EDRMS Business Classification Scheme
Title EDRMS Business Classification Scheme
Creation Date 27 June 2018
Version 1.0
Last Revised
Approved by Records Manager
Approval date 27 June 2018
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 2 of 29
TABLE OF CONTENTS
1. PURPOSE............................................................................................................................... 3
2. BACKGROUND ...................................................................................................................... 3
3. DEFINITIONS ......................................................................................................................... 3
4. EVALUATION ......................................................................................................................... 3
5. APPENDICES ......................................................................................................................... 3
BUSINESS CLASSIFICATION SCHEME ...................................................................................... 4
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 3 of 29
1. PURPOSE
The purpose of this document is to provide guidance on the classification of records and information in the Synod’s Electronic Document and Records Management System (EDRMS). This document is an amalgamation of all document libraries and associated activities used across all team sites within the Synod.
2. BACKGROUND
The purpose of the Business Classification Scheme (BCS) is to provide control and consistency over the grouping of records and information in the EDRMS, facilitating and promoting information retrieval. The BCS also provides the basis for governing information retention and disposal by allowing mapping to relevant disposal authorities. The BCS is an essential control tool in the Synod’s records management program.
3. DEFINITIONS
Activity
A narrower term (or sub category) of a Function. Assists in splitting functional areas into more specific processes within a Function and often represents the way a team works. Activities can relate to more than one Function.
Function
A broad operational area or process. Equates to a document library in the EDRMS. Always the broadest information management classification concept. Functions contain Activities as narrower concepts (or sub categories) for further defining information classification.
Scope Note
Provides definitions of Functions and Activities and directions on how to use them. They provide a consistent approach to information classification and discourage personal interpretations of the same term by different people within the one team or across the Synod.
4. EVALUATION
The BCS will be reviewed periodically for relevance as part of the Synod’s records management program or updated as new EDRMS team sites and document libraries are developed.
5. APPENDICES
Business Classification Scheme
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 4 of 29
BUSINESS CLASSIFICATION SCHEME
Function (Document Library):
Accounts Payable
Relates to matters concerning payments to suppliers
Activity (Sub Category) Scope Note Contains
Ageing Reports Activities associated with the management of outstanding creditor reports
Reports of outstanding creditors
Cost Allocations Activities associated with cost allocation for supplier invoices
Telephone, mobile phone, Australia Post, Invoice and Cost Allocation
Creditor Statements Activities associated with the management of creditor statements
Outstanding creditors
Insurance Payments Activities associated with Proclaim insurance batch payments and ABA file downloads
Insurance batch payments
Payment runs Activities associated with payment runs
Weekly payment runs, proposals and approvals, manual payments
Function (Document Library):
Accounts Receivable
Relates to matters concerning billing and invoicing
Activity (Sub Category) Scope Note Contains
Ageing Reports Activities associated with the management of outstanding debtor reports
Reports of outstanding debtors
Debt Collection Activities associated with the management of outstanding debts
Debtor correspondence, statements
Invoice Controls Activities associated with maintaining a register of UME issued invoices
Invoice register
Issued Invoices Activities associated with managing invoices issued by UME
Invoices
Recharges Activities associated with costs incurred by the Synod which are passed onto other entities
Recharges
Function (Document Library):
Application Management
Relates to the development and management of applications/systems throughout their lifecycle. Includes designing, testing and operating
Also includes managing the Synod's responsibility for compliance management of the software and licences and ongoing maintenance.
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 5 of 29
Software licensing extends to desktop software, network infrastructure, ICT device software and business specific software
Activity (Sub Category) Scope Note Contains
Design and Configuration Concerns the design, development and configuration of applications/systems
System documentation, source code information, data dictionaries, user requirements, application of metadata, business rules, system specifications and configurations, user and stakeholder consultations, information architecture documents, system changes and rectifications during development, sign offs
Licenses Activities concerning the conditions governing the use and distribution of applications/systems. Includes the numbers of users allowable
License documents, licencing arrangements, changes to licence details or conditions
Security Activities associated with measures taken to protect applications/systems from accidental access or intentional damage from unauthorised access
Network folder permissions, system security/access details, authorisations, permission changes, employee termination checklists, encryption and authentication measures, details of breaches or investigations of breaches
Testing Activities relating to the testing of applications/systems where the implementation is not part of a designated project. Use the Project Management Office for documents relating to official projects
Test plans, test scripts, test results, test reports
Function (Document Library):
Audits
Concerns the conduct of audit activities, financial and operational, conducted either by the Synod or external parties
Activity (Sub Category) Scope Note Contains
Audit Planning Activities associated with the planning of financial audits
Engagement letter, prepared by Client Listing (PBC), meeting notes
External Audit – Final Activities associated with the final financial audit in an audit process conducted by external bodies
Audit certificates, auditor reports, sample testing, audit requests, meeting notes, records of remedial action
External Audit - Interim Activities associated with the interim financial audit in an audit process conducted by external bodies
Audit certificates, auditor reports, sample testing, audit requests, meeting notes
Function (Document Library):
Banking
Relates to cash management and cash flow matters. Use Cash Flow for daily and monthly cash management
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 6 of 29
