A large Australian Government agency sought to improve the consistency, speed, and transparency of recruitment and operational decision-making. Policies and procedures were dispersed across multiple repositories, leading to delays, confusion, and compliance risk.

The agency required support to build the case for an AI-powered database to centralise policy and guidance, enhance user experience, and strengthen decision assurance.

Our Approach

We deployed an AI-focused business analyst to lead a structured, evidence-based process to explore, validate, and communicate the case for investing in an AI-enabled knowledge capability. This included understanding the agency’s needs, assessing solution feasibility, and providing clarity on the benefits, risks, and implementation considerations.

1. Requirements Definition
   Engaged HR, policy, operations, ICT, and governance to understand pain points and future needs. Defined core functional and non-functional requirements across search, access, security, workflow, and system integration.
2. Industry Best-Practice Scoping
   Reviewed domestic and international AI knowledge platforms to benchmark leading practice. Considered regulatory guidance and ethical AI expectations to shape direction.
3. Stakeholder & Supplier Engagement
   Validated operational needs through targeted engagement. Conducted soft market sounding to understand solution maturity, data considerations, and commercial models.
4. Demonstrations & Familiarisation
   Coordinated vendor demonstrations, assessing usability, security, hosting, integration, and search relevance. Consolidated feedback to inform next steps.
5. Financial & Operational Benefits Analysis
   Modelled indicative costs and benefits, including time-savings, reduced compliance risk, and improved user experience.
6. Case for Change Development
   Integrated insights into a concise narrative outlining rationale, feasibility, delivery considerations, risks, and value.

Outcomes

The agency gained a clear and defensible case for investing in an AI-enabled knowledge solution, supported by well-defined requirements, visibility of market options, and strengthened alignment across policy, HR, ICT, and governance functions. The work provided a structured pathway to procurement planning and implementation preparation.

This enhanced internal understanding of solution benefits, risks, and value, including improved compliance, decision quality, and staff experience. Stakeholders were equipped with the insights needed to progress the initiative confidently and strategically.