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Department of the Parliamentary Library - Report - 1993-94


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e p a r t m e n t o f T H E P A R L I A M E N T A R Y L I B R A R Y

DEPARTMENT OF THE PARLIAMENTARY LIBRARY

ANNUAL REPORT 1993-94

© Commonwealth of Australia 1994 ISSN 1038-3824

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Australian Government Publishing Service. Requests and inquiries concerning reproduction rights should be directed to the Manager, Commonwealth Information Services, Australian Government Publishing Service, GPO Box 84, Canberra ACT 2601.

Photographs by David Foote and Gary Hanson, AUSPIC Design by Anne Wakefield, AGPS Design Studio

Produced by the Australian Government Publishing Service

Mr Speaker Mr President

LETTER OF TRANSMITTAL

Subsection 9B(2) of the Public Service Act 1922 requires that a report concerning the operation of the Department of the Parliamentary Library for the year ending 30 June be prepared and laid before the House of Representatives and the Senate as soon as practicable after 30 June.

I have pleasure in forwarding the report of the Department of the Parliamentary Library for the year ending 30 June 1994, prepared in accordance with subsection 9B(2) of the Act and with the requirements referred to in subsection 25(7).

J W Templeton Acting Parliamentary Librarian

October 1994

iii

Contents

CONTENTS Letter of transmittal................................................................................................................... iii

Summary of reporting requirements.......................................................................................viii

Acronyms....................................................................................................................................x

CORPORATE OVERVIEW Introduction................................................................................................................................. 1

Parliamentary Librarian’s review............................................................................................... 3

Organisational structure..............................................................................................................7

Financial and staffing resources summary................................................................................. 8

PROGRAM ONE - PARLIAMENTARY LIBRARY INFORMATION SERVICE

Objectives... Background Program description..................................................................................................................13

Performance information and performance outcomes............................................................ 18

PROGRAM TWO - PARLIAMENTARY RESEARCH SERVICE

Objectives................................................................................................................................. 36

Program description................................................................................................................. 38

Major issues and strategies....................................................................................................... 38

Staff Development.................................................................................................................... 39

Major activities of subject groups............................................................................................ 39

Economics, Commerce and Industrial Relations......................................................39

Foreign Affairs, Defence and Trade..........................................................................41

Law and Public Administration.................................................................................42

Science, Technology, Environment and Resources................................................. 43

Social Policy..............................................................................................................44

Statistics..................................................................................................................... 46

(N

DPRS Annual Report 1993-94

SUMMARY OF REPORTING REQUIREMENTS

Requirement Subject Page

1-4 Letter of Transmittal iii

5-7 Aids to access v, 114

Corporate and Portfolio Overview

8 Corporate objectives 1

9 Social justice overview 63

10-11 Corporate structure 7

12-17 Portfolio legislation and statutory authorities n.a.

18-21 Non-statutory bodies n.a.

22-24 Government companies n.a.

24 Equal Employment Opportunities in appointments

(to statutoiy and non-statutory bodies) n.a.

26 Major documents 2

Program Reporting

27-28 Activities 12-31,36-51,56-72

29-30 Social justice including access and equity 63

Human Resources

31-33 Staffing overview

34-35 Performance pay

36-39 Training

40 Interchange scheme

41 Equal employment opportunity

42 Industrial democracy

43-44 Occupational health and safety

45 Post-separation employment

Other Resources

46 Financial statements 73-100

47-49 Fraud control 71

61-66 63,112 66 *

63, 103-107 64 65

viii

Reporting Requirements

50-51 Claims and losses *

52 Purchasing 70

53 Information technology purchasing 70

54 Payment of accounts 68, 108

55-60 Consultancy services 70, 109-111

61 Capital works management n.a.

62 Property usage *

63 Market surveys 69

External Scrutiny

64-67 Reports by the Auditor-General 71

68-70 Inquiries by parliamentary committees n.a.

71-73 Comments by the Ombudsman 72

74-76 Decisions of courts and tribunals 72

77 Freedom of information 71

78-83 Privacy 72

84-85 Client comments 6

Impact Monitoring

86-87 Business regulations n.a.

88 Status of women 63, 106-107

89-94 Environmental matters *

R.a. - not applicable * In accordance with the requirements for departmental annual reports endorsed by the Joint Committee of Public Accounts, this information has not been included but is available on request from the contact officer.

Annual Report contact: Rob Johnston Adviser Evaluation and Audit

Department of the Parliamentary Library Parliament House Canberra ACT 2600

Phone: 277 2706 Fax: 277 2739

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Parliamentary Library Annual Report 1993-94

ACRONYMS

AARNet ABN ABS ANAO ANSTO APEC APLA APLAP APSA ASEAN ASL ASPG ATSI

Australian Academic and Research Network Australian Bibliographic Network Australian Bureau of Statistics Australian National Audit Office Australian Nuclear Science and Technology Organisation Australia Pacific Economic Cooperation Association of Parliamentary Librarians of Australasia Association of Parliamentary Libraries of Asia and the Pacific Australian Political Studies Association Association of South East Asian Nations Average Staffing Level Australasian Study of Parliament Group Aboriginal and Torres Strait Islanders

BDS Bills Digest Service

CEP CD ROM CPA CRIS

Central Enquiry Point Compact Disk Read Only Memory Commonwealth Parliamentary Association Client Request Information System

ECIR EEO

Economics, Commerce and Industrial Relations Group Equal Employment Opportunity

FADE Foreign Affairs, Defence and Trade Group

GATT GSO

General Agreement on Tariffs and Trade General Service Officer

ILS IPU IRS ISR IT02

Integrated Library System Inter Parliamentary Union Information Resources and Services Information Storage and Retrieval System Information Technology Officer Grade 2

Acronyms

LMMS LPA

MICAH

NESB

PDBS PES PISO

PEIS PO POC2 PRO PRS PWD

SITOC SP SOGB SOGC

SPOA SPOB SPOC STER

Library Materials Management System Law and Public Administration Group

Media Information Current Awareness and Hansard

Non-English Speaking Background

Parliamentary DataBase Service Parliamentary Executive Service Parliamentary Information Systems Office, Department of the Parliamentary Reporting Staff Parliamentary Library Information Service Parliamentary Officer Professional Officer Class 2 Parliamentary Relations Office Parliamentary Research Service Person With Disability

Senior Information Technology Officer Grade C Social Policy Group Senior Officer Grade B Senior Officer Grade C

Senior Professional Officer Grade A Senior Professional Officer Grade B Senior Professional Officer Grade C Science, Technology, Environment and Resources Group

xi

LIBRARY M A N A G E M E N T

From left to right:

Rob Johnst on- Advi ser , Evaluation and Audit

Dr June Ve r r i er - Hea d, Parliamentary Research Service

John Br udenal l - Deput y Parliamentary Librarian

Paula Wi l l iams-Executi ve Officer

Corporate Overview

INTRODUCTION

The Department of the Parliamentary Library is one of the five departments which support the Parliament, the others being the Department of the Senate, the Department of the House of Representatives, the Joint House Department and the Department of the Parliamentary Reporting Staff.

The joint parliamentary heads of the Department are the Presiding Officers of the Parliament, the President of the Senate and the Speaker of the House of Representatives.

The Secretary to the Department is the Parliamentary Librarian.

The Department’s Mission is :

To provide quality information services, research and policy advice to the Parliament.

The Department comprises three programs:

Program 1 - Parliamentary Library Information Service

The Parliamentary Library Information Service provides information and documentation to meet the needs of Senators, Members, parliamentary committees and other parliamentary clients.

Program 2 - Parliamentary Research Service

The Parliamentary Research Service provides explanation, analysis and advice on national and international issues, and produces a number of publications on topical issues.

Program 3 - Corporate Services

The Corporate Services program creates the operational environment to support the performance of the Parliamentary Library Information Service and the Parliamentary Research Service.

Parliamentary Library Annual Report 1993-94

Other documents which will assist in understanding the operations of the Department are:

Corporate Plan 1991-94

Information Technology Strategic Plan

Library Services Directory

Portfolio Budget Measures Statement - Budget 1994-95

Portfolio Additional Estimates Statement 1994-95

Statement o f Client Entitlements

2

Corporate Overview

PARLIAMENTARY LIBRARIAN’S REVIEW

1993-94 was a year of review of structures and services and of planning for future improvements to both. The Library’s two direct client service programs underwent organisational change - Program 1 being substantially restructured while Program 2 consolidated research groups and their responsibilities. The changes to both Programs shared a common objective: to make Library

services more easily accessible to users.

Program 1 restructure

After very extensive staff consultation and planning, Program 1 changed its name from Information Resources and Services to the Parliamentary Library Information Service. The previous three subprograms (Information Resources, Media Information, Current Awareness and Hansard (MICAH) and Information Services) were replaced by five sections:

. Reader and Current Awareness Services

. Subject Information Services A Foreign Affairs and Defence Law Politics and Public Administration

. Subject Information Services B Economics, Commerce and Statistics Science, Technology and the Environment Social Policy

. Information Resources Development

. Information Resources Organisation

The scope of the restructure was substantial and will not be implemented fully until the end of 1994. Change was overdue as the functional relationships between a number of service areas within the program needed to be improved and refined, career opportunities for staff enhanced and jobs made more broadly skilled.

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Parliamentary Library Annual Report 1993-94

A major feature of the restructure was the introduction of the Central Enquiry Point (CEP), which consolidated the three previous service or enquiry desks into one. The full implementation of the CEP will await the completion of the physical reconstruction of the Main Library entrance.

Program 2 restructure

The Parliamentary Research Service reduced the number of research groups from seven to six and the Bills Digest Service was integrated into the Law and Public Administration Group. The names o f some research groups were altered to reflect more accurately the range of issues for which the groups are responsible.

Main Library entrance upgrade

The entrance to the Main Library on the second floor has not worked effectively since the building was occupied in 1988. To improve the ease with which Library users are able to be assisted at the first point of contact, plans were developed for the construction of a single, central enquiry point

in the main entrance area. As this was to involve significant physical reconstruction of the Library entrance, the whole entrance area was redesigned to gain maximum efficiency and use of space and maximum ease of client access to services. Following consideration of the proposal by the Presiding Officers and the Library Committee, final approvals were given in March and contracts let. Work was scheduled to commence in July and be completed by mid-August 1994 prior to the Spring Sittings of Parliament.

Notable features of the planning and design process for the Library entrance upgrade were the extensive involvement of staff and the extensive cooperation between the Library, the Joint House Department and Mitchell Giurgola and Thorp, the architects for Parliament House who were commissioned to redesign the area. The physical changes will have a dramatic and immediate impact on the Library both in terms of improvements to the physical working environment of the

staff and in terms of giving users a better service.

Inter-Parliamentary Union Conference

The 90th Inter-Parliamentary Union (IPU) Conference was held in Parliament House from 13 to 18 September 1993. More than 1100 people took part in the conference with 100 IPU member nations being represented.

4

Corporate Overview

A very large number of Library staff readily and enthusiastically volunteered to assist in supporting the conference in a wide range of tasks which mostly, but not exclusively, involved assisting visiting delegates at the conference venue in Parliament House and at the various hotels in which delegates were accommodated.

Without exception, delegations remarked to conference organisers on the efficiency, cheerfulness and enthusiasm of the parliamentary staff who performed those roles. The Speaker of the House of Representatives, the Hon Stephen Martin MP, who presided at the conference specifically thanked parliamentary staff for their contribution when he reported to the House on the conference outcome.

The conference also had the effect of providing staff from across all five parliamentary departments with greater opportunities to work with staff from other parliamentary departments and this benefit will continue to assist the Parliament in the future.

Chamber sitting patterns

During the year both the House and the Senate significantly altered their patterns of sitting. In general, both Chambers now rise much earlier than in the past and also sit for an eight day sitting fortnight instead of the previous seven. The new changes came into effect early in 1994 and for the balance of the 1993-94 year the Library closely monitored the impact of the changed sitting

hours on client demand. As a consequence, the Library brought forward its closing time in the Winter Sittings from 11 pm to 10 pm. This will be reviewed again in the light of future experience. The early rising times also allowed the Library to keep fewer staff on duty for the last hour of the sitting day, with some consequent savings in overtime costs, although these were more than absorbed by the increased number of sitting days per fortnight.

Library Committee

The Library Committees of the two Chambers met jointly on four occasions during the year: 28 September 1993, 15 December 1993, 23 March 1994 and 8 June 1994. In addition to the sub­ committee on the Parliamentary Political Studies Fellowship, an ad-hoc sub-committee was formed on 23 March 1994 to consider aspects of the proposal for the main entrance

reconstruction and to report to the Presiding Officers. The members of the latter sub-committee were the Hon Barry Jones MP, Mr Paul Filing MP, Mr John Forrest MP and Senator Christoper Evans.

5

Parliamentary Library Annual Report 1993-94

Library Services Survey

In November 1993 the Library conducted its second confidential survey of clients to seek information on levels of satisfaction in Library services, the first survey having being conducted in May 1992. 250 questionnaires were distributed to all Senators and Members and committee secretaries. There were 123 respondents to the voluntary survey, a participation rate of 48 per cent. The overall results indicated that users of the Library services rated them highly and that satisfaction levels had increased.

In terms of the overall rating, the percentage of responses rating services as Very Good increased from 61 per cent in 1992 to 71 per cent in 1993 and the responses, when combined, rating services as either Very Good or Good increased from 96 per cent to 98 per cent. The percentage of respondents using the Library at least twice weekly increased from 45 per cent to 55 per cent and 85 percent of respondents used the Library at least once a week.

The survey was particularly useful in assessing the priority accorded by users to individual Library services.

Library Implementation Group

In December 1990 the then Presiding Officers commissioned the Australian National Audit Office to conduct a performance audit on the management of the Library. The resulting report, Audit Report No. 6 of 1991-92, was tabled in both Houses on 3 September 1991. The Presiding Officers established the Library Implementation Group to oversee the implementation of the 37 recommendations in the report and the Secretary to the Department of the Parliamentary Reporting Staff, Mr John Templeton, also acted as Parliamentary Librarian from that time.

O f the 37 recommendations all but one have been implemented. The recommendation outstanding (Recommendation 20) relates to the structure of the department, in particular the relationship between its direct client service roles, currently performed by the Parliamentary Library Information Service and the Parliamentary Research Service, and support services. The question

of the overall structure of the Library is complex and involves a range of organisational and functional interrelationships which can vary over time and any large scale reorganisatibn along the: lines suggested in the Australian National Audit Office report would involve substantial medium term dislocation or disruption. The Library Implementation Group’s view has been that it was: preferable for the present client service arrangements to be improved and streamlined in order to be made more effective before major, and potentially costly, organisational proposals were: considered.

6

DEPARTMENT OF THE PARLIAMENTARY LIBRARY ORGANISATIONAL STRUCTURE as at 30 June 1994

Directors Directors

Library Committee PRESIDING OFFICERS

Social Policy Group Consie Larmour

Statistics Group Gerard Newman

Subject Information Services Group B Carol Kempner

Reader and Current Awareness Services Roslynn Membrey

Law and Public Administration Group Robert Bennett

Subject Information Services Group A Nola Adcock

Science, Technology, Environment and Resources Rod Panter

Economics, Commerce and Industrial Relations Group John Kain

Foreign affairs, Defence and Trade Group Derek Woolner

Information Resources Development Diana Owen

Manager, Finance Gaye LindField

Manager, Personnel Joy Clarke

Director

Information Systems & Planning Irene Austin (A/g)

Manager, Resource Planning Vacant

Information Resources Organisation Alan Wilson

SECRETARY (Parliamentary Librarian) John Templeton (A/g)

PROGRAM 3 Corporate Services Adviser, Evaluation and Audit

Rob McL Johnston (A/g)

PROGRAM 2

Head, Parliamentary Research Service Dr June Verrier

PROGRAM I

Parliamentary Library Information Service Deputy Parliamentary Librarian John Brudenall Christine Page-Hanify

Parliamentary Library Annual Report 1993-94

Table 1 - (All Programs) Financial and Staffing Resources Summary $(O00) and actual staff years

Actual Budget Actual

(1992-93) (1993-94) (1993-94)

Budgetary (Cash) Basis

C o m p o n e n ts o f A p p r o p r ia tio n s

Program costs (excl. running costs) Nil Nil Nil

Running costs 11,340 13,689 13,262

Total appropriations 11,340 13,689 13,262

Less adjustments 71 40 70

Total outlays 11,269 13,649 13,192

Total revenue Nil Nil Nil

Accrual Basis

Program costs (excl. service delivery) na na Nil

Net cost of service delivery na na 16,353

Program costs na na 16,353

Program revenues na na 34

Total (allocated) assets na na 3,707

Total (allocated) liabilities na na 3,017

Staffing

Staff years (actual) 187.1 - 201.6

a. Budget figure includes Additional Estimates. b. 1993-94 was the initial year of accrual reporting. 1992-93 Actual figures and 1993-94 Budget figures are therefore not available.

