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6.1. Motions and Questions


The parliamentary debates are structured around "Motions" and "Questions" that are raised by Members of Parliaments. Practically all the parliamentary debates originate through "Motions" (even bills are introduced to the house through "motions") and "Questions". Questions & Motions are the items that feed the debates, are referenced and at time amended during the debates.

All parliamentary debates are carried out under the principle that the House cannot be "ambushed" with debates on issues that were not previously presented and agreed to be debated, apart from debates very urgent on dramatic events that my have struck the country.

Data model - Questions
A general question submission template for presenting the Notice of question is required in the information system to submit Questions to the Clerk. The template should be published in different formats (PDF, HTML, XML etc) so that the Member of Parliament has freedom to submit the question by post/electronic mail/direct delivery etc. In the case where submissions are neither electronic nor directly through the system, the Clerk will be responsible to capture the questions into the system. The ideal scenario is to allow submission of questions only electronically through the application; hence the use of other methods of submission should be discontinued after a pre-determined period. The notice of question template should require capturing of the mode in which the answer is expected (written/oral).

The following functions will be required:

  Function 
Processing of questions
Submission of Questions
  Supplementary Questions
  Approval of Questions
  Editing of Questions       
  Scheduling Questions       
  Manage Excess Questions
  Capture Replies to Questions
  Update the Repository

Submission of Questions
The Notice of question can be registered in the automated system directly. Notification to the Clerk on sending the question is automatically generated when the question is submitted electronically but for questions received in any other mode they will require to be captured in the system manually. Questions can also be scanned and stored in the system as an image. Acknowledgment on receipt of the question is required.

The system will provide a standard template to guide MPs in framing questions. All questions submitted will be accepted by the system irrespective of whether they are finally approved or not. Important attributes of Notice of Question are:

Submission of Questions  
Access Control
Insert, Update, Delete:
System Administrator, Clerks  
Read Only:
Members of Parliament 
Data
Attribute
 Description
Data Type   Optional   Manual/Derived 
Question Identifier   Number that uniquely identifies the question   Number   No  Manual 
Parliament Identifier   Unique name identifying the parliament e.g. 9th Parliament   Character   No  Derived 
Session Identifier   Unique number identifying the session of the specified parliament e.g. 2nd Session   Character   No  Derived 
Submission Date   Date the question was submitted to the clerk   Date  No  Manual 
Owner  The name of the MP who submitted the question   Character  No  Manual 
Owner contact   Email/Phone/etc   Character  No  Manual 
Question Type   Indicate whether the question is an
'O' - Ordinary question
'P' - Question by Private Notice 
Character  No  Manual 
Response Type   Indicate whether the reply should be
'O' - Oral or 'W' - Written 
Character  No   Manual
Question  The question submitted   Character No  Manual 
Question Access Status   Status showing who can access the Notice of Question depending on the stage it has reached, e.g.
'C' - Clerk, 'M' - Members of Parliament, 'P' - Public 
Character  No  Manual 

The parliamentary debates are structured around "Motions" and "Questions" that are raised by Members of Parliaments. Practically all the parliamentary debates originate through "Motions" (even bills are introduced to the house through "motions") and "Questions". Questions & Motions are the items that feed the debates, are referenced and at time amended during the debates.

All parliamentary debates are carried out under the principle that the House cannot be "ambushed" with debates on issues that were not

The Notice of question can be redrafted for grammatical and spelling errors by the Clerk. This process should keep the master document as it is and all other versions of the document that may be created. After the Clerk is through with the Notice, he forwards it to the Speaker for reviewing. The Speaker reviews questions and marks them as inadmissible; admissible; or requiring alteration. Notification should be sent to the responsible Member of Parliament and Clerk on the Speaker's decision. Admissible questions should be given a sequence number that depicts the order in which the questions are received. Approved Questions are placed in the Order Paper. When there are more questions than can be allocated to each Order Paper in a week, a notification should be sent to the Speaker citing the exact number of Questions received for the week. The Speaker will review all the questions due within n days and determine which questions will be excluded from the Order Paper. Re-sequencing of the remaining questions to appear on the Order Paper is required.

