This project's final report and evaluation was completed on 27 July 2018

Project summary

Undertaking a formal requirements analysis and technical design of an across-Council facility booking application for local government, a feasibility study into developing the product and the development of a non-functional prototype.

Project approach

A call for an expression of interest to complete a formal requirements analysis and design of a comprehensive across—council facility booking application for Local Government, a feasibility study into developing the product and the development of a non-functional prototype was conducted in February and March 2017.

Five vendors were invited to respond and responses were evaluated by a panel comprising representatives from City of Mitcham, City of Unley and City of Prospect. The work was awarded to Loftus IT in April 2017.

Councils involved in this project were:

• City of Prospect (lead Council)
• City of Mitcham
• City of Unley
• Campbelltown City Council
• Adelaide City Council
• City of Burnside.

The first workshop was held on 3 May 2017 with all participating Councils and Loftus IT to gather functional and business requirements.

A second workshop was held on 19 May 2017. This session clarified specific requirements, including questions compiled by Loftus IT. Participating Councils prioritised all requirements.

A third workshop was held on 5 June 2017 and was dedicated to gather technical requirements from IT representatives from participating Councils.

All workshops were audio recorded and analysed to ensure all requirements were captured.

Commercialisation models were discussed with each Council during 3 and 14 July 2017 to assist in finalising the financial models included in the final report.

The final report was presented to participating Councils on 26 July 2017.

On 28 August 2017, BRM Holdich was engaged to verify the costs and the financial modelling developed in the final report. The engagement also required completing a formal risk analysis of the alternate business models presented in the report and a case for a recommended business model to progress the project to the next stage.

Project achievements

• Delivery of the business and functional requirements for an across-Council facility booking application.
• Delivery of a feasibility study into developing the product, including the analysis of commercialisation models and sample Calculations and Financial Model spreadsheet.
• Delivery of a non-functional prototype.
• The verification of the final project artefacts and completion of a formal risk analysis of alternate business models. Costings and timelines for the completion and delivery of the system should be seen as indicative and provides an opportunity for participating Councils to agree to a scope from which specifications can be developed and costed.

Project outputs and outcomes

• Final report - Loftus — Places and Spaces Final Report
• Business requirements - Business Requirements and Functions List; Business Requirements Milestone Report; Requirements priorities for Adelaide, Burnside. Campbelltown, Mitcham, Unley and Prospect.
• Functional and commercial — IT Workshop List/Summary; Places and Spaces Feasibility Milestone Report; Places and Spaces Financial Model.
• Project — Communications Plan
• Prototype - Loftus - Places and Spaces - Prototype
• Workshop — Workshops 1-3 Audio Records; Workshops 1-3 Presentation Slides Review of Facilities Booking System — BRM Holdich

Project distribution

• Final report was presented to participating Councils and included a printed copy and USB key with a copy of all project documents for each attendee.  The final report is also attached above.
• City of Prospect engaged BRM Holdich to review the project's final report.

Read the final report

Performance measures

The purpose of this project was to gain a detailed understanding of the requirements for this initiative and the viability of developing and using the product in Local Government. Participating Councils were provided with opportunities to review documentation after each workshop to ensure their requirements were met and individually prioritised. Feedback was provided by every Council. Audio records of each workshop ensured all requirements were noted.

The feasibility study included some financial modelling, including a sample Calculations and Financial Model spreadsheet. Anticipated/indicative development and support costs were provided and parameters in the spreadsheet can be varied and the impact observed.

An independent documented review of the final project report was completed by BRM Holdich.

Project evaluation

• Workshops were considered effective in drawing out the requirements from participating Councils and providing opportunities for discussion and clarification. The first two workshops were aimed at subject matter experts, those involved in the administration of facilities.
• The second session was useful in refining and verifying requirements, by both Loftus IT and Council representatives.
• The third workshop was a technical session and aimed at Council's IT representatives or those having knowledge of the end to end processes of systems that the product may interface with.
• The separation of the workshops for the two key stakeholder groups allowed for a focussed workshop.
• The review of the final project report highlighted a number of technical and financial risks associated with the development of the application.

Project IP will be owned by City of Prospect subject to using the IP for the advancement of the interests of SA Local Governments and the LGA having license to use the IP.

Commercialisation of the product including the generation of revenue will require approval from the LGA Board through the LG Research and Development Scheme Advisory Committee.