Appendices


Appendices

Appendix A — Consultancy Services
2008-09

Figure 60—Consultancy expenditure for 2008-09 for $10,000 or more

Consultant

Description

Contract expenditure

Selection process (1)

Justification (2)

AECOM Australia Pty Ltd (Bassett Consulting Engineers)

Electronic security systems review

$13,939

Restricted

B

Australian Government Solicitor

Legal services

$24,436

Panel

B

Legal services

$84,767

Panel

B

Australian Public Service Commission

Career Transition Advice

$13,200

Direct

B

Blake Dawson

Legal services

$21,133

Panel

B

Legal services

$34,111

Panel

B

CRS Australia

Disability Access Audit of APH

$18,370

Restricted

C

Davidson Trahaire Corpsych Pty Ltd

Employee Assistance Program - Services 2008

$22,688

Open

B

Foodservice Consultants Australia Pty Ltd

Transition in and out support for Catering contractors

$18,700

Direct

B

Grey Advantage Consulting Pty Ltd

Financial advice for Catering Contracts

$16,786

Direct

C

Financial advice for Catering Contracts

$17,432

Direct

C

R D Gossip Pty Ltd

Parliament Drive one way road upgrade project - Design stage

$62,317

Direct

B

HBO EMTB Interiors (ACT) Pty Ltd

Basement Accommodation and Storage Review

$95,053

Restricted

B

Additional Accommodation Review

$15,336

Direct

B

LFA (ACT) Pty Ltd

Architectural services

$21,615

Open

B

Marloc Engineering & Car Repairs

Engineering review of cargo trailers

$19,008

Direct

B

Minter Ellison

Legal services

$18,938

Panel

B

Legal services

$37,594

Panel

B

National Safety Council of Australia Limited

Roof access safety system investigation

$17,078

Restricted

B

Northrop Consulting Engineers Pty Ltd

Archive upgrade for the House of Representatives

$26,004

Restricted

A

Orima Research Pty Ltd

DPS Staff Survey

$27,583

Direct

B

Parsons Brinkerhoff Australia

Provision of energy audit services

$91,549

Open

C

Peckvonhartel

Upgrade to Security Point One Entry

$62,392

Open

A

Redbox Design Group

Review of the Parliament House landscape

$16,258

Direct

B

SAI Global Vic

Provision of SafetyMap Certification for OHS

$26,356

Restricted

B

SCG Consulting Pty Ltd

Upgrade to Peoplesoft

$16,940

Direct

B

Sinclair Knight Merz (ACT)

Parliament House roof area security feasibility study

$40,700

Restricted

B

Mail screening feasibility study

$46,200

Restricted

B

Trident Media Partners

Consultancy for Broadcasting services

$17,269

Direct

B

Walter Turnbull

(Internal audits)

Financial processing Phase two

$10,700

Panel

C

Certificate of Compliance

$12,653

Panel

C

Risk Management

$10,065

Panel

C

Recruitment Processes

$10,230

Panel

C

Central register of contracts

$10,622

Panel

C

TOTAL

$998,022

(1) Explanation of selection process terms

Direct sourcing: A single potential supplier is invited to bid because of their unique expertise and their special ability to supply the services sought.
Restricted sourcing: A number of potential suppliers are invited to bid because of their unique expertise and their special ability to supply the services sought.

Open sourcing: An opportunity for any potential supplier to bid to supply the services sought.

Panel: An arrangement under which a number of suppliers, usually selected through a single procurement process, may each supply services to the department as specified in the panel arrangements. This category includes standing offers and supplier panels where the consultant offers to supply services for a pre-determined length of time, usually at a pre-arranged price.

(2) Justification for decision to use consultancy

A Need for independent research or assessment
B Need for specialised or professional skills
C Skills currently unavailable within agency

Appendix B — Material Errors in 2007-08 annual report

There were no material errors in the Department of Parliamentary Services Annual Report and Financial Statements 2007-08.