8

P ROGRAM I - P A R L I A M E N T A R Y LIBRARY I N F O R M A T I O N SERVICE

r°m left to right:

Nola Adcock-Manager, Information Services

Diana Owe n- Mana ger , MICAH

Christine O r r —Information Specialist

John Brudenal l - Deput y Parliamentary Librarian (Program Manager)

Alan Wi l son-Manager, Information Resources

Program 1- Parliamentary Library Information Service

PROGRAM 1 - PARLIAMENTARY LIBRARY INFORMATION SERVICE

Subprogram 1.2 Manager, MICAH Diana Owen

Subprogram 1.3 Manager, Information Services Nola Adcock

Subprogram 1.1 Manager, Information Resources Alan Wilson

Deputy Parliamentary Librarian John Brudenal

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Parliamentary Library Annual Report 1992-93

OBJECTIVES

• Meet client requirements fo r data, information or documentation, applying the program ’s high professional standards o f confidentiality, relevance and accuracy.

• Provide appropriate facilities fo r clients to make direct use o f the Parliamentary Library s collections and resources.

• Ensure that all clients are aware o f the program's services, the characteristics which distinguish services, and how to gain access to them.

• Ensure that the program’s client services refect the needs and requirements o f clients.

• Ensure that strong links are established with other parliamentary libraries.

• Manage the resources and activities o f the program effectively and efficiently.

• Manage the staff resources o f the program effectively.

• Build, organise and maintain collections o f information resources to support the client functions o f the Department.

• Provide access to resources which supplement those o f the Parliamentary Library.

• Apply appropriate information technology to program requirements.

BACKGROUND

On 11 April 1994 the name of Program 1 changed from Information Resources and Services to Parliamentary Library Information Service (PLIS). The name change accompanied a new organisation structure for the program which will be implemented progressively during 1994. Reconstruction of the second floor library entrance area, to take place in July and August 1994, will allow the new organisation structure to achieve maximum effect.

12

Program 1- Parliamentary Library Information Service

Notwithstanding the organisational change, the annual report is based on the three subprograms which existed fully or in the main for 1993-94. Brief reference is made to the new structure but the program’s operations will not fully reflect the new structure until 1994-95.

The program developed its objectives for 1993-94 against the three departmental-wide corporate goals. Against each program objective, the 1993-94 action plan identified the strategies or means by which the objective would be achieved, and set out measures for judging the performance of the program.

PROGRAM DESCRIPTION

The Parliamentary Library Information Service meets the information and documentation requirements of Senators, Members, parliamentary committees and other parliamentary clients. The information required may be on any subject, or in relation to any matter concerned with the parliamentary and representational duties of Senators and Members.

To meet high standards of service quality, the PLIS maintains collections of relevant materials, develops value-added services, makes its own databases available on the Parliamentary DataBase Service (PDBS) and uses a wide range of external databases and sources to supplement its collection.

For 1994, the program consisted of three subprograms -

1.1 Information Resources

This subprogram selected, acquired, processed and catalogued materials to provide collections to meet the needs of clients and Library staff. It consisted of four sub-sections:

Acquisitions: coordinated selection of material for the collections;

acquired material for the collections;

managed collection development expenditure; and

maintained the Collection Development Policy.

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Parliamentary Library Annual Report 1992-93

Cataloguing: ensured all items in the collections are under bibliographic control and contributed bibliographic data to the Parliamentary Library’s Information Storage and Retrieval (ISR) database and to the services produced from it, including What’s new and the Alert service.

Serials: received, recorded and processed serial items for the collections; and managed the binding program.

Thesaurus: maintained, developed and coordinated the application of the Parliamentary Library Thesaurus.

1.2 Media Information, Current Awareness and Hansard (MICAH)

MICAH provided information services based on print and electronic media source material and built a complex range of databases and resources. Activities included:

• monitoring the media and current journal literature, and building information files and databases;

• keeping up-to-date in subject areas and providing specialised reference services;

• providing current awareness services through the Alert service and compilations of press material, as well as the Vital Issues seminar program;

• recording and replaying selected radio and television news and current affairs programs by the Electronic Media Monitoring service;

• creating transcripts of selected current affairs programs on request from Members and Senators; and •

• providing prompt copies of documents requested by clients as well as adding to and maintaining the information resources of the subprogram.

14

Program 1- Parliamentary Library Information Service

1.3 Information Services

The Information Services Subprogram consisted of three client service areas:

• information specialists provided information in response to specific requests or in anticipation of widespread client interest. While most information specialists worked within an area of subject specialisation, some covered a range of issues;

• circulation desk staff provided lending services to clients, identifying and retrieving items from the collections and requesting material on interlibrary loan. The tasks of shelving and organising the Library's collections were carried out by a team of support staff; and

• the ground floor library continued to be the central display point for current periodicals and recreational material.

The New Organisational Structure

The structure from 11 April 1994 abolished subprograms and created five sections:

1. Reader and Current Awareness Services

2. Subject Information Services A . Foreign Affairs and Defence . Law

. Politics and Public Administration

3. Subject Information Services B . Economics, Commerce and Statistics . Science, Technology and the Environment . Social Policy

4. Information Resources Development

5. Information Resources Organisation

15

Parliamentary Library Annual Report 1992-93

An executive group included the program manager and a senior position which will be used on an ad hoc basis for policy development tasks.

The Hon Michael Beahan, President o f the Senate and Stephen Veale, Media Monitoring.

16

Program 1- Parliamentary Library Information Service

Table 2 - Program 1 Financial and Staffing Resources Summary $('000) and actual staff years

Actual Budget(a) Actual

(1992-93) (1993-94) (1993-94)

Budgetary (Cash) Basis

C o m p o n e n ts o f A p p r o p r ia tio n s

Program costs (excl. running costs) Nil Nil Nil

Running costs 5,257 6,142 6,058

Total appropriations 5,257 6,142 6,058

Less adjustments 2 5 5

Total outlays 5,255 6,137 6,053

Total revenue Nil Nil Nil

Accrual Basis(b)

Program costs (excl. service delivery) na na Nil

Net cost of service delivery na na 7,792

Program costs na na 7,792

Program revenues na na Nil

Total (allocated) assets na na 2,216

Total (allocated) liabilities na na 1,505

Staffing

Staff years (actual) 95 - 98.4

a. Budget figure includes Additional Estimates. b. 1993-94 was the initial year of accrual reporting. 1992-93 Actual figures and 1993-94 Budget figures are therefore not available.

17

Parliamentary Library Annual Report 1992-93

PERFORMANCE INFORMATION AND PERFORMANCE OUTCOMES

Meet client requirements fo r data, information or documentation, applying the program ’s high professional standards o f confidentiality, relevance and accuracy.

Client requests - Information Services

24,154 requests were completed during the year, an increase o f 2,392 (11 per cent) over the previous year. The greater demand resulted from a number of factors including a full parliamentary year after the 1993 election and a second Budget cycle. March and May were record months for numbers of requests, loans and interlibrary loans.

Subject areas showing the most marked increase in demand for information were science, technology and environment (a 49 per cent increase over the previous year), economics (27 per cent increase over the previous year) and social policy (12 per cent increase over the previous year).

High levels of requests were experienced in health, multiculturalism, industrial relations, regional development, trade arrangements and environmental matters.

The number of requests received at the circulation desk for specific publications increased to 8,791 (26 per cent more than 1992-93).

11,129 items were borrowed from the ground floor library while ready reference requests to the ground floor library decreased by 2 per cent on the previous year.

18

Program I- Parliamentary Library Information Service

TABLE 3 - Source of requests received (Information Services)

1992-93 1993-94

Senators and Members 13,201 15,614

Parliamentary departments (including Committees) 3,238 3,418

Library staff 2,366 2,774

Other 2,965 2,348

TOTAL 21,770 24,154

The overall importance and quality of the services provided by the subprogram were attested to by the high level of demand across service areas and the high approval and performance rating given to the subprogram in the department's annual client survey

Client requests - MICAH

The number of requests completed by MICAH during the year was 19,928, an increase of 17.7 per cent over the previous year.

The MICAH reference service performed strongly with 7,807 requests being completed (a 9.5 per cent increase over the previous year).

Demand was also high in other areas and in particular in document back-up, electronic media monitoring and media transcripts.

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Parliamentary Library Annual Report 1992-93

TABLE 4 - Document back-up

1992-93 1993-94 % change

Requests 4,196 6,744 +61

Items sent 24,702 34,211 +38

The figures for the financial year show an increase of 61 per cent in the number of client requests and an increase of 38 per cent in the number of items sent. These figures reflect the trend of increasing demand generated by the ISR.

98 per cent of Senators and 93 per cent of Members used the service at least once in the year, while 65 per cent of Senators and 55 per cent of Members used the service more than ten times in the year.

The number of requests received by the Electronic Media Monitoring service increased to 3,268 (a 22 per cent increase over the previous year). Demand for services has grown by around 15 per cent per year and has doubled since 1988.

The Media Transcription Service also experienced an increase in the number of completed requests to 1,797 requests (a 21 per cent increase over the previous year).

TABLE 5 - Source of requests received (MICAH)

1992-93 1993-94

Senators and Members 12,871 15,539

Parliamentary Departments (including Committees) 1,550 1,931

Library staff 966 1,252

Other 1,618 1,206

TOTAL 17,005 19,928

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Program 1- Parliamentary Library Information Service

FIGURE 1 -1992-93 to 1993-94 Comparison of requests completed 5.000

4.500

4.000

3.500

3.000

2.500

2.000

1.500

1,000

500

JUL AUG SEP OCT NOV DEC JAN FEB MAR APR M AY JUN

Π 1992-93 01993-94

FIGURE 2 - 1992-93 to 1993-94 Comparison of time taken to complete requests

21

Parliamentary Library Annual Report 1992-93

Provide appropriate facilities fo r clients to make direct use o f the Parliamentary Library's collections and resources.

Alert Service

Use of the Library's automated current awareness service grew during the year, with the number of clients increasing by more than one-third. 50 per cent of all Senators and Members were clients of the Alert service, an increase o f 10 per cent over the previous year.

The Alert service will benefit from a pilot project to scan the text of press releases into the ISR database.

Vital Issues Seminars

Fourteen seminars were arranged during 1993-94, an increase of 7 over the previous year. The seminars were: •

• Economic policy in the post Budget context - by Professor Judith Sloan; • Why is unemployment so high? - by Professor Bob Gregory; • Building a better public service - who’s responsible -by Stephen Sedgwick; • The challenge to Australian egalitarianism - by Phil Raskall; • The changes to the nature of broadcasting regulation - by Peter Webb, Colin Knowles,

Giles Tanner; • The sustainability of the industrial economy -by Professor John Hotson; • Fashioning Australia’s forests -by Dr John Dargavel; • Workers with family responsibilities - by Lynn Tacy, Ann Sherry; • Why where matters : policies for urban and regional development - by Professor Frank

Stilwell; • Job readiness or real jobs? Tinkering with the margins vs sharing the future - by Dr Jocelyn Pixley; • Private lives : public policy. Placing families at the centre of public policy - by Professor

Bettina Cass; • The road to reconciliation? What do the South African election results mean to African Australia and the world - by Professor Norman Etherington;

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Program 1 -Parliamentary Library Information Service

• Employment policies for Australia - by Professor Helen Hughes, Professor Julian Disney; and • Telecommunications reform around the world - by Professor Bill Melody, Mr Peter Saalmans.

Current Comment - Selected Media Text

Fourteen compilations of selected newspaper feature articles, editorials and radio and television program transcripts were produced in response to anticipated demand on specific issues:

• Aboriginal land rights following the Mabo decision of the High court - Part Two; • Budget 1993; • Unemployment in Australia; • Income distribution in Australia;

• Aboriginal land rights following the Mabo decision of the High Court - Part Three; • Industrial relations: the progress of reform; April ‘93 - November ‘93; • Policies for urban and regional development; • Restoring full employment;

• Private lives; public policies; • The road to reconciliation?; • Budget; • White Paper on employment, industry and regional development 1994;

• National competition policy; and • Telecommunication reform around the world.

What's new

Fifty issues were published during the year containing 4,503 references to journal articles and 4,052 references to books in the Library's collection. 98 per cent of journal items listed in What's new were requested in the year, a small increase over the request rate for the previous year.

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Parliamentary Library Annual Report 1992-93

Biographical compilations

Twelve biographical compilations were prepared on notable Australians:

• Dame Marie Freda Breen DBE; • Sir Edward “Weary” Dunlop; • The Hon. Sir Condor Louis Laucke; • Charles William Jackson Falkinder DSO, DFC; • Oodgeroo Noonnuccal; e The Hon. Justin O’Byrne; • Condon Bryan Byrne; • Senator Brian Roper Archer; • The Hon. Kerry Walter Sibraa; • The Hon. John Edward Marriott; • Sir John Cramer; and • Hon. Sir David Eric Fairbaim KBE, DFC, MA.

Parliamentary Handbook

In February 1994, the 26th edition of the Parliamentary Handbook o f the Commonwealth o f Australia was published. For the 26th edition, the Parliamentary Library took greater control over production and, with the assistance of the Publishing Unit of the Department of the Parliamentary Reporting Staff, camera ready copy was provided to the printers, significantly reducing the time required for proofing and printing.

The 26th edition was available to Senators and Members within twelve months after the 1993 election, a major improvement in service timeliness.

A separate addendum was produced in-house and distributed with the Handbook. The addendum covered significant changes which occurred from August 1993.

The information booklet Senators and Members, thirty-seventh Parliament 1993 which contains black and white photographs of all Senators and Members was produced early in the year.

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Program 1- Parliamentary Library Information Service

Other publications

A variety of publications were produced by the Information Services subprogram including information guides and public issues documentation kits.

Ensure that all clients are aware o f the program ’s services, the characteristics which distinguish services, and how to gain access to them.

General tours and specialised orientation sessions were conducted during the year using staff from Information Services, M1CAH and the Parliamentary Research Service.

Each sitting week MICAH coordinated compilation and distribution of This week in the Library which advised clients of new services, access points, publications and seminars.

Ensure that the program ’s client services reflect the needs and requirements o f clients.

In the second half of the year, the Manager, Information Services, carried out a research project which addressed the reasons why some Senators and Members use the Library less frequently than others. The study revealed that some Senators and Members were unaware o f the range of Library services, some used the Library’s collections personally which was not reflected in request

statistics and others were satisfied with the information resources available to them elsewhere.

Additional information on the changing needs of clients was gained from the 1993 survey of client satisfaction which used priority/performance methodology. Subject information services were the highest priority services and this priority is reflected in the restructuring o f the program whilst continuing to give emphasis to other high priority services.

The program monitored demand levels throughout the year. Through direct client contact when receiving requests or whilst conducting Alert subject profile interviews, staff were able to elicit information useful in the refinement and improvement of a number of services.

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Parliamentary Library Annual Report 1992-93

Ensure that strong links are established with other parliamentary libraries.

Close cooperation was maintained with Australian parliamentary libraries, with the Deputy Parliamentary Librarian chairing the Association of Parliamentary Librarians of Australasia (APLA) during the year.

The program administered a regional development program for parliamentary libraries which provided reference books and a quarterly current awareness service to nine parliamentary libraries in the island nations of the South West Pacific.

The Deputy Parliamentary Librarian spent four weeks in February-March 1994 as an Inter­ parliamentary Union technical expert advising the National Assembly of Cambodia on the establishment of an information service. He and an information technology specialist subsequently attended a meeting of the Association of Parliamentary Libraries of Asia and the Pacific (APLAP) in Bangkok in May 1994.

Manage the resources and activities o f the program effectively and efficiently.

The major resources available to the program are the collections (including access to electronic databases), its staff and the funds at its disposal. The aim of the Library's collection development policy is to provide a resource which meets a high proportion of the immediate needs of clients and client service staff. Collection adequacy is reviewed twice each year as part of the Library's forecast of issues which also identifies areas of shortcoming in the collection.

The range of external databases available to the Library is extensive and no shortcomings were identified by clients or client service staff during the year.

The program restructure will increase flexibility for staff and training programs that have been instituted to enable staff to work effectively across a range of functions.

The financial resources available to the program were monitored weekly and apart from salaries, all funds were expended at very close to budget allocations. 93.5 per cent of salaries funds were expended and 99.5 per cent of administrative funds were expended.

26

Program 1- Parliamentary Library Information Service

The financial resources available to the program were monitored weekly and apart from salaries, all funds were expended at very close to budget allocations. 93.5 per cent of salaries funds were expended and 99.5 per cent of administrative funds were expended.

Manage the staff resources o f the program effectively.

The major staffing development for the year was planning for and implementation of the restructure.

