Response to the Financial Review for Vote Lands 2011/12

Transcription

1 to the Financial Review for Vote Lands 2011/12 December

2 Question 1 Will the Department/Ministry s and its associated agencies mission statement or vision statement be changed over the 2011/12 year; if so, what are the details of these changes? Why were these changes made, and what is the objective behind such changes? Land Information New Zealand (LINZ) did not change its purpose statement over 2011/12. Question 2 Did the Department/Ministry and its associated agencies undertake any restructuring in the last year; if so, what? How much was spent on restructuring costs and what are the estimated savings as a result of restructuring in 2012/13? LINZ restructured its executive administrative support structure in 2011/12, resulting in restructuring costs of $120,278. An estimated annual cost saving of $119,806 will be achieved from 2012/13 onwards. LINZ also restructured the senior leadership structure of its survey and titles operations in 2011/12, at a cost of $32,570. The purpose of this structural change was to achieve efficiency and productivity improvements. An estimated annual cost saving of $8,210 will be achieved from 2012/13 onwards. Question 3 What evaluations have been carried out prior to any proposed restructuring (provide these to the committee)? What restructuring occurred during the past five financial years: provide details of structural change, the objective of the restructuring, staffing increases or reductions as a result, and all costs associated with the change including costs of redundancy? Appendix 1 contains details of LINZ s restructuring over the past five financial years. LINZ has defined restructure as including changes affecting entire business groups or office locations, not small changes to reporting lines and teams that occur regularly as a result of realignments, and as opportunities for efficiencies arise. All restructuring at LINZ is managed under our Organisational Accountability and Change Policy. When restructuring a business group or team the practice is to evaluate the business drivers for change and to test them as part of the design and consultation phase. Question 4 What new services, functions or outputs did the Department/Ministry and its associated agencies introduce in the last financial year? Describe these and estimate their cost. LINZ did not introduce any new services, functions or outputs in 2011/12. 2

3 Question 5 What services or functions do the Department/Ministry and its associated agencies respectively cut or curtail in the last financial year? Describe the service or function concerned and estimate the cost saving. LINZ did not cut or curtail any services in 2011/12. Question 6 For each new spending initiative introduced over the last three Budgets (i.e Budget 2009, Budget 2010, and Budget 2011), what evaluation has been undertaken of its effectiveness and what were the findings of that initiative? Please provide a copy of the evaluation reports. Where no evaluation has been completed, what provision has been made for an evaluation to occur and what is the timeframe for that evaluation? LINZ introduced one new spending initiative in Budgets 2009 through 2011: Budget $850,000 for resurvey following the Canterbury Darfield earthquakes. Funding for this initiative was provided to enable resurvey of the geodetic infrastructure following the Darfield and subsequent February Christchurch earthquakes. Initial geodetic surveys revealed significant vertical and horizontal movements following these earthquakes, typically several metres across the Darfield fault trace and decimetres across Christchurch City. This work enabled re-establishment of the geodetic network to a level required to support agencies involved in the recovery and rebuilding of Christchurch and surrounding areas. Statistical analysis of the data was carried out to ensure that the resurveys undertaken met LINZ s geodetic standards. This anlaysis confirmed that significant movements had occurred and that accuracy requirements were met, enabling re-establishment of the geodetic infrastructure. The statistical analysis is available upon request. Question 7 For each new spending or savings initiative in Budget 2011, how have the estimated costs or savings been estimated? Please outline the formulae and assumptions used. To establish costs for the geodetic resurvey initiative referred to in the response to question 6, LINZ had ongoing consultations with organisations involved to determine the level of support they required from the geodetic system. The spending estimate of $850,000 reflected LINZ s expert view on likely costs for the level of work requred. There were no savings initiatives proposed in Budget

4 Question 8 What new spending or savings initiatives were considered for Budget 2012 that were not proceeded with? Please provide a description of each, with an estimate of the associated cost over the next four years, and the reason each initiative was not proceeded with. All spending and savings initiatives in the 2012 Four-Year Budget Plan for Vote Lands were accepted and are being proceeded with. Question 9 What user charges were collected by the Department/Ministry and its associated agencies in the last year? Please break this down by existing user charges, extended user charges and new user charges introduced in the last year. LINZ introduced no new user charges or extended user charges in 2011/12. User charges for 2011/12 are as follows: Existing user charges 2011/12 Survey and Title fees $58,033,000 Overseas Investment Office fees $2,771,000 Crown property clearances fees $1,039,000 Audit of local authority valuation rolls $1,589,000 Question 10 How much funding was allocated to capital works by the Department/Ministry and its associated agencies respectively in the last financial year? How does this figure compare to that allocated and that spent in the last four financial years? The totals spent on capital works for 2011/12 and for the past four financial years are as follows: Financial year Total spend on capital works 2011/12 $6,381, /11 $3,659, /10 $2,608, /09 $3,372, /08 $8,105,000 4

