Workspace

Key features

• Executive overview: shows open risks, findings, evidence gaps and actions due without the detail of operational screens.
• Updates by section: summarises current activity across registers, documents, evidence monitoring, reports and messaging.
• Current workspace: changes the committee context used for governance records, meetings and minutes.
• Controlled communications: opens regulatory and professional-accreditation conversations requiring attention.
• Key dates: opens the reporting calendar for committee, reviewer, governance and regulatory deadlines.
• Recent minutes: links directly to meeting minutes for the selected workspace.

How to use it

1. Review critical risks and actions due before lower-priority activity.
2. Open the relevant individual, consolidated or executive assurance report.
3. Review its findings, evidence conclusions and risk rating.
4. Open the related action register and confirm the owner, due date and remediation status.
5. Monitor each action through evidence submission, validation and closure.
6. Use Reports & Assurance to open, download or archive the completed report; report generation remains within PRP Quality.

How Workspace is organised

1. Select a committee, key area or key position and open its workspace.
2. Use Workspace overview for the workspace calendar, people, teams, linked documents and settings.
3. Use Governance tools & records for the five governance cards, meetings, Governance Matrix and Workspace Records.
4. Select + Add on the governance card matching the record’s purpose.
5. Select Save Draft to continue later or Submit for Review when ready.
6. Use Workspace Records to search, filter, edit and track the saved record.
7. Use Manage Access & Roles for role-based or time-limited reviewer access.

The five card-specific forms

• Governance, Policies & Planning: strategic and operational plans, policies, procedures, frameworks, terms of reference, delegations, approvals and review dates.
• Compliance & Stakeholder Engagement: TEQSA and professional-body communications, submissions, consultations, findings, conditions, recommendations, institutional responses and follow-up.
• Operational & Assurance Registers: the committee's relevant action, decision, risk, obligation, accreditation, policy-review, evidence and continuous-improvement register entries.
• PRP Quality Toolkits & Assurance: reviews in progress, evidence monitorings, gaps, findings, recommendations, improvement actions, individual reports, consolidated reports and assurance reports.
• Meetings, Calendar & Decisions: scheduled meetings, agendas, papers, packs, attendees, quorum, minutes, resolutions, decisions and follow-up actions.

Common record workflow

1. Create: choose the correct card and enter the essential record details.
2. Attach evidence: add the authoritative document or controlled URL where relevant.
3. Save draft: retain an editable working record.
4. Submit: send the completed record for review.
5. Review or approve: confirm accuracy, authority, evidence and standards alignment.
6. Record and track: monitor the approved record, due dates, actions and outcomes in the Workspace Records table.

How to add a register entry

1. Open the relevant committee, area or position workspace.
2. Select + Add on Registers.
3. Choose the register and entry type, then add the register reference and reporting period.
4. Enter a short title, purpose, owner, date, due date, status and risk priority.
5. Record the outcome or required action and link supporting evidence or a controlled URL.
6. Select Save Draft or Submit for Review.

How the consolidated register aligns to Workspace

• Governance, Policies & Planning: plan, policy review, delegation, approval and governance-decision entries.
• Compliance & Stakeholder Engagement: TEQSA, professional accreditation, regulatory communication, condition, finding, recommendation and response entries.
• Operational & Assurance Registers: actions, risks, decisions, obligations, conflicts, evidence issues and continuous-improvement entries.
• PRP Quality Toolkits & Assurance: audit progress, evidence gaps, findings, recommendations, reports and attestations.
• Meetings, Calendar & Decisions: meeting decisions, resolutions and open meeting-action entries.

Choose the right document category

1. Open Documents & Evidence and choose Course/Professional Accreditation, Regulation and Compliance or Key Datasets.
2. Select the toolkit, document set or controlled dataset matching the assurance activity.
3. For datasets, check the owner, source, refresh cycle, validation status and reporting-period snapshot before releasing results as evidence.
4. Check the document-set header before working: title, framework, owner, next review date, evidence readiness, validation and open gaps.

