Presentation from March 19, 2006, Strategic Planning Workshop


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Presentation from March 19, 2006, Strategic Planning Workshop

  1. 1. Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial Data Infrastructure (NSDI) Workshop on Developing Strategic and Business Plans
  2. 2. About the Copyright Notice that may appear on Slides 7 through 84 <ul><li>The Strategic Plan Template, Business Plan Template, Strategic Planning Process Map, Performance Score Card and most of the slides from 7 through 84 of this presentation are the Intellectual Property of Applied Geographics, Inc. and therefore Copyrighted, unless otherwise indicated. </li></ul><ul><li>Applied Geographics has granted to the FGDC, NSGIC, all states and equivalent entities, and their subdivisions, the right to use, reproduce and distribute the strategic and business plan templates and the training program materials that were delivered under this contract. </li></ul><ul><li>All permitted copies shall be reproduced with all titles, logos, copyright notices, trademark notices, and legends included in the original materials and list Applied Geographics as the source. </li></ul>
  3. 3. Metadata <ul><li>This workshop was presented on March 19, 2006, at the Mid-year Meeting of the National States Geographic Information Council (NSGIC) in Annapolis, Maryland. </li></ul><ul><li>NSGIC was funded for this activity by the Federal Geographic Data Committee (FGDC) under contract number: 05HQCN0034. </li></ul><ul><li>This PowerPoint tm presentation was created to supplement a printed manual that was distributed at the workshop. </li></ul><ul><li>You can obtain the same manual and materials by visiting the NSGIC web page at and selecting the “Hot Topics” tab and then the “ Fifty States Initiative .” You can also find the same materials on the FGDC web page at by selecting the “Policy and Planning” tab and then selecting the link for “ 50 States Strategic and Business Plan Templates .” </li></ul>
  4. 4. More Metadata <ul><li>The following people presented this material during the workshop: </li></ul><ul><ul><li>Steve Anderson, Applied Geographics, Inc. (Slides 5 through 36) </li></ul></ul><ul><ul><li>Peter Bujwid, Applied Geographics, Inc. (Slides 37 through 82) </li></ul></ul><ul><ul><li>Bill Burgess, NSGIC Washington Liaison (Slides 83 through 98) </li></ul></ul>
  5. 5. Even More Metadata! The workshop attendees gave the following ratings for the workshop as it was held on March 19, 2006: In addition, 88% of the attendees said they were better prepared to develop strategic and business plans after the workshop.
  6. 6. Workshop Agenda 8:45 - 8:55 Project Overview 8:55 - 9:35 Strategic Plan Template 9:35 - 9:45 Strategic Plan Process Map 9:45 - 10:00 Questions & Answers 10:00 - 10:30 Break 10:30 - 11:15 Business Plan Template 11:15 - 11:30 Score Card 11:30 - 11:45 Thoughts on Strategic Planning 11:45 - 12:00 Questions & Answers
  7. 7. Project Overview and Goals <ul><ul><li>Encourage Implementation of Statewide Spatial Data Infrastructure (SSDI) Development </li></ul></ul><ul><ul><li>Provide Guidance on Planning Activities </li></ul></ul><ul><ul><li>Encourage Formation of Partnerships </li></ul></ul><ul><ul><li>Provide Uniform Framework for the Strategic & Business Plans </li></ul></ul>©2006, Applied Geographics, Inc
  8. 8. Who was involved?? Representing Federal State County Municipal Academic Utility Private Business Non-Profit NSGIC Bill Burgess AppGeo Steve Anderson AppGeo Michael Terner AppGeo Peter Bujwid AppGeo Richard Grady   Organization Project Support State of Nebraska Larry Zink A T & T Heather Voets University of South Carolina Lynn Shirley State of Delaware Sandy Schenck FGDC Milo Robinson National Association of Counties (NACo) Kevin Neimond State of West Virginia Craig Neidig State of North Carolina Zsolt Nagy State of Delaware Mike Mahaffie USGS – Geospatial Liaisons Vicki Lukas State of Montana Stu Kirkpatrick State of Massachusetts Christian Jacqz University of Missouri Tim Haithcoat State of Ohio Stu Davis State of Arkansas Learon Dalby State of Vermont David Brotzman City of Rancho Cucamonga, CA Ingrid Bruce State of Idaho Nathan Bentley   Organization Steering Committee
  9. 9. What was done? <ul><ul><li>Document Review </li></ul></ul><ul><ul><ul><li>Other Strategic & Business Plans, I-Plans </li></ul></ul></ul><ul><ul><ul><li>NC, GA, IN, KY, ME, OR, CT, RI, MD, MA </li></ul></ul></ul><ul><ul><li>Past Experience </li></ul></ul><ul><ul><li>Drafted Templates </li></ul></ul><ul><ul><li>WIKI: Collaboration </li></ul></ul><ul><ul><li>Produced Final Docs </li></ul></ul>©2006, Applied Geographics, Inc
  10. 10. ©2006, Applied Geographics, Inc
