Independent Electoral Commission

ELECTORAL COMMISSION STRATEGIC PLAN MTEF 2004/ - 2007/8
Contents

Foreword

Aims and functions of the Commission

Vision

Mission

Strategic Objectives

1. Foreword

The Constitution of our country establishes the Electoral Commission as one of the institutions that support constitutional democracy.

More than a year ago when we adopted our strategic objectives for the delivery of the 2004 Elections, we were mindful of the fact that our mandate goes far beyond mere operational activities. Thus in addition to entrenching the Commission as the focal point for free and fair elections, and delivering an efficient and cost effective election, we also had to ensure that we deliver the elections in a way that upholds the values of our constitution such as human dignity and equality.

To achieve these objectives we undertook to offer all voters the highest possible quality of electoral services in order to facilitate the exercise of their right to vote. To this end, we worked to the best of our ability to bring our services within the reach of each and every South African. In fact the Human Sciences Research Council exit poll, conducted on the day of the elections, and commissioned by the IEC, reveals that close to 80% of voters took less than thirty minutes to get to their voting stations.

While we are satisfied with our performance, we also acknowledge the fact that there are things that we could do better. In our quest to improve our performance, we are already looking at all the areas that need improvement.

We have already begun with preparations for the forthcoming local government elections. There are a number of challenges that we are faced with as we prepare for these elections. Key amongst them are the following; the improvement of the quality of the voters’ roll, the improvement of the training of voting officials and the development of sustainable infrastructure at our voting stations.

The strategic objectives that we have adopted for 2004/2005 seek to address some of these challenges. We are hopeful that with operational plans that we have put in place, some of these challenges will indeed be addressed.

CHIEF ELECTORAL OFFICER

2. Aims and functions of the Commission

In terms of Section 190 of the Constitution of the Republic of South Africa (Act 108 of 1996), the Electoral Commission must

manage elections of national, provincial and municipal legislative bodies in accordance with national legislation;

ensure that those elections are free and fair; and

declare the results of those elections within a period that must be prescribed by national legislation and that is as short as reasonably possible.

The duties and functions of the Electoral Commission are defined in section 5 of the Electoral Commission Act, 1996. These include –

compile and maintain a voters' roll by means of a system of registering eligible voters by utilising data available from government sources and information furnished by voters;

compile and maintain a register of parties;

undertake and promote research into electoral matters;

develop and promote the development of electoral expertise and technology in all spheres of government;

continuously review electoral legislation and proposed electoral legislation, and to make recommendations in connection therewith;

promote voter education;

declare the results of elections for national, provincial and municipal legislative bodies within seven days after such elections;

appoint appropriate public administrations in any sphere of government to conduct elections when necessary.

3. Vision

To strengthen constitutional democracy through the delivery of free and fair elections in which every voter is able to record his or her informed choice.

4. Mission

The Electoral Commission is a permanent body created by the Constitution to promote and safeguard democracy in South Africa. Although publicly funded and accountable to parliament, the Commission is independent of the government. Its immediate task is the impartial management of free and fair elections at all levels of government.

5. Strategic Objectives

To entrench the Commission as a focal point for the delivery of free and fair elections in the most efficient and cost effective manner;

To maintain an optimal network of voting districts and voting stations for the 2005/06 municipal elections and for by-elections to ensure reasonable access by voters and to maintain an accurate and up-to-date national common voters roll;

To increase the level of understanding among the electorate of electoral processes with a view to enhance maximum political participation.

To offer the highest possible standard of sustainable training of voting officials in order to facilitate an efficient and effective voting process and the accurate recording of the results of elections.

To ensure the effective participation of political parties and independent ward candidates in electoral processes;

To maintain and consolidate organisational systems and infrastructure in respect of voting facilities and agencies for the delivery of the 2005/06 municipal elections and for by-elections;

To ensure that the necessary resources i.e. financial, human resources, information technology, corporate services, legal support, security as well as internal and external communications are maintained in order to ensure the effective functioning of the Commission;

In pursuance of these strategic objectives, programmes with specific activities, outputs, measures and monitoring mechanisms were developed as follows:

Strategic Objective 1

To entrench the Commission as a focal point for the delivery of free and fair elections in the most efficient and cost effective manner

