Policy Teams Guideline
Likely areas of activity and key outputs of a Policy Team
On this page
1. Scoping the issues
A Policy Team will generally begin by scoping key issues. It may be useful to record these in an issues paper, give other NZAID staff the opportunity to comment (e.g. via email and a Friday Forum), and take the paper to either AIDMGT or the Evaluation and Research Committee for guidance
2. Information gathering and analysis
A Policy Team may undertake some or all of any research or review work using relevant methods (e.g. literature/file/AMS searches, staff and/or stakeholder questionnaires, interviews or focus groups).
In some cases, there may be advantages (e.g. independence, depth of inquiry or analysis and efficiency) in engaging an external expert to undertake a formal piece of research or review work. Any plans to engage external contractors (including associated costs) need to be reflected in the ToR. The NZAID Approved Contractor Scheme (ACS) is the first port of call for selecting an external contractor and the Group Administrator, SAEG, needs to be brought into the process around budget planning.
Possible key outputs from information gathering and analysis steps include:
- a list of relevant information sources
- specific terms of reference for any external researcher/reviewer
- reports from any external researcher/reviewer with findings and, where requested, recommendations
- a record capturing Policy Team decisions on any findings or recommendations put forward by an external researcher or reviewer.
3. Drafting key outputs
For the development of new policy or strategy key outputs are likely to include:
- a draft policy statement or strategy;
- cover submission(s) to AIDMGT;
- submission(s) to the responsible Minister and external relations Cabinet Committee recommending release of the new policy for public consultation and, if necessary, endorsement of any changes following consultation .
For reviews of an existing policy or strategy, a key output will be a submission to the NZAID Evaluation and Research Committee (and possibly AIDMGT) on the Policy Team’s overall findings from the review, and any recommendations on proposed changes to a policy or strategy. Where changes to policy or strategy are proposed, key outputs are also likely to include:
- a revised policy or strategy incorporating proposed changes
- a submission to the responsible Minister and relevant Cabinet Committee proposing changes to a policy or strategy for public consultation, and, if necessary, endorsement of any changes following consultation.
Style of submissions to Ministers or Cabinet Committees
The Policy Team leader must ensure that all submissions conform with MFAT/NZAID guidance on Ministerial submissions, and with the Cabinet Office Manual and other Cabinet Office requirements for submissions to Cabinet Committee.
4. Information sharing during development and review processes
Regular staff updates facilitate agency-wide buy in to Policy Team processes and outputs. Each Policy Team sets out plans to keep staff (including at Posts) updated on progress in their ToR.
There are five main methods of communication available to Policy Teams:
- establish a dedicated site on the NZAID intranet containing ToR, team records, any research papers, any draft papers under consultation
- brief regular (say quarterly) update emails. Until staff based at post can access the intranet, this mechanism is key for keeping them up to date
- briefings at group meetings
- Friday fora (e.g. to brief staff on ToR)
- catch up cafes.
5. Consultation
It is important to distinguish between information sharing (discussed above in sub section 4) and consultation. During a consultation process, a Policy Team formally invites feedback from others on issues or outputs and must actively consider any feedback provided.
Consultation whilst developing a policy or strategy or during a review process
A Policy Team may consult other NZAID staff and key external stakeholders (e.g. specialist groups, partner countries) during developmental stages (e.g. in scoping issues, or in specific research or review work that will inform the Policy Team’s overall findings and recommendations).
A Policy Team will outline any plans to consult NZAID staff and, in particular, other stakeholders in its ToR, and draw these explicitly to the attention of AIDMGT when seeking approval of ToR.
Planning for consultation on draft policy or sector/thematic strategy
When seeking AIDMGT approval of a draft new policy statement or strategy (for consultation), or proposed revisions to an existing policy statement or strategy, a Policy Team will need to submit a Consultation Plan to AIDMGT for approval. The plan will include any requests for funding (e.g. for consultation events).
Internal consultation on a draft policy statement or strategy
The usual process for internal consultation is NZAID staff, followed by MFAT and then other stakeholders. Following AIDMGT approval of draft papers, a Policy Team will first consult all NZAID staff and relevant MFAT Divisions, allowing at least a month for this process. Other New Zealand Government agencies with a particular interest in a policy area are consulted at this time.
It is important to consult in a way that promotes the widest possible input. At a minimum, people should have the opportunity to comment by email and at a dedicated consultation workshop (e.g. Friday Forum).
Following internal consultation, Policy Teams meet to discuss feedback, agree any amendments to draft papers and submit papers to AIDMGT highlighting consultation feedback and key amendments made to papers.
See Annex 4: Internal and external consultation for further information about processing input from consultation processes and informing stakeholders of the outcome of internal consultation.
External consultation on a draft policy statement or strategy
External consultation follows authorisation of a draft new policy or strategy, or proposed revisions to an existing policy or strategy by the Minister and, where relevant, the Cabinet.
In addition to circulating consultation documents to key stakeholders for comment, and inviting comment via the internet, it is recommended that Policy Teams plan to hold at least one consultation forum for key external stakeholders in Wellington. If demand is likely, consultation fora may also be held in Auckland and Christchurch.
Plans (and associated costs) for external consultation are included in the Policy Team’s Consultation Plan.
See Annex 4: Internal and external consultation: Recommended detailed steps for guidance on getting materials out for external consultation, processing feedback, and informing stakeholders of the outcome of internal and external consultation processes.
6. Completion
Publishing the new or revised policy or sector/thematic strategy
Once a new or revised policy or strategy is fully approved, the Policy Team Leader asks the Communications Team to arrange publication and printing. The Communications Team may decide to develop or update a summary version of a policy (Policy ‘Lite’).
The Communications Team will lead on these processes in consultation with the Policy Team leader (who, in turn, consults other Policy Team members as appropriate). The Communications Team and policy team agree on the draft ‘Policy Lite’, and then the Executive Director signs it off.
It takes up to six weeks to prepare and print policy and policy ‘lite’ publications.
Launching a new policy
AIDMGT may request that a new policy is officially launched once printed documents are available. If so, the Policy Team Leader liaises with the Executive Assistant to the Executive Director on details for the launch event.
In general, the Executive Assistant will:
- arrange the launch venue, date and other arrangements. Costs are met from the Executive Director’s Budget or contingency funds.
- invite the Minister
- invite NZAID staff, the CEO of MFAT and relevant MFAT Divisions, CEOs and relevant advisors of other government departments, CID and other key stakeholders in Wellington.
AIDMGT will consider launches for revised policy or strategy on a case-by-case basis.
Final wrap up for the Policy Team
It is recommended that Policy Teams hold a final meeting once their ultimate output is completed to celebrate their achievements and record any key lessons about the process they have been through. Lessons are submitted to AIDMGT, held on file and loaded onto the intranet for reference by future Policy Teams.