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Part 3 - Performance Report
Section A provides:
- An overview and progress report on the achievement of Outcome 1
- Details of major projects and other activities of Output 1.2
Section B provides:
- performance reports against Outcome 1 and Output 1.2 against the performance indicators that were listed in the Portfolio Budget Statements 2003-04.
Section A
Overview of Outcome 1 (a sustainable, effective and internationally competitive information economy)
The Australian Government Information Management Office (AGIMO) maintains and develops Australia's position as a world leader in the use of ICT by government. Australia is ranked consistently in the leading group of countries in
e-government by international benchmarking reports and surveys. According to ACNielsen, of the countries they surveyed as at the end of the 3rd Quarter of 2003, Australia had the highest percentage (36%) of home internet users accessing government websites.
Other recent reports reflect international and domestic recognition of the Australian Government as an exemplary user of ICT. They include: Accenture eGovernment Leadership Report (2004); UN World Public Sector Report E-Government at the Crossroads (2003); and Taylor Nelson Sofres Government Online Study (November 2003). Canada and the US stand out in both the rankings produced by the UN and Accenture followed by Sweden and Australia. See Figure 3 for an illustration of these rankings.
AGIMO fosters the efficient and effective use of ICT by Australian Government departments and agencies. AGIMO provides advice, tools, information and services to help Australian Government departments and agencies use ICT to improve administration and service delivery - often referred to as e-government. AGIMO also works with governments and other bodies at the local, state, national and international levels to develop and maintain Australia's position as a world leader in e-government.
The new administrative arrangements came into effect on
8 April 2004. AGIMO's activities build on the government-focused work undertaken by the former National Office for the Information Economy (NOIE). This report covers NOIE and AGIMO activities in relation to Output 1.2 for the 2003-04 financial year. They are both referred to as the Office in this report.
Figure 3
Information Economy Index, DCITA http://www.dcita.gov.au/ie/benchmarking
Overview of Output 1.2
(Strategic advice, activities and representation relating to the application of new technologies to government administration, information and services)
It is now generally accepted that technology has moved from a supporting role to a key part of the infrastructure for information and administration as well as the delivery of government services. The application of new technology, combined with changes to existing processes and practices, enables government policies, programs and services to be connected in ways that improve the efficiency of government and better serves the needs of the community.
As the working environment changes, a greater understanding is emerging of the opportunities to use ICT to improve the quality and range of government services and service delivery. This is creating another cycle of service innovation that will improve and streamline the delivery of government services and how those services are managed and administered.
Government has recognised that leading by example has helped to strengthen Australia's participation in the information economy. AGIMO develops policy and online programs in consultation with the Information Management Strategy Committee (IMSC) and the Chief Information Officer Committee (CIOC), Australian Government departments and agencies, businesses and individuals. AGIMO acts as a catalyst in fulfilling the potential of ICT to improve existing administrative processes and promote better information sharing by providing the means to collect, reuse and share data and information. The policy and programs of AGIMO support the application of ICT to the design and delivery of government programs and services.
Under the administrative arrangements applying from 8 April 2004, AGIMO is charged with providing strategic advice, activities and representation relating to the application of new technologies to government administration, information and services, that is, Output 1.2.
Output 1.2 - Major projects and other activities
Major projects
1.2.1 Governance Framework
1.2.2 Government Authentication
1.2.3 Technical Interoperability Framework
1.2.4 ICT Sourcing for Australian Government Agencies
1.2.5 Delivering Government Services
1.2.6 Information Interoperability
1.2.7 E-government Future Directions
1.2.8 gov.au Domain Management
1.2.9 E-procurement
1.2.10 Integrating Services Across Jurisdictions
1.2.11 Fedlink
1.2.12 AusTender
1.2.13 Demand and Value Assessment Methodology
1.2.14 Measurement of Australians' Use and Satisfaction with E-government Services
Other activities
1.2.15 International Forums
1.2.16 GOVERNET IT Architecture Review
1.2.17 Access Frameworks
1.2.18 Portals Framework
1.2.19 Australian Government Consultative Committee on Knowledge Capital
1.2.20 Gatekeeper Strategy
1.2.21 Government Bookshop Network
1.2.22 Register of Australian Government Publications
1.2.23 Whole-of-Government Directories
1.2.24 Operation of Whole-of-Government Websites
1.2.25 Desktop Security
1.2.26 Australian Government Branding Guidelines
1.2.27 Communication and Promotion of E-government Best Practice
1.2.28 Style Guide
1.2.29 AGIMO Website
Major Projects
1.2.1 Governance Framework
The Information Management Strategy Committee (IMSC) and Chief Information Officer Committee (CIOC) continued to provide leadership and bring a whole-of-government focus to the government's use of ICT. The committees constitute a governance framework for the use of ICT by the Australian Government, particularly where multiple government agencies or the whole-of-government is involved. The Office provided secretariat services to both committees and made an important contribution to the identification and resolution of many whole-of-government issues. Increasing collaboration among government agencies and the delivery of more integrated and interactive information and services online are indications that the governance framework is effective.
