Announcement of service provider for the new digital collaboration service

John Sheridan - CIO & CISO

I am pleased to announce that Finance has selected Data#3 to help deliver a new whole-of-government collaboration service, the Govdex Replacement project.

Data#3 will provide a Software-as-a-Service solution on the public cloud using Microsoft Office 365 and Microsoft Azure.

Finance will use an agile approach to deliver the service, working closely with Data#3 and several government agencies. The aim is to design, develop and evolve a service offering that is driven by, and responsive to, user needs.

The new Govdex will provide Government employees and their industry partners with a modern collaboration environment through which they can connect, interact, and coordinate work efforts, seamlessly, across organisational and geographical boundaries. This will help drive public sector productivity and innovation.

The core capabilities of the replacement service will include:

  • Real-time collaboration – members will be able to connect, share and work together using document sharing, real-time document co-authoring, and instant messaging.
  • Online profiles – members will be able to easily discover each other and work together by searching persistent profiles detailing the skills, experience and interests of each member. 
  • Discoverable communities – members who administer a community will have the option of an open, semi-private, or private community. The level of access will determine the visibility of the community to other members who might want to be involved.

The new service will be hosted in a cloud environment that is certified for official information, up to Unclassified with a dissemination-limiting marker (such as For Official Use Only).

The team will contact existing users in February with detailed information on the implementation.  Information about the migration process for existing users will be communicated in April.

If you would like further information, please contact


Comments (12)

I am a Director in the Department of Defence, and specifically within the newly formed Joint Capability Group (JCG). The Group is responsible for major capabilities that are common across all parts of the military (ie not just Army or Navy or Air Force). In support of the Chief, I coordinate many capability development activities across several programs and assist in engagement with industry and other Government agencies. The replacement to Govdex could (should) be useful to us. Apart from providing announcements in 2018 on what has been decided and what is happening, are you engaging with other departments on their requirements? If so, can you please advise who is representing Defence interests?
Phone: 02 6265 4481

This new service sounds very promising and something that I could certainly use. Has the process to collect user requirements for the new service been wrapped up already? Who participated? Was there a contact from the ATO involved?

Will this service also be available for Local Government (being the third sphere of government)?Currently there is scope for State/Territory to create communities but not Local.

Thank you for your comments so far.

The Govdex replacement project includes four phases – Discovery, Alpha, Beta and Live, in line with the Digital Transformation Agency’s Service Design and Delivery Process.

We are currently in the Alpha phase, working with our service provider to build and test the foundation of the service. This is to ensure the service meets user needs and a minimal viable product (MVP) is produced in preparation for the beta phase.

The anticipated launch of the public Beta is August 2018. The public Beta will be open to anyone to provide feedback, which will feed into the first of multiple iterations. Further information on the scope, audience and deliverables for the Govdex replacement project will be made available in due course.

Kind regards

Govdex project team

Hi - The Australian Government through the Department of Infrastructure, Regional Development and Cities funds 52 Regional Development Australia Committees based around Australia. In my role as RDA Coordinator for the Department I work closely with the RDA network to raise their profile, connect them into government and build their capacity. The RDAs are NFP organisations under state and territory legislation. In my role, I need a repository that can have static information available to all the RDAs only as well as community of practice groups and have been playing with govdex as a way to go. With your proposed replacement will organisations such as this still have access to the new site?
Phone 03 6221 0607

Hi Elizabeth

Thank you for your comment.

We are currently in the alpha stage of the project and we are still working through details for the service. However, we can confirm that in the replacement service you will be able to invite non-commonwealth government employees as well as private sector employees into your community as guests. You will also be able to restrict viewing and editing of certain documents to particular community members.

Kind regards
Govdex project team

I am currently the Secretariat for the Queensland Fire and Emergency Services, Audit, Risk and Compliance Committee and we currently use Govdex to distribute papers to members.

The committee consists of 2 external members to government and I am currently required to deliver hard copies to them as Govdex does not provide adequate availability of systems to enable members to highlight or make comments on papers provided. My committee can have up to 200+ papers and we are being encouraged to utilise non paper meetings, however, current system does not allow for this.

Due to the security aspects of some papers we distribute, all documents are sent out in PDF, therefore, not enabling notes to be made unless adobe professional is available. Can you please advise if this will be available with the new version of GovTeam.

Hi Linda

Thank you for your comment.

You will be able to invite non-commonwealth government employees as well as private sector employees into your community as guests. Your guests will have the ability to participate and collaborate in real-time by co-authoring documents and by using instant messaging to make comments on papers distributed to the community.

Please note that the new service will use Microsoft Office 365 in a cloud computing environment that is certified for official information up to Unclassified with a dissemination-limiting marker (such as For Official Use Only). If you need to distribute more sensitive information, you will need to use a different service as this would be a breach of the new service’s terms of use.

At this stage there will not be an ability to use real-time co-authoring and commenting with Adobe PDF files in the new service. We would recommend using Microsoft Office documents for real-time authoring and commenting.

Office 365 will provide automatic versioning that enables users to store, track, and restore items from files in a library whenever they change. Versioning gives users a lot of control of the content that is posted and can provide real value if users ever have a need to view or restore an older version of an item or file.

Kind regards
Govdex Project Team

Hello GovTEAMS project team,

We are from the C2SSO - Capability Acquisition and Sustainment Group. We use GovDex and JIRA extensively in our daily operations.

Currently, JIRA is a product offered by govdex used for bug tracking, issue tracking and project management. Will JIRA be offered by GovTEAMS as well? If not, is there an alternative for JIRA that goes with GovTEAMS?

For current users of GovDex, how would the transition work? Is there a process/procedure/application process that we need to follow to transition from GovDex to GovTEAMS. We would greatly appreciate your guidance on this.

Thank you very much.

Madeleine Sabordo

G'day govdex transition team

Please advise whether any unclassified ITAR data being stored by govdex would constitute a re-transfer of that data once govdex transitions to the cloud based solution.



Hi Madeleine

Thank you for your comment.

A survey has been sent to all GovDEX administrators to inform options to make JIRA sustainable into the future. In the survey we sought expressions of interest to attend a session to discuss JIRA at the Department of Finance on 26 July 2018. We will send invitations to all Govdex administrators. Please speak with your community administrator regarding this session.

We are still determining the migration process from GovDEX to GovTEAMS, further information will be provided via email to all GovDEX administrators in the near future.

If you have any other questions, please contact us at

Kind regards
GovTEAMS project team


I was looking to use GOVDEX for a new community. How do I go about creating a community in the new system instead?


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Last updated: 22 January 2018