NSW Council Amalgamations Paul Williams Strategic Consulting Lead - - PowerPoint PPT Presentation

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NSW Council Amalgamations

Paul Williams Strategic Consulting Lead

NSW Council Amalgamations

• 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

Determining TechOne’s Role in your Amalgamation

LG NSW (Department) Amalgamations Toolkit: Referencing Aligning Complementing (with our own experiences and collateral) Amalgamations Toolkit

LG NSW Toolkit

Councils’ Amalgamation Journey – Business Systems

Launch dependent on:

• Proclamation date
• Relationships between the amalgamating Councils
• Preparedness to-date
• Procuring PMO, PM and Governance expertise
• Structuring, planning, and preparing

Design and Architecture for Operational Day 1 is dependent upon:

• How quickly the Program can be formally launched
• Individual circumstance e.g., three Councils involved; boundary

adjustments

• Governance and decision making / turn-around time
• Ability to engage Product expertise when required
• 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:
• Asset management
• Business systems
• Community consultation
• Community services
• Compliance and legal
• Financial management
• Governance
• Integrated Planning and

Reporting

• Local water utilities
• Procurement
• Property management
• Planning and development
• Records management
• Service delivery
• Waste management

Working Groups Establishment

!"

Typical Program Structure

• Transition Committees

Project Management Office Business Function Working Groups

Working Groups – the drivers of an amalgamation

Transition Committees Project Management Office

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:

• Organisation Functions and Structures
• 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

• April

May June July Aug Sept Oct Nov Dec Jan Feb March April May June July

Alignment & Planning

Site Specific Settup Moving to one set of business rules Moving to end game business systems

Stage One

Initiation

Project Definition & Launch

2015 2017

Training & Deployment

NSW Council Amalgamations: TechOne Work Packages

Stage Two

Future State Process Definition

Finalisation

Stage 3 Stage 4

Support & Closure

Solution Implementation

Solution Testing & Deployment Preparation Solution Re-Configuration Data Cleansing & Mapping Data Transformation & Testing Data Load Testing

T1 Strategic Alignment & Approach T1 Data Migration Strategy Future State Definition Workshops Align business rules; business processes - define Day 1 (interim) and end game roadmap T1 Systems Architecture & Environment Management Strategy Data Transformation Support Data Load & Testing Support Implementation Support End State Design Support Working Group Establishment Future State Definition Preparation T1 PID Stage 2 FSD T1 Change & Transformation Plan including draft Change Impact Assessment (CIA) T1 Testing Strategy T1 PID Stage 3 Implementatio T1 Integration Strategy

TechOne's role during Implementation Stage needs to be determined during FSD Stage - and can be proposed in the 'T1 PID Stage 3 Implementation'. TechOne's role during Implementation Stage is dependent on:

• suite of TechOne Products involved
• strategic approach for business systems (including interim v end game solutions)
• Program structure e.g., role of Council resources and external companies
• project timeframes

Assumptions include:

• Councils will be following the LG NSW Amalgamation Toolkit approach
• Councils will establish a Governance & PMO framework for the Program
• T1's involvement & role will depend on the unique circumstance of Council
• The T1 Work Packages will need to be tailored for each amalgamations
• The T1 Work Packages will be integrated, scheduled and managed

within the over-arching PMO framework

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

Paul Williams

Strategic Consulting Lead (NSW Council Amalgamations) Mobile: +61 407 004 277 Paul_Williams@technologyonecorp.com

TechOne Alignment with your unique Journey

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