Forms - Policy Management Manual

The following part contains forms to assist in the policy management process.

Form 1 – Scoping meeting template Form 2 – Policy project plan template Form 3 – Policy risk assessment template

Form 4 – Identification of policy stakeholders template Form 5 – Request for approval to undertake policy work Form 6 – Policy template

Form 7 – Procedure template

Form 8 – Approval to circulate draft policy brief

Form 9 – Stakeholder comments on draft policy templates Form 10 – Corporate executive endorsement brief

Form 11 – Annual review template Form 12 – Policy feedback template

Form 13 – Policy management manual feedback form

Form 1: Policy Scoping Meeting Template

This template is used to guide the policy scoping meeting.

Policy name: _______________________________________________________________________

Request form attached? Yes/No: _______________________________________________________

Reason (development/review/consolidate/delete): ________________________________________

Date: _____________________________________________________________________________

Meeting participants: ________________________________________________________________

Policy Owner: ______________________________________________________________________

Policy Contact: _____________________________________________________________________

Last published: _____________________________________________________________________

Publication location (Directorate website/Index (internal policies)):

Associated procedures: _______________________________________________________________

Legislation (and legislative obligations): __________________________________________________

Managing complaints: ________________________________________________________________

Related policy (including whole of government policy): _____________________________________

_________________________________________________________________________________

Purpose/aim of policy: _______________________________________________________________

_________________________________________________________________________________

Drivers for change: __________________________________________________________________

Issues associated with policy or policy development/review/consolidation/removal: ______________

_________________________________________________________________________________

Timeframe:

• Final draft

• Implementation

• (project plan needed)

_________________________________________________________________________________

Stakeholders (internal and external): ____________________________________________________

Consideration of impact:

• Human rights

• Social

• Environment

• Economic

• Intergovernmental (other agencies)

• Regulatory (legislation or government direction)

_________________________________________________________________________________

Consideration of equity and diversity target groups:

• Women

• People from a culturally or linguistically diverse background

• People with a disability

• Aboriginal and Torres Strait Islander people

• Children and young people

_________________________________________________________________________________

Risk assessment:

• if policy work is undertaken

• if policy work is not undertaken

• other

Refer to Risk Management Framework on the Risk Management page on Index.

_________________________________________________________________________________

Working party members (if necessary): __________________________________________________

_________________________________________________________________________________

Consultation plan

• identified stakeholders

• method of consultation

_________________________________________________________________________________

Communication/implementation plan:

• training

• support

• ongoing implementation

_________________________________________________________________________________

HR needs: _________________________________________________________________________

Approval process discussed? Yes/No: ____________________________________________________

Brief templates discussed? Yes/No: _____________________________________________________

Policy Management Manual provided? Yes/No: ___________________________________________

Policy Workshop discussed: Yes/No: ____________________________________________________

Other issues: _______________________________________________________________________

_________________________________________________________________________________

Form 2: Policy Project Plan Template

This template represents the project plan schedule for policy review or development over a 28 week timeframe. Key steps are listed on the left of the template and the progress is indicated from Week 1 through to Week 28 across the template. An

X

indicates when the relevant key step occurs in the schedule. Adash (

–)

indicates no action required.

Key Steps – Policy Analyse policy issues, scope

project

X X X X X

^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^-

ED/DDG brief for approval to

develop/review - - - - -

X X X

^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^-

Development of issues, strategy

etc - -

X X X X X X X

^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^-

Establish working group (if

required) - -

X X X X X X X

^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^-

Construction of draft

policy/changes to current policy and procedures

- - - - - - -

X X X

^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^-

ED/DDG brief – approval to

circulate - - - - - - - - - -

X X

^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^- ^-

Brief to Senior Executive for Corporate Executive input and Senior Executive endorsement

- - - - - - - - - - - - - - - - - - - -

X X

^- ^- ^- ^- ^- ^-

Communicate and implement

policy - - - - - - - - - - - - - - - - - - - - - -

X X X X

^- ^-

Monitor and evaluate - - - - - - - - - - - - - - - - - - - - - - - - - -

X X

Form 3: Policy Risk Assessment Template

This template is used to record the risk assessment associated with policy review or development.

Risk Assessment

The following example should be deleted after use

Type of Risk:

Commercial and Legal: breach of statute. Reputation - scrutiny required by external agencies or ACT Auditor General’s Office, etc. There are also possibilities of financial cost and litigation.

Measure of Consequence:

Moderate

Measure of Likelihood:

Possible – might occur at some time in the future.

Risk level:

6 - high

Type of Risk: _______________________________________________________________________

Measure of Consequence:_____________________________________________________________

Measure of Likelihood: _______________________________________________________________

Risk level: __________________________________________________________________________

Type of Risk: _______________________________________________________________________

Measure of Consequence:_____________________________________________________________

Measure of Likelihood: _______________________________________________________________

Risk level: __________________________________________________________________________

Form 4: Identification of Policy Stakeholders

This template is used to identify policy stakeholders.