part a: strategic overview - Department of Education

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15.7.2 Financial Management Systems and Capacity In keeping with the improvement in financial performance of 2004/05 there is a strong emphasis on building systems capacity and on financial management training. As additional staff are recruited to the corporate service functions in the districts, new equipment and computers will be put in place. R2 million is budgeted for computers in 2005/06 in poorer education districts. With support from the IMET and the Pytron project corporate service policies and systems are being strengthened in the districts, guided by head office policy. The Pytron project has provided crucial support in the development of training material, and in drawing up correct policies and procedures for the districts. A ‘training of trainers’ approach has been adopted where senior corporate service staff are being trained to provide ongoing support. There will continue to be a roll out of training in 2006/07, concentrating on poorer districts. The focus will be to ensure that all basic systems are in place in all districts, with uniform policies, procedures and systems in use. From January 2006 onwards the focus will be on training district Assistant and Deputy Directors. In addition to a pack for each staff member with policies, procedures, and job descriptions, a Reporting Pack will be left with given to each manager. In this way training will be integrated into monthly reporting and monitoring of progress. To ensure the required financial management practices are carried out at all levels within the Department the following processes are in place: � budget hearings are held three times during the financial year to verify the accuracy of budget submissions � office budgets and spending patterns are reviewed regularly and any discrepancies are followed up with the applicable responsibility managers; and � monthly financial committee meetings are held to interrogate spending and projections for the financial year. 15.8 Audit Queries Auditor-General queries have been analyzed and documented into a compliance checklist format. These will be distributed through a Departmental Circular and become a standard compliance certificate, which is required to be submitted monthly by all relevant directorates. Items which have been raised in the audit report qualification paragraph have been priorities in the audit reports and projects have been formed to address these matters urgently. Internal audit have also contributed in performing internal audits on several internal control weaknesses, which is in line with the annual audit plan. Recommendations raised are currently being implemented which should reflect improvement. The Audit Committee of the Department has identified Auditor-General queries as one of the areas that the Department needs to focus on in order to improve its financial management. The Committee reviews progress in this area at each meeting. Many of the issues raised in the Auditor-General’s report form part of the Department’s Turnaround Plan. Monthly reporting is done on the Turnaround Plan, which assists the Department in monitoring progress. Performance Management for senior managers has been re-aligned with the strategic goals and Turnaround Plans of the Department. � The 2005 Audit Action Plan is taking action in the following manner on some of the key issues raised as audit queries during the last three years’ audits: � Non submission of documents: Develop and implement policy and guidelines. The Pytron project and follow on training in the districts is especially vital in this area. 5 Year ECDoE Strategic Plan for 2005/06 2005-06 to 2009/10 2009-10. March 21 F (5) 2006 Page Page 105 101
� Compliance on journal entries: In the same manner, clear policies and guidelines are being implemented supported by training. � Procurement compliance: Again, the emphasis here is also on implementing strong policies and procedures reinforced by training. � Ledger accounts and reconciliations: Old balances have been written off and are being reconciled. Reconciliations are being reviewed on a monthly basis on a standard template. � Leave records and documentation: The registry project is addressing filing backlogs, leading to leave capping as a further phase of work. Monthly monitoring mechanisms are in place to ensure that discrepancies do not arise again. � Internal control weaknesses: Persal administration, asset management and loss control are priorities for improved controls. A payroll database has been implemented in all districts, and asset and loss control registers are being updated. � Fruitless and wasteful expenditure is being addressed through tighter monitoring procedures coupled with regular audits to identify problem areas. Under the Audit Action Plan, functionally based forums have been established to identify weaknesses and communicate them to management. The forums also have a role in guiding training programmes. Functional teams have also been established to go into district offices to check for compliance and take corrective action. Key areas for intervention are on personnel and HR expenditure, and the asset register. 5 Year ECDoE Strategic Plan for 2005/06 to 2009/10. March 2006 Page 106 5 Year ECDoE Strategic Plan for 2005-06 to 2009-10. 21 F (5) Page 102 part C: background information
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FOREWORD BY THE MEMBER OF THE EXECU
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FOREWORD BY THE MEMBER OF THE EXECU
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List of Tables Table 1: Strategic G
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ACRONYMS ABET Adult Basic Education
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e a s t e r n c a p e d e p a r t m
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Gradually, this strategy refocuses
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6. SECTORAL SITUATION ANALYSIS 6.1
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� Key national policy frameworks
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� Public administration must be b
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8.1.4 The Transformation Agenda of
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No Strategic Goal Rationale and Foc
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NUMBER AND IDENTIFICATION OF GOALS
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Strategic Objective 6: HIV and AIDS
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� Monthly Reports� � Quarterl
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Table 5: Programmes and Sub-Program
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STRATEGIC GOALS AND OBJECTIVES PROG
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STRATEGIC GOALS AND OBJECTIVES 5.6
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Table 7: Overview of Programmes Lis
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11.4. Overview of Policies, Priorit
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SUB-PROGRAMME: - Purpose - Transfor
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SUB-PROGRAMME: SUB-PROGRAMME: - Pur
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SUB-PROGRAMME: SUB-PROGRAMME: - Pur
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Page 65 and 66: � ICT professional development of
Page 67 and 68: meal for our poorer children. These
Page 69 and 70: the relative share of the South Afr
Page 71 and 72: Table 10: Distribution of Total Pop
Page 73 and 74: The map shows that the highest aver
Page 75 and 76: Map 1: Population Density Distribut
Page 77 and 78: District Total Population aged 7-18
Page 79 and 80: When comparing the school-age popul
Page 81 and 82: Table 12: Socio-economic Deprivatio
Page 83 and 84: 13.4.1 Employment, Income and other
Page 85 and 86: 13.7 Education Profile of People in
Page 87 and 88: 13.9. Programme 2 - Public Ordinary
Page 89 and 90: Total Population aged 14-18 GER Sec
Page 91 and 92: 13.9.4 Over-aged Learners Several o
Page 93 and 94: Table 26 mirrors provincial aggrega
Page 95 and 96: Map 4: Learner : Educator Ration pe
Page 97 and 98: Map 5: Learner: Classroom Ratios pe
Page 99 and 100: The highest performing ex-Departmen
Page 101 and 102: Combined schools with more secondar
Page 103 and 104: LSEN schools. There are 666 special
Page 105 and 106: 14. EVALUATION OF CURRENT IMPLEMENT
Page 107 and 108: 5 Year ECDoE Strategic Plan for 200
Page 109 and 110: The obvious group of small schools
Page 111 and 112: establishment had been largely comp
Page 113 and 114: 15.6 Performance Management System
Page 115: Table 50: 4: Expected MTEF Figures
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part a: strategic overview - Department of Education

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