This guidance gives examples of the kinds of information that we would expect the Welsh Assembly Government to provide in order to meet its commitments under the model publication scheme. We would expect the government to make the information in this definition document available unless:
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it does not hold the information;
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the information is exempt under one of the FOI exemptions or Environmental Information Regulations (EIRs) exceptions, or its release is prohibited under another statute;
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the information is archived, out of date or otherwise inaccessible; or,
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it would be impractical or resource-intensive to prepare the material for routine release.
The guidance is not meant to give a definitive list. The legal commitment is to the model publication scheme, and authorities should look to provide as much information as possible on a routine basis.
This information should also be provided for any executive agencies or other bodies within the government. References to “departments” in this guidance include these bodies. For example, we would expect an executive agency to publish information about its management board and accounts in the same way as the government itself.
The government retains legal responsibility for ensuring that this information is made available in accordance with the publication scheme, even if practical responsibility for implementing it is delegated to the other body.
Who we are and what we do
Organisational information, structures, locations and contacts.
We would expect information in this class to be current information only.
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Roles and responsibilities
The government should be providing both outline and detailed information about its roles and responsibilities, and the roles and responsibilities of people working in it at senior level.
An explanation of the internal structures of the government: referring to its functions; indicating the relationship of different Ministerial departments of the government with other departments both internal and external; and how the structure relates to the roles and responsibilities.
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Information about legislation relevant to the government’s functions
An explanation of the legislative basis of the government’s activities. An explanation of legislation introduced by the government to the Welsh Assembly.
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Lists of and information about organisations the government is responsible for, those it works in partnership with and those it sponsors
As most of these bodies will be responsible for their own affairs, we expect this information needs only to be enough to identify the relationship between these bodies and the government.
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Ministers, Deputy Ministers, the Counsel General, Chief Executives, management board members and senior executives
Identification of, responsibilities of and biographical details of Ministers, senior civil servants in the government and those making strategic and operational decisions about the provision of the government’s services. Biographical details that are not work related should be published only with consent.
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Locations of, and contact details for, the Welsh Assembly Government
This should cover the government at all levels from the central body to offices open to the public for conducting the government’s business. Where possible, give named contacts.
What we spend and how we spend it
Financial information about projected and actual income and expenditure, procurement, contracts and financial audit.
The minimum we would expect is that financial information for the current and, in due course, previous two financial years should be available.
If money is allocated to specific cost centres and this information helps to explain how public money is spent, the government should consider publishing it.
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Financial statements, budgets and variance reports
Financial information in enough detail to allow the public to see where money is being spent, where the government is or has been planning to spend it, and the difference between the two. Financial information should be published at least annually and, where practical, we would also expect half yearly or quarterly financial reports to be provided. Revenue budgets and budgets for capital expenditure should be included.
Information should be made available on major plans for capital expenditure including any private finance initiative and public-private partnership contracts.
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Spending reviews
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Financial audit reports
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Staff and board members’ allowances and expenses
Details of the allowances and expenses that can be claimed or incurred. It should include the total of the allowances and expenses paid to individual senior staff and management board members by reference to categories. These categories should be produced in line with the government’s policies, practices and procedures and will be under headings like travel, subsistence and accommodation.
The total of the allowances and expenses incurred by or paid to Ministers by reference to categories. These categories should be produced in line with government guidelines and will be under headings like travel, subsistence and accommodation.
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Pay and grading structures
This may be provided as part of the organisational structure and should indicate, for most posts, levels of pay rather than individual salaries.
Details of procedures for acquiring goods and services. Contracts available for public tender.
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Lists of contracts awarded and their value
We would normally expect the government to publish details only of contracts that are large enough to have gone through formal tendering.
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Financial statements for projects and events
If there are identifiable projects, we would expect the publication scheme to cover at least the financial reports that indicate actual expenditure against original project budgets. The larger the project, the greater the detail that should be available. Similarly, where organised events are publicised, their cost should be available through the scheme.
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Internal financial regulations
What are our priorities and how are we doing
Strategies and plans, performance indicators, audits, inspections and reviews.