A review of staff classifications in the Electronic Media Monitoring service was completed and implemented in February.

Build, organise and maintain collections o f information resources to support the client functions o f the department.

Library Materials Management System

The online Library Materials Management System (LMMS) continued to be used for most of the subprogram's operations and for the catalogue and loans system. During the year 17,346 overdue notices and 2,214 serial issue claims were printed by the system. Other statistical indicators are provided later in the report.

Catalogue data has been copied weekly to the ISR database throughout the year. This has significantly increased the value of the ISR as an information retrieval tool.

Work on the replacement of the LMMS began and by the end of the year a request for tender had been issued, tenders had been evaluated and a recommendation for a new Integrated Library System (ILS) had been made to the management committee. The new system will be operational by 31 December 1994.

27

Parliamentary Library Annual Report 1992-93

Acquisitions

The Collection Development Policy 1994-95, which sets out the framework within which the Department's information resources are selected, was drafted in June 1994. The process provided an opportunity to review the serials collection and to identify possible cancellations.

Orders for 2431 monographs and 563 serial titles were placed. 4,702 monographs were added to the collection.

Cataloguing

Approximately 65 per cent of the material acquired during the year was requested for loan through What's new, an increase of 11 per cent over the previous year.

Use of the Australian Bibliographic Network (ABN) as a source of data continued to be central to the cataloguing function. Sixty-two per cent of the catalogue records added to the database were based on data from this source. The cataloguing sub-section continues to contribute catalogue records for parliamentary committee reports to ABN. Thirty-eight records were added during the year.

6,192 catalogue records were created and at the end of the year the catalogue database contained 93,430 records. All items added to the collection are accessible by the name of the author and by title shortly after receipt. Because of the priority given to books specifically requested by clients and to reference material, 33 per cent of all items were fully catalogued within two days of receipt, compared to 30 per cent in 1992-93. The median delay between receipt of a book and it being fully catalogued was 5 days. The average backlog of items awaiting full cataloguing for the year was 566 items.

Serials

76,774 serial issues were accessioned during the year. This is lower than 1992-93 (80,390), due to cancellation o f a number of titles with daily or weekly frequencies.

28

Program 1- Parliamentary Library Information Service

The proportion of serial issues accessioned within two days of receipt was maintained at an estimated 98 per cent. 80 per cent of receipts are now input online, and procedures have been developed to automate the remaining manual records.

Thesaurus

The Parliamentary Library Thesaurus continues as a major component in the Library's information organisation activities through its use as the primary means of a subject approach to items added to the ISR and catalogue databases. During the year, thesaurus indexing was applied to about 10,000 items. 215 new terms were established during the year, including 140 personal

names.

Nine thesaurus indexing training and information sessions were held. These consist of several hours on consecutive days of intensive theory presentation, followed by hands-on sessions at the participants' terminals. All permanent professional staff and longer-term temporary professional staff in MICAH and Information Resources are trained in indexing.

Internal DataBases

Processing and indexing parliamentary papers for the collection was enhanced by the development of an internal database, the Parliamentary Papers Database, to replace the previous manual system. Client service staff found the search software very easy to use, resulting in the more timely retrieval of documents to meet client requests.

The Register o f Events, compiled within MICAH, has been converted to an internal database, greatly adding to the effectiveness of this well established and valued tool.

The ISR database was maintained and developed by MICAH during the year to provide clients and staff with direct access to a range of the Library's unique information resources via the PDBS. The year has seen significant growth in both the content and usage of the database. A total of 90,510 enquiries were made of the ISR in 1993-94, compared with 68,046 for 1992-93.

29

Parliamentary Library Annual Report 1992-93

20,279 new item records were added to the ISR during the year. The ISR now contains references to 150,000 items in the Library collections, with over 8,000 also incorporating the full text of those items. Included are references to over 20,000 journal articles, nearly 40,000 radio and TV broadcasts (over 7,000 of which have full transcripts), 90,000 books and serials, as well as bills digests and research papers prepared by the Parliamentary Research Service.

A pilot program to incorporate the full text of press releases into the ISR database was commenced in MICAH in March 1994. Early reaction from users has been very positive.

Two reviews of the ISR system were conducted during 1993-94. A post-implementation review report was prepared in May after several months’ study involving a large number of users of both the data entry and retrieval modules of the system. A smaller study to examine the adequacy of

controls in place over the ISR system was conducted by Deloitte Touche Tohmatsu as part of the internal audit program.

Information file construction and maintenance

A major revision of the subject headings list used by MICAH to index newspaper articles and press releases was conducted at the end o f 1993, with the result that about 550 headings were changed, leading to a more logical arrangement of topics and reducing the 'scatter' in the files. A major policy change was a significant reduction in the number o f foreign country headings. The change was made on the basis of the relatively small number of requests for overseas material from Australian newspapers and to improve consistency in indexing.

MICAH continued to add material to the information files at about the same rate as in the past - approximately 100,000 individual items per year.

Electronic media resources

Around 160 hours of radio and television programs were recorded each week with approximately 60 per cent being kept for archival purposes.

30

Program 1- Parliamentary Library Information Service

Provide access to resources which supplement those o f the Parliamentary Library.

To meet the objective of timely responses to requests, an important focus was access to electronic sources of information with the Library continuing to subscribe to a range of external database services throughout the year.

Training courses for both online and CD-ROM products were organised for client service staff to ensure that their searching expertise was maintained at a high level.

A small, separate network was established to provide access to AARNet (the Australian Academic and Research Network) and to Internet (a global network).

A number of training sessions were held for staff to make them aware of the range of information available on networks.

Apply appropriate information technology to program requirements.

A number of recommendations for technological improvements were made and implemented during the year.

A working party on the networking of publications and tools produced on CD-ROMs was established and it is expected that developments in the use of CD-ROM products will occur during 1994-95.

The efficiency of the Electronic Media Monitoring service was improved through a number of system upgrades during the year. System flexibility was enhanced with the installation o f a routing switcher to allow video and audio recorders to accept a range of program inputs. A replacement program for VCRs has led to improvements in reliability, picture and sound quality.

The graphics computer was also replaced to improve quality and level of support.

31

Parliamentary Library Annual Report 1992-93

Central Enquiry Point implementation team. (From left: Bernice Donnellan, Alan Wilson, Brian Sweeney, Wendy Bassett, Margaret Maguire and Christine Orr.)

32

P RO GR AM 2 - P A R L I A M E N T A R Y RESEARCH SERVICE

from left to right:

Bob B e n n e t t - D i r e c t o r , Law and Public Ad mi ni str at ion G r ou p

Pet er E ds or - Ex ecu ti ve Assistant

Denis J a m e s - D i r e c t o r (Ag.), Economics, C o m m e r c e and Industrial Relations Gr oup

Frank Frost-Special Di rect or, Research, Foreign Affairs, De f en ce and Tra de Gr oup

Consie L a r m o u r - D i r e c t o r , Social Policy G r o u p

Dr June V e r r i e r - H e a d , Parl iament ary Research Service (Program Manager)

Rod P a n t e r - D i r e c t o r , Science, Technol ogy, Envi ronment and R es our ces G r o u p

Gerry N e w m a n - D i r e c t or, Statistics Gr oup

Program 2- Parliamentary Research Service

PROGRAM 2 - PARLIAMENTARY RESEARCH SERVICE

Directors

Social Policy Group Consie Larmour

Statistics Group Gerard Newman

Law and Public Administration Group Robert Bennett

Economics, Commerce and Industrial Relations Group John Kain

Science,Technology, Environment and Resources Group Rod Panter

Foreign Affairs, Defence and Trade Group Derek Woolner Frank Frost (Special

Director, Research)

Head

P arliam entary Research Service Ju n e V errier

35

Parliamentary Library Annual Report 1993-94

OBJECTIVES

The Parliamentary Research Service (PRS) objectives are:

• Meeting the needs o f Senators and Members fo r high quality analysis and advice in a timely and confidential manner.

• Reviewing major issues before the Parliament through PRS publications which are distributed generally throughout the Parliament.

• Providing dedicated support for the Parliament's consideration o f legislation through Bills Digests and responses to individual enquiries on legislation.

• Sustaining the quality o f support to Parliamentary Committees, fo r briefs for Parliamentary delegations going overseas and provision o f background on incoming delegations.

• Ensuring effective management o f the Political Studies Fellowship.

36

Paul Mackey, Research Specialist, Social Policy Group.

Program 2- Parliamentary Research Service

Table 6 - Program 2 Financial and Staffing Resources Summary $('000) and actual staff years

Actual Budget(a) Actual

(1992-93) (1993-94) (1993-94)

Budgetary (Cash) Basis

C o m p o n e n ts o f A p p r o p r ia tio n s

Program costs (excl. running costs Nil Nil Nil

Running costs 2,648 3,145 3,196

Total appropriations 2,648 3,145 3,196

Less adjustments 1 1 1

Total outlays 2,647 3,144 3,195

Total revenue Nil Nil Nil

Accrual Basis(b)

Program costs (excl. service delivery) na na Nil

Net cost of service delivery na na 4,191

Program costs na na 4,191

Program revenues na na Nil

Total (allocated) assets na na 246

Total (allocated) liabilities na na 947

Staffing

Staff years (actual) 51.3 - 56.8

a. Budget figure includes Additional Estimates. b. 1993-94 was the initial year of accrual reporting. 1992-93 Actual figures and 1993-94 Budget figures are therefore not available.

37

Parliamentary Library Annual Report 1993-94

PROGRAM DESCRIPTION The Parliamentary Research Service provides explanation, analysis and advice on national and international issues and comprises six research groups:

Economics, Commerce and Industrial Relations; Foreign Affairs, Defence and Trade; Law and Public Administration, including Bills Digest Service (BDS); Science, Technology, Environment and Resources; Social Policy; and Statistics.

The BDS prepares digests outlining and explaining legislation introduced to the Parliament and answers direct requests from individual Senators and Members.

The PRS also manages the Parliamentary Political Studies Fellowship.

While most PRS work is in response to requests from individual clients, more generally focussed papers are prepared for wider distribution when issues are of broad interest.

MAJOR ISSUES AND STRATEGIES

1993-94 was noticeable for a further increase in the number of requests and the greater range and ‘cross-portfolio’ complexity of requests. These trends have underscored the need for the PRS to deliver its product in as user friendly a fashion as possible and considerable attention has been paid this year to style, form and length of written briefs.

During the year, the responsibilities of the research groups were re-organised and the number of groups reduced from seven to six. The Foreign Affairs and Defence Groups were combined and given the added responsibility of trade to become the Foreign Affairs, Defence and Trade Group. The Law and Government Group became Law and Public Administration in recognition of its broader responsibilities. Industrial Relations was added to the title of the Economics and Commerce

Group to alert users to the appropriate area to contact in this growing area of interest and, for the same reason, Resources was added to the title of the former Science, Technology and Environment Group. To reflect the broad range of subject matter and portfolio coverage, the Education and Welfare Group was renamed Social Policy Group.

38

Program 2- Parliamentary Research Service

A new role of Special Director, Research was established to allow an officer at director level to focus primarily on client-related research activities free from the administrative responsibilities entailed in a group director’s position.

STAFF DEVELOPMENT

Recognising the importance of both depth and breadth of experience of officers in the provision of quality services, there has been a very strong effort this year to provide staff development opportunities. As well as an extensive program of professional and management conference

attendance, a number of placements and reciprocal exchanges were arranged.

As a matter of course, PRS officers also engage in a range of professional activities including visits and presentations to academic institutions and other independent publication efforts.

The PRS has added to the range of services it provides by developing the use of external consultants. In 1993-94 ten consultants’ papers were published, and to make their contributions as accessible as possible to Senators and Members, informal seminars were introduced for some papers.

MAJOR ACTIVITIES OF SUBJECT GROUPS

Economics, Commerce and Industrial Relations

The Economics, Commerce and Industrial Relations Group (ECIR) workload was broad ranging. The year saw an increased interest in industrial relations issues and, following the introduction of the Industrial Relations Reform Bill 1993, the group received many client requests on International Labour Organisation conventions, the extension of termination provisions and minimum rates of pay.

The release of the green paper, Restoring Full Employment, and the white paper, Working Nation, also generated a large number of requests on industrial relations topics, especially in the areas of apprenticeships and vocational training.

There was considerable interest in superannuation following the publication of the Fitzgerald Report on national saving, the work of the Senate Select Committee on Superannuation and the commencement of the provisions of several pieces of superannuation legislation. Demand for tax analysis increased significantly with the introduction and subsequent debate of the Taxation (Deficit Reduction) Bills after the August 1993 Budget. Further demand was created by renewed proposals

for family income-splitting for taxation purposes.

39

Parliamentary Library Annual Report 1993-94

The two Budgets brought down in 1993-94 led to significant demand in areas of budget processes, public finance and detailed analysis of federal-state financial relations.

Other major events which influenced the group's workload included the release of the Hilmer Report on competition policy, the conclusion of the GATT Round of negotiations which had significant implications for Australia's rural sector, and the release of the Kelty report on regional development.

The continuing internationalisation of the Australian economy and the associated tariff protection reductions renewed interest in positive measures of assistance including sectoral arrangements and infrastructure provision for industrial development and export promotion. Commercial policy issues of interest included strategic trade and industry policies, anti-dumping action, tariff preferences for developing countries, government purchasing policy and buy Australian campaigns.

Fourteen general distribution papers were produced by the ECIR in 1993-94:

The Australian Loan Council An overview of the Commonwealth budgetary process The development of Federal industrial powers Commonwealth road funding since 1980 Growth and employment strategies: Europe, Japan and US

Immigration and unemployment: a symposium report Reducing unemployment: a conference report Restoring full employment: an overview

Assessments of the economic outlook International trade and the global environment Further processing of agricultural products in Australia: some economic issues National competition policy: overview and assessment

The Budget 1994-95: macroeconomic policy and national saving Australian urban and regional development: the policy challenge

D James D James S O’Neill D James S O ’Neill P Flanratty P Hanratty P Hanratty S O’Neill G Winter D Daniels J Kain P Hanratty

A Watson J Kain J Pitchford

F Stilwell

40

Program 2- Parliamentary Research Service

Foreign Affairs, Defence and Trade

The Foreign Affairs Group and Defence Group were amalgamated in November 1993 and trade added to the responsibilities of the new Foreign Affairs, Defence and Trade Group (FADT).

Major issues addressed by FADT included GATT, bilateral relations with the United States and East Asian countries, regional organisations such as APEC and ASEAN, and particular issues eg. the South African, Cambodian and Japanese elections and the Middle East peace negotiations. From the

defence perspective, major issues included the UN's peace-keeping role, relocation of the naval arms depot from Sydney, defence industries and exports, the Ready Reserve, the chemical weapons agreement and strategic relationships with Australia's neighbours, particularly ASEAN. Bilateral and multilateral aid continued to be of major interest to Members and Senators.

During the year, the group enhanced its services to clients by commissioning two specialist consultants to prepare general distribution papers. Dr Robert F. Miller (Visiting Fellow in the Transformation of Communist Systems Project, Research School of Pacific and Asian Studies, Australian National University) prepared two papers on the process of change and reform in Russian

domestic and foreign policies. Dr Brian Martin (currently on leave from the PRS as visiting Fellow in the Centre of Asian Studies, University of Hong Kong) prepared a paper on economic and political developments in Hong Kong in the lead-up to integration with China in 1997.

The identification of strategic aims and objectives for an increasing number of bilateral visits (as well as delegations to inter-parliamentary organisations) and coordination of related briefs remained a major function of the Group. The cooperation of other research groups as well as of executive departments continued to be an essential part of this process. Advice and support were also provided to the Presiding Officers for in-coming delegations and visitors and relevant committees.

With the amalgamation and the absence of two officers on six month placements, responsibilities were reassigned within the Group. Two temporary officers, Mr Allan Shepherd and Ms Patricia Sagar jointed the group for varying periods.

A total of nineteen general distribution papers were issued by the Group during the year:

Japanese politics and the 1993 July election: continuity and change The sad look of magic puddings: problems with protectionism Index to Parliamentary questions on defence: 1993 Australian battles on the western front during WWI Australia’s overseas aid program: an analysis of the 1993-94

aid budget

M Underdown M Warby G Brown D Anderson

S Sherlock

41

Parliamentary Library Annual Report 1993-94

Taking risks for peace: Israeli/PLO declaration of principles APEC’s Seattle meetings : issues for Australia When the talking had to stop: the end of the Uruguay round Japan and the Hosokawa government: a preliminary postmortem A house divided: the South African election of April 1994 Australia’s overseas aid program: an analysis of the 1994-95

aid budget The killing fields of Rwanda Background to the Macedonia question Afghanistan: the politics of disintegration The defence commercial support program: saving $200

million a year for defence procurement Australia’s defence cooperation program United Nations and international security Reform in Russia: prospects for democratic

institutions and a market economy Russia’s foreign relations: recent developments and future prospects

M Ong F Frost M Warby M Underdown A. Shepherd

R Tomar A Shepherd M Underdown R Tomar

A Shepherd A Shepherd D Anderson

R Miller

R Miller

Law and Public Administration

1993-94 was stimulating for the Law and Public Administration Group. The Government's response to the Mabo decision, major changes to industrial laws, the ongoing debate on an Australian republic, the increasing focus on human rights and international treaty obligations, the continuing debate on the role of Parliament and the accountability of the executive have generated considerable work.

