Doing your job during change

The legislation has been in effect since 1 December 2019, bringing Transport for NSW (TfNSW) and Roads and Maritime Services (RMS) together as one organisation.

This significant milestone enables us to take the next steps in strengthening our ability to deliver integrated transport solutions across NSW and better customer and community outcomes.

Since 1 December, the functions and responsibilities of RMS and TfNSW are being performed by the integrated TfNSW organisation, and any references to RMS will be legally taken to mean TfNSW automatically. This includes references in existing documents or in legal proceedings already underway.

We are going to roll out changes such as to brand, delegations, policies and procedures, IT, and finance and procurement in a phased and ordered way to minimise the impact on our current operations.

Since 3 February 2020, there will be changes to our IT systems and processes to stand up our new top level leadership. As part of these changes, there will be people leaders who transition from cost centre 3000 (RMS) to 1000 (TfNSW).

For admin and business support teams working with people leaders moving into new roles, it will be necessary to update access to some applications and change some processes.

Emails and calendar

  • Leaders moving from cost centre 3000 to 1000 will need to re-establish access to Outlook Mail and Calendar for their admin support teams. The People Leader will need to add their admin support as a delegate.
  • Admin support team members will need to add their People Leader’s mailbox to their Outlook once the People Leader has provided access.
  • Instructions for delegate access:

Travel bookings

  • There are two different processes for travel bookings. The process for travel bookings is based on the traveller.
  • Once the travel has been submitted through Equip and approved:
    • If the travelling employee is in cost centre 3000 (RMS), please book travel via FCM.
    • Where the travelling employee is in cost centre 1000 (TfNSW), please book travel through Transport Shared Services (TSS).
  • This means if you are an admin support person booking travel on behalf of someone else, you must use the travel booking process for the cost centre of the traveller. For example, if you are an admin support person and your role is in a 3000 cost centre, and you are booking travel for a leader in cost centre 1000, you must use the TfNSW travel booking process.

Email distribution lists

  • Admin support teams need to update distribution lists for their teams.
  • Refer to the Managing Your Distribution List guide for help to add or delete members of your list.
  • Ownership of a distribution list can now be owned by the business, not MyIT. If you don’t have access to edit your distribution list, contact MyIT using the MyIT self-service portal or contact MyIT on 133 148.

Access and equipment

Work is underway to bring the RMS and TfNSW networks together, including reporting line movements and delegation workflows for leaders. The majority of the system changes will happen progressively to minimise disruption to our day-to-day operations.

Emails and logins

  • Most employees with a @rms email address were transitioned to a @transport email address in December 2019. Employees will still be able to receive emails from their @rms email address, but they will only be able to send from their new email address.
  • We expect to finalise the transition for employees with a @tmc email address by end March 2020.

Devices and operating system

  • There will be no changes to IT equipment like laptops, desktop computers or iPads, so please continue to use your current devices in the same way.
  • Computers and laptops are being updated to the Windows 10 operating system to enable better integration of the TfNSW and RMS network.

Document storage and sharing

  • Continue using Objective until further notice, in line with our record keeping responsibilities under the State Records Act.

Directory updates

  • 2020 saw the launch of the combined organisational chart and phone directory across the Transport cluster called PeopleConnect. The new cloud-based directory will integrate multiple sources to show accurate employee data. You will be able to update some of your own information including phone numbers and skills and experience.
  • The Outlook address book will continue to be updated to reflect organisational changes as they occur.

IT support

  • There is no changes to IT support services, so please continue using the MyIT self-service portal or contact MyIT on 133 148.

