ESTIMATES QUESTIONS Vote Defence 2014/15

ESTIMATES QUESTIONS Vote Defence 2014/15 1. Will the Department/Ministry/entity s and its associated agencies mission statement or vision statement be changed over the 2014/15 year; if so, what are the details of these changes? Why were these changes made, and what is the objective behind such changes? During 2013, the Ministry of Defence (the Ministry) developed and began implementing a new operating model that will strengthen its organisational management and performance. It has been developed to support delivery of the Ministry s Four-Year Excellence Horizon, set out in its 2012 Performance Improvement Framework (PIF) Review. The Ministry s operating model is to be an effective civilian ministry, strongly partnered with the New Zealand Defence Force (NZDF), and part of an integrated defence and security sector. The model for Ministry-NZDF partnership seeks to make the most of the tension between the agencies, provide well-tested choices and advice, and ensure the cost of NZDF and the Ministry being separate are negligible. Key features of the Ministry s new operating model are: a clear purpose and focus: the Ministry s purpose is to give civilian advice on defence matters to enhance New Zealand security and its focus is to shape the environment and deliver results a focus on people, teamwork and partnerships, embedded at all levels in the organisation and the way it works arrangements for supporting functions, systems and platforms that are right for a civilian but military-partnered agency Ministry staff iteratively implementing change so that, over time, the organisation is able to self-start change where needed to lift performance. 2. Does the Department/Ministry/entity and its associated agencies plan any restructuring in the near future; if so, what restructuring is planned in 2014/15 and when will this occur? How much is budgeted for restructuring costs and what are the estimated savings to be accrued as a result of restructuring in 2014/15? Please see the response to question 3. 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? As noted in the Chief Executive s response to the 2012 PIF Review, the Ministry has conducted a review of its business model for back office services. The aim of this work was to make these services more sustainable and resilient, and to better Page 1

support our new operating model to be an effective civilian ministry, strongly partnered with the NZDF and part of an integrated defence and security sector. Under new arrangements from March 2014, NZDF will provide IT services to the Ministry as a marginal cost of the NZDF platform, as well as some additional services in respect of property and security. Prior to that, the Ministry already received communications, property and facilities management services from the NZDF, at no cost. The Ministry is in the process of moving to a shared arrangement with the Intelligence Community Shared Services for human resource services. This will make an important contribution to organisational sustainability and resilience. The Ministry and NZDF are completing an exercise to map financial decisionmaking and information management processes. This will inform decisions in 2014/15 on how the two agencies will provide integrated financial support and information in respect of capability projects. In order to rate and improve its legal services, the Ministry also undertook a review of this function including the Ministry s requirements, model and risk. As a result, the Ministry is working with the Government Legal Network to look at potential shared services arrangements for this small function. Three redundancies resulted from these changes. All were manager roles. All staff roles have been retained. Further details about redundancies are addressed in the response to question 49. In addition, the Ministry has introduced a new business model for its Evaluation Division. The objective is to achieve a modern evaluation approach that is focused on continuous learning and improvement. The review impacted positions that were vacant. A subsequent post-implementation review was completed that suggested a change to one role. The change process is still underway. 4. What new services, functions or outputs do the Department/Ministry/entity and its associated agencies respectively intend to introduce in the forthcoming financial year? Describe these and estimate their cost. There are no new services, functions or outputs that the Ministry intends to introduce in the forthcoming financial year. 5. What services or functions do the Department/Ministry/entity and its associated agencies respectively intend to cut or curtail in the forthcoming financial year? Describe the service or function concerned and estimate the cost saving. The Ministry does not intend to cut or curtail any services or functions in the forthcoming financial year. Page 2

6. For each new spending initiative introduced over the last four Budgets (i.e Budget 2010, Budget 2011, Budget 2012, Budget 2013 and Budget 2014), what evaluation has been undertaken of its effectiveness and what were the findings of that initiative? Please provide a copy of the evaluation report. Where no evaluation has been completed, what provision has been made for an evaluation to occur and what is the timeframe for that evaluation? In Budget 2011 new money was allocated to the Ministry for strengthening defence capability management as a result of the Defence White Paper 2010. $million Initiative 2010/11 2011/12 2012/13 2013/14 2014/15 Strengthen Defence Capability Management 1.793 1.693 1.693 1.693 A review of the new Defence capability arrangements was undertaken by the Ministry s Evaluation Division in April 2012. The report noted that overall the new arrangements and requirements had had a positive impact and further improvement would be expected as processes are enhanced and the new arrangements become more established. 7. For each new spending or savings initiative in Budget 2014, how have the estimated costs or savings been estimated? Please outline the formulae and assumptions used. The Ministry continually reviews its operating budget to ensure it gets value for money and makes efficiency savings where it can. 8. What cost pressures in this Vote have been identified during the Budget process that have not been addressed in Budget 2014, and what were the reasons for not addressing that pressure? Please provide a description of each, and the estimate of the associated cost over the next four years. No cost pressures in this Vote that have been identified. 9. What new spending or savings initiatives were considered for Budget 2014 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. No new spending or savings initiatives were identified for Budget 2014 that were not proceeded with. 10. What user charges will be collected by the Department/Ministry/entity and its associated agencies in the forthcoming year? Please break this down by existing user charges, extended user charges and new user charges. No user charges will be collected by the Ministry of Defence in the forthcoming year. Page 3

