Staff Intranet User Guide
Contents
1. 1 Locate the document in their S Drive QMS folder If you are not the document owner and want to make changes you must submit your suggestions to the owner COPY and PASTE the document into the DRAFTS folder in their S Drive QMS folder Make the changes MOVE CUT and PASTE the document into the READY folder Notify the Quality Manager that the document is ready for processing RON Do not email the document Do not change the original Do not move the document from the QMS folder Quality Manager Approves the document Updates the footer and issue number Updates the Register Uploads the document to the Intranet in the correct format may need to be PDF If the document is for public release notifies the Webmaster of the URL of the updated document 5 Replaces the old version on the owners S Drive QMS BO N Document Owners know when a document has been processed because it will be removed from the READY folder The Quality Manager will no longer notify owners by email nor email documents back to them QMS Archive The Intranet has an archive feature As each new version is upload it keeps all previous versions Staff can download and view previous versions Due to this the QMS Archive will be phased out Because most of the documents on the Intranet are in PDF the only editable copy will be in the S Drive QMS folders It is therefore very important for Document Owners to adhere to the steps above Document Owne2. on the S Drive All documents that are available for the general public are on website Please use the website to find information All documents are on the Intranet Controlled and Uncontrolled Documents It is important to understand the idea of controlled and uncontrolled documents A controlled document is one that is within the QMS or one of the four locations discussed above The document is subject to processes and checks It is current and can be traced and is version controlled An uncontrolled document is outside the QMS It has the potential to become outdated forgotten left out of processes is subject to additional processes in order to keep it current and cannot be usually accessed by the Quality Manager Documents become uncontrolled when they are saved on Department S Drives and individual H Drives printed kept in email and printed and stored outside the two controlled locations At some time documents will be uncontrolled The main issue is for staff to identify when a document is uncontrolled and take steps to restore it When using printed forms that do not come from one of the two controlled locations check to see that it is the most recent version Don t keep printouts Don t update documents except through the S Drive QMS folders CRICOS Code 02664K STA G10 8 Issue 4 September 2012 4 HOW A DOCUMENT FLOWS THROUGH QMS Follow these steps for adding or updating a QMS document Document Owners
3. the Institute and anything that governs how processes are done form the foundation Policy is developed from the key performance indicators KPI in the Strategic Plan This flows into what the Institute does Do This is expressed in the process maps procedures forms templates etc Each of these documents governs the performance of a task So how do the Planners know if the KPI are being met in the Doing There is a process of checking which is where documents like student evaluations and staff PR amp DPs come in These review the effectiveness of the actions the Institute performs and measures it against the plan Statistics are a big part of this process Finally the Act section is where recommendations are tabled and acted upon These flow back into the planning committees who then adjust the plans And the process starts again As well as at an Institutional level within each topic this Plan Do Check Act occurs The fastest way to learn the structure is to look around Use the Search function to locate documents quickly If you cannot find what you are looking for see your manager You may need assistance searching or the permissions on the Intranet may need to be adjusted Once you find a document try to understand why it has been placed there Go back out to the parent folders and see the pattern Permissions Permissions are set per user and per folder Each user is allocated to a group which is the same permissions that are
4. used on the S Drive Each folder is then set with group permissions Therefore each user will have slightly different access The Operations Manager will have different access than the casual Counselling Lecturer Documents are uploaded in the most user friendly format Documents that can only be printed are in PDF Locked eforms are available and all standard letters and templates are CRICOS Code 02664K STA G10 7 Issue 4 September 2012 retained in the original format so they can be edited It is essential to note that only staff who are authorised to use the templates have access to them For example a Head of School will have access to the Interview Checklists within the Student Admission and Selection folder but not the Letter of Offer templates WA Document Owners are encouraged to change forms to an eForm where possible If you require a training session please notify the Quality Manager who will arrange one in September Staff can print download and use all documents on the Intranet At present while student forms are copied onto coloured paper please do not print forms for students Use the forms in the pigeon holes outside Academic Administration Everything will be kept on the Intranet meeting minutes agendas plans statistics and so much more X staff have minutes that need to be added to the Intranet please let the Quality Manager know 4 Wesley Institute Website There is now no Public Release folder