Policies and procedures

  • Until such time as they're replaced by integrated agency documents, policies and procedures remain the same, so please continue to follow your usual policies and procedures until further notice. This means that former RMS employees should continue to follow RMS policies and procedures and staff who were employed by TfNSW before 1 December 2019 should continue to follow TfNSW policies and procedures.
  • RMS and TfNSW policies and procedures are being reviewed for consistency and alignment and will be integrated over time. As of 30 March 2020, a number of legacy RMS and TfNSW People and Culture policies and procedures have now been replaced by integrated agency procedures. The replacement procedures can be seen here.
  • Policies relating to employment conditions (for example, Awards) will remain unchanged as will cluster-wide policies.
  • Some policies and procedures are mandated as part of our delegations. In these cases, staff exercising the delegations will need to comply with those policies and procedures, regardless of whether they are employed in code 1000 or 3000. This will change progressively with the integration of delegations and systems.
  • Leaders need to be aware of the awards, policies and procedures applying to the staff who report to them and apply the relevant policy and procedure. For example, a leader with teams from the former RMS reporting to them will need to follow the relevant RMS policy/procedure for decisions referred to them for approvals until it is replaced by an integrated agency procedure.
  • If you have any questions about policies or procedures, please contact corporatepolicy@transport.nsw.gov.au.

Delegations

  • Separate delegations will continue to apply from 1 December 2019, and these will be reviewed and integrated in 2020.
  • TfNSW Delegations will continue to apply to all staff within a cost code starting with 1000. TfNSW staff prior to 1 December will continue to be allocated to these cost codes and continue to use these delegations. Cost centre information can be confirmed in your Employee Profile on the Equip Self Service page.
  • TfNSW Delegations Book (relating to the former RMS functions) will apply to staff within a cost code commencing with 3000 and for staff exercising functions relating to that cost code. RMS staff prior to 1 December continue to be allocated to these cost codes and continue to use these delegations. Cost code information can be confirmed on Equip and on the RMS intranet phone guide.
  • From 1 December, the Delegations Book will refer to the functions of the former RMS as “Part 2A Functions”. This aligns with the legislation as the former RMS functions are grouped under Schedule 1 Part 2A of the Transport Administration Act. Staff undertaking any of those functions will need to refer to the Delegations Book to ensure they have the relevant delegations.

HR Delegations

  • To support Evolving Transport, changes have been made to a number of Employment and Industrial Relations Delegations.
  • These changes support the implementation of the top line structure in People and Culture business partnering and the creation of the executive director and director roles.
  • The updated delegations makes the process for approving requests related to hiring and managing people simpler and quicker.
  • The changes affect the TfNSW agency only.
  • The items within the delegations will remain the same. Minor changes will be made to reflect the integration of TfNSW and RMS, but references to RMS Group will continue to remain in the document.


Recruitment

  • Recruitment during the transition to our new operating model is continuting as follows:
    • Where recruitment is for a role in an area not common to both agencies, and requires technical and specialist capacity, normal recruitment, including ongoing offers of employment continues
    • Where recruitment is for a role in an area that is common to both the former RMS and TfNSW , the recruitment process may proceed as limited duration employment for up to one year. Where this principle limits fulfilling business needs, a submission can be made to the Governance Committee for consideration of an exemption.
    • You will be advised when recruitment returns to business as usual.

Award and conditions

  • There will be no impact to your employment conditions as a result of the integration of RMS and TfNSW – this includes leave entitlements, continuity of service, pay or superannuation arrangements. The Award that applies to your classification of work will continue to apply.

Reporting lines and the establishment system

  • Reporting lines for RMS and TfNSW staff below Executive Director level remain unchanged at the current time, with the exception of a small number of leaders. In these instances reporting line changes have been communicated directly to those involved.
  • Unless you’ve received a direct communication, all Financial and HR workflows like leave requests and shopping carts in Transport Equip will continue to go to your current manager as normal.

Job titles

  • Job titles will remain the same in systems like Transport Equip, Outlook and the phone directories on intranets.

Flexible working, timesheets and leave

A new Transport for NSW, Sydney Metro and Roads and Maritime Services Flexible Working Hours Agreement commenced in February 2020. It provides for the following changes to flexible working hours:
  • An extended bandwidth from 6am to 8pm Monday to Friday.
  • An extended settlement period of 12 weeks.
  • Ability to take up to six flex days in the 12 week settlement period subject to operational requirements and manager approval.
  • Ability to bank up to a maximum of five unused flex days to be used during the annual closedown period in December.
For staff working under the Flexible Working Hours arrangements, increased working time through an expanded bandwidth of 6am to 8pm will allow Transport for NSW to support its operational and customer service requirements. It will also allow individual employees to have greater flexibility on when and how long they work, subject to operational requirements.


