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

Recommendation 29: In order that standards of reporting, recordingand resolving incidents are properly met, ADFA should ensure thedatabase undergoes annual quality assurance testing to determine:a) whether all complaints and incidents are being entered onthe database and all required fields in the database areadequately completedb) whether the record keeping and reporting standards in theManagement and Reporting of Unacceptable Behaviour,Management and Reporting of Sexual Offences (includingForms AC 875-1 – AC 875-3) and Quick AssessmentInstructions are being met in relation to all individualcomplaints of unacceptable behaviour or sexual offences.Intent of RecommendationThe aim of this Recommendation was to ensure that the correct processes were followed in compilingdatabases as a means of quality control.Implementation actionsThe new incidents register was only months old at the completion of the Audit, and so annual qualityassurance testing has not yet been undertaken. Discussions with staff indicate a belief that the broaderreforms to the reporting and database management systems include processes that ADFA considers willmeet the intent of this Recommendation.Audit findingsADFA’s new database management process has provided some level of quality assurance, but there isnot a formal annual quality assurance testing process in place yet.The IGADF military justice audit will continue to be conducted, but this is not an annual process. TheAudit team understands that ADFA is currently investigating another mechanism to conduct internalaudits on their administration systems but that this is not in place yet. 35While there is not a formal annual test in place, the way that the new system has been designedprovides for some internal checking mechanisms. For example, individuals completing a QA are givena folder with directives and guidance that assists in the QA process, and completed QAs are checkedby the Adjutant when entering them on the QA register. Further, when monthly reports are prepared forthe COMDT, the databases must be complete and consistent, and are checked by a legal officer beforebeing passed up the chain of command. 36Audit Report: Review into the Treatment of Women at the Australian Defence Force Academy • 2013 • 113