Appendix B: Governance
Accountable authority
Period as the accountable authority or member |
|||
Name |
Position Title/Position held |
Date of Commencement |
Date of cessation |
Mr Tom Rogers |
Electoral Commissioner Australian Electoral Commission |
15/12/2014 |
N/A |
Business planning documents
Table 9: Business planning documents
Document |
Purpose |
Reviewed |
AEC Corporate Plan |
The AEC’s central planning document. Sets the strategic direction for four years through the agency directions and priority activities. Includes analysis of strategic and enterprise risks, agency capability and operating environment |
Annually |
Business Planning and Performance Reporting Framework |
Supports staff to deliver outcomes in the AEC corporate plan, manage resources and finances, and supports requirements of the PGPA Act |
Annually |
Business plans (branch/state and territory) |
Supports staff to deliver outcomes in the AEC corporate plan, manage resources and finances, and supports requirements of the PGPA Act |
Annually |
Election Readiness Framework |
Sets out and monitors the program of activity required to maintain election readiness |
Every election cycle |
Information Technology Strategic Plan 2018–2022 |
Sets the AEC’s desired information technology vision to 2022 and is supported by the IT Architecture Plan |
Every four years |
Fraud Control Plan |
To prevent, detect and respond to fraud in accordance with Commonwealth law, fraud control policies and memorandums of understanding |
Every two years (or if significant organisational change occurs) |
Strategic Risk Management Plan |
Details strategic risks that affect the AEC and how these will be managed |
Biannually |
Assurance Plan |
Outlines assurance framework and the operational application in the AEC context |
Annually |
Internal Audit Plan |
Sets the internal audit program for the financial year (contained within the Assurance Plan) |
Annually |
Business continuity plans |
Improves resilience to enable continuation of identified time critical business processes during and following a significant disruption to business operations |
Annually |
Disability Inclusion Strategy |
Identifies relevant target outcomes from the National Disability Strategy 2010–2020 |
Reported on annually |
Reconciliation Action Plan |
Sets activities to recognise and respect Aboriginal and Torres Strait Islander peoples in internal and external arrangements and activities |
Annually |
Property Plan |
Direction on long-term management of leased property |
Annually |
Security Plan |
Strategies to protect staff, visitors, information, equipment and premises against harm, loss, interference and compromise |
Biannually |
Workforce plans (division, branch/ state and territory) |
The continuous process of identifying and mitigating potential workforce risks and plan future workforce strategies |
Biannually |
AEC Strategic Workforce Plan |
Examines workforce issues at the organisational level informed by the division, branch and state workforce plans |
Annually |
AEC management committees
Table 10: AEC decision making management committees
Committee |
Function |
Members* |
Meeting frequency |
Executive Leadership Team (ELT) |
Senior management team helping to deliver strategic leadership and operational management |
EC, DEC, FAC Capability, FAC Network and Elections Operations/National Election Manager |
Weekly |
Organisational Health Committee |
Monitors performance, risk management, compliance and controls. Provides advice and recommendations to the ELT |
DEC; FAC Capability FAC Network and Election Operations, AC Corporate Services, AC Disclosure Assurance and Engagement AC, Roll Management and Community Engagement, AC Information, Communication and Technology, State Manager Vic, State Manager, SA |
Monthly |
Capability Committee |
Monitors organisational capability and progresses projects to support strategic direction. Monitors project outputs and significant organisational initiatives, and provides advice on future capability |
FAC Capability, FAC Network and Election Operations/ National Election Manager, Chief Finance Officer, AC Elections, AC Operations, AC Information, Communication and Technology, State Manager, WA, State Manager, QLD |
Monthly |
Learning Governance Committee |
Provides whole of agency governance to learning and development. Sets strategic direction and operating models and guides the National Training and Education Unit |
DEC, FAC Network and Election Operations/National Election Manager, AC Corporate Services AC Operations, AC Elections, State Manager QLD, State Manage NSW, State Manager WA |
Every four weeks |
Business Assurance Committee (BAC) |
The AEC’s Audit Committee Provides independent advice and assurance to the Electoral Commissioner on financial and reporting responsibilities, risk oversight and management system of internal control, and compliance with relevant legislation and rules |
Three or more members appointed by EC (the majority external to AEC), additional AEC advisers are permitted to attend. In 2018–19, BAC had five members and two AEC advisers |
Five times per year |
Fraud Control Committee (FCC) |
Advises AEC on the appropriateness and effectiveness of the AEC’s fraud controls, policies and procedures |
AC Operations, AC Roll Management and Community Engagement, AC Information, Communication and Technology State Manager Vic, State Manager Tas |
Quarterly |
National Election Delivery Committee (NEDC) |
Supports the National Election Manager (NEM) to oversee and monitor preparations for, and successful conduct of, federal electoral events (including by elections, plebiscites and referendums). The NEM reports regularly on behalf of the NEDC to ELT and the Electoral Commissioner |
FAC Network and Election Operations/National Election Manager, all State Managers ACs (membership expand approaching elections) |
Regularly: monthly, weekly or daily as require (i.e. in run up to and during and electoral event) |
Security Committee |
Provides strategic oversight of the AEC’s protective and IT security programs |
DEC, FAC Capability, FAC Network and Elections Operations/National Election Manager, AC Corporate Services, AC Information Communication and Technology State Managers, NSW and Victoria |
Monthly, with more meeting as require (i.e. in run-up to and during an electoral event) |
Work health and safety committees |
A consultative forum to address health and safety at a national and strategic level, with reference to the requirements of the Work Health and Safety Act 2011 and the Work Health and Safety Regulations 2011 |
FAC Capability, management representatives, employee representatives, advisers from Corporate Services |
Quarterly, and out of-session as required |
* Key: Electoral Commissioner (EC); Deputy Electoral Commissioner (DEC); First Assistant Commissioners (FAC); Assistant Commissioners (AC).
Visit
https://www.transparency.gov.au/annual-reports/australian-electoral-commission/reporting-year/2018-2019-50