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Information Management and Technology Team
Building on last year’s strategic plan, the Information Management and Technology Team (IMTT) this year rolled out a series of initiatives intended to increase the sophistication of the Commission/Registry communication and information management system, and deepen the information technology infrastructure and available IT systems and services. The initiatives summarised in the following do not include all the developments introduced and trialled, but they do signal the organisational effort that has taken place to build the capabilities (both technological and human) to ensure the Commission and Registry are positioned strategically to move readily to the next generation of communications, information management and service delivery. Court Wireless Network Trial
Continuing earlier initiatives to bring the IT network to all courtrooms nationally, a pilot was conducted to test the effectiveness of wireless access to the IT network. The system enables Commission Members, associates and parties access to an effective local area network (LAN) without the use of cables. The system provides ubiquitous and uniform access to the LAN through the courtroom and will be an important element of any future electronic court development. Simultaneously with this trial, IMTT is also trialling a web-based method of consolidating all documents generated in a proceeding, including the original application, affidavits, witness statements, transcript, exhibits, decisions and orders. This will allow Members and parties in future to access all documents through their laptops while in proceedings and as it is web-based and loaded onto the Internet, access is available from any location, inside and outside the court. Entire proceedings, all cross-hyperlinked for easy access, can be accessed by parties inside and outside the court over the course of proceedings, and burned onto a CD ROM and stored and retrieved and distributed with ease. Web-Based Award Simplification Case Management
The team has commenced a web-based trial to allow access to and the exchange of documents and a ‘discussion page’ for Members and parties to awards in award simplification cases. This project was undertaken with Senior Deputy President O’Callaghan’s chambers, and was designed to facilitate the flow of directions, requests for information and exchange of documentation (indeed many elements of day-to-day case management) outside of the traditional courtroom context. Dual Access Monitors in Outsourced Registries
Access to the federal system from State personal computers in harmonised States, for appropriate staff and associates was trialled and successfully implemented in South Australia. South Australia was provided with Hewlett Packard ‘e-Vectra’ hard drives and switch boxes to enable virtual instantaneous ‘switching’ between the State and federal systems while using the one monitor, keyboard and mouse. This system is easy to use and inexpensive, and both networks are secure. The dual access allows for significant improvement in managing workflow between the jurisdictions with near instantaneous switching between State and federal networks.
Electronic Transcript
The delivery of electronic transcript from Auscript to the Registry and parties commenced in September 2000. The service was especially useful during the Safety Net Review case as it enabled same day delivery by email to the Commission and parties. Further developments included the development of an electronic table of contents within actual transcripts. Electronic transcript is also able to be searched through ISYS Web, and cut and pasted in the same way as any MS Word document. Internet and Home Page Developments
AIRC Home Page
The AIRC Home Page was replaced with a new, dynamic version on 17 May 2001. The site has been restructured to enable more effective searching for information and documents.
ISYS Web searching is now available for all searches across all databases on the site (see below). Where Commission decisions, awards, orders or the AIR Bulletin on the intranet and Internet cite other Commission documents or sections of the Act, hypertext links are used to link to these documents or sections. As part of the Registry’s ongoing commitment to the provision of online information, there is now access to decisions summaries and the rules of registered organisations. A project has commenced for completion in coming months of a searchable awards list. Copies of awards will be added progressively to the site once the list has been posted. To assist in providing easy access to courts and conference rooms, floor maps have been linked to hearing lists for Melbourne and will be available on other hearing list pages over the next few months. Accessibility and Privacy
Commonwealth departments and agencies are obliged by the Disability Discrimination Act 1992 to ensure that online information and services are accessible by people with disabilities. Adoption of common standards by all Australian governments will promote the confidence of users in online services, and the accessibility of online government information and services. The new AIRC Home Page complies with this Act providing access to a text-only version of the site.
It is widely considered that the public needs to trust that their privacy will be protected before they make significant use of the Internet for services. It is therefore best practice for web sites to include a prominent privacy statement or policy which states what information is collected about individuals when they visit the web site, how it will be used and whether it will be disclosed. The AIRC Home Page adheres to the ‘Guidelines for Federal and ACT Government World Wide Web Sites’ issued by the Australian Privacy Commissioner. There is a privacy statement on the AIRC Home Page. IT Cooperation and Skills Transfer with State Jurisdictions
IMTT has liaised with the Tasmanian Industrial Commission (TIC) and Tasmanian Department of Justice with a view to helping them develop an Internet/intranet site for the Tasmanian Industrial Commission. This, prospectively at least, will include developing work processes for the TIC, including reformatting all documents and hosting the site on Registry servers on behalf of the TIC for an interim period.
The Registry has also provided the States with access to the code for a suite of online application forms, and is designing a purpose-built intranet site for State jurisdictions to enable ready access to relevant workplace relations documents and publications. ISYS Web and Authorities Database
The software ISYS Web has been loaded onto the AIRC Home Page enabling the site to be indexed and have an extensive and easy to use search facility. The databases that can now be searched include:
E-applications
The Registry has developed interactive web-based electronic lodgment capabilities via the AIRC Home Page as well as through email forms that interface with the Case Management System and provide for automated confirmations and the provision of case numbers. The future role of such developments is now dependent on the Commission’s deliberations.
The Registry has provided the code for the new generation of web-forms to the States as part of its ongoing cooperation measures. AIRC and AIR Intranets
In order to enhance and enable more effective searching for information and documents, IMTT has begun to redevelop the intranets used for internal communications.
During the year, there has been a proliferation of team-based intranet information and internal customer service functions available through the intranet. This has been made possible through the ongoing internal training and advice provided to other Registry teams by IMTT. The AIR intranet is now the principal vehicle for the Registry’s internal communications. The Registry has also designed a purpose-specific intranet to assist State jurisdictions (see above). PC Roll-Out
A roll-out of new desktop and laptop computers, monitors and printers took place in late 2000. The hardware is Hewlett Packard’s ‘e-Vectra’ desktops and laptops, with proven operating speeds of 700 MHz and 256 k RAM. The monitors feature 19 inch screens to ensure effective access to all internal documentation which has been progressively provided on the intranet instead of in the traditional paper form. Unified Messenger
A ‘Unified Messenger’ service was introduced in June 2001 so as to complete the convergence of communications to Commission Members’ desktops and laptops. This initiative was particularly targeted to assist Members, who are required to travel, to maintain effective and timely access to their emails, facsimiles and voice messages at the one point (their desktop or laptop) when they log on to the network. Unified Messenger brings voice messages to the Microsoft Outlook email box as sound files. This means that whenever and wherever Members of the Commission log on to the network, they will receive their voice mail messages, along with their facsimiles and emails on their laptop or desktop (at work or at home). The service also permits access to data through a mobile phone (email messages can be read by robotic voice, facsimiles downloaded readily to any available facsimile machine) and voice messages replayed. Dragonware and Digital Handheld Recorders
Dragonware software and handheld recorders have been made available to Members, enabling them to use their voice to ‘write’ orders and decisions directly onto their laptops and into MS Word, thereby largely obviating the need for manual typing. Mobile Phone Roll-Out
A new mobile phone roll-out was completed. The next upgrade will take place in 18 months time to ensure we remain on top of the next product (and services) cycle. Training
During the reporting period, IMTT coordinated and conducted training for Commission Members and Registry staff, subjects included:
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