Build for One-APS, Tailor Locally

Contents

Building once and tailoring locally is an approach to learning design that creates a reusable core solution containing universal concepts, while separating agency-specific information into a standalone component that can be added as needed.

The core solution focuses on principles, knowledge and capabilities that are broadly applicable across the APS. These are concepts that remain largely consistent regardless of the agency, such as risk management, integrity, leadership, governance, records management, stakeholder engagement, legislative obligations, or project management.

Agency-specific content is then developed as a separate learning component or activity. This content provides local context, such as policies, procedures, systems, contacts, templates or intranet resources that are unique to a particular organisation. This is usually achieved through modular design, separating APS wide principles from local examples, tools or processes so learning remains consistent, reusable and scalable.

This approach allows a single learning solution to be reused across multiple organisations while ensuring learners still receive the contextual information they need to perform effectively within their own agency. Learning can be presented as a sequence of activities where learners first complete the core learning and then undertake the agency-specific component to build and apply their knowledge in a local context.

We may be in different entities, however we are all trying to achieve the overarching theme of uplifting APS capabilities, via the “One-APS” approach, to better service the Australian people. That goal should remain at the forefront as we design or review solutions. Where possible, agencies should build solutions for the APS broadly.

Building learning solutions by separating core concepts from agency-specific content does not reduce the value of the learning experience. In many cases, it can enhance learning by reinforcing key concepts through a layered approach, where learners first build foundational knowledge and then apply it within their organisational context.

Why is it important?

Many learning topics contain common concepts that are relevant across the APS. Developing separate versions of the same learning for multiple agencies can result in unnecessary duplication of effort, inconsistent messaging and increased maintenance costs.

By separating universal content from local content, organisations can collaborate on shared learning solutions while still meeting their individual business, policy and operational requirements. This supports greater consistency in capability development and enables learning products to be used more broadly across the APS.

The approach also improves sustainability. Core learning content can be updated centrally when principles, frameworks or practices change, while agencies maintain their own contextual content independently. This reduces the need to repeatedly revise entire learning products when only local information requires updating.

Building reusable learning solutions encourages a One-APS mindset by recognising that agencies often share common capability requirements while operating within different environments. With files that are shared across government, maintenance is also easier—core content can be updated centrally (once by one agency) while entities manage their own contextual material.

In addition, when designing for the APS, offers the opportunity to work across agencies. Collaboration offers the APS ways to design better solutions, provide stronger policy advice, and deliver better services. Working across portfolio boundaries brings diverse perspectives, multi-disciplinary approaches and system-wide solutions to complex challenges.

What are the benefits?

Reduces duplication of learning development effort across agencies.
Supports consistent understanding of common APS concepts and practices.
Improves maintenance by separating stable content from frequently changing local information.
Enables faster adoption and reuse of learning solutions across organisations.
Provides learners with both APS-wide knowledge and relevant agency context.

Suitable for

APS L&D and capability teams building or refreshing learning products.
Policy/service owners who want consistent implementation across agencies.
Sponsors overseeing whole of APS learning, shared panels, or shared platforms

Universal Knowledge vs Contextial Application

Learning often contains two distinct layers.

The first layer is universal knowledge. These are the concepts, principles and behaviours that apply broadly across organisations. For example, the purpose of risk management, the process of identifying risks, and common risk treatment strategies are concepts that can be taught consistently regardless of agency.

The second layer is contextual application. This is where learners apply the concepts within their own organisational environment. Using the risk management example, learners may need to understand their agency's risk framework, approval processes, reporting requirements, templates and governance arrangements.

Separating these two layers allows learning to remain reusable while ensuring local requirements are still addressed.

Modular Design

Modular design involves creating independent learning components that can be combined in different ways to meet organisational needs.

Rather than embedding agency-specific information throughout a learning product, local content is created as a separate module, activity, resource or assessment. Learners complete the foundational learning first and then progress to the local component that explains how the concepts apply within their organisation.

This creates greater flexibility and reduces rework when learning needs to be updated or reused.

Layering Knowledge

Learning is often more effective when knowledge is built progressively.

A learner can first develop an understanding of core concepts through a universal learning experience. Once a common foundation has been established, the learner can then explore how those concepts are applied in their agency through local examples, policies, procedures and resources.

This layered approach helps learners understand both the broader APS context and their specific organisational responsibilities.

General Practices

Good Practice
Design learning around concepts that are broadly applicable across multiple organisations. Separate universal content from agency-specific content wherever possible. Create standalone modules, activities or resources for local information. Present learning in a logical sequence, with core concepts completed before agency-specific content. Use agency-neutral language within the core learning solution. Use language and content which is agnostic to an entity (unless an example is required). Decoupling items/activities which are universal and then entity specifics – so they are not integrated as one module. The files are separate, and the user can complete separately in a sequential order. Maintain local policies, procedures, contacts and links outside the core learning product. Consider how the solution could be reused by another organisation during the design phase. Update core and local content independently to simplify maintenance.

Good Practice

Design learning around concepts that are broadly applicable across multiple organisations.
Separate universal content from agency-specific content wherever possible.
Create standalone modules, activities or resources for local information.
Present learning in a logical sequence, with core concepts completed before agency-specific content.
Use agency-neutral language within the core learning solution. Use language and content which is agnostic to an entity (unless an example is required).
Decoupling items/activities which are universal and then entity specifics – so they are not integrated as one module. The files are separate, and the user can complete separately in a sequential order.
Maintain local policies, procedures, contacts and links outside the core learning product.
Consider how the solution could be reused by another organisation during the design phase.
Update core and local content independently to simplify maintenance.

