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Developing A Technology Strategy2009


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How to develop an Enterprise GIS Strategic Plan and move your organization\'s use of GIS technology forward.

How to develop an Enterprise GIS Strategic Plan and move your organization\'s use of GIS technology forward.

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  • 1. Enterprise GIS: Strategy – Developing an Effective D l i Eff ti GIS Technology Strategy Scot McQueen 1
  • 2. Presentation Outline • Brief Enterprise GIS Overview • GIS Tech Strategy Purpose • The Discovery Process •DDeveloping the Strategy l i th St t • Lessons Learned •Q&A
  • 3. Technology is Changing the Role of Geographic Information …has evolved towards infrastructure consistent with other IT systems
  • 4. What is the “Enterprise”? Going far beyond mapping and visualization g y pp g • Consists of all functional departments, people, and systems within an organization • Successful enterprises have a “free flow” of information between mission critical systems y • It is not a proxy for size • GIS has enormous strategic, tactical and operational advantages to public and private organizations • Most benefits occur when GIS is integrated into organizational business and technology strategies . . . Ultimately becoming essential infrastructure
  • 5. What is Enterprise GIS? • Architectural: a workflow-based architecture where Architectural: workflow- geographic data and services are integrated and shared across hi d t d i i t t d d h d an organization – Facilities management, land records • Organizational: the enterprise-wide use of GIS (i.e., GIS for Organizational: enterprise- the Enterprise) • Infrastructural: GIS infrastructure used to enable and extend Infrastructural: existing systems with geospatial data and services – GIS is managed as a platform vs an application vs.
  • 6. Purpose of Enterprise GIS • Broad access to geographic data and processing • Common infrastructure to build and deploy GIS • Gain economies of scale through organization-wide GIS organization- use • Often the best technology to integrate disparate systems Objective: address business needs collectively instead of individually
  • 7. Enterprise Implementation Patterns Addressing common organizational and business needs and challenges g g g Data Planning & Workforce Operational Customer Management Analysis Optimization Awareness Contact A Complete Integrated System Store, manage, Store manage Support for Disseminate Transform data Get information & maintain decision knowledge & into actionable Into and out of accurate data makers & gain consensus intelligence the field records knowledge workers Desktop Server Mobile Online
  • 8. Enterprise GIS Characteristics • GIS technology regarded by users and IT as mission critical to business operations • Mainstream IT – deployed and managed like any other IT system • Customer & IT organizations engaged in selection and system delivery processes • Requires planning, integration, testing and support greater than traditional GIS
  • 9. Purpose of GIS Technology Strategy
  • 10. Gartners’ 2009 Top Ten Strategic Technologies 1. Virtualization 2. Cloud computing p g 3. Computing fabrics 4. Web-oriented architecture Web- 5. Enterprise mashups 6. Specialized systems 7. Social f 7 S i l software and social networking d i l ki 8. Unified communications 9. 9 Business intelligence (dashboards) 10. Green IT
  • 11. 2009 National Assoc. of State CIOs Priority technologies, applications, and tools y g , pp , 1. Virtualization (storage, computing, data center) 2. Document/Content/E-mail management Document/Content/E- 3. Legacy application upgrades 4. 4 Networking, voice/data communications, etc Networking communications 5. Web 2.0 (services, collaboration technologies, social computing) p g) 6. Green IT technologies/solutions 7. Identity and access management 8. Geospatial analysis and Geographic Information Systems (GIS) 9. 9 Business Intelligence (Dashboards) 10. Mobile workforce enablement
  • 12. Strategy – A systematic plan of action • Knowledge • Tactics • Creativity • Planning “Strategy without tactics is the slowest route t victory. T ti without strategy is t to i t Tactics ith t t t i the noise before defeat.” - Sun Tzu – The Art of War
  • 13. Enterprise GIS Strategy First steps • Understand relevant mission/business strategies organization- organization-wide and how they will shape your GIS and related IT strategies • Assess how current infrastructure matches up against mission/business strategies • E t bli h governance structure and associated Establish t t d i t d processes • Define IT operations application change, and operations, change sourcing/people strategies
  • 14. Simply put… • Understand where you are y • Understand where you’re going • Identify the barriers • Developing a strategy to get you around them Quote: “They’re calling this an Enterprise GIS project but in y g p p j reality it’s forcing an Enterprise IT Systems approach that our agency has never done before.”
