STANDING COMMITTEE ON PUBLIC ACCOUNTS (SCOPA)
BUSINESS PLAN FOR YEAR 2005/6
MISSION:
Guided by the Constitution and the rules of Parliament, SCOPA will promote effective and efficient financial management of, and the accountability for, all matters concerning public finance. To this end it will exercise a rigorous oversight role to ensure maximum value for each taxpayer rand in such a way that it contributes towards the improvement in the quality of life of all South Africans.
GOALS:
For SCOPA to earnestly pursue its MISSION this year, it has as its four overriding goals:
to cover a greater volume of work which is of relevance to its MISSION. This in terms of the number of state related bodies and finance-related issues it actively exercises oversight over.
to strengthen the qualitative aspects of its investigative work. This in order to more fully understand and more fully respond to existing areas of financial management weakness and under-performance.
to increase the consistency, regularity and assertiveness of follow-up actions where corrective action has been deemed necessary.
to more assertively and creatively influence improvements in financial management, wherever this might be necessary in the broader public sector.
THE "BUSINESS PLAN" (12 areas of action)
In order to achieve its goals, SCOPA has to significantly increase its work capacity and its range of relevant abilities. This is to be achieved by engaging the aims, which constitute this business plan. In general terms these business plan, and aims which underpin it, seek to achieve the following :
- an improved rolling annual plan;
- improved knowledge and skills;
- improved support from the secretariat and a research resource;
- improved relationships with relevant role players; and
- improved self appraisal of performance.
Towards covering a greater volume of relevant work :
* AIM
1 : The Committee’s main focus is to process all Auditor-General’s reports tabled in the National Assembly.
ACTION : Each report to be allocated to a SCOPA work-group (see annexure A and annexure B) and scheduled into SCOPA’s work programme for the year (see annexure C). These work-groups to follow the prescribed method of work (see annexure J).
AIM 2 : To monitor and promote each of the main financial management themes which transverse state departments and institutions (see annexure E).
ACTION : As each work-group processes the Auditor-General reports assigned to it, in its report-back to SCOPA it will always comment against these key themes/issues of financial management. The Secretariat will, in a separate register, record these comments (by institution and by theme). This will produce a bigger picture of the state of Financial Management from which SCOPA can monitor progress and motivate action through the National Treasury. (See annexure E).
* AIM 3 : To undertake where necessary or appropriate various studies Or investigations concerning the financial management and Use or misuse of material sums of public finance (see annexure F).
ACTION: These investigations/ studies will be assigned to individual
Work Groups See (annexure B), who together with the SCOPA researcher will undertake the required study. Such studies will be factored into SCOPA’s work programme (see annexure C).Upon completion the report of such investigation will be tabled in Parliament.
AIM 4 : To actively promote the successful implementation of the Public Finance Management Act and the accompanying Treasury Regulations.
ACTION : This, by becoming knowledgeable about the content of this Act and its applications (see annexure F), by including this as an item of necessary education on SCOPA’s work programme (see annexure C). To remain in regular communication with the National Treasury throughout the I mplementation stages of the Act, and to advise and encourage urgency whenever necessary. To monitor the preparedness, progress and application, regarding the provisions of the new Act, in all within all state institutions.
b) Towards a more thorough and rigorous engagement of its work :
AIM 5 : To employ a more effective method of work.
ACTION : Through the introduction of a new method of work, which not only allows for SCOPA to process more work, but also for it to process its work more thoroughly – also through greater empowerment of individual SCOPA members. The new method of work will also introduce a more rigorous follow-up system (see annexures C and I). This change is also intended to strengthen members independence.
AIM 6 : To employ a more sophisticated planning approach and use of time.
ACTION : Again by way of the new method of work (see annexure J) and work programming approach (see annexure C).
AIM 7 : To improve the knowledge, understanding and skills of Members (see Annexure G).
ACTION : Members to become increasingly conversant and proficient through the holding of lectures by experts in relevant fields, study courses, the development of a SCOPA handbook, overseas study tours, visits to government departments and through interactions with the SCOPA researcher/s, the Auditor-General’s office, IPFA and APAC.
AIM 8 : To improve the support given by SCOPA’s Secretariat.
ACTION : Through commitment to the provision of a necessary range of services and service standards. (see Annexure I). To assist and support the Secretariat directly and/or through the Committee Section - towards establishing these services and standards.