  11. 11. <ul><li>Strategic Plan </li></ul><ul><ul><li>‘ What’ and the ‘Why’ </li></ul></ul><ul><ul><li>Process & Goals </li></ul></ul><ul><li>Business Plan </li></ul><ul><ul><li>‘ How’, ‘When’, and ‘How much’ </li></ul></ul><ul><ul><li>Aimed at those that approve and fund </li></ul></ul><ul><ul><li>Presents a business case </li></ul></ul>What’s the difference between a Strategic Plan and a Business Plan? ©2006, Applied Geographics, Inc
  12. 12. What can they be used for? <ul><li>Plan for a Comprehensive Goal or Initiative </li></ul><ul><ul><li>Establish or Expand a Statewide Spatial Data Infrastructure ( SSDI ) </li></ul></ul><ul><li>Plan or Clarify a Component of an Initiative </li></ul><ul><ul><li>Statewide Coordination </li></ul></ul><ul><ul><li>Standards Implementation </li></ul></ul><ul><ul><li>Data Production </li></ul></ul><ul><ul><li>Common Applications Development </li></ul></ul><ul><ul><li>Etc, etc </li></ul></ul>©2006, Applied Geographics, Inc
  13. 13. In your binder… <ul><li>Strategic Plan Template </li></ul><ul><li>Strategic Plan Process Map </li></ul><ul><li>Business Plan Template </li></ul><ul><li>Scorecard </li></ul><ul><li>Success and Failure </li></ul><ul><li>Success Pitfall Table </li></ul><ul><li>Return on Investment </li></ul>©2006, Applied Geographics, Inc
  14. 14. In your binder… Strategic Plan Template (Tab 1) Strategic Plan Template ©2006, Applied Geographics, Inc
  15. 15. A more detailed look… <ul><li>Overview or Purpose of Section ( Arial ) </li></ul><ul><li>List of Questions (Times New Roman) : </li></ul><ul><ul><li>Help Facilitate the Planning Process </li></ul></ul><ul><ul><li>Yield Content of Plan Itself </li></ul></ul><ul><ul><li>Stimulate Discussion </li></ul></ul><ul><ul><li>Not all questions need to be answered </li></ul></ul><ul><ul><li>Some may lead to more questions </li></ul></ul>©2006, Applied Geographics, Inc
  16. 16. In your binder… Strategic Planning Process Map (Tab 2) ©2006, Applied Geographics, Inc
  17. 17. In your binder… Business Plan Template (Tab 3) ©2006, Applied Geographics, Inc
  18. 18. In your binder… Collateral Materials (Tab 4) Success and Failure Scorecard ©2006, Applied Geographics, Inc
  19. 19. In your binder… Collateral Materials (Tab 4) ROI & CBA Success & Pitfall Table ©2006, Applied Geographics, Inc
  20. 20. What is the Purpose of a Strategic Plan ? <ul><li>Implements Long Term Goals </li></ul><ul><li>Details Programmatic Goals </li></ul><ul><li>Identifies Risks </li></ul><ul><li>Develops Strategies for Overcoming Risks </li></ul><ul><li>Provides a Process or Feedback Loop for Adjustment </li></ul>©2006, Applied Geographics, Inc
  21. 21. What is this Strategic Plan Template ? <ul><li>Defines an Iterative Process for: </li></ul><ul><ul><li>Discussions </li></ul></ul><ul><ul><li>Research </li></ul></ul><ul><ul><li>Drafting </li></ul></ul><ul><ul><li>Refining </li></ul></ul><ul><ul><li>Review </li></ul></ul>©2006, Applied Geographics, Inc
  22. 22. What is this Strategic Plan Template ? <ul><li>Provides a Consistent Framework for Articulating </li></ul><ul><ul><li>Purpose </li></ul></ul><ul><ul><li>Values </li></ul></ul><ul><ul><li>Roles </li></ul></ul><ul><ul><li>Objectives </li></ul></ul><ul><ul><li>Strengths & Weaknesses </li></ul></ul>©2006, Applied Geographics, Inc
  23. 23. Let’s take a look inside… <ul><li>Executive Summary </li></ul><ul><li>Strategic Planning Methodology </li></ul><ul><li>Current Situation </li></ul><ul><li>Vision and Goals </li></ul><ul><li>Requirements </li></ul><ul><li>Implementation Program </li></ul><ul><li>Appendices </li></ul>©2006, Applied Geographics, Inc
  24. 24. Executive Summary (SPT:1) <ul><li>Executive Level Presentation </li></ul><ul><li>Brief, but Sufficient Detail </li></ul><ul><li>Strategic Objectives of Plan </li></ul><ul><li>Benefits to be Realized </li></ul><ul><li>Resources Needs </li></ul><ul><li>Simplified Timeline </li></ul><ul><li>Associated Costs </li></ul>©2006, Applied Geographics, Inc
  25. 25. Focus Your Executive Summary… <ul><li>Ten Pages </li></ul><ul><li>Background & Overview </li></ul><ul><li>Intro. & Definition of GIS </li></ul><ul><li>History of GIS use in Maine </li></ul><ul><li>Major Findings of Needs Assessment </li></ul><ul><li>Major Recommendations & Plan of Action </li></ul><ul><li>Benefits of Plan of Action </li></ul><ul><li>Funding the Plan </li></ul><ul><li>Proposed Governance Structure </li></ul><ul><li>Addressing Privacy </li></ul><ul><li>Conclusions </li></ul><ul><li>Two Pages </li></ul><ul><li>Overview </li></ul><ul><li>Current Issues </li></ul><ul><li>Recommended Solutions </li></ul><ul><li>Summary </li></ul><ul><li>Funding </li></ul>©2006, Applied Geographics, Inc
  26. 26. Strategic Planning Methodology (SPT:2) <ul><li>Process taken to develop </li></ul><ul><li>Emphasize process not the situation </li></ul><ul><li>Gets you organized </li></ul><ul><li>Defines plan for success </li></ul><ul><li>Stakeholder identification </li></ul><ul><li>Constraints or limitations </li></ul><ul><li>Define target audience </li></ul>©2006, Applied Geographics, Inc
