< PreviousANNUAL REPORT 2022 – 2023 Preserving and advancing the highest international standards for the profession of architecture ANNUAL REPORT 2022 – 2023 28 Annual TargetQ1Actual achievementQ2Actual achievements Undertake roadshows to all ALS, State Entities and Government Infrastructure Departments to raise awareness about registration requirements 1 Roadshow 5. Achieved 1 x ALS roadshow with the University of Pretoria was held on 25 Apr 2022. 2 x Career Expos were attended during the quarter to raise awareness of the profession and registration. 22 April Onkgopotse Tiro Comprehensive Tech School 2-3 June 2022 13th annual Soweto Career Expo 1 x Big 5 construction expo 7-9 June. SACAP promoted registration. 1 Roadshow 5. Achieved 6 x ALS Roadshows conducted: • Cape Peninsula University of Technology- 23 July • University of the Witwatersrand 04/17 August. • University of Free State: 8 September. • University of Johannesburg 30 September. • 1 x Cape construction expo attended- SACAP promoted registration 6-7 October Career awareness: • Dithake Stadium, Xhariep District Municipality – 12 August (various schools from rural and townships) • Mapala Combined School -2 September Stakeholder engagement programs 40 Public digital Awareness campaigns 1 VA Forum 2 Radio interview 2 TV interview 10 digital public awareness campaigns, and messages to identified stakeholders 6. Achieved 14 Digital posters 8 x digital poster on Limited Special Dispensation 2 x digital posters on the Code of Conduct 3 x PPE 1 x RPL 10 digital public awareness campaigns, and messages to identified stakeholders. 1 Radio interview 6. Achieved 17 x Digital posters • 11 x on the apprenticeship program; • 2 x candidates’ registration; • 4 x persons who perform architectural work under the control of a registered professional. • 1 x Radio interview conducted with Mix FM 24 August 1 perspective survey conducted per annum. ––Undertake 1 survey 7. Achieved A fees survey was undertaken fees and the fees survey report was concluded on 31 August 2022. The survey will be used to determine Guidelines for Professionals Fees in 2023. Effective execution of the service charter. ––––South African Council for the Architectural Profession PART B PERFORMANCE INFORMATION 29 Q3Actual AchievementsQ4Actual Achievements 1 Roadshow 5. Achieved 1x ALS Roadshow conducted • University of Pretoria- 11 October 2022 1 Roadshow 4. Achieved 1 Roadshow was conducted at: University of Johannesburg on 7 March. 10 digital public awareness campaigns, and messages to identified stakeholders 1 Radio interview 2 TV interview 6. Achieved 10 x Digital posters on CPD done. 4X Radio Interviews: • Vuma FM • Power FM • Mix FM • SA FM 2x TV Interviews: • eCNA • SABC 10 digital public awareness campaigns, and messages to identified stakeholders. 1 VA Forum 5. Achieved 10 x Digital posters posted on social media. 1 VA Forum was held 31 March –––– Review the charter and update them on any identified gaps. 7. Not Achieved Reasons for deviation: The service charter is being fully implemented. Reports are produced weekly on compliance with the service charter. Remedial action: The service charter will be reviewed during the formulation of the new strategy by the 6th term Council. ––ANNUAL REPORT 2022 – 2023 Preserving and advancing the highest international standards for the profession of architecture ANNUAL REPORT 2022 – 2023 30 Annual TargetQ1Actual achievementQ2Actual achievements Ensure that there is sufficient evidence for all matters referred to the Disciplinary. Obtain a 90% guilty verdict of the matters referred to the Disciplinary Tribunal. 90% 9. Not Achieved Achieved 80% Reasons for deviation: 3 matters were postponed due to various reasons including ongoing Civil Proceedings. Remedial Action: The outstanding matters will be set down for hearing for adjudication once all issues have been cleared. 90% 9. Achieved The target was to ensure that there is sufficient evidence for all matters referred to the disciplinary tribunal and obtain a 90% guilty verdict on the matters referred to the Disciplinary Tribunal. The unit prosecuted 6 matters before a Disciplinary Tribunal and guilty verdicts were obtained in all 6 matters due to sufficient evidence of improper conduct. Achieved 100%. Negotiate 50% plea agreements with persons charged with improper conduct. 50% 10. Not Achieved Reasons for deviation: 29 charges of improper were issued and 11 registered persons pleaded guilty to the charges. We achieved 38% Remedial action: Negotiate more plea agreements. 