5 Question 11 Did the Ministry, Crown Entity, government department or government agency develop any applications for iphone, ipad, smart phone or associated hardware in the last year? If so: What product was developed? How much did it cost? When was it completed? How is the application estimated to save (if anything)? LINZ did not complete the development of any applications in 2011/12. LINZ s IT outsourcing partner Datacom is currently developing three proof-of-concept applications, and these are on track to be completed in the 2012/13 year. Geodedic markers locator: this application will allow users to more easily and accurately locate geodetic markers and provide updated information on markers back to LINZ. Maritime hazards notification tool: this tool will allow mariners to provide information on new or existing hazards quickly and accurately to LINZ and vice versa. Electoral address point locator: this tool will allow users to locate an exact electoral address associated with a location. Datacom (as our preferred outsource partner) is developing the applications at no cost to LINZ in order to prove their capability to provide mobile applications. While the primary motivation behind development of the applications is not cost savings, LINZ expects they will enable provision of more accurate information to users, and allow LINZ to improve the information they hold more efficiently, quickly and at a lower cost. Question 12 What polls, surveys or market research did the Department/Ministry and its associated agencies undertake in the last financial year and what was the total estimated costs of the polls, survey and market research? Please provide the following details: Who conducted the work When the work is to commenced When it completed (or is due to complete) Estimated total cost Whether tenders were invited; if so, how many were received. LINZ undertook the following surveys and market research in 2011/12: Survey and title customer satisfaction research LINZ undertakes monthly online surveys to assess user satisfaction with the Landonline survey and title transaction system. This research is run in-house using an online survey tool. No direct cost for the use of the tool can be attached to this work. Overseas Investment Office - independent survey of submitters of applications on effectiveness of OIO processes LINZ undertakes an online survey to ascertain how easy it is to deal with the Overseas Investment Office (OIO). The survey is sent to lawyers who submit applications to the OIO, and who have received decisions from the Office. This research is run in-house using an online survey tool. No direct cost for the use of the tool can be attached to this work. 5

6 Biosecurity - annual stakeholder survey LINZ conducts annual surveys of its biosecurity stakeholders to monitor its collaboration efforts, and stakeholder satisfaction with the department s biosecurity programme. The survey also contributes towards reporting on LINZ s performance in conducting biosecurity activities on land under its management. This survey is run in-house using an online survey tool. No direct cost for the use of the tool can be attached to this work. Geospatial information market research LINZ undertook quantitative and qualitative research on the market for geospatial information prior to the launch of its online LINZ data service. The research was undertaken under a preferred supplier arrangement with Research New Zealand. Research New Zealand was selected in December 2009 after an open tender and evaluation process. The quantitative survey research was conducted in April and May The qualitative survey research was conducted in June and July Reports on the quantitative and qualitative research, Understanding the market for geospatial data, were prepared in July 2011 and August 2011 respectively, and are available on request. The cost of the research was $49,000 excl GST. LINZ Data Service (LDS) This survey was conducted in September 2011, and was an internally managed piece of research which was released a few months after the launch of the LDS. Its purpose was to gauge functionality and usage of the new service. This survey was run in-house using an online survey tool. No direct cost for the use of the tool can be attached to this work. Tenure Review This research project engaged with farmers who have been through the tenure review process and had made the transition from pastoral lease to freehold. The primary aim of the study was to evaluate the social and economic benefits created by tenure review. The survey was sent to 105 properties, and 39 farmers responded (a 37% response rate). The online survey was supported with 11 qualitative interviews. The research was undertaken from March to May 2012, and was conducted by the University of Otago and Wilkinson Adams at a cost of $20,000 excl GST. Geodetic Physical Infrastructure The National Geodetic Office is developing priorities for the maintenance of the physical network of geodetic beacons. To help with this, customers were surveyed in November 2011 in order to learn more about how they use the physical network and what they required from it in the future. This survey was run in-house using an online survey tool. No direct cost for the use of the tool can be attached to this work. 6

7 All of Government Imagery Stock Take In February 2012 LINZ commissioned BERL Economics, Eagle Technology and Opus as a consortium to inform the department on the extent of planned public sector imagery procurement in NZ, the value offered by improved procurement and options for coordinating imagery acquisition and distribution. 58 organisations responded to the survey. The cost of this work was $65,050. Question 13 How much was spent on advertising, public relations campaigns or publications in the last financial year? How does this compare to the total cost of campaigns or publications completed in the previous four financial years? The totals spent on advertising, public relations campaigns or publications in 2011/12 and the previous four financial years are as follows: Financial year Total cost on advertising, public relations campaigns or publications 2011/12 $ /11 $30, /10 $236, /09 $12, /08 Nil The department has interpreted the section of this question related to publications as being any publications produced as part of advertising or public relations campaigns. 7

