Select Committee on Treasury Appendices to the Minutes of Evidence

Annex A


House of Commons Defence Committee, Committee Clerks The House of Commons Defence Committee's inquiry into the MoD Annual Reporting Cycle is focused on the Departmental Reports. Copies were therefore sent to all HCDC members, and to the Clerks of relevant Committees.
Cabinet members, Opposition/Lib Dem spokespersons To communicate the MoD's future spending plans and past performance, copies of the Departmental Reports were sent to all members of the Cabinet, and to the Opposition and Liberal Democrat Defence and Treasury spokespersons.
Laying before Parliament, House libraries and press galleries To announce publication of the Departmental Reports, copies were laid before Parliament, placed in the libraries of both Houses, and made available in the House of Commons press gallery.
International organisationsThe Performance Report is a major component of the UK's annual Defence Planning Return to the Organisation for Security and Co-operation in Europe, and copies were thus provided to all member states and to the Organisation's headquarters.
Foreign officials,
The Performance Report—which covers issues ranging from the Department's role to detailed accounts of performance against Public Service Agreement targets—is provided to foreign officials and academics requiring information on the MoD.
JournalistsCopies of the Departmental Reports are held by the MoD Press Office, and are available to journalists and defence correspondents as and when required.
Members of the publicThe Departmental Reports are frequently drawn upon to respond to queries from members of the public.
Regional government
As part of the MoD's ongoing liaison activities, the Performance Report was sent to each of the nine regional government offices in England, to the Scottish Executive, and to the Welsh Assembly.
Heads of MoD divisions,
Defence Agencies
The Departmental Reports are important elements of the MoD's internal communication strategy, and copies of both documents were sent to the heads of every major division in the Department and to all Defence Agency chief executives. Additional copies of the Performance Report have also been provided to the Armed Forces' recruitment and training Agencies, and this Report often forms a valuable part of the induction process for new civilian entrants to the Department.
MoD colleges and librariesBoth documents are widely used as reference sources of publicly available information.
1 The Government's Expenditure Plans 2001-02 to 2003-04 and Main Estimates 2001-02: Ministry of Defence (Cm 5109, April 2001).
2 MoD Performance Report 2000-01 (Cm 5290, November 2001).

Department for Education and Skills

  Thank you for you letter of 10 January about the use we made of the copies of the Departmental Report delivered to us. The Department of Education and Employment received 1,000 copies of the Departmental Annual Report. In summary they were distributed:

Employment Service
Libraries on all sites
Press Office
Labour Attaches
Internal circulation for Ministers, board members and divisions
Vote Office
Paper Office
Parliamentary Office

  The remainder of the stock was kept for general use eg to give to visiting dignitaries.

  The Department previously sent copies to other external partners, but given increased use of the internet, the Department decided in 2001 to make the report available to its partners in electronic format only.

  The report is used as a reference document on policy plans and projects in the Department.

24 January 2002

Department for the Environment, Food and Rural Affairs

  In your letter of 10 January you asked for an analysis of uses to which the 2001 MAFF Departmental Report were put. Usage within the former MAFF can be categorised, in fairly generic terms, as Reference, Research, Education and Induction. A further breakdown is set out below:

    —  a reference source for the Department's aims, objectives, PSA targets, performance and responsibilities;

    —  a reference document for identifying Departmental policy including, historical agreements and background on major issues;

    —  a starting point for contributions to future Departmental reports, other reports, briefings, speeches and presentations;

    —  used to check financial and business data, including statistics and headline expenditure figures;

    —  used by new entrants, consultants and contractors to the Department—gives a good overview of what the Department is about, what it is doing and hopes to do in the years ahead;

    —  used to deal with and answer PQ's and other miscellaneous queries.

  The general consensus is the Departmental Report is of particular value, as it is the only internal report that brings together all aspects of Departments' activities and provides a consistent source of information.

12 February 2002

Food Standards Agency

  Thank you for your letter of 10 January 2002.

  The Food Standards Agency took 940 copies of the Departmental Report Spring 2001. The summary attached lists the uses to which these copies have been put.

  Please let me know if you require any further information.

