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Committees Working Party Executive Officer – Briefing Session April 2013

Committees Working Party Executive Officer – Briefing Session April 2013. Committees Working Party - Overview. Established by Registrar Aim to improve the administrative efficiency and effectiveness of the committee system within the University’s decision making processes

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Committees Working Party Executive Officer – Briefing Session April 2013

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  1. Committees Working PartyExecutive Officer – Briefing SessionApril 2013

  2. Committees Working Party - Overview • Established by Registrar • Aim to improve the administrative efficiency and effectiveness of the committee system within the University’s decision making processes • Within context of ‘Working Smarter through Committees’ - 2005 review • Affirm or modify existing principles and introduce further efficiencies

  3. Phase One • Efficient flow of business through the committee system • Effective use of committees complemented by efficient administration and management • Streamlined management of agenda and minute documentation • Impact and efficient use of technology in provision of agendas and minutes • Timeline: July 2012– June 2013

  4. Phase Two • Update and/or formulation of appropriate documentation, templates, standard operating procedures and websites • Formulation of staff development workshops on the role of the executive officer • Timeline: July - December 2013

  5. Progress to Date • Reviewed and modified principles from 2005 review • Reviewed recommendations (20) from 2005 review – uptake and impact • Considered and drafted definitions / categories of committees • Electronic device friendly agendas – trialled by Academic Board / Academic Council • Use of sharepoint for electronic dissemination of documentation • Currently reviewing agenda template, possible formulation of minute template

  6. Electronic Device Friendly Agendas • Vice-Chancellor and Chancellor are keen to move to paperless board meetings • Committee members increasingly prefer to bring a ‘device’ to meetings to view an electronic copy of agenda • Agenda formatted as PDF document with bookmarks • Bookmarks used to navigate through an agenda rather than scrolling • View example agenda • View ability to annotate electronic agenda

  7. Viewing Options • Laptop • ipad / other tablet • Mac notebook • Can be printed in usual way for members who prefer paper copy

  8. Circulation options • email as an attached document • Publish on a web page (maximum upload of 5mb) • Publish on a SharePoint site (no upload limit) • View sample SharePoint site – Senate sample

  9. TRIM Interface • Interim solution • Future Plans • Interface between TRIM and SharePoint / website

  10. How to guides • Guides for EOs • How to Guide - Compiling PDF versions of agendas • How to Guide – preparing Electronic ‘Device Friendly’ agendas • How to Guide – Creating a SharePoint page • How to Guide – using TRIM • Guide for Committee Members • How to Guide – Device Friendly Agendas - Information for committee members • Available from http://www.aps.uwa.edu.au/home/uwas_committee_system/other_committees_and_general_information/how_to_guides • Help: Information technology, available from the I.S. helpdesk- ithelp-is@uwa.edu.au or 6488 1515. For SharePoint advice please address the request to Mr John Rangi

  11. Questions

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