Appendix C — Agency resource statement and summary resource tables by outcomes

DEPARTMENT OF PARLIAMENTARY SERVICES
Agency Resource Statement - 2008-09
Appropriation (Parliamentary Departments) Act (No. 1) 2008-2009
    Actual   Payments   Balance
Available Made Remaining
Appropriations
2008-09 2008-09 2008-09
$'000 $'000 $'000
Ordinary Annual Services
Departmental appropriation
Balance carried forward from previous year 65,753
Departmental appropriation 116,913 124,426
S.31 Revenue 8,604
sS30 refunds 55
Total 191,325 124,426 66,899
Administered expenses
Administered appropriation 11,446 8,859 2,587
         
Total ordinary annual services 191,325   124,426   66,899
1. These figures are extracted from note 21 of the 2008-09 financial statements after adjusting for GST payments and receipts.
2. The appropriation amount includes $61k that was received in 2008-09 and appropriated in 2009-10 as a prior year departmental appropriation.

 

DEPARTMENT OF PARLIAMENTARY SERVICES
Resources for Outcomes
Outcome 1: Occupants of Parliament House are supported by integrated services and facilities, Parliament functions effectively and its work and building are accessible to the public      
Budget Actual Variation
Expenses
2008-09 2008-09 2008-09
$'000 $'000 $'000
(a) (b) (a)-(b)
Administered appropriations 11,446 18,487 (7,041)
Total administered appropriations 11,446 18,487 (7,041)
Departmental Output
Output 1 - Library Services
Output 1.1 - Research Services 11,574 11,600 (26)
Output 1.2 - Information Access Services 9,858 10,480 (622)
   
Subtotal for output 1 21,432 22,080 (648)
Output 2 - Building and Occupant Services
Output 2.1 - Security Services 31,244 32,447 (1,203)
Output 2.2 - Facilities Services 10,719 10,905 (186)
Subtotal for Output 2 41,963 43,352 (1,389)
Output 3 - Infrastructure Services
Output 3.1 - Building Infrastructure Services 20,760 19,874 886
Output 3.2 - IT Infrastructure Services 21,346 20,052 1,294
Subtotal for Output 3 42,106 39,926 2,180
Output 4 - Parliamentary Records Service
Output 4.1 - Broadcasting Services 6,719 6,267 452
Output 4.2 - Hansard Services 10,823 11,517 (694)
   
Subtotal for Output 4 17,542 17,784 (242)
   
Total for outcome 1
Departmental   123,043 123,142 (99)
Administered 11,446 18,487 (7,041)
       
   
Average staffing level (number)   811  
* full-year budget, including any subsequent adjustment made to the 2008-09 budget
1. The budget amount is taken from the Budgeted Expenses and Resources from Outcome table, 2008-09
estimated actual column of the 09-10 PBS
2. The actual expenses are taken from the 2008-09 financial statements note 24B.

Glossary

Set out below is a glossary of technical terms, or ordinary words used technically, and a list of acronyms and abbreviations used in this document.

Accrual accounting—The system of accounting where items are brought to account as they are earned or incurred (and not as cash received or paid) and included in the financial statements for the periods to which they relate.

Administered items—Expenses, revenues, assets or liabilities managed by agencies on behalf of the Commonwealth. Agencies do not control administered items. Administered expenses include grants, subsidies and benefits. In many cases, administered expenses fund the delivery of third party outputs.

AFP-Uniform Protection—A part of the Australian Federal Police's (AFP) Protection portfolio, AFP-Uniform Protection (AFP-UP) ensures that individuals and interests identified to be at risk by the Commonwealth are kept safe and have their dignity preserved. AFP-UP provides protective security for Commonwealth Government facilities (including Parliament House) and personnel in a variety of locations throughout Australia and overseas.

Agencies—The basic unit of organisation covered by the budget, and focus for assessing management performance and implementing government policy. Agencies are departments of state (eg the Department of Finance and Administration), parliamentary departments (eg DPS) and other agencies prescribed under the Financial Management and Accountability Act 1997 (eg the Australian Taxation Office). Authorities are bodies corporate (eg the Australian Broadcasting Corporation) which are, for legal purposes, entities in their own right in that they are separate from the Commonwealth Government and are governed by the Commonwealth Authorities and Companies Act 1997.