5. Kommen Staff Intranet User Guide 1 INTRODUCTION Wesley Institute the Institute has been redefining its Quality Management System QMS over the last 5 years The Institute becoming a Higher Education Provider HEP and incorporated in 2004 meant that it no longer fell under the quality standards of Wesley Mission Since then the Institute has become ISO 9001 certified is subject to a number of internal and external audits and is about to undertake its first Australian University Quality Audit AUQA As part of the AUQA requirement Wesley Institute was required to have an Intranet This coupled with a growing quality system has lead to a restructure of the way quality at Wesley Institute will work The staff at Wesley Institute have been very helpful in giving feedback in regards to Quality Management Hopefully this new system has incorporated many of these suggestions and has satisfied the aim of giving ownership and responsibility back to the staff This short guide is intended to give you an overview of the new system This guide will be updated as questions arise clarifications are needed and the system is refined All changes take time and can be frustrating Please be patient as the Quality Manager implements and refines the system feedback and suggestions are welcome Please email your supervisor with feedback problems or suggestions They will collate your ideas and pass them onto the Quality Manager 2 QMS R
6. OLES Quality Manager The Quality Manager at Wesley Institute is Hilda Caine The Quality Managers main role is to ensure the quality processes are working and adhered to She also approves documents for use ensuring correct language logos formatting legislation and ethics are being employed The Quality Manager is not responsible for alerting Document Owners when they need to update their documents spelling and formatting corrections and updating documents from changes on hard copy Due to the large responsibility and workload of this position Document Owners are being asked to step up and play a greater role in the QMS When notifying the Quality Manager about a document please use the document number correct name and issue number if appropriate X you are interested in joining the QMS Team please contact your supervisor CRICOS Code 02664K STA G10 2 Issue 4 September 2012 Document Owners A Document Owner is a senior staff member who is responsible for or owns certain documents The responsibility extends to creating and updating documents in a timely fashion The documents can be of any type e g procedure form policy that falls within the area of responsibility covered by their job description A Document Owner must be a person not an office Only Document Owners can submit documents to the Quality Manager Other staff that want to make changes must see the Document Owner In the case where a Document Owner wa
7. ce Office OPR Overseas International Student Visa Student OS Partnership PNR Postgraduate PG Primary P Quality Management QMS Reception REC Research and Creative Activity RCA School of Counselling CO School of Dance DA School of Drama DR School of Education ED School of Graphic Design GD School of Korean Theology KT School of Music MU School of Theology TH Secondary S Staff STA Student STU Student Academic SAC Student Administrative SAD Student Financial SFN Teaching and Learning TL CRICOS Code 02664K STA G10 12 Issue 4 September 2012 Undergraduate UG Version Variation and Attachments a b c d 4 Sequential Number The next sequential number forms the last part of the Reference The updated References will start to be implemented at the end of 2009 for 2010 Subscribe Users can Subscribe to a folder on the Intranet and be notified via email when the folder is updated For example if all Heads of School subscribe to the Academic Board meeting minutes folder when new minutes are added an email is automated notifying them This eliminates the need for emails to be sent to staff Staff will be required to instead check the Intranet for the latest meeting dates agendas minutes policies and so on This feature is not currently active however is being researched for implementation in 2010 CRICOS Code 02664K STA G10 13 Issue 4 September 2012
8. inance Accounts and Administration Olivia Rohanek Quality Coordinator Issue 4 September 2012 These auditors are there to ensure the QMS is working for all staff that staff are aware of quality within the Institute and the system is useful to the work that they perform X you are interested in becoming an Internal Auditor please contact your supervisor QMS Administrators Hilda Caine is the Intranet administrator Vineet Gounder is the website administrator 3 QMS at Wesley Institute There are four controlled electronic locations that make up the QMS 1 Document Registers Internal and External 2 S Drive QMS 3 Wesley Institute Staff Intranet 4 Wesley Institute Website These four locations work together and are interconnected In addition there are two controlled hard copy locations 1 Pigeon holes outside Academic Administration 2 Pigeon holes inside the Counselling Centre It is important to note that each document has a unique listing at each location That means there is one entry in the document register the document is uploaded at one place only on the Intranet and appears once within the QMS folders on the S Drive The website uploads one version of public release document A document duplicated becomes uncontrolled Please ensure that you do not save copies of documents on the S Drive or H Drives and all hard copy locations are supervised by one staff member 1 Document Registers There are two docume
9. nstitute has then been put into one of these categories CRICOS Code 02664K STA G10 6 Issue 4 September 2012 The second level of organisation is by function The Institute not only teaches academic courses it also manages staff facilities and resources produces publications and reports to external bodies So each of the four main areas are then divided into our main areas of action The third level of organisation is by topic Documents are sorted according to their subject rather than their type For example all forms used to be kept together Now the Credit amp RPL folder holds the procedure committee terms of reference and all the reporting templates forms guidelines and meeting minutes If you want to know anything about credit just go the one folder The Intranet needs to be looked at like you would look through a camera lens using the zoom buttons As you zoom in documents are kept according to topic But keep in mind that the Credit folder in the example above is kept in the Deployment Teaching and Learning section The policy on credit is kept in the Plan section of the Intranet This is because as we zoom out all planning documents are kept together within topics A policy or plan may cover multiple procedures Quality revolves around the idea of progress A static process becomes outdated and useless Productivity is lost new technology and ideas cannot be embraced and the product becomes worthless So the Plans for
