Management committees

Our management committees oversee key areas of our strategy and operations and implement the principles and objectives of good governance. The committees shown in Governance Committee Framework at 30 June 2019 were operating in the 2018–19 reporting period.

Governance Committee Framework at 30 June 2019

Secretary’s Business Meeting

The Secretary’s Business Meeting is our main executive body and formally considers ministerial support matters, corporate policy matters, high‑level policy, departmental resourcing (including non-IT capital investment proposals) and operational matters. The Secretary’s Business Meeting consists of the Secretary, Deputy Secretaries and Chief Operating Officer.

Executive Leadership Team Meeting

The Executive Leadership Team Meeting is our main executive business and coordination forum. The meeting:

• provides the Executive Leadership Team with an opportunity to discuss key issues concerning our performance, areas for improvement and upcoming priorities
• receives briefings from First Assistant Secretaries on key issues for each division
• considers monthly financial and human resource reports and weekly ministerial and governance-related reports

The Executive Leadership Team Meeting comprises the Secretary, Deputy Secretaries and First Assistant Secretaries. Senior Executive Service (SES) staff from the Corporate Division attend as advisers.

Senior Executive Service (SES) Team Meeting

The SES Team Meeting, comprising the Secretary and all departmental SES staff, provides an opportunity to:

• promote closer links and engagement as an SES group
• provide learning and development training for the SES
• encourage participation by SES employees in organisational management discussions
• provide feedback from SES employees to the Executive on key management issues
• update the SES group on important government, Australian Public Service (APS) and departmental policy and operational matters

Finance, Human Resources and Risk Committee

The Finance, Human Resources and Risk Committee:

• oversees our Budget process
• considers our monthly financial reports
• recommends Budget priorities to the Secretary
• oversees the development of our annual report
• considers our monthly human resources and workforce reports
• provides a forum for financial and human resource management issues to be raised and discussed
• considers risks to our achievement of finance and human resource strategic and operational objectives

The membership comprises the Secretary, Deputy Secretaries, Chief Operating Officer, Chief Financial Officer, and Assistant Secretaries from the Human Resources and Security Branch and the Governance Branch.

Workplace Consultative Committee

The Workplace Consultative Committee is the principal forum through which formal consultation and discussions on workplace relations matters take place between management and employees.

The committee is comprised of the Chief Operating Officer, Assistant Secretary Human Resources and Security, and staff representatives from each of the department’s divisions.

Audit and Risk Committee

The Audit and Risk Committee provides independent advice and assurance to the Secretary on the appropriateness of financial and performance reporting, the system of risk oversight and management, and internal control. The committee is comprised of external and internal members and has an independent chair.

Security Committee

The Security Committee was established to discuss matters that affect the security and safety of departmental employees and the security of departmental offices. It also acts as an advisory and decision-making committee addressing issues and providing advice to the Secretary in relation to security governance within the department.

The committee is comprised of the Chief Security Officer, Assistant Secretary Human Resources and Security, Chief Information Officer, Assistant Secretary Governance, Agency Security Adviser, IT Security Adviser, First Assistant Secretary Market Reforms, Assistant Director Property and Security, and Senior Adviser Property and Security (meeting secretariat).

Information Technology (IT) Governance Committee

The IT Governance Committee:

• develops a common vision for our IT requirements and information governance
• oversees our data requirements and determines data collection priorities
• ensures that our information is managed for its entire life in accordance with risk, including risks associated with security, access, privacy, continuity and cost
• recommends IT governance funding priorities to the Secretary
• recommends appropriate information security policies to the Secretary
• oversees internal information reviews to identify information assets and their value, manages risk and compliance, and improves business processes
• provides a forum for IT and information governance to be raised and discussed
• makes decisions informed by the portfolio risk assessment

The committee is comprised of a Deputy Secretary, the Chief Information Officer, Chief Operating Officer, Chief Financial Officer and two Executive Leadership Team representatives.

Information Technology (IT) Program Board

The IT Program Board:

• provides guidance on and oversight of key IT projects to ensure timely efficient and effective delivery of quality outcomes
• identifies, manages, mitigates, escalates and resolves risks and issues managed by the program board, takes action as required and escalates risks to the IT Governance Committee
• ensures program products and deliverables are fit-for-purpose including acceptance of key deliverables and changes in scope as required
• monitors project progress, and provides sign-off on key project documentation and on final product releases
• ensures benefits are managed/realised once a project closes

The Board reports up to the IT Governance Committee on project progress and any issues. The Board comprises the Chief Operating Officer, Chief Information Officer, Chief Financial Officer, Assistant Secretary representatives from various business areas, and project directors and managers.

Health and Safety Committee

The Health and Safety Committee is a key forum that supports our safety culture. It is an integral component of our Workplace Health and Safety (WHS) Framework and has responsibility for achieving positive outcomes in the management of WHS issues.

The committee is comprised of a staff representative from each of the department’s divisions, our WHS Officer, and the Assistant Secretary Future Connectivity Branch, who is the committee’s chair.

Diversity and Inclusion Committee

The Diversity and Inclusion Committee supports the work of the whole-of-government Secretaries’ Equality and Diversity Committee which is committed to improving diversity across the APS. Our committee assists to achieve this commitment by removing barriers to enable staff to realise their full potential. The committee is comprised of our SES Champions (Disability, Gender equality, Indigenous, Cultural and linguistic diversity, LGBTQIA+) and four staff representatives.

Planning and reporting framework

Our internal and external planning and reporting framework, shown in Planning and reporting framework, sets out our approach to managing organisational performance. Planning takes place in advance of each financial year. Regular progress reporting, which aligns with the Budget process, is built into the framework. Business plan reviews, in particular, give the department’s Executive the ability to review business priorities, risk and the operating environment, and make adjustments, including to strategy and governance arrangements, if required.

Planning and reporting framework

Internal audit and risk management

During 2018–19, internal audit services were provided by BellchambersBarrett and RSM Australia. Delivery of these audit services was overseen by our internal audit team and the Audit and Risk Committee.

At 30 June 2019, three internal audits had been completed during the reporting period, and one internal audit was underway.

The internal audit team tracked recommendations and reported progress to the Audit and Risk Committee and the Secretary.

Our Risk Management Framework includes our Risk Management Policy, Risk Management Instruction and Fraud Control Plan. The framework facilitates a culture that promotes an open and proactive approach to managing risk. It encourages risk assessment, informed risk taking, and the anticipation and treatment of risk in delivering our objectives.

Our risk oversight includes regular monitoring and reporting on risk through the business planning and review process and the Audit and Risk Committee.

Promoting appropriate ethical standards

Our Handling Misconduct policy and procedures support compliance with the APS Code of Conduct, APS Employment Principles and APS Values. We recognise that adherence to the APS Code of Conduct contributes to a positive working environment, particularly through treating everyone with respect and courtesy and without harassment.