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Part C: Other Information
Quality Standards for Policy Advice
The Ministry will seek responses from the Minister on its performance under the 2002/2003 Purchase Agreement against the quality standards outlined below.
Quantity
Projects will be completed by the dates set out in the 2002/2003 Purchase Agreement. These can be modified by agreement between the Minister and the Chief Executive during the course of the year.
This measure is assessed by comparison with the 2002/2003 Purchase Agreement outputs and subsequent amendments.
Coverage
A comprehensive service will be provided which will include:
- the capacity to react urgently
- regular evaluation of the impacts of Government policy, regulation and expenditure on the outcomes desired by the Government
- timely briefings that can anticipate issues
- support for the Minister as required.
- This measure is assessed by way of the Ministerial response sheet on briefing notes and Cabinet papers.
Time
The specified reporting deadlines for projects will be met.
This measure is assessed by comparison with deadlines set in the 2002/2003 Purchase Agreement outputs, as modified by agreement with the Minister during the year.
Cost
Outputs will be completed within budget.
This measure is assessed by comparison with the Estimates and subsequent appropriations.
Quality
Individual projects will be of a high quality, and will satisfy product quality characteristics required for Cabinet papers and other important products.
These characteristics are:
- Purpose
- The objective of the paper is clearly stated; it answers the questions asked by the Minister and demonstrates a clear understanding of the desired outcome(s) of the Government or Minister.
- Logic
- The paper identifies the symptoms and root causes of the policy "problem", makes explicit the assumptions behind the advice, and offers a logical argument supported by facts. The analysis is linked to other government policy areas. The approach is consistent with the Ministry's purpose and is relevant to the New Zealand context.
- Accuracy
- All relevant facts are included and are accurate, stating the range of uncertainty. The paper is based on the maximum practicable information and identifies all known gaps that could significantly affect the conclusions.
- Options
- An adequate range of options is represented and rigorously evaluated using an appropriate analytical framework. The full range of important costs, benefits, consequences, implications, and risks is covered.
- Consultation
- Evidence of adequate and early consultation with other government departments, stakeholders and relevant interested parties is presented; the different views and understandings of those consulted is explained; problems and objections are identified.
- Practicality
- The problems of transition and implementation, technical feasibility, practicability and timing are considered; and compliance and administrative implications and costs are identified. Specific recommendations are made to enable Ministers to decide who is accountable for implementation.
- Presentation
- The paper is written in good, simple English, has an effective and concise summary, meets the formal requirements of the Cabinet Office Manual, and presents recommendations clearly and concisely to Ministers.
Product quality characteristics are assessed by:
- the Minister identifying "not satisfactory" or "excellent" briefing notes or Cabinet papers on an exceptions basis only
- Cabinet Committees having a high acceptance rate of Ministry papers
- feedback from the Cabinet Office indicating that the Ministry's Cabinet papers meet Cabinet Office standards of presentation, including conciseness and clarity
- feedback from other "clients" such as local government, industry, iwi, non-governmental organisations, and the public, indicating that the Ministry's advice is of a high quality
- internal and external peer review indicating that advice is clear, concise, analytically sound, factually correct, and practical.
Capacity Building Initiatives
Communications
The Ministry for the Environment's communications are focused on:
- developing strong relationships with partner organisations
- seeking public input on environmental issues and policy proposals
- sharing information and guidance
- encouraging action on environmental issues.
Effective communication with partner organisations and the community is an important element of the way we carry out our work.
Relationships
We have regular liaison meetings and other contacts with central government agencies (such as those we are working with on genetic modification policy), local government (especially regional councils), business organisations, professional groups interested in resource management and environmental organisations.
Input
We have well-established consultation processes to involve stakeholders such as local government and industry sectors in our policy work and in finding solutions to problems. We seek public comment on new policy proposals, particularly from sectors likely to be affected. Recently, for example, we asked for public comment on proposals to reduce dioxins.
Information and guidance
We have a busy programme focused on providing technical guidance and good practice information for councils and resource managers. In 2002, for example, we worked with partner organisations to provide training on the Resource Management Act for new councillors. Simple information for the general public covers topics such as how the Resource Management Act works, genetic modification, or what to consider when buying a property. Our main website, www.mfe.govt.nz, regular newsletter Environment Update, annual overview Making a Difference for the Environment and news sheets published for special events keep interested parties in touch with our activities.
Encouraging action
Because we often work with partner organisations, we try to encourage action on specific environmental issues such as the impacts of dairying on the environment. More generally, we promote action to sustain the environment, for example, by supporting the Auckland Regional Council's Big Clean Up campaign to involve Aucklanders in environmental action.
To ensure that Ministry staff are able to communicate effectively in their work, we evaluate communications competency as part of recruitment and performance appraisals and provide communications training for all staff.
Triple Bottom Line Reporting
Organisations, which consider the triple bottom line, aim to be economically viable, environmentally sound, socially responsible and to measure and report on their performance in these terms. The TBL framework also recognises that an organisation needs to understand its stakeholders' information requirements and to inclusively consult with stakeholders in setting the direction of the organisation.
The Ministry for the Environment is working towards producing its first triple bottom line report by 30 June 2002. As the agency charged with investigating and promoting triple bottom line reporting in the private and public sectors, the Ministry is enthusiastic to start on its first report, but realises that because it is the first, it may not be straightforward.
