Collaborating between teams is hard. Collaborating between organizations is harder. Dave McGarva, Managing Principal at Tantus Solutions Group, and Sabina Visser from the City of Lethbridge showcased their collaboration effort to help Alberta municipalities identify and prepare for opportunities to collaborate on IT projects to save money and provide extra value to citizens. Dave and Sabina presented at the Municipal Information Systems Association Prairies Chapter Conference May 21, 2015.
For more information, please contact Dave at dave.mcgarva[at]tantus.com
PPT Item # 9 - 2024 Street Maintenance Program(SMP) Amendment
The Art of Collaboration - MISA Prairies 2015
1. Shared Technology Service
Delivery - Regional
Collaboration Initiative
MISA Prairies Conference
May 21, 2015 1:00 pm – 1:30pm
Banff Centre, Banff
2. Sabina Visser
City of Lethbridge
Dave McGarva
Tantus Solutions Group Inc.
The Curators
3. The Inspiration
Transforming citizen service
delivery through the use of
technology by:
• strategically evaluating
collaboration opportunities
across municipalities,
• prioritizing opportunities
based on mutual benefit,
and
• implementing actionable
plans that increase the
overall efficiency and
effectiveness.
5. The Genre
• A Targeted Business Approach
• Review municipal services and
identify key areas for collaboration
• Areas of Excellence
• Areas of Pressing Concern
• Areas of Future Concern
– Information Technology is an
additional service area similar to
Waste Management, or Planning
and Development
– Assessment of current technology
enablement not business process
– Shorten the list of services to
review areas of greatest need,
and/or greatest opportunity
6. The Artists
• City of Airdrie
• City of Brooks
• City of Calgary
• City of Grande Prairie
• City of Leduc
• City of Lethbridge
• City of Lloydminster
• City of Medicine Hat
• City of Red Deer
• City of St. Albert
• County of Grande
Prairie
• County of Vermillion
River
• Leduc County
• Lethbridge County
• Mountain View County
• Municipal District of
Bonnyville
• Municipal District of
Lesser Slave Lake
• Parkland County
• Regional Municipality
of Wood Buffalo
• Strathcona County
• Sturgeon County
• Town of Banff
• Town of Canmore
• Town of High River
• Town of Okotoks
• Town of Strathmore
• Town of Taber
7. The Tools
• Workshops
– Interactive sessions to scope
project, define terminology,
organize content and supply
feedback
• Workbooks
– Structured data collection
workbook allowing scaled
responses on many topics
• Governance Tools
– Templated set of planning
documents to guide governance
and execution
• Governance Charter
• Requirements Specifications
Sample
• Service Level Agreement Sample
• Total Costing Model
8. Data Collection
Issues
• Lack of consistent
terminology
• Other barriers to
data retrieval and
sharing
• Aversion to sharing
data
12. The
Composition
• Assessments Results
– Benchmarked
Responses against
Group Means
• Recommended
Opportunity Groups
– "CLASS“
Replacement
– Electronic Council
– Financial Systems
(ERP)
– Asset Management
– Permitting Systems
– Disaster Recovery
Space Shortage
13. Recommendations
To Municipalities
1. Further engage municipal
business areas in the
collaboration discussions
2. Explore collaboration in many
levels
3. Collaborate on the top 6 prime
opportunities
4. Use the appropriate governance
tools
5. Continue to share procurement
documents and group buying
opportunities
6. Leverage procurement through
group buying sources
To MISA
7. MISA continue its leadership and
encourage participation
8. Explore ways to engage smaller
municipalities to participate
9. Act as a portal for knowledge
sharing
10. Develop standard definitions
around a municipal service
delivery model
11. Foster sub-communities of action
14. The Masterpiece!
• Next Steps
– Review Analysis
Review the data to better
understand the priorities
– Look for Champions
Municipalities should self
identify as leaders for areas
of highest priorities
– Conduct initial scoping
meetings
Interested municipalities
should attend first meetings
to dig deeper into the scope
that will be explored
15. The Critics
• Questions?
For more info contact:
Dave McGarva
Tantus Solutions Group Inc.
dave.mcgarva@tantus.com
Editor's Notes
Sabina
Sabina
Sabina
Project Benefits
Short Term
Reduce costs
Enhance service innovation
Enhance the capability of internal IT staff to recognize future opportunities for regional service delivery
Reduce risks related to internal subject matter expertise and skills shortages in the Information and Communication Technology sector
Will assist municipalities in being accountable and transparent in the delivery of services that depend on technology through the use of a total cost of ownership model
Long Term
Create capacity within municipalities
Enhance financial sustainability
Allow for time to be spent on innovative service delivery
Sabina
Hire a consultant to:
Assess technology collaboration opportunities,
Recommend feasible opportunities based on total cost of ownership and benefits realized, and
Provide an outline project plan to assist the municipalities in implementation
Sabina, Dave to add commentary
Network model vs Hub and Spoke Model
Sabina
Started with18 Municipalities with council support to participate and included addition for a total of 27
Dave
Engaged Tantus Solutions Group
Kickoff workshop
Data gathering
Preliminary services scope definition
Potential opportunity areas for regional service delivery
Excel tool to capture information
Governance Tools
Governance Charter
Requirements Specifications Sample
Service Level Agreement Sample
Total Costing Model
Information collated to create:
Summary Report
Opportunities Evaluation Report
Dave
Consultant used a Excel based tool to capture information from each municipality
Degree of priority
Transaction volumes
Costs ( purchasing, operating & staff costs)
Degree existing application meets the business needs
Product details
When was the system installed
Due for replacement
Has the system been upgraded
Vanilla system or level of customization
Dave
Test – High service improvement offering but low priority
Test whether this is a priority area
Pursue – High service improvement offering and high priority
Should focus time and resources in these areas
Park – Limited potential for improvement based on individual satisfaction or limited satisfaction across the group
This area should be parked
Explore – High priorities but current satisfaction is on par or greater than mean of participants
Explore offering potential for joint opportunities
Maybe – Gather more data to determine strategy based on a review of priority level
Dave
Invest – high service improvement offering but scalability or integration capabilities not mature
Something to offer your peer municipalities
Harvest – high service improvement offering, and high readiness levels
You can offer services
Park – low service improvement offering and low readiness
opportunity should be parked
Improve – Limited service improvement offering but high readiness
Investigate to see if there are any quick wins to offer your peer municipalities
Maybe – Not enough data was provided for analysis