edrms business classification scheme client listing (pbc), meeting notes external audit – final...

EDRMS Business Classification Scheme

Title EDRMS Business Classification Scheme

Creation Date 27 June 2018

Version 1.0

Last Revised

Approved by Records Manager

Approval date 27 June 2018

EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 of 29

TABLE OF CONTENTS

1. PURPOSE............................................................................................................................... 3

2. BACKGROUND ...................................................................................................................... 3

3. DEFINITIONS ......................................................................................................................... 3

4. EVALUATION ......................................................................................................................... 3

5. APPENDICES ......................................................................................................................... 3

BUSINESS CLASSIFICATION SCHEME ...................................................................................... 4


1. PURPOSE

The purpose of this document is to provide guidance on the classification of records and information in the Synod’s Electronic Document and Records Management System (EDRMS). This document is an amalgamation of all document libraries and associated activities used across all team sites within the Synod.

2. BACKGROUND

The purpose of the Business Classification Scheme (BCS) is to provide control and consistency over the grouping of records and information in the EDRMS, facilitating and promoting information retrieval. The BCS also provides the basis for governing information retention and disposal by allowing mapping to relevant disposal authorities. The BCS is an essential control tool in the Synod’s records management program.

3. DEFINITIONS

Activity

A narrower term (or sub category) of a Function. Assists in splitting functional areas into more specific processes within a Function and often represents the way a team works. Activities can relate to more than one Function.

Function

A broad operational area or process. Equates to a document library in the EDRMS. Always the broadest information management classification concept. Functions contain Activities as narrower concepts (or sub categories) for further defining information classification.

Scope Note

Provides definitions of Functions and Activities and directions on how to use them. They provide a consistent approach to information classification and discourage personal interpretations of the same term by different people within the one team or across the Synod.

4. EVALUATION

The BCS will be reviewed periodically for relevance as part of the Synod’s records management program or updated as new EDRMS team sites and document libraries are developed.

5. APPENDICES

Business Classification Scheme


BUSINESS CLASSIFICATION SCHEME

Function (Document Library):

Accounts Payable

Relates to matters concerning payments to suppliers

Activity (Sub Category) Scope Note Contains

Ageing Reports Activities associated with the management of outstanding creditor reports

Reports of outstanding creditors

Cost Allocations Activities associated with cost allocation for supplier invoices

Telephone, mobile phone, Australia Post, Invoice and Cost Allocation

Creditor Statements Activities associated with the management of creditor statements

Outstanding creditors

Insurance Payments Activities associated with Proclaim insurance batch payments and ABA file downloads

Insurance batch payments

Payment runs Activities associated with payment runs

Weekly payment runs, proposals and approvals, manual payments


Accounts Receivable

Relates to matters concerning billing and invoicing


Ageing Reports Activities associated with the management of outstanding debtor reports

Reports of outstanding debtors

Debt Collection Activities associated with the management of outstanding debts

Debtor correspondence, statements

Invoice Controls Activities associated with maintaining a register of UME issued invoices

Invoice register

Issued Invoices Activities associated with managing invoices issued by UME

Invoices

Recharges Activities associated with costs incurred by the Synod which are passed onto other entities

Recharges


Application Management

Relates to the development and management of applications/systems throughout their lifecycle. Includes designing, testing and operating

Also includes managing the Synod's responsibility for compliance management of the software and licences and ongoing maintenance.


Software licensing extends to desktop software, network infrastructure, ICT device software and business specific software


Design and Configuration Concerns the design, development and configuration of applications/systems

System documentation, source code information, data dictionaries, user requirements, application of metadata, business rules, system specifications and configurations, user and stakeholder consultations, information architecture documents, system changes and rectifications during development, sign offs

Licenses Activities concerning the conditions governing the use and distribution of applications/systems. Includes the numbers of users allowable

License documents, licencing arrangements, changes to licence details or conditions

Security Activities associated with measures taken to protect applications/systems from accidental access or intentional damage from unauthorised access

Network folder permissions, system security/access details, authorisations, permission changes, employee termination checklists, encryption and authentication measures, details of breaches or investigations of breaches

Testing Activities relating to the testing of applications/systems where the implementation is not part of a designated project. Use the Project Management Office for documents relating to official projects

Test plans, test scripts, test results, test reports


Audits

Concerns the conduct of audit activities, financial and operational, conducted either by the Synod or external parties


Audit Planning Activities associated with the planning of financial audits

Engagement letter, prepared by Client Listing (PBC), meeting notes

External Audit – Final Activities associated with the final financial audit in an audit process conducted by external bodies

Audit certificates, auditor reports, sample testing, audit requests, meeting notes, records of remedial action

External Audit - Interim Activities associated with the interim financial audit in an audit process conducted by external bodies

Audit certificates, auditor reports, sample testing, audit requests, meeting notes


Banking

Relates to cash management and cash flow matters. Use Cash Flow for daily and monthly cash management



