egal Aid South Africa Your voice. For justice. Independent and within reach. Annual Report || 2012-2013 “Ensuring the best interests of children in criminal and civil matters.” Legal Aid South Africa || Annual Report || 2012-2013 egal Aid South Africa Your voice. For justice. Independent and within reach. www.legal-aid.co.za Vision n A South Africa in which the rights enshrined in the Constitution are realised and upheld and responsibilities are complied with to ensure equality, justice and quality of life for all. Mission n To be a leader in the provision of accessible, sustainable, ethical, independent and quality legal services to the poor and vulnerable. Values n Passion for Justice n Ubuntu n Integrity n Accountability n Service Excellence n People Centred Development Legal Aid South Africa || Annual Report || 2012-2013 Contents A. GENERAL INFORMATION 8. Internal Audit and Audit and Risk Committee 76 1. Legal Aid South Africa General Information 02 9. Compliance with Laws and Regulations 78 2. Scope and boundary of the annual report 04 10. Fraud and Corruption 79 3. Strategic Overview 05 11. Minimising Conflict of Interest 79 3.1 Vision 05 12. Code of Conduct 79 3.2 Mission 05 13. Health Safety and Environmental Issues 80 3.3 Values 05 14. Board Secretary 80 3.4 Strategic outcome orientated goals 05 15. Stakeholder Report 80 4. Legislative and other Mandates 07 16. Sustainability Report 86 4.1 Constitutional Mandate 07 17. Social Responsibility 88 4.2 Legislative Mandate 07 16. Audit and Risk Committee Report 88 4.3 Public Finance Management Act (PFMA) 08 5. Organisational Structure 09 D. HUMAN RESOURCES MANAGEMENT 6. Foreword by the Board Chairperson 13 1. Introduction 91 7. Chief Executive Officer’s Overview 17 1.1 Overview of Human Resources matters at the public entity 91 B. PERFORMANCE INFORMATION 1.2 Set Human Resources priorities for the year under review and the impact of these 1. Statement of Responsibility for Performance priorities 91 Information 23 1.3 Workforce planning framework and key 2. Auditor’s Report: Predetermined Objectives 24 strategies to attract and recruit a skilled 3. Overview of Legal Aid South Africa’s and capable workforce 92 Performance 24 1.4 Employee Performance Management 3.1 Service Delivery Environment 24 Framework 92 3.2 Organisational Environment 25 1.5 Employee Wellness Programmes 93 3.3 Key Policy Developments and 1.6 Policy developments 93 Legislative Changes 25 2. Human Resource Oversight Statistics 94 3.4 Strategic Outcome Oriented Goals 25 4. Performance Information by Programme 25 E. FINANCIAL INFORMATION 5. Summary of Financial Information 66 1. Statement of Responsibility 105 2. Report of the Chief Executive Officer 105 C. GOVERNANCE 3. Report of the Auditor-General to Parliament 108 1. Introduction 69 4. Annual Financial Statements 110 2. Portfolio Committee 69 3. Executive Authority 69 F. COMPANY INFORMATION AND 4. The Accounting Authority (Board) 69 CONTACT DETAILS 5. Risk Management 74 1. Regional Management 147 6. IT Governance 75 2. Contact Details 150 7. Internal Control Unit 76 Legal Aid South Africa || Annual Report || 2012-2013 List of tables Table 1 Abbreviations and Acronyms 03 Table 2 Organisational Structure 09 Table 3 Composition of Executive Management 10 Table 4 Legal Aid South Africa Corporate Dashboard 2012-2013 26 Table 5 Annual Performance Report 36 Table 6 Composition of the Board 71 Table 7 Board Committees’ Membership 74 Table 8 Summary of audit work done by Internal Audit 77 Table 9 Details of the Audit and Risk Committee members and their attendance of meetings 77 Table 10 Number of reasons for refusal of requests for information 78 Table 11 Compliance with Global Sustainability Reporting Initiative (GSRI) 79 Table 12 Engagement with Stakeholders 82 Table 13 Personnel cost by business unit 94 Table 14 Personnel cost by salary band 96 Table 15 Performance rewards 97 Table 16 Training costs 97 Table 17 Employment and vacancies per region 100 Table 18 Employment and vacancies per critical occupation 100 Table 19 Employment changes 101 Table 20 Reasons for staff leaving 101 Table 21 Labour relations: Misconduct and disciplinary action 102 Table 22 Equity target and employment equity status 102 Table 23 Contact details 150 Legal Aid South Africa || Annual Report || 2012-2013 1 A. GENERAL INFORMATION 1. Legal Aid South Africa General Information Registered Name: Legal Aid South Africa Physical Address: Legal Aid House 29 De Beer Street Braamfontein Johannesburg 2017 South Africa Postal Address: Private Bag X76 Braamfontein 2017 Telephone Number: 027 11 877 2000 Fax Number: 027 11 877 2222 Email Address: [email protected] Website Address: http://www.legal-aid.co.za External Auditors: Nolands (Appointed by the Auditor-General South