AGIMO Service Charter

Appendix 1 AGIMO Service Charter Our functions In accordance with section 65 of the Public Service Act 1999 the gazetted functions of the Australian Government Information Management Office (AGIMO) are i ii iii leadership and management of projects that relate to information and communications technology and the internet and that affect the whole-of-government or multiple agencies provision of strategic advice on the key factors underpinning the application of information and communications technology to the design of government programs and the delivery of government services leadership in relation to the Australian Government's presence online and electronic-based service delivery iv coordination of the application of information and communications technology to government administration, information and service provision v undertaking such tasks related to the above functions as the Minister may require from time to time. A p p e n d i x 75

Our service commitment When you communicate with AGIMO, we will be courteous be willing to assist you and be responsive to your needs treat you fairly and professionally provide timely oral and written advice that is clear, concise, accurate and complete be sensitive to diversity issues despatch publications, promptly within four days of receiving your request. Our service standards Our service standards apply to all areas of AGIMO and provide measures for benchmarking and measuring our performance. We will ensure that major publications, information and policy statements are provided online and are easily downloadable our website is accessible at least 99 per cent of the time. If you have an inquiry we will, where possible acknowledge within two working days of receipt ensure more complex inquiries receive an acknowledgment within the same time period, and regular updates throughout the preparation process provide a contact person and telephone number to call throughout the process and if you have further queries provide alternate sources for further information as appropriate, where known. AGIMO staff will not activate voicemail when they are at their desk except when engaged on the telephone. The out-of-office function on email will also be used when officers are unavailable. 76 Annual Report 2003 04

AGIMO staff will always adhere to the Australian Public Service Values as set out in section 10 of the Public Service Act 1999, and the Australian Public Service Code of Conduct as set out in section 13 of the Public Service Act 1999. Contractors, consultants and suppliers AGIMO will ensure availability of, or access to, information required to assist you to provide your services ensure payments are made in accordance with relevant schedules or contractual obligations. Review of policy AGIMO will consult broadly and involve all relevant business and community groups prepare a regulation impact statement for all reviews of existing regulation, where appropriate prepare a regulation impact statement for all regulation that will directly affect business, have a significant indirect effect on business, or restrict competition, where appropriate. Our clients include Australian Government departments and agencies State, Territory and Local governments peak business and industry groups community organisations consultants and suppliers of services to AGIMO individuals who contact us or use our services. Your entitlements AGIMO will provide appropriate treatment of personal information under the Privacy Act 1988 access to information under the Freedom of Information Act 1982 A p p e n d i x 77

access to the provisions of Commonwealth anti-discrimination law a review of decisions which affect you by an AGIMO nominated officer, if you seek it equitable access to AGIMO's programs and services the confidentiality of information you provide to us, except where disclosure is required by the Minister or by operation of the law. Our expectations You will treat our staff with courtesy provide timely, honest, complete and accurate information meet any reciprocal obligations of the service relationship. Complaints If you are dissatisfied with our service you can contact the staff member you have been dealing with in the first instance and they will address your complaint, or advise the reason for delay within 10 working days. If you do not believe the complaint can be resolved by the staff member, are not satisfied with the response, or consider your complaint has not been dealt with satisfactorily, contact the General Manager, Corporate and Governance Branch on 02 6271 1788. This person will record your complaint in order to have the issue resolved. They may ask you to write to the following address Australian Government Information Management Office GPO Box 390 CANBERRA ACT 2601 Attention: General Manager, Corporate and Governance Branch 78 Annual Report 2003 04

AGIMO will investigate and advise you of the result within 10 working days. If you are dissatisfied at any time with our handling of your complaint or feel that your complaint was not dealt with satisfactorily by the Officer, you may contact the Commonwealth Ombudsman at GPO Box 442 CANBERRA CITY ACT 2601 Phone 1300 362 072 I n t e rn e t www.ombudsman.gov.au Monitoring and review AGIMO will conduct an annual review of this Service Charter to ensure it continues to reflect our client s needs and expectations. The views of interested parties will be sought as part of the review process. A summary of our performance will be published in our annual report and will also be available on our website. Your feedback on our performance We welcome your feedback on our performance. You can provide your views by completing the feedback form notifying the General Manager, Corporate and Governance Branch on 02 6271 1788. A p p e n d i x 79

AGIMO's contact details Mail Australian Government Information Management Office GPO Box 390 CANBERRA ACT 2601 Phone 02 6271 1788 NRS TIS 132 544 (National Relay Service) 13 14 50 (Translating and Interpreting Service) Fax 02 6271 1563 To contact us by email visit the 'contact us' page of our website www.agimo.gov.au/admin/contact 80 Annual Report 2003 04

