February
- Tuesday 17th: 1.30pm – 4.30pm (AEDT)
- Wednesday 18th: 9.30am – 12.30pm (AEDT)
What happens at this state
The DTA is responsible for whole-of-government digital and ICT procurement. We manage several marketplaces (panels) and Single Seller Arrangements (contracting frameworks) that aim to reduce costs, improve protections and promote innovative solutions for government buyers.
These marketplaces and Single Seller Arrangements are brought together on BuyICT, our easy-to-use online platform that streamlines the procurement process for government buyers and industry sellers. Our aim is to make procurement simple, clear and fast.
Through BuyICT, users can access useful information regarding the digital sourcing lifecycle, templated digital sourcing contracts and information on policy requirements.
What happens at this state
Through quarterly data collection and analysis, the Operations state provides intelligence on the size, health and maturity of government digital and ICT investments.
Why it is important
The information collected helps informs all states of the IOF, from planning and policy development, through the Budget process and subsequently the DTA’s assurance activities. Using data from across the entire digital estate, the DTA can use this evidence to provide advice to the Australian Government and it’s decision-making bodies and processes, including the Secretaries Digital and Data Committee (SDDC) and Digital Leadership Committee (DLC).
It informs the Australian Government Architecture to validate current direction based on the effectiveness of its application and inform future guardrails for best technology implementation.
The information we collect includes:
- adoption of emerging technology and trends
- reuse and shared capabilities
- personnel allocation, skills demand and workforce pressures
- lead and lag indicators of delivery confidence and project success
- profile balance between innovation, growth and maintenance investment.
What agencies need to do
Agencies need to provide the DTA with data about their digital and ICT investments throughout their lifecycle.
This data is collected through the Approved Programs Collection process, also known as ‘Wave’. Forms are pre-populated by the DTA with known information to assist agencies. This data collection process includes requests about projects, as well as the BAU Digital and ICT operations of an agency.
Business as usual collection (BAU)
Business as usual collection occurs twice a year, generally between late-July to mid-August and late-January to mid-February.
This collection captures insights on:
- digital and ICT expenditure, including cybersecurity
- resourcing
- skill gaps
- key risks
- uptake of emerging technology.
Project data collection
Project data collection applies to all Digital and ICT investments subject to the ICT Investment Approval Process. Depending on the size or complexity of the investment, data collection can take place quarterly.
It captures insights about:
- strategic alignment
- reuse and collaboration
- project scope and performance
- resourcing and financials
- cyber security investment
- benefit realisation and key risks
- use of emerging technology.
A publicly available annual view of digital project performance for Australians is made in the Major Digital Projects Report.
All forms must be submitted to data@dta.gov.au by the required date.
This central mailbox can receive material up to a classification of PROTECTED.
What the DTA will do
The information we collect is an important evidence base for strategic advice on digital and ICT.
The insights generated from the data is provided to Australian Government’s decision-making bodies, such as the SSDC and DLC.
The data supports and informs:
- the Australian Government Architecture's current direction based on the effectiveness of its application and future guardrails for best technology implementation
- all states of the IOF from planning and policy development, through to Budget processes and assurance activities
- ad hoc analysis for government agencies including digital and ICT investment decisions and policymaking.
Digital Capability Assessment Process
The Digital Capability Assessment Process (DCAP) is applied by the DTA to review and evaluate a digital and ICT-enabled proposal’s alignment with Cabinet agreed policies and standards.
When DCAP occurs
The DCAP supports the Contestability state of the Digital and ICT Investment Oversight Framework which takes place before a proposal being presented for Cabinet decision.
Through the DCAP, the DTA advises the Australian Government on whether a proposal is robust, demonstrates alignment with whole-of-government digital and ICT policies and standards, and includes appropriate assurance measures to meet the Australian Government’s digital and ICT objectives.
Who needs to follow DCAP
The DCAP applies to all digital and ICT-enabled investment proposals that use technology as the primary lever to achieve expected outcomes and benefits. This includes investments that transform how people and businesses interact with the Australian Government, or enhance the efficiency and effectiveness of government operations.
Agencies must consult the DTA early if their proposal meets the following criteria:
- any investment brought forward by non-corporate Commonwealth entities and, corporate Commonwealth entities when specifically requested by the Minister responsible for the DTA
- an investment with ICT costs
- an investment brought forward for Government consideration as a new policy proposal.
DCAP digital policies and standards
From 1 July 2021, all digital and ICT-enabled investment proposals seeking Cabinet agreement will be assessed by the DTA against the following whole-of-government policies and standards (DCAP Areas)
- Benefits Management Policy
- Digital Service Standard
- Digital and ICT Reuse Policy
- Digital Sourcing Framework
- Secure Cloud Strategy
- Hosting Certification Framework
- Cyber Security Guidelines: published by the Australian Cyber Security Centre
- Assurance Framework.