S/O1: ALL DEPARTMENTS/ PROVINCIAL OFFICES
Sub-objective: To entrench the Commission as a focal point for the delivery of free and fair elections in the most efficient and cost effective manner.
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Entrench the Commission as a strong and independent custodian of electoral democracy in South Africa	Provision of leadership on all matters pertaining to electoral democracy in South Africa	Leading organisation in electoral democracy with the existence of a world class Resource Centre on Electoral democracy in the Country	National Assembly’s and public opinion
Continued development and enhancement of organizational and operational policies and procedures	Implementation, dissemination and review of official policies and procedures	Properly defined procedures and guidelines.	National Assembly’s and Auditor General’s opinion
Local Liaison	Develop strategic liaison with other Chapter 9 institutions, NGOs, government departments and institutions and other relevant stakeholders;	Enhanced co-operation between the Commission and other institutions through joint programmes/projects	National Assembly’s opinion
International Liaison.	Develop strategic alliance and co-operation with stakeholders	Effective continued international relationships; Finding relevance in international platforms and agendas for electoral democracy;	International recognition of the Commission as one of the main Election Management Bodies in the world

Strategic Objective 2

Maintain an optimal network of voting districts and voting stations for the 2005/06 municipal elections and for by-elections to ensure reasonable access by voters and to maintain an accurate and up-to-date national common voters roll

S/O 2: VOTERS’ ROLL & DELIMITATION
Sub-objective: To prepare and maintain a high quality voter’s roll
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Determine a strategy for the re-delimitation of voting districts.	Voting districts simplified with respect to access and distances covered; Voting stations situated within voting districts; Criteria for re-delimitation established and understood; Alignment of voting district boundaries to newly delimited ward boundaries.	Effective correction of delimitation information as well as Voters Roll details for all voting districts in the country, ensuring alignment between the spatial database and the national common voter’s roll.	Voters Roll applications and voting station efficiency in terms of time taken to reach the voting station and complete the voting process
Determine a strategy for the maintenance of a high quality voters’ roll, including priority geographic areas (e.g. low registration areas), specific sectors (e.g. youth, women, etc.) and the removal of the deceased from the roll	Continued voter registration activities especially in identified priority areas and sectors to update the voters’ roll	Effective implementation of registration activities throughout the country	Voters correctly located on the voters roll and steady increase in the number of voters on the voters roll. Voters Roll System report

Strategic Objective 3

To increase the level of understanding amongst the electorate of electoral processes with a view to enhance maximum political participation.

S/O 3: VOTING, ELECTORAL DEMOCRACY DEVELOPMENT AND LIAISION
Sub-objective1 : To inform and educate voters on electoral processes;
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Enhance the participation of local communities in the identification and pursuit of opportunities to strengthen constitutional democracy and electoral processes.	Devised strategies to establish and agree on opportunities to strengthen constitutional democracy.	Implementation of agreed democracy development education projects in line with identified need	Enhanced visibility of the Commission in between main elections and acceptable level of voter turnout
Democracy development & education projects and delivery of appropriate teaching/learning support training	Materials prepared and distributed. Facilitators identified, trained and evaluated for effectiveness Projects scheduled, implemented, monitored and evaluated	Approved materials A database of trained facilitators Implementation & evaluation tracking reports	Enhanced visibility of the Commission in between main elections and acceptable level of voter turnout
Organise interventions	Democracy Development and Education projects such as Schools Democracy Development, Mass Education, Stakeholder engagement and Outreach, implemented.	Constant engagement of electorate	Enhanced visibility of the Commission in between main elections and acceptable level of voter turnout

Sub-objective2 : To inform and educate the electorate on voter and balloting education
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Maintenance of effective voter and balloting education programme.	Education and information dissemination campaigns.	Educated and informed voters.	Acceptable levels of spoilt ballots.

S/O 3: VOTING, ELECTORAL DEMOCRACY DEVELOPMENT AND LIASION
Sub-objective3 : To undertake and promote research into electoral matters
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Industry specific assessment of the perceptions and needs of national and international stakeholders with direct and indirect impact on the activities of the Commission	An analysis of perceptions and needs of stakeholders in relation to strategic objectives and policy options of the Commission.	Views and opinions of the electorate included in the recommendations for policy change	Recommendation for policy change submitted to the National Assembly

Strategic Objective 4

To ensure the effective participation of political parties and independent ward candidates in electoral processes

S/O 4:
Sub-objective: To facilitate the participation of political parties in the electoral processes:
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Provide effective administration support for the party liaison structure and encourage participation in these structures by all eligible parties	Scheduled PLC meetings; Proceedings of PLC’s maintained and communicated timeously; Correspondence with parties systematized. Effective and efficient functioning of party liaison committees Accurate responses to queries requests for information by parties	Effective participation of political parties in the party liaison committees at all levels	Acceptance of electoral process and election results by most parties.

