 |
 |
MANAGEMENT AND ACCOUNTABILITY
Overview
Corporate governance
Management
Management of human resources
Survey of personnel services users
Staffing overview
Staff turnover
Workplace relations
Workplace diversity
Performance based pay
Australian Workplace Agreements
Non-salary benefits
Staff development and training
External development activities
> Purchasing
Accountability
Internal scrutiny
Statutory reporting requirements
Commonwealth Disability Strategy
Occupational health and safety
Ecologically sustainable development and environmental reporting
Advertising and market research
Freedom of information
Other specific reporting
requirements
Consultancy services
Table 1, Table 2, Table 3
PURCHASING
The Chief Executive Officer’s Instructions relating to the procurement of goods and services are available to all staff electronically on the department’s intraNet, together with all purchasing guidelines. The requesting, reviewing and approving officials for each purchasing request certify that these instructions and guidelines have been followed and due regard has been given to the Commonwealth Procurement Guidelines.
DPRS is responsible for providing advice and assistance to the Parliamentary Service on the purchase of information technology and broadcasting hardware, software and services. Strategic products are fully supported by DPRS, including installation, maintenance and upgrading when necessary, along with the provision of documentation and training. Purchasing advice is primarily provided through the electronic publishing of approved price schedules, which are regularly updated as prices, products and models change.
ACCOUNTABILITY
Internal scrutiny
2002-2003 Internal Audit compliance reports
| REPORT | FINDINGS |
|---|---|
| Accuracy of External Providers Contract KPIs | The review indicated that DPRS has a framework in place to measure the performance of external providers preparing Hansard transcripts and the KPIs were being calculated correctly. Audit suggested some framework improvements and a wider distribution of the performance information. |
| Post Implementation Review – Telephony Replacement Project |
The project was well planned and the project personnel were highly motivated.Most of the project objectives were achieved but user dissatisfaction overshadowed the achievement of the other objectives. |
| Review of SARMS, PRESS and Hansard MIS Reporting | Audit suggested a number of improvements to the current framework that would allow the existing systems and reports to be used to their full potential. |
| Probity Check of the One Office and Committee Room Camera Replacement Projects | The probity check identified a number of issues in the projects under review although there was no suggestion of fraud or unfair dealing. |
| Review of Procurement Document Processes | Additional written guidance is required in relation to project record keeping, selection of an appropriate procurement method, tender evaluation methodology and tender risk assessment. |
| Review of the Revenue Cycle |
The department maintains, in all material respects, effective control procedures in relation to the revenue cycle. |
| Review of Payroll and Personnel Cycle | The department maintains, in all material respects, effective control procedures in relation to the payroll and personnel cycle. |
| Quality Management Review | The six monthly rolling review in accordance with ISO 9001:2000 standards concluded that the Quality System is well documented, accepted by staff and robust. A small number of recommendations were made in areas where controls should be clarified and additions made. Audit is of the opinion that the Quality System developed by DPRS and accepted by management should instil corporate pride. |
| Review of IT Disaster Recovery Arrangements | A number of issues were identified by Audit and consideration should be given to implementing the recommendations outlined. The framework is essentially adequate for what it is intended to achieve. However current deficiencies in the Disaster Recovery Plan create a risk that systems could not be recovered and operations restored in the required timeframes. |
Statutory reporting requirements
Occupational health and safety
The department continued its positive program of health and safety awareness for all staff. Individual discussions with all new staff have been a feature. Health awareness programs run this year included the Alexander Technique (dealing with stress and posture), healthy heart, basic first aid and eyesight testing in relation to screen based equipment. Specific training was provided for manual handling and for ergonomic awareness (tailored for Broadcasting and Integrated Office Support staff).
All staff are eligible for reimbursement of membership of the Parliament House Health and Recreation Centre or another such centre to the same cost.
The department continued to provide a confidential staff counselling service through Davidson Trahaire. This service is available to staff and their families and covers both work related and other matters and was used by a number of staff in 2002-2003.
The department's Comcare premium decreased for 2003-2004, in contrast to significant increases for the scheme in general. This is a pleasing reflection of the effort the department has put into health awareness and occupational health and safety.
| Year | Claims Lodged | Withdrawn | Rejected | Total Accepted |
|---|---|---|---|---|
| 1994-1995 | 20 | Nil | 4 | 16 |
| 1995-1996 | 11 | Nil | 2 | 9 |
| 1996-1997 | 8 | 1 | 2 | 5 |
| 1997-1998 | 9 | Nil | Nil | 9 |
| 1998-1999 | 10 | Nil | 2 | 8 |
| 1999-2000 | 6 | Nil | Nil | 6 |
| 2000-2001 | 3 | Nil | Nil | 3 |
| 2001-2002 | 5 | Nil | Nil | 5 |
| 2002-2003 | 3 | Nil | Nil | 3 |
Fraud control
The DPRS Fraud Control Plan 2003-2004 was prepared following a fraud profiling exercise undertaken by Hibis Corporation Pty Ltd at the beginning of 2003. A copy of the Fraud Control Plan and supporting documents have been forwarded to the Australian Federal Police (AFP) in accordance with guideline 3.4 of the Commonwealth Fraud Control Guidelines 2002.