Appendix 2 Auditor-Generals Reports The Australian National Audit Office reports that NOIE/AGIMO had a specific interest in No. 5 No. 7 No. 11 No. 14 No. 22 No. 24 No. 25 No. 27 The Senate Order for Departmental and Agency Contracts (Autumn 2003) Recordkeeping in Large Commonwealth Organisations Annual Reporting Survey of Fraud Control Arrangements in APS Agencies Audits of the Financial Statements of Australian Government Entities for the Period Ended 30 June 2003 Agency Management of Special Accounts Intellectual Property Policies and Practices in Commonwealth agencies Management of Internet Portals at the Department of Family and Community Services No. 30 Quality Internet Service for Government Clients Monitoring and Evaluation by Government Agencies No. 31 The Senate Order for Departmental and Agency Contracts (Financial Year 2002-2003 Compliance) A p p e n d i x 81

No. 42 No. 49 No. 52 No. 55 No. 57 No. 58 Financial Delegations for the Expenditure of Public Monies in FMA Agencies The Use and Management of HRIS in the Australian Public Service. Information Technology in the Department of Veterans Affairs Follow-up Audit Management of Protective Security Administration of Freedom of Information Requests Control Structures as part of the Audit of Financial Statements of Major Australian Government Entities for the Year Ending 30 June 2004 82 Annual Report 2003 04

Appendix 3 SES Movements Table 7 Senior Executive Service (SES) Staff, as at 30 June 2004 Actual Male Female TOTAL Classification SESB1 4 1 5 SESB2 2 2 SESB3 0 Total 6 1 7 NB: Includes inoperatives. Levels are substantive. A p p e n d i x 83

Table 8 Nominal Movements of Staff in the SES, 2003 04 Nominal Classification Males Females SESB1 Commencements Promotions Reassignment of duties into the Agency Separations Reassignment of duties out of the Agency Section 72 (Machinery of Government) Transfer 3 1 SESB2 Commencements Promotions Reassignment of duties into the Agency Separations Reassignment of duties out of the Agency Section 72 (Machinery of Government) Transfer 1 SESB3 Commencements Promotions Reassignment of duties into the Agency Separations Reassignment of duties out of the Agency Section 72 (Machinery of Government) Transfer 1 Table 9 Nominal SES Movements 2003 04 Mr Ashley Cro s s S E S B 1 Section 72 (Machinery of Government) Tr a n s f e r Mr Thomas Dale S E S B 1 Section 72 (Machinery of Government) Tr a n s f e r Mr David Kennedy S E S B 1 Section 72 (Machinery of Government) Tr a n s f e r Ms Anne-Marie Lansdown S E S B 1 Section 72 (Machinery of Government) Tr a n s f e r Mr Keith Besgro v e S E S B 2 Section 72 (Machinery of Government) Tr a n s f e r Dr Rodney Badger S E S B 3 Section 72 (Machinery of Government) Tr a n s f e r 84 Annual Report 2003 04

Appendix 4 Staffing Statistics Table 10 Substantive Full-time and Part-time Staff, as at 30 June 2004 Ongoing Non-Ongoing Full-time Part-Time Full-time Part-Time M F M F M F M F 41 47 1 8 6 5 Table 11 Substantive Staff by Classification Groups, as at 30 June 2004 Australian APS APS APS APS APS EL EL EL SES SES Government CADETS 2 3 4 5 6 1 2 2PA B1 B2 CIO Total 2 3 2 9 16 19 36 13 1 5 2 0 108 Table 12 Summary of EEO data: Staff in EEO Groups, as at 30 June 2004 Staff who identified Male Female Total 1 * NESB 1&2 * ATSI* PWD* Total 2 * 48 60 108 24 2 0 48 44% 56% 50% 4% 0% A p p e n d i x 85

Table 13 EEO Groups within Occupational Groups, as at 30 June 2004 Staff who identified Male F e m a l e Total 1 * N E S B 1 & 2 * ATSI* PWD* Total 2 * SES & Related 6 1 7 1 2 Executive Level 27 23 50 2 11 APS 1-6 15 36 51 22 2 35 Total 48 60 108 25 2 0 48 Table 14 EEO Groups within Salary Ranges, as at 30 June 2004 Salary Range Male F e m a l e Total 1 * N E S B 1 & 2 * ATSI* PWD* Total 2 * 0 34 730 2 3 5 2 2 3 34 731 39 438 0 0 0 0 2 39 439 49 019 3 13 16 2 3 49 020 53 395 4 16 20 4 6 53 396 62 475 6 4 10 5 9 62 476 75 616 15 18 33 2 11 75 617 91 577 9 4 13 9 12 > 91 578 9 2 11 1 2 Total 48 60 108 25 2 0 48 Total1: Ongoing and non-ongoing staff including inoperatives. Percentages of men and women relating to this total. Total2: Total number of staff who identified in EEO groups. Percentage of EEO relates to this total. NESB1: non-english speaking background first generation NESB2: non-english speaking background second generation ATSI: Aboriginal and Torres Strait Islander peoples PWD: People With a Disability 86 Annual Report 2003 04