  • 15. Implementation Lifecycle
  • 16. The Discovery Process
  • 17. The Discovery Phase - Purpose 1. 1 Understand business goals and objectives • Business Process Models – key business processes and resources they consume • Workflow Modeling – the people and work that they must do • Schedules Business cycles and events that impact the S h d l –B i l d t th t i t th org • Business Plan – the business objective and strategy for achieving it
  • 18. Business Workflows Excel Pipeline and Summary Reports Excel Reports Evaluate Evaluate Evaluate Land Sales Identify Negotiate Approve & Property Asset Disposition Summary Property Deal Finalize Deal Estate Profile Profile Options Reports eal on Manual Collaboratio Re GIS Excel Op Support Timber NPV? orestry & Identify Harvest Schd? Schd? Update Property Environment System Concern? Manual Collaboration ps Map System Forestry Fo M GIS, Excel ENR & Other Minerals Val? Active Lease? Update Hunt Club? Leases System Manua Collaboration Minerals Access Improve Current Owner? Draft As Is Contract Final Contract oration Acq’rd From? Transfer Estab. Escrow Update anual Encumbered? Earnest System Ownership Money Record Deal gal al Manage 1031 Manual Collabo Ma Leg Legl desc, Paper Excel Lists Titles Terms Sheet Manual Collaboration Tax Status? Update BIG Impact? Tax Compliant? System Excel Lists Excel Lists Finance Tax Excel Lists T Ledger Trans. Update Ledger Transactions Financial Trans. System Cost Accounting ?? Excel? Excel Templates
  • 19. Business Workflows Used to define solutions On-line Pipeline and Summary Reports On-line Reports Evaluate Evaluate Evaluate Land Sales Identify Negotiate Approve & Property Asset Disposition Summary Property Deal Finalize Deal ate Profile Profile Options p Reports p al Esta Rea tegrated Database GIS Excel AFD Op Support Timber NPV? restry & Identify Harvest Schd? Update Property Environment System Concern? ps For Int GIS On-line Checklists s GIS GIS ENR & Other Minerals Val? Active Lease? Update es Hunt Club? System Lease Minerals? Minerals, Access Improve On-line Notification Draft As Is Acq’rd From? Contract Final Contract Estab. Escrow Update anual Encumbered? Transfer Earnest base Ownership Record Deal System Money al Lega Ma Manage 1031 Integrated Datab e ??, Paper On-line Lists Terms Sheet Integrat Database Tax Status? Update BIG Impact? Tax Compliant? System On-line Lists On-line Lists Finance Tax On-line Lists ted T Ledger Transactions Ledger Trans. Update Cost Accounting Financial Trans. System Lawson Financials On-line Templates
  • 20. The Discovery Phase - Purpose 2. 2 Understand technology goals challenges and goals, challenges, constraints • Technology Architecture – hardware, software, agency gy , , g y standards • Distributed Systems Architecture – key business systems and linkages • Logical Data Model – key data entities and how they relate (agency Entity Relationship Diagram) • Funding and Resources – understand constraints and opportunities
  • 21. Operational Technology Devices Networks Storage Support Recovery Security Architecture A hit t Performance Measurement Good architecture design and informed infrastructure decisions are critical to enterprise success
  • 22. Strategic Technology Require- Require- Applications Analytics Processes Customers ments Innovation Architecture Return on I R t Investment t t How technology is leveraged determines competitive advantage and overall success of the organization
  • 23. Data Architecture Organizing & managing data g g g g Comprehensive Information Model (Any Type of Data) The information that supports the organization ArcGIS Networks • Any DBMS 3D Objects j Attributes • Files Geodatabase Topology Vectors Cartography Terrain Schematics Surveys Annotation Cadastral Dimensions Scalable Storage Environments g Addresses Images …requires greatest design attention and often source of problems in large implementations
  • 24. The Discovery Phase Approach pp 1. 1 The Stakeholder Workshop – Key business and technology leads come together with an impartial interviewer leading – Synergy in “connecting” for the sole purpose of discussing GIS/IT needs – Can be structured as brainstorming or defined roles but must be collaborative in nature – Develop a common understanding of project goals/requirements
