Performance Reporting - Output group 4: Support services for government operations

Page index

• Description
• Output 4.1: Cabinet support
• Output 4.2: Machinery of government
• Administered item: National Australia Day Council
• Output 4.3: Government communications
• Output 4.4: Support to official establishments
• Administered Item: Prime Minister’s official residences
• Output 4.5: Support for Ministerial Offices
• Administered item: Allowances and support to former Governors-General
• Output 4.6: Ceremonial and hospitality

OUTPUT GROUP 4: SUPPORT SERVICES FOR GOVERNMENT OPERATIONS

DESCRIPTION

At 30 June 2007, Output Group 4 had six outputs and functionally consisted of:

• the Cabinet Division
  (Output 4.1 Cabinet Support)
• the Government Division
  (Output 4.2 Machinery of Government)
• the Government Communications Unit, located within People, Resources and Communication Division (Output 4.3 Government Communications)
• the People and Governance Branch (outputs 4.4 Support to Official Establishments and 4.5 Support for Ministerial Offices) is located within People, Resources and Communications Division, and
• the Ceremonial and Hospitality Branch, located within International Division (Output 4.6 Ceremonial and Hospitality).

Output Group 4 activities include:

• provision of support services for government operations including coordination of Cabinet and Executive Council business and monitoring the implementation of strategic Cabinet decisions
• provision of policy advice on parliamentary, machinery of government, legal and cultural issues
• coordination of government communications
• administration of the Prime Minister’s official establishments
• provision of policy advice on, and coordination and promotion of, national awards and symbols, and
• administration of the state occasions and official visits programme.

Cabinet Division includes the Cabinet Secretariat and the Cabinet Implementation Unit (CIU). The Cabinet Secretariat provides administrative services to the Cabinet and its committees to support the government’s decision making processes. The Cabinet Secretariat is also responsible for supporting the Federal Executive Council, maintaining the registry of Cabinet documents for the current government and preserving the Cabinet records of previous governments. The CIU works with Commonwealth agencies and other divisions in PM&C to monitor and report on the implementation of government decisions and programmes. Since its establishment in October 2003, CIU has increased the focus on implementation and has encouraged better thinking about the design and delivery of programmes during the early stages of policy development.

Government Division provides advice on issues relating to public administration, coordinates the preparation of a range of briefing material for the Prime Minister, supports matters which are central to the Prime Minister’s role as leader of the government, and contributes to the efficient running of parliament. The division advises the Prime Minister on legal policy, including the establishment of inquiries such as Royal Commissions, and coordinates freedom of information requests. The Government Division is also responsible for advising the government on cultural, awards and national symbols issues.

Government Communications Unit provides advice and support on communications issues to the Australian Government and the Ministerial Committee on Government Communications. Additionally, it coordinates both the development and implementation of government information campaigns and manages the Central
Advertising System.

People and Governance Branch provides advice and support on human, financial and other resource matters. The branch is also responsible for managing the Prime Minister’s official residences, services to portfolio ministers and former Governers-General, developing human resource policy and procedures, workplace relations, remuneration, learning and development, risk management, accountability and internal control matters.

Ceremonial and Hospitality Branch is located within the International Division. It’s primary role is to provide support services to the government relating to overseas visits by the Prime Minister, government hospitality for overseas dignitaries, and official ceremonies. The branch is also responsible for managing the State Occasions and Official Visits administered item.

Administered items

Output Group 4 reports on each administered item as part of the relevant output’s performance report, as follows:

• 4.2—National Australia Day Council
• 4.4—Prime Minister’s official residences
• 4.5—Allowances and support to former Governors-General, and
• 4.6—State occasions and official visits.

Outputs 4.1 and 4.3 had no administered items on which to report in the 2006–07 financial year.

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Output 4.1: Cabinet support

Output	Performance information
Output 4.1: Cabinet Support Coordination of Cabinet Business	Quality: Degree of satisfaction of the Prime Minister, the Secretary, and the Secretary to Cabinet with the services provided by the Cabinet Secretariat. Timeliness: Submissions or memoranda are cleared and distributed as soon as practicable after clearance by Cabinet Secretariat. Cabinet minutes are circulated within 24 hours of Cabinet meetings. Quantity: 60 meetings of the Cabinet and its committees (other than the National Security Committee of Cabinet) are expected to be organised and coordinated.
Coordination of National Security Committee of Cabinet (NSC) and Secretaries’ Committee on National Security (SCNS) business	Quality: Degree of satisfaction of the Secretary to Cabinet and the departmental secretaries associated with the SCNS with the support required for the smooth operation of the NSC and SCNS. Quantity: 11 meetings each of NSC and SCNS are expected to be organised and coordinated. Timeliness: As for Cabinet business.
Support for Federal Executive Council	Quality: Degree of satisfaction of the Governor-General and his Official Secretary with the support provided by the Executive Council Secretariat. Timeliness: Papers and schedules are delivered to Government House two working days prior to an Executive Council meeting. Quantity: 30 meetings of the Executive Council are expected to be organised and coordinated.
Monitoring the implementation of strategic Cabinet decisions	Quality: Degree of satisfaction of the Prime Minister, the Secretary, the Secretary to Cabinet and the departmental Executive, as expressed through formal and informal feedback mechanisms, with the monitoring role provided by the Cabinet Implementation Unit. Timeliness: Quarterly reports are produced within agreed timeframes. Quantity: Some 150 policy measures are monitored throughout the year.

