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Reorganisation of Appropriations for Policy Advice: Guide for Departments

Annex 4: Suggested Standard Scope Statements for Related Outputs

Appropriations for 2011/12 that include policy advice generally include other related outputs. These outputs will need to be managed by departments as part of the reorganisation of policy appropriations.

Treasury has developed a number of suggested scope statements that agencies could use in this work.

Departments are free to pick and choose, and adapt, these scope statements to meet their needs.

Multi-class Output Appropriations

Departments can combine policy advice output classes with other output classes as an MCOA, as per option 3 outlined in Section 3.3.

An MCOA that agencies are most likely to pursue could be titled Policy advice and services to Ministers, which would include:

  • Policy Advice:This appropriation/output class is limited to the provision of advice (including second opinion advice and contributions to policy advice led by other agencies) to support decision-making by Ministers on government policy matters relating to [focus/area x].
  • Ministerial Services: This appropriation/output class is limited to the provision of services to Ministers to enable them to discharge their portfolio (other than policy decision-making) responsibilities.
Suggested Scope Statements
Suggested Scope Statement Detail

Ministerial Services:

This appropriation/output class is limited to the provision of services to Ministers to enable them to discharge their portfolio (other than policy decision-making) responsibilities.

Includes:

  • Responding to requests under the Official Information Act.
  • Drafting responses to Parliamentary Questions.
  • Drafting responses to Ministerial correspondence.
  • Appearances at Select Committees on non-legislative matters such as Estimates and financial review.
  • Providing advice and/or information on non-policy matters, including drafting speeches and briefings for events or meetings.
  • Supporting work completed by Private Secretaries.

Crown entity monitoring:

This appropriation/output class is limited to providing support, information and advice to Ministers to enable them to discharge their responsibilities (other than policy decision-making) for the Crown entities for which they are responsible.

Includes[5]:

  • Providing advice to Ministers:
    • on the Crown’s expectation on an entity
    • on emerging governance and performance issues that require Ministerial attention
    • on the compliance of Crown entities with their legislation.
  • Managing all processes relating to board membership.
  • Transmitting information to entities.
  • Critically reviewing an entity's draft Statement of Intent and other accountability documents.
  • Negotiating an annual output agreement and any protocols as required by the Minister.
  • Monitoring the performance of each entity.
  • Where appropriate, providing leadership and/or coordination of departments and entities working with a sector, or working in pursuit of common results.

Excludes:

  • Advice to Ministers on policy issues relating to Crown entities, as per the scope of policy advice appropriations.

Support for Statutory Bodies

This appropriation/output class is limited to the provision of services and advice to statutory bodies to enable them to discharge their responsibilities.

May include the following range of activities (as long as not covered in other scope statements):

  • Managing all processes relating to board membership.
  • Transmitting information to the body.
  • Critically reviewing a body's accountability documents.
  • Negotiating the activities of a statutory body.
  • Monitoring the performance of each entity.
  • Where appropriate, providing leadership and/or coordination of departments and entities working with a sector, or working in pursuit of common results.

Excludes:

  • Advice to Ministers on policy issues relating to statutory bodies, as per the scope of policy advice appropriations.
  • Support provided to advisory bodies that are tasked with providing Ministers with advice on government policy matters, as per the scope of policy advice appropriations.

Appointments (other than appointments to Crown entity boards or Statutory Bodies which is covered above):

This appropriation/output class is limited tothe provision of advice and informationon board appointments and/or judicial appointments.

Includes[6]:

  • Writing position descriptions and board profiles.
  • Identifying possible candidates, including, as appropriate, seeking nominations externally.
  • Engaging with nominating agencies.
  • Conducting interviews.
  • Providing candidates and nominees with information about the board in which a vacancy has arisen,
  • As appropriate, seeking formal consent to being a member,
  • Conducting due diligence checks, including coordinating declarations of interest, and referee, education and criminal checks,
  • Providing advice to the responsible Minister on recommended candidates, and providing advice on fees, allowances and remuneration through the required mechanisms,
  • Supporting Ministers through the formal appointment process, including Cabinet  and Executive Council processes,
  • Notifying appointees and unsuccessful candidates,
  • Announcing appointments.

Administration of grants:

This appropriation/output class is limited to the administration of government grants schemes or programmes to the [XXX sector(s)].

Includes:

  • Designing the scheme to:
    • align with government agreed objectives and parameters
    • meet all legal, accountability, financial and administrative requirements.
  • Developing guidelines, including eligibility and selection criteria,
  • Promoting the scheme as appropriate,
  • Providing information to prospective applicants,
  • Receiving and processing applications,
  • Assessing applications,
  • Offering grants,
  • Drafting a funding agreement,
  • Monitoring and acquitting grants.

Communications:

This appropriation/output class is limited to engagement with, and the provision of information, to stakeholders about [XXX]

Includes:

  • Developing and revising communications material,
  • Issuing and/or publication of communications material,
  • Responding to calls, emails and letters directed to an agency,
  • Responding to enquiries from the media.

Excludes:

  • Consulting, engaging and negotiating with groups internal and external to government to inform the development of policy advice, as per the scope of policy advice appropriations,
  • Initial communication with stakeholders about Ministerial policy decisions.
  • Operational policy (internally focused)
  • Operations, and
  • Implementation

The detail of these outputs are agency specific, therefore new scope statements will need to be defined by each department.

However, it may be that these activities may best be included in existing appropriations.

Notes

  • [5]Adapted from the Treasury and the State Services Commission's Guidance to Departments in Relation to Crown Entities (June 2006).
  • [6]Adapted from the State Services Commission’s Board Appointment and Induction Guidelines (2009).
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