Online reporting portal help

The Protective Security Policy Framework (PSPF) reporting portal has been designed to support entities to meet their reporting obligations under PSPF Policy 5: Reporting on security. Before accessing the portal, users should be familiar with the PSPF and how it is applied in their entity.

Accessing the portal

Registered users can access the portal through the link located on the annual reporting page under the home tab on the PSPF website.

Account activation

New users will receive an email with a link to activate an account on the portal. Follow the link and complete the online registration.

You will be asked to accept the conditions for access and to create a password that meets the complexity requirements set out in the Australian Government Information Security Manual.

The link in your activation email will expire after 48 hours. If you need a new activation link contact your Chief Security Officer (CSO) or entity user administrator.

Note! The Attorney-General's Department maintains a list of all CSOs. CSOs accessing the portal for the first time will automatically receive their account activation email at the start of the assessment period.
To request changes to an entity's CSO details, contact the PSPF reporting team at PSPFreporting@ag.gov.au or on 02 6141 3600.

Logging in

Logging in to the portal uses two-factor authentication.
Factor 1—Username and password

  • Your username is your registered email address. If you forget your password, click on the 'Forgot Password?' link.

Factor 2—One-time passcode

  • When you enter your username and password, the portal will send you an email with a one-time passcode. You will need to enter the one-time passcode within 3 minutes.

Note! If user changes are required and the CSO or entity user administrator are not available, contact the PSPF reporting team at PSPFreporting@ag.gov.au or on 02 6141 3600.

The assessment process

Commencing the assessment—must be done by the CSO

At the start of the new assessment period, all CSOs will receive an email advising that the PSPF assessment for the entity is available for completion. The email will provide a link to login and indicate the due date for submission. The CSO must complete the following four steps to start the assessment for the entity:

  • Reporting obligations—outlines the PSPF reporting obligations for non-corporate Commonwealth entities.
  • Security classification—allows entities to select the security classification of the data to be entered into the portal. The portal can accept information up to PROTECTED. Entities reporting at SECRET and above will be provided a fillable template. Once completed the template is to be provided to the Attorney-General's Department by appropriate secure means.
  • Setup users—allows the CSO to delegate user administration and manage additional users.
  • Finalise creation—creates the assessment for the reporting period.

Security classification

The portal can accept information up to PROTECTED.

Some entities may need to report a small amount of information that requires a higher classification (eg detail about a particular security incident). In these circumstances, entities can use the portal to enter all data that is PROTECTED or below and contact the PSPF reporting team to arrange an alternative means to submit any necessary additional information that requires a higher classification.

Some entities may need to report larger amounts of security classified information, or overall their completed annual report will require a higher classification (eg because of the aggregation of information). In these circumstances, entities must register through the portal but will not be able to enter data. Instead, these entities will be able to download the maturity assessment template—an excel spreadsheet which can be transferred to an appropriately classified system. The maturity assessment template is also available in the downloads tab on the right of this screen.

Completing assessment—can be done by all entity contributors

The annual security maturity self‑assessment is comprised of 17 modules—one for each of the 16 PSPF polices and a summary module. Contributors complete the modules they have access to. Each module can have multiple contributors.

The portal displays the most recent data input and will override any previous input. Contributors can use the Notes function (at the bottom of each screen) to indicate to other contributors if they have changed input or want to query previous input. The Notes function is only visible to the entity and does not form part of the assessment submission.

Modules 1-16

The assessment contains a module for each of the 16 PSPF policies. Each of these modules has two parts:

  • Maturity questions—drawn from PSPF core and supporting requirements. Entities respond by selecting partial, substantial, full, exceeded or not applicable.
  • Rationale, strategies & timeframes—guides the maturity self-assessment for each PSPF policy and asks for a rationale for the assessment (free text). Entities will also have to provide strategies and timeframes to improve maturity if the assessment is 'ad hoc' or 'developing'.

Summary module 

The summary module provides the final assessment of the entity's overall maturity level and maturity levels for each of the PSPF outcomes. These are calculated from the entity's self-assessment at each module.

