The Department of Health, Disability and Ageing sought to streamline the admission, regulation, and conduct of health and medical research through the National One Stop Shop. This initiative aimed to replace fragmented processes with a unified ICT platform serving researchers, sponsors, hospitals, universities, and ethics committees.
Given the breadth and complexity of this initiative, it was essential to adopt a co-design approach that actively involved end-users in shaping the platform. The challenge required a deep understanding of existing workflows, stakeholder priorities, and ICT system design to ensure the solution was practical, efficient, and widely accepted.
We were engaged by the Department to lead the nationwide consultation and process mapping exercise, bringing together over 100 stakeholders across 70+ workshops. Each session was tailored to specific user groups, allowing us to gather nuanced insights and address distinct operational challenges.
We conducted a structured three-round workshop series to document current workflows, design future-state solutions, and secure stakeholder endorsement.
To further support the consultation process, we developed a proof-of-concept web application, enabling stakeholders to visualise potential solutions in real time. Regular feedback loops, including interim surveys, ensured continuous refinement and responsiveness to stakeholder input.