AIM 9 : To establish and maintain SCOPA research capacity.
ACTION : By pursuing the necessary funding from Parliament, local and international sources for the employment of two suitably qualified analysts/researchers. These researchers to assist Members with analysis of A.G. reports, development of SCOPA recommendations and with the formulation and carrying out of other SCOPA studies (see Annexures E and F).
AIM 10 : To obtain maximum media coverage of SCOPA activities. This to keep the general public informed about their finance-related interests which are managed by the state. Through the threat of negative publicity to deter all those in government who are there to serve their own interests, and through the reward of positive coverage to encourage those who are there to serve the public interest.
ACTION : To promote an open, honest and interactive relationship with all members of the media. To always be accessible to them and to get to know their reporting needs. To develop a common understanding of our joint role in serving a large and important area of public interest.
AIM 11: To pursue a strong- follow-up of all SCOPA ,
resolutions/recommendations requests for information etc. until satisfactorily responded to on a timeous basis.
ACTION : This will be enforced by the introduction of the new Method of Work (see annexure J), the new approach to setting SCOPA’s yearly programmes of work (see annexure C) and the management of its STATUS report.
c) Towards an evaluation of SCOPA’s performance:
AIM 12: To develop and set performance criteria which are aligned to SCOPA’s Stated aims - in order that SCOPA’s effectiveness can be evaluated. Besides indicating any SCOPA progress, such evaluation would also serve to highlight any weaknesses and/or opportunities to which SCOPA could positively respond.
ACTION : Performance criteria will be established against which each area of action prescribed in this business plan can be appraised. (see annexure K). The publication of SCOPA’s Annual Report (see annexure C), will, from the end of year 2002, include the results of each years performance evaluation of SCOPA.
ANNEXURE A.
ASSIGNMENT OF MEMBERS TO WORK-GROUPS
WORK-GROUPS
1: Group 1
Mr. P Gerber (Convener)
Mr. D Gumede
Mr. S Ndou
Dr. G Koornhof
Mr. G Madikiza
Mr. R Mofokeng
Dr. S Van Dyck
Dr. G Woods
2: Group 2
Ms. L Mabe (convener)
Mr. B Kannemeyer
Mr. F Beukman
Mr. V Smith
Mr. S Ndou
Mr. E Trent
Mr. C Wang
Ms. L Mashiane
ANNEXURE B.
Report Name |
COMMUNICATION |
ICASA |
National Electronic Media Institute of SA |
SA Post Office |
SABC |
SENTECH |
Telkom |
Universal Service Agency and Fund |
CORRECTIONAL SERVICES |
EDUCATION |
Certification Council for Technikon Education |
Council on Higher Education |
Education Labour Relations Council |
National Student Financial Aid Scheme |
SA Certification Council |
SA Council for Educators |
SAQA |
GCIS |
HEALTH |
Compensation Commissioner |
Council for Medical Schemes |
Health Donations Fund |
Health Professions Council |
King George V Silver Jubilee Fund |
Mines and Works Compensation Fund |
SA National Health Labrotory Service |
Nursing Council |
Pharmaceutical Council |
SA Medical Research Council |
SA National Blood Service |
HOME AFFAIRS |
Film and Publication Board |
Government Printing Works (PTA) |
Government Printing Works (Umtata) |
Independent Electoral Commission |
Represented Political Parties Fund |
Imigrants Selection Board |
National Film Board |
HOUSING |
National Home Builders Registration Council |
National Housing Finance Corporation |
National Urban Reconstruction and Housing Agency |
Rent Control Board |
SA Council for Architects |
SA Housing Fund |
SA Housing Trust Limited |
Servcon Housing Solutions |
Social Housing Foundation |
Thubelisha Home |
JUSTICE AND CONSTITUTIONAL DEVELOPMENT |
Commision on Gender Equality |
Directorate Special Operations |
Guardian's Fund |
Human Rights Commission |
Judicial Service Commission |
Legal Aid Board |
Monies inTrust |
National Prosecuting Authority |
President's Fund |
Public Protector |
SA Law Commission |
Special Investigating Unit |
Truth and Reconciliation Commission |
PARLIAMENT |
PRESIDENCY |
Commission for Promotion and Protection of the Rights of Cultural, Religions and Linguistic Communities |
Commission on the Remuneration of persons holding public Office |
National Youth Commission |
PROVINCIAL AND LOCAL GOVERNMENT |
Local Authorities Loan Fund |
Municipal Demarcation Board |
Municipal Infrastructure Investment Unit |
SA Local Government Association (SALGA) |
Training Fund for Local Government Bodies |
PUBLIC SERVICE AND ADMINISRATION |
SITA |
PUBLIC SERVICE COMISSION |
SAMDI |
Training Trading Account |
SOCIAL DEVELOPMENT |
Disaster Relief Fund |
High School Vorentoe Disaster Fund |
National Development Agency |
