BATHO PELE KHAEDU PROGRAMME

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BATHO PELE KHAEDU PROGRAMME

• LEBOMBO BORDER POST

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Key Message

• The purpose of this presentation is to
• Identify where Batho Pele is not working
• Prioritise the most serious problems
• Analyse the root causes for the failure
• Develop practical solutions to resolve the
  problems

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Presentation content

• Introduction
• Background Information
• Process analysis
• Organisational design
• People diagnostic
• Budget analysis
• Conclusion

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INTRODUCTION

• Lebombo is a border post that is situated between
  South Africa and Mozambique.
• The main activities of the border post are
• Movement control
• Revenue Collection and administration
• Safety Security

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Introduction Cont

• The following departments are the role players
  within the border post
• Home Affairs
• South African Revenue Services
• South African Police Services
• Agriculture, Conservation, Environment Land
  Administration
• National Intelligence Agency
• Health Social Services

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Background

• The border handles approximately 4900 cases per
  day
• The average turn around time is 15 minutes per
  case
• The port works on a shifts basis i.e.
• 06h00 to 14h00 and
• 14h00 to 22h00

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CURRENT LAY-OUT
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HOME AFFAIRS

• Staff complement of 51 officials who are
  responsible for movement control
• Verification of passports for outgoing and
  incoming visitors
• Contract administration of persons from
  Mozambique employed in South African mines and
  farms

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SOUTH AFRICAN REVENUE SERVICES

• Staff compliment of 132 who are sub-divided into
  teams and their responsibilities are
• To monitor compliance with customs and other
  revenue requirements
• To search commercial and passenger vehicles
  entering and exiting the port for anti smuggling
  purposes.
• VAT administration and refunds
• Checking of permits (import / export)

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South African Police Service

• Staff compliment of 41 employees
• Their responsibility is to combat cross border
  crime by
• Checking of all incoming and outgoing vehicles
  for stolen and undeclared goods.
• Checking and engine numbers of vehicles for
  irregularities.

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Departments of Agriculture, conservation and Land
Administration and Health and Social Services

• These departments are responsible for the
  monitoring of agricultural products entering
  South Africa for adherence to safety rules.

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Process map for import / export goods
Border post
Border post / airport
Border post
Airport
Declare goods, complete declaration forms And
issue clearance on goods
Check clearance documents Verify and approve on
the system
Inspection and penalties if necessary
Make cash payments at the cashier
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PROCESS
SITUATION
COMPLICATION
RESOLUTION
The process of clearing, releasing and checking if goods has a long turnaround period. The clearing agents office is situated at the airport which is 7km from the border post. The client interface which verifies and captures is at the border post. If there are errors, a clearing agent drives from the airport to resolve it. No designated and covered inspection area at the border post. Short term At least one clearing agent must be at the border post every day to resolve problems. A shelter for inspection must be built at the boarder post. Long term The clearance section, client interface, import and export team, inspection area and cashier must be located in one area.
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THE CURRENT SITUATION
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Organisational design
SITUATION
COMPLICATION
RESOLUTION
Current layout of the facility does not allow for free and convenient traffic flow SAPS Verification of details office is located a distance from the actual checking point, which inhibits free traffic flow SARS Clearing office located at the airport while client interfase is at the boarder No designated chcking, trucks sometimes have to go to the airport for checks which delays the turnaround time. Verification office to be nearer the actual checking point
Pedestrian control area and the gates are not conducive for working No Air conditioning No toilet facilities Protective clothing e.g. raincoats are not provided to officials No protection for officials serving at the pedestrians control area Provide officials with raincoats A shelter must be built urgently Install air conditioners in all offices Install glass barriers to protect the officials at the pedestrians control area
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People Diagnostic
SITUATION
COMPLICATION
RESOLUTION
Uncoordinated activities Staff Morale is low The current staff at the South African Police service is unable to meet all their service delivery responsibilities. The different departments are operating in silos Salary grading at is low at Home Affairs compared to their SARS counterparts. Limited career growth in the organisation There is no career progression training provided. Management has no control over training as the budget and needs are determined and controlled from head office. Vacant posts not filled in the approved staff establishment and the staff compliment is inadequate The appointment of an overall coordinator / Border Post CEO should be considered A work study to review salary grading at the Department of Home Affairs. Develop a workplace skills plan and identify progression training programmes for officials Decentralise the training authority and delegate it to the management Fill all funded vacant posts in the approved staff establishment. More police officials must be employed.
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MACRO SUGGESTIONS

• Reconstruction of the port to suit the service
  delivery needs for both countries
• Streamlining co-ordination of the departments
  that are playing a role in the port. i.e. making
  it one organisation and having a CEO

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Micro Suggestions

• Employment of more SAPS personnel to man the
  Airport and the Railway Station
• Installation of Electronic security system
• Securing the officials working at the pedestrian
  service point

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CONCLUSION/RECOMMENDATIONS

• Micro challenges listed be attended to as matter
  of urgency to realize quick gains
• An implementation plan for the Macro challenges
  must be developed within the period of three
  months

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• THANK YOU