Banking Requests Activities associated with banking correspondence with financial institutions

UFS memos

Corporate Cards Activities associated with managing credit cards and credit card payments

Statements, credit card limit changes, details of card distribution

Direct Debits Activities associated with the processing of direct debits concerning UCA entities

Living is Giving, Minister Support Fund

Fixed Term Certificates Activities associated with managing term deposits held by UCA entities

Statements, account details, transfers, deposits, account opening and closures, loan schedules, UFS loan details, ANZ loan details

Loans and Investments Activities associated with managing loans and Investments held by UCA entities

Operational investment documents, personal loan documents

Ministers Expense Accounts Activities associated with managing Minister expense accounts

Receipts, bank payments, reimbursement forms


Bequests

Relates to the financial management of estates bequeathed to the Synod from church members and non-church members both living and deceased


Closed Activities associated with the completion of administrative arrangements of the bequest

Wills, probates, solicitor notification letters, legal correspondence, beneficiary letters, certificates of correctness, receipts

New Activities associated with newly notified bequests where the estate is still under administration


Ongoing Activities associated with the distribution of funds from active estates



Board Meetings

Relates to the provision of administrative and secretariat services, and support to the Synod Board or any other board relating to the operation of the Synod


Action Log Activities associated with managing action logs for Board meetings

Action log


Agenda Activities associated with managing agenda items for Board meetings

Agenda

Correspondence Activities associated with managing correspondence associated with Board meetings

Letters and notifications to the Board chair

Members Details Activities associated with managing Board membership

Member lists and contact information

Minutes Activities associated with managing minutes for Board meetings

Minutes

Paper Activities associated with managing papers and reports submitted to the Board meeting

Papers and reports

Resource Documents Activities associated with managing supporting information not presented at Board meetings

Supporting documents


Budgeting and Forecasts

The process of estimating and planning the use of expected income and expenditure for the Synod over a specified period


Budgets Activities associated with financial planning for the next year based on past financial information

Estimates, reviews, calculations, costings, allocations, models, supporting documents, submissions, monitoring, plans

Forecasts Activities associated with financial planning for the remainder of the current financial year

Estimates, reviews, calculations, costings, allocations, models, supporting documents, submissions, monitoring, plans


Cash Flow

Relates to daily and monthly cash management


Monthly Activities associated with liquidity management for current year

Cash flow forecasts

Weekly Activities associated with liquidity management for current year

Cash flow forecasts


Change Management


Change Notification Activities concerning requested changes or adjustments to

Change notifications


applications/systems and the associated notifications

Change Request Activities concerning the management of change requests

Change requests

Outage Notification Activities concerning the planned outage or unavailability of applications/systems

Notification of system outages, approval to proceed, scheduling and rescheduling details


Committee Meetings

Concerns the provision of administrative, operational and secretariat services and support to Committees, task groups or operational teams formed by the Synod or as a requirement of legislation


Action Items Activities associated with managing meeting action items

Action items

Agenda Activities associated with managing meeting agenda

Agenda

Correspondence Activities associated with managing correspondence associated with committee meetings

Letters and notifications to the Committee chair

Logistics Activities associated with managing the logistics associated with committee meetings

Accommodation, catering, travel, attendance

Meeting Dates Activities associated with managing meeting date lists

Meeting date list

Member Details Activities associated with managing member lists and related contact information


Minutes Activities associated with managing meeting minutes

Minutes

Reports Activities associated with managing papers and reports submitted to the meeting

Reports and papers

Terms of Reference Activities associated with managing the purpose, scope and responsibilities of the committee

Terms of reference


Committee Meetings (Confidential)

Concerns the provision of administrative, operational and secretariat services and support to Synod Committees of a confidential nature


Action Items Activities associated with managing meeting action items

Action items


Logistics Activities associated with managing the logistics associated with committee meetings

Accommodation, catering, travel, attendance

Member Details Activities associated with managing member lists and related contact information


Terms Of Reference Activities associated with managing the purpose, scope and responsibilities of the committee

Terms of reference


Community Relations

Relates to establishing rapport with the community and providing, operating or contacting services to assist the community


Awards Activities associated with attending or arranging and managing award presentations held either by the Synod or external body where the Synod is presenting or receiving an award or recognition

Acceptances, attendance, award criteria, awards, evaluation, honours, invitations, letters of condolence or appreciation, marketing, nominations, presentations made by employees, programs, publicity, registrations

Community Programs Activities associated with providing or managing programs, services and initiatives to assist the community. Includes the Safe Church Awareness program.