Refugee Relief Fund |
Social Relief Fund |
State President Fund |
SPORT AND RECREATION SOUTH AFRICA |
Boxing SA |
Central Drug Authority |
South African Institute for Drug-Free Sport |
SA Sports Commission |
STATISTICS SA |
Marketing and Dissemination Trading Account |
WATER AFFAIRS AND FORESTRY |
Water Trading Account |
Industrial Plantations Trading Account |
Equipment Account |
National Forest Recereation and Acess Trust |
Financial year of all Water Boards to be confirmed |
Albany Coast Water Board |
Amatola Water Board |
Bloem Water |
Bushbuckridge Water Board |
Erf 706 Rietfontein |
Ikangala Water |
Kalahari East Water Board |
Kalahari West Water Board |
Komati River Basin Water Authority |
Lepelle Northern Water |
Magalies Water |
Mhlathuze Water |
Namakwa Water |
North West Water Supply Authority Board |
Overberg Water |
Pelladrift Water Board |
Rand Water |
Sedibeng Water |
Trans-Caledon Tunnel Authority |
Umgeni Water |
Water Research Commission |
ANNEXURE C
PROVISIONAL PROGRAMME: 2005/6
JANUARY 2005 |
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WORKSHOP VENUE: Strand Beach Hotel |
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18 |
Tuesday |
SCOPA Workshop 09:00 – 11:00 Discussions: Business Plan 11:00 – 11:15 Tea Break 11:15 – 13:00 Adoption of the new method of work 13:00 – 14:00 Lunch 14:00 – 16:30 Adoption of SCOPA Business Plan 16:30 – 17:30 Treasury 16:30 – 22:00 Social Dinner |
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19 |
Wednesday |
SCOPA Workshop 08:30 – 13:00 Groups Work Session Work Programme Discussion 13:00 – 14:00 Lunch 14:00 – 16:30 Plenary Report back by groups on reports allocated to them (Categorization of reports e.g. A, B & C) Work Programme update 18:00 – 20:00 Dinner Guest Speaker: Speaker of the National Assembly: |
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20 |
Thursday |
SCOPA Workshop 09:00 – 13:00 Consideration and adoption of the following reports Annual Report Finalisation of outstanding issues |
|
25 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 12:00 Group meetings 12:00 – 12:30 Group meetings |
|
26 |
Wednesday |
09:00 – 11:00 Group meetings 11:00 - 13:00 Plenary Adoption of draft resolutions Outstanding Resolutions on Unauthorized expenditures Work Programme update |
|
FEBRUARY 2005 |
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1 |
Tuesday |
Groups 09:00 – 12:00 Plenary 12:00 – 13:00 |
|
2 |
Wednesday |
Plenary 09:00-12:00 |
|
8 |
Tuesday |
Groups: 09:00-12:00 |
|
9 |
Wednesday |
Public Hearing |
|
15 |
Tuesday |
Groups meeting : 09:00-12:00 Plenary: 12:00-13:00 |
|
16 |
Wednesday |
Public Hearing: 09:00-13:00 |
|
22 |
Tuesday |
Groups Meeting: 09:00-12:00 Plenary: 12:00-13:00 |
|
23 |
Wednesday |
09:00 - 11:00 Group meetings A-G’s Briefing on Parliament Report Group 2 11:00 - 12:00 Report back to plenary 12:00 – 12:30 Report back by chairperson |
|
25 |
Friday |
Oversight Visit to Department of Justice (Masters Office: Pretoria) Group 1 Oversight Visit to Durban Harbour (Group 2) |
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MARCH 2005 |
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1 |
Tuesday |
09:00 - 11:00 Group meetings A-G’s Briefing on Defence Report Group 1 11:00 - 13:00 Report back to plenary |
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2 |
Wednesday |
Hearing: 09:00-13:00 |
|
8 |
Tuesday |
09:00 - 11:00 Group meetings Preparation for Home Affairs Hearing Group 2 A-G’s Briefing on SARS Report Group 1 11:00 - 12:00 Report back to plenary Plenary Preparation for Home Affairs Hearing Group 2 12:00 – 12:30 Report back by chairperson |
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9 |
Wednesday |
09:00 – 13:00 Plenary Home Affairs Hearing Group 2 |
|
15 |
Tuesday |
09:00 - 11:00 Group meetings Preparation for SARS Hearing Group 1 11:00 - 12:00 Report back to plenary Plenary Preparation for SARS Hearing Group 1 12:00 – 12:30 Report back by chairperson |
|
16 |
Wednesday |
09:00 – 13:00 SARS Hearing Group 1 |
|
22 |
Tuesday |
09:00 - 11:00 Group meetings Adoption of Resolutions 11:00 - 13:00 Report back to plenary General Report of the Auditor-General on Audit outcomes for year ended 31 March 2002 Activity Report of the A-G for year ended 31 March 2002 Tabling of Resolutions
|
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23 |
Wednesday |
09:00 – 13:00 Plenary Hearing on the Auditor-General’s General Report. |
|
29
30
|
Tuesday
Wednesday |
09:00-12:00 Groups 12:00-13:00 Plenary
09:00-13:00 Hearing
|
|
APRIL 2005 |
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05 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary |
|
06 |
Wednesday |
09:00 – 13:00 Hearing on THETA Report. |
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12 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary |
