Evolving Transport's workstreams

Thanks for tuning in to ET News over the past twelve months to hear updates from our workstreams as part of our program. This will be our last ET News as the program transitions into the everyday business. We hope you enjoy our last lot of stories and feel free to reach out to us for any matters related to Evolving Transport.

The Transformation Office will continue to work behind-the-scenes to support and ensure that the new ways of working, systems and frameworks as set out in our 13 workstreams, are implemented and embedded across the divisions.

Our milestones and achievements

As way to start our final edition, let’s take a quick look at some of the milestones and key achievements from the program and workstreams.

These infographics highlight some large and complex tasks including:

• the organisational design for Groups A and B branches
• renegotiated procurement contracts to save tens of millions of dollars
• fast tracked the way we connect through the use of Teams and livestreams, and
• brought together RMS and TfNSW’s $29.7 billion portfolio and more than 11,000 employees into one enterprise financial management system.

All of this work and more are ensuring our people are equipped to meet the four primary outcomes defined in our 10-Year-Bluepint.

Our Future Energy Strategy and Action Plan

Transport is committed to securing our transport energy needs from sustainable sources so we can have zero emissions by 2050. In order for us to deliver on this, we needed to integrate environment and sustainability planning into all projects. As a result we decided to develop a Future Energy Strategy and Action Plan that includes:

• Transitioning to net-zero electricity for light rail, electric rail, metro and zero-emission buses by 2025
• Transitioning to zero-emission buses by 2030
• By 2025, achieving 70 per cent of our newly leased or purchased passenger pool fleet to be low-emission vehicles and 20 per cent of new passenger vehicles purchased or leased to be battery-electric or hydrogen fuel cell
• Maximising use of our assets for renewable-energy generation such as solar panels on our commuter car parks
• Undertaking hydrogen bus trials

Future Energy is an important part of the Sustainability Action Plan for Transport which we are currently building. Look out for the links on the Evolving Transport Environment and Sustainability page to find out more about Future Energy soon.

Visible leadership across our organisation

Engaging our leaders across Transport was a key focus set out in our Leadership, Culture and Behaviour Workstream. Before the Program started, the capacity to reach our people leaders for communications and engagement at one time was 800 people and our aim was to increase this substantially.

The onset of Coronavirus brought the need to communicate with our leaders including those across our regions and on the frontline in different ways. Taking our set-out leadership strategy, and the move of many of our workforce to remote working and online connections, we launched a livestream series in March 2020 where people leaders could listen first-hand to Secretary and senior leaders’ updates, ask questions, make comments, and watch on their devices from their home or workplace. This allowed us to provide critical information and lead our people during a time of uncertainty.

Since March, we’ve held a total of 39 livestreams with 49,090 views, 61 guests, and 4157 questions asked. A mammoth effort and great success that the People Leader Livestreams will continue as a key communication channel.

Diversity and inclusion commitments

As part of the Transformation Program we focused on improving how we deliver for our customers, and having a diverse workforce is part of this. We want a workforce and culture that is reflective of the many customers and communities we serve in Transport.  

The Talent Diversity Champions group has been set up with this in mind. They aim to raise more awareness, increase proactive searches, and target groups so we can target more diverse candidates to our organisation including the work to engage people-with-disability-providers in regional NSW. This group meets monthly to discuss and share learnings and ideas from other diversity groups within and outside of Transport.

Some specific areas that are being targeted at present are:

• City-east mentor program to engage with skilled asylum seekers, migrants, and refugees – it expands our talent pool so that we can assist them to look for jobs – we at Transport can potentially engage them.
• Clontarf foundation – 10,500 school age indigenous boys in the national program – supporting boys through sport to finish their schooling and move onto internships, apprenticeships, traineeships, etc.
• NRL rugby league school to work program – working with indigenous boys and girls to get internships and graduate programs that can potentially go into Transport.

