Digital Records Transformation Initiative: Sourcing Strategy Framework – Phase B. Sourcing

The draft Digital Records Transformation Initiative (DRTI) Sourcing Strategy Framework  [PDF document522 KB]  has three main components, Phase A. Problem Definition; Phase B. Sourcing; and Phase C. Retrospective. As the DRTI Sourcing Strategy project is currently in the Beta phase of co-design, the framework will continue to be tested and refined.

Phase B. Sourcing

Following the problem definition stage, there are three potential sourcing paths that may be taken:

  1. Lean-Agile Procurement for new and innovative products and outcomes. The process is undertaken in accordance with the Commonwealth Procurement Framework and does not replace any requirements.
  1. Standard procurement for products and outcomes already in the market with known capabilities or where the entity has understood through the problem definition phase that their existing tool/s meet the business needs and requires renewal. The entity undertakes its own process in accordance with the Commonwealth Procurement Framework.
  2. No procurement outcome where the entity has understood its problem in such a way that existing tools, processes, and outcomes can be developed in-house. 

Lean Agile Procurement (LEAP) 

LEAP is undertaken where an entity has identified and articulated complex records management problems that require modernised solutions when procurement is addressing an emerging problem that has no well-understood solution. The process is undertaken in accordance with the Commonwealth Procurement Framework and does not replace any requirements.

Some of the key steps of LEAP process are outlined below.

Lean Procurement Canvas for Government workshop 

The Multi-Disciplinary Team (MDT) is brought together with a skilled LEAP facilitator to run through the Lean Procurement Canvas for Government  [PDF document296 KB]. This canvas, adapted for the Australian Government context, is a tool to facilitate the conversation between the MDT to assist with information required for an approach to market.

The Lean Procurement Canvas for Government has two parts:

  • the right-hand side is for the buying entity to complete prior to approaching the market; and
  • the left-hand side is for the vendor to complete.

At the completion of the Workshop, the MDT will have completed the buying entity side of the canvas and have made enough decisions to have significantly decreased the amount of elapsed time to write, discuss and gain approval for the approach to market documentation to be released on AusTender as an Open Tender. 

Evaluation Criteria

Responses will be assessed against the evaluation criteria set out in the approach to market documentation. The successful applicants will be invited to participate in a dynamic four-day process to develop a Proof of Concept.

Proof of Concept (PoC) 

We anticipate that a PoC will run for no more than four days. This duration may vary depending on the size and complexity of the problem statement/s and proposed solutions, and the amount of participants. Among other things, the PoC will include installation and configuration of the vendor’s solution on the buying entity’s infrastructure to demonstrate and allow the use by the MDT in the context of the problem statement/s. 

For further information or guidance, please contact: digitalrecordstransformation@finance.gov.au.

Last updated: 11 July 2019