What agencies need to do
Agencies planning to bring forward digital and ICT-enabled proposals should contact the DTA as early as possible. Early engagement allows us to assist you in shaping your proposal to ensure they comply with relevant whole-of-government digital and ICT policies and standards. This approach best supports the realisation of the government’s digital transformation agenda.
For further information about the DCAP, or to begin engagement on a policy proposal you are developing, write to investment@dta.gov.au
ICT Investment Approval Process
If your agency is expecting to bring forward a new policy proposal (proposal) with financial implications of $30 million or more, then you may be subject to the ICT Investment Approval Process (IIAP). The IIAP applies to high-cost and high-risk proposals and aims to assist agencies to develop robust business cases and support the effective implementation of digital and ICT-enabled proposals.
Who needs to complete the IIAP
If you are preparing a proposal (regardless of whether it is partly or totally internally funded) for Cabinet consideration, then the IIAP will apply if your proposal meets all 3 of the following criteria:
- digital and ICT-enabled (the policy or service delivery outcomes are highly dependent on the underpinning digital and ICT system)
- likely to have total whole-of-life cost estimated to be $30 million or more, including total whole-of-life digital and ICT costs of $10 million or more (whole-of-life costs includes operational costs, capital costs, and maintenance costs)
- assessed by the DTA as high risk through consideration of a Risk Potential Assessment Tool (RPAT) assessment (this risk may relate to factors such as significant change, cost, technical or business complexity, workforce capacity and schedule).
First pass business case
The first pass business case presents the benefits, costs, risks and implementation options to Cabinet for consideration.
The first pass business case must include:
- a clear strategic narrative that aligns business needs with policy objectives, supported by a well-considered use of digital and ICT
- realistic digital and ICT options to achieve the proposal’s outcomes, with strategies to manage associated risks. Each option should be feasible for implementation upon Cabinet approval and further detailed in the second pass business case
- an indicative cost estimate over the project’s lifetime, including both financial and non-financial benefits, along with a proposed schedule for each option.
A first pass business case may include an approval of additional funds to support the development of the second pass business case. If approved by Cabinet, you can proceed with your nominated ICT option and develop a second pass business case, along with any necessary prototyping or piloting activities.
Further information and guidance about the structure of your first pass business case is contained in the templates section.
Off
Second pass business case
The second pass business case presents Cabinet with detailed information on the preferred option agreed by Cabinet at first pass. This enables an informed final decision on the investment.
The second business case and associated attachments must provide enough information to demonstrate that the necessary planning, analysis and consultation needed for successful implementation of the preferred solution has been undertaken.
The second pass business case must include:
- sufficient detail on deliverables, schedule, benefits, and implementation monitoring
- cost estimates based on rigorous planning of digital and ICT infrastructure, applications, and support using methods like proofs of concept, market approaches (if applicable), expert advice, comparable implementations, and market assessments
- details on the proposal’s development by detailing how the digital and ICT solution can be delivered to achieve capability and benefits with minimised risk
- governance arrangements specifying methodology for progress monitoring and measurement, emerging risk management, and government reporting frequency
- agreed assurance activities in accordance with the Assurance Framework for Digital and ICT-enabled Investments.
Combined pass approval
In rare cases, the Portfolio Minister may seek Prime Minister or Cabinet agreement to combine the first and second pass business cases into a single submission. A combined pass business case should only be considered when:
- there is a clear and urgent business need for investment
- rapid implementation is needed
- there is only one workable implementation option or several highly developed implementation options
- the relevant agency has undertaken sufficient planning, analysis and consultation to demonstrate the requirements of a second pass business case have been met.
How the DTA reviews your business case
You can submit your business case to the DTA by emailing investment@dta.gov.au.
The DTA will work closely with you throughout the development of your business case to ensure it provides the necessary information needed to support Cabinet’s decision. This process may involve meeting regularly with your DTA contact(s) and submitting multiple draft business cases for review before finalisation.
As the costs for the digital and ICT-enabled components of your proposal must be agreed by the Department of Finance, you should provide your business case to the Department of Finance to facilitate the costing process and ensure timely agreement on costs.
The DTA and the Department of Finance work collaboratively, including exchanging information you provide, to assess applicability of the Gateway Review Process, finalise business cases, and agree costs.
Additional information
If you have any questions about the IIAP or how it applies to your digital and ICT-enabled proposal, please contact Investment Advice and Contestability Branch by emailing investment@dta.gov.au.
Benefits Management Policy
The Benefits Management Policy (BMP) standardises benefits management practices for whole-of-government digital and ICT-enabled investments. This helps agencies deliver digital and ICT outcomes.
It includes:
- the requirements for investment oversight
- best-practice guidance on benefits management.
The first iteration of the Benefits Management Policy incorporates with the ‘Contestability’ state of the Investment Oversight Framework (IOF).
The final policy will complement the full framework, putting benefits at the centre of how investments are:
- planned
- prioritised
- contested
- assured.
Who it is for
The principles are applied across investments, regardless of the size, scale or complexity.