You can join the meetings and get involved or just come along to hear guest speakers by contacting talent@transport.nsw.gov.au

Also, have a look at our diversity dashboard to see how we are tracking with our targets.

Evolving Transport Transformation Program

You can always check back and find all the latest information on the Evolving Transport Stay Informed site and bookmark the page.

This will be the second last edition where you will hear news and key updates from across the workstreams that make up our program of transformation. While we work through the transition and use of the new intranet portal we encourage you to stay up-to-date and continue using the existing Evolving Transport or Corporate Functions Review Stay Informed sites.

Equip is back in action

Equip is now back online for everyone! As part of our Evolving Transport work, we have successfully merged the TfNSW and RMS financial and reporting systems.

This means we are now operating under one single company as the Transport for NSW Equip company code 1000.

You can now:

• Access Employee Self-Service (ESS) and update your flex sheets and/or CATS timesheets with your work hours
• Overtime and Claims requests can be submitted
• Purchasing related activities such as raising shopping carts; vary POs; labour hire extensions can be completed
• PDRs can be updated and submitted in SuccessFactors
• All leave requests can be submitted

Support

If you have any issues please refer to the Changes in Equip page or contact TSS on 133 877.

Recruitment schedule for all Evolving Transport branches

With the determination of most of Groups A and B branches we have developed a handy recruitment schedule that will give you a look ahead of all the roles that will be advertised across our organisation. This schedule will be updated fortnightly so check back regularly.

One-stop-shop for all things Environment and Sustainability

Julie Morgan, Executive Director Environment and Sustainability, and her team have brought together environment and sustainability policies, procedures and guidelines into one framework.

The Environment and Sustainability Management Framework will provide clarity, consistency, and best practice when implementing their strategies for Transport programs and projects. Training will be rolling out in the coming months to show you how to use the Framework most effectively.

Check out the final framework endorsed by our executive.

Transport Stakeholder Engagement Framework

The Community and Stakeholder Relationships Workstream has been working to roll out the new stakeholder engagement framework which provides consistency in the way we engage with our external stakeholders. This framework sets out best practice engagement techniques to give us a more effective way of managing our stakeholders, the organisations, and people who are involved in our business.

The Team has also recently developed a Sponsorship and Stakeholder Engagement Calendar that will be updated by key stakeholders every month. The calendar will help us prepare and plan organisation-wide engagement opportunities such Deputy Secretary speaking engagements, major sporting event sponsorships, industry events, and community events like the Royal Easter Show.

Also, watch this space for more resources from the working group including:

• a digital portal with further stakeholder engagement information and templates
• a new tracking and reporting tool

If you want to find out more contact the Public Affairs and Marketing team at CSTPAM_Mailbox@transport.nsw.gov.au

The next edition will be our final

Our next Evolving Transport News will be our final newsletter as the program comes to a close, and it moves into implementation and embedding the frameworks, processes, and structures the program has delivered.

In the last newsletter we will provide you with an overview of the Evolving Transport achievements, success stories, and how we will continue the ongoing transition activities.

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

Welcome back! We hope you’ve had a safe and well-deserved break.

For this first edition in 2021, you will get news and key updates from across the workstreams that make up our program of transformation. You can also stay up-to-date with the latest information on each of the workstream intranet pages.

No access to Equip from Sunday evening 31 January to Sunday 14 February

The Evolving Transport Enablement work is underway to merge the operational and financial information of former RMS and TfNSW in Equip.

Equip will be unavailable for all TfNSW and former RMS users from 8.30pm Sunday 31 January until the afternoon of Sunday 14 February 2021. You will not be able to access Equip during this time which includes Employee and Manager Self Services.

What do I need to do in preparation?

• It is important that you complete all outstanding items in your Equip workflow as soon as possible (eg approve any outstanding leave requests from team members, receipt all goods, submit invoices for payment etc) in line with the due dates featured on the Stay Informed Changes in Equip page.
• Any outstanding open items not completed by the communicated due dates may be lost during migration.

