Appendices (Annual report 2008-09)
Appendix A: Legislative requirements
Appendix A: Legislative requirements
Occupational health and safety
The Institute is committed to providing and maintaining a safe and healthy workplace, and meeting its responsibilities under the Occupational Health and Safety (Commonwealth Employment) Act 1991. See Part 4: Management Accountability (pp. 85 & 87) for the Institute's occupational health and safety policies, processes and performance.
Freedom of information
No requests were made of the Institute this year for information under the Freedom of Information Act 1982.
The Freedom of Information Act 1982 gives individuals the right to view documents held by Australian Government agencies, with some exceptions. Section 8 of the Act requires the Institute to report on:
- our organisation and functions (for more information, see Chapter 2);
- any arrangements for outside participation in policy formation or administration;
- the types of documents we hold; and
- our freedom of information (FOI) procedures, facilities and contact details.
Outside participation
The Institute has established and maintains formal and informal contacts with a wide range of individuals and organisations for the purpose of obtaining and giving advice, collaborating on studies, exchanging information, seeking access to data and exploring options for the development of the Institute's work.
Specific avenues for outside participation include input by experts in design seminars and steering groups of Institute studies, external review of Institute manuscripts prior to publication, Visiting Fellows, and Institute seminars and conferences.
Staff in the Institute's library handle enquiries by phone, facsimile, email, letter or in person.
Categories of documents and procedures
The Institute maintains the following categories of documents:
- research data collected by survey interviews and questionnaires (this information is obtained from respondents on the understanding that their anonymity will be preserved and the information provided is confidential to the Institute, although datasets may be made available to external researchers when all identifying details are removed);
- documents relating to day-to-day internal administration and management, including personnel files, staff and management services, correspondence, finance and accounting documents, tenders, contracts and assets lists; and
- published and unpublished research reports.
The procedure the Institute has in place for freedom of information requests is that the Institute's Executive Manager (Accountability & Reporting) assists applicants to identify the particular documents they seek. If a request is to be refused on grounds appearing in Section 15(2) or Section 24(1) of the Freedom of Information Act 1982 (insufficient information or unreasonable diversion of resources), applicants will be notified and given an opportunity for consultation. The officer authorised to deny access to documents is the Deputy Director (Corporate & Strategy), in consultation with the Director.
Contact details for more information
Executive Manager (Accountability & Reporting)
Australian Institute of Family Studies
Level 20, 485 La Trobe Street
Melbourne VIC 3000
Email: FOI officer
Phone: 03 9214 7804
Fax: 03 9214 7839
Advertising and market research
The following tables provide details of advertising and market research expenditure of $10,500 or greater (inclusive of GST), as required by section 311A of the Commonwealth Electoral Act 1918.
Table A.1 Institute expenditure on advertising (inc. GST), 2008-09
| Vendor | Purpose | Total cost |
|---|---|---|
| HMA Blaze Pty Ltd | Staff recruitment | 28,187 |
| AIFS Seminar Series | $2,036 | |
| Australian Psychological Society | Staff recruitment | $200 |
| Adcorp Australia Limited | Staff recruitment | $119 |
| Total advertising | $30,542 |
Table A.2 Institute expenditure on mail distribution (inc. GST), 2008-09
| Vendor | Purpose | Total cost |
|---|---|---|
| Mailcare Systems Pty Ltd | Family Matters and ACSSA and NCPC publications | $51,733 |
| Canprint Communications | LSAC materials | $830 |
Ecologically sustainable development and environmental performance
Institute management and staff are committed to the principles of ecologically sustainable development. In accordance with government guidelines, AIFS participated in Earth Hour in 2009, although it is worth noting that it is Institute practice to always turn off non-essential lighting and appliances.
The Institute's operations have the following environmental impacts and Institute staff have taken the specified initiatives to minimise their impact:
- In 2008-09, electricity consumption within our tenancy (causing emissions to the air and use of resources) was reduced by 11% compared to the previous period, despite increasing staff from 64 to 75. This was achieved by shutting down computers at the end of the day, continuing the removal of redundant lights and encouraging staff to switch off lights when not needed.
- The Institute changed to 20% wind power, thus reducing emissions and resource use.
- All office equipment conforms to environmental standards.