50% 10. Achieved The target was to negotiate and obtain 50% plea agreements with registered persons charged with improper conduct. The Unit negotiated and concluded 16 settlement agreements from 29 sheets issued in the first and second quarters. Achieved 55% Investigate 70 % of complaints of improper conduct received. –––– The implementation of Approved annual and quarterly targets The implementation of Approved annual and quarterly targets 12. Achieved The implementation of the strategy is monitored through APP and Quarterly targets. The implementation of Approved annual and quarterly targets 12. Achieved The implementation of the Annual Performance Plan is monitored and evaluated through this quarterly report. Performance management of all employees through signing performance agreements and performance reviews. The signing of performance agreements effective April 2022 13. Achieved All employees signed the performance agreements. Conduct Performance reviews 13. Achieved All performance reviews took place during the month of September 2022. Managers are working on the performance gaps identified during the review. Training of 10 employees 2 14. Achieved 14 staff members (registration & CPD) were trained in call centre operations and professional business letter writing. 3 14. Achieved 2 x Employees attended strategic leadership training. 1 x Employee attended procurement training. 1 x attended training on copy editing.South African Council for the Architectural Profession PART B PERFORMANCE INFORMATION 31 Q3Actual AchievementsQ4Actual Achievements 90% 8. Achieved Target 100% Achieved The unit prosecuted 5 matters before a Disciplinary Tribunal and guilty verdicts were obtained in all 5 matters due to sufficient evidence of improper conduct. Fines totalling a cumulative amount of R55, 000.00 were imposed. 90% 6. Achieved Target 100% Achieved The Unit prosecuted 4 matters before the Disciplinary Tribunal and guilty verdicts were obtained in all 4 matters due to sufficient evidence of improper conduct. 50% 9. Not Achieved (Achieved 29%) The Unit negotiated and concluded 04 settlement agreements from 14 charge sheets issued in the second quarter. Reasons for deviation Only four RPs were amenable to entering into a settlement agreement. Remedial action The unit will continue to give registered persons charged with improper conduct an opportunity to enter into a plea agreement. 50% 7. Not Achieved There were no plea agreements concluded. Reasons for deviation: Negotiated plea agreements with registered persons charged with improper conduct, however no registered person accepted a plea agreement. Remedial action: The unit will continue to give registered persons charged with improper conduct an opportunity to enter into a plea agreement. ––70% 8. Not Achieved 64.5% 172 complaints of improper conduct received. 111 of the 172 complaints were investigated by the Committee. 60 complaints are pending investigation by the Committee. Reasons for deviation The Investigating Committee only meet 4 times to consider complaints of improper conduct received. Therefore, they could not meet the target. Remedial action Request Council to approve that the Investigating Committee should meet more than 4 times. The implementation of Approved annual and quarterly targets 10. Achieved Production of Quarterly reports to monitor the implementation of the Annual Performance Plan and the strategy of SACAP. The implementation of Approved annual and quarterly targets 9. Achieved Submitted quarterly reports to the Audit & Risk Committee and Council to monitor the implementation of approved Annual Performance Plan. Performance Management / Reviews. 11. Achieved All performance gaps identified during Performance Reviews are addressed on a monthly basis. All the performance documents were checked and filed. Conduct Performance Assessments 10. Achieved Successfully conducted Performance Assessment reviews of all employees. 3 12. Achieved 23 x Employees trained on Business Ethics by Pro Ethics this Quarter 1 x attended the Report Writing course. 4 x attended the Ghost Practise training course. 1 x Cyber Security- Digital Renesys. Total = 29 ––ANNUAL REPORT 2022 – 2023 Preserving and advancing the highest international standards for the profession of architecture ANNUAL REPORT 2022 – 2023 32 Annual TargetQ1Actual achievementQ2Actual achievements Fill in 6 positions in this Financial Year. Fill in 5 positions 15. Achieved 5 Roles were filled in this quarter. – 15. Achieved 2 X roles were filled in the 2nd quarter. Effective implementation of succession planning and regular reporting. Report on coaching, mentoring and transferring of skills. 