60. The first House of Lords Business Plan, for the
period to 2006/07, was approved by the House Committee
and published in July 2003 (HL Paper 147 of Session 200203).
It incorporated a five-year Strategic Plan for the House
Administration 20032008, embodying an aim, four objectives,
eight core values, and fourteen primary tasks. The Strategic
Plan is set out in Appendix C.
61. The Business Plan comprised two elements: maintenance
of "business as usual" the delivery of the current
range of services supporting the parliamentary and judicial
functions of the House; and a range of initiatives to implement
the Strategic Plan. These were categorised by reference
to the fourteen primary tasks. Many of these initiatives
were intended to be pursued in later years, and this Report
concentrates on those intended to be begun during 2003/04.
While the emphasis in this Report is on new developments,
the need to maintain "business as usual" is recognised
by the administration to be paramount.33
62. This part of the Annual Report records progress
in relation to each of the primary tasks.
Primary task 1: Ensure that the provision of
services to Members of the House is managed efficiently
and effectively and in a way which is responsive to their
wishes.
63. Supporting the delivery of parliamentary services
is the core function of the Administration. An initiative
to take steps to understand better the wishes of the Members
of the House has led to the undertaking of a survey of
Members' views on facilities and services in the House
of Lords. This comprises a qualitative survey, involving
interviews by professional researchers with a sample of
Members, and a quantitative survey, involving the issue
of a questionnaire to all active Members of the House.
The survey work itself began shortly after the end of 2003/04,
and acting on its findings will be a major priority for
the Administration in 2004/05 and 2005/06.
64. The new Merits of Statutory Instruments Committee
(see above, paragraph 24) was appointed in December 2003.
The Legislation Office was restructured, with the staff
of the Delegated Powers and Regulatory Reform Committee
and the Merits of Statutory Instruments Committee forming
a new Delegated Legislation Section.
65. Provision of IT equipment and support to Members
continued to be developed. The provision of Windows 2000
and Microsoft Office XP to over 300 Members was completed
in the early part of the year. The computer loan scheme
was expanded to offer Members up to two computers each
(one desktop, one laptop) as well as multi-functional printers
combining fax, photocopying, scanning and optical character
recognition (OCR). Some 80 Members were able to benefit
from the additional equipment in 2003/04, and it is available
to all Members from the start of 2004/05.
66. Broadband connections in Members' homes, enabling
high-speed remote access to Parliament and the Internet,
were made available to users of House of Lords computers.
Some seventy Members applied for this service. A pilot
project was also established to support remote access to
Parliament from any Internet computer.
67. The Computer Office helpdesk hours were extended
by an hour until 7 p.m. Mondays to Thursdays during sitting
weeks. A strengthening and restructuring of the Computer
Office made possible the expansion of training opportunities
for Members and staff, including "drop-in" sessions and
visits to offices by Computer Office staff.
68. Work continued on increasing the reliability
of the Parliamentary Network. Proposals for creating a
Critical Services Network were redirected towards improving
resilience and security more generally in the light of
the Network's greater reliability.
69. In conjunction with the House of Commons, the
parliamentary printing contract with the Stationery Office
(TSO) was extended by a year to March 2006. In advance
of the re-letting of the contract steps are being taken
to eliminate typesetting where possible and to undertake
in-house page make-up.
70. The Refreshment Committee issued a questionnaire
to Members. The survey was completed in the summer of 2003.
The results were analysed and recommendations presented
to the Committee in November 2003 and subsequently implemented.
Primary task 2: Anticipate
and provide for the needs of a changing House.
71. While there were no significant changes in the
composition and functions of the House (see paragraphs
2 to 10 above), the Administration has taken steps to prepare
for two proposed changes announced during the year.
A new Supreme Court
72. The proposed new Supreme Court will be supported
by civil servants instead of by staff of the House.34 Arrangements
are being made to ensure a smooth transition. Existing
staff of the Judicial Office have been given the choice
of moving to the Supreme Court or remaining with the House
of Lords, while staff appointed in future will be expected
to move to the Supreme Court. As a result, certain vacancies
in the Judicial Office have been filled by staff of the
Department for Constitutional Affairs on secondment.
New arrangements for the Speakership of the House
73. Preparations have been made for the Administration
to provide support for a Speaker appointed by the House.
(See above, paragraph 6)
Primary Task 3: Provide sufficient accommodation and
facilities to allow Members, Members' staff and the staff
of the House to work in an efficient and safe environment
while maintaining the fabric and heritage of the parliamentary
estate.
74. The refurbishment of Fielden House began during
the year. When it is ready for occupation in January 2005
it will provide accommodation for 55 Members and 25 of
their staff.
75. The main building works for bringing the Victoria
Tower repository up to archival standard were completed
ahead of time, as a result of a demanding programme of
almost continuous decanting of records from strongrooms.