  27. 27. Target Audience <ul><li>Who do you need to convince ? </li></ul><ul><li>What would make them support this initiative? </li></ul><ul><li>Are there any political barriers? </li></ul><ul><ul><li>Election Year </li></ul></ul><ul><ul><li>Party in control </li></ul></ul><ul><li>Timing is everything </li></ul><ul><li>Different Strokes for Different Folks </li></ul>State of CT ©2006, Applied Geographics, Inc
  28. 28. Current Situation (SPT:3) <ul><li>Assessment of the situation </li></ul><ul><ul><li>Who are we? </li></ul></ul><ul><ul><li>Where are we? </li></ul></ul><ul><ul><li>What has succeeded (or hasn’t) in the past </li></ul></ul><ul><li>SWOT </li></ul><ul><ul><li>S trengths and W eaknesses </li></ul></ul><ul><ul><li>O pportunities and T hreats </li></ul></ul>©2006, Applied Geographics, Inc
  29. 29. Current Situation (SPT:3) <ul><li>Study the history …where you’ve been </li></ul><ul><li>Examine the current issues …where you are </li></ul><ul><li>Know where the decision makers want to go </li></ul><ul><li>Tie them together…look for synergy </li></ul>©2006, Applied Geographics, Inc State of Connecticut – TOPOFF3
  30. 30. Vision and Goals (SPT:4) <ul><li>Overarching goal is SSDI </li></ul><ul><li>Articulating programmatic goals </li></ul><ul><li>Defining steps to get there </li></ul><ul><li>Realistic short and long-term horizons </li></ul>©2006, Applied Geographics, Inc
  31. 31. NSDI, SSDI and the Strategic and Business Plan Templates Part of a bigger picture NSDI 50 States Initiative SSDI MA SSDI TX SSDI AK Stakeholders Municipalities Parishes Townships Villages County State Tribal Federal Regional government agencies Regional planning organizations Non-profit organizations Utilities Private Business Academia Public ©2006, Applied Geographics, Inc SP BP Stakeholders SP BP Stakeholders SP BP Stakeholders
  32. 32. Requirements (SPT:5) <ul><li>Technical Section </li></ul><ul><li>Assessment of Infrastructure </li></ul><ul><li>Data Requirements </li></ul><ul><li>Technology Requirements </li></ul><ul><li>Resource Requirements </li></ul><ul><li>Standards </li></ul><ul><li>Organizational Needs </li></ul>©2006, Applied Geographics, Inc
  33. 33. Requirements (SPT:5) <ul><li>Technology </li></ul><ul><ul><li>Hardware </li></ul></ul><ul><ul><li>Software </li></ul></ul><ul><ul><li>Network </li></ul></ul><ul><ul><li>Legacy systems integration </li></ul></ul><ul><ul><li>Systems Architecture </li></ul></ul>Maine Geo-Library Architecture ©2006, Applied Geographics, Inc
  34. 34. Requirements (SPT:5) <ul><li>Data </li></ul><ul><ul><li>What are all the needs </li></ul></ul><ul><ul><li>Data specifications & standards </li></ul></ul><ul><ul><ul><li>Federal, State, Local, Industry </li></ul></ul></ul><ul><ul><li>Data compliancy </li></ul></ul><ul><ul><li>Data sensitivity/confidentiality </li></ul></ul><ul><ul><li>Data flows </li></ul></ul><ul><ul><li>Metadata </li></ul></ul><ul><ul><li>Data sharing/MOU </li></ul></ul>Data Flows ©2006, Applied Geographics, Inc
  35. 35. Requirements (SPT:5) <ul><li>Coordination and Oversight </li></ul><ul><ul><li>Full-time paid Coordinator </li></ul></ul><ul><ul><li>Defined authority for Statewide Coordination </li></ul></ul><ul><ul><li>Formal relationship with CIO </li></ul></ul><ul><ul><li>Involved decision maker </li></ul></ul><ul><ul><li>Responsibilities for NSDI and Clearinghouse assigned </li></ul></ul><ul><ul><li>Coordinate with LGA’s, academia, & public sector </li></ul></ul><ul><ul><li>Sustainable funding exists </li></ul></ul><ul><ul><li>Coordinators have contractual authority </li></ul></ul><ul><ul><li>Fed’s work through coordinating body </li></ul></ul>©2006, Applied Geographics, Inc
  36. 36. Implementation Program (SPT:6) <ul><li>Divide and Conquer </li></ul><ul><li>Phased Approach </li></ul><ul><li>Should be High-Level </li></ul><ul><li>Business Plan Lays out the Details </li></ul>©2006, Applied Geographics, Inc
  37. 37. Implementation Program (SPT:6) <ul><li>What are your program elements? </li></ul><ul><ul><li>Data </li></ul></ul><ul><ul><ul><li>Orthoimagery, Parcels, Centerlines </li></ul></ul></ul><ul><ul><ul><li>Standards </li></ul></ul></ul><ul><ul><ul><li>Metadata </li></ul></ul></ul><ul><ul><li>Functional </li></ul></ul><ul><ul><ul><li>Public Safety </li></ul></ul></ul><ul><ul><ul><li>Public Health </li></ul></ul></ul><ul><ul><ul><li>Environmental Management </li></ul></ul></ul><ul><ul><li>Business Process </li></ul></ul><ul><ul><ul><li>Permitting </li></ul></ul></ul><ul><ul><ul><li>Asset Management </li></ul></ul></ul><ul><ul><ul><li>Land Acquisition </li></ul></ul></ul>©2006, Applied Geographics, Inc