Activity (Sub Category) Scope Note Contains
Banking Requests Activities associated with banking correspondence with financial institutions
UFS memos
Corporate Cards Activities associated with managing credit cards and credit card payments
Statements, credit card limit changes, details of card distribution
Direct Debits Activities associated with the processing of direct debits concerning UCA entities
Living is Giving, Minister Support Fund
Fixed Term Certificates Activities associated with managing term deposits held by UCA entities
Statements, account details, transfers, deposits, account opening and closures, loan schedules, UFS loan details, ANZ loan details
Loans and Investments Activities associated with managing loans and Investments held by UCA entities
Operational investment documents, personal loan documents
Ministers Expense Accounts Activities associated with managing Minister expense accounts
Receipts, bank payments, reimbursement forms
Function (Document Library):
Bequests
Relates to the financial management of estates bequeathed to the Synod from church members and non-church members both living and deceased
Activity (Sub Category) Scope Note Contains
Closed Activities associated with the completion of administrative arrangements of the bequest
Wills, probates, solicitor notification letters, legal correspondence, beneficiary letters, certificates of correctness, receipts
New Activities associated with newly notified bequests where the estate is still under administration
Wills, probates, solicitor notification letters, legal correspondence, beneficiary letters, certificates of correctness, receipts
Ongoing Activities associated with the distribution of funds from active estates
Wills, probates, solicitor notification letters, legal correspondence, beneficiary letters, certificates of correctness, receipts
Function (Document Library):
Board Meetings
Relates to the provision of administrative and secretariat services, and support to the Synod Board or any other board relating to the operation of the Synod
Activity (Sub Category) Scope Note Contains
Action Log Activities associated with managing action logs for Board meetings
Action log
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 7 of 29
Agenda Activities associated with managing agenda items for Board meetings
Agenda
Correspondence Activities associated with managing correspondence associated with Board meetings
Letters and notifications to the Board chair
Members Details Activities associated with managing Board membership
Member lists and contact information
Minutes Activities associated with managing minutes for Board meetings
Minutes
Paper Activities associated with managing papers and reports submitted to the Board meeting
Papers and reports
Resource Documents Activities associated with managing supporting information not presented at Board meetings
Supporting documents
Function (Document Library):
Budgeting and Forecasts
The process of estimating and planning the use of expected income and expenditure for the Synod over a specified period
Activity (Sub Category) Scope Note Contains
Budgets Activities associated with financial planning for the next year based on past financial information
Estimates, reviews, calculations, costings, allocations, models, supporting documents, submissions, monitoring, plans
Forecasts Activities associated with financial planning for the remainder of the current financial year
Estimates, reviews, calculations, costings, allocations, models, supporting documents, submissions, monitoring, plans
Function (Document Library):
Cash Flow
Relates to daily and monthly cash management
Activity (Sub Category) Scope Note Contains
Monthly Activities associated with liquidity management for current year
Cash flow forecasts
Weekly Activities associated with liquidity management for current year
Cash flow forecasts
Function (Document Library):
Change Management
Activity (Sub Category) Scope Note Contains
Change Notification Activities concerning requested changes or adjustments to
Change notifications
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 8 of 29
applications/systems and the associated notifications
Change Request Activities concerning the management of change requests
Change requests
Outage Notification Activities concerning the planned outage or unavailability of applications/systems
Notification of system outages, approval to proceed, scheduling and rescheduling details
Function (Document Library):
Committee Meetings
Concerns the provision of administrative, operational and secretariat services and support to Committees, task groups or operational teams formed by the Synod or as a requirement of legislation
Activity (Sub Category) Scope Note Contains
Action Items Activities associated with managing meeting action items
Action items
Agenda Activities associated with managing meeting agenda
Agenda
Correspondence Activities associated with managing correspondence associated with committee meetings
Letters and notifications to the Committee chair
Logistics Activities associated with managing the logistics associated with committee meetings
Accommodation, catering, travel, attendance
Meeting Dates Activities associated with managing meeting date lists
Meeting date list
Member Details Activities associated with managing member lists and related contact information
Member lists and contact information
Minutes Activities associated with managing meeting minutes
Minutes
Reports Activities associated with managing papers and reports submitted to the meeting
Reports and papers
Terms of Reference Activities associated with managing the purpose, scope and responsibilities of the committee
Terms of reference
Function (Document Library):
Committee Meetings (Confidential)
Concerns the provision of administrative, operational and secretariat services and support to Synod Committees of a confidential nature
Activity (Sub Category) Scope Note Contains
Action Items Activities associated with managing meeting action items
Action items
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 9 of 29
Logistics Activities associated with managing the logistics associated with committee meetings
Accommodation, catering, travel, attendance
Member Details Activities associated with managing member lists and related contact information
Member lists and contact information
Terms Of Reference Activities associated with managing the purpose, scope and responsibilities of the committee
Terms of reference
Function (Document Library):
Community Relations
Relates to establishing rapport with the community and providing, operating or contacting services to assist the community
Activity (Sub Category) Scope Note Contains
Awards Activities associated with attending or arranging and managing award presentations held either by the Synod or external body where the Synod is presenting or receiving an award or recognition
Acceptances, attendance, award criteria, awards, evaluation, honours, invitations, letters of condolence or appreciation, marketing, nominations, presentations made by employees, programs, publicity, registrations
Community Programs Activities associated with providing or managing programs, services and initiatives to assist the community. Includes the Safe Church Awareness program.
