Parliamentary Strengthening Cluster WORLD BANK GROUP GLOBAL GOVERNANCE PRACTICE COMMITTEE BUSINESS PROCESSES

Sequencing of Business Processes 2 1. Work planning 2. Preparation for meetings 3. Conduct of meetings 4. After meetings

Work Planning 3 1. Work planning 1. Work planning 2.Preparation for meetings 3. Conduct of meetings 4. After meetings  PAC Secretariat identifies all outstanding SAI reports  PAC Secretariat receives new reports from SAI  PAC Secretariat prepares briefing for Committee with recommendations on which reports to prioritise the following year  Chairman convenes PAC in private at start of year: Members agree which reports to prioritise Sub-committees are assigned groups of reports PAC Secretariat recommends a forecast of meetings Chairman confirm meeting schedule (may happen on a quarterly basis)  PAC Secretariat publishes calendar of meetings

Preparation for Meetings 4 1. Work planning 1. Work planning 2.Preparation for meetings 3. Conduct of meetings 4. After meetings a.PAC Secretariat prepare a list of possible witnesses b.Chairman agrees provisional list of witnesses c.PAC Secretariat calls for submission of written evidence from potential witnesses and also issues a general invitation d.PAC Secretariat sifts evidence and make recommendations for amendments to list of witnesses e.Chairman agrees final list of witnesses and schedule of hearings f.PAC Secretariat requests written/oral briefing from AGP on key issues to be discussed g.PAC Secretariat briefs auditee on key issues and requests further written briefing h.After receipt of f and g, PAC Secretariat and SAI prepare briefing paper for Members with possible initial lines of questioning i.PAC Secretariat prepares draft meeting notice for each meeting including proposed timings for each witness or group of witnesses j.Chairman approves meeting notice k.PAC Secretariat issues meeting notice l.Members receive briefing paper

Conduct of Meetings 5 1. Work planning 1. Work planning 2.Preparation for meetings 3. Conduct of meetings 4. After meetings a.PAC convene in private for 20 minutes: i.Receive oral briefing from AGP and PAC Wing ii.discuss briefly the aim of each witness examination iii.allocate questions b.The Chairman opens meeting in public i.First group of witnesses are invited to take their places – maximum of seven witnesses per organisation at any one hearing ii.Chairman gives brief introduction iii.AGP make very brief statement on key issues identified iv.Each question, as allocated, is put to witnesses v.Witnesses respond vi.Supplementary questions are put to witnesses vii.Process at iv – vi continues until end of time allocated to first group of witnesses viii.Process at i – vii continues until all witnesses have been heard or no time left c. PAC reconvene in private: i.Consider key findings ii.Consider if witnesses need to be recalled or other witnesses added to list iii.Consider if further written evidence should be called for iv.Members agree Record of Decisions

After Meetings 6 1. Work planning 1. Work planning 2.Preparation for meetings 3. Conduct of meetings 4. After meetings  PAC Secretariat archives audio recording of meeting in digital format  PAC Secretariat publishes Record of Decisions to all Members, SAI, witnesses and on web site  PAC Secretariat prepares draft report based on evidence and Record of Decision  Chairman convenes PAC in private to consider draft report and give Order to be Printed with any amendments agreed  PAC tables report and, immediately after adoption, PAC Secretariat publishes on web site with copies to all Members, SAI and witnesses  Chairman writes to relevant Principal Accounting Officer to request a response within time period agreed by the legislature  PAC Secretariat publish Ministry response when received  PAC Secretariat request SAI to provide comments on Ministry response  PAC meet to consider Ministry response

After Meetings – Follow-up 7 1. Work planning 1. Work planning 2.Preparation for meetings 3. Conduct of meetings 4. After meetings c. Follow-up reporting: i.PAC Secretariat requests Principal Accounting Officer to provide a report on actions taken ii.PAC Secretariat drafts follow-up report prepared for PAC with recommendations as to whether there should be a further hearing iii.Chairman convenes PAC in private to consider follow-up report and if any further hearings are needed iv.PAC tables follow-up report and, after adoption by legislature, PAC Secretariat publishes on web site with copies to all Members, SAI and Principal Accounting Officer v.SAI is requested to comment on further action on recommendations in each subsequent audit report