11. How much funding has been allocated to capital works by the Department/Ministry/entity and its associated agencies respectively in the forthcoming financial year? How does this figure compare to that allocated and that spent in the last five financial years? See table below: $000 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 Allocated 352 315 352 300 300 320 Spent 160 107 104 1 150 050 N/A 12. Is the Ministry, Crown Entity, government department or government agency developing any application for iphone, ipad, smart phone or associated hardware? If so: - What product is being developed? - How much is it estimated to cost? - When is it likely to be completed? - How much is the application estimated to save (if anything)? The Ministry is not developing any application for the iphone, ipad, smart phone or associated hardware. 13. What polls, surveys or market research does the Department/Ministry/entity and its associated agencies respectively intend to undertake in the following financial year and what is the total estimated costs of the polls, survey and market research that is proposed? Please provide the following details: - Who is to conduct the work - Date the work is to commence - Estimated completion date - Estimated total cost - Whether tenders were or are to be invited; if so, how many were received. The Ministry does not plan to undertake any polls or market research in the 2013/14 financial year. 14. How much is estimated will be spent on advertising, public relations campaigns or publications in the forthcoming financial year? How does this compare to the total cost of campaigns or publications completed in the last five financial years?? Provide copies of any evaluations of campaigns undertaken in 2013/14. Costs of publications in the previous five financial years are set out below (all costs are exclusive of GST). The Ministry expects 2014/15 costs to be similar to 2012/13. 1 Figure as at 31 May 2012. Page 4

Year Publication Name Cost 2012/13 Annual Report and Statement of Intent $7,160 2011/12 Annual Report and Statement of Intent $8,447 2010/11 Defence White Paper, Annual Report and Statement of Intent $32,933 2009/10 Annual Report and Statement of Intent $15,295 2008/09 Annual Report and Statement of Intent $15,422 15. For each advertising or public relations campaign or publication to be conducted or commissioned or planned by the Department/Ministry/entity and its associated agencies respectively, in or for the 2014/15 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 is to conduct project - Type of product or service generally provided by the above - Date the work is to commence - Estimation completion date - Estimated total cost - Whether it is intended that the campaign will be shown to the Controller and Auditor-General - Whether tenders were or are to be invited; if so, how many were or will be received. No advertising or public relations campaigns are planned by the Ministry in 2014/15. Costs for publication of the Annual Report and the Statement of Intent will be obtained in accordance with the Ministry s departmental purchasing policy. 16. How many public relations and/or communications staff and contractors/consultants does the Department/Ministry/entity and its associated agencies employ; what is the total salary budget for these staff and how does that compare with each of the last five financial years? No public relations and/or communications staff and contractors/consultants were employed by the Ministry in the last year and none were employed in the previous five financial years. 17. How many unfilled positions are there currently within the Department/Ministry/entity and its associated agencies and how many unfilled positions does it expect to have in the 2014/15 financial year? How does this compare with each of the last five financial years? How do these positions breakdown by policy area? How is the Department/Ministry/entity and its associated agencies continuing to carry out work in the absence of staff in these positions? As at 30 June 2014 there will be 2 unfilled positions in the Ministry. The Ministry does not expect that all positions will always be filled and reallocates work to cover vacancies while recruitment is undertaken. Page 5

2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 Policy positions 3 5 9 7 1 2 Other positions 6 4 2 0 0 0 Total unfilled positions as at 30 June 9 9 11 1 0 2 18. How many external contractors or consultants will be engaged or employed by the Department/Ministry/entity and its associated agencies in 2014/15 and what is the estimated total cost? How does this compare to each of the previous five 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. Information about contracting in 2014/15 is addressed in the Ministry s response to question 15 of the Standard Estimates Questionnaire 2014/15. A complete list of contractors and consultants engaged has been previously provided in the Ministry s responses to the Financial Review examination. Detailed information on 2013/14 has not yet been finalised and will be available for the Ministry s response to the Financial Review examination of the Ministry s 2013/14 annual performance. 19. Does the Department/Ministry/entity and its associated agencies expect to hire more or fewer contractors in the 2014/15 year than it did in 2013/14 and what is the difference in the amount expected to be spent in 2014/15 compared to 2013/14? If the Department/Ministry/entity and its associated agencies expects to hire more contractors in the 2014/15 year compared to 2013/14 year, why are more contractors required? The Ministry expects its contracting spend to be similar to last year. Page 6