16. Achieved All reports on coaching and transferring skills have been submitted. Report on coaching, mentoring and transferring of skills. 16. Achieved All reports on coaching and transferring skills have been submitted to HR. Preparation of the SACAP activity calendar and approval by the Council. – 17. Achieved The calendar was prepared and approved by Council. –– Council and Committee meeting packs are to be circulated 7 days before the meeting date For 90% of Council and committee meetings, meetings packs are to be circulated 7 days before the meeting date 18. Achieved The Council and committee packs were circulated within the prescribed timelines. For 90% of Council and committee meetings, meetings packs are to be circulated 7 days before the meeting date 18. Achieved All Council and Committee packs were circulated within the prescribed timelines. Minutes for all Committees & Council produced within 14 days. Action lists produced and implemented. All Committees and & Council minutes are produced within 14 days. 19. Achieved All Council and Committee minutes were produced within the prescribed timelines and all the action items were implemented accordingly All Committees & Council minutes are produced within 14 days. 19. Achieved All Council and Committee minutes were produced within the prescribed timelines and all the action items were produced and implemented accordingly. 100% of invoices are to be paid within 30 days of receipt of the invoice 100% of invoices are to be paid within 30 days 30days of receipt of the invoice 20. Achieved All invoices were paid within 30 days of receipt. 100% of invoices are to be paid within 30 days of receipt of the invoice 20. Achieved All invoices were paid within 30 days of receipt. Collection of 90% of all invoices issued. All quotations and tenders shall comply with the SCM. Collect 30% of issued invoices. All quotations and tenders shall comply with the SCM. 21. Achieved Finance issued 11 297 annual fee invoices and at the end of the quarter 8 041 were collected. Translating into 71.2%. All quotations and tenders complied with the SCM for the first quarter Collect 30% of issued invoices. All quotations and tenders shall comply with the SCM. 21. Achieved The annual fees invoices collected in the quarter were 13% of the total issued invoices. However, the overall collection rate for Q1 and Q2 is 84% which is more than the 60% targeted rate for both quarters. All quotations and tenders complied with the SCM in the second quarter.South African Council for the Architectural Profession PART B PERFORMANCE INFORMATION 33 Q3Actual AchievementsQ4Actual Achievements Recruitment/ Sourcing 13. Achieved 2 x roles were filled by external candidates in the 3rd quarter. 4 x roles filled by internal candidates (promotions). For the year 10 x roles were filled. Fill 1 position 11. Achieved 1 x positions were filled for the CPD Administrator. Reports on coaching, mentoring and transferring of skills. 14. Achieved All reports on coaching and transferring skills have been submitted to HR. Report on coaching, mentoring and transferring of skills. 12. Not Achieved Reasons for deviation: Succession plan policy is in place; however, the performance development plans were reviewed to align with the annual plans. As result Managers had to hold on submission of coaching, mentoring and transferring of skills to align PDP. Remedial action: The coaching, mentoring and transferring of skills will be aligned with the PDP. ––Obtain approval of the activity calendar. 13. Achieved The activity calender for 2023-24 was prepared and approved by the Council. For 90% of Council and Committee Meetings, meetings packs are to be circulated 7 days before the meeting date 15. Achieved 100% achieved All Council and committee packs were circulated within the prescribed timelines. For 90% of Council and committee meetings, meetings packs are to be circulated 7 days before the meeting date 14. Not Achieved 58.3% Reasons for deviation: The meeting packs were delayed due to Managers submitting information for the pack late. Remedial Action Plan: Updating of Standard Operating procedures to include clear timelines for submissions of documents by Managers. All Committees & Council minutes are produced within 14 days. 16. Achieved 100% achieved All Council and Committee minutes were produced within 7 days and all the action items were produced and implemented accordingly. All Committees & Council minutes are produced within 14 days. 15. Not Achieved 72.7% Reasons for deviation: An employee failed to perform and met the target. Remedial action: The employee has been cautioned about her poor work performance and her performance being monitored to ensure improved performance. 