EMPOWERING THE PUBLIC ACCOUNTS COMMITTEE: PLANNING FOR EFFECTIVE

ENQUIRIES – A CASE OF MALAWI

A PRESENTATION AT TRAINING OF PAC MEMBERS BELONGING TO THE SADCOPAC

HELD AT UFULU GARDENS HOTEL, LILONGWE, MALAWI, 17TH – 20TH DECEMBER, 2012

ByJoseph Manzi

Malawi PAC Clerk

OUTLINE OF THE PRESENTATION1. Introduction

2. When can PAC meet?

3. Planning for Committee meeting/inquiries: Key Factors to consider

4. Sources of information for the inquiry

5. Preparation of Questions for the inquiry

5. Good Practices for effective result of an inquiry

6. Conclusion

INTRODUCTION• Level of effectiveness of a PAC meeting/enquiry

would largely depend on how the meeting/inquiry was initially planning and also how its programme is implemented

• Proper planning and proper execution of the plan, among other factors, would undoubtedly yield desirable result of the inquiry while the opposite of this, on the other hand, is also true.

WHEN CAN PAC MEET?

• According to the Rules of the House for the Malawi Parliament, Committees (PAC inclusive) may meet either during Meetings of the House or during recess.

KEY FACTORS TO CONSIDER WHEN PLANNING FOR PAC MEETINGS

a) Nature of business – e.g. Auditor General’s Report, Treasury Minute, Field visit, etc.

b) Parliamentary Calendar – In order to determine the dates/period for the meetings, there is need to take into account other major parliamentary activities, e.g. Plenary Meetings

c) Funding available would determine the duration of a PAC meeting. In Malawi, the calendar for all Committee meetings is agreed upon by a Committee of all Chairpersons

SOURCES OF INFORMATION FOR AN INQUIRY

a) Relevant procedural documents – e.g. Constitution of the Republic or any relevant Acts of Parliament, Standing Orders

b) Audit Reports or Treasury Minutec) Background Papers (Research Papers)d) Prepared Questionse) Written responses submitted by concerned

Controlling Officers

PREPARATION OF QUESTIONS FOR AN INQUIRY

• Draft Questions for the inquiry are usually prepared by the PAC Secretariat which comprises parliament staff (PAC Clerks, Researchers, etc) and the Auditors from the Auditor General’s Office.

• PAC is supposed to consider and adopt the draft Questions before commencement of an inquiry

GOOD PRACTICES FOR AN EFFECTIVE INQUIRY

1. Adequate notice for the Committee meetings – for both, Members and the witnesses (those summoned to appear before the Committee). Malawi Parliament has prescribed two weeks as adequate notice period for a Committee meeting.

2. Notice should clearly indicate the dates, time and agenda of the meeting.

3. Coaching the Controlling Officers on the required standard of responses

4. Documents (sources of information) should be available in adequate quantities for the Committee

Good Practices (Cont’d)

4. Holding pre-inquiry sessions – for the Committee to formally review and adopt the draft Questions and also for the Members to familiarize themselves with the audit issues and responses submitted by the Controlling Officers

5. Establish good rappour with the Controlling Officers during the inquiry. For example, start with a General Overview Session of his or Ministry before discussing the substantive audit queries.

6. Flexibility without losing focus 7. Exit Summary

CONCLUSION• Proper planning and management of an inquiry

would yield effective result of it.• This is a process – before, during and after an

inquiry. All stages ought to be managed properly.

END!