Annual Performance Statement

Introductory statement

I, as the accountable authority of the Department of the House of Representatives, present the department’s 2016–17 annual performance statement, as required under section 39(1)(a) of the Public Governance, Performance and Accountability Act 2013 (PGPA Act). In my opinion, this annual performance statement accurately reflects the performance of the department, and complies with section 39(2) of the PGPA Act.

David Elder, Clerk of the House

Purpose

The department’s purpose, as set out in its 2016–17 corporate plan, is to support the House of Representatives, and the wider Parliament, in the role of a representative and legislative body by providing expert advice and services of a high standard (Outcome 1).

Data sources

The results and analysis presented in this annual performance statement are based on data from several sources. These include a survey of members of the House, interviews with new members who were elected to the House in 2016, and a survey of departmental staff. Data from these sources has been supplemented with formal and informal feedback from stakeholders, including the Presiding Officers, visiting dignitaries and external clients, such as seminar participants and beneficiaries of the department’s inter-parliamentary capacity-building activities.

Members’ survey

In previous years, 30 members of the House were randomly selected for survey and interview to gauge their level of satisfaction with the advice and services provided by the department. In 2017, for the first time, all 150 members were invited to complete an online questionnaire; hard copies were available on request. The survey was open from 20 March to 30 June 2017 and members were advised that their responses would be anonymous.

The survey asked members to indicate whether they were satisfied with each of the following:
the quality and timeliness of chamber procedural support and advisory services
the quality and availability of procedural and statistical publications, and support to obtain these
the quality and timeliness of parliamentary committee advice and services
the standard of committee reports
support for participation in official international delegations
support for their House of Representatives office accommodation
support for their salary payments.

Members could provide specific comments about each service and, at the end of the survey, they were invited to provide additional comments on any aspect of services.

A total of 24 members completed the online questionnaire, a response rate of 16 per cent. There were no requests for the survey in hard copy.

New members’ interviews

To complement the members’ survey, the 37 members newly elected to the House in 2016 were invited to participate in in-depth face-to-face interviews. The members were advised that the department was conducting the interviews to get feedback on the level and quality of its advice, information and services, and to gain an insight into service provision, particularly as it relates to new members. Areas covered in the interviews were:

the usefulness of the new members’ seminar held in August 2016
the timeliness and quality of advice and support received in relation to participation in the Chamber and Federation Chamber
the quality, availability and usefulness of any procedural publications and resources
the quality and usefulness of advice and support received in relation to work on parliamentary committees
the support received from the Serjeant-at-Arms’ Office in relation to accommodation in Parliament House and support services such as transport, stationery, salaries and allowances
any additional advice or support or services that would assist new members in adapting to the role of a member.

The new members were advised that their responses would be compiled into a summary report on satisfaction levels and areas for improvement or new initiatives, but that individual responses would remain confidential.

Interviews were conducted in May and June 2017 with 26 new members, a participation rate of 70 per cent.

Staff survey

The departmental staff survey for 2016–17 was available online from 30 June to 21 July 2017. Staff were advised that the survey would assist the department in gauging the level of staff satisfaction with current conditions. Staff were also advised that results of the survey would be distributed to staff, addressing key trends, but that individual responses would not be identified.

A total of 111 staff responded to the survey, a participation rate of 73 per cent.

Other data sources

At the commencement of the Forty-fifth Parliament, a register of feedback on departmental supports and services was established. The register is used to record oral and written comments received during the year, and includes feedback from members, their staff, participants in official parliamentary delegations and visiting dignitaries.

Activity information

The department monitors its work output by collecting information on specific activities throughout the year. Comparisons with data from previous years provide a longitudinal perspective and an indication of the extent to which various outputs are affected by the parliamentary cycle.