8 Question 14 For each advertising or public relations campaign or publication conducted or commissioned by the Department/Ministry and its associated agencies respectively, in the 2011/12 financial year, please provide the following: Details of the project including all communication plans or proposals, any reports prepared for Ministers in relation to the campaign and a breakdown of costs Who conducted project Type of product or service generally provided by the above Date the work commenced Estimated completion date Total cost Whether the campaign was shown to the Controller and Auditor-General Whether tenders were or are to be invited; if so, how many were or will be received. The $300 spend in 2011/12 (listed in the table in question 13), was for professional photographs to assist with developing case studies showing the wide use of location-based information. Tenders were not invited as the amount was below the tender threshold of $100,000. Question 15 How many public relations and/or communications staff and contractors/consultants did the Department/Ministry and its associated agencies employ in the last year; what was the total salary budget for these staff and how did that compare with each of the previous four financial years? As at 30 June 2012, seven communications staff were employed at LINZ, with a total salary budget of $377,903*. This salary budget reflects a turnover in staff, including new staff yet to start and another staff member on parental leave at that time. Due to staff on parental leave, and positions that were yet to be filled, this salary figure was lower and the contractor spend as shown in response to Question 23 was higher to cover for these absences. Figures for the past four financial years are as follows: As at 30 June Number of LINZ staff Financial year Total salary budget* /12 $577, /11 $498, /10 $600, /09 $601,490 * Note: figures do not include allowance for ACC Levy and superannuation. 8

9 LINZ does not have a salary budget for contractors. Numbers of public relations or communications contractors/consultants used by LINZ over the past f financial years are as follows: Financial year 2011/ / / / /08 1 Number of contractors Question 16 How many staff positions in the Ministry, Crown Entity, government department or government agency were left unfilled in the 2011/12 financial year? As at 30 June 2012, LINZ had 57.7 unfilled (FTE) positions. The department is recruiting to fill most of these positions during 2012/13. Question 17 How many external contractors or consultants, including contractors or consultants providing services, were engaged or employed by the Department/Ministry and its associated agencies in 2011/12 and what was the estimated total cost? How did this compare to each of the previous four years, both in terms of the number engaged and the total cost? For each consultant or contractor that has been engaged in the last five financial years please provide the following details: Name of consultant or contractor Type of service generally provided by the consultant or contractor Details of the specific consultancy or contract Budgeted and/or actual cost Maximum hourly and daily rates charged Date of the contract Date the work commenced Completion date Whether tenders were invited; if so, how many were received Whether there are proposals for further or following work from the original consultancy; if so what are the details? A copy of all reports prepared or delivered as a result of the consultancy or contract. LINZ engaged or employed 79 contractors or consultants in 2011/12, at a total cost of $3,679,880. (Refer to next page for table) 9

10 The numbers and costs for the past four financial years are as follows: Financial year Number of contractors Total cost ($ million) 2010/11 60 $ /10 80 $ / $ /08 91 $9.0 Appendix 2 provides a list of all the contractors or consultants who have been engaged in the past five financial years and who have invoiced LINZ for over $5,000. A list of reports is available on request. Question 18 Did the Department/Ministry and its associated agencies hire more or fewer contractors in the 2011/12 year than it did in 2010/11? What was the total spend on contractors in 2011/12? The totals spent on contractors is provided in the response to Question 17. As shown in the response to question 17, LINZ hired more contractors in 2011/12 than in 2010/11. Question 19 How many contracts awarded by the department or agency in the 2011/12 financial year were valued at $1 million or more, listed by name of company contracted and total value of contract? Three contracts valued at $1 million or more were awarded in 2011/12. The contracts and amounts are as follows: Name of company Value of contract Length of Contract Blue Star Group $2,480,000 3 years Nine 8 Seven 6 Wellington Ltd $14,655,420 9 years NIWA $2,000,000 1 year Purpose of Contract Map and chart suppliers Rent for Radio New Zealand house Ocean 20/20 hydrographic surveys 10

11 Question 20 How many temporary staff were contracted by the department or agency in the 2011/12 financial year, listed by purpose of contract, name of company or individual contracted, duration of temporary staff s service, hourly rate of payment and total cost of contract? LINZ contracted 53 temporary staff in 2011/12. Appendix 3 provides details of the purpose of the contract, the name of the company or individual contracted, the duration of service, the hourly rate, and the total cost of the contract. Question 21 What is the Ministry, Crown Entity, government department or government agency s policy on the use of consultants and contractors as opposed to regular employees? Has this policy changed recently, and if so, when was this policy implemented? LINZ uses specialist advisors, consultants and contractors to provide services in the following circumstances: when LINZ does not require the service on an ongoing basis when LINZ does not have the capability in-house to provide the services needed when LINZ has difficulty in recruiting staff with the required skills and/or because the short-term nature of the role, or when external advice is required to provide transparency in its decision-making. LINZ has not changed its policy on the use of consultants and contractors recently. Question 22 How many consultants or contractors contracted in 2011/12 were previously employed permanently within the Ministry, department or agency two years prior? How many contractors hired in the last four financial years had previously been permanent employees in the Ministry, department or agency in the two years prior? LINZ knows of one contractor who was engaged in 2011/12 and who was previously a permanent employee. LINZ is however unable to systematically extract the information on which contractors hired over the previous four years were employed by the department as permanent employees in the two years prior. This situation occurs rarely as LINZ has a policy of only using contractors when it does not have internal capability or capacity for a fixed period of time, or when it has no ongoing requirement for the specialist knowledge or experience the contractor brings. LINZ s processes and practices are designed to maximise the retention of staff with the appropriate capability. The technical nature of many roles means that often expertise cannot be contracted in. 11

