / 98 budget.
• The ICD started its first financial year (1997 / 98) with a total of 36 approved posts apportioned amongst the Head Office in Pretoria and three Regional Offices.
• During the first six months of the financial year, the ICD used the seconded investigators loaned to it by the SAPS at the ICD’s expense. The number of seconded personnel were as follow:

Head Office : Pretoria	5
Regional Office: Gauteng	5
Regional Office: Kwa Zulu-Natal	12
Regional Office: Western Cape	7
TOTAL :	29

• In June 1997 the DPSA approved the establishment of 102 posts for the ICD which included a fourth Regional Office. Posts were allocated and appointments were phased in as follows:

Level of Posts	Total Approved	HO Pretoria	Gauteng JHB	KZN Durban	WC Cape Town	NP Pietersburg
Executive Director	1	1	-	-	-	-
Chief Director	1	1	-	-	-	-
Director	6	2	1	1	1	1
Deputy Director	11	7	1	1	1	1
Assistant Director	19	7	3	3	3	3
Principal Investigator	10	2	2	2	2	2
Senior Investigator	10	2	2	2	2	2
Programmer	1	1	-	-	-	-
Personnel Practitioner	1	1	-	-	-	-
State Accountant	2	2	-	-	-	-
Admin Officer	2	2	-	-	-	-
Admin Clerk	15	7	2	2	2	2
Accounts Clerk	3	3	-	-	-	-
Registry Clerk	2	2	-	-	-	-
Secretary	8	4	1	1	1	1
Typist	10	2	2	2	2	2
TOTAL	102	46	14	14	14	14

• During the second half of the financial year the DPSA assisted with a full-scale work-study of the ICD. A structure of 535 posts was approved to be phased in as from 1 April 1998 over the next three financial years. The structure was approved as follows:

POST NAME	AMOUNT
Executive Director	1
Secretary	16
Chief Director: Monitoring and Development	1
Chief Director: Special Investigative Services	1
Chief Director: Administrative Support	1
Director: Monitoring and Development	2
Director: Special Investigative Services	1
Director: Human Resources, IT and Admin Services	1
Director: Finance and Provisioning Admin Services	1
Director: Provinces / Regions	6
Director: Legal Services	1
Deputy Director: Monitoring and Development	3
Deputy Director: Special Investigations	3
Deputy Director: Communication Services	1
Deputy Director: Human Resources	1
Deputy Director: Legal Services	1
Deputy Director: Investigative Services	9
Deputy Director: Accounting	1
Deputy Director: Provisioning Administration	1
Deputy Director: Information Technology	1
Assistant Director: Monitoring and Development	13
Assistant Director: Investigations	33
Assistant Director: Investigative Services	3
Assistant Director: Communication Services	1
Assistant Director: Accounting	1
Assistant Director: Support Services	6
Assistant Director: Provisioning Administration	1
Principal Investigator	161
Senior Investigator	121
Investigator	20
Chief Work Study Officer	1
Work Study Officer	2
Programmer	1
Personnel Practitioner	1
Personnel Officer	8
Accounting Clerk	11
Typist	15
Administration Clerk	33
Senior Legal Administrative Officer	1
Legal Administration Officer	2
State Accountant	2
Provisioning Administration Officer	1
Provisioning Administration Clerk	7
Registry Clerk	19
Admin Officer	2
Security Guard	16
TOTAL	535

3. New Regional Offices

• It is envisaged that new Regional Offices will be established in the Provinces of NorthWest, Eastern Cape, Free State and Northern Cape.

4. Filling of Posts

• In the middle of 1997, twenty- seven post levels were advertised, in terms of which a total number of 1270 applications were received and processed. In filling posts the priority was given to the line function.
• Thirteen of the twenty-five investigators appointed were former SAPS members.
• Appointments finalized during the 1997 / 98 financial year were as follows:

Level of Posts	HO Pretoria	Gauteng JHB	KZN Durban	WC Cape Town	NP Pietersburg
Executive Director	1	-	-	-	-
Chief Director	1	-	-	-	-
Director	2	1	1	1	1
Deputy Director	6	1	1	1	-
Assistant Director	5	3	3	3	-
Principal Investigator	2	2	2	2	2
Senior Investigator	2	2	2	2	2
Programmer	1	-	-	-	-
Personnel Practitioner	1	-	-	-	-
State Accountant	2	-	-	-	-
Admin Officer	-	-	-	-	-
Admin Clerk	5	2	2	2
Accounts Clerk	2	-	-	-	-
Registry Clerk	1	-	-	-	-
Secretary	4	1	1	1
Typist	2	2	2	2	-
TOTAL	37	14	14	14	5

• The following diagram serves to illustrate the ICD’s application of the affirmation action and gender equality programmes in the appointment process.

