REVIEW OF 2001 DEPARTMENTAL REPORTS1, 2
|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 organisations||The 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.
|The Performance Reportwhich covers issues ranging from the Department's role to detailed accounts of performance against Public Service Agreement targetsis provided to foreign officials and academics requiring information on the MoD.
|Journalists||Copies 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 public||The Departmental Reports are frequently drawn upon to respond to queries from members of the public.
|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,|
|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 libraries||Both 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:
|Libraries on all sites||30
|Internal circulation for Ministers, board members and divisions
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
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
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 Departmentgives 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
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
AGENCY (FSA) DEPARTMENTAL
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 Boardpersonal
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
Copies have been included in certain recruitment
information packages, and also for training and business planning
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 Headquartersinitial
distribution of 30 copies.
Ministry of Agriculture, Fisheries and Foodindividual
copies to Ministers and to selected officials.
Department of Healthindividual copies to
Ministers and to selected officials.
HM Treasurycopies for Spending Team Contacts.
National Audit Officecopies 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
Enquiries from abroad (eg the Finnish Food Standards
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
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
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
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 enquiriescolleagues
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 informationhelps
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
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.
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
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
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
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 closelyfor 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:
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
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:||1,635
|Academic research libraries||
|Foreign Embassies in London||
|Development Awareness Working Group||
|NGO Chief Executives||72
|Trades Union Leaders||
|Development Research Institutes/Universities
|Initial distribution to DFID UK and overseas:
|Subsequent demand from DFID mailing house
|GRAND TOTAL TO DATE||3,173
* 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
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
DISTRIBUTION OF NORTHERN IRELAND OFFICE DEPARTMENTAL REPORT
|Recipients||Number of copies
|Secretary of State, Ministers, Permanent Under Secretary, Senior NIO Officials
|Heads of NIO Agencies and Legal Offices
|British Irish Secretariat||2
|Parliament/Commons and Lords Libraries
|NIO Information Offices (Belfast and London)
|NI Assembly and OFM/DFM||26
|Scottish and Welsh Offices||2
|Head of NICS and NI Permanent Secretaries
|Department of Finance and Personnel||9
|Other interested MPs||4
|Members of the House of Lords with an interest in NI
|Treasury Select Committee||12
|NI Select Committee||15
|NDPBs and other interested organisations
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.
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
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
4 February 2002
|Recipients||Number of copies of report
|Select Committee Members and Clerks||44
|Parliamentary Private Secretaries||4
|Senior Civil Service staff in DTI||200
|DTI finance staff||57
|Other DTI staff||35
|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
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
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
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