Review into the treatment of women at the Australian Defence Force ...

Chapter 10: Minimising Risk, Managing Incidents and Ensuring the Safety of the Workplace – Recommendations 22-31e) response/resolution option adoptedf) timeframe to resolution/closureg) feedback from complainant(s) and respondent(s)h) any further issues arising from monitoring the implementationof the response/resolution.Intent of RecommendationAt the time of the Review, there were a number of data systems in use and the information that theyprovided was patchy and incomplete. This Recommendation was intended to clarify incident datamanagement at ADFA, and provide an authoritative source able to track complaints, incidents andoutcomes, and hence ensure better organisational outcomes.Implementation actionsADFA has improved its record keeping procedures by centralising processes, and encouraging morereporting about possible incidents.At ADFA, incident reports are catalogued within the Quick Assessment (QA) system, a basic factgathering process. 20 When any potentially significant incident, allegation or problem occurs, a QA mustbe done within 24 hours. 21 The QA records a basic account of the incident, as well as ‘complainant’swishes’, ‘actions taken to date’, assessments and recommendations, among other information. 22 Thisforms the basis of the complaints management system.Over the past year, increased quality control guidelines have been put in place for staff completing QAs.These include a central organisation point, supporting materials, and staff dedicated to the managementof this task. 23 Now, when a QA is ordered by the XO Cadets or other appropriate staff member, theAdjutant provides the appointed QA officer with a small folder containing the relevant directives andguidance papers, as well as the materials required to complete the task. A completed QA comes backto the Adjutant who files it, and enters basic details on a central QA register. 24The QA register captures most of the specific information requested in Recommendation 27. It is notan online system, for privacy reasons. While the QA register omits some information requested inRecommendation 27, it is linked to other documents that provide these details.The QA register now forms part of a broader database that has consolidated several different trackingsystems, and provides a greater depth of information about incidents at ADFA in one central location.The ‘Commandant’s monthly return register’ was set up in October/November 2012, and encompassesthe QA register, incident management tracking register (anything from the QA register that may be anincident of unacceptable behaviour including investigations or inquiries), administrative leave restrictionsregister (leave restrictions that can be imposed through Academy Standing Orders), discipline officerstatistics register (a system of seven minor offences, including absences, negligence) and the remedialtraining register. This five tab document is accessible to senior management and pastoral staff, andsnapshots are provided to the COMDT monthly. 25110