A review of the Bills Digest Service was completed in August 1993 and the subsequent integration of the service into the group has led to timelier production of a greater number of more detailed digests. Clients are showing increased interest in accessing digests through the Library’s ISR system.

The group used its staffing flexibility to gain access to expertise within the private and public sectors, bringing in a range of fresh perspectives. To broaden the group's areas of expertise, an arrangement for short-term placements has also been maintained with a large private sector law firm and a program of secondments has begun with an exchange of staff involving the Legal and International

Division of the Department of Industrial Relations.

42

Program 2- Parliamentary Research Service

‘Law over Lunch’ seminars, open to other parliamentary staff, were introduced and dealt with industrial laws, the Attorney-General Department's role in constitutional cases and the powers and privileges of parliamentary committees.

Requests were at a record level ( 2,734 in 1993-94 compared with 1621 in 1992-93). Client requests have remained the group's main priority with the areas of business, taxation, superannuation and business law maintaining high levels of interest.

Fourteen general distribution papers were produced:

A guide through the Mabo maze Monarchy or republic? Reserve power of the head of state Monarchy or republic? A comparative outline of major presidential powers Monarchy or republic? A collection of arguments for and against Election dates (Federal Parliament)

State election dates

Agricultural, livestock and forestry levies and charges

Electric blues: unresolved issues with copyright and computer software Petrol prices beat the budget - taxing without authority Sales tax and refunds: the mutual pools case Are state revenues safe or does the confusion remain? The

High court decision in the Capital Duplicators (No.2) case The Native Title Bill - impact on the States Strange bedfellows: the United Nations Human Rights

Committee and the Tasmanian Parliament Senate power in relation to money bills: an historical perspective

A Twomey Y Marsh

1 Ireland A Twomey B McMahon MBini

M Healy 1 Ireland J Fleming

D Hughes Y Marsh B Bailey

B Bailey A Twomey

A Twomey A Twomey

Science, Technology, Environment and Resources

This was a year of record enquiries to the Science, Technology, Environment and Resources Group (STER) (1,064 in 1993-94 compared with 621 in 1992-93), with the increasing client interest reflected over a range of topics. The national agreement to phase out leaded petrol raised issues such as increased excise and lowered octane rating for leaded fuel and the possible effects of lead

substitutes such as ethanol, and benzene on air pollution.

43

Parliamentary Library Annual Report 1993-94

Nature conservation was also important over the year with issues arising including world heritage, a range of new conservation proposals, implications for Commonwealth-State relations and general management options. Natural resources and their management made up a large part of client interest,

particularly water, forests and landcare issues. Water issues were largely concerned with price allocation and pollution, while forestry-oriented requests included woodchip proposals, protection of old growth stands and an overall national forest policy. Uranium mining and other nuclear matters such as research reactor replacement, waste disposal, safeguards and new arrangements for ANSTO were another growth area for requests. Interest in the proposed national grids for electricity and natural gas similarly increased.

Another major category of issues increasing in importance for clients was communications. The group received requests on, among other things, cable television, telecommunication futures and spectrum management. Science, technology, industry and innovation policy-related requests occurred more frequently in the second half of 1993-94 in connection with the white paper, Working Nation, released early in May.

The STER Group produced five general distribution papers this year:

Australian mining leases: State and Territory procedures P Kay Waste not? Recycling and waste minimisation W McCormick

Effects of sub-clinical levels of lead in children R Panter

Report: Outlook 94 conference (minerals and energy) P Kay

Natural gas - an Australian growth industry P Kay

Social Policy

The group’s title changed from Education and Welfare to Social Policy Group (SP) to reflect more accurately the range of issues covered and resources reorganised to split major subject areas and to provide extra coverage in the immigration, multicultural and ethnic affairs and social statistics areas.

There was a significant increase in demand during the year ( 3,005 in 1993-94 compared with 2,339 in 1992-93). Major issues included Aboriginal affairs, specifically the implications of the Mabo judgement, native title legislation, the reconciliation process and Aboriginal health funding.

The level of Australia's immigration intake and policies affecting refugees continued to be of interest to clients as did the employment and income status of people from a non-English speaking background.

44

Program 2- Parliamentary Research Service

The International Year of the Family generated significant numbers of requests as did issues concerning women such as women's health and domestic violence strategies and the representation of women in Australian and international parliaments. The new home child care allowance, the childcare rebate, and a new accreditation system for long day child care centres were considered and

assessed.

Proposals to reform private health insurance, measures to combat medical fraud and overservicing and the financing and delivery of health care services also led to significant numbers of requests.

The ownership and control of the media and issues concerning pay TV continued to generate enquiries and the release of the green and white papers on labour market programs prompted a large number of enquiries as did the impact of vocational education changes with the creation of the Australian National Training Authority.

Other areas of interest included curriculum in schools, student assistance, youth homelessness, income support for the unemployed and moves to modify and reform the pension income and assets tests and assistance for older widows and single parents.

New products and services developed by the group during the year include the inclusion on the ISR system, of data which will be regularly updated, on social security payment rates for pensions and benefits.

Nine general distribution papers were produced by the SP Group this year:

International Year of the Family Sex discrimination legislation in Australia The Mabo debate - a chronology Residential care for the aged

Medicare, private health insurance and proposals for change Arts policy in Australia: a history of Commonwealth involvement in the arts

Restoring full employment: an overview

Population policies: family planning and reproductive rights Innovation without change? Commonwealth involvement in Aboriginal health policy

S Mclnnis C Larmour J Gardiner-Garden

R LeGuen P Mackey

J Gardiner-Garden S O’Neill G Winter D Daniels

C Larmour

J Gardiner-Garden

45

Parliamentary Library Annual Report 1993-94

Statistics

The Statistics Group experienced high demand during 1993-94, with main areas of client request being economic statistics, labour force data and electoral statistics.

Continuing high levels of unemployment and the release of the green paper Restoring Full Employment and the white paper Working Nation resulted in a substantial increase in requests for labour force and related statistics. Regional labour force data was of particular interest and a background paper analysing trends in unemployment and underemployment was issued in December

1993. Other economic statistics in demand included national accounts, balance of payments, foreign debt, bankruptcies, government finance and agricultural statistics.

Analyses of the 1993 Federal Election and the results of by-elections held early in 1994 were produced. The provision of 1991 Census of Population and Housing results on an electoral division basis continued during 1993-94. A background paper comparing selected census characteristics for

each electoral division was published in August 1993. The ITA electoral redistribution system managed by the Statistics Group was heavily used in the last quarter of the year.

The group handled requests during the year from other research groups, parliamentary committees and other parliamentary departments. Many of these were for the production of maps or graphs in order to enhance the presentation of data. Several graphs produced by the group have appeared in parliamentary committee reports.

The group produced MESI, the Monthly Economic and Social Indicators, which contains the tables and graphs for the major economic and social indicator series, and published eight general distribution papers:

Comparison of 1991 census characteristics; Commonwealth electoral divisions Federal elections 1993

Federal election results 1949-1993 Trends in unemployment and underemployment House of Representatives by-elections From there to back again? Australian inflation and

unemployment 1964-1993 Greening the national accounts: possibilities, problems and perspectives How has our government grown? Measuring the state

A Kopras G Newman A Kopras

G Newman T Kryger G Newman

M Warby

M Warby M Warby

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Parliamentary Library Annual Report 1993-94

TABLE 8 - Usage Distribution

1992-93 1993-94

% %

Low (not more than 25 requests) 58.4 46.8

Moderate (26-100 requests) 34.4 39.4

High (more than 100 requests) 7.2 13.9

The Library Services Survey conducted in November 1993 reported increased importance attached to PRS services. Client comment on PRS services is expressed in formal and informal ways, including in the chambers. The head of the PRS has instituted a program of visits to Senators and Members to provide up to date advice on services and to seek feedback and suggestions on future directions.

During 1993-94, there was a slight increase from 1.1 to 1.3 per cent in the proportion of requests that were not completed by the agreed deadline. The substantial increase in the number of client requests handled is partly responsible for this as is also the greater complexity of many requests.

Reviewing major issues before Parliament through PRS publications which are distributed generally throughout the Parliament

General distribution papers are prepared as one means to manage the heavy workload by anticipating demand in key areas. With the assistance of a forecast of issues process, they are also a primary tool for PRS officers to build up their expertise so that they are able to respond to requests on as wide a range of subject areas and with as great a degree of authority as is possible. Sixty-eight of these general distribution papers were issued during the year, the largest number produced in a year.

General distribution papers are available to all Senators and Members on request and, with the exception of papers containing extensive tables, are available through the Library’s ISR system.

48

Program 2- Parliamentary Research Service

General distribution papers were reviewed and the Issues Briefs series renamed Current Issues Briefs to reflect their immediate nature. A new category of papers called Research Papers was created for papers containing original research and analysis. Previously these papers were included in the Background Papers series, which is now restricted to papers which are essentially reference works or

compendia of information. All papers were given colour coded covers to be more readily identifiable and user friendly.

The first of the subject collections, which put together in one volume papers written by the PRS on subject areas in which there has been considerable interest, was released. The volume brought together work arising from the Mabo debate and was launched on 27 June 1994 by the Speaker of the House of Representatives, the Hon Stephen Martin.

Publications continued to be reviewed by workshops of departmental staff and, on occasions, papers have been submitted for external refereeing.

Providing dedicated support fo r the Parliament’s consideration o f legislation through Bills Digests and responses to individual inquiries on legislation.

The Law and Public Administration Group is responsible for assisting Senators and Members in the consideration of legislation. This is achieved by producing Bills Digests which provide analysis of proposed legislation and through responses to requests from individual Senators and Members. Bills digests are available in both printed form and on the ISR. Digests are now produced for all bills

introduced into Parliament.

The use of the guillotine affected the ability of the PRS to prepare material before each debate. A total of 198 Digests were produced, 46 more than in 1992-93 and Digests were prepared in time for debate on approximately 85 per cent of the bills.

Sustaining the quality o f support to Parliamentary Committees, for briefs for Parliamentary delegations going overseas and provision o f background on incoming delegations.

PRS work for committees continued to increase and included assistance in formulating terms of reference for enquiries, writing background briefings, analysing particular specialist issues and, occasionally, assisting with the drafting of reports. Support for parliamentary delegations involved

49

Parliamentary Library Annual Report 1993-94

the preparation of written briefs both for delegations visiting other countries and for Inter­ parliamentary Union (IPU) and Commonwealth Parliamentary Association (CPA) conferences. It also involved speech notes and speeches for the formal welcome of delegations of visiting parliamentarians. Twelve requests associated with the IPU and CPA conferences were completed during 1993-94 and thirty-five requests for work associated with delegations were completed, including speeches.

The PRS responded to 310 requests from Senate, House of Representatives and joint committees during 1993-94. The Joint Standing Committee on Electoral Matters commissioned research papers from the Social Policy Group for the reference on Women, Elections and Parliament and these papers were published by the Committee in its report of May 1994. Other issues on which requests were made included foreign ownership of the media, law on rape, superannuation, environment, taxation administration, shipping reform, foreign affairs, defence and trade, youth issues, breast cancer and the law in relation to international war crimes.

Preparation of delegation briefs has an important coordination component, largely undertaken by the Foreign Affairs, Defence and Trade Group. This involves liaison with other research groups, but also with the Department of Foreign Affairs and Trade and the Parliamentary Relations Office. Speeches and speech notes for the Presiding Officers are also prepared by the Foreign Affairs, Defence and

Trade Group.

Ensuring effective management o f the Political Studies Fellowship.

The PRS manages the Political Studies Fellowship on behalf of the Library Committee and in consultation with the Australian Political Studies Association (APSA) and the Australasian Study of Parliament Group (ASPG). It assists the Library Committee in the selection of Fellows and provides funding and administrative support for the Fellow's research and the publication of results.

During the year Dr Stephen O'Kane, the 18th Fellow since the scheme began in 1971, completed his project on aspects of the operations of parliamentary committees, taking as his case study the Senate Select Committee on the Functions, Powers and Operations o f the Australian Loan Council.

A steering committee was established to oversee and support the work of the Fellow throughout the year and referee the Fellow's report. The committee consists of Mr Paul Filing MP, as a representative of the Library Committee, Dr Verrier, Head of the PRS, Dr John Uhr, representing the Australasian Political Studies Association and Dr Marion Simms representing the Australasian Study of Parliament Group.

50

Program 2- Parliamentary Research Service

To make their work on studies of various aspects of the Australian Parliament more generally available and to raise the profile of the Political Studies Fellow, it was decided to publish the works of the Fellows as a series of monographs. The first publication was the work of Dr David Lovell, the 1992 Fellow, whose project was entitled The sausage makers? Parliamentarians as legislators. The publication was launched by the Speaker of the House of Representatives, the Hon Stephen Martin on 27 June 1994.

Dr James Warden is the 1994 Political Studies Fellow and is working on a project concerned with Parliament House as a symbol of democracy and the nature of parliamentary democracy in Australia. He gave two work-in-progress seminars during the course of the year.

RESOURCE INPUTS

Staffing

Resource use by the PRS is personnel intensive with salary costs, including overtime, consuming more than 89 per cent of the program's expenditure. In addition, administrative costs are directly related to increasing the output of the staffing resource through database support or by improvement of professional expertise and career development.

Staffing establishment for 1993-94 was 60 positions (excluding the Political Studies Fellow), comprising 44 professional staff, the Head, a personal assistant and 14 support officers.

Information Technology

Major expenditure in this area was for software and software support for the Statistics Group's economic, demographic and electoral databases, although a comparatively small amount was allocated for an econometric modelling package operated by the Economics, Commerce and Industrial Relations Group.

51

P RO G RA M 3 - C O R P O R A T E SERVICES

"Rear from left to right:

Brian S we e n ey - M a n a g e r , General Services

John L i t t l e - D i r e c t o r (Ag.), Finance

Joy Cl ar ke- Manage r, Personnel

'Front from left to right:

Vicki B r o wn - P er s o n al Assistant

Rob J o h n st o n- Ad v is er , Evaluation and Audit (Program Manager)

Gaye Lindfield-Manager, Finance

Program 3 - Corporate Services

PROGRAM 3 - CORPORATE SERVICES

Manager, Personnel Joy Clarke

Manager, Resource Planning Vacant

Manager, General Services Brian Sweeney

Manager, Finance Gaye Lindfield

Acting Director,

Information Systems and Planning Irene Austin

Adviser, Evaluation and Audit Rob McL Johnston (A/g)

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Parliamentary Library Annual Report 1993-94

OBJECTIVES

• To provide effective leadership and direction, including provision o f executive information systems and planning support, to assist the Department meet its mission and responsibilities.

• To provide the information necessary to enable managers to make effective, efficient and timely decisions.

• To obtain, develop, involve and retain high quality staff.

• To secure and maintain adequate financial resources and manage those resources efficiently.

• To provide accommodation, facilities, stores and office services to enable efficient and cost effective client service.

• To ensure the Department's compliance with statutory and administrative requirements.

DESCRIPTION

The Corporate Services program comprises the Parliamentary Librarian, his support staff and the Corporate Services Branch. Its role is to create the operational environment to support the performance of the Parliamentary Library Information Service and the Parliamentary Research Service - including provision of strategic direction, development and coordination of departmental policies, allocation of priorities and resources, evaluation of performance, and provision of cost

effective corporate support services. The Adviser (Evaluation and Audit) is the Program Manager and in 1994 also chairs the interdepartmental Senior Management Coordination Group, comprising the heads of corporate management of the five parliamentary departments and the General Manager of PISO. He also represents the parliamentary departments on the NOMAD management advisory group. In addition to the Parliamentary Librarian’s Office, the program comprises the following components: •

• Information Systems and Planning Section; • Personnel Section; • Finance and Resource Planning Sections; and • General Services Section.

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Program 3 - Corporate Services

The Information Systems and Planning Section provides policy advice and technical support and coordination for the Department’s information systems, liaison with the Parliamentary Information Systems Office (PISO) of the Department of the Parliamentary Reporting Staff, and support for departmental planning. The other sections provide human resources and financial management

advice and services together with general office facilities and services.

Lyn Ray, Coordinator, MICAH and Desley Dawes, Personnel Officer.