Find out more by reading the FAQs and the Guide for People Leaders.

Diversity and inclusion

  • We are committed to creating a safe, supportive and inclusive culture across the cluster where everyone feels valued and respected. RMS established several successful networks that support diversity groups, including:
    • Aboriginal Employee Network
    • Enable Network: for Employees with a disability, carers and their friends
    • Ally Network: for employees who identify as lesbian, gay, bisexual, transgender, intersex or queer (LGBTIQ), or support those who do
    • WiSE: for male and female employees who support improving gender equality, inclusive culture and representation of women in Science, Technology, Engineering, Mathematics and Construction roles.


TfNSW and RMS Finance teams have been working together to assess the impact of Evolving Transport on finance policies, processes, systems and reporting. Below are some key points to note:

  • The RMS final accounts will be prepared as at 30 November 2019, however, due to the Equip systems not planning to be merged until mid-2020, it is imperative that costs (capex and opex) and revenue that were previously recorded in RMS (company code 3000) continue to be recorded this way for the remainder of this financial year.
  • This process may result in an increase in inter-company billings to and from RMS and TfNSW (and other agencies in the Cluster) to ensure that expenses and revenues are recognised in the correct entities.
  • Until further notice, RMS related tax invoices should continue to be raised under the RMS name and ABN. We will provide a further update on this should anything change.
  • The current financial year budgets have been developed and set under the new Evolving Transport divisional structures, however budgets still exist in the two separate agencies, and it is important to ensure that expenses are booked in the same location as the budget.
  • As organisation structural change continues and new roles, projects and profit/cost centres are created, please consider where the budget sits and whether inter-company billing is required.
  • The organisation structural changes between now and the company codes being merged will also result in a number of functional transfers between divisions and these will be managed by Group Finance on a case by case basis to ensure that budgets remain in the appropriate areas.
  • There are no changes to General Ledger (GL) codes at this time.
  • For the remainder of this financial year, RMS related tax invoices should continue to be raised under the RMS name and ABN (we have negotiated a grace period with the Australian Taxation Office to have this changed over in July 2020).
  • System Business Roles (SBRs) are currently being reviewed to ensure people have the access and visibility required, additional details will be provided on this shortly.

Separate communications will be centrally sent to vendors to explain the impact and changes of the legislation. View a copy of the communication for your information. The key things to note are as follows:

Existing Contracts – no changes required

  • Contracts with vendors will continue as normal until otherwise advised.
  • Transport representatives or any other named personnel in contracts remain unchanged.
  • Addresses for services remain unchanged.
  • Day to day communications should continue with current points of contact.
  • Vendors should continue to invoice RMS and TfNSW as per the current contracts in the usual way.

Invoicing – ABNs remain unchanged during a transition period

  • Invoices should still be issued by suppliers in the usual way.
  • Any invoice or claim already submitted does not need to be re-submitted.
  • Suppliers should continue to use the same ABN while we undergo our transition period over coming months. That is;
    • If services were provided to the former RMS (now TfNSW): Invoices should continue to be issued using the RMS ABN: 76 236 371 088 until further notice, or
    • If the former RMS (now TfNSW) provides services or invoices another party: Payments should continue to be made using the RMS ABN: 76 236 371 088 until further notice.
  • Our transition period is expected to continue for several months. Further communications will be issued well in advance of the date when the RMS ABN will no longer be used, to assist our people and suppliers to complete the transition.

In-flight RMS procurements

  • Any RMS procurement already underway must be finalised under a contract with TfNSW.
  • It is recommended that you do not change any documentation or communications until a preferred bidder is selected, to avoid confusion and unnecessary rework.
  • You may therefore continue procurements without change until you enter direct discussions with a preferred bidder. When you start to engage directly with the preferred bidder, you will need to explain the integration of RMS and TfNSW and proceed with all discussions and communications referencing TfNSW.
  • Any quotes or responses from suppliers already submitted will not need to be re-submitted.
  • Where you are in initial stages of market engagement (for example, conducting market sounding activities), it is recommended that you engage as TfNSW where it is practical to do so. This decision should be based on avoiding delays to procurement timeframes or impacts to operations or suppliers. This is shown below.