10. nt registers They are DIS F01 Register of Internal Documents and DIS FO2 Register of External Documents Both Registers are in Excel Workbook format They are organised by worksheet Each Document Owner has one worksheet that lists all the documents they are responsible for The Document Registers have changed A few features are e The STATUS of a document can be o Current in use on the Intranet o Obsolete no longer in use archived CRICOS Code 02664K STA G10 4 Issue 4 September 2012 o Transferred ownership or use changed new reference issued The history of the document is retained in the register and the Current issues are recorded in the new place on the Register o Updated needs to be added to the Intranet o Not Located missing Quality Manager to find or archive e If a document changes ownership but retains the same reference the Quality Manager can simply move the entry in the Register to the new owner This is different to transferring a document e To search the Register use CTRL F The Find and Replace dialogue box will default to searching the current worksheet only To search the whole workbook select the option on the dropdown menu within the box e The Intranet URL is recorded within the Registers Simply click on the link to open the document e The External Register records the Internet URL of document where possible Downloaded documents are being phased out and instead users will be directed to the
11. nts a staff member to update a document they are recommended to do the following 1 Email the document to staff member Word Tools Track Changes Email the document back to the Document Owner within a timely fashion The Document Owner approves the track changes and submits the document to the Quality Manager Delete all copies of the document from the Inbox or hard drive The staff member should track the changes 2 3 4 Please note that documents edited outside the S Drive QMS folders are uncontrolled Document Owners are responsible for tracking uncontrolled documents and ensuring copies are not held at staff workplaces both electronic and physical Currently Document Owners are Internal Auditors e Academic Director Martin Dowson e ASC Director Kimberly Spragg e Head of Counselling Marie Therese Proctor e Head of Dance Adele Hyland e Head of Drama Herman Pretorius e Head of Education Julie Mathews e Head of Graphic Design Michelle Klomp e Head of Korean Theology KyeWon Lee e Head of Music Heva Chan e Head of Theology Jim Harrison e Library Manager Sandra Fitzgerald e Managing Director Greg Rough e Marketing Manager Vineet Gounder e WHS Coordinator Julie Mathews e Chief Financial Officer John Walker e Dean of Quality Hilda Caine e Registrar Benjamin Clark Currently approved Wesley Institute Internal Auditors are CRICOS Code 02664K STA G10 Hilda Caine Dean of Quality John Leung Manager F
12. original source This minimises the risk of using outdated documents URLs will also be used on the Intranet Owners of External Documents should check URLs once a year to ensure that they are still current and documents have not been superseded Sa the month of July 2009 Document Owners are requested to Familiarise themselves with both Document Registers 2 Look on the Registers at each document they own a If another member of staff should own a document instead please notify both that staff member and the Quality Manager Owners should move documents to the correct owners before the new Referencing is introduced b If documents are obsolete and no longer in use please notify the Quality Manager c Ensure that all documents have been recently updated d Notify the Quality Manager of all updated documents 3 Perform a self audit on their section of the S Drive For example the Registrar s Office would self audit S Drive Registrar You are looking for a Documents you use on a regular basis to perform tasks that are procedural or political in nature whether they be templates standard letters or assessment forms These should all be part of the QMS Notify the Quality Manager who will quality these for you b Deleting duplications of documents that exist in QMS If you can access the document through the QMS then you should not have an electronic version on the S Drive i NOTE The exception is the hard copy folde
13. r at Reception This is a controlled QMS process ii NOTE If you or your staff cannot access a document in the correct format on the Intranet notify the Quality Manager c Check to see that the document is labelled correctly For example a form may need to be re categorised as a template CRICOS Code 02664K STA G10 5 Issue 4 September 2012 2 S Drive QMS The Quality Management folder on the S Drive has been replaced by a series of QMS folders Each folder belongs to a Document Owner Each Document Owner has read and edit permissions to their folder and read only permissions to all other QMS folders No other staff has read or edit access to the QMS folders This is the biggest change in the way Document Owners interact with QMS In short all Document Owners now have a controlled area to access and edit their documents Please read the section on how a document travels through the QMS Each QMS folder is sorted into types of documents as it is presently This is the easiest way to locate a document for editing The top two folders are called DRAFTS and READY FOR QMS AND INTRANET The DRAFTS folder is where owners copy a document from the folders and edit it Once the document is complete move it into the READY folder and notify the Quality Manager It will be picked up qualitied and replaced on the Intranet and on the owners S Drive QMS folder If owners edit documents outside these two folders they risk deleting the c
