Skip to Content

You are in the AGIMO archive | Archive Home Page | Return to the AGIMO website | Contact Us

AGIMO archive > Publications (NOIE) > 2004 > October > Annual Report 2003 - 2004 > Part 4 - Management and Accountability

The Australian Government Information Management Office Archive

The content on this page and other AGIMO archive pages is provided to assist research and may contain references to activities or policies that have no current application. See the full archive disclaimer.

Part 4 - Management and Accountability

Overview

This section sets out the management and accountability measures in place to meet the Australian Government Information Management Office's (AGIMO's) role and functions as a Prescribed Agency under the Financial Management and Accountability (FMA) Act 1997.

During 2003-04 AGIMO continued to source many of its corporate services through a service level agreement with the Department of Communications Information Technology and the Arts (DCITA). The corporate services delivered to AGIMO under the service level agreement included human resources, information technology and communications, legal services, parliamentary coordination, facilities management including security, and financial services.

Corporate Governance

Senior Executives and their Responsibilities

The role of AGIMO's senior executive is to advise and assist the Minister for Communications, Information Technology and the Arts to fulfil the Minister's obligations to Parliament including accountability through the Annual Report process;

to provide overall leadership of the agency by determining priorities and resource allocation across AGIMO, and driving organisational performance and high priority initiatives; to manage AGIMO in compliance with the Financial Management

and Accountability (FMA) Act 1997 Executive Agency requirements; and to develop and implement strategies to support staff in undertaking their roles and responsibilities.

The Executive comprised:

Mr John Grant has held the positions of acting CEO of NOIE from 8 February to 7 April 2004 and acting Australian Government CIO, AGIMO, since 8 April 2004. Mr Grant was appointed by, and is accountable to, the Minister for Communications, Information Technology and the Arts.

Pursuant to the Public Service Act 1999, Mr Grant has the powers and responsibilities of an agency head. He advises and assists the Minister to fulfil his obligations to Parliament, including accountability through the annual report process.

He also provides overall leadership to AGIMO - by determining priorities and resource allocation, and by driving organisational performance and high priority initiatives.

Two Chief General Managers, Mr Patrick Callioni and Mr James Shaw (acting) are responsible for managing the overall delivery of AGIMO's outputs through:

Senior Management Committees and their Roles

The Australian Government Chief Information Officer is accountable for managing the affairs of the agency in a way that promotes efficient, effective and ethical use of Australian Government resources.

The Australian Government Chief Information Officer may delegate decision-making authority as specified to:

Managers

The principal means of getting AGIMO's work done is through delegation of decision-making and tasks to managers. This involves following any directions given by the Australian Government CIO in the exercising of powers or functions under the delegation.

Committees

AGIMO's committees assist the Australian Government CIO to meet his accountability requirements, by providing advice on specific issues impacting on the operation of the Office.

The SES Business Group provides the highest level of collegiate decision-making in AGIMO. The Fraud, Audit and Evaluation Committee (FAEC) oversees and provides guidance on fraud control, audit and evaluation. The Workplace Consultative Committee (WCC) provides a forum for information sharing and a supervisory role in relation to the implementation of the current Certified Agreement. The Information Management Committee (IMC) provides advice and strategic direction in the management and development of AGIMO's information and online service infrastructure, in support of AGIMO's business goals.

Project Teams

Project Teams may be established to address specific issues over a fixed period of time. These projects may include policy, program or organisational matters.

A chart of AGIMO's committee and project team structure is included at Figure 4.

Committee and project team structure

Executive Management Group (EMG)

The EMG meets at the discretion of the Australian Government Chief Information Officer to deal with issues arising in the management of AGIMO.

Membership

SES Business Group

The SES Business Group provides the highest level of collegiate decision-making in AGIMO. Chaired by the Australian Government CIO, it meets fortnightly to address matters that involve Agency-wide issues.