12 Question 23 Did the Ministry, Crown Entity, government department or government agency contract any consultants or contractors to provide communications, media or public relations advice or services in the 2011/12 financial year; if so, with whom did they contract, what was the specific purpose or project, for what length of time and at what total actual or estimated cost? : Details on contractors or consultants employed to provide communications, media or public relations advice or services in 2011/12 are as follows: Contractor Talent2 Name withheld due to privacy reasons Name withheld due to privacy reasons Ejura Limited Description of services Provision of contractor to provide communications cover Strategic communications advice and technical leadership until permanent manager was recruited Provision of communications support as cover for maternity leave Technical writing to support key outcome area documents and presentations Length of contract 7 months (approximately) 4.5 months (approximately) Total actual cost $91, $51, months $23, months $3, Question 24 How many staff did the Ministry, Crown Entity, government department or agency hire on a three-month or less contract in the last year? How does this compare to the number hired on a three-month or less contract in the previous four financial years? LINZ has interpreted the term staff to refer to fixed-term employees rather than contractors for service who would normally be paid on invoice. The department hired six fixed-term staff for three months or less in 2011/12. Two of these staff had the period of their fixed-term extended during their tenure. The people hired for this period of time are usually assisting the department with work volume peaks, or bringing specialised skills or knowledge that are only required for a short time. (Refer to next page for table) 12

13 Figures for the past four financial years are as follows: Financial year Number of staff 2010/ / / /08 16 Question 25 How many staff did the Ministry, Crown Entity, government department or agency hire on a three to six month contract in the last year? How does this compare to the number hired on a three to six month contract in the previous four financial years? LINZ hired 15 fixed-term staff for three to six months in 2011/12. Six of these staff had the period of their fixed-term extended during their tenure, and one staff member became permanent. As in the response provided to question 24, the people hired for this period of time are usually assisting LINZ with work volume peaks, or bringing specialised skills or knowledge that are only required for a short time. In some cases, people in this group were employed to carry out business-as-usual work while the incumbent of the role was on a project, or while LINZ took a longer-term view of whether the work being undertaken had a long-term future or could be done in a different way. Figures for the past four financial years are as follows: Financial year 2010/ / / /08 8 Number of staff Question 26 How many staff does the Ministry, Crown Entity, government department or agency to hire on a six to nine month contract in the last financial year? How does this compare to the number hired on a six to nine month contract in the previous four financial years? LINZ hired eight fixed-term staff for six to nine months in 2011/12. Four of these staff became permanent. As in the response to questions 24 and 25, the people hired for this period of time are usually assisting LINZ with work volume peaks, or bringing specialised skills or knowledge that are only required for a short time. In some cases people in this group have been employed to backfill for others on parental leave, or on internal or external secondment. (Refer to next page for table) 13

14 Figures for the past four financial years are as follows: Financial year Number of staff 2010/ / / /08 6 Question 27 In the last year, did the Ministry, Crown Entity, government department or agency employ staff on a new contract if they were previously employed on a permanent or temporary basis? LINZ extended eight existing fixed term agreements and moved five fixed-term staff into permanent positions in 2011/12. LINZ s policy is to develop its own staff because of the technical nature of many of its roles. This can mean that some staff who join LINZ on a fixed-term employment agreement go on to be employed on an open-term basis. LINZ only uses contractors where it does not have internal capability or capacity over a fixed period of time, or where the department has no ongoing requirement for the specialist knowledge or experience the contractor brings. LINZ does sometimes hire ex-staff as employees on a short-term basis either when they have retired, taking specialist knowledge with them, or to provide additional technical resource in peak times. Question 28 Did the Ministry, Crown Entity, government department or agency employ contractors to provide policy advice during 2011/12, if so, how much has been spent? How much was spent on contractors providing policy advice in the previous four financial years? LINZ did not employ contractors to provide policy advice during 2011/12 or during the previous four financial years. Question 29 How many permanent staff were employed within the Ministry, Crown Entity, government department or government agency during the 2011/12 financial year? How does this compare to the previous four financial years? Please breakdown by: Role (e.g. policy/admin/operational) Classification (full and part-time) Office (e.g. geographical location) Please provide detailed explanations for any fluctuations in staff numbers of plus or minus 10%. 14