Appropriation—An authorisation by Parliament to spend monies from the Consolidated Revenue Fund.

Assets—Future economic benefits controlled by an entity as a result of past transactions or future events.

Authorities—see Agencies.

Building Condition Index—A measurement of the current condition of the maintenance of the building, expressed as a percentage of the original condition.

Building fabric—The basic elements making up a building; the carcass without finishings or decoration.

Business model—A business model describes a broad range of informal and formal models that are used to represent various aspects of business, such as operational processes, organisational structures and financial forecasts.

Capital expenditure—Expenditure by an agency on capital projects, for example purchasing a building.

Cash accounting—The system of accounting that records cash receipts, payments and balances and provides reports that show the sources of cash and how cash was used.

Chamber departments—The Department of the Senate and the Department of the House of Representatives, so called because each supports a chamber of the Commonwealth Parliament.

Chief Executive—The ultimate level of individual responsibility within an agency. In the case of DPS it is the Secretary.

Chief Executive's Instructions—Procedural instructions given by a Chief Executive to manage the affairs of the department in a way that promotes the efficient, effective and ethical use of Commonwealth resources.

Closed circuit television—Known as CCTV, the expression refers to the use of television cameras for surveillance purposes. Unlike broadcast television, all devices are linked directly, usually by cables. CCTV pictures are viewed and/or recorded, but are not broadcast.

Comcare—Comcare is the workers' compensation insurer for the Commonwealth Government, providing safety, rehabilitation and compensation services to Commonwealth employees (and employees of the ACT Government) under the auspices of the Safety, Rehabilitation and Compensation Commission.

Competitive tendering and contracting—Represents the process of contracting out the delivery of Government activities that were previously performed by a Commonwealth agency to another organisation following a competitive tendering process.

Comcover—Comcover is the Commonwealth's self-managed fund for insurable risk.

Consolidated Revenue Fund—Section 81 of the Constitution stipulates that all revenue raised or money received by the Commonwealth forms the one consolidated revenue fund (CRF). The CRF is not a bank account. The Official Public Account reflects most of the operations of the CRF.

Corporate governance—The structures and processes employed by an organisation to facilitate accountability to stakeholders, as well as successful performance. It is generally understood to encompass authority, accountability, stewardship, leadership, direction and control.

Departmental items—Assets, liabilities, revenues and expenses which are controlled by the agency in providing its outputs. Departmental items would generally include computers, plant and equipment assets used by agencies in providing goods and services and most employee expenses, supplier costs and other administrative expenses incurred.

Design Integrity Index—A measurement of the current condition of the building, assessed against the Design Integrity Indicators and expressed as a percentage of the original condition.

DPS Services Catalogue—A catalogue providing information about the services available from the Department of Parliamentary Services.

Emergency Control Committee—An inter-departmental committee to coordinate fire and emergency arrangements, procedures and policy among Parliament House building occupants.

Engineering Systems Condition Index—A measurement of the current operation and condition of the engineering systems in Parliament House against the expected decline of those systems through their life cycles.

Equity—The residual interest in the assets of a reporting entity after deduction of its liabilities.

Expenses—Consumption or losses of future economic benefits in the form of reductions in assets or increases in liabilities of the entity.

Fabric—see Building fabric.

Financial Management and Accountability Act 1997 (FMA Act)—The principal legislation governing the proper use and management of public property and other Commonwealth resources by Commonwealth agencies. FMA Regulations and FMA Orders are made pursuant to the FMA Act.

Financial results—The results shown in the financial statements of an entity.

Gift Collection—See Parliament House Art Collection.

Hansard—Hard copy and electronic reports of proceedings in the Senate, the House of Representatives and the Main Committee of the House of Representatives and transcripts of parliamentary committees and some ministerial or parliament-related conferences.

Historic Memorials Collection—See Parliament House Art Collection.

The Landscape Condition Index—A measurement of the current condition of the landscape surrounding Parliament House, expressed as a percentage of the total possible condition.

Liabilities—Future sacrifices of economic benefits that the entity is presently obliged to make to other entities as a result of past transactions or other past events.