Functions

The SES Business Group is responsible for advising the Australian Government CIO on matters of corporate governance, with a particular emphasis on the continuous improvement of AGIMO's operational effectiveness. This involves:

Scope

Overseeing:

Membership

Fraud, Audit and Evaluation Committee (FAEC)

FAEC reports to the Australian Government CIO. It is chaired by a CGM and meets quarterly or as required by the chair.

Function

FAEC is responsible for:

Scope

Overseeing:

Membership

Observers

Workplace Consultative Committee (WCC)

WCC is the primary workplace relations consultative body within AGIMO. It is chaired by the Australian Government CIO and meets three times per year, or at other times as required by the chair. WCC has an Occupational Health and Safety (OH&S) sub-committee which reports to it and is responsible for managing AGIMO's OH&S obligations.

Function

WCC is responsible for:

Scope

Membership

Information Management Committee (IMC)

IMC provides advice and strategic direction in the management and development of AGIMO's information and online services infrastructure, in support of AGIMO's business goals. It is chaired by a General Manager and meets monthly, or at other times as required by the chair.

Function

IMC is responsible for:

Scope

Membership

General Manager Corporate and Governance will act as an adviser to the Committee.

Web Content Committee

WCC provides advice on the role of the website/intranet in supporting and communicating AGIMO's business goals, including the governance of AGIMO website updates and projects. It is chaired by a General Manager and meets monthly, or as required. The committee reports to the Information Management Committee (IMC).

Function

WCC is responsible for:

Scope

Membership

Agency Project Teams

The SES Business Group has provision to establish project teams to deal with specific policy, program and organisational matters that are best dealt with outside of Branch responsibilities.

Corporate and Operational Plans and Associated Performance Review

AGIMO reviews and refines the strategic direction of the agency in line with Ministerial priorities.

Approach Adopted to Identify Areas of Significant Financial or Operational Risk and Arrangements in place to Manage Risks

The FAEC (refer Senior Management Committees and their Roles above) assists the Australian Government CIO to promote efficient, effective and ethical use of resources, by overseeing and providing guidance on audit, risk management, fraud control and evaluation activities.

Risk Management

AGIMO has a risk management plan, supplemented by individual risk management plans covering programs and projects. Reports on the plans were provided to the SES Business Group and FAEC. AGIMO's overall risk profile is moderate. AGIMO has also developed a business continuity plan.

Certification of Fraud Measures in Place

Fraud Control and Fraud Risk Assessment Measures

AGIMO has the following measures in place:

Internal Audit Arrangements

AGIMO's internal auditor is KPMG and its external auditor is the Australian National Audit Office (ANAO).

AGIMO's internal audit plan is overseen and appraised by the FAEC. The FAEC adopted an Internal Audit Plan as part of the 2003-04 Business Plan.

The following audits and evaluations were completed during 2003-04:

As a result of these audits and evaluations AGIMO reviewed its processes and restructured where appropriate.

Ethical Standards

AGIMO is committed to supporting and promoting the Australian Public Service (APS) Values and Code of Conduct in accordance with the Public Service Act 1999.

Information about staff and managers' responsibilities under the APS Values and Code of Conduct was included as part of the induction package for new staff, provided through internal training processes and integrated into the performance management process.

Remuneration for Senior Executive Service Officers

The Australian Government CIO determines the remuneration for Senior Executive Service (SES) officers' remuneration. In setting remuneration levels, consideration was given to AGIMO and individual performance outcomes, market forces and the outcomes of the annual Department of Employment and Workplace Relations' SES Remuneration Survey.

External Scrutiny

Judicial or Administrative Tribunal Decisions

No judicial or administrative tribunal decisions had a significant impact on the operations of AGIMO during the financial year.

Ombudsman

In 2003-04, the Ombudsman did not receive any complaints in relation to AGIMO. The Ombudsman made no formal recommendations to AGIMO or formal reports to the Minister under the provisions of the Ombudsman Act 1976. No recommendations for Acts of Grace payments were made.

Auditor-General Reports

The ANAO issued reports in 2003-04 in which AGIMO participated in or had a specific interest, are listed at Appendix 2.