The Ministry believes that considering the triple bottom line will assist us assess our environmental, economic and social/cultural performance. It will also help us to continue to develop our relationship with our various stakeholders.
The scope of this first report is still being developed. At minimum, the report is likely to provide us with information on: stakeholders' priorities, the waste we produce and recycle, the energy we consume, the materials we use, the levels of staff satisfaction and the types of capability development programs we have.
E-Government
The Ministry for the Environment has, over the last year, put an immense amount of work into improving and increasing its information management capacity. This was largely realised through the creation of the Information Management Group, the Information Management Strategy and increased recruitment. We also set down a three-year work plan, which the Ministry will initiate in the coming financial year. These projects include:
- carrying out an Information Audit to find out what the Ministry needs in terms of information, systems and processes
- developing Information Management guidelines and policies
- developing a methodology for information technology systems development
- making the Ministry E-Government compliant
- creating metadata for all Ministry websites
- installing a faster network link between the regional offices, and head office.
The Ministry will also redesign its Intranet so that it becomes a portal to all internal information and information services. Our corporate website will be redesigned to come in-line with E-Government requirements. We will also continue to review and upgrade our information systems to ensure that all Ministry staff have access to essential corporate information and services.
Human Resources
The Ministry for the Environment will continue to review, implement, monitor and report on its Human Resource Capability Strategy.
The strategy has proven to be an effective instrument to meet future business requirements by meeting the Ministry's Human Resources Vision - "we are known for employing and developing talented people, who work collaboratively to make a visible difference for the environment".
Staff and Management Development
The Ministry has innovative and tailored development programmes. These have proven to be effective in growing a learning culture within the Ministry. The programmes include Leadership and Policy Analyst Development.
We also run a suite of corporate training programmes. These are geared so staff can develop specific skills in communications, influencing, Te Reo Māori, Treaty awareness, and business writing.
Areas for particular focus for this year are:
- developing a structured induction programme for new managers
- implementing the outcomes from the policy analyst needs analysis
- enhancing the induction process for new staff
- reviewing and enhancing the communication skills workshop
- enhancing the leadership programme to continue to meet the needs of the organisation and participants.
Recruitment
Recruitment continues to be a key area of focus as the Ministry expands its work areas. A challenge for this year is recruiting specialists in genetic modification, bioethics and resource economics. Ensuring positions are filled within a short timeframe will be the particular focus of the internal recruitment process.
Industrial Relations
After an extensive and complete revision in the last bargaining round, the Collective Employment Agreement has been implemented smoothly. New employees have favourably received the agreement. They consider the terms and intent of the Agreement to be friendly and relevant to their needs.
This year will be the final year of the current Collective Employment Agreement's term. As a consequence, a bargaining strategy will be developed leading into the negotiations in August 2003.
Human Capability Reporting Systems
A comprehensive human resource information management system (HRIMS) has been implemented. This will further improve the Ministry's ability to analyse and report on the implementation of the Human Resource Capability Strategy.
Human Resources regularly reports on the Ministry's organisational health, performance and development needs to the Executive Management Group. We will continue to fine tune and enhance these reports as well as the six monthly "Warrant of Fitness" report to all staff.
Further Information
A wide range of information about environmental issues, environmental management in New Zealand, and the Ministry's work can be found on our website: www.mfe.govt.nz.
The Ministry produces many publications on environmental legislation, policies and issues. These range from brochures to discussion documents and guidelines. An up-to-date list of all Ministry publications in print or available electronically can be accessed through the website where the full text of many recent documents can also be downloaded. (A printed list of all publications still in print is available on request.) Other useful information on the site includes a list of all projects funded by the Sustainable Management Fund, together with contact details and project results where available.
A free newsletter, Environment Update, is published five times a year to provide information on environmental policy, Ministry activities, and new publications. This publication can also be found on the Ministry website.
Discussion documents, newsletters, information sheets and brochures are free. There may be a charge for guidelines, reports and some other publications. To order a publication:
Email: orders@mfe.govt.nz
Write to: Ministry for the Environment,
PO Box 10-362, Wellington, New Zealand
Phone: 24-hour answerphone: (04) 439 7546
Fax: (04) 917 7529
Contact Information
Head Office
Grand Annex Building
84 Boulcott Street
Box 10-362, Wellington, New Zealand
Phone (04) 917 7400, Fax (04) 917 7523
Northern Regions Office
8-10 Whitaker Place
Box 8270, Auckland City
Phone (09) 913 1640, Fax (09) 913 1649
This office is responsible for liaison with local government, other interest groups, and the public in the northern part of the North Island, including Northland, Auckland, Waikato, Bay of Plenty and Gisborne.
Central Regions Unit, Wellington
Based in Head Office, the unit is responsible for liaison in the areas covered by the Taranaki, Manawatu-Wanganui, Hawkes Bay and Wellington Regional Councils.
South Island Office, Christchurch
Level 3, West Park Towers
56 Cashel Street
PO Box 1345, Christchurch
Phone (03) 963 0940, Fax (03) 963 2050
This office is responsible for liaison with local government and interest groups in the South Island and the Chatham Islands.