The IMSC produced:
- the draft Australian Government Authentication Framework (http://www.agimo.gov.au/infrastructure/authentication)
- a technical interoperability framework for government (http://www.agimo.gov.au/publications/2003/08/framework)
- a guide to ICT sourcing for Australian Government agencies (http://www.sourceit.gov.au)
- development of an access and distribution strategy for the delivery of government services.
In addition, the Office supported the establishment of a Chief Information Officer (CIO) Forum for agencies not represented on the CIOC. The CIO Forum provided further input to IMSC and CIOC deliberations and a mechanism for communications of IMSC and CIOC outputs as well as exchange of better practice information.
1.2.2 Government E-authentication
E-authentication is the process of establishing a degree of confidence about the validity of assertions made when transacting online or over the phone. Because parties to online transactions can neither see nor hear each other, electronic authentication provides a degree of confidence that the other party has the authority to act.
On 3 May 2004, the Minister for Communications, Information Technology and the Arts released an exposure draft of the Australian Government e-Authentication Framework (AGAF). The Framework will guide the authentication of electronic transactions among Australian Government agencies and business, with the principal objective of reducing risk associated with electronic transactions. It provides a consistent approach for government agencies to follow when evaluating the risk inherent in an electronic transaction. It will guide agencies to select an authentication approach with an assurance level appropriate for their business activity and environment. Consultations with stakeholders, primarily businesses and government agencies, took place between April and June 2004 and indicated broad support for the AGAF. The Office of the Federal Privacy Commissioner was briefed on 10 June 2004.
The Australian Government e-Authentication Framework has been developed on very simple principles:
- Authentication should not be required unless the activity necessitates it
- The level of authentication required should match the risk associated with the activity
- There should be consistency in experience at the various levels of authentication
The AGAF risk assessment methodology is based on the Australian Government Information Technology Security Manual (ACSI 33) and AS/NZS 4360/1999. The risk management framework encourages agencies to select the least burdensome, lowest cost mechanism appropriate to the risk of the transaction.
1.2.3 Technical Interoperability Framework
The Australian Government Technical Interoperability Framework was developed by the Office in consultation with major Australian Government agencies. The Framework establishes standards across agencies to improve ease of data exchange, enhance service delivery and reduce costs to government. The Framework provides a mechanism for achieving efficient government-to-government interaction and effective service and information delivery. The Framework was accepted by the IMSC and Management Advisory Committee and released in November 2003.
The XML Clearinghouse was a pilot project the Office coordinated involving several service delivery agencies. It tested the feasibility of providing a directory service for agencies to publish, discover and use XML schema in business processes. The directory helps to make XML schema interoperable between agencies, promoting service transformation and lowering the cost of integration.
Building on the outcomes of the XML Clearinghouse project undertaken in 2002-03, work commenced to develop ICT tools and systems that enable improved service delivery. In June 2004 scoping began on developing the technical and governance infrastructure. This project, known as GovDex, includes a registry to reuse web services, develop service-oriented architectures and to adopt a federated approach to e-government.
AGIMO initiated the Bizmail project with SBS Television and Microsoft Australia to design and test an interoperability solution to help small suppliers integrate with their trading community more cheaply and efficiently. Initial technical design was completed in June 2004. The project demonstrates the time and cost savings for suppliers and government buyers that can be generated through interoperability.
1.2.4 ICT Sourcing for Australian Government Agencies
Under the auspices of the IMSC, AGIMO developed A Guide to ICT Sourcing for Australian Government Agencies. The Guide describes a best-practice approach to developing a value-for-money ICT sourcing strategy and assessing, negotiating and managing ICT sourcing arrangements.
The Guide was released in April 2004.
An expanded version of the ICT Sourcing Guide is available on SourceIT, a secure, online resource for Australian Government CIOs (at http://www.sourceit.gov.au). The SourceIT website provides a forum for agencies to share sourcing experiences and discuss and develop sourcing solutions, including selective sourcing, re-use of software, and emerging technologies and business models.