The task of restoring areas of the Tower to archival use
and repatriating the records was begun.
76. The kitchen refurbishment project was begun with
the excavation of a new basement in Peers' Court in the
summer recess 2003. Preparations were made for the second
part of the project, the fitting out of the basement and
the complete renovation of the kitchen areas, which will
begin in the summer of 2004 and is due to be completed
in 2005.
77. The refurbishment of the Library's basement store
rooms was completed in October 2003.
Primary Task 4: Develop a system of corporate governance
and internal control which is open, effective and accountable;
and make further progress with implementing sound financial
management.
78. The Administration has supported the development
of the work of the new Audit Committee. Risk management
is increasingly being embedded within the Administration:
members of the Management Board have specific responsibility
for reporting on identified corporate risks, and each Office
has now developed, and is required to maintain, a list
of risks and measures to mitigate them.
79. The first annual Business Plan was published
in July 2003. The Business Planning Group, chaired by the
new Principal Finance Officer, took the lead in preparing
the second annual Business Plan, for the period 2005/06
to 2007/08, drawing as before on Office business plans.
80. A completely new guide to the principles and
procedures for the taxation of costs in appeals to the
House of Lords was produced in November 2003. This has
been made available both in booklet form and on the Internet.
81. A review of the role of the Principal Finance
Officer has been commissioned, to report by November 2004.
Primary Task 5: Implement a programme to obtain value
for money in all the Administration's activities and
resources.
82. The Audit Committee has approved a series of
value for money (vfm) reviews. A vfm review of procurement
was completed in 2003/04 and, as recommended in that review,
new procurement arrangements under the leadership of the
Principal Finance Officer are to be introduced in autumn
2004.
83. In October 2003 a new indexing process for Hansard
was successfully implemented. Weekly, Cumulative and Bound
Volume indexes are now produced electronically by TSO rather
than manually by a sub-contractor. The cost of the new
system was some £51,000. It has reduced the cost of
the index from over £200,000 in 2002/03 to £21,000
annually.
84. Written ministerial statements (see paragraph
16 above) have been prepared for printing in Hansard using
scanning and OCR (optical character recognition). This
has kept the printing cost to £33.15 per page, rather
than £79.20 per page for copy required to be typeset.
It is planned to extend this method to the printing of
written answers pending establishment of a secure e-mail
link with Government departments enabling written answers
to be received electronically.
Primary Task 6: Continue to make security arrangements
which are appropriate to the assessed level of threat
and allow the House to function effectively, and develop
contingency plans to enable the House and its committees
to continue their work under any circumstances.
85. During the year the Palace of Westminster Special
Service Agreement for the provision of security services
was renegotiated with the Metropolitan Police. It is intended
to link the Parliamentary Security Force with the plans
and facilities of the Metropolitan Police throughout the
capital. The contract is managed by Black Rod and the Serjeant
at Arms of the House of Commons and now includes a requirement
for performance indicators to be monitored monthly.
86. The threat to the House from international terrorism
remains high and as a result additional security measures,
both physical and personal, have been implemented. These
include: improvements to measures regulating vehicle and
pedestrian access at the House entrances; additional CCTV
cameras; a window protection programme; and enhanced manpower
and patrols. Security briefings form part of all Members'
and staff induction courses.
87. Contingency plans have been developed to enable
the House to continue functioning under all circumstances.
88. A bicameral review of security on the Parliamentary
Estate by the Security Service and the Metropolitan Police
was started early in 2004 and will report in October.
Primary Task 7: Develop a strategy for effective communications
between the Administration and Members of the House,
and within the Administration.
89. In January 2004 the first edition of a new Handbook
on facilities and services for Members was published. It
is intended that a new edition should be published annually.
90. New arrangements for the induction of new Members
were developed. These were put into effect for the first
time in June 2004, following the appointment of 46 new
life peers (see paragraph 41 above).
91. The House's Intranet pages continued to be developed see
paragraph 106 below.
92. Regular meetings have taken place between the
Clerk of the Parliaments and the Leader of the House, the
usual channels and the Chairman of Committees.
93. In response to a request from a Member, Hansard
daily parts now include a numerical index to written answers,
in both the printed and electronic versions.
94. The Business Plan included an initiative to codify
practice on parliamentary ethics and standards and provide
written guidance for Members. However, the Sub-Committee
on Lords' Interests of the Committee for Privileges, in
reviewing the Code of Conduct (see above, paragraph 47),
concluded that this should not be taken forward at present,
in view of the need for the Code to have a longer period
to bed down and uncertainty over the House's future membership.
Primary Task 8: Promote public understanding and knowledge
of the House through the development of an external communications
strategy in all media including print, electronic and
speaking activities, and improve both physical access
and facilities for visitors.
