Secretaries’ Digital and Data Committee Meeting communique
Date: 29 June 2023
Members in attendance:
- Ms Jenny Wilkinson PSM, Secretary, Department of Finance, co-Chair
- Mr Matthew Flavel, Acting Secretary, Department of Social Services, co-Chair
- Professor Glyn Davis AC, Secretary, Department of the Prime Minister and Cabinet
- Mr Gordon de Brouwer PSM, Australian Public Service Commissioner
- Ms Meghan Quinn PSM, Secretary, Department of Industry, Science and Resources
- Ms Katherine Jones PSM, Secretary, Attorney-General’s Department
- Mr Greg Moriarty, Secretary, Department of Defence
- Ms Rachel Noble, Director-General, Australian Signals Directorate
- Mr Chris Fechner, Chief Executive Officer, Digital Transformation Agency
- Ms Stephanie Foster PSM, Acting Secretary, Department of Home Affairs
- Ms Jenet Connell, Acting Australian Statistician, Australian Bureau of Statistics
Apologies:
- Mr Ray Griggs AO CSC, Acting Secretary, Department of Social Services, co-Chair
- Mr Michael Pezzullo AO, Secretary, Department of Home Affairs
- Mr Chris Jordan AO, Commissioner of Taxation, Australian Taxation Office
- Dr David Gruen, Australian Statistician, Australian Bureau of Statistics
- Ms Rebecca Skinner, Chief Executive Officer, Services Australia
Proxies in attendance:
- Mr Charles McHardie, Chief Information and Digital Officer, Services Australia, Services Australia
- Mr Matthew Hay, Deputy Commissioner, Australian Taxation Office
Observers:
- Ms Mary Wiley-Smith, Department of Finance
- Mr John Shepherd, Department of Finance
- Ms Tanja Cvijanovic, Department of Finance
- Ms Shannon Frazer, Department of Finance
- Mr Shane Johnson, Department of the Prime Minister and Cabinet
- Mr Wayne Poels, Digital Transformation Agency
- Ms Erin Cockram, Department of Industry, Science and Resources
- Ms Abigail Bradshaw, Australian Cyber Security Centre
Shared Services Transformation Program and next steps
The Committee noted various updates on the Shared Services Transformation Program and agreed to return to the next SDDC meeting with a proposition of the way forward.
Digital Identity
The Committee noted the progress made on the Digital Identity Program.
myGov User Audit Government response
The Committee noted the joint work of the DTA and Services Australia to develop the Government’s response to the myGov User Audit. The Committee agreed for the item to return to the next SDDC meeting to formalise the response to the recommendations.
National Disability Data Asset (NDDA)
The Committee noted the update on the NDDA project, led by the Department of Social Services and overseen by the Disability Reform Ministerial Council. The NDDA will be a national data asset that brings together de-identified data from Australian, state and territory government agencies for research and analysis. The Commonwealth and the states and territories are working together to establish a Multilateral Data Sharing Agreement. All jurisdictions have signed a Memorandum of Understanding committing to supply data into the NDDA, with the first outputs planned to be available in early 2024.
Digital Investment Overview (DIO) Evaluation progress and Digital and ICT planning project
The Committee noted progress on the project to strengthen longer-term digital, data and ICT investment planning capability across the Australian Public Service. Members discussed the common system barriers identified and early focus for improvements to planning and noted the final report will be provided for discussion at the next meeting. The terms of reference for the DIO evaluation and agreed to discuss preliminary observations from this at the next meeting.
Benefits Management Policy
The Committee agreed to provide feedback and endorse this item out-of-session.
