Introduction
1.1
This is the Senate Education and Employment Legislation Committee's (the
committee) first report on annual reports for 2018. It provides an overview of
the committee's examination of annual reports for the 2016-17 financial year.
Terms of Reference
1.2
This report was prepared pursuant to Standing Order 25(20) relating to
the consideration of annual reports by committees, which states:
Annual reports of
departments and agencies shall stand referred to the legislation committees in
accordance with an allocation of departments and agencies in a resolution of
the Senate. Each committee shall:
- Examine each annual report referred to it and report to the Senate
whether the report is apparently satisfactory.
- Consider in more detail, and report to the Senate on, each annual report
which is not apparently satisfactory, and on the other annual reports which it
selects for more detailed consideration.
- Investigate and report to the Senate on any lateness in the presentation
of annual reports.
- In considering an annual report, take into account any relevant remarks
about the report made in debate in the Senate.
- If the committee so determines, consider annual reports of departments
and budget-related agencies in conjunction with examination of estimates.
- Report on annual reports tabled by 31 October each year by the tenth
sitting day of the following year, and on annual reports tabled by
30 April each year by the tenth sitting day after 30 June of that year.
- Draw to the attention of the Senate any significant matters relating to
the operations and performance of the bodies furnishing the annual reports.
- Report to the Senate each year whether there are any bodies which do not
present annual reports to the Senate and which should present such reports.
Allocated portfolios
1.3
In accordance with the resolution of the Senate on 31 August 2016 the
committee has oversight of the following portfolios:
- Education and Training; and
- Employment.[1]
Role of annual reports
1.4
Annual reports place information about government departments and
agencies on the public record in relation to the performance, activities,
management and financial position of the reporting body. They are a primary
accountability mechanism and assist the Parliament in the effective examination
of the performance of departments and agencies, and the administration of
government programs.
Annual reporting requirements
1.5
The annual reporting requirements of departments and agencies have a defined
legislative framework.
1.6
The Public Governance, Performance and Accountability Act 2013
(PGPA Act) establishes a performance reporting framework for all
Commonwealth entities and companies. Section 39 of the PGPA Act requires all
Commonwealth entities to prepare an annual performance statement and include
those statements in their annual reports. Entities use the annual performance
statements to report on the results achieved against the targets, goals and
measures established at the beginning of a reporting year in its corporate
plan.
1.7
The Public Governance, Performance and Accountability Rule 2014 (PGPA
Rule 2014), established under the PGPA Act, details the requirements for the
corporate plan, annual performance statements as well as the guidelines for
annual reports.[2]
1.8
A range of PGPA Act bodies provide annual reports which are referred to committees
for examination.
PGPA Act bodies
1.9
The PGPA Act categorises bodies as a Commonwealth entity (either a non‑corporate
Commonwealth entity or a corporate Commonwealth entity), or a Commonwealth
company, as detailed below:
- Non-corporate Commonwealth entity—an entity that is legally and
financially part of the Commonwealth, and includes departments of state, parliamentary
departments, statutory authorities, and listed entities (a body, person, group
of persons or organisation that is prescribed by rules made under the PGPA
Act).
- Corporate Commonwealth entity—a body corporate that has a
separate legal personality from the Commonwealth, and includes certain statutory
authorities. It can act in its own right exercising certain legal rights such
as entering into contracts and owning property.
- Commonwealth company—a company established by the Commonwealth under
the Corporations Act 2001 that is controlled by the Commonwealth.
Annual reporting requirements
1.10
Commencing in the 2015-16 period, annual reporting requirements for non‑corporate
and corporate Commonwealth entities are set out in section 46 of the PGPA Act,
including that annual reports must comply with any requirements prescribed by
the rules. Section 97 prescribes the annual reporting requirements for
Commonwealth companies.
1.11
Below is a summary of the instruments under which the 2016-17 annual reports
were prepared:
Non-corporate Commonwealth
entities:
- PGPA Act, section 46 and the PGPA Rule 2014, Division 3A(A);
- for portfolio departments and executive agencies, the Public
Service Act 1999, subsections 63(2) and 70(2); for parliamentary departments,
the Parliamentary Service Act 1999, section 65; and
- for statutory bodies, relevant enabling legislation.
Corporate Commonwealth entities:
- PGPA Act, section 46 and the PGPA Rule 2014, Division 3A(B); and
- for statutory bodies, relevant enabling legislation.
Commonwealth companies:
- PGPA Act, section 97, which also refers to requirements under the
Corporations Act 2001 and the PGPA Rule 2014, Part 3-3; and
- for statutory bodies, relevant enabling legislation.