Appendix 5 Salary Range and Pay Table 15 Salary Range of Employees, as at 30 June 2004 Type of Certified Australian Workplace Agreement Agreement Agreements Salary Range $ Salary Range $ Classification Lowest Highest Lowest Highest SES 103 500 135 200 Executive Level 2 85 202 90 696 92 000 96 200 Executive Level 1 65 174 78 516 74 724 78 605 APS 6 52 186 60 072 60 072 78 605 APS 5 48 622 52 368 APS 4 43 612 47 134 APS 3 40 932 42 037 APS 2 34 212 34 212 APS 1 Cadets 15 774 15 774 NB: The A/g Australian Government CIO has not been included in this table. Part-time salaries have been annualised for comparison. The salary range is as at 30 June 2004 and at substantive salary rates. A p p e n d i x 87

Table 16 Payments 2003 2004 C l a s s i f i c a t i o nno. of Aggregate Average Lowest Highest Level O fficers Amount Amount Payment Payment P a i d EL2 4 29 748 7 437 4 064 10 982 SES 10 78 175 7 817 4 898 16 724 Total 14 107 923 7 708 Note: payments made in 2003 04 relate to 2002-03 NOIE performance agreements. 88 Annual Report 2003 04

Appendix 6 Subjects Covered by Training Finance and Governance Accounting for Grants Corporate Governance Financial Management and Accountability Act 1997 and the Commonwealth Authorities and Companies Act 1997 Fraud Awareness Government Accounting Goods and Services Tax Overview Introduction to Financial Management Introduction to Statistical Reporting Managing Contracts Managing Grant Deeds and Contracts Planning and Conducting a Tender Program Management Funding Agreements Risk Management Strategic Planning Communications and Interpersonal Skills Advanced Public Sector Writing Career Directions Coaching and Mentoring Communicating to Groups Presentation Skills A p p e n d i x 89

Conducting an Effective Evaluation Conducting Meetings and Writing Minutes Correspondence and Report Writing Developing Influencing Skills Exceptional Client Service Facilitation Skills for Managers Ministerial Writing Personal Efficiency Program Remaining Effective Under Pressure Speed Reading Staff Selection Strategic Thinking Stress Management Team/Project Leader and Supervisor Skills Winning That Job Working Successfully with Others interpersonal, negotiation, influencing & conflict resolution skills Writing for the Australian Public Service Legislation and Parliament Legal Awareness Legislation Process Legislative Scrutiny, Bills and Regulations The Parliamentary Process Management and Human Resource APS Values Code of Conduct Change Management Eliminating Workplace Harassment Graduate Administrative Assistant Orientation Induction Program 90 Annual Report 2003 04

Managing Underperformance Negotiation Skills OH&S Awareness for Staff OH&S Awareness for Managers Management Mid-Cycle Review Management System End-of-Cycle Review Management System what managers need to know Management System what you need to know Security Awareness Workplace Equity & Diversity Policy and Research Advanced Policy Formulation Advanced Project Management Introduction to Policy Development Research and Analysis Scenario Planning Strategic Planning Technical Economics for non-economists Financial Analysis Financial Management Internet Technology & Voice Network Overview A p p e n d i x 91

Appendix 7 Commonwealth Disability Strategy Reporting 2003 04 Policy Adviser Role Indicator # 1 Indicator Measure Current Level of 2003 04 Goals for 2004 05 New or revised policy / program assess impact on the lives of people with disabilities prior to decision. Percentage of new or revised policy / program proposals that document that the impact of the proposal was considered prior to the decision making stage. No formal policy decisions were made in the area of accessibility for government websites. Advice was provided to the Authentication and the Security and Infrastructure Working Groups on issues of inclusion for people with disabilities. Wide policy consultation with a range of stakeholders in the area of disability and accessibility for electronic government services. Ongoing consultation with HREOC and community organisations that provide services to people with disabilities. 92 Annual Report 2003 04

Policy Adviser Role Indicator # 2 Indicator Measure Current Level of 2003 04 Goals for 2004 05 People with disabilities are included in consultation about new or revised policy / program proposals. Percentage of consultations about new or revised policy / program proposals that are developed in consultation with people with disabilities. Consultation on accessibility issues and people with disabilities was conducted through participation and facilitation of a whole-of government interdepartmental committee established to review ICT Support for Flexible Work Practices. This included the establishment of three working groups, one specifically addressing the Australian Government s use of assistive technologies to support disabled people in the workforce. Consultations with the Australian Rehabilitation and Assistive Technology Association. Participation in User Centred Design forums. A public invitation for expert advice on Future Challenges for e-government. Academics and experts in the field of accessibility provided identification of future challenges that may help to inform future policy in this area. Publication of advice to government around the use of assistive technologies and support for flexible work practices in the form of Better Practice Checklists. The facilitation of a community of practice focused on User-Centred Design for electronic government services. Meetings and discussions with individual community organisations that provide services to people with disabilities such as Vision Australia, Novitatech and RMIT. Updates were provided to the Guide to Minimum Website Standards which primarily focused on improving accessibility and required agencies to test websites with users with disabilities. An updated series of Better Practice Checklists also address issues of accessible formats for people with disabilities, these included access and equity issues. A p p e n d i x 93

