Service Performance: Output Class 10- Service Purchase and Monitoring

This output class involves the development, management and monitoring of agreements for the provision of services entered into with external providers. Also included in this output class is the provision of custodial assurance, inspectorate and national systems services.

OUTPUT CLASS STATEMENT: PURCHASE AND MONITORING
For the Year Ended 30 June 2006

30/06/05
Actual
($000)

 

30/06/06
Actual
($000)

Main
Estimates
($000)

Supp.
Estimates
($000)

 

REVENUE

 

 

 

1,529

Crown

1,589

1,476

1,629

0

Other

0

0

0

1,529

Total Revenue

1,589

1,476

1,629

1,529

Total Expenses

1,589

1,476

1,629

80

Net Surplus

(37)

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)

 

1,589

40

1,629



OUTPUT 10.1 Purchase and Monitoring of Service Delivery

This output involves the development, management and monitoring of:

  • Internal Purchase Agreements with the Department's five internal providers of corrections services (Public Prisons Service, Community Probation Service, Psychological Service, Intervention Services and Corrections Inmate Employment).
  • Services purchased from external providers, in particular with NZPARS.
  • Interagency agreements with other government agencies, in particular, the agreements with Child, Youth and Family and the Ministry of Justice, and memoranda of understanding with the New Zealand Police, Ministry of Social Development, ACC, Ministry of Health, Inland Revenue Department, Department of Building and Housing, New Zealand Parole Board, Housing New Zealand Corporation and Career Services. Service delivery is monitored in terms of quantity and quality, and remedial action is taken if service delivery is unsatisfactory.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Forecast

Variance

INTERAGENCY AGREEMENTS

 

 

 

 

Quantity

 

 

 

 

The number of interagency agreements managed by Corporate Management:

13

13

12

1

Quality

 

 

 

 

The percentage of interagency agreements managed in accordance with the review and reporting provisions to be no less than:

100%

100%

100%

0%

Timeliness

 

 

 

 

The percentage of interagency agreements that are renegotiated and/or reviewed by the date specified to be no less than:

100%

100%

100%

0%



Comment

In addition to the interagency agreements listed above, memoranda of understandings were signed with the Office of the Ombudsmen and the Department of Labour in late 2004/05.

The number of interagency agreements in place at 30 June 2006 was one above forecast. It was hoped to subsume the agreement with Child, Youth and Family into the agreement with the Ministry of Social Development prior to 1 July 2006, but this merger was not achieved by that date.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Forecast

Variance

INTERNAL PURCHASE AGREEMENTS AND EXTERNAL CONTRACTORS

 

 

 

 

Quantity

 

 

 

 

The number of Internal Purchase Agreements with internal providers:

5

0

5

(5)

The number of contracts for services with external providers negotiated and managed by Corporate Management:

3

1

1

0

Quality

 

 

 

 

The percentage of Internal Purchase Agreements and contracts for services with external providers that meet the following standards to be:

  • services are clearly described
  • performance measures and standards are specified
  • price and payment regime (including incentives as appropriate)
  • format and dates of reporting requirements are specified.

100%

0%

100%

(100%)

The percentage of Internal Purchase Agreements and contracts for services with external providers that are regularly reviewed and reported on in terms of the following criteria to be:

  • the procedures are being followed
  • service delivery and performance measures are as specified
  • the quality of service delivery and performance is as specified
  • the manner, timing and form of reporting are as laid down.

100%

100%

100%

0%



Comment

The Department discontinued the practice of Internal Purchase Agreements, as their provisions are adequately addressed through the Department's Statement of Intent and Performance Management System.

The reduction in contracts for services with external providers negotiated and managed by the Corporate Management Group reflects the fact that the Public Prisons Service now manages the Arts Access Aotearoa Limited and the Books in Prison Trust contracts.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Forecast

Variance

COMMUNITY FUNDING CONTRACTS

 

 

 

 

Quantity

 

 

 

 

The number of community funding contracts to be negotiated with external providers:

99

81

110

(29)

Quality

 

 

 

 

The percentage of community funding contracts with a value of $20,000 (or over) that have performance measures and standards to the following criteria to be:

  • the correct parties to the contract are specifically identified and the parties have legal power to contract and are a legal entity
  • the term of the contract has been identified
  • the price is identified in the schedule of the contract
  • the payment regime is specified
  • the format and dates of reporting requirements are stated
  • the mechanism for resolving disputes is stated
  • the programme is clearly described (including programme aims, content and delivery process)
  • the contract is legal.

100%

100%

100%

0%

Timeliness

 

 

 

 

The percentage of community funding contracts with values of $20,000 (or over) agreed and in place by the agreed date to be no less than:

100%

57%

95%

(43%)



Comment

The total number of community programme funding contracts negotiated was below forecast for the year. The forecast was based on the actual numbers of contracts negotiated of 140 in 2002/03 and 95 in 2003/04. Community programme funding contracts are negotiated as required by regional and area managers in order to meet the demand for programme places for offenders to address issues such as domestic violence, alcohol or drug use and sex offending.