Attendance sheets, copies of presentations made by external parties, invitations, participant list, reports, surveys, evaluation forms, assessment, feedback forms
Condolences and Appreciations Activities associated with preparing and sending letters of appreciation or condolence not relating to Ministers or staff members. Includes lists for Christmas cards
Letters of sympathy, letters of appreciation and congratulations etc
Function (Document Library):
Compensation Settlements
Relates to settlement payments for SMC redress claims or any other sensitive or confidential payment. Use Compliance – Workers Compensation for calculations and workings
Activity (Sub Category) Scope Note Contains
Redress Activities associated with SMC claim settlement payments and instructions
Redress payment request form, correspondence from legal counsel regarding SMC claims, deed of release, other related payment requests
Workers Compensation Activities associated with the payment of workers compensation claims
Payment related correspondence
Function (Document Library):
Compliance
Relates to complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the Synod is subject
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 10 of 29
Activity (Sub Category) Scope Note Contains
ABS Surveys Activities associated with the submission of surveys to the Australian Bureau of Statistics
ABN details, CAN details, ACNC details, ABS surveys
ACNC Activities associated with matters relating to compliance with the Australian Charities and Not-for-Profits Commission
ABN details, CAN details, ACNC details, ABS surveys
Workers Compensation Activities associated with the management of Minister and non-minister related workers compensation financial matters
Annual declarations, calculations and workings
Function (Document Library):
Complaints
Relates to the receipt and management of complaints concerning people associated with the Synod. Does not relate to Synod operational staff or Ministers. Use Minister Discipline for matters relating to disciplinary issues concerning Ministers
Activity (Sub Category) Scope Note Contains
Complaints Category Concerns the management of complaints
Complaints and associated correspondence
Function (Document Library):
Congregations and Presbyteries
Relates to the management of information for congregations and presbyteries where the records are not covered by another Library
Activity (Sub Category) Scope Note Contains
Annual Financial Returns Activities associated with yearly financial statements prepared by congregations and presbyteries and submitted to the Synod
Annual financial returns
Congregation Profiles Activities associated with profiles submitted to the Placements Committee when a placement has become available
Details for each congregation and presbytery
Contributions Activities associated with donations and contributions to the Synod from UCA entities and the general public
Stewardship contributions, Living is Giving, Seeds of Growth
Directory Update Activities associated with congregations / presbyteries or Faith Communities updating the Synod with new details
Directory update forms
National Church Life Survey Profiles
Activities associated with managing information about National Church Life Survey profiles
Profile information
Position Descriptions Activities associated with managing advertised ministry positions
Positions descriptions
Presbytery Chair Meeting Activities associated with managing Presbytery Chair meetings
Agenda, minutes, meeting notes
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 11 of 29
Presbytery Profiles Activities associated with managing information about Presbyteries
Details for each Presbytery
Presbytery Reports Activities associated with half yearly financial statements submitted by the presbyteries to the Synod
Presbytery reports
Reviews Activities associated with reviews of Congregations or Presbyteries
Review documents, background research, reports, actions
Treasurers Meetings Activities associated with attendance and participation in Treasurers meetings
General correspondence, enquiries, meeting minutes
Function (Document Library):
Contract Management
Relates to developing, managing and monitoring contracts and agreements established between the area and a third party
Activity (Sub Category) Scope Note Contains
Consultant Agreements Activities associated with arranging, managing, monitoring, and reviewing consultant contracts for work conducted within the Synod
Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA), specifications, terms and conditions
Maintenance Agreements Activities associated with arranging, managing, monitoring, and reviewing maintenance contracts for work conducted within the Synod
Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA), specifications, terms and conditions
Service Agreements Activities associated with arranging, managing, monitoring, and reviewing service contracts for work conducted within the Synod
Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA), specifications, terms and conditions
Specialty Agreements Activities associated with arranging, managing, monitoring, and reviewing contracts which are of a speciality nature and fall outside the scope of other agreements
Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA), specifications, terms and conditions
Standard Agreements Activities associated with arranging, managing, monitoring, and reviewing contracts which are of a standard nature and fall outside the scope of other agreements
Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA),
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 12 of 29
specifications, terms and conditions
Supply Agreements Activities associated with arranging, managing, monitoring and reviewing supply contracts
Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA), specifications, terms and conditions
User Agreements Activities associated with arranging, managing, monitoring and reviewing user agreements
Contract agreement, contract negotiation documents, contract variations, evaluations, proposals, quotations, Service Level Agreements (SLA), specifications, terms and conditions
Function (Document Library):
Courses
Relates to the administration of courses including subject outlines, timetables and class roles
Activity (Sub Category) Scope Note Contains
Class Rolls Concerns the administration of class rolls
Class role and participation certificates
Clinical Pastoral Education Concerns the administration of pastoral education
General information
Ethical Ministry Roll Concerns the administration of ethical ministry rolls
Attendance records
Subject Outlines Concerns the administration of ethical ministry rolls
New subject profiles, program/course proposals, subject preparation, subject outlines, study guides, course component evaluations, study guides, self-assessment exercises
Timetables and Rotations Concerns the administration of course timetables
Course timetables, timetable changes
Transformative Pastoral Practice Activities associated with the administration and organisation of the Transformative Pastoral Practice course run by United Theological College
Course booklets, invoices for supervision, teaching contracts, application forms etc
Function (Document Library):
Events Management
Relates to the management or delivery of events either held by the Synod or where Synod employees are invited to attend
Activity (Sub Category) Scope Note Contains
Advertising Activities associated with advertising events held by the Synod
Advertising, campaign material, design, marketing, media placement schedules etc.
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 13 of 29
Conferences Activities associated with managing conferences either held by the Synod or where Synod employees or associates are invited to attend. Includes seminars and forums. Also includes presentations made by team members
Acceptances, conference program, conference reports, copies of presentations from speakers, invitations, marketing, presentation from employees, programs, registrations, speaker information etc.
Events Activities associated with managing events either held by the Synod or where Synod employees or associates are invited to attend. Includes exhibitions and displays. Also includes presentations made by team members
Event opening, closing and catering. Also includes acceptances, event programs, event reports, copies of presentations, invitations, marketing, programs, publicity, registrations, reports, speaker information etc.