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Parliamentary Library Annual Report 1993-94

Table 9 - Program 3 Financial and Staffing Resources Summary $(’000) and actual staff years

Actual Budget(a) Actual

(1992-93) (1993-94) (1993-94)

Budgetary (Cash) Basis

C o m p o n e n ts o f A p p r o p r ia tio n s

Program costs (excl. running costs) Nil Nil Nil

Running costs 3,435 4,402 4,008

Total appropriations 3,435 4,402 4,008

Less adjustments 68 34 64

Total outlays 3,367 4,368 3,944

Total revenue Nil Nil Nil

Accrual Basis(b)

Program costs (excl. service delivery) na na Nil

Net cost of service delivery na na 4,370

Program costs na na 4,370

Program revenues na na 34

Total (allocated) assets na na 1,245

Total (allocated) liabilities na na 565

Staffing

Staff years (actual) 40.8 - 46.4

a. Budget figure includes Additional Estimates. b. 1993-94 was the initial year of accrual reporting. 1992-93 Actual figures and 1993-94 Budget figures are therefore not available.

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Program 3 - Corporate Services

PERFORMANCE INDICATORS

The following performance indicators were developed for measuring performance in 1993-94:

• the implementation of all recommendations of Audit Report No. 6 1991-92 Department o f the Parliamentary Library - review o f management, particularly those on strategic direction, corporate planning and management practices;

• maintenance of the quality and timeliness of policy development;

• departmental publications to meet all guidelines and to be issued on time; and

• accurate minutes of corporate meetings prepared to be on a timely basis.

PERFORMANCE OUTCOMES

The Parliamentary Librarian’s Office and the Corporate Services Branch assisted the Parliamentary Librarian and departmental executive to provide effective leadership and direction to the Parliamentary Library. They provided secretariat and support services to meetings o f the Library Committee of the Parliament, the Parliamentary Librarian, the Library Implementation

Group, the Parliamentary Library’s Management Committee and the consultative Departmental Council, the Information Systems Advisory Committee and the Occupational Health and Safety Committee.

During the year, this function coordinated departmental publications (including the Annual Report, Corporate Plan and Service Directory) as well as providing a contact point for Senators and Members with the Parliamentary Librarian. All departmental publications were produced to a high standard.

As outlined earlier in the Parliamentary Librarian’s Review, all outstanding recommendations of Audit Report No. 6 1991-92 Department o f the Parliamentary Library - review o f management - were finalised other than recommendation 20.

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Parliamentary Library Annual Report 1993-94

Information Systems and Planning Section

The following performance indicators applied in 1993-94:

• departmental Corporate and Information Systems Plans updated in accordance with parliamentary timetables and strategies;

• a new Library Materials Management System specified and selected, costing system and new asset system implemented, and other departmental systems upgraded;

• other information systems and hardware developed or maintained as requested by the Department’s Information Technology Strategic Plan and Workplans;

• service level agreements agreed with PI SO for all major departmental systems; and

• an effective contribution made to parliamentary and departmental information technology policies and procedures.

Initiatives during the year included:

• specification and selection of a new Integrated Library System for the PLIS, to replace the obsolescent Library Materials Management System;

• selection of new computer hardware for the PRS statistics systems;

• completion of a post implementation review and an internal audit of the Library’s Information Storage and Retrieval system;

• implementation of a gateway for access to Internet;

• development of comprehensive work plans for 1994-95, including the implementation of the new Windows-based computing platform (POWER);

• three service level agreements with PISO for departmental systems drafted, and one signed;

• participation in inter-departmental working groups to finalise the Parliament-wide information technology (IT) and telecommunication strategic plans, an integrated communications strategy; and a security policy for the IT and telecommunications systems;

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Program 3 - Corporate Services

• completion of internal audit reviews of the IT environment and access to external databases;

• introduction of a departmental software policy; and

• initiation, administration and support of a range of minor IT projects in the Department.

For part of the year, the section’s Planning and Projects Officer worked with PISO on the pilot project to provide external access to the parliamentary databases.

Client Request Information System (CRIS)

The CRIS Unit within the section maintained comprehensive statistics of client requests. The CRIS system is to be redeveloped in 1994-95 to allow online access to all client service staff and improved reporting. The new system will be linked to a departmental resource management system being designed to improve management through more timely, structured and integrated

resource budgetary and expenditure information. Both systems will be introduced when the introduction of the new POWER facilities are completed within the Department.

Personnel Section

Human Resource Management

The following performance indicators applied in 1993-94:

• all staffing vacancies filled in a timely manner, and correct pay, allowances, and leave processed, with no significant complaints about service;

• a draft Agency Bargain developed;

• departmental compliance with statutory and administrative personnel requirements;

• updated Human Resource Development Strategic Plan, Equal Employment Opportunity Plan and other personnel policies implemented; and •

• Parliamentary Librarians’ Directions, departmental personnel delegations, and personnel services policy and procedure manuals reviewed and updated.

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Parliamentary Library Annual Report 1993-94

The Personnel Section is responsible for human resource management issues within the Department. Personnel policies issued in 1993-94 included:

• exit procedures;

• part-time officers - flexibility in hours of work;

• review of performance appraisal; and

• acceptance of corporate hospitality.

In 1994, the Parliamentary Library is chair of the Parliament’s interdepartmental Personnel Managers Group and is represented on the Nomad Users Group. Personnel transactions are processed as a matter of priority. 7,919 salary variations were processed in the year, with all transactions received by pay cutoff processed on time. 4,147 leave forms were also processed, the majority within 24 hours and 95 per cent within ten days of receipt.

Establishment and recruitment

The Parliamentary Library had 213 establishment positions at 30 June 1994. During the year, seven positions were reclassified but no positions were created or abolished.

Given the high proportion o f senior officers in the Parliamentary Library’s establishment, the average age is higher than in many other departments. Appendix 2 shows that 59 per cent of permanent staff are aged over 40 years (47 per cent of men and 42 per cent of women), and 11 per cent are aged 30 years or less (7 per cent of men and 13 per cent of women).

Vacant positions are advertised in both the Gazette and press. Forty-one positions were advertised and 34 filled during the year and the average time to fill positions exceeded departmental guidelines by two weeks. As a result, selection procedures are under review to reduce unnecessary delays whilst maintaining appropriate merit based selection processes.

Agency bargaining

The Department commenced implementation of the requirements of the agreement between the Commonwealth Government, Presiding Officers and public sector unions ‘Improving Productivity, Jobs and Pay in the Australian Public Service 1992-1994. ’

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Program 3 - Corporate Services

Initial actions taken were the secondment of a senior officer to coordinate a staff education program and consultative process, and the development of a management agenda for negotiation with the relevant union.

Negotiations with the union did not proceed in 1993-94 because of disagreement on the threshold issue of definition of agency. The Community and Public Sector Union (CPSU) was of the view that there should be a single agreement to cover the five parliamentary departments. The Presiding Officers and all parliamentary departments disagreed with this view. Meetings with representatives of the other parliamentary departments and unions to endeavour to resolve the

issue had not been successful as at year end.

Equal Employment Opportunity (EEO)

Appendix 2 details EEO target groups within the Department. It shows that 62 per cent are female, 19 per cent are from non-English speaking backgrounds, and 4 per cent have declared disabilities. The Parliamentary Library currently has no Aboriginal or Torres Strait Islander staff. Of the staff recruited during the year, 71 per cent were female (39 per cent in 1992-93), including the Head of the Parliamentary Research Service.

At year end, the Parliamentary Library’s EEO plan was being reviewed in consultation with staff.

Additional sexual harassment contact officers have been trained and the names of contact officers listed regularly in the staff newsletter.

Performance appraisal and performance pay

Following the initial cycle of performance appraisal for senior officers and senior executive staff, the Department’s performance appraisal guidelines were reviewed during 1993-94 by a subcommittee of the consultative Departmental Council. The evaluation was undertaken by way

of a questionnaire based on the model developed by the Public Service Commission. The guidelines were being updated at year end and the review report and management response will be considered in 1994-95 by the Departmental Council.

Statistics on performance appraisal and pay are at Appendix 5.

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Parliamentary Library Annual Report 1993-94

Industrial democracy

During 1993-94, the Department continued to involve staff and their association in the decision making process. At year end, the Department’s Industrial Democracy Plan was being reviewed by a subcommittee of the Departmental Council. The Departmental Council met 3 times during the year and discussed a range of subjects including:

• a proposed new Memorandum o f Agreement with the CPSU for the Council and new terms of reference of its Information Systems Advisory Committee;

• the proposed creation of a Department of Parliamentary Information and Reporting Services;

• the restructure of Program 1 and the reconstruction of the Library entrance;

• the review of performance appraisal guidelines and senior officer performance pay;

• Employee Assistance Service; and

• Library closing hours.

Social justice and equity

Since the Department’s function is to provide services to the Parliament, it is not involved in the delivery of Government programs to the community at large and does not, therefore, have a direct role in the application of social justice principles in the general community.

The Department is conscious, however, of the need to develop personnel policies that support social justice principles and has developed and implemented equal employment opportunity and industrial democracy plans across all three programs.

The Department ensures that staff and the staff association are consulted on matters of significance, either directly or through established consultative mechanisms. The Department also encourages, and will continue to encourage, staff to participate in the development of corporate policies and procedures and to take advantage of staff development and training activities. Staff and their families also have access to confidential counselling services provided by the Department. In instances where staff feel aggrieved, they have access to the Secretary of the Department and /or the Merit Protection and Review Agency.

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Program 3 - Corporate Services

Occupational Health and Safety (OH&S)

The Department’s OH&S Agreement was signed by the Acting Parliamentary Librarian and the CPSU in December 1993.

The OH&S Committee continued to meet quarterly. Initiatives taken during the year to ensure the health, welfare and safety of staff included:

• on-going training of health and safety representatives;

• a program of workplace ergonomic assessments;

• eyesight and hearing assessments;

• re-training of First Aid Officers;

• immunisation of first aid, security and OH&S staff against Hepatitis B; and

• voluntary skin cancer, cardiac risk, and health and fitness assessments.

There was one significant accident in the year, when a Joint House Department staff member was injured while working in the Library. No notices or directions under the Occupational Health and Safety (Commonwealth Employment) Act 1991 were given or received.

Employee Assistance Service

The Department continued to engage a confidential counselling service for use by staff and their families. Figures from the provider indicate that the use of the service is low and the majority of problems are personal rather than work-related.

Compensation and rehabilitation

The Department’s policy emphasises the importance of early intervention in potential compensation cases. In 1993-94, eight new compensation claims were lodged. Both the number and average cost of cases were less than for the previous year.

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Parliamentary Library Annual Report 1993-94

Staff development and training

A new Human Resource Development Strategic Plan was published in September 1993, including the implementation of Individual Development Plans (IDPs). IDPs align with the principle of continuous improvement and supervisors being responsible for the development of their own staff. The Staff Development Officer facilitated IDP workshops within each work group.

Internal courses conducted by the Joint HRD Unit of the Joint House Department have been aligned to the core competencies developed by the Joint APS Training Council. These sessions also facilitate a greater interaction of personnel across the three Parliamentary service departments with increased appreciation of the roles o f each department.

Ten staff members undertook Recognition for Prior Learning through the Canberra Institute of Technology to gain modules towards the Advanced Certificate in Public Administration. One staff member met the full requirements and received an Associate Diploma in Public Administration through this scheme.

Two staff members participated in the Senior Women in Management (SWIM) program during the year. Excluding on-the-job training formal coursework during the secondment, the Parliamentary Library expended 788 days on formal training - an average of four days per staff member. In addition to the Parliamentary Library’s $78,000 share of the costs o f the Joint HRD

Unit and salaries paid to departmental staff on courses and conferences, the department spent an average of $900 per staff member on training during 1993-94.

Assistance was also provided to 16 staff engaged in approved study under the Department’s Studybank Guidelines. All were part-time students using an average of five hours approved study leave per week.

Finance and Resource Planning Sections

The following performance indicators applied in 1993-94:

• adequate running costs base, workload adjustment formula and collection development price deflator agreed with the Department of Finance and all target dates for financial statements, budget estimates, Parliamentary submissions, Department of Finance returns met; •

• further implementation of the department’s costing system;

6 6

Program 3 - Corporate Services

• accrual reporting introduced for financial statements;

• internal audit program reviewed and implemented;

• full departmental compliance with statutory and administrative requirements, with no significant Australian National Audit Office or internal audit negative findings received;

• all accounts paid on due date, excepting where cost effective discounts taken; and

• Parliamentary Librarian’s Directions, departmental financial delegations, and policy and procedure manuals reviewed and updated.

Budget changes

The Parliamentary Library has now finalised its running cost base negotiations with the Department of Finance. A figure of $ 1.454m was agreed from 1993-94 to provide for the replacement of its information technology assets (hardware and software) including the Electronic Media Monitoring unit. In addition, funds were received under the adjustment formulae agreed

with the Department of Finance in 1992-93 for increases in the Parliamentary Library’s externally generated workload level and collection development costs.

All target dates for Budget estimates, responses to Estimates Committee questions, Department of Finance returns and financial statements were met.

Collection development expenditure remained a priority, including a 43 per cent increase in expenditure on accessing external data bases.

Financial management

The Australian National Audit Office (ANAO) issued an unqualified Audit Report on the Department’s 1992-93 partial accrual financial statements and noted that ‘the financial affairs of the Department continued to be managed in an effective and efficient manner’.

As part of its move to accrual financial statements for 1993-94, the Department developed opening balance figures early in the financial year and completed audited trial financial statements as at 31 December 1994. The trial was commended by senior ANAO officers as the unqualified Audit Report on the 1993-94 accrual financial statements was signed on the early date of 10

67

Parliamentary Library Annual Report 1993-94

August 1994. Only minor recommendations for improving financial accounts and records were made by the ANAO and the Department’s internal auditors. These were all accepted and acted upon promptly.

98.3 per cent of accounts were paid within 7 days of the due date (99.1 per cent in 1992-93), with 95.1 per cent on the due date. The few delayed transactions related to lost or queried invoices.

Other achievements during the year were the further development of the MFASYS financial management system; updating of financial delegations, user manuals and the Parliamentary Librarian’s Directions; and the first production run of the Department’s costing system (on 1992­ 93 data). Work will continue in 1994-95 on improving financial management reports, the costing model and the documentation of administrative procedures.

General Services Section

The following performance indicators applied in 1993-94:

• ninety-eight per cent of building job requests and office services provided on time, with no significant complaints about service;

• a new computer-based assets system selected and implemented;

• coordination with Joint House Department to meet departmental capital works and maintenance requirements;

• departmental asset replacement program, accommodation plan, environmental plan, protective security manual and records management policies and procedures reviewed and updated;

• Parliamentary Librarian’s Directions, policy and procedure manuals reviewed and updated; and •

• full departmental compliance with statutory and administrative requirements.

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Program 3 - Corporate Services

Major initiatives during 1993-94 included:

• preparation of a new protective security policy, procedures and standards manual; • development of a draft departmental environmental policy; • introduction of a new assets and stores management system; • introduction of a departmental asset replacement program, including upgrading the

Department’s photocopying facilities; • issue of amended purchasing, travel and asset policies and procedures; • assistance in introduction of accrual reporting; • accommodation and capital works planning, including the Library front entrance upgrade; • review of vehicle usage and courier services; and • software stocktake and register.

Other significant tasks still underway at year end were the review of the Department’s records management policy and procedures, introduction of computer-based postage controls, development of a long term accommodation strategy for the Main Library, assistance to the PLIS with its physical restructuring following reorganisation, and development of service level

agreements with the operational programs.

The number of publications printed and distributed by the Parliamentary Library rose 177 per cent to 121,770. However, maximum use of distribution facilities within Parliament House and improved postage management limited the increase in postage costs to 20 per cent. Other office services increased generally by approximately 5 per cent, yet there was a reduction in client

complaints.

Advertising and market research

The Department did not engage any companies/organisations to carry out any advertising campaigns or market research on its behalf during 1993-94. Media advertising was restricted to classified advertising for tenders and job vacancies. Expenditure for 1993-94 was $32,821.60, broken up as follows:

Australian Government Publishing Service $ 5,148.43

Neville Jeffress Advertising $27,673.17

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Parliamentary Library Annual Report 1993-94

Purchasing

The Department complied with Commonwealth Procurement Guideline No. 2 - Open and Effective Competition and Gazettal o f Purchasing Information - and forwarded details of all purchases of $2,000 or more for publication in the Commonwealth o f Australia Gazette (Purchase and Disposal).

Information technology purchasing

The Parliamentary Library complies with the Government’s IT purchasing policies and consults with, and is advised by the Parliamentary Information Systems Office of the Department of the Parliamentary Reporting Staff. PISO provides the following services to all parliamentary departments:

• technical support and training; • advice on standards including the Government’s Open Systems Interconnection Profile (GOSIP) compliance and migration; e central information technology services; • tender negotiation and contract administration for Parliament-wide contracts; and • network infrastructure and management services.

