Pcd gov v3

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Pcd gov v3

  1. 1.  Every company, organization and agency uses their own business process without understanding the tradeoffs.  Process Benchmarking  Is the most detailed and most likely to be unbiased or objective Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  2. 2. Lisa Marie Martinez Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  3. 3.  A comparison of the ICT organization today using the HPF  Process Benchmarking  Complexity to skill assessment  Strategic Benchmarking  Complexity of the process  Maturity in execution  Industry Benchmarking  Maturity of solutions in the market  Competencies across borders Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  4. 4. After  We must use a different approach to known problem.  We must be precise in our approach as not to create a wave of problems  We must leverage the limited pool of experts across the world  We must use a host of tools to fit for purpose then apply the in shared document stores for online access in open source solutions  We must minimize negative impact on citizens  Ideally improving the capabilities  A framework has been piloted and designed Before  We focused on tools.  Leaders recognized the problem  Acquired experts to identify a tool for addressing the problem in planning.  Experts convened an advisory team  Initial tools were well beyond the scope of the requirement  Test requirement  Test understanding of the requirement  Audit options  Rethink the problem  Change management building blocks Needs Improvement BB3.3 - Increase from .5 - 2 BB3.3 - Increase from .5 - 2Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  5. 5.  Estimating children who wait for subsidized childcare, to build workforce and capacity planning in the 3rd largest county in California.  Consolidate 16 agencies process and waiting list into a single repository with online access for the agency representatives.  An in-depth quality assessment uncovered 80% of the records were duplicate.  The migration strategy changed entirely saving over a hundred thousand in implementation cost  The ongoing cost savings were direct and indirect  Demand for the county was overstated by 80%, wasted budget dollars  Running organizations with little benefits back to the citizens.  Most were not recognized by families  Most of the families on the duplicate list had not ever requested these services  Private information was passed around and justified programs  The families are at fault when audits reveal the family isn’t eligible  These parents had no idea someone used their name to steal money from the government programs  State and federal department of education grant abuse  Federal migrant workers  Federal TANF indigenous peoples funds  Federal child nutrition program funding Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  6. 6.  Day 1 on a new project  Sales people were screaming at the person I was replacing  Sales people using a similar estimate tool were irate because the tools and tools constantly forced manual overrides.  All supporting stakeholders responded to the issues as bad behaviors by the person estimating  Forcing re-entry into the tools other commissioned rather than re-use  Sales People hired temporary workers to manage each of the 7 tools  Customer loyalty was at risk  Projects were over budget and under delivered  Audit mitigations 5 or more  Waste Effort – 6 x duplication and rework  Introduce errors  Different users unable to locate original  time between estimates and ordering was generally two or three times through tool changes original estimates failed upload Awarded “making life easier” promoted re-use and componentized items in 3 tier architecture The organization had just invested multi- millions in one of the most complex consolidation and transformation projects based on perceptions of the problem. We were able to respond based on understanding the problem from an expert and un-bias point of view.Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  7. 7. Understanding the reason ICT projects fail Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  8. 8. 1. Design Strategy and Vision 1.1 Define the business concept and long-term vision 1.1. Assess the external environment What value to the greater good can we measure in this new offer? 1.1.1.1. Analyze and evaluate competition 1.1.1.2 Identify economic trends 1.1.1.3 Identify political and regulatory issues 1.1.1.4 Assess new technology innovations 1.1.1.5 Analyze demographics 1.1.1.6 Identify social and cultural changes 1.1.1.7 Identify ecological concerns 1.1.2 Survey market and determine customer needs and wants 1.1.2.1 Conduct qualitative/quantitative assessments 1.1.2.2 Capture and assess customer needs 1.1.3 Perform internal analysis 1.1.3.1 Analyze organizational characteristics 1.1.3.2 Create baselines for current processes 1.1.3.3 Analyse systems and technology 1.1.3.4 Analyse Financial positions 1.1.3.5 Identify enterprise core competencies Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  9. 9. 1.1 Define the business concept and long-term vision Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  10. 10. How do we accelerate innovation designed for the greater good? Community Involvement and Development ISO 26000 Facebook style involvement Google style involvement Citizen Issues ISO 26000 Social Responsibility Consumers are in no way in agreement with where your server is located People centered design ensures the least opportunity to bypass the rights of people My child has no authority to release any rights same People have a right under federal law, a consumer privacy act. Fair Operating Practices ISO 26000 Social Responsibility Human Rights ISO 26000 Social Responsibility Labor Practices ISO 26000 Social Responsibility ISO TL 9000 Segment - Service Providers Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  11. 11. 1.2.1 Develop overall mission statement Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  12. 12. 