E-Service Planning and Enterprise Architecture

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Presentation on fundamental elements in composing the e-services strategic plan that gives crucial attention to the enterprise architecture.

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E-Service Planning and Enterprise Architecture

  1. 1. E-SERVICES STATEGIC PLAN Thinking Boxes for E-Service Strategic Value johnmacasio@onecitizen.net
  2. 2. TRANSFORMATION READINESS Is the agency ready to be transformed through ICT Services?
  3. 3. TRANSFORMATION READINESS
  4. 4. Essential Question...
  5. 5. Essential Question...  Purpose (Mandate, Mission, Vision, Goals  Stakeholders (Customer, Users, Partners  Baseline (Performance, Environment)  Change (Objectives, Time, Activities, Results Responsibilities, Resources
  6. 6. Strategic Plan johnmacasio@onecitizen.net •TIME •GAPS •GOALS •CAPABILITY •RESULTS •CELEBRATION
  7. 7. Strategic Planning Strategic planning provides the participatory engagement and thinking tool to define, elaborate, document, agree and communicate the strategic baseline, strategic intent, strategic action and strategic resources with the constraint context and perspectives of time, stakeholders, performance, funds, environment, leadership and technology.
  8. 8. Strategic Planning BASELINE INTENT ACTION RESOURCES TIME STAKEHOLDERS PERFORMANCE FUNDS ENVIRONMENT LEADERSHIP TECHNOLOGY
  9. 9. Strategic Intent – The End Points The striving for performance is directed towards the defined strategic intent of the organization’s stakeholders. The functions, process, information, technology are evolved to the planned and agreed end points:  Position (direction)  Diffentiator (discovery)  Destiny (destiny) -Gary Hammel & C.K. Prahalad
  10. 10. Strategic Intent – The End Points  Critical Attributes  Sense of Direction -point of view on long term market or competitive position -Gary Hammel & C.K. Prahalad
  11. 11. Strategic Intent – The End Points  Critical Attributes  Sense of Discovery -point of view on what differentiate -unique point of view about the future -Gary Hammel & C.K. Prahalad
  12. 12. Strategic Intent – The End Points  Critical Attributes  Sense of Destiny – perceive goal as inherently valuable -Gary Hammel & C.K. Prahalad
  13. 13. Building Blocks of E-Services Strategic Intent in Government MANDATE VISION MISSION VALUES T E C H N O L O G Y FUNCTIONS GOALS OBJECTIVES POLICIES PROCESS PRODUCTS USERS CUSTOMERS PARTNERS SUPPLIERS ORGANIZATION DECISION STRUCTURE INFLUENCE RELATIONSHIPS LOCATIONS CORE CAPABILITIES DIFFERENTIATING CAPABILITIES KEY PERFORMANCE INDICATORS FUND SOURCES THE GOVERNMENT AGENCY INFORMATION SYSTEMS STANDARDS PROCESS METHODS TOOLS
  14. 14. E-Service Strategic Planning Content Elements:  Vision  Mission  Values  Goals  Objectives  ARCHITECTURE  Investment  Sourcing  Funds  Results  Risks  Timelines  Governance AS-IS-STATE TO-BE-STATE
  15. 15. E-Services Strategic Planning Interrogatives WHO ARE YOU?  Corporate Mandate, Service Vision/Mission, Programs, Organization, Performance Areas WHERE ARE YOU NOW?  Balance Scorecard, SWOT & Environmental Scan >> Corporate Performance Areas WHAT YOU WANT TO BE?  Business, Data, Application, and Technological Architectures Definition; Principles and Standards, Integration View and Models WHAT ARE THE GAPS?  Process, Data, Application, Infrastructure, Service Support Needs WHAT NEEDS TO BE DONE?  Business Area, Performance Definition, Action Statements
  16. 16. WHAT ARE THE REQUIREMENTS?  Process, Information, Technology, People and Funds WHAT ARE THE STRATEGIC INVESTMENT?  Program Scope, Assigned Resources, Time and Cost Estimation WHO SHALL MAKE THINGS HAPPEN?  RAEW Analysis – Stakeholders – R= responsibility, A= authority E= expertise, W= work HOW DO YOU KNOW IT HAPPENS?  Performance Rubrics= From 0 -level of low performance to 5 -level of high performance) WHAT IS THE IMPLEMENTATION PLAN?  Work Plan, Governance, Change Management Plan, Migration Plan, Quality Management Plan, Security Plan E-Services Strategic Planning Interrogatives
  17. 17. Strategic Intent  Mission (Core Purpose)  Vision (Here to There)  Goals (S.M.A.R.T. Targets) johnmacasio@onecitizen.net