|
13 |
Wednesday |
09:00 – 13:00 Plenary |
|
19 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary |
|
20 |
Wednesday |
Plenary |
|
26
27
|
Tuesday
Wednesday |
09:00-13:00 Group meetings Hearing |
|
29 |
Friday |
Oversight Visit to the Department of Correctional Services (Bloemfontein: Group 1) Oversight visit to Department of Defence (Pretoria) |
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MAY 2005 |
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1 |
Thursday |
Public Holiday – Worker’s Day |
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17 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
18 |
Wednesday |
09:00 – 13:00 Plenary Adoption of resolutions
|
|
24 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
25 |
Wednesday |
09:00 – 13:00 Plenary Adoption of resolutions |
|
31 |
Tuesday |
09:00 –13: 00 Group Meetings |
|
JUNE 2005 |
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1 |
Wednesday |
09:00 - 13:00 Plenary |
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7 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
8 |
Wednesday |
Hearing: 09:00-13:00 |
|
14 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
15 |
Wednesday |
09:00 – 13:00 Plenary |
|
21 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
22 |
Wednesday |
09:00 – 13:00 Plenary |
|
24 |
Friday |
Oversight Visits to Department of Home Affairs (Regional Offices: Johannesburg) Constituency period begins |
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JULY 2005 |
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22 |
Friday |
Constituency period ends |
|
26 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
27 |
Wednesday |
09:00 – 13:00 Plenary |
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AUGUST 2003 |
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1-5 |
Members’ Training |
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9 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
10 |
Wednesday |
09:00 – 13:00 Plenary |
|
16 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
17 |
Wednesday |
09:00 – 13:00 Plenary |
|
23 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
24
30
31 |
Wednesday
Tuesday
Wednesday |
09:00 – 13:00 Plenary
09:00-12:00 Groups meeting 12:00 – 13:00 Plenary
09:00-13:00 Plenary |
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SEPTEMBER 2005 |
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6 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
7 |
Wednesday |
09:00 – 13:00 Plenary |
|
13 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
14 |
Wednesday |
09:00 – 13:00 Plenary |
|
20 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
21 |
Wednesday |
09:00 – 13:00 Plenary |
|
27 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
|
28 |
Wednesday |
Plenary 09:00- 13:00 |
|
30 |
Friday |
Oversight Visit to the Offices of the Road Accident Fund (Pretoria) Group 1 Oversight Visit to Department of Public Works (Group 2) Pretoria Constituency Period begins |
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OCTOBER 2003 |
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7 |
Friday |
Constituency period ends |
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11 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
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12 |
Wednesday |
09:00 – 13:00 Plenary |
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17-19 |
Monday & wednesday |
APAC skills training |
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21 |
Friday |
Oversight Visit to the Offices of the Public Investment Commissioners: Pretoria. |
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25 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
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26 |
Wednesday |
09:00 – 13:00 Plenary |
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NOVEMBER 2003 |
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1 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
|
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2 |
Wednesday |
09:00 – 13:00 Plenary |
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8 |
Tuesday |
09:00 - 11:00 Group meetings 11:00 - 13:00 Report back to plenary
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9 |
Wednesday |
09:00 – 13:00 Plenary Adoption of the Committee Annual Report Finalisation of outstanding matters |
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15 - |
International Study tour to Canada |
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21 |
Monday |
Constituency period begins |
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DECEMBER 2003 |
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9 |
Friday |
Constituency period ends |
ANNEXURE D.
