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6 Management of the Ministry
Human Resources
There has been a big effort from the human resources team to support the capability of the organisation through the following initiatives:
- introduction of a new employee kiosk system, enabling staff to access a range of HR systems, such as leave and training
- negotiation with the PSA on a revised performance management system
- introduction of a new recruitment assessment tool to assist with our ongoing recruitment challenges
- completion of a staff climate survey that reaffirmed the Ministry as a friendly and positive work place
- introduction of a new coaching programme for managers
- provision of an extensive in-house training and development programme.
The Staff Climate Survey was conducted in October 2005 and results were compared with those of 2004 and 2003. Staff were provided with 69 positive statements on 13 issues known to impact on staff satisfaction (eg, workload, communication, leadership and management, training and development). For each of these statements, respondents were asked to indicate their level of agreement with the statement. A higher level of agreement with the statements corresponded with a higher level of satisfaction with working at the Ministry.
Overall findings were very positive:
- all 13 factors achieved positive scores of 68 percent or more overall (ie, on all scales an average of over 68 percent of staff agreed or strongly agreed with the statements). This indicates a high level of satisfaction with the Ministry as a place to work
- the highest level of positive ratings was for ‘Individual Commitment’ to the Ministry (up to 96 percent from 93 percent in 2004). The lowest level of positive ratings was for ‘Change Management’ (68 percent positive)
- the majority of factors showed an increase in the proportion of positive ratings compared to last year, with the exception of the ‘Change Management’ factor which reflects a five percent drop in the proportion of positive ratings
- job satisfaction, remuneration and motivation statements were rated positively overall by 82 percent of respondents (up from 70 percent last year).
Equal Employment Opportunities
The Ministry for the Environment is a member of the Equal Employment Opportunities (EEO) Trust Employers Group and works to ensure that procedures for recruitment, selection, promotion, training, career development and conditions of employment are designed to provide equal opportunities and, where appropriate, based on merit.
We aim to ensure that no person is disadvantaged in any way on the basis of sex, marital status, age, religious belief, colour, sexual orientation, race, ethnic or national origins or disability.
The Ministry continues to progress its EEO objectives as set out in the EEO guidelines to 2010 Programme, while plans are underway for the Pay and Equity Review to commence in November 2006.
Stakeholder Relationships
Developing and nurturing relationships with our stakeholders has been a key focus for the Ministry during 2005/06. Through the Talk Environment Roadshow, Chief Executives’ Environment Forum and stakeholder liaison meetings, the Ministry has strengthened its relationships and has sought input from stakeholders into the Ministry’s work. Internally, the Ministry has aligned its work programmes to strengthen focus on interacting constructively with stakeholders.
The 2005 Talk Environment Roadshow saw close to 2,400 people from various walks of life, industry, local government and the community attend a series of meetings held across New Zealand. The Talk Environment Roadshow is a great opportunity for our stakeholders to provide input into the Ministry for the Environment’s current and emerging work programmes. Feedback from the Roadshow meetings was incorporated into current work programmes where appropriate.
The Chief Executives’ Environment Forum (CEEF) is a meeting between chief executives from all regional councils, Local Government New Zealand, and central government departments concerned with the environment and resource management. Four CEEF meetings were held in the 2005/06 financial year. The meetings were all well attended, particularly by regional council chief executives. The forum aims to: develop a working partnership between central and regional government; support leadership in areas of mutual interest; undertake joint strategic planning and programmes of action; and encourage open discussion of environmental issues.
Outside the above major events, the Ministry has continued to have regular contact and liaison meetings with its key stakeholders. Feedback received has indicated that the Ministry is accessible and open in relationships with its stakeholders. To continue to support this, the Ministry merged its relationship management and public awareness work programmes with its community funding programme. This has allowed the Ministry to take a multi-tiered approach to its stakeholder relationships, from building initial awareness and fostering new relationships, through to partnering with and supporting stakeholders to achieve improved environmental outcomes. This work area is still developing, and will continue to improve the connection between the Ministry and its stakeholders.
Information Management
The Ministry continued to build on its information management capability during the year. It refined and implemented internal processes to better manage its information technology and information management systems.
A number of significant information initiatives were completed in 2005/06, including:
- the establishment of a Governance Board to oversee all information management and technology related projects
- the successful roll out of the Ministry’s electronic document management system, known as SilentOne
- a review of the Ministry’s intranet. This included an identification of four key areas for improvement that will be built into the 2006/07 work programme. One of these is to implement a Content Management System for managing and publishing content on our intranet
- a change control and incident reporting process was put in place to better manage the Ministry’s core operations
- the selection of a web-based tool which allows the Ministry to undertake online surveys, instead of contracting external parties or conducting paper-based surveys of our stakeholders and community. We used the tool to run the 2006 Resource Management Act survey
- an upgrade to the e-mail gateway to reduce the amount of SPAM received. This achieved a 35 percent reduction in total e-mail traffic.
Planned initiatives for 2006/07 include a review and update of the Information Management Strategy; the development and implementation of a web strategy for the Ministry that supports the organisation’s overall communications strategy; and the development of a Retention and Disposal Schedule for the Ministry that is in line with the Pubic Records Act 2005.
The information management team will also install video conferencing facilities in all three Ministry offices to facilitate internal and external meetings.
Crown Entity Monitoring
The Environmental Risk Management Authority
During the 2005/06 financial year, we continued to monitor the performance of the Environmental Risk Management Authority (ERMA), on behalf of the Minister for the Environment. The Ministry held six-weekly liaison meetings with the executive of ERMA to discuss emerging issues, potential risks and progress on matters of relevance to ERMA. Senior Ministry management also maintained regular contact with the Chief Executive of ERMA to ensure any key issues were addressed quickly and effectively. Additional meetings were held as required, both with the Chair of the Authority and with ERMA staff. The Ministry also reviewed quarterly reports and drafts of other key accountability documents received from the Authority, to monitor ERMA’s progress against its annual objectives.