14. rs are now managers of the QMS If owners are not confident in their computer skills please see your manager for professional development training 5 FUTURE CHANGES Document References After the process of sorting document ownership adding documents to the QMS and being familiar with the new system the next step is to change the Document Reference The new reference system will tie the four parts of the QMS system together Each Reference Code is unique That means that no owner code is the same as a use code even though they belong to different sections of the reference This is to avoid confusion and bring consistency For example in the current climate COU stands for both Course and Counselling And Counselling use the codes CO COU and GSC CRICOS Code 02664K STA G10 9 Issue 4 September 2012 The new Reference will have four parts TYPE OWNER USE SEQUENTIAL NUMBER 1 Type The type of document is listed first and usually has a two letter code Users can tell straight away if the document is a form policy procedure etc As the Intranet is sorted by topic where there are several documents with similar titles in the one folder the Reference will be handy in deciphering which document does what Eventually the S Drive QMS folders will have this list of document types too The types of documents are Calendar CA Checklist CH Code CD Document Implementation Status Register DIS Form FM Guide GU Guideline GL Mi
15. scellaneous MS Plan PL Policy PO Position Description PD Presentation PP Procedure PR Process Map any diagram chart etc depicting a process PM Protocol PT Publication PB Risk Management RM Sign or Map SM Standard Letter SL Template TE Terms of Reference TR Timetable TT 2 Owner The Document Owner is listed next and usually has a two letter code This is so that at a glance the location on the S Drive QMS folders is known documents owners can track their own documents and staff knows whom to notify about problems with documents The list of Document Owners and their codes are Academic Director AD ASC Director ASD Dean of Students SD Head of Counselling HCO Head of Dance HDA CRICOS Code 02664K STA G10 10 Issue 4 September 2012 Head of Drama HDR Head of Education HED Head of Graphic Design HGD Head of Korean Theology HKT Head of Music HMU Head of Theology HTH Library Manager LM Marketing Manager MM WHS Coordinator OC Chief Financial Officer OM Managing Director CEO Dean of Quality QM Registrar RG 3 Use The use or subject audience topic purpose or users of the document is recorded next This is usually a one to three letter code Awards have retained their short form Note the use of capital and lower case letters More than one code can be used and sometimes used at the end of the Reference such as notating a Korean Language document The Intranet is organised by topic so this code will assist in loca
16. ting where it may be It also helps identify what the document is about The list of uses are Academic Administration Administration Alumni Associate Degree of Dance Associate Degree of Theology Audit Australian Studies Centre ASC Students Award Bachelor of Dance Bachelor of Dramatic Art Bachelor of Graphic Design Bachelor of Music Bachelor of Theology Bridging Units Closed elective within degree only Committee Course Diploma of Dramatic Art Diploma of Graphic Design Diploma of Music Distance Education and Flexible Learning Newcastle Domestic Local Student Elective Event Facilities and Resources CRICOS Code 02664K STA G10 11 ACA ADM ALU AssDegDA AssDegTh AU ASC A BDance BDA BGD BMus BTh BRG C COM CRS DipDA DipGD DipMU DEFL DOM ELE EVE FAR Issue 4 September 2012 Financial Management FNM General GEN Governance GOV Graduate Diploma of Counselling GDC Graduate Diploma of Dance Movement Therapy DMT Graduate Diploma of Education GDE Graduate Diploma of Theological Studies GDTS Head of School or Department HOD Honours H Human Resources HR Information Resource IFR Institutional IN Integrative Studies INS Korean Medium K Lecturer LT Library LIB Marketing Office MKT Master of Counselling MC Master of Education MED Master of Music MMus Master of Theology MTh Meeting M Membership MBR Non Award NA OH amp S OHS Open elective outside of degree O Operations and Finan
17. urrent version which cannot be recovered This working space will eliminate the need for opening Read only documents and saving them on the S Drive emailing of documents to the Quality Manager and taking copies of the QMS and storing them on the S Drive The folders being split into owners has reduced the risk of other staff accessing editable documents If Document Owners accidentally delete a document please notify the Quality Manager immediately so it can be restored Only the Document Owner and Quality Manager can edit your documents Other document owners have Read only access and can copy the editable version for their own use like the current system Remember that the Intellectual Property IP of everything you create for the QMS belongs to Wesley Institute It is preferable that Departments share forms and standardisation occurs All other staff access documents via the Intranet The plain QMS folder is Read only and holds the Document Registers This folder is accessible to all staff 3 Wesley Institute Staff Intranet Organisation ADRI The Intranet was developed by referencing the AUQA guidelines other HEP Intranets QMS principals and feedback from Wesley Institute staff The basic organisation of the Intranet is focused around the Quality Policy of Plan Do Check Act AUQA terminology of ADRI Approach Deploy Results Improve has been used which is more descriptive Each document committee and function of the I
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