Service Performance: Output Class 1- Information Services

Output Performance for the Year Ended 30 June 2005

This output class covers the provision of information as requested by the courts and the New Zealand Parole Board to inform their respective decision-making processes. It includes the provision of psychological reports, remand pre-sentence reports (level 2 assessment reports), reparation reports, same-day reports (level 1 assessment reports), home detention reports and assessments, oral information reports, home leave and pre-release reports for prisoners, and information for extended supervision orders.6 Special purpose reports and advice are prepared for other relevant entities. Also included is the time Probation Officers spend attending court hearings.

OUTPUT CLASS STATEMENT: INFORMATION SERVICES
For the Year Ended 30 June 2006

30/06/05
Actual
$000

 

30/06/06
Actual
$000

Main
Estimates
$000

Supp.
Estimates
$000

 

REVENUE

 

 

 

28,223

Crown

30,299

28,837

29,946

0

Other

0

0

0

28,223

Total Revenue

30,299

28,837

29,946

27,951

Total Expenses

29,866

28837

29,946

272

Net Surplus

433

0

0



*These figures also include the following adjustment under Section 26A of the Public Finance Act 1989:

 

Supp.
Estimates
($000)

Section 26A
Transfer
($000)

Final
Appropriation
($000)

 

30,299

(353)

29,946



OUTPUT 1.1 Sentencing Information and Advice to Courts

This output entails the preparation of reports (relating to remand pre-sentence [level 2], reparation including emotional harm, same-day [level 1], special purpose and oral information reports) that provide the sentencing judge with information on offenders to assist with the sentencing process. Also included is the time a Probation Officer spends attending court. This service includes attendance at court, prosecutions, and attendance at sentencing resulting from Community Probation Service-initiated proceedings.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Budget

Variance

Quantity

 

 

 

 

The number of reports to courts:

29,115

28296

30,000 (1,704)

The number of hours for attendance at courts:

63,809

59846 60,000 (154)

Quality

 

 

 

 

The percentage of reports provided to the following standards:

  • written reports in a specified format
  • verification process specified/rationale for no verification
  • concise, logical and grammatically correct
  • clear statement of recommendation consistent with the law.

92%

94% 95% (1%)

The number of written complaints from judges to be no more than:

6

5

15 (10)

Timeliness

 

 

 

 

The percentage of reports to courts provided to a timetable set through service level agreements to be no less than:

95%

96% 98% (2%)


Comments

Activity in this output class is driven by demand from courts, with 8% fewer requests for reports to courts than anticipated.

The number of written complaints received from judges at five was significantly below the forecast of 15, and compares with six complaints received in the 2004/05 financial year. This lower number continued trends from previous years, whereby the good informal communications channels established between the Department and judiciary mean that judges do not have to resort to formal written complaints.

OUTPUT 1.2 Parole Information and Advice to the New Zealand Parole Board

This output entails the preparation of pre-release reports that provide information to the New Zealand Parole Board about a prisoner's proposed residence and work, and the potential programmes that the prisoner should undertake on release from prison. Included is the time spent investigating release options and reporting on those and appropriate conditions.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Budget

Variance

Quantity

 

 

 

 

The number of New Zealand Parole Board pre-release reports prepared for prisoners:

4217

4575

4600

(25)

Quality

 

 

 

 

The percentage of New Zealand Parole Board pre-release reports provided to the following standards contained in the relevant service descriptions, Public Prisons Service Policy and Procedures Service Manual and Public Prisons Service Sentence Management Manual to be no less than:

  • the reports are clear and concise, identifying major points to enable the Board to make a decision on the prisoner’s release
  • the reports must identify whether statements are fact or opinion; findings are to be derived from the body of the report; recommendations are to address issues, be capable of being implemented and demonstrate that they will achieve the results required
  • each prisoner is involved in the development of his or her report.

100%

100%

100%

0%

Timeliness

 

 

 

 

The percentage of New Zealand Parole Board pre-release reports provided within the deadlines set by the Board to be:

100%

94%

100%

–6%



Comment

The number of pre-release reports prepared for prisoners during the year was in line with expectations.

The percentage of pre-release reports provided to the Parole Board within the set deadlines was down on target but higher than in 2004/05.

During the year, the existing planning and reporting processes were reviewed in consultation with the New Zealand Parole Board, and revised processes and pre-release reports agreed. These changes were expected to improve the timeliness of delivery of reports to the Board. Necessary changes to the Department's computer systems initially delayed implementation of the revised processes and reports. Implementation of the improved reporting processes will take place later in 2006/07 once the changes to the computer systems have been completed.

OUTPUT 1.3 Home Leave Reports

This output entails the provision of home leave reports, including investigating the suitability of the sponsor and residence. The Public Prisons Service has the delegated authority to consider and approve home leave proposals. Community reaction to the planned home leave and the suitability of the proposed accommodation by a prisoner is also assessed.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Budget

Variance

Quantity

 

 

 

 

The number of home leave reports:

672

616

900

(284)

Quality

 

 

 

 

The percentage of home leave reports provided to the following standards contained in the relevant service descriptions and Probation and Offender Services Manual to be no less than:

  • reports completed and all questions addressed
  • concise, logical and grammatically correct.

95%

96%

98%

(2%)

Timeliness

 

 

 

 

The percentage of home leave reports provided within two weeks of request to be no less than:

99%

96%

98%

(2%)



Comment

The number of home leave reports delivered is demand-driven, dependent on an individual offender's decision to apply for home leave. The actual number of reports was below the forecast of 900. This forecast was based on previous years' actual numbers of reports of 1,109 in 2002/03 and 864 in 2003/04.