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PERFORMANCE REPORTING

The Secretary to Cabinet, the Secretary of PM&C and the Official Secretary to the Governor-General each expressed satisfaction with the support services provided, and with the professionalism and responsiveness of the Cabinet Secretariat in servicing the Cabinet and Executive Council during 2006–07. Informal feedback from other stakeholders, including members of the Cabinet, was also favourable.

Coordination of Cabinet business: Ninety-four per cent of minutes of meetings of the Cabinet and its committees were circulated within 24 hours of the conclusion of the meeting.

In 2006–07, the Cabinet Secretariat supported a total of 33 meetings of the Cabinet, and 36 meetings of Cabinet committees other than the NSC. Four Cabinet meetings were held in Sydney, and one meeting each in Perth and Brisbane.

Coordination of National Security Committee of Cabinet and Secretaries’ Committee on National Security business:
In 2006–07 the Cabinet Secretariat supported a total of 18 meetings of the NSC. One hundred per cent of minutes of meetings of the NSC were settled and circulated within 24 hours of the meeting.

The Cabinet Secretariat also provides secretariat support to the operation of the SCNS. The purpose of the SCNS is to allow relevant departmental secretaries to consider submissions and memoranda prior to consideration by the NSC. During 2006–07 the Cabinet Secretariat supported 10 meetings of the SCNS.

Support for Federal Executive Council: During the year, the Executive Council Secretariat (a unit within the Cabinet Secretariat) continued to provide high-quality and timely advice, briefing and administrative support to the Governor-General, the Executive Council and the Official Secretary to the Governor-General.

A total of 26 meetings of the Executive Council were held, with 635 papers considered. Of the papers considered, only 45 items (seven per cent of the total) were not available by the required two days before the relevant meeting.

Details of trends in services to Cabinet and other decision makers are provided in Figure 6.1.

Monitoring the implementation of strategic Cabinet decisions: Feedback from stakeholders (including the Prime Minister’s Office, other divisions in PM&C and line departments and agencies) on the CIU’s performance in 2006–07 was positive. The information provided by the department through cabinet submissions and reports was seen as assisting Cabinet’s decision making. Feedback suggests that the CIU’s role and its supporting processes are embedded within Australian Public Service processes and are viewed as an important component of the department’s support for Cabinet.

Quarterly reports were produced within agreed timeframes. We monitored an average of 172 major strategic policy measures throughout the year.

A satisfaction survey across departments, agencies and focus groups on the performance of the CIU was conducted in June 2007.

As part of their feedback, departments and agencies sought more help from the CIU to understand how the unit processes their advice on the progress of initiatives. The CIU will respond to these suggestions through its outreach strategy and the further development of its website (www.pmc.gov.au/implementation).

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KEY RESULTS

Cabinet Secretariat

During 2006–07, the Cabinet Secretariat continued to provide support services to the Cabinet and its committees, including the Expenditure Review Committee for the 2007–08 Budget, the NSC, the SCNS, and to the Federal Executive Council. The Cabinet Secretariat also contributed to the public release of archived Cabinet records.

A total of 739 items were submitted for consideration by the Cabinet in 2006–07. This number includes submissions, memoranda and under-the-line items, and the volume is similar to that submitted in 2005–06.

In December 2006, the Cabinet Secretariat prepared and distributed a revision to the fifth edition of the Cabinet Handbook that included changes to reflect the enhanced requirements arising from the government’s agreement to implement the recommendations of the Report of the Taskforce on Reducing Regulatory Burdens on Business. The Cabinet Handbook is available at www.pmc.gov.au/parliamentary.

The CABNET system is administered by the department and enables the Australian Government to distribute and control direct access to Cabinet documents. Ongoing improvements to the functionality of the system were implemented throughout the year.

The Cabinet Secretariat also implemented the necessary alterations to the CABNET system to accommodate the ministry changes of 29 September 2006, 30 January 2007, 9 March 2007 and 31 March 2007.

Figure 6.1: Trends in services to Cabinet and other decision makers

	2002–03	2003–04	2004–05	2005–06	2006–07
MEETINGS HELD OF THE CABINET AND ITS COMMITTEES
Cabinet	32	30	26	26	33
Ministry	3	3	3	3	3
National Security Committeea	36	16	10	23	18
Parliamentary Business Committeeb	20	21	14	19	19
Other Cabinet committees	26	21	21	11	14
TOTAL	117	91	74	82	87
Cabinet meetings held outside Canberra (not including Cabinet committee meetings)	6	4	2	2	6
Secretaries’ Committee on National Security	20	15	11	11	10
CABINET MINUTE AVAILABILITY WITHIN 24 HOURS OF MEETING
National Security Committee	not reported	70%	100%	99%	100%
Cabinet and all other committees	92%	99%	97%	99%	94%
OTHER INDICATORS OF CABINET WORKLOAD
Cabinet documents lodged	789	706	641	740	739
Cabinet minutes recorded	965	856	696	832	835
SUPPORT FOR THE GOVERNOR-GENERAL IN COUNCIL (THE FEDERAL EXECUTIVE COUNCIL)
Meetings held	34	28	28	29	26
Papers considered	567	591	542	547	635
Availability of papers two working days before meeting	91%	91%	94%	95%	93%

a Until 30 June 2003 secretariat support for NSC and SCNS was provided under our International and National Security Policy group (Output Group 3).

b This committee is mainly serviced by PM&C’s Government Division (Output 4.3).

Public release of Cabinet records: The Cabinet Secretariat helped the National Archives of Australia prepare for the release of Cabinet documents from 1976 (papers of the Fraser Government) and the release of Cabinet notebooks from 1956 (papers from the Menzies Government). These documents can be accessed at www.naa.gov.au.

