annrep 1011 1 to 148.qxp - Department of Defence

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D E P A R T M E N T O F D E F E N C ES U B P R O G R A M M E : P O L I C Y A N DP L A N N I N G ( D E F E N C E P O L I C Y ,S T R A T E G Y A N D P L A N N I N G )O v e r v i e wIn the period under review, the Division successfully achievedmost of its core objectives notwithstanding resource-relatedchallenges. The Division continued to provide excellent servicesby ensuring that policy, strategic planning and reportingwere done according to national guidelines, policy and relatedprescripts and in line with the Medium Term StrategicFramework (MTSF).During the period under review, fundamental work was doneto realise the announcements made in the Minister's DefenceBudget Vote Speech (2010) concerning a review of thedefence policy framework. The Division led a departmentalprocess to develop a concept future Defence Policy, DefenceStrategy and Force Design, which was tailored throughengagements with the Minister.Various other policy research initiatives that were conductedincluded the development of a draft framework for a MilitaryOmbud, a framework for Defence inputs to the NationalSecurity Strategy and the development of a DOD ResearchUnit.In support of the priority of the Minister, the Division led theprocess of developing the South African Maritime SecurityStrategy with a particular focus on the linkages with thedeployment of the SANDF inside Mozambique and in internationalwaters to effect SADC Maritime Security. TheMaritime Security Strategy was presented to Cabinet andapproved for engagement at the SADC level.All ongoing defence deployments were approved for continuancein the period under review. New authorisations wereprocessed for matters including, inter alia, the deployment ofthe SANDF to monitor and deter piracy activities in theSouthern African region of the Indian Ocean, as well asdeployments to evacuate South African nationals from theIvory Coast, Libya and Sudan.Following the National Treasury prescripts regarding planningand reporting on performance, the Division has developedthe DOD Strategic Planning Framework (SPF), whichprovides guidelines for the development of the Strategic Plans(SPs) and Annual Performance Plans (APPs) in the DOD. TheDOD plans for the FY2010/11 were subjected to technicalevaluation, which ensured their alignment with DOD outputsand outcomes. In order to allow for statutory reporting of thetwo Defence institutions that have complementary mandatesthat are serviced differently, whilst not compromising thesecurity and sensitivity of the SANDF information, theDefence Secretariat and SANDF Strategic Plans were separatedand successfully tabled in Parliament on 8 March 2011.In line with the statutory requirements on the submission ofperformance reports, the Division ensured that the DODAnnual Report FY2009/10 was tabled in Parliament inSeptember 2010, and that quality DOD Quarterly Reportswere approved and submitted to the Executive Authority andthe Auditor-General within the prescribed timelines.The ongoing development of the Balanced Score Card (BSC)within the DOD has been enhanced through the developmentof the DOD Strategic Planning Framework (SPF) during thereporting year. The BSC has aligned itself with the corporateLevel 0 and 1 performance information as contained withinthe SPF and approved by the Minister. The translation of thenoted SPF performance information into the electronic COG-NOS system in conjunction with SITA will see the incrementalroll-out of electronically managed performance informationduring the coming financial year.As part of its mandate to provide expert advice and supportservices to decision makers, the Division played a criticalrole in the development of the Strategic Plans and AnnualPerformance Plans of the Public Entities and Organs of statereporting to the Minister of Defence and Military Veterans.The Division also assisted in finalising the concept paper forthe National Youth Service, which was presented to a studygroup on peace and security on 4 November 2010.In order to comply with Government policy on enterprise riskmanagement which stipulates that all enterprise risks shouldbe identified, assessed / appreciated and contingency measuresbe considered. The Division ensured the development ofthe Enterprise Risk Management (ERM) Framework, whichwas approved by the Secretary for Defence in December2010. Excellent progress was made regarding the communicationof the ERM philosophy within the Departmentthrough ERM training workshops, assisting Services/Divisions to ensure that risk management was encapsulatedin their day-to-day activities, the establishment of theStrategic Risk Management Committee, and to address Riskmanagement issues in relevant strategic forums.In ensuring the effective regulation of arms transfer in SouthAfrica, the Division provided administrative and secretarialsupport to the National Conventional Arms ControlCommittee (NCACC). During the reporting period, about 6587 permits were issued in this environment. The Divisionfurthermore ensured that the operational commitments of theDOD were authorised by Cabinet and the President asrequired by the Constitution, National Legislation and theHandbook on the Executive Acts of the President.The Division provided timely and relevant reports and policyinputs to ensure appropriate DOD representation and participationin the DG Cluster system. The Division representedthe DOD in the South African Delegation to the regionalmeeting of 32 states for an African group of experts seminaron the Cluster Munitions Convention held in Pretoria on 30April 2010.28ANNUAL REPORT FY 2010/2011
D E P A R T M E N T O F D E F E N C EIn the area of integrated management systems, the BusinessProcess Management DODI was promulgated. The draft policyon the Macro Structure Management is in the corporateapproval process. About 15 Organizational Structure reportswere assessed for compliance through the Critical DesignReview process. 60 reports were implemented on theStructural Management Control System (SMCS) and 700requests were implemented on the Organization andInformation System (OIS). 317 Management InformationReports were provided to clients. Systems changes as peruser requirement on DOD unit closure have been finalizedand implemented. A total of 1 087 posts/job evaluationreports were quality controlled and moderated.O b j e c t i v e s a n d M e a s u r e sThe Subprogramme Defence Policy, Strategy and Planningprovides the DOD with defence policy, strategy and planningcapabilities through the following:Defence strategic business architecture, planning guidance,plans, risk and performance management andreports.Defence policy advice and policy support to the DOD.Provision of secretariat and administrative support to theNCACC and its sub-committees.O u t p u t D e t a i lTable 4.3 below provides details of the Policy and PlanningSubprogramme outputs, performance measures and targets asspecified in the DOD Strategic Plan FY2010/11.Table 4.3: Policy and Planning Output Detail for the FY2010/11OutputPerformanceIndicatorAnnualTargetActual TargetAchievementReasons for Over/Under AchievementTo provideexpert products,adviceand supportservices onNationalDefence andSecurityPolicyQuality, policy decisionsupport is given accordingto decision-makers'requirementOperational commitmentsproducts preparedper requirement accordingto law for authorisationby defence decisionmakersTimeous and relevantreports and policy inputsto ensure appropriateDOD representation andparticipation in the DGCluster system in accordancewith GovernmentobjectivesDepartmental policiesare well developedmaintained, and accessibleaccording to departmentand GovernmentobjectivesConsistent provisionof comprehensive,expert and credibleadvice is giventimeously to defencedecision makers forthe achievement ofthe Defence MandateNew and currentDefence deploymentsare properly mandatedas required by lawand duly adjusted orterminated whenrequiredDefined DOD responsesand quality positionsare providedtimeously Defencedecision makers arekept updated on clusteractivities Integrationof Governmentpriorities into departmentalstrategicdirectionPolicy Board operatesand takes effectivecontrol over policyproducts according toits constitutionProfessional advice wasgiven and acknowledged perinstance to higher authoritiesTimely Presidential authorisationand Cabinet approvalsecured for each mission.Terminated defence operationalcommitments with allaspects of the terminationcovered in terms of theMinisterial DirectivesDOD representation and participationin cluster meetingsPOA reports submittedaccording to defined timelinesInternal processes, proceduresand controls in theDOD are regulatedAchievedAchievedAchievedAchievedANNUAL REPORT FY 2010/2011 29
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