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Namibia - Print Unit Benchmarking NAMIBIA - PRINT UNIT BENCHMARKING REPORT SUMMARY 19 - 22 MARCH 2018 PROGRAMME OVERVIEW From 19-22 March 2018, CPA that are not so suitable. A key area of interest was the UK organised a benchmarking organisation of the UK’s Print Services, from both a programme for staff of the technical and management perspective. There was also National Assembly of Namibia significant discussion of how digital solutions can improve to assist them in improving efficiency across a whole range of departments, and enable the services they provide greater collaborative working. to Members. The programme built on CPA UK’s prior work IMPACT & OUTCOMES with the National Assembly Impact. In line with Objective 4 of Namibia in line with its three year parliamentary of CPA UK and the Parliament partnership proposal. of Namibia’s Parliamentary Partnership Proposal, this inward The delegation, consisting of visit will contribute an enhanced the Director, Deputy Director, research and information capacity and Chief Administration of the Parliament of Namibia. Officer met with a number of parliamentary counterparts at Outcomes. In the context of the the UK Parliament covering the Westminster model and through a following areas: programme of meetings, briefings and tours, the programme will • Printing and deliver the following outcome: Distribution of • Outcome 1. Officials will gain a Parliamentary Papers detailed understanding of both • Parliamentary Research the technical and organisation • Communications structures of the UK • Outreach Parliament’s printing services • Hansard with the aim of establishing a • Parliamentary Digital similar unit in Namibia. Services Outputs. To achieve the above Through their meetings the objectives, the project will produce delegation explored a variety the following outputs: of differing parliamentary • Output 1: Meetings with all practices, identifying key stakeholders involved with techniques and systems printing services, including which may be partially or fully the production and design of implemented in the National Assembly of Namibia, whilst documents prior to print. also identifying practices • Output 2: A benchmarking report by the delegation COMMONWEALTH PARLIAMENTARY ASSOCIATION UK - CPA UK surmising the visit and key Westminster Hall, Houses of Parliament, London SW1A 0AA takeaways. @CPA_UK T: +44 (0)20 7219 5373 E: [email protected] www.uk-cpa.org Registered Charity No.1095118 | Registered Company No. 4606846 NAMIBIA - PRINTING UNIT PROGRAMME FULL REPORT 19 - 22 MARCH 2018 CPA UK & NAMIBIA Members and staff from the Parliament of Namibia have regularly participated in CPA UK’s multilateral conferences and workshops, including its annual Westminster Seminar. However, CPA UK and Namibia relations made great strides after the visit of the Speaker of the National Assembly of Namibia, Hon. Professor Peter Katjavivi MP, to Westminster in May 2016 at which he expressed the need for capacity building support in the National Description of the picture above Assembly of Namibia, both for the Members and for the parliamentary administration. In March 2018, CPA UK hosted a delegation of printing requirements, resulting in long delays Later in November 2016, the three members of the parliamentary service of as a result of turnaround times. The delegation Parliament of Namibia hosted the National Assembly of the Republic of Namibia also found difficulties in finding printing shops the African Regional Workshop for a programme specifically exploring the with a great enough capacity to produce all the on Cybersecurity in Windhoek, support services offered by the UK Parliament required materials within budget. the delivery of which has been to its Members. This programme covered four coordinated by CPA UK, the Commonwealth Secretariat and key areas: Discussions also focused on the benefits that the Organisation of American • printing and distribution of parliamentary could be provided by digitising the services States. papers; offered to Members. The House of Commons • parliamentary research; had recently commissioned the creation of an Later, CPA UK sent a delegation • communications, outreach, and Hansard; app which provided all the information needed by of five in February 2017 to • and parliamentary digital services. Members in an attempt to reduce the necessity Windhoek to deliver a training for hard copies. UK staff also emphasised how programme on strengthening PRINTING AND DISTRIBUTION OF utilising digital products such as indesign parliamentary practice and procedure. This programme PARLIAMENTARY PAPERS greatly increased efficiency of processes, as also served as a scoping The delegation met with representatives of well as automating data usage across teams. visit to assess the needs a series of departments involved with the and requirements of the production of parliamentary papers. This The delegation then toured the UK Print Services Parliament of Namibia for included all elements of this process including facilities, meeting with the team running the future collaboration. Based on gathering the relevant information, data handling, machines, and discussed technical specifications, the feedback received from design of documents, printing, and distribution. and what systems might suit the National this visit, CPA UK established Discussions centred on the evolution of the Assembly of Namibia. The delegation also a three-year Parliamentary Partnership Programme in processes for the distribution of papers and discussed how the team was managed in a shift 2017. The PPP lays out a three- the vote bundle, including how the Vote Office pattern to ensure that the printing unit was in year engagement strategy has moved away from delivery of papers to operation around the clock. Aside from the scale with the National Assembly individual Members, to distribution points of the parliaments, there were many points of of Namibia to strengthen the around the House. The UK Parliament brought similarity in regards to ensuring Members had technical skills of Members to the printing process in-house to guarantee information in a timely manner. undertake their parliamentary production of papers, eliminating reliance on responsibilities efficiently external companies. This resulted in cost- and effectively, particularly PARLIAMENTARY RESEARCH legislative and financial scrutiny. savings, as well as a diversification of services The second day of the programme was dedicated This programme was continued offered to in-house teams. The delegation to exploring the research functions of during a November visit to the found this of particular interest, as the National Parliament in a variety of manifestations, from Parliament of Namibia. Assembly of Namibia currently outsource their the research provided to Members by their staff to academic research provided to all Members proceedings by members of the press, but at ABOUT CPA UK by the House of Commons Library. This was the same time working to ensure that Parliament of particular interest to the delegation, as was portrayed in a positive light where possible, The international expansion of the library and research facilities and mitigating more negative stories through Commonwealth Parliamentary offered to Members was a priority for the careful strategising, and maintaining of strong Association (CPA) is the National Assembly. working relationships. professional association of all Commonwealth Meetings with Members’ research staff led to The delegation also met with Daniel Bond, parliamentarians, an active discussions of resources available to Members Editor of The House magazine, produced and network of over 17,000 in Namibia, and how these could be improved, distributed across Parliament. The National parliamentarians from 185 national, state, provincial and despite financial constraints. Currently Assembly of Namibia has a similar publication, territorial Parliaments and Members in Namibia do not have a provision and were interested in the overlaps and Legislatures. for support staff, and hence are expected to differences between the two publications. undertake their own personal research. Discussions were also held about the different The Commonwealth methods by which parliamentary news can Parliamentary Association The delegation then met with the House of be communicated, returning once again UK Branch (CPA UK)7 is Commons library, giving a series of presentations to the benefits of digitalisation, with Daniel one of the largest and most on how research is undertaken and publicised. discussing how The House shares its content active branches in the CPA The presentations laid out the structures of digitally and across a variety of platforms. community and delivers a the library, its staffing, and its underlying unique annual programme research principles. Emphasis was given to the An afternoon was then spent with the House both in Westminster and overseas. Overseen by the public facing elements of the library, and how the of Lords Hansard department, observing the Houses of Parliament and production of research is made available to the reporting process and how this feeds into the governed by an Executive public, as well as Members. wider production of parliamentary papers. This Committee of cross-party also included a tour to the broadcast unit, bicameral parliamentarians, A key area of interest to the delegation was the an area which the delegation indicated it CPA UK undertakes distinction between party research, and the was interested in pursuing itself. The National international
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