The Parliamentary Library uses the ‘Common Use Contracts’ to the extent possible and supports local suppliers and Australian industry. Expenditure on IT in 1993-94 totalled $1,454 million ($1,026 million in 1992-93).

Consultancy services

In accordance with prescribed policies for the engagement of consultants, the Department used consultants to provide specialist skills or resources not available in-house. It applied fair and open selection procedures. During 1993-94, consultancies were undertaken in the areas of seminar speakers, training, client survey (ABS), internal audit and general consultancy. Thirty-six consultants were engaged during the year (32 in 1992-93) for a total cost of $129,934 ($291,929 in 1992-93). Individual consultancies valued at $2,000 or more are listed at Appendix 4.

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Program 3 - Corporate Services

Internal and External Scrutiny

Internal audit

The Department’s Audit Committee met quarterly, with AN AO and internal audit representatives in attendance.

Internal audits underway at 30 June 1993 were completed and further reviews were conducted of recruitment, fringe benefits tax and the information technology environment. The Department’s contract internal auditor also undertook assets and accounts and records reviews for ANAO as part of the audit of the financial statements.

Fraud control

The Fraud Control Plan completed in 1992-93 was actioned further during the year. Checks in relation to specific issues, eg. the Australian Government Credit Card (AGCC), confirmed that the plan was appropriate. The plan will be reviewed formally in 1994-95. During the financial year, no cases of fraud were detected.

Reports by the Australian National Audit Office

Audit Report No. 27 1993-94, Report on Ministerial Portfolios Autumn Sittings 1994, noted that the Audit Report on the 1992-93 financial statements was unqualified and the results of the audit of the accounts and records were satisfactory. Recommended minor improvements relating to accounting for prepayments and the operation of the Department’s trust account have been

actioned.

The Parliamentary Library has also considered and, where appropriate, implemented recommendations contained in the APS-wide 1993-94 reports from the Auditor-General, eg. performance pay, under-performing officers, accrual reporting and the Australian Government Credit Card.

Administrative law

The Parliamentary Library is not subject to the Freedom o f Information Act 1982.

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Parliamentary Library Annual Report 1993-94

There were no reports or determinations issued under the Privacy Act 1988 during the year which applied to the Parliamentary Library. Although this Act has limited legal application to the Parliamentary Library, confidentiality of client requests and privacy of staff information are regarded as critical aspects of its operation and controls have been strengthened in these areas. The provisions of the Act relating to tax file numbers apply and are complied with strictly.

No reports to the Parliamentary Library were made under section 15 of the Ombudsman Act 1976 during 1993-94 and the Department is not aware of any reports made by the Ombudsman under sections 16, 17, or 19 that contain comment about the Department.

Decisions of courts and tribunals

There were no judicial decisions or decisions of administrative tribunals handed down during the year which significantly affected, or could in future significantly affect, the operation of the Parliamentary Library. In addition, the Attorney-General’s Department has not notified the

Parliamentary Library of any such decisions which have service-wide implications.

72

Appendix 1

Auditor-General

DEPARTMENT OF THE PARLIAMENTARY LIBRARY INDEPENDENT AUDIT REPORT

Scope

I have audited the financial statement of the Department of the Parliamentary Library for the year ended 30 June 1994.

The statement comprises:

. Statement by the Acting Parliamentary Librarian and the Adviser, Evaluation and Audit

. Operating Statement

. Statement of Assets and Liabilities

. Program Statement

. Statement of Cash Flows

. Statement of Transactions by Fund, and

. Notes to and forming part of the Financial Statement.

The Acting Parliamentary Librarian and the Adviser, Evaluation and Audit are responsible for the preparation and presentation of the financial statement and the information contained therein. 1 have conducted an independent audit of the financial statement in order to express an opinion on it.

The audit has been conducted in accordance with the Australian National Audit Office Auditing Standards, which incorporate the Australian Auditing Standards, to provide reasonable assurance as to whether the financial statement is free of material misstatement. Audit procedures included examination, on a test basis, of evidence supporting the amounts and other disclosures in the financial statement, and the evaluation of accounting policies and significant accounting estimates. These procedures have been undertaken to form an opinion whether, in all material respects, the financial statement is presented fairly in accordance with Australian accounting concepts and applicable accounting standards and statutory requirements so as to present a view of the Department which is consistent with my understanding of its financial position, its operations and its cash flows.

The audit opinion expressed in this report has been formed on the above basis.

Australian National Audit Oflice, GPO BOX 707, Canberra ACT 2601 · Telephone (06) 203 7500 a Fax (06) 273 5355

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Parliamentary Library Annual Report 1993-94

Audit Opinion

In accordance with sub-section 51(1) of the Audit Act, I now report that in my opinion, the financial statement:

. is in agreement with the accounts and records kept in accordance with section 40 of the Act;

. is in accordance with the Financial Statement Guidelines for Departmental Secretaries (Accrual Reporting), and

. presents fairly in accordance with Statements of Accounting Concepts and applicable Accounting Standards the information required by the Guidelines including the department’s departmental and administered financial transactions and its cash flows for the year ended 30 June 1994 and departmental and administered assets and liabilities as at that date.

uranam isoenne Acting Executive Director Financial Audit

CANBERRA

10 August 1994

74

Appendix 1

DEPARTMENT OF THE PARLIAMENTARY LIBRARY

FINANCIAL STATEMENTS 30 June 1994

CONTENTS PAGE

Audit Report on Financial Statements

Statement by Secretary ................................................................................ 2

Operating S tate m e n t..................................................................................... 3

Statement of Assets and Liabilities ............................................................ 4

Program S ta te m e n t....................................................................................... 5

Statement of Cash F lo w s.............................................................................. 6

Statement of Transactions by F u n d ............................................................ 7

Notes to the Financial S tatem ents.............................................................. 8

1

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Parliamentary Library Annual Report 1993-94

STATEMENT BY THE DEPARTMENTAL SECRETARY AND OFFICER RESPONSIBLE FOR FINANCIAL OPERATIONS

Certification

We certify that the financial statements for the year ended 30 June 1994 are in agreement with departmental accounts and records and, in our opinion, present fairly the information required by the F in an cial S ta te m e n t G u idelin es for D e p a r tm e n ta l S e c r e ta r ie s (A ccrual R e p o rtin g ) issued in January 1994.

J.W. Templeton Acting Parliamentary Librarian

R.McL. Johnston Adviser, Evaluation and Audit

^ August 1994 5 August 1994

2

76

Appendix 1

DEPARTMENT OF TH E PARLIAMENTARY LIBRARY OPERATING STATEMENT for the year ended 30 JU N E 1994

NOTES 1994

$000

COST OF SERVICES

Operating expenses Employee expenses 10,23 9,887

O ther adm inistrative expenses 10,11,12,13,14 6,501

Total operating expenses 16,388

O perating revenues from independent sources

Section 35 Resource Agreement 35

N et cost of services 16,353

REVENUES FROM GOVERNMENT

Parliam entary appropriations used for: 16

O rdinary annual services 13,112

O ther services 115

Liabilities assumed by government 1(d) 1,128

Resources received free of charge 14 2,369

Total revenues from government 16,724

O perating result 371

Accumulated operating results a t 30 Ju n e 1993 319

Accumulated operating results a t 30 J u n e 1994 690

ADMINISTERED ITEMS

Administered revenues Miscellaneous receipts 34

The above Statem ent should be read in conjuction w ith the accom panying notes

3

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Parliamentary Library Annual Report 1993-94

DEPARTMENT OF T H E PARLIAMENTARY LIBRARY STATEM ENT OF ASSETS AND LIABILITIES as a t 30 JU N E 1994

JU N E

1993 1994

$'000

CURRENT ASSETS

NOTES $'000

0 Cash 2 1

1 Receivables 3 0

543 O ther 4 710

544 Total cu rren t assets 711

NON-CURRENT ASSETS

2,423 Property, P la n t and Equipm ent 5 2,793

94 Other 6 203

2,517 Total non-current assets 2,996

3,061 Total assets 3,707

CURRENT LIABILITIES

132 Creditors 7 124

991 Provisions 8 1,167

268 O ther 9 111

1,391 Total cu rre n t liabilities 1,402

NON-CURRENT LIABILITIES

1,351 Provisions 8 1,615

1,351 Total non-current liabilities 1,615

2,742 Total Liabilities 3,017

319 N ET ASSETS (LIABILITIES) 690

0 Administered ‘ ■ : ic : 0

0 Total adm inistered 0

The above S tatem ent should be read in conjunction w ith the accompanying notes.

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Parliamentary Library Annual Report 1993-94

DEPARTMENT OF T H E PARLIAMENTARY LIBRARY STATEMENT OF CASH FLOWS for the year ended 30 JU N E 1994

N ote 1994

CASHFLOWS FROM OPERATING ACTIVITIES

$O00

Inflows:

Parliam entary Appropriations 13,227

Section 35 A nnotated Appropriation 19

Outflows: 13,246

Appropriation Paym ents 12,309

N e t cash provided by o perating activities 15 937

CASHFLOWS FROM INVESTING ACTIVITIES

Inflows:

Proceeds on sale of plant and equipment 17

Outflows:

Purchase of plant and equipment (953)

N et cash used in investing activities (936)

N e t change in cash 1

Cash a t 1 July 1993 0

Cash a t 30 June 1994 1

CASHFLOWS FROM ADMINISTERED TRANSACTIONS

Inflows: Miscellaneous Receipts 34

N e t cash inflow from adm inistered transactions 34

The above Statem ent should be read in conjunction with the accompanying notes.

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Appendix 1

DEPARTMENT OF TH E PARLIAMENTARY LIBRARY STATEMENT OF TRANSACTIONS BY FUND for the year ended 30 JU N E 1994

1993

ACTUAL $

27,182 44,466

71,648

11,340,429

11,340,429

Consolidated Revenue Fund

RECEIPTS

Section 35 - Appropriation Miscellaneous

Total Receipts

EXPENDITURE

(Annual appropriations: (Appropriation (Parliam entary (Departments) Acts (1993-94) (Section 35 receipts

(deemed to be appropriated

Total expenditure

T ru st Fund

135,192 Receipts

169,537 Expenditure

. 1994

BUDGET $

JU N E 1994 $

30.000 10.000

35,542 34,001

40,000 69,543

12,886,000) )

30,000) 13,262,133

12,916,000 13,262,133

28,000 28,000

123,239 107,372

The above Statem ent should be read in conjunction with the accompanying notes.

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Department of the Parliamentary Library Notes to and forming part of the Financial Statements for the year ended 30 June 1994

CONTENTS Page

NOTE 1 Statement of significant accounting policies.................................9 - 1 2

NOTE 2 C a s h .................................................................................................... 13

NOTE 3 Receivables .................................................................................. 13 -1 4

NOTE 4 Current assets - o th e r ....................................................................... 14

NOTE 5 Property, plant and equipment ....................................................... 15

NOTE 6 Non current assets - o th e r................................................................. 15

NOTE 7 Creditors............................................................................................. 15

NOTE 8 Provision for employee entitlements ............................................... 16

NOTE 9 Current liabilities - o th e r................................................................... 16

NOTE 10 Items of expenses and revenues........................................................ 16

NOTE 11 Depreciation expense......................................................................... 17

NOTE 12 Collection development expenditure................................................. 17

NOTE 13 Auditors' remuneration ..................................................................... 18

NOTE 14 Material resources received free of c h a rg e ................................. 18-19

NOTE 15 Cash reconciliation - cashflow sta te m e n t........................................ 20

NOTE 16 Annual appropriations....................................................................... 20

NOTE 17 Act of grace payments, waivers.and writeoffs ............................... 21

NOTE 18 Trust fund - com care......................................................................... 21

NOTE 19 Guarantees and undertakings by the Commonwealth ................. 21 NOTE 20 Commitments ..................................................................................... 22

NOTE 21 Agreements equally proportionately unperformed ........................ 22

NOTE 22 Contingent liabilities......................................................................... 22

NOTE 23 Remuneration of executives.............................................................. 22

5

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Appendix I

DEPARTMENT OF THE PARLIAMENTARY LIBRARY

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 1994

NOTE 1 STATEMENT OF SIGNIFICANT ACCOUNTING POLICIES

(a) B a sis o f preparation .

The financial statements have been prepared in accordance with the 'Financial S ta te m e n t G u idelin es fo r D e p a rtm en ta l S e c re ta r ie s (Accrual R eportin g)' issued by the Minister for Finance (hereinafter referred to as "the Guidelines") which require compliance with Statements of Accounting

Concepts and relevant Australian Accounting Standards. They have been prepared on the accrual basis of accounting in accordance with the historical cost convention which does not take account of changing prices of assets or, except where stated, current values of non-current assets. The continued

existence of the Department in its present form is dependent on appropriation by Parliament for the Department’s administration.

(b) R o u n d in g

Subject to exceptions referred to in the following paragraph, amounts shown in the financial statements have been rounded-off to the nearest $1,000 or, where that amount is $500 or less, to zero.

The rules governing rounding, referred to in the previous paragraph, do not apply to the Statement of Transactions by Fund (and related notes); act of grace payments, waivers and write-offs; the auditor's remuneration; and the remuneration of executives.

(c) C o m parative inform ation .

Comparative information for the period ending 30 June 1993 has not been included in the Operating Statement, Program Statement, Statement of Cash Flows and associated notes. The accounts for the period ending 30 June 1994 are the initial accounts prepared on the accrual accounting basis and it was

either not feasible or not possible to obtain information for prior periods. Comparative figures for the period ending 30 June 1993 have been included in the Statement of Assets and Liabilities, but these may differ from the figures shown in the 1992-93 financial statements as a result of items being reclassified and additional data reported to correspond with the adoption of

accrual reporting.

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Parliamentary Library Annual Report 1993-94

(d) S u peran n u ation

As specified in the report issued by the Insurance and Superannuation Commission on June 1994 entitled P u blic S e c to r S u p era n n u a tio n S ch em e a n d C om m on w ealth Su peran n u ation S ch em e prepared by the Australian Government Actuary, the Department's notional contribution towards the Commonwealth's employer superannuation contribution has been calculated at 23.1% and 14% of total salary for superannuation for members of the CSS and PSS schemes respectively for 1993-94 less the actual amount paid for the productivity superannuation component. The notional value of the

Department's contribution is recorded as part of employee expenses and an equal amount is recorded as "liabilities assumed by government".

(e) Taxation

The Department's activities are exempt from all forms of taxation except for Fringe Benefits Taxation and import duties.

(0 Insurance

The Department pays an annual premium to Comcare which assumes liability in respect of payments under the S a f e ty R eh a b ilita tio n a n d C o m p en sa tio n A c t 1988. The Department carries no other insurance.

(g) F inance leases

The Department has not financed any purchases with a finance lease.

(h) R eceivables (N ote 3)

A provision is raised if necessary for any doubtful debts based on a review of all outstanding accounts as at 30 June.

(i) P ro p erty, p la n t a n d equ ipm en t

A s s e t capitalisation th resh o ld

In accordance with the Department's policy, items of property, plant and equipment are disclosed in the financial statements if they have an individual value of at least $2,000.

Valuation policy

Items of property, plant and equipment have been valued at the cost of acquisition based on invoice prices or vendor's price lists. The Library's 'Parliamentary Authors Collection' and its collection of 'rare and valuable monographs' (numbering approximately 500) was the subject of valuation in June 1992 by an expert in the field.

10

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Appendix 1

Denreciation/Amortisation policy (Note 11)

All non-current assets having a limited useful life are systematically depreciated over their useful lives in a manner which reflects the consumption of their service potential. Depreciation/Amortisation is provided for monthly on a straight-line basis, using rates that are reviewed annually. Residual

values are estimated at zero. Depreciation/Amortisation periods are:

Asset Type No. of Years

Software capitalisation policy

The Department expenses purchased software unless the individual cost is greater than $20,000. The Department has not brought to account internally generated software as the cost cannot be reliably measured.

(j) E m p lo yee e n titlem e n ts (N ote 8)

Provisions for recreation and long service leave are calculated by multiplying the leave entitlement of employees as at 30 June 1994 by the current pay rate. The whole of the recreation leave liability is regarded as current. The long service leave provision covers those employees with more than 5 year's

service. All long service leave liability is regarded as non-current except for that which is estimated to be payable within the next twelve months.

(k) Foreign cu rren cy

Foreign currency transactions occurring during the year were converted to Australian dollars at the rates of exchange prevailing at the date of each transaction. Where foreign currency transactions have been included in the calculation of accrued expenditure as at 30 June, the exchange rates at

balance date were used to convert the amounts into Australian dollars. Prepayments' exchange rates were calculated using the exchange rates prevailing at the date of each payment.

