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Management committees
Corporate Governance
Executive Management Group
The Executive Management Group (EMG) is DOCITA's main forum for decision making at senior management level. The EMG is chaired by the Secretary and considers matters of corporate governance, accountability and operational effectiveness. It plays a major role in strategic planning, resource allocation and performance monitoring.
Following the establishment of NOIE as an Executive Agency, the composition and functions of the governance Committees were reviewed. EMG membership was extended and a number of former governance committees were subsumed into EMG to reflect the reduced size of the Department. Accordingly, the roles of the former Organisational Development Committee, Strategic Issues Group and Budget Committee are now incorporated within EMG. EMG will establish specific taskforces or sub-committees to address particular issues as required. This ensures that a range of Departmental staff continue to be involved in providing input to the policy development process.
The members of EMG include the Secretary, Executive Directors, Chief General Managers and the General Manager, Legal, Parliamentary and Coordination. EMG met every six weeks to consider significant issues of strategy, direction, performance and policy. It met eight times during the year. Key items covered at these meetings include regular reports on budget and financial performance, human resource development, workforce planning and performance management issues. Other issues considered during the year included:
- the Department's Business Planning process;
- the Department's participation in a Pricing Review with DOFA;
- review of the Department's Information Management Strategic Plan;
- market testing of Corporate Services activities;
- development and implementation of the Department's Risk Management Plan;
- development of guidelines for the administration of grants programs;
- the Department's involvement in the Sydney Olympics and Paralympics;
- recruitment/selection issues; and
- the Department's Client Service Charter.
EMG is supplemented by a regular weekly meeting of SES staff to discuss current major issues.
Information Management Committee
The Information Management Committee (IMC) which is chaired by the Chief General Manager, Corporate and Coordination operates as a sub-committee of EMG and provides advice and strategic direction in the management of DOCITA's information needs. IMC met three times during 2000-2001. The Committee considered a range of issues such as:
- service level achievement under the IT outsourcing contract;
- knowledge management strategy;
- online initiatives;
- rollout of the Standard Operating Environment;
- IT security polices; and
- email and Internet usage guidelines.
Other committees
The Workplace Consultative Committee (WCC) was established under the Department's Agreement 2000 and replaces the former Workplace Relations Committee. Membership of the WCC includes the Secretary, Chief General Manager, Corporate and Coordination, the Human Resources Manager, Chief Finance Officer, elected staff representatives from each Division, Old Parliament House and participants from the Graduate Program and a Union representative.
The role of this committee is to consult with staff and provide advice to management on workplace issues, oversight implementation of the current Certified Agreement and to gather input for the Department's successor Agreement.
The Fraud, Audit and Evaluation Committee (FAEC) which is chaired by the Secretary, oversees and provides guidance on audit, risk management, fraud control and evaluation activities. Further information on this committee is provided under 'Internal and External Scrutiny'.
Departmental project teams
From time to time Departmental project teams are established to address specific issues over a fixed period. These projects may include policy, program or organisational matters. Project teams were set up during the year to address Market Testing of Corporate Services, DOCITA Pricing Review, Telecommunications Service Inquiry Implementation Taskforce, Mobile Phones on Highways Tender Secretariat and the Untimed Local Calls Tendering Team.
Departmental agencies
ScreenSound Australia and Questacon operated within DOCITA's overall accountability framework but are independent in determining their own strategic directions and policies and practices. In addition to information provided in this Report, further information on the operation of ScreenSound Australia and Questacon can be found in their separate annual reports.
Senior executive staff and their responsibilities at 30 June 2001.
