Contents Vision, purpose and document details VISION Simple, effective, modern and standardised workplace systems that free up public servants to focus on delivering services to Victorians. PURPOSE To increase productivity of public servants; reduce costs; avoid productivity loss for transferred employees; create an attractive working environment; reduce information management overhead; increase collaboration; simplify systems administration. APPLIES TO All Departments and Victoria Police AUTHORITY Victorian Secretaries Board PERIOD 2015 to 2019 ADVISED BY DPC DATE September 2015 DOCUMENT ID SOD/ Workplace/01 TRIM DPC D16/138568 REVIEW DATE September 2017 VERSION 1.1 – 31 August 2016
Document management The following defines the user experience direction (requirements) for working with general office documents. Objective A user will have a consistent experience for creating, searching, accessing, maintaining and sharing documents (any data e.g. PDF, rich text documents, spreadsheets, images etc…). Reference Direction Category User Experience DM-01 A user will have access to a common government document management system System One common document management (DM) environment for consistent data access regardless of the actual department or agency. The following requirements are an extension to the common DM environment listed in DM-01. DM-02 Compliant with security and records management policies Policy ‘Compliance by stealth’ – The DM environment makes it easy to comply with records management policies. One data classification schema. Consistent approach in applying protective markings. Consistent data version and archiving controls. Caters for Cabinet-In-Confidence. DM-03 VERS-compliant Policy Unknown to the user, the system will comply with the Public Records Office Victoria (PROV) Victorian Electronic Records Strategy (VERS). DM-04 Access to team sites and/or folders Data Common team sites and team folders for segregation of data. DM-05 Access to personal (work) folders Data One personal work folder that never changes, including during MoG or a voluntary change from one department to another. DM-06 Sharing and linking Share File and/or folder sharing within the government and external agencies where applicable. Allows for sending links to documents rather than the document itself – reduces redundant copies, improves collaboration and improves security. DM-07 Co-authoring Share Online/real time co-authoring (for some documents) allows for improved efficiency in creating and updating documents. DM-08 Access methods Access Access to the DM environment will be available from any device and location. DM-09 Enterprise search Search Common tools for searching across the repository. Improve accuracy and response time of FOI requests. DM-10 Minimise impact of MoG System Common repository minimises the impact of MoG changes. Large data transfers will become changes in security and permissions. Data moves within the common repository and retains metadata, version history and access logs.
FC-06 Mobile device management (MDM) Common technology Devices – corporate provided mobile devices and BYOD devices will require a common approach and system for device management. FC-07 Integration platform Common technology All workplace systems would benefit from a common set of integration standards and implementation of a common VG integration platform. Application/service integration will be via a common API gateway to fully de-couple systems. A VG integration platform will provide a secure mechanism for department data transfer. FC-08 Network Common technology All workplace systems require a common VG network including policies and procedures for connecting existing networks. The common network will provide the backbone for accessing common workplace services. Low latency from all locations, particularly regional offices. FC-09 Master data definitions Common information All common workplace systems require a common definition of data types across VG. At a minimum, common data definitions are required for: chart of accounts employee record network user data classification and protective markings. Implementation Timing Departments will these requirements at the time of consideration for new or refreshed services that fall within the sections of the systems described in this document. Constraints DPC recognises departments may have existing systems and/or vendor contracts in place that may affect their timing for implementing this direction.