Project Basics

It’s crucial that everyone involved in the project have a clear understanding of the scope and collaborate to set expectations. Review what is planned, who else is involved, when activities will take place, what kinds of outcomes and deliverables can be expected, how the team will work, why the project is important and how the work will impact the organization.

Partnership Agreement

The Partnership Agreement describes the joint commitment of our team and the partnering ministry in delivering the project with the following information:

  • Project background
  • Business objectives
  • Scope of work
  • Assumptions and dependencies
  • Ministry responsibilities
  • Schedule and budget

Privacy Impact Assessment

Conducting research requires the completion of a Privacy Impact Assessment (PIA). The PIA can be developed when the team has a clear sense of the project approach and the stakeholders who will be involved in the project. Submitting a PIA as early as possible will ensure you don't face any delays in starting your research and that you are legally covered throughout the project.

Clarify Budget

Ensure staff have enough lead time to create a responsive procurement process without undue pressure. Funding considerations for user research may include recruiting costs and stipends, travel, and facility rental for workshops.

Set up a Team

Once ministry readiness, project expectations, and communications have been established, resources will need to be assigned to teams. Service design projects are usually made up of three teams:

  1. Core team: 3 to 5 people from the Strategic Design and Transformation Branch (SDTB) and the partnering ministry. This team conducts the service design work.
  2. Working group: A group of individuals with a vested interested in the project. The core team will present plans and findings along the way and request feedback.
  3. Steering committee: Ministry executive and the project or executive sponsor(s).