Branding and entity on procurement documents

  • Any procurement document already issued or in the market does not need to be updated or re-issued (e.g. RFx documents or notices on eTender).
  • Any procurement document due to be issued soon should be changed from references to RMS to TfNSW where it is practical to do so without significantly impacting procurement timeframes or business operations.

Procurement process

  • There will be no change to the current procurement processes, so please continue using your current process for shopping carts and CM21 contracts and PO and contract variations until otherwise advised.
  • The only change in Equip will be updated financial approval workflows at the Executive Director level and above.
  • For everyone else, financial approval workflows will not change so shopping carts in Equip will continue to go to your current manager.
  • We will look to integrate TfNSW and RMS financial delegations in 2020. How this is done will depend on systems and we will communicate once more detail is known.

Inflight financial approval workflows

  • For the vast majority of staff, workflow approvals for inflight shopping carts will not change.
  • For transactions that need Executive Director and above level approval in Equip (e.g. contracts and PO approvals, variations, financial workflow approvals) these will be automatically updated to reflect these leaders’ positions in the new divisions.

RMS related security undertakings and parent company guarantees

  • While legislation does not require securities or guarantees to be re-issued, and we continue to retain the full benefit of any security issued to RMS, it is recommended that these are re-issued in TfNSW name to prevent any future delays should we need to call upon them. The decision whether to request a new security should be made by the project director on the basis of risk, considering the nature of each individual project and advice from your legal business partner should be sought.

Contacts

If you need advice around procurement changes and what you need to do, please email RMS goods and services inquiries or RMS construction contract inquiries.

Intranets

  • Since 1 December 2019, the RMS and TfNSW intranets are remaining as is for now. A project is underway to bring these together.
  • The RMS and TfNSW phone books / people searches will remain as is. In 2020, we launched a new, combined organisational chart and phone directory across the Transport cluster called PeopleConnect. The new cloud-based directory will integrate multiple sources to show accurate employee data. You will be able to update some of your own information including phone numbers and skills and experience.

Websites

  • The RMS and TfNSW corporate websites will both remain as is until further notice. The plan is to integrate them in future.
  • In the meantime, please use roads-maritime.transport.nsw.gov.au rather than rms.nsw.gov.au when directing people to the existing RMS website.

E-mail signatures

  • Everyone needs to have a Transport for NSW email signature. Details on how to update your signature can be found herepadlock

Branded materials and templates

  • Refer to the Branding Quick Guidepadlock to help you update branding across a broad range of applications from office tools such as email signatures and stationery, though to customer facing elements.
  • Everyone should now use TfNSW branded tools and templates. These are available on the intranet or the E-toolkit.
  • This includes PowerPoint and factsheet templates, briefing notes, memos, meeting agendas, templates for community notices and other customer communications templates in the E-toolkit, letterhead, stationery, business cards and regulatory documents.
  • If you need to order any new printed materials contact brandevolve@transport.nsw.gov.au.

Uniforms, fleet, vessels & signage

  • Branding for uniforms, fleet, vessels, project signage and office signage, should be updated according to the Branding Quick Guidepadlock
  • Uniforms should feature the NSW Government logo and should be updated according to Divisional requirements. The expectation is that all rebranding will be complete by June 2022.
  • If you have any questions, contact brandevolve@transport.nsw.gov.au.

Communicating with customers, stakeholders and suppliers

  • We are in the process of sending an update to all stakeholders. You can view a copy here for your information, however you do not need to send them out to anyone as this is being managed centrally.
  • Everyone should refer to themselves as working for Transport for NSW in their phone calls, conversations and correspondence with suppliers, stakeholders and customers.
  • View these talking points to help you answer questions when speaking with customers, stakeholders and supplier.
  • The separate Safety Management Systems of RMS and TfNSW will continue to operate while the Safety teams work together to map them into one integrated Safety Management System. This will take some time and more information will be shared once available.
  • In the meantime, please continue using your usual safety management systems and hazard and incident reporting systems until further notice.
  • Managers should discuss with new staff the safety management system that applies to their position.
  • For any safety-related questions, please contact the TfNSW or RMS Safety teams.