How to use Key Datasets

1. Open Documents & Evidence, select Key Datasets, then open the national or institutional dataset required for the assurance activity.
2. Use Overview to confirm the dataset purpose, accountable owner, authoritative source, refresh frequency and assurance connections.
3. Use Measures to review controlled definitions, calculation rules, cohort inclusions and exclusions, thresholds and disaggregation requirements.
4. Use Data quality to check completeness, source reconciliation, cohort validation, privacy suppression and unresolved exceptions.
5. Investigate and close material variances before the dataset is approved for reporting or used as evidence.
6. Use Evidence snapshots to create a fixed, dated and versioned result for a reporting period. Link the approved snapshot—not changing live data—to the relevant course review, accreditation application or regulatory submission.
7. Use Governance to confirm the data steward, accountable owner, approving committee, review cycle and reporting destinations.
8. Record decisions, risks and improvement actions arising from the results, and monitor them through the relevant register and committee workspace.

Key Dataset status rules

• Validated: required quality checks and reconciliation have been completed.
• Needs review: a measure, cohort rule or result still requires confirmation.
• Exceptions: variances have been identified and must be investigated, accepted or corrected.
• Restricted: access is limited because the dataset contains sensitive, financial or otherwise controlled information.

Use the document-set tabs

• Overview: start with missing evidence, validation due, clarification requests, approvals, assigned work and milestones.
• Documents: use the three-pane browser—folders and standards on the left, records in the centre, and selected-document details on the right.
• Evidence map: trace requirement → institutional response → evidence → validator → finding.
• Requests: create and monitor evidence requests, responses and clarifications.
• Validation: assign independent reviewers, compare ratings, moderate differences and record a consolidated outcome.
• Findings: record strengths, gaps, actions, owners and due dates; open the external-review form where required.
• Activity: review the chronological audit trail.

Multi-reviewer validation

1. Assign a lead reviewer, independent reviewers and any specialist reviewers; define their folder or criterion scope.
2. Confirm conflict-of-interest declarations before releasing evidence.
3. Independent reviews remain private until submitted.
4. Use Rating comparison to identify aligned and disputed assessments.
5. The lead reviewer records moderated ratings, rationale and any minority view.
6. Complete the consolidated validation outcome and obtain approving-authority confirmation before release.

How to use it

1. Add a document, small attachment or controlled URL.
2. Identify its workspace, related register and PRP Quality Toolkit.
3. Classify it as a required document (core design evidence) or supporting document (implementation and runtime evidence).
4. Record the toolkit's expected evidence item and evidence map or criterion.
5. Map one or more regulatory or professional standards.
6. For policies and procedures, complete the document-control metadata.
7. Link the controls and implementation evidence showing the document operates in practice.
8. Assign availability, validation status, assurance destination and review date.
9. Replace or supersede outdated evidence without losing the governance trail.

Policy and procedure metadata

• Document ID, type, owner and approving authority.
• Version, approval date, effective date and review date.
• HESF, TEQSA, ESOS/National Code and professional-standard mappings.
• Related controls, procedures, systems, forms and registers.
• Implementation and outcome evidence, validation details and superseded version.

Good evidence practice

• Use approved, current and version-controlled records.
• Record who validated the evidence and when.
• Distinguish source evidence from summaries or assurance statements.
• Avoid duplicating the same document; link it to multiple standards where appropriate.

Evidence health

• Current and validated: authoritative evidence is current and has completed assurance review.
• Validation required: evidence is available but still requires review.
• Review due / metadata incomplete: document control, currency or ownership needs attention.
• Evidence gap: the required source cannot be located or accessed.

Start with the standard

1. Select a regulatory or professional framework in the Standards-to-Evidence Self-Assurance Map.
2. Select the applicable standard or criterion and choose + Map standard.
3. The Hub creates an evidence-gap assessment ready for the institution to identify the required documents and supporting implementation evidence.
4. Use Other / institution-defined where the applicable framework or criterion is not in the supplied list.

The supplied framework choices include HESF/TEQSA, ESOS/National Code, AQF, ACS, ANMAC, AASW, APAC, AITSL, Engineers Australia, accounting accreditation and ACECQA. Institutions remain responsible for selecting the current applicable version and exact criterion wording.