The Archives Act 1983 (the Act) provides for Cabinet notebooks to be opened to public access (subject to the conditions of the Act) after 50 years, rather than the 30-year period that applies to most Australian Government records, including other Cabinet documents.

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Cabinet Implementation Unit

In 2006–07 the Cabinet Implementation Unit (CIU) focused on working with PM&C divisions on:

• enhancing the quality of the CIU’s monitoring and reporting
• focusing in more depth on initiatives that are of significance and have large implementation challenges, and
• assisting where major barriers to delivery have arisen or have the potential to arise.

Four quarterly reports and two six-monthly reports to the Prime Minister and to Cabinet (referred to as ‘traffic light reports’) were produced within the agreed timeframes.

Information for Cabinet decision making: In 2006–07, the CIU reviewed and contributed to the department’s advice on more than 1,800 individual draft and final Cabinet submissions and memoranda, ministers’ letters to the Prime Minister and Budget-related documents. This work was assisted by revised templates for portfolio budget submissions and Cabinet submissions that provide information on risks and implementation approaches.

Follow-up of Cabinet decisions: While the number of initiatives we monitored was broadly in line with the number for 2004–05, readers indicated that the reports were clearer on the nature of issues and barriers being experienced in implementing new initiatives, what was being done about them, and their focus on earlier intervention.

This reflected better the advice from agencies. The improvement also reflected a priority in the CIU’s business plan for 2006–07, which focused on more intensive engagement with agencies on particularly significant or challenging initiatives, including participating in the administration of implementation.

Better practice across the Australian Public Service: PM&C has a key role in promoting best practice in project management across the Australian Public Service, and generating a culture that values good implementation practice and consideration of implementation issues during policy development.

To support this, the CIU conducted an active outreach programme, providing 31 major speeches or presentations to other agencies, conferences, and educational institutions. This compares with 19 such presentations last year.

The CIU’s website (www.pmc.gov.au/implementation) was substantially revamped to provide better information to agencies on implementation planning and monitoring, tools to support project and programme monitoring, and information on better practice here and overseas.

The Better practice guide: implementation of programme and policy initiatives, developed as a joint initiative by the Australian National Audit Office and PM&C, was launched by the Secretary, Dr Shergold, the Auditor General, Mr McPhee, and the Public Service Commissioner, Ms Briggs, in October 2006. Demand for the publication required a second
print-run within a couple of months of the launch. The Public Service Commission has launched its own series of courses for SES Band 1s about programme and project implementation, using the guide as its basic text.

Links with central government agencies in the Republic of Indonesia

In addition to its core functions, PM&C also has an exchange programme with central government agencies in the Republic of Indonesia. This programme has received support under the Government Partnership Fund administered by AusAID.

In 2006–07 PM&C hosted five high-level delegations and led one visit to Jakarta to provide detailed information on Australian Government systems and processes to senior Indonesian officials.

These exchanges make a significant contribution to an improved understanding by Indonesian officials of central agency processes in Australia and support the implementation of reforms in counterpart Indonesian agencies.

In June 2007, Mr Peter Hamburger, former First Assistant Secretary, Cabinet Division, was awarded the Public Service Medal in recognition of his outstanding contribution to building a stronger relationship between the public services of Australia and Indonesia, particularly in the area of Cabinet and policy coordination processes.

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OUTPUT 4.2: MACHINERY OF GOVERNMENT

Output	Performance information
Output 4.2: Machinery of Government Advice, briefing and support on parliamentary, machinery of government, legal and cultural (including the National Australia Day Council) issues, including on presentation of the government’s decisions in these areas	Quality: The degree of satisfaction of the Prime Minister, the Minister assisting and the Parliamentary Secretary, their offices and the departmental Executive, as expressed through formal and informal feedback mechanisms, with the timeliness and quality of material for the Prime Ministers’ and other ministers’ consideration. Maintenance of clear and up-to-date guidelines for annual reports, caretaker conventions, Guide for Official Witnesses Appearing before Parliamentary Committees and the Legislation Handbook. Timely introduction of amendments to portfolio legislation, as necessary. Extent to which the interests of the Commonwealth are successfully protected in legal actions involving the department or the portfolio’s ministers.
Policy, coordination and promotion of awards and national symbols	The degree of satisfaction of the Parliamentary Business Committee with the timeliness and accuracy of the production and distribution of: the legislation programme public lists of proposed legislation, and reports of unproclaimed legislation. The degree of satisfaction with support and promotion of the Australian honours system, including: the quality and timeliness of policy advice accurate and timely processing of nominations for awards the accurate and timely preparation of congratulatory messages, and effective coordination with Government House on promotional activities related to the national honours and awards system.

PERFORMANCE REPORTING

In 2006–07, the department updated the Annual Report Requirements and provided a range of guidance to departments on the development and processing of draft legislation.  The preparation and introduction of the Royal Commissions Amendment (Records) Bill 2006 were handled in a timely manner. The Commonwealth’s interests were protected in legal actions which involved the department or portfolio ministers.

The department provided a comprehensive memorandum within approved deadlines for each of the 19 meetings of the Parliamentary Business Committee of Cabinet during the year. The department also met agreed deadlines for the provision of information to the parliament and the public in relation to lists of unproclaimed legislation and legislation proposed for introduction in the forthcoming sittings of the parliament.

In relation to honours matters, the department consistently received positive feedback from stakeholders regarding the quality and timeliness of our advice and support.