Results

Activity 1: Chamber and Federation Chamber

Performance criterion Level of satisfaction among surveyed members with the quality and timeliness of chamber support and advisory services			Target 99 per cent satisfied
Criterion source 2016–17 corporate plan, p. 18; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. One hundred per cent of members who responded to the members’ survey indicated satisfaction. Feedback from new members was largely consistent with the survey results. The majority of new members interviewed reported a high degree of satisfaction and some commented specifically on the professionalism and helpfulness of chamber support staff. However, a few new members indicated that they were unsure about the extent and nature of the support and advisory services available through the department for their chamber work.
Performance criterion Level of satisfaction among surveyed members with the quality and availability of procedural and statistical publications, and support in obtaining such information			Target 99 per cent satisfied
Criterion source 2016–17 corporate plan, p. 18; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. One hundred per cent of members who responded to the members’ survey indicated satisfaction. Feedback from new members on this criterion was varied. Some indicated that they were satisfied with the quality and availability of the department’s procedural and statistical publications. Others indicated that they did not use the publications much, and it appeared that some new members were not aware of the range of publications and resources available to them. A small number commented that they found it difficult to locate the resources on the department’s internet and intranet systems.
Performance criterion Percentage of chamber support service standards met for sittings of the House and meetings of the Federation Chamber, with no significant errors				Target 100 per cent
Criterion source 2016–17 corporate plan, p. 18; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. Chamber support service standards were met, with no significant errors identified.
Performance criterion Percentage of bills, votes, messages, and documents processed within deadlines and with no significant errors				Target 100 per cent
Criterion source 2016–17 corporate plan, p. 18; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. Processing of proposed legislation and other business was completed within agreed timeframes and no significant errors were identified.
Activity measures (no targets set)
Source 2016–17 corporate plan, p. 17
Measure and results
	2013–14^a	2014–15		2015–16	2016–17^a
Number of sittings of the House	53	77		60	64
Number of meetings of the Federation Chamber	40	57		41	59
Number of bills introduced a. Election year.	182	203		162	248

Activity 2: Community awareness

Performance criterion Level of satisfaction among surveyed members with community outreach initiatives in raising awareness of the work of the parliament			Target 95 per cent satisfied
Criterion source 2016–17 corporate plan, p. 19; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion New measures are being developed for this criterion. The members’ survey did not include a question on members’ satisfaction with community outreach initiatives. In 2017 the department reviewed its performance measures to develop a more meaningful framework. Revised measures for community awareness based on quantitative data measuring the level of public interaction with published material on the work of the House, and levels of satisfaction with seminars offered to external clients, have been included in the 2017–18 corporate plan.
Performance criterion Number of participants in community awareness programs and subscribers to digital services			Target Number of participants and subscribers continues to increase over time
Criterion source 2016–17 corporate plan, p. 19; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. The number of participants in community awareness programs continues to grow over time. The department has progressively expanded its seminar program by creating tailored seminars to meet the needs of specific clients. The department continues to raise awareness through a range of digital publications, and use of those publications has increased over time. The department is developing a methodology for measuring different types of community engagement with its various digital platforms and will provide that information in future reporting.
Activity measure (no target set)
Source New activity measure
Measure and results
	2013–14^a	2014–15	2015–16	2016–17^a
Number of seminars conducted a. Election year.	5	7	8	9

Activity 3: Committee support

Performance criterion Level of satisfaction among surveyed committee members with the thoroughness, accuracy and timeliness of advice and services provided			Target 90 per cent satisfied
Criterion source 2016–17 corporate plan, p. 20; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. Ninety-six per cent of respondents to the members’ survey indicated satisfaction. One member commented that briefing material was sometimes circulated only a short time before meetings, allowing little time for committee members to review and consider the content. Feedback from new members was consistent with the survey results. Overall, new members expressed high levels of satisfaction with committee support services, commenting on the professionalism of secretariat staff. A small number, however, noted that briefing materials were sometimes circulated only a short time ahead of meetings.
Performance criterion Level of satisfaction among surveyed committee members with the standard of committee reports			Target 90 per cent satisfied
Criterion source 2016–17 corporate plan, p. 20; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. One hundred per cent of members who responded to the members’ survey indicated satisfaction. Feedback from new members was consistent with the survey results. Responses indicated a high level of satisfaction with the quality of reports and other written material produced by the committee staff.
Activity measures (no targets set)
Source 2016–17 corporate plan, p. 20
Measure and results
	2013–14^a	2014–15	2015–16	2016–17^a
Number of committee meetings^b	327	574	555	541
Hours of meetings^b	619	1,018	912	845
Number of committee reports^b a. Election year. b. Excludes internal committees.	21	70	72	46