Once the work is successfully completed and Equip is re-opened to all users on Sunday 14 February you will be notified via email which is anticipated to be during the afternoon.

Who is impacted?

All former RMS and TfNSW Equip users including the following functions:

• HR, including Employee Self Services (ESS) and Manager Self Services (MSS)
• Procurement
• Projects
• Finance
• Integrated Applications
• Equip Reporting
• Equip data extracts

Need further information?

Check out the latest information and FAQs on the Stay Informed Changes in Equip page or call the TSS Service Centre on 133 877.

Tips on how to stand out throughout the recruitment process

The Talent and Mobility team has created nine outstanding video animations to assist you in positioning yourself in the best way throughout the recruitment process.

These videos will give you great tips on:

• Transport’s recruitment process
• Creating a standout resume
• Research and preparation for interviews (in-person and on-video)
• Using the STAR technique, and
• How to ace an interview!

There are also three videos for Hiring Managers on the following topics:

• Transport’s process to hire
• Selecting the best candidate, and
• Providing effective feedback

Make sure you check them out on the bottom of this ET Stay Informed webpage, or click on the links on the right-hand panel.

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

In every edition you will hear news and key updates from across the 13 workstreams that make up our program of transformation. You can also stay up-to-date with the latest information on each of the workstream intranet pages.

Changes in Equip

From Friday 18 December, there will be changes to how we operate in Equip and we need to temporarily stop using certain functions and processes to merge the TfNSW and the former RMS as one which will include combining our financial and reporting systems. This is referred to as the ‘cutover’.

This means that you may need to use alternative ways to complete tasks.

While there will be minor changes to some processes from late December the majority of work will take place in January and February 2021 with no access to Equip on 1-13 February 2021. These temporary impacts are to TfNSW and former RMS users.

However, there will be two weekends where the whole of Transport (including agencies) will not be able to use Equip. These dates are 30-31 January and 6-7 February 2021.

Find out what you need to do on the Changes in Equip page.

Let’s celebrate our recent milestones

Our workstreams have been working hard to complete their commitments by the end of the year. Some of them include progressing the 65 bright ideas on financial sustainability, establishing a Talent Diversity Champions Group, and also collecting real-time fire reports from the NSW Rural Fire Service to keep our customers safe.

Have a look and find out more about each of the milestones.

Over 9500 pieces of feedback for the Group A and B branch consultations

Thank you for submitting your feedback throughout consultation. The majority of the feedback was related to these three areas:

• 64 per cent was about proposed structures
• 14 per cent was about your personal impact
• 12 per cent was about recruitment and filling roles

A reminder that official consultation has now closed for all branches this year, but if you have further questions about branch structures please contact your manager or branch leader directly.

Branches that were formerly part of Group C of Evolving Transport will be consulted on their proposed structures next year as part of the Corporate Functions Review Program.

Focus on diversity and inclusion

Our Talent, Development and Mobility Workstream has been working hard to meet our diversity and inclusion program commitments. A Talent Diversity Champions Group has been set up to continue to drive the conversation in Transport and roll out key initiatives.

Find out more on this group, what they’re doing, and who the champions are on the Talent, Development and Mobility Workstream page.

Update on Financial Sustainability: delivering on bright ideas

The Financial Sustainability Workstream (FS) received more than 65 ideas as part of the Bright Ideas Innovation Fund challenge, and has started to progress the top ideas to the funding stage.

These ideas will help us deliver on our FS objectives so we can afford to invest in the right things for our customers, communities, and the people of Transport with less reliance on taxpayer subsidies.

More updates on this in the New Year.

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

In every edition you will hear news and key updates from across the 13 workstreams that make up our program of transformation. You can also stay up-to-date with the latest information on each of the workstream intranet pages.

Equip cutover dates

Some functions and processes in Equip will be temporarily unavailable from late December and through to February 2021. This will enable us to merge the TfNSW and former RMS financial and reporting systems.