In the reporting year the division processed 12,512 congratulatory messages to Australians celebrating significant birthdays and wedding anniversaries. Including belated requests, over 99.95 per cent of nominees received a timely message.

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BACKGROUND

The term ‘machinery of government’ refers to the allocation of functions to ministers and agencies, and to the institutions and structures that are established to deliver government policies and programmes.

In this context, the department assists the Prime Minister by:

• advising the Prime Minister on (and preparing) the Administrative Arrangements Order
• preparing the documentation required to establish Royal Commissions and administering relevant legislation
• helping the government manage its legislative programme, and
• providing guidance to other agencies on a range of whole-of-government processes.

In addition to advising on machinery of government issues, we advise the Prime Minister on parliamentary, legal and cultural issues (including the National Australia Day Council). We also provide policy advice and administration relating to national honours and symbols.

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KEY RESULTS

Administrative arrangements: Following the Prime Minister’s announcement of changes to ministerial arrangements in September 2006 and in January and March 2007, we provided advice and administrative support in relation to the swearing-in of new ministers and parliamentary secretaries.

The Administrative Arrangements Order (AAO) is a formal order signed by the Governor-General that sets out the matters dealt with by each department and the legislation administered by each minister. During 2006–07, we prepared a consolidated AAO which was published in the Gazette of 21 September 2006. We also prepared amendments to the AAO, published on 30 January 2007.

We are also responsible for advising the Prime Minister on the creation and abolition of executive agencies under the Public Service Act 1999. In 2006–07 we prepared advice and Executive Council papers, in consultation with relevant departments and agencies, to implement the government’s decision to abolish the Office of Workplace Services as an executive agency as a consequence of the establishment of the Office of the Workplace Ombudsman as a statutory agency.

Royal Commissions: Royal Commissions may be set up from time to time to inquire into specific matters referred to them by government. We prepare the documentation required to establish a Royal Commission, administer the Royal Commissions Act 1902 (the Act) and take responsibility for a Royal Commission’s non-administrative records once the commission is completed.

In 2006–07, the Act was amended by the Royal Commissions Amendment (Records) Act 2006 to enable the making of regulations to facilitate the use of royal commission records for other purposes. Regulations were then made to amend the Royal Commissions Regulations 2001 in relation to the custody and use of the records of the Inquiry into Certain Australian Companies in relation to the UN Oil-for-Food Programme (the Cole Inquiry), to allow law enforcement agencies ready access to relevant records to assist in those agencies’ investigations of matters arising from the inquiry.

Legal policy issues: In 2006–07, we continued to support the Prime Minister by providing whole-of-government leadership and advice on a range of significant legal policy issues, including:

• Commonwealth legislation that may discriminate against people in same-sex and interdependent relationships
• the Civil Partnerships Bill 2006 (ACT)
• the Australian Government’s response to recommendations 1 to 3 of the report of the Inquiry into Certain Australian Companies in relation to the UN Oil-for-Food Programme (the Cole Inquiry) and supporting legislation, and
• evidence law reform, including the development of a new confidential relationships privilege to protect communications between journalists and their sources.

We also contributed to the Council of Australian Governments’ consideration of double jeopardy law reform and the exchange of criminal history information for people working with children.

Legal actions involving the department and the Prime Minister: In 2006–07, the department’s Legal Policy Branch contributed to the protection of the Australian Government’s interests in legal proceedings involving the department or the Prime Minister by:

• defending an application for Administrative Appeals Tribunal review of a freedom of information decision to refuse access to documents on the basis that release would be contrary to the public interest—McKinnon v Secretary, Department of the Prime Minister and Cabinet
• providing advice to the Secretary on the New South Wales coronial inquest into the death of Mr Brian Peters, specifically in relation to authorisations sought by the NSW Crown Solicitor’s Office for three former employees of the department to give evidence at the inquiry and the provision of financial assistance to a former employee to obtain legal representation

• representing the department, along with the International Division, on interdepartmental committees responsible for managing the Australian Government’s involvement in two Federal Court cases, including issuing instructions to the Australian Government Solicitor and Counsel—Hicks v the Attorney-General and the Minister for Foreign Affairs and Habib v the Commonwealth
• coordinating the defendants’ pursuit of costs in line with the 2005 High Court judgment in Combet & Anor v Commonwealth of Australia & Ors, and
• instructing the Australian Government Solicitor on behalf of the Prime Minister in a case in the Victorian Magistrates Court, which was summarily dismissed on application by the Commonwealth.

The department has not been the subject of any judicial decisions or decisions of administrative tribunals during the reporting period that have had, or may have, a significant impact on its operations.

Coordination of parliamentary business: We provided secretariat support to the Parliamentary Business Committee of Cabinet. A comprehensive Cabinet memorandum was prepared prior to each of the three parliamentary sitting periods (2006 Spring, 2007 Autumn and 2007 Winter) which set out the government’s legislation programme. In addition, a memorandum proposing variations to the legislation programme and the parliamentary debate programme for the week ahead was prepared for each sitting week.

During the year, the department also:

• coordinated the drafting of responses for a significant proportion of requests for policy approval involving legislation
• issued 13 legislation circulars to departments and agencies about legislation and parliamentary matters
• liaised with the Office of Parliamentary Counsel and departments in relation to legislation, and
• prepared advice on parliamentary matters generally.

As part of the legislation approval process, 213 legislation submissions were prepared for the Parliamentary Secretary to the Prime Minister. The department also compiled a list of the bills proposed for introduction and debate (the ‘public list’) for distribution to senators and members prior to each of the three sittings of parliament, and coordinated the preparation of the report on unproclaimed legislation which was tabled in the Senate in August 2006.

