Digital Records Transformation Initiative: Sourcing Strategy Framework – Phase A. Problem Definition

If you are an entity and looking to solve records management issues or are seeking to invest in digital records/content capability, please email digitalrecordstransformation@finance.gov.au to arrange a time for the team to guide you through the problem definition process.

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 A. Problem Definition

Why define the problem?

The co-design team identified a frequent issue for entities with problematic records management implementations was that they didn't have an adequate understanding of the scope and complexity of their records management needs. 

For example, decisions relating to records management capability procurements were limited to IT infrastructure areas in organisations and did not consider the needs of end users, records management experts, HR, legal and probity, client-facing staff, and others. 

Incorporating the views of end users into this phase should assist in a better procurement outcome.

Where to start 

This phase of the DRTI Sourcing Strategy commences with the:

Multi-Disciplinary Team (MDT) 

The MDT is brought together to build a complete and varied perspective on records management problems. The MDT should comprise members from the end-user community, legal, executive, procurement, records and information management, information technology, IT security, IT architecture and so on.

It can be difficult to bring a diverse set of people to the table to engage on records management problems, and the Department of Finance (Finance) has materials to help you garner interest within your entity. 

Lean Canvas for Government workshop 

Entities must complete the Lean Canvas for Government workshop with Finance leading and facilitating the process. 

The MDT is brought together with a skilled facilitator to run through the Lean Canvas for Government [254KB]. This Canvas, adapted for the Australian Government context, is a tool to facilitate the conversation between the MDT to identify, understand, and describe the entity’s records management problem. 

A thorough deconstruction of your problem space might take an hour or more depending on its complexity. At the completion of the workshop, the MDT will have completed the canvas and usually have adequately described, and made enough decisions, to move to the development of a business case.

Decide sourcing approach 

Once the MDT has clearly articulated the problem, there are three potential sourcing paths: 

  1. Lean-Agile procurement for new and innovative products and outcomes;
  2. 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; or 
  3. 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. 

Further explanatory material is available at Phase B. Sourcing.

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

Last updated: 21 August 2019