It is imperative that we devote greater attention to
the management of our corporate services. They enable us to do
our jobs with maximum effectiveness. Indeed, they are the key to
whether we can sustain ourselves as a high-performing organisation.
Dr Shergold in his address to staff on 14 May 2003
Financial management
During 2002-03 the Financial Management and Contracts Section:
- managed the department’s internal and external financial
and budgetary processes, including the workplan process and overall
funds management process
- prepared portfolio budget statements
- managed the department’s financial management information
system, including the general ledger and the chart of accounts
- developed management reports that met the departmental Executive’s
needs
- prepared monthly reports and the annual financial statements
- developed policies in relation to financial management, budgeting
and contracting, including maintenance of the CEIs
- maintained various internal controls, including financial delegations
- managed internal and external auditors, provided comments on
reports and implemented recommendations
- managed the department’s banking arrangements
- supported departmental officials in the Senate estimates process
- managed the outsourcing of corporate services, including the
renewal of the contract for a further three years
- managed the annual report process
- met relevant statutory requirements, including fringe benefits
tax and goods and services tax returns
- assisted divisional financial decision making processes
- supported competitive tendering and contracting initiatives
- delivered services that will be provided by the Corporate Governance
Section in 2003-04.
In 2003-04 a new Corporate Governance Section will be established
with responsibility for corporate governance issues for the department
including internal audit, fraud, risk management and contracts.
The key functions of the Corporate Governance Section will include:
- management of key corporate contracts - particularly
contracts for corporate services, internal audit and annual report
coordination - including the contract renewal or tender
process for the provision of internal audit services and market
testing for the production of the 2003-04 annual report
- compliance with the Senate Order on Government Agency Contracts
- maintenance of the CEIs
- review of the CEIs, including of their structure and presentation
on the department’s intranet
- review and maintenance of departmental delegations
- divisional and other support to ministerial offices and to
the executive
- coordination of training for departmental officers in the use
and administration of contractual arrangements
- reviewing of all contracts for the department prior to their
execution
- biannual reporting on the implementation and maintenance of
controls for risk management (including the Fraud Control Plan)
- management of the Internal Audit Plan 2003-04 submitted
for endorsement by the Audit Committee in early July 2003.
Purchasing
Purchasing activities in the department throughout the year were
conducted in accordance with the government’s Procurement
Guidelines. The department also comprehensively updated its guidance
to staff concerning consultancies and contracting.
Discretionary grants
The only discretionary grants administered by the department during
2002-03 were in the areas of women’s programmes and
the Australiana Fund. Details can be found in the reports on performance
for Output 2.2 and Output 4.4 respectively.
Property management
During 2002-03, the Facilities and Services Section managed
the department’s property, facilities and emergency services,
including physical and personal security, and provided advice to
the Executive in relation to the executive vehicle scheme, travel,
energy management, furniture and office equipment. Improvements
to building security were a high priority during the year.
Security measures
Following the issuing of a general security alert by the Protective
Security Coordination Centre in November 2002, the Facilities and
Services Section initiated several new security arrangements for
the department’s premises at 3 - 5 National Circuit,
Barton, Australian Capital Territory, including: a protective film
applied to all external windows; enhanced access control arrangements
(including through the upgrading of the foyer); improved closed
circuit television coverage; and perimeter landscaping alterations
to restrict unauthorised access to the building precinct. These
works are expected to be completed by January 2004.
Energy saving measures
As reported in last year’s annual report, the department
has been purchasing ‘green power’ through an agreement
with its electricity supplier, ActewAGL. This energy form now constitutes
5 per cent of the total power used by the department which, according
to ActewAGL estimates, reduced the quantity of carbon dioxide produced
by the department’s energy consumption during the year by
approximately 26 tonnes.
This corrects the information contained in earlier annual reports,
which inaccurately reported a considerably higher level of purchasing
and savings.
Over recent years the department has introduced energy saving
measures including the installation of energy efficient water boiling
and chilling units and light sensors in kitchens and meeting rooms,
and the reduction of office lighting levels to those recommended
under the Standards Australia standard.
While the above measures initially produced decreases in energy
consumption, the age of the department’s building, including
plant and equipment, restricts any further significant cost-effective
reductions. The department, however, continued to be proactive
in investigating any energy saving programmes that might be both
environmentally and economically viable, and commenced developing
an Environment Management Plan to improve the department’s
environmental efficiency.
Cost saving measures
The department managed to achieve some reduction in its property
operating costs by subleasing unoccupied accommodation space at
its Barton premises during the period November 2002 to April 2003.
Ecologically sustainable development
As well as adopting the in-house programmes designed to improve
efficiency in the department’s workplace environment referred
to above, the department also provided advice to the Prime Minister
on environmental issues with a much wider perspective.
In an address to the Committee for Economic Development of Australia
in November 2002, the Prime Minister identified areas that are
key whole-of-government strategic policy issues for the medium
term. These included sustainable environment and energy issues.
The department continued to provide secretariat support for the
Sustainable Environment Committee of Cabinet. The department also
advised the government on environmental issues, including: the
tax treatment of cleaner fuels, and measures to encourage the adoption
of renewable fuels, including biofuels, for consideration by the
Energy Committee of Cabinet; the development of a strategy in relation
to climate change for Australia, encompassing domestic and international
elements, through Cabinet and COAG processes; the development of
climate change action partnerships with the United States, Japan
and New Zealand; and the introduction of a new, formal consultation
process on greenhouse issues between the Australian Greenhouse
Office and the Industry portfolio.
In the 2003-04 Budget, the government announced a commitment
to the ‘strategic policy goal of an efficient and competitive
energy sector’. Achieving this goal will require reform of
the fuel excise system, support for the production of cleaner fuels
and greater investment certainty. The government seeks to promote
long-term sustainability, and the balancing of complex economic,
industrial, technological and environmental issues, through the
pursuit of this goal. The department will play a significant role
in advising the government on these important issues.
|