Forums Activities associated with managing forums either held by the Synod or where Synod employees or associates are invited to attend
Acceptances, forum program, reports, presentations, invitations, marketing etc
Image Library Activities associated with managing images designed, purchased or acquired for internal or external publications
Corporate images, employee photos, stock images, photos
Luncheons Activities associated with managing luncheons either held by the Synod or where Synod employees or associates are invited to attend
Acceptances, catering arrangements, invitations, marketing etc
Retreats Activities associated with managing retreats either held by the Synod or where Synod employees or associates are invited to attend
Arrangements, retreat program, presentations, etc
Services Activities associated with managing services either held by the Synod or where Synod employees or associates are invited to attend
Acceptances, service program, invitations, marketing etc
Function (Document Library):
External Relations and Regulations
Relates to matters concerning our communication and relationship with external bodies. Includes seeking funding and environmental planning issues that may impact on schools
Activity (Sub Category) Scope Note Contains
Association of Independent Schools (AIS)
The activities associated with maintaining the relationship with the AIS
General correspondence, meeting notifications
Funding Agreements and Grants The activities associated with the processes and guidelines for seeking government funding for schools. Use Financial Management – Funding Agreements and Grants for records relating to funding sought for the Synod. Relates to recurrent funding
Guidelines, forms, process documents; School Entry Point authorities
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 14 of 29
School Registration Certificates The activities associated with school registration
Registration certificates and associated correspondence
SEPP The activities associated with government environmental planning policy, regulation and requirements that may impact on schools
Copies of policy and guideline documents
Function (Document Library):
Financial Management
Relates to the internal management of financial resources. Includes accounting, budgeting, procurement and grant programs. Use the Project Management Office site for specific project related budgeting
Activity (Sub Category) Scope Note Contains
Accounting Activities associated with recording, processing and analysing financial transactions. Includes managing employee expenses
Statements, credit card limits changes, details of card distribution, expense allocations, allowances, claims, vouchers, reimbursements, petty cash records including details of replenishments
Budgeting Activities associated with preparing, monitoring and finalising budgets for the team
Estimates, reviews, calculations, costings, allocations, models, supporting documents, submissions, monitoring etc
Chart of Accounts Refers to the names of accounts and codes used by each team to define each class of items for which money or the equivalent is spent or received
Cost codes, income codes etc
Procurement Activities associated with acquiring goods and/or services provided by an external organisation. Includes the process from identifying a need, developing the requirements, the tender process and evaluation process
Formal request for quotes, proposals, business cases, approvals, orders, assessments
Student Reconciliation Activities associated with the final student numbers and the invoicing of fees to Charles Sturt University
Invoices, spreadsheets, calculations etc
Function (Document Library):
Fixed Assets
Relates to the management and maintenance property plant and equipment as assets
Activity (Sub Category) Scope Note Contains
Additions Activities associated with assets acquired by UCA entities
Asset valuation, asset management processes, asset register, depreciation, additions, disposals, re-evaluations
Disposals Activities associated with the disposal of assets
Asset valuation, asset management processes, asset register, depreciation,
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 15 of 29
additions, disposals, re-evaluations
Maintenance Activities associated with the maintenance of assets
Manse repairs & maintenance, vehicle claims, accidents register, registrations
Function (Document Library):
Funding Agreements and Grants
Relates to funds provided by both the Synod and outside agencies to church entities for the provision of services to the community
Activity (Sub Category) Scope Note Contains
Disaster Recovery Activities associated with funding the chaplaincy network in relation to natural disasters
Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters, notifications, program level agreements, reports, supporting documentation, variations
Infrequent Grants Activities associated with managing funding associated with grants not received on a regular basis e.g. HEPPP
Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters, notifications, program level agreements, reports, supporting documentation, variations
NREMA Activities associated with the management of Non Real Estate Missional Activities
Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters, notifications, program level agreements, reports, supporting documentation, variations
School Grants Activities associated with managing education funding from the federal government to UCA affiliated schools
Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters, notifications, program level agreements, reports, supporting documentation, variations
Seed Fund Activities associated with managing funding for missional activities
Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters, notifications, program level agreements, reports, supporting documentation, variations
SMRF Activities associated with managing the Synod missionary resource fund
Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters,
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 16 of 29
notifications, program level agreements, reports, supporting documentation, variations
Tertiary Chaplaincy Activities associated with funding university chaplains
Proposals, applications, conditions, funding agreements, grant or subsidy applications, letters, notifications, program level agreements, reports, supporting documentation, variations
Function (Document Library):
Infrastructure Management
Relates to managing the environment where the IT infrastructure is located. Includes networks, cabling, site plans etc
Activity (Sub Category) Scope Note Contains
Hardware and Mobile Devices Refers to technology and telecommunications equipment
Installation and maintenance of computers and associated equipment
Network Relates to the development and management of networks including cabling and site plans
Site plans, network details, cabling details
Function (Document Library):
Legal Matters
Relates to the provision of legal services to the Synod and the management of legal matters. Includes the interpretation and provision of advice to employees and work areas regarding legal matters, the drawing up of legal agreements and the handling of legal action and disputes. Includes litigation, complaints, royal commission matters, intellectual property and copyrights matters