Activity 4: Inter-parliamentary relations and capacity-building

Performance criterion Level of satisfaction of Presiding Officers with arrangements for incoming and outgoing delegations			Target Very satisfied
Criterion source 2016–17 corporate plan, p. 22; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. Good feedback was received from the Presiding Officers and their offices on arrangements for incoming and outgoing delegations during the year, including the Presiding Officers’ own travel. In particular, the Presiding Officers were very satisfied with arrangements made for the MIKTA (Mexico, Indonesia, Republic of Korea, Turkey and Australia) Speakers’ Consultation hosted by the Australian Parliament and conducted in Tasmania.
Performance criterion Level of satisfaction among delegates and diplomatic representatives with arrangements for incoming and outgoing delegations			Target Very satisfied
Criterion source 2016–17 corporate plan, p. 22; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. Eighty-nine per cent of respondents to the members’ survey were satisfied with participation in official delegations. Comments indicating dissatisfaction related to limited opportunities for members to participate, rather than dissatisfaction with the quality of support for members who participated in outgoing delegations. Very good verbal and, for incoming delegations, written feedback from delegations and diplomatic representatives was received during the year. For outgoing delegations, feedback suggested members were very satisfied with arrangements. Post-visit feedback from delegates and Australian embassies and high commissions also indicated that visit objectives were met.
Performance criterion Level of satisfaction among parliaments in the Pacific region with the training and any equipment purchases provided			Target Very satisfied
Criterion source 2016–17 corporate plan, p. 22; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. Survey feedback from participants in the Inter-Parliamentary Study Program conducted for staff of other parliaments, participants in the Australia–Samoa Parliamentary Partnerships Seminar Series and participants in the ‘Outrigger’ facilitators’ workshop under the Pacific Women’s Parliamentary Partnerships project indicated a very high degree of satisfaction with the training provided. An item of equipment was provided to the Niue Parliament and support to attend training in Australia was provided to the Cook Islands Parliament from the Pacific Parliamentary Partnerships Fund. The parliaments were satisfied with this support. Other equipment and training purchases supported from the fund were deferred in 2016–17 while a review of the fund was undertaken.
Activity measure (no target set) Levels of participation in parliamentary organisations
Source 2016–17 corporate plan, p. 21
Result The department continued to support Australia’s membership in international parliamentary associations, including active participation in relevant conferences and general assemblies, such as the Inter-Parliamentary Union General Assembly and the Asia–Pacific Parliamentary Forum. The department provided significant ongoing support for other parliamentary organisations, including the Australia and New Zealand Association of Clerks-at-the-Table and the Australasian Study of Parliament Group.
Activity measures (no targets set)
Source 2016–17 corporate plan, p. 21, and new activity measure
Measures and results
	2013–14^a	2014–15	2015–16	2016–17^a
Number of delegations managed	33	48	47	46
Number and nature of non-delegation study programs and other activities:	34	44	29	19
occasions equipment supplied to Pacific parliaments	9	7	7	1
staff attachments and study visits	19	32	18	13
conferences, seminars and workshops a. Election year.	6	5	4	5