Download and use this handy checklist to make sure you’ve completed any necessary tasks in Equip, MyTransport, and MyIT before your holiday. More information and support will be shared over the coming weeks about how you can manage your work during this time.

Branch designs for Groups A and B: what happens after consultation

Now that most branches have closed their consultation, leaders are working towards branch determinations and setting a date to stand up their new structure.

To clarify the difference between determination and stand-up:

• Determination is when the decision on the final structure is made including any changes in response to feedback from consultation. No changes take effect at this stage but determination will provide certainty about the structure and any associated impacts.
• Stand-up is when the determined structure will come into effect and become operational including any reporting line changes and acting arrangements.
• A recruitment schedule will also be shared at determination so you know when vacant roles will be advertised for your branch.
• All current roles and structures will continue to remain in place until the final branch structure is stood up.

We know that employees are eager to move along quickly but we have to make sure we take the time to review and consider the many and varied feedback that has come through and understand the complexities of how these impact the design work.

Details on the timeline for your branch will be shared by your branch leader.

Open branch consultations

Consultations open for the following branches:

• CST Advanced Analytics and Insights: open until 4pm, Tuesday 1 December 2020
• CST Freight: open until 4pm, Tuesday 1 December 2020
• CST Customer Strategy and Experience: open until 4pm, Wednesday 2 December 2020
• SER Regulatory Operations: open until 4pm, Wednesday 2 December 2020
• NSW Maritime: open until 4pm, Wednesday 2 December 2020

Latest on Corporate Functions Review

For more information on the Corporate Functions Review please visit their dedicated Stay Informed website. You can also watch the recent livestream on this program to hear the latest.

Using data to make better decisions and meet customer needs

The Customer Experience and Measurement Workstream has delivered a significant change in the way Transport manages and measures customer experience. This change involves creating a foundation for ongoing customer-centric data analytics.

CST’s Advanced Analytics and Insights team (AAI) are partnering with divisions to determine where data and analytics can be used as part of the decision-making process. Read more about this on the Customer Experience and Measurement Workstream intranet page.

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

In every edition you will hear news and key updates from across the 13 workstreams that make up our program of transformation. You can also stay up-to-date on the latest roadmaps and workstream outputs on each of their intranet pages.

Workstream updates

Check out this infographic that highlights what’s recently been achieved.

Four of the thirteen workstreams have completed all their commitments. These teams are now in the process of embedding new ways of working and planning for the future.

Check out the following intranet pages to see the frameworks, maps, guidelines, and videos developed from the completed workstreams:

• Capital Projects
• Planning and Programs
• Governance
• Safety

The remaining nine workstreams are working through their commitments and you can expect to see more over the next month and in the New Year.

Open branch consultations

Here are the latest open consultations:

• IP Development: open until 4pm, Tuesday 17 November
• IP Regional Project Delivery: open until 4pm, Tuesday 17 November
• IP Sydney Project Delivery: open until 4pm Wednesday 18 November
• IP Rail Delivery: open until 4pm Wednesday 18 November
• IP Technical Services: open until 4pm Thursday 19 November
• IP Commercial, Performance and Strategy: open until 4pm Thursday 19 November
• SER Asset Management: open until 4pm Tuesday, 24 November
• CST Transport Planning: open until 4pm, Tuesday, 24 November
• SER Insights and Engagement: open until 4pm, Wednesday, 25 November
• CST Advanced Analytics and Insights: open until 4pm, Tuesday 1 December
• CST Freight: open until 4pm, Tuesday 1 December
• CST Customer Strategy and Experience: open until 4pm, Wednesday 2 December
• SER Regulatory Operations: open until 4pm, Wednesday 2 December

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

In every edition you will hear news and key updates from across the 13 workstreams that make up our program of transformation. You can also stay up-to-date on the latest roadmaps and workstream outputs on each of the workstream intranet pages.

Consolidating our approach to safety, health, and wellbeing

We’ve launched a new Safety Management Framework that outlines a consistent approach to health, safety, and wellbeing across Transport.

