AIHW delivers data products and reports to internal and external stakeholders. Across several business areas there are numerous simple and repeatable processes that need to be automated. There are also complex and lengthy activities that require visibility and management of workflow activities. Both require a system to assign and track tasks, manage approvals and report on outcomes across varying AIHW business units. Our current processes rely on ageing and disparate systems and manual email.

Two busy areas will be the focus of the requirements and deliverables, namely the Data Linkage Unit and the Web Publishing Team.

1.The Data Linkage Unit provide a key function to AIHW and its external customers. Linkage Unit receive source data from numerous internal and external providers and have a lengthy task of removing all traces of personal identifiable values from the data and providing linking keys to the statistical and analytics areas where they can safely merge datasets of interest together.

Data through this process must pass through complex ethics and data custodian review processes before it is released for analysis and also before analysis is released for reporting. The majority of task allocation and follow-ups are done via email and status information is currently stored in several excel spreadsheets.

2. The Web Publishing team manage the release of all publication content up until the final step of making it visible to the public on the AIHW website, or to paying customers. The Web team have several product types with known release dates, most on a release schedule. Their workflow needs have discrete timebound tasks that need to be closely managed in order to fulfill them against competing priorities. The Web Team use email for many of their transactions and have to populate spreadsheets and refer to other systems to see their schedule, new requests and monitor the progress.

A new workflow solution is expected to:

• Manage the various tasks involved
• Automate steps where applicable
• Preventing any work from falling off the radar,
• Provide a dedicated work list for individuals and groups
• Show the status of each request / project
• Provide dashboards and reports giving insight into the effort expended or blockers holding up production.
• System monitored, auditable history for approvals

The proposed changes will improve and modernize both team’s processes making it easier for staff to track their deliverables.

Response format

• References
• Presentation
• Prototype

Key dates/ milestones: Production release anticipated by end 2024