Policy Adviser Role Indicator # 3 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Public announcements of new, revised or proposed policy / program initiatives are available in accessible formats for people with disabilities in a timely manner. Percentage of new, revised or proposed policy / program announcements available in a range of accessible formats. Time taken in providing announcements in accessible formats. All public announcements of new, or revised or proposed policy / program initiatives are posted on the AGIMO website and are made available in HTML format. Ensure that consideration is given to accessible formats for people with disabilities in all future public announcement, and future information and awareness raising activities. Provider Role Indicator # 1 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Providers have established mechanisms for quality improvement and assurance. Evidence of quality improvement and assurance systems in operation. AGIMO website and whole-ofgovernment websites managed by AGIMO have been designed with accessibility conformance integral to their development. Accessibility is reviewed regularly in accordance with current accessibility standards. Ensure continual formal accessibility and useability reviews. Creation of a panel of accessibility and useability consultants for ongoing developments of all AGIMO managed websites. 94 Annual Report 2003 04

Provider Role Indicator # 2 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Providers have an established service charter that specifies the roles of the provider and consumer and service standards which address accessibility for people with disabilities. Established service charter that adequately reflects the needs of people with disabilities in operation. The AGIMO client service charter addresses diversity concerns, and outlines a formal complaints mechanism, including access to external mechanisms. There were no complaints lodged during the year. Review AGIMO client service charter regarding the needs of people with a disability. Provider Role Indicator # 3 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Complaints / grievance mechanisms, including access to external mechanisms, in place to address concerns raised about performance. Established complaints / grievance mechanisms, including access to external mechanisms, in operation. AGIMO website and all whole-ofg o v e rnment websites managed by AGIMO contain feedback pages which are accessible from each page within the site. This makes it easy for users of the site to provide input and feedback on technical, policy and whole-ofgovernment issues. We aim to respond to feedback by the next working day. Additional information on accessibility and help has been incorporated on the www.australia. gov.au website. Provide a statement of accessibility for our own website. Continue to encourage feedback on accessibility for people with disabilities. A p p e n d i x 95

Employer Role Indicator # 1 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Employment policies, procedures and practices comply with the requirements of the Disability Discrimination Act 1992. Number of employment policies, procedures and practices that meet the requirements of the Disability Discrimination Act 1992. The following employment programs and policies meet the requirements of the Disability Discrimination Act 1992: Management Workplace Diversity OH&S Policy and Agreement Induction Recruitment and Selection Current recruitment procedures provide access and assistance to applicants with disabilities. Update the following programs: Induction & Orientation Management Recruitment & Selection. The current Certified Agreement (2002 05) also complies. Employer Role Indicator # 2 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Recruitment information for potential job applicants is available in accessible formats on request. Percentage of recruitment information requested and provided in: accessible electronic formats accessible formats other than electro n i c. Average time taken to provide accessible information in: accessible electronic formats accessible formats other than electro n i c. All recruitment information is available for immediate downloading by intern a l and external applicants via the AGIMO website and the online recruitment facility. The information is also accessible by internal applicants via the Intranet. Recruitment staff are able to provide information in hard copy, large print, or other formats on request. During the reporting period, less than 10% of applicants seeking selection documentation requested alternative formats (ie hard copies). Most re q u e s t s were responded to within 2 hours. TTY phone in the Recruitment Section is available for people with a hearing disability to place requests for re c r u i t m e n t information. Advice about the TTY facility is available on the website and in selection documentation. Update the website to provide information to applicants about the AGIMO Workplace Diversity policy. 96 Annual Report 2003 04

Employer Role Indicator # 3 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Agency recruiters and managers apply the principle of reasonable adjustment. Percentage of recruiters and managers provided with information on reasonable adjustment. Current Recruitment and Selection policy places requirement on recruiters and selection panels to apply merit and equity to selection activities. 100% of training provided to recruiters and selection panels will include information on reasonable adjustment. Information regarding reasonable adjustment is provided to recruiters and managers as required. Employer Role Indicator # 4 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Training and development programs consider the needs of staff with disabilities. Percentage of training and development programs that consider the needs of staff with disabilities. 99% of the Core Training Calendar provides training programs inhouse. Physical access to the building is appropriate. Intranet Core Training Calendar site includes an invitation to people with a disability to discuss their particular needs (in relation to advertised training programs) with HR Services. Where training and development programs are planned off-site, we will use venues with appropriate access for people with disabilities, and seek input from attendees about their access requirements. A p p e n d i x 97

Employer Role Indicator # 5 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Training and development programs include information on disability issues as they relate to the content of the program. Percentage of training and development programs that include information on disability issues as they relate to the program. Information on disability issues is included in training programs for: Induction and Orientation OH&S Recruitment and Selection Workplace Diversity Eliminating Workplace Harassment. Information on disability issues will be included in 100% of all relevant training programs. Employer Role Indicator # 6 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Complaint / grievance mechanism, including access to external mechanisms, in place to address issues and concerns by staff. Established complaints / grievance mechanisms, including access to external mechanisms in operation. Certified Agreement includes p rovisions for complaint and grievance re s o l u t i o n, including access to external mechanisms. Workplace Diversity and Harassment Contact Officers handled a small number of informal complaints. No complaints were reported during the period involving disability issues. New members of Workplace Diversity and Harassment Contact Officer network receive training in how to handle complaints. New Certified Agreement to contain similar complaint and grievance resolution mechanisms. 100% of staff to receive updated advice on the complaints / grievance process after the new Agreement is certified. 98 Annual Report 2003 04