Department
Dr Ian Watt, Secretary
Communications
Ms Fay Holthuyzen, Executive Director, Communications
Mr Chris Cheah, Chief General Manager, Telecommunications
Dr Beverly Hart, Acting Principal Adviser, Telecommunications and IT Industry
Mr Brenton Thomas, General Manager, Enterprise and Radiocommunications
Mr Colin Lyons, General Manager, Telecommunications Competition and Consumer
Mr Simon Bryant, General Manager, Regional Communications Policy
Mr Michael Sutton, General Manager, IT Industry Development
Dr David Williamson, General Manager, Networking the Nation
Mr Philip Allnutt, Acting General Manager, Telecommunications Service Inquiry Implementation
Ms Susan Page, Chief General Manager, Broadcasting and Intellectual Property
Ms Trish Barnes, Acting General Manager, Digital Broadcasting
Mr Rohan Buettel, General Manager, Public Broadcasting
Mr Gordon Neil, General Manager, Licensed Broadcasting
Dr Kay Daniels, General Manager, Intellectual Property
Mr David Luck, General Manager, Research, Statistics and Technology
Arts
Dr Alan Stretton, Acting Executive Director, Arts
Mr Craddock Morton, Chief General Manager, Old Parliament House
Mr Les Neilson, General Manager, Arts
Ms Karen Gosling, Acting General Manager, Cultural Development
Ms Megan Morris, General Manager, Film and New Media
Mr James Barr, General Manager, National Council for the Centenary of Federation
Corporate and Coordination
Mr Arthur Blewitt, Chief General Manager, Corporate and Coordination
Ms Lynn Bean, General Manager, Legal, Parliamentary and Coordination
Ms Jennifer Gale, Chief Finance Officer
See also the Department's Organisational Structure Chart.
Questacon
Dr Annie Ghisalberti, Director
ScreenSound Australia
Mr Ron Brent, Director
Ms Mary Durkin, Deputy Director
Mr Ray Edmondson, Deputy Director (retired)
Mr David Boden, Acting Deputy Director
Senior Executive Service remuneration.
The Secretary determines Senior Executive Service (SES) remuneration. In setting remuneration levels, consideration is given to Departmental and individual performance outcomes, market forces and the outcomes of the annual Department of Employment, Workplace Relations and Small Business SES Remuneration Survey. The Secretary also determines the remuneration for the heads of ScreenSound Australia and Questacon.
DOCITA planning processes and performance review.
Business planning
Following the introduction of a new business planning process for the Department in 1999-2000, a Strategic Plan for 2000-2003 was developed. The Strategic Plan outlines the broad strategic directions and key priorities the Department is pursuing over this period to encourage the development of communications, information technology and the arts in Australia and to achieve outcomes which meet the Commonwealth Government's objectives for these sectors.
The Strategic Plan is supported by an annual Business Plan which details key priorities/initiatives and performance indicators for 2000-2001. The Department's Strategic and Business Plans are underpinned by divisional business planning activities and DOCITA's performance management system which guides the management of individual and team performance.
Risk management
In March 2000, the Department adopted a risk management policy aimed at providing a consistent and systematic framework for risk management within DOCITA. The policy is supported by risk management guidelines to assist managers and staff to assess the level and nature of risks associated with their activities. A Risk Management Plan was subsequently developed for the Department for 2000-2001 which addresses high and significant risks and details strategies to minimise these risks. The Risk Management process is integrated with the Department's business planning and internal audit activities to ensure these activities focus on factors critical to the successful achievement of DOCITA's objectives and goals.
Fraud control
Following the conduct of a fraud risk assessment, the Department revised its Fraud Control Plan. The Department is committed to effective fraud management and control and the minimisation of fraud through the identification of risk and the development, implementation and regular review of a range of fraud prevention and detection strategies.
Ethical standards
The Department is strongly committed to supporting and promoting the Australian Public Service Values and Code of Conduct in accordance with the Public Service Act 1999. The Department's Values and Behaviours Framework is integrated into the performance management process.
The Department is currently reviewing its Workplace Diversity Program and Harassment policy and guidelines. When complete, revised guidelines will be distributed to all staff and will be included in information packages for new recruits.
Internal audit and external scrutiny
Fraud, Audit and Evaluation Committee
The Fraud, Audit and Evaluation Committee (FAEC) is responsible for considering and monitoring policy on probity, compliance and internal control issues. It oversees and provides guidance on audit, risk management, fraud control and evaluation activities. It assesses the adequacy and effectiveness of the Department's administrative, operating and accounting policies and promotes the efficient, effective and ethical use of resources.
FAEC oversees and appraises the quality of reviews conducted both by the Department's internal auditor and the Department's external auditor (the Australian National Audit Office) and acts as an advisory body on the development of the Department's Risk Management, Fraud Control and Evaluation Plans. The Committee comprises the Secretary, three members at Chief General Manager or higher level (including a representative of NOIE) and the Chief General Manager, Corporate and Coordination.