  38. 38. Summary <ul><li>Strategic Plan </li></ul><ul><ul><li>What? </li></ul></ul><ul><ul><li>Why? </li></ul></ul><ul><li>Strategic Process Map </li></ul><ul><li>Business Plan Template </li></ul><ul><ul><li>How? </li></ul></ul><ul><ul><li>When? </li></ul></ul><ul><ul><li>How much? </li></ul></ul>©2006, Applied Geographics, Inc
  39. 39. Strategic Plan Process Map (SPPM) For use by all Stakeholders in the Geospatial Community ©2006, Applied Geographics, Inc
  40. 40. What is the SPPM? <ul><li>A practical approach </li></ul><ul><li>Ideas on execution </li></ul><ul><li>Structure and tasks </li></ul><ul><li>Modifiable </li></ul>©2006, Applied Geographics, Inc
  41. 41. 5 Phases <ul><li>Getting Started </li></ul><ul><li>Preliminary Planning </li></ul><ul><li>Strategizing </li></ul><ul><li>Authoring </li></ul><ul><li>Monitoring and Marketing </li></ul>©2006, Applied Geographics, Inc
  42. 42. 2 3 5 4 1 = Iterative 2 = Inclusive 3 = Is Approved 4 = Supported 5 = Flows to the business plan 1 ©2006, Applied Geographics, Inc
  43. 43. 1. Getting Started <ul><li>Establish a Working Group </li></ul><ul><li>Define roles and responsibilities </li></ul><ul><li>Assign roles and responsibilities </li></ul>©2006, Applied Geographics, Inc
  44. 44. 2. Preliminary Planning <ul><li>Logistics </li></ul><ul><ul><li>kick-off meeting </li></ul></ul><ul><ul><li>meeting frequency </li></ul></ul><ul><li>Resource Planning </li></ul><ul><ul><li>impact on process itself </li></ul></ul><ul><li>Schedule </li></ul><ul><ul><li>Timing considerations </li></ul></ul><ul><ul><li>Target milestones </li></ul></ul><ul><li>Organization </li></ul><ul><ul><li>Charter </li></ul></ul><ul><ul><li>Sub-committees </li></ul></ul>©2006, Applied Geographics, Inc
  45. 45. 3. Strategizing <ul><li>Scoping </li></ul><ul><ul><li>Determine scope </li></ul></ul><ul><ul><li>Other requirements </li></ul></ul><ul><ul><li>What period of time will the plan cover? </li></ul></ul><ul><li>Goal Assessment </li></ul><ul><ul><li>Set preliminary programmatic goals </li></ul></ul><ul><ul><li>Stakeholder validation </li></ul></ul><ul><ul><li>Identify road blocks </li></ul></ul><ul><ul><li>SWOT </li></ul></ul><ul><ul><li>Capturing information </li></ul></ul><ul><li>Generating Support </li></ul><ul><ul><li>Enlist political help </li></ul></ul><ul><ul><li>Generate consensus </li></ul></ul>©2006, Applied Geographics, Inc
  46. 46. 4. Authoring <ul><li>Aimed at readership </li></ul><ul><li>Employ Reviewers </li></ul><ul><li>Iterate </li></ul><ul><li>‘ pave the way’ </li></ul><ul><li>Publish and be….successful </li></ul>©2006, Applied Geographics, Inc
  47. 47. 5. Monitoring and Marketing <ul><li>Assessing progress </li></ul><ul><ul><li>Who/where </li></ul></ul><ul><ul><li>How often </li></ul></ul><ul><li>Develop metrics </li></ul><ul><li>Progress Monitoring </li></ul><ul><li>Marketing </li></ul><ul><li>Collecting feedback </li></ul>©2006, Applied Geographics, Inc
  48. 48. Questions and Answers ©2006, Applied Geographics, Inc
  49. 49. Break Return by 10:30 ©2006, Applied Geographics, Inc
  50. 50. Business Plan Template Advancing Statewide Spatial Data Infrastructures in Support of NSDI ©2006, Applied Geographics, Inc
  51. 51. What is a Business Plan? <ul><li>Describes who you are </li></ul><ul><li>Describes what you want to achieve </li></ul><ul><li>Describes the benefits to be realized </li></ul><ul><li>Quantifies cost and return on investment </li></ul><ul><li>Outlines an implementation plan </li></ul><ul><li>Provides evidence of due diligence </li></ul><ul><li>Makes a good business case </li></ul>©2006, Applied Geographics, Inc
  52. 52. <ul><li>Strategic Plan </li></ul><ul><ul><li>‘ What ’ and the ‘ Why ’ </li></ul></ul><ul><li>Business Plan </li></ul><ul><ul><li>‘ How ’ </li></ul></ul><ul><ul><li>Aimed at those that approve and fund </li></ul></ul>Strategic Plan vs. Business Plan ©2006, Applied Geographics, Inc
  53. 53. To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards Primary Strategic Goal GOAL 1: Establish authority for statewide coordination GOAL 2: Develop GIS clearinghouse GOAL 3: Pursue goal 3 Business Plan Details SP SP BP BP Programmatic Goals Strategic Plan vs. Business Plan <ul><li>Business plans should relate to Strategic objectives </li></ul><ul><li>Business Plans come from goals </li></ul><ul><li>You can have more then one Business Plan </li></ul>Benefits Justification ROI Cost/Benefit Implementation Plan Costs Requirements Risks Copyright March 2006 Applied Geographics, Inc. ©2006, Applied Geographics, Inc
  54. 54. When writing a BP think of these things: <ul><li>Relevant to the organization </li></ul><ul><li>Short (10-20 pages) </li></ul><ul><li>Easy to read and approve </li></ul><ul><li>Clear and concise </li></ul><ul><li>Compelling </li></ul><ul><li>Credible and factually correct </li></ul><ul><li>Action oriented </li></ul><ul><li>Content is aimed at a very specific readership </li></ul>©2006, Applied Geographics, Inc
