Information and communications technology (ICT) matters should be addressed early in the Machinery of Government (MoG) change process. They can involve significant time and resources to resolve and implement. Poor planning will increase risk and may increase costs.
Entities are to ensure that all systems and services containing and supporting all types of digital information assets pertaining to the business activities and functions are transferred to and/or shared with receiving entities. Affected entities’ ICT teams need to work closely with their records and information management staff to ensure all data and systems are transferred accountably and their integrity is protected.
Entities are expected to implement the MoG change in a way consistent with the MoG principles and operational protocols outlined in the Executive Overview.
ICT strategy/plan
As soon as the MoG change becomes known, affected entities should undertake an assessment of the impact of the MoG change on the transferring function’s requirements for systems, applications and networks, with a view to ensure business continuity of the transferring function throughout the MoG implementation process.
Entities should identify the transferring function’s requirements for the first day of operations following the MoG change, as well as those systems or applications that will need to be transferred later on.
Where there are complex systems and applications involved, receiving entities may need to develop a plan for the transfer, which may include putting in place transitional arrangements or entering into a Memorandum of Understanding (MoU) or service agreement with the transferring entity to operate and maintain the systems and applications on the receiving entity’s behalf.
- migrating databases, electronic mail and personal drives
- diverting electronic mail and phone calls where necessary (generally only necessary if a function has many external stakeholders or where policy/program guidelines have recently been widely promulgated)
- developing programs to upload personnel and financial data from the transferring entity’s systems to the receiving entity’s systems
- arranging for transfer of existing software (having due regard for any licensing issues) and hardware, including desktop computers, printers and file servers, or where incompatible, acquiring new software and hardware
- whether novation of contracts relating to outsourced computer services is required
- on-boarding of transferring employees to the receiving entity’s network, systems and applications, including provision of training as required
- exit procedures for transferring employees, including return of equipment and changes to systems/network and building access
- updating domain name ownership
- configuring firewalls/gateways where affected employees still need access to the transferring entity’s or a third party’s (that is, shared services provider) systems/applications/network
- creating new logons and email addresses early on for transferring employees
- arranging for information in all formats including records and data to be transferred from the transferring entity to the receiving entity or archived (note that previous website data must be retained not only for archiving purposes but also for Freedom of Information or other legal and business purposes).
- For advice see Archiving Australian Government websites.
- installing cabling, outlets and associated network/communications equipment and hardware in the new accommodation
- sharing information on disaster recovery/business continuity plans, and procedures for the operation and maintenance of systems and applications
- details of any capital investment plans, funding and current or planned ICT procurements associated with the transferring function.
ICT funding & capital management plans
Transferring entities should provide receiving entities with details of any funding provided by the Government for the acquisition, replacement or maintenance of ICT assets. This may include a portion of the transferring entity’s departmental or administered capital budget.
Transferring entities should also provide receiving entities with a copy of or relevant extracts from their most recent capital management plan which sets out the profile of budgeted expenditure for the transferring function.
ICT checklist
The following checklist relates to ICT specific aspects of MoG changes. It draws on information and advice provided by entities that have had recent experience in implementing MoG changes.
- assets
- data migration/transfer
- business and corporate systems, along with associated contractors and consultants
- contracts and procurement
- phone directory services/email arrangements
- domain names and websites
- government online services
- network services
- outward facing contacts
- access to parliamentary workflow systems
- records management and archiving
- security
- service desks and hotlines
- shared drives
- shared services/hosting arrangements.
Entities may wish to refer to the Common Tasks Tool for a listing of common tasks and activities associated with implementing MoG changes, available under Tools and templates.