SCOPA ANNUAL REPORT – FRAMEWORK
Content
The Committee and its Sub-Committees
Composition
Functions
Support
Administrative
Personal
Research
Statistics
Committee sittings
Attendance of members
Reports, Papers produced
Any other
Deliberations
Legislation and related matters
National Policy – Green Paper, White Paper, Committee Policy Documents
Delegated Legislation
Departmental Budget
any other
Appearance before Committee
National Minister or Deputy Minister
Departmental officials
C.E.Os of Statutory Bodies and Public Entities
any other
Review/ analysis/Scrutiny
Annual reports
Auditor-General’s report/s
Papers, Reports referred to the Committee in ATCs
Any other
Briefings
Public Hearings/ Fact Finding / Investigations
Visits
National
International
Tabling Reports Any other
Public Participation activities / Interaction with institutions etc.
12. Review of year’s work – Recommendation/s and conclusions
(Performance evaluation to be introduced at the end of year 2005)
ANNEXURE E
MAIN TRANSVERSAL FINANCIAL MANAGEMENT THEMES/ISSUES
Internal Control
internal audit
audit committees
internal prescripts
Cash Management
Working Capital
stocks and stores
debtors
Quality of accounting work
Timely completion of accounting deadlines
Monthly bank reconciliations
Use of suspense accounts
Asset registers
Capital Expenditure/Disposal of assets
Tender/procurement practices
Budget transfers (to provinces, agencies etc.)
Value-for-money issues as and when the Committee identifies them
Various training bodies/Initiatives:
is the state getting value for these initiatives
is adequate training taking place
Etc.
ANNEXURE F.
LIST OF "OTHER SCOPA WORK"
(i.e. work other than A.G. reports, but which falls within the Committee’s broader mandate – see Parliamentary Rules)
SARS: the issue of revenue collection in terms of tax law. The admin improvement progress/ cost of collection / revenue estimation.
Property sales: on what basis is the state/parastatals selling property – method, valuations and price fixing.
Privatisation the executive is making decisions as to what the state receives for state assets that are being/planned to be sold. Where is the parliamentary oversight.
Parastatals: how well are these being run. Is the state getting an acceptable return on its investment ?
SA Reserve Bank: bad management of its forward book can mean a cost for the country.
Fraud/corruption: A closer look into the nature and extent of this in the public sector.
Financial training: what progress is being made
Computer purchases: good practices / optimal purchases / containment of "extra" costs
Public Entities: inc trading operations – bringing these all into the oversight net.
Stock investments: good control / economic levels etc.
PFMA: ongoing involvement in its implementation. In particular performance provisions.
Homeland Accounts: to be finalised.
Accumulated leave: to be assessed and reduction planned.
Etc.
ANNEXURE G.
AREAS OF KNOLWEDGE, UNDERSTANDING AND SKILL THAT WILL BE USEFUL TO MEMBERS
Relevant legislation and regulation
PFMA
Treasury Instructions
Norms and Standards
PSA
PSR
Disciplinary Code
Relevant parliamentary rules and procedures
Accounting principles and practices
Financial Management principles and practices
Auditing principles and practices
Corporate Governance and ethics
Scope and nature of fraud/corruption in the Public sector
Scope and nature of waste/inefficiency in the Public Sector
Analytic/investigative ability
Cross-examination skills
Report/resolution writing
Etc.
ANNEXURE H.
SCOPA’S RELATIONSHIPS
Secretariat
Researcher/s
Auditor-General’s Office
Provincial Public Accounts Committees
Audit Committees of Departments/Institutions
Portfolio Committees
Directors General/Accounting Officers
Cabinet Ministers
National Treasury
Media
APAC
IPFA
SAICA
State Law Advisors
Parliamentary Law Advisors
State Attorney
ANNEXURE I.