  55. 55. BPT – Section Headings <ul><li>Executive Summary </li></ul><ul><li>Program Goals (programmatic goals) </li></ul><ul><li>Program Benefits and Justification </li></ul><ul><li>Program Requirements and Costs </li></ul><ul><li>Organizational Approach </li></ul><ul><li>Implementation Plan </li></ul><ul><li>Appendices (your reference) </li></ul>©2006, Applied Geographics, Inc
  56. 56. The Executive Summary… (BPT:1) <ul><li>Should represent the message of the whole report </li></ul><ul><li>Should stand alone </li></ul><ul><li>Aimed at getting approval and funded </li></ul><ul><li>Packaging </li></ul>©2006, Applied Geographics, Inc
  57. 57. Georgia Case for a GIO
  58. 58. To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards Primary Strategic Goal GOAL 1: Establish authority for statewide coordination GOAL 2: Develop GIS clearinghouse node GOAL 3: Pursue goal 3 TASK 1.1 Identify primary stakeholders participants TASK 1.2 Develop political buy-in and support TASK 1.4 Establish Statewide Coordination Committee TASK 1.3 Develop user community buy-in and support Performance monitoring should occur on a periodic basis throughout the project SUB-TASK 1.4.1 Establish Statewide Coordination Committee Goals SP SP BP BP BP Programmatic Goals Programmatic Task Programmatic Goals ©2006, Applied Geographics, Inc Task success assessment Programmatic Sub-Task Task Assessment 1.4.1: recruit committee participants Task Assessment 1.4.1: recruit committee participants Task Assessment 1.4.1: recruit committee participants
  59. 59. Program Benefits and Justification (BPT:3) <ul><li>Quantitative/ Financial </li></ul><ul><ul><ul><li>ROI assessment </li></ul></ul></ul><ul><ul><ul><li>Cost/Benefit analysis </li></ul></ul></ul><ul><ul><ul><li>Cost Savings </li></ul></ul></ul><ul><ul><ul><li>Time saving </li></ul></ul></ul><ul><ul><ul><li>Cost avoidance </li></ul></ul></ul><ul><ul><ul><li>Cost of doing nothing </li></ul></ul></ul><ul><ul><ul><li>Revenue Generation </li></ul></ul></ul>Oregon GIS Utility Initiative ESRI Case Studies ROI = (benefit-cost)/cost GIT Businesses Case Development and ROI Literature Review GITA Research Division ©2006, Applied Geographics, Inc
  60. 60. Cost/Benefit <ul><li>System planning </li></ul><ul><li>system acquisition </li></ul><ul><li>Implementation </li></ul><ul><li>Staffing & training </li></ul><ul><li>Operations and maintenance </li></ul><ul><li>Database development </li></ul><ul><li>System costs </li></ul><ul><li>Equipment </li></ul><ul><li>Software </li></ul><ul><li>Hardware </li></ul><ul><li>Facility </li></ul><ul><li>Internal & External Benefits </li></ul><ul><ul><li>New Capabilities </li></ul></ul><ul><ul><li>Improved regulatory compliance </li></ul></ul><ul><ul><li>Work efficiencies </li></ul></ul><ul><ul><li>Improved customer service </li></ul></ul><ul><ul><li>Decreased wait time </li></ul></ul><ul><ul><li>Decreased training costs </li></ul></ul><ul><ul><li>Increase in billable services </li></ul></ul><ul><ul><li>Avoidance of future costs </li></ul></ul><ul><ul><li>Revenue enhancement </li></ul></ul><ul><ul><li>Reduced dependency on consultants </li></ul></ul>©2006, Applied Geographics, Inc
  61. 61. Montgomery County, MD <ul><li>Cannot find correct data when needed </li></ul><ul><li>Maps and data are out of date, incomplete, inaccurate </li></ul><ul><li>Different data sets and maps have incompatible formats, definitions, and </li></ul><ul><li>scale </li></ul><ul><li>Need to create and maintain redundant data and maps in individual </li></ul><ul><li>organizational units </li></ul><ul><li>Number of maps produced is limited by the person-time required </li></ul><ul><li>Number of alternatives evaluated during a study is limited due to the time </li></ul><ul><li>and cost required for materials and staff </li></ul><ul><li>Combining data and maps for a study is time-consuming and difficult </li></ul><ul><li>Dependent on personal knowledge and memory </li></ul><ul><li>Products are not standard. </li></ul><ul><li>Improvements in existing operations </li></ul><ul><li>Additional capabilities not available in a non-GIS environment </li></ul><ul><li>Response to unexpected, non-planned, or emergency situations </li></ul><ul><li>Intangible improvements </li></ul><ul><li>Revenues generated through sale of data and products. </li></ul>
