School Administration System Change Management Policy

1. What is this policy about?
   1. This policy explains the compulsory requirements for making changes to the School Administration System and assists stakeholders to meet their obligations in relation to them.
2. Policy Statement
   1. It is Education and Training Directorate (Directorate) policy that all data held by the Directorate is of high quality and maintained securely at all times.
   2. All changes to the System will:
      • be undertaken in such a way to ensure that quality and security of data within the system are maintained.
      • be assessed and authorised as per Shared Services ICT and Directorate change process procedures.
      • adhere to the overarching Shared Services ICT Change Management Policy.
   3. Changes must be tested to ensure there is no adverse impact on the security or operation of any components of the System.
   4. Records must include authorisation documents and management acknowledgements and approvals as appropriate.
3. Who does this policy apply to?
   1. This policy applies to all staff who access the System including contractors.
4. Context
   1. The System enables the Directorate to collect, record and maintain data to meet the requirements of the Education Act 2004. This policy applies to any changes to the System.
   2. This policy enables the Directorate to meet the objective of ensuring all changes to the System are assessed, approved, implemented and reviewed in a controlled manner.
   3. This policy requires standardised methods and procedures to be followed to control the integrity and security of the System and to minimise the impact of change-related incidents upon service availability and quality.
   4. Compliance with this policy ensures the efficient and prompt handling of all changes to the System.
5. Responsibilities
   1. Policy Owner: The Director, Planning and Performance is responsible for this policy.
6. Monitoring and Review
   1. The Policy Owner monitors the policy. This includes an annual scan of operation and review. A full review of the policy will be conducted within a three year period.
7. Contact
   1. For support contact Planning and Performance on (02) 6205 5512.
8. Complaints
   1. Any concerns about the application of this procedure or the procedure itself, should be raised with:
      • the school principal in the first instance;
      • the Directorate’s Liaison Unit on (02) 6205 5429.
      • online at https://www.education.act.gov.au/about-us/contact_us.
      • see also the Complaints Policy on the Directorate’s website.
9. References
   1. Definitions
      • Change Approver: is responsible for assessing, approving and rejecting change.
      • Change Management: is the process responsible for controlling the lifecycle of all changes, enabling beneficial changes to be made with minimum disruption to IT services.
      • Change Manager: is the Shared Services ICT Change Process Owner.
      • Change Owner: is the dedicated owner of the entire change.
      • School Administration System (the System): is the suite of core systems used by ACT public schools to support their main business functions including recording student enrolment and demographic details, attendance, timetabling, academic reporting and school finances.
   2. Legislation
      • The Education Act 2004 sets out the compulsory requirements for making information available about, and being accountable for, the operation of government schools.
      • The Information Privacy Act 2014 promotes the protection of individual privacy by regulating the handling and management of personal information by ACT public sector agencies.
      • The Territory Records Act 2002 aims to ensure Territory records are made, managed and, if appropriate, preserved in an accessible form.
   3. Implementation Documents
      • The School Administration System Change Management Procedure provides information regarding School Administration System change management processes and procedures within the Directorate.
   4. Related Policies and Information
      • For information regarding change management procedures within the ACT Government, refer to Shared Services ICT Policy No 39 ICT Change Management Policy 2012.

School Administration System Change Management Policy: SASCM201309 is the unique identifier of this document. It is the responsibility of the user to verify that this is the current and complete version of the document, available on the Directorate’s website at http://www.education.act.gov.au/publications_and_policies/school_and_corporate_policies/A-Z.