Whole-of-government guidelines: Guidelines are issued to agencies on a number of whole-of-government processes. Our major publications include the:

• Cabinet Handbook—the 5th edition of the Cabinet Handbook was updated and approved by the Prime Minister in December 2006

• Federal Executive Council Handbook
• Legislation Handbook
• guidance on caretaker conventions
• guidelines for official witnesses before parliamentary committees
• guidelines on presenting government documents to the parliament, and
• annual report requirements for departments, agencies and other bodies subject to the Financial Management and Accountability Act 1997 (FMA Act). The guidelines were revised and reissued to departments in June 2007. The requirements were revised to streamline reporting in a number of areas, together with changes aimed at improving the quality of reporting expenditure on contracts and removing duplication.

Australian honours system: We advise the Prime Minister on the overall operation of Australia’s honours system. The honours system provides national recognition through individual awards for outstanding contribution, service awards for military, police and humanitarian operations and long service awards for those who serve the community in hazardous environments.

The department is represented on the Council for the Order of Australia and the Australian Bravery Decorations Council. We also provide secretariat services to the committees that consider public service honours, such as the Public Service Medal.

In 2006–07 we provided advice on issues including allowing service with the NSW Volunteer Rescue Association to count towards the National Medal (that will provide recognition of the valuable contribution made to search and rescue operations by approximately 70 squads in NSW and Norfolk Island) and nominations of non-Australians for awards in the General Division of the Order of Australia.

Australians are also recognised for their contribution to other nations and in 2006–07 we processed over 2,000 proposals by foreign governments to grant Australians foreign honours. We also processed applications for a small number of civilian service awards.

We promote awareness of the honours system, working closely with the Honours Secretariat at Government House. Promotional activities in 2006–07 included the following:

• Refurbishing the travelling exhibition, ‘ It’s an Honour’, and a seven-location tour of Victoria.
• Attending information sessions to raise awareness of the range of Australian awards and to acknowledge local achievers in the Australian honours system in Albury/Wodonga and Brisbane.
• Publishing three issues of the magazine It’s an Honour, each with a different theme: Australian bravery decorations; the Public Service Medal; and indigenous achievement to commemorate the 40th anniversary of the 1967 referendum.
• Releasing an updated edition of Australia’s honours: a pictorial guide to awards in the Australian honours system.
• Administering the It’s an Honour website at www.itsanhonour.gov.au that features a complete list of Australia’s honours and awards, the latest honours announcements, A–Z fact sheets, profiles of previous recipients, a search facility to find individuals who have received an Australian honour, and three electronic subscription services; Honouring Australia, Commonwealth Flag Network and It’s an Honour magazine. In 2006–07, 558,764 visitors accessed the site.
• Maintaining a database of more than 250,000 recipients of Australian honours since 1901.
  We started an audit programme to ensure database integrity.

National symbols: We provide information about and promote the proper use of Australia’s national symbols, including the Commonwealth Coat of Arms, the Australian National Flag and the Australian National Anthem. We provide information about the protocol for using each of Australia’s national symbols through the department’s ‘It’s an Honour’ website at www.itsanhonour.gov.au. We complement that information with the publications Australian flags and Australian symbols that members of the public can obtain by contacting their local senator or member of parliament.

In addition, in 2006–07 we:

• published a new edition of Australian flags in time for the celebration of Australian National Flag Day on 3 September 2006, and
• released a new Australian National Anthem DVD and CD in time for Australia Day 2007. The National Australia Day Council used the DVD in celebrating Australia Day 2007. We received a positive response to the DVD from the offices of senators and members of parliament, government departments, major sporting organisations, major venues and branches
  of the Returned and Services League.

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ADMINISTERED ITEM: NATIONAL AUSTRALIA DAY COUNCIL

Output	Performance information
Administered Item National Australia Day Council (NADC)	Quality: Grant administered in compliance with the reporting mechanisms, objectives and other provisions of the grant funding deed with the NADC so as to contribute to achieving the vision of the council (to inspire national pride and spirit to enrich the life of the nation).

PERFORMANCE REPORTING

The department administered the grant in compliance with requirements.

BACKGROUND

The National Australia Day Council (NADC) is a Commonwealth company within the Prime Minister’s portfolio and is responsible for coordinating Australia Day celebrations each year.

The NADC is a Commonwealth company subject to the provisions of the Commonwealth Authorities and Companies Act 1997 (CAC Act). In accordance with the provisions of that Act, the NADC produces an annual report that provides further information about the NADC’s activities each year. More information about the National Australia Day Council can be found on their website (www.australiaday.gov.au).

We administer the Australian Government’s grant of funding to the NADC and advise on various aspects of the NADC’s funding, activities and
board memberships.

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OUTPUT 4.3: GOVERNMENT COMMUNICATIONS

Output	Performance information
Output 4.3: Government Communications Coordination of government communications, including management of the Central Advertising System	Quality: The degree of satisfaction of the Chairman and members of the Ministerial Committee on Government Communications (MCGC) with the advice and secretariat support provided by the Government Communications Unit (GCU). The degree of satisfaction with the Central Advertising System among clients of the master placement agencies. Timeliness: Maximise compliance with the requirement that agenda papers be provided by departments and agencies seven working days prior to an MCGC meeting. Quantity: On the basis of recent experience, the GCU would expect to organise and coordinate 45–50 meetings of the MCGC covering 25 public information activities in 2006–07.
Provision of photographic services by AusPic (the government photographic service)	Quality: the degree of customer satisfaction with AusPic services. Price: Achievement of a break-even financial position from trading activities by AusPic.