Secretaries’ Digital and Data Committee Meeting communique
Date: 30 March 2023
Members in attendance:
- Ms Jenny Wilkinson PSM, Secretary, Department of Finance, co-Chair
- Mr Ray Griggs AO CSC, Secretary, Department of Social Services, co-Chair
- Mr Michael Pezzullo AO, Secretary, Department of Home Affairs
- Ms Katherine Jones PSM, Secretary, Attorney-General’s Department
- Mr Greg Moriarty, Secretary, Department of Defence
- Mr Gordon de Brouwer PSM, Secretary, Public Sector Reform
- Mr Chris Jordan AO, Commissioner of Taxation, Australian Taxation Office
- Dr David Gruen, Australian Statistician, Australian Bureau of Statistics
- Mr Chris Fechner, Chief Executive Officer, Digital Transformation Agency
- Ms Rebecca Skinner, Chief Executive Officer, Services Australia
Apologies:
- Professor Glyn Davis AC, Secretary, Department of the Prime Minister and Cabinet
- Ms Meghan Quinn PSM, Secretary, Department of Industry, Science and Resources
- Ms Rachel Noble, Director-General, Australian Signals Directorate
Proxies in attendance:
- Mr Neal Mason, Deputy Secretary, Department of Industry, Science and Resources
- Mr Shane Johnson, First Assistant Secretary, Department of the Prime Minister and Cabinet Guest presenter:
- Mr Subho Banerjee, Deputy Commissioner, Australian Public Service Commission
Cyber Security Strategy 2023-30
The Committee discussed the goals and timelines for the development of the Australian Cyber Security Strategy and noted the work undertaken to date.
Data and Digital Government Strategy
The Committee noted the wide consultation and progress made on developing the Data and Digital Government Strategy, along with proposed next steps.
Whole of government digital and ICT contracting arrangements
The Committee agreed that agencies should participate in the research and consultation for the redesign of the new Digital Marketplace and noted the work underway to reform digital and ICT procurement arrangements.
Project delivery capacity
The Committee discussed the importance of prioritisation of digital and ICT investment proposals within portfolios to and the need to ensure vendor capacity and capability prior to any approach to market.
Digital and Data capability uplift
The Committee noted the achievements of the Digital and Data professions to date and the initiatives being undertaken to drive an uplift in Australian Public Service capability in these areas.
The Committee agreed that while the professions would maintain their separate roles, they should work with the Australian Public Service Commission to maximise opportunities to align strategies, share learning and development materials on common platforms and leverage the APS Academy, where relevant.
Secretaries’ Digital and Data Committee communique
Date: 24 February 2023
Members in attendance:
- Mr Ray Griggs AO CSC, Secretary, Department of Social Services, Co-Chair
- Ms Jenny Wilkinson PSM, Secretary, Department of Finance, Co-Chair
- Professor Glyn Davis AC, Secretary, Department of the Prime Minister and Cabinet
- Mr Michael Pezzullo AO, Secretary, Department of Home Affairs
- Ms Katherine Jones PSM, Secretary, Attorney-General’s Department
- Ms Meghan Quinn PSM, Secretary, Department of Industry, Science and Resources
- Mr Chris Jordan AO, Commissioner of Taxation, Australian Taxation Office
- Dr David Gruen, Australian Statistician, Australian Bureau of Statistics
- Mr Chris Fechner, Chief Executive Officer, Digital Transformation Agency
- Ms Rachel Noble, Director-General, Australian Signals Directorate
Proxies in attendance:
- Dr Rachel Bacon, Deputy Secretary, APS Reform
- Mr Justin Keefe, Chief Technology Officer, Department of Defence
- Mr Charles McHardie, Chief Information and Digital Officer, Services Australia
- Mr Jonathan Thorpe, Deputy CEO, Services Australia
Guest presenter:
- Mr David Thodey, myGov User Audit (for myGov User Audit item only)
Data and Digital Government Strategy
Secretary Wilkinson updated the Committee on work supporting development of a Data and Digital Australian Government Strategy. The Strategy will build on the Australian Government’s data and digital transformation journey to date and set out the Government’s expectations of Australian Public Service (APS) agencies in the management and use of data and digital technologies to 2030.
myGov audit outcomes
Mr Thodey updated the Committee on the outcomes of the myGov User Audit following finalisation of the panel’s report (the report). The report delivers findings and recommendations to inform the future design of myGov as an enduring capability that provides proactive, intuitive services for people interacting with government. The next steps for myGov and proposed approach to implementation of the myGov User Audit are under development.
