Portfolio Committee on Home Affairs

1
Portfolio Committee on Home Affairs

• Briefing on the
• 2004 / 05 Annual Report
• 25 October 2005

2
Strategic Objectives - 2004 / 2005

• To establish the Commission as a focal point in
  the delivery of free and fair elections
• To develop and implement human resources
  management and development systems
• To prepare and maintain a high quality voters
  roll
• To offer high quality electoral services in order
  to facilitate voting by all eligible voters

3
Strategic Objectives - 2004 / 2005 Cont

• To inform voters on electoral processes and to
  ensure maximum political participation
• To maintain and consolidate organisational
  systems and infrastructure in preparation for
  future elections
• To operate and maintain sound financial
  management systems, including internal controls.

4
Strategic Objective 1To establish the Commission
as a focal point in the delivery of free and fair
elections

• Results 2004 / 05
• Embarked on projects to enhance free and fair and
  democratic elections
• Developed programme to ensure a well-informed
  corps of domestic and international observers
• Liaised with civil society organisations,
  faith-based organisations, traditional leaders,
  youth, women and political parties to ensure
  understanding of voting processes and procedures

5
Strategic Objective 1 Cont

• Briefed diplomatic and donor communities in SA
  about IEC activities
• Liaised with government departments on IDs for
  voters and voting infrastructure
• Participated in 27 conferences, observer missions
  and technical assistance projects
• Provided technical assistance and participated in
  observer missions to the USA AND 11 African
  countries
• Independence and impartiality of Commission
  maintained.

6
Strategic Objective 2To develop and implement
human resources management and development systems

• The Commission has a total of 249 approved full
  time positions. There were 44 vacancies at the
  end of the financial year
• Total expenditure on personnel was 29.5 of the
  budget
• The relatively low staff turnover at the IEC is
  illustrated by the fact that only 9 staff members
  resigned during the period under review.
• The Commission has a 5-year Employment Equity
  (EE) plan

7
Strategic Objective 2 Cont

• An EE Committee has been established which meets
  regularly to review targets set in the plan
• The Employment Equity report was submitted to the
  Department of Labour as required.
• Staff attended 201 skills development and
  training activities during the year under review.
• A Performance Management System linked to the
  training and developmental needs of staff was
  implemented
• No collective agreements were entered into but a
  staff association was established
• Promotion of HIV and AIDS awareness takes place
  in the workplace.

8
Strategic Objective 3 To prepare and maintain a
high quality voters roll

• Focus on review of the 2004 elections and
  preparations for 2005/6 municipal elections
• To identify lessons for future election plans
• To ensure continuous improvement in accuracy of
  voters roll
• Challenges remain
• Develop mechanisms to ensure that voters roll is
  continually updated to complement general
  registration weekends
• Source data from state institutions and
  municipalities to improve service quality to
  voters in informal and rural areas.

9
GEOGRAPHIC DISTRIBUTION OF THE NET GROWTH IN
REGISTERED VOTERS 1999/2004
10
Strategic Objective 4To offer the high quality
electoral services in order to facilitate voting
by all eligible voters

• The Commission has national, provincial and local
  offices.
• The CEO convened a national debriefing workshop
  to discuss key lessons learnt during the 2004
  elections.
• The IECs provincial offices focused on the
  following
• Rollback of election material
• Disposal of certain election material
• Running by-elections
• Ongoing democracy education projects
• Capturing data from voter registration
  application forms
• Fieldwork for re-delimiting voting districts for
  municipal elections

11
Strategic Objective 4Cont

• The local offices are managed by the Municipal
  Electoral Officers (MEO) who are normally senior
  municipal employees identified to assist with
  electoral work on a part-time basis.
• The MEOs facilitate co-operation between the
  Commission and municipalities.
• There are 237 MEOs spread across the country.
• Challenge remains how best to cater for voters
  in far-flung areas.