15 During 2011/12, LINZ employed a total of 469 permanent staff (401 of which were permanent employees at 30 June 2012). Comparative figures for the past four financial years are as follows: As at 30 June Number of permanent staff Appendix 4 provides details of the number of permanent staff per position and by location (excluding the Chief Executive) as at 30 June 2012, 30 June 2011, 30 June 2010, 30 June 2009 and 30 June This appendix is based on information in LINZ s payroll system as at 30 June Changes in staff numbers reflect realignment of positions to meet increased automation (including outsourcing of most information technology positions), centralisation of LINZ s functions, customer demand, as well as realignment of positions to reflect operational and strategic objectives. Question 30 Provide a breakdown by role (e.g. policy/administration/operational) and location of the Ministry, Crown Entity, government department or government agency s staff numbers in comparison to each of the last five financial years, by gender. Details of the number of staff per position, by gender and by location (excluding the Chief Executive) as at 30 June 2012, 30 June 2011, 30 June 2010, 30 June 2009 and 30 June 2008 are included in Appendix 5. This table is based on information in the LINZ s payroll system as at 30 June Question 31 How does the Department/Ministry and its associated agencies define frontline staff for the 2011/12 year and how has that definition changed over the past four years? The State Services Commission (SSC) defines: frontline staff as those who deliver services that members of the public directly receive, and back-office staff as those who work on processes that do not directly deliver a service to a member of the public. Using these SSC guidelines, and with SSC assistance, LINZ has identified that all positions that provide information to, set standards for, or interact with, the public as part of their duties fall under the category of frontline. For reporting purposes, most positions will be identified if they are located in a cost centre associated with these functions. 15

16 The main change in the definition of frontline has been a clarification of the definition initially supplied by the SSC in This resulted in no significant change in the proportion of LINZ staff already being defined as frontline staff. Question 32 How many permanent staff are currently employed within the Department/Ministry and its associated agencies? How does this compare to the last four financial years? Please breakdown by: Role (e.g. policy/admin/operational) Classification (full and part-time) Office (e.g. geographical location) Provide detailed explanations for any fluctuations in staff numbers of plus or minus 10%. As at 12 November 2012, LINZ employed 433 permanent staff (excluding staff on parental and extended leave without pay). Comparative figures for the past four financial years are as follows: As at 30 June Number of permanent staff Details of the number of permanent staff per position and by location (excluding the Chief Executive) as at 30 June 2012, 30 June 2011, 30 June 2010, 30 June 2009 and 30 June 2008, are shown in Appendix 6. This table is based on information in LINZ s payroll system as at 12 November Changes in staff numbers reflect realignment of positions to meet increased automation (including outsourcing of most information technology positions), centralisation of LINZ s functions, and realignment of positions to reflect operational and strategic objectives. Question 33 How many of the total staff employed by the Department/Ministry and its associated agencies in 2011/12 are considered to be frontline staff and how many are considered back office staff (both in nominal terms and as a percentage of total staff) and how does that number compare to the number of frontline and back office staff in each of the past four financial years? Resource allocations within LINZ, including the allocation of staffing, are driven by the Government priorities of improved frontline service delivery, and a focus on making it easier for members of the public to access government services and information. Over the past few years LINZ has transformed its survey and title processing services from a paper-based transaction system to an electronic delivery model. Through using technology to improve frontline services, the department has provided a faster, more cost-effective service to customers. Improvements to frontline service delivery are currently being driven predominantly by LINZ s Customer Strategy. 16

17 The proportion of frontline staff as a percentage of the overall staff employed by LINZ in the past five years, and the actual number of staff provided below, are based on the definition of frontline staff given in response to Question 31. Figures for the past five financial years are as follows: As at Proportion frontline 30 June % June % June % June % June % 323 Number of staff LINZ anticipates that the proportion of frontline staff in 2012/13 will be similar to that of 2011/12. The increase in the proportion of frontline staff between 2011 and 2012 results from the completion of reviews in LINZ s Customer Services and Strategic Development and Support business groups. Question 34 How many staff are currently employed in policy positions? How does this compare with each of the last four financial years? Please breakdown these positions by policy group? As at 12 November 2012, nine staff are employed in policy positions in LINZ. LINZ expects to employ 11 staff in policy positions in 2012/13, which is the same as the total number of positions available at 30 June All LINZ policy staff are located in a single policy group. The following table summarises the number of staff in policy positions within LINZ in the last four years. Policy positions are determined by ANZSCO code, which is the official grouping system used by LINZ to supply information to the State Services Commission. As at 30 June Number of permanent policy staff 17