The legislation has been in effect since 1 December 2019, bringing Transport for NSW (TfNSW) and Roads and Maritime Services (RMS) together as one organisation.

This significant milestone enables us to take the next steps in strengthening our ability to deliver integrated transport solutions across NSW and better customer and community outcomes.

Since 1 December, the functions and responsibilities of RMS and TfNSW are being performed by the integrated TfNSW organisation, and any references to RMS will be legally taken to mean TfNSW automatically. This includes references in existing documents or in legal proceedings already underway.

We are going to roll out changes such as to brand, delegations, policies and procedures, IT, and finance and procurement in a phased and ordered way to minimise the impact on our current operations.

Since 3 February 2020, there will be changes to our IT systems and processes to stand up our new top level leadership. As part of these changes, there will be people leaders who transition from cost centre 3000 (RMS) to 1000 (TfNSW).

For admin and business support teams working with people leaders moving into new roles, it will be necessary to update access to some applications and change some processes.

Emails and calendar

  • Leaders moving from cost centre 3000 to 1000 will need to re-establish access to Outlook Mail and Calendar for their admin support teams. The People Leader will need to add their admin support as a delegate.
  • Admin support team members will need to add their People Leader’s mailbox to their Outlook once the People Leader has provided access.
  • Instructions for delegate access:

Travel bookings

  • There are two different processes for travel bookings. The process for travel bookings is based on the traveller.
  • Once the travel has been submitted through Equip and approved:
    • If the travelling employee is in cost centre 3000 (RMS), please book travel via FCM.
    • Where the travelling employee is in cost centre 1000 (TfNSW), please book travel through Transport Shared Services (TSS).
  • This means if you are an admin support person booking travel on behalf of someone else, you must use the travel booking process for the cost centre of the traveller. For example, if you are an admin support person and your role is in a 3000 cost centre, and you are booking travel for a leader in cost centre 1000, you must use the TfNSW travel booking process.

Email distribution lists

  • Admin support teams need to update distribution lists for their teams.
  • Refer to the Managing Your Distribution List guide for help to add or delete members of your list.
  • Ownership of a distribution list can now be owned by the business, not MyIT. If you don’t have access to edit your distribution list, contact MyIT using the MyIT self-service portal or contact MyIT on 133 148.

Access and equipment

Work is underway to bring the RMS and TfNSW networks together, including reporting line movements and delegation workflows for leaders. The majority of the system changes will happen progressively to minimise disruption to our day-to-day operations.

Emails and logins

  • Most employees with a @rms email address were transitioned to a @transport email address in December 2019. Employees will still be able to receive emails from their @rms email address, but they will only be able to send from their new email address.
  • We expect to finalise the transition for employees with a @tmc email address by end March 2020.

Devices and operating system

  • There will be no changes to IT equipment like laptops, desktop computers or iPads, so please continue to use your current devices in the same way.
  • Computers and laptops are being updated to the Windows 10 operating system to enable better integration of the TfNSW and RMS network.

Document storage and sharing

  • Continue using Objective until further notice, in line with our record keeping responsibilities under the State Records Act.

Directory updates

  • 2020 saw the launch of the combined organisational chart and phone directory across the Transport cluster called PeopleConnect. The new cloud-based directory will integrate multiple sources to show accurate employee data. You will be able to update some of your own information including phone numbers and skills and experience.
  • The Outlook address book will continue to be updated to reflect organisational changes as they occur.

IT support

  • There is no changes to IT support services, so please continue using the MyIT self-service portal or contact MyIT on 133 148.

