An Introduction to producing Official Statistics

1. An Introduction to producing Official Statistics Thursday 26th April 2012

2. Welcome, aims & key roles Julie Wilson Deputy Chief StatisticianOffice of the Chief Statistician and Performance

3. Seminar delegates today • Public Bodies who have been producing Official Statistics for 16 months • Public Bodies who will become a producer of Official Statistics in June 2012 • Scottish Government statistical and policy staff

4. Today’s Aims • Legislation • Guidance, support and workshop • Understanding key roles • Broader Context • Ministerial Relationship • Reflections from fellow producer and ASD • UK Statistics Authority

5. Background – key legislation • 2007 - Statistics and Registration Services Act • Defined ‘Official Statistics’ and stated who produces them. Created UK Statistics Authority • Created ‘Code of Practice for Official Statistics’ • 2008 - Pre-release access to Official Statistics (Scotland) Order • 2008 - Official Statistics (Scotland) Order • 2010 - Official Statistics (Scotland) Amendment Order • 2012 - Official Statistics (Scotland) Amendment Order

6. Key roles • Lead official within the producer body responsible for the production of statistical outputs within their organisation ie operational matters, and for compliance with the Code of Practice and pre-release arrangements. • Sponsor ASD at SG to provide statistical advice, on code compliance etc. • Chief Statistician to provide statistical advice on breaches and other issues (like Chief Statistician’s current role for NRS & ISD)

7. Communication channel Producer Body MinistersScottish Government - ASD Scottish Government - Chief Statistician

8. Key Note Address Roger HallidayChief StatisticianScottish Government Thursday 26th April 2012

9. What makes Official Statistics different to other statistics? • Used in big decision making and policy evaluation • Inform government • Inform the public about government • Produced within legislative framework • Follow international standards • Candidate for National Statistics kite mark

10. Key developments in UK • First Official Statistics Code • 1997 elections and development of “National Statistics” • Run up to Statistics & Registration Service Act 2007 • Scottish Parliament endorsement

11. Scotland and UK - differences • Fewer issues of perceived interference • So less emphasis on trust and more on usefulness/relevance to decision making • Very different approach to pre-release access • Reminder that statistics are devolved • Not the UK “transparency” agenda • Our own Framework – comments welcome: http://www.scotland.gov.uk/Topics/Statistics/About/scottishframework/frameworkcon#top

12. Role of Chief Statistician and Heads of Profession • The “responsible statistician” • Susan Burney covers NHS – National Services Scotland • Chief Statistician covers everything else except NRS • Roles set out in Framework • But some differences for new producers – to be explained later via guidance

13. Role of National Statistician • Head of Government Statistical Service (GSS) • Indirect role in Scotland but there are times when National Statistician is involved (e.g. Breaches, Exemptions and the Assessment process) • See National Statistician’s web pages http://www.statisticsauthority.gov.uk/national-statistician/index.html

14. Focus for New Producers • Understand your interaction with Ministers and policy • Prioritise the key standards now • Staged approach to other standards is fine • Resource issues • Role of Responsible person • Tease out roles at the public body

15. Conclusion • Crucial role of Official Statistics in informing government and public • Impact of NPF/SOA – importance of quality statistics • Austerity is a challenge to all producers (‘New’ and ‘Old’) • Steep learning curve • Welcome to the family!

16. Code of Practice for Official Statistics & GuidanceDavid CampbellOffice of the Chief Statistician and Performance Thursday 26th April 2012

17. Today’s aims…. • Code • Guidance • Breaches

18. Statistics and Registration Service Act 2007 Overall objective: To promote and safeguard the quality of official statistics that serve the public good. Created UK Statistics Authority: Prepare, adopt and publish a code of practice.

