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What are M&DG Tasks? |
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M&DG tasks consist mainly of correspondence received
from the public, other Departments, Ministries, or institutions.
This correspondence is registered on a Departmental Control system,
called Magic.
Magic allows the Directorate to place on electronic record, the
nature of the document, who it is from, a return/due date by when
the enquiry must be dealt with, and a specific instruction, i.e.
draft reply, or disposal.
The instruction tells the relevant functionary what needs to be done
in order to address the enquiry.
Magic allows the Directorate the scope to be able to
track the progress made on a specific query. The query is provided
with an electronic tracking number e.g 200200100, which is then used
to facilitate information regarding the task.
Once an enquiry has been registered on the Magic System, it is
referred to one of the Branches of the Department as a Ministerial
or DG task. |
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What trail does an
enquiry follow? |
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An
enquiry is either received in the Ministry or the Office of the
Director-General.
If the enquiry was addressed to the Minister, the Ministry will
refer it to the Department with a specific instruction on how to
deal with it. Upon receipt of any such Ministerial task, the
Directorate: Executive Services will determine which line functionary
in the Department is in the best position to deal with it. The task
will then be registered on the Magic system and be delivered to that
person. The same process is followed in the case of enquiries
addressed to the Director-General.
In many instances, once a task has been completed by the specific
functionary, it will follow a route back to the Minister or the
Director-General, in the form of a submission. |
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Which Tasks flow back
to the Director-General and Minister? |
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The specific instruction given in respect of a task,
will indicate whether the task is one that can be finalised by the
relevant line functionary, or whether it will have to be submitted
(by means of a formal submission) to the DG or the Minister for
finalisation.
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What are the most
commonly used instructions? |
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The instructions most often utilised are:-
Draft Reply:
when this instruction is used, there will be a clear indication
whether the draft reply must be prepared for the DG, Deputy Minister
or Minister's signature.
Disposal:
in these instances the functionary can directly deal with the task,
by taking up the matter with the enquirer, in accordance with the
manner instructed by the relevant Deputy Director-General.
Advice:
here the functionary must provide an input on the matter to either
the Minister or Director-General, in the form of a memorandum.
Functionaries may also prepare draft replies in such cases if they
are of the opinion that a formal response should be sent to the
enquirer. |
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Who finalises a Task? |
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Once a functionary has
prepared the necessary documentation in response to a specific
enquiry, the submission is referred to the Minister or DG, and once
the Minister or DG has approved and signed the necessary
documentation, the task is considered finalised. It is only the
officials of the Directorate: Executive Services, who may indicate
that a task has been finalised on the Magic M&DG system.
This is done by
entering the Minister or DG's comments and date of signature, under
the Finalised Tasks section of the Magic system. |
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Who can you contact
for further information? |
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Mr R J F van Heerden
Ms
G Mahlangu
Contact Details |
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