100% of invoices are to be paid within 30 days of receipt of the invoice 17. Achieved All invoices were paid within 30 days of receipt. 100% of invoices are to be paid within 30 days of receipt of the invoice 16. Achieved All invoices were paid within 30 days of receipt. Collect 20% of issued invoices. All quotations and tenders shall comply with the SCM. 18. Achieved The annual collection rate of 95% was exceeded in the 3rd quarter. All quotations and tenders complied with the SCM in the third quarter. Collect 10% of issued invoices. All quotations and tenders shall comply with the SCM. 17. Achieved The Finance team collected 93% of all invoices issued. All quotations and tenders complied with the SCM in the fourth quarter.ANNUAL REPORT 2022 – 2023 Preserving and advancing the highest international standards for the profession of architecture ANNUAL REPORT 2022 – 2023 34 Annual TargetQ1Actual achievementQ2Actual achievements 70% of procurement awarded to service providers with level 1 & 2 BEE rating 70% of procurement awarded to service providers with level 1 & 2 BEE rating 22. Not Achieved 65% of procurement awarded to service providers with level 1 & 2 BEE rating Reasons for deviation: The deviation mainly relates to Tender advertising on Sunday Times and Strategic Leadership courses. Both service providers were outside the Level 1 & Level 2 ratings. Remedial action: More Level 1 & 2 rated suppliers will be used to remedy the deviation. 70% of procurement awarded to service providers with level 1 & 2 BEE rating 22. Not Achieved: 61% of procurement awarded to service providers with level 1 & 2 BEE rating Reasons for deviation: The deviation mainly relates to the following: 1. Aircons & branded T-Shirts were procured from a level 4 rating supplier as the level 1 rating supplier was quoting too much higher than the level 4 rating supplier 2. The advertisement of invitation to serve on 6th term Council on Sunday Time Remedial action: More Level 1 & 2 rated suppliers will be used to remedy the deviation. Unqualified audit outcome –––– Present actual versus budget expenditure every quarter to ensure that the total expenditure does not exceed the budget. Report on budget and targets. 24. Achieved The financial report on budget and target was presented to Council on 15 June 2022. This is to ensure that expenditure on all targets does not exceed the approved budget. Report on budget and targets The financial report, budget, and targets were presented to Council on 15 September 2022. This is to ensure that expenditure on all targets does not exceed the approved budget. Replacement of the Your Membership System Published the Tender Bid, 25. Achieved The Tender bid was published – 4 different company tenders were received, with only 2 who qualified from the BEC. Bid Selection and Award Phased- implement of the New CRM 25. Achieved The appointment of the services provider has been approved by the Council on 15 September 2022. A service level agreement and a project plan are being finalised for the implementation of the new CRM. Monitoring and maintaining servers to operate at peak performance. Monitoring & Reviewing System logs and generating a status report 26. Achieved Workstation Consolidation and old laptops were retired and replaced in order for employees to perform their optimally well. All servers are monitored regularly to ensure that the servers are protected from attacks and that no intrusion into the servers to ensure that they operate at their peak. Weekly Veeam Cluster infrastructure replication to CBE. Daily and Weekly server backup to an external hard drive is performed. Monitoring & Reviewing System logs and generating a status report 26. Achieved Workstations Maintenance and servicing have been conducted on all laptops so as to perform optimally. All servers are monitored regularly this quarter to ensure that the servers are protected from attacks and that no intrusion into the servers to ensure that they operate at their peak. During the quarter, weekly Veeam Cluster infrastructure replication to CBE. Daily and Weekly server backup to an external hard drive is performed. The website shall be monthly updated to ensure that the information on the website is relevant and up to date. Content Updating 27. Achieved This quarter, there was Website enhancement and the addition of a new tab. Website Content monthly. Locally Hosting and migrated the Canberra Accord website from US NAAB, implemented the SSL and content updating Content Updating 27. Achieved This quarter, another Website enhancement has been implemented, that is, another new tab and student