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PERFORMANCE REPORTING

Positive feedback was received from the MCGC, the Prime Minister’s Office, the Executive and client departments on the quality of advice and assistance provided by the GCU throughout the year.

Satisfaction with the CAS was determined through customer satisfaction surveys. These were undertaken for, and recorded good levels of satisfaction with, both master media placement agencies (Universal McCann for campaign advertising and hma Blaze for non-campaign advertising).

In relation to the GCU seminar series for Australian Government agencies, surveys of attendees indicated that the seminars met or exceeded the expectations of most participants.

In 2006–07, 58 MCGC meetings were held and take over 47 information activities were considered.

As secretariat for the MCGC meetings, the GCU worked closely with agencies to maximise compliance with the requirement that agenda papers were provided seven working days prior to an MCGC meeting, or as otherwise agreed between the GCU and departments.

Trends in government communications services are provided in Figure 6.2.

Feedback on AusPic services indicated an ongoing high level of client satisfaction. AusPic continues to operate on a cost-recovery basis.

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KEY RESULTS

Government communications: The GCU provides analysis, advice and support to the MCGC which was established in 1996 to ensure that all government information activities meet the information needs of the community.

The committee applies the Guidelines for Australian Government Information Activities—Principles and Procedures and makes decisions relating to all major information activities undertaken by Australian Government departments and agencies prescribed under the FMA Act.

In 2006–07, the committee met 58 times and discussed 40 activities. Major areas of work in terms of media expenditure are shown in Figure 6.3.

Other significant areas of work completed in 2006–07 included:

• The GCU’s negotiations with the media on advertising rates, terms and conditions achieved outcomes for the Central Advertising System that were significantly better than the standard rates offered.
• A central register of creative advertising and other communications experts. We maintain a register of firms who are interested in taking on government communications work. Almost 650 firms were on the register at 30 June 2007; 90 firms registered for the first time or updated their entry during the year.
• Seminars for agency staff. We ran 10 seminars on topics such as strategic media planning, the role of research, case studies and targeting diverse audiences. The GCU’s seminar series continued to generate considerable interest and attendance from client departments and agencies, building on the good attendance numbers from 2005–06 to achieve near record numbers of 851.

In 2006-07, $196.4 million was expended on campaign advertising through the Central Advertising System. This included $171.1 million for Financial Management and Accountability Act 1997 (FMA Act) agencies and $25.3 million for Commonwealth Authorities and Companies Act 1997 (CAC Act) agencies. Major campaigns included Defence Force Recruiting, Telstra 3 Share Offer, Private Health Insurance, Simpler Super and Skills for the Future.

In addition, $84.9 million was expended on non‑campaign advertising including recruitment and tender notices. Of this, FMA Act agencies accounted for $58.9 million and CAC Act bodies $19.6 million. The Northern Territory and ACT Governments placed non-campaign advertising totalling $4.5 million and $1.9 million respectively.

More information on government advertising requirements and upcoming seminars is available at www.gcu.gov.au.

AusPic: In addition to accompanying the Prime Minister on each of his official overseas visits to Fiji, Vietnam, Malaysia, New Zealand, Philippines and Japan as the official photographer, AusPic also covered assignments for the APEC 2007 ministerial meetings in Canberra, Perth, Hobart and Darwin.

Figure 6.2: Trends in government communications services

	2002–03	2003–04	2004–05	2005–06	2006–07
MINISTERIAL COMMITTEE ON GOVERNMENT COMMUNICATIONS
Meetings held	46	46	30	57	58
Information activities considered	25	30	24	39	47
OTHER GCU SERVICES
Seminars organised	13	11	8	10	10
Attendance at seminars (approximate)	874	441	482	750	851
AUSPIC GOVERNMENT PHOTOGRAPHIC SERVICE
Assignments	1017	1264	1154	1348	1090

 

Figure 6.3: Major information campaigns 2006–07

Information campaign	Department/agency	Expenditure in 2006–07a $
Defence Force Recruiting	Department of Defence	18,822,466
Telstra 3 Share Offer	Department of Finance and Administration	18,062,993
Private Health Insurance	Department of Health and Ageing	14,294,900
Simpler Super	Australian Taxation Office	13,653,853
Skills for the Future	Department of Education, Science and Training	12,959,760
Financial Literacy	Department of the Treasury	10,611,039
Violence Against Women	Department of Families, Community Services and Indigenous Affairs	10,231,628
Welfare to Work	Department of Employment and Workplace Relations	8,805,590
National Tobacco Youth	Department of Health and Ageing	6,218,411
National Security	Attorney-General’s Department	5,224,878
Skin Cancer Awareness	Department of Health and Ageing	5,159,879

a Gross media spend exclusive of GST.

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OUTPUT 4.4: SUPPORT TO OFFICIAL ESTABLISHMENTS

Output	Performance information
Output 4.4: Support to Official Establishments Management of the Prime Minister’s official residences	Quality: The degree of satisfaction of the occupants and departmental Executive with the management of the Prime Minister’s official residences. This must be consistent with their status as part of the National Estate and in line with statutory heritage and planning obligations.
Secretariat support for the Official Establishments Trust	Quality: The degree of satisfaction of the Official Establishments Trust members with the timeliness and quality of advice and secretariat support.

PERFORMANCE REPORTING

The Chairman of the Official Establishments Trust indicated the Trust’s satisfaction with the quality of secretariat support provided.

