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Annual report 2004/05
Canberra: Australian Institute of Criminology, 2005
ISSN 0311-449X
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Corporate services
- Objective
- Description
- Corporate accountability
- Human resources
- Financial operations
- Information and communication technology services
- Advertising and market research
Objective
The objective of Corporate services is to provide accurate, cost effective and timely corporate services information and advice to support all elements of the Institute. These core activities include information and communication technology (ICT), records management, human resources, financial and accounting services and procurement and facilities management.
Description
The Institute's corporate plan and portfolio budget statements set out performance expectations and planned use of resources at the broadest level.
A wide range of corporate and support services are provided by Corporate services, including:
- human resource management;
- ICT;
- financial management and reporting;
- accounts payable and receivable;
- contractual arrangements;
- asset management;
- fleet and stores management;
- freedom of information;
- occupational health and safety;
- insurance;
- office services;
- building services;
- security management;
- risk management;
- fraud control;
- environmental policies; and
- all general services.
Corporate accountability
Corporate governance practices in the AIC are designed to ensure compliance with statutory and other external requirements aimed at achieving best practice in administrative and financial management. These include:
- an audit plan;
- development of Chief Executive Instructions; and
- over 133 policies and procedures developed and available to staff on internal intranet.
Audits
The Audit committee was established in March 1999 in accordance with the provisions of section 32 of the Commonwealth Authorities and Companies Act 1997. The committee is responsible for the timetable of audits to be undertaken during the year. The following internal audit/reviews were undertaken during 2004-05:
- legislative compliance (July 2004);
- annual financial statements and quality assurance of processes (August 2004);
- adoption of Australian Equivalents to International Financial Reporting Standards (AEIFRS) (August 2004);
- Goods and Services Tax and Fringe Benefits Tax compliance (September 2004);
- conferences and procedures (January 2005);
- travel procedures (June 2005); and
- risk assessment (June 2005).
Risk management
The AIC's risk management framework aims to provide a systematic way to make informed decisions and a visible assurance that risks have been recognised and managed. The primary components of our risk management strategy are:
- the Chief Executive Instructions - reflecting best practice in finance and administration;
- a rolling internal audit;
- annual ComCover risk surveys/assessments - the program measures AIC's performance in implementing risk management processes and policies against the national benchmark; and
- major risk assessment of key activities such as ICT management and preparation for Fedlink accreditation.
Major work was undertaken during the year to update the Chief Executive Instructions and make them available on the intranet.
AIC has a number of strategies in place to ensure risks associated with the delivery of ICT services are identified and managed. Key components are:
- IT facilities code of conduct;
- acceptable use of IT resources (including home internet);
- IT services strategy;
- IT threat risk assessment;
- portable computer and handheld device code of conduct;
- risk treatment plan;
- IT contingency plan; and
- IT change management policy.
These were reviewed and comprehensively revised during the year.
Fraud control plan
The AIC maintains a fraud control plan in accordance with the requirement of the revised Commonwealth Fraud Control Guidelines of May 2002. The fraud plan is an important strategic document that links with our risk management framework and draws together fraud prevention and detection initiatives into one consolidated document.
Ombudsman/courts and proceedings
There were no investigations or reviews undertaken by the Ombudsman or court matters raised against the AIC in 2004-05.
Administrative Appeals Tribunal
An application was made to the Administrative Appeals Tribunal in 2004 for review of a determination made by Comcare on behalf of the AIC. This matter was settled by conciliation in 2004-05.
Freedom of information (FOI)
This statement is provided in accordance with section 8 of the Freedom of Information Act 1982 (FOI Act). It refers to the structure of the AIC and the categories of documents it holds, with information as to how access can be made.
Categories of documents
- general - internal papers and records, including working drafts, statistical records, copies of facsimiles, interagency and general correspondence and papers, policy documents (including recommendations and decisions) and work plans;
- executive - briefing papers and submissions prepared for the Attorney-General, ministerial correspondence and replies to parliamentary questions;
- research - research, development and evaluation papers, records of consultations, statistical data holdings, conference proceedings and publications; and
- administration - finance, establishment, personnel, recruitment, staff development, office services and tender files.
