- Foreword and Introduction
- 1: Putting projects in context
- 2: Entity arrangements
- 2.1 Strategic alignment
- 2.2 People and culture
- 2.3 Effective governance
- 2.4 Common APS Requirements
- Summary for entity arrangements
- 3: Individual project proposals
- 3.1 Clarifying the concept
- 3.2 The business case
- 3.3 Approving the project
- Summary for individual projects
- 4: Project implementation
- Appendices
- Quick reference card
PDF version of guide [3.0MB]
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Tips for PDF and HTML versions [0.5MB]
Word version of checklists [0.1MB]
Operational requirements
Better Practice results: Project implementation and subsequent operations are not adversely affected or delayed by issues with operational requirements – particularly data and staffing issues; the important asset of data is subsequently well-managed and kept up-to-date.
Data access problem
“We were half way through implementing a new public information web site when I was told by the project team that some important data would not be readily available. The data was held by third parties who had not been consulted in early planning, and were now raising concerns about the commercial implications of releasing the data. The issue added six months to the timetable. I now pay close attention to the source of any data at the project planning stage.”
… Program delivery branch head.
To achieve the intended business outcomes, the project products generally need to be put to operational use. To provide confidence that the outcomes will be achieved, it is important to plan and budget for the required operational inputs to operate or use the project products. Typical operational inputs include:
- staff – including business and technical staff;
- accommodation;
- data; and
- expected support services.
As discussed on page 35, for many APS projects effective data management is important to project and organisational success. Data often gives rise to long-term responsibilities and costs; there may later be interest in additional uses of the data; and difficulties with data access are sometimes a cause of project delays.
It is better practice that when reviewing business cases, project sponsors assure themselves that:
- any operational requirements for staff are identified and budgeted for – including the numbers and skills needed, and allowing for possible training time and recruitment delays;
- any operational requirements for accommodation and support services are identified and budgeted for – taking into account the time needed to obtain such requirements;
- data requirements are identified and restrictions on data use are specified;
- any risks to data availability – such as the need to gain agreements from third parties, or to develop data definitions and standards – are visible and reasonably allowed for in the budget and timeframe; and
- responsibilities for collecting and maintaining data are defined, agreed and documented.
Case study: Legal differences derail Feds database
“As part of a major Commonwealth initiative, a new system was meant to hold data that would be shared by Commonwealth and State agencies to improve services to individuals. The project has now been held up because revised privacy laws in all jurisdictions have not yet been introduced. ”
… Newspaper article.
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