Parliamentary Committees

AGIMO was involved with the following committees:

Joint Committee of Public Accounts and Audit (JCPAA)

Inquiry into the Management and Integrity of Electronic Information in the Commonwealth, (Report 399). AGIMO was the nominated action agency for a number of actions. Tasked as agency to prepare government response.

Senate Standing Committee on Regulations and Ordinances

Office Officials appeared at a private briefing in August 2003.

Joint Committee on Publications

Office officials appeared at a private briefing in October 2003.

House Publications Committee

The committee invited a submission from NOIE. NOIE provided a written submission in December 2003.

The Senate Environment, Communications, Information Technology and the Arts References Committee Libraries in the online environment

NOIE provided a written submission to the Committee in July 2002. The Committee's report was tabled in October 2003.

Management of Human Resources

Workforce Planning, Staff Retention and Turnover

During 2003-04, the Empower Group continued to provide human resource services to AGIMO through the service level agreement with the Department of Communications, Information Technology and the Arts.

The current AGIMO Certified Agreement will nominally expire on 30 June 2005.

During 2003-04, AGIMO underwent a number of structural changes, including machinery of government changes that took effect on 8 April 2004. These changes resulted in the movement of 76 staff from NOIE to DCITA.

Senior Executive Service Movements, 2003-04

The Senior Executive Service (SES) and their responsibilities, as at 30 June 2004, included:

Executive

Mr John Grant, acting Australian Government CIO

Mr James Shaw, acting CGM
Ms Robyn Fleming, GM, Policy and Strategy Branch
Mr John Lalor, acting GM, Service Delivery Branch

Mr Patrick Callioni, CGM
Mr Tony Judge, acting GM, Sourcing and Security Branch for
Mr Steve Alford, GM, Sourcing and Security Branch
Ms Donna Savage, acting GM, Corporate and Governance Branch

Mr Brian Stewart, out-posted officer
Mr Timothy Field, on secondment

SES staff movements

During 2003-04, six SES officers were reassigned to another agency under the machinery of government changes of 8 April 2004. Details of SES staff movements are at Appendix 3. One SES officer was seconded to another agency in February 2004. One remained out-posted for the full reporting period.

Staffing Overview

As at 30 June 2004 AGIMO had 97 ongoing and 11 non-ongoing staff. Details of employment category, gender and classification are detailed in Appendix 4.

Productivity Gains

One of the stated purposes of the Certified Agreement is to provide working arrangements to improve productivity, by reducing costs per unit of output and to improve productive capacity by removing barriers to creativity and collaboration.

Australian Workplace Agreements

Sixteen employees were covered by Australian Workplace Agreements (AWAs) in the financial year 2003-04. This included 7 SES and 9 non-SES staff. The salary ranges of employees under AWAs are provided in Appendix 5.

Non-salary Benefits

A range of non-salary benefits is available for employees covered by AWAs and varies from agreement to agreement, covering items such as:

Performance Pay

Salary advancement is accessible by staff under the provisions of the Performance Management Framework.

In addition, SES and some non-SES staff may have access to bonuses based on performance under individual AWAs.

Fourteen employees received payments related to performance during the 2003-04 financial year. The aggregate cost of these payments totalled $107 923.25.

Details of employee classifications, total paid for each classification level, the average bonus payment at each classification level and the range of those payments are at Appendix 5.

Training and Development Strategies

AGIMO has had access to training and development strategies through its service level agreement with the Department of Communications, Information Technology and the Arts. Details of AGIMO staff training can be found at Appendix 6.

Occupational Health and Safety

AGIMO has procedures and programs to ensure the health and safety of the staff in the workplace.

AGIMO had an Occupational Health and Safety (OH&S) policy and agreement in place, in compliance with the legislative requirements of the Occupational Health and Safety (Commonwealth Employment) Act 1991.

During 2003-04 there were no notifications made under section 68 of the Occupational Health and Safety (Commonwealth Employment) Act 1991. Section 68 of the Act requires notification and reporting of accidents and dangerous occurrences. No investigations relating to AGIMO's undertakings were conducted.