Attendance sheets, copies of presentations made by external parties, invitations, participant list, reports, surveys, evaluation forms, assessment, feedback forms

Condolences and Appreciations Activities associated with preparing and sending letters of appreciation or condolence not relating to Ministers or staff members. Includes lists for Christmas cards

Letters of sympathy, letters of appreciation and congratulations etc


Compensation Settlements

Relates to settlement payments for SMC redress claims or any other sensitive or confidential payment. Use Compliance – Workers Compensation for calculations and workings


Redress Activities associated with SMC claim settlement payments and instructions

Redress payment request form, correspondence from legal counsel regarding SMC claims, deed of release, other related payment requests

Workers Compensation Activities associated with the payment of workers compensation claims

Payment related correspondence


Compliance

Relates to complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the Synod is subject



ABS Surveys Activities associated with the submission of surveys to the Australian Bureau of Statistics

ABN details, CAN details, ACNC details, ABS surveys

ACNC Activities associated with matters relating to compliance with the Australian Charities and Not-for-Profits Commission

ABN details, CAN details, ACNC details, ABS surveys

Workers Compensation Activities associated with the management of Minister and non-minister related workers compensation financial matters

Annual declarations, calculations and workings


Complaints

Relates to the receipt and management of complaints concerning people associated with the Synod. Does not relate to Synod operational staff or Ministers. Use Minister Discipline for matters relating to disciplinary issues concerning Ministers


Complaints Category Concerns the management of complaints

Complaints and associated correspondence


Congregations and Presbyteries

Relates to the management of information for congregations and presbyteries where the records are not covered by another Library


Annual Financial Returns Activities associated with yearly financial statements prepared by congregations and presbyteries and submitted to the Synod

Annual financial returns

Congregation Profiles Activities associated with profiles submitted to the Placements Committee when a placement has become available

Details for each congregation and presbytery

Contributions Activities associated with donations and contributions to the Synod from UCA entities and the general public

Stewardship contributions, Living is Giving, Seeds of Growth

Directory Update Activities associated with congregations / presbyteries or Faith Communities updating the Synod with new details

Directory update forms

National Church Life Survey Profiles

Activities associated with managing information about National Church Life Survey profiles

Profile information

Position Descriptions Activities associated with managing advertised ministry positions

Positions descriptions

Presbytery Chair Meeting Activities associated with managing Presbytery Chair meetings

Agenda, minutes, meeting notes


Presbytery Profiles Activities associated with managing information about Presbyteries

Details for each Presbytery

Presbytery Reports Activities associated with half yearly financial statements submitted by the presbyteries to the Synod

Presbytery reports

Reviews Activities associated with reviews of Congregations or Presbyteries

Review documents, background research, reports, actions

Treasurers Meetings Activities associated with attendance and participation in Treasurers meetings

General correspondence, enquiries, meeting minutes


Contract Management

Relates to developing, managing and monitoring contracts and agreements established between the area and a third party


Consultant Agreements Activities associated with arranging, managing, monitoring, and reviewing consultant contracts for work conducted within the Synod

Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA), specifications, terms and conditions

Maintenance Agreements Activities associated with arranging, managing, monitoring, and reviewing maintenance contracts for work conducted within the Synod


Service Agreements Activities associated with arranging, managing, monitoring, and reviewing service contracts for work conducted within the Synod


Specialty Agreements Activities associated with arranging, managing, monitoring, and reviewing contracts which are of a speciality nature and fall outside the scope of other agreements


Standard Agreements Activities associated with arranging, managing, monitoring, and reviewing contracts which are of a standard nature and fall outside the scope of other agreements

Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA),


specifications, terms and conditions

Supply Agreements Activities associated with arranging, managing, monitoring and reviewing supply contracts


User Agreements Activities associated with arranging, managing, monitoring and reviewing user agreements



Courses

Relates to the administration of courses including subject outlines, timetables and class roles


Class Rolls Concerns the administration of class rolls

Class role and participation certificates

Clinical Pastoral Education Concerns the administration of pastoral education

General information

Ethical Ministry Roll Concerns the administration of ethical ministry rolls

Attendance records

Subject Outlines Concerns the administration of ethical ministry rolls

New subject profiles, program/course proposals, subject preparation, subject outlines, study guides, course component evaluations, study guides, self-assessment exercises

Timetables and Rotations Concerns the administration of course timetables

Course timetables, timetable changes

Transformative Pastoral Practice Activities associated with the administration and organisation of the Transformative Pastoral Practice course run by United Theological College

Course booklets, invoices for supervision, teaching contracts, application forms etc


Events Management

Relates to the management or delivery of events either held by the Synod or where Synod employees are invited to attend


Advertising Activities associated with advertising events held by the Synod

Advertising, campaign material, design, marketing, media placement schedules etc.


Conferences Activities associated with managing conferences either held by the Synod or where Synod employees or associates are invited to attend. Includes seminars and forums. Also includes presentations made by team members

Acceptances, conference program, conference reports, copies of presentations from speakers, invitations, marketing, presentation from employees, programs, registrations, speaker information etc.

