DIMA Annual Report 1998-99
Sub-program 6.1: Ministerial and Executive Services
Performance information
Outcomes are measured against the efficiency and timeliness with which the following services are delivered:
- support to the Minister and Executive; and
- development and dissemination of portfolio information.
Performance outcomes
(i) Support to the Minister and the Executive
During 1998-99 advice was provided on preparing and arranging for lodgment of four Cabinet papers (seven in 1997-98 and 12 in 1996-97), and comments coordinated in response to 33 draft Cabinet papers (48 in 1997-98 and 92 in 1996-97) circulated by other portfolios.
There were 20 481 items of Ministerial correspondence received, a decrease of 31 per cent on the 29 696 received in 1997-98 (18 568 in 1996-97).
All items were distributed in the Department within 48 hours of receipt. The average monthly overdue rate was 10.4 per cent, and 97.26 per cent were signed by the Minister without change to the format or content, an improvement of 8.5 per cent and 1.26 per cent respectively on 1997-98 figures.
The Special Correspondence Unit focused on the prompt preparation of standard responses, it received 6363 and finalised 6201 letters (13 336 and 13 934 respectively in 1996-97).
Principal tasks of the Unit are to prepare responses to correspondence asking the Minister to exercise his intervention power under the Migration Act 1958, and to prepare standard responses to letters concerning other portfolio matters.
As well, the sub-program coordinated the preparation of 536 possible parliamentary questions and current issues briefs, many of which were revised several times (compared with 463 in 1997-98 and 1020 in 1996-97).
It also dealt with answers to 70 parliamentary questions on notice (compared with 63 in 1997-98 and 64 in 1996-97).
Ministerial requests for 916 function briefs (background briefings for the Minister's and Senator Patterson's attendance at functions), speech notes and messages were distributed throughout the Department, and responses monitored to ensure deadlines were met.
During the year, changes were made to procedures for handling ombudsman's office complaints, the Ombudsman's office adopting a more informal approach to making inquiries, in particular making increased use of telephone, facsimile and electronic mail.
This has enabled the Department to respond in a similar informal way. The smaller number of formal complaints have been of a more complex nature than in previous years, and therefore, have a slightly longer processing time.
By contrast, time taken to respond to the increase in informal inquiries has slightly decreased, and more complaints overall, are being finalised earlier.
In summary:
- 48 formal and 352 informal Ombudsman complaints received (compared with 94 formal and 245 informal in 1997-98, and 83 and 233 in 1996-97), with 60 and 344 respectively being finalised (compared with 97 and 230 in 1997-98 and 81 and 231 in 1996-97). The average time taken to finalise complaints from the Ombudsman was 82.6 days for formal complaints and 12.2 days for informal complaints (76.5 and 13.8 days in 1997-98 and 84 and 11 in 1996-97); and
- nine formal complaints were received from the Human Rights and Equal Opportunity Commission (HREOC) compared with 17 in 1997-98. Eight formal complaints were finalised (26 in 1997-98) while the average finalisation time taken was 109 days (115 days in 1997-98). In addition, eight informal complaints were received from HREOC during the year, with nine finalised at an average of 33.3 days each.
In 1998-99, 7813 Freedom of Information (FOI) applications were received, compared with 7504 in 1997-98. There were 7608 cases finalised (7698 in 1997-98) of which 57.1 per cent were finalised within the statutory 30 days (64.4 per cent in 1997-98).
This represents an increase of 4.1 per cent in cases received, a decrease of 1.1 per cent in cases finalised, and resulted in a 36.6 percent increase in cases on hand at the end of the financial year, though the average processing time decreased from 33 days to 28 days. (See Appendix 2, the Department's statement on FOI).
Top of PagePerformance outcomes
(ii) Portfolio information
The emphasis this year has been on providing factual information on topical issues in a timely fashion to the public arena. The sub-program continued daily monitoring of mainstream and multicultural media for portfolio-related issues, and advised on, and coordinated, Departmental input to these issues.
Among the Department's information activities for the year has been responding to the large number of media inquiries related to the providing safe haven in Australia for 3911 displaced Kosovars.
Pre- and post-arrival media interest was intense, and officers were temporarily located at Macedonian border camps and at each safe havens in Australia to manage media activity. Considerable sub-program staffing resources were dedicated to providing information on Operation Safe Haven during the last quarter of the year, with more than 2000 media calls received.
During the year, the sub-program focused on promoting informed debate on immigration and related issues, achieved primarily through publications including Australian Immigration: The Facts and the associated Speakers Kit.