  18. 18. Check Mission johnmacasio@onecitizen.net
  19. 19. Check Mission...  It is a “broadly defined but enduring statement of purpose that distinguishes the organization from others of its type and identifies the scope of its operation in product(service) and market terms.” The Company Mission As a Strategic Tool, John A. Pearce II, Sloan Management Review, Spring 1982 johnmacasio@onecitizen.net
  20. 20.  Mission Statement – Elements Valuation – Pick the key words or sentences in the mission statement that strongly speak of the following:  Purpose  Strategy  Values  Character  Behaviour Ashridge Mission Model Andrew Campbell Check the Mission
  21. 21. Check Vision... johnmacasio@onecitizen.net
  22. 22. Check Vision  Description of the “here to where”. A statement of desired future state for organization within the perceived horizon and targeted time frame. johnmacasio@onecitizen.net
  23. 23.  Vision Statement – Elements Valuation – Pick the key words or sentences in the vision statement that strongly speak of the following:  Outcome  Inspiration  Achievement  Metrics Check the Vision
  24. 24. Check Goals johnmacasio@onecitizen.net
  25. 25.  Gaps: The goals express the gaps to be bridged. The gaps are needs in relation to compliance, demands, standards, value for money, optimization, business improvement, rationalization etc… Check the Goals
  26. 26. • Goals should directly address needs. • Goals are outcome and not process oriented. They clearly state, specific, measurable outcome(s) or change(s) that can be reasonably expected at the conclusion of a methodically selected intervention. Check the Goals
  27. 27. Performance Goals Grid: 1. What do you want that you don't have? (ACHIEVE) 2. What do you want that you already have? (PRESERVE) 3. What don't you have that you don't want? (AVOID) 4. What do you have now that you don't want? (ELIMINATE)
  28. 28. Objectives • Objective is a statement of the results to be achieved, and includes a time frame, target of change, specific results to be achieved, method of measuring the results, and criteria for successful achievement. • Objectives state results, not activities.
  29. 29. Strategic Baseline  Financial Worksheets  Customer Experience  Internal Process  Employees Lesson’s Learned johnmacasio@onecitizen.net
  30. 30. Define Balance Scorecard... johnmacasio@onecitizen.net
  31. 31. Balanced Scorecard If we succeed, how will we look to our shareholders? Financial Perspective To achieve our vision, how must we look to our customers? Customer Perspective To satisfy our customers, which processes must we excel at? Internal Perspective To achieve our vision, how must our organization learn and improve? Learning & Growth Perspective The Strategy
  32. 32. 40 Balanced Scorecard Perspectives How do we Objectives Measures Targets Initiatives appear to our Stockholders? Financial How do we Objectives Measures Targets Initiatives appear to our Customers? Customer At what internal Objectives Measures Targets Initiatives processes must we excel? Internal Business Process Vision & Strategy How do we Objectives Measures Targets Initiatives sustain our ability to change & grow? Learning and Growth
  33. 33. Performance Model Business Model Information Model Technology Model BASELINE (Context) Balance Scorecard Process Mapping & Review Information Systems Readiness Configuration Assessment Standards Compliance Service Delivery & Support Assessment INTENT (Purpose) Mandate, Mission, Vision, Goals GAPS Needs ACTION (Change) Objectives, Priority, Raw # Tasks, Time, Results, Responsibility, Metrics RESOURCE (Cost) Services Goods Budget -ABC
  34. 34. Strategic Action  Objectives  Priority  Action  Responsibility  Timeline  Cost johnmacasio@onecitizen.net
  35. 35. Strategic Resources  Leadership  Technical  Funds  Technology johnmacasio@onecitizen.net
  36. 36. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Architecture: – The statement of the to-be- state or desired models of the following 1. Business Architecture  - Function and Process 2. Information Architecture  – Data & Application 3. Technology Architecture  - Standards, Network, Apps Dev, Database etc.