Provide a user friendly, transparent and efficient political party registration system.	Party registration system maintained; IEC officials trained in party registration matters;	Accurate and up to date record of registered political parties and their profiles	Party registration system and management report
Establish an effective system for the receipt, recording and maintenance of party lists submitted for an election and for the receipt and acceptance of the nomination of candidates	Accurate record of candidate nomination and party lists Accurate recording of submitted party lists IEC officials trained in the maintenance of lists.	Accurate and up to date record of candidate and party lists	Party and candidate list system and management report.
Establish an effective system for recordings of floor crossing	Ensure accurate recording of changes of party membership of Councillors. Timeous publication of Floor-crossing notices	Accurate floor crossing record and candidate list	Candidate list system and management report

Strategic Objective 5

To maintain and consolidate organisational systems and infrastructure in respect of voting facilities and agencies for the delivery of the 2005/06 municipal elections and for by-elections

S/O 5: LOGISTICS AND MEO DEVELOPMENT
Sub-objective: To ensure effective voting station infrastructure provisioning
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Determine standards for infrastructure for the IEC’s network of voting stations.	Minimum specifications for voting stations infrastructure developed and communicated; A bill of materials developed and published	Stable network of voting stations	Voting Stations Operations Report
To ensure an effective voting station infrastructure and logistics	Co-ordinate the activities of the inter-departmental task team for voting station infrastructure	Sustainable infrastructure at voting stations	Voting Stations Operations Report
Develop a strategy for procurement of voting station materials	Communicated strategy for voting station materials and equipment procurement.	Successful procurement of voting material	Logistics Information System report
Determine a strategy for the warehousing and distribution of voting station materials.	Communicated strategy for voting station materials warehousing and distribution; Timelines for the warehousing and distribution developed and communicated; Disposals of materials to comply with Section 105 of the Electoral Act, 1998.	Successful distribution of voting material	Logistics Information System report

S/O 5: LOGISTICS AND MEO DEVELOMENT
Sub-objective2 : To ensure a reliable Local Delivery Agent (MEO) at local level
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Implementing the approved model for a local delivery structure	Enter into contract with municipalities	Establishment of electoral unit in each municipality	Delivery of municipal elections with formal collaboration with municipalities

Strategic Objective 6

To ensure that the necessary resources i.e. financial, human resources, information technology, corporate services, legal support, security as well as internal and external communications are maintained in order to ensure the effective functioning of the Commission

S/O 6: FINANCIAL MANAGEMENT
Sub-objective: To co-ordinate and provide financial support
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Develop an organisational budget and project-based budgets for departments and provincial offices.	Guidelines provided for the development of budgeting timeframes and capturing information on IEC systems i.e. Project Charter System (PCS), Municipal Finances System (MFS), Enterprises Resources Programme (ERP), etc. Ensure that provinces and the departments operate within budget; Ensure appropriate allocation of the budget from the Treasury in terms of the legislation on or before the prescribed dates	MTEF Budgets in compliance with the Treasury Requirements; Monthly budget versus actual variance reports, and internal audit reports; Compliance with Treasury requirements	Auditor General’s report
Financial reporting and internal control mechanisms	Compliance with financial management controls and procedures consistent with the Public Finance Management Act (PFMA).	Monthly management and internal audit reports. Compliance with the PMFA.	Auditor General’s report
Internal Audit function	Implementation of risk management and fraud prevention policies and effective internal controls mechanisms; Implementation of recommendations of the Internal Audit reports;	Unqualified Auditor General report; Internal audit reports; Liaison and full co-operation with appointed audit firms in carrying out their mandate.	Auditor General’s report
External Audit and Liaison with the Auditor General’s Office	Ensure the annual audit takes place timeously in compliance with GAAP, PFMA and other relevant legislation.	Sound financial accountability and compliance with all applicable legislation	Auditor General’s report
Ensure adherence to Commission’s procurement policies and procedures;	Compliance with procurement policies and procedures.	Compliance with PPPFA, Supply Chain Management Act and all other applicable legislation	Auditor General’s report
Manage, administer and allocate the Represented Political Party Fund within the framework of the Public Funding of Represented Political Parties Act (Act 103 of 1997) and Regulations	Timeous allocation of funds to represented political parties	Compliance with the Public Funding of Political parties Act (RPPF)	Audited financial statements of the RPPF developed and distributed within timeframes

