Annual Report by Secretary to the Legislature
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SUBMISSION OF THE 2015/16 ANNUAL REPORT BY SECRETARY TO THE LEGISLATURE I am pleased to submit the Annual Report of the Eastern Cape Provincial Legislature, which is in accordance with Section 59 of the Financial Management and Provincial Legislature Act, 2009. ______________________ V. MAPOLISA SECRETARY TO THE LEGISLATURE OFFICIAL SIGN OFF L FUMBA ACTIG GM: STRATEGY, POLICY, AND M&E _____________________________ Signature MS N DYAN ACTING CHIEF FINANCIAL OFFICER _____________________________ Signature MS N MENE CHIEF PARLIAMENTARY OFFICER ___________________________ Signature ADV. NETSHITUMBU ACTING CHIEF OPERTAING OFFICER ____________________________ Signature MR V MAPOLISA ACCOUNTING OFFICER ____________________________ Signature TABLE OF CONTENTS i. Speaker’s Foreword vi ii. Overview of the Secretary vii PART A 1. GENERAL INFORMATION 1.1. Strategic Overview 02 1.2. Legislative and other Mandates 03 1.3. Organizational Structure 05 1.4. Overview of the service delivery environment 06 1.5. Departmental revenue 06 PART B 2. INFORMATION ON PREDETERMINED OBJECTIVES 2.1. Strategic Outcome Oriented Goals 08 2.2. Performance Information by Programme 08 2.3. Programme 1 – Administration 09 2.3.1. Office of the Speaker 10 2.3.2. Office of the Secretary 10 2.3.2.1. Office support to the Secretary 10 2.3.2.2. Strategy, Policy, Monitoring and Evaluation 11 2.3.2.3. Employee Relations 12 2.3.2.4. Wellness and Special Programmes 12 2.3.3. Financial Management 13 2.3.3.1. Finance 13 2.3.3.2. Supply Chain Management 14 2.3.3.3. Risk Management 15 2.3.4. Integrated Human Resource Management 15 2.3.4.1. Organisational and Human Resource Development 15 2.3.4.2. Human Resource Management 16 2.3.5. Integrated Information and Technical Service 16 2.3.5.1. Information Technology 16 2.3.5.2. Library and Archive Services 17 2.3.5.3. Safety 17 2.3.5.4. Office Support and Household 18 2.4. Programme 2: Enabling Facilities and Political Parties 19 2.4.1. Enabling Facilities of Members and Political Parties 19 2.5. Programme 3: Parliamentary Services 20 2.5.1. Oversight Services 20 2.5.1.1. Committee Services 20 2.5.1.2. Research 21 2.5.2. Public Participation and Communications 22 2.5.2.1. Public Participation and Petitions 22 2.5.2.2. Communications 23 2.5.3. Law Making 24 2.5.3.1. House Proceedings 24 2.5.3.2. Hansard and Language Services 25 2.5.3.3. NCOP 26 2.5.3.4. International Relations and Ceremonial Services 26 2.5.4. Legal Services 27 PART C 3. GOVERNANCE 3.1. Introduction 30 3.2. Risk Management 37 3.3. Fraud and Corruption 37 3.4. Minimising Conflict of Interest 37 3.5. Code of Conduct 37 3.6. Health, Safety and Environmental Issues 37 3.7. Committees 38 3.7.1. Committee Visits 38 3.8. Prior Modifications to Audit reports 38 3.9. Internal Audit Unit 38 3.10. Audit Committee Report 38 3.10.1. Audit Committee Members and Attendance 38 3.10.2. Audit Committee Responsibility 39 3.10.3. The effectiveness of internal control 39 3.10.4. The quality of in year management and monthly/quarterly reports submitted in terms of the PFMA and the Division of Revenue Act 39 3.10.5. Evaluation of Financial Statements and Annual Performance Report 39 3.10.6. Internal Audit 40 3.10.7. Auditor-General South Africa 40 3.11. Report of the Auditor-General of South Africa 41 PART D 4. HUMAN RESOURCE MANAGEMENT Human Resource Oversight Statistics 46 PART E 5. FINANCIAL INFORMATION 1. Report of the Accounting Officer 71 2. Report of the Auditor General 00 3. Annual Financial Statements 72 PART F 6. INFORMATION FOR POLITICAL PARTIES 1. Report of the African National Congress 140 2. Report of the Democratic Alliance 164 3. Report of the United Democratic Movement 167 4. Report of the Congress of the People 168 5. Report of the AIC 170 SPEAKER’S FOREWORD I am pleased to present the Annual Report of the Eastern Cape Provincial Legislature for 2015/16 financial year. This report accounts to the people of the Province on the performance of the Legislature against the overall strategic plan. It also bears testimony to our achievements and challenges during the financial year under review. In the year under review, the process to review the structure of the Legislature was started in order to ensure that it is properly aligned and that core business continues to receive adequate support. The core business of the Legislature was prioritised through public participation programmes which culminated in the hosting of two sectoral parliaments (Youth and Women’s Parliaments) as well as the Taking Legislature to the People. The Public Participation and Petitions Committee also dealt with a number of issues brought to its attention by the citizens. While there is still room to improve the synergy with the implementing institutions and the Legislature, great strides have been made