Activity (Sub Category) Scope Note Contains
Complaints Management Activities associated with recording, investigating and managing complaints lodged with the Synod or other formal bodies about any component of the Synod's operations or associated operations
Complaints, grievances, allegations of unfair treatment, actions, recommendations, reports, response letters
Copyright Activities involved in managing copyright matters
Applications, agreements, infringements, declarations
Function (Document Library):
Management
Use for documents of a sensitive nature that should be restricted from other team members. Includes performance appraisals and reviews. Only used for Head of area or delegate
Activity (Sub Category) Scope Note Contains
Organisation Reviews Activities associated with team reviews and restructures
Team reviews
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 17 of 29
Performance Appraisals Activities associated with annual performance appraisals
Performance appraisals, mid- term reviews, meeting notes, KPIs
Staff Reviews Activities associated with the review of individual staff and positions/roles
Staff reviews
Function (Document Library):
Minister Discipline
Relates to the receipt and management of Minister disciplinary matters. Use Complaints for the management of complaints concerning people (other than Ministers and staff) associated with the Synod
Activity (Sub Category) Scope Note Contains
Complaints Activities associated with the management of complaints
Complaints and associated documents
Function (Document Library):
Minister Entitlements
Concerns the management of Minister related financial entitlements
Activity (Sub Category) Scope Note Contains
Home Endowment Fund Activities associated with managing fund calculations and payments
Fund calculations
Long Leave Activities associated with the maintenance of long leave spreadsheets held by Finance
Long leave calculation
Superannuation Activities associated with the preparation & calculation of superannuation payments
Superannuation calculations & submissions
Function (Document Library):
Minister Management
Relates to managing Ministers registered as part of a Synod institution. Includes Ministry of Pastor, Chaplains and religious practitioners
Activity (Sub Category) Scope Note Contains
Admission of Ministers Documents associated with a Minister’s application to serve or mission
Action sheets, process checklists, applications to serve, curriculum vitae, academic transcripts, ordination certificates, affirmation of BoU, reference letters, good standing, WWCC verification, leadership profiles, citizenship certificates, associated correspondence
Deceased Activities associated with the death of a Minister or a Minister’s spouse
Condolence letters, death notices, pastoral notes, notifications of death
Directory Updates Updates of a Minister’s personal information
Forms, letters, emails relating to changes to Minister details
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 18 of 29
Financial Support Activities associated with the Synod providing financial assistance or support to Ministers
Financial assistance letters, scholarships, MTAS, VDP
Good Standing (non-AOM) Activities associated with the Good Standing. Includes Good Standing sent to other Synods, received from other Synods, or received from other denominations
Statements and questionnaires
Inter-Presbytery Transfer Activities associated with transfers between Presbyteries
Inter-Presbytery transfer forms, notifications of transfers via email/letter
Inter-Synod Transfer Documentation associated with transfers to/from NSW & ACT
Inter-Synod transfer forms
Jury Duty Activities associated with Jury Duty exemptions for Ministers
Exemption letters, exemption requests, letters to Jury
Leadership Profile Profiles and requests for profile Profiles, letter requesting a profile
Long Leave Activities associated with the management of Ministers long leave
Long leave requests, long leave record balances, long leave history
Marriage Celebrants Activities associated with marriage celebrants of the UCA in the NSW / ACT Synod
Applications, Presbytery endorsements, registration numbers, cancellations, transfers, nominating authorities, annual returns
Marriage Celebrant Registry Activities associated with managing a listing of all marriage celebrants within the Synod
Certificates, registers including ethical ministry training attendance, qualifications etc
Minister Expense Facility Changes to MEF account Correspondence
Placement Activities associated with a Minister’s placement
Terms of placement including employment contracts, Minister history, agreements, variation of placements, extensions, conclusions, letters of call, approvals of call
Retirement Activities associated with the retirement of a Minister
Retirement letters, notifications from Ministers, notifications to Presbyteries
Schools Chaplaincy The activities associated with managing information about School Chaplains and their placement
Job descriptions, candidate interview questions, terms of placement, admission of Ministers – application to serve, Pastoral Relations Committee - affirmation of call report, employment contracts, stipend calculations
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 19 of 29
Stipends Activities associated with Minister remuneration and allowances
Annual stipends sheets, queries regarding stipends
Supply Activities associated with a Minister’s supply
Supply agreements, updates, availability
Tertiary Chaplains Terms of Placement
Activities associated with managing terms of placement
Placement details and terms
Vital Ministry Activities associated with reviews by Presbyteries regarding the continuation of Minister placements
Vital Ministry (formerly Vitality of Call) reports, correspondence
Working with Children Verifications, application progress, ACT Working With Vulnerable People (WWVP) registrations
Clearances, WWVP cards
Function (Document Library):
Month End
Relates to end of month processing that communicates the financial performance of the Synod
Activity (Sub Category) Scope Note Contains
Accruals Activities associated with managing month-end and year-end accruals
Month-end and year-end accruals
Bank Reconciliations Activities associated with managing bank reconciliations
Bank reconciliations, investment schedules
Balance Sheets Reconciliations Activities associated with managing balance sheet and fixed asset reconciliations
Balance sheet reconciliations, fixed asset reconciliations, inter-company matrix
General Journals Activities associated with the management of ad hoc journals for processing
Adjustment journals
Recurring Journals Activities associated with managing monthly standing journals
Recurring journals
Function (Document Library):
Payroll
Relates to the reconciliation of payroll records to accounts records and to support associated reporting requirements
Activity (Sub Category) Scope Note Contains
Payroll Category Activities associated with managing payroll information
Upload files, FBT calculations, month end leave liability
Function (Document Library):
Personnel
Relates to the general management of personnel matters for each team. Includes leave and attendance, and recruitment activities. Team leaders will use the Management Library for performance appraisals and reviews
Activity (Sub Category) Scope Note Contains
