1998 Annual report: Organisational structure

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Chief Executive Officer
Deputy Chief Executive Officer
Communication Service Agency Corporate Services Media
Liaison		 Policy & Research Provincial & Local Liaison


The Secretariat has the following structures below it:

Communication Service Agency (CSA)

The CSA is responsible for the production and distribution of government media. It also co-ordinates the bulk-buying of advertising space and research.

The CSA consists of the directorates Broadcast Production, Project Management, and Design and Print Production. Their responsibilities include the following:

Broadcast Production
 

  • Rendering a broadcast production service by producing or outsourcing video and radio productions:
    • Briefs to suppliers for outsourcing of video and radio productions.
    • Database of broadcast production service suppliers.
    • Video/audio documentation of news events related to government projects.
    • Copies of video/audio programmes.
    • Advice on all aspects of broadcast production.
  • Producing video/audio programmes on government policy.

Project Management

  • Rendering a limited communication campaign management, corporate identity management, marketing and distribution, and bulk-buying service.
  • Communication strategies and plans.
  • Reports on the bulk-buying of communication services such as centralised media buying, research and clipping services for national departments.
  • Tender specifications for the bulk-buying of the abovementioned communication services.
  • Contracts with suppliers for the delivery of these communication services.
  • Advice on all aspects related to campaign management, corporate identity management, marketing and distribution.
  • Chairing and co-ordinating the GCIS Standing Request Committee (SRC).

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Design and Print Production

  • Rendering a design and print production service by producing or outsourcing layout and graphic design, photographic services, exhibition design, editorial services, and ad hoc publications:
    • Briefs to suppliers for outsourcing of layout and graphic designs, exhibitions, publications and photographs.
    • Print production and electronic publishing.
    • Photographic products.
    • Graphic designs.
    • Exhibition material.
    • Corporate identity products for the Government.
    • Advice on all aspects related to design and print production.
  • SA Yearbook.
  • GCIS Annual Report.

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Media Liaison

This Chief Directorate is responsible for strengthening working relations between the media and the Government, ensuring an accurate reflection in the media of government views and activities. The chief directorate consists of the directorates: Client Relations, and Media Services. Their responsibilities are as follows:

Client Relations

  • co-ordinating international marketing of South Africa with other stakeholders.
    • co-ordination of international communication strategies.
    • Encouraging international interest in South Africa through media strategies.
  • Providing a central co-ordinating mechanism for foreign journalists and visitors to South Africa.
    • co-ordination of a foreign visitors' programme.
    • Media advice and support to foreign journalists.
  • Extending international news and information networks and exchanges:
    • Participation in organisations such as SADC, PANA, etc.
    • Regular information flow to foreign missions and local embassies.
    • Assisting in building news and information capacity in foreign missions.
  • Ensuring an accessible and professional media support service for Parliament and the Cabinet:
    • Organising parliamentary briefing weeks.
    • Ongoing media support to the Press Gallery, along with MLOs.
    • Arranging post-Cabinet press briefings.
    • Arranging opportunities for media interaction with the Government as needed.
  • Ensuring effective liaison between Ministers with regard to coherent communication strategies for the Government:
    • Newsletter for government communicators.
    • Professional seminars and training opportunities for government communicators.
    • Secretariat service for Government Communicators Forum.
    • Managing a regular communication calendar for the Government.
    • Management of Ministerial clusters for communication strategies.
    • co-ordination point for provincial and national MLOs.
    • Database of communication/media contacts for the Government.

Media Services

  • Provide, in collaboration with Ministers, an effective news dissemination service to both mainstream and community media:
    • Information sheets
    • Media releases packaged for different media vehicles as part of government campaigns
    • Weekly BuaNews package to community media.
    • Central news information point for the Government.
    • Ensuring that government news releases are available on Internet and at MPCCs.
    • Arranging regular media events, seminars and briefings to the media on behalf of the Government:
    • Arranging press seminars and briefings.
    • Managing teleconference and videoconference press briefings.
    • Accreditation of foreign journalists.
    • Providing support for State visits and other events on request.

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Policy and Research

This Chief Directorate is responsible for research into public opinion which can be utilised by the Government as a whole. It will also develop policy for the Government on media diversity.

The Chief Directorate consists of the directorates Policy, Information Resource Management, and Research. Their responsibilities include the following:

Policy

  • Formulation of policy proposals within the following areas for adoption both by the GCIS and the Government, and draft legislation where appropriate:
    • Restructuring of government communication.
    • Access to information.
    • Information development and developmental communication.
    • Media environment (including media diversity).
  • Keeping the Chief Directorate abreast of developments, trends and research, both for purposes of policy development and communication strategy formulation.
  • Liaison with stakeholders to facilitate consultation in policy development.