Events Activities associated with managing events either held by the Synod or where Synod employees or associates are invited to attend. Includes exhibitions and displays. Also includes presentations made by team members

Event opening, closing and catering. Also includes acceptances, event programs, event reports, copies of presentations, invitations, marketing, programs, publicity, registrations, reports, speaker information etc.

Forums Activities associated with managing forums either held by the Synod or where Synod employees or associates are invited to attend

Acceptances, forum program, reports, presentations, invitations, marketing etc

Image Library Activities associated with managing images designed, purchased or acquired for internal or external publications

Corporate images, employee photos, stock images, photos

Luncheons Activities associated with managing luncheons either held by the Synod or where Synod employees or associates are invited to attend

Acceptances, catering arrangements, invitations, marketing etc

Retreats Activities associated with managing retreats either held by the Synod or where Synod employees or associates are invited to attend

Arrangements, retreat program, presentations, etc

Services Activities associated with managing services either held by the Synod or where Synod employees or associates are invited to attend

Acceptances, service program, invitations, marketing etc


External Relations and Regulations

Relates to matters concerning our communication and relationship with external bodies. Includes seeking funding and environmental planning issues that may impact on schools


Association of Independent Schools (AIS)

The activities associated with maintaining the relationship with the AIS

General correspondence, meeting notifications

Funding Agreements and Grants The activities associated with the processes and guidelines for seeking government funding for schools. Use Financial Management – Funding Agreements and Grants for records relating to funding sought for the Synod. Relates to recurrent funding

Guidelines, forms, process documents; School Entry Point authorities


School Registration Certificates The activities associated with school registration

Registration certificates and associated correspondence

SEPP The activities associated with government environmental planning policy, regulation and requirements that may impact on schools

Copies of policy and guideline documents


Financial Management

Relates to the internal management of financial resources. Includes accounting, budgeting, procurement and grant programs. Use the Project Management Office site for specific project related budgeting


Accounting Activities associated with recording, processing and analysing financial transactions. Includes managing employee expenses

Statements, credit card limits changes, details of card distribution, expense allocations, allowances, claims, vouchers, reimbursements, petty cash records including details of replenishments

Budgeting Activities associated with preparing, monitoring and finalising budgets for the team

Estimates, reviews, calculations, costings, allocations, models, supporting documents, submissions, monitoring etc

Chart of Accounts Refers to the names of accounts and codes used by each team to define each class of items for which money or the equivalent is spent or received

Cost codes, income codes etc

Procurement Activities associated with acquiring goods and/or services provided by an external organisation. Includes the process from identifying a need, developing the requirements, the tender process and evaluation process

Formal request for quotes, proposals, business cases, approvals, orders, assessments

Student Reconciliation Activities associated with the final student numbers and the invoicing of fees to Charles Sturt University

Invoices, spreadsheets, calculations etc


Fixed Assets

Relates to the management and maintenance property plant and equipment as assets


Additions Activities associated with assets acquired by UCA entities

Asset valuation, asset management processes, asset register, depreciation, additions, disposals, re-evaluations

Disposals Activities associated with the disposal of assets

Asset valuation, asset management processes, asset register, depreciation,


additions, disposals, re-evaluations

Maintenance Activities associated with the maintenance of assets

Manse repairs & maintenance, vehicle claims, accidents register, registrations


Funding Agreements and Grants

Relates to funds provided by both the Synod and outside agencies to church entities for the provision of services to the community


Disaster Recovery Activities associated with funding the chaplaincy network in relation to natural disasters

Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters, notifications, program level agreements, reports, supporting documentation, variations

Infrequent Grants Activities associated with managing funding associated with grants not received on a regular basis e.g. HEPPP


NREMA Activities associated with the management of Non Real Estate Missional Activities


School Grants Activities associated with managing education funding from the federal government to UCA affiliated schools


Seed Fund Activities associated with managing funding for missional activities


SMRF Activities associated with managing the Synod missionary resource fund

Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters,


notifications, program level agreements, reports, supporting documentation, variations

Tertiary Chaplaincy Activities associated with funding university chaplains



Infrastructure Management

Relates to managing the environment where the IT infrastructure is located. Includes networks, cabling, site plans etc


Hardware and Mobile Devices Refers to technology and telecommunications equipment

Installation and maintenance of computers and associated equipment

Network Relates to the development and management of networks including cabling and site plans

Site plans, network details, cabling details


Legal Matters

Relates to the provision of legal services to the Synod and the management of legal matters. Includes the interpretation and provision of advice to employees and work areas regarding legal matters, the drawing up of legal agreements and the handling of legal action and disputes. Includes litigation, complaints, royal commission matters, intellectual property and copyrights matters


Complaints Management Activities associated with recording, investigating and managing complaints lodged with the Synod or other formal bodies about any component of the Synod's operations or associated operations

Complaints, grievances, allegations of unfair treatment, actions, recommendations, reports, response letters