Authorisations and Delegations Process of seeking and granting permission to undertake a requested action
Delegation changes and approvals, images of digital signatures
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 20 of 29
Contacts Concerns the management of staff contact information
Staff emergency contact lists and information
Employment Conditions Activities associated with managing the general conditions of employment for personnel
Employment contracts, terms of employment, staff information booklet signatories
Job Descriptions Concerns the management of position descriptions
Positions descriptions, duty statements
Leave and Attendance The process of administering leave and documenting the attendance of employees. Includes unauthorised leave taken by staff and the management of rosters
Leave requests, completed leave forms, approvals, associated supporting documents
Recruitment The process of recruiting which includes applying for approval to fill existing vacancies, the advertising of vacant positions, and the handling of applications, interviews, selection, culling and appointment
Advertisements, interview reports, reference and background checks, applications, resumes, probationary reviews
Timesheets Concerns the collection and management of staff timesheets
UME timesheets
Working with Children Concerns the management of working with children checks and declarations
Checks, declarations
Function (Document Library):
Planning
Relates to the development, monitoring and reviewing of all planning activities. Includes strategic, operational, business continuity and disaster recovery plans as well as other strategy documents
Activity (Sub Category) Scope Note Contains
Business Continuity Process of creating systems of prevention and recovery to deal with potential threats to operational activities
Plans, reviews, advice, amendments, approvals, approved plan frameworks, benchmarking, consultation drafts, consultation notes, feedback, future planned activities, objectives, performance indicators, presentations
Disaster Recovery Structured activities for how we respond to unplanned incidents
Disaster recovery run sheet and plan, instructions, reviews, advice, amendments, approvals, consultation drafts and notes, performance indicators, tests etc
Operational Process of planning strategic goals to tactical goals, objectives and short-term plans for the area and related activities
Plans, reviews, advice, amendments, approvals, approved plan frameworks, benchmarking, business plans, consultation drafts, consultation notes, feedback, future planned activities,
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 21 of 29
objectives, performance indicators, presentations
Strategic The application of broad systematic management and strategic planning for each area. Includes the development, monitoring and reviewing of these plans, and determining ways in which objectives can be achieved. Also other long-term plans and strategies
Plans, reviews, advice, amendments, approvals, approved plan frameworks, benchmarking, business plans, consultation drafts, consultation notes, feedback, future planned activities, objectives, performance indicators, presentations
Function (Document Library):
Policies and Procedures
Relates to the development and management of policies, procedures, guidelines work instructions and business rules designed for Synod operations
Activity (Sub Category) Scope Note Contains
Guidelines Best practice, non-mandatory guidance that help support policy and/or procedure. Use to convey detailed information that is not suitable for a procedure format. Recommended practices that allow some discretion in their implementation
Guideline, supporting rules, consultation notes, feedback, frameworks etc.
Manuals or Work Instructions Operational documents specific to a particular task or aspect of work. When more detail is required to implement policy and/or procedures. Provides specific step-by-step instructions. May be a ‘how-to’ document relating to the operation of a system
Manuals, work instructions, business rules, consultation notes, feedback etc.
Policy A high order mandatory directive which frames Synod conduct, practice and strategic policy direction. Use for a function or area of operation where consistent organisation-wide direction or purpose needs to be set in order to conduct business
Policy, business rules, consultation notes, feedback, frameworks, implementation papers and plans, approvals etc.
Procedures Sets mandatory high level rules for consistent implementation of central directives; legislative or regulatory requirements; organisational policy; standards or strategy; or high level administrative functions. When rules are required to assist with the implementation of policy or aspects of policy. Highest level of description of a large task or series of related tasks. Contains a narrative
Procedure, business rules, consultation notes, feedback, implementation papers and plans, approvals etc.
Function (Document Library):
Projects
Relates to the management of projects that are not cross functional, usually of small scale and undertaken within a team. Typically involves the formulation of a plan of action and a commitment of expenditure. For cross functional or large scale
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 22 of 29
projects use the Projects site collection. Use the appropriate Library for business as usual work
Activity (Sub Category) Scope Note Contains
Name of Project Activities associated with the planning and management of projects
Proposals, quotations, scope of works, plans, activities, reports
Function (Document Library):
Publications
Concerns the planning, production, printing, marketing and distribution of publications. Includes digital publication
Activity (Sub Category) Scope Note Contains
Corporate Branding Activities associated with developing, managing and administering the Synod’s corporate brand, visual identity, and writing styles. Includes corporate images, logos and style guides etc
Logos
Image Library Activities associated with managing images designed, purchased or acquired for internal or external publications
Corporate images, employee photos, stock images, photos
Function (Document Library):
Records Management
Relates to the creation and management of records, records disposal, and associated control tools
Activity (Sub Category) Scope Note Contains
Advice Activities associated with providing advice on records management related matters
Guidance, directions, compliance advice, emails
Classification Activities associated with developing and maintaining classification control mechanisms
Team site classification structures, classification design documents
Disposal Activities associated with disposing of records and information resources no longer required by the Synod. Includes the destruction of records, and the transfer and management of records in secondary storage
Details of records stored at offsite storage, disposal decisions and approvals
Disposal Mapping Activities associated with the development of retention and disposal mapping for Records365
Disposal mapping spreadsheets
Information Gathering Activities associated with the information gathering process in preparation for team site design work
Information gathering documents, interview material, shared drive investigation information