portal. Website Content was updated monthly this quarter. Reviewed the Canberra Accord website and made a recommendation for redevelopment. A demo website was developed and presented to Canberra Accord Executive for Consideration.South African Council for the Architectural Profession PART B PERFORMANCE INFORMATION 35 Q3Actual AchievementsQ4Actual Achievements 70% of procurement awarded to service providers with level 1 & 2 BEE rating 19. Achieved 73% of procurement awarded to service providers with level 1 & 2 BEE rating 70% of procurement awarded to service providers with level 1 & 2 BEE rating 18. Achieved 70% of procurement was awarded to service providers with level 1 & 2 BEE rating. Unqualified audit outcome 20. Achieved An unqualified audit outcome was achieved. –– Report on budget and targets 21. Achieved The financial report, budget, and targets were presented to Council on 09 December 2022. This is to ensure that expenditure on all targets does not exceed the approved budget. Report on budget and targets 19. Achieved The financial report, budget, and targets were presented to Council on 30 March 2023. This is to ensure that expenditure on all targets does not exceed the approved budget. Phased- Implementation and testing 22. Achieved The Project team has been appointed and the team has weekly internal meetings and weekly meetings with the service provider. As is Business Process Compelled, Process Mapping YM-SACAP data obtained from YM. Full-Rollover to the new system 20. Not Achieved Reasons for deviation: FNB is one of the third parties that must integrate into the new system. FNB delayed the integration because they wanted to verify the integrity of the system. Remedial plan: The team is engaging with FNB to allay their security concerns. Monitoring & Reviewing System logs and generating a status report monitoring & Reviewing System log 23. Achieved Quarterly Workstation service and maintenance performed on all laptops so as to perform optimally. All servers are monitored regularly this quarter to ensure that the servers are protected from attacks and that no intrusion into the servers to ensure that they operate at their peak. VPN Access Server was installed and configured that will enable Finance staff to securely connect to the office shared resources remotely. Weekly Server backups are performed to the external hard drives. Monitoring & Reviewing System logs and generating a status report 21. Achieved System logs monitored and reports generated. Quarterly Workstation service and maintenance performed on all laptops so as to perform optimally. All servers were monitored regularly this quarter to ensure that the servers are protected from attacks and that there is no intrusion into the servers to ensure that they operate at their peak. Weekly Server backups are performed to the external hard drives. Content Updating 24. Achieved Website Content was updated monthly this quarter – News and SANS standards were added to the website portal. Content Updating 22. Achieved Website Content was updated monthly this quarter – News and Press release were added to the website portal.ANNUAL REPORT 2022 – 2023 Preserving and advancing the highest international standards for the profession of architecture ANNUAL REPORT 2022 – 2023 36 Annual TargetQ1Actual achievementQ2Actual achievements 90% of ICT queries are to be resolved within 24 hours. 90% of ICT queries are to be resolved within a 24hours 99% of System upkeep 28. Achieved All IT-related remote support services were provided to employees within 24 hrs and activities are recorded in the ICT Help Deck log. System hardening that secured the network from hacking, virus, and security breaches after email spam outbreak and email spoofing experienced. Call Services Rating feature implemented. Remote telephone transfer to cell phone functionality implemented. 90% of ICT queries are to be resolved within a 24hours 99% of System upkeep 28. Achieved All IT-related remote support services were provided to employees within 24 hrs and activities are recorded in the ICT Help Deck log. Email Phishing and Spoofing Awareness Campaign was conducted to educate employees about the cybersecurity attacks this quarter. Configured Online PPE for both the mock student demonstration exam and the actual exam. Hosted Online PPE. Publish Guidelines for accreditation of CPD activities on the SACAP website –––– Schedule 2 PPE 1 st PPE scheduled 30. Achieved 1st PPE scheduled – The PPE was written on the 10 th & 11 th May 2022 – 247 candidates wrote, 133 passed and 114 failed. –– Evaluation of all CPD points within 30 days of receipt Evaluation of all CPD points within 30 days of receipt 31. Achieved The Claimed CPD points = 7433 The Processed CPD points = 7653 220 pending CPD points were brought over from March 2022. The pending CPD points have been processed within 30 days of receipt. Evaluation of all CPD points within 30 days of receipt 31. Achieved CPD Points claimed during the 2nd Quarter = 8028. CPD points evaluated during the 2 nd Quarter = 8056. Pending CPD points were brought over from April 2022=34. The pending CPD points have been processed within 30 days of receipt. 