Issued by: Ministry of Environmental Affairs and Tourism
NATIONAL COUNCIL OF PROVINCES
(Written reply) QUESTION NO. 329
329. MR E K MOORCROFT ASKED THE MINISTER OF ENVIRONMENTAL AFFAIRS AND TOURISM:
(A) What was the cellular telephone bill of each employee of his department in possession of an official cellular phone in each month during the latest specified 12-month period for which information is available and (B) what controls are in place to prevent the abuse of such cellular phones ?
Mr E K Moorcroft Secretary to Parliament Hansard Papers Office SA Communication Service Press
329. THE MINISTER OF ENVIRONMENTAL AFFAIRS AND TOURISM REPLIES:
(a) A table of the cellular phone bills of each employee of my department in possession of an official cellular phone in each month during August 1996 to July 1997 is available on request.
(b) Control measures are applied in accordance swith a departmental policy to follow Annexure B, which is revised periodically.
@ POLICY: ACQUISITION, USE AND CONTROL OF CELLULAR
Issued by: Department of Environmental Affairs and Tourism
TO: DEPUTY DIRECTORS-GENERAL CHIEF DIRECTORS DIRECTORS DEPUTY DIRECTORS (Distribute to all concerned)
POLICY: ACQUISITION, USE AND CONTROL OF CELLULAR PHONES
OBJECTIVE
1. The provisioning, use and control of cellular phones are regulated by the Department of State Expenditure's guidelines issued under reference SR20/5 dated 25 March 1994 as amended and Chapter R of Treasury Instructions and forms part of this Department policy on cellular phones.
2. The aquiring of cellular phones must be absolutely essential and in the interest of the State and that the requirements cannot be satisfied through a less costly communication medium.
The following procedure must be followed:- The format for applications:-
2.1 Reasons for the request of a cellular phone; 2.2 Which other means of communication were considered; 2.3 Is it necessary that the user at all times be available and must continually be in contact with personnel or clients; 2.4 Is the cellular network in operation within the proposed area of use of the cellular phone; 2.5 Why is the cellular phone the most economic insturment; and 2.6 What are the financial implications of the cellular phone, that is, which tariff structure and which services are contemplated.
3. PURCHASE PROCEDURES
If it is decided to purchase or hire a cellular phone on the information as prescribed in 2.1-2.8 the following provisions must be met:-
3.1 The equipment must comply with the requirements of the Global system Mobile Communications (GSM) cellular network; 3.2 The service must be obtained from firms that are formally associated with the network lincences; 3.3 The Chief directorates shall, for the acquisition of cellular phones, adhere strictly to the directives of the State Tender Board.
4. PRIVATE CELLULAR PHONES
If an official has his own private cellular phone and qualifies for a cellular phone he can recover the cost of official calls from the department, provided that a detailed account reflecting official calls is submitted. No other costs will be borne by the Department.
5. SPECIAL FACILITIES
Treasury approval must be obtained before facsimile machines that can be used through cellular phones are purchased.
6. PRIVATE CALLS
6.1 Private calls must be kept to the absolute minimum.
6.2 The monthly invoices must be certified by the user as correct and the costs for all private calls must be indicated and be paid for at the cashier and a receipt obtained be attached to the invoice. (A form as indicated see Annexure A, must be completed).
7. UNBARRING OF CELLULAR PHONES
7.1 In view of the prohibitive ocst factor, all cellular phones should remain barred for overseas calls. Should any official have to travel overseas on official business and it is necessary that she/he take the cellular phone with on the visit, written application should be made to the accounting officer (DG) through the correct channels to authorise the unbarring of the phone for the duration of the visit. (Applications for unbarring must be made at least a week before such trips are undertaken).
8. ANNUAL REVIEW OF THE UTILISATION OF CELLULAR PHONES
The purpose of this review will be to ascertain whether or not the use of each phone over a period in question has been efficient and cost-effective. (Exercise will be additonal to normal stock-taking processes).
9. LOSS OF EQUIPMENT
Should a cellular phone or any part of the equipment be lost, damaged or stolen while in the possession of an official, the normal procedures as prescribed in chapter 5 N8.2, N8.4, W2, W4, W8, W9, W10 and W11 of the Financial Handbook issued by the Department of State Expenditure must be followed and the appropriate action taken.
10. These measures stated above must be strictly adhered to by all officials concerned and will be adjusted accordingly from time to time as the need arises to do so.
DIRECTOR-GENERAL DATE: 1997-08-18