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2.4.2.11 AWHN Key Document Maintenance Procedure

Date adopted 20/12/2016 Reviewed by CEO

Date of last revision

20/12/2016 Approved by CEO

Next revision date

20/12/2017 Frequency Annually

Scope Communications Officer, Admin Staff responsible for revising and uploading Policies and Procedures.

BackgroundThis document is to guide AWHN officers through the process of creating a new key document using the templates provided, or of editing an existing key document and to then upload the document to Wordpress, and to add or update all links that point to the document (for e.g. in the Board Portal, Table of Contents, and the Policy Review Schedule) .

All new documents and revisions should be uploaded to the Board Portal using the following procedure. This ensures that the latest version is always available to the AWHN Board and staff.

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1 Create a new policy, procedure or form based on provided templates or make a revision to an existing policy, procedure or form.

2 Save document as .docx and as PDF

3 If a new document: Upload both .docx and pdf to AWHN (wordpess) as new media filesIf an existing document: upload by replacing existing .docx and pdf files on AWHN (wordpress)

4 Create new or update links to PDF on Board Access Page

5 Create or update links to PDF AND. docx in the Policy Manual Table of Contents

6 Create or update entry to .docx in the Policy Review Schedule

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1. Create a new Document or Revise an existing document1.1. Create a new document based on provided

templatesThe template files are dotx files. To create a new file select and open the appropriate template. All templates can be found on the board access page of the AWHN website. (Key Documents/ Policies and Procedures)

Go to 1.3 for guidelines on naming documents

1.2. Revising an Existing DocumentOpen the document that requires revision. All documents can be downloaded from the Board Access Page on the AWHN website (Key Documents/ Policies and Procedures),

Go to 1.3 for guidelines on naming documents

1.3. File namingNext, save the file or use save as if revising an existing document. The file name should be consistent with the other documents and consist of the following four parts:

[TOC Number] +AWHN +[Title] +[Type] +V[x.xx]

E.g. 2.4.2.11 AWHN Key Document Maintenance Procedure V1.1

Assigning a new TOC Number

The new number will follow on from the list according to the department it belongs to.

For e.g. if the document is a

Governance Policy, it will start with a 1. 1.x

Finance Form, it will start with a 2.1.x

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and so on.

Refer to The Policy Manual Table of Contents to determine where the document should go and what number it should have.-

Assigning a New Document Title

This is the title of the policy or procedure or form. It is always preceded with the document number as it appears in the table of contents followed by AWHN.

Document Type

Choose from the following 3 types: Policy, Procedure or Form (if none of these, omit document type)

Version Number

Version control tracks minor and major changes to documents ensuring everyone has the correct, most recent version of a document.

Minor Changes

A minor change will result in .decimal point increment up to .9

e.g. Change in a colour or style, or a review with no changes will result in a V1.0 doc becoming V 1.1. Once the document version reaches X.9, it will progress to the next unit. E.g. V1.9 becomes V2.0

Major Changes

A major change for e.g., adding or deleting paragraphs will result in a whole unit increment.

After saving and naming the file - Complete the other document parts.

1.4. Now begin the new document or revise the existing contentThe document consists of 6 parts - Header, Title, Document Details Table, Content, Footer, Context and Documentation Tables

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Header

Insert Version, Status, and the Date of Adoption or, if a Revision, the date of the revision

Status - Choose from DRAFT, ADOPTED, or REVISED

Document Title

All documents begin with [Document Number] + AWHN [title] [DOCUMENT TYPE]

E.g. [1.1.1 ]AWHN [Database Entry] [Policy]

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Document Details Table

Complete the information needed for the document details table. This information will also need to be entered into the Policy Review Schedule

Content

Type the content here using the template quick styles. See Item 4. Template Quick Styles

Footer

Insert Document Number +AWHN + Document Title + Document Type

E.g. 2.1.1.1 AWHN Database Entry Policy

Context and Documentation

Complete the information needed for these tables.

Document Properties

Document properties should be entered for each document.

