ict stakeholder engagement forum 2 – summary report · 1/30/2015 · ict stakeholder engagement...

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ICT Stakeholder Engagement Forum 2 – Summary report DSITIA

30 January 2015

DSITIA ICT Stakeholder Engagement Forum 2 – Summary report | 30 January 2015

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© Nous Group


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Contents

1 Background ........................................................................................................................................ 3

2 Debrief and further reflections on Forum 1 ...................................................................................... 3

3 Working Session – Action Plans ......................................................................................................... 4

3.1 Methodology ........................................................................................................................... 4

3.2 Outputs ................................................................................................................................... 4

3.2.1 Big ideas forum .......................................................................................................... 5

3.2.2 Co-design the promotion and greater adoption of the ICT SME Participation Scheme Standard and Policy (less than $500K process) ............................................ 6

3.2.3 Procurement for outcomes ....................................................................................... 7

3.2.4 Industry / Government think tank. ............................................................................ 9

4 “Parking Lot” .................................................................................................................................... 10

5 Next steps ........................................................................................................................................ 10

Appendix A Forum Agenda ....................................................................................................................... 11

Appendix B Attendee list .......................................................................................................................... 12

Appendix C Table of contents for an engagement strategy ..................................................................... 14


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1 Background

This is the second ICT Stakeholder Forum held by the Department of Science, Information Technology, Innovation and the Arts (DSITA) to progress the development of a stakeholder engagement plan for the sector. Nous Group (Nous) was engaged to facilitate this forum. The purpose of this report is to provide a summary of the discussion and insights generated during the forum.

The forum held on January 20th 2015 had four objectives:

1. Review the output from Session 1 and confirm engagement priorities

2. Engage key stakeholders in the co-design of the draft Engagement Strategy and develop draft action plans for engagement priorities

3. Prepare the draft Engagement Strategy to take to the next PIT briefing

4. Confirm next steps and mechanisms for ongoing review.

Structure of the forum and this report

The forum was structured in three parts:

Debrief and further reflections on Forum 1: Small group and plenary discussion on the Forum 1 report and further reflections since December 2014

Working session – Develop action plans: Participants worked in small groups to work up action plans for four identified priority areas

Next steps: involved closing comments from the Director-General Sue Rickerby and discussion about what would be presented at the next PIT forum.

This report will follow the structure of the forum. The agenda for the forum is contained in Appendix A. A list of forum attendees is contained in Appendix B.

2 Debrief and further reflections on Forum 1

All forum attendees were provided with a copy of the ICT Stakeholder Engagement Forum 1 Summary Report. The group agreed that the Summary Report provided an accurate representation of the first forum held on 11 December 2014. In addition, the following was discussed:

Actions by industry and government have to be achievable, and focus on engagement as the first outcome. We should start small and grow from there.

The question is how we engage the non-engaged. The people at this forum are already the ‘engaged’ group.

There needs to be better regional representation in the co-design process.

Is there a more ‘fun’, informal way of doing industry engagement?

We have a series of priority actions – what we need to work out is how they all come together.


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There were some ‘parked’ items during Forum 1 that were not reflected in the report. We need to make sure we track closely issues that are identified as ‘parked’ during the forums. (Note – these items have now been included in Section 4 of this report)

The importance of fail fast as a principle needs to be emphasised more.

There is a big culture shift for procurement – moving from a gatekeeper role to a facilitation role.

The report structure included in Appendix C of the first summary report was included as guidance only and was not discussed in the forum.

3 Working Session – Action Plans

3.1 Methodology

Forum 1 identified five priority areas for action. These were:

Big ideas forum

Co-design the promotion and greater adoption of the ICT SME Participation Scheme Standard and Policy (less than $500K process)

Procurement for outcomes

Seed funding

Industry / Government think tank.

Due to the Queensland government moving into caretaker mode between Forum 1 and 2, ‘Seed Funding’ was removed as a priority for discussion in this context due to its policy related content. It is recorded in the “Parking Lot” (see section 4) for consideration at a later date.

Taking the remaining four priorities, participants split into small groups to further develop the actions plans commenced in Forum 1. Participants were given the option of rotating to contribute to 3 action plans, but decided to spend the whole session working on one plan to develop that priority to the fullest extent. At the conclusion of the session, each group presented their action plan to the plenary group for discussion and comment.