24 January 2002


  The Department took 940 copies of the Departmental Report Spring 2001. While we do not retain records of the distribution of every individual copy, the list below indicates the uses to which copies have been put.


    —  Chairman, Deputy Chair, and Board—personal copies;

    —  Copies supplied on request for distribution to stakeholder groups and interested individuals, and for display/distribution at stakeholder events and conferences;

    —  Copies are held in the FSA library;

    —  Personal copies to Chief Executive, Deputy Chief Executive, Directors, Heads of Division and Heads of Branch, and further copies have been supplied on demand to other staff throughout the FSA, including those in our offices in Scotland, Wales, and Northern Ireland;

    —  Copies have been included in certain recruitment information packages, and also for training and business planning purposes;

    —  Copies have gone to European Union colleagues, and many have been given to foreign delegations and other visitors;

    —  Secretariats of scientific and other Advisory Committees have supplied personal copies to Chairs and all members.

    —  Meat Hygiene Service Headquarters—initial distribution of 30 copies.

    —  Ministry of Agriculture, Fisheries and Food—individual copies to Ministers and to selected officials.

    —  Department of Health—individual copies to Ministers and to selected officials.

    —  HM Treasury—copies for Spending Team Contacts.

    —  National Audit Office—copies for auditors working on FSA accounts.

  Other individual copies have been given to, for example:

    —  Consultants planning on bidding for, or already working on, FSA projects;

    —  Writers and designers contracted to work on FSA projects;

    —  Enquiries from abroad (eg the Finnish Food Standards Agency);

    —  Valued personal contacts in other government departments and outside agencies.

  A small stock of copies (approximately 80 copies) is still held by FSA Business Planning branch.

Foreign and Commonwealth Office

  Thank you for your letter dated 10 January in which you asked for an analysis of the uses to which the FCO put its copies of the Departmental Report.

  The FCO ordered 1,400 copies of the Departmental Report from The Stationery Office at the time of publication. Of these, 679 were distributed to FCO departments in London and 721 were distributed among our Posts overseas. A further 56 copies have been ordered over the course of the year by individual FCO departments and Posts. These figures include the copies that departments and Posts supplied to third parties (eg overseas contacts or foreign embassies in London).

1 February 2002

Department of Health

  Thank you for your letter of 10 January 2002 requesting information on the uses made of the copies we take of our own Departmental Report. The information requested is given below.

  Total order is 2,500 copies

  233 copies go to the vote offices, Parliamentary bookshops and HMSO.

1,100 copies distributed to Health Authority and Trust Chief Executives, Social Services Directors, Private Offices, Press Office, Parliamentary Branch as well as advance copies to lay before Parliament.

  9 copies are taken by the Treasury Health Team.

  1,103 are sold through The Stationery Office either singularly or in boxed sets.

  The remainder (55) are held by the team that co-ordinates the Departmental Report exercise. Copies are sent out on request for some of the following reasons:

    —  Reciprocal copies are sent to the other Whitehall Departments.

    —  Distributed to branch head/officials internally as useful aide memoirs.

    —  Finance colleagues as reference/informative document or as a desk aid for general/public enquiries.

    —  Branch resource for non-finance colleagues (as they include the latest budget figures).

    —  Desk aide for general enquiries—colleagues feel comfortable being able to quote anything in the DR as all the information in it is in the public domain.

    —  Occasionally sent out to public/researchers/schools/colleges when conducting larger projects requiring lots of finance information—helps cut down on the number of man hours colleagues spend responding to large scale/cross-programme queries.

  I hope this helps to answer you query. Please let me know if I can be of further assistance.

31 January 2002

Home Office

  Your letter of 10 January 2002 was passed to me for response.

  The Home Office ordered approximately 1,250 copies of its 2000-2001 Annual Report, which were distributed on our behalf by The Stationery Office. Recipients on our "stock" distribution list included:

    —  The House of Commons Library.

    —  Each member of the Cabinet.

    —  The Shadow Home Affairs spokesman, and the Lib Dem Home Affairs Spokesman.

    —  Home Affairs correspondents in the press.

    —  Every prison governor.

    —  Home Office Regional Crime Reduction directors.

    —  Every Home Office Head of Unit.