Annual reports referred
1.12
In accordance with Senate Standing Order 25(20)(f) this report examines
those annual reports tabled between 1 May 2017 and 31 October 2017. The
committee examined the following reports:
Non-corporate entities:
- Asbestos Safety and Eradication Agency (ASEA);
- Australian Building and Construction Commission (ABCC);
- Australian Research Council (ARC);
- Australian Skills Quality Authority (ASQA);
- Department of Education and Training;
- Department of Employment;
- Fair Work Commission;
- The Fair Work Ombudsman and Registered Organisations Commission
Entity;
- Safe Work Australia;
- Seafarers Safety, Rehabilitation and Compensation Authority
(Seacare Authority); and
- Tertiary Education Quality and Standards Authority (TEQSA).
Corporate entities:
- Australian Curriculum Assessment and Reporting Authority (ACARA);
- Australian Institute of Aboriginal and Torres Strait Islander
Studies (AIATSIS);
- Australian National University (ANU);
- Coal Mining Industry (Long Service Leave Funding) Corporation; and
- Comcare and Safety, Rehabilitation and Compensation Commission.
Commonwealth companies:
- Australian Institute for Teaching and School Leadership (AITSL).
Reports not examined
1.13
The committee is not obliged to report on Acts, statements of corporate
intent, surveys, policy papers, budget documents, corporate plans or errata.
Accordingly, the following documents were referred to the committee but are not
examined in this report:
- Final Budget Outcome 2016-17.
Method of assessment
1.14
Senate Standing Order 25(20) requires the committee to examine the
annual reports referred to it to determine whether they are timely and
'apparently satisfactory'. In making this assessment, the committee considers
whether the reports comply with the relevant legislation and requirements for
the preparation of annual reports.
Timeliness
Presentation to ministers
1.15
Section 46 of the PGPA Act requires Commonwealth entities, both
corporate and non-corporate, to prepare an annual report and provide it to the
responsible Minister by the 15th day of the fourth month after the
end of the reporting period, which translates as 15 October. Certain agencies,
however, have a specific date stipulated in their enabling legislation. For
example, the Workplace Gender Equality Agency's (WGEA) legislation stipulates
that an annual report must be prepared within 6 months, after each 31 May, and
submitted to the Minister. This translates as 30 November.[3]
1.16
For Commonwealth companies, the deadline for providing the report to the
responsible minister is stipulated under section 97 of the PGPA Act, namely
four months after the end of the company's reporting period.
1.17
For this reporting period the annual reports of non-corporate and corporate
Commonwealth entities, and Commonwealth companies were presented to the
relevant ministers in a timely way with the exception of AIATSIS, which was
presented to the Minister for Education on 16 October 2017.
Tabling in Parliament
1.18
Formerly, annual reports of non-corporate entities had to be presented
by the responsible Minister to each House of Parliament on or before 31 October
each year.[4]
There is no longer an explicit stipulation for this to occur because the PGPA
Rule 2014 is silent on this matter. However, as explained below, the PGPA Rule does
recommend that such reports be tabled before Supplementary Budget Estimates.
1.19
The PGPA Rule states that annual reports for corporate Commonwealth entities,
non-corporate Commonwealth entities and Commonwealth companies must comply with
the Guidelines for the Presentation of Documents to the Parliament which
is prepared by the Department of the Prime Minister and Cabinet.[5]
1.20
The guidelines advise that for all Commonwealth entities:
As per past practice, it is expected that the responsible
Minister will present the report to each House of Parliament on or before 31
October. If Senate Supplementary Budget Estimates hearings are scheduled to
occur prior to 31 October, it is best practice for annual reports to be tabled
prior to those hearings. This ensures that annual reports are available for
scrutiny by the relevant Senate standing committee.[6]
1.21
For Commonwealth companies, subsection 97(5) of the PGPA Act states that
the Minister must table the reports as soon as practicable after receiving
them.[7]
This provision is clarified in the Guidelines for the Presentation of
Documents to the Parliament which sets out the expectation that reports
will be tabled on or before 31 October, or sooner if Senate Supplementary
Budget Estimates hearings are scheduled prior to 31 October.[8]
1.22
In this regard the committee notes that the Joint Committee on Public
Accounts and Audit (JCPAA) has considered formally bringing the tabling date
forward:
...the [JCPAA] Committee believes that bringing forward both of
these dates [presentation to ministers and tabling in Parliament], and
formalising the required tabling date in legislation, is both viable and
valuable. If achieved, it will provide some certainty to Senate Estimates
Committees in particular that the important performance information in annual
reports will be made available in a timely manner to assist scrutiny.[9]
1.23
Despite the clear guidance contained in the Guidelines for the
Presentation of Documents to the Parliament, many bodies did not meet the
recommended timeframe for tabling annual reports in Parliament prior to Supplementary
Budget Estimates. In 2017, Supplementary Budget Estimates for the Employment
and Education and Training portfolios took place on 25 and 26 October. The
following bodies tabled reports in both Houses before this period:
- Australian National University (tabled on 14 June);[10]
- Comcare and Safety, Rehabilitation and Compensation Commission (tabled on
23 October);
- Department of Employment (tabled on 18 October); and
- Seacare Authority (tabled on 23 October).
