10 Steps to Creating Software with a Budget for Government Departments

When developing software within the public sector, cost management is critical to ensuring success and accountability. Government departments must be prudent in their spending, focusing on projects that enhance public services and deliver long-term savings.  

Quality, future-proofed, and targeted software is an investment that can enhance public services and drive efficiencies. This step-by-step guide will help government departments and agencies develop software on a budget, ensuring a lean and effective process while adhering to procurement rules and maximising ROI.

1. Understand the Problem 

Government projects should start by defining the core issue, whether it’s enhancing public service delivery or streamlining internal operations. Frameworks like Lean UX Canvas can help ensure the solution aligns with government objectives and policy mandates. The goal is to understand the problem deeply to make informed decisions about the software’s role. 

In NSW Police’s Legacy Migration case study, the key challenge was modernising over 200 legacy databases used within their operations. The project focused on enhancing their Fatal Crash Databases, which faced outdated technology constraints. 

2. Does a Solution Already Exist? 

Before developing new software, research existing solutions. Public sector agencies often adapt Commercial Off-The-Shelf (COTS) solutions to avoid unnecessary development costs. If a solution exists, it might only need customisation to meet specific requirements. This can save both time and budget, as shown by the Department of Defence’s Cloud Migration case study, where multiple systems were consolidated into a cloud-based solution for non-material procurement. 

3. Analyse the Previous Solution 

If an existing solution is identified, conduct a SWOT analysis to evaluate its strengths and weaknesses. This step ensures that the new software offers significant improvements, avoiding duplications and inefficiencies.  

In the case of the Achilles Project for KBR, WorkingMouse enhanced the performance of an existing system by reducing load times from several minutes to mere seconds. This ensured the software was modernised to meet current needs and scalable for future enhancements. 

4. Evaluate Why a Solution Doesn’t Exist 

If no suitable solution exists, it’s essential to investigate why. This could reveal unique challenges that require tailored solutions. In NSW Police’s Legacy Migration, the challenge was modernising multiple Microsoft Access databases into a web-based system that integrated more efficiently with existing government processes. Understanding why no solution previously addressed this problem helped inform the migration strategy. 

5. Crowdsource Initial Feedback 

Engaging a broad range of stakeholders early in the process is critical for government software projects. Use platforms like Askable to gather feedback from citizens, employees, and other relevant groups. In the Transport and Main Roads (TMR) case study, WorkingMouse replaced manual processes and outdated spreadsheets with a streamlined digital solution. Early feedback from internal stakeholders helped ensure that the new system addressed the department’s operational needs, leading to significant improvements in efficiency and transparency 

6. Conduct Discovery Interviews 

Once you have gathered feedback, interview key users to dig deeper into their needs. In the Department of Defence  case study, discovery interviews with internal stakeholders were crucial in understanding how the new system could improve procurement transparency and reporting. 

7. Create the User Persona

In government projects, user personas should represent diverse populations, including citizens with varying levels of digital literacy. Understanding the specific needs of each user group ensures the software is accessible and useful, aligning with the Australian Government’s Digital Service Standard. 

8. Develop a Strategic Business Case 

Your business case must clearly outline the software’s benefits for public service and policy outcomes. In the Achilles case study, the business case demonstrated how the modernisation of legacy technology would not only improve performance but also future-proof the system for further updates. 

9. Develop an MVP (Minimum Viable Product)  

A Minimum Viable Product (MVP) approach helps reduce the risks associated with large government projects. This lean version of the software allows agencies to gather feedback and make iterative improvements. In NSW Police’s Legacy Migration, an MVP was delivered within a few months, simplifying their database systems into a centralised, web-based platform. 

10. Release and Continuously Improve 

Once the MVP is released, testing with a broader audience helps ensure the software meets public needs and complies with government regulations. Continuous iteration is crucial, as demonstrated by the Department of Defence’s cloud migration, where feedback loops and improvements have made the system more efficient and secure. 

Conclusion

By following these steps, Australian government agencies can create high-quality, cost-effective software solutions that meet public needs and operate within budget. With careful planning, early stakeholder engagement, and ongoing iteration, your software investment will deliver real value to the public while remaining compliant with government policies.