In March 2004, AGIMO began work on a guide to open source software (OSS), which will complement the ICT Sourcing Guide by assisting agencies to consider OSS options when developing and implementing sourcing strategies. It is anticipated that this guide will be launched later in 2004.
AGIMO provided leadership in fostering consideration of emerging technologies like OSS through the establishment of a community of interest, running information seminars and consulting with industry.
The Office administered the Whole-of-Government Telecommunications Head Agreement (WoGTHA) which provides agencies with access to the telecommunications services of 23 providers under standard terms and conditions with special pricing applicable only to government.
The Office also assists agencies by providing a whole-of-government Volume Software Sourcing arrangements. They provide agencies with access to discounted prices as well as streamlined purchasing and contracting arrangements. The majority of the software purchased under this arrangement is Microsoft product. Agencies are able to buy Microsoft licences at substantial savings over the retail price. The arrangement is widely used by Australian Government agencies. The savings realised annually on the purchase of desktop software alone are estimated to exceed $27m over retail prices.
These whole-of-government sourcing arrangements save agencies money through the availability of prices below those available to other purchasers and by providing a streamlined process. It also saves suppliers money by reducing the costs of doing business with government.
A benefit of whole-of-government sourcing arrangements is that Microsoft have established a series of Service Provision Funds (SPFs) through which a proportion of revenue from government agency purchases of Microsoft products is made available to those agencies for innovative projects involving Microsoft Solution Providers
An example of an SPF-funded project is the E-Tax 2004 Customer Access Pilot project undertaken jointly by the Health Insurance Commission (HIC) and the Australian Tax Office (ATO). Participants in the HIC/ATO E-Tax 2004 pilot will be able to access their Medicare Financial Tax Statement data at the time they are completing their 2004 tax return, making it easier for a client to complete their tax return and removing the need for the client to directly approach the HIC at other times for this information. Currently the HIC Financial Statement is provided over the counter and via mail to written and online client requests. At present no fully online service is offered by the HIC due to the lack of an acceptable consumer authentication solution which allows an individual's data to be provided via a online service. The pilot will be run from July to October 2004, coinciding with the 2004 individual lodgement tax return period.
1.2.5 Delivering Government Services
The CIOC report Delivering Government Services was considered by the IMSC in February 2004, which agreed to the development of an access and distribution strategy for the Australian Government. The strategy aims to improve the efficiency and effectiveness of Australian Government service delivery arrangements.
The Australian Government Access and Distribution Strategy will support a networked environment based on standard, rather than centralised, processes. In such an environment, government agencies work closely with customers, partners and each other to support service delivery excellence. This network will enable government agencies to integrate processes, adopt interoperable infrastructure, share valuable information and collaborate from policy/program design to delivery. It will support a consistent customer experience across all government agencies, improve the collaboration between agencies and improve the understanding of current and future service delivery capability. A multi-phase approach has been adopted, with phase one in progress at 30 June 2004.
1.2.6 Information Interoperability
A working group on information interoperability was convened in May 2004. The working group addresses issues raised by the Management Advisory Committee (MAC) report Connecting Government and the CIOC report Delivering Government Services and implements the goal of increased service integration. The working group will assist the development of appropriate standards for using information across traditional agency boundaries having due regard to all privacy and security requirements.
1.2.7 E-government Future Directions
Government agencies operate in an environment of change and are under constant pressure to continually improve their services - both within government and to business and the community. In this context, e-government-the capacity of ICT to enable better services for citizens and better processes of government-has been crucial.
Discussion around the future direction of e-government has now extended beyond the initial scope of getting government services online (Government Online Strategy, April 2000) and the integrated application of new technologies (Better Services Better Government Strategy November 2002).
The Office contributed to broadening the scope and scale of this discussion and the contribution of ICT to the public sector by:
- contributing to Strategic Framework for the Information Economy 2004-06 (http://www.dcita.gov.au/ie/framework)
- contributing to the MAC report Connecting Government released April 2004 (http://www.apsc.gov.au/mac/connectinggovernment.htm)
- co-sponsoring with IPAA the release of Future Challenges in e-Government publication in May 2004 (http://www.agimo.gov.au/publications/2004/05/egovt_challenges)
- supporting the Business e-Volution in e-Government Conference and Exhibition (26-27 May 2004).
1.2.8 gov.au Domain Management
A domain name is a mechanism for providing a memorable name for a particular computer and website IP address on the internet. The gov.au domain is reserved for use by federal, state and local government bodies. AGIMO is the delegated manager of the gov.au domain and, in consultation with state and territory governments, is responsible for developing policy and providing gov.au domain name registration services.