Copyright Activities involved in managing copyright matters

Applications, agreements, infringements, declarations


Management

Use for documents of a sensitive nature that should be restricted from other team members. Includes performance appraisals and reviews. Only used for Head of area or delegate


Organisation Reviews Activities associated with team reviews and restructures

Team reviews


Performance Appraisals Activities associated with annual performance appraisals

Performance appraisals, mid- term reviews, meeting notes, KPIs

Staff Reviews Activities associated with the review of individual staff and positions/roles

Staff reviews


Minister Discipline

Relates to the receipt and management of Minister disciplinary matters. Use Complaints for the management of complaints concerning people (other than Ministers and staff) associated with the Synod


Complaints Activities associated with the management of complaints

Complaints and associated documents


Minister Entitlements

Concerns the management of Minister related financial entitlements


Home Endowment Fund Activities associated with managing fund calculations and payments

Fund calculations

Long Leave Activities associated with the maintenance of long leave spreadsheets held by Finance

Long leave calculation

Superannuation Activities associated with the preparation & calculation of superannuation payments

Superannuation calculations & submissions


Minister Management

Relates to managing Ministers registered as part of a Synod institution. Includes Ministry of Pastor, Chaplains and religious practitioners


Admission of Ministers Documents associated with a Minister’s application to serve or mission

Action sheets, process checklists, applications to serve, curriculum vitae, academic transcripts, ordination certificates, affirmation of BoU, reference letters, good standing, WWCC verification, leadership profiles, citizenship certificates, associated correspondence

Deceased Activities associated with the death of a Minister or a Minister’s spouse

Condolence letters, death notices, pastoral notes, notifications of death

Directory Updates Updates of a Minister’s personal information

Forms, letters, emails relating to changes to Minister details


Financial Support Activities associated with the Synod providing financial assistance or support to Ministers

Financial assistance letters, scholarships, MTAS, VDP

Good Standing (non-AOM) Activities associated with the Good Standing. Includes Good Standing sent to other Synods, received from other Synods, or received from other denominations

Statements and questionnaires

Inter-Presbytery Transfer Activities associated with transfers between Presbyteries

Inter-Presbytery transfer forms, notifications of transfers via email/letter

Inter-Synod Transfer Documentation associated with transfers to/from NSW & ACT

Inter-Synod transfer forms

Jury Duty Activities associated with Jury Duty exemptions for Ministers

Exemption letters, exemption requests, letters to Jury

Leadership Profile Profiles and requests for profile Profiles, letter requesting a profile

Long Leave Activities associated with the management of Ministers long leave

Long leave requests, long leave record balances, long leave history

Marriage Celebrants Activities associated with marriage celebrants of the UCA in the NSW / ACT Synod

Applications, Presbytery endorsements, registration numbers, cancellations, transfers, nominating authorities, annual returns

Marriage Celebrant Registry Activities associated with managing a listing of all marriage celebrants within the Synod

Certificates, registers including ethical ministry training attendance, qualifications etc

Minister Expense Facility Changes to MEF account Correspondence

Placement Activities associated with a Minister’s placement

Terms of placement including employment contracts, Minister history, agreements, variation of placements, extensions, conclusions, letters of call, approvals of call

Retirement Activities associated with the retirement of a Minister

Retirement letters, notifications from Ministers, notifications to Presbyteries

Schools Chaplaincy The activities associated with managing information about School Chaplains and their placement

Job descriptions, candidate interview questions, terms of placement, admission of Ministers – application to serve, Pastoral Relations Committee - affirmation of call report, employment contracts, stipend calculations


Stipends Activities associated with Minister remuneration and allowances

Annual stipends sheets, queries regarding stipends

Supply Activities associated with a Minister’s supply

Supply agreements, updates, availability

Tertiary Chaplains Terms of Placement

Activities associated with managing terms of placement

Placement details and terms

Vital Ministry Activities associated with reviews by Presbyteries regarding the continuation of Minister placements

Vital Ministry (formerly Vitality of Call) reports, correspondence

Working with Children Verifications, application progress, ACT Working With Vulnerable People (WWVP) registrations

Clearances, WWVP cards


Month End

Relates to end of month processing that communicates the financial performance of the Synod


Accruals Activities associated with managing month-end and year-end accruals

Month-end and year-end accruals

Bank Reconciliations Activities associated with managing bank reconciliations

Bank reconciliations, investment schedules

Balance Sheets Reconciliations Activities associated with managing balance sheet and fixed asset reconciliations

Balance sheet reconciliations, fixed asset reconciliations, inter-company matrix

General Journals Activities associated with the management of ad hoc journals for processing

Adjustment journals

Recurring Journals Activities associated with managing monthly standing journals

Recurring journals


Payroll

Relates to the reconciliation of payroll records to accounts records and to support associated reporting requirements


Payroll Category Activities associated with managing payroll information

Upload files, FBT calculations, month end leave liability


Personnel

Relates to the general management of personnel matters for each team. Includes leave and attendance, and recruitment activities. Team leaders will use the Management Library for performance appraisals and reviews