(l) J o in t A d v a n c e

An amount of $1 million was appropriated in 1993-94 as the Joint Advance to the President of the Senate and the Speaker of the House of

Representatives under the A p p ro p ria tio n (P a rlia m en ta ry D e p a rtm en ts) A ct (N o 1) 1993-94. The Advance was available for use by this Department, the

Depreciated/ Amortised

Computing, Plant and Equipment Furniture and Fittings Computing Software

5-20 5-15 5

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Parliamentary Library Annual Report 1993-94

Department of the Parliamentary Reporting Staff and the Joint House Department. For administrative reasons, the Appropriation for the Advance is recorded in the ledgers of the Joint House Department. The A p p ro p ria tio n (P a rlia m e n ta ry D e p a rtm e n ts) A c t (N o 1) 1 9 9 3 -9 4provided funding of $72,000 to the Department of the Parliamentary Library for Compensation and Legal Expenses. Due to the timing of an agreement to settle an action against the Commonwealth, being after finalisation of the

1993-94 Additional Estimates, it was necessary to draw $50,000 from the Joint Advance to cover a shortfall in funding provided for compensation and legal expenses. The settlement and amount were recommended by counsel and the Australian Government Solicitor.

(m) P r e p a y m e n ts (N o te 4 a n d 6)

Prepayments are for amounts paid by the Department in respect of goods or services that have not been received at 30 June. Where an amount has been prepaid in respect of a period which has partially elapsed as at 30 June, that

part of the amount which relates to the part of the period occurring after 30 June is disclosed.

(n) M a te ria l reso u rces received free o f charge (N o te 14)

Material resources received free of charge are recognised as an expense (cost) and revenue, where values have been provided by the supplier. A description of material resources received free of charge is provided in the Note.

(o) T ru s t F u n d - C O M C A R E (N ote 18)

The trust account operates for the purpose of receiving from Comcare amounts payable to employees under a determination under the S a fe ty R eh a b ilita tio n a n d C om pen sation A c t 1988. Until a determination is made by Comcare, the Department makes payments in the nature of salary to the employee. Upon receiving a determination and funds from Comcare, a journal is raised to recredit that amount to salary expenditure and debit the trust account.

12

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Parliamentary Library Annual Report 1993-94

The ageing of accounts receivable at 30 June was as follows:

1993 1994

$

Departmental:

$

495 Less than 30 days 35

0 Later than 30 days but less than 60 days 0

4,618 Later than 60 days 0

5,113 35

1993 1994

$

Administered:

$

0 Less than 30 days 0

0 Later than 30 days but less than 60 days 0

187 Later than 60 days 0

187 0

NOTE 4 CURRENT ASSETS - OTHER

As at 30 June, prepayments by class were as follows:

1993 Class 1994

$'000 $'000

349 Collection development* 370

168 General administration 280

26 Fringe Benefits Tax 60

543 710

* Collection development figure includes periodicals and memberships.

14

8 8

Appendix I

NOTE 5 PROPERTY, PLANT AND EQUIPMENT

1993 1994

$'000 $'000 Non Current Assets $'000 $'000

2,749 Computing, Plant and Office

Equipment

3,379

1,072 Less Accumulated Depreciation 1,258

1,677 Carrying amount 2,121

1,040 Furniture and Fittings 993

294 Less Accumulated Depreciation 344

746 Carrying amount 649

0 Computer Software 23

0 Less Accumulated Amortisation* 0

0 Carrying amount 23

2,423 2,793

* The Computer Software was purchased in June 1994. Amortisation will commence in the 1994-95 financial year.

NOTE 6 NON CURRENT ASSETS-OTHER

1993 1994

$’000 $'000

94 Special Collections 94

0 Prepayment 109

94 203

NOTE 7 CREDITORS

As at 30 June 1994 the department had trade creditors totalling $124,215 ($132,463 for 1993).

15

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Parliamentary Library Annual Report 1993-94

NOTE 8 PROVISION FOR EMPLOYEE ENTITLEMENTS

1993 1994

$'000 $'000

Current:

892 Recreation leave 1,070

99 Long Service Leave _________ 97_

991 1,167

1993 1994

$'000 $'000

Non Current:

1.351 Long Service Leave ______ 1,615

1.351 _1,615

NOTE 9 CURRENT LIABILITIES-OTHER

As at 30 June 1994 the Department had accrued wages and salaries of $32,653 ($267,202 as at 30 June 1993) and accrued administrative expenditure of $78,059.

NOTE 10 ITEMS OF EXPENSES AND REVENUES

The following classes of expenses and revenues are included in the aggregate amounts shown in the Operating Statement. 1994 $'000

Expenses

Bad debts 5

Provision for depreciation on property, plant and equipment 537

Provision for employee benefits 440

Losses on sale of non-current assets 22

Revenue

Carry over from 1992-93 appropriation 472

Resources received free of charge 2,369

90

16

Appendix I

Depreciation for the reporting period was charged as follows:

NOTE 11 DEPRECIATION EXPENSE

1994 $'000

Computing, Plant and Equipment 472

Furniture and Fittings ________65

537

NOTE 12 COLLECTION DEVELOPMENT EXPENDITURE

As the annual expenditure for purposes of collection development is a significant proportion of the Library's total administrative expenditure, more detailed disclosure of this item is below:

(i) Class of Purchase

1993 1994

A$'000 A$'000

881 Periodicals 955

265 Monographs 289

- External Database Access 235

1,146 1,479

(ii) Region of Purchase

Note: Payment was made in the following regions. However, approximately 50% of material purchased is published overseas.

1993 1994

A$'000 A$'000

1,048 Australia 1,304

59 Americas (Washington) 128

36 Europe (London) 42

3 Asia and the Pacific 5

1,146 1,479

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Parliamentary Library Annual Report 1993-94

NOTE 13 AUDITOR'S REMUNERATION

Total remuneration paid, or due and payable, to the Australian National Audit Office (ANAO) for the 1993-94 Financial Statement audit was $82,000. ($86,000 for the 1992-93 Financial Statement audit). The ANAO also received $30,450 for an audit of Financial Statements prepared as at 31 December 1993.

No other benefits were received by the Auditor-General or ANAO.

NOTE 14 MATERIAL RESOURCES RECEIVED FREE OF CHARGE

During the financial year, a number of Commonwealth departments and agencies provided services to the Department without charge. Expenditure for these services was met from those departments' and agencies appropriations.

In determining the cost of resources provided to, or received from other Commonwealth departments and agencies free of charge, provision has been made for the costs directly related to the institution of Parliament, Ministers, Senators and Members to be deducted from actual costs.

Value Provided

The material services received were as follows: $'000

Attorney-General's Department

- The provision of legal services. 44

Department of Finance

- The provision of payroll and accounting services. 10

Department of the Senate

- The provision of copies of Bills, Notice Papers, Journals, and Parliamentary Papers. 6

- The provision of security services. 84

- The provision of general printing. 20

Department of the House of Representatives

- The provision of copies of Bills, Notice Papers, Votes and Proceedings, and Parliamentary Papers. 9

- The provision of security services. 84

- The provision of general printing. 10

18

92

Appendix 1

$'000

Department of the Parliamentary Reporting Staff

- The supply of Hansard and the provision of transcription services. 20

- The training for and maintenance of small computerised not

systems and sound and vision equipment, and provision available of a range of computing and sound and vision support services.

- The maintenance of and payment for most of the Department's not telephone and telecommunications services. available

Joint House Department

- The provision of office accommodation. )

- The provision of housekeeping services. )

- The arrangement and provision of house-keeping services. ) 1,907

- The arrangement of engineering services. )

- Capital works )

- Joint Human Resource Development facility. 78

National Library of Australia

- The provision of original and photocopied documentary material in support of information and research services. 97

Total 2,369

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Parliamentary Library Annual Report 1993-94

NOTE 15 CASH RECONCILIATION - CASHFLOW STATEMENT

Reconciliation of net cash provided by operating activities to operating result for the year ended 30 June 1994.

1994 $'000

Operating result 371

Depreciation 537

Decrease in receivables 1

Increase in prepayments (276)

Decrease in creditors (8)

Increase in provisions 440

Decrease in other current liabilities (156)

Property, Plant and Equipment write off 6

Loss on sale of assets 22

Net cash provided by operating activities 937

NOTE 16 ANNUAL APPROPRIATIONS

A p p ro p ria tio n (P a rlia m e n ta ry D e p a rtm e n ts ) A c t (N o .l a n d N o .2 ) 1993-94 provided for the appropriation of sums from the Consolidated Revenue Fund for the ordinary annual services of the department.

1992-93 Actual $

1993-94 1993-94 Appropriation Actual

$ $

11,340,429 Division 106 1.Running Costs 13,587,000) 13,147,403

Section 35 receipts* 35,542)

2.0ther Services Ol.Compensation and Legal Expenses 122,000* 114,730

11,340,429 13,744,542 13,262,133

* The Running Costs appropriations for the Department have been annotated in accordance with sub-section 35(3) of the A u d it A c t 1901, to allow certain receipts to be deemed to be appropriated.

# Including $50,000 from the Joint Advance to the Presiding Officers.

20

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Appendix I

No payments were made during the financial year 1993-94 pursuant to authorisations given under section 34A of the A u d it A c t 1901.

No payments were waived during the financial year 1993-94 under subsection 70C(2) of the A u d it A c t 1901.

In accordance with section 70C(1) of the A u d it A c t 1901 the following amounts were written off: - computer related equipment with an historic cost of 59,490; and

- proceeds totalling $4,617.72 from the sale of surplus equipment auctioned by Australian Capital Auctioneers (in liquidation).

NOTE 18 TRUST FUND - COMCARE

S ervices fo r O th e r G o vern m en ts a n d N o n -D e p a rtm e n ta l B o d ies

- Legal Authority - A u d it A c t 1901, Section 60

- Purpose

Payment of costs in connection with services performed on behalf of other governments and non-departmental bodies.

The following table shows the composition of the trust fund balance at 30 June:

NOTE 17 ACT OF GRACE PAYMENTS, WAIVERS AND WRITE-OFFS

1993 1994

$ $

36,881 Opening balance 2,536

135,192 - receipts 123,239

169,537 - expenditure 107,372

2,536 Closing balance 18,403

NOTE 19 GUARANTEES AND UNDERTAKINGS BY THE COMMONWEALTH

The Department has not provided any guarantee or undertaking in respect of any loan, interest payment, advance or overdraft during the financial year.

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Parliamentary Library Annual Report 1993-94

NOTE 20 COMMITMENTS

The Department had not entered into any commitment which was individually material as at 30 June 1994. Total commitments at balance date were $65,350 which are payable within twelve months.

NOTE 21 AGREEMENTS EQUALLY PROPORTIONATELY UNPERFORMED

As at 30 June 1994 the Department had entered into a contract for the purchase of hardware and software for the Integrated Library System. An amount of $96,390 represents the remaining expenditure contracted for but unperformed at

balance date. This is payable not later than one year after the financial year end.

NOTE 22 CONTINGENT LIABILITIES

There were no contingent liabilities at balance date.

NOTE 23 REMUNERATION OF EXECUTIVES

No executive received or was entitled to a remuneration over $100,000. The aggregate amount of fixed remuneration received, or due and receivable, by all executive officers of the Department for the year ended 30 June 1994 was $364,648. The aggregate amount of performance pay received, or due and receivable, by all executive officers of the Department was $20,500.

22

96

Appendix 1

APPENDIX A

Glossary of Terms

Act of Grace Payments: section 34A of the A u d it A c t 1901 provides that, in special circumstances, the Commonwealth may pay an amount to a person notwithstanding that the Commonwealth is not under any legal liability to do so.

Administered Revenue: means revenue administered by the Department for the commonwealth generally and is not concerned with running the Department.

Annual Appropriations: Acts which appropriate moneys for expenditure in relation to the Government's activities during the financial year. Such appropriations lapse on 30 June.

Appropriation: Authorisation by Parliament to expend public moneys from the Consolidated Revenue Fund or Loan Fund for a particular purpose, or the amounts so authorised. All expenditure (i.e. outflows of moneys) from the Commonwealth Public Account must be appropriated (i.e. authorised by the

Parliament). The authority for expenditure from individual trust accounts is provided under the A u d it A c t 1901 or an Act establishing the trust account and specifying its purpose. (See also 'Annual Appropriations').

A p p ro p ria tio n (P a rlia m e n ta ry D e p a rtm en ts) A c t (No. 1) a n d A c t (No. 2 ): Acts to appropriate moneys from the Consolidated Revenue Fund for the Parliamentary Departments.

Assets: are service potential or future economic benefits controlled by the entity as a result of past transactions or other past events.

A u d it A c t 1901: The principal legislation governing the collection, payment and reporting of public moneys, the audit of the Public Accounts and the protection and recovery of public property. Finance Regulations and Directions are made pursuant to the Act.

Budget: Where a column is headed 'Budget' this refers to the original Budget estimates (i.e. 'Budget night' figures).

Commitments: means intention to incur liabilities.

Commonwealth Public Account (CPA): The main bank account of the Commonwealth, maintained at the Reserve Bank in which are held the moneys of the Consolidated Revenue Fund, Loan Fund and Trust Fund (other than the National Debt Sinking Fund).

Consolidated Revenue Fund (CRF); Loan Fund; Trust Fund: The three Funds

23

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Parliamentary Library Annual Report 1993-94

comprise the Commonwealth Public Account (CPA).

CRF

The principal working fund of the Commonwealth mainly financed by taxation, fees and other current receipts. The constitution requires an appropriation of moneys by the Parliament before any expenditure can be made from the CRF. These follow two forms:

(i) Annual appropriations consist of the Appropriation Acts (Nos 1-4) and the Appropriation (Parliamentary Departments) Act (No 1) and (No 2); and

(ii) Special or standing appropriations.

Loan Fund

Authority for its establishment comes from the Audit Act. All moneys raised by loan on the public credit of the Commonwealth are credited to the Loan Fund. Expenditures from the Loan Fund require an appropriation by Parliament and are limited to the purpose(s) for which

moneys were originally raised as specified.

Trust Fund

Essentially comprises trustee funds (Termed 'Heads of Trust') established under s.60 of the Audit Act (i.e. moneys held in trust for the benefit of persons or bodies other than the Commonwealth); trust accounts established under S.62A of the Audit Act (i.e. working accounts covering certain government agencies and certain other accounts in the nature of

'suspense accounts'); and trust accounts established under other Acts to meet future expenditure.

Current Assets: Are cash or other assets that would in the ordinary course of business be consumed or converted into cash within twelve months of the end of the last financial year.

Current Liabilities: amounts that would in the ordinary course of business be due and payable within twelve months of the end of the last financial year.

Employee Expenses: includes expenses for salaries and wages, recreation leave, long service leave, and employer contributions for superannuation.

Executive Officers: means the Secretary and persons in Senior Executive Service - equivalent positions.

24

98

Appendix /

Expenses: are consumptions or losses of service potential or future economic benefits in the form of reductions in assets or increases in liabilities. NB. All expenditure must be appropriated, i.e. authorised by the Parliament, (see also 'Appropriation').

Forward Obligations: Obligations existing at 30 June which create or are intended to create a legal liability on the Commonwealth to provide funds in future years and which have not been exempted from the forward obligations system. In special circumstances, arrangements which do not create a legal

liability, but which require forward obligations cover for effective program management, may also be included in the forward obligations system, e.g. memoranda of understanding with other Governments and foreign aid arrangements. The following items are exempted from the forward obligations

system:

* all items classified in Appropriation Acts as Running Costs (i.e. salaries, administrative and operating expenses);

* those items for which payment is authorised by special legislation where the amount and timing of payments are specified or clearly dictated by eligibility criteria (i.e. most, but not all, Special Appropriations); and

* those items which have been exempted by the Minister for Finance as a result of specific case-by-case requests from departments.

Joint Advance to the Presiding Officers: The contingency provisions appropriated in the annual Appropriation (Parliamentary Departments) Act to enable funding of urgent expenditures not foreseen at the time of preparation of the relevant Bills. These funds may also be used in the case of changes in

expenditure priorities to enable 'transfers' of moneys from the purpose for which they were originally appropriated to another purpose pending specific appropriation.

Liabilities: are the future sacrifices of service potential or future economic benefits that the entity is presently obliged to make to other entities, as a result of past transactions or other past events.

Loan Fund: See 'Consolidated Revenue Fund'.

Outlays: An economic concept which shows the net extent to which resources are directed through the Budget to other sectors of the economy after offsetting recoveries and repayments against relevant expenditure items (i.e. outlays consist of expenditure net of associated receipt items)(c.f. expenditure).

Provision: (a) means in relation to an operating statement

- an amount charged as an expense to recognise:

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Parliamentary Library Annual Report 1993-94

- a liability that accrued; or - a reduction in the carrying amount of an asset by way of : - depreciation or amortisation of an asset; or - diminution in the value of an asset recognised during the financial year.