Guided accreditation workflow

1. Select + New project and identify the course, provider or accreditation scope, due date, applicable frameworks, project owner and approving authority.
2. Use Manage frameworks to add another regulatory or professional framework, including its version, authoritative source and criteria.
3. Map the standards that apply to the active project. Each new mapping begins with an evidence gap so nothing is assumed to be compliant.
4. Use the Evidence Collection Inbox to request evidence from owners, monitor submission and review, accept validated evidence and record how many criteria reuse the evidence.
5. Complete the three-card assessment, create gaps and actions where required, then export the project evidence index for the accreditation working group or submission record.

Connecting PRP document sets

1. Open the Document Set Register. It shows every active toolkit or document set, its framework, evidence maps, Required Documents, Supporting Documents and percentage connected to Evidence Monitoring.
2. Select View maps to check the individually listed evidence requirements before connecting them.
3. Select Connect for one set or Connect all active sets. The Hub creates one assessment record for each evidence map and preserves every Required and Supporting item separately.
4. Select + Import document set for another toolkit. Record the controlled source, framework, version, evidence-map name, owner and scope; paste each Required and Supporting item on a separate line.
5. The source PDF, Word file or URL remains one controlled document-set record. The Hub creates requirement links and evidence gaps—not duplicate provider evidence files.
6. Link the institution's actual documents from the Documents & Evidence. Required Documents demonstrate the designed control; Supporting Documents demonstrate implementation, monitoring, outcomes and improvement.
7. Use the Mapping controls requiring attention count to identify document sets without a framework, evidence map or assessment connection.

Document-set status rules

• Not connected: the document set exists but its evidence maps have not been added to Evidence Monitoring.
• Connected: each evidence map has an assessment record containing its Required and Supporting requirements.
• Evidence gap: an expected item has no linked and validated provider evidence.
• Not applicable: applicability has been considered and an approved justification is retained.
• Assured: required design evidence and supporting implementation/outcome evidence are sufficient, current and validated.

Use the three cards

1. To Assess — Standard: review the selected regulatory or professional criterion, required documents, responsible workspace and owner.
2. Supporting Information: review or link evidence showing implementation, monitoring and results.
3. Assessment & Assurance: select the assurance result, record the rationale, identify any gap and assign the required action, owner and due date.

Adding a requirement

1. Select + Add requirement. This opens the dedicated Evidence Monitoring template—not the general operational-register form.
2. Complete 1. Requirement: choose the workspace, framework and PRP Quality Toolkit; enter the HESF, professional or toolkit requirement; describe what the institution must demonstrate; and identify the owner and evidence-map criterion.
3. Complete 2. Evidence expected: list each required document on a separate line, then separately list the records expected to demonstrate implementation and outcomes.
4. Complete 3. Assessment management: set the priority, review date, responsible committee or authority and professional accreditation body where applicable.
5. Select Save Draft if the requirement is incomplete. The draft is retained in the current browser and reopens when the template is next accessed.
6. Select Add to Assessment when complete. The item is added directly to the requirements list with the status To assess.

What to enter in the template

• Workspace: the Committee, Key Area or Key Position responsible for providing or reviewing the evidence.
• Framework: HESF/TEQSA, professional accreditation, ESOS/National Code/CRICOS, an internal framework or another applicable source.
• Requirement / standard: the exact reference and title, such as “HESF 5.3 Monitoring, Review and Improvement”.
• What must be demonstrated: a short plain-language statement of the institutional obligation or expected outcome.
• Required documents: controlled policies, procedures, plans, frameworks, terms of reference, delegations or other core documents establishing the control.
• Supporting evidence of implementation: registers, completed records, reports, minutes, data, communications, samples, audit results or improvement actions showing the control operates.
• Responsible owner: the role, office or committee accountable for the evidence set.
• Priority and review date: the level of assurance risk and the date by which the evidence should be assessed.

Example

• Requirement: HESF 5.3 — demonstrate that course monitoring is implemented and results drive improvement.
• Required documents: Quality Assurance Framework; Course Monitoring Procedure.
• Supporting evidence: Annual Course Monitoring Report; Academic Board minutes; completed improvement actions.
• Owner: Quality Office. Responsible authority: Academic Board.