We would expect information in this class to be available at least for the current and, in due course, previous three years
Below is a list of the type of information that we would expect the government to have readily available for publication. Any other reports or recorded information showing the government’s planned or actual performance should normally be included.
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Strategic plans
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Annual business plan
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Annual report
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Internal and external performance reviews
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Inspection reports
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Impact assessments
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Service standards
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Statistics produced in accordance with government requirements
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Public service agreements
How we make decisions
Decision-making processes and records of decisions.
We would expect information in this class to be available at least for the current and, in due course, previous three years
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Major policy proposals and decisions
Information that can be made available to the public without damaging relations with other governments or the development of government policy.
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Background information for major policy proposal and decisions
This will include facts, and analyses of facts, relevant and important to framing major policy proposals and decisions.
Details of consultation exercises with access to the consultation papers or information about where the papers can be obtained. The results and outcomes of consultation exercises.
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Regulatory impact assessments
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Minutes of senior level meetings
We would expect management board minutes and the minutes of similar meetings where decisions are made about providing services to be readily available. This excludes information that is properly regarded as private to the meeting.
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Reports and papers provided for consideration at senior-level meetings
Information presented to those at meetings making executive decisions. This excludes information that is properly regarded as private to the meeting.
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Internal communications guidance, criteria used for decision-making, internal instructions, manuals and guidelines
If access to internal instructions, manuals and guidelines for dealing with the business of the government would help the public understand how decisions are made, these should be readily available. We would not expect information that might damage the government’s operations to be revealed.
Our policies and procedures
Current written protocols, policies and procedures for delivering our services and responsibilities.
We would expect information in this class to be current information only.
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Policies and procedures for conducting government business
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Policies and procedures for delivering our services
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Policies and procedures for recruiting and employing staff
Codes of practice, memoranda of understanding and similar information should be included. A number of policies, for example equality and diversity, and health and safety, will cover both the provision of services and the employment of staff. If vacancies are advertised as part of recruitment policies, details of current vacancies will be readily available. The
Welsh Language Scheme in accordance with the Welsh Language Act 1993 and
policies and procedures for handling requests for information should be included.
Standards for providing services to the department’s customers, including the complaint procedure. Complaints procedures will include those covering requests for information and operating the publication scheme.
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Records management and personal data policies
This will include information security policies, records retention, destruction and archive policies, and data protection (including data sharing) policies.
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Charging regimes and policies
Details of any statutory charging regimes should be provided. Charging policies should include charges made for information routinely published. They should clearly state what costs are to be recovered, the basis on which they are made, and how they are calculated.
Lists and registers
We expect this to be information contained only in currently maintained lists and registers.
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Public registers and registers held as public records.
If the government is required to maintain any register and make the information in it available for public inspection, the existing provisions covering access will usually be adequate. However, we expect authorities to publicise which public registers they hold, and how the information in them is to be made available to the public. Where registers contain personal information, the government must ensure that it considers the data protection principles.
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Asset registers and information asset registers
We would not expect the government to publish all details from all asset registers. We would expect some information from capital asset registers to be available. If the government has prepared an information asset register for the Re-use of Public Sector Information Regulations 2005, it should publish the contents.
If the government produces a disclosure log indicating the information provided in response to requests, it should be readily available. Disclosure logs are recommended as good practice.
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Register of gifts and hospitality provided to Ministers and senior personnel
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Any register of interests kept by the government
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Other lists required by law
The services we offer
Information about the services we currently provide including leaflets, guidance and newsletters produced.
Generally this is an extension of part of the first class of information. While the first class provides information on the roles and responsibilities of the government and its Ministers, this class includes details of the services the government provides, internationally, nationally and locally as a result of them. It will benefit the public to have ready access, for example, to everything from information about the services provided internally within the government to the information readily available at a public counter. The starting point would normally be a list or lists of the services the government is responsible for, linked to details of these services.
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Regulatory responsibilities
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Services for public authorities
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Services for industry
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Services for other organisations
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Services for members of the public
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Services for which the government is entitled to recover a fee together with those fees
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Government circulars
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Leaflets, booklets and newsletters
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Advice and guidance
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Media releases
Version 2
23 October 2008
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