- Adverse effects due to transport (causing emissions to the air and use of resources) are primarily due to domestic airline flights. Staff are encouraged to use video and teleconference facilities where possible. Selected seminar presentations are made available electronically so that people do not have to travel to the Institute to hear them.
- Paper consumption (use of natural resources) is minimised by use of recycled paper and ensuring that printers default to using both sides of the paper.
- Waste generation (resource waste and emissions to the air) is reduced by recycling paper, cardboard, glass, plastics and metals.
- Water consumption (use of natural resources) has been minimised by using water-saving facilities (including waterless urinals).
Appendix B: Compliance index
The Annual Report is prepared in accordance with the Requirements for Annual Reports approved by the Joint Committee of Public Accounts and Audit. This index refers to mandatory and suggested reporting items.
| Description | Requirement | Page |
|---|---|---|
| Letter of transmittal | Mandatory | iii |
| Table of contents | Mandatory | v |
| Index | Mandatory | 141 |
| Glossary | Mandatory | 140 |
| Contact officer(s) | Mandatory | ii |
| Internet home page address and Internet address for report | Mandatory | ii |
| Review by Director | ||
| Review by Director | Mandatory | 2 |
| Summary of significant issues and developments | Suggested | 2 |
| Overview of department's performance and financial results | Suggested | 2 |
| Outlook for following year | Suggested | 2 |
| Significant issues and developments - portfolio | Portfolio departments - suggested | Not applicable |
| Departmental overview | ||
| Overview description of department | Mandatory | 8 |
| Role and functions | Mandatory | 8 |
| Organisational structure | Mandatory | 8 |
| Outcome and output structure | Mandatory | 9 |
| Where outcome and output structures differ from PBS format, details of variation and reasons for change | Mandatory | Not applicable |
| Portfolio structure | Portfolio departments - mandatory | Not applicable |
| Report on performance | ||
| Review of performance during the year in relation to outputs and contribution to outcomes | Mandatory | 12 |
| Actual performance in relation to performance targets set out in PBS/PAES | Mandatory | 12 |
| Performance of purchaser/ provider arrangements | If applicable, mandatory | Not applicable |
| Where performance targets differ from the PBS/ PAES, details of both former and new targets, and reasons for the change | Mandatory | Not applicable |
| Narrative discussion and analysis of performance | Mandatory | 13 |
| Trend information | Suggested | 75 |
| Factors, events or trends influencing departmental performance | Suggested | 74 |
| Significant changes in nature of principal functions/services | Suggested | Not applicable |
| Performance against service charter customer service standards, complaints data, and the department's response to complaints | If applicable, mandatory | Not applicable |
| Social justice and equity impacts | Suggested | 15 |
| Discussion and analysis of the department's financial performance | Mandatory | 72 |
| Discussion of any significant changes from the prior year or from budget. | Suggested | 72 |
| Agency resource statement and summary resource tables by outcomes | Mandatory | 74 |
| Developments since the end of the financial year that have affected or may significantly affect the department's operations or financial results in future | If applicable, mandatory | Not applicable |
| Management accountability | ||
| Corporate governance | ||
| Statement of the main corporate governance practices in place | Mandatory | 78 |
| Names of the senior executive and their responsibilities | Suggested | 78 |
| Senior management committees and their roles | Suggested | 78 |
| Corporate and operational planning and associated performance reporting and review | Suggested | 80 |
| Approach adopted to identifying areas of significant financial or operational risk and arrangements in place to manage risks | Suggested | 81 |
| Agency heads are required to certify that their agency comply with the Commonwealth Fraud Control Guidelines | Mandatory | 82 |
| Policy and practices on the establishment and maintenance of appropriate ethical standards | Suggested | 83 |
| How nature and amount of remuneration for SES officers is determined | Suggested | 90 |
| External scrutiny | ||
| Significant developments in external scrutiny | Mandatory | 83 |
| Judicial decisions and decisions of administrative tribunals | Mandatory | 83 |
| Reports by the Auditor-General, a Parliamentary Committee or the Commonwealth Ombudsman | Mandatory | 83 |
| Management of human resources | ||
