EASTERN CAPE PROVINCE EASTERN CAPE PROVINCE DEPARTMENT OF SOCIAL - PowerPoint PPT Presentation

EASTERN CAPE PROVINCE EASTERN CAPE PROVINCE DEPARTMENT OF SOCIAL DEVELOPMENT DEPARTMENT OF SOCIAL DEVELOPMENT SOCIAL SECURITY REGISTRY SOCIAL SECURITY REGISTRY 1

PROGRAMME OF DISCUSSION 1. Registry for Social Grant Files Past Registry Difficulties • The Solution • Current Registry System • Present and Future Projects • Conclusion • 2. Management Information Systems (SDIMS) Past Difficulties in the Province • The MIS Systems • Management Information and Reports • Conclusion • 3. Contract Management 4. Review Process 5. Disability Assessment Unit 6. Fraud Initiatives - Inspectorate 7. Conclusion 2

PAST REGISTRY DIFFICULTIES 3

PAST REGISTRY DIFFICULTIES 1. Poor Registry Conditions 2. No Reliable Filing System 3. No Control over File Movement 4. Could not carry out Registry Completeness Checks 5. Duplication of Files 6. No Check for File Contents 7. No Separation of Active and Inactive Files 8. Lost Files or Delays in Finding a File 9. Litigation and Fraud 4

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PAST REGISTRY DIFFICULTIES 1. Poor Registry Conditions 2. No Reliable Filing System 3. No Control over File Movement 4. Could not carry out Registry Completeness Checks 5. Duplication of Files 6. No Check for File Contents 7. No Separation of Active and Inactive Files 8. Lost Files or Delays in Finding a File 9. Litigation and Fraud 11

THE SOLUTION 12

THE SOLUTION Infrastructure and File Management System 1. Customized Software (EFMS) • Barcode Scanning Facility Ease of Use • • Ownership of Files, Audit Logs • Checks for Registry Completeness and Missing Documentation 2. Centralized Filing Centre (CFC) 3. Bin-location Registry 13

THE SOLUTION The Process Upliftment of Upliftment of Storage of Files Storage of Files 1.8 million 1.8 million At CFC At CFC Beneficiary Files Beneficiary Files Processing of Filing Processing of Filing 1.8 million Files Archives, Actives, 1.8 million Files Archives, Actives, Into EFMS Special Projects Into EFMS Special Projects 14

THE SOLUTION Transport 1. Transportation of Files from 24 Districts to CFC • Files Packed in Boxes Control Sheets per District Office • • Truck Secured with Pre-numbered Seals 15

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THE SOLUTION Storage at CFC Match Pre-numbered Seals to Control Sheets • • Storage of Boxes by District Demarcated Areas • 22

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THE SOLUTION Process 1. Reviewed File Contents – Critical Documents 2. ID No. Scanned Compared to SOCPEN • • Home Affairs Checkdigit 3. Attached Barcoded Label 4. Separation into Active & Archive Registry 5. Filed by Correct District 24

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THE SOLUTION Process – Contd… 6. Identification of Specific Files for Project Teams • Auditor General Class Action • • Fraud Investigations • Regulation 11 7. Validation and Registry Filing • Archives • Actives 26

THE SOLUTION Systems Security 1. CFC linked to Offsite Facility • User ID and Password to Database Firewalls • 2. Data Security • Offsite Server Daily Back-ups • • Disaster recovery plan 27

THE SOLUTION Project Outcomes • Registry of Approximately 1.8 million Files (1.4 million Active) Completeness Checks could be Generated • • Missing Documents could be Requested • Security and Integrity of Files and Data Approximately 2 min to Find a File • 28

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CURRENT REGISTRY SYSTEM 31

CURRENT REGISTRY SYSTEM Functionality 1. GUI, Web-based 2. Capture of Actives & Archives 3. Booking Files In/Out to Users - Ownership 4. Search facility by ID 5. Enquiries on Exceptions 6. Incomplete File Reports 7. Capture of Critical Documentation Function 8. Audit Logs 32

CURRENT REGISTRY SYSTEM Sustainability and Growth • Departmental Operation since June 2003 • Deceased Staff Complement Enquiries, Appeals, Litigation at CFC • • Growth of 30% from May’03 to Sept’04 • AG Find Rate from 84% (’03) to 94% (’04) 33

Total Files per Office 400,000 350,000 300,000 250,000 200,000 150,000 100,000 50,000 0 u a a n o p i r h u t m a h k t t n a e e k n h r f e i l l c o b e r r d i f t b u t u t a b o w w i h e w i a r t n o s l e r a o d o e o m r k o C f i y c b t o d c u i o d y r k o p h m m v n e b A a N t s t F t t u s w m a o g a s i e r R u i s z s e i n L t Q k U r r L n e m d y u l z l n F i n r t a e i C B a l m f E f I d L E e e t w t o t f a m u u a t t s a e t U C t h o n S t i u a r a u L t S l M r u A B o a u E r H o r o Q F G P G M May-03 Sep-04 34

