1. Since the implementation of the redesign process, there appears to be uncertainty about the funding of requests for furniture and the types of furniture that can be supplied. To date, all the incumbents of newly created SMS posts have been supplied with furniture and this was funded through the Redesign Office, irrespective of the branch in which the post resorts. To eliminate any uncertainty, the following measures will henceforth apply:

1.1 It is most important that every manager ensure that the necessary furniture and equipment is obtained for all newly appointed staff. The intention of Human Resource Minute No. 0009/2008 is to assist managers to plan and structure the filling of their posts. The golden rule is that it is every manager's responsibility to ascertain what furniture is available and what needs to be acquired, and then to obtain what is needed. This means that the prescribed procurement procedures must be followed, and the appropriate forms completed and submitted.
1.2 All officials qualify for furniture manufactured according to the WCED standards and specifications. Note that the manufacturing period is anything from 4 to 6 weeks and therefore such furniture must be requested well in advance. As stated in paragraph 1.1, it is every manager's responsibility to assess what furniture is available and what needs to be acquired, and to initiate the process by allocating funds and sourcing the shortfall. These requests must be submitted to the Redesign Office for confirmation of funding.

1.2.1 Directors will qualify for the following furniture:

  1. 1x solid wooden desk with 5 drawers and a leather inlay on desk top (1 500mm length x 900mm width x 760mm height
  2. 1x mobile pedestal with 3 lockable drawers and 1x pencil drawer (400mm x 390mmx 600mm
  3. 1x computer desk (1 200mm x 700mm x 760mm) with tri-angular link affixed to the desk (900mm x700mm x 260mm)
  4. 1x wooden hat-and-coat stand
  5. 1x 3-division correspondence rack with 9 shelves (390mm x 860mm x 750mm)
  6. 1x high-back executive chair on castors (revolving, swivel and tilt, adjustable height and with armrests)
  7. 3x upholstered visitors chairs
  8. 1x wall unit (combined bookcase), two glass doors on top and two wooden doors at the bottom (1 900mm x 1 140mm x 375mm)
1.2.2 Deputy Directors will qualify for the following furniture:

  1. 1x modular solid wooden desk without drawers (1 500mm length x 900mm width x 760mm height
  2. 1x mobile pedestal with 3 lockable drawers and 1x pencil drawer (400mm x 390mmx 600mm
  3. 1x computer desk (1 200mm x 700mm x 760mm) with triangular link affixed to the desk (900mm x700mm x 260mm)
  4. 1x wooden hat-and-coat stand
  5. 1x 3-division correspondence rack with 9 shelves (390mm x 860mm x 750mm)
  6. 1x high-back chair on castors (revolving, swivel and tilt, adjustable height and with armrests)
1.2.3 Other officials:

Where furniture is required for any new or existing assistant director (or equivalent) or lower graded posts, open-plan workstations must be acquired as per the provincial norm. Deviations from the norm, to allow post incumbents to occupy cellular offices, must be justified to the relevant programme manager. There is no reason why open- plan workstations cannot be used in a cellular office. Each programme manager must fund the acquisition of the relevant furniture from the relevant budget allocation. It is, therefore, incumbent upon each director to determine whether sufficient funds are available to fund the acquisition of this type of equipment. Components resorting within the Branch: Corporate Services must submit their applications for funding in respect of new posts to the Deputy Director-General: Corporate Services.
2. Computer hardware, according to the standard allocation norm of the Centre for E-Innovation (1x desktop PC and a printer), will be allocated to each incumbent of a new post resulting from the redesign process. This allocation will be funded from the budget allocation of the redesign process. The allocation norm is as follows:

Directors              :   Laptop or desktop and LaserJet printer

Deputy Directors  :    Desktop and LaserJet printer (laptop if mobile user with acceptable                                justification)

Other officials      :    Desktop + LaserJet printer (allocation of printers being revised by the                                Centre for e-Innovation, especially in open-plan offices)

Officials qualify for datacards only after recommendation by the DITCOM. Detailed justification must be submitted on the applicable application form. The current policy in respect of this technology is contained in Circular 30/2008, dated 4 September 2008. However, this form of communication is currently under scrutiny to determine a more cost- effective means of communication, and more information will follow.
3. There also appears to be uncertainty about the allocation norm for other equipment. Please note that a kitchen on each floor may have the following equipment for use by all staff on the floor:

  1. 1x 255 litre fridge/freezer combo
  2. 1x 25 litre (750 watt) microwave oven
  3. 1x 25 litre urn

These acquisitions must be funded by the relevant programme manager. Crockery and other needs of directorates must be funded by each directorate from its allocation for goods and services.
4. The Redesign Office is currently giving consideration to providing furniture for one boardroom on each floor occupied by the WCED in Atterbury House. This will be consulted with the Chief Directors occupying the relevant floors in Atterbury House.
5. The Director: E-Learning and Library Services, in consultation with the Supply Chain, is currently compiling a policy for the supply of fax facilities. This policy will be made known soon.
6. The need for GG vehicles, as a consequence of the redesign process, is currently being addressed. A number of vehicles have already been ordered from the Department of Transport and Public Works. The delivery of these vehicles will take some time and users will have to make use of available vehicles until they arrive. Any future needs must be funded by the relevant branch.
7. Kindly inform all relevant staff of the content of this minute.


SIGNED: CJ FOURIE
HEAD: EDUCATION
DATE: 2008:11:13