Authorisations and Delegations Process of seeking and granting permission to undertake a requested action

Delegation changes and approvals, images of digital signatures


Contacts Concerns the management of staff contact information

Staff emergency contact lists and information

Employment Conditions Activities associated with managing the general conditions of employment for personnel

Employment contracts, terms of employment, staff information booklet signatories

Job Descriptions Concerns the management of position descriptions

Positions descriptions, duty statements

Leave and Attendance The process of administering leave and documenting the attendance of employees. Includes unauthorised leave taken by staff and the management of rosters

Leave requests, completed leave forms, approvals, associated supporting documents

Recruitment The process of recruiting which includes applying for approval to fill existing vacancies, the advertising of vacant positions, and the handling of applications, interviews, selection, culling and appointment

Advertisements, interview reports, reference and background checks, applications, resumes, probationary reviews

Timesheets Concerns the collection and management of staff timesheets

UME timesheets

Working with Children Concerns the management of working with children checks and declarations

Checks, declarations


Planning

Relates to the development, monitoring and reviewing of all planning activities. Includes strategic, operational, business continuity and disaster recovery plans as well as other strategy documents


Business Continuity Process of creating systems of prevention and recovery to deal with potential threats to operational activities

Plans, reviews, advice, amendments, approvals, approved plan frameworks, benchmarking, consultation drafts, consultation notes, feedback, future planned activities, objectives, performance indicators, presentations

Disaster Recovery Structured activities for how we respond to unplanned incidents

Disaster recovery run sheet and plan, instructions, reviews, advice, amendments, approvals, consultation drafts and notes, performance indicators, tests etc

Operational Process of planning strategic goals to tactical goals, objectives and short-term plans for the area and related activities

Plans, reviews, advice, amendments, approvals, approved plan frameworks, benchmarking, business plans, consultation drafts, consultation notes, feedback, future planned activities,


objectives, performance indicators, presentations

Strategic The application of broad systematic management and strategic planning for each area. Includes the development, monitoring and reviewing of these plans, and determining ways in which objectives can be achieved. Also other long-term plans and strategies

Plans, reviews, advice, amendments, approvals, approved plan frameworks, benchmarking, business plans, consultation drafts, consultation notes, feedback, future planned activities, objectives, performance indicators, presentations


Policies and Procedures

Relates to the development and management of policies, procedures, guidelines work instructions and business rules designed for Synod operations


Guidelines Best practice, non-mandatory guidance that help support policy and/or procedure. Use to convey detailed information that is not suitable for a procedure format. Recommended practices that allow some discretion in their implementation

Guideline, supporting rules, consultation notes, feedback, frameworks etc.

Manuals or Work Instructions Operational documents specific to a particular task or aspect of work. When more detail is required to implement policy and/or procedures. Provides specific step-by-step instructions. May be a ‘how-to’ document relating to the operation of a system

Manuals, work instructions, business rules, consultation notes, feedback etc.

Policy A high order mandatory directive which frames Synod conduct, practice and strategic policy direction. Use for a function or area of operation where consistent organisation-wide direction or purpose needs to be set in order to conduct business

Policy, business rules, consultation notes, feedback, frameworks, implementation papers and plans, approvals etc.

Procedures Sets mandatory high level rules for consistent implementation of central directives; legislative or regulatory requirements; organisational policy; standards or strategy; or high level administrative functions. When rules are required to assist with the implementation of policy or aspects of policy. Highest level of description of a large task or series of related tasks. Contains a narrative

Procedure, business rules, consultation notes, feedback, implementation papers and plans, approvals etc.


Projects

Relates to the management of projects that are not cross functional, usually of small scale and undertaken within a team. Typically involves the formulation of a plan of action and a commitment of expenditure. For cross functional or large scale


projects use the Projects site collection. Use the appropriate Library for business as usual work


Name of Project Activities associated with the planning and management of projects

Proposals, quotations, scope of works, plans, activities, reports


Publications

Concerns the planning, production, printing, marketing and distribution of publications. Includes digital publication


Corporate Branding Activities associated with developing, managing and administering the Synod’s corporate brand, visual identity, and writing styles. Includes corporate images, logos and style guides etc

Logos

Image Library Activities associated with managing images designed, purchased or acquired for internal or external publications

Corporate images, employee photos, stock images, photos


Records Management

Relates to the creation and management of records, records disposal, and associated control tools


Advice Activities associated with providing advice on records management related matters

Guidance, directions, compliance advice, emails

Classification Activities associated with developing and maintaining classification control mechanisms

Team site classification structures, classification design documents

Disposal Activities associated with disposing of records and information resources no longer required by the Synod. Includes the destruction of records, and the transfer and management of records in secondary storage

Details of records stored at offsite storage, disposal decisions and approvals

Disposal Mapping Activities associated with the development of retention and disposal mapping for Records365

