ICT4GOV E-Services Strategic Planning


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Thinking tool to facilitate the understanding and decision on the intent, baseline, gaps, action and resources in planning strategically e-services in government.

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ICT4GOV E-Services Strategic Planning

  1. 1. Doing E-Services Strategic Planning Critical Phases:The Doing E-Services Strategic Planning agrees on the execution of the four critical phases as described by AnitaCassidy in her book, A Practical Guide to Information Systems Planning Phases Description Conceptual Phase In this stage the organization defines the vision, mission, purpose, processes and scope of the strategic plan. Analytic Phase In this stage the organization performs the internal and external scanning of the environment in order to provide the information to guide the strategic planning effort. Planning Phase In this stage the organization develops the objectives, strategies, options, priorities, resources, and recommendations in order to achieve the expected end results. Monitoring and Evaluation Phase In this stage the organization defines metrics to control implementation, and to provide input for continual improvement and adjustment of the defined strategic plan.The approval of the e-services strategic plan instantiates implementation. Implementation In this stage the organization executes the objectives, supplies the inputs necessary to deliver the key performance indicators, institutionalizes the processes of change, performs documentation, makes adjustment on the implementation plan. 1.3 Test of Effective Strategy THE TESTS THE INDICATORS Goodness of Fit Test The strategy has to be well matched to industry and competitive conditions, market opportunities and threats, and other aspects of the enterprises external environment. It has to be tailored to the companys resource strengths and weaknesses, competencies, and competitive capabilities. Competitive The effective strategy leads to sustainable competitive advantage. Advantage Test The bigger the competitive edge that a strategy helps builds, the more powerful and effective it is. Performance Test The effective strategy boosts company performance. Two kinds of performance improvements are the most telling of a strategys caliber: gains in profitability and gains in the companys competitive strength and long-term market position.
  2. 2. Doing E-Services Strategic PlanningProcess Checklist The essential activities and the key deliverable in doing information systems strategic planning. Steps Activities Deliverables 1 Initiate Planning Justification, Process Framework and Methods Agreement, Cost and Fund Approval 2 Organize Planning organizational structure, stakeholders, communication and decision-making flow, roles and responsibility matrix 3 Plan to Plan Strategic Planning Development Plan, Work Breakdown Schedule, and Budget 4 Baseline Inventory and Research Process, Skills and Assets Inventory Document, Issues and Trends Research Findings, Request for Information Responses 5 Baseline Situational and Risks Analysis Process and Assets Performance Audit Report, Gaps and Risk Analysis Report. 6 Vision, Goals, and Action Setting Mandate, Mission, Vision, Goals, and Programs Approved Document 7 Solution Conceptual Modeling Enterprise Architecture Document, Services and Application Reference Document, Data Reference Document, Technology Configuration Document, Sourcing and Development Strategy. 8 Requirements, Investments, and Funds Good and Services Investment Matrix, Financial Work Definition plan and Fund Sources 9 Governance Framework Setting Management reference to control the performance, metrics, deliverables, risks, and continual improvement of the planned strategies. 10 Implementation Plan Formulation Information Systems Strategic Implementation Plan Document – purpose, organization, fund source, tasks, activities, time frame, requirement and deliverables. 11 Information Systems Strategic Plan A Strategic Plan Log Frame, Approved ISSP Template Integration Document Authoring and from regulatory body. Review 12 Information Systems Strategic Plan Communication document, endorsement and approval Communication and Approval signature, publication vehicle and artifacts.
  3. 3. Information Systems Strategic Planning Questions Define the key questions to build up the knowledge requirements to gather input, to perform analysis and to formulate decision in doing information systems strategic planning.MANDATE What is the legal basis and related order that define the business of the agency, its the functional definition, and appointed organization?MISSION What are the high level purposes and directives to execute the legal order?VALUES What “good” the organization has to embody in executing the mission. It also means, what “evil” to be eliminated in pursuance of the underlying positive principles of the mandate and mission?VISION What is the envisioned condition of the future for the organization that reflect the achievement of the mandate, the mission, and values for the organization within a defined timed horizon and under the condition of using the ICT tools and services?BASELINE What is the picture of the current state of the organizational components in terms of how it is achieving the mission, values, and vision in the light of the existing process, information, technology, and products. Identification of the business and technology trends and external demands that the organizations are facing from related organization, standard and regulatory bodies?ANALYSIS What are the gaps in contrasting the current business, information and technology situation with the mission, values, and vision of the organization. Describe and rate the impact of the risks if the analyzed gaps prevail in the next desired future state of the organization?GOALS What are the targets (based on the analyzed change offered by relating the situation to the mission, values and vision) to be achieved in order to bring about the integrated change in the targeted time frame for the vision realization. Goals speak of the strategic thrust to push the organization forward?ACTIONS What are differentiating strategies, initiatives, programs or project options to be executed in order to realize the defined goals Action speaks of the prioritized strategic program to embody the strategic thrust?OBJECTIVES What are the measurable outcomes to indicate successful performance of the stated actions?SOLUTIONS What are the drawings that represent the integrated solution conceptual model to deliver