Principle 5: Economy and Efficiency
Context:
The ethical principle of economy and efficiency in public administration seeks to obtain value for every public dollar spent by the department. Employees possess stewardship of a range of valuable financial resources and public assets that are used to provide high-quality educational and training services to the Queensland community.
Public resources include not only material, physical and financial resources, but also people skills and knowledge, work time, intellectual property, and official information. Intangible assets such as corporate learning, public support, positive staff morale, and professional commitment are also regarded as valuable assets.
The misuse or wasteful use of public resources is considered to be a serious matter and may involve official misconduct or maladministration.
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In this section:
Obligations
Standards
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5.1 Obligations
Each of us has an obligation to:
- ensure that all departmental resources are used for official purposes (or approved limited exceptions) and not wasted or used extravagantly
- ensure that any claims for expense payments are made in accordance with whole-of-government and departmental policy and procedures, and only for costs incurred to conduct departmental business
- ensure that all electronic communication systems are used appropriately in accordance with government and departmental policy (refer also to Principle 2, Section 2.2.2 (b) of this Code).
- follow departmental policies and procedures in respect to approved asset management and user charging policy where departmental resources have been approved for use by the community or non-government entities.
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5.2 Standards
The following sections outline the standards you must adopt in your daily work for the department in a number of areas.
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5.2.1 Efficient resource management
Employees responsible for purchasing, using and disposing of any departmental resource should comply with the requirements of:
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5.2.2 Using equipment and consumable resources
- You must ensure that all departmental equipment, resources, and consumable items are used only for the work and business of the department. The following limited and occasional private use of department equipment and resources may occur providing it does not adversely affect the performance of your work duties, or the work duties of others, or the reputation of the department (see below for vitally important information regarding employees potentially being dismissed for certain activities involving use of ICT facilities and devices):
- limited, occasional and brief private telephone calls and faxes
- limited and occasional use of a photocopier
- limited and occasional use of the departmental email and Internet system subject to the government policy on use of the Internet and electronic mail (see below for details)
- limited and occasional use of computers
- limited and occasional use of meeting rooms.
- You must ensure that departmental equipment is maintained and used in accordance with the manufacturer's requirements, and that all use is both safe and legal.
- You must have approval to use departmental equipment and resources off site for work purposes, and must ensure they are safely stored and secured.
- You must ensure they do not breach copyright law or licensing arrangements when copying any departmental property, such as software, library and reference materials, or copying other property for departmental use.
- All principals, Institute Directors, managers, and other officers in charge must observe the department's asset management policy.
- You must ensure that correct and ethical and procedures are followed in relation to scrapping or disposal of government assets (refer to CMC guidelines
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5.2.3 Using the departmental Internet, intranet, and electronic mail
In accordance with the Queensland Government Information Standard 38 - The Use of ICT Facilities and Devices; you are advised that you may be dismissed if you are found intentionally downloading, storing or distributing pornography using Government owned information and communication technology facilities and devices.
You must comply with the Government's Policy and Principles Statement:Use of Internet and Electronic Mail Policy and Principles Statement (new window) which advises that you will be disciplined and potentially dismissed for the misuse of the internet or electronic mail in respect of material which is offensive or unlawful, although not pornographic. A pattern of behaviour (for example, repeated use), is a factor for consideration in determining disciplinary measures (including dismissal).
Except for official purposes, it is a breach of this code to use the departmental Internet or electronic mail system to access, store, or transmit words or images that are sexually explicit, violent or contain other offensive material. Material will be deemed to be offensive if it shows a lack of respect for persons and a reasonable person finds the material offensive.
Networks such as the Intranet and its connections to the Internet represent a potential risk to the integrity of the department and the security of its computer systems. For example, unauthorised access and use of confidential information can severely damage the reputation of the department and its officials, undermine personal privacy and expose the department to costly litigation.
Limited personal use of communication and information devices is permissible, in keeping with the Queensland government 's commitment to the development of a responsive and flexible public sector in which there is recognition of family and community responsibilities and their impact on work.
The following principles apply to the use of communication and information networks and devices within DET.
- The department will not tolerate computers being used deliberately for sending, receiving, and/or copying inappropriate material.
- You may only transmit information via communication and information networks and devices if you are authorised to do so and in accordance with the relevant departmental protocols.
- You may not share your password/s with another person, share another person 's password/s, or record password/s where they may be found by others.
- Electronic messages, telephone and facsimile bills, and electronic files are subject to record keeping, archiving, freedom-of-information (FOI) requests, and audit requirements.
- The department monitors the use of these networks and devices, and you may be called upon to explain your use of them.
When using the department 's computer systems, you must not deliberately access, store or forward communication where doing so might result in a breach of the Copyright Act 1968 (Cth), the departmental Information Standards and Guidelines or this Code.
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Example: Inappropriate employee use of departmental email and publication
An employee who alleges that he is the subject of workplace bullying by his supervisor details the allegations in a departmental email and forwards it to numerous people that he knows in and outside the department who have no authority to respond or intervene in the matter. The employee's action has left him vulnerable to legitimate complaint by his supervisor.
The appropriate course of action would have been for the employee to communicate this information to sources that are authorised to receive it, such as a departmental employee advisor, the employee's industrial association, or to use the department's grievance resolution process.
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5.2.4 Motor Vehicles
Departmental motor vehicles must always be acquired, maintained and used in accordance with the Department's FLM-PR-001: Vehicle Management Policy (AM-04).
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5.2.5 Commercial Use of Departmental Resources
Departmental resources, such as school and institute facilities, grounds and sporting equipment, can be made available for community and commercial use in accordance with the relevant departmental code of practice.
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5.2.6 Provision of alcohol at official functions and residential workshops
As a general rule alcohol will not be provided at departmental expense at official functions and/or residential workshops unless the Director-General has provided prior approval.
Staff may however choose to purchase alcohol at their own expense where activities are being conducted outside officers' usual working hours.
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