(b) in relation to the Statement of Assets and Liabilities - amounts referred to in paragraph

(a) that have accumulated from previous financial years and the current financial year in relation to assets or liabilities included in that statement

Receipts: The total or gross amount of moneys received by the Commonwealth (i.e. the Commonwealth Public Account). Every receipt item is classified to one of the economic concepts of revenue, outlays (ie offset within outlays) or financing transactions.

Resources received free of charge: includes economic benefits for which "peppercorn rentals" or othereharges are made that do not reflect the fair value of those benefits.

Revenues: Are inflows or other enhancements, or savings in outflows, of service potential or future economic benefits in the form of increases in assets or reductions in liabilities of the entity.

Revenues from independent sources: includes revenue from the sale of assets.

26

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Appendix 2

APPENDIX 2 - STAFFING

TABLE 1 ■ ESTABLISHMENT BY PROGRAM AT 30 JUNE 1994

Classification Program 1 Program 2 Program 3 Total

Statutory Officer - - 1 1

GS02 - - 1 1

POl 13 - 8 21

P02 22 14 11 47

P03 13 1 6 20

P04 6 - 2 8

P05 1 - 3 4

P06 - 2 2 4

POC2 22 - - 22

IT02 - - 1 1

SITOC - - 2 2

SPOC 24 - - 24

SOGC - 34 6 40

SPOB 5 - - 5

SOGB - 8 1 9

SPOA 1 - - 1

PES Band 1 1 1 1 3

TOTALS 108 60 45 213

Initial 1993-94 ASL budget 108 60 45 213

Actual 1993-94 average staffing levels as at 30 June 98.4 56.8 46.4 201.6

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Parliamentary Library Annual Report 1993-94

TABLE 2 - EMPLOYMENT STATISTICS

1992-93 1993-94

Total number of positions 213 213

Number of PES positions 3 3

Positions created 17 -

Positions abolished - -

Positions reclassified - 7

Number of part-time staff at 30 June 14 11

Number of temporary staff at 30 June 27 24

Temporary employees commenced 46 52

Temporary employees ceased 41 55

Total appealable promotions 8 7

Appeals lodged 1 -

Appeals withdrawn 1 -

Resigned/retired officers 10 10

Transferred/promoted to other departments 10 11

1 0 2

Appendix 2

TABLE 3 - RECRUITMENT OF PERMANENT OFFICERS

Positions Positions Promotions Transfers Appointments

advertised filled M F M F M F

PES1 1 1

SOGB 1 1 - - 1 - - -

SOGC 6 2 1 - - - 1 -

SITOC 1 - - - - - - -

IT02 1 - - - - - - -

P06 - 2 1 1 - - - -

P05 2 3 - 1 - 1 1 -

P04 2 2 - 1 - - 1 -

P03 5 3 - 1 - - - 2

P02 8 7 - 2 - 1 1 3

POl 8 8 - - - - 3 5

SPOA - - - - - - - -

SPOB 2 - - - - - - -

SPOC 1 - - - - - - -

POC2 4 5 - 1 - 1 - 3

Total 1993-94 41 34 2

(22%)

7 (78%)

1 (20%) 4 (80%)

7 13

(35%) (65%)

Previous year

Total 1992-93 30 36 2

(20%)

8 (80%)

2 (40%) 3 (60%)

8 3

(73%) (27%)

Excludes temporary employees and the Political Science Fellow.

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Parliamentary Library Annual Report 1993-94

TABLE 4 - PERMANENT OFFICER NUMBERS BY AGE AT 30 JUNE 1994

Age bracket 1993

Male Female

1994

Male Female

Total

No. %

Under 21 years 21-30 years 8 10 5 14 19 11

31-40 years 31 25 31 22 53 30

41-50 years 11 35 18 40 58 33

51-60 years 20 31 12 30 42 23

Over 60 years 2 4 2 4 6 3

TOTAL 72 105 68 110 177 100

Note: This table excludes officers shared with other departments and 24 temporary staff at 30 June 1994.

104

Appendix 2

TABLE 5 ■ PERMANENT OFFICERS BY LENGTH OF COMMONWEALTH SERVICE AT 30 JUNE 1994

Years of service

Male 1993 Female

1994

Male Female Total No. %

Less than one years service 3 1 4 7 11 6

More than one year but less than five years service 14 32 15 31 46 26

More than five years but less than ten years service 18 30 15 33 48 27

More than ten years but less than fifteen years service 11 22 9 19 28 15

More than fifteen years but less than twenty years service 13 9 12 11 23 13

More than twenty years but less than thirty years service 12 11 12 9 21 12

More than thirty years service 1 - 1 - 1 1

TOTALS 72 105 68 110 178 100

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Parliamentary Library Annual Report 1993-94

TABLE 6 - REPRESENTATION OF EEO GROUPS W ITHIN OCCUPATIONAL GROUPS FOR PERMANENT OFFICERS AT 30 JUNE 1994

Occupational group No. of

positions Male Female

No. %

ASTI No. %

NESB No. %

PWD No. %

Statutory Officer 1 - - - - - - - - -

PES Band 1 3 2 1 33 - - - - 1 33

Senior Officers 49 32 7 18 - - 3(1) 8 2 5

Parliamentary Officers 104 21 68 76 - - 17(5) 19 2 2

Senior Professional Officers

30 7 21 75 - - 2(2) 7 2 7

Professional Officers 22 5 12 71 - - 3(1) 18 - -

Information Technology Officers 3 1 - - - - - - - -

General Service Officer 1 - 1 100 - - - - - -

TOTAL 213 68 110 62 - - 25(9) 14 7 4

Figures in brackets represent the permanent officers from a second generation non-English speaking background. 19% of officers in total come from NESB.

1 0 6

Appendix 2

TABLE 7 - REPRESENTATION OF EEO GROUPS FOR PERMANENT OFFICERS AT 30 JUNE 1994

Salary Total

estab

Officers at 30 June

Female ASTI No. %

NESB PWD

Below $24,317 (Includes POl and GS02) 24 13 8 62 - 2 -

$24,318-526,967 (Includes P02)

47 46 34 74 - 8 1

$26,968-529,894 (Includes P03)

18 18 16 89 - 3 1

$29 895-$33,519 (Includes P04)

8 8 6 75 - 2 -

$33 520-$36,511 (Includes P05)

4 4 2 50 - 1 -

$36,512-542,719 (Includes P06, IT02 & POC2) 28 18 13 72 - 4 -

$42,720-547,814 (Includes SOGC, SITOC & SPOC)

67 54 24 44 - 5 4

$47,815-$56,063 (Includes SOGB and SPOB) 12 14 6 43 - - -

Above $58,106 (Includes SPOA and PES) 5 3 1 33 - - 1

TOTAL 213 178 110 62 - 25 7

Excludes contract and temporary staff and Political Fellow.

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Parliamentary Library Annual Report 1993-94

APPENDIX 3 - PAYMENT OF ACCOUNTS

The Department received 4,434 Australian and 292 overseas claims for payment during the year. In accordance with Commonwealth policy, accounts are normally paid on the thirtieth day after the receipt of the goods or services and a correctly rendered invoice unless it is commercially prudent to pay earlier (as in the case of a discount applying) or an agreement with the supplier specifies a set date or period. The exceptions are payments to staff, newspapers (which are processed within seven days) and overseas payments (which are processed within fourteen days due to the time delays that can occur before a cheque is actually produced to the overseas’ creditors).

Australian accounts were processed as follows:

1992-93 1993-94

Payment on due date 96.6% 95.1%

Payment within 7 days of due date 99.1% 98.3%

Payment of more than 7 days prior to due date 0.3% 0

Payment more than 7 days but within 30 days after due date 0.5% 1.3%

Payment more than 30 days after due date 0.1% 0.4%

Number of claims not paid at 30 June 52 214

Note: All unprocessed accounts at year end were prior to due date. Only 78 claims were paid more than seven days after due date in 1993-94. The delays in 1993-94 arose from lost or queried invoices.

108

Appendix 4

APPENDIX 4 - EXTERNAL CONSULTANCY SERVICES

The following table analyses expenditure on consultancies by program and category.

Program Description No. Category Cost

1 Seminar speakers 8 5,212.45

Training 1 2,800.00

Computing services 2 7,320.00

2 Political Studies Fellow and authors of papers 7 16,252.60

Seminar speakers 2 5,958.38

Consultant Services 2 23,644.70

3 Library Services Survey (ABS) 4 28,925.00

Asset system implementation 2 618.79

Training 3 5,874.60

Internal auditors 1 29,512.50

Computing services 1 1,815.00

Employee Assistance Program 1 2,000.00

TOTAL 36 129,934.02

The following consultancies cost $2000 or more:

PROGRAM 1

Consultant: Project: Cost: Reason:

Improved Communication Skills (ACT) Advanced Reading Skills courses $2,800.00 Special expertise

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Parliamentary Library Annual Report 1993-94

Consultant: Project: Cost: Reason:

Semeion Pty Ltd AARNet installation $5,400.00

Special expertise

PROGRAM 2

Consultant: Project: Cost: Reason:

Max Reithmuller Consultancy service for Economics and Commerce $21,324.70

Special expertise

Consultant: Project: Cost: Reason:

Global Learning Pty Ltd Facilitation of PRS Workshop $3,000.00 Professional facilitator

Consultant: Project: Cost: Reason:

Brockway Pty Ltd Scribing services for subject specialists position $2,320.00 Special expertise

Consultant: Project: Cost: Reason:

Quote Ed Consulting Services The Non-Economist and the Budget Papers Workshop $2,300.00 Special expertise

PROGRAM 3

Consultant: Project: Cost: Reason:

Australian Bureau of Statistics Library Services Survey $28,925.00 Special expertise

110

Appendix 4

Consultant: Project: Cost: Reason:

Emphasys Corporation Training and Modifications $2,730.40 Special expertise

Consultant: Project: Cost: Reason:

Emphasys corporation Training and Modifications $2,000.00 Special expertise

Consultant: Project: Cost: Reason:

Personal Computer Consultancy Client Request Information System $8,325.00 Special expertise

Consultant: Project: Cost: Reason:

Deloitte Touche Tohmatsu Internal Audit $29,512.50 Parliamentary contract

Consultant: Project: Cost: Reason:

Employee Assistance Service ACT Ltd Employee Assistance Program $2,000.00 Special expertise

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Parliamentary Library Annual Report 1993-94

APPENDIX 5 - PERFORMANCE APPRAISAL AND PAY

The Department continued the system of performance appraisal for senior officers and senior executives.

SENIOR OFFICERS

Performance payments to senior officers for the appraisal year ended 31 March 1994 were made on 16 June 1994. A total of 88 staff were reviewed and $136,902 was paid in performance pay bonuses to eligible staff.

These were distributed as detailed below:

• 13 Senior Officers Grades A and B (and equivalent) were eligible and they collectively received $43,667 in performance pay; • 67 Senior Officers Grade C (and equivalent) were eligible and they collectively received $93,235 in performance pay; • 37 female and 51 male senior officers were reviewed and 34 females and 46 males received

performance pay; and • although amounts differed for each rating, all staff receiving a bonus received between 50% and 60%.

SENIOR EXECUTIVES

Three Parliamentary Executive Service officers were paid a total of $20,500 in 1993-94 for the appraisal year ended 31 March 1994.

1 1 2

Appendix 6

APPENDIX 6

SUMMARY TABLE OF RESOURCES

Reconciliation Programs and Appropriation Elements for 1993-94 $('000)

A + B + = C -D = E

Program Approp Bills Annotated Program Adjustment Program

Number Nos 1 & 2 Approps* Approps (1) Outlays

1 6,137 5 6,142 5 6,137

2 3,144 1 3,145 1 3,144

3 4,378 24 4,402 34 4,368

TOTAL 13,659 30 13,689 40 13,649

113

Index

AARNet (Australian Academic and Research Network), 31 accommodation, 69 accounting, 68 accounts, payment of, 108 accrual financial statements, 67

acquisition of Library materials, 28 acronyms, x-xi administrative law, 71

advertising expenditure, 69 agency bargaining, 62-63 Alert service, 22 asset replacement program, 69

assets and stores management system, 69 audit, external, 71 audit, internal, 30, 71 Australian Bibliographic Network (ABN), 28 Australian National Audit Office Report no.6 recommendations, 6, 59

Bills Digest Service, 38, 42, 49 Biographical compilations, 24

capital works, 4 cataloguing, 14, 28 Central Enquiry Point (CEP), 4 Client Request Information System (CRIS)

client requests Program 1: Parliamentary Library Information Service, 18-21 MIC AH, 19-20 Information Services, 18-19 Program 2: Parliamentary Research Service, 47-48 client usage, 25 collection development, 26, 28

expenditure, 67 statistics, 28

compensation and rehabilitation, 65 consultancy services, 70, 109 Corporate Services: Program 3, 55-72 consultancy services, 70, 109-110

cost of services, 91 description, 56-57 internal and external scrutiny, 71-72

115

P arliam entary Library A nnual R eport 1993-94

objectives, 56 organisational structure, 55 performance, 59-69 resources, summary tables of, 58, 113 courts and tribunals, 72 Current Comment, 23

databases of the Library, 29-30 Defence Group, see Foreign Affairs, Defence and Trade Group delegation briefings, 49-50 Departmental Council, 64

Economics, Commerce and Industrial Relations Group, 39-40 client requests, 39 publications, 40 Education and Welfare Group, see Social Policy Group Electronic Media Monitoring service, 27, 30, 31 Employee Assistance Service, 65 Equal Employment Opportunity (EEO), 63 establishment, 62 external databases, 26, 31

Finance and Resource Planning Sections, 66-68 financial management, 67-68 Foreign Affairs, Defence and Trade Group, 38, 41-42 client requests, 41

publications, 41-42 fraud control, 71

General Services Section, 68-70

hours of opening, 5

industrial democracy, 64 Information Resources and Services (Program 1) see Parliamentary Library Information Service Information Resources Subprogram description, 13-14

expenditure, 91

116

Index

Information Services Subprogram description, 15 client requests, 18-19 Information Systems and Planning Section, 60-61 information technology assets, 67 information technology purchasing, 70

Inter-Parliamentary Union (IPU) Conference, 4-5 Internet, 31, 60 ISR Database, 29, 60

Joint HRD Unit, 66

Law and Public Administration Group, 42-43 client requests, 43 publications, 43 Letter of Transmittal, iii Library Committee, 5 Library Implementation Group, 5 Library Materials Management System (LMMS), 27 Library Services Survey, 6, 25, 48 Lovell, David, 51

market research, 69 Media Information, Current Awareness and Hansard (MICAH) description, 14 client requests, 19-20

MFASYS financial management system, 68 monographs, acquisition of, 28

newspapers, indexing of, 30

occupational health and safety, 65 O ’Kane, Stephen, 50 organisational structure, 3, 7, 15-16 orientation program, 25

parliamentary committees, support for, 49-50 Parliamentary Handbook, 25 Parliamentary Information Systems Office, 70

117

P arliam entary L ibrary A nnual Report 1993-94

Parliamentary Library Information Service (Program 1), 11-22 client requests, 18-21 consultancy services, 109-110 cost of services, 79 description, 13 financial resources, 27, 113 objectives, 12 organisational structure, 3-4, 11,15 performance, 18-31 resources, summary tables of, 17, 113 staffing, 26-27, 101

Parliamentary Papers Database, 29 Parliamentary Research Service (Program 2), 35-51 client requests, 38, 47-48 consultancy services, 39, 109-110

cost o f services, 79 description, 38 groups see under name of group, eg Social Policy Group information technology expenditure, 51 objectives, 36 organisational structure, 4, 35, 38 performance, 47-51 publications, 40-46 resource inputs, 51 resources, summary tables of, 37, 113 staffing, 51, 101 performance appraisal and pay, 63, 112

Personnel Section, 61-66 personnel transactions, 62 Political Studies Fellowship, 50-51 publications, 69

Information Services, 24-25 Media Information, Current Awareness and Hansard, 23-24 Parliamentary Research Service, 40-46 purchasing, 70

118

Recognition for Prior Learning, 66 records management policy, 69 recruitment, 62, 103 regional development program, 26 rehabilitation, 65

Register of Events, 29 resources, summary tables of, 8, 113

Science, Technology, Environment and Resources Group, 43-44 client requests, 43 publications, 44 Senior Women in Management, 66 serials, acquisition and cataloguing, 28-29

sexual harassment, 63 social justice and equity, 64 Social Policy Group, 44-45 client requests, 44

publications, 45

staff

age of, 104 EEO groups, 106-107 establishment, 101-102 reclassification, 27 training and development, 29, 31, 39, 66 Statistics Group, 46

publications, 46

Studybank, 66

Thesaurus, 29 This Week in the Library, 25

Vital Issues Seminars, 22

Warden, James, 51 What’s new, 23