20. Code of Practice for Official Statistics • Replaced the National Statistics Code of Practice (the old code) • Draws on international guidelines • Extensive public consultation (published) 8 Principles with 53 practices 3 Protocols with further 21 practices

21. Principles and Protocols of the Code of Practice • Principle 1: Meeting user needs • Principle 2: Impartiality and objectivity • Principle 3: Integrity • Principle 4: Sound methods and assured quality • Principle 5: Confidentiality • Principle 6: Proportionate burden • Principle 7: Resources • Principle 8: Frankness and accessibility • Protocol 1: User engagement • Protocol 2: Release practices • Protocol 3: The use of administrative sources for statistical purposes

22. Where not to interpret the code too literally: • Where there is a reference to the National Statistician this should be read as the Chief Statistician (3.5, 5.5, Protocol 2.8) • Protocol 2.3 on the UK Publication Hub – at Scottish Government we link to our statistics topic pages rather than individual publications. You should think about how you plan to promote your outputs through the Hub. It is important that users go to your website as the prime place to go for your statistics rather than the UK Hub.

23. Worth noting 1 • Best practice guide for Official Statistics • Code has been framed to support assessment of compliance • National Statistics = Code Certified • Exceptions/Exemptions – UKSA decide if OK • Does not cover Pre-release Access (except early access for Quality Assurance) • Breadth of Official statistics • UK Statistics Authority considers Official Statistics to be National Statistics in waiting

24. Worth noting 2 • Focus on what’s relevant today. • User engagement has a strong focus • Admin sources and MI recognised as increasingly important issues • Code will be reviewed and updated • Code is IMPERATIVE & DYNAMIC….

25. Code vocabulary…. ENGAGEDOCUMENTPUBLISH PRESENT ANNOUNCE RELEASE ISSUE INFORM PROMOTE PRODUCE PREPARE REPORT CONSULT DISSEMINATE PUBLICISE IDENTIFY

26. How do we use the Code? • Refer, assess, interpret • Satisfy yourself that you are complying • Refer to your sponsor ASD if in doubt • Note any weakness (and strengths) – build into your improvement plans • Code is top tier of the guidance but is not always crystal clear

27. Guidance TIER 1 – UK Statistics Authority Code of Practice TIER 2 – National Statistician’s guidance booklets TIER 3 – Scottish Government guidance TIER 4 – Your own guidance?

28. National Statistician’s guidance booklets • Quality, Methods and Harmonisation • Presentation & Publication • Confidentiality • Use of Administrative or Management Information

29. SG guidance - Corporate Policy Statements As per the Code of Practice, you will find the following on the Statistics pages on SG website: • SG Revisions Policy • SG Confidentiality PolicySG Corporate Policy Statement on Quality • SG Quality Assurance guidance • SG Statement of Administrative Sources • New Producers should think about their own version of these and publish them on their website. Your statistical staff should comply with these policies.

30. Scottish Government guidance • On SG Intranet • Detailed and procedural – always evolving • Useful to staff as sets out what to do • Encompass SG/ Devolved Administration considerations • On SG website • Concise and consolidated version for New Producers with focus on producing Official Statistics • On internet for bodies to access: http://www.scotland.gov.uk/Topics/Statistics/About/NatStats

31. SG guidance for Official Statistics Producers • Pre-Announcement • Release practices • Unbiased commentary and presentation • Quality Assurance • Consultation/engaging with users • Management information • Other requirements • Scrutiny by the UK Statistics Authority • Pre-release Access order

32. Your own Guidance • Inevitable that you will develop this as your experience of producing Official Statistics grows • Tailor it to suit your Organisational needs and particular data needs

33. You could develop your own Example Bank to sit with your guidance……. ……think about what you do when you apply the code to your work…. • Collection of REAL instances of applying Code……CASE LAW? • Particularly helpful for those grey areas • Helps you sharebest practice • Helps you understand best practice • Lets you demonstrate best practice • Helps you drive up standards • Efficient!

34. Breaches • Alert your own ‘HoP’ and your ASD contact who will alert the SG ASD Senior Statistician & Chief Statistician • Investigation needed then report breach (if a major breach). Keep records of minor breaches. • National Statistician involvement • Public acknowledgment on your website and on UKSA site • NB - Learn from mistakes. Improve procedures. • UK Statistics Authority publicly praised us for our timely updates to breaches part of our website – helps with integrity and public perception of the statistics

35. Considerations…. • Official statistics • comply with key parts of Code • National Statistics • future programme of work for bodies • can you demonstrate Code compliance? • Breaches – minimise and learn from