Policies and procedures

  • Until such time as they're replaced by integrated agency documents, policies and procedures remain the same, so please continue to follow your usual policies and procedures until further notice. This means that former RMS employees should continue to follow RMS policies and procedures and staff who were employed by TfNSW before 1 December 2019 should continue to follow TfNSW policies and procedures.
  • RMS and TfNSW policies and procedures are being reviewed for consistency and alignment and will be integrated over time. As of 30 March 2020, a number of legacy RMS and TfNSW People and Culture policies and procedures have now been replaced by integrated agency procedures. The replacement procedures can be seen here.
  • Policies relating to employment conditions (for example, Awards) will remain unchanged as will cluster-wide policies.
  • Some policies and procedures are mandated as part of our delegations. In these cases, staff exercising the delegations will need to comply with those policies and procedures, regardless of whether they are employed in code 1000 or 3000. This will change progressively with the integration of delegations and systems.
  • Leaders need to be aware of the awards, policies and procedures applying to the staff who report to them and apply the relevant policy and procedure. For example, a leader with teams from the former RMS reporting to them will need to follow the relevant RMS policy/procedure for decisions referred to them for approvals until it is replaced by an integrated agency procedure.
  • If you have any questions about policies or procedures, please contact corporatepolicy@transport.nsw.gov.au.

Delegations

  • Separate delegations will continue to apply from 1 December 2019, and these will be reviewed and integrated in 2020.
  • TfNSW Delegations will continue to apply to all staff within a cost code starting with 1000. TfNSW staff prior to 1 December will continue to be allocated to these cost codes and continue to use these delegations. Cost centre information can be confirmed in your Employee Profile on the Equip Self Service page.
  • TfNSW Delegations Book (relating to the former RMS functions) will apply to staff within a cost code commencing with 3000 and for staff exercising functions relating to that cost code. RMS staff prior to 1 December continue to be allocated to these cost codes and continue to use these delegations. Cost code information can be confirmed on Equip and on the RMS intranet phone guide.
  • From 1 December, the Delegations Book will refer to the functions of the former RMS as “Part 2A Functions”. This aligns with the legislation as the former RMS functions are grouped under Schedule 1 Part 2A of the Transport Administration Act. Staff undertaking any of those functions will need to refer to the Delegations Book to ensure they have the relevant delegations.

HR Delegations

  • To support Evolving Transport, changes have been made to a number of Employment and Industrial Relations Delegations.
  • These changes support the implementation of the top line structure in People and Culture business partnering and the creation of the executive director and director roles.
  • The updated delegations makes the process for approving requests related to hiring and managing people simpler and quicker.
  • The changes affect the TfNSW agency only.
  • The items within the delegations will remain the same. Minor changes will be made to reflect the integration of TfNSW and RMS, but references to RMS Group will continue to remain in the document.


Recruitment

  • Recruitment during the transition to our new operating model is continuting as follows:
    • Where recruitment is for a role in an area not common to both agencies, and requires technical and specialist capacity, normal recruitment, including ongoing offers of employment continues
    • Where recruitment is for a role in an area that is common to both the former RMS and TfNSW , the recruitment process may proceed as limited duration employment for up to one year. Where this principle limits fulfilling business needs, a submission can be made to the Governance Committee for consideration of an exemption.
    • You will be advised when recruitment returns to business as usual.

Award and conditions

  • There will be no impact to your employment conditions as a result of the integration of RMS and TfNSW – this includes leave entitlements, continuity of service, pay or superannuation arrangements. The Award that applies to your classification of work will continue to apply.

Reporting lines and the establishment system

  • Reporting lines for RMS and TfNSW staff below Executive Director level remain unchanged at the current time, with the exception of a small number of leaders. In these instances reporting line changes have been communicated directly to those involved.
  • Unless you’ve received a direct communication, all Financial and HR workflows like leave requests and shopping carts in Transport Equip will continue to go to your current manager as normal.

Job titles

  • Job titles will remain the same in systems like Transport Equip, Outlook and the phone directories on intranets.

Flexible working, timesheets and leave

A new Transport for NSW, Sydney Metro and Roads and Maritime Services Flexible Working Hours Agreement commenced in February 2020. It provides for the following changes to flexible working hours:
  • An extended bandwidth from 6am to 8pm Monday to Friday.
  • An extended settlement period of 12 weeks.
  • Ability to take up to six flex days in the 12 week settlement period subject to operational requirements and manager approval.
  • Ability to bank up to a maximum of five unused flex days to be used during the annual closedown period in December.
For staff working under the Flexible Working Hours arrangements, increased working time through an expanded bandwidth of 6am to 8pm will allow Transport for NSW to support its operational and customer service requirements. It will also allow individual employees to have greater flexibility on when and how long they work, subject to operational requirements.