12
Strategic Objective 4 Cont

• Electoral Logistics
• Sufficient voting materials were available at
  voting stations for the 2004 elections
• Main Activities
• Provisioning for Election Day
• Rollback of election material
• Disposal of some election material
• Maintenance and repair of Zip-Zip scanners

13
Strategic Objective 4 Cont

• Number of Voting Stations
• Increased as follows - 14 652 (1999) 14 988
  (2000) 16 966 (2004) and 18 569 (Post-2004)
• With highest percentage change between 1999 and
  post-2004 being Northern Cape (71) and Eastern
  Cape (69).
• IEC has embarked on projects to
• Improve alignment of voting districts to patterns
  of voter registration and human settlement
  distribution patterns
• Promote voter access to voting stations.

14
Strategic Objective 5To inform voters on
electoral processes and to ensure maximum
political participation

• Registered Political parties
• At National level 70
• Of which 2 were registered in the period under
  review
• At Local level 34
• Of which 1 was registered in the period under
  review
• 19 parties were deregistered
• 6 due to failure to renew their registration
• 13 due to non-participation in the 2004
  elections.
• Floor-crossing resulted in the registration of 1
  new party
• The status of parties after floor-crossing is
  reflected in pages 34 to 38 of the Annual Report.
  

15
Strategic Objective 5 Cont

• 155 by-elections were held to fill ward vacancies
  following
• Resignations of 83 councillors
• Deaths of 45 councillors
• 15 councillors ceasing to be members of parties
  that nominated them
• 12 councils being dissolved.

16
Strategic Objective 5Cont

• More than 200 000 officials required training
  before the days set aside for special votes and
  Election Day
• Training was based on registered statement of
  competence lodged with SAQA
• Trainers drawn from ranks of municipal election
  officials and ABET Institute at UNISA
• Presiding Officers and Deputies had to score 80
  in a written test before they were regarded as
  sufficiently competent for voting and counting
  procedures.

17
Strategic Objective 5Cont

• Results Centres were set up in all provincial
  capitals and the national Results Centre in
  Pretoria
• It took less than 3 days for the IEC to process
  in excess of 33 000 results from the voting
  stations

18
Strategic Objective 5Cont

• Electoral Democracy and Voter Education
• Schools voter education
• Piloted the infusion of Electoral Democracy into
  the school curriculum reaching out to 481 schools
  and more than 55 000 learners
• Voter education for by-elections
• Education for people with special needs
• IEC collaborated with SA National Council for the
  Blind and Deaf Federation of SA to provide
  relevant education
• Fieldworkers were drawn from this sector across
  all nine provinces and trained

19
Strategic Objective 5Cont

• Mass education through
• Stakeholder management
• Outreach programme (including assistance for the
  election of SRCs at tertiary institutions SALGA
  Gauteng SA Nursing Council and EC Taxi
  Association)
• Democracy development education
• Multimedia education
• IEC established a partnership with the SABC on an
  educational TV programme
• Work with SABC and community radio stations on
  voter education

20
Strategic Objective 5Cont

• Communication and Public Awareness
• Advertising campaigns in media
• SMS facility
• ATM technology
• Public website
• Posters and billboards
• Leaflets, booklets and communication brochures
• Public call centre
• Integrated Voice Response (IVR) system

21
VOTER TURNOUT PER PROVINCE 1994/1999/2004
22
Strategic Objective 6To maintain and consolidate
organisational systems and infrastructure in
preparation for future elections

• Results 2004 / 05
• In preparation for the 2004 Elections, IT
  infrastructure was upgraded including all
  security and anti-virus processes
• IT enabled IEC to provide services to all
  citizens through extended communication
  technologies
• Mobile technologies
• Call centre technologies
• Web-based mapping and GIS
• Other web-based facilities

23
Strategic Objective 6Cont

• IEC received several awards in 2004
• Standard Bank CPSI for Innovative Use of
  Information Technology for Effective Service
  Delivery
• Innovative Use of Partnerships in Information
  Technology for Effective Services Delivery
• BMF 2004 for Strengthening Democracy through
  Technology
• Top Women in Business Government for attaining
  the standard required for inclusion in the
  definitive guide to those organisations
  demonstrating the greatest commitment to, and
  achievement in, the promotion of workplace
  equality for women.