AGIMO had OH&S representatives in each office location that was operational in 2003-04.

All OH&S representatives have been trained by the National Safety Council of Australia (NSCA) in the principles and practice of OH&S risk management. Two occupational health and safety awareness-training sessions have taken place in 2003-04 to ensure that staff have the knowledge and skills to deal with these issues. The OH&S committee met four times during the year.

The Employee Assistance Program is a free, confidential and professional counselling and advisory service available to employees and those in a close relationship with them. Assistance may be provided for:

The service is available as a resource for supervisors and managers in their people management roles, and as a potential resource for referral of employees who are experiencing difficulties at work or at home.

Issues such as return to work, rehabilitation and workstation assessments are managed by SRC Solutions under contract.

Commonwealth Disability Strategy

In accordance with advice from the Department of Family and Community Services concerning reporting requirements for the Commonwealth Disability Strategy (CDS), AGIMO is reporting against the following roles:

AGIMO acknowledges and is committed to its role in the CDS. AGIMO aims to improve the accessibility for, and participation of, people with disabilities across its activities and provide equitable access to all its policies and programs (refer Appendix 7).

Purchasing Polices and Principles

Policy

Value for money and fit for purpose are the core principles governing AGIMO's procurement. They are supported by the underpinning principles of efficiency and effectiveness, accountability and transparency, ethics and industry development.

AGIMO advertises public tenders in the press, publicly available business opportunities in the AusTender system, and reports agency agreements, contracts and standing offers in the Purchasing and Disposals Gazette on the Gazette Publishing System (GaPS).

Performance

In 2003-04, under the service level agreement with DCITA, the Department undertook certain procurement processing functions on AGIMO's behalf including the mandatory gazettal of agency agreements and contracts.

AGIMO maintains a centralised Contracts Unit, which ensures that:

Although AGIMO's contractual arrangements are currently restricted to its work within a discrete environment, contracts of any significant value are offered publicly and advertised in the press, the AusTender website and the Purchasing and Disposals Gazette. Consultancies of a lower value are routinely arranged through restricted tender processes. AGIMO staff were responsible for developing requirements, selecting and managing contractors and contracts to ensure that responsibility and accountability is maintained by the Office.

AGIMO's selection procedures are based on evaluation against published selection criteria. AGIMO staff are provided with risk guidelines and advice on identifying high and low risk contracts. The inclusion of a risk matrix in the procurement guidelines encourages adequate consideration of risk in contract management and provided a consistent framework for assessment of risk factors.

A checklist encourages effective contract management by focusing attention on matters of importance to AGIMO, providing a formal reporting discipline for project officers and their managers and ensuring consistent provision of information for monitoring purposes.

Competitive Tendering and Contracting

Competitive tendering and contracting (CTC) is the process of selecting the most preferred provider of goods or services from a range of bidders by seeking offers and evaluating these against pre-determined selection criteria. Appendix 8 lists details of contracts that were in place during 2003-04.

AGIMO acknowledges the following key principles underpinning a sound CTC process:

During 2003-04 AGIMO commissioned the following two major outsourcing arrangements:

Assets Management

AGIMO's assets comprise leasehold improvements and various items of plant and equipment. These assets are managed to ensure that they are meeting operational needs. They are not significant.

Client Service Charter

AGIMO's service charter reflects the government's commitment for Australian Government agencies to deliver high quality services to customers. The charter represents AGIMO's commitment to high-quality services for its clients. It explains what AGIMO does, the services provided, service delivery standards, client entitlements, feedback mechanisms and complaint handling systems.

AGIMO's client service charter was established after the formation of the agency on 8 April. The establishment of service delivery standards enables AGIMO's performance to be benchmarked and monitored for improvements in performance over time, with current review periods every 12 months.

The charter is reproduced at Appendix 1 and is also available on AGIMO's website at http://www.agimo.gov.au/about/corporate/charter.

Legal Notices