18 Question 35 How many unfilled policy positions were there within the Department/Ministry and its associated agencies in 2011/12? How does this compare with each of the last four financial years? How do these positions breakdown by policy area? How is the Department/Ministry and its associated agencies continuing to carry out policy work in the absence of staff in these positions? LINZ had two unfilled policy positions as at 30 June All LINZ policy positions are in the same team. These vacancies are policy analyst positions in the areas of land and geospatial policy. LINZ is managing its workload by planning and prioritising work while it looks to recruit for the unfilled roles. Figures for the number of policy roles advertised in the past four financial years are as follows: Financial year Number of policy roles advertised 2011/ / / /09 2 Question 36 Did the Department/Ministry or agency conduct any work around mergers of departments, ministries or other government funded agencies in the 2011/12 year? If so, for each such project, what departments, ministries or other government fund agencies are being considered for mergers? LINZ did not conduct any work regarding mergers of departments, ministries, or other government funded agencies in 2011/12. Question 37 Did the Ministry, Crown Entity, government department or agency undertake any re-branding in the 2011/12 financial year? If so, how much was spent on rebranding? Was any re-branding done in the last four financial years? If so, how much was spent on it? : Over the past five years, LINZ s rebranding work has focused on changing the department s design style guide and logo to a digital format as part of ongoing work to reduce its design and print cost. Part of this work included scoping for, and implementing, an updated visual identity for the department. This process also included updating the LINZ logo when the Wellington office was relocated at the beginning of All Wellington Office signage and business cards needed to be reprinted to show the correct address and other details, and the updated logo was introduced as part of this. All other stationery and materials are being progressively updated as existing stocks run out. 18

19 The updated logo saves LINZ money on an ongoing basis, as it can be reproduced more easily with standard digital print processes. The totals spent on this visual identity work in the past four financial years are as follows: Financial year Total visual identity cost 2011/12 $21, /11 $0 2009/10 $39, /09 $75, /08 $63,760 The 2011/12 costs include the creation and installation of new signage for LINZ s new Wellington premises at Radio New Zealand House. Question 38 How many staff in total are currently seconded to Ministerial offices and are these staff members salaries paid by the Department/Ministry or by Ministerial Services? How does this number compare with the number of staff seconded to ministerial offices in each of the last four financial years? One staff member is currently seconded to the office of the Minister for Land Information. Their salary is paid by LINZ. Figures for the previous four financial years are as follows: Financial year as at 30 June 2011/ / / /09 1 Number of staff seconded to the Minister s office Question 39 What were the direct costs of servicing Ministerial offices budgeted in 2011/12? And how does this compare with each of the last four financial years? The direct cost of servicing the Minister of Land Information s office refers to the salary of the LINZ staff member seconded there. The salary of the staff member seconded in the 2011/12 year was in band 9 of LINZ s salary range which was $106,843 $146,909. Salary bands for the staff-member seconded to the Minister s office for each of the last four financial years are listed below. The two bands given in 2010/11 are due to a change in the staff members seconded to the Minister s office during that year. 19

20 Financial year Band Salary range 9 $98,442 - $144, /11 8 $81,839 - $119, /10 8 $79,793 - $117, /09 8 $79,793 $117, /08 8 $75,359 - $110,526 Question 40 How many temporary staff are currently employed within the Department/Ministry and its associated agencies? How does this compare to the last four financial years? Please breakdown by: - Role (e.g. policy/admin/operational) - Classification (full and part-time) - Office (e.g. geographical location) Provide detailed explanations for any fluctuations in staff numbers of plus or minus 10%. The term temporary staff has been interpreted to refer to fixed-term employees as the term temporary at LINZ has a similar meaning to contractor, i.e. an individual paid through an agency and not directly employed by the department. As at 12 November 2012, LINZ employed 24 fixed-term staff. Figures for the past four financial years are as follows: As at 30 June Number of fixed-term staff The details of the number of fixed-term staff per position and by location as at 30 June 2011, 30 June 2010, 30 June 2009 and 30 June 2008 are shown in Appendix 7. This table is based on information in LINZ s payroll system as at 12 November Question 41 Provide a breakdown by role (e.g. policy/administration/operational) and location of the Department/Ministry and its associated agencies staff numbers for the 2011/12 financial year compared to each of the last four financial years, by gender. The response to this question was given in response to question