During the year, AGIMO coordinated a revision of the Government Domain Policies in consultation with states and territories. The Online Council agreed with the revised policies which were published online in January 2004. Jurisdictions also reached broad agreement on a revised contractual and operational model for the registration and administration of gov.au domain names.
1.2.9 E-procurement
AGIMO manages e-procurement strategy for the Australian Government within the broader procurement policy framework. The Australian Government is seeking the wider uptake of e-procurement by agencies and their suppliers.
It is expected that further adoption of e-procurement facilities will save agencies and suppliers money and effort in undertaking procurement activities. As a consequence, it is expected to assist the uptake of e-commerce in the broader business-to-business (B2B) economy.
The Commonwealth Electronic Procurement - Implementation Strategy was released in April 2000. AGIMO commenced a review of the strategy to take into account the current electronic procurement environment. A significant part of this process is to acquire accurate and reliable information which will enable a new strategy to address electronic procurement uptake and to identify appropriate initiatives to further encourage uptake of electronic procurement. As part of this work AGIMO released the issues paper Outlining a Process for Building the Next Stage of the Australian Government's e-procurement Strategy in June 2004.
Several major research projects have been initiated in 2003-04. A survey of Australian Government agencies regarding their e-procurement activities commenced in May 2004, and case studies of e-procurement implementations in other countries and jurisdictions and a review of trials of e-procurement conducted by the ABC, SBS, CSIRO and Australian Antarctic Division commenced in June 2004.
1.2.10 Integrating Services Across Jurisdictions
The Office worked with the Online Council's Integrated Transactions Reference Group (ITRG) to foster better services across jurisdictions through collaboration and integration in the following ways -
- A National Service Improvement Framework and Principles for Collaboration were developed and testing in pilot projects across jurisdictions is underway
- Agreement was reached to jointly fund among jurisdictions the National Service Improvement Project. This develops pilot projects with jurisdictions to further expand the Framework
- Development of a National Government Interoperability Framework commenced. A consortium to manage this project was selected through open tender and commenced the scoping phase on 15 June 2004. The framework will seek to align federal, state and local government interoperability frameworks in the context of a standard reference architecture.
One project under the National Service Improvement Framework is being piloted with Centrelink and local governments in Western Australia and Queensland. This project delivers Centrelink's Customer Confirmation Service to the participant local governments delivering a more efficient and seamless service to their customers by providing real-time advice on a customers eligibility for a concession, with the customers consent. This removes a need for a customer to prove their concession status to the local government agency.
Deployment of the National Service Improvement Framework across Australian jurisdictions will deliver efficiencies for government agencies and improved service delivery for government customers.
1.2.11 Fedlink
Fedlink is a secure Virtual Private Network for electronic communication between government agencies. It can operate securely across all infrastructure, including the internet, to transmit a variety of data types.
AGIMO manages FedLink (http://www.fedlink.gov.au) through a service provision contract with Betrusted Pty Ltd. The FedLink service has maintained its Defence Signals Directorate fit-for-purpose accreditation for transmission of classified data up to and including Protected. AGIMO has enhanced FedLink to further meet customer and stakeholder requirements by simplifying and streamlining the FedLink application process.
AGIMO has reduced the cost of connecting to FedLink for small government agencies by negotiating a new fee structure with the contracted FedLink service provider. This has saved smaller agencies around $8 000 per annum.
The number of agencies connected to the service rose during the year. As at 30 June 2004 there were 27 Departments and Agencies connected to FedLink with a further 17 in the process of connecting.
1.2.12 AusTender
The Australian Government's online tendering system. AusTender is a secure web-based application that provides: centralised online access to Australian Government business opportunities; automatic notification to suppliers of business opportunities of interest as they are posted; tender documentation download capability; and, electronic lodgement for tender responses.
AusTender (http://www.tenders.gov.au) was implemented in late 2003. Government agencies are progressively adopting AusTender functionality for making tender documentation available online to suppliers and for electronic lodgement of tender responses.
In May 2004 AusTender became the site for the mandatory notification of Australian Government business opportunities by all Financial Management and Accountability (FMA) Act agencies. AGIMO operates and manages the AusTender system. AusTender makes it easier for suppliers by providing 24 hours-a-day, 7days-a-week access to Australian Government tender information, increased time to respond to tenders and the capacity to be automatically notified of tender opportunities in their area of interest.
