- Other legal requirements

Expenditure on advertising, market research, polling and direct mail

In accordance with section 175ZE of the Electoral Act 1907, the Commission incurred the following expenditure in market research, polling, direct mail and media advertising.

Total expenditure for 2017-18 was $16,424.  Expenditure was incurred in the following areas.

Disability access and inclusion plan outcomes

Access and inclusion policy statement for people with disabilities, their families and carers

The Commission is committed to ensuring that people with disabilities, their families and carers have the same opportunities, as others to access its services and facilities.

The Commission’s Disability and Inclusion Action Plan 2016-2021 addresses the barriers and finds solutions for people with disabilities who need the Commission’s services and facilities.  The Commission’s Plan was reviewed and updated in 2016 and is available on the website: www.eoc.wa.gov.au.

People with a disability may face economic inequity, literacy problems, cultural isolation, and discrimination in education, employment and participation in a broad range of activities. The Commission can play a pivotal role in the lives of people with disabilities by providing redress for unlawful discrimination and community education and information to prevent discrimination and inform people of their rights.

The Commission is committed to ensuring that people with disabilities have the opportunity to participate in shaping the Commission’s services and objectives through a consultative process.

The Disability Access and Inclusion Plan provides a framework for the identification of:

  • areas where access and inclusion can be improved and for the development of strategies
  • ways to improve access and inclusion.

These strategies work towards a number of access and inclusion outcomes, which are defined in the Act as the minimum standard for DAIPs.

There are seven access and inclusion outcome areas specified in the Act.

Outcome 1
People with disabilities have the same opportunities as other people to access the services of, and any events organised by, the Commission.

Outcome 2
People with disabilities have the same opportunities as other people to access the Commission and its facilities.

Outcome 3
People with disabilities receive information from the Commission in a format that will enable them to access that information as readily as other people are able to access it.

Outcome 4
People with disabilities receive the same level and quality of service from Commission staff as other people receive.

Outcome 5
People with disabilities have the same opportunities as other people to make complaints to the Commission.

Outcome 6
People with disabilities have the same opportunities as other people to participate in any public consultation the Commission undertakes.

In addition to these six prescribed minimum standards under the Act, the Commission has included an additional outcome.

Outcome 7
People with disabilities have the same opportunities as other people to seek employment at the Commission.

The DAIP will be implemented over five years, guided by an overarching set of strategies that drive individual tasks to support the achievement of each outcome area. Each year an implementation plan will be developed and activities undertaken to improve access to the Commission’s services, buildings and information.

The implementation plan will outline the:

  • Individual tasks being undertaken
  • Timeline for completion of the individual tasks
  • Teams within the Commission with responsibility for completing the individual tasks; and the broad strategy that the individual tasks are supporting.

Developing and implementing annual implementation plans throughout the lifespan of the DAIP provides the opportunity to manage strategies carefully across a five-year time span and respond to emerging access and inclusion barriers.

Compliance with public sector standards and ethical codes

In accordance with section 31(1) of the Public Sector Management Act 1994, The Commission has fully complied with the Public Sector Standards, Commissioner’s Instructions, the WA Code of Ethics and the Commission’s Code of Conduct.

Procedures are in place to ensure such compliance and appropriate assessments are conducted as required and are consistent with information provided in the Public Sector Commission’s Annual Agency Survey.

There were no breaches of standards lodged during the year.

Throughout 2017-18 the Commission reviewed and endorsed the following policies and plans:

  • Leave Liability Policy
  • Services and Products Complaint Management Policy and Procedure
  • Financial Management Manual 2017
  • EOC Workforce and Diversity Action Plan 2017 -2022
  • Code of Conduct
  • Summary of Code of Conduct
  • Reconciliation Action Plan
  • Confidentiality Agreement
  • Shared Car Bay Policy
  • Accessible Complaints Policy

Recordkeeping plan

Evaluation of the efficiency and effectiveness of recordkeeping systems

The Commission uses the electronic records management system HPE Content Manager (HPE CM) to manage and control all correspondence and documents received, created by, and distributed by the agency.  This system is centrally administered to ensure appropriate security controls are in place and to promote standardisation of file creation and naming conventions.

The Commission continued work on the retention and disposal of Commission’s records as a priority to move old records to offsite storage.  Preparation for and extensive testing of the new version of TRIM (now HPE Content Manager) was undertaken as an upgrade to the records management system done in August 2017. The Commission’s Recordkeeping Plan was reviewed in May 2018 and submitted to the State Records Office for approval.  The Commission also undertook an internal audit on records management.  As a result, a number of minor amendments/ improvements are in the process of being implemented.

Nature and extent of recordkeeping training program

The Commission has continued its individual and group records awareness and recordkeeping process training for all staff ensuring that employees are aware of their responsibilities and how to use the electronic records management system (HPE Content Manager).  A hardcopy user guide was provided for reference and was reviewed and updated in line with the HPE Content Manager software upgrade.

Review of efficiency and effectiveness of recordkeeping training program

In 2017-18 the Commission conducted additional training for employees to increase utilisation of the electronic system, ensure standardisation throughout the agency and to provide training in the revised retention and disposal processes.

Induction program addresses employee roles and responsibilities in regard to their compliance with the organisations’ recordkeeping plan

New employees are provided with the following information to ensure they are aware of their role and responsibilities in terms of recordkeeping within the Equal Opportunity Commission:

  • Induction manual
  • Theoretical and hands-on training by the management support officer – records
  • Hardcopy user guide.

Induction sessions are conducted for all new employees upon commencement.  The session runs for approximately two hours and covers:

  • The requirement to capture records
  • Types of records handled by the Commission
  • Organisational and individual responsibilities in regard to record keeping
  • Determining significance of records.

    A second hands-on training session is provided to ensure that the inductee is familiar with:

  • Capturing records in and retrieving information from HPE Content Manager
  • Naming conventions and standardisation including the use of AAA thesaurus where relevant
  • Using protocols within HPE Content Manager to ensure consistency
  • File maintenance and paper record handling procedures
  • Retention and disposal (where appropriate)
  • Disclosures and legal compliance.