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5.3 Performance Audit
The following shortcomings pertaining to the economic, efficient and effective utilisation of the department's
resources were noted:
5.3.1 Asset Management
Deficiencies in the number, condition and location of police buildings are experienced due to carryovers from
prior financial years and the fact that the Department of Public Works is still responsible for the maintenance
function of the Department of Safety and Security buildings.
5.3.2 Human Resource Management
• Leave (including sick leave) statistics were inadequately compiled or not compiled at all, with the result that
the management and analysis of leave were not performed and its impact on service delivery was not
determined;
• Management measures were not in place to ensure that funded vacancies were filled in the shortest time
possible. In one province a total of 603 positions remained vacant for a period of longer than three months.
As a result, the operational effectiveness of the department may be compromised; and
• The total number of administrative personnel as a percentage of the total staff complement was excessive in
some provinces while shortages were experienced in others. This resulted in an uneven distribution of
support staff.
5.3.3 Dockets and the Case Administration system
• The lack of trained staff, adequate support equipment and physical controls to safeguard docket-related
information resulted in a backlog of cases, and an increased risk of dockets being stolen or lost.
• In a province between 100 and 150 dockets were on average assigned per police officer, compared to the
department's norm of between 17 to 20 new cases, and 35 to 40 cases on hand.
• Effective record keeping was not always possible due to the lack of computers. In one province, for instance,
29 police stations did not have computer equipment.
5.3.4 Operational response services
• There was a lack of trained staff and adequate facilities at various border units with an increased risk of cross
border criminal activities being undetected.
6. PROGRESS WITH MATTERS PREVIOUSLY REPORTED AND SCOPA RESOLUTIONS
The department reacted positively to the 30th report of SCOPA resolutions. However, corrective actions to
resolve some of these issues may require strategic intervention.
The department finalised two of the fifteen items reported on in the previous financial year and is currently in
the process of addressing the others. Details of SCOPA resolutions for 2003 and previous years as well as
progress thereon are reflected in annexure A.
7. APPRECIATION
The assistance rendered by the staff of the department during the audit is sincerely appreciated.
S A Fakie
Auditor-General
Pretoria
23 July 2004
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