Phase A. Problem Definition

The Digital Records Transformation Initiative Sourcing Strategy Framework has three main phases, Phase A. Problem Definition; Phase B. Sourcing and Phase C. Retrospective.

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 

The Problem Definition phase includes:

  • formation of a Multi-Disciplinary Team within the entity
  • conducting the Lean Canvas for Government workshop
  • development of a business case to justify any procurement action (or choice to not procure). 

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. 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.

Once the MDT has clearly articulated the problem, there are three potential sourcing paths. Further explanatory material is available at Phase B. Sourcing.

 


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