Benefits management realisation
Mr Fechner outlined a proposed approach for managing benefits for digital and ICT projects, designed to provide a better understanding of how digital and ICT investments are performing and provide confidence that these investments remain on track to realise their intended outcomes.
Digital Identity
Secretary Wilkinson provided feedback from the Data and Digital Ministers Meeting consideration of Digital ID and work being undertaken by the Commonwealth to progress the agenda.
National Strategy of Engagement for Cyber and Digital Identity Resilience
Secretary Pezzullo provided an update on the proposed national strategy for the engagement of cyber and digital identity resilience.
GovERP
Secretary Wilkinson outlined the activities to address the immediate next steps for the GovERP Shared Services Program and progress to date. A detailed program of works is under development.
Digital Investment Overview & Integrated Digital Investment Plan
Mr Fechner updated members on the Digital Investment Overview (DIO) the Integrated Digital Investment Plan which provides visibility of Commonwealth planned ICT and digital investments over the long-term.
Assurance traffic light report
Mr Fechner presented key metrics and themes on the health of the digital investment portfolio and the improvements underway to enhance the quality of data used to develop insights.
Strengthening APS longer-term ICT investment planning capability
Secretary Griggs discussed the establishment of an APS in-house consulting function as an initiative under the APS Reform agenda to reduce reliance on external consultants and improve longer-term digital, data and ICT investment planning capability in the APS.
Secretaries’ Digital and Data Committee communique
Date: 23 November 2022
Members in attendance:
- Mr Ray Griggs AO CSC, Secretary, Department of Social Services, Co-Chair
- Ms Jenny Wilkinson PSM, Secretary, Department of Finance, Co-Chair
- Mr Greg Moriarty, Secretary, Department of Defence
- Mr Michael Pezzullo AO, Secretary, Department of Home Affairs
- Ms Katherine Jones PSM, Secretary, Attorney-General’s Department
- Ms Meghan Quinn PSM, Secretary, Department of Industry, Science and Resources
- Ms Rebecca Skinner PSM, Chief Executive Officer, Services Australia
- Mr David Gruen, Australian Statistician, Australian Bureau of Statistics
- Mr Chris Fechner, Chief Executive Officer, Digital Transformation Agency
Proxies in attendance:
- Dr Rachel Bacon, Deputy Secretary, Department of the Prime Minister and Cabinet
- Mr Ramez Katf, Second Commissioner, Australian Taxation Office
- Ms Abigail Bradshaw CSC, Head of the Australian Cyber Security, Australian Signals Directorate
2023 Draft Forward Work Program
The Committee agreed to the draft Forward Work Program (FWP) for 2023 which has been designed following guidance that digital and data will be an important enabler of the APS reform plan, with a continued focus on putting people and business at the centre of services. The projects included in the FWP represent whole-of-government digital, data and workforce matters.
APS reform
Dr Rachel Bacon provided an update on the work of the APS Reform Office and members noted the reform agenda was announced by Minister Gallagher following the October 2022 Budget.
Cyber and digital identity resilience
Secretary Michael Pezzullo AO provided a verbal update on cyber and digital identity resilience, and members noted the Department of Home Affairs has established a Commonwealth Credential Protection Register to help stop compromised identities from being used fraudulently. The Register will prevent compromised identity credentials from being verified through the Document Verification Service.
Data discovery
Commissioner Gayle Milnes from the Office of the National Data Commissioner (ONDC) provided members with an update on the Data Discovery program designed for developing Australian Government agencies’ data inventories and building the Australian Government Data Catalogue. The Data Catalogue program presents an ideal opportunity for government to better protect and use data as an asset.
