For current updates on the project to replace PROS 07/01 RDA for Common Administrative Functions, see this page.
Project update – March 2025
PROV has spent the past few months researching and redeveloping the following functions:
- Financial Management
- Contracting-out
- Grants Management
As part of the research process, it became evident that by redeveloping the Contracting-out function to align with more modern Procurement processes, crossovers with the Equipment and Stores and Fleet Management functions were inevitable.
Incorporating questions we have received over the years from agencies about the above functions, as well as precedent from other Australian archives, we have now developed a new, broader than anticipated, draft that is nearly ready for stakeholder and public comment.
As with the previous RDA in this project, PROS 24/03 Human Resources Management Function, this new draft is in our standard rolled-up style. The existing coverage in PROS 07/01 comprises over 100 classes, but the rolled-up approach will greatly reduce the total number of classes and be much simpler to implement for recordkeeping staff.
We are now consulting on the draft with subject-matter experts in finance, procurement, and grants. We expect the draft to be publicly available in May/June for anyone interested to review and submit their feedback. This will be advertised on our usual social media channels, but if you’d like to be included in the list of stakeholders and receive an email notification when it’s out for feedback, please let us know at agency.queries@prov.vic.gov.au
Project update - June 2024, including Project Plan
PROV is now planning the next stages of the PROS 07/01 update. We will continue to replace groups of related functions with new rolled up RDAs.
Given PROV needs to manage the long-term project to replace PROS 07/01 within available resources we intend to continue with a phased approach. The intention is to reduce the impact of change for agencies and a phased approach is also manageable for the PROV team.
This Project Plan outlines the future projects directed by stakeholder nominated priorities and the time frames for the PROS 07/01 update. Feedback about the planned projects and PROS 07/01 is most welcome.
The next priority for redevelopment will be Financial Management and related functions including:
• Financial Management
• Contracting-out
• Grant management.
We will continue to provide updates on this project page as the project develops.
Project update – March 2024
PROV is pleased to announce that the first stage of the PROS 07/01 update is complete: PROS 24/03 RDA for the Human Resources Management Function was approved on 19 March 2024 and is now available for all agencies to use.
This new RDA replaces four functions from PROS 07/01 relating to human resources. They have been replaced by the following five functions:
• Employment Management
• Health, Wellbeing and Safety
• Industrial Relations
• Staff Development
• Volunteer Management.
On the RDA’s landing page, we have provided a linking table to simplify mapping of the former classes in PROS 07/01 to their PROS 24/03 counterparts, as well as advice on resentencing requirements. The RDA also contains a glossary of terms to ensure it is easy to interpret.
The RDA is in our now-standard ‘rolled up’ style, reducing the number of classes from 88 across four functions in PROS 07/01, to 18 across five functions in PROS 24/03. We hope this will make sentencing and disposal easier.
PROV would like to thank everyone who assisted in this process, from the HR subject-matter experts who agreed to interviews early in the process, to the many representatives from across Victorian government who took the time to read the drafts and submit their feedback.
PROS 07/01 has also been varied to remove the original functions. They all now direct readers back to PROS 24/03. You can find the most up to date version of PROS 07/01 here.
Project update - November 2023
Since the feedback period for Draft 1 of the new RDA for Human Resources Management Function closed, we have spent the time closely reviewing all of the feedback we received and making a number of changes to the draft. We received a lot of really helpful comments and suggestions, and the changes we have made have led to an improved Draft 2.
Given the significance of the RDA redevelopment project, as it will apply to all public offices, we have released a revised draft for a second round of public and stakeholder feedback. After incorporating the feedback from the first round of consultation, the functions are now described as:
• Employment Management
• Health, Wellbeing and Safety
• Industrial Relations
• Staff Development
• Volunteer Management
We have also produced a report describing the changes made in more detail. We will be accepting feedback on the draft from any interested party until COB Wednesday 6 December 2023.
PROV will continue to provide updates on this project through this page, our blog, and via the PROV Bytes newsletter. We are also continuing to accept feedback on PROS 07/01, especially for functions that have not yet been redeveloped at this stage of the project.
Project update - September 2023
Draft Human Resources Function RDA
The project team thanks everyone who provided us with feedback on the draft RDA for Human Resources Function records. We are working through all the comments, conducting some additional research and consultation, and will provide an update on a revised draft and next steps soon.
What's happening with the rest of PROS 07/01?
During 2023-2024 PROV will develop a plan, in consultation with stakeholders, for the continued redevelopment of PROS 07/01. We intend to commence this work after the Human Resources RDA is finalised.
If you are interested in contributing to the planning please contact us at agency.queries@prov.vic.gov.au
Project update - July 2023
The past several months have been spent conducting interviews across government to discuss current experiences of using the selected functions in PROS 07/01, and hearing from HR and records specialists what they would like to see in the new HR Functions RDA.
Based on these interviews, a draft has been prepared and is was available for stakeholder feedback. The functions are described as:
• Employment Management
• Health, Wellbeing and Safety
• Industrial Relations
• Staff Development
This draft has adapted existing coverage in PROS 07/01 into our ‘rolled up’ RDA style. This means that while most records that were covered in PROS 07/01 have coverage here (as well as some records for which there was no coverage), there are far fewer classes. Classes that had the same or similar retention periods, such as 5 years and 7 years, have been rolled up into larger ‘bucket’ classes. The intention is to make the RDA easier to implement.
While many records have the same or similar retention periods in the new draft, there has been some new appraisal either greatly increasing or reducing the retention periods for a small number of record types. More detailed information can be seen in the linking table showing where the existing record human resources classes of PROS 07/01 are covered in the new draft – this was found on the Request for Feedback post.
We will be accepting feedback on the draft from any interested party until COB Friday 4 August 2023.
PROV will continue to provide updates on this project through this page, our blog, and via the PROV Bytes newsletter. We are also continuing to accept feedback on PROS 07/01, especially for functions that have not yet been redeveloped at this stage of the project.
Project background
For the first part of this project, we previously put out a call for feedback on PROS 07/01. This round of consultation is still open and we are still very interested in gathering further feedback. Please submit your spreadsheet via email to agency.queries@prov.vic.gov.au. After reviewing the feedback we may contact you for further information.
Throughout August and September 2021, PROV also asked interested stakeholders to complete a short survey on which functions from the RDA for Common Administrative Functions should be prioritised for inclusion in a new pilot project to begin to redevelop and replace PROS 07/01.
PROV received a great response to our survey. Thank you to everyone who participated, as well as those who have provided feedback on coverage gaps over the past few years. From collating all of the feedback, the two stand-out functions voted for review were Personnel Management and Financial Management.
Given the size and complexity of both of these functions, we decided to focus on Personnel Management in the first instance. We will be combining this with some smaller, closely-related functions to come up with a rolled-up RDA pilot project covering all personnel-related records. The functions from PROS 07/01 to be included are:
- Personnel Management
- Occupational Health & Safety
- Industrial Relations
- Staff Development