Activity 5: Members’ and corporate support

Performance criterion Level of satisfaction among members, their staff and departmental staff with the provision of accommodation and office support services			Target 95 per cent satisfied
Criterion source 2016–17 corporate plan, p. 24; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target not fully met. Ninety-one per cent of respondents to the members’ survey indicated satisfaction. Some members raised issues with office support services that are the responsibility of other entities, including the Department of Parliamentary Services (DPS) and the Department of Finance. Feedback from new members was consistent with the survey result, also covering services provided by other government entities. The majority of members interviewed were satisfied with their office accommodation and office support services. Suggestions for improvement related to refurbishment of members’ offices and access to stationery. Eighty-seven per cent of departmental staff who responded to the 2016–17 staff survey indicated that they were satisfied that they had the materials and equipment they needed to do their work, and 89 per cent indicated that they were satisfied with the working environment.
Performance criterion Percentage of variations to salary and allowances and salary increases processed accurately			Target 99 per cent
Criterion source 2016–17 corporate plan, p. 24; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target met. More than 99 per cent of variations to salary and allowances and salary increases for members and for departmental staff were processed accurately. While the members’ survey did not ask about the accuracy of processing of salary and allowance variations, members were invited to comment on their satisfaction with the support provided by the department for salary payments. Eighty-eight per cent of the respondents indicated that they were satisfied. Reference was made in comments to two occasions when members had not been satisfied with the department’s processing of superannuation variations. Feedback from new members was consistent with the survey findings. The majority of members interviewed indicated that they were satisfied with support for salary payments.
Performance criterion Financial resources are managed efficiently and effectively, and expenditure levels are constrained within budgetary allocations			Target Budget variances kept to within +/–2 per cent of total departmental expenses
Criterion source 2016–17 corporate plan, p. 24; 2016–17 Portfolio Budget Statements, p. 18
Result against performance criterion Target not fully met. The department ended the 2016–17 financial year with a surplus. Variances in employee benefits and supplier expenses reflect an underspend against the budget of more than 2 per cent. The timing of the election and the commencement of the Forty-fifth Parliament at the beginning of the financial reporting period meant that staffing and activity levels did not return to normal until the second half of 2016–17. The department’s financial position as at 30 June 2017 remains sound.
Activity measures (no targets set)
Source 2016–17 corporate plan, p. 23
Measure and results
	2013–14^a	2014–15	2015–16	2016–17^a
Number of Parliament House suite-related services provided to members	735	331	361	617
Number of transport services provided to members	11,710	15,995	13,129	14,892
Timeliness of transport services provided to members	Feedback from members suggests general satisfaction with the timeliness of transport services, with a number of suggestions for enhancements
Monthly budget reporting to the Executive and quarterly financial reporting to the department a. Election year.	All budget reporting obligations to the Executive and the department were met

Activity 6: Schools hospitality

Performance criterion Percentage of visiting school groups provided hospitality in accordance with booking			Target 100 per cent
Criterion source 2016–17 corporate plan, p. 25
Result against performance criterion Target met. A total of 117,654 students toured Parliament House during the reporting period. Of those students, 88,169 participated in a Parliamentary Education Office program and 95,887 requested and received hospitality. In 2016–17, there were no reports of instances where hospitality was not provided to school groups that had requested it.
Activity measures (no targets set)
Source 2016–17 corporate plan, p. 25
Measure and results
	2013–14^a	2014–15	2015–16	2016–17^a
Number of visiting school groups	Data unavailable	2,144	2,155	2,153
Total number of visiting students	113,709	120,216	115,774	117,654
Number of students provided hospitality a. Election year.	Data unavailable	100,236	94,986	95,887

Analysis

This analysis of the department’s performance draws on quantitative data from the 2017 members’ survey. While that data provides a valuable gauge of satisfaction, a degree of caution is required given the relatively small number of respondents—24 out of a possible 150—and the fact that participants were self-selected, rather than randomly selected. The qualitative information from comments in the members’ survey and from interviews with new members provides useful context, revealing a more nuanced picture of the department’s performance.

Collectively, results from the members’ survey and feedback from interviews with new members indicate that the department performed well in supporting its core activities during 2016–17—namely, providing expert advice and services of a high standard to the House, and the wider parliament, to achieve its purpose as a representative and legislative body.

