PAIA

MANUAL ON FUNCTIONS OF, AND INDEX OF RECORDS HELD BY,

UMGENI WATER

Compiled in compliance with Part 2 chapter 2 (section 14) of the Promotion of Access to Information Act

Description of structure and functions

(in compliance with section 14(1)a)

Umgeni Water is a water utility established by Proclamation No 114 of 1974 (Government Gazette No 4300, 14 June 1974). It supplies water for urban, industrial and agricultural purposes, and to local authorities within its area of supply.It also operates rural reticulation schemes. The head office is situated in Pietermaritzburg, with a regional office in New Germany. Its functions are as follows:

Supply of

• Raw and potable water in bulk and retail
• Wastewater and sanitation services
• Water resource management
• Catchment management
• Pollution prevention services
• Water sector training services
• Laboratory and analytical services
• Engineering and project management consultancy

Information officers

At a meeting of Exco, held on 13 August, 2002, the following appointments were made in terms of section 17(1) of the Act: The information officer is Umgeni Water’s Chief Executive. Contact details, as specified in section 14(1)b of the Act.

Name:	Mzimkulu Msiwa
Designation:	Chief Executive
Address:	310 Burger Street, Pietermaritzburg, 3201 or
	Private Bag 9, Pietermaritzburg, 3200
Telephone	033 – 3411111
Facsimile	033 – 342 8895
Email	mzimkulu.msiwa@umgeni.co.za
The deputy information officer, as specified in section 14(1)b of the Act, is:
Name:	Grace Nyovane
Designation:	Information and Knowledge Manager
Address:	310 Burger Street, Pietermaritzburg, 3201 or
	Private Bag 9, Pietermaritzburg, 3200
Telephone	033-3411111
Facsimile	033-3411084
Email	grace.nyovane@umgeni.co.za

Records held by Umgeni Water

Records at Umgeni Water are managed by means of decentralised classification schemes with centralised control. Files no longer required by the users are transferred to the corporate archives. Records which have reached their disposal date are destroyed according to a retention schedule. Records of lasting legal, social, historical or research value are retained permanently.

Each recordkeeping system has a series of files dealing with internal administrative support matters. These series are referred to as support series, and are generic in nature. Support series and the categories of records contained in them are as follows:

Legislation

drafting and amendment of local and national legislation relevant to the utility

Planning and Management

• policy
• minutes of meetings – board
• minutes of meetings – management
• minutes of meetings – operational
• strategic planning
• operational planning
• liaison with external organisations

Staff

• policy
• structure and job descriptions
• administration of benefits
• training
• grievances and disciplinary action
• occupational health
• unions

Finance

• policy
• capital budget
• operating budget
• tariffs
• audits
• petty cash

Office Administration

• policy
• domestic services
• material and equipment
• accommodation

Legal Matters

• policy
• agreements and contracts
• permits and licenses
• appointment of contractors and consultants
• servitudes
• litigation
• insurance

Public Relations

• policy
• media contact
• public relations
• notices to staff
• social events

In addition to these support series, each individual system has what are referred to as line functions, which comprise the key activities of the division/section. A description of the categories of records for each of Umgeni Water’s line functions follows:

Chief Executive

(this record keeping system contains records relating to broad decision and policy-making issues at senior management level)

• strategic planning
• regional planning
• water resource planning
• rural planning
• organisational transformation
• liaison with external organisations
• take-overs and hand-overs
• external business
• personal files for senior management and board members
• senior management meetings
• board meetings
• presentations and addresses
• sponsorship

Corporate Services

(the function of Corporate Services is to co-ordinate the Procurement, Information Services and Human Resources functions in support of the orgnisation.)

• procurement contracts (goods and services)
• servitudes
• building and facilities administration
• succession planning
• recruitment
• exit interviews
• organograms
• job descriptions
• training
• performance management
• affirmative action plans
• remuneration and benefits
• occupational health
• staff circulars
• employee counselling
• grievances and disciplinary matters
• CCMA referrals
• union relations
• payroll administartion
• GIS standards and policy
• GIS data management
• GIS system design
• GIS systems maintenance
• individual GIS projects
• IT project implementation
• library administration
• records/knowledge management administration
• technology support
• business systems implementation
• internet site
• intranet site
• licenses

Finance

(this system contains records relating to the financial management of organisation)

