Asset management

The department’s asset management strategy focuses on efficient asset utilisation and allows the department to identify underperforming assets. The department operates within a controlled environment at Parliament House and the risk of loss for the majority of assets is minimal.

A stocktake of furniture and fittings, and portable and attractive assets was completed during 2013–14. The department completed a desktop review of the office machines and plant asset classes. Impairment testing was undertaken during the stocktake. There were no material impairment adjustments required.

The furniture replacement project continued during 2013–14. Cash reserves and departmental capital budget funding have been used to replace furniture items within departmental offices and for the offices of certain parliamentary office holders. Sixty-five per cent of offices had been refurbished as at 30 June 2014 at a cost of $1.821 million. The project is under budget and is scheduled for completion in late 2015.

During 2013–14, Phase 1 of the Table Offices Production System went ‘live’. This system at a cost of $1.856 million replaces the ageing document production system and will enable more efficient creation and publication of chamber documents. Other software assets purchased during the period included redevelopment of CommDocs and the Shared Committee Information Database, data access layer and commencement of the development of a new online booking system (venue management
system) for school groups and committee rooms in Parliament House.

Due to the transfer of ICT assets to DPS during 2013–14, the department has removed these items from its asset register.

Purchasing

In addition to the asset purchases mentioned above, contracts were entered into for the purchase of asset valuation services, renewal of the provision of departmental banking services with the Reserve Bank and purchase of licence renewals and support for departmental business systems. The department accessed existing panel arrangements for the procurement of training and leadership development programs for departmental staff.

The department continued to access whole-of-Australian-Government contracts for the provision of travel and related services. The purchase of stationery and office supplies was made through the whole-of-Australian-Government contract with Staples.

The department did not initiate any open tender procurements during the reporting period.

Consultants

The department engages consultants where we lack specialist expertise or when independent research, review or assessment is required. Consultants are typically engaged to investigate or diagnose a defined issue or problem; carry out defined reviews or evaluations; or provide independent advice, information or creative solutions to assist in the department’s decision-making.

Before engaging consultants, the department takes into account the skills and resources required for the task, the skills available internally, and the cost-effectiveness of engaging external expertise. The decision to engage a consultant is made in accordance with the Financial Management and Accountability Act and related regulations, including the Commonwealth Procurement Rules and relevant internal policies.

During 2013–14, the department entered into 13 new consultancy contracts involving total actual expenditure of $0.121 million. In addition, three ongoing consultancy contracts were active in 2013–14, involving total actual expenditure of $0.078 million.

Annual reports contain information about actual expenditure on contracts for consultancies. Information on the value of contracts and consultancies is available on the AusTender website (www.tenders.gov.au).

Competitive tendering and contracting

The department’s contracting activities have been disclosed through the government’s AusTender system, as required. There were no instances during 2013–14 where contracts were let that did not provide for the Auditor-General to have access to the contractor’s premises, or where the chief executive exempted a contract from being published on AusTender.

Advertising and market research

Section 311A of the Commonwealth Electoral Act 1918 requires the department to detail amounts paid to advertising agencies, market research organisations, polling organisations, direct mail organisations and media advertising organisations during the financial year.

The department’s total advertising expenditure for 2013–14 was $28,155.25, a decrease from the previous year’s total ($50,092). This decrease is attributed to a reduction in the number of advertisements for publicising the work of the House and committees including publicising inquiries undertaken by committees.

The expenditure was as follows:

• $25,689 for publicising the work of the House and committees ($32,300 in 2012–13)
• nil for advertising in relation to inquiries being undertaken by parliamentary committees ($9,746 in 2012–13)
• nil for publicising recruitment advertising (nil in 2012–13)
• $2,336 to the Attorney-General’s Department for Chamber-related gazettals ($7,265 in 2012–13).

Most of the advertising for 2013–14 was placed with Adcorp Australia.

Discretionary grants

The department did not administer any grant programs in 2013–14. Training, equipment and project support were provided for some Pacific island parliaments.

Ecologically sustainable development and environmental reporting

The department is not subject to the provisions of the Environment Protection and Biodiversity Conservation Act 1999. Most aspects of the parliament’s environmental management are coordinated by the Department of Parliamentary Services (DPS), which is responsible for managing the Parliament House building and precincts. DPS reports in accordance with section 516A of the Act in its annual report, which is available from the Parliament of Australia website.