How to Measure the Success of Your Annual Report: A Guide for Australian Government Agencies

Annual reports are more than just a legal obligation for Australian Government agencies. They are also a powerful tool to showcase your achievements, communicate your impact, and demonstrate your accountability to the Parliament and the public.

But how do you know if your annual report is effective? How do you measure its success and use the feedback to improve your performance reporting and evaluation?

In this blog post, we will share with you some tips and best practices on how to measure the success of your annual report, based on the latest guidance from the Australian National Audit Office (ANAO) and the Public Governance Performance and Accountability Act 2013 (PGPA Act).

What is the PGPA Act and why is it important?

The PGPA Act is the cornerstone of the Australian Government's performance framework. It establishes a set of principles and requirements for planning, measuring, and reporting on performance, as well as for managing public resources.

The PGPA Act aims to ensure that government entities are transparent and accountable for their performance, and that they provide meaningful information to the Parliament and the public on their outcome achievement.

One of the key components of the PGPA Act is the annual performance statements, which are intended to show whether entities are delivering the results that they have been tasked by the government with delivering.

The annual performance statements are part of the annual report, and they should be consistent with the entity's corporate plan and portfolio budget statements.

The annual performance statements are part of the annual report, and they should be consistent with the entity's corporate plan and portfolio budget statements.

How to develop clear and measurable performance criteria?

The first step to measure the success of your annual report is to develop clear and measurable performance criteria that align with your entity's purpose, objectives, and outcomes.

Performance criteria are the indicators that you use to measure and report on your performance. They should reflect the impact of your activities on the community, and not just the outputs or processes that you deliver.

Some of the characteristics of good performance criteria are:

• They are relevant to your entity's purpose and objectives, and they address the key aspects of your performance.
• They are reliable and verifiable, meaning that they are based on sound data and evidence, and that they can be replicated and validated by others.
• They are complete and balanced, meaning that they cover both the positive and negative aspects of your performance, and that they provide a comprehensive picture of your performance.
• They are appropriate and proportionate, meaning that they are suitable for your entity's size, complexity, and risk profile, and that they do not impose unnecessary burden or cost.

Some examples of performance criteria are:

• The percentage of customers who are satisfied with your service or product.
• The number of people who benefit from your program or initiative.
• The amount of revenue or savings that you generate or achieve.
• The extent to which you meet or exceed your targets or benchmarks.

How to collect and analyse relevant and reliable data and evidence?

The second step to measure the success of your annual report is to collect and analyse relevant and reliable data and evidence to support your performance criteria and demonstrate your achievement of results.

Data and evidence are the sources of information that you use to measure and report on your performance. They should be consistent with your performance criteria, and they should be sufficient and appropriate to support your claims.

Some of the characteristics of good data and evidence are:

• They are relevant to your performance criteria, and they address the key aspects of your performance.
• They are reliable and accurate, meaning that they are based on sound methods and sources, and that they are free from errors and bias.
• They are timely and current, meaning that they are collected and reported within a reasonable timeframe, and that they reflect the most recent situation or period.
• They are comparable and consistent, meaning that they are collected and reported using the same methods and standards, and that they allow for comparison over time or across entities.

Some examples of data and evidence are:

• Surveys, feedback, or testimonials from your customers or stakeholders.
• Reports, evaluations, or audits from internal or external sources.
• Statistics, metrics, or indicators from your systems or databases.
• Case studies, stories, or examples from your projects or activities.

How to report on performance in a way that is consistent, accurate, and transparent?

The third step to measure the success of your annual report is to report on your performance in a way that is consistent, accurate, and transparent, and that provides a balanced and comprehensive picture of your performance.

Reporting on performance is the process of communicating your performance results to the Parliament and the public, as well as to your own management and staff. It should be done in accordance with the PGPA Act and the relevant guidelines and standards.

Some of the characteristics of good performance reporting are:

• It is consistent with your corporate plan and portfolio budget statements, and it aligns with your performance criteria, data and evidence.
• It is accurate and complete, meaning that it reflects the actual performance results, and that it includes all the relevant information and disclosures.
• It is transparent and accountable, meaning that it explains the methodology and assumptions behind your performance measurement and reporting, and that it identifies the limitations and uncertainties of your data and evidence.
• It is balanced and comprehensive, meaning that it covers both the positive and negative aspects of your performance, and that it provides a holistic picture of your performance.

Some examples of performance reporting are:

• Annual performance statements, which are part of the annual report, and which show whether you have achieved your planned performance.
• Performance dashboards, which are visual tools that display your performance results in a clear and concise way.
• Performance stories, which are narrative reports that highlight your achievements, challenges, and lessons learned.

How to use performance information to inform decision-making, learning, and improvement?

The fourth and final step to measure the success of your annual report is to use your performance information to inform your decision-making, learning, and improvement, and to respond to emerging issues and challenges.

Using performance information is the process of applying your performance results to your strategic and operational planning, management, and evaluation. It should be done in a continuous and iterative way, and it should involve your stakeholders.

Some of the benefits of using performance information are:

• It helps you to monitor and evaluate your performance, and to identify your strengths and weaknesses.
• It helps you to learn from your experience, and to share your knowledge and best practices with others.
• It helps you to improve your performance, and to implement changes and innovations to achieve better outcomes.
• It helps you to respond to emerging issues and challenges, and to adapt to changing circumstances and expectations.

Some examples of using performance information are:

• Performance reviews, which are regular meetings or discussions where you assess your performance results and identify areas for improvement.
• Performance feedback, which is the process of seeking and providing input and advice from your customers, stakeholders, or peers on your performance results and improvement actions.
• Performance improvement plans, which are documents that outline your performance goals, actions, and indicators, and that track your progress and achievements.

Conclusion

Measuring the success of your annual report is not only a legal requirement, but also a valuable opportunity to showcase your achievements, communicate your impact, and demonstrate your accountability.

By following the four steps outlined in this blog post, you can develop clear and measurable performance criteria, collect and analyse relevant and reliable data and evidence, report on your performance in a way that is consistent, accurate, and transparent, and use your performance information to inform your decision-making, learning, and improvement.

By doing so, you can not only comply with the PGPA Act and the ANAO guidance, but also enhance your performance reporting and evaluation, and ultimately, improve your performance and outcomes.

Remember, your annual report is not just a document, but a story. A story of how you are delivering value to the Australian community, and how you are making a difference in the world.

So, what are you waiting for? Start measuring the success of your annual report today, and share your story with pride and confidence.

Wordwallah specializes in ensuring your annual report is polished to perfection. Call us at 02 9159 0661 or email admin@wordwallah.com.