Meetings Activities associated with the management of General Secretary update meetings
Agenda, actions
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 23 of 29
Function (Document Library):
Reference Material
Concerns the keeping of copies of documents which form a source of reference for your team employees. Includes industry standards and documents developed by other organisations. Not to be used for documents created by Synod employees
Activity (Sub Category) Scope Note Contains
Reference Material Category Relates to the management of reference material
Catalogues, brochures, media reports, informational standards, statements, promotional material
Function (Document Library):
Registers
Relates to compiling and maintaining formal or official lists of items
Activity (Sub Category) Scope Note Contains
Register Category Relates to the management of registers
Spreadsheets, lists
Function (Document Library):
Reporting
Relates to the provision of an official response to a request from either internal or external parties
Activity (Sub Category) Scope Note Contains
Bank Compliance (ANZ) Activities associated with external reporting to ensure compliance with the loan covenants
Debt covenants
Financial Statements Activities associated with the preparation and review of financial statements and summaries
Annual statements of assets and liabilities, operating statement of financial position, balance sheets and statements of cash flows, profit and loss statements
Incident Reports Relates to incident reports Background research, reports, changes and amendments, supporting documents
Management Reports Activities associated with providing periodic financial reports to management
Management reports
Statutory Accounts Activities associated with the preparation of reports of financial activity and performance
Special purpose financial reports, statutory accounts
Function (Document Library):
Research
Concerns investigating or enquiring into a subject or area of interest. Includes proposals, administration of approved proposals, theses etc
Activity (Sub Category) Scope Note Contains
Examinations Concerns the receipt and administration of theses
Theses
Proposals Concerns the administration of research proposals
Research proposals, administration of proposals
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 24 of 29
Reporting Concerns the reporting of research matters
Reports
Function (Document Library):
Risk Management
Relates to the identification of risks, and the appropriate practices to reduce risk or likely loss from an incident
Activity (Sub Category) Scope Note Contains
Risk Management Category Concerns the management of risks Risk Register
Function (Document Library):
Scholarships
Relates to the establishment, conditions and management of scholarships and prizes. Use Committee Document for matters tabled at committee meetings
Activity (Sub Category) Scope Note Contains
Name of scholarship Concerns the management of each scholarship
Proposals, applications, consultations, terms and conditions, funding, scholarship summaries, decision making, reports
Function (Document Library):
School Councils
Relates to attending school council meetings and their associated membership
Activity (Sub Category) Scope Note Contains
Meetings The activities associated with the attendance at school council meetings
Agenda, minutes, meeting papers
Membership The activities associated with the membership of school councils
Council membership, member profiles
Function (Document Library):
Schools Governance
Relates to managing the relationship between the Synod and UCA affiliated schools where the records are not covered by another Library
Activity (Sub Category) Scope Note Contains
Capital Works The activities associated with capital works and building programs, and projects in schools. See Property Management for master documents and authoritative versions
Copies of planning reports, master plans, external reports
Constitutions and By-laws The activities associated with the development or amendment of school constitutions and by-laws by schools
Copies of constitutions and by-laws
Faith Development The activities associated with faith development and social justice initiatives in schools. Includes matters relating to baptisms
Faith related reports, discussion papers, proposals
Image Library Activities associated with managing images acquired from Schools
Photos
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 25 of 29
Insurance and Indemnity The activities associated with insuring school property and its board members. Also includes insurance for children
Member indemnities, correspondence relating to insurance, certificates of currency
School Policies and Procedures The activities associated with approved policies, procedures, guidelines, codes of conduct etc developed by schools. Use Synod Governance – Policy and Procedure Management for policies, procedures and guidelines developed by the Synod
Copies policies, procedures, guidelines, codes of conduct. Includes School Entry Point procedures
Risk Management The activities associated with the identification of risks in schools, and the implementation of appropriate practices and procedures which will reduce wastage and the impact of economic loss arising from an incident in schools
Risk registers, risk assessments, risk mitigation, risk plans
Strategic Plans The activities associated with the application of broad systematic management and strategic planning for schools. Includes strategic and other long-term plans. Relates to plans developed by schools and supplied to the Synod for information or comment. Use Synod Governance - Strategic Planning for strategic plans developed by the Synod
Advice, amendments, approvals, approved plan frameworks, benchmarking, business plans, consultation drafts, feedback, future planned activities, objectives, performance indicators, reviews
Function (Document Library):
Students
Concerns the management of student related activities including the enrolment process, assessments and gradings, and the provision of associated student services
Activity (Sub Category) Scope Note Contains
Assessment The activities involved in testing knowledge and understanding of candidates for degrees, programs etc by examination or other techniques
Assignment Extensions, examination/assessment scripts completed by students, assignments, presentations, appeals relating to assessment results, audit certificates, admin arrangements for the conduct of examinations
Enrolment The activities relating to the enrolment of students into a course or subject
Enrolment forms, declarations, eligibility correspondence, criminal record checks, working with children checks, exemptions, applications for credit or advanced standing, final reconciliation spreadsheet; Travel concession (opal card) eligibility, liaison with agencies providing concessions, issuing of cards
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 26 of 29
Graduation The activities relating to the determination and notification of students of their eligibility to graduate
Applications and offers to graduate, lists of students eligible to graduate, decisions relating to student eligibility; Program and order of proceedings, receipt of testamurs, uncollected testamurs, administrative arrangements to graduate, transcripts; Master list of graduates including those who graduate in absentia