Find out more by reading the FAQs and the Guide for People Leaders.

Diversity and inclusion

  • We are committed to creating a safe, supportive and inclusive culture across the cluster where everyone feels valued and respected. RMS established several successful networks that support diversity groups, including:
    • Aboriginal Employee Network
    • Enable Network: for Employees with a disability, carers and their friends
    • Ally Network: for employees who identify as lesbian, gay, bisexual, transgender, intersex or queer (LGBTIQ), or support those who do
    • WiSE: for male and female employees who support improving gender equality, inclusive culture and representation of women in Science, Technology, Engineering, Mathematics and Construction roles.


TfNSW and RMS Finance teams have been working together to assess the impact of Evolving Transport on finance policies, processes, systems and reporting. Below are some key points to note:

  • The RMS final accounts will be prepared as at 30 November 2019, however, due to the Equip systems not planning to be merged until mid-2020, it is imperative that costs (capex and opex) and revenue that were previously recorded in RMS (company code 3000) continue to be recorded this way for the remainder of this financial year.
  • This process may result in an increase in inter-company billings to and from RMS and TfNSW (and other agencies in the Cluster) to ensure that expenses and revenues are recognised in the correct entities.
  • Until further notice, RMS related tax invoices should continue to be raised under the RMS name and ABN. We will provide a further update on this should anything change.
  • The current financial year budgets have been developed and set under the new Evolving Transport divisional structures, however budgets still exist in the two separate agencies, and it is important to ensure that expenses are booked in the same location as the budget.
  • As organisation structural change continues and new roles, projects and profit/cost centres are created, please consider where the budget sits and whether inter-company billing is required.
  • The organisation structural changes between now and the company codes being merged will also result in a number of functional transfers between divisions and these will be managed by Group Finance on a case by case basis to ensure that budgets remain in the appropriate areas.
  • There are no changes to General Ledger (GL) codes at this time.
  • For the remainder of this financial year, RMS related tax invoices should continue to be raised under the RMS name and ABN (we have negotiated a grace period with the Australian Taxation Office to have this changed over in July 2020).
  • System Business Roles (SBRs) are currently being reviewed to ensure people have the access and visibility required, additional details will be provided on this shortly.

Separate communications will be centrally sent to vendors to explain the impact and changes of the legislation. View a copy of the communication for your information. The key things to note are as follows:

Existing Contracts – no changes required

  • Contracts with vendors will continue as normal until otherwise advised.
  • Transport representatives or any other named personnel in contracts remain unchanged.
  • Addresses for services remain unchanged.
  • Day to day communications should continue with current points of contact.
  • Vendors should continue to invoice RMS and TfNSW as per the current contracts in the usual way.

Invoicing – ABNs remain unchanged during a transition period

  • Invoices should still be issued by suppliers in the usual way.
  • Any invoice or claim already submitted does not need to be re-submitted.
  • Suppliers should continue to use the same ABN while we undergo our transition period over coming months. That is;
    • If services were provided to the former RMS (now TfNSW): Invoices should continue to be issued using the RMS ABN: 76 236 371 088 until further notice, or
    • If the former RMS (now TfNSW) provides services or invoices another party: Payments should continue to be made using the RMS ABN: 76 236 371 088 until further notice.
  • Our transition period is expected to continue for several months. Further communications will be issued well in advance of the date when the RMS ABN will no longer be used, to assist our people and suppliers to complete the transition.

In-flight RMS procurements

  • Any RMS procurement already underway must be finalised under a contract with TfNSW.
  • It is recommended that you do not change any documentation or communications until a preferred bidder is selected, to avoid confusion and unnecessary rework.
  • You may therefore continue procurements without change until you enter direct discussions with a preferred bidder. When you start to engage directly with the preferred bidder, you will need to explain the integration of RMS and TfNSW and proceed with all discussions and communications referencing TfNSW.
  • Any quotes or responses from suppliers already submitted will not need to be re-submitted.
  • Where you are in initial stages of market engagement (for example, conducting market sounding activities), it is recommended that you engage as TfNSW where it is practical to do so. This decision should be based on avoiding delays to procurement timeframes or impacts to operations or suppliers. This is shown below.