Chamber and Federation Chamber

Quantitative data from the members’ survey indicates that support provided for the Chamber and Federation Chamber met performance targets for quality and timeliness. The target for members’ satisfaction with procedural and statistical support was also met. Departmental service standards for sittings of the Chamber and Federation Chamber were achieved, and chamber documents were processed on time and without significant error.

Although encouraged by these positive results, the department is acutely aware that its reputation rests on providing services that are of a consistently high standard, and that we continue to meet changing stakeholder expectations. For these reasons, the department is committed to continuous improvement. Therefore, drawing on qualitative feedback from the members’ survey and from the new members’ interviews, the department has identified some areas where support and services can be improved or extended.

Comments from new members indicate that there is scope to enhance aspects of the department’s procedural and statistical publications. To address the feedback, the department will continue to diversify the content and format of procedural information so that it better meets specific requirements, and renew efforts to ensure that the material is readily accessible and members are kept informed about the full range of resources available to them. This will remain a strong focus in 2017–18 for the recently established position of Clerk Assistant (Procedure).

Community awareness

Increasing community awareness of the work of the House and of committees is an evolving area of the department’s activities. Although for most performance criteria members are the primary stakeholders, the stakeholder group for outreach activities is largely external, extending to the entire Australian community and beyond. A 2017 review of the department’s performance measures recommended changing the criteria and assessment methodology to recognise the breadth of the stakeholder group. In view of this, the 2017 members’ survey did not include an assessment of members’ satisfaction with the department’s community awareness activities.

Available activity information for community awareness suggests that engagement continues to grow, with increased demand for seminars and increased subscriptions across digital platforms. The department’s 2017–18 corporate plan includes revised performance measures for community awareness, which will provide the basis for future reporting.

Committee support

Data from the members’ survey indicates that support for committees met performance targets for quality and timeliness. Members’ comments about their experiences with committees were broadly positive. However, some members suggested that committee services could be enhanced, noting that on occasion committee meeting papers were circulated close to the meetings, giving members a relatively short time to read and absorb the content. Advice regarding this feedback from members has been discussed with committee secretariats by the Clerk Assistant (Committees) and options to address this issue have been developed.

Inter-parliamentary relations and capacity-building

The members’ survey indicated a high level of satisfaction with the department’s support for official delegations, which is provided as part of its inter-parliamentary relations activities. Oral and written feedback from participants of incoming delegations and from diplomatic representatives involved in the 2016–17 official delegation program was overwhelmingly positive, as was the feedback from the Presiding Officers, who are responsible for overseeing the delegation program.

Two respondents to the members’ survey commented on the limited opportunities to participate in official delegations. Although the department manages the administrative arrangements for delegations, and has a role in developing a delegation program for review and endorsement by the Presiding Officers, a finite number of delegation places are available each year. While all members can express interest in participating in official delegations, delegation appointments are not determined by the department.

During the year the department supported a range of capacity-building activities for overseas parliaments, including professional development activities for members and staff. Assistance was also provided through small-scale equipment purchases to support the work of members and staff of Pacific parliaments. Formal surveys of participants in professional development activities and feedback from recipients of other capacity-building assistance suggests a high level of satisfaction.

Members’ and corporate services

Results from the members’ survey on satisfaction with accommodation and office services, and from the annual staff survey, indicate that the department did not fully achieve its target. Context provided by the qualitative information in the members’ survey, which was broadly supported by the interviews with new members, reveals that while there is scope to improve some services, the department needs to promote what is already available so that members are aware of the full range of services available to them. The limited comments in the staff survey do not identify specific concerns that departmental staff have with their accommodation and office services, but these matters can be followed up through other avenues.

To some extent, the result recorded for accommodation and office services reflects members’ dissatisfaction with a number of services that the department is not responsible for (for example, office cleaning services and ICT services). The substance of the comments on these matters has been provided to the responsible entity.