• financial forecasts
• budget planning – capital expenditure
• budget planning – operating expenditure
• movable asset management (inventory control)
• reconciliations
• journal vouchers
• receipts
• financial statements
• setting of tariffs
• financial reports
• debtors accounts
• sundry debtors
• customer queries
• creditors payments
• creditors statements
• contract administration
• micro-business development
• inventory control
• corporate insurances
• individual insurance claims
• communication and stationery services
• office, building and garden services
• legal records (agreements, contracts)
• legal risk management

Internal Audit

(this function is outsourced)

• corporate policies and procedures
• internal audit charter
• audit procedure manual
• audit programmes
• audit investigations

Engineering and Scientific Services

(this system was designed to support the engineers responsible for the contract management of both large and small engineering projects, and for the scientists and laborator staff).

• engineering project management
• contract documentation
• meetings
• progress reports
• contract administration
• cost monitoring
• quality assurance
• engineering surveys
• liaison with external organisations
• strategic planning
• environmental scanning
• water resource planning
• infrastructure planning
• river systems analysis
• drought and water conservation
• tariffing and pricing surveys
• costing of dams and works
• total water management
• water demand and supply forecasting
• planning of water systems supply
• hydrological planning
• groundwater planning
• wastewater planning
• planning of rural reticulation schemes
• appropriate technology for rural areas
• engineering design
• water quality samples
• laboratory analyses
• external customer analyses
• pollution measurement and control
• catchment management
• environmental management
• investigation into treatment processes
• water education services

Operations

(Umgeni Water has record keeping systems at each of the works it operates, as well as at the regional offices. However,similar categories are kept in each system, and relevant documentation and reports are sent to the Head Office. Listed below are the categories of records held by Head Office.)

• operational meetings
• take-overs and hand-overs
• droughts and floods
• agreements
• consumer suspensions and warnings
• water transportation and storage
• water purification
• works operation
• wastewater treatment
• loss control and metering
• NOSA files (safety services)
• weather and dam level data
• water schedules
• emergency plans and procedures

Corporate Stakeholder.

(this system contains material relating to the way Umgeni relates to its staff and the community it serves)

• sponsorships
• videos and publications
• internal newsletters
• media liaison
• arrangement of conferences and functions
• press releases
• design of stationery and signage
• annual report

Works

• water balances
• water schedules
• meter readings
• plant trials
• water standards
• works operation
• sludge treatment and disposal
• loss control

External Business

(this system supports Umgeni’s drive to obtain business outside its operational area)

• exhibitions
• trade fairs
• environmental surveys
• heads of agreement
• tenders and contracts
• marketing

Subsidiaries

Umgeni Water does not control the records of its subsidiaries. Any requests for information should be directed to the subsidiaries themselves.

Categories of documents available without recourse to the Act

Umgeni Water has a web site at www.umgeni.co.za. Available on the site are the following:

• Annual Report
• Dam and Rainfall statistics
• Infrastructure Masterplan
• Financial information (Bonds and Tariffs)
• Regional, Rural, Community and Commercial Programmes
• Environmental policies and performance measures
• General information relating to water
• Published papers

Services available to members of the public

The following services are provided by Umgeni Water:

• Water services
• Wastewater services
• Process testing services
• Laboratory sample testing services
• Training services
• Consultancy services in various fields

In order to obtain more information regarding services, the public may write to PO Box 9, Pietermaritzburg, 3200, or to 310 Burger St, Pietermaritzburg, 3201, or telephone (033) 3411111, or access our enquiry site via the internet at info@umgeni.co.za

Influence on the formulation of policy

The Board of Umgeni Water, which consists of fifteen non-executive members, accepts final responsibility for the organisation and ensures that delegated responsibilities are properly executed by management. Members of the Board are nominated by the public, to ensure that the interests of the community are represented. Board members may be nominated from a wide range of civic bodies, such as water committees, regional services councils, unions, universities, NGO’s etc. and it is at the nomination stage that the public may, by its choice of candidate, have an influence on the direction of Umgeni Water. Since the Board also has influence on the selection of top management, Board members have a direct say in the constitution of Umgeni Water’s executive.

Remedies available to the public

Should Umgeni Water, or any of its officials, seem to be derelict in their duty, or fail to fulfil their mandate, the public has recourse, in the first instance, to the General Managerof the Division concerned. Failure to obtain satisfaction would result in a direct appeal to the Chief Executive. If the problem is still not resolved, it should be taken to the Board of Umgeni Water. Should this not have the desired effect, the final resort would be to the Minister of Water Affairs and Forestry.