the defined strategic objectives? The conceptual model must present the integrated change to realize in the performance, business, information and technology reference models of the organization. It must demonstrate the relational integration of the enterprise architecture components to realize the ends defined for the stakeholders and partners of the organization.REQUIREMENTS What are the critical success factors, investment components (goods and services), people skills, methods, and schedules to deliver the stated solution conceptual model?FINANCE What is the estimated cost of the requirements, and how the cost will be valued in relations to targeted benefits for the organization? How are the cost requirements be capitalized and financially sustained (GAA, ODA, MOE etc)?GOVERNANCE Define the organizational and decision structure to manage the planning, implementation, and continual improvement of the information systems strategic plan?IMPLEMENTATION What are the planning components to implement the strategy, and the means to monitor thePLAN execution of the planned implementation?
  4. 4. Worksheet 01: Strategic Intent No Components Description1 Mission Statement of Purpose2 Values Statement of the positive principles to embody the action of the business3 Vision Statement on the envisioned future state of the business4 Domains Categories of performance areas of the business to realize the vision5 Goals List of targets to be achieved in the defined performance areas of the business.6 Services Categories of programs or products to implement the goals7 Outcomes List of measurable results to be realized by the category of services8 Investment Configuration of goods and services to support the outcomes, it includes the estimation of cost and capitalization sources.9 Governance Flow chart of roles and responsibilities structure to sustain and control the initiation, planning, execution, and continual improvement of the services, investments and results. Worksheet 02: Strategic Baseline Specific internal and external variables that describe the operational status and management of the organization, and will provide the proper assumptions in establishing the goals and actions to be selected in bringing about the vision of the future. 2.1 Business Organization Reference ModelBusiness Reference Model Name: What is the standard name of the business in relation to its reference model?Industry Segment: What industry sector the business is identified? (retail, manufacturing, education, regulatory, etc.)Business Domain Scope: What are the scope category of the business area in terms of the primary functions to fulfill? (ordering, delivery, billing, etc.)Business Area: What are the collection of business process (tasks) in the defined scope category? (order registration, order review, order reply, order confirmation, etc..)Business Outcomes: What are the expected outcomes from the collection of business process? (Efficient transaction to receive, to approve, to communicate, and to realize customers order.)Business Suppliers Who are critical providers of inputs for the business area to deliver the business outcomes?Business Customers Who are beneficiary of the results generated by the activities of the business area?Business Organizational Tree Who are responsible in management of the business, and the structural tree of their roles, responsibilities, and dependencies??
  5. 5. 2.2 Operation S.W.O.T.No. Performance Areas Strength Weakness Opportunity Threats1 Policies, Strategies, Goals, Objectives and Programs2 Skills and Experts3 Process4 Governance5 Products and Services Quality Management6 Customer Relationship7 Information Management8 Fiscal Management9 Resource Management10 Technology, Tools, Standards and Methods11 Acquisition and Service Provider Management12 Compliance and Continual Improvement 2.3 ICT Services Performance Status ICT COMPONENTS PERFORMANCE STATUSNo. Service Areas Inventory Location Availability Reliability Usability Security Cost Assets Users1 Workstations2 Network Devices3 Network Cabling4 Servers Hardware5 Network Services6 Office Software7 Specialized Software8 Web Services9 Security Services10 Storage Services11 Application Services12 Database Services13 Active Directory14 Bandwidth Services15 Help Desk16 Service Management17 Support Equipment18 Power Management
  6. 6. 2.4 Environment Condition Specific external trends, scenario, and changes that currently exist or anticipated to emerge, and will provide the opportunity, constraint and risks in the implementation of the strategic intents.Organization Domains Political Economic Regulatory Industry TechnologyBusiness ModelInformation ModelTechnology ModelPeople CapabilityProviders CapabilityCulture Maturity Worksheet 03: Strategic GoalsPerformance Areas What to Achieve What to Preserve What to Avoid What to EliminateBusiness ModelInformation ModelTechnology ModelPeople CapabilityProviders CapabilityCulture Maturity Worksheet 04: Strategic Program Performance Areas Goals Program Name Key Performance IndicatorsBusiness ProcessImprovementPeople CapabilityInformation MaturityService and ProductQualityCustomer RelationshipRevenue GenerationsProduct and ServicesInnovation
  7. 7. Worksheet 05: Strategic ICT Services Solution Attributes Item List and Drawing ReferencesServices NameServices ObjectivesServices Business OwnersServices StakeholdersPerformance ModelProcess ModelData ModelApplication ModelInfrastructure ModelIntegration ModelStandard ReferencesSecurity FrameworkService LevelsCompetency Needs Worksheet 06: Strategic ICT Services Performance Metrics ICT Services Key Performance Critical Success Factors Means of Verification IndicatorsCommunication ServicesData ServicesApplication ServicesSecurity ServicesKnowledge Management Worksheet 07: Strategic ICT Investment (New Requirements)Control Configuration Items Deployment Supported Number Estimated Delivery FundNumber Location Business Needed Cost Schedule Source Areas1 Computer Desktop2 Computer Laptop3 Computer Server4 Network Devices5 Network Cables6 Software (New Systems)7 Software (Upgrade Version)8 Bandwidth Services9 Service Support10 Patches and Utilities
  8. 8. Worksheet 08: Financial Valuation of the Strategic Investments Investment Item Total Cost Return of Investments Pay Back PeriodCommunication ServicesApplication DevelopmentCOTS AcquisitionTraining and Certification Worksheet 09: Strategic Plan Implementation Time line Goals Services/Project Deliverables Dependencies Start Period End Period Worksheet 10: Implementation Roles and Responsibilities Tasks Name Responsible Accountable Expert Worker