All digital and ICT-enabled investment proposals are expected to address and define:
- the purpose of the investment
- the anticipated outcomes
- how improvements are measured against outcomes
- how improvements are monitored and optimised.
Our Investment Advisors have some discretion over the detail and documentation expected for each investment, provided all Digital Capability Assessment Process (DCAP) criteria is met.
Benefits Management Training
Gain knowledge and confidence to meet the requirements of the Benefits Management Policy for Digital and ICT Investments.
About this training
This training is designed for public servants involved in preparing proposals for digital and ICT investments. It covers what you need to know to meet the requirements set out in the Benefits Management Policy.
The training takes 3 hours. It is offered virtually through Microsoft Teams and is facilitated by experts from the DTA’s Benefits Management Team.
How to access this training
Benefits Management Training sessions will be held online through Microsoft Teams. Each session allows for a maximum capacity of 100 registrations.
Training Schedule
April
- Tuesday 21st: 9.30am – 12.30pm (AEST)
- Thursday 23rd: 1.45pm – 4.15pm (AEST)
June
- Tuesday 23rd: 9.30am – 12.30pm (AEST)
- Wednesday 24th: 1.30pm – 4.30pm (AEST)
September
- Tuesday 22nd: 9.30am – 12.30pm (AEST)
- Wednesday 23rd: 1.30pm – 4.30pm (AEST)
November
- Tuesday 24th: 9.30am – 12.30pm (AEDT)
- Wednesday 25th: 1.30pm – 4.30pm (AEDT)
To view and register for upcoming sessions please visit the DTA’s Eventbrite and register with your Australian Government email address.
Register for Benefits Management Training.
Course content
The course content includes modules which will:
- introduce benefits, benefits management and the Benefits Management Policy
- explain how to identify and articulate benefits
- introduce benefit mapping and explore different mapping approaches
- explore benefits measurement, with a focus on the DTA’s benefit profile template
- explain how a benefit realisation strategy for an initiative can be brought together in a benefit realisation plan.
Who this course is for
This course is specifically designed for public servants.
Where compliant with the APS Strategic Commissioning Framework, people who work for organisations providing services to the Australian Government may attend. This is only permitted where requested by a Senior Executive Officer of an Australian Government agency, with the DTA having sole discretion to accept or reject the request. Please send requests to benefits.management@dta.gov.au.
Where course capacity permits, we welcome participation from public servants working for state and territory governments. Please contact benefits.management@dta.gov.au for information on how to register.
How this course might help you in your role
Benefits management is critical. When applied effectively, it ensures teams can stay focused on what must go right to deliver expected benefits for Australians from digital investments. This course is practically oriented and designed to help you hit the ground running in applying key aspects of benefits management effectively.
Who this course will be most useful for
This course is likely to be most useful for public servants who:
- don’t have an existing deep familiarity with benefits management
- need to know how to meet the requirements of the Benefits Management Policy for Digital and ICT Investments as part of their role.
If this doesn’t sound like you, the DTA has worked with Services Australia, the Treasury and the Department of Prime Minister & Cabinet to prepare an e-learning course on benefits realisation which might meet your needs better.
This APS Academy course is free to complete and is available via APSLearn. This course provides a strong introduction to benefits management and includes content on the Benefits Management Policy for Digital and ICT Investments.
Get in touch
The DTA’s Benefits Management Team can be contacted by emailing benefits.management@dta.gov.au.
The Policy sets out 8 Policy statements that underpin benefits management best practice.
The Standard outlines WHAT agencies must do to comply with the Policy.
The Guidance section introduces key benefits management concepts. It explains HOW agencies comply with the Policy.
The Policy sets out 8 Policy statements that underpin benefits management best practice.
The Standard outlines WHAT agencies must do to comply with the Policy.
The Guidance section introduces key benefits management concepts. It explains HOW agencies comply with the Policy.
The Process defines WHEN benefits management activities occur in the context of the investment lifecycle.
The Process defines WHEN benefits management activities occur in the context of the investment lifecycle.
This link takes you to the Australian Government Architecture website.
Frequently asked questions relating to the background and implementation of the Benefits Management Policy
Tools, training and frequently asked questions
This link takes you to the Australian Government Architecture website.
Frequently asked questions relating to the background and implementation of the Benefits Management Policy
Covers what you need to know to meet the requirements set out in the Benefits Management
Benefits Management Team
The Benefits Management Team leads the development and implementation of the BMP. The team works with agencies to co-design fit for purpose case studies, tools and guidance.
Agency participation helps us make use of existing best-practice. It also makes sure the BMP can be adopted and applied to early and late-stage proposals, regardless of their size, scale or complexity.
Engage with us
Agencies preparing digital and ICT-enabled investment proposals must contact us at the earliest opportunity. This makes sure there is sufficient time to align and comply proposals with whole-of-government digital and ICT policies and standards.
For information about how the Benefits Management Policy applies to your proposal, contact investment@dta.gov.au
Agencies can provide feedback to the Benefits Management Team by contacting benefits.management@dta.gov.au