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Draft Elements for NPWS (October 2013)

One system to rule them all, and during incidents, bind them
by

Lorraine Durston

on 18 December 2013

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Transcript of Draft Elements for NPWS (October 2013)

RFMS
Elements.
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?

all-hazards view
workflow management
reporting and analytics
mobile
Send location

Home screen

Create event

Compose message

knowledge management
social media
the change commitment journey
the pieces of the change puzzle
project timeline

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

Training

SMT Readiness

Business Impacts Roadshow

Demonstrate willingness to embrace the changes brought about by the project
UAT

Weekly Pulse Checks
& Fortnightly Newsletter

Trainers / Super Users

PSSB & Internal Projects

Open OEH

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
Elements
Champions

Subject Matter Experts

PWDG

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
elements@environment.nsw.gov.au

where to go for help
REDUCE
systems
REUSE
data
RECYCLE
information
why?
2014
Future
Now
System redundancy, change and integration over time
Sitreps
ICON for whales (SS)
Fire
weather
forecaster
BoM
IRIS
BRIMS
ICON
ICON
RART
Burn
Plan
OEH
WILDFIRE
IAP
MARINE EVENTS
GIS
Aurion
RFMS
3YBP
Mapdesk
Excel resource tracker
Forward
planner
Initial
notification
form
RESOURCE TRACKING
Aviation database
Heavy
plant
register
Aurion
why are we here today?
THE CHANGE OVER TIME
PROJECT ELEMENTS:
MESSAGES ABOUT THE CHANGE

your role as champions of change...
expected outcomes
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
global benefits
objectives
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
timely notifications
checklists
resourcing (future?)
HOW ARE WE MANAGING THE CHANGE?
WILDFIRE
SAP
$$$
AMS
NPWS
website
Teamsite
OEH
website
HAZARD REDUCTION
BoM
Marine fauna database
Initial
notification
form
Teamsite
NPWS
website
OEH
website
Burn
Plan
RFMS
GIS
OEH
SAP
$$$
AMS
Mapdesk
ICON
Fire
weather
forecaster
3YBP
Fire fuel assessment form
Marine fauna access databases
Marine
Sitrep
Marine
IAP
KNOWLEDGE MANAGEMENT
REPORTING
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

CHANGE READINESS
Environmental
Assessment
WORKSHOP
OBJECTIVES & OUTCOMES

Elements.
WORKSHOP AGENDA
Messages about the change
The change impacts
Breakout session & sharing - golden nuggets
Managing the changes
LUNCH BREAK
Workshop objectives & outcomes
Business readiness
Breakout session & sharing - business readiness
Next steps
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
poor
customer
service
political exposure
high complexity in delivering hazard reduction targets
organisational inefficiency
poor
organisational
agility
lack of control and ownership of existing systems
organisational reputation
inability to support Open OEH
ineffective reporting
if we do nothing
'duty of care' failure
so what does success look like?
why
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?"
Key challenges
De-briefs
Reports
BRIMS
Elements.
NPWS
Stakeholders

Branch Directors
Regional Managers
Area staff: Field staff, Rangers
Specialist staff: FMOs, STOs
Other
Stakeholders

OEH Corporate Business Groups (SAP Finance, Aurion, Public Affairs, Spatial Systems etc)
Ministers Office
RFS
Other Land Management Agencies
General Public
(Open OEH)
Incident management
roles
Area Managers &
Area Ops Coordinators
BREAKOUT SESSION
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

6. checklists

7. reporting

8. mobile

9. resourcing

10. knowledge management

11. social media

For the change example (gold nuggets) assigned to you, please list:
gold nuggets
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
Project lifecycle
Commitment level
Adoption
Buy-In
Understanding
Awareness
Pre-Awareness
Understand why the project was initiated, the intent of the changes, as well as where they fit in
implementation
current position
Project Control
Board

how ready is the agency for changes?
what actions do we need to overcome any constraints?
BREAKOUT SESSION
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)

2 (somewhat)

3 (yes)

4 (definitely)


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
you
Elements timeline
all hazards view
more open data
complete event life-cycle management
timely notifications
workflow management
built in checklists
automated reporting
mobile capability
resource management
knowledge management
social media
"it's gold ise tells ya!"
2014
scoping 2014
Resourcing
you
Elements.
Future
All fire & incident management systems and processes

Other park operations??

Resourcing modules

1. Rostering / availability
2. Shift management / forward planning
3. Resource tracking
4. Currency and capabilities
5. Timekeeping
6. Mobile resource tracking
7. Fleet and asset management
8. Pay claims

Full transcript