• Digital experience

    Digital experiences are the interactions and engagements a user has with a digital service, including its useability and design and the users’ overall satisfaction

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  • Estimated timing and effort required in each phase
    • Phase 1: Pre-discovery: 5%
    • Phase 2: Discovery: 15%
    • Phase 3: Alpha: 25%.
    • Phase 4: Beta: 35%
    • Phase 5: Live: 15%

    While the DTA acknowledges there is no one-size-fits-all approach for policy development, each phase of the process is important. Avoid the temptation to jump from the initial idea to the final policy.

    The Australian National University Tech Policy Design Centre has developed 8 foundational principles for the design and implementation of strong tech policy.

    These principles align with the toolkit and are key to delivering good solutions. It’s a good idea to understand these foundational principles prior to starting the 5-phase process.

     

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  • The pre-discovery phase is the first step in the process once you have identified there is a problem that may need to be addressed.

  • Purpose, objective and outcome

    This phase involves conducting initial exploration of the project, determining what sort of work might be needed and the plan to address it. There are 3 steps to complete in pre-discovery, after which you seek the relevant approvals to progress to the next phase.

    • Purpose: to explore the viability of standing up a project to address a problem and develop a project plan.  
    • Outcome: a high-level understanding of the problem space, a clear scope and a path forward.
    • Output: a concise project plan that defines the objectives and scope, key stakeholders, methodology and governance. 
  • Step 1. Undertake initial research to understand the problem space

    This step includes conducting initial research to develop a better understanding of the problem space and reason why a project is needed. 

    The information in this step informs the scope of the initiative and the project plan.  

    Initial research in the pre-discovery phase  

    Desktop research  

    Gather and analyse existing information, reports, and policies to understand the current landscape. 

    For digital projects in the Australian government this includes aligning the problem statement with the structure of the Australian Government Architecture (AGA) and the missions of the Australian Government’s Data and Digital Government Strategy.

    Internal consultation

    Engage with internal stakeholders to gather background information about the perceived problem space. 

    This should encompass understanding how the proposed policy is implemented, identifying the business areas accountable for administering and reporting policy outcomes. Leverage existing governance bodies and forums, such as your Executive Board, to gather input. 

    Environmental scan

    Identify external factors, trends, and developments that could impact the policy area, including legislative, technological, or economic changes.

    Resources

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  • Step 2. Scope the project

    This step focuses on understanding the initiative’s boundaries, key objectives and strategic fit within broader government goals. 

    Establishing a clear scope provides direction, helps manage expectations, and serves as a foundation for planning, resourcing and approval processes.  

    A clear scope is also crucial for assessing the feasibility and strategic alignment of potential solutions later in the process. A kick-off workshop with key stakeholders can assist with achieving this step.

    Determine high-level scope

    Clarify objectives

    Define the primary goals of the initiative and ensure your goals align with government and whole-of-government strategies.

    Identify key stakeholders

    Determine who will be involved or affected by the initiative, including internal and external stakeholders.

    Assess strategic alignment

    Evaluate how the initiative fits within broader government priorities to ensure relevance and value. This includes existing policies or frameworks.  

    As part of this, you should determine how the initiative aligns with capabilities in the AGA’s Domain and Capability Model.

    Define core (high level) deliverables

    Determine the expected outcomes and outputs of the initiative, focusing on what must be achieved for success.  

    Estimate resources and timelines

    Develop indicative high-level estimates of the resources required and the expected timeline for key phases.

    Set boundaries and constraints

    Identify the scope limitations. This may include:  

    • policy or regulatory constraints
    • budgetary limits  
    • other potential challenges.

    Resources

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  • Next: Phase 2: Discovery

    Policy toolkit: alpha

  • Phase 1: Pre-discovery

  • Step 3. Develop a project plan

    Developing a plan is essential before commencing a policy initiative. A project plan provides a clear roadmap for the activities, resources, and timelines needed. 

    It also assesses the feasibility and strategic alignment of the initiative before any work commences.  

    A well-structured plan sets an informed and organised journey and ensures that all stakeholders understand the objectives, approach and governance required. 

    Alongside your project plan you might also like to develop a risk assessment and mitigation plan. This will help you identify potential risks or challenges that could impact the project and develop mitigation strategies.  

    Project plan inclusions

    Objective and scope  

    Include a clear statement of the policy initiative’s purpose, goals, and high-level scope.

    Key stakeholders

    Identify internal and external stakeholders who will be involved in or affected by the policy initiative. Develop a stakeholder engagement plan.

    Approach and methodology

    Define the framework or approach that will guide the development process, including:

    • research methods
    • stakeholder engagement
    • consultation strategies
    • the skills and resources needed to deliver the approach and methodology.  

    Governance and approval

    Include a description of the governance structures and decision-making process required for the initiative, including who will approve the plan.