Disposal mapping spreadsheets

Information Gathering Activities associated with the information gathering process in preparation for team site design work

Information gathering documents, interview material, shared drive investigation information

Meetings Activities associated with the management of General Secretary update meetings

Agenda, actions



Reference Material

Concerns the keeping of copies of documents which form a source of reference for your team employees. Includes industry standards and documents developed by other organisations. Not to be used for documents created by Synod employees


Reference Material Category Relates to the management of reference material

Catalogues, brochures, media reports, informational standards, statements, promotional material


Registers

Relates to compiling and maintaining formal or official lists of items


Register Category Relates to the management of registers

Spreadsheets, lists


Reporting

Relates to the provision of an official response to a request from either internal or external parties


Bank Compliance (ANZ) Activities associated with external reporting to ensure compliance with the loan covenants

Debt covenants

Financial Statements Activities associated with the preparation and review of financial statements and summaries

Annual statements of assets and liabilities, operating statement of financial position, balance sheets and statements of cash flows, profit and loss statements

Incident Reports Relates to incident reports Background research, reports, changes and amendments, supporting documents

Management Reports Activities associated with providing periodic financial reports to management

Management reports

Statutory Accounts Activities associated with the preparation of reports of financial activity and performance

Special purpose financial reports, statutory accounts


Research

Concerns investigating or enquiring into a subject or area of interest. Includes proposals, administration of approved proposals, theses etc


Examinations Concerns the receipt and administration of theses

Theses

Proposals Concerns the administration of research proposals

Research proposals, administration of proposals


Reporting Concerns the reporting of research matters

Reports


Risk Management

Relates to the identification of risks, and the appropriate practices to reduce risk or likely loss from an incident


Risk Management Category Concerns the management of risks Risk Register


Scholarships

Relates to the establishment, conditions and management of scholarships and prizes. Use Committee Document for matters tabled at committee meetings


Name of scholarship Concerns the management of each scholarship

Proposals, applications, consultations, terms and conditions, funding, scholarship summaries, decision making, reports


School Councils

Relates to attending school council meetings and their associated membership


Meetings The activities associated with the attendance at school council meetings

Agenda, minutes, meeting papers

Membership The activities associated with the membership of school councils

Council membership, member profiles


Schools Governance

Relates to managing the relationship between the Synod and UCA affiliated schools where the records are not covered by another Library


Capital Works The activities associated with capital works and building programs, and projects in schools. See Property Management for master documents and authoritative versions

Copies of planning reports, master plans, external reports

Constitutions and By-laws The activities associated with the development or amendment of school constitutions and by-laws by schools

Copies of constitutions and by-laws

Faith Development The activities associated with faith development and social justice initiatives in schools. Includes matters relating to baptisms

Faith related reports, discussion papers, proposals

Image Library Activities associated with managing images acquired from Schools

Photos


Insurance and Indemnity The activities associated with insuring school property and its board members. Also includes insurance for children

Member indemnities, correspondence relating to insurance, certificates of currency

School Policies and Procedures The activities associated with approved policies, procedures, guidelines, codes of conduct etc developed by schools. Use Synod Governance – Policy and Procedure Management for policies, procedures and guidelines developed by the Synod

Copies policies, procedures, guidelines, codes of conduct. Includes School Entry Point procedures

Risk Management The activities associated with the identification of risks in schools, and the implementation of appropriate practices and procedures which will reduce wastage and the impact of economic loss arising from an incident in schools

Risk registers, risk assessments, risk mitigation, risk plans

Strategic Plans The activities associated with the application of broad systematic management and strategic planning for schools. Includes strategic and other long-term plans. Relates to plans developed by schools and supplied to the Synod for information or comment. Use Synod Governance - Strategic Planning for strategic plans developed by the Synod

Advice, amendments, approvals, approved plan frameworks, benchmarking, business plans, consultation drafts, feedback, future planned activities, objectives, performance indicators, reviews


Students

Concerns the management of student related activities including the enrolment process, assessments and gradings, and the provision of associated student services


Assessment The activities involved in testing knowledge and understanding of candidates for degrees, programs etc by examination or other techniques

Assignment Extensions, examination/assessment scripts completed by students, assignments, presentations, appeals relating to assessment results, audit certificates, admin arrangements for the conduct of examinations

Enrolment The activities relating to the enrolment of students into a course or subject

Enrolment forms, declarations, eligibility correspondence, criminal record checks, working with children checks, exemptions, applications for credit or advanced standing, final reconciliation spreadsheet; Travel concession (opal card) eligibility, liaison with agencies providing concessions, issuing of cards


Graduation The activities relating to the determination and notification of students of their eligibility to graduate

Applications and offers to graduate, lists of students eligible to graduate, decisions relating to student eligibility; Program and order of proceedings, receipt of testamurs, uncollected testamurs, administrative arrangements to graduate, transcripts; Master list of graduates including those who graduate in absentia