Supplementary Questions
Supplementary questions are usually asked by Members who are not satisfied with the answers given to certain questions. Therefore, each supplementary question has to be related to a question submitted earlier and answered by the respective Minister. MPs will be allowed to submit supplementary questions in the format shown in the table below. The system will process supplementary questions in the same manner as other questions.

Supplementary Questions  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:   Members of Parliament  
Data
Attribute  Description  Data Type   Optional  Manual/Derived  
Question Identifier   Number uniquely identifying each question   Number   No   Manual  
Original Question   Original version of the question on which a supplementary question will be raised   Date  Yes  Derived 
Submitted By   Name of the MP submitting the supplementary question   Character  No  Manual  
Submission Date   Date the supplementary question is submitted   Date
No  Manual  
Approval Date   Date the supplementary question is approved   Date  No  Manual  
Supplementary Question   Text of the supplementary question   Character  No  Manual  
Question Access Status   Status showing who can access the Notice of Question depending on the stage it has reached, e.g.
'C' - Clerk, 'M' - Members of Parliament, 'P' - Public 
Character  No  Manual

          

The following information will be added to the Question on forwarding to Speaker:          

Question: on forwarding to Speaker  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:    Members of Parliament  
Data  
Attribute   Description 
Data Type   Optional  Manual/Derived 
Date Forwarded   Date and time the question was forwarded to the Speaker
Date  No  Manual 
Forwarding Officer   The name of the person forwarding the question   Character  No  Manual 

The following information will be added to the question after the Speaker's inspection (vetting) process:

Question: after the Speaker's inspection  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks, Speaker  
Read Only:   Members of Parliament  
Data  
Attribute  Description  Data Type   Optional  Manual/Derived 
Date Reviewed   Date and time the question was reviewed   Date   No   Manual  
Status  Indicate the current status of the question
'A' - Approved
'I' - Inadmissible
'R' - Requiring alteration 
Character  No   Manual  
Sitting Date   Indicate the date that the question will be presented to the House if status if A   Date    Manual  
Sitting Time  Indicate whether the sitting will be in the (if status if A)
'M' - Morning or 'A' - Afternoon 
Character    Manual  

The relevant MP may alter questions that require alterations appropriately. Notification is sent to the clerk for the same.The following information will be added to the question on amendment and the Question sent to the Speaker for his opinion. This process cycle is repeated until the Speaker admits the question.

Question on amendment  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:
Members of Parliament  
Data 
Attribute   Description 
Data Type   Optional   Manual/Derived 
Date Altered   Date and time the question was altered 
Date   No  Manual 
Date Re-submitted   Date and time the question was re-submitted to the Clerk   Date   No  Manual 

The system should help prepare the Weekly Schedule of questions to be asked in the House the following week (questions that have been forwarded to the Ministry and have a response date falling in the week). Questions by private notice will always appear at the top of the list. Notifications and a copy of the approved questions are sent to the relevant Ministry. This activity should be recorded in the system. The important attributes of Question listing are:

Question listing  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:   Public 
Data  
Attribute   Description  Data Type   Optional   Manual/Derived 
Report Date   Date the Weekly Schedule of Questions was printed   Date  No  Manual  
Ministry
Name of the Ministry required to respond to the question   Character  No  Manual  
Owner
Name of the MP who submitted the question   Character  No  Manual  
Question   Question submitted to parliament  Character  No  Manual  
Question Type  Indicate whether the question is ordinary or by private notice   Character  No  Manual  
Date Submitted to Ministry   Date and time the question was forwarded to the relevant Ministry   Date  No  Manual  
Response Due Date  Indicate the last day that the Ministry may respond to the question
(10 days for Ordinary questions,
2 sitting days for private notice questions) 
Date  No  Manual  

The approved questions should be answered within the time limit.Written responses to questions are received from the relevant Ministry and oral responses to questions are available from Hansard. The written as well as oral responses to the Questions are published for public reading. A supplementary question and its response should also be captured and published for public reading.

The pre-defined workflow will send notifications to the Speaker and the Clerk immediately a question is submitted. Both parties will send notification confirming receipt of the question.