The Committee met three times during the year.
Internal audit
KPMG was re-appointed to provide internal audit services for the Department as the result of a competitive tender process. Following consideration of DOCITA's Risk Management Plan and discussion with Senior Management, a Strategic Audit Plan for 2000-2002 and a more detailed Annual Audit Plan for 2000-2001 were developed by the auditors and subsequently approved by FAEC. Four internal audits were conducted during the year and considered by the Fraud, Audit and Evaluation Committee.
They were:
- Business Activity Statement Review;
- Financial Accountability and Reporting;
- Grants Administration Computer System; and
- Accounting Policy Manual Review.
Two other audits are in progress. They are:
- Financial Processing (Department); and
- Financial Processing (ScreenSound Australia).
KPMG assisted the Department with probity advice in relation to a number of grants programs and conducted audits of a number of grantees.
Auditor-General's reports
The ANAO issued a number of reports in 2000-2001 which were either of specific or general interest to the Department.
Audits in which the Department participated or had a specific interest, include:
- Audit Report No. 54 Engagement of Consultants (29 June 2001);
- Audit Report No. 38 The Use of Confidentiality Provisions in Commonwealth Contracts (24 May 2001);
- Audit Report No. 25 Benchmarking the Finance Function (22 December 2000);
- Audit Report No. 23 Audits of the Financial Statements of Commonwealth Entities for the Period Ended 30 June 2000 (15 December 2000);
- Audit Report No. 14 Benchmarking the Internal Audit Function 2000-2001 (26 October 2000);
- Audit Report No.15 Agencies' Performance Monitoring of Commonwealth Government Business Enterprises (9 November 2000); and
- Audit Report No. 9 Implementation of Whole-of-Government Information Technology and Infrastructure Consolidation and Outsourcing Initiative (6 September 2000).
Audits of general interest to the Department include:
- Audit Report No. 53 Commonwealth Management of Leased Office Property (27 June 2001);
- Audit Report No. 52 Payment of Accounts (18 June 2001);
- Audit Report No. 19 Management of Public Sector Travel Arrangements (4 December 2000); and
- Audit Report No. 13 Certified Agreements in the Australian Public Service (4 October 2000).
The Department's FAEC considered relevant recommendations by the Auditor-General. Details of the audit reports can be found on the ANAO website www.anao.gov.au.
Joint Committee on Public Accounts and Audit
Staff from DOCITA and the Department of Environment and Heritage appeared before a public hearing of the Joint Committee on Public Accounts and Audit to address issues raised in relation to Audit Report No. 30, 1999-2000, Examination of the Federation Cultural and Heritage Projects Program.
Judicial decisions and decisions of administrative tribunals affecting the operations of the Department.
Telstra Corporation Limited & Ors v Hurstville City Council & Ors; Optus Vision Pty Ltd & Ors v Warringah Council & Ors [2000] FCA 1887
On 21 December 2000, Wilcox J in the Federal Court dismissed applications by Telstra and Optus challenging decisions of various local government bodies in Sydney and Melbourne to levy rates and charges on Telstra and Optus for their network infrastructure. Wilcox J concluded that cl. 44(1) of Schedule 3 to the Telecommunications Act 1997, which prohibits State and Territory laws discriminating against carriers, was devoid of legal effect.
Telstra and Optus have appealed to the Full Federal Court against this decision.
Commonwealth Ombudsman
In 2000-2001 the Ombudsman received five complaints relating to six different departmental actions. In addition, one complaint received during the previous financial year was closed during 2000-2001. Of these seven complaints, the Ombudsman investigated three complaints, and exercised the discretion not to investigate four complaints. In relation to the three complaints investigated, the Ombudsman found there was no defective administration in relation to one complaint, and drew no conclusion in relation to one complaint investigated.
The Ombudsman found an agency defect in relation to the remaining complaint, a complaint regarding a Freedom of Information Act 1982 application. The Ombudsman made recommendations to the department regarding standard departmental Freedom of Information procedures. The department conceded that there was undue delay in relation to this application, and has amended its procedures to forestall recurrence. The Ombudsman made no recommendations for act of grace payments.