Results The activities associated with the grading/marking of individual assessment components such as assignments, essays , theses examinations etc and the determination of final results/grades
Gradings, reviews, grade changes, special consideration
Services The activities relating to the provision of services to students such as counselling, financial assistance and special needs support
Orientation planning, programs and activities
Function (Document Library):
Synod
Relates to the administration of the Synod meeting held every 18 months
Activity (Sub Category) Scope Note Contains
Agenda Activities involved in managing agenda items
Agenda
Attendees Activities involved in managing attendee lists
Catering and Accommodation Activities involved in managing catering and accommodation matters
Minutes Activities involved in managing meeting minutes
Minutes
Registers Registers containing Minister information for the Synod agenda and recognition booklet
Deaths in the Synod, recognition booklet content
Registrations Activities associated with the registration of members to Synod
Registration forms, lists of members registered and not registered
Reimbursements Activities involved in reimbursing Presbyteries for Synod members’ travel to Synod
Travel reimbursements, travel reimbursement model
Reports Activities associated with managing reports to Synod
Presbytery reports, school reports, committee reports, board reports, agenda reports, parish mission reports
Run Sheets Activities associated with managing run sheets for Synod
Run sheets
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 27 of 29
Stalls Activities involved in managing the market stalls at Synod
Floor plans, table signs, spreadsheets, correspondence from/to stall holders
Volunteers Activities associated with volunteers at Synod
Volunteer packs, schedules, sign in sheets, briefings
Worship Activities associated with worship at Synod
Songs, schedules
Function (Document Library):
Synod Governance
Associated with establishing and managing the strategic direction, governance requirements and organisational mission of the Synod. Also used for non-committee records relating to leadership of the Synod or operational teams. Use Planning for strategic and operational planning matters
Activity (Sub Category) Scope Note Contains
By-laws The activities associated with preparing, formulating, amending, promoting and managing by-laws administered by the Synod
By-laws, proposals
Constitutions and Regulations The activities associated with promoting and managing new or amended constitutions and regulations
Constitutions, regulations, proposals
Meetings The activities associated with gatherings held to formulate, discuss, update, or resolve issues and matters pertaining to the Synod. Use for team and leadership meetings. Use the Libraries Board Meetings or Committee Meetings for formal bodies constituted to discuss and resolve specific issues
Agenda, minutes, notes, discussion papers
Function (Document Library):
Taxation
Relates to tax reporting to be in compliance of the ATO
Activity (Sub Category) Scope Note Contains
BAS Records relating to the assessment and payment of BAS taxation
BAS statements. Includes tax rulings and charity status
FBT Records relating to the assessment and payment of FBT taxation
Includes tax rulings and charity, endorsements as a deductable gift recipient
Franking Credits Application for refund of franking credits
Share-holding information, franking credit forms, calculations, statements
PAYG Records relating to the assessment and payment of PAYG taxation
Payroll reports, summaries
Function (Document Library):
Teaching
Concerns the engagement of permanent and sessional lecturers. Includes appointments and renewals, CVs, contracts,
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 28 of 29
declarations, contact lists, details of business cards, introductory letters, staff ID numbers and orientation
Activity (Sub Category) Scope Note Contains
Administrative Staff Records relating to the engagement of non-teaching faculty and administrative adjuncts
Adjunct appointments and renewals, CVs, contracts, declarations, contact lists, details of business cards, introductory letters, staff ID numbers
Permanent Lecturers Refers to records relating to the engagement of permanent lecturers
Adjunct appointments and renewals, CVs, contracts, declarations, contact lists, details of business cards, introductory letters, staff ID numbers
Services Refers to records relating to the services provided by UTC Admin on behalf or permanent and sessional lecturers, and supervisors
Orientation for new lecturers, correspondence etc
Sessional Lecturers Refers to records relating to the engagement of sessional lecturers
Adjunct appointments and renewals, CVs, contracts, declarations, contact lists, details of business cards, introductory letters, staff ID numbers
Supervisors Records relating to the engagement of supervisors
Adjunct appointments and renewals, CVs, contracts, declarations, contact lists, details of business cards, introductory letters, staff ID numbers
Function (Document Library):
Templates
Relates to the development and management of the Synod’s organisational templates. Includes forms used as templates. Use this Library only for the management of clean templates. Populated forms and templates should be saved under the appropriate Library
Activity (Sub Category) Scope Note Contains
Template Category Refers to the management of templates
Templates
Function (Document Library):
Training and Development
Concerns the management of all types of learning and development opportunities, and training programs for staff, both internal and external, online and face-to-face. Includes training program development, bookings and arrangements, approval to attend, participant lists and evaluations etc. For user manuals that are really procedure manuals use the Policy and Procedure Library
Activity (Sub Category) Scope Note Contains
EDRMS Business Classification Scheme Copyright © 2018 Uniting Church Last updated: 27/06/2018 Page 29 of 29
Name of Training and Development Course/Activity
Refers to the management of training course participation
Attendance sheets, copies of presentations made by external parties, invitations, participant list, reports, surveys, evaluation forms, assessment, feedback forms, course materials, course outlines, workbooks, curriculum development, E-Learning, handouts, induction manuals
Function (Document Library):
Vehicle Management
Concerns the acquisition, allocation, maintenance and disposal of Synod fleet vehicles or motor vehicles
Activity (Sub Category) Scope Note Contains
Parking Plans Activities associated with the allocation of parking spaces and general car park planning
Plan, layouts, parking details
Function (Document Library):
Workplace Health and Safety
Concerns the development, implementation and coordination of workplace health and safety initiatives in the Synod. Includes safety, workplace hygiene, ergonomic, workplace medicine and first aid measures, and wellness programs
Activity (Sub Category) Scope Note Contains
Health and Wellness Programs Activities associated with programs designed to improve the health and well-being of employees
Flu vaccinations, arrangements, bookings, staff list