20. 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? The Ministry s policy on the use of consultants is that these services may be considered where: there are insufficient staff resources available to complete a task within a defined period without detriment to other work staff do not have the skills needed or the existing skill base needs to be augmented; or an external or independent view is needed. This policy has not changed recently. 21. How many consultants or contractors expected to be contracted in 2014/15 are likely to have been previously employed permanently within the Ministry, department or agency in the prior two years? 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? No consultants or contractors are expected to be contracted in 2013/14 that would have been previously employed permanently by the Ministry in the prior two years. There have been no contractors hired in the last four financial years that had previously been a permanent employee in the Ministry two years prior. 22. Will 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 2014/15 financial year; if so, with whom will they contract, for what specific purpose or project, for what length of time and at what total actual or estimated cost? The Ministry is not planning to contract any consultants, or contractors to provide communications, media or public relations advice or services in the 2013/14 financial year. 23. How many staff does the Ministry, Crown Entity, government department or agency expect to hire on a three-month or less contract? How does this compare to the number hired on a three-month or less contract in the last five financial years? The Ministry does not expect to hire staff on a contract of three months or less. No staff members have been hired in the last five financial years on a contract of three months or less. Page 7

24. How many staff does the Ministry, Crown Entity, government department or agency expect to hire on a three to six month contract? How does this compare to the number hired on a three to six month contract in the last five financial years? The Ministry does not expect to hire any staff on a three to six month contract. One staff member has been hired on a three to six month contract in the last five financial years. 25. How many staff does the Ministry, Crown Entity, government department or agency expect to hire on a six to nine month contract? How does this compare to the number hired on a six to nine month contract in the last five financial years? The Ministry does not expect to hire any staff on a six to nine month contract. One staff member has been hired on a six to nine month contract in the last five financial years. 26. In the coming financial year, does the Ministry, Crown Entity, government department or agency expect to employ staff on a new contract if they were previously employed on a permanent or temporary basis? In the coming financial year the Ministry does not expect to employ staff on a new contract if they were previously employed on a permanent or temporary basis. 27. Has the Ministry, Crown Entity, government department or agency budgeted for contractors to provide policy advice during 2014/15, if so, how much has been budgeted? Information about contracting in 2014/15 is addressed in the Ministry s response to question 15 of the Standard Estimates Questionnaire 2014/15. 28. How many permanent staff will be employed within the Ministry, Crown Entity, government department or government agency during 2014/15 financial year? How does this compare to the last five 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%. The numbers of permanent staff for the past five years are set out below. The Ministry does not expect numbers to change significantly between 2013/14 and 2014/15. All permanent staff members are currently located in Wellington. Page 8

2009/10 2010/11 2011/12 2012/13 2013/14 Role F/T P/T F/T P/T F/T P/T F/T P/T F/T P/T Administration 10 1 10 0 9 0 9 1 9 1 Policy Analyst 24 1 22 1 24 1 25 0 22 2 Economist 0 0 0 0 0 0 0 0 0 0 Mathematician 0 0 0 0 0 0 0 0 0 0 Accountant 4 0 4 0 4 0 3 0 3 0 IT 1 0 1 0 2 0 2 0 2 0 Project Managers 6 0 6 0 4 0 3 0 4 0 Manager/Senior Specialist 12 0 12 0 13 0 15 0 13 0 Human Resources 1 1 1 1 1 1 1 1 1 0 Totals 58 3 57 2 57 2 58 2 54 3 29. 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. The table below shows all employees (permanent and fixed term) by role and gender. All staff members are currently located in Wellington except for six project staff in Blenheim, one in France and one in the United States. 2009/10 2010/11 2011/12 2012/13 2013/14 Role M F M F M F M F M F Administration 1 8 1 8 1 9 1 10 1 12 Policy Analyst 19 6 17 6 18 6 18 8 17 8 Economist 0 0 0 0 0 0 0 0 0 0 Mathematician 0 0 0 0 0 0 0 0 0 0 Accountant 1 3 1 3 1 3 2 2 2 1 IT 1 0 1 0 2 0 2 0 2 0 Project Managers 7 0 11 0 11 0 12 0 16 0 Manager/Senior Specialist 10 2 11 2 11 3 12 4 9 4 Human Resources 1 1 1 1 1 1 1 1 0 1 Totals 40 20 43 20 45 22 48 25 47 26 30. How does the Department/Ministry/entity and its associated agencies define frontline staff for the 2014/15 year and how has that definition changed over the past four years? The Ministry has not formally defined frontline staff. Page 9