Materiality—This concept is assessed taking into account the planned outcome and the relative significance of the resources consumed in contributing to the achievement of that outcome.

Operating result—The difference between revenues and expenses; either a surplus or a deficit.

Outcomes—Results, impacts or consequences of actions by the Commonwealth on the Australian community. Outcomes are the results or impacts that the Government wishes to achieve. Actual outcomes are the results or impacts actually achieved.

Output groups—The aggregation of outputs based on a consistent type of product or beneficiary target group. Aggregation may also be needed for the provision of adequate information for performance monitoring, or based on a materiality test.

Outputs—The goods and services produced by agencies on behalf of Government for external organisations or individuals. Outputs include goods and services produced for other areas of Government external to the agency.

Parliament House Art Collection—Comprises a number of stand-alone collections (the Rotational Collection, the Architectural Commissions, the Historic Memorials Collection, the Gift Collection, the Constitutional Documents and the Archive).

Parliamentary Precincts—The Parliamentary Precincts are defined in the Parliamentary Precincts Act 1988; in general terms they consist of the area within the inner kerb of Capital Circle, and all buildings, structures and works, and parts of buildings, structures and works, on, above or under that land.

Performance information—Provides evidence about performance that is collected and used systematically, and that may relate to appropriateness, effectiveness and efficiency and the extent to which an outcome can be attributed to an intervention. Performance information may be quantitative (numerical) or qualitative (descriptive); however, it should be verifiable. Performance measures are more precise than indicators, and are used when there is a causal link between an intervention and a measurable change in performance.

Portfolio Budget Statements—Statements prepared by agencies to explain the Budget appropriations in terms of outcomes and outputs.

Purchaser/provider arrangements—Includes arrangements under which the outputs of one agency are purchased by another agency to contribute to the other agency's outcomes.

Presiding Officers—Two Members of Parliament elected to preside over, or be in charge of, the business, proceedings and administration of a House of Parliament. In the Senate the Presiding Officer is called the President, and in the House of Representatives, the Speaker.

Price—The amount the Government or the community pays for the delivery of agreed outputs.

Quality—Relates to the characteristics by which customers or stakeholders judge an organisation, product or service. Assessment of quality involves use of information gathered from interested parties to identify differences between users' expectations and experiences.

Quantity—The size of an output.

Receipts—The total or gross amount received by the Commonwealth. Each receipt item is either revenue, an offset within outlays, or financing transactions. Receipts include taxes, interest, charges for goods and services, borrowings and Government business enterprise dividends received.

Security Management Board—This body is established by the Parliamentary Service Act 1999, and provides advice as required to the Presiding Officers on security policy, and the management of security measures, for Parliament House. The board has three members, who may, with the Presiding Officers' permission, invite others to attend their meetings.

Service charter—A public statement about the service that a department will provide and what clients can expect from the department. It is Government policy for departments that provide services direct to the public have service charters in place.

Staff Dining Room—The Staff Dining Room is also referred to as the Staff Cafeteria or the Staff Café.

Table Office—The office within the Department of the Senate or the Department of the House of Representatives which provides documentary and advisory support to facilitate the effective operation of the parliamentary chambers.

Third party outputs—Goods or services delivered to the community by entities outside the Commonwealth general Government sector. They are outputs wholly or partly funded by administered items and are directed to achieving planned outcomes.

Acronyms and abbreviations

AFP

Australian Federal Police

AFP-UP

Australian Federal Police-Uniform Protection

ANAO

Australian National Audit Office

AWA

Australian Workplace Agreement

BCA

Building Code of Australia

BCI

Building Condition Index

BDMP

Broadcast and Digital Media Projects

BFG

Broadcast Facsimile Gateway

BSB

Building Services Branch

CA

Certified Agreement

CCTV

Closed Circuit Television

CDS

Commonwealth Disability Strategy

CEI

Chief Executive's Instruction

CEO

Chief Executive Officer

CEP

Central Enquiry Point (Library)