FOI requests during 2004-05
There were no FOI requests made to the AIC in 2004-05. FOI requests can be made by writing to the Manager, Corporate Services, Australian Institute of Criminology, GPO Box 2944, Canberra, ACT 2601.
Ecologically sustainable development
This is a report on compliance with the reporting provisions of the Environment Protection and Biodiversity Conservation Act 1999 (EPBC). Under section 516A(3) of the Act, the Directors of the AIC must ensure that a report prepared under the provisions of the Commonwealth Authorities and Companies Act 1997 complies with the reporting provisions (subsection 6) of the EPBC Act.
The AIC has continued its commitment during the past year to improving its energy efficiencies in order to fulfill its obligations under the EPBC Act. Measures include:
- active recycling of paper, plastic and bottles, and computer toner;
- installation of equipment that incorporates energy-saving devices such as desktop computers, photocopiers, dishwashers and printers;
- compliance with recommendations from the Australian Greenhouse Office in relation to the purchase of motor vehicles;
- use of lighting and air conditioning management systems;
- water conservation - toilets with half-flush systems; and
- reductions in consumable supplies through reduced printing of material available on the Internet, electronic databases, email and document management systems, leading to lower consumption of paper, toners and energy.
The Institute is committed to practices that assist ecologically sustainable development and improve environmental performance. The Institute does not administer any legislation nor have any appropriations directly related to these issues.
Human resources
Human resources include personnel liaison services, staff development, recruitment, industrial relations, occupational health and safety and equal employment opportunity. Personnel and payroll functions are outsourced to the Administrative Appeals Tribunal. Operational practice has maintained a high level of activity ensuring quality services to staff of the AIC throughout the year.
Staffing levels and numbers are listed in Appendix 7.
There were no voluntary or involuntary redundancies during 2004-05.
Workforce planning
The executive management of the Institute continually reviews its workforce requirements. Staff are employed according to the output requirements arising from requests for research and support activities.
Workplace diversity
The Institute values fairness, equity and diversity. Consistent with that aim, the Institute is committed to preventing and eliminating discrimination on the basis of race, colour, gender, sexual preference, age, physical or mental disability, marital status, family responsibilities, pregnancy, religion, political opinion, national extraction or social origin.
Agency agreement
With the exception of the Director, staff at the AIC are covered by the Australian Institute of Criminology Agency Agreement 2002-2005. This is the Institute's third agency agreement. It was certified in August 2002 and has continued to be implemented during 2004-05 without disputes. During the reporting period, the AIC staff and management commenced negotiations to replace the current agency agreement which will expire in September 2005.
In addition, staff have access to Australian workplace agreements (AWAs). During 2004-05, five staff of the Institute were employed under AWA conditions.
AIC values and code of conduct
The AIC values and code of conduct provides information on the conduct expected of all AIC employees in carrying out their responsibilities. The code was reviewed during 2004-05 and forms a part of the compendium of documents providing guidance to employees of the AIC.
Performance management scheme
The AIC performance management scheme promotes fairness through clearly defining expectations and building in system controls including:
- use of structured under-performance provisions and strategies;
- use of review processes at six and eleven month cycles;
- providing individual training and development plans; and
- transparent appraisal outcomes for all staff.
The protocols and policies for this scheme were agreed with staff during the 2002-05 AIC agency agreement.
Training and development
The AIC is committed to training and the development of its employees. All employees have the opportunity to participate in relevant training and development activities which have a clear connection with Institute work and will assist the ongoing career development of its employees. This support may also include on and off the job training, work placements, formal study and the reimbursement or payment for these activities. The Institute recognises that doing so will contribute to meeting Institute goals.
Occupational health and safety
The Institute has an occupational health and safety policy and a workplace consultative committee. Both are established in accordance with the Occupational Health and Safety (Commonwealth Employment) Act 1991. The committee is a joint management-employee body. The Institute has nominated health and safety representatives who are members of the committee. No changes to these arrangements were necessary during 2004-05. There were no major occupational health and safety issues during the year.
