Annual Report 2008-2009 - Department of Transport

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74 Disclosures and Legal Compliance Recordkeeping Better recordkeeping The Department is committed to good recordkeeping and to meeting the requirements of the State Records Act 2000. In 2008–09, the Department achieved its goal of a single enterprise-wide electronic document and records management system. The State Records Commission’s minimum compliance requirements are: Requirement 1: The efficiency and effectiveness of the organisation’s recordkeeping systems are evaluated not less than once every five years. Following on from work commenced in 2007, the Department completed the migration of all corporate hardcopy files into the Objective Electronic Document and Records Management System. The rollout of electronic document management commenced in August 2008 and by June 2009 all staff had been given the opportunity for training and provided with a workgroup folder structure for their files and documents. Usage of the system will be monitored and a process of continuous improvement is in place to improve performance and service. Requirement 2: The organisation conducts a recordkeeping training program. An online Recordkeeping Awareness Training (RAT) course has been available to staff since 2005. All staff are currently enrolled and 1798 (86%) have now completed the course. Number of staff enrolled in Records Awareness Training (RAT) Number of staff who completed Records Awareness Training (RAT) 100% 90% 80% 70% 60% 50% 40% 30% June 2005 June 2006 June 2007 June 2008 June 2009 1360 1455 1686 1972 2087 560 (41%) 797 (55%) 1037 (62%) Percentage Completed 2005 2006 2007 2008 2009 1443 (73%) 1798 (86%)
Requirement 3: The efficiency and effectiveness of the recordkeeping training program is reviewed from time-to-time. The online Recordkeeping Awareness Training was made mandatory for all staff in 2008. Training assessment is integrated into the package and feedback from staff who have completed the course is reviewed and responded to. For Department-specific information regarding processes, staff are referred to the Intranet. Content is reviewed periodically to ensure it reflects current operational and administrative practices and processes. A comprehensive training package in the use of the Objective Electronic Document and Records Management System is available and all staff must attend 3.5 hours of hands-on training in document management and a 1.5 hour presentation on email management. Follow-up assistance is through a roaming training and support officer. There is additional training available in searching and security and quick reference guides available through the intranet to assist staff. Requirement 4: The organisation’s induction program addresses employee roles and responsibilities in regard to their compliance with the organisation’s recordkeeping plan. A presentation on recordkeeping is included in the Department’s induction program, which advises employees of their roles and responsibilities in creating, managing and maintaining government records. All new staff are expected to complete the online Recordkeeping Awareness Training which covers roles and responsibilities in regard to recordkeeping and compliance with the Recordkeeping Plan. Additionally, there is a brochure available on Recordkeeping: Your Responsibilities included in a series of information brochures designed to assist staff in dealing with different aspects of recordkeeping. New staff are also required to undertake training in the use of the Objective Electronic Document and Records Management System. Disclosures and Legal Compliance Information systems As part of its responsibilities under the State Records Act, the Department has transferred data held on its three legacy recordkeeping systems to its new Electronic Document and Records Management System (EDRMS). The EDRMS allows the Agency to deal with digital as well as paper records within an integrated environment. Rollout of the system to all staff is near to completion. Reconciliation Action Plan In September 2008, the Department established a Reconciliation Action Plan (RAP) Working Group to lead the development and deployment of the Department’s first RAP. The RAP Working Group developed the RAP in consultation with staff across all areas of the Department and identified reconciliation initiatives in line with the key RAP elements: • relationships; • respect; and • opportunities. The plan includes initiatives that are unique to the Department’s business and services and the Aboriginal and Torres Strait Islander people who access those services. The RAP also focuses on increasing employment opportunities for Aboriginal and Torres Strait Islander people in the Department and raising awareness of cultural diversity. The RAP was approved by Reconciliation Australia in January 2009 and officially launched by the Department in March 2009. 75
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2 Statement of Compliance with the
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4 Executive Summary The Department
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8 Financial Summary In 2008-09, the
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10 Operational Structure Roles and
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18 Taxi fare model review In Septem
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22 Recreational Boating Facilities
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Page 32 and 33: 30 Road safety The Department, thro
Page 34 and 35: 32 Review of Western Australian por
Page 36 and 37: 34 National transport reform agenda
Page 38 and 39: 36 Freight and Logistics Council of
Page 40 and 41: 38 Cycle Instead The Department con
Page 42 and 43: 40 Industrial buffers On behalf of
Page 44 and 45: 42 Oakajee port and rail infrastruc
Page 46 and 47: 44 Fremantle Harbours policy In rec
Page 48 and 49: 46 CETO Wave Energy project The Dep
Page 50 and 51: 48 Gnangara sustainability strategy
Page 52 and 53: 50 Indigenous Pastoral Enterprise D
Page 54 and 55: 52 Building a Better Planning Syste
Page 56 and 57: 54 Stirling City Centre In November
Page 58 and 59: 56 Murdoch activity centre The Depa
Page 60 and 61: 58 Significant Issues and Trends Gl
Page 62 and 63: 60 Disclosures and Legal Compliance
Page 82 and 83: 80 Financial Statements Financial S
Page 84 and 85: 82 Financial Statements Certificati
Page 86 and 87: 84 Balance Sheet As at 30 June 2009
Page 88 and 89: 86 Cash Flow Statement For the year
Page 90 and 91: 88 Schedule of Assets and Liabiliti
Page 92 and 93: 90 Notes to the financial statement
Page 94 and 95: 92 Net appropriation determination
Page 96 and 97: 94 (i) Intangible assets Capitalisa
Page 98 and 99: 96 (r) Receivables Receivables are
Page 100 and 101: 98 (w) Resources received free of c
Page 102 and 103: 100 5 Employee benefits expense 200
Page 104 and 105: 102 11 Other expenses 2009 2008 $ 0
Page 106 and 107: 104 16 Income from State Government
Page 108 and 109: 106 20 Receivables 2009 2008 $ 000
Page 110 and 111: 108 Reconciliations of the carrying
Page 112 and 113: 110 25 Intangible assets 2009 2008
Page 114 and 115: 112 29 Provisions (continued) 2009
Page 116 and 117: 114 32 Notes to the Cash Flow State
Page 118 and 119: 116 34 Commitments (continued) (c)
Page 120 and 121: 118 37 Explanatory statement Signif
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128 (vii) Authorisations to expend
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130 38 Financial instruments (conti
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134 2009 2008 $ 000 $ 000 42 Specia
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140 45 Administered expenses and in
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144 Key Performance Indicators Key
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146 Key Performance Indicators Depa
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154 Key Performance Indicators Key
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158 Key Performance Indicators DPI
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178 Key Performance Indicators Area
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180 Office Locations Metropolitan o
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182 Licensing and Vehicle Examinati
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Annual Report 2008-2009 - Department of Transport

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