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Annual Report 2002–03Performance ReviewOutput Group 1 Chamber, Main Committee and Community Awareness
Description
Staff supporting the output group assist the House of Representatives Chamber and Main Committee to operate effectively by providing procedural and programming advice, undertaking research, producing documents of record and documents for members, and managing and providing general secretariat support for the Chamber and Main Committee. The output group also encompasses parliamentary outreach and educational functions within Australia. In 2002–03 the expenses for the provision of those services by this output group were $3.56 million, while the budget allocation was $5.25 million. A summary of the financial resources for the output group is provided in Table 1 and staff levels, by location, are shown in Appendix 10. Photograph: Raymond Knight at the Table Office inquiry counter PerformanceThere was a continuing high level of client satisfaction with the quality and timeliness of services provided through the output group. In the survey of members, conducted in June 2003, 95 per cent of responses recorded extreme or high satisfaction (and the remainder satisfaction) with the work of the clerks on duty at the table in the House and Main Committee and with advice and services for members. All members who had used the department's legislative drafting services were satisfied. Ninety per cent of members reported either extreme or high satisfaction with procedural and statistical publications. In 2002–03, the number of sitting days was some 38 per cent higher than in 2001–02, with similar levels of activity in regard to legislation. Table 2, Appendices 1 and 2 and the department's publication Work of the Session (available through the department's website) provide more detailed quantitative information.
(a) Excludes suspensions. (b) Includes bills which passed
both Houses in the financial year but were assented to
Improving performanceThe strategies to improve performance referred to in last year's annual report were continued during 2002–03. These included planning, monitoring and reviewing processes to ensure client requirements were identified and addressed effectively in the short and longer terms, making the best use of technology, and developing staffing capability. The success of these strategies was demonstrated during 2002–03 by indications of improved performance throughout the output group. As outlined previously, new products and services were introduced whilst the high quality of existing advice and services was maintained, expenditure was not increased, and the capability of staffing, systems and processes was sustained or enhanced. Staff from the output group held planning days organised by the various offices to review all aspects of the functions of each area. A number of suggestions, focusing in particular on clarifying client needs and improving liaison with clients, emerged from those sessions and were followed up after those sessions. Progress was monitored informally and formally throughout the year through departmental reporting and performance management systems. Building on work commenced in 2002–03, information technology initiatives to improve Chamber and Main Committee support during the coming year are expected to include the further development of captioning of the telecast proceedings. The department will also continue to monitor scope for greater use of electronic delivery modes (including, for example, electronic petitions) to improve service quality and achieve efficiencies. Access to Chamber related parliamentary material on the internet will be monitored through new and tailored web trend reports. Change management procedures and a future maintenance contract for the DPS will be established. There will continue to be a strong emphasis placed on the development of Chamber support skills in 2003–04, not only through the continuing shadowing system, parliamentary briefings and debriefings, but also through staff rotation and on-the-job training. In relation to the department's community outreach program, the output group will continue to improve and refresh products and activities in order to keep people interested, keep people coming back, and generate new contacts with the community. Using the results of the magazine survey, the editorial team of About the House will continue to refine the content of the magazine to meet the needs of its readers. Other aspects of the community outreach program will also be monitored and reviewed on a continuing basis to ensure that the current high levels of public interest and client satisfaction are maintained. Use of the department's web based outreach products will be closely monitored. OutlookHigh levels of activity are expected to continue in all areas covered by the output group in 2003–04. Our focus will continue to be on the provision of advice and services of the highest standard to support the Chamber and Main Committee, complemented by the ongoing development of staffing capability, and the maintenance and further development of information technology applications. Maintaining and building on the quality of the community outreach program will also be emphasised in the year ahead. Efforts will particularly be directed to broadening the university lecture program. Priority will also be given to marketing the CD-ROM and documentary A House for the Nation, to ensure that the public are aware of the resources on the history and workings of the House now available to them. The department will also look at other ways multimedia might be used to promote the work of the House and its committees. Staff supporting the output group will continue to strive to sustain and improve performance.
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The Table Office, the Chamber Research Office and the Liaison and Projects
Office are the primary contributors to this output group. The departmental
Executive, the Serjeant-at-Arms' Office and, when required, staff
from other departmental offices also contribute.