  62. 62. Program Benefits and Justification (BPT:3) <ul><ul><li>Qualitative/ Non-Financial/Hard to quantify/Collateral Benefits </li></ul></ul><ul><ul><ul><li>Meeting a mandated requirement </li></ul></ul></ul><ul><ul><ul><li>Societal/community benefit </li></ul></ul></ul><ul><ul><ul><ul><li>Better or more available data </li></ul></ul></ul></ul><ul><ul><ul><ul><li>More efficient data exchange </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Improved customer service </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Improved quality of life </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Better management of environment </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Saving life's </li></ul></ul></ul></ul><ul><ul><ul><li>Spin-off benefits </li></ul></ul></ul><ul><ul><ul><ul><li>improved mapping </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Response to the unexpected </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Enhanced revenue </li></ul></ul></ul></ul><ul><ul><ul><li>Benefit accrual </li></ul></ul></ul>Oregon GIS Utility Initiative Georgia, Case for a GIO ©2006, Applied Geographics, Inc
  63. 63. Overview of VMM <ul><li>CIO Council </li></ul><ul><li>Measuring the value of electronic services </li></ul><ul><li>Measure value </li></ul><ul><li>Full accounting of cost </li></ul><ul><li>Considers risk </li></ul>VMM How To Guide - See SPT Appendix 1 Cost Value Risk
  64. 64. Overview of VMM Steps (Source: Federal CIO Council, Committee on Best Practices) <ul><li>Compare value, cost, and risk </li></ul><ul><li>Use lessons learned to improve processes </li></ul><ul><li>Calculate the risk score </li></ul><ul><li>Ongoing documentation </li></ul><ul><li>Begin documentation </li></ul><ul><li>Satisfy ad hoc reporting requirement </li></ul><ul><li>Calculate the value score </li></ul><ul><li>Conduct risk analysis </li></ul><ul><li>Identify and define cost structure </li></ul><ul><li>Prepare budget justification document </li></ul><ul><li>Calculate ROI </li></ul><ul><li>Estimate value and cost </li></ul><ul><li>Identify and define risk structure </li></ul><ul><li>Communicate value to customers and stakeholders </li></ul><ul><li>Aggregate the cost estimate </li></ul><ul><li>Identify and define alternatives </li></ul><ul><li>Identify and define value structure </li></ul>Step 4: Communicate and Document Step 3: Pull the Information Together Step 2: Alternative Analysis Step 1: Develop a Decision Framework
  65. 65. More on VMM Appendix 1 in SPT
  66. 66. Program Requirements and Costs (BPT:4) <ul><ul><ul><li>Inventory </li></ul></ul></ul><ul><ul><ul><li>Data </li></ul></ul></ul><ul><ul><ul><li>Technology </li></ul></ul></ul><ul><ul><ul><li>Resource </li></ul></ul></ul><ul><ul><ul><li>Standards </li></ul></ul></ul><ul><ul><ul><li>Budget </li></ul></ul></ul><ul><ul><ul><li>Risk Assessment </li></ul></ul></ul>State of Maine Geo-Pillars ©2006, Applied Geographics, Inc
  67. 67. Program Requirements (BPT:4) <ul><li>Standards </li></ul><ul><ul><li>This is a cornerstone NSDI Goal </li></ul></ul><ul><ul><ul><li>“the technology, policies, standards, and human resources necessary to acquire, process, store, distribute, and improve utilization of geospatial data” </li></ul></ul></ul><ul><ul><li>FGDC is charged as the coordinating body responsible for development and implementing national strategies to advance the goal of NSDI </li></ul></ul>©2006, Applied Geographics, Inc
  68. 68. Program Costs (BPT:4) <ul><li>Budget Requirements </li></ul><ul><ul><li>Short-term, long-term projected costs broken down as appropriate: </li></ul></ul><ul><ul><ul><li>Planning, acquisition, implementation, operations, maintenance, consultant, other </li></ul></ul></ul><ul><ul><li>Sources of funding: </li></ul></ul><ul><ul><ul><li>General funds, mission specific, service fees, permits/licenses, grants, cost recovery </li></ul></ul></ul><ul><ul><ul><li>What is the source of funding over the long-term? </li></ul></ul></ul><ul><ul><li>Remaining insulated from being cut </li></ul></ul><ul><ul><li>Remaining ready to harvest </li></ul></ul><ul><li>Phase I costs estimates: </li></ul><ul><ul><li>Low estimate: $815,000 </li></ul></ul><ul><ul><li>High estimate: $1,477,000 </li></ul></ul><ul><li>Phase II cost estimates: </li></ul><ul><ul><li>Low estimate: $1,016,000 </li></ul></ul><ul><ul><li>High estimate: $2,032,000 </li></ul></ul><ul><li>Total Cost: $1,831,000 - $3,509,000 </li></ul><ul><ul><li>Average: $2,670,000 </li></ul></ul><ul><li>Breakdown by activity (calculated from the average of low/high bracket): </li></ul><ul><ul><li>Hardware & Software: 17.4% </li></ul></ul><ul><ul><li>Professional Services: 25.0% </li></ul></ul><ul><ul><li>Application Development: 57.6% </li></ul></ul>Commonwealth of Massachusetts Investment Brief for parcels data development ©2006, Applied Geographics, Inc
  69. 69. Program Requirements and Costs (BPT:4) <ul><li>Risk Assessment </li></ul><ul><ul><li>What is Risk? </li></ul></ul><ul><ul><ul><li>Program not successful </li></ul></ul></ul><ul><ul><ul><li>Loss of key people </li></ul></ul></ul><ul><ul><ul><li>Conflicts with mandates </li></ul></ul></ul><ul><ul><li>Part of planning </li></ul></ul><ul><ul><li>What is the likelihood and potential impact </li></ul></ul><ul><ul><li>How to mitigate </li></ul></ul>PRIORITY Identify Quantify Plan Response Monitor Oregon GIS Utility Initiative ©2006, Applied Geographics, Inc