  A courtesy copy was also sent to the planning sections of other government departments.

  The remaining copies are held in stock by us, to be distributed if needed. Each unit in the Home Office tends to hold a copy for consultation.

  Assessment after publication last year revealed the most "useful" areas of the report to be:

    —  Departmental aims, objectives and targets.

    —  Introduction to departmental activities.

    —  Reports on progress against PSA targets.

    —  Reports on cross-cutting PSAs.

  I hope this information is helpful. Please do not hesitate to contact me if you have any further questions.

24 January 2002

Inland Revenue

  You wrote on 10 January asking how we use the copies that we take of this report. I have been asked to reply on his behalf.

  As you know Departments are accountable both to Parliament and to the public for their plans, performance and resources. The Departmental report is one of the means by which we communicate this information.

  Clearly, the Treasury Committee is a prime audience and we send copies to it. The other key audience is the department's senior managers and the majority of the copies we take are distributed to them. Copies are also sent to other parts of Whitehall with which we work closely—for example Customs, DWP, Treasury, and other fiscs abroad. The report is also posted on our Internet and Intranet sites so is available to the wider public, media and department's staff, though it attracts little media attention. Our annual report of performance published in the autumn attracts more media attention.

  To sum up the main audience for our copies are:

    —  Treasury Committee;

    —  senior officials and contributors in the department;

    —  other government departments and fiscs.

  I hope this is helpful and please get in touch if I can help further.

30 January 2002

Department for International Development

  Thank you for your letter of 10 January. I hope the following information will assist in the completion of your Review.

  DFID ordered 5,000* copies of its 2001 Departmental Reports from The Stationery Office.

  These have been distributed as follows:

DR Launch (Lancaster House invited audience)
Mailing to key audiences:
Academic research libraries
British Embassies
Foreign Embassies in London
Business CEOs
Development Awareness Working Group
Devolved Assemblies
EU Parliamentarians
Other Donors
NGO Chief Executives
Trades Union Leaders
Development Research Institutes/Universities
Church/Faith Groups
Parliamentary Unit
Initial distribution to DFID UK and overseas:
Subsequent demand from DFID mailing house

* Following strong demand for the Government's Second White Paper on International Development, we increased our normal DR print run 2,000 copies to 5,000. Each DR is available free of charge from DFID, and is downloadable electronically via our website. Copies can also be purchased from The Stationery Office.

29 January 2002

Law Officers Department

  Thank you for your letter of 10 January.

  I can confirm that on behalf of the Law Officers departments, the Crown Prosecution Service ordered 250 copies of the Report. Of these some 185 remain with the CPS and the remainder are divided between the Serious Fraud Office, Treasury Solicitor's department and Legal Secretariat to the Law Officers, as the other members of the Law Officers' departments.

  The CPS distribute their copies to senior management within the headquarters, press office, libraries, finance, business managers and to the Chief Crown Prosecutors in the 42 areas across England and Wales. A copy is also available on their website.

  The Serious Fraud Office distribute theirs within their headquarters to senior management, press, finance and policy offices and also place a copy on their website. Externally they pass copies to the auditors at the Inland Revenue and the National Audit Office.

  The Treasury Solicitor's department similarly pass their small number of copies to senior management, finance and library.

  The Legal Secretariat as "private office" to the Law Officers also receive a small quantity which are passed to the Attorney and Solicitor General, head of department and to the Parliamentary Clerk for laying in both Houses for the benefit of Members.

1 February 2002

Lord Chancellor's Department

  LCD purchased 530 copies from TSO. Officials still have about 100 copies in our main building on Victoria Street.

  Copies were distributed through the department and court service, and were particularly in demand when the commissioning note for this year's report was sent out.

  Other copies were sent to libraries and similar organisations who wrote requesting them, and copies were sent to our stakeholders and working partners.

  I hope that covers all the points from your letter, please do not hesitate contacting me if you need any further information.

Northern Ireland Office

  Thank you for your letter of 10 January.

  The information you requested is attached: I hope it is in the form you wanted. If there are any problems, I know you will not hesitate to come back to me.

