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Frequently asked questions about QSS and the MoG

1. What happened in the 2017 MoG?

On 12 and 21 December 2017, the government issued the formal notifications to appoint the new ministry and make machinery-of-government (MoG) changes as approved by His Excellency the Governor. A further amendment was made on 7 February 2018. QSS launched the MoG project to support the MoG across the sector. We are leading this project with strategic support provided by each agency through the project governance structure.

QSS has identified that of 17 impacted departments, 3 were abolished and 12 received new business units. JAG and DPC were impacted by business unit losses, but didn't receive any business units from the MoG so are not included in the QSS project scope.

QSS has identified the following MoG changes.

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Departments that had their name changed and gained business units:

  • Education (DE)
  • Environment and Science (DES)
  • Local Government, Racing and Multicultural Affairs (DLGRMA)
  • Innovation, Tourism Industry Development and Commonwealth Games (DITID)
  • Department of Natural Resources, Mines and Energy (DNRME)

Departments that gained business units:

  • Housing and Public Works (DHPW)
  • Queensland Treasury (QT)

Abolished departments:

  • Science, Information Technology and Innovation (DSITI)
  • Energy and Water Supply (DEWS)
  • National Parks, Sport and Racing (DNPSR)

New departments:

  • Child Safety, Youth and Women (DCSYW)
  • Employment, Small Business and Training (DESBT)
  • Queensland Corrective Services (QCS)

Name change:

  • Department of Communities, Disability Services and Seniors (DCDSS)

2. What's different with this MoG compared to previous?

In the past, QSS MoG changes have been managed locally and delivered via business-as-usual channels. This has been resource intensive and time consuming, which meant longer times for the government to transfer to the new structure.

This project will centrally deliver the MoG business and system changes in a unified way. This will support the sector to efficiently establish, close and formally transfer functions and responsibilities between agencies. 
QSS is using its partnership model to ensure the successful delivery of project outcomes.

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Agency

Desires
  • Services that support agency business
  • System and service improvement
Expertise
  • Business impact intelligence
  • Data knowledge
  • Specialist agency intelligence
  • Agency process expertise
  • Legacy systems experience
  • Localised change management
  • Ensuring management commitment

QSS

Desires
  • Excellent customer service
  • System and service improvement
Expertise
  • Proven track record
  • Finance and HR/payroll processing expertise
  • System knowledge
  • Tools and accelerators
  • Multi-agency project management
  • Quality management
  • Informed supplier
  • Validated commercial approach

Joint team

  • Joint, balanced team
  • Foundation for growth
  • Long-term partnership
  • Shared project objectives
  • Shared outcomes
  • Clear obligations and responsibilities
  • Outcomes realised
  • Minimised cost and risk

3. What has QSS been doing?

We have been meeting with your agency MoG Coordinator and Heads of Corporate Services (HoCS) for departments directly impacted by the MoG.

We have put governance arrangements, such as Project Board and Reference Groups, in place to ensure changes are implemented in a controlled change environment. We have mapped all impacted systems and applications and will conduct comprehensive testing before go-live to ensure a seamless transition to the new structure.

The governance arrangements are outlined below:

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Reporting lines for the MoG project:

  • Agency team members go to their agency team or project manager on the QSS project team, who goes to the agency senior user.
  • QSS team members go to their team manager on the project team, who goes to the QSS senior supplier.
  • QSS project team goes to the QSS project manager who goes to the executive.
  • MoG project board consists of agency senior user, executive and QSS senior supplier.

4. How will the MoG project transition the changes to government?

The project will have 3 releases for MoG changes. Each release is based on a unique set of characteristics. The release groupings are below.

