Skip to main content

You are here

Mobilisation

Mobilisation Phase

Mobilisation is the second of two planning phases. 

Why do we need Mobilisation?

Mobilisation ensures the team is ready for Discovery by:

  • determining the project mechanics 
  • mobilising the team so they are co-located and have everything they need
  • the rhythm, project structures and team norms are in place
  • potential issues have been identified and are in the process of being rectified.

What happens in Mobilisation?

Mobilisation is constructed as a series of pre-organised workshops and meetings spanning eight topic areas.

How long does Mobilisation last?

Typically, Mobilisation spans two weeks. 

Workshops

During Pre-mobilisation the team understands the problem and may also know a little about the project processes: Discovery, Alpha, Beta and Live.

Team members are likely to have been chosen because they already work in the agency and know a lot about the existing service. However it is unlikely that they have had experience working in a UCD environment or in a multi-disciplinary team. This series of workshops helps to build the team culture and ensure that everyone is on the same page. 

Expand All
Duration Participants Objectives Activities
1.5-2 hours
  • Digital transformation manager (DTM)
  • Service manager/designer
Formally commence the Mobilisation phase Team introductions
    Introduce key project participants to each other Review activities and outputs as a result of this mobilisation workshop
    Address any issues or obstacles upfront Review mobilisation objectives and checklists and schedule activities
    Align expectations for the way the team works during this period Set up team members in co-location
   

Prepare for user
engagement in project work

Define approach to user recruitment and identify constraints for user engagement
Duration Participants Objectives Activities
1– 2 weeks
  • Service manager/designer
  • Delivery manager
  • Product manager
Identify and collate existing project knowledge Conduct desk research to review and collate existing knowledge relating to the project
    Determine if there are obvious gaps and how they will be addressed Review current legislative environment
    Gather information for access by the project team Identify other projects that may present dependencies/impact delivery
      Identify any gaps in internal information
      Determine how information relating to the project will be stored
      Collate and publish information in an agreed central location
Duration Participants Objectives Activities
2 hours
  • DTM (lead)
  • Service manager/designer
  • Delivery manager
  • Product manager
  • Technical architect 
  • Stakeholders
Audit agency's technology environment

Map the agency’s current technology environment – technology stack, vendors, processes, security, data, etc.

The mapping will continue to be constructed during the entire Mobilisation period.

    Overview of technology to be used in Alpha, Beta, and Live phases Review agency requirements for delivering digital services and identify agency technology contracts.
    Characteristics of ICT and digital - similarities and differences.  
Duration Participants Objectives Activities
1.5 - 2 hours
  • DTM (lead)
  • Delivery manager
Identify the steps, processes, and tools needed to ensure the team is set up within the co-located space allocated and can be productive from the first day of the project (Discovery)

Review team space allocated, including:

  • Building/floor access and security clearance
  • Physical setup (chairs, desks, etc.)
  • Access to computers and Wi-Fi
  • Collaboration tools plus others like JIRA, etc.
  • Accessing and managing files and other knowledge sources
  • Plenty of wall space, whiteboards and lots of stationery such as post-it notes, index cards and markers.

 

Duration Participants Objectives Activities
1.5 hours
  • DTM (Lead)
  • Service manager/designer
  • Delivery manager
  • Product manager
Define stakeholders and roles Draft a list of stakeholders associated with the project.
    Capture communication methods and create a matrix for stakeholder groups Assign stakeholders to roles – approvers, influencers, subject matter experts
    Review how we communicate externally about the project process Define the communication method and frequency
Duration Participants Objective Activities
2 hours
  • DTM (lead)
  • Service manager/designer
  • Delivery manager
  • Product manager
Identify a governance framework that will support clear decision making , issue escalation and resolution

Review governance summary model

Refine and set up steering committee

    Ensure clarification of roles and responsibilities in alignment with stakeholder engagement and communications methods Develop a checklist of key project tasks/decisions that are likely to arise
    Develop reporting mechanisms that support agile methods of project delivery and meet agency needs. Using the stakeholder matrix as a guide, determine who is responsible, accountable, consulted, and informed for key tasks/decisions
Duration Participants Objectives Activities
1.5 hours
  • DTM / agile coach (lead)
  • Service manager/designer
  • Delivery manager
  • Product manager
  • Stakeholders 
Demonstrate a model of ‘good’ agile capability Benchmark the current agile capability of the project team using the agile self-assessment framework
    Establish a benchmark of the team’s agile capability Determine potential areas of improvement
    Support continuous improvement of the adoption of agile methods Plan how progress will be made
    Deepen agency capability over time Agree how the output will be shared with the team
    Provide a visible demonstration of progress, and support the team’s success      
Duration Participants Objectives Activities
1.5 hours
  • DTM / agile coach (lead)
  • Service manager/designer
  • Delivery manager
  • Product manager
  • Stakeholders
Capture lessons learned from mobilisation – what worked well, and what would be improved Capture feedback from the team to identify what worked well and should be continued into Discovery
    Determine readiness to enter Discovery and allocate remaining tasks Review progress against checklists and determine readiness for Discovery – identify and allocate outstanding tasks
    Formally complete the mobilisation phase Capture lessons learned and insights for future mobilisation effort


Checklist

  • Has workshop 1. Mobilisation kick-off been completed and outcomes achieved?
  • Has the knowledge review been started?
  • Has workshop 3. Technology approach been completed and outcomes achieved?
  • Has workshop 4. Team on-boarding and setup been completed and outcomes achieved?
  • Has workshop 5. Stakeholder and communications been completed and outcomes achieved?
  • Has workshop 6. Governance and reporting been completed and outcomes achieved?
  • Has workshop 7. Agile capability self-assessment been completed and team members understand their benchmarks?
  • Has workshop 8. Mobilisation retrospective been completed and learning documented to take into Discovery?

Next Phase

The next phase is Discovery.

Last updated: 26 September 2016