31. How many permanent staff are currently employed within the Department/Ministry/entity and its associated agencies? How does this compare to the last five 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%. Please see the response to question 28. 32. How many of the total staff are expected to be employed by the Department/ Ministry/entity and its associated agencies in 2014/15 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 five financial years? What is a breakdown of the town or city at which the front line staff and back office staff are expected to be located in 2014/15 and how does that compare to the locations of frontline and back office staff in each of the past five financial years? The Ministry does not define any of its staff as frontline staff. 33. How many staff are currently employed in policy positions and how many does it expect to have in the 2014/15 financial year? How does this compare with each of the last five financial years? Please breakdown these positions policy group? 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 Defence Analyst 18 19 16 18 21 18 Evaluation Analyst 7 6 7 6 5 4 Total 25 25 23 24 26 23 Policy positions are expected to remain the same for the 2014/15 financial year. 34. How many unfilled policy positions are there currently within the Department/Ministry/entity and its associated agencies and how many unfilled policy positions does it expect to have in the 2014/15 financial year? How does this compare with each of the last five financial years? How do these positions breakdown by policy area? How is the Department/Ministry/entity and its associated agencies continuing to carry out policy work in the absence of staff in these positions? The following table shows unfilled (vacant) policy positions as at 30 June in each of the years shown. The numbers of unfilled policy positions are likely to be similar in 2014/15. Unit 2009 2010 2011 2012 2013 2014 Evaluation 0 1 1 2 0 1 Policy 3 4 8 5 1 1 Page 10

35. Will the Department/Ministry/entity staff be conducting any work around mergers of departments, ministries or other government funded agencies in the 2014/15 year? If so, for each such project, what departments, ministries or other government fund agencies are being considered for mergers? No. 36. Does the Ministry, Crown Entity, government department or agency plan to undertake any re-branding in the next financial year? If so, how much has been budget for this? Was any re-branding done in the last five financial years? If so, how much was spent on it? The Ministry is looking to standardise the presentation of its documents. This does not involve the use of contractors and is expected to have no impact on baselines. No re-branding was undertaken in the last five financial years. 37. How many staff in total are currently seconded to Ministerial offices and are these staff members salaries paid by the Department/Ministry/entity or by Ministerial Services? How does this number compare with the number of staff seconded to ministerial offices in each of the last five financial years? One staff member is currently seconded to work in the Ministerial offices. The seconded staff member s salary is paid for by the Ministry. This is the same as the number of staff seconded in the previous five financial years. 38. What are the direct costs of servicing Ministerial offices budgeted for in 2014/15? And how does this compare with each of the last five financial years? The direct cost of servicing Ministerial offices in 2014/15 is the staff member s salary. Because there is only one staff member seconded to work in the Ministerial offices we are unable to release salary information for privacy reasons. This applies to each of the last five financial years. 39. What is the expected turnover of staff seconded to Ministerial offices in 2014/15? And how does this compare with each of the last five financial years? The current term of the Ministry s secondee will end in 2014/15. The Ministry s practice is to second a staff member for a fixed period agreed with the staff member and the Minister. This is usually for two years. 40. How many temporary staff are currently employed within the Department/Ministry/entity and its associated agencies? How does this compare to the last five 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%. Page 11

The numbers of temporary staff members are set out below. The fluctuations are due to the use of fixed term project managers to run Crown acquisition projects. Role 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 Administration 1 0 1 1 1 2 Policy Analyst 0 0 0 0 0 0 Economist 0 0 0 0 0 0 Mathematician 0 0 0 0 0 0 Accountant 0 0 0 0 0 0 IT 0 0 0 0 0 0 Project Managers 2 1 5 7 9 7 Manager/Senior Specialist 0 0 1 1 1 3 Human Resources 0 0 0 0 0 0 Totals 3 1 7 9 11 12 41. Provide a breakdown by role (e.g. policy/administration/operational) and location of the Department/Ministry/entity and its associated agencies staff numbers in comparison to each of the last five financial years, by gender. Please refer to the response to question 29. 42. What is the anticipated staff turnover for 2014/15 and what was the staff turnover for the last five 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 2014/15? See the below table. The anticipated turnover for 2014/15 is around 12%. 2009/10 2010/11 2011/12 2012/13 2013/14 Exits 12 4 13 10 15 Percentage 12.58% 6.46% 20.31% 14.42% 20.55% The Ministry is monitoring its turnover rate and current trends are within the boundaries of the wider public sector rate. The 2013/14 figure includes expected turnover in the form of retirements and redundancies. Excluding retirements and redundancies, the Ministry s turnover rate for 2013/14 was 9.59%. 43. What is the anticipated rate of new hires still in the role after 12 months for 2014/15, and how does this compare to the last five financial years? The Ministry anticipates that 100% of 2014/15 new hires will still be in the role after 12 months. The number of new hires not in the role after 12 months for the last five financial years is: Number of new hires not in the role after 12 months 2009/10 2010/11 2011/12 2012/13 2013/14 1 1 2 0 0 Page 12

