This article is for SSAFA employees and volunteers who use ScreenSteps to access information. It explains what ScreenSteps is, how content is organised and maintained, and provides guidance on accessing information, navigating the platform, understanding site permissions and requesting new or updated content. If you find an error in this article or have a question about its content, please contact the relevant department via the designated departmental contact.
ScreenSteps is SSAFA's central information hub for policies, procedures, guidance and operational information. Using ScreenSteps helps ensure you are accessing the most up-to-date and approved information.
Content is regularly reviewed and updated. Though it is possible to download a pdf of an article please avoid saving local copies, as these can quickly become out-dated.
What is ScreenSteps?
ScreenSteps is a knowledge platform designed to capture, organise and share policies, procedures, guidance and general information. Previously this information was available via SSAFAnet. ScreenSteps was brought in to replace SSAFAnet as the single source of truth for policies, guidance, processes and information sharing, across the organisation.
ScreenSteps contains:
- Policies
- Procedures
- Guides
- Checklists
- Workflows
- Templates
As a reader, we encourage you to:
- Check ScreenSteps before contacting departments for procedural information.
- Use the latest version of content directly within ScreenSteps.
- Avoid storing local copies of guidance unless there is a specific operational requirement.
- Report any inaccuracies or missing information you identify.
ScreenSteps Access
ScreenSteps has 4 primary Sites:
| Site | Purpose | Visibility |
|---|---|---|
| Volunteer Knowledgebase | Guidance for volunteers, plus all volunteer related processes, policies or procedures. | Volunteers and Employees have full access to this site |
| Policies and ISO Library | Organisational policies | Only Employees have access to this site |
| SOPs and Departmental Processes | Operational procedures | Only Employees have access to this site |
| SSAFA Knowledgebase | Employee guidance | Only Employees have access to this site |
You can access each site on any browser, using a computer or a mobile phone, using the links above.
If you don't have access to a site you believe you should have access to please submit a ticket to the IT team, who can review your permission settings.
How is content organised
Within a ScreenSteps Site, for example the Volunteer Knowledgebase, content is organised into overarching Categories. These categories are then divided into Manuals, which are divided into Chapters. Each Chapter contains related articles.
Content is organised in a systematic way to ensure content is easily located.
Some articles may appear in more than one location to help users find them more easily, but the content remains the same wherever it is accessed.
Content review
All content is reviewed on an annual basis, though some content may be reviewed more regularly if required.
When you click into read an article you will see the date of the last update logged underneath the title.
The date shown beneath an article reflects the last recorded update. This may not be the same as the most recent review date, as articles can be reviewed without requiring any amendments.
How to find information
On each site there is a search function, as per the example below:
You can use key words to search by typing them into the box and pressing the magnifying glass icon.
This will compile the search results into a list.
To improve search results try to use a word or phrase specific to your query, rather than a more vague search, like 'volunteers'. This will help focus the search results.
Tips for Finding Information
- Start with the search function.
- Use specific keywords.
- Browse by category if unsure of the article title.
- Check related articles for additional guidance.
Missing or incorrect information
Content is owned by the relevant department, and readers can report missing, incorrect or outdated information through the designated departmental contact.
Requesting a new article
Examples of when to request a new article:
- New process
- Frequently asked question
- Missing guidance
To request a new article be created please contact the designated departmental contact and provide them with the following information:
- Topic
- Intended audience
- Why it is needed
- Related process or system
The request will then be reviewed. If the new article request is approved, the article will be created within 2-4 weeks, depending on the complexity of the content.
Requesting updates to an existing article
Examples of when to request updates to an existing article:
- Incorrect/outdated information
- Broken links
- Out-of-date processes
- Missing steps
To request an update to an article please contact the designated departmental contact and provide them with the following information:
- The name and location of the article (include a link to the article where possible). The location of the article can be found above the title once you open the artcile.
- Details of the incorrect information, for example, under the heading 'Missing or incorrect information' the link to the designated departmental contact isn't working.
The request will then be reviewed. If the update to the article is approved, the article will be updated within 1-2 weeks, depending on the complexity of the content.