Of the 81 contracts negotiated during the year, 19 had a value of $20,000 and over. All of these contracts conformed to the performance measures and were monitored to ensure compliance. Eleven (57%) of these 19 contracts were in place by the agreed date of 1 July, with slight delays to the signing of the remaining eight contracts resulting from the need for detailed negotiation of specific provisions in the contracts. A national contracting project is underway to improve performance by addressing issues such as staff training on performance monitoring, contract length and terms and conditions, and recording/reporting processes.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Forecast

Variance

CONTRACTS WITH COMMUNITY RESIDENTIAL CENTRES

 

 

 

 

Quantity

 

 

 

 

The number of contracts between the Probation and Offender Services and community residential centres:

3

3

3

0

The percentage of contracts for services with community residential centres that meet the following standards:

  • services are clearly described
  • performance measures and standards are specified
  • price and payment regime is specified (including incentives as appropriate)
  • format and dates of reporting requirements are specified.

100%

100%

100%

0%

The percentage of contracts for services with community residential centres that are regularly reviewed and reported on in terms of the following criteria to be:

  • the procedures are being followed
  • service delivery and performance measures are as specified
  • the quality of service delivery and performance is as specified
  • the manner, timing and form of reporting are as laid down.

100%

100%

100%

0%



Comment

Standardised contract documentation, which includes performance standards, was in place for all three contracts.

OUTPUT 10.2 Provision of Inspectorate Services

This output involves the provision of an inspectorate service that monitors systems and standards in relation to sentence management, investigates incidents, investigates complaints received from offenders and ensures that the complaints system within prisons is working as intended.

The Inspectorate also provides reports to the Assurance Board and is independent of the services that it inspects.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Forecast

Variance

Quantity

 

 

 

 

The number of inspections in the inspectorate work programme as approved by the Assurance Board

 

 

 

 

   • Routine visits:

96

97

100

(3)

   • Special investigations:

12

15

20

(5)

Quality

 

 

 

 

The percentage of inspections that are carried out to the following criteria to be:

  • to a quality which satisfies the Assurance Board
  • according to the guidelines and standards of the New Zealand Institute of Internal Auditors

100%

100%

100%

Nil

Timeliness

 

 

 

 

All reports on routine inspection visits will be completed within one month of the visit:

98% 89% 100% (11%)

All reports on routine inspection visits will be finished within one month of visit. All special reports will be finished within the time period agreed in the terms of reference for the investigation:

98%

98%

100%

(2%)



Comment

This was a busy year for the Inspectorate, with an unanticipated rise in complaint numbers during the last quarter and a record number of formal monitoring assignments undertaken.

The requirement to prioritise completion of investigations and monitoring assignments, combined with the increased volume of complaints resulted in three routine visits being cancelled, and several not meeting the agreed timelines for completion.

OUTPUT 10.3 Provision of National Systems Services

This output involves:

  • the development and maintenance of service specifications and national systems
  • the administration of the Victim Notification Register
  • the provision of offender records services
  • the administration of statutory appointments and delegations affecting offender management.

2004/05

Performance Standard 2005/06

Performance Measure

Actual

Actual

Budget

Variance

Quantity

 

 

 

 

Number of national systems maintained:

new measure 17 17 0

Number of service descriptions maintained:

new measure 47 47 0

Number of applications for inclusion on the Victim Notification Register:

new measure 523 600 (77)

Number of personal records established for prisoners:

new measure 4,226 n/a1 4,226

Number of decisions on offender management made under specified statutory delegations:

new measure

1,456

1,000

456

Quality

 

 

 

 

Percentage of national systems and service descriptions that comply with legislation:

new measure 100% 100% 0%

Number of justified complaints by victims:

new measure 0 n/a2 0

Percentage of offender records established in accordance with the agreed procedures: new measure 100% 100% 0%

new measure 100% 100% 0%

Percentage of offender management decisions made that are not overturned on review: new measure 100% 97% 3%

new measure

100%

97%

3%

Timeliness

 

 

 

 

Percentage of national systems and service descriptions that are reviewed as scheduled:

new measure 100% 100% 0%

Percentage of applications for inclusion on the Victim Notification

Register processed within 10 working days of being received:

new measure

100%

100%

0%

Percentage of offender records established within 10 working days of reception to prison: new measure 100% 100% 0%

new measure

100%

100%

0%

Percentage of offender management decisions made within specified timeframes: new measure 100% 100% 0%

new measure

100%

100%

0%



Comment

The number of offender management decisions made under specified statutory delegations is demand-driven and was higher than expected. This may be partially attributable to the higher than expected number of prisoners being managed within the prison system

(i.e. more prisoners generating more applications) as well as an unanticipated increase in the demand for such decisions from prisoners and prisons.

The percentage of offender management decisions made that are not overturned on review was in line with expectations for the year.

The number of applications for inclusion on the Victim Notification Register is outside the Department's control and relies on referrals from New Zealand Police.


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1 No forecast was included in the 2005/06 Statement of Intent.

2 No forecast was included in the 2005/06 Statement of Intent.