36. PRE-RELEASE ACCESS TO OFFICIAL STATISTICSJanette Purbrick Thursday 26th April 2012

37. To cover • Legislation – background, scope & purpose • Arrangements across the UK • When should you give pre-release access? • What should you be doing? • Responsibilities of those receiving pre-release access • How the UK Government rules affect you • Experience to date and issues that have arisen • Considerations • Where to go for help

38. Legislation - Background • New Code of Practice applies to whole of UK but separate pre-release access arrangements in each administration • Pre-Release Access to Official Statistics (Scotland) Order 2008 came into force on 1 December 2008 • Applies to early access given to Ministers and others to official statistics in their final form prior to publication. • Timing remains at 5 working days (1 day for market sensitive statistics) • Procedures and compliance are now stricter • Compliance (for National Statistics) will be assessed by UK Statistics Authority

39. Legislation - scope • Order applies to all official statistics • Order does not apply to early access to statistics for QA purposes – this is covered by the Code of Practice • QA access timing is at the discretion of the responsible statistician • You must be able to evidence that value is added by involving colleagues in QA • The QA period must not be used for preparing ministerial briefing

40. Legislation - purpose • To increase public trust in official statistics through greater clarity and transparency • Internationally recognised principle of equality of access to National Statistics • Pre-release access on a “need to know” basis • Ensures that those who need to comment at the time of release can be properly informed

41. Arrangements across the UK Different arrangements for each administration • UK Government & Northern Ireland – 24 hours for all official statistics • Wales – similar to Scotland – 5 working days And now onto the practicalities….

42. When should you give pre-release access? • To ensure Ministers and key officials can comment on the statistics on an informed basis at the time of release • To enable public bodies whose functions are described by the statistics to comment on an informed basis • To allow Communications staff to comment on the statistical news release • To ensure related publications or other material being prepared for release at some time (or shortly after) are properly informed by the correct figures • In other exceptional cases where this would not damage public trust

43. What should you be doing? • Ensuring key policy and communications contacts are aware of new rules • Ensuring recipients are told why they are given access and that they must only use the statistics for this purpose • Ensuring recipients are aware of their responsibilities under the pre-release order • Marking all files relating to pre-release statistics as “ restricted” until the date of release • Only sending pre-release statistics to named individuals, not generic mailboxes. We have some exceptions in SG: • Cabinet Secretaries and Ministers • Directors General • OCS Forthcoming publications

44. What should you be doing? – cont. • Ensuring we can justify why access is being given and keeping a record of all recipients and reason for access • Reporting any wrongful disclosure to your statistical Head of Profession (Breaches) • The UK Statistics Authority may investigate possible breaches

45. Responsibilities of those receiving pre-release access • Must only use pre-release statistics for the purpose for which access granted • Must not use the access for personal or political gain • Must not pass pre-release statistics on to others or disclose any indication of the content • Must not use early access for quality assurance purposes as time to prepare ministerial briefing • Must not save to a shared area

46. Responsibilities of those receiving pre-release access – cont. • Ministerial statements and policy briefing on the statistics must retain marking “Restricted Statistics” until the time of publication • Embargoed early access can no longer be given to journalists • Any accidental or wrongful release must be reported to the responsible statistician • Non-disclosure agreements (NDA) useful

47. How UK Government rules affect us • Where UK Depts publish devolved statistics it is not always clear which pre-release access rules apply • Depends on the type of publication. E.g. • Joint publication - where we publish devolved statistics at the same time as UK Gov Dept publishes UK-wide statistics - e.g. Income inequality and poverty statistics • Government Compendia – publishing comparisons across the UK – e.g. General Household report on smoking and drinking • Where UK Government or a UK-wide body publishes a separate country publication on a devolved matter

48. Experience to date • Some issues that have arisen: • Pre-release access to representative bodies • Senior Management Team (SMT) • Access to draft pages on your internet editor • Issues around access to management information

49. Considerations • SG Pre-release access review in 2010 concluded that rules were working well. • UK Statistics Authority constantly campaign for PRA to be minimised. • Your duty to uphold rules – minimise leaks

50. For help…. • Guidance is available • Please continue to contact your sponsor ASD for advice. They will pass ‘grey area’ queries to OCSP.