1.1.4 Establish strategic vision 1.1.4.1 Align stakeholders around strategic vision 1.1.4.2 Communicate strategic vision to stakeholders 1.2 Develop business strategy 1.2.1 Develop overall mission statement 1.2.1.1 Define current business 1.2.1.2 Formulate mission 1.2.1.3 Communicate mission 1.2.2 Evaluate strategic options to achieve the objectives 1.2.2.1 Define strategic options 1.2.2.2 Assess and analyze impact of each option 1.2.2.3 Develop sustainability strategy 1.2.2.4 Develop global support and shared services strategy 1.2.2.5 Develop risk mitigation and management strategy 1.2.2.6 Develop lean/continuous improvements 1.2.3 Select long-term business strategy 1.2.4 Coordinate and align functional and process strategies 1.2.5 Create organizational design Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  13. 13. Understand Enterprise is a system • Social systems • People and change • Process and change • Tools and change • Quality management systems • Published position papers • Professional Forums • Professional Experience Observe Users design patterns • People • Employees • Leaders • Suppliers • Customers Prototype Tools • Insight Maker Models • Debate Graph Models • Prezi Visual Guides • Cacoo Diagrams • Social Media as an external sensing channel Synthesis Party Management A static system Business Management System Party Management • Employees • Suppliers • Customers Financial Management Entities - Distribution Locations Timing Enterprise as a System – Social System Design Thinking Process for Enterprise Architects Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  14. 14. Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  15. 15. ICT projects fail ICT negative impacts to the environment are equal to the aviation industry Business change projects are not understood and delivery of the ICT scope comes up short. Source of many symptoms “planning” or poor planning “people, process and technology” Billions of dollars are lost each year Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  16. 16. Internal Service Provider to Branches ICT Cost and Benefit Estimates ICT Services Cabinet Business Case Non-ICT cost Estimates and BenefitsBranch Non-ICT Cost and Benefit Estimates Transportation – Managing estimates for new assets (trucks, cars, motorcycles, boats) Housing, Property and Land – Manage assets or planned purchase of assets Treasury - Role Accountable Responsible,consultedandinformed Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  17. 17. Develops and Operates ICT services for branches Enables strategy with improvements to existing ICT Services Supports Innovation with cabinet business case development Stakeholder – Branch Leaders Stakeholder group 2 Internal Customers branch managers leading branch strategy Branch 1 Branch 2 Branch 3 Branch 4 Branch 6 Branch 7 10 20 30 Running the branch Continuously Improving Changing the branch Low Complexity Medium Complexity High Complexity ICT as a Service A service provider Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  18. 18. Outputs in Record Repositories Strategy Innovation 1.1.1.2 Identify economic trends  Cost and Benefit Estimates  Expense and Revenue  Deduction and Increase  Debit and Credit  Each region or state may elect to use differing practices and often elect to use different tools.  The archetype displays common requirements and challenges for any CIO in the Government.  The left side of the diagram represents services a government supplies citizens that are familiar or a service like justice system, education, transportation or Tourism.  A portfolio may best describe the behaviors  Every branch has 3 maturity levels  Sub – Account Code 10  Operational business  Sub-Account Code 20 and 30  Your continuous improvement  Your highly complex and innovation projects. 2nd level government Statewide Administration Branch 1 Branch 2 Branch 3 Branch 4 Branch 6 Branch 7 Cabinet Members Leaders Accountable and Governance Finance ICT Employee Dev 10 20 30 Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  19. 19.  Roadmap to reach Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  20. 20. After  The tools will be components designed with the Accounting Framework rules built in.  Complexity and risk will be segmented using a three tier framework.  Services by branch  Competencies by branch  Configured Services  Cost estimate business service as an offer  Strategic Supplier relationships  Mutually beneficial Before  The methods used were not consistent  Each branch uses their own tool  Fit for purpose  Each branch has their own understanding about cost  Not iterative nor allowing for incremental funding  Forcing complexity when we try to innovate  No way to promote innovation Risk BB4.1 = 0 BB4.1 - Increase from 0 - 2 High Performing Toolkit – Building Blocks Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  21. 21.  ICT Change  Understand the dependencies and use clear RACI’s.  The request is typically a Treasury led process or driven by Procurement.  IT decisions can have severe threat on public opinion.  Business Change  Function Point measures and cost structures for software purchase  If no process exist – adopt broad principle based process to minimize audit risk and measure minimal viable scope Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  22. 22. Changing the Government  Sub-Account Code 20 and 30  ICT planned programs – Migrating from distributed model (branch managed)  to a federated supplier hosted model  online cloud  service management model in a cloud based model Running the government  Sub-Account code 10  Cost to operate existing branch benefits  Benefits can be measured to serve  Direct or Indirect to Citizens  Service Provider to citizens  ICT Services charged to a branch ICT delivering cost and benefits as a web service with future integration to income and expense reporting ICT delivers a highly complex project in an iterative manner delivering an integrated Portfolio, Program and Project Accounting System in ERP IT Service Management Enabling employees to Innovation on demand Business Service Management Task performed as part of the operational process Negotiate 15% discount on all telecommunications services to any branch A cost estimate can be derived for any branch service 10 20 30 Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  23. 23. Leadership Accountability Governance Cabinet Member Planning Funding Portfolio  A cabinet member would be a leader  Accountable for the branch and decisions made for both cost and benefits  Sub-Account 10 are normal operating expenses-cost of running a branch  Accountable to approve business case as a project on continuous improvement projects typically within a branch “changing the branch business services”  Approves business case before a highly complex project in changing the branch Estimate Probity/ Procurement Purchase Contract 10 20 30 Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  24. 