21 Question 42 What was the staff turnover for 2011/12 and what was the staff turnover for the last four years by category; provide this information both as a percentage and in numerical terms? Is the turnover rate cause for any concern, if so, what are the major issues and how will these be addressed in 2012/13? The core unplanned turnover rate (which excludes fixed-term staff, end of contracts and severances) for 1 July 2011 to 30 June 2012 was 11.7%, or 49 staff. LINZ had a gross turnover of 26.6% or 120 staff. Figures for the past four financial years are as follows: Financial year Core unplanned turnover rate Gross turnover 2010/ % 28.1% /10 8.2% 18.8% /09 9.0% 21.9% /08 8.3% 19.4% 101 Headcount of staff who left each year While gross turnover seems high at 26.6%, this number reflects severances in 2011/12 and the conclusion of a number of fixed-term employment agreements. LINZ s core unplanned turnover of 11.7% is close to the average turnover for the core State Sector (approximately 12%, as per the Human Resources Capability Survey 2011) and is not a cause for concern. Question 43 What was the average length of service in the Ministry, Crown Entity, government department or government agency in the 2011/12 financial year and what was the average length of service in the last four years? The average length of service at LINZ during 2011/12 was 11.7 years. Figures for the past four financial years are as follows: Financial year 2010/11 12 years 2009/10 12 years Average length of service 2008/ years 2007/ years 21

22 Question 44 How many staff have resigned since 1 July 2011, what were the reasons for the resignations, and what are the possible implications for the Department/Ministry and its associated agencies in 2012/13? Since 1 July 2011, 49 staff resigned with an end of service date in 2011/12. LINZ does not require a reason for an employee s resignation. The department has no major concerns around these resignations. Question 45 Have any staff made redundant in the last four financial years been re-employed as contractors or consultants and continue to be employed in the current 2012/13 financial year; if so, was this negotiated as part of the redundancy, severance or other termination packages? No LINZ staff who have been made redundant have been re-employed as contractors or consultants in the last four years. Question 46 How much was spent in the 2011/12 financial year on redundancy payments, severance or other termination packages for the Department/Ministry and its associated agencies and how does that compare to the amount budgeted and that spent in each of the previous four financial years? LINZ budgeted/spent $616,778 on redundancies in 2011/12. Figures for the previous four financial years are as follows: Financial year Amount budgeted/spent on redundancies 2010/11 $2,423, /10 $2,309, /09 $2,199, /08 $1,520, Question 47 How much, $10,000 bands of all individual total amounts, was paid out in redundancy, severance or other termination packages in the 2011/12 financial year? How does this compare to the individual total amounts paid out in redundancy, severance or other termination packages in the previous four financial years? Payments on redundancies by $10,000 band for 2011/12 and the previous four financial years are as follows: (Refer to next page for table) 22

23 Redundancy band 2011/ / / / / 2008 Total $0-9, $10,000-19,999 $20,000-29,999 $30,000-39,999 $40,000-49,999 $50,000-59,999 $60,000-69,999 $70,000-79,999 $80,000-89,999 $90,000-99,999 $100, , Total Question 48 How many people received redundancy payments, severance or other termination packages in the 2011/12 financial year, and how does that compare to each of the last four financial years? Twenty-one people received redundancy payments in 2011/12. Figures for the previous four financial years are as follows: Redundancies per financial year 2010/ / / /08 30 Total of redundancies 23

24 Question 49 How many personal grievances were settled in 2011/12 and at what estimated cost? How does this compare to the personal grievances lodged by staff or former employees over the previous four financial years? For each year please, provide the number of personal grievances, the number of personal grievances settled and the cost to the Department/Ministry and its associated agencies. No personal grievances are currently lodged against LINZ or were lodged in 2011/12. Figures for the previous four financial years are as follows: Financial year Number of personal grievances Number of personal grievances settled Cost 2010/ $42, / $0 2008/ $0 2007/ $2,000 Question 50 How many proceedings with the Employment Relations Authority or Employment Court were dealt with in 2011/12? How does this compare with proceedings lodged by staff or former employees with the Employment Relations Authority or Employment Court in the previous four financial years? For each year please, provide the number of proceedings, the number of proceedings settled and the cost to the Department/Ministry and its associated agencies. There were no proceedings in the Employment Relations Authority or Employment Court in 2011/12, and there are none currently. Figures for the previous four financial years are as follows: Financial year Number of proceedings lodged Number of proceedings settled Cost of settlement 2010/ / $46, / /

25 Question 51 How much was spent on performance bonuses, payments or additional leave in 2011/12? How many staff were given any form of bonus or incentive payment or leave in the past financial year; if so, why, and what were the specific incentive payments or leave received and at what total cost? What were the specific criteria for such performance payments? Have there been any changes to the criteria since November 2008; if so, what specific changes and why? What was the range of performance bonuses or payments given to staff in the previous four financial years (in $1,000 bands), and what is estimated will be given in 2012/13 (in $1,000 bands)? The total amount paid in one-off performance payments relating to the 2011/12 year was $421,636. This amount was shared by 186 staff and paid in September Changes in criteria since November 2008 The criteria for performance payments changed for the 2010/11 performance year and have continued to underpin LINZ s approach for 2011/12. The changes strengthened the linkage between individual performance achieved and the reward received. The changes included: the introduction of an overall performance rating as part of the performance review process the overall performance rating translating into a remuneration rating the introduction of a decision matrix which varies the amount and nature (i.e. increase to base salary or pay for performance (bonus) of the reward depending on an individual's placement within the salary band and their level of performance achieved. Pay for performance (bonus) is now primarily used to reward staff above 100% of the salary band when expectations are fully achieved or exceeded. (Refer to next page for table) 25

