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Strategic Working Group (SWG)
Operating Charter
Contents
1.Context
1.1Authority
2.Terms of reference
2.1Purpose
2.2 Scope
3.Membership
3.1 Appropriate representation
3.2Term of appointment
3.3Expectations of members
4. Operations
4.1 Roles
4.2 Frequency of meetings
4.3 Format of meetings
4.4Participation
4.5Documentation and record keeping
4.6 Governance
5. Appendix A - Definition of roles
6. Appendix B – Membership selection criteria
Version Control
1.Context
1.1Authority
1.1.1 This original document is provided by the ATO’s Digital Partnership Office (DPO), as the authority on ATO engagements with Digital Service Providers (DSPs), for the purpose of standardising engagements by ATO-DSP groups.
1.1.2 This charter supports the ATO consultation protocol
1.1.3 This charter has been established for the Digital service provider strategic working group (DSP SWG)
2.Terms of reference
2.1Purpose
The purpose of this group is:
2.1.1 To help shape the joint ATO and Digital communities direction and work together on the design of ATO and other government initiatives by providing a whole of Digital Service industry perspective.
2.1.2 To provide direction for the ATO to keep the Digital Service industry aware and informed of issues and initiatives that matter to the industry.
2.1.4 To review annually the group’s achievements and evaluate the ongoing need to continue.
2.2 Scope
The Strategic Working Group will:
2.2.1 Represent the Digital Service industry in relation to tax and superannuation issues, and where possible, whole of government initiatives such as Standard Business Reporting (SBR).
2.2.2 Provide a representative view of the Digital Service industry rather than individual or individual companies.
2.2.3 Help shape strategic direction by identifying and addressing arising issues which may influence the ATO’s strategic direction
2.2.4 Understand and help manage the ATO-DSP partnership at a strategic level - whole of industry and whole of ATO
2.2.5 Provide a forum to present feedback from the digital community to the ATO, Treasury and Government
2.2.6 Develop a process for identifying, documenting and addressing, in a timely manner, issues and questions that Digital Service Providers may raise.
Excluded from the scope of this group are:
2.2.7 All matters which are of a technical nature which should be referred to the relevant group
3.Membership
3.1 Appropriate representation
Groups are established for the right purpose with the right people at the right time.
3.1.1Participating ATO staff will be selected by the ATO lead for the group.
3.1.2The ATO will select DSPs by way expression of Interestin order to ensure a representative group is engaged.
3.1.3The maximum number of Digital Service industry members is approximately 15 including 2 members from the Australian Business Software Industry Association (ABSIA), but not including presenters and government representatives.
3.1.4Members are representatives from DSP service segments which are impacted according to the purpose of the group. For this group, industry segments representative selection criteria are listed in Appendix B
3.2Term of appointment
3.2.1ATO-DSP SWG group membership is refreshed annually by a selection process.
3.2.2DSP members are appointed for one year, after which they may re-apply for selection.
3.3Expectations of members
All members (ATO and DSP) are expected to follow the ATO consultation protocol and
3.3.1 Be Eligible
3.3.1.1Have subject matter knowledge, skills and experience related to the purpose and scope of the group.
3.3.1.2Ensure they meet legislative requirements regarding their personal tax obligations and maintain integrity of their tax affairs.
3.3.2Be Representative
3.3.2.1Represent fairly and responsibly the wider group of DSPs and/or clients, rather than specific issues affecting a single individual or company.
3.3.2.2Act in the best interests of the tax and superannuation system as a whole
3.3.2.3Have a capacity and willingness to be a conduit for peers in their industry and/or market segment to provide input or receive feedback.
3.3.3Participate
3.3.3.1Contribute to the effectiveness of the group in meeting its purpose as defined in the terms of reference of the group
3.3.3.2Engage in constructive, open and frank discussion in bringing a members’ perspective to group discussions (excluding commercial sensitivities)
3.3.3.3Work together in a collegiate manner with other members and other representatives associated with the group ethically and with courtesy, respect and integrity, and abiding by any embargo arrangements.