24. 7 x • Estimate push 210 • Waste Savings 6 • Approved Budget 30 • Cost Estimate (1 item) Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  25. 25.  Portfolio  Agreed upon strategy for a branch  A branch has a cost center  A branch can be measured for maturity  A portfolio may have 3 sub-types  A resource may mature in their role by 3 tiers over the life of their career 1.2.4 Coordinate and align functional and process strategies Leadership Accountability Governance Cabinet Member Planning Funding Portfolio 10 20 30 Running the branch Continuously Improving Changing the branch Programs ProjectProject Estimate Date Supplier G/L code H/W and Service labor Department Expire Date Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  26. 26. Company Code GL Code Sub-Account Code Department Code Project Code Transportation 02 A list of codes a branch was approved to buy these types of expenses A list of codes to recognize the benefits 10 Roads-1 G/L for cost and 1 benefits Licensing-1 G/L for cost and 1 for benefits No project codes operational Resources are generalist Suppliers are strategic Transportation 02 A list of codes a branch was approved to buy these types of expenses A list of codes to recognize the benefits 20 Roads-1 G/L for cost and 1 benefits Licensing-1 G/L for cost and 1 for benefits Resources are advanced and manage both people, process and technology. Suppliers are maverick Service to internal branches Citizens + Collaborative projects Transportation 02 A list of codes a branch was approved to buy these types of expenses A list of codes to recognize the benefits 30 Roads-1 G/L for cost and 1 benefits Licensing-1 G/L for cost and 1 for benefits Resources are experts can design change impacting more than one branch New suppliers in both direct and indirect Branch= ERPCompanyCode General Ledger Code Sub-Account Department Code Project Code Activity Code 10 20 30 Running the branch Continuously Improving Changing the branch Programs Portfolio Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  27. 27. Who? In this scenario we are in the United States Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  28. 28. Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  29. 29. Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  30. 30. Federal sponsor supplies a budget to the state administrator The state administrator allocates the budget to each county Then each county to each city Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  31. 31. RACI Branch Leaders Executive Leaders CIO (ICT) Procurement Treasury Workforce Services Branch workers Service Providers Citizens Service Providers Agencies Legislator's and Cabinet Members Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  32. 32. Service Providers and Suppliers Cost Branch or Regional Delivery Capability and Citizen Benefits Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  33. 33. What we are talking about hierarchy of needs and information in high performing delivery systems Who needs to know? consumers – me and you sponsors providers (collectors, producers, social media, Scenario – information hierarchies correct visual Zip, City, County, State, Nation and World Validity of information ease of access and delivery without higher cost Digital information the data behind an electronic record privacy and consumer protection speed and accuracy for built once and used by many Information hierarchies and valid data capture. Information delivery without the high cost Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  34. 34. semantic relationships across global boundaries Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  35. 35. Architecture Agility  A thing having 1 or more sub-grouping or categories.  In this example a county has 1 or more cities.  Cities must be grouped by county for many reasons, in this case to ensure single counting of budget needs or demand.  Every city and therefore the county will group the employees who support the cities for a county. Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  36. 36. nation country state 1 county 1 county 2 state 2 county 1 natural hierarchy extended for states in a nation Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  37. 37. each city has a series of zip codes  exceptions being less than 20% of the use cases  under-developed countries excluded but not forgotten; the value in ensuring those countries have the same model ensures cost and secure delivery  zip codes summarize populations in a generic manner and each local government has the option to enrich locally without changing the context of the information.  validity of information Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  38. 38. County City 1 City 2 City 3 Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  39. 39.  people are identified by zip code based on residence  permanent versus temporary would be an identifier  the rule being physical location Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  40. 40. County City 1 zip code 1 zip code 2 City 2 Zip code 2 Zip code 1 City 3 Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  41. 41. Accountability and Auditability Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  42. 42.  Hierarchy of information includes the grouping or categories within a subject or “thing”.  how does this affect you or why does this need your attention?  think of your checking account...  you have deposits  you have debits  you must not over spend beyond your deposit or balance  The federal budget is just like a checking account  The deposits must not exceed the spending Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  43. 43. Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016
  44. 44. An estimate and benefits service would include a defined set of processes, with leadership visibility and planned investment guidance from the federal sponsor who’s contributing a national agenda Copyright @ 2014 WICKED Design Solutions Lisa Martinez 408.638-9016

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