Check out the animation to learn more about how we’re simplifying our safety systems.

Subject matter experts across Transport are also continuing to work together to develop a suite of shared safety standards and implement the Safety Performance Reporting Standard.

Bright Ideas and Financial Sustainability innovations

There were so many outstanding and creative ideas from teams and individuals as part of the Bright Ideas challenge. An impressive 236 ideas were submitted for the challenge's Pitch to the Panel and Financial Sustainability categories. Check out the top eight Pitch to the Panel ideas that have been announced.

Some of the ideas that did not make it through to Pitch to the Panel will move into the Financial Sustainability program where they will be assessed as to whether they are feasible, and where they can potentially access up to $1 million in funding from a pool of $15 million that’s available.

You will hear more about these initiatives that will improve cost recovery for Transport in the coming months.

Open branch consultations

Consultations are now open for the following branches:

• GS Community and Place: open until 4pm, Friday 30 October 2020
• ROM Chief Customer Office: open until 4pm, Tuesday 3 November 2020
• ROM Community and Place: open until 4pm, Wednesday 3 November 2020
• GS Planning and Programs: open until 4pm, Thursday 12 November 2020
• ROM Network and Assets: open until 4pm, Friday 13 November 2020
• IP Development: open until 4pm, Tuesday 17 November 2020
• IP Regional Project Delivery: open until 4pm, Tuesday 17 November 2020
• IP Sydney Project Delivery: open until 4pm, Wednesday 18 November 2020
• IP Rail Delivery: open until 4pm, Wednesday 18 November 2020
• IP Technical Services: open until 4pm, Thursday 19 November 2020
• IP Commercial, Performance and Strategy: open until 4pm, Thursday 19 November 2020

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

In every edition you will hear news and key updates from across the 13 workstreams that make up our program of transformation. You can also stay up-to-date on the latest roadmaps and workstream outputs on each of the workstream intranet pages.

Follow-up on organisational design livestream

If you missed Monday’s livestream, catch up on what was discussed in this live recording. You’ll also find the key information on here about designing, filling, and standing up our structures.

From the comments we received, we’d like to share further helpful information and resources in the below articles on how to set yourself up for future role opportunities.

Also over the coming weeks, we’ll share more Q&As on our webpage to keep you up-to-date as you are progressing through branch design.

Workshops to help you prepare for role opportunities

Register online now for workshops on resume writing and ‘how to ace an interview’ to spruce up your skills in these.

Creating a standout resume workshop session dates

• October: 27, 28
• November: 4, 5, 9, 11, 18, 19, 24, 25, 30
• December: 3, 7, 8, 17, 18

Session times and further details can be found by enrolling via Equip: course code RAI02B.

How to ace an interview workshop session dates

• October: 27, 29
• November: 4, 6, 9, 12, 20, 24, 25, 30
• December: 2, 7, 8, 17

Session times and further details can be found by enrolling via Equip: course code RAI03K.

For further information, make sure to check out our dedicated webpage.

Create a candidate profile and get job alerts in Equip

Transport Equip has a ‘People Systems’ tile to help you start a job search and create a candidate profile. Now is the perfect time to update your internal profile and get customised job alerts so you don’t miss out on any opportunities.

Here are some helpful links to get you started:

• Check out this guide and video on how to access, search, and apply on our internal careers website
• See how you can subscribe to job alerts on this guide and video
• Refer a role to friend by following this guide and video
• Here is the link to frequently asked questions about internal candidates

Open branch consultations for feedback

• GS Community and Place: open until 4pm, Friday 30 October 2020
• ROM Chief Customer Office: open until 4pm, Tuesday 3 November 2020
• ROM Community and Place: open until 4pm, Wednesday 3 November 2020
• GS Planning and Programs: open until 4pm, Thursday 12 November 2020
• ROM Network and Assets: open until 4pm, Friday 13 November 2020

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

In every edition you will hear news and key updates from across the 13 workstreams that make up our program of transformation. You can also stay up-to-date on the latest roadmaps and workstream outputs on each of the workstream intranet pages.