5. Staff Turnover

• The ICD had a 2% staff turnover during the year under review. While one member left the ICD for greener pastures, the other one tragically died in a car accident.

6. Personnel Development

• Bursaries amounting to R 1000 761,00 were granted to twenty-seven staff members in the following fields of study:

FIELD OF STUDY

	Policing and Legal	Information Technology	Human Resource	Commerce
Number of Bursaries awarded	8	1	14	4

• Five of these bursaries have been awarded for study on the Magister level.
• Members of the ICD attended the following workshops and seminars:

1. Gender Sensitivity course offered by the South African Management Development Institute (SAMDI)
2. A workshop on Bargaining Councils at the DPSA.
3. A workshop on the White Paper on Training and Education organized by the DPSA.
4. A session on Tender Procedures offered by the State Tender Board.
5. A workshop on the New Code of Remuneration (CORE).
6. A seminar on the implementation of the New Pubic Service Regulations.

• Unfortunately when the majority of personnel were appointed it was already too late to register for training offered by SAMDI, only four officials were fortunate to receive such training.

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8.2 Auxiliary Services

1. Accommodation:

• To expedite the commencement of its operation, the ICD had no option but to loan on a temporary basis office accommodation from the SAPS.
• The ICD eventually succeeded in acquiring its own office space.
• Immediately after the approval of the establishment of the ICD by the DPSA, the State Tender Board through the DPW was approached to approve the accommodation requirements.
• After obtaining office accommodation in various Provinces, DPW informed the ICD at a very late stage that it has made no provision for some of the offices in its budget
• Particulars of the Regional Offices are:

PLACE	STREET ADDRESS	POSTAL ADDRESS	TELEPHONE NUMBER	FAX NUMBER
Pretoria	7th Floor Thutong Building Cnr Pretorius & Volkstem Pretoria	Private Bag X 941 Pretoria 0001	(012) 325-4242/3/5	(012) 325-4246/03
Durban	7th Floor Kingsfield Place 30 Field Street Durban	P O Box 54303 Durban 4000	(031) 305-8370	(031) 305-8214
Cape Town	6th Fl Colonial Mutual Bldg 106 Adderley Street Cape Town	P O Box 327 Cape Town 8000	(021) 26-0700	(021) 26-0705
Johannesburg	8th Floor Customs House, Fraser Street, Johannesburg	Private Bag X 0101 Marshalltown 2017	(011) 838-2875/6	(011) 834-2118
Pietersburg	Old Mutual Building 66A Market Street Pietersburg	Private Bag X 9524 Pietersburg 0700	(015) 295-5561/5	(015) 295-3409

2. Official Transport:

• The ICD was fortunate to obtain the use of vehicles on loan from the various Government Garages as well as from SAPS for use on official journeys. As soon as our own cars were received and registered the loan cars were returned to the various garages.
• During the year the following number of official vehicles were used to transport officials from offices to crime scenes:

OFFICES	VEHICLES ON LOAN	VEHICLES PURCHASED
Pretoria	5	3
Cape Town	6	3
Durban	1 (+ 6 SAPS)	3
Johannesburg	2	3
Pietersburg	2	3
TOTAL	22	15

3. Filing System:

• One of the first tasks performed was to compile a filing system in terms of the needs of the various directorates and sub-directorates.
• The system was registered with the National Archives under initials ICD in August 1997.
• The main series of the filing system includes the following:

1. Legislation and Regulation
2. Establishment, Organization and Control
3. Finance
4. >Human Resources Management
5. Logistics
6. Meetings, Committees, Conferences, Commissions and Disciplinary Hearings
7. Communication and Media Liaison Services
8. Legal Services
9. Labour Relations
10. Complaints, Investigations and Monitoring
11. Information Technology

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8.3 Finance

1. Background

• The Directorate Finance and Provisioning started with only 1 Deputy Director for the first four months of the financial year. Great difficulties were experienced to translate the budget which was prepared and compiled by a task team comprising of members of the SAPS and the Secretariat for Safety and Security into activities for the ICD.
• Due to the fact that no work-study investigation was conducted by the task team to motivate the indicated projected expenditure, the newly appointed staff of the ICD had to address the personnel structure of the department which directly impact on the available budget. A total of R 15 491 000 for the 1997/1998 financial year was allocated to the ICD by the Department of State Expenditure.