44. What is the anticipated rate of new hires still in the role after 24 months for 2014/15, and how does this compare to the last five financial years? The Ministry anticipates that 100% of 2014/15 new hires will still be in the role after 24 months. The number of new hires not in the role after 24 months for the last five financial years is: Number of new hires not in role after 24 months 2009/10 2010/11 2011/12 2012/13 2013/14 1 1 3 1 5 45. What is the average length of service in the Ministry, Crown Entity, government department or government agency expected to be in the 2014/15 financial year and what was the average length of service in the last five years? The average length of service expected for the 2014/15 year is approximately 7 years. Average current length of service in the Ministry and for the last five financial years is shown in the following table: 2009/10 2010/11 2011/12 2012/13 2013/14 Average length of service (years) 10.94 10.46 9.33 7.7 6.44 46. How many staff have resigned since 1 July 2012, what were the reasons for the resignations, and what are the possible implications for the Department/Ministry/entity and its associated agencies in 2014/15? Twenty-two staff members have resigned since 1 July 2012. Their reasons for resignations are: travel overseas 1 move to other state/public sector 10 personal (including retirement) 11. 47. Have any staff made redundant in the last four financial years been reemployed as contractors or consultants and continue to be employed in 2014/15; if so, was this negotiated as part of the redundancy, severance or other termination packages? No staff members made redundant in the last four financial years have been reemployed as contractors or consultants. 48. How much is being budgeted in the 2014/15 financial year for redundancy payments, severance or other termination packages for the Department/ Ministry/entity and its associated agencies and how does that compare to the amount budgeted and that spent in each of the last five financial years? Page 13

No money has been budgeted in the 2014/15 financial year or for each of the last five financial years for redundancy payments, severance or other termination packages for the Ministry. Please see the response to question 49 for details of previous spend., 49. How much is the estimated cost in $10,000 bands of all individual total amounts paid out in redundancy, severance or other termination packages in the 2014/15 financial year? How does this compare to the individual total amounts paid out in redundancy, severance or other termination packages in the last five financial years? Please see the response to question 48. No redundancy payments are scheduled for the 2014/15 year. Four redundancy payments have been made in the last five financial years. The gross total amount paid for the four redundancies was $240,678. A further breakdown in the amount cannot be published for privacy reasons. 50. How many people are expected to receive redundancy payments, severance or other termination packages in the 2014/15 financial year, and how does that compare to each of the last five financial years? Please see the response to question 48. 51. How many personal grievances are estimated to be settled in 2014/15 and at what estimated cost? How does this compare to the personal grievances lodged by staff or former employees over the last five 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/entity and its associated agencies. No personal grievances are expected in the 2014/15 year and no personal grievances have been lodged by staff or former employees over the last five financial years. 52. How many will proceedings with the Employment Relations Authority or Employment Court are estimated to be dealt with in 2014/15? How does this compare with proceedings lodged by staff or former employees with the Employment Relations Authority or Employment Court in the last five financial years? For each year please, provide the number of proceedings, the number of proceedings settled and the cost to the Department/Ministry/entity and its associated agencies. No proceedings with the Employment Relations Authority or Employment Court are expected to be dealt with in 2014/15. No proceedings with the Employment Relations Authority or Employment Court have been lodged by staff or former employees in the last five financial years. Page 14

53. What is budgeted to be spent on performance bonuses, payments or additional leave in 2014/15? 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 past five financial years (in $1,000 bands), and what is estimated will be given in 2014/15 (in $1,000 bands)? The Ministry s performance criteria do not provide for bonus or incentive payments. As a result, the Ministry has not budgeted for any such payments in 2014/15. In previous years, some payments were made, and these are set out in the table below. The criteria for such payments required that a staff member s performance being rated by the Secretary of Defence as excellent and all or some of the following demonstrated features: in addition to their normal role has made a significant contribution beyond that required of their role which is Ministry if not sector wide is regularly approached as a product champion consistently produces sophisticated work that synthesises complex data in a straightforward manner and is error free self manages own time / resources and always meets deadlines through strategic and innovative thinking and action has made a significant positive impact or improvement consistently out performs most other people because of excellence at planning, priority setting and execution works in an inclusive manner, has excellent networks and encourages and causes others to lift their own performance sees better ways of working and implements new processes where appropriate very little managerial supervision required. Band 2008/09 2009/10 2010/11 2011/12 2012/13 $1,000 $1,999 0 0 0 0 0 $2,000 $2,999 0 0 0 0 0 $3,000 $3,999 0 2 1 3 1 $4,000 $4,999 0 0 0 0 0 $5,000 $5,999 0 1 1 0 1 $6,000 $6,999 0 0 0 0 0 $7,000 $7,999 0 0 1 0 0 $8,000 $8,999 0 1 1 0 0 Page 15