The Purchaser Indicator # 1 Indicator Measure Current Level of 2003 04 Goals for 2004 05 Publicly available information on agreed purchasing specifications are available in accessible formats for PWD. Percentage of publicly available purchasing specifications requested and provided in: accessible electronic formats accessible formats other than electronic. Average time taken to provide accessible material in: accessible electronic formats accessible formats other than electronic. Contracts 100% of all tender documentation available in accessible electronic formats. Provision of tender documentation to interested parties requesting tender documentation in accessible formats other than electronic is currently five working days of the request. General The AGIMO website was refreshed in April 2004 and the standards for W3C Web Content Accessibility were addressed. Guidelines for planning and producing materials in accessible format have been developed and continue to be available on the Intranet. 100% of documentation for open and restricted tender processes available online through the AusTender System. Maintain current level of availability of tender documentation in accessible electronic formats. Continue to review our procedures for the provision of tender documentation to interested parties in accessible formats (other than electronic) to ensure that PWD are not disadvantaged by tender processes. General Continued improvements in accessibility will be addressed as part of the ongoing maintenance and development of the website. Guidelines will be updated as required. A p p e n d i x 99

Appendix 8 Consultancy services Table 17 Consultancy Services Contracts Commissioned by AGIMO, 2003 04 Company Name Task Performed Acumen Alliance Secure Infrastructure Project $188 000 $187 638 O B Pty Ltd Allen Consulting Conduct a survey of government $92 900 $8 568 O B Group Pty Ltd e-procurement activity Ambit Group Provision of technical services $25 000 $2 890 R B Pty Ltd for the Service Delivery Branch Ambit Group Pty Ltd Provision of technical support and $250 000 $178 288 S B website development services for the Service Delivery Branch Boston Consulting Development of an IT outsourcing $60 500 $50 600 S B Group primer Candle Australia Ltd Delivery of the publications register $25 000 $24 936 O B and publishing services directory website Candle Australia Ltd Project management services for $100 000 $95 079 S B the Australian government publications register stage 2 Canprint Provision of services relating to $100 000 $22 897 S B Communications the library deposit scheme Pty Ltd distribution service Consulting Insights Development of assistance to $40 000 $23 077 O B Pty Ltd agencies in respect of IT sourcing Consulting Insights Determination and development of $88 704 $65 340 S B Pty Ltd assistance for agencies in relation to IT sourcing 100 Annual Report 2003 04

Company Task Performed Convergence Finalising e-authentication $297 550 $229 994 S B e-business Solutions framework architecture Pty Ltd Convergence Secure Infrastructure Project $42 000 $41 491 S B e-business Solutions Pty Ltd Corrs Chambers Secure Infrastructure Project $208 000 $207 073 S B Westgarth CSIRO Analysis of whole-of-government $46 211 $0 S B web content and technology Cybersource Open source software $30 000 $0 S B Pty Ltd sourcing guide Dandolo Partners Measuring Australians use of and $250 000 $9 811 O B Pty Ltd satisfaction with e-government services Deborah Claire Development of a second $10 920 $10 920 R B Nesbitt e-government case study publication similar to Transforming government: achievements in e-government 2003 DSTC Pty Ltd Review and update the Australian $52 100 $49 239 R B Government interoperability framework Ezifile Pty Ltd Development of an information $80 000 $80 000 S B management system Faculty Management Conduct a review of the $64 800 $0 O B Consultants Pty Ltd e-procurement demonstration projects Gibson Qui Pty Ltd Provision of a snapshot of $10 553 $9 531 O B Australian Government telecommunications expenditure Hudson Global Provide project management $60 000 $0 S B Resources (Aust) services to GSIE Pty Ltd Hugh Watson Baseline data interpretation $36 050 $33 000 S B Consulting Pty Ltd Imediate Pty Ltd Facilitate the preliminary meeting $27 000 $22 653 S B of networked economy forum stakeholders A p p e n d i x 101

Company Task Performed Institute of Public Commission and manage the $220 000 $192 564 O B Administration writing of a series of research Australia papers on development issues for e-government in Australia KPMG P rovision of internal audit services $168 500 $133 236 O C KPMG Evaluate Governet architecture $54 360 $25 575 R B Lambert Consulting Review of the library deposit $29 000 $0 S B Pty Ltd scheme distribution service Manpower Services Develop and maintain AGIMO s $96 311 $91 771 S B (Aust) Pty Ltd corporate websites MKS Consulting Development of guidance on $39 571 $11 334 S B Pty Ltd website planning MKS Consulting Consolidation and retirement of $24 000 $0 S B Pty Ltd Australian Government websites National Information Provide expert accessibility $20 000 $0 S B and Library Service analysis of the fedinfo, Australia.gov and other organisational websites Nous Group Pty Ltd Supply of research and facilitation $49 535 $0 R B services One Planet Provision of IT management $107 000 $106 921 R B Solutions Pty Ltd services Paxus Australia Provision of a programmer to $120 000 $78 542 S B Pty Ltd provide technical support and website development services Peter John Development of a second $12 000 $12 000 R B O Connor e-government case study publication similar to Transforming government : achievements in e-government 2003 Red Wahoo Pty Ltd National government $37 892 $0 O B interoperability framework S2 Intelligence Supply of research services $66 000 $39 000 S B Pty Ltd 102 Annual Report 2003 04