95. A second annual edition of the booklet The
work of the House of Lords, focusing on
the 200203 session, was produced in March 2004
and sent to schools and others as well as being made
available on the Internet.
96. A new format Weekly Bulletin for select committees
was introduced. It sets out a calendar of committee meetings,
work in progress, reports and debates in a clear and more
arresting style.
97. The format of Select Committee reports was redesigned,
and the new format was introduced for all Select Committees
of the House with effect from the beginning of the 200304
session. The new format, which allows for an increased
use of space and colour, makes the reports easier to read.
98. Uncorrected transcripts of committee evidence
are now made available on the Internet.
99. Following a successful pilot project, the proceedings
of the House and public meetings of committees are now
webcast on the website parliamentlive.tv. An archive
is available on the site for a period of two weeks.
Examples of publications produced by the House
of Lords Information Office.
100. The bicameral Central Tours Office managed a second
programme of guided tours for the public in the summer
of 2003, and took over the arrangements for providing guides
for tours throughout the year.
101. The House collaborated with the House of Commons
in making plans for improved welcome, reception and information
facilities for visitors, and agreed in principle the construction
of a new reception centre on Cromwell Green.
102. The Record Office's display cases in the Royal Gallery
were replaced and the death warrant of Charles I was returned
to the archives after 25 years' public display in the interests
of its long-term preservation. A proposal for an exhibition
to mark the 400th anniversary of the Gunpowder Plot was
approved, and a business case for a complementary suite
of web pages was agreed.
103. Preparations have continued for the coming into force
of the Freedom of Information Act 2000 in January 2005,
and with it the application to the House of the Data Protection
Act 1998. Arrangements have been established for the publication
of information on Members' expenses (see paragraph 51 above).
Additional information to be added to the Publication Scheme
has been identified. A start has been made in setting up
a system for tracking Freedom of Information and Data Protection
requests that will also generate management information
about the House's effectiveness in meeting its legal obligations
under the Acts. A Freedom of Information and Data Protection
Implementation Group has been established to assist the
Freedom of Information Officer in overseeing final preparations
for the application of the Acts to the House.
Primary Task 9: Exploit information systems and technology
so as to give Parliamentary and public users ready access
to a wide range of Parliamentary information, when they
want it and without having to know where it is held.
104. The Libraries of the two Houses continue to take
the lead in the bicameral Parliamentary Information Management
Services (PIMS) project, which in January 2005 will replace
and extend the existing POLIS system used by both Libraries.
In November 2003, following a competitive tender, the contract
to implement and support PIMS was let. PIMS will provide
a modern solution for the storage, search, retrieval and
management of parliamentary information held in the two
Libraries; and will also form a platform on which the services
available to Members of both Houses of Parliament can be
extended.
105. A study was undertaken to consider whether the House
should follow the House of Commons in introducing a House
Administrative Information System (HAIS) for accountancy
and human resources data. A decision is due to be taken
in 2004/05.
106. The House of Lords Intranet was redesigned during
the year and the range of information available continues
to expand. It already includes a wide range of Library
resources (including online subscription services), Refreshment
Department menus, information and application forms relating
to Members' expenses, a searchable staff directory, details
of the services offered to Members and staff by the Computer
Office, minutes and agendas of domestic committee meetings,
and information about the work of the Management Board.
With a view to bringing the existing intranets of the two
Houses together into a single coherent whole, a bicameral
Web Centre Project was initiated towards the end of the
year.
107. The Record Office website was enhanced as a platform
for highlighting specific aspects of the collections and
for special projects such as Archives Awareness Month in
September 2003. Citizenship, a major online exhibition
making use of key documentary resources, was launched with
The National Archives in April 2003. This provided a valuable
resource for lifelong learning and enhanced the online
profile of the archives as a core resource of Parliament.
Primary Task 10: Extend the electronic delivery of
services wherever appropriate.
108. A range of developments has continued during the
year. In particular, in addition to developments referred
to above and elsewhere in this Report:
(1) Amendments to bills are now accepted by e-mail.
(2) All employment vacancies are now advertised on the
Internet.
(3) The Record Office's archive automation project has
continued to meet its targets. Some 135,000 entries have
been added to the catalogue in the year, including descriptions
of the records of the Public and Private Bill Offices and
Committee Offices of both Houses, and those of the Judicial
Office. Public access to the catalogue (known as Portcullis)
was made available in the Search Room in June 2003, and
planning is under way for full remote access via the Parliamentary
website by April 2005.
Primary Task 11: Pursue
human resources policies which promote the recruitment,
retention and development through training of staff
of high calibre; which encourage diversity and support
innovation; and which provide staff with the skills
and motivation to meet the needs of the House.
109. During the year the Administration began the process
of seeking Investors in People accreditation, with a view
to completing the process by late 2004.
