Key processes
Information Standards are developed in consultation with stakeholders, generally from Queensland Government agencies. The framework described below highlights the key processes and lifecycle of Information Standards, which will ensure consistency in the development and management of Queensland Government Information Standards.
- Initiating an Information Standard
- Consultation process for Information Standards
- Approval of Information Standards
- Compliance and implementation monitoring
- Review of Information Standards
- Repeal of Information Standards
- Adoption of external Standards
- Information Standards Website
Lifecycle and key processes diagram (PDF, 19 kB)
1. Initiating an Information Standard
An Information Standard is initiated in response to a:
- Cabinet directive / Legislative requirement
- Strategic Information and ICT CEO Committee request
- Strategic Information and ICT Executive request
- Smart Directions Statement initiative.
Approval may be given by the Queensland Government Chief Information Officer to proceed with the development of the Information Standard.
Development of an Information Standard
Following approval to proceed with the development of an Information Standard, the Queensland Government Chief Information Office (QGCIO) will e-mail agency Information Standards Officers (ISOs) and other relevant agency contact groups seeking nominations for the formation of a cross-agency working group to develop a draft standard. An Information Standard at a minimum consists of the following sections:
- Purpose
This section outlines the reasons for and objectives of the Information Standard, including scope of the Standard and fit for the Government Enterprise Architecture.
- Policy statement
This section outlines the overall policy of the Information Standard.
- Mandatory principles
This section outlines the Mandatory Principles incorporated in the Information Standard.
Cross-agency Information Standards Working Group
To ensure Information Standards continue to meet the requirements of agencies, the QGCIO will establish cross-agency working groups to lead the development of new Standards or major reviews of existing standards. The working group generally will comprise representatives from agencies with experience in the subject matter of the proposed Information Standard.
The working group will develop the working draft to a point where it is satisfied the draft meets the objectives.
Impact assessment
Where the cross-agency working group identifies there will be a major implementation impact on agencies when reviewing or developing a new Standard, an Impact Assessment template is to be developed in parallel with the working draft. This template is then issued with the Review for Comment (RFC) Information Standard draft document.
Implementation
As outlined in the Financial Management Standard (FMS) 1997.
-
Schedule
Outlines general and any specific requirements relating to the implementation of the Information Standard.
-
Process
Outlines risk assessment requirements for implementation.
-
Implementation advice
During the initiation or review of an Information Standard, the working group compiles suggested points to consider when implementing the Standard and also suggests where supplementary information in the form of guidelines or Best Practice guides are required.
The information provided in this section of the Standard should be used at agencies’ discretion and is designed to provide suggested checkpoints to guide implementation of the Information Standard. The advice is updated on a regular basis to allow for the timely provision of ICT industry directions and resource material.
-
Implementation toolbox
During the development of an Information Standard the working group will compile a set of templates, reference documents, guidelines and reference sites that will assist agencies in implementing the Standard.
The information provided should be used at agencies’ discretion and is designed to provide suggested checkpoints to guide implementation of the Information Standard. The advice is updated on an ongoing basis to allow for the timely provision of ICT industry directions and resource materials.
Best Practice Guidelines/Supplements/Reference Sheets
Best Practice Guidelines, Supplements and Reference Sheets may be provided with an Information Standard to assist agencies in implementation. These documents are provided for general guidance only unless stipulated in the mandate of an Information Standard. Where there is no mandate for the document, agencies should consider it as reference material and interpret it in the context of their own ICT environment and risk profiles.
Stages of development for an Information Standard
The QGCIO website provides the progress of the development of each new Information Standard in accordance with the following:
|
Scoping and drafting |
The content of the Standard is being developed by the Queensland Government Chief Information Office and key agency stakeholders. |
|
Consultation |
Consultation with agencies on the contents of a new or significantly modified Standard is currently being conducted. |
|
Seeking endorsement |
The Standard has been finalised and is awaiting final endorsement. |
|
Published |
The Standard has been endorsed and published on the QGCIO website. |
Back to top
2. Consultation process for Information Standards
Information Standards are developed in consultation with stakeholders from across Queensland Government agencies and statutory bodies. The consultation process commences with the limited publication of the draft developed by the cross-agency working group as an Information Standard RFC and concludes when the Director-General of the Department of Public Works provides approval of the final draft. A six-week consultation period for agencies is preferred, with an absolute minimum of four weeks. The process may be iterative, i.e. multiple reviews may be required before finalisation.
Distribution of RFC draft
An electronic version of the Standard and a comments and contribution pro-forma is e-mailed to ISO's to coordinate within the agency response. This is also posted to the Information Standards webpages on the QGCIO GovNet site (Queensland Government only).
Agency comments and contributions
The agency ISO should coordinate the agency’s formal response to:
- the RFC draft Standard
- the Impact Assessment template (where provided)
and forward its feedback to the nominated QGCIO officer.