Approval of Questions

The system will give the Speaker/Clerk access to submitted questions. An editor will be provided to allow the Speaker/Clerk to review the question and correct grammatical and spelling errors. It will, however, not allow the original question to be overwritten. Any revised question will be stored separately, while all versions of the question shall be tracked. The Speaker/Clerk will add the following information to each submitted question as in the table below.

Approval of Questions  
Access Control
Insert, Update, Delete:   System Administrator, Clerks, Speaker  
Read Only: Members of Parliament 
Data  
Attribute   Description   Data Type   Optional   Manual/Derived 
Question Identifier   Number uniquely identifying each question   Number  No  Manual  
Status  Indicate the status of the question:
'A' - Admissible, 'I' - Inadmissible, 'R' - Requiring editing
Character  No
 Manual
Remarks  Any comments on the question   Character  Yes
 Manual  

Notification will be sent to the MP who has submitted the question, and the Speaker/Clerk informing them of the outcome of the review. (If the Speaker reviewed the question the notice is sent to the Clerk and vice versa). A print out (hard copy) of all approved questions that need replies from the various Ministries shall be prepared, based on respective Ministries.

Editing of Questions
The system will provide a facility to invoke the available word processor (or dedicated editor) and load the question when an MP wishes to edit a question to accommodate the Speaker's remarks.

A new version of the question will be created, once the question is modified and saved. All versions of the question will be tracked, as the following information in the table, about the question will be maintained.

Editing of Questions  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:   Members of Parliament
Data 
Attribute  Description   Data Type   Optional  Manual/Derived 
Question Identifier  Number uniquely identifying each question   Number  No  Manual  
Version
Indicate the current version of the question   Character  No  Manual
Question   Text of the question   Character  No  Manual  
Edited By  Name of the person who modified the question   Character  No  Manual  
Edited On  Date the question was modified   Date
 No  Manual  
Re-Submission Date   Date the edited question is re-submitted   Date    Manual  
Remarks  Comments on the modifications   Character  No  Manual  

Modified questions will be re-submitted in the same manner as the initial one. Once the speaker approves the question, the respective MP shall be notified. The system will generate a sequence number that will determine the order in which questions have been approved.

Scheduling Questions
The maximum number of days 'd' that can elapse between the time a question is sent to the relevant Ministry and the time the question is placed on the Order Paper will be parameterised. The maximum number of questions 'n' that can be asked in the House per sitting. (i.e. appear on the Order Paper) will also be parameterised . So will be the maximum number of days that may elapse between the days a Minister receives a question and the day a written response is submitted to the clerk

Approved questions waiting for oral response will be retrieved by the system in the sequence they were approved. A facility that allows each question to be scheduled on one of the House sittings planned for the following week will be provided. No questions will be scheduled;

  • on a day the House is not sitting or
  • on a week other than the following week.
  • bullets"> when a different question from the same MP has been scheduled for that particular House sitting.

An ordinary question is scheduled to appear on the Order Paper no later than 'd' days from the day it was sent to the Ministry

A question by private notice appears on the Order Paper not later than 'p' sitting days from the date of notice, where 'p' is a parameter in the system. Notifications will be sent to the Speaker and the Clerk listing all questions that have exceeded the limits stated above. A Weekly Schedule report will be provided

Managing Excess Questions
When the number of approved questions cannot be schedule for the following week without exceeding this upper limit, the Speaker and the Clerk will be notified, requesting them to manage the excess.

An alert will be provided to notify the user scheduling the questions about the excess. The Speaker and/or Clerk will be provided with a facility to review all approved questions awaiting an oral response etc. Questions requiring oral responses will be selectable through the system, whilst the rest of the questions will be marked as requiring a written response. The information in the following table about questions will be input into the system:

Managing Excess Questions 
Access Control  
Insert, Update, Delete:
System Administrator, Clerks  
Read Only:
Members of Parliament  
Data  
Attribute   Description   Data Type   Optional  Manual/Derived 
Question Identifier   Number uniquely identifying each question   Number  No  Manual 
Scheduled Date Date the question is scheduled to be asked in the House  Date  No  Manual 
Response Type  Indicate whether the question will receive: -
'O'- Oral or 'W'- Written response.
Character  No  Manual 
Deferred By   Name of the person who decided the question will not be asked in the House  Character  No  Manual 
Deferral Reason  Reason why the question was deferred   Character  No  Manual 