  • 25. The Discovery Phase Approach pp The Stakeholder Workshop Goals – Define the nature of the problem(s) to be solved – Define the needs of those who’ll be using the IT products – D fi the needs of the existing environment (hardware, Define h d f h i i i (h d organizational, business) – Define the project timeline p j – Define and agree upon project end objectives “Co- “Co-Education - The project’s stakeholders understand that each has much to learn from the others others” – Tom Demarco
  • 26. ~Example~ Discovery Workshop Meeting Agenda 9:30am Introductions •Roles and Responsibilities of your GIS/IT key staff 9:45am Your GIS/IT Vision 10:15am Discussion of your Business Needs -- (Group) • Interagency Relationships • Mandated Responsibilities • Largest challenges 11:15am Discussion of Current Environment -- (Group) • System • Infrastructure • Applications 12:30pm Lunch 1:30pm Discussion of Data Models -- (Group) 2:15pm Potential Architecture Configurations -- (Group) 3:00pm Implementation Planning in Phases -- (Group) 4:15 4 15 pm P th F Path Forwardd 4:45 pm Adjourn Typically 1-3 Days in duration
  • 27. The Discovery Phase - Approach 2. Individual Interviews – Management, G S and IT staff, subject matter experts (SMEs) GIS ff (S ) – Private interviews can really get to the “need behind the need” – Ideas and approaches are often uncovered 3. Online Surveys y – Great for gathering preliminary information before workshop or interviews – Lots of 3rd party websites – etc. (Google “online surveys”)
  • 28. The Discovery Phase - Approach Data Matrix – Explore data dependencies across the organization – Can be compiled as a group or through individual interviews – Graphic representation of key/crucial datasets and how they are used – Many in organization get to see the importance of their data for the first time
  • 29. Exploring Information Commonalities and Needs
  • 30. Workshop Outcome – Example Action Items Number Task Description Assigned Staff Deadline 1 Develop Timeline Group end of workshop 2 Staffing Plan refer outline refer outline 3 Stakeholder Stratification SM, MH, EC refer outline 4 Communication Plan SM, MH, EC End of workshop 5 Data Node Tech Specs by Tier KW, TK, JW First cut with Plan 6 Project Glossary SM, TK, DC First cut with Plan 7 Hardware Specs Finalized KW, TK By end of workshop 8 Training Plan JS First cut with Plan 9 Data Node Tech Support Plan SM, Jan First cut with Plan 10 Data Node MOU DC EC 30-Jun 11 Draft of Exec Deliverables DC First cut with Plan 14 Roles/Responsibilities Finalized SM, SF, JS,DC First cut with Plan 16 QA/QC Workflow Recommendations DC, JS First cut with Plan 17 Plan Outline SMc end of workshop
  • 31. Developing the Strategy p g gy
  • 32. Considerations and Recommendations • Risk analysis and mitigation y g – Business – Design – Technology – Markets – Organization • Change management – Staffing – Skills/training – Business processes – Clients and partners (including other agencies)
  • 33. Considerations and Recommendations • Monitoring g – Schedules – Deliverables – Budget – Reports • Technology program plan gy g – Business alignment – New technology (partner with key software vendors) (partner – Technology timeline – Project reviews – Integration
  • 34. Considerations and Recommendations • Leverage upcoming IT/GIS/Agency initiatives and g p g g y funding – Applications or systems that may need a geographic component t – Help build Enterprise GIS infrastructure (ArcSDE, ArcGIS (ArcSDE, Server, Portals, etc.) – Utilize the momentum of an already approved project – Build synergy across departments and business areas
  • 35. Stratify GIS Consumption GIS Analysts vs GIS/IT “Technologists” GIS Professionals Desktop GIS ArcInfo ArcEditor .Net ArcReader Java ArcView GIS Web Clients Network ArcGIS GIS TCP/IP, HTTP, XML Engine GIS Developers Consumers Embedded GIS ArcGIS ArcIMS Server Mobile ArcSDE Wireless GIS LBS Servers IT Professionals
  • 36. Understand System/Data Needs
  • 37. Deployment Options
  • 38. Project Timeline vs Technology Timeline
  • 39. Technology Timeline