Practices to avoid
Embedding agency-specific policies, processes or contacts throughout core learning content. Creating a single learning product that combines universal and local content in a way that cannot be separated. Using organisation-specific terminology when teaching concepts that are intended for broader reuse. Creating multiple versions of learning on the same topic across agencies can result in inconsistent interpretation of core concepts, reducing opportunities to build a shared understanding and common standards across the APS. When common concepts are communicated differently across agencies, it can contribute to inconsistent practices, varied interpretations and reduced alignment in how services are delivered across the APS. Rebuilding equivalent learning solutions for multiple agencies when common content already exists. Including links, systems references or contacts that may quickly become outdated within reusable learning products. Making future reuse difficult by designing exclusively for a single organisational context.

Practices to avoid

Embedding agency-specific policies, processes or contacts throughout core learning content.
Creating a single learning product that combines universal and local content in a way that cannot be separated.
Using organisation-specific terminology when teaching concepts that are intended for broader reuse.
Creating multiple versions of learning on the same topic across agencies can result in inconsistent interpretation of core concepts, reducing opportunities to build a shared understanding and common standards across the APS.
When common concepts are communicated differently across agencies, it can contribute to inconsistent practices, varied interpretations and reduced alignment in how services are delivered across the APS.
Rebuilding equivalent learning solutions for multiple agencies when common content already exists.
Including links, systems references or contacts that may quickly become outdated within reusable learning products.
Making future reuse difficult by designing exclusively for a single organisational context.

Hypothetical examples

Example - Risk management concepts and agency specific information
An APS learning team develops training on risk management. The learning covers identifying risks, analysing impacts, evaluating controls and monitoring outcomes. Potential issue The learning includes references to one agency's risk policy, approval process, contacts governance committee, intranet pages and reporting templates throughout the entire course. Other agencies are unable to use the learning without significant redevelopment Better approach Develop a reusable core module covering risk management principles and practices that apply across the APS. Create separate agency-specific modules that explain local policies, systems, reporting requirements and governance arrangements. Learners first complete the core module and then complete their agency's local module. In addition, two different workflows are applied to the learning components: New staff members need to complete the core risk management element when onboarded. Annually, staff memers need to complete the agency specific content so they are up to date with the policies and business processes. Agencies are also able to run reports on which employees complete the first component and then which employees are accessing the agency specific content. If there was a central reporting team who provided the original learning experience, this data can be easily split out when sharing information between agencies.

Example - Risk management concepts and agency specific information

An APS learning team develops training on risk management. The learning covers identifying risks, analysing impacts, evaluating controls and monitoring outcomes.

Potential issue

The learning includes references to one agency's risk policy, approval process, contacts governance committee, intranet pages and reporting templates throughout the entire course. Other agencies are unable to use the learning without significant redevelopment

Better approach

Develop a reusable core module covering risk management principles and practices that apply across the APS. Create separate agency-specific modules that explain local policies, systems, reporting requirements and governance arrangements. Learners first complete the core module and then complete their agency's local module.

In addition, two different workflows are applied to the learning components:

New staff members need to complete the core risk management element when onboarded.
Annually, staff memers need to complete the agency specific content so they are up to date with the policies and business processes.

Agencies are also able to run reports on which employees complete the first component and then which employees are accessing the agency specific content. If there was a central reporting team who provided the original learning experience, this data can be easily split out when sharing information between agencies.

Example - Records management and how to use a system
A records management course is being developed for use across several agencies. Potential issue Instructions relating to a specific management system/platform are embedded within every lesson. If another agency uses a different system/platform to manage their records management, the course becomes irrelevant and requires modification. Better approach The core learning focuses on records management principles, legislative obligations and good practice. Separate local activities provide guidance on the agency's specific systems, processes and internal resources. How to use an agency or vendor specific system should have their own help guides. As these systems may have system enhancements, it is better to refer to the system guides for the person to access from the source rather than duplicating the content which can become outdates.

Example - Records management and how to use a system

A records management course is being developed for use across several agencies.

Potential issue

Instructions relating to a specific management system/platform are embedded within every lesson. If another agency uses a different system/platform to manage their records management, the course becomes irrelevant and requires modification.

Better approach

The core learning focuses on records management principles, legislative obligations and good practice. Separate local activities provide guidance on the agency's specific systems, processes and internal resources. How to use an agency or vendor specific system should have their own help guides. As these systems may have system enhancements, it is better to refer to the system guides for the person to access from the source rather than duplicating the content which can become outdates.

Example - Sharing Learning Across Agencies
A records management course is being developed for use across several agencies. Agency X identified a need to provide staff with foundational training in risk management. Rather than commissioning a new learning product, the agency adopted an existing eLearning module from the APS Learning Bank that covered universal risk management concepts, including identifying risks, assessing impacts and applying controls. The agency then appended a separate local learning activity containing its own risk policy, governance arrangements, reporting requirements, key contacts and links to internal intranet resources. Learners were first required to complete the core APS-wide module before progressing to the agency-specific activity.

Example - Sharing Learning Across Agencies

A records management course is being developed for use across several agencies.

Agency X identified a need to provide staff with foundational training in risk management. Rather than commissioning a new learning product, the agency adopted an existing eLearning module from the APS Learning Bank that covered universal risk management concepts, including identifying risks, assessing impacts and applying controls.

The agency then appended a separate local learning activity containing its own risk policy, governance arrangements, reporting requirements, key contacts and links to internal intranet resources. Learners were first required to complete the core APS-wide module before progressing to the agency-specific activity.

Topics

Stakeholder engagement