S/O 6: HUMAN RESOURCES MANAGEMENT
Sub-objective: To implement human resources management and development of systems in a way that will foster the continued development of the Commission as an employer of choice
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Maintain organogram consistent with programmes and activities of the Commission.	Organogram approved by CEO in consultation with Commission;	Approved organogram published.	Organisational structure report.
Recruitment and Selection	Key positions filled as per the approved operational plan.	The Commission is able to attract and retain talented people;	Staff turnover report
Manage Employment Equity Profile in line with Commission targets	Recruitment from suitable qualified designated groups.	The Commission is able to meet its Equity profile targets	Compliance report from the Department of Labour
Policies	Develop, invite input on, document, update and monitor the practical implementation of all human resources policies and procedures; Ensure substantive and procedural fair employee relations processes and policies.	Updated and user-friendly policies and procedures governing salient issues are in place and communicated to staff; Compliance with the relevant labour legislation and Employees Policies Manual.	Published Employee Policy Manual
Performance Management	Managing the regular and honest documentation of observed performance and the two formal assessment of performance in line with the Commission’s performance management system; Coaching Heads and line Managers in this regard where required; Collating raw scores allocated, managing the moderation thereof and formalizing the payment of related annual performance incentives.	Senior Managers and Line Managers observe and document actual behaviour in line performance contracts, offer care and growth inputs and recommend individual staff plan; Senior Managers and line managers to be competent and objective in their management of the performance of their staff in line with strategic plans; Moderating Committee meetings are held after formal reviews and annual performance incentives are administered in a transparent manner.	Fair implementation of Performance Management System
HR Administration	Maintain sound personnel records for all staff (present and past) with regard to the period employed, training, professional development, remuneration, career path, noteworthy achievements and discipline.	Personnel records are maintained in a secure, confidential place and kept up-to date.	Human Resources Internal Audit Report
Skills Development of the Commission’s personnel	Identify training needs based on the outcome of the performance assessment and assist staff in identifying suitable training and professional development programmes in line with individual developmental need and the Commission’s requirements.	An active training database reflective of the current, completed and planned training initiatives of personnel in line with the professional development and bursary policy; Documented training and development strategies. Trained Electoral Staff	Updated skills audit
Management of Commission’s remuneration strategy	Staff remuneration and benefits are effectively administered timeously; Staff salaries are reviewed annually, where factors including individual performance, affordability, inflation, market conditions and organization performance will be taken into account.	Objective remuneration strategy that enables the Commission to attract and retain talented personnel	Report of Remuneration Committee

S/O 6: INFORMATION TECHNOLOGY
Sub-objective: Co-ordinate and provide IT Services
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
IT Infrastructure	Maintain the IT Infrastructure. Successful upgrade of hardware and software infrastructure Maintenance of the local and wide area network and provision of technical support.	Stable, flexible and scalable IT service delivery platform.	ERP, workflow and all operational systems report and quality assurance reports verifying the accuracy of data
Data base management	Existing databases integrated in a single interface.	Integrated datawarehouse
Maintain an effective helpdesk support function;	IT related training activities identified for end-users; Training interventions identified and implemented; Enhancements to the helpdesk system to improve response time to end –users.	Satisfied user community
Commission Internet and Intranet	Maintain effective, efficient and user-friendly internet and intranet sites.	Informative online information self-service facility	ERP, workflow and all operational systems reports and quarterly assurance reports with respect to cartographic enhancement and content as well as regular checks and reports on the information of the website
Maintain Commission IT Policy	IT policy work shopped with all employees and amended in accordance with input received.	Informed and compliant user community
Risk management	Maintain business continuity plan and disaster-recovery processes. Maintain high IT security. Maintain functional back-ups.	Secure and risk free environment.

S/O 6: CORPORATE SERVICES
Sub-objective: To ensure the safekeeping of equipment and personnel on Commission’s premises
ACTIVITY	OUTPUT	MEASURE	MONITORING MECHANISM
Provide the Commission offices with applicable security measures to ensure the safekeeping of goods and safety of personnel	Review and maintain security system and facilities in conjunction with state security agencies; Maintain the Commission’s access control and measures.	Assets and employees are protected	Up to date asset register and secure environment.
Ensure proper utilisation of Commission’s pool cars	Ensure the pool cars are used in line with the pool car policies Ensure the pool cars are maintained and serviced	Appropriate use of pool cars	Up to date asset register.
Management of information	Establishment of acquisition and Lending Policies; Institution of framework for implementation of Promotion of Access to Information Act.	Well equipped and managed library; Implementation of Promotion of Access to Information Act.	Acquisition and Lending reports; Compliance with the Archives Act. Report of the South African Human Rights Commission