The Energy Efficiency and Conservation Authority
During the 2005/06 financial year, we continued to monitor the performance of the Energy Efficiency and Conservation Authority (EECA), on behalf of the Minister of Energy. The Ministry held regular liaison meetings with EECA’s management team to discuss emerging issues, potential risks and progress on matters of relevance to EECA. Senior Ministry staff maintained regular contact with EECA’s Chief Executive, held weekly informal meetings with senior EECA staff, and attended weekly meetings between the EECA executive and Ms Jeanette Fitzsimons in her role as Government Spokesperson on Energy Efficiency and Conservation. Ministry staff also reviewed quarterly reports and drafts of other key accountability documents received from the Authority, to monitor EECA’s progress against its key outputs.
Management Structure
The Ministry comprises six business groups that enable efficient delivery of our work programmes. In 2006, we restructured the climate change group. The functions of this team were absorbed into Working with Central Government and Reporting and Review, with parts remaining in the Sustainable Industry Group.
Advisory Bodies/Ministerial Committees 2005/06
Bioethics Council
Statutory basis
There is no statutory basis requiring the Council to exist. The Council was established by a Cabinet minute as a ministerial advisory group.
Purpose
To enhance New Zealand’s understanding of the cultural, ethical and spiritual aspects of biotechnology and to ensure that the use of biotechnology has regard for the values held by New Zealanders.
Business Compliance and Costs Group
Statutory basis
There is no statutory basis requiring this group to exist.
Purpose
To provide input and advice on the direction, focus, and method of implementation of the resource consent process by members’ organisations and colleagues.
Cyanobacteria Issues Discussion Group
Statutory basis
There is no statutory basis requiring this group to exist.
Purpose
This involved a discussion meeting held in response to an increasing number and frequency of cyanobacteria incidents.
Energy and Efficiency and Conservation Authority (EECA)
Statutory basis
Energy Efficiency and Conservation Act 2000.
Purpose
EECA comprises the Authority (a board of six to eight members appointed by the Minister of Energy) and its executive agency (appointed by the Authority and led by a Chief Executive). The Authority’s purpose is to encourage, promote and support energy efficiency, energy conservation and the use of renewable resources in New Zealand.
Environmental Legal Assistance Fund Advisory Panel
Statutory basis
There is no statutory basis requiring this group to exist. The Panel was developed due to a Cabinet decision.
Purpose
To advise the Ministry for the Environment on applications to the Environmental Legal Assistance Fund.
Environment Risk Management Authority (ERMA)
Statutory basis
Hazardous Substances and New Organisms Act 1996.
Purpose
ERMA New Zealand comprises three formal elements: the Authority (a board of six to eight members appointed by the Minister for the Environment), Ngā Kaihautū Tikanga Taiao (up to eight members appointed by the Authority who are responsible for advising it about Māori interests and concerns) and an executive agency (appointed by the Authority and led by a Chief Executive). The Authority’s responsibilities include assigning controls to manage the risks associated with hazardous substances and new organisms, considering applications for the introduction of new hazardous substances and new organisms, and overseeing the management regime for hazardous substances and new organisms.
Freshwater Indicators Working Group
Statutory basis
There is no statutory basis requiring this group to exist.
Purpose
To assist the Ministry with the development of a core set of freshwater indicators and monitoring protocols to assess the effectiveness of national water management policies and programmes and the health of New Zealand’s freshwater resources.
Human Drinking-Water Source Standard Reference Group
Statutory basis
There is no statutory basis requiring this group to exist.
Purpose
This is a local government and industry reference group used to develop a favoured option for the human drinking water source standard.
Māori Water Reference Group (Wai Maori)
Statutory basis
There is no statutory basis requiring this group to exist. This group was established upon an agreement by the Water Steering Group.
Purpose
To assist with the development of a policy process within the Sustainable Development Programme of Action.
New Zealand Carbon Accounting System Steering Committee
Statutory basis
Kyoto Protocol and United Nations Framework on Convention Change.
Purpose
To act as a steering committee for the development of the New Zealand Carbon Accounting System. To monitor progress and consider risks.
Professional Development Scheme for RMA Decision-Makers Advisory Board
Statutory basis
There is no statutory basis requiring this group to exist.
Purpose
Responsible for improving the quality and consistency of decision-making on notified consent applications under the Resource Management Act (RMA) 1991, and improving business and public confidence in the credibility of local decision-making. Additionally, this group is responsible for building RMA capacity in local government.
Sustainable Development Water Programme of Action Stakeholder Reference Group
Statutory basis
There is no statutory basis requiring this group to exist. This group was established upon approval by the Water Programme of Action Steering Group.
Purpose
To provide input into the policy. This is developed under the Water Programme of Action.
Urban Design Advisory Group
Statutory basis
There is no statutory basis requiring this group to exist. This group was set up as part of Sustainable Development Programme of Action to produce an Urban Design Protocol for New Zealand.
Purpose
To provide leadership and advice to the Minister with Responsibility for Urban Affairs on the development and successful implementation of initiatives aimed at realising the objectives and anticipated outcomes of the New Zealand Urban Design Protocol.
Acts Administered
- Soil Conservation and Rivers Control Act 1941
- Environment Act 1986
- Resource Management Act 1991
- Ozone Layer Protection Act 1996
- Hazardous Substances and New Organisms Act 1996
- The Energy Efficiency and Conservation Act 2000
- Climate Change Response Act 2002.