Integrated Digital Investment Plan
Mr Chris Fechner from the Digital Transformation Agency presented an update regarding the Integrated Digital Investment Plan (IDIP) and members agreed in-principle to improve engagement on digital and ICT investments. Members agreed that the DTA develop a conceptual model of long, medium and short-term planning requirements for digital and ICT investments through the Digital Leadership Committee.
Reform of the Hosting Certification
Mr Chris Fechner outlined interest from industry stakeholders who are seeking accreditation under the Hosting Certification Framework (HCF). Members noted recent updates to the Protective Security Policy Framework (PSPF) and the Security of Critical Infrastructure Act 2018. The Committee were also advised that all non-corporate Commonwealth agencies are mandated to use HCF-certified providers.
myGov App Strategy
Ms Rebecca Skinner PSM updated the Committee on the myGov App Strategy and advised the proposed release of the App is early December 2022.
Progress of the myGov Audit
Mr David Hazelhurst, myGov Audit Secretariat outlined the scope of work being undertaken for the myGov User Audit. The Committee noted the consultation sessions which have commenced and that the audit is due to deliver its final report by the end of December 2022.
Simplified trade system
Mr Randall Brugeaud, Head of the Simplified Trade System (STS) Implementation Taskforce updated members on the progress of the digital and data elements of the STS reform agenda, including continued support from Government. The Committee agreed to support this while ensuring agency-led forums are visible and align with the whole-of-government direction.
Other business
Secretary Wilkinson PSM updated members with the outcomes from the Government Enterprise Resource Planning (GovERP) Deep Dive held on 16 November 2022.
Secretaries’ Digital and Data Committee communique
Date: 19 October 2022
Members in attendance:
- Mr Ray Griggs AO CSC, Secretary, Department of Social Services, Co-Chair
- Ms Jenny Wilkinson PSM, Secretary, Department of Finance, Co-Chair
- Mr Gordon de Brouwer PSM, Secretary, Public Sector Reform
- Professor Glyn Davis AC, Secretary, Department of the Prime Minister and Cabinet
- Mr Greg Moriarty, Secretary, Department of Defence
- Mr Michael Pezzullo AO, Secretary, Department of Home Affairs
- Ms Katherine Jones PSM, Secretary, Attorney-General’s Department
- Ms Meghan Quinn PSM, Secretary, Department of Industry, Science and Resources
- Dr David Gruen AO, Australian Statistician, Australian Bureau of Statistics
- Ms Rebecca Skinner PSM, Chief Executive Officer, Services Australia
- Ms Rachel Noble PSM, Director-General, Australian Signals Directorate
Proxies in attendance:
- Ms Jacqui Curtis. Acting Commissioner, Australian Taxation Office
- Ms Lucy Poole, General Manager, Digital Strategy, Architecture and Discovery, Digital Transformation Agency
- Ms Clare Walsh, Chief Operating Officer and Deputy Secretary, Department of Foreign Affairs and Trade
APS Reform
Secretary for Public Sector Reform, Dr Gordon de Brouwer PSM, outlined that the APS reform program was announced by Senator the Hon Katy Gallagher, Minister for the Public Service, on 13 October 2022 at the Institute of Public Administration National Conference. It focussed on four key themes including an APS that embodies integrity in everything it does, puts people and business at the centre of policy and services, is a model employer and has the capability to do its job well. Digital and data were highlighted as key to supporting the APS Reform program.
Review of the Secretaries’ Digital and Data Committee Terms of Reference and Forward Work Program
The Committee agreed to the Secretaries’ Digital and Data Committee (SDDC) Terms of Reference which were revised to reflect the Secretaries Board’s decision to expand the scope of the Committee to include data and appoint the Secretary of the Department of Finance as co-Chair. Amendments to membership, quorum arrangements and meeting frequency (8 weeks) were also agreed.
The Committee also agreed to bring forward items for the 2023 Forward Work Program out-of-session ahead of endorsement by the SDDC at the 23 November 2022 meeting.