  70. 70. Program Requirements and Costs (BPT:4) <ul><ul><li>RISK </li></ul></ul><ul><ul><li>Risk of doing nothing </li></ul></ul><ul><ul><li>Risk assessment is a continuous activity </li></ul></ul>©2006, Applied Geographics, Inc
  71. 71. Organizational Approach (BPT:5) <ul><ul><li>Leadership </li></ul></ul><ul><ul><ul><li>Statewide GIS Coordinator (GIO) </li></ul></ul></ul><ul><ul><li>Consolidation </li></ul></ul><ul><ul><ul><li>repositioning staff </li></ul></ul></ul><ul><ul><li>Qualification </li></ul></ul><ul><ul><ul><li>New staff/outsourcing </li></ul></ul></ul><ul><ul><ul><li>Training needs </li></ul></ul></ul><ul><ul><ul><li>Consultants </li></ul></ul></ul><ul><ul><li>Organize around the objective </li></ul></ul><ul><ul><ul><li>Coordination amongst stakeholders </li></ul></ul></ul><ul><ul><li>Sustainable </li></ul></ul>CT HLS Organizational Structure Indiana GIS Organizational Structure ©2006, Applied Geographics, Inc
  72. 72. <ul><li>Are you still </li></ul><ul><li>Convinced </li></ul><ul><li>you are doing the right thing? </li></ul>©2006, Applied Geographics, Inc
  73. 73. Implementation Plan (BPT:6) <ul><li>This is the project plan </li></ul><ul><li>Should include implementation details </li></ul><ul><ul><ul><li>Phases </li></ul></ul></ul><ul><ul><ul><li>Tasks </li></ul></ul></ul><ul><ul><ul><li>Timeline </li></ul></ul></ul><ul><ul><ul><li>Cost </li></ul></ul></ul>©2006, Applied Geographics, Inc
  74. 74. Marketing Marketing – Montana Coordination Council
  75. 75. Branding
  76. 76. The Business Plan <ul><li>BP aims to realize programmatic goal(s) </li></ul><ul><li>Make a compelling business case for: </li></ul><ul><ul><li>what you want to achieve </li></ul></ul><ul><ul><li>what benefits to be realized </li></ul></ul><ul><ul><li>Relevancy to the organization </li></ul></ul><ul><li>Targeted document aimed at “check signer” </li></ul><ul><li>Executive Summary and the Bottom-line </li></ul><ul><li>Plan is “fresh” for a short period so ‘act’ </li></ul><ul><li>Leverage the geo-community and other resources </li></ul><ul><ul><li>NSGIC website </li></ul></ul><ul><ul><li>other </li></ul></ul>©2006, Applied Geographics, Inc
  77. 77. <ul><li>“ Plans are nothing; planning is everything” </li></ul><ul><ul><li>Dwight D. Eisenhower </li></ul></ul><ul><li>“ Plans are of little importance, but planning is essential” </li></ul><ul><ul><li>Winston Churchill </li></ul></ul>
  78. 78. Case for a GIO in Georgia <ul><li>“ Regardless of what the future holds and how the Case may impact decisions, developing the document encouraged collaboration between several state and local agencies . </li></ul><ul><li>In building the Case, the GISCC reached out to the Regional Development Centers and really engaged them in the document development which was mutually beneficial to all . ” </li></ul>Danielle Ayan, Center for GIS
  79. 79. Measuring Success The Scorecard Advancing Statewide Spatial Data Infrastructures in Support of NSDI ©2006, Applied Geographics, Inc
  80. 80. Measuring Progress? <ul><li>Without some level of progress monitoring and oversight, success maybe ‘successfully’ avoided </li></ul><ul><li>If you are not keeping score then you are only practicing </li></ul><ul><li>Develop progress metrics </li></ul><ul><li>Assign task responsibilities </li></ul><ul><li>Develop structures for reporting </li></ul><ul><ul><li>Meetings </li></ul></ul><ul><ul><li>Progress Reports </li></ul></ul><ul><ul><li>Metrics </li></ul></ul>©2006, Applied Geographics, Inc
  81. 81. Developing a Scorecard <ul><li>Use a point-based approach </li></ul><ul><li>Use Pass/Fail approach </li></ul>©2006, Applied Geographics, Inc
  82. 82. ©2006, Applied Geographics, Inc
  83. 83. ©2006, Applied Geographics, Inc
  84. 84. Questions and Answers ©2006, Applied Geographics, Inc
  85. 85. Some Final Thoughts on Strategic and Business Planning Advancing Statewide Spatial Data Infrastructures in Support of NSDI
  86. 86. What’s Left <ul><li>Return On Investment (ROI) & Cost Benefit Analysis </li></ul><ul><li>Ramona </li></ul><ul><li>Factors leading to success and failure </li></ul>
  87. 87. Selecting a Method <ul><li>Need a Documented Approach </li></ul><ul><li>Return On Investment (ROI) </li></ul><ul><ul><li>Tangible Benefits vs. Cost to Implement </li></ul></ul><ul><li>Cost Benefit Analysis (CBA) </li></ul><ul><ul><li>Tangible and Intangible Benefits vs. Cost to Implement </li></ul></ul><ul><ul><li>One Example is Value Measuring Methodology (VMM) </li></ul></ul><ul><ul><ul><li>Federal CIO Council – Value, Cost & Risk </li></ul></ul></ul>
  88. 88. Simple Example <ul><li>GOAL - Improve Bill’s Work Performance by Reducing Stress </li></ul><ul><ul><li>Bill needs a hobby </li></ul></ul><ul><li>What are the Options </li></ul><ul><li>What are the Costs </li></ul><ul><li>What are the Benefits </li></ul>