As at 30 June 2004, 10 agencies were using the additional functionality of documentation download and proposal submission. Another 32 agencies are currently in various stages of preparation to implement the additional functionality. Also 7 564 suppliers have registered on AusTender and 128 tender processes have been conducted. In the 2004-05 Budget it was announced that AusTender would move to the Department of Finance and Administration on 1 July 2005 as an element of the implementation of the Free Trade Agreement between Australia and the USA.
1.2.13 Demand and Value Assessment Methodology
The Demand and Value Assessment Methodology (http://www.agimo.gov.au/government/damvam) was developed to provide consistent approaches to assess the placement of government services on the internet. The methodology meets a need identified in the e-Government Benefits Study (April 2003). The methodology provides government agencies with an easy to audit tool for assessing the demand for, and value of, moving and extending services into the online environment.
The methodology aligns the business case for developing new online and digital services with the broader budget outcomes and outputs framework. It draws on international best practice and is compatible with the Australian Government's budget estimate processes. Adoption of the methodology can also assist agencies address recent concerns raised by the Australian National Audit Office, which noted "that current approaches to the monitoring and evaluation of internet services by agencies were not adequate". (ANAO Quality Internet Services for Government Clients - Monitoring and Evaluation by Government Agencies. Audit report No. 30 2003-04)
The Demand and Value Assessment Methodology was released in May 2004. It is complemented by a one-day training course which can be arranged using links on the AGIMO website. Over 300 copies of the Methodology have been distributed to agencies since its release.
1.2.14 Measurement of Australians' Use and Satisfaction with E-government Services
AGIMO commenced a study in June 2004 to measure Australians' use and satisfaction with e-government services across all levels of government. This was initiated to better assess availability and user experience and expectations of government services through the internet and alternative technologies. The project was also commenced to provide more meaningful Australian data on:
- the range and uptake of government services available through the internet and alternative communication technologies
- profiles of users and non-users of e-government
- the behaviour of users of e-government across delivery channels
- impediments and barriers to interacting with government through the internet and alternative communication technologies
- user satisfaction measures.
Other projects
1.2.15 International Forums
The Office maintained an active membership in three international organisations - the OECD, the International Council for Information Technology in Government Administration (ICA) and Government Online International Network (GOL-IN). This representation enabled Australia to influence decisions in e-government that affect our national interest and provided an opportunity to share lessons. Australia is highly regarded as a leading nation in e-government and our ongoing representation helps to shape global rules and standards in a way that serves our longer-term interest.
The Office was involved in the OECD Working Group on
e-government and contributed to forming views on transformational aspects of e-government. AGIMO's contributions to the OECD will be reflected in a forthcoming publication on seamless government services.
On 30 April 2004 AGIMO took over the role of chair of GOL-IN 2004-06. GOL-IN is an international network of senior e-government officials. It is one of the leading organisations for promoting international cooperation and dialogue in e-government policy and development.
Senior AGIMO staff also spoke by invitation at major international conferences in cities such as Shanghai, Istanbul, and Singapore.
1.2.16 GOVERNET IT Architecture Review
GOVERNET is a cooperative project that assists access to government information and services across all levels of government. It consists of a series of linked Key Service Points developed to facilitate interoperability. A review of the GOVERNET IT architecture was agreed by all states and territories at the end of 2003. The review commenced in April 2004 and the outcomes of the report are yet to be considered.
1.2.17 Access Frameworks
In December 2003, the Office released guidelines on Australian Government publication processes (http://www.agimo.gov.au/information/guidelines). These guidelines assist Australian Government agencies to meet their publishing obligations.
In March 2004, the Office completed a review of the resources (policies, principles, guidelines, tools, better practice advice) provided to Australian Government agencies to assist them in managing their online presence. As a result of the review, AGIMO is preparing co-ordinated guidance for Australian Government agencies so that they can better:
- discern their obligations under current government policy and legislation
- discover and access guidelines, principles and examples of better practice
- keep abreast of emerging trends in managing online communications.
1.2.18 Portals Framework
The Office coordinated the establishment of the Australian Government's online customer focused portals framework, designed to make it easier for people to find government information online and to create platforms for integrated service delivery. At 31 December 2003 the final two portals of the Framework - Immigration and Law & Justice - went online, completing the 18 originally planned.
A review to evaluate the effectiveness of the customer focused portals framework in meeting their objectives was completed in January 2004. The review found that the framework provided a new, convenient delivery channel for a large amount of government information and that the information was more readily accessible than it had been in the past. It also found that implementing the framework without new funding was a significant achievement, and that users still need some understanding of the structure of government to use the framework.