Update on the Optus data breach
Secretary for Home Affairs, Mr Michael Pezzullo AO provided an update on the Optus breach that occurred on 22 September 2022. The breach included personal identifiable information on millions of Australians and affected multiple government agencies.
The Committee was informed the cyber threat environment for Australia is constantly evolving and agencies were reminded to proactively address cyber security preparedness, learning from the issues arising from the Optus data breach. The Committee noted the work of the first responders in coming together at short notice to contain the threat and support Australians. The Committee thanked Commonwealth, state and territory representatives for their efforts.
Update on the Review of the Privacy Act 1988
Secretary of the Attorney-General’s Department, Ms Katherine Jones PSM provided an update on the review of the Privacy Act 1988 and advised the final report will include both immediate and medium-term priorities for reform which are designed to update the scope and coverage for the digital age and provide individuals with greater transparency and control over their personal information.
Australian National Data Integration Infrastructure
Dr David Gruen AO, the Australian Statistician, provided a progress report on the development of the Australian National Data Integration Infrastructure which will provide critical data sharing and integration capability across the Federation.
Strategy for undertaking the myGov audit
Chief Executive Officer for Services Australia, Ms Rebecca Skinner PSM, provided an update following an election commitment, to establish a panel of experts to lead the myGov User Audit. The Committee noted stakeholder engagement activities are scheduled to commence, focussing on improving the user experience and addressing technology and privacy issues.
Digital Investment Portfolio Assurance
The Committee noted the Digital Investment Portfolio Assurance Report presents key metrics and themes across the government’s digital investment portfolio, and members agreed for the report to be further developed out-of-session.
Following an initial discussion, the Committee agreed to convene a separate meeting to discuss the GovERP project in more detail.
Other business
Secretary of the Department of Finance, Jenny Wilkinson PSM, provided members with an overview of the proposed Data and Digital Ministers Meeting (DDMM) agenda for 4 November 2022. It was outlined that the work of the DDMM will continue to be connected through the Secretaries Board and the SDDC to continue to leverage Commonwealth engagement through to the states and territories.
First Nations people
Do’s:
- Co-design digital services in partnership with First Nations Australians.
- Understand, engage and follow up with the community.
- Include the three pillars of the First Nations Digital Inclusion Plan.
- Be transparent about why information is requested.
- Use visual ways of communicating that are culturally safe and inclusive.
- Allow nominated support to complete transactions as devices are often shared.
- Consider custom design of content and artwork based on location and community.
- Build and test for areas with poor internet connectivity.
- Use mobile-first design patterns that minimise data consumption.
- Write in plain English.
Don’ts
- Assume or question kinship relations.
- Insist on information that might not be easily available.
- Display content in wordy paragraphs.
- Exclusively use Western/Anglo-Saxon terminology.
- Tie service provision to locations through geofencing (allow for roaming).
- Design data-heavy services as this will inhibit users with limited data and service restrictions.
- Have a pre-conceived area/idea of what will work.
- Assume what has worked in one community will work in another.
Veteran community
Do's:
- Use a linear, logical layout to make it simple for users.
- Provide clear step by step instructions, to support key information and action points.
- Give users choice and control options e.g. communication/contact methods.
- Consider imagery and videos used to ensure it is appropriate and respectful.
- Ensure that the diversity of the veteran community is represented in images and videos e.g. three services, gender, cultural background etc.
- Reduce the amount of time a client needs to spend navigating processes.
- Write with warmth, respect and sensitivity.
- Avoid labels, contentious terms, jargon or distressing language.
- Limit opportunities for messages to be misunderstood or cause distress.
- Explain why certain information is required to complete tasks.
Don'ts
- Make users re-explain sensitive circumstances across government services.
- Assume users have prior knowledge of digital tools.
- Play videos and audio content automatically.
- Use complex, bureaucratic or overcomplicated language. If used, define it.
- Separate related information across webpages.
- Display content in wordy paragraphs.
