Embedding the APS Values: Case studies and other supporting material

Please note: These documents are for reference purposes only and are no longer considered by the APS Commission to be current. They may contain good practice advice and/or advice on the transitional arrangements between the 1922 and 1999 Public Service Acts.

globe Useful references

Case study 13:
Department of Transport and Regional Services:
Serving Ministers

Background

Central to the relationship between the APS, the government and the parliament are Values on the apolitical, professional nature of the APS and its impartiality, its open accountability within the framework of ministerial responsibility, and its responsiveness to the elected government.

To ensure that the service provided to its ministers and the government reflects these Values, the Department of Transport and Regional Services (DOTARS) introduced a package of measures that helps employees understand and apply them.

Description

The relationships between agencies and their ministers are central to the effective operation of government. DOTARS' approach to working with ministers and providing an effective service includes:

(i) Making available to all staff General Principles for the Preparation of High Quality Advice to Ministers. This guidance supplements departmental standards and performance measures outlined in the relevant portfolio budget statements with advice about:

content, including
- the importance of well-supported options
- objective presentation of those options not favoured by the department when canvassing alternative policy options within a submission
- the requirement to address briefs and other advice to the relevant minister rather than to ministerial advisers
- clearance standards-it is clear that responsibility rests with SES employees
presentation, including
- the importance of applying appropriate security markings, where to find further information about classifying documents, and the handling of Cabinet-in-Confidence documents
- use of plain English and consistency with Style Manual requirements
internal and external consultation
records management
timeliness.

(ii) Integrating departmental requirements for serving ministers into relevant learning and development programs. For example:

DOTARS' Graduate Development Program ensures that graduates understand the apolitical nature of the APS. The program is designed around the APS Values and also provides an opportunity for graduates to meet ministers
the Leading in DOTARS Program focuses on good corporate citizenship and includes a session on ethics and the APS Values with a case study on serving ministers. It also provides awareness of the changing management and policy directions of the department with the Secretary joining most courses for an informal discussion of these issues
governance, accountability and legal awareness are identified as core skills within the Secretary's Statement of Future Skills Requirements, as are policy development and program delivery
the departmental policy development program includes a segment on relationships with ministers and discusses in some detail the proper way to conduct business and advise government.

(iii) Frequent executive discussion of good process on interaction with ministers' offices:

the department's Executive Board, which meets fortnightly, addresses the APS Values in practical terms and in relation to particular situations.

(iv) Discussing with employees the requirements for serving ministers as issues arise.

(v) Making available to ministers and employees the Legislation Directory, which is regularly updated.

The Legislation Directory:

provides an overview of each of the 112 pieces of portfolio legislation
summarises each Act's intended purpose and the ministers' roles and responsibilities
provides details of any reporting requirements
identifies a designated departmental division and contact person so that accountability arrangements within the department are clear.

Additionally, the department's Ministerial Liaison Unit provides a quality assurance and coordination role for written material to and from the ministers' offices. Feedback from ministers is primarily through annotation on the brief itself, supplemented by a formal rating system completed by ministerial advisers.

There are regular meetings with DOTARS' ministers during sitting periods to discuss policy issues and the working relationship between the department and ministers' offices. There are also regular meetings with departmental liaison officers to identify opportunities to improve the department's service to the ministers.

Key APS Values

The APS is apolitical, performing its functions in an impartial and professional manner. (s. 10(1)(a) of the PS Act)

The APS is responsive to the Government in providing frank, honest, comprehensive, accurate and timely advice and in implementing the Government's policies and programs. (s. 10(1)(f) of the PS Act)

The APS is openly accountable for its actions, within the framework of Ministerial responsibility to the Government, the Parliament and the Australian public. (s. 10(1)(e) of the PS Act)

For more information please contact:

JULIA DIMITRIADIS
PHONE 02 6274 7528
julia.dimitriadis@dotars.gov.au