1.    Why is the IT project happening now?

In November 2009 we conducted the ‘Can Do’ member survey where we asked you, what would be the best thing we could do for your club. The need to update our IT systems featured in two of the top ten issues that appeared.

In conjunction with this survey, we conducted a formal review of our IT systems in 2008/ 2009 and discovered we needed to improve our current IT situation. Based on these findings we developed a proposal that was presented to the Government asking for funding assistance.

The great news is that we were successful. We received a $4.4 million technology grant from the Federal Department of Health and Ageing  in November 2009 to help us implement a range of technology enhancements, that will improve the way we work, and most importantly, free up time to enable us to do what we do best – save lives.  

2.    Why do we need an IT change?

IT Change Project will benefit everyone - we’re improving our processes so that we become faster, more effective and more efficient.

By improving our IT infrastructure, we will be able to achieve the following benefits:  

•  Save our Volunteer Officers time by making processes more automated
•  Save our members time by using ‘Self Service’ systems and tools
•  Improve service levels through the use of technology, delivering services more efficiently
•  Save the organisation money by introducing cost effective processes
•  Allow for commercial expansion of our organisation by utilising systems to aid and enable this activity

3.    What with the project deliver and when is this going to happen?

The project will be implemented across 3 phases:

Phase 1 (complete by the end of July 2010)
This phase involves mainly back-end system change; it’s about developing the infrastructure to enable the rest of the project to succeed as well as enhancing our reporting capability. This change will only impact SLSA employees at a National and State level.

Phase 2 (from August 2010 – September 2011)
A key component of this phase is the creation of a ‘One Stop Shop’: an online portal which becomes a central place where all our documents are stored, filed and referenced to help us manage our day to day work. This phase will also deliver a host of tools and applications designed to better manage our information and improve access to SLSA services to you, our most important resource.

Phase 3 (from late 2011 to mid 2012)
This phase involves reviewing our old systems and processes to see what can be improved through redesign or folding these into new processes.
We will try our best to minimise IT system changes during busy times, and if possible will coordinate the roll-out outside the peak summer period.
Refer to “About the IT Change” and “Latest updates” pages on the IT Project Website. 

4.    Who is leading the ICT change?   

The IT change project is being led by Gary Daly (National IT Manager) with support from David Winkle (SLSA ICT Project Officer).

Fujitsu Australia http://www.fujitsu.com/au/ have been contracted to lead the technical aspects, including requirements, design and build of the project on behalf of Surf Life Saving Australia.

5.    When is this IT change project due for completion?

Completion of this IT change project is due mid 2012.

6.    Why will it take so long to implement this project?

This IT change is a large scale process due to the size and complexity of our organisation. Therefore, we are taking a phased approach to implement these changes in order to minimise disruption to our operations and ensure the changes are done correctly the first time around. 

7.    Who has been involved in the process (establishing the project)?

At each stage of the project consultation between key stakeholders, like the Board of Management, State Presidents and various National and State committees have been engaged and updated on progress of the project. A governance structure is in place to review and approve these plans and help resolve issues as they arise. (See ‘About Us’ section on the website)

8.    What is the overall aim of the project?

The SLS IT Project is aimed at providing more time for our members to do what they do best “Save Lives” through the adoption of streamlined processes, automation of services and reduction in overall administrative overheads.

9.    Do I need to login to get access to the new systems?

Yes. You will receive a new login account that will take you to the new SLS Portal. This will be your entry point to all the new SLS tools & systems. 

10.    What is a ‘One Stop Shop’? What do I find there?

The new SLS Portal is our “one-stop-shop”. It will provide both SLS Officers and Members with a window into SLS systems and information in a more effective and compact manner.