Capture Replies to Questions
A tracking mechanism is required that can warn of questions whose response time is approaching. This mechanism should be able to detect the exact stage of any question. Notification to the concerned parties e.g. the Clerk and the relevant Ministry is required. Alerts on questions answered, not answered, approaching the time frame, forwarded for speaker decision, forwarded to concerned ministry, awaiting for redrafting etc are helpful. The system should be able to answer queries like:

  • Questions that have been scheduled in the Order Paper for the week.
  • Questions that have been presented to the House.
  • Questions that have received a written response.

Written responses to questions will be scanned and converted into electronic format before being linked to the respective questions in the Hansard, since all replies from ministries will be submitted in typed form, and may only require some reformatting. In only very few cases, and where circumstances allow, should questions be re-keyed. However, a written answer that is read in whole by the speaker on the floor shall not require to be scanned again. Oral responses shall be directly captured into the Hansard from the speakers. Appropriate formatting must be done before the scanned answers are linked to the Hansard.

The following information is should be recorded about the published response:

Capture Replies to Questions  
Access Control  
Insert, Update, Delete:  System Administrator, Clerks  
Read Only:  Public 
Data
Attribute  Description  Data Type   Optional   Manual/Derived  
Question Identifier   Number uniquely identifying a question   Number  No  Manual  
Sitting Date   Date the question was discussed   Date   No  Manual  
Sitting Time   Indicate whether the sitting was in the
'M' - Morning or
'A' - Afternoon 
Character  No  Manual  
Response Type   Indicate whether this is the
'I' - Initial response from the Minister
'S' - A subsequent response 
Character  No  Manual  
Response Number   Sequence number identifying the sequence in which the response was made   Character  No  Manual  
Respondent  Name of the MP contributing to the question   Number   No  Manual  
Response  The written response submitted to the Clerk or verbatim response as discussed during the House sitting.   Character  No  Manual  
         

Update the Repository
All approved questions shall be stored in a central repository. The repository shall be updated as replies to these questions are received. The information will be re-organized appropriately to allow access to respective answers whenever a question is retrieved or answers to questions are sought.

Questions and answers are part of the Hansard proceedings, and can be accessed on the website through a variety of access points - Search by date of the proceedings, by Member's name, by subject of the question etc.

Motions
The processing of motions is very similar to the processing of questions studied above. Members of Parliament submit signed motions to the Clerk. The system should facilitate electronic identification if the motion is submitted through the application. A general template is required in the information system to edit the Motion. The template should be published in different format (PDF, HTML, XML etc) so that the Member of Parliament has freedom to submit the Motion by post/electronic mail/direct delivery etc. As in the case of questions, submissions that are neither electronic nor through the application should be allowed only for a pre-determined period. Ultimately all motions should be submitted electronically. Motions received in any other mode other than through application will require to be captured in the system manually. This will be the responsibility of the Clerk.

The following functions will be required:

  Function  
Processing of motions  Submission of Motions 
  Supplementary Questions 
  Approval of Questions 
  Editing of Questions 
  Scheduling Questions 
  Manage Excess Questions
  Capture Replies to Questions
  Update the Repository 

The following functions will be provided:

Submission of Motions
The system will provide a standard template to guide MPs in framing motions. All motions submitted will be stored by the system irrespective of whether they are finally approved or not. A motion submitted by a Member is registered in the system as:

 

Submission of Motions  
Access Control 
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:  Members of Parliament  
Data  
Attribute   Description  Data Type   Optional   Manual/Derived  
Parliament Identifier  Name of Parliament e.g. 9th Parliament  Character  No  Manual  
Session Identifier  Name of the Session e.g. 2nd Session  Character  No  Manual
Submission Date  Date on which the motion is submitted   Date  No  Manual
Motion Identifier   Number uniquely identifying a motion. This number cannot be reused.
Number
 No  Manual
Motion Type  Indicate whether the motion is a private member's motion
'Y'- Yes,
'N' - No 
Character  No  Manual
Subject  Subject covered by motion. (This will be used as a search criteria)   Character  No  Manual
Date Received   Date the motion was submitted   Date  No  Manual
Owner  Name of the MP who submitted the motion  Character  No  Manual
Owner E-mail Address   E-mail address of the MP submitting the motion for automated updates  Character  No  Manual
Motion  Text containing the actual motion   Character  No  Manual  
Motion Access Status  Status showing who can access the Motion depending on the stage it has reached, e.g.
'C' - Clerk, 'M' - Members of Parliament, 'P' - Public 
Character  No  Manual  