In September, the Minister for Immigration and Multicultural Affairs launched the new Australian Immigration: The Facts Speakers Kit and appointed a number of prominent business people as Ambassadors for Truth to promote the facts in the Immigration debate. Left to right Ambassadors Kamahl, Ms Carla Zampatti, Professor Fred Hilmer, Mr Nihal Gupta and Minister Ruddock.
In July-August 1998, there were launches by the Minister in every state and territory, of the updated information kit, Australian Immigration: The Facts (the first edition was produced in 1997) - 24 000 copies were produced and distributed.
More than 1300 people attended the launches, which achieved coverage in the English language and ethnic community languages media. Media stories arising from the launches exceeded 160. By the end of June 1999, the kit's Internet site (established in July 1998) had achieved more than 125 000 hits.
The sub-program continues to receive hundreds of requests for copies of the kit from business and community organisations, schools and individuals.
Building on the success of the Australian Immigration: The Facts campaign, the Department produced a related Speakers Kit, and coordinated launches for the Speaker's Kit in Sydney and Melbourne during August and September. The Speakers Kit contained visual display material, a CD, posters and fact sheets, and 15 000 copies were printed and distributed.
Another project was launching Employing Overseas Workers - Doing the Right Thing in Melbourne. During the launch, the Minister announced membership of the External Reference Group to guide the Review of Illegal Workers in Australia, and launched a discussion paper, The Hidden Workforce: Illegal Workers in Australia and Those That Would Join Them.
Copies of the kit and related pamphlet were distributed directly to employers, employer associations and industry groups. Employer Information on the Department's Internet site receives about 2400 visitors per week.
The sub program continued to make extensive use of fact sheets and its Internet site to provide current, accurate information in response to a range of media requests.
Monitoring newspapers, radio and television showed high take-up of material provided by the Department across all media. High-profile issues such as the arrival of the Kosovars and people trafficking contributed to an increase in media inquiries. In summary:
- 6500 media and related calls (4700 in 1997-98 and 4000 in 1996-97) which resulted in the publication of information on portfolio-related matters, or the placing of information with individuals or groups. Journalists were provided with research and statistics in verbal or written briefings. The Department took an active approach to handling inaccurate media reporting, correcting or clarifying statements often through letters to the editors and media releases;
- there were 179 ministerial and seven departmental media releases produced during 1998-99 (140 and 26 in 1997-98 and 112 and nine in 1996-97) to announce or highlight portfolio changes;
- an important tool for disseminating information quickly is the Department's Internet site at: www.immi.gov.au which now attracts approximately 20 000 visitors a week (an increase of 11 000 on the weekly number at June 1998).
In tandem with a Ministerial site at www.minister.immi.gov.au, the Department's presence expanded with the addition of information related to Australian Immigration: The Facts campaign, the Kosovar evacuation and the launch of reports by National Multicultural Advisory Council, the Australian Citizenship Council and the Review of Illegal Workers.
A multi-agency site for visitors to Australia in the lead-up to Olympics, including foreign language versions, was also added to the site. Main demand continues to be related to migration and temporary entry information. Emphasis continues on the timely placement of material on the internet to ensure information was readily available to this growing user group,
- the "fax on demand" service continued to provide access to media releases and fact sheets as soon as they are released. Calls to the user-pays facility decreased on the previous year. In 1998-99, the service received, on average, 40 calls per month, compared with 150 per month in 1997-98. The decrease is attributable to the surge in usage of the Department's Internet site;
- a portfolio of 66 fact sheets, regularly up-dated, is now distributed in hard copy and electronic form using six category titles. The material was used frequently by the electronic and print media and others with an interest in the portfolio;
- support was provided to other sub-programs to develop, implement and manage information campaigns, including those on changes to the migration program, Australia Day citizenship ceremonies, Living in Harmony, the 50th anniversary of Australian citizenship, employer awareness on work rights for non-citizens, Refugee Week, a population seminar and preparatory work on facilitating the entry of Olympic visitors.
Design and desktop publishing assistance, up to full preprint production, was provided for a range of external and internal publications-for example, Australian Immigration: The Facts, Speakers Kit, Budget material, the Employing Overseas Workers- Doing the Right Thing kit and the Department's Annual Report.
As well, the sub-program continued to produce the weekly Staff News to keep staff informed of departmental issues and activities, and the Multicultural Media Summary, the summary of relevant Portfolio issues published in the Australian non-English language press.
In March 1999, the Department tendered for the provision of its printing, distribution and design services for simple publications. Successful tenderers were J.S.McMillan Pty Ltd for printing and distribution services, and John Davis Creative Pty Ltd for design services.
Agreements were entered into with both tenderers in late June 1999 for two years with the option of up to three annual extensions. The agreements provide the Department with considerable flexibility in ordering simple publications, particularly forms, and the opportunity for savings in producing and delivering the 50 million forms it uses each year.