Preparing for Discover

Actions which may be carried out during this stage include:Introduction

This stage establishes solid project foundations and prepares the agencies for the work that needs to be done. The Accelerate approach aims to do just enough to establish a fit-for-purpose project environment, and no more.

Use the standards and templates defined by the agency leading the project, which are often based on methodologies such as PRINCE2 and Managing Successful Programmes (MSP®). This section identifies important items rather than specifying the approach.

The following identifies some useful tools from PRINCE2.

Aim

The aim of this stage is to:

  • establish appropriate provisions for governance, reporting, financial control, change management, assurance, risk management and benefits management.

Actions

The actions carried out during this stage may include:

  1. Work with the EPMO to establish the project controls such as risk, issues, and change control registers.
  2. Work with the EPMO to establish regular project reporting.
  3. Establish a Project Board with the stakeholders, including representatives from all the participating agencies.
  4. Create the project file structure in a collaborative project management or document management tool.
  5. Complete a project impact assessment.
  6. Conduct an initial risk review and document for subsequent review and update.
  7. Start conversations with supporting groups (such as procurement, security, legal, privacy, and finance) to allow them to plan for their engagement.
  8. Conduct an agile readiness review to assess the preparedness of the agency to adopt Accelerate.
  9. Carry out the assurance processes tailored appropriately for Accelerate and agreed with the sponsor, following the all-of-government guidelines provided on ICT projects and programmes available at www.ict.govt.nz (search for "project assurance").

Note: These actions may:

  • occur once with the output reused during the project (for example project file structure, project controls and registers)
  • be repeated during the project (for example project reporting, risk reviews and Project Board meetings)
  • be completed once and revisited if necessary (for example project impact assessment or an agile readiness review).

Outputs

The outputs from this stage include:

  • common project file system for team artefacts
  • project controls documentation
  • project risk register
  • Project Board and terms of reference
  • project impact assessment
  • updated benefits realisation plan
  • agreements in place with support teams of specialist resources.

For examples and templates that can be used to produce the output, please contact the lead agency’s EPMO.

Tools

Tools that may be helpful during this stage include:

  • Project Board
  • establish project finances
  • establish project reporting
  • project impact assessment
  • risk management
  • agile readiness assessment
  • privacy assessment.

This list of tools is not intended to be exhaustive. Seek guidance from the lead agency’s EPMO for appropriate standards.

Many of the templates and examples here have been provided by the Department of Internal Affairs for illustrative purposes. Their suitability at other agencies needs to be confirmed.These tools and related templates are available on the Accelerate downloads page.

 

Page last updated: 13/04/2016