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Pietermaritzburg - Untrained staff and lack of management at the Motor Licensing Department resulted in an internal audit deeming the department only “partially adequate”.

A report to the city’s executive council last week states it was found that employees were not trained and did not fully understand the department’s procedures.

The report said this would negatively impact on service delivery and would convey a bad impression of the municipality if something was not done to address the situation.

In addition, it was found that accurate information was not captured on the system properly, which led to customers’ information being incorrect on their licence cards.

“Our primary objective for this assignment was to express an opinion on the adequacy of the design and effectiveness of the system … around the operations and management processes,” read the report.

It found there was no departmental policy in place at the centre, there was no evidence of the training of staff, there was no senior management monthly banking summary or daily activities, and inadequate controls in the application of licences process.

“After careful consideration of the overall system of internal control … the design of controls are partially adequate and the operation is partially effective,” read the report.

It was decided that a draft procedure manual would be prepared and sent to the Department of Transport for approval. Staff at the Motor Licensing Department would begin audit and control training at the end of February.

The city’s finance team added their recommendations, saying that misstatement, errors, fraudulent transactions and licences issued before payment was made, resulted in a big financial loss for the municipality.

It was further recommended that a monthly banking summary be prepared and checked by management.

What was your experience at the motor licensing department? What would be your recommendations to the department to ensure the smooth running of the department?

Read more on:    pietermaritzburg  |  traffic  |  licence

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