  89. 89. Options (Qualitative Review) <ul><li>Baseball </li></ul><ul><ul><li>Seasonal, too hard on the knees </li></ul></ul><ul><li>Football </li></ul><ul><ul><li>Seasonal, too hard on everything </li></ul></ul><ul><li>Basketball </li></ul><ul><ul><li>All year long, heart attack waiting to happen </li></ul></ul><ul><li>Target Shooting </li></ul><ul><ul><li>Great stress reliever, easy on the body </li></ul></ul><ul><ul><ul><li>What are the costs and the benefits </li></ul></ul></ul>
  90. 90. Target Shooting Options Quantitative Review Options Analysis -$35.12 -$3.16 $14.05 $21.43     Net Savings Per Trip               $80.72 $48.76 $31.55 $24.18     Per Trip Cost $968.60 $1,170.20 $1,640.60 $2,514.20     Annual Cost $148.00 $148.00 $148.00 $148.00   $148.00 Lane $25.20 $50.40 $109.20 $218.40   $2.10 Targets $31.50 $31.50 $31.50 $31.50   $31.50 Ear Protection $176.40 $352.80 $764.40 $1,528.80   $14.70 100 Rounds Ammo (Bulk) $587.50 $587.50 $587.50 $587.50   $587.50 Gun             Purchase Option               $45.60 $45.60 $45.60 $45.60     Per Trip Cost $547.20 $1,094.40 $2,371.20 $4,742.40     Annual Cost $84.00 $168.00 $364.00 $728.00   $7.00 Lane $25.20 $50.40 $109.20 $218.40   $2.10 Targets $12.00 $24.00 $52.00 $104.00   $1.00 Ear Protection $306.00 $612.00 $1,326.00 $2,652.00   $25.50 100 Rounds Ammo $120.00 $240.00 $520.00 $1,040.00   $10.00 Gun             Rental Option Monthly Bi-Monthly Weekly Bi-Weekly   COST  
  91. 91. What are the Benefits? <ul><li>Tangible </li></ul><ul><ul><li>Estimated 2 hours per week productivity gain </li></ul></ul><ul><li>Intangible </li></ul><ul><ul><li>Customer Satisfaction </li></ul></ul><ul><ul><li>In future, less likely to have </li></ul></ul><ul><ul><ul><li>Heart attack </li></ul></ul></ul><ul><ul><ul><li>Nervous breakdown </li></ul></ul></ul>
  92. 92. What is ROI? <ul><li>Benefits </li></ul><ul><ul><li>$13,000 for increased productivity (104 hours per year @ $125.00 per hour) </li></ul></ul><ul><li>Costs </li></ul><ul><ul><li>$2,514.20 (Bi-weekly Purchase Option) </li></ul></ul><ul><ul><li>$1,434.68 (3,224 miles annually @ $.445/mile) </li></ul></ul><ul><li>ROI = Net Benefits/Total Cost </li></ul><ul><li>ROI = ($13,000-$3,949) / $3,949 or 2.29 </li></ul><ul><li>Payback in one year, therefore no discounting of future benefits/costs </li></ul>
  93. 93. Guidance From Here <ul><li>Brief Handout on ROI in Package </li></ul><ul><li>Examples on Web Page </li></ul><ul><li>VMM Method Documents on Web Page </li></ul><ul><li>Take some time to get a basic understanding before you need it </li></ul><ul><li>Could have an entire workshop on ROI and CBA and only scratch the surface </li></ul><ul><li>May try to create an Excel tool over the next year to assist with ROI and CBA </li></ul>
  94. 94. Ramona as a Tool <ul><li>Information on: </li></ul><ul><ul><li>Users </li></ul></ul><ul><ul><li>Organizations </li></ul></ul><ul><ul><li>Systems </li></ul></ul><ul><ul><li>Policies </li></ul></ul><ul><ul><li>Data </li></ul></ul><ul><li>Future Improvements </li></ul>
  95. 95. Ensuring Success <ul><li>Two documents in package to read before starting the planning process </li></ul><ul><ul><li>Success and Failure topics </li></ul></ul><ul><ul><li>Success and Pitfall Table </li></ul></ul><ul><li>Contain Information for: </li></ul><ul><ul><li>Before you start </li></ul></ul><ul><ul><li>During the process </li></ul></ul><ul><ul><li>After plans are done </li></ul></ul><ul><li>The real work begins after you complete the Strategic and Business Plans </li></ul>
  96. 96. Ensuring Success <ul><li>Evaluate whether or not you created a realistic and workable solution </li></ul><ul><li>Can you articulate the compelling reasons for funding your project? </li></ul><ul><li>Repeatedly ask </li></ul><ul><li>Right people must remember your solution </li></ul><ul><li>Everyone must ask for the same thing </li></ul><ul><li>Provide a consistent message about solving problems </li></ul>
  97. 97. Ensuring Success <ul><li>Be right and always ready to make your case </li></ul><ul><li>Be reasonable and always ready with intelligent compromises </li></ul><ul><li>Be prepared to take the other “guy’s” money </li></ul><ul><li>Understand your friends and “enemies” </li></ul>
  98. 98. Ensuring Success <ul><li>Don’t despair – be patient </li></ul><ul><li>No substitute for honest effort and hard work </li></ul><ul><li>MANAGE Stakeholder Expectations!! </li></ul><ul><li>and much more… </li></ul>
  99. 99. How to Fail <ul><li>Don’t do the above </li></ul><ul><li>Write complex or confusing plans </li></ul><ul><li>Assume people know what you are talking about </li></ul><ul><li>Skip number crunching </li></ul><ul><li>Inflate the numbers </li></ul><ul><li>Do it all for “them” and expect “them” to like it </li></ul><ul><li>and More… </li></ul>
  100. 100. Questions and Answers
  101. 101. END