What each decision means

• Confirm assured: sufficient evidence demonstrates that the requirement is implemented and effective.
• Create gap / action: the evidence is incomplete or identifies a control weakness that must be assigned and monitored.
• Request more evidence: additional supporting information is needed before the assurance conclusion can be confirmed.

Required and supporting evidence

• Required document: the core policy, plan, framework, procedure or approved control that should exist.
• Supporting evidence: records showing the required document is implemented, monitored and used to make improvements.

How to use the short toolkit form

1. Open the responsible workspace and select + Add on PRP Quality Toolkits & Assurance.
2. Select the toolkit and audit area, criterion or KPI.
3. Choose the appropriate record type, such as review in progress, evidence gap, finding, recommendation, report or attestation.
4. Record the risk priority, finding and recommendation.
5. Identify the expected evidence requirement, availability and toolkit evidence-map reference.
6. Link or upload the evidence and map the applicable HESF or other standard.
7. Save as a draft while the review is in progress, or submit it for review when ready.
8. Transfer accepted recommendations to the relevant operational register and monitor them through closure.

Examples

• TEQSA Registration Readiness and Course Accreditation Audit Toolkits.
• Compliance, Risk & Regulatory Readiness; Corporate & Academic Governance.
• ANMAC, ACS, AASW, AITSL and ACECQA professional accreditation toolkits.
• CRICOS, ESOS/National Code, Student Outcomes, Scholarship and HDR audits.

How to use it

1. Open a committee workspace, select Governance tools & records, then open Meetings, Calendar & Decisions.
2. Select + Schedule for a new meeting or + Add Minutes to record minutes directly.
3. From the meeting table, select Minutes to carry its date, chair and attendees into a linked minutes record.
4. Record the agenda or pack, quorum, minutes status, decisions, resolutions and open actions.
5. Attach the authoritative minutes or add its controlled URL, then save a draft or submit for review.
6. Approved minutes appear in Workspace Records and the Executive Dashboard’s Recent workspace minutes card.
7. Use Members & Skills to maintain roles, terms, independence, voting status, declarations and capability.

Assurance checks

• Meeting schedule matches the terms of reference.
• Membership, independence, expertise, industry input and student representation are appropriate.
• Collective coverage includes governance, higher education, academic quality, finance, risk, regulation, student experience, industry, digital/data, research and people capability as relevant.
• Appointment terms, vacancies, declarations, induction and succession actions are current.
• Reserved matters and delegations are observed.
• Actions are monitored and reported back to the committee.

Reports aligned to the Workspace cards

• Governance, Policies & Planning: plans, controlled documents, approvals, authorities and review status.
• Compliance & Stakeholder Engagement: regulatory and accreditation communications, findings, recommendations, responses and follow-up.
• Operational & Assurance Registers: actions, decisions, risks, obligations, conditions and improvement activity.
• PRP Quality Toolkits & Assurance: reviews in progress, evidence gaps, findings, recommendations and completed report records.
• Meetings, Calendar & Decisions: agendas, papers, minutes, resolutions, decisions and open meeting actions.
• Executive Assurance Summary: all five categories in one institution-wide monitoring view.

How to use Reports & Assurance

1. Use the Reports tab to search individual audits, consolidated audits, committee reports and governance reports.
2. Filter by report type or status and open the linked source toolkit to confirm context.
3. Select + Create report, choose the report type, toolkit, owner or committee and reporting period, then save the report record.
4. Use Reviewer Management to invite reviewers, assign scope and due dates, and monitor declarations, access and responses.
5. Use Needs attention and Findings & actions to assign owners, deadlines and completion evidence.
6. Open the reporting calendar for committee meetings, report deadlines, reviewer dates, governance approvals and regulatory submissions.
7. Record the governance decision, attestation and validated closure in the Hub.

How messaging is organised

• Central inbox: brings messages from all workspaces into one view, including assigned items, mentions, sent messages, drafts and archived conversations.
• Committees: use committee channels for formal governance discussions, evidence reviews, recommendations, escalations and decisions.
• Key Areas: use operational channels for collaboration, evidence collection, implementation updates and follow-up activity.
• Key Positions: identify the responsible recipient, owner, reviewer or approver. They are accountability routes rather than separate copies of the same conversation.
• Direct messages: use only when the discussion does not need to be visible in a shared workspace channel.
• Assurance channels: filter conversations relating to evidence requests, actions and decisions.

