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Document Management
The Board understands that DAFM will proceed to set up a system for shared document
editing and management. Details of the procedures around this facility will be circulated
when available. The key principles are to (a) ensure that single, secure copies of draft
documents are available to relevant collaborators, (b) retain final versions of all project
outputs, and (c) manage access to documents applying appropriate security credentials.
The Secretariat to the Project Board will arrange secure management of Board documents
and correspondence.
Submissions from Workgroups
All submissions to the Project Board will be routed through the Secretariat. The nature,
mechanism, form and timeliness of responses to any such recommendations will be decided
by the Board. Papers should clearly indicate to the Board whether they are for decision,
discussion or for information. Only decision and discussion papers will receive a formal
response. Where the board is being asked for a decision, clear recommendations with some
analysis of alternatives should be provided.
The Project Board shall review and consider all submissions and seek additional information
or advices as it deems appropriate. The Project Board will advise the Chair of each WG as to
the outcome of its considerations which may include, but which is not limited to, feedback
on recommendations, suggested approaches, next steps or further proposals for the WG to
consider. The Project Board shall also seek advice and/or guidance from third parties where
necessary, including but not limited to, DAFM, individuals, independent advisors or other
third parties when making its considerations Criteria for consideration will be (a)
compliance (based on advice), (b) ability to implement, and (c) overall contribution to
efficiency and robustness of the process.
The Project Board will consider submissions/recommendations in the round and seek to
agree a delivery timeframe with DAFM.
At minimum, to facilitate decision-taking, submissions and/or recommendations should
include (a) a statement of the background to each item, (b) a formal proposal to the Board,
(c) recommended timescales for implementation, (d) recommended timescale for
decision(s), and (d) any additional supporting commentary including any necessary
resources needed. Where a decision is required, the paper should include clear
recommendations with some analysis of alternatives.
The Board will seek to understand the breadth of views within each working group,
therefore WG Chairs are tasked to note any substantial alternative views expressed within
the group.
Agenda and Minutes
The agenda for Board meetings will include the following items as standard (agreed actions
to be minuted):
1. Consideration of prior minutes
2. WG Status updates & KPIs