110. Specific developments during the year included the
following:
(1) A new three-year pay agreement was implemented for
grades AD.
(2) Also as part of the three-year pay agreement, a new
autumn development review was introduced for grades AD.
The annual appraisal arrangements for those grades, conducted
in April and May in relation to the year AprilMarch,
were consequently revised and simplified. A similar autumn
development review was introduced for senior staff. Training
was arranged for all staff concerned in the conduct of
development reviews.
(3) The implementation of the new public service pension
scheme was concluded, and preparations were made for the
delivery of new pensions services such as annual benefit
statements.
(4) Agreement was reached with the House of Commons on
new arrangements for
the delivery of shared services in health and safety and for the staff magazine
In House.
(5) The use of the Intranet and Internet in disseminating
information to staff and others, including job applicants,
was greatly expanded.
(6) Revised guidance was produced for the Chairmen and
members of selection and promotion boards.
(7) A performance appraisal form for Housekeepers was
developed, thereby ensuring that all House of Lords staff
receive an annual performance appraisal review from April
2005.
(8) A structured programme for the development of the
Management Board and senior staff has continued through
a series of seminars and an Awayday held in October 2003.
(9) A targeted in-house training programme was introduced
for junior and middle management, based on needs identified
in the new autumn development reviews.
(10) A new equal opportunities and diversity strategy
was adopted.
(11) A training and development strategy, covering all
offices, was adopted.
Primary Task 12: Ensure that records in all media are
created, used and disposed of in accordance with the
business, legal, evidential and archival needs of the
House by applying recognised standards and best practice
in records management.
111. Steady progress was made with the application of
corporate records management policies, which will assist
compliance with the Freedom of Information and Data Protection
Acts and bring business benefits in terms of improved access
to information by staff to aid decision-making and operational
effectiveness.
112. The implementation and maintenance of a Parliament-wide
file classification scheme is on target for completion
in both Houses. The Record Office has provided training
for staff, and advice to offices, at all stages of implementation.
A total of 28 training courses in use of the scheme were
held and over 850 Parliamentary staff have now received
training.
113. The development and approval of disposal authorities
for the destruction and archiving of Parliamentary records
is continuing. It is planned that the authorities will
extend to 28 volumes of disposal practice. The Clerks of
both House approved the first volume, covering the function
of financial management.
114. A bicameral Electronic Document and Records Management
(EDRM) Group oversaw the production of a strategy and business
case for EDRM with the aim of implementing pilot projects
in each House.
Primary Task 13: Develop relationships at the administrative
level with devolved Parliaments and assemblies, Commonwealth
Parliaments and European Union institutions and Parliaments.
115. During the year 47 programmes were arranged for visiting
Speakers, Members and officials from overseas legislatures.
The Overseas Office also arranged visits for participants
in RIPA International and Chevening Scholars programmes.
The Chairman and Clerk of the European Union Committee
gave evidence to the French Senate on the work of the Committee;
and a member of the Committee and its Clerk participated
in an annual meeting with colleagues from the European
Affairs Committees of the Scottish Parliament and Welsh
and Northern Ireland Assemblies.
116. The Clerk of the Overseas Office co-hosted at Westminster
a two-day seminar for heads of scrutiny/committee offices
of the devolved parliaments and assemblies of the United
Kingdom and Ireland; and collaborated with the Commons
in preparation for the first Professional Development Seminar
for UK Clerks, to be held in SeptemberOctober 2005.
117. The Administration took part in the setting up of
a Parliamentary Procurement Forum, comprising representatives
of the two Houses, the Scottish Parliament and the Welsh
and Northern Ireland Assemblies. The House's Procurement
Officer subsequently attended meetings of the Forum in
London, Edinburgh and Belfast.
118. The Administration continued to participate in similar
forums for Principal Finance Officers, Hansard editors
and Freedom of Information officers from United Kingdom
legislatures.
Primary Task 14: Improve existing arrangements for
shared services with the House of Commons and explore
new areas where shared services could benefit the House
of Lords and Parliament.
119. In November 2003 the Clerk of the Parliaments and
the Clerk of the House of Commons appointed a review team,
chaired by Sir Michael Cummins (Serjeant at Arms, House
of Commons) and including the Reading Clerk, to examine
the management structure for IS and IT in Parliament.35 The
review team's report, made in March 2004, recommended the
creation of a new bicameral ICT (Information and Communication
Technology) Service, to incorporate the IS and IT staff
currently employed in the House of Lords and the six departments
of the House of Commons, with a view to providing an improved
level of service to Members and staff in both Houses as
well as better opportunities for IS/IT specialist staff.
The recommendations were subsequently considered, and approved
in general terms, by the House Committee and the Information
Committee. In July 2004 they were approved by the House
of Commons Commission and planning for their implementation
was begun.
115. A bicameral review group examined current and future
arrangements for shared services.