THE ROLE AND RESPONSIBILITIES OF THE SCOPA SECRETARIAT
FUNCTIONS OF THE SECRETARIAT IN TERMS OF THE SCOPA BUSINESS PLAN
As agreed to with OAG
Assign audit reports to workgroup
The date on which a report was tabled and referred to the Committee would be noted in the diary.
The date on which a report was tabled in a group and all the subsequent stages would be noted in the diary/administration report.
Administration reports will be forwarded to OAG weekly and the OAG will compile a status report on a quarterly basis.
Submit questions to accounting officers. Category B Reports
Collate questions from the OAG and submit them to members immediately.
Members will be given seven working days to submit additional questions.
Within two days after the lapse of the above seven days the questions will be sent to the Accounting Officer.
The date on which the questions are sent will be marked clearly in the diary.
The secretariat, as the administrative arm of Parliament and ultimately the Committee will make sure that it assumes this responsibility immediately in order to ensure that appropriate channels of communication in respect of accountability are clarified.
Departments will be given ten working days to reply to questions.
If replies are not received within ten working days a written reminder will be sent immediately.
Collate replies, evaluations, etc and circulate to SCOPA members for consideration
The date of receipt of all replies will be marked on the first page and also noted in the diary.
Replies will be submitted to OAG who will evaluate them within ten working days and send them back to the secretariat.
Upon receipt thereof the replies will be circulated to members within two working days. The date on which they are circulated will be noted in the diary.
Type focus areas and questions for hearing
This responsibility will be divided between the OAG and the secretariat.
Whether preparation documents, including questions should be made available to the public?
Produce transcript of hearing
After a meeting all the tapes and notes thereon will be given to the typists immediately.
Typists will complete transcription within five working days and submit it to the committee secretary.
The secretary will edit the draft within two working days and circulate it to members. A copy thereof will be sent to all the witnesses.
Witnesses will be given ten working days to go through the transcript and sign it.
Obtain all information promised during hearing
The secretary will note all the issues that require follow up.
Immediately after the hearing the secretary consults the chairperson/members if necessary to clarify the info that was requested and then type a letter to the accounting officer setting out all the required info to be supplied within five working days.
If a reply is not forthcoming within five working days a written reminder will be sent out.
Upon receipt of replies thereof they will be copied and circulated to members and OAG within two working days.
The dates on which the letters are sent and replies received and circulated are entered into the diary. The date of receipt is marked on the first page of the document.
Obtain departmental response to resolution.
Matters to be clarified by the Committee:
After the House has adopted a report of SCOPA, it becomes a report of Parliament. What is the role of the SCOPA secretariat in this regard? If Treasury or the NA table staff forwards these resolutions to the Accounting Officers, who is responsible to follow up on them?
Should resolutions of SCOPA that have not yet been adopted by the House be made available to the Accounting Officers?
Organising Committee meetings
Members will receive notices of plenary and group meetings at least two working days before a meeting, provided that the agenda is received on time.
The notice will clearly identify the name of the committee/group, the venue, the starting time and the time of adjournment, time allocated for tea breaks, the agenda and the time allocated for each agenda item.
In the event that a decision is taken to invite a witness to appear before the Committee, an invitation will go out within 24 hours of the decision being taken.
Minutes of proceedings
Minutes will reflect accurately what transpired in a meeting. It will be a formal record of the proceedings and more importantly the decisions of the Committee.
Decisions will be recorded in a chronological order
Matters that need to be followed up and tasks allocated and deadlines for report back will be clearly set out.
The secretary will make sure that he/she reminds the chairperson and all members who have been allocated tasks of outstanding matters from the previous meeting.
Signed minutes by the chairperson will be circulated to all the members within five working days after the meeting to all the members.
Only hearings are recorded. All the other meetings are not recorded except on the instruction of the chairperson and the Committee.
The secretariat will produce sessional and annual reports.
Resolutions
The secretary will make sure that all amendments to resolutions are captured accurately.
After a resolution has been adopted the secretary will make sure that amendments are inserted and the resolution is drafted in the proper format.
The secretary will then submit the edited resolution to the chairperson for
Annexure J
(SEE: ATTACHED DOC).
Annexure K
(Performance indicators: Draft to be evaluated by the subcommittee: SCAG)