| Assessment of effectiveness in managing and developing human resources to achieve departmental objectives | Mandatory | 83 |
| Workforce planning, staff turnover and retention | Suggested | 86 |
| Impact and features of collective agreements, determinations, common law contracts and AWAs | Suggested | 87 |
| Training and development undertaken and its impact | Suggested | 86 |
| Occupational health and safety performance | Suggested | 87 |
| Productivity gains | Suggested | 87 |
| Statistics on staffing | Mandatory | 87 |
| Collective agreements, determinations, common law contracts and AWAs | Mandatory | 87 |
| Performance pay | Mandatory | 90 |
| Assets management | ||
| Assessment of effectiveness of assets management | If applicable, mandatory | 90 |
| Purchasing | ||
| Assessment of purchasing against core policies and principles | Mandatory | 90 |
| Consultants | ||
| The annual report must include a summary statement detailing the number of new consultancy services contracts let during the year; the total actual expenditure on all new consultancy contracts let during the year (inclusive of GST); the number of ongoing consultancy contracts that were active in the reporting year; and the total actual expenditure in the reporting year on the ongoing consultancy contracts (inclusive of GST). The annual report must include a statement noting that information on contracts and consultancies is available through the AusTender website. (Additional information as in Attachment D to be available on the Internet or published as an appendix to the report. Information must be presented in accordance with the proforma as set out in Attachment D.) | Mandatory | 90 |
| Australian National Audit Office Access Clauses | ||
| Absence of provisions in contracts allowing access by the Auditor-General | Mandatory | 92 |
| Exempt contracts | ||
| Contracts exempt from the AusTender | Mandatory | 92 |
| Commonwealth Disability Strategy | ||
| Report on performance in implementing the Commonwealth Disability Strategy | Mandatory | 92 |
| Financial statements | ||
| Financial statements | Mandatory | 95 |
| Other information | ||
| Occupational health and safety (s74 of the Occupational Health and Safety Act 1991) | Mandatory | 134 |
| Freedom of information (ss8(1) of the Freedom of Information Act 1982) | Mandatory | 134 |
| Advertising and market research (section 311A of the Commonwealth Electoral Act 1918) | Mandatory | 135 |
| Ecologically sustainable development and environmental performance (s516A of the Environment Protection and Biodiversity Conservation Act 1999) | Mandatory | 135 |
| Other | ||
| Grant programs | Mandatory | Not applicable |
| Correction of material errors in previous annual report | If applicable, mandatory | None |
Appendix C: Acronyms & abbreviations
| AASB | Australian Accounting Standards Board |
| ABS | Australian Bureau of Statistics |
| ACSSA | Australian Centre for the Study of Sexual Assault |
| AF&SA | Australian Family & Society Abstracts |
| AFRC | Australian Family Relationships Clearinghouse |
| AGD | Attorney-General's Department |
| AIFS | Australian Institute of Family Studies |
| AIHW | Australian Institute of Health and Welfare |
| ANU | Australian National University |
| APS | Australian Public Service |
| ATP | Australian Temperament Project |
| AWA | Australian Workplace Agreement |
| CAFCA | Communities and Families Clearinghouse Australia |
| CDDA | Compensation for Detriment Caused by Defective Administration |
| CSS | Commonwealth Superannuation Scheme |
| DEEWR | Department of Education, Employment and Workplace Relations |
| FaHCSIA | Department of Families, Housing, Community Services and Indigenous Affairs |
| FBT | Fringe benefits tax |
| FMA Act | Financial Management and Accountability Act 1997 |
| FMO | Finance Minister's Order |
| GM | General Manager |
| GPPS | General Population of Parents of a Child Under 18 Years Survey |
| GST | Goods and services tax |
| HILDA | Household, Income and Labour Dynamics in Australia |
| LSAC | Growing Up in Australia: the Longitudinal Study of Australian Children |
| MoU | Memorandum of Understanding |
| NCPC | National Child Protection Clearinghouse |
| NTER | Northern Territory Emergency Response |
| OECD | Organization for Economic Co-operation and Development |
| PBS | Portfolio Budget Statements |
| PM&C | Department of the Prime Minister and Cabinet |
| PPP | Promising Practice Profiles |
| PSM | Public Service Medal |
| PSS | Public Sector Superannuation Scheme |
| PSSap | PSS accumulation plan |
| RAAC | Risk Assessment and Audit Committee |
| SES | Senior Executive Service |
| SFCS | Stronger Families and Communities Strategy |
| SFIA | Stronger Families in Australia |
| SPRC | Social Policy Research Centre |