31 Jul Program Update – Monday 31 July
- In this update we unpack the roadmap, looking deeper into the Detailed Design phase and the steps involved in transitioning existing Territorial departments to a new National department.
- We explain the Project Teams that will be assembled for departments as they begin the Detailed Design phase.
The Roadmap Unpacked
Continuing on from our Roadmap announcement at the Town Hall meetings on Friday 28 July, in our Australia One Program Update this week we will further unpack the roadmap, looking at the project teams for each department and the steps involved in the Detailed Design phase.
In case you weren’t able to attend the Town Hall announcement, a video of the announcement will be available via the Australia One website from tomorrow morning (Tuesday 1 August), and you can also download a copy of the Personnel Pack with all of the information covered in the announcement by clicking this link.
As mentioned at the Town Hall announcement, the journey towards a National department will be lead by the National Cabinet Secretary as sponsor, working with the National Head of Department.
Together, the National Cabinet Secretary and National Head of Department will assemble a project team comprising project support staff from the Australia One Program team, business partners from HR, IT and Finance (where required), and internal subject matter experts (to be defined and selected by the National Head of Department). The subject matter experts will likely include representative Officers and/or employees from the existing AUS & AUE departments.
With the Project Team assembled, a department is now ready to begin the Detailed Design phase.
As we mentioned in the Town Hall announcements, the order and sequence of departments on the roadmap is dependent on our internal resource capacity and the change management risk associated with considering multiple departments in parallel. The National Head of Department must also be in place for the detailed design phase to commence. Therefore, some departments may start sooner, whilst other departments may be delayed, and we’ll communicate any changes to affected departments as they arise.
The Detailed Design Phase
At the Town Hall announcement, we provided a high-level overview of the Detailed Design phase, identifying three steps; develop the business strategy, define requirements for the new national department, and determine actions needed to transition to the ‘new’.
We’ll now take a more in-depth look at the process and framework that will be used to guide each department through the Detailed Design phase. The process can be broken down into the following five stages:
- Strategy, Organisation Design & Budget
- Design New Processes
- Transition Planning.
The work undertaken during the Detailed Design phase will take into consideration potential changes and implications at both the THQ and Divisional level. The work is also interconnected with other work being undertaken as part of the Australia One Program (for example the Vision, Strategy, Governance, Mission Delivery Operating Model and Victorian Division consolidation).
1 – Prework
In Pre-work, all relevant existing data for the department is collected and assembled. This will leverage and update information from the Current State Assessment where it was undertaken (or undertaking this work where it wasn’t), including identifying existing functions of the department, current state organisation structures, stakeholder matrices, current systems and applications, existing contracts, budgets and strategies. This will help inform the learning needed to inform the design of the new.
2 – Setup
During setup, the resources required, project brief and project setup are all identified and finalised. The project sponsor is prepped, and the project team have their first ‘kickoff’ meeting.
3 – Strategy, Organisation Design & Budget
At this third stage the strategy, organisation structure and budget are all defined for the new National department. This involves considering any departmental strategy, defining the purpose of the new department and identifying its clients, services and functions.
The strengths and opportunities in the current organisation structures are considered, and the needs of the new department are identified based on the strategy, services, functions and internal/external clients and stakeholders of the department. A new organisation structure is then designed, leveraging as appropriate existing departmental structure based on best practice.
Finally, the changes that need to be made to the budget are identified, and a new budget for the National department is created.
4. Design New Processes
With the design for the strategy, structure and budget in place, the next stage of the detailed design phase is to design the processes of the new National department. This involves analysing the function and process of the current existing departments against the needs of the new National department (including people, processes and technology), and then defining new processes to address any identified gaps and requirements. Again, existing processes will be leveraged as appropriate in light of best practice. Consideration is also given at this stage to any impact the new process design may have on current processes.
With the process designed, an analysis is conducted to identify interdependencies with other National departments and change impacts, and then policies between AUE and AUS departments are reviewed and harmonised as needed under the new National Department.
5 – Transition Planning
As the transition to a new National department can involve considerable change, detailed transition planning is extremely important. Transition planning involves planning people transition, development of business cases, and planning the implementation of remaining activities.
With the transition plan finalised, Change Networks are then established to help facilitate the change process.
Once the detailed design phase is complete, a department is ready to move into the Organisational Structure Implementation phase, and finally the Systems and Process Implementation phase.
There is some overlap between the phases for each department; this allows for an integrated design and implementation approach, meaning that changes can be implemented as each stage of the Detailed Design phase is completed.
You can keep up to date with the latest Australia One news and information by visiting the Australia One website (australiaone.info), or in your monthly edition of OTHERS magazine (others.org.au online or in printed copy).
You can download a printable copy of this update by CLICKING HERE