In developing each action plan, participants were asked to consider the following:

1. A framework / model for the situation

2. A link to actions, timelines and accountability

3. Where possible – to group and categorise like ideas.

3.2 Outputs

The models and action plans developed by each group are contained in sections 3.2.1 to 3.2.4 below. Note that the timing of some actions may be impacted by the current election timing and outcomes. In addition, timing has been considered for each action independently, and may need to be re-considered if actions are to be implemented concurrently.


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3.2.1 Big ideas forum

Model

The participants created the following “Big Problems” framework to outline the process from problem identification to piloting of specific solutions. This needs to be an agile process that can be adapted to reflect the scope of the problem under consideration.

Figure 1: Big problems framework

Action Plan

Figure 2: Action Plan – Big problems forum

Action Timeframe Accountability Comment

1. Co-design the problem framework:

a. Investigate what already exists

b. Use this to determine structure / format of the forums

c. Determine responsibility for the forum

d. Draft success criteria

First 2-3 months

Industry and Government

Forums could be face to face or online communities

2. Choose a problem to test the framework

First 2-3 months

Industry and Government

3. Confirm interaction / overlap with other initiatives:

a. Innovation Portal

b. ICT SME Participation Scheme Standard and Policy

First 2-3 months

Government


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4. Pilot forum

a. Confirm success criteria Mid 2015

Government to initiate. Industry to participate.

5. Circular review process Ongoing Government

6. Solution implementation and benefits review

End 2015 Government

3.2.2 Co-design the promotion and greater adoption of the ICT SME Participation Scheme Standard and Policy (less than $500K process)

Model

Participants identified that the co-design promotion and adoption of the ICT SME incentive process solution has four key features – depicted in Figure 3.

Figure 3: Framework- Co-design promotion and adoption of the ICT SME incentive

Action Plan

Figure 4: Action Plan - Co-design promotion and adoption of the ICT SME incentive


1. Co-design the definition of innovation and the associated process

Immediate – conclude by late Feb 2015

Government / industry

To get best traction and outcomes


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2. Provide education for all stakeholders through:

PIT forums; ICT QLD; Case studies; Government CIOs and teams; Government procurement; partnership approach; Emerging tech briefings; re-iteration of education (quarterly).

March – June (first tranche of education)

Government

3. Initiate some small examples March / April 2015

Industry / Government

4. Open the innovation portal and – Put up three problems to be solved

April

Government to open portal. Industry to engage

Capture some “less sexy” examples and problems to broaden understanding of innovation and the policy

5. Communicate success Ongoing Government Feedback loop to generate interest

3.2.3 Procurement for outcomes

Model

Focus is transitioning “procurement for outcomes” to operate as the business as usual approach. This requires a movement from the current approach / risk culture (i.e. detailed specifications rather than open solutions) (see Figure 5).

Figure 5: Procuring for outcomes


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Action Plan

Figure 6: Action plan – Procurement for outcomes

Action Timeframes Accountability Issues for consideration

1. Engage industry to identify the procurement problems

a. Government to provide examples of good vs bad procurement outcomes

b. Government to approve case studies for industry

c. Provide education for industry as required

1-3 months Government to provide. Industry to engage

2. Early market engagement / Co-design a new procurement process with industry

a. Define “procurement for outcomes”

b. Develop a framework for defining an outcome

c. Investigate private sector approaches

d. Approach to ensure time requirements do not subvert procurement decisions

e. Develop approach to pricing risk – government must be realistic in how much it costs to take on risk

f. Consider culture / change management for both industry and government

6 – 9 months Government / Industry

Need to put a value against the outcomes

3. Trial procurement for outcomes

a. Develop approach to procure new platforms (i.e. cloud)

b. Process to manage industry concerns about loss of IP

Late 2015

Government to initiate. Government / Industry to participate

4. Communication

a. Use QAssure as a channel to communicate procurement ideas and changes

Ongoing Government


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3.2.4 Industry / Government think tank.

Model

The participants developed a model for the Industry / Government think tanks focussing on inputs, outputs and what success looks like (see Figure 7).

Figure 7: Model for think tank

Action Plan

Figure 8: Action plan for Industry / Government think tank


1. Establish regular meeting / forum of key government and industry individuals. The purpose of this group is to 1) determine the agenda / issues for each think tank and 2) develop a forward engagement model

Establish group Feb / March.

Government to initiate group. Joint Government / industry accountability to attend.