The department processes salaries and allowances for members and for departmental staff. The department met its target in terms of accuracy of processing salaries and allowances. While processing errors are extremely uncommon, one administrative error during the reporting period resulted in overpayment of a salary-of-office allowance to a member. The excess amount is being recouped from the member. The department acknowledges feedback from members noting two occasions of dissatisfaction with handling of superannuation payments. Again, qualitative information from the members’ survey and the new members’ interviews reveals that, to some extent, feedback relates to services that the department does not provide (for example, processing of members’ entitlements). Advice on members’ feedback on these matters has been provided to the responsible entity.

Due to a budgetary underspend, representing a variation of more than 2 per cent, the target for management of financial resources was not met. The underspend was mainly due to the timing of the 2016 election and the lead time for resumption of full activities following the commencement of the new parliament. More detailed information on the 2016–17 budgetary variations, and a comprehensive explanation of the reasons, is provided in the financial statements (page 122). In 2017–18, the department will require more detailed quarterly variance reporting on expenditure from each work area. The new arrangements will help to increase the financial reporting capability of staff with budgeting responsibilities and enable the department to more closely monitor expenditure as the year progresses.

Schools hospitality

Schools hospitality is a collaborative effort between parliamentary departments. The department provides a booking service for school groups, and liaises with the Department of the Senate (which hosts the Parliamentary Education Office) and with DPS (which provides a guide service and hospitality for students in school groups where hospitality has been requested). Data about hospitality provision relies on exception reporting from DPS or school groups. Post-visit feedback from schools suggests that the target was met.

Activity information

A review of activity information for the four years from 2013–14 to 2016–17 (where available) gives an indication of the extent to which the department’s work is affected by the parliamentary cycle. Elections held in September 2013 and in July 2016 affected levels of chamber activity, with reductions in the number of sittings and the number of bills introduced associated with the periods of inactivity while the House was dissolved. Committee work output was also affected, with fewer meetings and reports, largely due to lower levels of activity while new committees were being established and work programs determined. Increased activity for suite services was noticeable in election years, associated with the departure of members and with preparing suites for new members. Other work areas were less influenced by the parliamentary cycle. For example, the number of visiting students appears to have been substantially unaffected.

New members’ seminar

Although not a discrete activity identified in the department’s corporate plan, at the start of each new parliament the department holds an orientation seminar for members newly elected to the House. The program includes information on the role of a member, and guidance on the advice, facilities and services available to support members in their work as parliamentarians.

The new members’ seminar for the Forty-fifth Parliament was held on 16–17 August 2017 and attended by all 37 new members plus one returning member. Feedback on the seminar was overwhelmingly positive. Participants commented that the seminar was well structured and presented and that they had benefited from attending. Notwithstanding, there were a number of suggestions for improving the new members’ seminar for the start of the next parliament. Suggestions included increasing the procedural content, with a focus on the practical aspects of members’ work in the chamber, and holding the seminar over two separate sessions, the first addressing ‘need to know’ matters and a follow-up session some time later dealing with matters that are less time-critical. The department will consider that and other feedback when organising the new members’ seminar program for the next parliament.

The year ahead

In 2017, the department’s independent internal auditor reviewed the department’s performance measures framework to improve its reporting under the enhanced Commonwealth performance framework. The review led to the development of a refined and more meaningful performance framework, with a revised purpose statement and more rigorous processes to collect information to assess performance. The revised purpose statement and performance measures are presented in summary in the department’s 2017–18 Portfolio Budget Statements, and in more detail in the department’s 2017–18 corporate plan.

The department acknowledges that a greater number of responses to the members’ survey would have resulted in increased confidence in reporting against some of the key performance measures. Ahead of next year’s members’ survey, the department will consider its dissemination and follow-up processes with a view to improving response rates. Recognising also the value of the more detailed feedback obtained from face-to-face interviews, the department will continue to supplement the members’ survey with interviews with specific groups of members.

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