Notifications
will be sent to the Speaker and the Clerk immediately a motion is submitted. Both parties will send notification confirming receipt of the motion.

Approval of Motions
A process for reviewing the Motion by the Speaker is required. The Speaker may decide that a proposed motion is admissible, inadmissible or requires amendment. An inadmissible motion is rejected and the Member who proposed the motion will be notified accordingly. Motions that require amendments may be modified and re-submitted. The system will give the Speaker/Clerk access to submitted motions. The Speaker/Clerk shall be allowed to review the motion and correct grammatical and spelling errors. Motions will not be overwritten, and each revised motion will be stored separately. There will be provision to track the each version of the motion.

The Speaker/Clerk will tag each submitted motion as follows:

Approval of Motions  
Access Control 
Insert, Update, Delete:   System Administrator, Clerks, Speaker  
Read Only:  Members of Parliament  
Data  
Attribute  Description  Data Type   Optional   Manual/Derived 
Motion Identifier  Number uniquely identifying each motion  Number  No  Manual  
Status  Indicate the status of the motion:
'A' - Admissible, 'I' - Inadmissible, 'R' - Requiring editing 
Character   No Manual  
Remarks  Any comments on the motion   Character   Yes Manual  

The system will send notification to the MP submitting the motion and the Clerk informing them of the outcome of the review.

Editing of Motions
The system will provide a facility to invoke the available word processor (or dedicated editor) and load the motion when an MP wishes to edit a motion to accommodate the Speaker's remarks. A new version of the motion will be created on being edited. All versions will be tracked.

Editing of Motions  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:  Members of Parliament  
Data  
Attribute   Description   Data Type   Optional   Manual/Derived  
Motion Identifier   Number uniquely identifying each motion   Number  No  Manual  
Version  Indicate the current version of the motion  Character  No  Manual  
Motion   Text of the motion   Character  No  Manual  
Edited By   Name of the person who modified the motion  Character  No  Manual  
Edited On   Date the motion was modified   Date   No  Manual  
Re-Submission Date   Date the edited motion is re-submitted  Date   No  Manual  
Remarks  Comments on the modifications  Character  No  Manual  

An edited motion shall be re-submitted. Once a motion is approved, notification will be sent from the Speaker/Clerk to the MP and Clerk/Speaker. (If the Speaker reviews the motion then notice is sent to the Clerk and vice versa).

A sequence number will be generated by the system to depict the order in which motions have been approved to enable the system to process the motions on a first come first served basis.

Scheduling Motions
Ordinarily, registration of approved motions is done in the Motion Book. The system should provide an equivalent electronic motion book to register approved motions. Notification on an approved motion is sent to the relevant Member of Parliament (owner of the motion) and the Clerk. The attributes of motion register are listed below:

Access Control  
Insert, Update, Delete:  System Administrator, Clerks 
Read Only:   Public 
Data  
Attribute Description  Data Type   Optional   Manual/Derived  
Parliament Identifier   Name of Parliament e.g. 9th Parliament   Character  No
Manual 
Session Identifier  Name of the Session e.g. 2nd Session   Character  No
Manual
Date  Date on which the motion is registered   Date  No
Manual
Motion Number  Number that indicates the order in which motions have been approved by the Speaker
The number is reset at the start of each new session with the first motion assigned the number 1. The House Business Committee carries out this function.
Number No
Manual
Subject  A brief description of the object of the motion   Character  No
Manual
Date Received  Date the motion was submitted to the Clerk   Date  No
Manual
Entered By   Initials of the Clerk who registered the motion  Character  No
Manual
Passed to Ministry  The Ministry the motion was forwarded to for action   Character  No
Manual
Notice of Motion  Date the motion will be placed before the House   Date
 No
Manual
Proposer   Name of Member proposing the motion   Character  No
Manual
Seconded By  Name of Member seconding the motion   Character  No
Manual
Debated
Date(s) on which the motion was debated  Date  No
Manual
Debate Duration   Indicate the time when debate on the motion was conducted on the above dates   Time
 No
Manual
Party Sponsored  Indicate whether the motion is sponsored by a Party or not   Character  No
Manual
Party Name  Indicate name of the Party sponsoring the motion  Character  No
Manual
Adopted or Negative   Status indicating whether the motion was adopted or rejected by the House  Character  No  Manual
Remarks  Additional comments  Character  Yes
 Manual