  37. 37. CAPABILITY STRENGTH WEAKNESS OPPORTUNITY THREAT ORGANIZATION PROCESSES DATA CONTROLS TECHNOLOGY Information Systems S.W.O.T.
  38. 38. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Investment – A listing of actions and resource requirements to support the strategic goals, objectives, and architecture 1. People Capability 2. Process Improvement 3. Infrastructure Building 4. Hardware Acquisition 5. Software Acquisition 6. Database Requirements 7. Service Acquisition 8. Business Continuity 9. Continual Improvement
  39. 39. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Sourcing: – Definition of the sourcing strategy to acquire the resources and services to support the planned actions. 1. In-Source 2. Out-Source 3. Mixed-Source
  40. 40. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Fund Sources: – An identification of financial sourcing to support the strategic investment 1. GAA 2. ODA 3. Internal Funds 4. Generated Income
  41. 41. STRATEGIC INFORMATION SYSTEM PLANNING Success Indicators: • Indicative items to be measured quantitatively and experienced qualitatively to speak of results. • List of expected key performance indicators to be realized by the selected strategic actions.
  42. 42. STRATEGIC INFORMATION SYSTEM PLANNING Risks to Mitigate: • Statement of “What If”, the potential to occur and the mitigating measures
  43. 43. INFORMATION SYSTEM Strategic Action Timeline INVESTMENT/ DELIVERABLES YEAR 1 YEAR 2 YEAR 3OBJECTIVES ACTIONS
  44. 44. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Architecture: – The statement of the to-be- state or desired models of the following 1. Business Architecture  - Function and Process 2. Information Architecture  – Data & Application 3. Technology Architecture  - Standards, Network, Apps Dev, Database etc.
  45. 45. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Investment – A listing of actions and resource requirements to support the strategic goals, objectives, and architecture 1. People Capability 2. Process Improvement 3. Infrastructure Building 4. Hardware Acquisition 5. Software Acquisition 6. Database Requirements 7. Service Acquisition 8. Business Continuity 9. Continual Improvement
  46. 46. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Sourcing: – Definition of the sourcing strategy to acquire the resources and services to support the planned actions. 1. In-Source 2. Out-Source 3. Mixed-Source
  47. 47. STRATEGIC INFORMATION SYSTEM PLANNING Strategic Fund Sources: – An identification of financial sourcing to support the strategic investment 1. GAA 2. ODA 3. Internal Funds 4. Generated Income
  48. 48. STRATEGIC INFORMATION SYSTEM PLANNING Success Indicators: • Indicative items to be measured quantitatively and experienced qualitatively to speak of results. • List of expected key performance indicators to be realized by the selected strategic actions.
  49. 49. STRATEGIC INFORMATION SYSTEM PLANNING Risks to Mitigate: • Statement of “What If”, the potential to occur and the mitigating measures
  50. 50. INFORMATION SYSTEM Strategic Action Timeline INVESTMENT/ DELIVERABLES YEAR 1 YEAR 2 YEAR 3OBJECTIVES ACTIONS
  51. 51. johnmacasio@onecitizen.net O R G A N I Z E 1. Identify and engage the service of the Mentoring Consultant, Technical Consultants, Technical Facilitators and Researchers 2. Assist and coordinate with the AGENCY NAME ICT Services Strategic Planning Committee 3. Define and agree on the strategic planning framework, tasks and timetable Planning Phases
  52. 52. D I S C O V E R 1. Set the organizational assessment framework for the strategic planning 2. Identify the specific issues or decisions that the strategic planning should address 3. Identify the information that must be collected 4. Conduct Focus Group Discussions on the situational assessment a.The Mandate, Laws and Standards b.Technical and Business Units and Business Processes c.Current Organizational Strategies and Limitations d.Best Practices and International Trends e.Future Organizational Strategies and Directions f. The Enterprise Architecture 5. Gather and create summary presentation of the information gathered from the key technical and business areas of the organization 6. Assess the information needs/requirements of the agency 7. Assess the existing IT infrastructure (i.e., hardware, software, network, special solutions/devices, etc.) as to its applicability and further use Planning Phases
  53. 53. Planning Phases D E F I N E 1. Revisit the mandate, mission, vision and values of the organization 2. Define the aim, goals, and objectives of ICT services aligned to the mission, vision, values, and business ends of the organization 3. Identity the strategic directions of the agency 4. Define the Enterprise Architecture aligned to the strategic directions 5. Define what it takes to realize the strategic directions 6. Define the ICT service projects or components of the business case 7. Define the metrics of success or key performance indicators 8. Define the best practice references 9. Identify the key areas of the plan requiring specific technical experts 10. Identify the necessary upgrades and replacements that must be made to the IT infrastructure using lifecycle management practices for infrastructure and technologies employed 11. Identify the information systems necessary to support the mandate of the AGENCY NAME. 12. Define other ICT projects that need to be included in the AGENCY NAME budget forecasts and to be prioritized within the next three (3) years. 13. Identify the criteria in the selection of the appropriate systems integration/solutions provider for the eventual implementation of the ISSP.