Company Task Performed Securities Industry Research and develop case $29 820 $0 R B Research Centre of studies of e-procurement Asia-Pacific implementations (SIRCA) Ltd Service Providers Provision of better content for $24 200 $23 496 O B Industry Association SME broadband brochures Simon David Grose Development of a second $11 880 $9 900 R B e-government case study publication similar to Transforming government : achievements in e-government 2003 SMS Consulting Secure Infrastructure Project $38 810 $38 810 S B Group Ltd Step Two Designs Undertake analysis of information $15 000 $15 866 S B Pty Ltd to update AGIMO s website Think Plan Perform Advise the national service $18 975 $18 794 S B Pty Ltd improvement project Visor Pty Ltd Preparation of a risk assessment $22 000 $22 000 S B on the transfer of Gatekeeper management and administration responsibilities Walter Turnbull Development of IT tender $38 610 $38 176 S B Pty Ltd documentation Walter Turnbull Human resources market testing $41 200 $41 183 S B Pty Ltd documentation and inhouse capability model Total commissioned value $3 469 952 Total expenditure during 2003 04 $2 655 187 Number of consultants engaged 51 S Sole : R Restricted: O Open: Only one firm was invited to quote/tender A select number of firms were invited to quote/tender Advertised in the Gazette on the Government Advertising website A: Agency staff with the specialised skills or knowledge needed to perform the task were not available to undertake the work within the required time frame B: There were no staff within the Agency with specialised skills or knowledge needed to perform the task C: Independent advice was required A p p e n d i x 103

Appendix 9 Freedom of Information Act (s8) The Freedom of Information Act 1982 (the FOI Act) requires Australian Government agencies to make available information about their organisation, functions and operations, and about rules and practices used in making decisions that affect members of the public. Section 8 of the FOI Act requires each agency to publish detailed information about the way it is organised, its powers, the kinds of decisions made, arrangements for public involvement in work of the agency, documents held by the agency and how members of the public can access these documents. Access to Records Under the FOI Act Section 8 of the FOI Act extends the right to obtain access to documents in the possession of Australian Government agencies to make available information about their org a n i s a t i o n, functions and operations, and about rules and practices used in making decisions that affect members of the public. The body of this annual report explains the major functions of the Australian Government Information Management Office (AGIMO), and the issues currently affecting members of the public. This statement supplements that general information to meet the requirements of s.8 of the FOI Act and is correct as at 30 June 2004. 104 Annual Report 2003 04

How to Get Information Anyone is entitled to apply for access to documents under the FOI Act. However, in many cases you may not need to use the FOI Act. First, try asking AGIMO or looking at www.agimo.gov.au which is AGIMO s website. The information you want may be readily available. An alternative is to contact AGIMO s Public Affairs Officer, phone 02 6271 1080, who may be able to help. If you decide to make a formal request under the FOI Act, contact AGIMO s FOI Coordinator for assistance Manager Contracts, Procurement and Procedural Policy Unit, phone 02 6271 1781. The Australian Government Chief Information Officer (Australian Government CIO) of AGIMO holds a general power to grant or refuse access to any document held by the agency. The Australian Government CIO has authorised certain officers to grant and refuse access to documents. Generally, access is provided in the form of copies of documents. However, AGIMO can provide a reading area for the inspection of documents made available under the FOI Act. Correspondence on FOI matters should be addressed to: Australian Government Chief Information Officer Australian Government Information Management Office GPO Box 390 CANBERRA ACT 2601 Attention: General Manager, Corporate and Governance Branch Categories of Documents AGIMO maintains records in various physical forms including: files - on a wide range of topics related to AGIMO's functions card indexes generally used for minor record keeping and in particular for such purposes as indexing reference material computer databases that are maintained for bulk record keeping. A p p e n d i x 105

Classes of Records Records are maintained by AGIMO in one or more physical forms on the following topics: Access to Government Information and Services Corporate Support Services Electronic Authentication and Cryptography Electronic Service Delivery Financial Management Gatekeeper Government Domain Names Policy and Administration Government Information Network Government IT Architecture and Governance Information Management Integrated Service Delivery Interoperability New Information Communications Services and Technologies Personnel Matters Privacy Secure Business Systems Security Trials of Innovative Government Electronic Regional Services (TIGERS) Whole-of-Government Volume Software Supply Whole-of-Government Telecommunications. Some of this material may be exempt from disclosure under the FOI Act. 106 Annual Report 2003 04

