Objective:

The Australian Digital Health Agency (Agency) seeks services to review, develop, and uplift comprehensive data governance policies, standards, processes, procedures and toolkits. These should align with the Agency’s Data Governance Framework, data requirements, and legislative requirements. This initiative is part of the wider uplift of the Agency’s data maturity through the Agency’s Data Maturity Program (‘Program’) and supports the roll out of key data roles in the Agency.

Scope of Work:

1. Discovery, Review and Gap analysis

• Conduct a discovery phase to identify gaps in the current documentation and activities
• Review existing draft key data governance artefacts
• Review and map out current artefacts such as policies, standards, and procedures
• Prioritise the artefacts based on support required to support key data governance roles such as data stewards.
• Review the data management lifecycle that will help with the implementation of the key governance roles’ definitions and responsibilities
• Note: some artefacts may be required at a later stage at higher levels of data maturity and will be identified as part of the discovery phase and will not be drafted as part of this engagement.

2. Refinement of the Authorising model, role definitions, and data maturity Roadmap

• Review and refine the Agency’s authorising model and refine role descriptions and accountabilities for key data governance roles such as data stewards
• Identify key artefacts critically required to support the roll out of these roles
• Develop a training support plan to embed data stewardship responsibilities across the Agency
• Develop a roadmap of these artefacts and activities based on staged future states, i.e., based on target data maturity levels. The aim is to ensure certain artefacts are developed by specific dates to achieve data maturity of 2, then additional activities to achieve data maturity of 2.5-3.

3. Develop, review, and uplift critical policies and artefacts

• Draft, refine, and uplift critical policies, standards and other key artefacts, ensuring alignment to the:
• Agency’s Data Governance Framework principles
• Five Safes Framework
• Data Management Lifecycle.
• Draft policies to corporate measurable success factors and KPIs linked to target future data maturity states.

Timeline: The aim is for the initial discovery phase to be completed by 30 June 2025 that will also determine milestones. The intention is also for data access, use, share and release policies and other key documents required for data stewards to be effective in their roles - to be complete by 30 September 2025. Other artefacts will have a later delivery date based on the roadmap agreement.

Deliverables

1. Prepare roadmap of key artefacts: prioritised based on supporting key data governance roles

2. Review of Key Data Governance Roles and Responsibilities.

3. Focus on draft documents:

• Data Access Policy
• Data Use, Share and Release Policy
• Data Ethics Policy
• Data Lifecycle.

Additional Information:

4. The data governance documents will be anchored to and have a foundation in the Five Safes Framework and the data lifecycle.

5. The Agency seeks to have flow and continuity across all its data policies, standards and procedures based on the data lifecycle.

6. The documents will align to and incorporate the Agency’s Data Governance Framework Principles and Data stewardship roles and responsibilities

7. Each policy will contain a set of ‘Success factors’; these will be established based on how the Agency can measure the success of the policy implementation at the agency and complete an annual audit review

8. Engagement will involve some consultation with stakeholders. Some identified artefacts will not be drafted as part of this engagement.

The below information will be available only to the successful respondent as part of the contract material.

9. The following 4 documents are in draft at the Agency. They are the initial documents the Agency would like to focus on for uplift, however the assessment will be to determine the full suite of documents required for the Agency.

a. Data Lifecycle Management Policy

b. Data Access Policy

c. Data Use, Share and Release Policy

d. Data Ethics Policy

(Note: there will be further documents to be reviewed as mentioned to help inform in the above Scope of Work.)

Estimated start date: Friday, 13 June 2025

Initial contract duration: 12 Months

Extension term: 12 months

Number of extensions: 2

Working arrangements: Remote