AGIMO published the User Profiling and Testing Toolkit in June 2004 (http://www.agimo.gov.au/publications/2004/06/toolkit) to help agencies match their online content to the expectations of their customers. This toolkit was developed through a pilot project between AGIMO and a number of the Australian Government's customer-focused portals.
The toolkit involves:
- User needs analysis - identifying typical customers and conducting interviews with them to determine the most important information and services they expect from a website. This helps to identify and prioritise content to be made available on a site.
- Useability testing - observing how customers use websites to find relevant content. This helps determine how best to present content.
1.2.19 Australian Government Consultative Committee on Knowledge Capital
Studies highlight that more than 60 per cent of the assets of organisations are tied up in knowledge capital which, under current accounting rules and practices is neither represented nor valued. This weakens the capacity to make well-informed investment decisions and underestimating the value created by agencies through the expenditure of public funds. This applies to the public sector as much as it does to the private sector. To address this deficiency, which is particularly evident in projects involving ICT, in 2003 the Office established the Australian Government Consultative Committee on Knowledge Capital.
The Committee's membership is drawn from the public, private and university sectors and includes senior representatives from the accounting and actuarial professions. Its agenda is to develop mechanisms to measure knowledge capital and to have these mechanisms incorporated in government and international accounting standards.
The knowledge capital committee, in cooperation with the Office, helped establish a Centre for the Management of Knowledge Capital in public and private sector organisations at the Macquarie Graduate School of Management, a first in Australia. The Centre commenced operation in March 2004 and is expected to make a major contribution to the work of the Committee.
The results of the Committee's work will be made public at an international conference on measuring knowledge capital scheduled for October 2005.
1.2.20 Gatekeeper Strategy
The Gatekeeper strategy (http://www.agimo.gov.au/infrastructure/gatekeeper) provides a framework for the implementation of Public Key Infrastructure (PKI) in Government for authentication of external clients. Operationally it is a standards-based, technology neutral accreditation program for PKI service providers.
On 16 April 2004, AGIMO signed a Transition Agreement with the National Association of Testing Authorities (NATA) for the transfer of the management and administration of Gatekeeper (the Australian Government's PKI framework). The transition period is 12 months with inbuilt key performance indicators and review periods, recognising that either party may terminate the Agreement prior to the expiry of the 12 months. After the end of the 2003-04 financial year AGIMO and NATA agreed to terminate the transition agreement following the withdrawal from the market of private sector providers of digital certificates and a report by the Joint Committee on Public Accounts and Audit recommending that Gatekeeper be reviewed.
In August 2003, the ANZ Bank's implementation of the Identrus PKI achieved Gatekeeper recognition for equivalence with the Australian Business Number Digital Signature Certificate.
PKI is a system of cryptographic technologies and standards, management entities, management processes, policies and controls, to enable the widespread and open use of public key certificates. Further information on Gatekeeper can be found at http://www.agimo.gov.au/infrastructure/gatekeeper
Identrus is a globally recognised framework formed by global financial institutions for the implementation of PKI to facilitate business to business e-commerce. Further information is available at http://www.identrus.com
1.2.21 Government Bookshop Network
Implementing an Australian Government decision announced in May 2003, the Office closed the Government Bookshop Network in October 2003.
The Network was no longer meeting its policy objectives. Revenue from sales was falling significantly, due in part to an increase in the number of government publications available free of charge on the internet and the use of alternative distribution channels. It was estimated that only 20 per cent of government publications were distributed through the Network. Operational costs were increasing with the Network making a net loss in excess of $4.5 million in 2002-03. Responsibility for the distribution of publications rests with author agencies, and most departments and agencies were already using other distribution arrangements better suited to their needs, in place of, or in addition to, the Network. The Office worked closely with those agencies that were affected by the Network's closure to ensure a smooth transition to alternative distribution arrangements.
1.2.22 Register of Australian Government Publications
To improve access to Australian Government publications, the Office developed a new online Register of Australian Government Publications (http://www.publications.gov.au). The first stage of the Register, launched in October 2003, provided links to agency publication pages and information on new distribution arrangements for publications previously sold through the Government Bookshop Network. Further development of the Register is underway and will enable searching by title for a wide range of government publications.
1.2.23 Whole-of-Government Directories
AGIMO makes offline access to government information easier through the release of A Guide to the Australian Government 2003: Structure, organisations and key people, which was last published in September 2003.
