Military Personnel Division (MPD) is a newly established division within Defence People Group consisting of 7 Branches consisting of approx. 5500 APS and ADF staff, located in Canberra as well as remote workers and teams located across Australia. Through an initial body of work MPD have created a new unified Objective information structure with a role based approach to security modelling, to varying degrees all branches are now using the new structure to create new content. There still remains a significant number of historical files located across the legacy workgroups that need to be migrated to enable the disestablishment of the legacy workgroups. In addition MPD intends to build Objective skills across the division through the development of enhanced user guides, staff training and Work Group Coordinator (WGC) mentoring programs.

In order to improve records management compliance, including delivering against recommendations from the Royal Commission into Veteran Suicide and delivering a sustainable, best practice Records Management environment, MPD require the support of dedicated specialists to deliver the following requirements:

The deliverables for this project will include;

1. Project Management - Develop a project plan that provides a detailed activity approach to delivering the program that will include an assessment of phase 1 with recommendations to be implemented through Phase 2,
2. Migration – Engage with branches to plan and finalise migration of legacy files into the new MPD Objective structure and disestablish workgroups where appropriate
3. Information Structure - Review MPD’s new information structure to assess; that it meets the organisations requirements, by being functional, logical, easy to use and navigate, maintainable over time and simplifies records compliance across all Branches. This will include both individual Branch assessments as well as the ability for the division to share information in a well understood structure. Provide recommendations and deliver agreed modifications
4. Security Model - Review the existing security model to ensure that it provides the right amount of access to those that need it, while at the same time high level enough to not cause an administrative burden when reacting to changes in personnel. This will need to include support for establishing better application of special access groups. Provide recommendations and support WGCs in delivering agreed outcomes
5. Training – Design and develop enhanced end user training materials - with a modern approach to appeal to the broader audience including; induction to Using Objective in MPD and your records management obligations, drafting a series of Objective hints and how to guides and small group F2F training session (for initial upskilling)
6. WGC Network – Support the MPD IM Executive WGCs in developing a well informed and engaged WGC Network that feels supported by the organisation. This will include developing an induction program for new WGC’s, contributing to the identification and development of topical subjects in both Objective and more broadly across records management themes in order to upskill WGCs, proposal for PFAD/Position description statements.
7. Governance – Develop a series of executive instructions that provide detail guidance for ongoing sustainment and ensuring MPD remain fully compliant with Enterprise Records Management Policy, details all governance and compliance requirements. This will include Objective reports and checks that can be managed within the MPD Executive WGC group and /or the Governance team, to monitor adherence to MPD Objective guidance, MPDs Records Management practices and identify any emerging issues.

Estimated start date: Monday, 17 March 2025

Initial contract duration: 6 months

Extension term: 6 months

Number of extensions: 3

Location of work: ACT

Working arrangements: Hybrid