Branding and entity on procurement documents

  • Any procurement document already issued or in the market does not need to be updated or re-issued (e.g. RFx documents or notices on eTender).
  • Any procurement document due to be issued soon should be changed from references to RMS to TfNSW where it is practical to do so without significantly impacting procurement timeframes or business operations.

Procurement process

  • There will be no change to the current procurement processes, so please continue using your current process for shopping carts and CM21 contracts and PO and contract variations until otherwise advised.
  • The only change in Equip will be updated financial approval workflows at the Executive Director level and above.
  • For everyone else, financial approval workflows will not change so shopping carts in Equip will continue to go to your current manager.
  • We will look to integrate TfNSW and RMS financial delegations in 2020. How this is done will depend on systems and we will communicate once more detail is known.

Inflight financial approval workflows

  • For the vast majority of staff, workflow approvals for inflight shopping carts will not change.
  • For transactions that need Executive Director and above level approval in Equip (e.g. contracts and PO approvals, variations, financial workflow approvals) these will be automatically updated to reflect these leaders’ positions in the new divisions.

RMS related security undertakings and parent company guarantees

  • While legislation does not require securities or guarantees to be re-issued, and we continue to retain the full benefit of any security issued to RMS, it is recommended that these are re-issued in TfNSW name to prevent any future delays should we need to call upon them. The decision whether to request a new security should be made by the project director on the basis of risk, considering the nature of each individual project and advice from your legal business partner should be sought.

Contacts

If you need advice around procurement changes and what you need to do, please email RMS goods and services inquiries or RMS construction contract inquiries.

Intranets

  • Since 1 December 2019, the RMS and TfNSW intranets are remaining as is for now. A project is underway to bring these together.
  • The RMS and TfNSW phone books / people searches will remain as is. In 2020, we launched a new, combined organisational chart and phone directory across the Transport cluster called PeopleConnect. The new cloud-based directory will integrate multiple sources to show accurate employee data. You will be able to update some of your own information including phone numbers and skills and experience.

Websites

  • The RMS and TfNSW corporate websites will both remain as is until further notice. The plan is to integrate them in future.
  • In the meantime, please use roads-maritime.transport.nsw.gov.au rather than rms.nsw.gov.au when directing people to the existing RMS website.

E-mail signatures

  • Everyone needs to have a Transport for NSW email signature. Details on how to update your signature can be found herepadlock

Branded materials and templates

  • Refer to the Branding Quick Guidepadlock to help you update branding across a broad range of applications from office tools such as email signatures and stationery, though to customer facing elements.
  • Everyone should now use TfNSW branded tools and templates. These are available on the intranet or the E-toolkit.
  • This includes PowerPoint and factsheet templates, briefing notes, memos, meeting agendas, templates for community notices and other customer communications templates in the E-toolkit, letterhead, stationery, business cards and regulatory documents.
  • If you need to order any new printed materials contact brandevolve@transport.nsw.gov.au.

Uniforms, fleet, vessels & signage

  • Branding for uniforms, fleet, vessels, project signage and office signage, should be updated according to the Branding Quick Guidepadlock
  • Uniforms should feature the NSW Government logo and should be updated according to Divisional requirements. The expectation is that all rebranding will be complete by June 2022.
  • If you have any questions, contact brandevolve@transport.nsw.gov.au.

Communicating with customers, stakeholders and suppliers

  • We are in the process of sending an update to all stakeholders. You can view a copy here for your information, however you do not need to send them out to anyone as this is being managed centrally.
  • Everyone should refer to themselves as working for Transport for NSW in their phone calls, conversations and correspondence with suppliers, stakeholders and customers.
  • View these talking points to help you answer questions when speaking with customers, stakeholders and supplier.
  • The separate Safety Management Systems of RMS and TfNSW will continue to operate while the Safety teams work together to map them into one integrated Safety Management System. This will take some time and more information will be shared once available.
  • In the meantime, please continue using your usual safety management systems and hazard and incident reporting systems until further notice.
  • Managers should discuss with new staff the safety management system that applies to their position.
  • For any safety-related questions, please contact the TfNSW or RMS Safety teams.
Page last updated: 02 December 2020, 15:29