How to send a message

1. Open Messaging and select + New message.
2. Choose the workspace type: Committee, Key Area, Key Position or Direct message.
3. Select the workspace or channel and add the relevant recipients or responsible role.
4. Enter a clear subject and describe what is required, why it is required and when it is due.
5. Link the message to the relevant evidence item, evidence monitoring, action, risk, decision, report or assurance record.
6. Add a due date and select Create an assurance task where completion must be assigned and monitored.
7. Send the message. The Hub retains the conversation, delivery/read status and activity history.

How to manage messages

1. Use Inbox, Assigned to me and Mentions to identify work requiring your response.
2. Filter by Committee, Key Area or Key Position to focus on a workspace.
3. Open the linked Hub record before replying so the response is based on the current evidence or assurance position.
4. Use Assign to me to accept ownership, or reassign the task to the correct position.
5. Attach supporting material or link an existing controlled record rather than creating an uncontrolled duplicate.
6. Use Resolve only after the request, decision or action has been completed and the supporting evidence is available.
7. Review the audit trail to confirm who received, read, responded to and resolved the conversation.

How to import a forwarded email

1. Open Messaging and select Import forwarded email.
2. Upload the original .eml or .msg file where available. The demonstration extracts basic details from an .eml file; check them before filing.
3. Confirm the original sender, email date and subject.
4. Classify the email as correspondence, evidence, regulatory communication, finding or recommendation, decision, action request, or information only.
5. Select the shared Committee or Key Area channel and nominate the responsible Key Position.
6. Link the email to the relevant Compliance & Stakeholder Engagement record, evidence item, assessment, action, decision, report or assurance record.
7. Add a follow-up date and create a tracked assurance action where a response or decision is required.
8. Select File and link. The item appears in Email Intake and retains its filing and routing details.
9. If the email is being relied on as assurance evidence, complete Evidence Monitoring before treating it as verified or sufficient.

How to use it

1. Open a workspace and select Manage Access & Roles.
2. Add the user, email, role, scope and expiry date.
3. Use restricted or time-limited access for external reviewers.
4. Review the access-change history and revoke access when no longer required.

Important local-version limits

• Data and small attachments are stored in this browser.
• Browser storage is not a multi-user document-management system.
• Do not store sensitive personal information unless institutional controls permit it.
• Use controlled institutional URLs for large or authoritative documents.

Routine practice

1. Use Backup after significant updates and before clearing browser data.
2. Store the JSON backup in an approved institutional location.
3. Use CSV export for analysis, validation and working registers.
4. Use Print to print the active page or save it as a PDF.
5. Retain dated outputs presented to governance bodies or external reviewers.

Roles and editing rights

• Applicant institution: edits organisation, program, standards responses, evidence schedule and declarations.
• External assessor or panel member: reviews assigned standards, evidence and findings; cannot alter institution-owned responses.
• Professional accreditation body: configures the application round, requirements, panel, assessment, conditions and formal decision.
• Use Preview access as to confirm what each role can see and edit.

Edit an application

1. Open Professional Accreditation and select Application.
2. Use the application outline to move between Organisation, Program, Standards, Evidence, Declarations and Assessment.
3. Check each section’s owner and status before editing. Locked fields belong to another role or submitted version.
4. Use the centre panel to edit the selected section and the right panel for guidance, comments, activity and formal change requests.
5. Changes autosave. Use Preview before submission and Compare to review version differences.
6. Resolve missing items, comments and approvals shown in Submission readiness before advancing the workflow.

Accreditation panel and decision

1. Open Accreditation panel to appoint the chair, academic, industry and specialist members.
2. Record expertise, assigned standards, invitations and conflict-of-interest declarations.
3. Set the meeting, quorum and decision method before releasing evidence access.
4. Review individual assessments, moderate differences and submit the panel recommendation.
5. The professional accreditation body records conditions, accreditation period, decision rationale and formal outcome.

Pilot access

Select Professional Accreditation Body in Pilot access preview to test the body-controlled application, panel, moderation and decision experience. Production access should be organisation-bound, time-limited where appropriate and fully audited.