NSW Council Amalgamations Paul Williams Strategic Consulting Lead NSW Council Amalgamations TechnologyOneCorp.com
Determining TechOne’s Role in your Amalgamation � Amalgamations will be a Journey unique to each Council � Business Transition is the focus – and Business Systems are important enablers � TechOne is gearing up to Support
Amalgamations Toolkit LG NSW (Department) Amalgamations Toolkit: � Referencing � Aligning � Complementing (with our own experiences and collateral)
LG NSW Toolkit ����������������������������������������
Councils’ Amalgamation Journey – Business Systems Launch dependent on: Design and Architecture for Operational Day 1 is dependent upon: - Proclamation date - How quickly the Program can be formally launched - Relationships between the amalgamating Councils - Individual circumstance e.g., three Councils involved; boundary adjustments - Preparedness to-date - Governance and decision making / turn-around time - Procuring PMO, PM and Governance expertise - Ability to engage Product expertise when required - Structuring, planning, and preparing - The definition and timing of ‘Operational Day 1’
Operational Day 1 � Operational Day 1 definition and timing to be defined � Day 1 will likely require some Interim Business Solutions � Merging of Business Systems will likely be phased
Program Initiation – status check Governance & Project Management Office (PMO) � Establish a Local Transition Committee with representatives from the amalgamating councils to oversee the planning and implementation of amalgamation. � Determine the right project framework and governance structure, specific to the needs and culture of the existing council/s. � Prepare an overarching Transition Action Plan documenting the framework, key tasks and milestones. ��������������������� ������������������������������
Initiation & Launch Program Structure � Establish and activate specialist project teams, with Terms of Reference and reporting lines back to the Local Transition Committee. The number and responsibilities of Working Groups may vary by � council, depending on their unique structure and circumstances. Working Groups may be established for: � • • Financial management • Property management Asset management • Governance • Planning and development • Business systems • Integrated Planning and • Records management • Community consultation Reporting • Service delivery • Community services • Local water utilities • Waste management • Compliance and legal • Procurement ������������������������ ��������� ������������������������������
Working Groups Establishment ������������������������������������������� ����� ��������������!���"��������
Typical Program Structure ��������������������������������������� ������������������������������������������ Transition Committees Project Management Office Business Function Working Groups
Working Groups – the drivers of an amalgamation Future State Definition (FSD) Each Working Group will need to conduct FSD workshops to align Council A and Council B. This includes mapping and aligning: Transition Committees � Organisation Functions and Structures Project Management Office � Policies and Procedures � Business Processes, Systems and Technologies Defining challenges and constraints for merging business systems for Operation Day 1.
Business and Strategic Consulting (BSC) Leveraging knowledge and collateral gained from Queensland and Western Australian experiences: � Strategy and Methodology for Business Function Working Groups � Templates and collateral for Future State Definition workshops � Strategic Consulting - specifically to assist our TechOne clients prepare for engagement with partnering Council(s)
Why Use TechOne for Strategic Consulting? The Objectives of our early engagement activities are: � Align TechOne with your specific amalgamation � Prepare you for ‘business systems engagement’ with partner Council � Enable you to take a driving role when engaging with partner Council � Provide a structure and accelerators to help you accomplish effective FSD outcomes � Develop a Business Systems strategy for Operational Day 1, and a Roadmap for End Game architecture.
Creating a Platform for Future State Definition
Work Packages NSW Council Amalgamations: TechOne Work Packages 2015 2017 April May June July Aug Sept Oct Nov Dec Jan Feb March April May June July Stage One Stage Two Stage 3 Stage 4 Initiation Alignment & Planning Solution Implementation Finalisation Future State Process Definition Site Specific Settup Solution Re-Configuration Solution Testing & Deployment Preparation Training & Deployment Project Definition & Launch Support & Closure Data Cleansing & Mapping Data Transformation & Testing Data Load Testing T1 Strategic Alignment & Approach Working Group Establishment Future State Definition Workshops Future State Definition Align business rules; business processes - TechOne's role during Implementation Stage needs to be determined during Preparation define Day 1 (interim) and end game roadmap FSD Stage - and can be proposed in the 'T1 PID Stage 3 Implementation'. T1 PID T1 Systems Architecture Stage & Environment 2 FSD TechOne's role during Implementation Stage is dependent on: Management Strategy - suite of TechOne Products involved T1 Data Migration T1 Change & - strategic approach for business systems (including interim v end game solutions) Strategy Transformation Plan - Program structure e.g., role of Council resources and external companies including draft Change Impact - project timeframes T1 Integration Assessment (CIA) Strategy T1 Testing Strategy T1 PID Stage 3 Assumptions include: Implementatio - Councils will be following the LG NSW Amalgamation Toolkit approach - Councils will establish a Governance & PMO framework for the Program Implementation Support - T1's involvement & role will depend on the unique circumstance of Council - The T1 Work Packages will need to be tailored for each amalgamations Data Load & Testing Support Data Transformation Support - The T1 Work Packages will be integrated, scheduled and managed End State Design Support within the over-arching PMO framework M oving to one set of business rules M oving to end game business systems �������������������������
Early Work Packages Initial Engagement: ������������������� � T1 Strategic Alignment and Approach Stage 1: Definition & Launch � Working Group Establishment & Preparation � FSD Preparation (by Working Group) � Stage 2: FSD (approach & proposal) Stage 2: Future State Definition � Future State Definition Workshops ������������������ � T1 Systems Architecture Strategy � T1 Integration Strategy � T1 Data Migration Strategy � T1 Change & Transformation Plan including draft Change Impact Assessment (CIA) � T1 Testing Strategy � Stage 3: Implementation (approach & proposal) ������������������������
T1 Strategic Alignment and Approach T1 Strategic Alignment and Approach 1. Introduction Workshop hours: participants include CIO, CFO and relevant Heads of Department • Current Status • Breakdown of Program Stages and Activities • Working Group Structure • Current Business Systems • Project Timeframes: constraints and challenges • Future State Definition concepts • Planning and Preparation activities • Objectives of Break-out Sessions 2. Working Group Break-out Sessions hours each: Head of Department or Working Group Lead if appointed ) • Review and confirm findings from Introduction Workshop • Confirm structure of Working Group & participants • FSD objectives & format • Operation Day 1: constraints & challenges • Initial discussion on Interim Solutions • Planning and Preparation activities for Working Group 3. Deliverable: T1 Strategic Alignment and Approach document The document (aligned with LG NSW Toolkit) is customized for Auburn CC: • High Level Breakdown of Program Stages and Activities • Working Group Structure • Current Business Systems • Project Timeframes: constraints and challenges • Future State Definition concepts & findings • Planning and Preparation activities • Operation Day 1: constraints & challenges • Breakdown of Stage 1: Planning & Preparation activities • Customized TechOne Proposal for Stage 1 Activities: Planning & Preparation ������������������������
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