National Library of Australia
National Library of Australia 2003 Annual Report National Library of Australia 2003 Annual Report
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CORPORATE OVERVIEW

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Contents
Director General's Review
Corporate Overview
Report on Operations
Financial Statements
Appendices

CORPORATE MANAGEMENT ISSUES

People management

Workforce planning

The Workforce Planning Committee met four times during the year. The Committee is responsible for overseeing workforce planning initiatives across the Library. The initiatives undertaken include:

  • the introduction of a new Performance Management Framework with increased focus on communication and strengthened links between individual performance and remuneration
  • the commencement of a Graduate Recruitment Program in February 2003 aimed at the recruitment of targeted skills to the organisation
  • participation in joint cultural development programs and some targeted internal training initiatives—for example the Library’s new integrated library management system
  • a survey of senior staff in respect of their short to medium term work intentions, to assist in the identification and management of succession planning issues
  • continued quarterly reporting of demographic profiles of the organisation aimed at increasing awareness of trends and other issues.

Industrial democracy: Certified and Workplace Agreements

The Library’s Consultative Committee met four times during the year. The Consultative Committee is a forum for consultation and discussion between management, staff and unions.

The work of the Consultative Committee included the review of progress against key productivity initiatives contained in the Library’s Certified Agreement 2002–2004, which came into force on 16 August 2002. These initiatives include:

  • the new Performance Management Framework
  • better use of office and public space
  • implementation of cost efficiencies and operational improvements arising from an internal benchmarking review.

Remuneration including non-salary benefits

In accordance with the Principle Executive Office arrangements, the National Library Council determines the Director-General’s remuneration.

At 30 June all eight Senior Executive Service (SES) and 50 of the non-SES staff were covered by Australian Workplace Agreements and the remaining 412 staff were covered by the Certified Agreement 2002–2004.

The remuneration for SES and non-SES staff covered by an Australian Workplace Agreement is determined by the Director-General after consultation between the employee and the respective Division Head.

The salary ranges for classifications below the SES level are set out below.

CHART

Staff also have access to a range of non-salary benefits, including flexible working hours, uncapped personal leave for caring purposes, and additional recreation leave for staff required to work Tuesday to Saturday. In addition, SES staff members have an entitlement to a vehicle and mobile phone.

Fraud risk assessment and fraud control

The Library has a current Fraud Risk Assessment Plan and a Fraud Control Plan. These were prepared by the internal audit contractor and endorsed by the Audit Committee in December 2001. New fraud risk assessment, fraud control and fraud management policies have been prepared and will be considered by the Audit Committee during 2003–04. The Library also has in place appropriate fraud prevention, detection, investigation, reporting and data collection procedures and processes which, together with the Fraud Risk Assessment and Fraud Control Plan, meet the specific needs of the Library and comply with the Commonwealth Fraud Control Guidelines.

Establishment and maintenance of appropriate ethical standards

The Library’s program of fraud awareness training was continued during the year. The program was based on the Library’s Fraud Management Policy, the Australian Public Service Code of Conduct, the Australian Public Service Values, and the Library’s Fraud Control Plan. Arrangements have been made for fraud awareness training to be continued with the aim of training all Library staff.

Disability Action Plan

The Library released its revised Disability Action Plan for 2002–2004. The plan represents a commitment by the Library to meet its obligations under the Disability Discrimination Act 1992 (Cwlth) <www.nla.gov.au/dap/> and to ensuring that people with a disability are not unfairly disadvantaged as clients of the Library or in any aspect of the Library’s employment or working environment. The plan sets out a number of specific actions that the Library is committed to undertake over the two years and beyond.

The Library made progress on all actions planned for the year, including:

  • Monitoring progress on the recommendations to improve access to library services nationally made by a Forum on Library Services for People with Disabilities held in the Library in 2001–02.
  • Encouraging contributors to Kinetica to identify alternative format materials and to add these to the National Bibliographic Database.
  • Promoting the availability of facilities and services for users with a disability on the Library’s website, in its Service Charter and in general brochures.
  • Ensuring the Library’s website and intranet is accessible to users and staff with a disability. The Library complies with accessibility standards.
  • Investigating and acquiring adaptive equipment to ensure greater equity of access. For example, large-screen PCs and screen reader software were installed in the main and newspaper reading rooms for people with disabilities. User needs for equipment to allow magnified text to be displayed on a PC were assessed and the availability of magnifying lenses was reviewed. The Library consulted individual users, other libraries and specialists service providers to ensure the most appropriate solutions.
  • Commencing preparations for school holiday programs for children with a disability to supplement the tours offered on request to children and adults with a disability.

