Committees Working Party

Executive Officer – Briefing SessionApril 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

• Within context of ‘Working Smarter through Committees’ - 2005 review

• Affirm or modify existing principles and introduce further efficiencies

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

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

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

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

Viewing Options

• Laptop

• ipad / other tablet

• Mac notebook

• Can be printed in usual way for members who prefer paper copy

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

TRIM Interface

• Interim solution

• Future Plans

• Interface between TRIM and SharePoint / website

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

Questions