Type Active Inactive Grand Total 0-Old Age 414,435 313,104 727,539 1-War Veteran 474 1,607 2,081 3-Disability 324,521 227,069 551,590 4-Maintenance 60,755 60,755 5-Foster Child 27,537 11,587 39,124 6-Maintenance + Foster + Care Dependency 667 47 714 8-Grants in Aid 3,032 2,209 5,241 9-Care Dependency 18,931 13,125 32,056 C-Child Support 553,206 516,702 1,069,908 Grand Total 1,342,803 1,146,205 2,489,008 35

PRESENT AND FUTURE PROJECTS 36

PRESENT & FUTURE PROJECTS 1. Temporary Disability Review and Lapsing 2. National AG Forensic Audit 3. Registry Completeness – File Reconstruction 4. Critical Documentation 5. Housekeeping – Archives, District Change 6. Beneficiary Payments to Public Servants 7. Beneficiary Payments to GEPF 8. Systems-generated ID’s 9. Multiple Occurrences of Same Bank Account 37

PRESENT & FUTURE PROJECTS 10.Payments where Status is not “Verified” 11.Disability Conversions to Old Age 12.Disabilities not of Prescribed Age 13.Lapsing of Temporary Disabilities 14.Updating of TDG Statuses (Blanks, etc.) 15.Deceased Status on Home Affairs 16.CDG’s 18 Years and Older 17.CDG Children Receiving DG’s 18.Invalid CDG Child ID’s 38

PRESENT & FUTURE PROJECTS 19. Invalid CSG Child ID’s 20. Children’s Parent ID’s vs PERSAL 21. CSG Marital Status vs Home Affairs 22. CSG Children Older than 11 23. FCG’s Older than 21 24. Expired Court Orders on SOCPEN 25. Deceased War Veterans 26. Beneficiary too Young (WVG) 39

CONCLUSION 40

BENEFITS OF EFMS � Improved Efficiency � Monitoring Tools and Accountability � Increased Productivity � Improved Turn-around Time on Queries � Improved Audit-ability � Management Information Available IMPROVED SERVICE DELIVERY 41

MANAGEMENT INFORMATION SYSTEMS (SDIMS) 42

THE DEPARTMENT Past Difficulties � Shortage of up-to-date information � Inaccurate budget predictions � No information for future planning purposes � No Transversal systems integration/interaction � Lack of management reports – reports not supplied timeously Result: need for accurate planning based on sound and up-to-date business indicators 43

MANAGEMENT INFORMATION SYSTEMS � Central Database � Various reporting options � Utilise existing Hardware and Networks � Modular system � Graphic User Interface � Web-based System � Barcode reading facilities 44

MIS cont… BACK-END SYSTEMS BACK-END SYSTEMS (SOCPEN, PERSAL, GEPF, (SOCPEN, PERSAL, GEPF, Home Affairs, etc.) Home Affairs, etc.) DATA WAREHOUSING DATA WAREHOUSING Encryption FRONT-END SYSTEMS FRONT-END SYSTEMS (Community Based Services, Community Development, (Community Based Services, Community Development, Social Security, Facilities, Procure-to-Pay, Registries) Social Security, Facilities, Procure-to-Pay, Registries) 45

MIS cont… Modules � Social Security – Workflow Monitoring � Procure-to-Pay System � Community Development – Community Project Management � Registries � Facilities 46

MIS cont… Social Security Workflow Monitoring Monitoring the Progress made on Applications � Evaluate and Monitor Staff Work Performance � Application Management – Scanned Owenrship of Applications � � Capture of Applicant Details (Attestation) � Verification Officers Verify Applicant Details � Data capturers then Capture the Verified Grant (SOCPEN) � Approval Officers Approve or Reject the Application The Social Security System is the precursor to the File Registry � Form Management � Enquiry Management � 47

MIS cont… Attest Verify Attest Verify Beneficiary Beneficiary Beneficiary Beneficiary Info Info Verified Info Info Verified Captured on on MIS Captured on on MIS MIS MIS Approval Capture Approval Capture Beneficiary Beneficiary Beneficiary Beneficiary Approved on Info Approved on Info MIS & Captured on MIS & Captured on SOCPEN SOCPEN SOCPEN SOCPEN 48

MIS cont… Further Developments Reconciliation of Transfer Payments � Between Systems, Contractors, BAS � “Closed Loop” of client payment reconciliation � Means Test Validation � On-Line � Approval or Rejection � Uploads to 3 rd Party Contractors for Payment � Every Evening � Reduction in Turnaround Time � 49