7 days turnaround times on handling all queries. 7 days turnaround times on handling all queries. Each department submits reports on turnaround time for handling queries. Finance department 32. Not achieved An average of 9 days turnaround times on handling all queries. Finance received more email queries in the first quarter due to an Issue with the annual fees invoice on 1 April 2022 and a reminder sent to RPs on 27 May 2022. Legal and Compliance Unit Achieved All emails received we attended within the 7 days turnaround target. Achieved All emails received we attended within the 7 days turnaround target. 7 days turnaround times on handling all queries. 32. Achieved Finance Department The average turnaround time in the second quarter was within the target of 7 working days. Stakeholder Relations Department The average turnaround time in the second quarter was 1 working day. Legal & Compliance Department The average turnaround time on email queries in the second quarter was 1 working day. Secretariat Department The average turnaround time on email queries in the second quarter was 2 working days. Statutory Professional Services Department. The average turnaround time on email queries in the second quarter was 2 working day.South African Council for the Architectural Profession PART B PERFORMANCE INFORMATION 37 Q3Actual AchievementsQ4Actual Achievements 90% of ICT queries are to be resolved within 24 hours 99% of System upkeep 25. Achieved All IT-related remote support services were provided to employees within 24 hrs and activities are recorded in the ICT Help Desk log. In-person online security awareness workshop to empower employees about the cybersecurity attacks. Configured Online PPE for both the mock student demonstration exam and the actual exam, configured AI cheating functionality enabled. Hosted Online PPE integrated with Zoom to curb cheating. 90% of ICT queries are to be resolved within 24 hours 99% of System upkeep 23. Achieved All IT-related remote support services were provided to employees within 24 hrs and activities are recorded in the ICT Help Desk log. ––Publish Guidelines for accreditation of CPD activities on the SACAP website 24. Achieved The revised CPD board notice was published in a gazette on 10 February 2023 under board notice 390 of 2023. The gazette contains guidelines for accreditation of CPD on page 7 & 8. The gazette was published on the website. 2 nd PPE scheduled 26. Achieved The PPE was written on the 05th & 06th of October 2022 – 271 candidates wrote. 71% passed the PPE and 29% failed. –– Evaluation of all CPD points within 30 days of receipt 27. Achieved CPD Points claimed during the 3rd Quarter = 16141. CPD points evaluated during the 3 rd Quarter = 13007. CPD points claimed that remain pending at the end of the 3 rd Quarter = 3134. Pending CPD points to be carried over to January 2022 =3134. The pending CPD points have been processed within 30 days of receipt. Evaluation of all CPD points within 30 days of receipt 25. Achieved Evaluated 17297 CPD Points claimed during the 4 th Quarter. 7 days turnaround times on handling all queries. 28. Achieved Finance Department The average turnaround time in the third quarter was within the target of 7 working days. Stakeholder Relations Department The average turnaround time in the third quarter was within the target of 1 working day. Legal Department All queries were handled within the 7days turnaround time Statutory Professional Services Department. The average turnaround time on email queries in the third quarter was 2 working days. Secretariat Department All queries were handled within 24 hours. 7 days turnaround times on handling all queries. 26. Achieved Legal Department All queries were handled within the 7days turnaround time Stakeholder Relations Department The average turnaround time in the fourth quarter was within the target of 1 working day. Finance Department The average turnaround time in the third quarter was within the target of 7 working days PSS Department The average turnaround time on email queries in the fourth quarter was 2 working days.Next >