Group will meet on an ongoing basis

2. Identify potential executive sponsors for think tank process

Feb / March Government

Identified sponsors will be assigned to particular think tanks aligned with expertise / interest

3. Determine if additional funding is required

Feb / March Government


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4. Develop measureable indicators that will be used track progress

Feb / March Government / Industry

Need to determine what success looks like

5. Each think tank to work on a nominated issue

Ongoing Think tank

6. Each think tank achieves deliverables within set timeframes

Ongoing Think tank

4 “Parking Lot”

The following issues were raised during Forum 1 or Forum 2, but were ‘parked’ for further consideration by DSITIA outside of the session:

Development of an action plan for seed funding

Promotion of a more constructive culture will decrease risk aversion and increase engagement

More transparency on the performance of government policy

Understanding work volume from government vs industry capacity. Is some of the government – industry disjoint being caused simply because industry has excess capacity that is not required / used by government right now?

Resource manager panel is not working for industry.

5 Next steps

There are two next steps arising from Forum 2:

1. Development of Draft Stakeholder Engagement Plan – DSITIA will take the outputs from the first summary report, this second summary report and the research findings to develop a draft engagement plan. A standard table of contents for an engagement plan (as provided with summary report 1) is replicated in Appendix C.

2. Briefing at next PIT Forum – Director-General Sue Rickerby will provide an overview of the ICT Engagement Process to date, the key research findings and the draft stakeholder engagement plan. The draft plan presented at the PIT Forum will be open for review and comment from the broader ICT industry prior to finalisation.


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Appendix A Forum Agenda

ICT Stakeholder Engagement Forum

Date / time 20 January 2015, 2pm – 4pm

Objectives Review the output from Session 1 and confirm engagement priorities

Engage key stakeholders in the co-design of the draft Engagement Strategy and develop draft action plans for engagement priorities

Prepare the draft Engagement Strategy to take to the next PIT briefing

Confirm next steps and mechanisms for ongoing review

Agenda

Timing Topic Facilitators

2:00 - 2:05 Welcome and introduction Nous

2:05 – 2:15 Welcome by the Director General Director General

Sue Rickerby

2:15 – 2:35 Session 1 – Forum 1 reflections and new ideas Nous

2:35 – 3:45 Working Session – Develop action plans Nous

3:45 – 3:50 Summary and next steps Nous

3:50 – 4.00pm Final comments Director General

Sue Rickerby

4:00 Close

Facilitators: Jill Tulloch and Laura Gordon


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Appendix B Attendee list

Industry attendees

Name Role Company

Mark Nicholls Founder & MD Information Professionals

Jon O'Brien Group GM, Government & Business Telstra

Paul Williams

CISCO Systems

Doug van Gelder Business Development Mgr ESRI

David Dart

Salesforce

Steve Toomey QLD Regional Consulting Director UXC

Faith Rees Business Development Mgr IT Queensland

Neil Crisp

SIBA

Jack de Lange SIBA

Phill Gallagher General Manager Commercial CCIQ

Prof Michael Blumenstein Convenor Gold Coast IT Forum

Prof Simon Kaplan

AIIA

David Hawley CEO & MD Aliva Pty Ltd

Maree Adshead CEO ODI Queensland

Hugh Peterkin

Business Analysts

Queensland Government attendees

Name Role

Mark Cushing CIO, DSDIP

Darrin Bond CIO, DCCSDS

Mick O'Leary DETE


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DSITIA attendees

Name Role

Sue Rickerby Director-General

Alena Tracey Office of the Director-General

Andrew Mills QGCIO

Dallas Stower Strategic ICT

Leigh Roach Strategic Policy & Innovation

Michael Stoopman ICT Strategic Sourcing

Matthew Rose ICT Strategic Sourcing

Niraj Rao Strategic Policy

Nick Jostsons Customer & Market Insights


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Appendix C Table of contents for an engagement strategy

The following is a suggested structure and contents for a stakeholder engagement strategy. DSITIA should consider the extent to which each of these headings is relevant in the context of the ICT stakeholder engagement strategy.

Contents

1. Context

2. Purpose and audience

3. Definition of engagement

4. Segmentation

5. Prioritisation

6. Engagement principles

7. Activities, channels, messages and frequency

8. Accountabilities

9. Governance

10. Process (including reporting)

11. Evaluation of success

12. Implementation

ict stakeholder engagement forum 2 – summary report · 1/30/2015 · ict stakeholder engagement...

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