Release 1: 

  • Child Safety, Youth and Women (DCSYW)
  • Department of Communities, Disability Services and Seniors (DCDSS)
  • Queensland Corrective Services (QCS)
  • Office of Industrial Relations (OIR)

Release 2:

  • Environment and Science (DES)
  • Local Government, Racing and Multicultural Affairs (DLGRMA)
  • State Development, Manufacturing, Infrastructure and Planning (DSDMIP)
  • Innovation, Tourism Industry Development and Commonwealth Games (DITID)

Release 3:

  • Housing and Public Works (DHPW) including Sports and Recreation
  • Employment, Small Business and Training (DESBT)
  • Department of Natural Resources, Mines and Energy (DNRME)

Targeted go-live dates for each release are:

  • Release 1: 2 July 2018
  • Release 2: 30 July 2018
  • Release 3: 10 September 2018

5. Why can’t QSS just make the easy changes?

Most MoG changes are complicated and the overall impact to QSS involves 36 systems and applications. To ensure a smooth transition; detailed planning, testing and reporting is in place to ensure the correct information flows into the new structure.

There are further considerations for third party departments or service providers, such as QSuper, Commonwealth Bank Australia (CBA) and Centrelink, which we need to factor into the transition.

Example 1: Email changes

Email addresses are often seen as something quick and easy to update for the MoG. However, your email address is often your login for a number of systems and it may take a while for those systems to be updated.

This can cause complications; for example, if you try to log in to the QSS Self Service Centre with your new departmental email, it will create a new account for you and you won’t be able to see your past jobs.

We understand that data and information changes; however, there are formal change request process in place to allow the project team to assess the impact of these changes against the schedule.

If you have any questions about this process, please speak to your agency MoG coordinator.

Example 2: Corporate cards

Corporate cards are another area that might be viewed as a quick win.

However, once we have agency and project approvals for new and changed entities (your agency), different processes will exist for cardholders:

  • Existing cardholders moving to new agencies will get new cards.
  • Existing cardholders whose agency name is being changed will only get cards in the new agency name as their cards come up for renewal (existing cards in the old agency name will remain valid).

New cardholders will get cards with the updated agency name. We are currently working with the Commonwealth Bank to coordinate the distribution of new corporate credit cards for Release 1 agencies. In the meantime, new cards will continue to be issued in the current entity (old agency) names.

6. Can’t QSS just click and drag the people that are being MoGd?

We are continually working to improve and upgrade our systems, however it isn’t as simple as clicking and dragging yet because we don’t have all agencies on each system. Also, Queensland Government is huge and each agency has its own unique features and system modifications.

The other things to action or consider before we can move your position include:

  • formal confirmation by the PSC and DGs of the positions that are moving
  • creating your receiving agency (where applicable)
  • confirming and establishing the receiving agency’s organisational structure
  • updating employer details with other organisations for your superannuation, Workcover, paid parental leave scheme, income protection, deductions and salary sacrifice arrangements
  • discussing and agreeing timesheet and job costing arrangements with receiving agencies.

For staff personally, we need to consider if:

  • the substantive position of employees on higher duties or secondment needs to be confirmed
  • an amount of annual leave from the Annual Leave Central Scheme with Treasury must be transferred
  • your corporate card needs to be cancelled and re-issued under the new agency name
  • financial delegations that you hold in SAP are the same in your new agency
  • your mobile or telephone can be transferred or needs to be re-allocated
  • assets you use to do your job can be transferred with you
  • you are responsible for contracts or purchase orders that may also need to be transferred.

We want to action these kinds of changes in the quickest and most efficient way. This generally means doing bulk changes once the appropriate approvals have been received, and any dependencies identified and actioned. This will help us avoid delays due to unexpected dependencies, and minimise duplication and rework.

Your patience now will help us avoid inconvenience later.

7. What can I do?

Your agency has key contacts who are managing your MoG changes. We are liaising with them, so please contact your agency MoG coordinator about any changes you need, rather than contacting us directly.

We have added a message to our  Self Service Centre asking you to continue to use your old email address. To help us avoid creating duplicate accounts, please don’t use new email addresses in our systems yet.

8. Who can I talk to about my MoG needs?

See your agency MoG coordinator.