Notice of Motion
The owner of the approved motion will give notice of the motion to all. Party sponsored motions will be given priority. Once the motion appears on the Order Paper, the member owning the motion will move the motion or authorize another member to move the motion on his/her behalf. The following information will be updated after at this stage:

Notice of Motion
Access Control
Insert, Update, Delete:
System Administrator, Clerks
Read Only:
Public
Data
Attribute
Description   Data Type   Optional   Manual/Derived  
Motion Identifier
Number uniquely identifying the motion   Number  No   Manual
Amendment Number
Sequence number tracking the sequence in which the amendments were proposed  Number  No   Manual
Proposed By
Name of the MP proposing the amendment  Character  No   Manual
Seconded By
 Name of the MP seconding the amendment   Character  No   Manual
Submission Date
 Date the amendment is submitted   Date  No   Manual
Amendment On
 Number identifying the item being amended e.g. the amendment may refer to the motion or to a previous amendment.  Number   No   Manual
Amendment
Actual amendment submitted by the MP  Character  No   Manual
Vote
 Outcome of the vote
'A' - Accepted
'R' - Rejected 
Character  No   Manual
Date of Vote
 Date the vote was taken on the amendment   Date
 		 No   Manual
Motion amendment Access Status   Status showing who can access the Motion Amendment depending on the stage it has reached, e.g.
'C' - Clerk, 'M' - Members of Parliament, 'P' - Public 
Character  No   Manual

Register Outcome of Vote
When all debate is exhausted the Speaker will invite the House to vote on either: -

  • The amended motion (if any amendment was adopted) or
  • The original motion (if no amendments was adopted)

The outcome of the vote indicating whether a division occurred shall be accepted into the system In case of a division the system will capture the number of aye and nay votes on the motion.

If no division is required the system will indicate whether the motion was accepted or rejected. The outcome of the vote on the motion will be stored as follows:

Register Outcome of Vote  
Access Control  
Insert, Update, Delete:   System Administrator, Clerks  
Read Only:  Public  
Data  
Attribute   Description  Data Type   Optional   Manual/Derived  
Motion Identifier  Number uniquely identifying the motion   Number   No
 Manual  
Date of Vote   Date the vote was taken on the amendment  Date  No
Manual  
Division  Indicate whether a division was declared as a result of the vote
'Y' - Yes
'N' - No 
Character  No
Manual  
Division No. of Ayes   Number of MPs who supported the amendment   Number   Yes  Manual  
Division No. of Nays  Number of MPs who rejected the amendment  Number   Yes  Manual  

Once a motion has been proposed, it is considered the property of the House and cannot be withdrawn without permission from the House. The system should publish all motions that have been approved by the Speaker. End-users including the public can read and analyze the motion at their convenience.

Storage/Publishing of Motions
As in the case of questions the system will store the following information on approved motions in a central repository accessible to all:

  • The original version of the approved motion.
  • The hierarchy of the amendments - both adopted and rejected.
  • The final version of the motion.
  • The outcome of the vote on the motion.

All approved motions shall be stored in a central repository. The database shall be updated as changes to motions are effected. The information will be re-organized appropriately to allow access to respective motions, through searches and queries.

Approved motions are presented by MPs and debated by the House. They are therefore part of the Hansard proceedings, and can be accessed on the website through a variety of access points - Search by date of the proceedings, by Member's name, by subject of the motion etc.

Next: 6.2. Debate Records Previous: 6. Data Model