to expedite the process of resolving petitions. We are pleased that through these activities we have increased our interaction with the people to ensure that they play a central role in legislative process. In doing so, we greatly enhanced public involvement and deepened democracy in all corners of the Province. Guided by the Sector Oversight Model (SOM), oversight committees began to consider quarterly reports of the Departments in the year under review. This is in line with our strategic objective to fully implement the SOM and to ensure that all its elements are achieved. We have taken bold steps to strengthen and enhance the oversight role in an effort to jealously guard the interests of our people. In line with improving financial management, we are also pleased to report that we have been operating for the second year under the provisions of the Financial Management of Parliament and Provincial Legislature Act, 2009. Our processes to migrate to the GRAP accounting system are continuing smoothly and the migration has begun in the year under review. Our achievements from the past year provide us with the confidence that the Legislature is indeed making giant strides to improve the lives of the people we serve. We present this report as part of the collective effort of Honourable Members, Legislature management and the entire workforce. Let me take this opportunity to thank you for your unwavering support and commitment in the work we do. We are also truly grateful to the people of the province for providing us their support in all our endeavours. Working together we can do much more. _______________________ Ms N. KIVIET (MPL) SPEAKER OF THE EC PROVINCIAL LEGISLATURE EXECUTIVE AUTHORITY OVERVIEW BY THE ACCOUNTING OFFICER The 2015/16 financial year presented challenges and opportunities in the administration of the institution. It was during this period that we ensured the continuation of the sterling work as reported in the 2014/15 financial year. Both from a core business and support perspective we intensified our efforts to give effect to the Legislature’s constitutional mandate. The implementation of the Financial Management of Parliament and Provincial Legislatures Act, No 10 of 2009 (FMPPLA) and the resultant conversion to the accrual basis of accounting, meant that systems also had to be put in place in order to meet the accountability requirements brought about by the changes. The declining public purse has posed some serious challenges in ensuring a seamless migration to GRAP as well as discharging the Legislature’s responsibility of ensuring good corporate governance to effectively support its core mandate. Such challenges meant that creating a strong internal control environment had to become more amplified, especially in giving assurance to those charged with oversight over the financial and performance management of the Legislature. Despite the challenges, the Legislature has been able to maintain an effective internal control environment with notable efficiency in implementing its core programmes. As the Legislature, we are bound to conduct our activities in a manner that promotes efficiency and good governance so that the rest of the Provincial Administration may emulate us. The Legislature has continued to be the voice of the people and all our programmes were geared at ensuring that we remain “A people’s Assembly for Good Governance”. In line with our stated commitment towards good governance, the Legislature has obtained an unqualified audit opinion with matters of emphasis from the Auditor-General. We will continue to strengthen all necessary controls such as Risk Committee, the Audit Committee and the Internal Audit unit. We are therefore confident that we will achieve an unqualified audit opinion. With the support of our political leadership and commitment from management and staff, I am confident that we will be able to achieve more, in ensuring that the Legislature is the centre of service delivery excellence in the Eastern Cape. ________________ V MAPOLISA SECRETARY TO THE LEGISLATURE ACCOUNTING OFFICER 1.1 STRATEGIC OVERVIEW: VISION, MISSION AND VALUES VISION ‘A People’s Assembly for good governance to realise service excellence’ MISSION STATEMENT To conduct oversight that will ensure accountability of the provincial government to the people of the Province; To pass laws that will ensure that citizens’ right are upheld; To conduct public outreach and education programmes that will ensure meaningful participation of the public in government programs; To foster relations with local and international oversight bodies that will ensure sharing knowledge and best practices. VALUES Excellence: Discharging our responsibilities with utmost care and offering the highest levels of service to those we serve. Integrity: Pursuing ethical practices by being open, honest, transparent and consistent in our actions.