This will be a central place where all our documents are stored, filed and referenced to help us manage our day to day work better. It will include access to:

•    A virtual filing cabinet
•    All policy and procedure documents
•    New applications like Surf Guard and our beach management systems
•    News and what’s going on at SLSA around the country
•    Bulletin boards
•    E-versions of all of our key forms

11.    What will I see when I login to the online portal?

As an Officer or Member within the organisation you will be presented with a suite of features matched to your profile and your needs. The following tools and systems will be available:

Officers
•    My Applications (Surfguard, etc)
•    My Tasks (Forms & Workflow maintenance, activities, etc)
•    Home (Announcements, News, Jobs, FAQ’s, Calendar
•    My Library
•    My Content (management of Portal content)

Members
•    My Club (details on what’s happening, your membership, etc)
•    My Tasks (activities, courses, sports events)
•    Home (Announcements, News, Jobs, FAQ’s, Calendar)
•    My Library
The great news is that we were successful. We received a $4.4 million technology grant from the Federal Department of Health and Ageing  in November 2009 to help us implement a range of technology enhancements, that will improve the way we work, and most importantly, free up time to enable us to do what we do best – save lives.  

12.    What’s the effect of this IT change on my membership?

Renewal of membership, course registrations, awards and incident reporting will all be simpler and pain free.

13.    What’s the effect of this IT change on my daily work?

New reporting tools which will give you improved access to critical information across multiple areas of the organisation ranging from member information, incidents, patrols, equipments, awards, etc.

You’ll be able to access more timely data and information, allowing you to do your job more easily.

14.    Where do I find weather conditions?

And how often will this be updated?    Weather conditions can be found under the “Weather icon/tab” in the SLS Portal which will provide you with up to date information duplicated from our BeachSafe site providing specific details for your region. The weather details are sourced from the Board of Management and are updated throughout the day based on their observations

15.    Will I lose access to any functionality or data?

You won’t have to worry about any loss of access or functionality during this project as we have an extensive planning and testing schedule which we’re using to ensure minimum business disruption.

16.    What do I need to do?

Read the information provided on the project website to understand how this change will positively impact our organisation. Attend any training or briefings you are invited to, and take note of communication about the IT changes on your club notice boards. Talk with the appropriate Club Admin if you have any questions.

Training, Support Tools & Resources

17.    When will I be trained?

If you are a State or National employee who will be impacted by Phase 1 (July 2010), you will receive training over the coming months between July and September. This training relates to the new reporting tools that Phase 1 will deliver.
Phase 1 will have no impact on Volunteer Officers at Club level.

Phase 2 training will be delivered to Volunteer Officers (approx 5000 people), the dates will be finalised toward the end of 2010, early 2011. Watch out for communication on these dates, via the website, or contact your club if you are unsure.

When you are invited to a training session, please attend your training.

18.    I don’t have an email address or regular access to a computer or the internet. What do I do?

If you need information then check your club notice board or contact your club administration for updates on what is happening.
There will be face to face briefings on the IT changes taking place interstate for Volunteer Officers, so look out for these ‘Club Talk’ meetings.
There will also be information published in state newsletters and circulars.

19.    Where can I go to for more information?

We have set up an IT website where you can find out all about the IT change, when and who this is impacting. We will continue to update this content so that you have access to latest updates on the project.
We will also be conducting training for you to attend; You’ll be able to see the training dates and times on the portal so watch this space.  
If you have a question about the IT change that is not featured on the portal, please email us at it@sls.com.au to ask any questions

20.    What is the SLS Website?

The SLS Website is a new development designed to reflect the latest view of Surf Life Saving to a wider audience. The SLS website development is a wholly separate project. The project was established to design and manage the change of the current SLSA website into a contemporary, outwardly facing public experience.

21.    Why does the project have its own website?

Rather than bombard our members with email updates on the IT changes and due to the geographic dispersion of our organisation, we believe that a website provides all project information in a more suitable manner. The website will let you know what is happening today and into the future, how this will affect you and what you may need to do as these changes are implemented.

22.    Why is there a different SLS Website to the IT Project Website?

The two websites are intertwined and you will notice the similarity in navigation, look & feel. The key difference is that the IT Project website is solely about the project, providing information and detail about what has, is and will happen affecting all members within the organisation. The SLS website is about the whole, a broader view of our organisation providing information and detail for general consumption.

23.    Why hasn't my email enquiry been replied to?

Due to a technical difficulty outside of our control we have not been receiving your email feedback between 13 Aug and 20 Aug 2010. We appreciate the feedback offered and look forward to reading your enquiries now that we are able to receive them. If you have offered feedback during this time or had any problems in sending us emails could you please resend to it@sls.com.au - many thanks.