3.3.3.4Maintain an satisfactory attendance record for meetings (see member role description in Appendix A)
3.3.4Act with due diligence
3.3.4.1Not use their membership for any commercial advantage, including marketing or access to privileged information.
3.3.4.2Each person who represents a company or organisation on the group is responsible for making their company or organisation aware of the responsibilities associated with membership of the group.
3.3.4.3Members will declare any conflict of interest to the secretariat.
4. Operations
4.1 Roles
Definitions of these roles is in Appendix A
4.1.1 Chair: Meetings will be chaired by an ATO member of the group.
4.1.2 Secretariat: The ATO will supply secretariat support. The Digital Partnership Office () is the secretariat for this group.
4.1.3 Co-Chair: A DSP co-chair is appointed annually and must represent ABSIA
4.1.4 Members: Actively participate in meetings.
4.2 Frequency of meetings
4.2.1 Meetings are scheduledon a quarterly basis determined by the ATO, aligned to ABSIA or industry events.
4.3 Format of meetings
4.3.1 Meetings are conducted face-to-face, telepresence or tele-conference as agreed by participants.
4.3.2 Where possible, face-to-face meetings will be organised to leverage of the travel of members (for example, to align with ABSIA or other events)
4.4Participation
4.4.1Member substitutionsin meetings can only be the person nominated on the Expression of Interest (EOI) form as the ‘nominated authorised replacement’. In exceptional circumstances the Chair can approve a substitution.
4.4.2Guest participants may be invited to contribute to meetings from time to time by the chair or secretariat (usually to provide subject matter expertise)
4.5Documentation and record keeping
Documentation is distributed according to agreed principles established with DPO and according to the following principles:
4.5.1All artefacts and documentation should be made available to all DSPs via an externally accessible open system. (e.g. DPO website). Draft documents can be withheld at the discretion of the Chair.
4.5.2All meetings will beposted in advance on the ATO’s internal DSP Event Calendar and the DPO websiteupcoming engagements page to avoid clashes causing inconvenience to participants.
4.5.3Action items and issues should be recorded in a common register hosted by the ATO’s DPO.
4.5.4Membership lists (Name & Company) will be maintained and published for public visibility.
4.5.5This group’s operating documents (agendas, artefacts, outcomes,etc) are published to
4.6 Governance
This group reports outcomes and organisational details to:
4.6.1ATO Consultation Hub
5. Appendix A - Definition of roles
Chair is responsible for:
- Defining and approving the direction of the agenda and forward roadmap of the group and approving directions
- Ensuring that outcomes are reported to the appropriate stakeholders
- Representing the group in other forums
- Conducting meetings
Secretariat is responsible for:
- Defining and setting the agenda for discussion and forward roadmap
- Administrative and organisational tasks
A DSP Co-Chair is responsible for (in conjunction with the chair and the secretariat):
- Defining and setting the agenda from the perspective of DSPs
- Conducting meetings
Note: a Co-Chair position is desirablefor this group.
Members are responsible for:
- Attending and participating as per member expectations
- Notifying of substitutions on the original Expression of Interest form.
- Note: For SWG substitutions only the nominated persons can attend on behalf of the member. The Chair can allow another substitution in exceptional circumstances.
6. Appendix B –Membership selection criteria
- Representatives are desired from DSP service segments which are impacted according to the purpose of the group. For this group, industry segments representatives may include (but not exclusively):
- Business Accounting - including specialist Business Management Software
- Finance and Investment
- Gateway services
- Payroll systems
- Point of Sale
- Superannuation
- Tax Preparation
- Representatives are desired from DSPs with different levels of market audience. (Large/Medium/Small/Niche)
- ABSIA representation (maximum of 2 members).
Version Control
Version / Date / Distribution / Description / Author(s)/modified by / Approved by / date0.01 / 14/11/2017 / Draft - internal / First Draft combining Template; multiple previous charters and current directions / Edwina Johnson / N/A
0.02 / Draft - internal
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