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Appendix B - Agency service list planning

Description

The aim of Agency Service List Planning is to identify the actions that must be coordinated and resources made available to collect services data from the 55 core agencies within the New Zealand government.

The key inputs to this phase are:

  • Framework User Guide

  • E-Government Strategy

  • Program Plan

  • Agency Priority List

  • Material from the other e-government initiatives.

  • The results of the DOC and Ministry of Environment pilots [ To refine the deliverables of this stage.]

The outputs of this phase are:

  • A preliminary plan for collecting services data from the agencies.

  • Generic activity and resource requirements that can be used to further refine the individual TORs and workplans being developed by the agencies.

Deliverables

1. A high-level project plan.

  • Description: This plan would identify at a high level the agencies to be surveyed, the likely tasks and activities that would need to be completed, a speculative set of resource and duration requirements.

  • Format: Microsoft Project Plan (or equivalent).

2. TOR for Phase I, Stage 3.

  • Description: TBD

  • Format: Word document (or equivalent)

3. Service List Data Collection Strategy

  • Description: This document would accompany the high-level project plan by providing a text description of the steps each agency will need to carry out within the overall context of the e-Services Project and supporting projects.

  • Format: Word document (or equivalent)

Agency List Planning (AL): Tasks & Resources

Task ID

Task Type

Task

Description

Team

Reference to templates

AL-1

Report

Develop Service List Program Plan.

Objective: Provide guidance on the likely amount of resource and type of tasks that involved with this project.

Description: To develop a high-level overview of the types of tasks and likely duration for each agency to collect services data for the e-Services Project.

Activities:

  1. Collect Critical Mass List

  2. Sort the list according to criteria

  3. Create generic project plan for small, medium and large agencies

  4. Schedule expected work to fit Agency/EGU capacity.

  5. Create a high-level Gantt chart for the Agency Roadshow

EGU Project Team

AL-2

Report

Develop TOR for Phase I, Stage 3 of the e-Services Project

Objective: TBD

Description: TBD

Activities:

  1. TBD

EGU Project Team

Task ID

Task Type

Task

Description

Team

Reference to templates

AL-3

Report

Develop Collateral for Roadshow.

Objective: To develop information for Agencies about the project that will be useful in explaining what need to be done and how.

Description: Putting together the explanatory material, templates and other guidance required to explain and support Agency teams responsible for documenting the services lists.

Activities:

1. Develop a logistics plan including

  • Likely resources required

  • The data collection templates and tools available

  • Contact points

2. Develop a presentation explaining the nature of the project, what is expected, when it is expected and how it will be done (the Agency Roadshow).

3. Communications Plan - develop a plan for how and when information will be communicated to each Agency and how feedback on the requirements and processes will be ensured.

EGU Project Team

AL-4

Presentation

Conduct the Agency Roadshow

Objective: Provide information to Agencies about the project to gain their buy-in.

Description: Provide the information developed for Agencies to understand the requirements of the project.

Activities:

  1. Conduct the Agency Roadshow presentation.

  2. Provide all of the documentation that might be helpful to the participants.

EGU Team

AL-5

Meeting

Set up Initial Meetings with Agencies

Objective: To gain acceptance by the Agencies of the project and its requirements.

Description: To present the strategy and project plan documents to each Agency as the first step toward gaining agreement to the project.

Activities:

  1. Set up a meeting with each Agency.

  2. Present the strategy and high-level project plan.

EGU Team / Agency Senior Management


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