  • 40. Example Strategy Outline: Basic 1.0 Introduction 2.0 Current Assessment 2.1 Existing Infrastructure 2.2 Software and Li 2 2 S ft d Licensing i 2.3 Staff 2.4 Data and Custom Applications 30 3.0 Findings a d Recommendations d gs and eco e dat o s 3.1 General Recommendations 3.2 Infrastructure Recommendations 3.3 Software and Licensing Recommendations 3.4 3 4 Staff and Training Recommendations 3.5 Data and Applications Recommendations 4.0 Suggested Approach 4.1 Phase I: Data Conversion and Data Access 4.2 Phase II: GIS Functionality Access 4.3 Phase III: Custom Application Redesign/Development 5.0 5 0 Summary Appendix I: Resources Appendix II: Technology Timeline
  • 41. Example Strategy Outline Customized
  • 42. Example Recommendations Organizational • Combine or co-locate IT and GIS staff co- – Separate GIS End-users, GIS Analysts and “GIS End- Technologists” –C Cross pollination of ideas and skillsets lli ti f id d kill t • GIS/IT staff should analyze internal workflows • Train IT staff in enterprise GIS technologies • Train GIS staff in IT methodologies (project management, etc.) g , ) • Require GIS representation on IT Steering Committee • Consider creation of a separate combined IT/GIS p department
  • 43. Example Recommendations Funding • Consider IT/GIS as an Enterprise resource p • Fund activities through a “general fund” mindset • Heavy GIS users (Public Works, Planning, etc.) should provide appropriate share of funding • IT/GIS should work together to gather funding for GIS infrastructure components (centralized databases, web databases applications, etc.) through proposal process for capital funding
  • 44. Example Recommendations GIS Software Licensing • Survey existing software users for general/common GIS needs • Undertake Gap Analysis of custom GIS applications • Utilize ArcGIS Server web-mapping software to meet SS web- pp g the common GIS needs of the City • “Partner” with ESRI Account manager to leverage new software ft • Utilize Regional Agency relationships to share similar web- web-mapping requirements
  • 45. Example Recommendations Data • Identify core enterprise datasets and house them y p centrally • Create a simple web based data browsing tool for easy access t all datasets (Geoportal extension, etc.) to ll d t t (G t l t i t ) • Formalize data sharing Memorandums of Understandings (MOU) between departments and partnering agencies – MOUs contain update schedules, feedback loops, etc.
  • 46. Approach: Strategic Joint GIS/IT Projects • Parcel database design – Establish departmental data design needs – Incorporate spatial and tabular aspects – Create an automated approach for refreshing the county dataset to the City Parcel database design y g • Legacy GIS application common functionality analysis –E t Extract common f t functionality and serve through central web- ti lit d th h t l web- b based application – Jointly develop web based mapping application Focus on smaller projects with tangible results…
  • 47. Understand Needed Skills Job Titles Spatial Data administration: administration: Database administration: Department: client / GIS SQL Server (Windows) Managers implementations: client / GIS Manager Central IT: Infrastructure Group Oracle Standard Edition One Web server administration: (Linix) implementations Department: client / GIS Manager Operating System administration: Windows (SQL Server) Central IT: Infrastructure Group implementations: client / GIS ArcGIS Server: Manager Department: client / GIS Manager Linux (Oracle) implementations: implementations: Central IT Central IT: Infrastructure Group System Backups: ArcGIS data file server: Departments Department: client / GIS Manager Central IT C l Central IT: Infrastructure Group Citrix Server/Terminal services Central IT: Infrastructure Group
  • 48. Understand Needed Skills Training Plan UC 2008 Tech Strategy Session 48
  • 49. The Executive Presentation Critical communication • GIS technology strategies are driven by business strategies • Interpret the strategy with reference to value to the organization • Value is defined directly as “saving,” “making” or “obtaining” money • Technology (and GIS) is a partner to business areas not an areas, adversary or servant • Identify steps in strategy to boost productivity through GIS technology investments • Be ready with “the ask” • No less than 15 and no more than 30 minutes for top level leadership l d hi • Choose the presenter carefully – it may not be you…