  54. 54. D R A F T 1. Consolidate the input derived from the focus discussion and research 2. Design and develop the AGENCY NAME Enterprise Architecture (EA) document 3. Develop a three (3) year Information Systems Strategic Plan (ISSP) that would serve as the “blueprint” of AGENCY NAME in the various aspects of technology, solutions, IT strategies, IS strategies, IT manpower support and budgetary requirements, among others. 4. Ensure that the developed ISSP is in conformance to the requirements of the regulatory bodies in the Philippine Government primarily as it related to monitoring, approval and implementation of the ICT vision of the agency. 5. Prepare an ISSP that conforms to the NCC format (M.O. 2003-02) 6. Prepare the E-commerce Plan of the agency in support of the E-commerce Law so that the agency maximizes the use of the Internet in the various aspects of operational and strategic thrusts. 7. Prepare the ICT Projects Investment Roadmap that considers hardware, software and network infrastructure, information systems, and other ICT projects that need to be included in the AGENCY NAME budget forecasts and to be prioritized within the next three (3) years. 8. Conduct a stakeholders and users review 9. Revise and submit for final approval Planning Phases
  55. 55. johnmacasio@onecitizen.net I M P L E M E N T 1. Define implementation and monitoring process of the project outcomes and recommendations 2. Facilitate the organizational definition of the Implementation Oversight Committee 3. Define and perform a technology transfer program to ensure that AGENCY NAME management and the corresponding staff of the agency understand the conceptual and operational aspects of the deliverables 4. Conduct training on ICT Project Management 5. Conduct training on ICT Subcontract Management Planning Phases
  56. 56. Case Plan johnmacasio@onecitizen.net
  57. 57. ASSET MANAGEMENT SYSTEM PROJECT CASE: johnmacasio@onecitizen.net
  58. 58. OBJECTIVES 1.Standard-based and Performance- based Management 2.High level accuracy and immediacy of information for service delivery and for pro-active planning 3.Reduction of redundancy for service delivery and information consistency 4.Elimination of work around and manual interventions 5.Improvement in communication and work collaboration 6.Effective control and governance 7.Low total cost of ownership
  59. 59. ASSET MANAGEMENT ARCHITECTURE COMPONENT PERFORMANCE AREAS PROCESS INFORMATION TECHNOLOGY Immediacy Accuracy Availability Accountability Security Capture of asset related data and information Generation of knowledge about assets to guide analysis, decision and action Data – set of information with attribute to compose a knowledge about asset Application – tools, methods, procedures to generate information Computer and Internet based devices, programs and services to enable capture, process, storage, presentation, and communication of information