    Resources

     

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  • Phase 2: Discovery

  • The Discovery phase involves an initial exploration of the project. This determines what sort of work might be needed to address the problem and planning to do so.

  • Policy planning tips

  • 5-phase policy development process

  • Purpose, objective and outcome

    There are 6 steps to complete in the discovery phase, after which you can share your findings with key stakeholders and seek relevant approvals to proceed.  

    • Purpose: to understand the problem, assess the landscape, and identify user needs to inform policy development and potential approaches.  
    • Outcome: a clear understanding of the problem space and users’ needs.  
    • Output: a well-informed discovery report with useful insights and findings about the problem and opportunities to address it, ready to move into the alpha phase to ideate possible solutions.   
  • Step 1. Stakeholder engagement

    Consultation is vital to ensure the voices of stakeholders and affected parties are heard. Consultation will help you gather diverse insights, build trust and foster collaboration. 

    Effective consultation ensures that the policy is informed by those impacted by it, leading to better outcomes and smoother implementation. 

    This step will help you engage stakeholders, define the problem and understand the user needs.  

    Actions to prepare for stakeholder engagement  

    Identify key stakeholders

    Determine who will be affected by the policy and who should be involved. Do stakeholder mapping to identify key stakeholders.

    Define objectives

    Clearly outline what you aim to achieve in consultation, such as:

    • gathering feedback
    • validating findings
    • identifying new perspectives.

    Plan your research

    Plan how you will conduct research, including what methods you will use. For example:

    • workshops
    • surveys
    • focus groups
    • public forums
    • consultation papers.  

    Make sure the process captures a broad range of perspectives, particularly from voices that may otherwise be overlooked.

    Develop materials

    Prepare background information, guiding questions and other materials to help stakeholders understand the context and contribute meaningfully:

    • establish feedback documenting processes
    • prepare background information and guiding questions
    • include any other materials to help stakeholders understand the context and contribute meaningfully.
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  • Step 2. Define the problem

    Defining the problem is critical. A clear definition of the problem will ensure the core issue is clearly understood and articulated – this will set the direction for the solution.

    A well-defined problem provides focus, ensures stakeholder alignment, and helps guide research and engagement.

    It is important to take the time to thoroughly understand the issue, to avoid addressing symptoms rather than root cause.

    Actions to define the problem  

    Identify key stakeholders

    Gather relevant background information about the issue including context and impacted stakeholders. You may have found some of this information during the pre-discovery phase or while preparing for stakeholder engagement.

    Engage stakeholders

    Consult with key stakeholders to gain insights into their perspectives, challenges and how the problem affects them.

    Explore the underlying factors

    Further understand the problem by exploring and articulating the underlying factors based on what you have found so far.

    Clarify symptoms vs. root causes

    Analyse the information you have gathered to distinguish between surface-level issues (symptoms) and the underlying factors driving the problem (root cause).

    Create a problem definition

    Articulate the problem in a clear, concise statement that captures the essence and scope without suggesting solutions.

    Validate the problem

    Test the problem definition with stakeholders to ensure it is well-understood and agreed on.

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  • Digital inclusion

    Digital inclusion is the capability of individuals or groups to enjoy the benefits of being online and use technology confidently to improve their day-to-day lives.2

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  • Step 3. Understand user needs

    This step focuses on defining what the stakeholder needs are and the challenges and opportunities to address the problem. It also outlines the stakeholder views on how the problem should be addressed.

    If you intend to speak with the same stakeholders in this step and the previous step, you may wish to combine the consultations. Alternatively using different research methods can help differentiate between activities. For example, conducting workshops to explore the problem and interviews to delve into stakeholders’ needs.

    Conduct user research

    Engage stakeholders

    Engage stakeholders to understand user needs, including potential opportunities to address the problem.

    Analyse information

    Analyse information from stakeholders to establish key findings about the user experiences.

    Synthesise insights

    Bring all the information you have gathered from the desktop research in pre-discovery together with the landscape review and the stakeholder research to develop key insights.

    Summarise the consultation

    Summarise who you consulted with and what you found. This will feed into the discovery report in step 5.

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  • Step 4. Explore the landscape

    Diving deeper into the broader context surrounding the policy issue will help you expand on initial research and gain a comprehensive understanding of the current policy environment, relevant regulations, stakeholder perspectives and existing solutions.

    This step ensures the proposed solution is well-informed and positioned to address gaps, challenges, and opportunities within the landscape.

    Further explore the landscape

    In-depth desktop research

    Deepen initial research by reviewing detailed reports, academic studies, and government publications to identify relevant policy approaches, both locally and internationally.

    Avoid duplication

    Consider if refreshing or expanding on existing policies or standards would meet your requirements and avoid duplication. To understand existing artefacts aligned to the capabilities, visit the Australian Government Architecture (AGA).

    Engage stakeholders

    Meet with additional internal and external stakeholders to gather further insights.

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