Open Government Partnership New Zealand National Action Plan 2018-2020
Progress report for: June 2018 – January 2019
Commitment 10: Monitoring the effectiveness of public body information management practices
Lead agency: Department of Internal Affairs (Archives New Zealand)
Objective: To make the management of government information more visible and therefore transparent by developing and implementing a monitoring framework that supports public reporting on the effectiveness of information management by central and local government agencies.
Ambition: New Zealanders and public agencies will be able to see the standards for management of government information and the rates of progress central and local government agencies are making towards meeting those standards.
OGP values: Transparency and accountability
Develop a proposed monitoring framework that reflects the Information and Records Management Standard and includes a suite of consistent and relevant measures to enable public visibility of the effectiveness of agency information management. This could include technology to enable a whole-of-system view of government information holdings and the effectiveness of its management
Commenced: July 2018 – December 2018
Communication and engagement: the proposed framework and its potential options will be consulted on with regulated parties and other potential users
Commenced: July 2018 – July 2019
Rolling it out. Ensuring that the implemented monitoring
activity is useful for, and easily used by, the regulated
agencies to improve performance and that a common view of results is available to all stakeholders (including the public)
Commenced: April 2019 – July 2020
What we have been doing
- Engaging with external stakeholders to test the monitoring framework concept (Milestone 2)
- Refining the framework (Milestone 1)
- Undertaking initial scoping for technology needed for implementation (Milestone 1).
- Drafting the measures that will support the two key monitoring mechanisms: survey and audit (Milestone 1)
- Developing an engagement plan and planning for further external engagement in March – May 2019 (Milestone 2)
- Planning for roll out of survey in June 2019 (Milestone 3)
How we are including diverse voices
- From September to October 2018, we conducted external engagement on the monitoring framework, as a component of our wider Regulatory Programme. The purpose of the engagement was to get our stakeholders’ views on what we’re planning and a sense of where they think we should target our efforts. For the engagement we primarily used a New Zealand-based collaboration tool called Loomio to run moderated discussions.
- The monitoring framework concept was tested through the “Be Supported” component of the Programme. A new monitoring framework emerged as one of the top priorities for regulated priorities.
- We are developing a plan to ensure that responsiveness to Māori is reflected in framework design and implementation.
How we are keeping diverse communities informed
- Findings from external engagement were shared publicly.
- Publish web page on archives.govt.nz dedicated to Commitment 10
- Engage with local government to test appetite for voluntary audit
- Engage with external stakeholders to test survey tool and component questions, presented within the context of the framework
- Continue participating in cross-agency Maturity Framework Working Group (functional leads and Archives New Zealand). The group is looking at the extent to which it makes sense to combine or share elements of different frameworks, to reduce the compliance burden on stakeholders and make navigating the difference frameworks easier.
Links – Evidence of progress and milestones acheved
- Regulatory Programme news item (see Be Supported component)
- Regulatory Programme online discussion (see Be Supported component)
- Findings from Regulatory Programme news item
- Draft schedule of questions and indicators for monitoring (attached). This will be publicised as component of further work on Milestone 2.