1.24
The following bodies tabled annual reports in the House of
Representatives prior to the commencement of the Supplementary Budget Estimates
hearings for the Employment and Education and Training portfolios but did not
table in the Senate until 13 November:
- Asbestos Safety and Eradication Agency;
- Australian Building and Construction Commission;
- Coal Mining Industry (Long Service Leave Funding)
Corporation;
- Fair Work Commission; and
- Fair Work Ombudsman and Registered Organisations
Commission Entity.[11]
1.25
The Department of Education and Training tabled its annual report in the
House of Representatives on 25 October. This was not before the Supplementary
Budget Estimates for the Employment and Education and Training portfolios commenced.
However, it was before the department appeared on 26 October.
1.26
At the hearing Senator the Hon Jacinta Collins acknowledged that the
Department of Education and Training had met their statutory obligations.
However, the Senator also questioned why the annual report was not published in
a more timely manner.[12]
Senator Collins also drew attention to her comments on the Department of
Education and Training's lateness in tabling reports during the 2016
Supplementary Estimates round.[13]
1.27
The following agencies did not table in either the House of
Representatives or the Senate before the Supplementary Estimates round:
- Australian Curriculum Assessment and Reporting Authority (tabled
on 4 December);
- Australian Institute for Teaching and School Leadership (tabled
on 4 December);
- Australian Institute of Aboriginal and Torres Strait Islander
Studies (tabled on 4 December);
- Australian Research Council (tabled on 4 December);
- Australian Skills Quality Authority (tabled on 4 December);
- Safe Work Australia (tabled on 4 December); and
- Tertiary Education Quality and Standards Authority (tabled on 4
December).[14]
1.28
The committee expresses concern that numerous agencies failed to table
their annual reports before the commencement of Supplementary Budget Estimates,
in accordance with the best practice guidance.
1.29
The committee reminds agencies that it is possible to table their annual
reports out-of-sitting to ensure that they meet their statutory obligations and
to ensure that reports are available before Supplementary Budget Estimates.
1.30
The committee, in particular, commends Comcare and the Safety,
Rehabilitation and Compensation Commission and Seacare for tabling their annual
reports in the Senate out-of-sitting to ensure that the committee had access to
them before the commencement of Supplementary Budget Estimates.
1.31
In December 2017, the committee wrote to all departments and agencies
under the Education and Training portfolio and the Employment portfolio
reminding them that it is best practice to ensure that annual reports are
tabled prior to Supplementary Budget Estimates. The correspondence also noted
that several agencies had not met these guidelines and that the committee
encourages them to do so in the future.
1.32
The committee notes that with a few understandable exceptions, all agencies
responded positively to this letter stating they will take all necessary steps
or make best endeavours to table future annual reports before the commencement
of Supplementary Budget Estimates. These responses are welcome and the committee
will monitor the situation closely.
1.33
The committee reminds all entities and companies that it is best
practice for annual reports to be tabled prior to Supplementary Budget
Estimates, which commences on 22 October 2018.
1.34
Appendix 1 lists the annual reports which were presented to Parliament
between 1 May 2017 and 31 October 2017 and referred to the committee, with
relevant tabling dates.
Senate debate
1.35
Senate Standing Order 25(20) requires the committee to take into account
any relevant remarks about the reports made in debate in the Senate.
Bodies not presenting annual reports to the Senate
1.36
The committee is required to report to the Senate on whether there are
any bodies which should have presented an annual report to the Senate but did
not. The committee is satisfied that there are no such bodies at this time.
General comments on reports
1.37
The reports presented by most agencies met all requirements under the
PGPA Rule 2014 relating to the letter of transmittal, inclusion of audit
reports, style and formatting, and assessment of performance against targets.[15]
1.38
The committee reminds AIATSIS to include a letter of transmittal in
future annual reports in accordance with clause 17AI of the PGPA Rule 2014.
1.39
The committee also reminds ACARA, AITSL and the Coal Mining Industry
(Long Service Leave Funding) Corporation to include an alphabetical index of
the contents of the report in all future annual reports in accordance with clause
17AJ of the PGPA Rule 2014.
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