CEP

Chief Executive Procedure

CFO

Chief Finance Officer

CIR

Continuous improvement review

CMB

Content Management Branch

CPG

Commonwealth Procurement Guidelines

DI

Design integrity

DII

Design Integrity Index

DPS

Department of Parliamentary Services

EAP

Employee assistance provider

EMMS

Electronic Media Monitoring Service

EMS

Environmental management system

ESCI

Engineering Systems Condition Index

ESD

Ecologically sustainable development

Finance

Department of Finance and Administration

FOI

Freedom of Information

GJ

Gigajoule (a joule is a measure of energy; giga is 109)

HCO

Harassment Contact Officer

IAB

Information Access Branch

ICT

Information and communications technology

IDP

Individual development plan

ISB

Infrastructure Services Branch

ITSA

Information Technology Security Adviser

JHC

Joint House Committee

kL

Kilolitre (1,000 litres)

LCI

Landscape Condition Index

OHS

Occupational health and safety

OneOffice

Parliamentary computing platform

ParlInfo

Parliamentary information system

PBS

Portfolio Budget Statement

PCN

Parliamentary Computing Network

PHAC

Parliament House Art Collection

PMAS

People Management and Strategy Section

POITAG

Presiding Officers' Information Technology Advisory Group

PSDB

Product and Service Development Branch

PSLO

Parliamentary Service Liaison Officer

PSS

Parliamentary Security Service

RAP

Request approval process

RB

Research Branch

SBSB

Strategy and Business Services Branch

SES

Senior Executive Service

TIPS

Threat Image Protection System

VBIEDs

Vehicle-borne improvised explosive devices

Compliance Index

The Department of Parliamentary Services is required to present its annual report to each House of the Parliament under paragraph 65(1)(c) of the Parliamentary Service Act 1999.

Under subsection 65(2) of the Parliamentary Service Act 1999, the department's annual report must be prepared in accordance with guidelines approved on behalf of the Parliament by the Joint Committee of Public Accounts and Audit (JCPAA). The Requirements for annual reports for departments, executive agencies and FMA Act bodies (the Requirements) were revised and reissued in June 2009.

The Requirements stipulate a core set of mandatory information which must be included in annual reports to ensure that accountability requirements are met and to provide consistency for readers. There are other items which are suggested for inclusion on the basis of making the annual report as informative as possible.

The following table shows where the mandatory information specified by the Requirements may be found in this report.

Part of report

Requirement item

Location

Letters of transmittal

Pages iii and v

Aids to access

Table of contents

Page viii

Index (PDF only)

Page 201

Glossary

Page 187

Acronyms and abbreviations

Page 191

Contact officer

Page ii

Internet home page address and Internet address of report

Page ii

Part 1—Secretary's review

Review by departmental Secretary

Page 11 to 13

Summary of significant issues and developments

Page 11 to 13

Overview of department's performance and financial results

Page 11 to 13

Outlook for 2009 -10

Page 11 to 13

Part 2—Departmental overview

Overview description of department

Page 17

Role and functions

Page 17 - 27

Organisational structure

Page 18

Outcome and output structure

Figure 14
page 57

Where outcome and outputs structures differ from PBS format, details of variation and reasons for change

Not applicable

Part 4—Report on performance

Review of performance in relation to outputs and contribution to outcome

Page 55

Actual results against performance targets set out in PBS

Part 4 and Part 5
(Part 3 Parliamentary Library)

Performance of purchaser / provider arrangements

Not applicable

Where performance targets differ from the PBS, details of both former and new targets, and reasons for the change

Not applicable

Narrative discussion and analysis of performance

Part 4 and Part 5
(Part 3 Parliamentary Library)

Discussion and analysis of financial performance

Financial statements (PDF)
page 125

Summary resource tables by outputs (PDF)

Note 24 to financial statements
page 173 and appendix C

Part 6—Management and accountability

Page 107 to 121

Corporate governance

Statement of the main corporate governance practices in place

Page 107 to 112

Senior management committees and their roles

Page 107 to 110

Corporate and operational planning and associated performance reporting and review

Page 112

Identification of areas of significant financial or operational risk and arrangements in place to manage risks

Page 110

Certification of department's compliance with the Commonwealth Fraud Control Guidelines