Your Invitation: deep-dive session into organisational design

Please join us on Monday 19 October at 12 noon for a deep-dive session into Evolving Transport’s organisational design, hosted by Secretary Rodd Staples and Chief People Officer Kirsten Watson.

We’ll also be talking to a branch leader currently in the design process so you’ll hear firsthand about their experience including the latest updates about:

• The consultation process that branches are currently going through and where each branch is up to,
• Timings of the organisational design program,
• How roles will be filled including information about redundancy and available support services, and
• How to stay up-to-date with the latest opportunities in other branches.

There will be any opportunity to ask questions during this session. Please note: we will run a separate session about the corporate functions review in the coming weeks.

To join the livestream

1. Please click here on Monday 19 October at 12pm
2. Click ‘Join on the web’
3. Log in using your email address and network password

Five branches open for consultations

We have opened consultations for the following five proposed detailed branch designs:

• GS: Commercial (part of Finance and Commercial), and also Community and Place
• ROM: Commercial (part of Finance and Commercial), and also Planning and Programs
• CST: Technology and Innovation

Also, you can now view the determined GS Operations final top-line structure in the info pack on their intranet page.

Each of these branches have gone through a rigorous design and approvals process to ensure they thoroughly address factors such as customer and community service, safety, risk, and efficiency to make for stronger and aligned designs.

Stay up-to-date on the list of open branch consultations and determinations on the Evolving Transport intranet page. You can also see the progress for each branch on our Stay Informed site.

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.

In every edition you will hear news and key updates from across the 13 workstreams that make up our program of transformation. You can also stay up-to-date on the latest roadmaps and workstream outputs on each of the workstream intranet pages.

Company code merge moves to early 2021

The implementation date for creating a single company code in our systems for TfNSW and the former RMS will be moving to February 2021.

There are a few reasons why the timeline has shifted including Treasury budget requirement delays and the need to maintain alignment with organisational design timelines.

We’ll keep you up-to-date with more information on the cutover in the coming months and what that means for you in your day-to-day role.

Senior executive and senior manager outplacement program

Earlier this year while adapting to Coronavirus, we made some temporary changes to how we were implementing organisational reforms which included pausing redundancy exits.

Now as we work towards finalising our organisational reforms and changes we have decided to lift Transport’s pause on senior executive and senior manager redundancies (TSSE and TSSM). This means we are restarting the process for our senior employees who do not secure a position in a new structure.

With an awareness of the additional challenges people will face in the external job market we are providing a six-month outplacement program for our senior employees who leave Transport with a redundancy through the current reforms. The outplacement program supports our people with individual coaching, facilities, education, and support to prepare them as well as possible to secure their next role.

Find out the full details on this Stay Informed webpage and contact information in the support services fact sheet.

Bright Ideas challenges closing soon!

You still have a chance to share your bright ideas on Pitch to the Panel or Financial Sustainability Innovation Fund before they close next week.

As mentioned in our recent livestream, some great ideas people have shared include pop-up cafes on bikes paths, acoustic systems to make Light Rail safer for pedestrian and cyclists, and solar-powered bus stops for real-time information, among many others.

Go in and have a look, like the ideas, comment or share your own ideas: https://brightideas.transport.nsw.gov.au/

Raise the profile of your risk management

The TfNSW Enterprise Risk Management team has developed a schedule of services that can help you improve the quality and outcomes of risk management within your division.

Have a look at how the Enterprise Risk Management team can help you and your team, especially risk managers and risk subject matter specialists, such as safety and asset managers. More information can be found in our Enterprise Risk Management Framework and on the Governance Workstream intranet page.

Email TERM@transport.nsw.gov.au for advice on how your division can improve its risk management processes.

To find the latest news about this program, visit this page regularly or click here to subscribe. If you no longer wish to receive these updates you can click here to unsubscribe.