The AIC, through the Employee Assistance Program, continues to provide access to professional counselling services for its staff and their families. This service is offered to assist staff with any personal or work-related problems.
Indemnity and insurance premiums for officers
The AIC, through ComCover, provides indemnity insurance for the Director, members of the Board of Management and staff. The insurance premium for 2004-05 was $59,934. The safety, rehabilitation and compensation of work-injured employees are covered by ComCare. The insurance premium for 2004-05 was $21,264.
Financial operations
The AIC operates it own network-based financial management information system, which includes general ledger, debtors and creditors, asset management and purchasing. In addition, a number of services are outsourced. The Institute has adopted full accrual accounting and budgeting in response to financial management initiatives occurring in the wider Commonwealth context.
Financial performance
Operating revenues for 2004-05 total $7,113,903. Revenue was received from Government ($5,200,000), contract research ($1,819,704), and other items ($94,199). Total revenue increased by 1.1 per cent compared with 2003-04. The main factors affecting revenue were an increase in government appropriations ($37,000) for costs associated with Fedlink connectivity, an increase in interest earned ($22,074) and a decline in other revenue ($42,603).
Operating expenditures in 2004-05 were $6,595,410 and represented a decrease of 6.4 per cent compared to 2003-04. The reduction resulted from a management decision to not fill all vacancies to enable flexibility for the 2005-06 budget due to agency agreement negotiations, leasing/refurbishment options and Fedlink uncertainties.
Overall operating results indicate an operating surplus of $518,493 compared with a surplus of $11,437 in 2003-04.
Consultancy services
During 2004-05, the Institute engaged 16 consultancies with contract values over $10,000 at a total cost of $1,375,242. These are for services such as IT network maintenance and help desk services, assistance with software developments, contract procurement assistance, and advice on financial accountability, legislative changes and good practice procedures. Details are available on request.
Discretionary grants
The AIC administers discretionary grants on behalf of the Criminology Research Fund (fund) and the Australian Crime and Violence Prevention Awards. During the financial year, the fund provided seven grants while awards were made to 36 applicants. Further information is contained in the CRC annual report.
Purchasing
The AIC has developed internal policies and procedures for purchasing goods and services. These are included in the AIC Chief Executive Instructions and are in accordance with the Finance Minister's (CAC Act Procurement) Directions 2004.
Asset management
The AIC manages both current and non-current assets in accordance with guidelines set out in the Chief Executive Instructions and the Australian accounting standards.
AIC non-current assets are subject to an annual stocktake which is used to update and verify the accuracy of asset records. Assets are depreciated at rates applicable for each asset class and are verified by audit during the annual financial statements process.
Library resources, plant and equipment assets are subject to a formal valuation every four years. Formal valuations were last carried out by an independent qualified valuer in 2003-04.
Information and communication technology services
These services comprise the local and wide-area networks, desktop PCs and office automation services such as telephone and security monitoring systems, electronic mail, intranet and access to Internet services.
The ICT environment continued to require extensive effort and resourcing to ensure achievement of our strategy of compliance with government Fedlink accreditation during 2004-05. A similar level of activity will be required during the coming year to meet the 31 December 2005 deadline.
Significant ICT infrastructure changes have been implemented as a part of the AIC's response to the Fedlink initiative. Changes include an extensive refresh of services and desktop hardware and software, comprehensive upgrade to antivirus, anti-spam and content management services, extensive documentation of ICT policies and procedures and detailed analysis of compliance tasks due for completion in readiness for Defence Signals Directorate (DSD) and Fedlink accreditation reviews.
A management review of ICT help and maintenance services was commenced in late 2004-05. Broadly, the review brought together, through external consultants Ascent Audit and Governance Services Pty Ltd, the views of senior staff, management and ICT technicians, regarding the most appropriate ICT help and maintenance model for the AIC in readiness for market testing the model in early 2005-06.
Advertising and market research
Table 6 sets out amounts paid by the Institute on advertising and market research in 2004-05.
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