Digital onboarding/offboarding integration project (HaloITSM, Aurion) - project management, business analysis and integration support

The National Gallery has kicked off a project to digitise onboarding, offboarding and user change processes for the issuing of IT access and equipment and building passes utilising existing systems (Microsoft, HaloITSM, Aurion, Donesafe, Gallagher).

This is the National Gallery's first attempt at digitising the process which has been largely a manual process across the silo's of the business areas. We are seeking to digitise the core elements of the process to contribute to process efficiency of onboarding and risk management affecting user change/offboarding.

The project has been in progress for approx 6 months and the National Gallery has experienced a reduced capacity to manage the project, and additional skills are needed to achieve delivery sparking this request.

The project involves digitising staff onboarding and offboarding processes from Aurion (permanent/non-ongoing staff) and Donesafe (contractors) through our ITSM tool Halo. Microsoft Power Automate has been proposed to format information from Aurion and Donesafe into HaloITSM.

We have an external provider developing the Halo workflows and the National Gallery Managed Service Provider is supporting delivery of Microsoft Power Automate.

Key deliverables for this engagement include:

• Initial assessment of status of the project
• Interrogate and confirm the business process and get agreement from business area and CIO
• Communicate between NGA business areas (HR, IT, Security and pilot Managers) to achieve outcomes
• Manage the vendors HaloITSM vendor, Aurion, Donesafe, Gallagher, IT Managed Service Provider to deliver development outcomes
• Assess best methods of integration for each system
• Support for technical deliverables / integrations if and where required.

The National Gallery requests quotes as a flexibly delivered engagement (not labour hire). Expected approx. 2.5 days per week of effort however work may not be consistent (e.g. may not be same day/s or timeframe per week).

Please provide a rate card to support pricing.

Final date for delivery is prior to 30 June 2026, preference for earlier. Timeframes can be agreed at the initial assessment of project status. 

Estimated start date: Monday, 17 November 2025

Initial contract duration: 7-months

Extension term: 6 months

Number of extensions: 1

Location of work: ACT

Working arrangements: Hybrid

Additional budget information: $80,000