25 January 2002


Number of copies
Secretary of State, Ministers, Permanent Under Secretary, Senior NIO Officials
Heads of NIO Agencies and Legal Offices
British Irish Secretariat
Parliament/Commons and Lords Libraries
NIO Information Offices (Belfast and London)
No 10
HM Treasury
NI Assembly and OFM/DFM
Scottish and Welsh Offices
Head of NICS and NI Permanent Secretaries
Department of Finance and Personnel
Other interested MPs
Members of the House of Lords with an interest in NI
Treasury Select Committee
NI Select Committee
NDPBs and other interested organisations

Scotland Office

  In your letter of 10 January you sought information in connection with the above Review.

  The Scotland Office purchased 150 copies of the 2001 Departmental Report for its own use. Copies went to:

    —  The Scottish Affairs Committee.

    —  Scotland Office Ministers.

    —  Other UK Government Ministers.

    —  The Scottish Executive.

    —  SO departmental officials.

    —  Treasury officials.

    —  Ministerial or official visitors.

  We still have a few copies left for the discerning reader!

  I am copying this letter to the Treasury's General Expenditure Policy team as requested.

1 February 2002

Department of Trade and Industry

  Thank you for your letter of 10 January to our Parliamentary Clerk, asking for information on the use made of our copies of the DTI's 2001 Departmental Report. He has passed this letter to me as the person responsible for producing our Departmental Report.

  Please find attached a table showing a breakdown by category of the copies that we sent out. If you need a more detailed breakdown, or have any questions about the table, please contact me.

  I hope that this is helpful. I am copying this letter to the Treasury.

4 February 2002

Number of copies of report
Shadow Cabinet
Select Committee Members and Clerks
DTI Ministers
Parliamentary Private Secretaries
Senior Civil Service staff in DTI
DTI finance staff
Special Advisers
Other DTI staff
People in other Government departments

Department of Transport, Local Government and the Regions

  Thank you for your letter of 10 January in which you asked us to provide an analysis of the uses to which the former DETR puts copies of the annual reports it retains. It would be difficult for the Department to provide this information without carrying out a detailed survey of all who received copies. However, we can provide information on how the copies were circulated and how they are used within the Department.

  DETR took a total of 800 copies of its 2001 annual report. This included the copies that were laid before Parliament, distributed to Select Committee members and the House Libraries. About 500 copies were for internal circulation within the Department and to interested external bodies. These included other Government Departments, NDPBs and other organisations with a close interest in the DETR. In addition our press office took 120 for media circulation. We retain a small stock in case of further requests for copies.

  For staff within the Department the report provides an easily accessible general reference book on the Department's activities and expenditure. It is used on a day-to-day basis in answering correspondence, general enquiries and preparing briefing. In addition the report lists details of useful contacts and related websites. The report is also available on the DTLR website in HTML format and incorporates links to other related websites.

29 January 2002

HM Treasury

  I am sorry you have not had an earlier reply to your letter of 10 January asking what use was made in the Treasury of the copies we took of the 2001 Departmental Report of the Chancellor of the Exchequer's Departments.

  The Treasury received 135 copies. They are being used internally for reference purposes, with some 20 copies having been made available to media organisations for information.

12 February 2002

Wales Office


  I refer to your letter of 10 January, about the uses to which copies of Departmental Reports were put. I am sorry for not replying before now.

  We sent copies of our 2001 Departmental report to all MPs from Welsh constituencies or on the Welsh Affairs Select Committee or the Welsh Grand Committee, and to all Assembly Members. We have also sent a small number of copies to members of the public who have asked for it, or asked for information contained in it. Copies were also given to some other departments.

Department for Work and Pensions

  Thank you for your letter of 10 January.

  The Department makes its Report widely available both as hard copies and on the intranet and internet. This was also the case in the former Department of Social Security. Since the intranet has been developed, the Department has reduced the number of hard copies distributed internally. Most recipients would use the report for reference purposes.

  Within the Department it is used as an unrestricted source of briefing, providing material to answer Parliamentary Questions and a wide range of enquiries from academics and from members of the public.

  Our Press Office distributes copies to contacts within the media, as well as using the material for items it issues. Like many departments, we have delegates from overseas visiting and we often give them the Departmental Report as a useful summary of the Department's activities.

1 February 2002

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