Long-term Insights Briefings: Overview of steps

Step 1: Gather information about the future #

Indicative timeframe: April to May 2024

During Step 1, departments gather information on future trends, risks, and opportunities. This provides the basis in Step 2 for considering the topic for the Briefing.

Some departments may have existing information on future trends, risks, and opportunities. This information can be reused for this step, where appropriate. Departments should consider whether engagement with Māori, and with specific population groups and other stakeholder groups should occur in this step, to inform the consideration of the topic in Step 2. Missing this step risks confining the Briefings to issues within the daily field of view, and not considering new issues. 

Key activities of Step 1#

Departments:

• decide whether to gather information individually or with other agencies
• decide approach to further information gathering, including engagement
• collect and analyse the information about the future.

Step 2: Consider topic and potential for joint Briefings#

Indicative timeframe: May to June 2024

Step 2 requires departments to consider and scope the proposed topic for the Briefing. Departments may develop their own Briefing, or work with other departments to develop a joint Briefing.

The Briefings can contribute to public value by focusing on matters important to the future well-being of people in New Zealand. Chief executives are required to select the topic for the Briefing. They must do this by taking into account the purpose of the Briefings and those future trends, risks, and opportunities that are particularly relevant to their department’s functions. 

Key activities of Step 2#

Departments:

• consider substance and scope of possible topic for the Briefing
• consider the range of Māori interests and diverse perspectives of specific population and other stakeholder groups in the possible topic
• engage with chief executive groups and the Policy Profession Board to identify opportunities for joint Briefings
• decide proposed topic for engagement.

Step 3: Engagement on proposed topic#

Indicative timeframe: June to September 2024

In Step 3, departments seek public feedback on the substance and scope of the Briefing’s proposed topic. This feedback is then considered by departments to make a final decision on the topic.

As well as enabling the public to give feedback, departments should consider the extent to which engagement with Māori (e.g. iwi, hapū, whānau, and other Māori interests) and other population and stakeholder groups should occur, including how best to engage with them. After engagement, the Policy Profession Board reviews the proposed topic and number of Briefings. This system-level view can identify any linkages, duplication, and prioritisation across the proposed Briefings topics.

Key activities of Step 3#

Departments:

• inform their minister of proposed topic (‘no surprises’ principle)
• design and conduct public consultation on proposed topic
• take into account consultation feedback and select topic.

Policy Profession Board:

• Policy Profession Board reviews the topics of the Briefings. 

Departments:

• close consultation feedback loop with the public. 

Step 4: Develop draft Briefing content#

Indicative timeframe: August 2024 to April 2025

Step 4 gives departments time to develop the content of the draft Briefing. This involves conducting a deeper exploration of the topic selected for the Briefing.

Departments should make sure their Briefing upholds the impartiality that’s fundamental to a politically neutral Public Service. Ensuring that the Briefings don’t indicate a preference for any policy option and are based on unbiased information and analysis will help achieve this. Departments must also consider Māori and Treaty interests in their thinking. The Briefings provide the chance to consider the perspectives and implications for different population and other stakeholder groups.

Key activities of Step 4#

Departments:

• Decide the approach to conducting the deeper exploration of the topic, including engagement.
• Conduct the deeper exploration of the topic necessary to enable the Briefings to include:
  • related trends, risks, and opportunities
  • policy options for responding to these matters
  • strengths and weaknesses of the policy options.
• Develop draft Briefing content.

Step 5: Engagement on draft Briefing#

Indicative timeframe: April to July 2025

In Step 5, departments consult with the public on the content of the draft Briefing. The feedback is then considered by departments, to make a final decision on the content of the Briefing.

Departments should also consider the extent to which engagement with Māori (including iwi, hapū, whānau, and other Māori interests) and population groups and other stakeholder groups should occur, including how best to engage with them. Making all information related to the Briefings publicly available (such as consultation feedback and significant data used to develop the Briefings and the methodologies applied) will help build trust and confidence.

Key activities of Step 5#

Departments:

• inform the appropriate minister of the draft Briefing’s content (‘no surprises principle).
• design and conduct public consultation on the draft Briefing.
• take into account consultation feedback and finalise the Briefing.
• close consultation feedback loop with the public.

Step 6: Present final Briefing to the House#

Indicative timeframe: June to July 2025

During Step 6, departments provide Briefing to the appropriate minister. The minister must then present the Briefing to the House of Representatives as soon as is practicable. 

It’s recommended that where possible, chief executives should produce the second Briefing in time for it to be presented to the House by 30 June 2025. For the Briefings to better position New Zealand for the future, they need to enhance public debate and inform future decisions. Promoting awareness and understanding of the Briefings will help increase the likelihood of follow-on action. 

Key activities of Step 6#

Departments:

• provide the final Briefing to the appropriate minister.

Minister:

• presents the Briefing to the House.

Departments:

• promote awareness and understanding of the Briefing.

Step 7: Select committee examination#

Indicative timeframe: July to November 2025

The purpose of Step 7 is to enable Parliamentary scrutiny of the Briefings. Select committees may conduct an examination into each Briefing and report their findings to the House of Representatives. 

The select committee examination may include hearing evidence from departments, asking ministers to appear, receiving public input, and seeking independent advice. If called to attend the select committee’s examination, officials should be clear that their attendance is in the exercise of a statutory duty independent of the minister. That is, they’re not acting on behalf of their minister.

Key activities of Step 7#

Select committee:

• examines the Briefing.

Departments:

• select committee examination of the Briefing if called, and brief their minister if asked to appear
• inform their minister of matters that arise during the select committee examination (’no surprises’ principle). 

Select committee:

• presents its findings to the House for debate.

Step 8: Conduct review activity#

Indicative timeframe: January to March 2026

Step 8 promotes learning that can inform the next round of Briefings. It involves conducting some form of review to identify what worked well and what didn’t, to identify improvements for the future. 

Chief executives are required to develop a Briefing at least once every three years. Lessons learned from the first round of Briefings have been incorporated into the guidance for the second round. Lessons learned from this round will also help refine the suite of guidance for the third round of Briefings.

Key activities of Step 8#

Departments:

• plan for review into the completed Briefing and process. 
• conduct the review
• disseminate the review findings