54. 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 five financial years? Band 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 $30 $40K 0 0 0 0 0 0 $41 $50K 12 13 6 11 10 12 $51 $60K 7 7 10 6 8 9 $61 $70K 4 3 5 6 4 3 $71 $80K 8 6 8 8 5 4 $81 $90K 3 2 4 4 7 5 $91 $100K 3 3 2 1 2 5 $101 $110K 8 8 6 5 5 1 $111-$120K 0 1 3 3 4 8 $121 $130K 6 6 6 5 3 3 $131 $140K 2 2 3 6 7 6 $141 $150K 1 1 2 4 6 5 $151-$160K 2 2 2 1 3 4 $161 plus 5 6 6 7 9 8 Total 61 60 63 67 73 73 55. How are collective employment contract bargaining negotiations proceeding at the Department/Ministry/entity and its associated agencies respectively? There are no collective employment contract bargaining negotiations proceeding at the Ministry. 56. Provide a summary of any collective employment contract negotiations completed in the 2013/14 financial year, and an outline and timeline of negotiations to be conducted in 2014/15? The Ministry did not undertake any collective employment contract negotiations in 2013/14 financial year. There will not be any collective employment contract negotiations in the 2014/15 financial year. 57. Will wage negotiations be fiscally neutral in 2014/15; if so, how will this be managed (i.e. will any output areas be affected)? The Ministry treats normal wage movements as a cost pressure to be managed within its baseline. No output areas will be affected. 58. 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? All Ministry staff members are on individual employment contracts and have been for the last five financial years. 59. How much is budgeted to be spent on accident compensation cover (or private insurer) for staff in 2014/15? How does this compare to the last five financial years? Explain any significant increases/decreases. Page 16

2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 Total $38,489 $34,041 $31,944 $35,582 $43,535 $44,820 The variance in rates paid each year is due to changes in the ACC rates and/or the varying number of staff employed during the year. 60. How many staff are currently members of workplace savings schemes (e.g. KiwiSaver, the State Sector Retirement Savings Scheme and the Teacher Retirement Savings Scheme) and how does this compare to the last five years? Number of staff in a workplace savings scheme 2009 2010 2011 2012 2013 2014 49 53 58 63 67 71 61. What appropriations and associated programmes and services have been reduced by the Department/Ministry/entity and its associated agencies in the 2014/15 financial year to pay for the employer contributions to workplace savings schemes (e.g. KiwiSaver, the State Sector Retirement Savings Scheme and the Teacher Retirement Savings Scheme) following the decision to cease central funding, as announced in Budget 2011? No specific appropriations and associated programmes and services were reduced by the Ministry in the 2014/15 financial year to pay for the employer contributions to workplace savings schemes. 62. What is the estimated cost to the Department/Ministry/entity and its associated agencies of the Government s changes the central funding of employer contributions to workplace savings schemes on 1 July 2012 as announced in Budget 2011? How are the Department/Ministry/entity and its associated agencies planning to meet these costs in the next four financial years? What is the projected cost of these changes based on current information in next four financial years? The estimated cost of withdrawal of central funding from the workplace savings schemes was $238,832 in the 2013/14 financial year. These costs are being met from within the existing Vote Defence baseline. Projected costs in the next four years are: 2014/15 2015/16 2016/17 2017/18 Estimated cost $248,480 $253,449 $258,518 $263,200 63. Has the Department/Ministry/entity and its associated agencies considered any options that involve reducing staff or reducing pay increases in 2014/15 to help cover the cost of the Government s changes to the central funding of employer contributions to workplace savings schemes that were announced in Budget 2011; if so, what were these options? The Ministry has not considered any options that specifically involve reducing staff or pay increases in 2014/15 to help cover the cost of the Government s changes to central funding of workplace savings schemes. Page 17

64. How many Official Information Requests does the Ministry, Crown Entity, government department or agency expect to receive in 2014/15, and how many were replied to in the last five financial years? How many complaints to the Ombudsman were made in respect of the handling of Official Information Requests over the last five years? In the last five financial years (1 July 2008 30 June 2013), the Ministry replied to a total of 221 Official Information Act requests. Based on these figures, the Ministry expects to receive 40 50 requests in 2014/15. Over these last five financial years three complaints in total were made to the Ombudsman in respect of the handling of Official Information Act requests. 65. Does the Ministry, Crown Entity, government department or agency have targets or performance measures for the timeliness of response to Official Information Requests? If so, what are those targets or performance measures for 2014/15? What were the Ministry, Crown Entity, government department or agency s target or performance results for the last five financial years? This information is published in the Ministry s annual reports. 66. How many written Parliamentary questions does the Ministry, Crown Entity, government department or agency expect to provide assistance for in 2014/15, and how many written Parliamentary questions did the Ministry, Crown Entity, government department or agency provide assistance for in the last five financial years? In the last five financial years (1 July 2008 30 June 2013), the Ministry provided assistance for 120 written Parliamentary questions. Based on these figures, the Ministry expects to provide assistance for approximately 24 written Parliamentary questions in 2014/15. 67. Does the Ministry, Crown Entity, government department or agency have targets or performance measures for the timeliness of draft responses or assistance to written Parliamentary questions? If so, what are those targets or performance measures for 2014/15? What were the Ministry, Crown Entity, government department or agency s target or performance results for the last five financial years? This information is published in the Ministry s annual reports. 68. How many complaints have been received by the Ministry, Crown Entity, government department or government agency and how many investigations into complaints (i.e. through Ombudsmen, Privacy Commissioner etc) were undertaken in the 2013/14 financial year? How many complaints does the Ministry, Crown Entity, government department or government agency expect in the 2014/15 financial year, and how many investigations into complaints (i.e. through ombudsmen, privacy commissioner etc) does the Ministry, Crown Entity, government department or government agency expect in the 2014/15 financial year? Page 18