S/O 6: COMMUNICATION
Sub-objective: To manage effective internal and external communication
ACTIVITY	OUTPUTS	MEASUREMENT	MONITORING MECHANISM
Co-ordinate production and distribution of external newsletter to key stakeholders	Inclusion of issues to become key focus areas for the Commission.	Informed stakeholders	Publications
Formation of a Communication Task Team with provincial representatives to inform communications of main activities for the development of strategies	Discussion and planning to inform strategies around Commission’s functions and activities; Proactive communications of management issues; Publicise Commission interventions through regular issuing of press statements.	Informed employees Informed employees and stakeholders	Publications and Press releases
Annual Report	A comprehensive report on the Commission’s performance and important benchmarks	Compliance with the PFMA requirements	National Assembly’s report
Monitor media reports	Ensure fair representation of Commission; Develop rapid response mechanisms; Conduct media analysis.	Positive media coverage for the Commission	Media Monitoring report
Development of appropriate communications materials	Specific targeting of stakeholders through appropriate messages	Positive awareness of the Commission	Enhanced visibility of the Commission in between elections
Participate and develop communication links with stakeholders	Creating support of natural allies	Positive support from allies
Work in conjunction with IT to develop and improve systems for dissemination of information online, and better use of the Commission’s web-site and to promote the Communications web-site	Ensure regular updates of the Commission information is published on the web-site.	Easy access to Commission’s web-sites User-friendly online interaction with the IEC	ERP and Workflow
Conduct sound media relations on behalf of the Commission	Timeous response to queries Rapid response to potentially damaging issues; Identify and expand coverage;	Response within 24-hours to media queries	Good relations with the media
Produce internal news letter – Vota News	An internal workplace publication for the staff of the Commission.	Regular publishing of Vota News
Manage Elections Campaigns	Registration Campaigns Actual Elections Result/Media Centers Advertising &Promotions	Increased voter participation in registration and election campaigns	Voter turn out report

S/O 6: LEGAL SERVICES
Sub-objective: To coordinate and support the legal requirements of the Commission
ACTIVITY	OUTPUT	MEASUREMENT	MONITORING MECHANISM
Render technical assistance on legislative amendments	Publication of legislative amendments	Effective and user friendly legislation	Legislative certainty
Legal advice to the CEO and Commission in instances of disputes	Extent to which disputes are dealt with in proper administrative manner	Timeous resolution of disputes	Short turn around time for resolutions of disputes
Institute legal proceedings where required:	Number of Court proceedings instituted	Successful resolution of disputes	Increased number of successful litigation
Provision of legal assistance on request	Number of requests for assistance	As required	Sound legal advice provided
Drafting and management of contracts	Completion and enforcement of contracts	Timeous completion and enforcement of contracts	Service Level Agreements for all contracts

Strategic Objective 7

To offer the highest possible standard of training to officials to facilitate a fluent and effective voting process and the accurate recording of the results of elections

S/O 7: Voting and Training
Sub-objective: To provide for the effective training of local electoral staff
ACTIVITY	OUTPUTS	MEASUREMENT	MONITORING MECHANISM
Developing training projects based on training needs	Implementation of training projects	Effectively trained staff	Evaluation report on training
Development of training and support materials	Production and distribution of materials	User friendly material
Development of unit standards	Adopted unit standards	Application of SAQA accreditation	Accreditation approved

S/O 7: Voting and Training
Sub-objective: To provide for effective and efficient procedures for voting and counting
ACTIVITIES	OUTPUTS	MEASUREMENT	MONITORING MECHANISM
Refining procedures for the administration of voting and counting at voting stations	Implementation of procedures	Effective and user friendly procedures	Report on objections material to the results.
Development of user guides and support materials	.Production and distribution of materials	User friendly material	Evaluation report
Continued assessment of procedures	Improved procedures	Effective and efficient election administration

S/O 7: Voting and Training
Sub-objective: To provide effective management of election results
ACTIVITIES	OUTPUTS	MEASUREMENT	MONITORING MECHANISM
Refining procedures for the effective calculation, recording and submission of election results	Implementation of procedures	Accurate election results	Acceptance of results by political parties
Development of user guides and support materials	Production and distribution of materials	User friendly material	Evaluation report
Establishment of National and Provincial Results Operations centres	Operational results operations centres	Declaration and acceptance of results in shortest possible time	Acceptance of results by political parties

S/O 7: Voting and Training
Sub-objective: To establish an electoral training academy to enhance the capacity of election officials across the continent to manage and administer elections according to international standards
ACTIVITIES	OUTPUTS	MEASUREMENT	MONITORING MECHANISM
Establish election training institute	Develop training curriculum for election officials and African Election Management Bodies.	Launch of the Institute. Train the facilitator programme.	Certificate in Election Management