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KEY RESULTS

The department continued to provide a high-quality management service for the Prime Minister’s official residences and efficient and responsive secretariat support to the Official Establishments Trust.

Official residences: The department continued to manage the Prime Minister’s official residences—The Lodge in Canberra and Kirribilli House in Sydney—in consultation with the Official Establishments Trust and other relevant agencies.

Official Establishments Trust: The Official Establishments Trust met five times during 2006–07, and the department provided secretariat support for each of these meetings. Two members of the trust (whose terms of appointment ceased during the year) were re-appointed for further two-year terms.

More information on the work of the trust during the year is available in the 2006–07 annual report of the Official Establishments Trust.

The Australiana Fund: A grant-in-aid was provided to the Australiana Fund to enable the Fund to obtain professional assistance to meet the objectives set out in its memorandum of association. The grant also ensures that money raised by the fund is available for the acquisition of Australian objects for placement or display in accordance with the fund’s objectives. The 2006–07 grant-in-aid to the Australiana Fund was $96,500 and is classified as a discretionary grant.

In October 2006, the Prime Minister and Mrs Howard opened both residences to the public for open days organised by the fund. The open days were held in conjunction with open days at the Governor-General’s residences and were well attended.

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ADMINISTERED ITEM: PRIME MINISTER'S OFFICIAL RESIDENCES

Output	Performance information
Administered Item Prime Minister’s official residences	Quality: The serviceability and standard of The Lodge and Kirribilli House, including practicality, level of amenity, style and presentation. This must be consistent with their status as part of the National Estate and in line with statutory heritage and planning obligations.

PERFORMANCE REPORTING

The department consults with the relevant heritage agencies and heritage architects with regard to work planned at the residences. As a result, the official establishments are maintained to a serviceable and practical standard. Other regular consultation is undertaken with the Official Establishments Trust and heritage agencies who are satisfied that the properties are maintained to an appropriate level.

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KEY RESULTS

The Lodge: During 2006–07 the department engaged the services of heritage architects Lovell Chen to prepare a strategic plan for the ongoing maintenance of the residence. Lovell Chen will also provide project and planning advice with regard to the existing Conservation Management Plan.

In late 2006 and early 2007 severe storms resulted in significant damage in the grounds at The Lodge. Several trees were uprooted, including two significant eucalypts that had been planted in 1959 by Mrs Menzies. Replacement eucalypts were planted by the Prime Minister and Mrs Howard on Australia Day 2007. Other plantings have been undertaken to replace the many trees and shrubs damaged in the storms.

Another significant tree, a Monterey Cypress, was removed after advice was sought from a heritage tree specialist and the necessary approvals were obtained from the National Capital Authority. About eight years ago a replacement cypress was planted behind the tree that has been removed.

Two elm trees, which were grown from cuttings from the original plantings at The Lodge, were planted in the avenue of elms in the grounds this year.

Plans are well developed for the installation of a water tank at The Lodge to collect rain water for use in maintenance of the grounds.

Kirribilli House: Three bathrooms were refurbished at Kirribilli House in 2006–07. A number of dual flush toilets and low-flow shower heads were installed throughout the residence.

In early 2007, two 1,500-litre water tanks were installed to collect rainwater for use in the gardens. Approval has been obtained for the installation of a 27,000 litre water tank in the grounds and it is expected to be in place in the second half of 2007.

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OUTPUT 4.5: SUPPORT FOR MINISTERIAL OFFICES

Output	Performance information
Output 4.5: Support for Ministerial Offices Provision of office services for the Prime Minister, the ministers assisting and the Parliamentary Secretary, their offices and the departmental Executive.	Quality: The degree of satisfaction of the Prime Minister, the ministers assisting and the Parliamentary Secretary, their offices and the departmental Executive with the office services provided.

KEY RESULTS

The department supported the establishment of office facilities for the new Parliamentary Secretary to the Prime Minister, the Hon Tony Smith MP. The department continued to provide high quality support services to all offices.

Departmental Liaison Officers play a coordination role between the department and the ministerial office in which they are placed. At 30 June 2007 there were three full-time Departmental Liaison Officers in place: two in the Prime Minister’s office and one in the office of the Parliamentary Secretary to the Prime Minister.

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ADMINISTERED ITEM: ALLOWANCES AND SUPPORT TO FORMER GOVERNORS-GENERAL

Output	Performance information
Administered Item Allowances and support to former Governors-General	Quality: Former Governors-General receive allowances and support in accordance with their entitlement.

PERFORMANCE REPORTING

All allowances to former Governors-General were paid in accordance with the relevant Remuneration Tribunal determinations. All other support was provided in accordance with the agreed entitlements of former Governors-General.

KEY RESULTS

Arrangements for former Governors-General continued to run smoothly.

No major refurbishments or projects in relation to the offices of the former Governors-General were undertaken during 2006–07.

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OUTPUT 4.6: CEREMONIAL HOSPITALITY

The Ceremonial and Hospitality Branch plans and coordinates the conduct of State occasions and official visits. The successful conduct of these events requires detailed administrative and logistic planning. In 2006–07 the branch organised an average of five events a month (slightly more than in 2005–06), in addition to an increased number
of visits under the guests of government programme (see Figure 6.4). The following information covers outcomes for both
departmental and administered items.

Output	Performance information
Output 4.6: Ceremonial and hospitality Provision of support services to the government relating to overseas visits by the Prime Minister, government hospitality for overseas dignatries and official ceremonies.	Quality: The degree of satisfaction of the Prime Minister, the Minister assisting and the Parliamentary Secretary, their offices and the departmental Executive with management of the government’s ceremonial and hospitality services.