2. Financial System

• The ICD operated on a manual financial system until December 1997. The approved financial systems for the ICD are the financial management system (FMS) and Persal (salary system) and the preparation for the implementation of these systems started in September 1997. Both the FMS and Persal systems were successfully implemented in January 1998.

3. Budget and Expenditure

• As was mentioned in paragraph 8.3.1, a total budget of R 15 491 000 was allocated to the ICD for the 1997/1998 financial year.
• With the compilation of this report, the directorate finance was still in the process of finalising the closure of the books for the 1997/1998 financial year, thus the reference to provisional expenditure
• Below, an analysis of provisional expenditure against the budget per standard item.

Standard Item	Provisional Expenditure	Budget
	R,000	R, 000
Personnel Expenditure	R 7 520	R 9 659
Administration	R 2 614	R 478
Stores	R 311	R 110
Equipment	R 3 588	R 5 111
Proffessional & Special Services	R 372	-
Miscellaneous Expenditure	R 90	R 133
TOTAL	R 14 495	R 15 491

• Some claim by other departments from which staff was recruited was outstanding as at 31 March 1988 which give this table impression that the ICD under-spent during the 1997/1998 financial.

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8.4 Information Technology

1. Introduction

• The main task of Information Technology during the year under review was to acquire computers for the ICD’s Head Office and Regional Offices. The section started with only one member. Further assistance in a form of a programmer post was filled during 1997.

2. Teething Problems

• As the SAPS were originally in control of the ICD budget, the ICD had to procure everything it needed through SAPS.A process was set in motion to procure photocopying machines, computers, printers and cellular phones through the SAPS Information Systems Division. This proved to be a long and cumbersome process as the SAPS committee only met once a month. Eventually our applications were approved, however before the ICD could take delivery of the approved equipment, ICD was informed that since it had its own budget it should procure the equipment from its own budget.
• The ordering of equipment through government tender procedure is a lengthy process and inevitably the delivery of equipment ordered took a longer than anticipated.

3. Dutch Funding

• As a result of a donation from the Royal Dutch Embassy to the amount of R 519 000, for the purchase of computer equipment, the ICD managed to acquire a sizeable number of equipment. The ICD could not have done much without funding from the Dutch government. The ICD would therefore like to thank the Dutch government for their support.
• The following two tables illustrate the impact the Dutch funding has made to the computerisation of the ICD:

Status as at 31 July1997 (before Dutch Funding)

Office	Desktops	Laptops	Printers
Head office	5	5	9
Gauteng	1	1	2
KwaZulu Natal	1	1	2
Western Cape	1	1	2
TOTAL	8	8	15

Status as at 31 December 1997 (after Dutch Funding)

Office	Desktops	Laptops	Printers
Head office	22	10	14
Gauteng	8	3	3
KwaZulu Natal	8	3	3
Western Cape	7	3	3
Northern Province	2		2
TOTAL	47	19	25

4. Current Status

• The ICD’s ability to set up networks in the Head Office and Regional Offices is being hampered by the lack of permanent premises. Before this issue is resolved, it seems that the ICD has to operate on stand alone p c’s.
• Two Local Area Networks for KwaZulu Natal and for Gauteng. Networks in the remaining provinces will be set up as soon as permanent office accommodation has been acquired.
• A dial-on-demand network to link the ICD to PERSAL and FMS has been set up.

5. Future Plans

• The ICD is now reasonably equipped with computer equipment to cope with the current staff levels. However the Centralised Database, Wide Area Network and equiping new offices are three major issues that need to be attended to.
• These three areas will be given top priority in the first quarter of the new financial year.
• Regarding the centralised database, it is envisaged that it will feature a number of tools to enhance the management of the complaint process and to automate certain processes, which are being done manually.

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