SD12 - The Need for Annual and Biennial Reports by State Agencies

  • Published: 1983
  • Author: Secretary of Administration and Finance
  • Enabling Authority: Senate Joint Resolution 27 (Regular Session, 1982)

Executive Summary:
In its 1982 Session, the General Assembly, by Senate Bill 213, amended Section 2.1-2 of the Code of Virginia to direct that all state agencies' annual reports be submitted biennially after July 1, 1982. The amendment also gave the Governor the discretion to require an agency to furnish an annual report. In addition, the General Assembly, by Senate Joint Resolution No. 27, requested the Secretary of Administration and Finance to evaluate and report on the need for annual or biennial reports by state agencies.

In order to meet the requirements of SJR 27, the Secretary of Administration and Finance, assisted by the State Information Committee, first surveyed all state agencies on their current annual and biennial reporting practices. The Deputy Secretary of Administration and Finance and members of the State Information Committee also met with the Comptroller to discuss special financial reporting requirements and needs, and with officials of the Division of Purchases and Supply to discuss publication, printing and distribution processes and standards. Committee members obtained a computer print-out of all Code sections with annual or biennial reporting requirements for executive agencies.

As a result of the investigation, the magnitude and complexity of agencies' annual and biennial reporting became apparent. For example, a computer sort on the basis of the words "annual report" resulted in approximately 200 pages of computer print-out for the Code of Virginia. Additional verification required reference to 68 different Code cites for just three agencies. The scope of these requirements is a result of a combination of factors, including the great diversity in Code requirements and in the manner in which agencies interpret them, the difficulty of defining what constitutes an annual or biennial report and who should receive it, and the recent impact of the state's computer information systems on traditional reporting mechanisms.

In order to conduct a comprehensive analysis of this subject, it has been broken down into two parts. The first part focused on documenting the extent of agencies' annual and biennial reporting, and on identifying problems associated with such reporting. This report presents the major findings from that analysis and makes preliminary recommendations for changes in the statutes (see Appendix A) and in administrative reporting requirements and procedures. The second part, which will be completed for the 1984 General Assembly, will contain detailed final recommendations, with the necessary legislative proposals and administrative procedures, in the areas of need for, frequency of, distribution of, and, where appropriate, content of, specific types of reports and publications.

The Secretary's study has been limited to agencies in the executive department. However, the recommendations could be modified and applied by agencies in the other branches of government. In addition, the first part of the study covers only those reporting requirements which have been established in the Code and does not document the reporting activities required by other authority, such as legislative joint resolution, executive order or gubernatorial prerogative, federal legislation, or federal regulation.