24
Strategic Objective 7To operate and maintain
sound financial management systems including
internal controls

• Results2004 / 05
• Procurement
• Implemented electronic procurement system
  (eProcurement)
• Implemented stringent due diligence on companies
  under consideration for contracts.
• Of the total of 440 contracts awarded, 430
  (97.73) were awarded to BEE companies at a value
  of approximately R92.61 million.
• Approximately 90 of bids awarded through
  eProcurement auctions went to BEE companies

25
Strategic Objective 7Cont

• Contracts to SMMEs were awarded as follows
• 37 contracts were awarded to Micro enterprises
  (8.41)
• 115 contracts were awarded to Very Small
  enterprises (26.14)
• 235 contracts were awarded to Small enterprises
  (53.41)
• 39 contracts were awarded to Medium enterprises
  (8.86) and
• 14 contracts were awarded to non-SMMEs (3.18).

26
Strategic Objective 7Cont

• Actual expenditure in this respect was
  approximately R94.76 million spent as follows
• Tenders R22.10 million
• Quotations R10.52 million
• Auctions R62.14 million

27
Strategic Objective 7Cont

• Internal Audit (IA) executed the following
• Reviewed statutory reports to the Commission and
  the National Treasury
• Reported fortnightly on issues as requested by
  the Finance, Audit and IT Committee of the
  Commission
• Reviewed and commented on all documents presented
  to the Procurement and Disposal Committees
• Conducted internal audits in 67 MEOs and each of
  the 9 PEOs
• Reviewed HR records as well as administrative IT
  systems linked to expenditure control
• Monitored the asset register verification
  process.

28
Strategic Objective 7Cont

• Funds received and spent
• The Commission received R526.902 million from the
  state
• Sundry income of R11.224 million, consisting
  largely of interest earned, was generated
  bringing the total income to R538.126 million
• Including the surplus that was rolled over, the
  Commission had R651.466 million for the last
  financial year
• All the funds had been accounted for and
  disclosed in the financial statements.

29
Strategic Objective 7 Cont

• Finance
• Continue to ensure that the financial management
  system promote the objectives of the PFMA and
  Treasury Regulations
• Continue to improve financial management systems
  to ensure that they are integrated, fast and user
  friendly.
• Strive to obtain an unqualified report from the
  Auditor General.

30
Strategic Objective 7 Cont

• Accounting Policy
• The annual financial statements have been
  prepared in accordance with Statements of
  Generally Accepted Accounting Practice and the
  Public Finance Management Act, Act 1 of 1999 as
  amended.
• The financial statements have been prepared on
  the historical cost basis.

31
Strategic Objective 7 Cont

• Audit Report
• The Electoral Commission has been getting an
  unqualified audit report since its inception.
• The Electoral Commission also received an
  unqualified audit report for the 2005 financial
  year.

32
Strategic Objective 7 Cont

• BUDGET
• Parliamentary Allocation for 2004/2005 R 503,
  029, 000
• Additional allocation to cater for unforeseen R
  23, 873, 000
• And unavoidable expenses
• Cash Roll over 31 March 2004 R 30, 200,
  000
• Capitalisation of stock purchased for election R
  40, 200, 000
• Day 14 April 2004
• Interest and other Income R 3, 894, 000
• Results Centre Sponsorship R 3, 200,
  000
• Total R 604, 396, 000
• Voting Station Infrastructure, Special Votes,
  Prison Vote and Results Audit

33
Strategic Objective 7 Cont

• ROLL OVER TO 2004/05
• Bank balance as at 31 March 2004 R 130, 227, 475
  
• Less Creditors, Provisions and
• outstanding cheques R
  (126,315, 661)
• Add Debtors R 26,380,494
• Cash Roll over - 31 March 2005 R
  30,292,310

34
Strategic Objective 7 Cont
Click
35
Strategic Objective 7 Cont

• ROLL OVER TO 2005/06
• Bank balance as at 31 March 2005 R 60,033,820
• Less Creditors, Provisions and
• outstanding cheques R
  42,930,333
• Less Trust Funds R 135,903
• Less Salary Pledge Account R 8,828,631
• Add Debtors R 12,839,912
• Cash Roll over - 31 March 2005 R 30,978,865

Notes 2 - 9
Note 1
Balance Sheet
36
Thank you