Recommendation

Status update

1

DOC prioritises the replacement of its Permissions Database with a fit-for-purpose system.

We accept this is a priority and have work in train for this to happen. Proof of concept work is complete. 

Detailed business case due to be signed off in early 2024/25 Financial Year. The next steps will be a phased rollout across permission types from late 2024 over 18 months. 

2

DOC undertakes a risk-based review of existing Authorities and Authority holders.

Kiwi and captive tuatara permits have been monitored and follow-up actions progressed. 

These reviews will inform the permission system replacement.

There are thousands of other wildlife permits. We will prioritise these according to the risk and anticipate this will be completed by the end of 2024.

3

DOC establishes a robust, fit-for-purpose framework for its approach to monitoring and auditing of Authority conditions.

4

DOC to develop procedures, guidance and training support for DOC staff tasked with carrying out the monitoring role, along with appropriate resourcing.

Once we have delivered on recommendations 2 and 3 we will development strong, clear operational guidance.

5

DOC to strengthen its internal assurance capability to ensure that this framework is working as it should.

Resourcing is being scoped alongside a wider review of DOC's approach to compliance monitoring, including development of a new compliance operating model. 

6

DOC to prioritise development and implementation of a new centralised complaint management system, with associated policies and guidance to ensure DOC responds effectively to complaints.

A pilot of a complaints management application and procedure is complete. We are now documenting findings, investment requirements and next steps needed to deliver a fit-for-purpose system.

The public and our staff can contact us in these ways:

• 0800 DOC HOT – emergencies, concerns about sick or injured animals, reporting illegal or suspicious activity
• through our information centre – general inquiries, including complaints
• through the Official Information Act system
• visitor safety concerns – through our online form
• through a protected disclosure (via the Protection of Whistleblowers Act 2022) – following the process managed by the Conservation Assurance Team
• Speak Up – through Human Resources

7

DOC to develop and implement training for staff to ensure DOC identifies and responds to Protected Disclosures lawfully and appropriately.

We have well-embedded policies and guidance. 

Online training modules, induction manual content and training for Managers and directors have been implemented.

8

Develop policy on advocacy and commercialisation of protected wildlife alongside a broader review of the Wildlife Act.

Existing policy settings have been reviewed as part of the wider framework for regulating activities involving wildlife, which may be addressed as part of a review of the Wildlife Act. Decisions on scope and timing of any changes to legislation is for the Government to determine. 

9

DOC carry out an analysis of how many Authorities are in place where advocacy and/or commercial activity is taking place involving protected wildlife, and conduct a risk-based review to determine whether there are any existing cases where further inquiry and action may be required by DOC ahead of the development of the overarching policy and guidance.

We are reviewing the completed Wildlife Act authority monitoring and this analysis will be used to inform and prioritise areas of potential risk and improvements. 

The framework to strengthen monitoring and the implementation of that will support this analysis.

10

DOC prioritises progress on iwi consultation and engagement workstreams, together with consideration of guidance and support to be provided to responsible DOC staff to develop and maintain effective relationships with relevant iwi and hapū.

Strengthening our work with iwi is an ongoing process.

In order to make good decisions, we need to be well informed. This means working with iwi Māori to understand potential issues and opportunities, and ensuring local knowledge informs the decisions we make. We are rolling out improved guidance and tools to our people to enable them to do this more effectively. 

11

DOC develop a communications strategy and plan to ensure that Authority holders are clear about DOC’s role and responsibilities in issuing and overseeing Authorities, and the associated expectations upon the Authority holder.

We are developing a communications strategy and simplified resources to ensure the authority holders and DOC are each clear about roles and responsibilities.

12

DOC now commences work with the Sanctuary to review and update both the brown and little Spotted Kiwi Authorities currently held by the Sanctuary.

We are progressing this work. Since the kiwi deaths we have a much stronger relationship with Cape Sanctuary, who have made significant improvements in their management and operating systems, The Cape operate under clear rules regarding tours and handling of chicks. The current Brown Kiwi permit was approved in September 2018. The Little Spotted Kiwi permit is due to expire next year, and work is underway to ensure this permit reflects best practices in kiwi conservation management.

13

DOC to provide KRG (and other advisory group members) with clear email signature block forms to use in all cases where they are communicating in their capacity as advisory group members, along with training to support them in identifying and managing the potentially complex conflict of interest issues that can arise for these groups. Conflicts of interest registers should be maintained and regularly updated for the membership of all advisory groups.

We have provided all recovery groups email signature blocks to address this.

We have also made resources available on the website for Boards to use as guidance on conflicts of interest, and we have material available to help guide Directors and Managers leading Advisory Groups.

We have an ongoing programme to remind staff to update their conflict-of-interest declarations, and to inform incoming staff of their responsibilities. Our Conservation Assurance Unit holds and monitors these.

14

DOC develops and implements a training programme to ensure that all staff (including senior management) are fully aware of and up to date on the expectations of them in relation to disclosure and management of conflicts of interest and gifts and hospitality.

There is a comprehensive programme of improvements underway to the conflicts of interest processes. An online training module and presentations of staff meetings have been implemented. 

15

DOC review its audit and assurance processes to ensure that it can be confident that staff and senior management are complying with policy expectations in this area to the high standard required.

All the recommendations of this report will be included in the audit programme and monitored regularly by the Chief Assurance Officer. In addition, conflicts of interest, gifts, and hospitality registers are regularly reviewed.

16

DOC to include its public communications assurance processes in its suite of regulatory improvement processes to address the risk of inaccurate or misleading public statements adversely impacting its regulation of Wildlife Authorities or its ability to impartially investigate complaints.

We have reiterated the importance of robust processes through training to check and approve information before it is sent out to media. Intranet resources have been updated and media training provided across the organisation. We have improved visibility and connection between Regulatory Services and Media and Communications teams. We consult with regional and subject matter experts to prepare public statements. We also ensure senior managers review and sign out material.