Introduction

The e-GIF Compliance Assessment Service

The information and questions presented here are best considered as the first step in a larger process of e-GIF compliance assessment. The self-assessment process that is available to service subscribers, systematically covers all areas of the e-GIF, so the aim here is simply to ensure the e-GIF compliance task at hand is seen in its proper context.

High Level Questions and Self-Analysis

The e-Government Interoperability Framework covers the exchange of information between government systems and the interactions between:

• UK Government and citizens
• UK Government and businesses (world wide)
• UK Government organisations
• UK Government and other governments (UK/EC, UK/US etc.)

e-GIF is part of a set of more than a dozen Frameworks and related specifications and policy documents that, together, are working towards effective e-Government. The number and scope of these is changing frequently. You can see the current set at www.govtalk.gov.uk.

Two key facts about e-GIF are that it sets out to achieve interoperability and that it is a Framework and not a comprehensive and wholly defined single standard. In detail, interoperability is achieved by using sets of common standards and practices; there being no one solution to suit all circumstances. The e-GIF documents set out the necessary policies and technical specifications for compliance and compliance with the Framework is mandatory for public sector developments involving IT systems (new and/or legacy) contributing towards e-service delivery. The spirit of the e-GIF is that compliance is at least an objective elsewhere.

Issues of Scope?

Where e-GIF is relevant to the project or programme at hand, it is important to ensure the wider context of the proposed change is taken into account. The goal is an effective and interoperable IT/IS system; interoperable necessarily implies that there are connected systems upon which the effects of this change will probably have a bearing. There may also be related changes in staff working practices brought about by the new IT. The widest context has to be considered to minimise the risk of negative ripple effects. Some example questions to consider:

• Are you confident that the specific business environment, the organisation and its culture that will be affected by the change are well appreciated?
• Are all the necessary e-Government compliance requirements, e.g. cross linkages with other e-Government Frameworks and policies, identified?
• Have possible secondary and higher level effects upon other systems been identified?
• Have you ensured that management of change addresses business change as a whole not just the IS/IT components?
• Are there any new ways of working to be introduced? If yes, how will a successful implementation be assured?

Risk Management?

Successful risk management is a key factor in successful project and programme delivery. We recommend the OGC's Successful Delivery Toolkit as a useful reference source for the current best practice in IT/IS procurement risk management.

Risk Register?

It is good practice to develop and maintain information about risk and how it is monitored and managed.

In the context of e-GIF compliance, the management of technical risk is likely to be more straightforward (there is likely to be a well defined standard against which to comply) than risk associated with inadequate scoping of the full impacts of the change proposed or of all the necessary linkages to other systems, standards or frameworks that should have been incorporated into the project or programme. A risk register helps capture and manage risk issues as they arise throughout the project and can become a very important management tool for all team members.

Procurement?

Detailed advice on how to minimise risk in procurement processes is provided by Departments and OGC. In respect of IT systems and e-GIF compliance, a procurement exercise in this sphere is no different from any other procurement.

You can download more guidance from the Buying Compliance Scrapbook (pdf 253kb).

Communications?

Effective communications between stakeholders minimises risk to the deliverables. Because e-GIF is about interoperability of multiple systems, each of which may have different owners, the network of stakeholders may extend much wider than first thought. Issues of accountability have to be clearly articulated and responsibility boundaries clearly laid out. Establishing good communications channels from the outset within the internal team(s) affected and with any external advisors or suppliers can only help achieve success.

Quality?

Good quality management will also reduce the risk to project and programme deliverables. Some example questions:

• Are your potential suppliers (internal and external) working to industry recognised best practice?
• Will your team be working to industry recognised best practice?
• Does the quality approach of internal and external suppliers sit well with that of your business unit / organisation?

Self-Assessment or Bespoke?

The assessment of e-GIF compliance of a proposed change is essentially a judgement of how best to manage the risk of the change. Because the reference point is a very broad framework and not a specific standard, it is highly unlikely that any given system will need to be measured against all of the technical specifications and policies that comprise the e-GIF. There are therefore likely to be degrees of compliance within the Framework as a whole.

It is the case that zero risk can probably be achieved at infinite cost. In practice you will have to assess the range of acceptable risk and acceptable cost for a given complexity of change and plan to manage the change accordingly.

If the change is not complex, the scope is well understood and the work well within your team's capabilities, then a bespoke assessment is unlikely to be justified or necessary and a self-assessment of compliance will satisfy managers.

Where there is uncertainty as to whether or not self-assessment will suffice, completing the process of self-assessment is nevertheless worthwhile to identify the areas of e-GIF compliance where external assessment is most necessary (thereby minimising the cost of the external assessment).

In all analyses of e-GIF compliance requirements you should be aware of effects from or upon other systems linked to your system. Similarly, e-GIF compliance alone may not suffice to achieve project or programme success. Other compliance regimes might also apply to this change, e.g. e-Services Framework, use of existing approved XML Schema, etc.

What Next?

We would recommend that a process of e-GIF compliance self-assessment is undertaken in the first instance, not least because very many project assessments will be relatively straightforward and well within your team's capabilities to make a judgement. Prior self-assessment can also highlight those areas where specific professional assistance may be necessary and help make ITT contract specifications better defined.

You can register for the e-GIF Compliance Assessment Service via the Register tab at the top of this page. As a subscriber, you will have access to up to date information and commentary about the e-GIF (new versions are issued every six months). You will also have access to our online self-assessment questionnaire and e-GIF related supplier listings.