OUTPUT 1.4 Home Detention Assessments to the New Zealand Parole Board

This output entails the preparation of reports and assessments to the New Zealand Parole Board. The reports are to meet the application criteria including an assessment of the rehabilitative needs of the offender and his or her suitability to serve their sentence under home detention.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Budget

Variance

Quantity

 

 

 

 

The number of home detention specialist reports:

3,438

3013

3900 (887)

Quality

 

 

 

 

The percentage of home detention specialist reports provided to the following standards contained in the relevant service descriptions and Probation and Offender Services Manual to be no less than:

  • written reports in a specified format
  • verification process specified/rationale for no verification
  • concise, logical and grammatically correct
  • statement of recommendations consistent with the law.

95%

97% 98% (1%)

Timeliness

 

 

 

 

The percentage of home detention specialist reports provided within two weeks of the request to be no less than:

88%

90% 98% (8%)


Comment

Demand for home detention specialist reports is driven by a number of factors: the number of offenders given leave to apply for home detention, the number of offenders who apply to the New Zealand Parole Board for home detention, and the number of home detention reports subsequently requested by the New Zealand Parole Board.

There was a steady decline in the number of home detention specialist reports in 2005/06, although this decline tapered off in the last half of the financial year. This resulted in the number of reports being 23% below expectations. The percentage of reports provided within the deadlines agreed with the Parole Board was 8% below the forecast for the year.

However, compliance improved dramatically in the last two quarters. When taken in isolation, both the third and fourth quarter returns for deadline compliance were 93% and 94% respectively. Improvements in the latter half of the year can be attributed to clarification of reporting requirements and changes to the timeframes introduced during the second quarter of the financial year.

OUTPUT 1.5 Psychological Service Information and Advice to Courts and the New Zealand Parole Board

This output entails the preparation of reports that provide the sentencing judge with information on offenders and also entails the assessment, analysis and reporting on offenders who are to appear before the New Zealand Parole Board.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Budget

Variance

Quantity

 

 

 

 

The number of New Zealand Parole Board reports:

987

1,121

900

221

The number of reports to courts:

154

151

100

51

Quality

 

 

 

 

The percentage of New Zealand Parole Board reports provided to the standards contained in service descriptions and the Psychological Service Manual to be no less than:

100%

100%

100%

0%

The percentage of reports to courts provided to the following standards contained in the service descriptions and Psychological Service Manual to be no less than:

  • written reports in a specified format
  • concise, logical and grammatically correct
  • source and reason for referral are clearly stated
  • all relevant and appropriate information included
  • sources of information well documented and verified
  • clear statement of recommendations for further investigation
  • complies with the Code of Ethics of the NZ Psychological Society 1986.

100%

100%

100%

0%

Timeliness

 

 

 

 

The percentage of New Zealand Parole Board reports provided within deadlines set by the Board to be:

100%

100%

100%

0%

The percentage of reports to courts provided to a timetable set through service level agreements to be:

100%

100%

100%

0%



Comment

The high volume of reports to the New Zealand Parole Board continued throughout the year, with the year-end result 25% above forecast levels. Activity in this output is driven by demand from the New Zealand Parole Board, within the context of its business rules and the provisions of Section 107 of the Parole Act 2002. A review undertaken of requests received during the year confirmed that requests conformed to business rules.

The number of psychological reports to courts is demand-driven and continued to exceed forecast volumes with the year-end result 51% above forecast levels.

OUTPUT 1.6 Information Services for Extended Supervision Orders

This output entails the provision of information for courts and the New Zealand Parole Board in respect of extended supervision orders. The output includes Psychological Service health assessments of offenders for whom an order may be sought, applications to courts for the orders, and applications to the New Zealand Parole Board to set conditions for the orders.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Budget

Variance

Quantity

 

 

 

 

The number of health assessments completed on offenders for whom an extended supervision order is considered:

93

96

56

40

The number of extended supervision applications to courts:

64

47

56

(9)

The number of applications to the New Zealand Parole Board for special conditions (for offenders who are subject to an extended supervision order):

21

46

56

(10)

Quality

 

 

 

 

The percentage of health assessments provided to the following standards:

  • written assessments in a specified format
  • verification process specified
  • required information provided where available
  • clear statement of recommendation consistent with the law.

100%

100%

100%

0%

The percentage of applications to courts provided to the following standards:

  • written assessments in a specified format
  • verification process specified
  • required information provided where available
  • clear statement of recommendation consistent with the law.

100%

100%

100%

0%

The percentage of reports to the New Zealand Parole Board provided to the following standards:

  • written assessments in a specified format
  • verification process specified
  • required information provided where available
  • clear statement of recommendation consistent with the law.

100%

100%

100%

0%

Timeliness

 

 

 

 

The percentage of applications to courts provided within deadlines to be:

100%

100%

100%

0%

The percentage of applications to the New Zealand Parole Board provided within deadlines agreed with the Board to be:

62%

100%

100%

0%



Comment

The health assessment volumes are predicated on the risk levels determined by the Psychological Services' risk measurement.

The number of health assessments completed on offenders for whom an extended supervision order was considered was 71% above the forecast levels. Child-sex offenders are all assessed by a psychologist prior to their first appearance before the Parole Board and a significantly greater number than anticipated were assessed as “sufficiently high-risk” to warrant a health assessment for extended supervision. Next year's outputs are expected to be closer to forecast volumes.

The lower than expected number of applications to the New Zealand Parole Board for special conditions was due to delays in the application process brought about by offenders defending extended supervision orders and longer than anticipated court processes.

All applications to courts and the New Zealand Parole Board were provided within the agreed deadlines and to the standards set out in the 2005/06 Statement of Intent.