Administered item: State occasions and official visits

Output	Performance information
Administered Item: State occasions and official visits	Quality: The degree of satisfaction of the Prime Minister, the Minister assisting and the Parliamentary Secretary, their offices and the departmental Executive and the Governor-General’s Office, as expressed through formal and informal feedback mechanisms, with: visits to Australia by heads of state and government arrangements for the Prime Minister’s overseas visits State occasions, and advice on relevant maters, including official gifts. Assessment by the sponsoring minister, minister’s office or department, together with Australian and foreign diplomatic representatives, as expressed through formal and informal feedback mechanisms, of: the benefits from the programme of official visits, and the efficient organisation and presentation of ceremonial occasions and hospitality services. Quantity: On the basis of recent experience, Ceremonial and Hospitality branch would expect to facilitate eight head-of-state and head-of-government visits, 30 ministerial visits and four State funerals.

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PERFORMANCE REPORTING

Feedback from the Prime Minister, letters of appreciation from visitors and their diplomatic representatives, as well as post-visit cables submitted by Australia’s overseas missions, indicated that the branch maintained its consistently high standard of coordination services.

In 2006–07 the department facilitated 11
heads-of-state and heads-of-government visits, 20 ministerial visits and two State funerals. Further details regarding ceremonial and hospitality services planned and coordinated by the department are provided in Figure 6.4.

Figure 6.4: Trends in ceremonial and hospitality services

	2002–03	2003–04	2004–05	2005–06	2006–07
PRIME MINISTER’S OVERSEAS VISITS
Visits made	7	9	8	8	7
Nations visited a	13	12	10	14	9
Total duration of visits (whole or part days)	53	50	37	64	26
OFFICIAL VISITS TO AUSTRALIA BY GUESTS OF THE AUSTRALIAN GOVERNMENT
Heads of state	–	4	5	6	4
Heads of government	3	7	6	6	7
Ministers	15	14	13	14	20
Other guests b	5	–	2	–	5
TOTAL VISITS	23	25	26	26	36
Airport facilitations c	87	206	97	148	52
OTHER EVENTS OF STATE
State funerals	–	3	2	3	2
State memorial services	2	2	1	3	1
Other events	5	3	5	8	12
TOTAL OTHER EVENTS	7	8	8	14	15

a Nations may be visited on more than one visit in any given year.

b Other guests have included visitors who are royalty but not heads of state.

c Airport facilitation involves coordinating airport and border control procedures for and greeting heads of state and heads of government on private or transit visits on their international arrival and departure. The facilitation is undertaken by part-time visit consultants.

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KEY RESULTS

Prime Minister’s overseas visits: The department planned and coordinated seven overseas trips for the Prime Minister lasting from
one to nine days each. Visits were made to:

• East Timor to meet with the government and visit Australian troops (18 July 2006)
• the Republic of Fiji to attend the 37th meeting of the Pacific Islands Forum (23–25 October 2006)
• Vietnam to attend the annual APEC Leaders’ Meeting (16–21 November 2006)
• Malaysia for bilateral discussions and to address the Malaysia–Australia Business Council (29 November–1 December 2006)
• the Philippines to attend the East Asia Summit and to meet with regional heads of state and heads of government (14–15 January 2007)
• New Zealand to hold annual bilateral discussions (15–16 February 2007), and
• Japan to hold bilateral discussions and sign the Joint Declaration on Security Cooperation, and Afghanistan and Iraq to meet with Australian troops and to hold discussions with those governments (11–19 March 2007).

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VISITS TO AUSTRALIA

There were 36 guest-of-government visits to Australia, lasting from one to 10 days each. This represented an almost 30 per cent increase in official visits over previous years, and was largely the result of an increase in the number of ministerial level visits hosted by the government. Visitors were:

• the heads of state of Korea, Finland, the Philippines and Uganda
• the heads of government of the Republic of Fiji, Cambodia, the Hellenic Republic, Tonga, East Timor and Vanuatu
• the Vice Presidents of Vietnam, the United States of America and South Africa and the Vice Premier of the People’s Republic of China
• the Prince of Orange and Princess Maxima of the Netherlands, and
• Twenty ministers of state, including the Minister Mentor from the Republic of Singapore and the Iraqi Foreign Minister.

The department also managed 52 airport facilitations for heads of state, heads of government and royalty transiting or making private visits to Australia.

Coordination of State occasions: Other events held in 2006–07 included three State funerals or memorial services. Services were held for:

• Sir Allen Fairhall KBE, a former Minister (10 November 2006)
• the Honourable Don Chipp AO, founder and former leader of the Australian Democrats (2 September 2006), and
• the Honourable Sir James Killen AC KCMG, a former Minister (19 January 2007).

In addition to State funerals, PM&C provided coordination services for 12 other events:

• two Council of Australian Government meetings (13–14 July 2006 and 12–13 April 2007)
• a reception for the Socceroos (8 October 2006)
• a reception for the Opals Basketball Team (18 October 2006)
• a reception for the Prime Minister’s XV Rugby Team to tour Japan (30 October 2006)
• a summit on the Southern Murray Darling Basin (7 November 2006)
• morning tea for the Australian of the Year finalists (25 January 2007)
• a reception for Australia Day (26 January 2007)
• two summits on the National Water Plan for Water Security (8 and 23 February 2007), and
• a luncheon to mark the 40th anniversary of the 1967 Referendum (27 May 2007).

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