A new version of the government online directory website was released in May 2004 - http://www.directory.gov.au. The new product contains improved navigation, structuring of information and the ability to print organisational entries in a format similar to that of the printed Guide to the Australian Government. It also provided an improved system for managing, sharing and integrating directory information within the Australian Government.
1.2.24 Operation of Whole-of-Government Websites
AGIMO manages online mechanisms to enhance public access to Australian Government information. AGIMO manages whole-of-government websites such as http://www.australia.gov.au, http://www.fed.gov.au, and http://www.gov.au. A new version of the http://www.australia.gov.au website was launched in 2004, integrating the best features of http://www.australia.gov.au and http://www.fed.gov.au. This brought together, in one easily identifiable place, a complete collection of Australian Government information and services.
A new version of the portal site for Australian Government employees, http://www.fedinfo.gov.au, was also released in June 2004 with improved browse and search functionality.
1.2.25 Desktop Security
AGIMO, in consultation with other agencies and vendors, investigated security concerns with hidden and unwanted metadata in desktop applications that could be inappropriately accessed by third parties. In February 2004 the Chief Information Officer Committee (CIOC) agreed to an AGIMO approach to review existing desktop applications and develop solutions to deny access to such metadata.
The proliferation of ICT environments across government meant that no one solution would suit all agencies, as such a variety of products and applications are used by agencies to provide solutions that best meet their specific business requirements.
AGIMO identified a product providing a solution to the problem of hidden metadata, Adobe Acrobat Elements 6.0, and facilitated a whole-of-government standing offer with Adobe Systems in May 2004. This arrangement has provided considerable savings to the Australian Government. The price negotiated on the Adobe product under this arrangement is in the order of 35 per cent below the standard government price.
1.2.26 Australian Government Branding Guidelines
The Australian Government decided in June 2003 that common branding would apply to all Australian Government departments and agencies. The Department of Prime Minister and Cabinet issued The Australian Government Design Guidelines to help departments and agencies ensure the new branding design is consistently applied.
The Office developed guidelines in consultation with agencies to assist in implementing the Australian Government branding decision for the online environment. The Guidelines were released in November 2003 (http://www.agimo.gov.au/branding).
The online Guidelines cover the use of the Commonwealth Coat of Arms, website navigation elements and provision of a consistent user experience.
1.2.27 Communication and Promotion of E-government Best Practice
Twelve new Better Practice checklists were developed in consultation with key government agencies (http://www.agimo.gov.au/practice/delivery/checklists). The new checklists covered content management, intranets, online policy consultation, website usage monitoring and evaluation, knowledge management, information architecture, website search facilities, spatial data, digitisation of records, access and equity issues for websites and marketing e-government initiatives. Eight checklists were updated.
Guidelines for Establishing and Facilitating Communities of Practice (where stakeholders come together to deal with common issues) were published by the Office in 2003. These guidelines were developed to foster a consistent approach to establishing and facilitating communities of practice and thus provide more consistent experience for participants. Three communities of practice were established and supported. They focus on content management, marketing of e-government services and the interests of Australian Government agencies based in Victoria.
Half-day Information seminars were conducted in Canberra to inform Australian Government agencies about current issues and the work of the Office and the IMSC. The Office held interstate seminars in Brisbane, Sydney, Perth and Melbourne, in conjunction with the Australian Public Service Commission (APSC) and state counterpart agencies. These seminars discussed the changing environment for government services and the impacts on government. Feedback was positive, with all seminars well attended.
Eleven information forums were held to update agencies on specific issues and share better practice. Topics covered included archiving, domain names, digitisation, security, telecommunications arrangements and electronic document management.
1.2.28 Style Guide
To facilitate access to government information and services, AGIMO is responsible for guidance material to assist Australian Government agencies produce publications in both electronic and print form. These include:
- Australian Style - a newsletter focusing on language and style issues. The content is prepared by the Style Council Centre of Macquarie University. The latest edition was published by AGIMO in June 2004.
- The Style Manual for Authors, Editors and Printers. It provides guidance and recommendations for anyone preparing material for publication. The 6th edition was re-printed in 2003 and has reached total sales of over 20 000 copies.
1.2.29 AGIMO Website
The AGIMO website (http://www.agimo.gov.au) is used to disseminate information about Australian Government policies and guidelines to government agencies and the public. It promotes interaction between AGIMO and its stakeholders on ICT issues and allows clients to provide feedback on services, advice and products. The website was redeveloped during 2003-04 with an open source content management system that will be made available to Australian Government agencies at no direct cost from 2004-05.