Manuals In accordance with Section 9 of the FOI Act, a list has been compiled of unpublished manuals and other documents used by AGIMO officers as a guide to procedures and practices to be followed when dealing with the public. The list is correct as at 30 June 2004 and is available on request from the Manager, Public Affairs, on 02 6271 1080. Function and Powers by Outcome and Outputs AGIMO s functions and the outcome and outputs structure can be found in Part 2, Agency Overview. Employees exercise delegated powers under the Financial Management and Accountability Act 1997 and the Public Service Act 1999. Arrangements for Outside Participation and Public Involvement Employees of AGIMO participate in a wide range of organisations, reflecting the broad range of AGIMO s functions. AGIMO has an ongoing involvement in the following organisations. Integrated Transactions Reference Group The Integrated Transactions Reference Group (ITRG) was established in 2002 as a working group of the Online Council of Ministers and was chartered with developing a crossjurisdictional service delivery strategy. Membership comprises representatives from all state and territory jurisdictions and the Australian Local Government Association. The Group has developed the National Service Improvement Framework which supports delivery of integrated online services across all tiers of Australian governments by: establishing relevant business frameworks and technical standards encouraging and supporting implementation facilitating ongoing monitoring and review of the strategy. A p p e n d i x 107

Australian Government Consultative Committee on Knowledge Capital AGIMO established the Australian Government Consultative Committee on Knowledge Capital (AGCCKC), in 2003. The Committee's membership is drawn from the public, private and university sectors and includes senior representation from the accounting and actuarial professions. Its agenda is to develop mechanisms to measure knowledge capital and to have these mechanisms incorporated in government and international accounting standards. The results of the Committee's work will be made public at an international conference on measuring knowledge capital, scheduled for October 2005. 108 Annual Report 2003 04

Appendix 10 Ecologically Sustainable Development (s516a) In Accordance with section 516A of the Environmental Protection and Biodiversity Act 1999, the AGIMO is required to report on the extent to which the principles of ecologically sustainable development (ESD) have been met or applied during each year. In line with this requirement AGIMO continued to monitor the ESD relevance of its activities. AGIMO s commitment to ecologically sustainable development is evidenced through the implementation of a range of initiatives including: reducing the natural resources necessary for its operations where possible reusing and recycling waste and materials consumed by its activities complying with relevant legislation, Government initiatives and policies effectively communicating environmental responsibilities, initiatives and programs to management, staff, contractors and visitors to AGIMO encouraging participation in the workplace and promoting awareness of environmental opportunities both at work and at home applying the principles of ecologically sustainable development to capital works projects. A p p e n d i x 109

The provision of environmental administrative support to AGIMO is undertaken by DCITA as part of a Service Level Agreement. This Agreement includes the following services: the development of an AGIMO Environmental Management System (EMS) commenced in January 2004 the implementation of a comprehensive recycling program (as per DCITA EMS) the purchasing of 5 per cent green energy from 2001 02 as part of the whole-of-government arrangements energy management, planning and reporting. A number of environmental milestones were reached by AGIMO in the 2003 04 financial year with a view to the development and implementation of a specific AGIMO EMS in the current financial year. These achievements included the: commissioning of an Initial Environmental Review for 28 National Circuit commissioning of a Level 2 Energy Audit of all AGIMO operations in the ACT in accordance with Australian Standard 3598:2000 active involvement in the DCITA environmental working group; development of a DCITA/AGIMO EMS education and awareness strategy to ensure that staff are engaged through effective communication establishment of monitoring and audit programs to evaluate ongoing environmental performance development of a comprehensive program for the implementation and accreditation of the EMS. Two major environmental and energy management projects were also commenced during the year, which included: The Lighting Upgrade Project at 28 National Circuit This project involves the installation of new generation tri-phosphor fluorescent tubes and electronic starters in combination with voltage reducers on lighting circuits to maintain lighting levels and reduce energy consumption. The project is estimated to produce a 30 40 per cent saving in lighting energy consumption when completed in January 2005 110 Annual Report 2003 04

Waste Management Strategy A new comprehensive waste management program has been developed for implementation in November 2004. At present the total waste stream, estimated by volume, contains on average 38 per cent paper, 10 per cent co-mingled recyclables and 52 per cent general waste including organics and non-recyclable plastics. The waste management targets for 2004 05 include a 40 per cent reduction in the recyclable content of AGIMO s general waste by June 2005 with ongoing reductions in the following financial years. Monitoring of the AGIMO s environmental and energy management systems is undertaken through a range of internal and external audit programs intended to evaluate compliance and overall performance as outlined below: Waste Management quarterly waste audits were conducted and data reported to the EMS Working Group Energy Management AGIMO s energy consumption was reported and monitored through the Australian Greenhouse Office s EDGAR online system Energy Management External energy audits of the AGIMO lease were conducted by accredited energy consultants EMS Documentation An annual internal review process was conducted by the DCITA environmental coordinator to ensure EMS documentation is maintained in accordance with ISO 14001:1996 An environmental procurement and purchasing audit is planned for the 2004 05 financial year to address the environmental procurement aspects of AGIMO s EMS. A p p e n d i x 111

