Thu 6 Sep 2018 11:00AM

Policies and Procedures- where to find them and how you can help create/review them.

JE Jason Emmins Public Seen by 244

This is a gentle reminder of where our Policies and Procedures are located for Jeder. We have two main areas of where we store our Policies, one being the back end of the website (go to www.jeder.com.au and then to the home button- top left hand side- and click on administration and enter the password). The other is the Jeder G Suite (https://drive.google.com/drive/folders/0AHrH4nUSDoXCUk9PVA).
If you cannot access any of these, please let me know.
Most of our Policies have been identified for review, which will be discussed in the Governance Jedi (soon to be held).


Deleted User Thu 6 Sep 2018 6:30PM

Hi Jason, I noticed a little while back that most of the policy docs on gsuite are binary files and cannot be opened-so maybe Leigh needs to look at this. It does make me wonder however if it is wise to have 2 sources for these docs-will they both be continually updated to the current versions?


Dee Brooks Sat 8 Sep 2018 1:06AM

Good point, Kerry! I don't feel it is wise to have 2 versions - can this be streamlined and located in one place, @jasonemmins ? Maybe it's a Risk Jedi proposal?


Peregrin Chiara Thu 6 Sep 2018 10:54PM

@michaelakennedy and I had a couple of goes at transferring these from my personal google drive to the Jeder one. As far as I could tell from my web searches it was not possible to just move them across to the Jeder drive. The easiest way would be to upload them all again and convert on upload to google docs. Currently a lot of them are aliases which I believe will be pointing to the location on Mic's drive so they are still not actually in the Jeder drive.

So that is my advice. Start again, upload everything manually, done! Then set permissions so that there are not too many editors but other members can make comments. That's how I originally envisioned it and I think would work well as version control as the google doc would always be the most up to date policy. It might look a bit messy if it has comments all over it but I still think that proves it's a live document in development and can be reviewed periodically by the board and comments approved or rejected.


Jason Emmins Fri 7 Sep 2018 12:51AM

Thanks @kerry63 and @peregrinchiara1- we have the documents in word format as well- there was a decision when we completed them that they would be converted to a PDF as this is the final version (and then uploaded to the back end of the website). I will have a look today in G Suite to see if the word versions are there as well (we found them in drop box last night). I will create a sub folder with Word Version of Policies so edits etc can be done easily. We can start with the word version of the Risk Policy that @rachaeleyles emailed those present last night.


Jason Emmins Fri 7 Sep 2018 1:07AM

See if this link works for the editable version in G Suite https://drive.google.com/drive/folders/1F-G76hJQd3o_B1yDMDKG6TD6fhnWtgE9


Peregrin Chiara Fri 7 Sep 2018 1:12AM

Editing word docs collaboratively is tricky unless you're using Dropbox with Paper and then you pay subscription fees. Otherwise you will get conflicts when more than 1 person edits them.

Decision making aside about the best approach I think what it comes down to is who is going to track the P&P's and then letting them do it their way. I have quite strong opinions about how I think it should be done based on all the available options for doing it. But I'm not going to be doing it so whoever is should do it the way that they understand. I think that's the most important thing, the ownership and accountability of who will ultimately manage and track the p&ps.


Jason Emmins Fri 7 Sep 2018 1:19AM

Could you suggest some ways of how you might do it Pere? This may help others out that may not be the most confident in using online platforms.
In terms of the overall monitoring of Policies, this is something that was identified yesterday in the Risk Zoom and something I think the board should be keeping an eye on, as they are ultimately responsible (in terms of governance) but we are all responsible for keeping track of these things and raising the issue if we notice something like policies needing review.


Peregrin Chiara Fri 7 Sep 2018 3:52AM

Basically the p&p review is a really big job, needs a project manager and people who are skilled in whatever platforms you decide to go with and have an eye for detail. It's just a lot of work, even trying to explain it is time consuming. It may mean you just want a small team who have some of that expertise and can track all the work they're doing but a minimum is to understand whatever platforms you use whether some old school version of tracking and merging changes in word format or google drive. The benefit of google drive is that it is free and it can resolve conflicts the other option of Dropbox and Paper needs to be paid for.


Dee Brooks Sat 8 Sep 2018 1:04AM

@jasonemmins - as most of us are continuing to move forward and create Jedi's and break all the work down into manageable chunks, I think it sounds like you're on track! I think the "project manager" idea that Pere talked about is the lead person of the Jedi and the "small team" he talked about is the Jedi itself... I really appreciate you taking the lead on this Jedi and together, we'll find what we need to move forward in the skills, abilities and networks of the membership! I'm thinking the same for the Governance Jedi; we just need to source a particular set of skills - other than that, it's moving! :)


Deleted User Sat 8 Sep 2018 7:18PM

There are some policices that fall under the scope of the existing Jedi's. It makes sense to me that we identify these and perhaps the relevent Jedi could re responsible for these reviews.

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