Section B
Performance results for Outcome 1 and Output 1.2
On 10 March 2004, the Minister announced the creation of the Australian Government Information Management Office to focus on promoting and coordinating the efficient application of information and communications technology for the delivery of Australian Government programs and services.
The functions relating to broader information economy policy, research and programs were transferred to the Department of Communications, Information Technology and the Arts (DCITA). These functions were listed as Output 1.1 in the PBS 2003-04, NOIE, p518. DCITA will provide the performance information in relation to this Output as part of its annual report.
The following tables provide information on NOIE/AGIMO's actual performance for Outcome 1, Output 1.2 against the performance indicators listed in the Portfolio Budget Statements 2003-04.
Effectiveness - Overall achievement of the Outcome measures, indicators and targets used as appropriate Australia's Participation in the Information Economy
Table 2 Outcome 1 - Performance Results Relating to Quality, 2003-04
| Planned Performance Quality | Actual Performance |
| Recognition of the Australian Government as an exemplary user of information tools and systems |
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| Quality, timeliness and relevance of advice to Government provided by AGIMO. |
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Table 3 Outcome 1 - Performance Results Relating to Quantity, 2003-04
| Number of government services available online. |
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| Level of usage of government services online. |
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Strategic advice, activities and representation relating to the application of new technologies to government administration, information and services
Table 4 Output 1.2 - Performance Results Relating to Quality, 2003-04
| Planned Performance Quality | Actual Performance |
| An effective governance framework for the application of new technologies to government information, services and administration that affects multiple agencies or whole-of government |
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| Fostering transformation of government information and services through the provision of strategies, frameworks and approaches to enhance the links between business drivers and technology opportunities. |
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Table 5 Output 1.2 - Performance Results Relating to Quantity, 2003-04
| Planned Performance Quality | Actual Performance |
| Extent to which Commonwealth agencies apply NOIE frameworks, information standards, principles, guidelines and tools. |
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| Extent to which Commonwealth agencies apply whole-of-government initiatives supported by IMSC/CIOC. |
Commonwealth and State Government agencies have participated in the development of frameworks supported by the IMSC and CIOC
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Section C
Financial Performance
The operating result for 2003-04 was a deficit of $0.719 million.
The operating deficit is within the approved operating loss of $3.536 million. The lower than forecast deficit is primarily due to a lower than anticipated level of write-off activity from the closure of the Government Bookshop Network. The deficit was also reduced by the deferral of expenditure to 2004-05.
Total operating revenue for 2003-04 was $33.240 million. This represents a reduction of $10.256 million from 2002-03, due to the closure of the Government Bookshop Network, transfer of the Regulatory and Analysis Group to DCITA on 8 April 2004 and the finalisation of programs. Total AGIMO expenses for 2003-04 were $33.959 million, a decrease of $14.228 million.
An overview of AGIMO's financial performance is provided at Table 6.
Table 6 Resources for Outcomes
| Budget 2003-04 $'000 |
Actual |
Variation (Column 2 minus column 1 $'000 |
Budget |
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| Administered Expenses including third parties | 6 322 | 1 153 | (5 169) | - |
| Total administered expenses | 6 322 | 1 153 | (5 169) | |
| Price of Departmental Outputs Output Group 1.1 (2003-04) - Strategic advice, activities and representation relating to Australia's development as an information economy |
13 711 | 9 527 | (4 184) | - |
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Output Group 1.1 (2004-05) - Strategic advice, activities and representation relating to the application of existing and new technologies to government administration, information and services |
- | - | - | 20 115 |
| Output Group 1.2 - Strategic advice, activities and representation relating to the application of new technologies to government administration, information and services | 20 382 | 21 672 | 1 290 | - |
| Revenue from Government Appropriation for Departmental Outputs Revenue from other sources |
34 093 1 768 |
31 199 2 041 |
(2 894) 273 |
20 115 335 |
| Total price of outputs | 35 861 | 33 240 | (2 621) | 20 450 |
| AGIMO Total price of Outputs and Administered Expenses | 42 183 | 34 393 | (7 790) | 20 450 |
Average staffing level (number) |
2003-04 155 |
2003-04 114 |
Note 1. As a result of the Administrative Arrangements Order of 8 April 2004, the functions associated with the former Output 1.1 were transferred to the Department of Communications, Information and Technology and the Arts. Output 1.1 in 2004-05 is substantially a transfer of 2003-04 Output 1.2.
Note 2. Budget amounts for 2003-04 are as per the Portfolio Additional Estimates Statement 2003-04.