Implementing machinery of government changes

Tabled Report 17: 2022–23

Tabled date

2023-06-28

Report year

2022-23

Whole of government

Entities audited

Not identified in the published HTML audit scope.

Recommendations

1. QAO's text Addressed to: that, before the next Queensland general election, the Public Sector Commission, in conjunction with departments and with oversight from the Public Sector Governance Council

   We recommend that, before the next Queensland general election, the Public Sector Commission, in conjunction with departments and with oversight from the Public Sector Governance Council:

   • revisits the corporate services thresholds developed in 2020 (referred to in the principles outlined in the Public Sector Commission’s A framework to support preparations and implementation of machinery of government (MoG) changes, to guide the allocation of corporate services employees depending on the complexity of services and size of a department) to ensure they remain appropriate
   • updates and shares information on corporate structures, staffing, experience of senior corporate staff, and shared service arrangements/corporate partnerships. Use this to identify and assist any departments that may face challenges with machinery of government changes.

2. QAO's text Addressed to: When future machinery of government changes are being implemented, we recommend the Public Sector Commission and departments consistently apply the principles in the Public Sector Commission’s A framework to support preparations and implementation of machinery of government (MoG) changes and have reference to the corporate services thresholds in assessing the allocation of employees between departments. This

   When future machinery of government changes are being implemented, we recommend the Public Sector Commission and departments consistently apply the principles in the Public Sector Commission’s A framework to support preparations and implementation of machinery of government (MoG) changes and have reference to the corporate services thresholds in assessing the allocation of employees between departments. This should ensure each department has a minimum viable corporate services function, and should overcome any ongoing challenges from past changes. This should be overseen by the Public Sector Governance Council, consistent with its responsibilities under the Public Sector Act 2022.

3. QAO's text Addressed to: If information becomes available that indicates employee or budget decisions made following a machinery of government change have had adverse unintended consequences, we recommend a process be established for a workforce or budget review by the Public Sector Commission or Queensland Treasury. This could be part of the existing functions of the Public Sector Governance Council under the Public Sector Act 2022 – to request public sector reviews. This process

   If information becomes available that indicates employee or budget decisions made following a machinery of government change have had adverse unintended consequences, we recommend a process be established for a workforce or budget review by the Public Sector Commission or Queensland Treasury. This could be part of the existing functions of the Public Sector Governance Council under the Public Sector Act 2022 – to request public sector reviews. This process should be documented in existing frameworks and guidelines published by the Public Sector Commission and Queensland Treasury.

4. QAO's text Addressed to: We recommend that the Public Sector Commission develops a suite of templates for departments to use when implementing machinery of government changes, including for project plans, terms of reference for project groups, risk registers, management reporting, and lessons learned. The Public Sector Commission’s A framework to support preparations and implementation of machinery of government (MoG) changes

   We recommend that the Public Sector Commission develops a suite of templates for departments to use when implementing machinery of government changes, including for project plans, terms of reference for project groups, risk registers, management reporting, and lessons learned. The Public Sector Commission’s A framework to support preparations and implementation of machinery of government (MoG) changes should be expanded to include worked examples and case studies that incorporate these templates. This should also help departments to focus on areas that need more attention after a change, including culture and records.

   We recommend departments:

   • improve their documentation of key processes and actions performed as part of their implementation of machinery of government changes
   • as part of the finalisation of the project, assess lessons learned in order to inform management and central agencies of what went well and of areas requiring further improvement.

   This will assist in the transfer of knowledge and experience in preparation for a future machinery of government change.

5. QAO's text Addressed to: We recommend that Queensland Treasury updates Guidelines for Machinery of Government (MoG) changes to outline the action that departments need to take to resolve disagreements over errors identified in sign-off forms. This

   We recommend that Queensland Treasury updates Guidelines for Machinery of Government (MoG) changes to outline the action that departments need to take to resolve disagreements over errors identified in sign-off forms. This should stipulate that errors need to be assessed from the perspective of the smallest department.

6. QAO's text Addressed to: all departments

   We recommend that all departments:

   • identify the information they hold in physical and electronic form
   • in consultation with Queensland State Archives, develop digitisation policies and prepare a plan to digitise paper records that are required to be retained
   • prioritise digitisation of processes so that records are created in approved business applications and systems
   • implement a records disposal program (that reviews records held by departments against an approved retention and disposal schedule) to ensure records are disposed of appropriately and at the correct time
   • ensure all records that belong to another government department as a result of previous machinery of government changes are appropriately transferred.

   Ensure systems are compatible across government and facilitate good recordkeeping (all departments)

7. QAO's text Addressed to: We recommend that departments prioritise implementing whole-of-government systems, or systems that are compatible with those used by other Queensland Government departments, and meet minimum records management requirements. This

   We recommend that departments prioritise implementing whole-of-government systems, or systems that are compatible with those used by other Queensland Government departments, and meet minimum records management requirements. This should ensure recordkeeping is in accordance with government policy, and allow for the transfer of records following a machinery of government change. Technologies could then be leveraged that provide a greater ability to access records across multiple systems.

1. QAO's text Addressed to: We recommend the Department of the Premier and Cabinet and Queensland Treasury take the following actions for future government restructures: Provide advice to the incoming or returning government on potential impacts of restructures, including the key risks to be managed and estimated costs to implement, drawing on lessons learnt from past machinery of government changes. Require departments to articulate, measure, and report on the benefits to be achieved from the machinery of government change and the cost to implement the restructure. This

   We recommend the Department of the Premier and Cabinet and Queensland Treasury take the following actions for future government restructures:

   • Provide advice to the incoming or returning government on potential impacts of restructures, including the key risks to be managed and estimated costs to implement, drawing on lessons learnt from past machinery of government changes.
   • Require departments to articulate, measure, and report on the benefits to be achieved from the machinery of government change and the cost to implement the restructure. This should include guidance on how to measure and report benefits and costs.

Authoritative report — Queensland Audit Office

Report PDF on QAO