- Overuse formatting as it can be confronting e.g. bold, capitals, exclamation marks, red text.
- Hide any security or safety features of the site or app.
Key observation #1
Key observation #1
The shifts in GovERP’s scope, changes in ownership, and limited stakeholder consistency (as evidenced by multiple changes to the entities identified for initial onboarding) have culminated in a program that has not delivered as originally intended. The volatility, and ambiguity in ownership and accountability, has resulted in an under-delivering project. The need for well-functioning ERP capabilities across government has not abated.
Recommendation(s)
a) As core underpinning capability of all government entities, ERP uplifts need clear ownership and accountability mechanisms established at both the COO Committee and Secretaries Data and Digital Committee (SDDC) levels, to ensure considered uplift sequencing and to promote common approaches with limited customisations.
b) To ensure equitable access to market resources across entities, overarching SDDC governance is needed to support successful ERP uplifts and implementation across government.
Report reference - Section 2.3 GovERP project history
Key observation #2
Key observation #2
GovERP has not achieved the aim of a standardised common transactional corporate service across the APS. 30 functional GovERP capabilities have been developed to date with 18 of these having completed functional testing, but none have progressed beyond functional testing into system integration testing, user acceptance testing or production.
The ERP solution in its current form is not suitable to meet whole of government or Services Australia’s operational requirements. The objective of a standardised, common transactional corporate service will not be achieved by GovERP, even if the remaining work to complete the MVP1.1 is progressed.
Recommendation
Given the objective of a standardised, common transactional corporate service will not be achieved by GovERP, further direct investment in GovERP for whole of government use is not recommended.
Report reference - Section 3.3 Remaining work to complete GovERP
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Key observation #3
Key observation #3
Considering the current state of ERP capabilities, Tier 1 reuse opportunities (use of what has already been built) are limited.
Building on existing GovERP capabilities with a separate ERP instance (a Tier 2 reuse opportunity) may be desirable for larger entities with complex ERP requirements and substantial in-house functional and technical digital skills. In such a case, GovERP could serve as a potential accelerator as it can help minimise the effort and financial investment required to develop capabilities based on the current build and test status.
Recommendation
Any entity intending to progress ERP upgrades must have a robust business case for investment. The government needs to enforce, via policy, a strong incentive to ensure entities actively consider reuse of existing capabilities, as well as leveraging current arrangements with commercial vendors for licences and hosting costs where applicable.
Report reference - Section 4.1 Reusability by tier
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Key observation #4
Key observation #4
There is strong demand for GovERP’s business process maps, designs, patterns and related documentation to be made available for reuse by other government entities (a Tier 3 reuse opportunity). While the Digital Transformation Agency’s Australian Government Architecture (AGA) provides a centralised site to make reusable designs available, there may be merit in a secure sharing facility to disseminate sensitive materials that are not suitable for publication on the AGA website.
Recommendation
The Digital Transformation Agency to provide a centralised site to make confirmed reusable designs available, including secure sharing facility to disseminate sensitive materials that are not suitable for publication on the AGA website.
Report reference - Section 4.1 Reusability by tier
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Key observation #5
Key observation #5
GovERP was envisaged as a single, whole of government technology hub. Componentisation of each capability for potential reuse is possible, but has limited commercial effectiveness. Grouping of like entities may help to achieve economies of scale without the complexity of pursuing a whole of government, one-size-fits-all approach. Further, focusing on smaller-scale projects over shorter time limits may help minimise ERP uplift delivery risks.
The new ERP Category under the Software Marketplace Panel, coupled with the Department of Finance’s work to support a small-entity solution, may help to identify next steps for a collective or group-based approach.
Recommendation
Where possible, future ERP uplifts should group entities of similar complexity and scale (not necessarily aligned to portfolio, organisation, or other corporate service provision arrangements), to help achieve economies of scale and re-use without the challenge of pursuing a whole of government approach.
Report reference - Section 5 Alternate designs or delivery pathways
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