Workplace diversity program

At 30 June, 72 per cent of Library staff were female and approximately 27 per cent had identified that they were from a culturally and linguistically diverse background.

Occupational Health and Safety

The Occupational Health and Safety Committee (elected staff and management representatives) met four times and discussed a range of issues relating to health and safety principles and practices. Training in OH&S was provided to over 50 employees, and individual workplace assessments were provided for 293 employees by occupational therapists. The Library also completed an organisation-wide Occupational Health and Safety hazard identification and risk assessment.

Asset management

Asset Management Committee

The Asset Management Committee continued to monitor progress against the Library’s Asset Management Strategic Plan 2002–05. In order to allow managers to make informed asset management decisions, the Library reviewed its internal system control structures and consequently ensured the availability of reliable, relevant and timely data. This was undertaken through the creation of an information system based on an upgraded Asset Register.

Collection asset

The Library’s collections, valued at $1.522 billion, is the major asset on which many of its services are based. The collections are valued regularly using a methodology developed by the Australian Valuation Office in consultation with the Australian Bureau of Statistics.

Land and buildings

The Library’s land and buildings are valued at $134.416m. The major components of these assets are managed through the Long-Term Strategic Management Plan for the Building Asset. The plan provides a full condition appraisal and life cycle cost analysis of the total building asset and includes a 15-year forward maintenance program. This plan is reviewed and updated every three years. While the plan was reviewed and updated last year, significant cost increases in the market place resulted in the Library using quantity surveyors to review the required budget allocations over the next five years.

Plant and equipment

The remaining material assets are controlled using an Asset Register. Total value of plant, equipment and intangible assets is $10.253m. The Library has adopted an integrated life-cycle management policy for these assets.

Energy consumption and environment protection

The Library’s efforts in managing energy consumption were recognised in the latest issue of the Department of Industry, Tourism and Resources’ Energy Use in Commonwealth Operations. In all relevant categories the Library’s performance in low energy unit consumption was rated amongst the top Australian Commonwealth agencies. An Ecologically Sustainable Development Program was implemented in December, complying with government policy for environmental management.

Competitive tendering and contracting

The Library continued utilising outsourcing options in cases where this is demonstrated to be cost-beneficial. No changes to the functions outsourced occurred during the year.

Purchasing policies

Contract management and procurement activities were both topics for strategic training initiatives this year. Key staff members were offered practical sessions on base purchasing and contract skills as well as, for more experienced project officers, workshops on complex tendering and contracting matters.

All new contracts for outsourced functions provided the opportunity for the Auditor-General to have access to the contractor’s premises.

There were no contracts recorded as exempt from inclusion in the Purchasing and Disposal Gazette.

Discretionary grants

The Library operates two discretionary grant programs:

  • Community Heritage Grants <http://www.nla.gov.au/chg/index.html>

    The Library, in cooperation with the Common-wealth Department of Communications, Information Technology and the Arts and the National Archives of Australia, and from 2003–04 the Australian Film Commission and the Department of Immigration and Multicultural and Indigenous Affairs, offers Community Heritage Grants to assist Australian community organisations to preserve significant documentary heritage collections.

  • Harold White Fellowships <http://www.nla.gov.au/collect/awards.html>

    The Library awards a limited number of fellowships to enable established scholars and writers to work for periods of three to six months on material in the Library’s collections.

Cooperation on corporate management issues within the Communications, Information Technology and the Arts portfolio

The Library continued to chair the Corporate Management Forum, composed of senior executives with corporate management responsibilities from 10 agencies within the Communications, Information Technology and Arts portfolio, and two other agencies. The forum considers common issues in the areas of personnel management, financial management, infrastructure management, corporate planning, information technology and public programs with a view to achieving economies of scale and best practice.

Some key outcomes of the forum include:

  • a review of the forum charter and membership
  • consideration of options for the provision of shared services
  • continuation of joint management training programs
  • reports from specialist finance, information technology and human relations working groups
  • consideration of budget matters, including superannuation, insurance and workers compensation
  • security
  • consideration of parliamentary zone parking.

 

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