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Draft Elements for NPWS (October 2013)
Transcript of Draft Elements for NPWS (October 2013)
Fire & Incident Information System
Business Readiness Workshops October 2013
Bring you up to date on the business case for change, work done to date, and your roles in the process
Gather input from all parts of the agency on the issues, challenges, and the needs to address as we implement the changes
Collectively assess the impact on your key stakeholders
Begin to identify the key actions and steps needed to ensure the success of the change
Share the plan for how we will manage and time the change process
Gain the agency’s buy-in on next steps, roles and responsibilities
Clear, shared understanding of issues and challenges that we will be addressing, based on open and lively exchange of ideas
Increased sense of teamwork and confidence in the agency’s ability to establish targets and develop plans
An inventory of issues, questions and ideas to draw on as we continue to implement the change
Improve the processes and systems that support our management of incidents, events and the hazard reduction program.
Data duplication, double handling
Enabled public communication
What does success look like?
reporting and analytics
the change commitment journey
the pieces of the change puzzle
Lack of any knowledge about the project
Have knowledge of the emerging changes that are brought about by the project, but unclear of the scope, depth, full impact or even rationale for the strategy
Know that they are impacted, but not sure how
Embed the changes:
Guide branch/regions & assess readiness
Create awareness of the impacts, assess regional differences
Fill the information void, two-way communication
Up-skill our people on process & system
Engagement & consultation:
Validate, refine user requirements, workflows & process
Build a capable, broad and representative implementation team
Ensure each region is represented, impacts/benefits are translated
Test the final solution
Leave behind a legacy of up-skilled people
Oversight & integration:
Decision making, endorsement, drivers
Align and integrate with corporate groups and projects
Business Impacts Roadshow
Demonstrate willingness to embrace the changes brought about by the project
Weekly Pulse Checks
& Fortnightly Newsletter
Trainers / Super Users
PSSB & Internal Projects
Believe the changes brought about by the project are now the way we do business
Behave in ways that are consistent with the strategic direction of the organisation
Subject Matter Experts
How will we get there?
In the context of change management, readiness means being prepared:
Having the right conditions and resources in place to support the change process
Having a clear vision and objectives for the intended change
Having the motivation and attitudes to engage with the change and make it work
is your region change-ready?
Elements Champions: first point of contact for regional staff
Elements e-newsletter: Status updates (fortnightly or as required)
EHub: Latest news, immediate focus, links to communication documents (
Fire management > Current programs
Elements mailbox: Contact us at
where to go for help
System redundancy, change and integration over time
ICON for whales (SS)
Excel resource tracker
why are we here today?
THE CHANGE OVER TIME
MESSAGES ABOUT THE CHANGE
your role as champions of change...
current systems & process time-consuming, significant manual intervention
training overhead and complexity due to multiple systems
lacking capability to support planning and reporting needs into the future
all hazards incident response and full hazard reduction lifecycle not fully supported
operational decision making and information flow during large-scale or multiple incidents not supported
ineffective KPI reporting and limited ability to report on operations & policy outcomes
integration complexity and diverging system & data management solutions
limited ability to publish reliable information to other stakeholders & wider community
data quality issues
mobile situational awareness and information exchange
enabled public communication
a reduction in the number of systems
auditable and electronic approval processes
agency-wide up-skilling on the incident and hazard reduction processes and systems
a consistent way of doing things
timeliness of data availability
centralised integrated information storage delivering repurposed data
effective inter-agency data exchange
agency-wide spatial platform
who will be impacted and how?
the gold nuggets of change...
more 'open' data
complete event lifecycle management
HOW ARE WE MANAGING THE CHANGE?
Marine fauna database
Fire fuel assessment form
Marine fauna access databases
Fire fuel assessment form
What are you going to share with your people when you get back to your region?
Pulse checks – next teleconference for Champions; Thur 31 Oct
Elements e-newsletter – first update Wed 30 Oct
OBJECTIVES & OUTCOMES
Messages about the change
The change impacts
Breakout session & sharing - golden nuggets
Managing the changes
Workshop objectives & outcomes
Breakout session & sharing - business readiness
10:30 - 11:00am
11:00 - 11:45am
10:00 - 10:10am
10:10 - 10:30am
11:45 - 12:15pm
12:15 - 12:45pm
12:45 - 1:00pm
1:00 - 1:45pm
1:45 - 1:50pm
the current situation and the rationale for the change
a vision of the agency after the change takes place
the expectation that the change will happen
status update on the implementation of the change
Have you heard of Elements?
should we change?
Data duplication, double handling
high complexity in delivering hazard reduction targets
lack of control and ownership of existing systems
inability to support Open OEH
if we do nothing
'duty of care' failure
so what does success look like?
View incident status and incident locations via a central portal
Single point of truth for spatial and non-spatial data related to hazard reduction and incident management and planning
Central source of data to support OEH fire management statistic and KPI reporting
Central source of data for sharing incident and HR information with other agencies
Greater access to information
Ability to report on information
Removal of duplication of data and information
Fewer systems to maintain and lower overall cost of ownership
Higher quality planning and decision making
More effective incident responses
Consistent and accurate data to measure KPIs
Greater visibility of KPIs
Reduction in effort required to:
record, access and maintain information
maintain (duplicate) data
share data with other agencies
monitor and report on key metrics
the journey so far...
THE CHANGE IMPACTS
Now > 2014 > Future
The impact of the change & WIIFM: "what's in it for me?"
Area staff: Field staff, Rangers
Specialist staff: FMOs, STOs
OEH Corporate Business Groups (SAP Finance, Aurion, Public Affairs, Spatial Systems etc)
Other Land Management Agencies
Area Managers &
Area Ops Coordinators
key challenges we might face in implementing each change example
1. all hazards view
2. more open data
3. complete event life-cycle management
4. timely notifications
5. workflow management
10. knowledge management
11. social media
For the change example (gold nuggets) assigned to you, please list:
the stakeholders that will be impacted by the change?
the positives & negatives for each stakeholder group you see as impacted by the changes
the commitment journey
Understand why the project was initiated, the intent of the changes, as well as where they fit in
how ready is the agency for changes?
what actions do we need to overcome any constraints?
Within your groups discuss and document how ready for change your region is:
For each statement provide a rating of:
0 (not sure)
1 (not at all)
For any of the statements with a rating of 0, 1, or 2, please explain specifically what you would like to see / have in order to shift this to a 3 or 4.
we face a number of risks
Plan and manage hazard reduction activities, wildfire and other incident types in a central system
all hazards view
more open data
complete event life-cycle management
built in checklists
"it's gold ise tells ya!"
All fire & incident management systems and processes
Other park operations??
1. Rostering / availability
2. Shift management / forward planning
3. Resource tracking
4. Currency and capabilities
6. Mobile resource tracking
7. Fleet and asset management
8. Pay claims