Part Three Accommodation and Office Facilities - 3.4 Electorate Office IT Services and Training

3.4 Electorate Office Information Technology Services and Training

3.4.1  The Provision

The Presiding Officers are responsible for making decisions about information technology (IT) equipment and facilities provided in Senators and Members’ electorate offices.1The Department of Parliamentary Services (DPS) is responsible for the administration of IT in electorate offices. Senators and Members should contact DPS’ 2020 Service Desk if they have any queries about the provision or requests for equipment and facilities, including:

  • desktop computer support
  • mobile device support including notebooks, tablets and hybrid devices
  • support for smartphones and mobile telephones
  • printer, scanner and multi-function device support
  • e-mail support
  • provision of remote access tokens.

3.4.2  Equipment Provided

Senators and Members should contact DPS’ 2020 Service Desk if they have any queries about the provision or requests for IT equipment and facilities (including hardware, mobile broadband modems, software and/or work health and safety equipment).

3.4.3  Computer Help Desk (DPS' 2020 Service Desk)

DPS operates telephone-based service desk for electorate office IT equipment, including smartphones and mobile telephones, and provides personalised advice and assistance in resolving equipment and software problems, including maintenance.

Senators and Members should contact the 2020 Service Desk for assistance with any IT issues.

3.4.4  The Extended Parliamentary Network

Each electorate office is connected to Parliament House via the Extended Parliamentary Network. Senators and Members should contact the 2020 Service Desk for information regarding the Extended Parliamentary Network.

3.4.5  Protection of Data

Each electorate office should maintain current backup copies of its computer-based files. This precaution is necessary to protect data in the event of:

  • hard disc failure
  • accidental deletion of hard disc files
  • computer virus attack
  • natural disaster such as flood or fire, or
  • loss or theft of computer equipment.

Senators and Members should contact the 2020 Service Desk if they require assistance in backing up computer-based records or advice regarding the security of electorate office data.

3.4.6  Electoral Roll

Members of the House of Representatives may receive electoral data for the Federal Division for which they are elected, and any other Division, that following a redistribution, includes the Division, or part of the Division for which the Member is elected. Senators may receive electoral data for the State or Territory for which they are elected.2

This data is supplied by the Australian Electoral Commission (AEC) on a monthly basis and is known as the Elector Information Access System (ELIAS). ELIAS is provided on CD-ROM and shows the full electoral roll as it existed at the time of extraction from the AEC’s Roll Management System. It also contains a number of facilities to assist Senators and Members in accessing the data, including a facility to generate a list of electors new to each Federal Division.

Each Senator and Member must complete the relevant AEC request forms during the life of each Parliament before he or she can receive electoral data. For more information on obtaining ELIAS contact the AEC’s ELIAS help desk.

3.4.7  Privately-Owned Computer Equipment

Senators and Members should contact DPS’ 2020 Service Desk if they have any queries about privately-owned computer equipment in their electorate office.

3.4.8  Computer Training

Computer training is available to electorate office employees at beginner, intermediate and advanced levels for the following software:

Microsoft Software Additional Software
Microsoft Word Adobe Creative Suite Master Collection
Microsoft Publisher Microsoft Front Page
Microsoft PowerPoint Dragon Naturally Speaking
Microsoft Access  
Microsoft Outlook  
Microsoft Project  
Microsoft SharePoint  
Internet Explorer  
 

The contracted computer training supplier provides face-to-face training in capital cities and major regional locations throughout Australia.

For assistance with any issues regarding services provided by the contracted computer training supplier, please contact DPS’ 2020 Service Desk.

Footnotes

1  By operation of authorisation from the Special Minister of State to the Presiding Officers since 1 September 2011

2  Subsection 90B of the Commonwealth Electoral Act 1918.