Page 116

Maintenance of appropriate ethical standards

Page 110

External scrutiny

Significant developments in external scrutiny

Page 120

Judicial decisions and decisions of administrative tribunals

Page 120

Reports by the Auditor-General, a Parliamentary Committee or the Commonwealth Ombudsman

Page 120

Management of human resources

Assessment of effectiveness in managing and developing human resources

Page 113

Workforce planning, staff turnover and retention

Page 113

Impact and features of collective agreements, determinations, common law contracts and AWAs

Page 113

Training and development undertaken and its impact

Page 115

Occupational health and safety performance

Page 117

Statistics on staffing

Page 114

Collective agreements, determinations, common law contracts and AWAs

Page 113

Performance pay

Page 113

Assessment of effectiveness of assets management

Page 120

Assessment of purchasing against core policies and principles

Page 118

Summary statement detailing consultancy services contracts

Page 119

Absence of provisions in contracts allowing access by the Auditor-General

Page 119

Contracts exempt from AusTender

Page 119

Report on performance in implementing the Commonwealth Disability Strategy

Page 118

Financial Statements (PDF)

Page 125

Occupational health and safety (section 74 of the Occupational Health and Safety Act 1991)

Page 117

Freedom of Information (subsection 8(1) of the Freedom of Information Act 1982)

Page 120

Advertising and Market Research (Section 311A of the Commonwealth Electoral Act 1918)

Page 121

Ecologically sustainable development and environmental performance (Section 516A of the Environment Protection and Biodiversity Conservation Act 1999)

Part 5

Grant Programs

Page 121

Correction of material errors in previous annual report

Page 183

Global Reporting Initiative Index

Environmental information contained in Part 5 of the DPS Annual Report is structured using the core Global Reporting Initiative (GRI) environment performance indicators as a framework—see www.globalreporting.org for more information. The GRI is an independent institution that provides a reporting framework allowing suitable benchmarking currently used by several Commonwealth agencies—including the Department of the Environment, Water, Heritage and the Arts (DEWHA).

DPS has reported against GRI indicators relating to its specific functions since 2003-04, in separate stand-alone environmental performance reports. Previous reports are available on the Parliament House web site at the following address: http://www.aph.gov.au/dps/building/EMS/EM_Perfomance.htm.

Figure 61—GRI Indicators

GRI environmental indicators

Location

Material indicators

EN 1 Total materials use other than water, by type

Pages 92, 97 and 101 indicate some purchased materials with environmental impacts. Data not available on total use

EN 2 Percentage of materials used that are wastes (processed or unprocessed) from sources external to the reporting organisation.

See page 101

Energy indicators

EN 3 Direct energy use segmented by primary source

See Figure 46

EN 4 Indirect energy use

Indirect energy not measured. Greenhouse gas emissions from indirect energy use are shown in Figure 50

Water indicator

EN 5 Total water use

See page 95 - 97

Biodiversity indicators

EN 6 Location and size of land owned, leased, or managed in biodiversity-rich habitats

Not applicable in 2008-09

EN 7 Description of the major impacts on biodiversity associated with activities and/or products and services in terrestrial, freshwater, and marine environments

Not applicable in 2008-09

Emissions, effluents and wastes indicators

EN 8 Greenhouse gas emissions

See Figure 50
page 103

EN 9 Use and emissions of ozone depleting substances

See page 102 and Figure 52

EN 10 NOx, SOx, and other significant air emissions by type

See Figure 53

EN 11 Total amount of waste by type and destination

See page 101 - 101

EN 12 Significant discharges to water by type

See page 102

EN 13 Significant spills of chemicals, oils, and fuels in terms of total number and total volume

See page 102

Products and services indicators

EN 14 Significant environmental impacts of principal products and services

Not applicable in 2008-09

EN 15 Percentage of the weight of products sold that is reclaimable at the end of the products' useful life and percentage that is actually reclaimed

Not applicable in 2008-09

Compliance indicator

EN 16 Incidents of and fines for non-compliance with all applicable international declarations/conventions/treaties, and national, sub-national, regional, and local regulations associated with environmental issues.

See page 102

List of Figures

 


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