To edit document properties:

Click the windows button, mouse over the "Prepare" link, select properties

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The properties box will then show above the document. Change the fields according to your document properties. Record all version changes in the comments field.

2. Save the document as a PDF.Keep the file name the same as the word document.

3. Upload document(s) to AWHNLogin to AWHN Wordpress

Go to Media

If uploading a new document go to 3.1 Uploading a new document. If uploading an existing document go to 3.2 Uploading and replacing an existing document

3.1. Uploading a new documentAfter navigating to Media - click on add new

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Then on click on "select files" to browse to your new documents. Select both the docx and the pdf files. Click open to return to the upload window. The files will now upload.

3.2. Uploading and replacing an existing documentAfter navigating to the Media library - enter the document number or title in the search box to find the existing documents. Once you have found the correct documents, you can either click edit or simply "replace file". This options will appear when your mouse hovers over the document entry.

You will need to replace both the docx and the pdf files with your revised one To replace file: First click on choose file. Select your newly revised document. Then, because you are uploading a new version, select the 2nd option - replace file with new file……… Then click on upload.

4. Create new or update links to PDF on Board Access PageThe board access page key documents are generally PDF only unless they are form or a register of some sort. So you would usually only link to PDF, but in some cases it might be the docx.

4.1. Create a new link to PDFWhile in wordpress- look at the top left-hand corner and click on visit site. This will take you to the "Front end". Navigate to the

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board access page, and log in if needed (17feminists!).

Click on Edit page.

Scroll down to the Key Documents section, and click on the Accordion to open it up.

Click on Policy and Procedures to open up the edit form element.

Scroll to the section where the new document is to go (following the numbering format). Enter the cursor in the correct position then scroll back up to the top and click on Add Media

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4.2.

Use the search media items box to locate your PDF (or docx file). Click on the file and then on the insert into page button

4.3.

This will insert the link to the document into the previous page. Then click on save, save and update. Ensure the link is working by going to the AWHN board access page and clicking on it. Another method is also listed in 2.4.2.15 AWHN Adding an item to the Board Access Page Procedure

4.4. Update a link on the Board Access Page

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Follow the same procedure above except first you will need to delete the old link and insert the new one in its place.

* Note Wordpress is supposed to automatically update all prior links to the document. At this time, the feature does not work properly and it is necessary to update the links manually. To update the link on the board page. Follow the procedure in 2.4.2.15 AWHN Adding an item to the Board Access Page Procedure

5. Create or update links to PDF and Docx in the Policy manual Table of Contents.Open or download the Policy Manual Table of Contents docx file. Type in the new document name and number in the correct list position. Copy the link to the docx from the file in the media library. Use this link to create a hyperlink in the Policy Manual.

If updating a link, you will need to obtain the link to the revised document from the media file, and then use this to update the hyperlink in the Policy Manual. Save the Policy Manual with a new version number and follow this procedure to replace it on the AWHN website.

6. Create or update entry to .docx in the Policy Review Schedule

Open or download the Policy Review Schedule. Add the new document into the list and insert hyperlink to the word document, using the method above.

7. Template Quick StylesEach template has preformatted styles for text, lists and bullets. Sometimes a document will require formatting for which there is no style. Refer to the Brand Manual for correct usage of fonts, logos and colours.

For Numbered lists use the List styles:

1. Level OneTexttexttext

Bullets in Level One

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Bullets in Level One

Texttext and more text

1.1. Level TwoLevel Two text goes in here

Level two bullets Level two bullets

Level 3

This procedure relates to

Standards or other external requirements

Legislation or other requirements

Contractual obligations

Documentation

Documents related to this procedure

Related policies

Forms, record keeping or other organisational documents

AWHN Policy Review SpreadsheetAWHN Policy Manual Table of ContentsAWHN Board TemplateAWHN Policy TemplateAWHN Procedures TemplateAWHN Form TemplateAWHN Brand ManualAWHN Adding an item to the Board Access

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Page Procedure

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This procedure relates to

Standards or other external requirements

Legislation or other requirements

Contractual obligations

Documentation

Documents related to this procedure

Related policies

Forms, record keeping or other organisational documents

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