Results The activities associated with the grading/marking of individual assessment components such as assignments, essays , theses examinations etc and the determination of final results/grades

Gradings, reviews, grade changes, special consideration

Services The activities relating to the provision of services to students such as counselling, financial assistance and special needs support

Orientation planning, programs and activities


Synod

Relates to the administration of the Synod meeting held every 18 months


Agenda Activities involved in managing agenda items

Agenda

Attendees Activities involved in managing attendee lists

Catering and Accommodation Activities involved in managing catering and accommodation matters

Minutes Activities involved in managing meeting minutes

Minutes

Registers Registers containing Minister information for the Synod agenda and recognition booklet

Deaths in the Synod, recognition booklet content

Registrations Activities associated with the registration of members to Synod

Registration forms, lists of members registered and not registered

Reimbursements Activities involved in reimbursing Presbyteries for Synod members’ travel to Synod

Travel reimbursements, travel reimbursement model

Reports Activities associated with managing reports to Synod

Presbytery reports, school reports, committee reports, board reports, agenda reports, parish mission reports

Run Sheets Activities associated with managing run sheets for Synod

Run sheets


Stalls Activities involved in managing the market stalls at Synod

Floor plans, table signs, spreadsheets, correspondence from/to stall holders

Volunteers Activities associated with volunteers at Synod

Volunteer packs, schedules, sign in sheets, briefings

Worship Activities associated with worship at Synod

Songs, schedules


Synod Governance

Associated with establishing and managing the strategic direction, governance requirements and organisational mission of the Synod. Also used for non-committee records relating to leadership of the Synod or operational teams. Use Planning for strategic and operational planning matters


By-laws The activities associated with preparing, formulating, amending, promoting and managing by-laws administered by the Synod

By-laws, proposals

Constitutions and Regulations The activities associated with promoting and managing new or amended constitutions and regulations

Constitutions, regulations, proposals

Meetings The activities associated with gatherings held to formulate, discuss, update, or resolve issues and matters pertaining to the Synod. Use for team and leadership meetings. Use the Libraries Board Meetings or Committee Meetings for formal bodies constituted to discuss and resolve specific issues

Agenda, minutes, notes, discussion papers


Taxation

Relates to tax reporting to be in compliance of the ATO


BAS Records relating to the assessment and payment of BAS taxation

BAS statements. Includes tax rulings and charity status

FBT Records relating to the assessment and payment of FBT taxation

Includes tax rulings and charity, endorsements as a deductable gift recipient

Franking Credits Application for refund of franking credits

Share-holding information, franking credit forms, calculations, statements

PAYG Records relating to the assessment and payment of PAYG taxation

Payroll reports, summaries


Teaching

Concerns the engagement of permanent and sessional lecturers. Includes appointments and renewals, CVs, contracts,


declarations, contact lists, details of business cards, introductory letters, staff ID numbers and orientation


Administrative Staff Records relating to the engagement of non-teaching faculty and administrative adjuncts

Adjunct appointments and renewals, CVs, contracts, declarations, contact lists, details of business cards, introductory letters, staff ID numbers

Permanent Lecturers Refers to records relating to the engagement of permanent lecturers


Services Refers to records relating to the services provided by UTC Admin on behalf or permanent and sessional lecturers, and supervisors

Orientation for new lecturers, correspondence etc

Sessional Lecturers Refers to records relating to the engagement of sessional lecturers


Supervisors Records relating to the engagement of supervisors



Templates

Relates to the development and management of the Synod’s organisational templates. Includes forms used as templates. Use this Library only for the management of clean templates. Populated forms and templates should be saved under the appropriate Library


Template Category Refers to the management of templates

Templates


Training and Development

Concerns the management of all types of learning and development opportunities, and training programs for staff, both internal and external, online and face-to-face. Includes training program development, bookings and arrangements, approval to attend, participant lists and evaluations etc. For user manuals that are really procedure manuals use the Policy and Procedure Library



Name of Training and Development Course/Activity

Refers to the management of training course participation

Attendance sheets, copies of presentations made by external parties, invitations, participant list, reports, surveys, evaluation forms, assessment, feedback forms, course materials, course outlines, workbooks, curriculum development, E-Learning, handouts, induction manuals


Vehicle Management

Concerns the acquisition, allocation, maintenance and disposal of Synod fleet vehicles or motor vehicles


Parking Plans Activities associated with the allocation of parking spaces and general car park planning

Plan, layouts, parking details


Workplace Health and Safety

Concerns the development, implementation and coordination of workplace health and safety initiatives in the Synod. Includes safety, workplace hygiene, ergonomic, workplace medicine and first aid measures, and wellness programs


Health and Wellness Programs Activities associated with programs designed to improve the health and well-being of employees

Flu vaccinations, arrangements, bookings, staff list