The summary module also includes three text boxes that must be completed:

  • Summary of risk environment and security capability
  • Key risks to the entity's people, information and assets
  • Summary of significant security incidents during the reporting period

The following information will be prefilled from answers provided in earlier modules:

  • Exceptional circumstances (if applicable)—prefilled from Module 1 Role of the accountable authority.
  • Personnel security clearance waivers—prefilled from Module 12 Eligibility and suitability of personnel and Module 13 Ongoing assessment of personnel.

Summary module information can be entered by contributors at any time while the assessment is open.

Approving the assessment—must be completed offline 

When all modules are complete, the entity's Accountable Authority must approve the final assessment. To generate a printable (Word) version of the assessment press 'Download completed assessment (DOCX)' on the top of any module screen. The printed report provides a place for the Accountable Authority to sign to indicate approval.

Submitting the assessment—must be completed by the CSO 

Once the Accountable Authority has approved the assessment report a copy must be sent to the entity's portfolio minister.  The CSO can then complete the acknowledgement of reporting obligations and press submit to send the assessment report to the Attorney-General's Department.

User management

The portal has four different user roles to control access and permissions, allowing entities to establish reporting processes that are appropriate to their entity's size, organisation structure and governance arrangements.

Table 1 Roles and responsibilities

Role

Access and permissions

What this means

Submitter

  • Commence the annual assessment
  • Manage entity users
  • Contribute to all modules
  • Use Notes function
  • Provide the final assessment to the accountable authority
  • Complete the final assessment page
  • Submit the final assessment through the portal to the Attorney-General's Department

You are the key contact for the assessment and you have been assigned the submitter role. Depending on the size of your entity and your entity's reporting governance arrangements you will manage users' access the portal or assign this function to an entity administrator. Even if you delegate this function, you can continue to manage users.

As soon as entity users are assigned roles the users can access the assessment and complete or review their nominated modules. As CSO, you can also contribute to and review the modules.

Once the 16 modules have been completed you will finalise the submission information, obtain approval for the assessment from the accountable authority, provide the assessment to the relevant portfolio minister and submit the assessment to the Attorney-General's Department.

Entity Administrator

  • Manage entity users

The CSO has delegated the user administration of the portal to you. You will only see information on the users and be able to edit their details, add new users or deactivate existing users.

If you are required to see assessment information, the CSO can assign you an entity viewer role.

Contributor

  • Contribute to assigned modules and the summary module
  • Use Notes function

As a contributor you will be assigned modules to complete.
Your entity reporting process will determine whether you need to answer some or all maturity questions and what other data you need to input. This may include

  • determining the self-assessed maturity level for modules you have been assigned
  • providing a rationale for the maturity level and where you have varied the maturity level from the suggested maturity level
  • providing strategies and timelines to improve the maturity level if the module has been assessed at ad-hoc or developing
  • identifying key risks to the entity's people, information and assets.

You may also be assigned entity viewer access to other modules. You can see details of all the portal users and can change your own contact details.

Entity Viewer

  • View assessment information, reports, users and modules they have been given access to
  • Use Notes function

As an entity viewer you can access all the portal reports, see all the users and see draft and completed modules to which you have been given access. Any feedback to the CSO or module contributor(s) you wish to provide is actioned outside the reporting portal.

The role of Submitter is assigned by the Attorney-General's Department and can only be undertaken by the entity CSO. Other user roles can be assigned by the CSO, including delegation of user management by assigning the role of Entity Administrator.

Table 2 Example scenarios based on the entity size

Small

Medium

Large

CSO commences assessment

CSO commences assessment

CSO commences assessment

CSO manages users

Separate user administrator

Separate user administrator(s)

CSO and one or two contributors input data for all modules

A number of contributors for each module and outcomes

Lead contributors for some outcomes/modules
Several contributors per module

CSO reviews all modules

A number of reviewers

Several reviewers

Viewers are limited

Viewers are limited

Many viewers

CSO obtains accountable authority approval

CSO obtains accountable authority approval

CSO obtains accountable authority approval

CSO submits

CSO submits

CSO submits