09:23 Sunday 25 February 2001						REF:CPLAACN1
								Y/R: DEWRSB
								Contract WIMSCBR-124320
	6-8 Clarke Street

FM: Stephen GOULD Projects Co-ordinator OPEN INTERCHANGE CONSORTIUM Dear Phil Further to our discussions 11:15 Saturday 24 February 2001 I thought it would be useful, as Jim and yourself have not involved with the discussions with John BIJEN, to explain my role as Project Co-ordinator at a Strategic Level as defined in the DEWRSB Consultancy Contract document WIMSCBR-124320 dated 23 February, 2001. A Overall objectives of funding by DEWRSB B Process to achieve that objective C Resources to achieve that objectives A OVERALL OBJECTIVES OF FUNDING BY DEWRSB The overall objectives of the On-line Services Group of the Department of Employment, Workplace Relations and Small Business [DEWRSB] cover a number of issues including: a encourage small business to understand the value and use On-line services b Generate future employment opportunities with Small Business c Encourage small business to invest in re-training people on computer skills DEWRSB have joined the OIC and are participating as a financial contributor to the LZIG project because our presentations and objectives complement their strategy in the following ways: 1 The use of XML as the underpinning infrastructure 2 The need for a Roadshow to educate the Council Management 3 The expertise to understand the Local Government applications A OVERALL STRATEGY FOR ROADSHOW The overall strategy for the Roadshow is in 3 stages: 1 Surveys to identify the Council requirements 2 Developing content for the Roadshow based on the feedback 3 Running the Roadshows at the ROC meetings between Mar-Sep B FUNDING THE STRATEGY As DEWRSB has already indicated: 1 They only have budget for the surveys 2 They are more than willing for the OIC to use DEWRSB membership and the contract to obtain funding for stage 2 and 3 3 They will speak with other Government Agencies about providing other funding C THE ROLE OF PROJECT CO-ORDINATOR AT STRATEGIC LEVEL There are 3 aspects as the Project Co-ordinator at a Strategic Level namely: 1 Defining the Strategy 2 Researching and developing the operational tools to fulfill that strategy 3 Refining the Strategy and operational tools as the project progress Outlining Strategic Issues stage 1: 1 The strategy is to raise awareness of the potential of on-line service delivery with non-IT departmental heads rather than IT departments. 2 This strategy has been developed because the acceptance of On-Line Service Delivery within Local Government are Policy and Strategy issues rather than IT issues. 3 The strategy discussed with John BIJEN was to emphasis the inclusion of Councillors and Mayors in the contact lists as many Councils particularly in Country and Shire Councils it is local Small Business people who are often Mayors and Councillors B PROCESS TO ACHIEVE THAT OBJECTIVE The Operations Strategy is: OBJECTIVE: A receive a completed survey 1 from over 75% of the Councils contacted Research and Preparation 1 Research and develop a list of all Council key management contacts 2 Key these details into a e-mail program 3 Contact each Council to obtain the correct e-mail General address 4 Review and analysis Web pages for: i Understanding each Council's familiarity with Website design and usage ii Analysis for contact accessibility ie can you find relevant person iii Review emphasis of Web site- Tourism, community services B Awareness of purpose of surveys with Council senior management 1 Send a General e-mail to the Councils advising the Mayor the General Manager of the intentions of the OIC LZIG Roadshow 2 1 week later send a 2nd e-mail to each Council requesting to know the appropriate contact and HIS/HER MANAGER - a very important step 3 1 week later a telephone follow-up to confirm if the e-mail had been received and to resend if required. A record of each contact is to be recorded. 4 If there is a need to resend the e-mail it is to be re-sent to the General Manager after speaking with his PA/Secretary. The emphasis to the GM Secretary is that this is a Policy and Strategy issue not an IT issue. The General Manager name and his PA's name is to go on this e-mail. 5 A list of all re-sends is to be maintained with an appropriate follow up strategy ie with 3 days 6 To maintain a list of all responses received in an Excel spreadsheet. 7 To provide a daily update by 17:30 each day of the progress made for that day: i Contacts made ii E-mails re-sent iii completed e-mails received C RESOURCES TO ACHIEVE THAT OBJECTIVES A A Word contact history file of all Council contacts - property Halisa International B A standard e-mail document - intellectual property Halisa-NSW Partnership. Developed Stephen GOULD C A Web survey 1 form - intellectual property Halisa-NSW Partnership. Developed by Lars SORHUS & Stephen GOULD D Survey database - intellectual property Halisa Qld Partnership. Developed by Guy BLOMBERG E Survey spreadsheet - intellectual property Halisa NSW Partnership. Develop by Lars SORHUS OBJECTIVES: SURVEY 2 - Identify requirements Minimum 50% of Councils surveyed ie 85 responses Starting Date:Mon 05/03/2001 - 23/03/2001 Operation Once Survey 1 has been returned then the e-mail with a link to survey 2 has to be sent out within 2 days. This telephone follow-up is to ensure that the 2nd survey has been received and to run through the questions with the recipient. Many of these questions may not be answered because they may not have been discussed at Council meetings yet. The idea of the survey is to generate interest. IF THEY HAVE NOT BEEN DISCUSSED THEN THAT IS A VERY GOOD REASON FOR THE COUNCILLORS AND COUNCIL EXECUTIVE TO ATTEND THE ROADSHOW I would suggest that depending on the outcome of the survey 1 during the week 1 that we allocate Fri 02/03/2001 for training on Survey 2. As a precaution we should also advise the telemarketeers concerned that they may be required Sat 03/03/2001 for training SURVEY 3 - identify back-end software applications Objective: 80% of the responses received for Survey 2 Starting Date: Mon 26/03/2001 - 13/04/2001 The research for this survey form has to be carried out w/s 06/03/2001 - it will take around 5 days to research software options for the different software modules. 1 Survey form to be sent out within 2 days of response Survey 2 - 2 It is important to follow-up this form as this will identify which software houses that we should be working with on this projects will either complete the form or not. 3 I would suggest training for this survey on Fri 23/03/2001 Do you have any comments on this process and timetable ? Regards Stephen GOULD 10:15 Sun 25/02/2001 Syd 2089