Annual Report 2003–04
Management of information systems
During the year the department implemented a new financial management information system, Finance One, selected after a comprehensive tender and evaluation process. The system became fully operational in January 2004, within the projected timeframe and budget. Each stage of development was monitored by an executive steering committee specifically created for the project.
A post-implementation review was conducted by the department’s internal auditors. They found the implementation process to have been effective and the platform to be reliable and appropriate for the department’s operations. Six better practice recommendations were made, dealing mainly with ongoing systems development issues, and were accepted by the Audit and Evaluation Committee.
Enhancements were made to the department’s human resource information system, PeopleSoft, to enable the electronic lodgement and approval of leave requests. A comprehensive training program was conducted for all Senate staff. This initiative improved the efficiency of staff administration.
Records management
During the year, the department reviewed its policy of managing records under a paper-based system. The option of adopting an electronic system was considered and rejected. The department decided to remain with the paper-based system until more assured that an electronic system would be more efficient and reliable.
Educating staff on proper record-keeping principles and practices—in relation to the capture, retention, storage and retrieval of information—will be made a priority over the next 12 months, in order to maintain our usual high standard of records management.