26 Figures on performance payments for 2011/12 and the previous four financial years are as follows: Payment range Financial year 2011/ 2010/ 2009/ 2008/ 2007/ From To $ $1,000 $1, $2,000 $2, $3,000 $3, $4,000 $4, $5,000 $5, $6,000 $6, $7,000 $7, $8,000 $8, $9,000 $9, $10,000 10, $11,000 $11, $12,000 $12, $13,000 $13, $14,000 $14, $15,000 $15, $16,000 $16, $17,000 $17, $18,000 $18, $19,000 $19, $20,000 $20, $21,000 $21, $22,000 $22, $23,000 $23, $24,000 $24, $25,000 $25, $26,000 $26, $27,000 $27, $28,000 $28, $29,000 $29, $30,000 $30, Note: a separate system is in place for level two managers on new agreements. A feature of this system is that 10% of the manager's total remuneration is withheld until the end of the financial year. The withheld 10% is paid subject to the successful completion of all performance objectives. These amounts are not included in the response to this question. 26

27 Question 52 In $10,000 bands, what are the salary levels of all staff, and how does this compare with the salary levels for each of the last four financial years? The table below shows the number of staff and their annualised (i.e. fulltime equivalent) base salaries (for example, excluding any allowances and employer superannuation contributions) in $10,000 bands as at 30 June 2012 and for the past four financial years. Changes between years are due to reviews of LINZ s remuneration bands, to the department s rewarding performance, the evolving nature of roles within LINZ, and the need to recruit for specialist positions. FTE salary range As at Row From To 30 Jun Jun Jun Jun Jun $9, $10,000 $19, $20,000 $29, $30,000 $39, $40,000 $49, $50,000 $59, $60,000 $69, $70,000 $79, $80,000 $89, $90,000 $99, $100,000 $109, $110,000 $119, $120,000 $129, $130,000 $139, $140,000 $149, $150,000 $159, $160,000 $169, $170,000 $179, $180,000 $189, $190,000 $199, $200,000 $209, $210,000 $219, $220,000 $229, $230,000 $239, $240,000 $249, $250,000 $259, Total

28 Question 53 How are collective employment contract bargaining negotiations proceeding at the Department/Ministry and its associated agencies respectively? The LINZ collective agreement with the PSA expired on 21 August Negotiations with the PSA commenced in September and are currently ongoing. Question 54 Provide a summary of any collective employment contract negotiations completed in the 2011/12 financial year, and an outline and timeline of negotiations to be conducted in 2012/13? No collective employment agreement negotiations were completed during 2011/12. During that time LINZ had a current collective agreement with the PSA. As noted in the response to question 53, negotiations on a collective employment agreement to replace the one that expired on 21 August 2012 commenced in September. It is anticipated that these negotiations will continue into early Question 55 Will wage negotiations be fiscally neutral in 2012/13; if so, how will this be managed (i.e. will any output areas be affected)? LINZ has not previously negotiated wages and does not expect to do so in 2012/13. The department manages salary increases outside of the collective bargaining arena through its reward and recognition policy and from within its baseline funding. Question 56 How many staff are on collective and individual employment contracts respectively? How does this compare with the numbers of staff on collective and individual employment contracts for each of the last five financial years? As at 30 June 2012, 160 staff were on the collective employment agreement and 283 staff were on individual agreements. Comparative figures for the past four financial years are as follows: 28

29 As at 30 Jun Number of staff on the collective employment agreement Number of staff on individual employment agreements Note: At 1 July 2010, LINZ did not have a current collective agreement, as the collective agreement with the PSA expired on 31 March 2009 and the expired agreement remained in place for a year after that expiration. As more than a year had passed since that expiration date, LINZ had no current collective agreement as at 1 July As per the Employment Relations Act 2000, staff were deemed to be on individual agreements on the same terms and conditions as those of the expired collective agreement. LINZ staff in the union were automatically covered by the new collective agreement when it was ratified in February Question 57 How much was spent on accident compensation cover (or private insurer) for staff in 2011/12? How does this compare to the last four financial years? Explain any significant increases/decreases. Figures for accident compensation cover over 2011/12 and the previous four financial years are as follows: Amount budgeted or actual Financial year cost of accident compensation cover 2011/12 $171, /11 $200, /10 $206, /09 $259, /08 $241,375 Question 58 How many staff are currently member of workplace savings schemes (e.g. KiwiSaver, the Sate Sector Retirement Savings Scheme and the Teacher Retirement Savings Scheme) and how does this compare to the last five years? As at 12 November 2012, 385 staff are enrolled in a subsidised retirement saving scheme. 29