Following the fraud profiling exercise, Hibis Corporation produced a Fraud Profile for each group within DPRS which identified areas where fraud could potentially occur, and a document containing suggested Fraud Quick Fixes for each identified potential fraud. Both these documents have restricted distribution for security reasons.
In addition, a Fraud Response Plan has been prepared outlining DPRS policy and initial response to the fraud, its assessment of the extent of the fraud, the membership of the Fraud Incident Management Team and the fraud investigative processes. This document also has restricted distribution for security reasons.
Following the preparation of the DPRS Fraud Control Plan, fraud awareness guidelines were prepared and distributed to staff via the department’s intraNet site, giving a brief explanation of why the department needs a fraud control plan, what constitutes fraud, who commits fraud, how fraud can be prevented in the workplace, how to identify potential fraud and what staff should do if they suspect fraud is occurring.
Ethical standardsThe department is committed to establishing and maintaining appropriate ethical standards. The department has its own set of values, which are:
Professionalism
We are ethical, committed and use initiative in providing our services
Partnerships with clients
We work with clients to find the best way of meeting their needs
Continuous improvement
We seek ways to improve quality, value for money and personal effectiveness
Personal respect
We value and support each other and share ideas.
The department has engaged Performance Solutions, a consultancy specialising in human performance issues, to conduct a series of values awareness and ethics workshops over a 12 to 18-month period. Trial workshops took place in November 2002 to obtain feedback from a small number of staff before workshops are conducted on a wider basis throughout the department in 2003-2004. It is anticipated that these workshops will provide all employees with a better understanding of why the department has values and what they mean, what the implications are for staff and how they can apply the values to their daily work.
Determination and quantum of SES remuneration
In determining remuneration for SES employees, the Secretary took into account the span and complexity of each employee’s responsibilities and general APS SES salary levels as reported in the Department of Employment and Workplace Relations annual survey of SES remuneration. As well, salary increases for SES employees are ‘at risk’, i.e. they are dependent upon performance requirements being satisfactorily achieved.
Commonwealth Disability Strategy
The department's primary services – information, communication technology, broadcasting and transcripts - support the Parliament and Senators and Members. However, the major product for the community at large is the provision of parliamentary debates. These are accessible in three ways:
- live through a webcast facility
- in electronic format on the Parliament House website
- in hard copy format through Australian Government info shops.
The department also makes available, upon request to its Client Services Centre, audio cassettes and videotapes of parliamentary proceedings.
The Commonwealth Disability Strategy lists three performance requirements for agencies which fit into the provider role of DPRS. The department is committed to meeting the information needs of people with disabilities.
Ecologically sustainable development and environmental reporting
DPRS is committed to socially and environmentally responsible policies and practices within the workplace. Long-standing initiatives such as waste paper recycling and use of environmentally and ergonomically sensible furniture and equipment are firmly embedded within the operations of the department.
The parliamentary departments, whilst not required to report under the Environmental Protection and Biodiversity Conservation Act, operate in accordance with the spirit of the Act. The Joint House Department (JHD), which is responsible for the Parliament’s building services, coordinates environmental initiatives at Parliament House including energy use and its conservation through its Environmental Management Committee.
DPRS undertakes a number of strategic initiatives that assist the process, including:
- recommendations on the purchase of information technology and related equipment, which are followed by the parliamentary departments, include analysis of emissions and ergonomic factors. The standard monitors and personal computers accredited for use in the parliamentary environment are ergonomically designed and meet all relevant national and international standards
- all staff use the departmental intraNet, @ParlCom, for distribution of documents, which reduces the amount of photocopying and printing required
- Joint House Department is implementing a system throughout Parliament House and the West Block offices that will allow collection of a wider range of waste, paper and co-mingled recyclable materials.
Advertising and market research
During the reporting year advertising was limited to classified advertising for tenders and staff recruitment. Expenditure for the year was $35,150 broken down as follows:
- classified advertising: $12,738
- recruitment advertising: $22,412
Freedom of information
The department is not subject to the provisions of the Freedom of Information Act 1982.