No complaints were received by the Ministry and no investigations into complaints (i.e. through Ombudsmen, Privacy Commissioner, etc) were undertaken in the 2013/14 financial year. As at receipt of the Committee s questions, the Ministry is not expecting any complaints or investigations into complaints in the 2014/15 financial year. 69. What is the average annual leave entitlement for staff employed by the Department/Ministry/entity and its associated agencies, does this include or exclude any departmental/ministry holidays; if so, how many? How does this compare with each of the last five financial years? See the table below, which is for annual leave only. All staff members are entitled to Ministry holidays being the three days that fall between Christmas and New Year which are not statutory holidays. Average annual leave entitlement 2009 2010 2011 2012 2013 2014 22 22 21.84 21.76 21.69 21.69 70. How many staff, in actual numbers and as a percentage, are entitled to 4 weeks annual leave, between 4 and 5 weeks annual leave, 5 weeks annual leave, or more than five weeks annual leave, excluding any departmental/ministry holidays, and how does this compare with each of the last five financial years? 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 # % # % # % # % # % # % 4 weeks annual 0 0 0 0 5 8 10 15 11 15 13 18 leave Between 4 and 61 100 60 100 58 92 57 85 62 85 60 82 5 weeks annual leave 5 or more 0 0 0 0 0 0 0 0 0 0 0 0 weeks annual leave Total 61 100 60 100 63 100 67 100 73 100 73 100 71. How much is being allocated for overseas travel by officials at the Department/Ministry/entity and its associated agencies respectively in the forthcoming financial year and what proportion of operating expenditure does this represent? How does this compare with the total amount spent in the last five financial years? The Ministry s 2014/15 travel budget has not been finalised but is expected to be an increase on last year s. This is largely due to the travel requirements of particular acquisition projects. 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 Actual Actual Actual Actual Actual Forecast Overseas Travel $176,895 $201,219 $197,033 $276,307 $340,000 $656,000 % Total Expenditure 1.5% 1.8% 1.9% 2.4% 1.7% 4.9% Page 19

72. What specific instructions, directions or advice have been received in relation to employment contract matters from the State Services Commission or responsible Minister for the 2014/15 financial year? In relation to employment contract matters, the Ministry continues to take into account the Government s Expectations for Pay and Employment Conditions in the State Sector, which is published by the State Services Commission. The Ministry is required to consult with SSC prior to making any pay and employment adjustments. 73. How many credit cards will the Ministry, Crown Entity, government department or government agency have broken down by credit limit on the card? How does this compare to the previous five years? The Ministry s credit cards are detailed below. In 2009/10 the Ministry had 12 American Express credit cards that had no credit limit. These are no longer used. 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 $1,000 2 2 2 2 1 $3,000 3 2 2 2 1 $5,000 12 16 21 20 36 $7,500 1 1 - - - $10,000 4 7 5 10 11 Not $12,000 1 - - - - available $15,000 2 6 5 6 6 $20,000 6 3 1 2 2 $25,000 9 7 5 5 2 $50,000 6 6 4 4 3 No limit 12 - - - - Total 58 50 45 48 64 74. What assets are planned to be sold by the Department/Ministry/entity and its associated agencies respectively in 2014/15, and how does that compare to the last five years? The Ministry sold a photocopier in the last year. Some furniture may be sold in 2014/15 as a result of the work referred to in the response to question 79. 75. How much floor space does the Department/Ministry/entity and its associated agencies lease, what is the annual cost per square metre in each specific building, and how does this compare with each of the last five years? The Ministry leases floor space in Defence House and Revera House (see the response to question 76) and a storage space in the Freyberg Building, Wellington. The storage space is $434.67 per month (65.2 square metres, $5,216.04 per annum or $80 per square metre per annum). Page 20