Information Resource Management

  • Dissemination of information: information enquiry and current awareness services.
    • Acquisition of/collection of/getting access to information and information resources.
    • Providing a central point in government where government and related information can be obtained on request.
    • Ongoing identification, selection, acquisition and provision of information according to users' needs profiles.
  • Departmental library services.
  • Providing value-added (repackaged) information products, e.g. SA Government Directory, Directory of Contacts, Media Directory, Profile and Guide to SA Government Departments and directories of information resources available in Government.
  • Organising, cataloguing and storing all acquired government and related information as well as information produced in the GCIS, to make it accessible for dissemination and retrieval thereof.
  • Management/administration of databases/information retrieval systems of core government and GCIS information.
  • Development, management and updating of GCIS Internet and Intranet sites.
  • Development, management and updating of a single entry point to government information on the Internet.
  • Advice and support to government bodies regarding Internet publishing.
    • Developing standards and guidelines for web-page development in government.
    • Monitoring and evaluation of the print and electronic media to contribute to professional and timeous government communication.
  • Dissemination of information by means of providing transcriptions of inserts on the electronic media, audio/video transfers, daily and weekly evaluation reports and clippings of newspapers and SAPA reports.

Research

  • Conducting communication and information needs studies and research on specific issues as requested.
  • Testing the impact/success of communication and information campaigns/products/services (e.g. pre and post-testing).
  • Conducting communication audits.
  • Evaluating ongoing government performance and soliciting the views of the public on matters of concern.
  • Providing a communication and information research advice service.
  • Documentary research (e.g. demographic profile and media exposure of client groups).

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National, Provincial and Local Liaison

The crucial role of providing information at the most basic of community levels, is the main task of this Chief Directorate. In this, it will work closely with communicators from the various provincial governments.

The Chief Directorate consists of the directorates Provincial and Local Liaison, and Government Information Centres (GICs). Their responsibilities include the following:

Provincial and Local Liaison

  • Liaison with national NGOs/stakeholders
  • Interdepartmental networking
  • Interprovincial networking
  • Local networking

Government Information Centres (GICs)

  • Development communication.
  • Facilitating distribution networks and channels for the dissemination of government information.
  • Joint monitoring and strategising with provincial communication components.
  • Campaign management.
  • Developing partnerships/networks with role-players to facilitate two-way communication between the Government and the people.
  • Media liaison.
  • Communication strategies.
  • Research and development.
  • Bulk-buying and outsourcing.
  • Human resource development for provincial communicators and other role-players.
  • Facilitating the usage of information technology as a vehicle to disseminate government information.
  • Marketing the products and services of the GICs and the GCIS.
  • Networking with local governments and communities.

Regional offices

The SACS had regional and satellite offices in all the provinces. The emphasis fell on community liaison, assisting national departments and Ministries in local work, road shows and networking with community structures. Some have a distribution capacity and have also assisted with visitors' programmes. Most of these offices experienced severe staff losses before and during the transition period.

It was proposed that GCIS regional offices be converted into Government Information Centres (GICs) and that the extent of the integration of work with provincial government structures be examined on a case-by-case basis.

There is agreement among provincial and GCIS regional structures that communication strategy at this level should be community-needs driven to ensure sustained access to, and involvement in the transformation of life circumstances. Most of these community information needs are not covered by the media or in a useful manner. This requires dialogue especially with relevant community radio stations, but, more critically, direct government communication.

The provincial governments require their own strong communication structures. The reality, however, is that all spheres communicate with the same citizens. With regard to GCIS regional structures, it was recommended that

  • Five of the provinces undergo a phased movement towards a merger with provincial structures. The GIC will then be composed of personnel from both the GCIS and provincial communication structures.
  • Gauteng, KwaZulu-Natal and Western Cape will continue to have fully-fledged GCIS regional offices operating as GICs closely working with provincial government structures.
  • An immediate merger between provincial and GCIS regional structures takes place in the North-West province, which has a large, well-funded communication structure and network.

Corporate Services

The Chief Directorate consists of the directorates Financial Management; Administration; and Transformation, Human Resource Development and Internal Communication.

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Foreword | Road to GCIS | Vision & mission | Secretariat | Priorities | Executive summary | Organisational structure | Activities in 1998

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