Africa) Lobelia Office Park 670 Lobelia Street Moreleta Park Pretoria 0141 Bankers: First National Bank 92-94 Jorissen Street Braamfontein 2017 Acting Board Secretary: Ms Lesleigh Timothy 2 Legal Aid South Africa || Annual Report || 2012-2013 Table 1: Abbreviations and Acronyms This is an alphabetical list of abbreviations and acronyms used. Whilst many are generic in nature, some are specifically used at Legal Aid South Africa. ADR Alternative Dispute Resolution JC(s) Justice Centre(s) AFS Annual Financial Statements JEG Job Evaluation and Grading AG Auditor-General KPI(s) Key Performance Indicator(s) ATD Awaiting Trial Detainees LAA Legal Aid Act ATJ Access To Justice LAG Legal Aid Guide ATP Awaiting Trial Prisoners LAN Local Area Network BAC Bid Adjudication Committee LDD Legal Development Department BCP Business Continuity Plan LQA Legal Quality Assurance BI Business Intelligence LQAU Legal Quality Assurance Unit BP Business Plan LSM Living Standards Measure CA(s) Candidate Attorney(s) LSSA Law Society of South Africa CARP Capital Asset Replacement Programme MAR Matter Activity Report CAT Children Awaiting Trial MIS Management Information System CBO Community Based Organisation MTEF Medium Term Expenditure Framework Commission for Conciliation, Mediation and National Alliance for the Development of CCMA NADCAO Arbitration Community Advice Offices CJR Criminal/Civil Justice Review NGO Non-Governmental Organisation CJS Criminal Justice System NPA National Prosecuting Authority DC District Court NT National Treasury Department of Justice and Constitutional DoJ OCP Organisational Culture Programme Development EA Executive Authority PA(s) Professional Assistant(s)/Principal Attorney(s) ERP Enterprise Resource Planning PFMA Public Finance Management Act EVP Employee Value Proposition QA Quality Assurance FBO Faith Based Organisation RC Regional Court GCB General Council of the Bar RCP Regional Communications Practitioner GRAP Generally Recognised Accounting Practice RFAM Regional Finance Administration Manager HC High Court RLM Regional Legal Manager HCU High Court Unit ROE Regional Operations Executive HDI Human Development Index ROI Return on Investment HR Human Resources SCM Supply Chain Management ICT Information and Communications Technology SO Satellite Office IFRS International Financial Reporting Standards SOP Standard Operating Procedure IS Information Services SPA Supervisory Professional Assistant IT Information Technology VOIP Voice Over IP JC Justice Centre VPN Virtual Private Network JCE Justice Centre Executive WAN Wide Area Network Legal Aid South Africa || Annual Report || 2012-2013 3 A. GENERAL INFORMATION 2. Scope and Boundary of the Integrated Annual Report The integrated annual report covers the activities and results of Legal Aid South Africa for the period 1 April 2012 to 31 March 2013. The integrated annual report has been prepared according to Generally Recognised Accounting Principles (GRAP), the requirements of the Public Finance Management Act (No 1 of 1999) (PFMA), the recommendations of King lll and the National Treasury Guide on the preparation of the Annual Report for Public Entities. Statement from Governing Board acknowledging its responsibility for ensuring the integrity of the report The Board of Directors (Board) acknowledges its responsibility to ensure the integrity of the integrated report. The Board has accordingly applied its mind to the integrated report and in the opinion of the Board, the integrated report addresses all material issues, and presents fairly the integrated performance of the organisation and its impacts. The integrated report has been prepared in line with best practice pursuant to the recommendations of the King III Code (principle 9.1). The annual report was approved by the Board of directors on 27 July 2013 and signed on their behalf by: Vidhu Vedalankar Chief Executive Officer Legal Aid South Africa Judge President Dunstan Mlambo Chairperson Legal Aid South Africa 4 Legal Aid South Africa || Annual Report || 2012-2013 3. Strategic Overview (iv) Effective sustained stakeholder partnerships able to jointly increase access to justice as The Legal Aid South Africa Strategic Plan 2012- well as to support other external developing 2017 was approved by the Board, submitted to the legal aid organisations Executive Authority in January 2012 and approved (v) Delivering on our constitutional and statutory in March 2012. shareholder mandate in an independent, accountable and sustainable manner 3.1 Vision A South Africa in which the rights enshrined in OUTCOME 2: Respected, high performance, the Constitution are realised and upheld and sustainable, accessible public entity impacting responsibilities are complied with to ensure equality, positively on society,