Y2K
Progressive testing reports of hardware and software, conducted on site, were based on the University of Melbourne IT Briefing Paper - Year 2000 and a Department of Education Year 2000 Compliance Program for Schools. These reports, both of which produced satisfactory results, were vetted by an expert group from institutions prior to submission to the Management Committee. As at the end of June a further report was being prepared detailing testing of all in-house developed software.
Some institutions access the online offer system on VTAC's computers, others through a file located at the relevant university or TAFE institute. In both cases data is transmitted via the network and its availability is critical to the timely delivery of the selection system.
The contingency plan was developed therefore primarily to cover the possibility of network failure. It involves the creation and distribution of the file prior to the end of December rather than early January, and its availability also on back-up tapes with modem access for small data transmission volumes. Arrangements have been made for a complete disaster recovery site at the University of Melbourne, where VTAC's entire suite of programs and files will be duplicated. Given any power or other failure at VTAC's premises, the system will be operational from the back-up site within three hours.
Review of committee structure
The review of committee structure was completed in June. Its primary purpose was to assess the effectiveness of the existing structure in terms of the requirements of the higher education and TAFE sectors being articulated and taken into account and, more generally, in enabling members to participate in the planning and oversight of operations. On a second level the review examined the role, membership and operation of each of the committees and whether there was a need for VTAC's current mode of governance, a co-operative unincorporated association, to be modified.
The review process involved the preparation of an issues paper, its circulation to all stakeholders with an invitation to make a submission and the preparation of a statement of findings and proposed recommendations, which was discussed by the Management Committee prior to consideration at the Board of Trustees.
The review found that save for some fine tuning to clarify the relationship between the Board and the Management Committee and to underpin generally a more strategic focus on the part of the whole structure, there was no need for any major changes. VTAC management arrangements were found adequately to represent the interests of both university and TAFE sectors. No legal or compliance issues were identified requiring a shift to an incorporated model of governance so that there was no justification for changing the existing structures which reinforce the institutional autonomy upon which the Victorian selection system has been soundly and successfully based.
As a result of the review, each of the VTAC committees, apart from the Publications and Operations Committee, which is to become an administrative committee providing advice to the Director, rather than a sub-committee of the Management Committee, is to continue in the current role albeit with an enhanced and streamlined focus as described above.
Strategic plan
The adoption of a formal three year strategic plan, beginning in 1999, arose from discussion about the above review and the need for greater emphasis on strategic planning, accountability for performance against plan and measurement of performance based on client surveys. Previous plans had been operationally focussed and had not contained annual objectives and targets covering all areas of VTAC's activities.
The first progress report against plan was considered by the Management Committee and Board in June.
Information provision and application methodologies
This year saw the successful outcome to all the development completed in the previous cycle to facilitate the web application process for all categories of applicants. Over 8000 applicants used the Internet to register application for the 1998/99 admissions cycle. The majority of applicants used the web site on at least one occasion to access information, confirming the validity of the decision to provide electronic access to all VTAC publications.
The capability to sort course information into areas of interest proved an extremely popular option.
Over 100,000 copies of the Guide were sold through newsagents in Victoria and interstate this year, the first time this method of distribution had been employed. This volume of sales was significantly higher than anticipated and rendered both the existence of an application process and the selection system itself more accessible to the public.
Other
During the year several 'housekeeping' issues of some importance were addressed. In particular, the funding model through which institutions contribute to VTAC's budget was revised to better reflect current cost pressures. Negotiations also commenced with the landlord to upgrade the premises occupied by VTAC.