Appendix 11 Publications and Reports NOIE publications July 2003 7 April 2004 August Australia Online First Quarter 2003 Statistics Advancing with e-business: Supply Chain Case Studies September A Guide to the Australian Government 2003: Structure, Organisations and Key People A Conceptual Analysis of the and Achievements of TIGERS The TIGERS Report October Australian Communities Online Broadband for Small Business (Tool Kit) NOIE Annual Report 2002-03 December OnSecure (Fact Sheet & Brochure) February Spam Act 2003: a practical guide for business 112 Annual Report 2003 04

March National Broadband Strategy The Australian Mining and ICT Industries: productivity and industry growth Productivity Growth in Australian Manufacturing NOIE Occasional Economic Paper AGIMO publications 8 April 2004 30 June 2004 April Australian Government Electronic Authentication Framework (Exposure Draft) May A Guide to ICT Sourcing for Australian Government Agencies Better Practice Checklists (series of 20 checklists) Future Challenges for E-government (Volumes 1 & 2) June Building a New E-procurement Strategy for the Australian Government A p p e n d i x 113

Appendix 12 Abbreviations, Acronyms and Glossary AGIMO ANAO APEC APS ATSI AWA AWG B2B CDS CEO AusTender CGD CIOC Citizen Engagement CTC Australian Government Information Management Office Australian National Audit Office Asia Pacific Economic Cooperation Australian Public Service Aboriginal and Torres Strait Islander Australian Workplace Agreements Authentication Working Group Business to Business Commonwealth Disability Strategy Chief Executive Officer The electronic tendering system that enables agencies to advertise and publish tender documentations online, while suppliers can browse, download the information and submit bids online. Commonwealth Government Directory Chief Information Officer Committee Provides citizens with greater opportunity to interact with the government and to provide feedback regarding topical issues and issues of concern. Competitive Tendering and Contracting 114 Annual Report 2003 04

Customer- Focused Portals Framework Digital Authentication DCITA Domain name: EAP E-commerce EEO E-government EMG E-procurement Executive Agency FAEC FedLink FOI Act GaPS Gatekeeper Collection of government information and services designed around customer demographic and subject categories. Electronic solution to the need for certainty that a specific person or entity was involved in a specific transaction. Department of Communications, Information Technology and the Arts Alphanumeric name of an internet resource that is linked back to its internet protocol address and identifies the website. Employees Assistance Program Use of computers and electronic communication networks to do business. Equal Employment Opportunity process of transforming government, so that the use of the internet and electronic processes are central to the way that government operates Executive Management Group Business-to-business purchase and sale of supplies and services over the internet. Agency established under sub-section 651 of the Public Service Act 1999 and consists of the head of the agency, together with APS employees assisting the head. Fraud, Audit and Evaluation Committee Virtual Private Network that provides secure and trusted communications between Government agencies across the internet Freedom of Information Act Gazette Publishing System which provides a simple user interface by which purchasing officers report let-contracts and standing offers over $2000 Australian Government strategy that ensures integrity, security & authenticity in A p p e n d i x 115

GOLD GOL-IN GOVERNET HREOC ICT IMSC Information Economy Information Industries Interoperability IT ITRG MAC NESB NOIE OECD OH&S Online Council PAES PBS transmission of information and the transaction of business. Government Online Directory Government Online International Network Government Electronic Resources Network Human Rights and Equal Opportunity Commission Information and communications technologies Information Management Strategy Committee An economy based on the exchange of knowledge information and services rather than physical goods and services. Comprise of sectors from communication services, information services, ICT manufacturing, wholesaling and information content. Ability to transfer and use information across multiple technologies/systems. Information Technology Integrated Transactions Reference Group Management Advisory Committee Non-English Speaking Background National Office for the Information Economy Organisation for Economic Co-operation and Development Occupational Health and Safety Peak ministerial forum across governments in Australia for consultation and coordination on the information economy. Portfolio Additional Estimates Statements Portfolio Budget Statements indicates the proposed allocation of funding of the portfolio s outcomes through the Budget 116 Annual Report 2003 04

PKI Portal Public Key Infrastructure is the combination of hardware, software, people, policies and procedures needed to create, manage, store, distribute and revoke Public Key Certificate based on public key cryptography Directory that connects to other sites and services on the internet. Prescribed established under the Financial Management Agency and Accountability Act 1997 PWD SES SME TIGERS TISN People With a Disability Senior Executive Service Small and Medium Enterprises Trials of Innovative Government Electronic Regional Services Trusted Information Sharing Network VPN - Virtual Use of encryption in the lower protocol layers Private Network to provide secure connection through an otherwise insecure network, typically the internet. VSS WCC WoGTHA Volume Software Sourcing Workplace Consultative Committee Whole-of-Government Telecommunications Head Agreements A p p e n d i x 117

Appendix 13 Material Errors There were no material errors or incorrect statements of fact in the previous Annual Report relating to the National Office for the Information Economy. 118 Annual Report 2003 04