76. How much floor space does the Department/Ministry/entity and its associated agencies lease for its head office in Wellington, what is the annual cost per square metre in each specific building, and how does this compare with each of the last five years? The Ministry leases floor space for its head office in Wellington at Defence House. From 1 March 2007 the Defence House annual rental was $37,780 per month (1,486.2 square metres). This equated to a yearly charge of $453,361 or $305 per square metre leased. From 1 March 2013 the rent is $342 per square metre leased. The Ministry also leases temporary floor space in Revera House, Wellington. The annual rental is $105,000 (389 square metres) or $8,750 per month or $269 per square metre leased. 77. Has the Department/Ministry/entity or associated agencies cancelled any renovations, refurbishments or redecoration projects as a result of Budget 2014? If so, please provide the following details: - Details of the project - Location of the project - Estimated cost of the project - Estimation completion date No renovations, refurbishments or redecoration projects were cancelled as a result of Budget 2014. 78. Has the Department/Ministry/entity or associated agencies cancelled any other capital projects as a result of Budget 2014? If so, please provide the following details: - Details of the project - Location of the project - Estimated cost of the project - Estimation completion date No other capital projects have been cancelled as a result of Budget 2014. 79. What is the budgeted amount for each renovation, refurbishment or redecoration project in offices or buildings of the Department/Ministry/entity and its associated agencies respectively that is expected to cost more than $5,000 in the 2014/15 financial year? For each, please provide the following details: - Details of the project - Location of the project - Name of provider(s) or manufacturer(s) - Type of product or service generally provided by the above - Estimated cost of the project - Estimation completion date - Whether tenders were invited, if so, how many were received - List separately any single item of furniture worth more than $5000 and its cost. The Ministry is carrying out work to move more of its space to a more space-efficient open plan layout. This project will remove walls, resurface existing desks with smaller Page 21

lids, and update some worn fittings and facilities. The Ministry has engaged The Building Intelligence Group for this work, and a tender process is being carried out. The costs and timing for the project are still to be finalised. 80. What offices of the Department/Ministry/entity and its associated agencies are planned to be closed in the 2014/15 financial year and for each what is the location of the office, how many staff are employed there and what is the annual budget of the office? No Ministry offices are planned to be closed in the 2014/15 financial year. 81. What offices of the Department/Ministry/entity and its associated agencies were closed in 2013/14 and how much is the closure of each office expected to save the Department/Ministry/entity in 2014/15 financial year? No Ministry offices were closed in the 2013/14 financial year. 82. How many staff will have Koru Club memberships paid for by the Ministry/Department, and how does this compare with each of the last five years? Staff who have Koru Club memberships 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 1 0 1 1 0 0 83. In 2014/15, how many staff will have the use of ipads, laptops, cell phones, blackberrys, or other portable electronic devices paid for by the Department/Ministry/entity; how many will have the use of more than one; what proportion of all staff have the use of these devices; what is the estimated cost; and how do these numbers compare to the previous five years? The Ministry has a pool of laptops and blackberrys that can be used on a short-term basis by any staff member who needs of a portable device for their work. The following table shows the number of each portable electronic device, the number of staff with multiple devices, the proportion of staff members who have ongoing access to portable electronic devices, and the annual cost. Page 22

Device 2009/10 Actual 2010/11 Actual 2011/12 Actual 2012/13 Actual 2013/14 Forecast 2014/15 Estimated ipads 0 0 0 0 0 15 Laptops 17 17 16 15 15 20 Datacards/Laptops with 3G Blackberrys/iPhones/ cellphones Number of staff with multiple devices Proportion of staff using portable devices 8 8 9 10 10 10 19 17 18 19 22 24 11 11 10 10 10 16 33% 29% 30% 27% 29% 50% Annual Cost 2 $42,798 $26,950 $12,419 $11,371 $14,759 $36,960 84. Does the Department/Ministry/entity have a policy about the use of personal email accounts (e.g. gmail accounts) in the workplace; if so, what policies are in place and do those policies include a prohibition on the use of such accounts for official government business? The Ministry s IT policy sets expectations and sanctions about the appropriate and inappropriate use of email and internet on their account. Inappropriate use of email and the internet will be considered serious misconduct in terms of the Ministry s Code of Conduct and will render an employee liable to summary dismissal. 85. How many staff have the use of vehicles paid for by the Department/Ministry/entity; what are the estimated costs; and how do these numbers compare to the previous five financial years? No staff members have the use of vehicles paid for by the Ministry nor have any staff had this paid for in the previous five financial years. 86. What programmes/projects, if any, will be delayed in the 2014/15 financial year and what is the reason for any delay in delivery or implementation? The Committee is referred to the 2013 Major Projects Report and the Estimates of Appropriations 2014/15 for Vote Defence and supporting information. 87. How much has the Department/Ministry/entity and its associated agencies respectively budgeted to spend on internal conferences and seminars, including travel costs, and what is the purpose of each seminar in 2014/15? How does this compare to the last five years? For the last 5 years please include: - Purpose of conference - Venue - Cost (including any travel and accommodation costs) The Ministry does not currently plan to hold any internal conferences and seminars in 2014/15. No internal conferences and seminars have been held previously. 2 Operational cost not capital cost excluding GST. Page 23