Agencies are encouraged to provide comments and contributions for implementation advice and implementation toolboxes throughout the life of the Standard to facilitate the sharing of information management processes across Government.
Agencies wishing to contribute to agency processes and documentation for inclusion should contact the QGCIO at qgcio@qld.gov.au with these contributions. All information identifying the agency will be removed prior to publishing it on the QGCIO website.
Assessment of agency comments and contributions
The QGCIO will amalgamate the agency responses to the draft RFC Standard, including comments on the wording of the principles and contributions to the implementation advice and toolboxes.
The QGCIO, where possible, will amalgamate and amend the draft to meet agency requirements.
Back to top
3. Approval of Information Standards
The final draft of the Information Standard, is provided to the Director-General of the Department of Public Works for approval.
When approval is given, the draft Information Standard RFC becomes an approved Information Standard and is published on the QGCIO website with the current implementation advice and tools. ISOs are notified via e-mail of the publishing of the Standard.
Back to top
4. Compliance and implementation monitoring
Compliance with Information Standards is based on the audit requirements of the FMS. Detailed risk assessment documentation should be retained for audit purposes and should be used to assist agencies in ICT planning.
Back to top
5. Review of Information Standards
All Information Standards are usually reviewed on an annual basis to ensure that the mandatory principles are both consistent with industry best practice, and continue to meet the requirements of Government ICT initiatives. However, Information Standards may also be reviewed, if there is a significant change in Government policy or legislative requirements.
The QGCIO will publish a Review & Development Timetable at the commencement of each financial year to outline the dates and proposed scope of review for all Information Standards. When the review date of a Standard occurs, QGCIO will contact agencies with details of the proposed review scope and consultation process before commencing the review.
The process for the review of each individual Standard is as follows:
-
No changes required
If the QGCIO and major stakeholders across Government concur that there is no need to change the mandatory principles of the Standard in any way, a new date for review will be set (12 months). The Standard will then be re-published on the QGCIO website with the new review date.
-
Minor Word, Format and name changes to existing Information Standards
Where the QGCIO or key stakeholders of an information standard identify the need for formatting, minor wording changes for clarification or updating of organisational names or references QGCIO will enact the changes, provide details on the QGCIO website and notify agency ISOs.
- Major amendments to an existing Information Standard
Where it is identified changes in Government ICT direction, policy or legislation will require major amendments to an existing Information Standard, QGCIO will follow the same processes as outlined in Developing an Information Standard, Consultation Process for Information Standards and Approval of Information Standards sections of this document.
Stages of review for Information Standards
The QGCIO website provides the progress of the review of each new Information Standard in accordance with the following:
|
Under Review |
An existing Standard is being reviewed for accuracy and alignment with Government ICT directions by the QGCIO and key agency stakeholders. |
|
Review on hold |
The review of the Information Standard has been placed on hold. |
|
Consultation |
Consultation with agencies on the contents of a new or significantly modified Standard is currently being conducted. |
|
Seeking endorsement |
The review has been completed and is awaiting final endorsement. |
|
Published |
The Standard has been endorsed and published on the Information Standards pages of the QGCIO website. |
Back to top
6. Repeal of Information Standards
An Information Standard may be repealed when determined to be obsolete as the result of:
- amalgamation into another Standard
- advice received from the Strategic Information and ICT Executive and CEO Committee that the Standard is no longer appropriate to the existing Government ICT environment.
Process for repeal
The QGCIO will note the intention to repeal a Standard in the annual Review Timetable published on the QGCIO website at the commencement of each financial year.
QGCIO will:
- seek final approval from the Director-General of Department of Public Works to repeal and archive the Standard
- notify agency ISOs and update the QGCIO website.
Back to top
7. Adoption of external Standards
A principle underpinning the development of the GEA is one of not “reinventing the wheel”. International, national or local Standards will be adapted to the maximum extent feasible unless there are good reasons to the contrary. All external Standards must be interpreted within the environment of the Queensland Government and will need to conform to the format and development process of Information Standards.
It is not expected or recommended that an external Standard would simply be reproduced in full and used as a Government Information Standard. Rather, it would be normal practice to re-cast the external Standard, with permission, using the Queensland Government Information Standard format.
Back to top
8. Information Standards information on the QGCIO website
The Information Standards information on the QGCIO internet site has been designed to be user friendly and provide agencies with access to all endorsed Queensland Government Information Standards, best practice guides and toolboxes.
The website is updated on a monthly basis with the progress of Standards under development and/or review.
The Information Standards information on the QGCIO GovNet site (Queensland Government only) provides agency ISOs with details of the ISO group, copies of recent presentation content and a number of Government specific Implementation Tools.
Back to top
If you are having difficulty downloading, viewing or printing PDFs and documents please refer to our help page.