  • 50. Conceptual Architectures
  • 51. 51
  • 52. Enterprise System(s) Starting Point Real Estate Enter Long Property Accounting Acquisitions Harvest Act Inventory REIT Tax Activities Term Lease Taxes Sell Property Mineral, Oil, As Is Divestitures Silviculture NG Leases Develop Biology Encumbrances E b Other L Oth Leases Property Assessment Sarbanes-Oxley Land Minerals Property Transaction T ti Lawson Database IFMS Tax T System Title Timber Excel System
  • 53. Forest and Land Management System Holdings Users Dashboard REIT AHA Hunting Timber Tax Records Minerals Log Marketing Compliance Leases Management Management Land Land Conservation Endangered Other Business EDMS Divestiture Easements Species Processes Acquisition Land Sales Land Mapp and Forest Harvest Real Estate Log Marketing Dissemination Development Management Scheduling Records Services Services Oriented Architecture Data Warehouse W h Regional Aerial Imagery Databases Documents
  • 54. Four Basic GIS Business Functions Vortex Diagram Business Model g
  • 55. Business Solutions
  • 56. Technology Approach
  • 57. Where are the Business Opportunities?
  • 58. Lessons Learned
  • 59. Enterprise GIS Challenges • Tearing down silos – must be willingness to share information and services within organization • Balance need for design and sustainable system with need to show results quickly – utilize prototypes/proof-of-concepts prototypes/proof-of- • Foster effective communication among project team, stakeholders and impacted groups • Don’t lose sight of business strategies that are basis for project • Avoid technology “religious wars” • Create a visible “face” for your project
  • 60. Put a face on the Project Common Operating Picture Common needs: – Significant time spent gathering data for reporting up the chain – Decision makers need access to timely information – Lots of data but no information – ability to data mine extremely limited and takes weeks/months Recommendations: – Implement key performance indicators (KPI) dashboard framework – U d hb Use dashboard as project rallying point – why we’re doing the d j t ll i i t h ’ d i th work…
  • 61. Enterprise Success Factors Across many disciplines & organizations y p g • Solid workflow, architecture and application designs , pp g • Well defined infrastructure requirements • Knowledgeable, highly-skilled team Knowledgeable highly- • Enterprise-wide standards and governance processes Enterprise- • Good tuning tools and methods • Robust support environment • …and the best GIS technology available d th b t t h l il bl Don’t forget – Enterprise GIS means Enterprise IT Keep it in context!
  • 62. Enterprise GIS – Understand Where You Are Enterprise Advantage Enterprise $5M Program Level Professional Department p Services Level $500K Premium Project Support Level $50K Services Standard Single use software $5K Tech Support
  • 63. Enterprise SUPPORT Technical Education Professional Business Support S t Services Partner Program Helping Users Be More Productive • Telephone • Instructor • Planning • Services • Web • Web • Design D i • Solutions S l ti • Resource • Podcasts • Development • Technology Center • ESRI Press • Implementation • Data Resource Center Training & Education Professional Services
  • 64. Questions?
  • 65. ESRI Custom Icons
  • 66. Mashups p ArcGIS Servers GIS Users Geodatabase Web Users Web GIS ArcGIS S A GIS Server ArcGIS O li A GIS Online Open Standards O St d d ArcGIS Desktop Web Bl W b Blog Web Bl W b Blog Mashups M h Mashups M h Authors Browser Browser Browser Browser Web Map Map Web Map Map Web Map Map Raster Files Raster Files Web Map Map Web Map Map Web Map Map Web Map Map Web Map Map Explorer Web Map
  • 67. Globes Layers Database Files Files Files CD/DVD Internet Models Models
  • 68. Data Server Mobile Data Appliance Desktop Designing & Planning Situational Awareness Professional Services Tech Support Satellite Satellite Windmill Professional Services Education Business Partner Mobile GIS User GIS User