  60. 60. INFORMATION SYSTEMS ANALYSIS FRAMEWORK BUSINESS DOMAIN BUSINESS AREA 1 BUSINESS AREA 2 BUSINESS PROCESS 1 BUSINESS PROCESS 2 BUSINESS PROCESS 3 PROCESS OBJECTIVES INPUT PROCEDURES OUTPUT SHARE PROCESS STAKEHOLDERS PROCESS LOCATIONS DATA ELEMENTS MEDIA SOURCES QUANTITY QUALITY TIMING RESPONSIBILITY TRIGGERS TASKS ACTIVITIES SEQUENCES RELATIONSHIPS RULES CONTROLS AUTHORITY KINDS FORMAT INFORMATION TIMING STYLE GUIDE QUALITY QUANTITY USERS MEDIA FORMAT SECURITY POLICIES USERS STORE Organization, Functions and Outcomes Mandate, Mission, Vision Strategic, Tactical and Operation Goals
  61. 61. INFORMATION SYSTEMS TECHNOLOGY CONFIGURATION INPUT PROCEDURES OUTPUT SHARE STORE USER ACCESS DEVICE INPUT/OUTPUT DEVICE APPLICATION SERVICES DATABASE SERVICES PROCESS DEVICE STORAGE DEVICE NETWORK DEVICE COMMUNICATION USER INTERFACE NETWORK SERVICES SECURITY SERVICES TECHNOLOGY DEVICES (Hardware) TECHNOLOGY PROGRAMS (Software) Performance Specifications Functional and Non-Functional Requirements PeopleSkills ServiceLevel ServiceFeatures
  62. 62. SOLUTION PROCESS DEFINITION INPUT ENTRY REQUIREMENT TASKS Actor: Step 1 Actor: Step 2 Actor: Step 3 EXIT REQUIREMENT OUTPUT VALIDATION Quantity Metrics Quality Metrics Policy References Business Rules VERIFICATION Audit Procedures Result Criteria
  63. 63. AGENCY VIRTUAL PRIVATE NETWORK PROPERTY PROCUREMENT ACCOUNTING SUPPLIES BUILDING AND SITES BUDGET/AUDIT E-Services Point-Of-Presence CENTRAL LEVEL DIVISION AND REGIONAL LEVEL AGENCY ASSET DATABASE Solution Conceptual Model:
  64. 64. SUPPLIESPROPERTY AGENCY BUILDING SITES OTHER AGENCIES PROCUMENT ACCOUNTING BUDGET AUDIT ASSET MANAGEMENT APPLICATION ASSET MANAGEMENT DATABASE E-SERVICES TRANSACTION DATABASE DATA ELEMENTS: (Data Dict 1. Sites 2. Building 3. Equipment 4. Supplies 5. Personnel 6. Funds ASSET SYSTEM AND DATA SERVICES E-SERVICES NETWORK USERS: 1. Central Office 2. Regional Office 3. Unit Offices 4. Provincial
  65. 65. ASSET MANAGEMENT SYSTEM DATA SERVICES APPLICATION SERVICES Program Procedures and Controls SCHOOL LEVEL DATA CENTRAL & REGION LEVEL DATA DATA and INFORMATION RECORDING DATA and INFORMATION REPORTING TRACKING and MONITORING TEXTBOOK MULTIMEDIA FURNITURES SCHOOL BUILDING SCHOOL SITES EQUIPTMENT SUPPLIES HARDWARE DEVICES & BANDWIDTH ACCESS INPUT FORM OUTPUT FORM EQUIPTMENT SUPPLIES BOOKS BUILDINGS ORGANIZATION PEOPLE FUNDS SITES
  66. 66. ASSET DATABASE SERVICES ASSET MANAGEMENT SYSTEMS NETWORK PROPERTYPROPERTY DIVISION IMCS PFSED SCHOOL SITES TITLING UNIT PROCUREMENT ACCOUNTING INPUT SUPPLIER INFORMATION USER SCHOOL LEVEL DIVISON LEVEL REGION LEVEL DEPED VIRTUAL PRIVATE NETWORK INTERNET
  67. 67. TASKS STAGE ACTORS ACTIVITIES DESCRIPTORS DATA TRIGGERS CONTROLS A. B. C. D. E. PROCESS NAME:
  68. 68. TASKS STAGE ACTORS ACTIVITIES DESCRIPTORS OUTPUT INFORMATION FORMAT ATTRIBUTES A. B. C. D. E. PROCESS NAME:
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