Björn Niehaves European Research Center for Information Systems (ERCIS)

BASIS - Balanced Scorecards andStrategic Management InformationSystems for Public Administrations

Björn Niehaves

European Research Center for Information Systems (ERCIS)Department of Information SystemsUniversity of Münster, Germany

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

European Research Center for Information Systems (ERCIS)

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Management Information in Public Administrations

“… financial pressure … cost cutting … performance gaps … “

Accounting-driven modernization approaches (NKF, Doppik, “Produkthaushalte” etc.)

Obligatory (!) implementation of data collection systems for supporting strategic management efforts

Data exploitation?

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

BASIS – Project Outline

Case Study SettingPublic Administration in Germany

About 300 employees

Task: Concept Development …BSC approach specific for Public Administrations

“Customizing” for this Public Administration

… and Organizational and Technical Implementation Open Source Product: BASIS

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards AimsThe BSC Process aims at

Operationalizing the cooperate strategy

Connecting goals and actions

Taking into account a variety of stakeholder

perspectives ( “balanced” scorecard)

Taking into account a variety of goal and

measure types (e.g., qualitative and

quantitative “balanced” scorecard)

Providing a continuous monitoring and

controlling instrument

…

Identify & Select Focused

Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – The Traditional Approach

Identification of Stakeholder Perspectives (Traditional)

Identify & Select Focused

Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – Stakeholder Identification

Identification of Stakeholder Perspectives

Identify & Select Focused

Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

Finance

Citizens Businesses

EmployeesStructures & Processes

Vision

Political Program

Perspectives/Stakeholder Groups

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – Stakeholder Identification

Identification of Stakeholder Perspectives

Identify & Select Focused

Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LSFinance

Politics

Vision

Vision

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – Strategic Goals

Document Analysis

Identify & Select Focused

Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – Strategic Goals

Document Analysis

Identify & Select Focused

Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – Goal LandscapesIdentify & Select

Focused Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

Spac

e

Empl

oyee

s

Infr

astr

uctu

re

Oth

er

com

pani

es,

e.g.

sup

plie

rs

Cus

tom

ers

Coo

pera

tion

Publ

ic

Adm

inis

trat

ion

Retail Companies

Production Industry

Craftsmen

Service Companies

Agricultural Companies

Non-Profit-Organizations

New founded businesses

Tourism

Stakeholder Groups

BusinessesStake Categories

What?

Who? Finance

Businesses

Employees

Structures & Processes

Citiz

ens

Poli t

ics

Politics

Politics

Politics Politics

Vision

Vision

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – Goal SelectionIdentify & Select

Focused Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

Spac

e

Empl

oyee

s

Infr

astr

uctu

re

Oth

er

com

pani

es,

e.g.

sup

plie

rs

Cus

tom

ers

Coo

pera

tion

Publ

ic

Adm

inis

trat

ion

Retail Companies

Production Industry

Craftsmen

Service Companies

Agricultural Companies

Non-Profit-Organizations

New founded businesses

Tourism

Stakeholder Groups

BusinessesStake Categories

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Balanced Scorecards – Goal SelectionIdentify & Select

Focused Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Identify & Select Focused

Stakeholders

Define the Vision

Identify Strategic Goals in Stakeholder Perspectives

DefineActions &

Ressources

Define Measures

Select Strategic Goals

from Stakeholder Perspectives G

OA

LS

GO

ALS

TO

AC

TIO

NS

Performance Controlling

MO

NIT

OR

ING

BSC

FU

ND

AM

ENTA

LS

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

BASIS - Software

Open Source SoftwareVersion on request

www.basis-online.de Detailed description

Online demo version

(name: “Admin”, password: “Passwd”)

(German or English, case data in German)

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Project Management

Project Controlling

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Results & Further Research

Guideline (see Hevner et al. 2004) Short Description

Problem High demands to strategic management in public administrations (NKF, cost pressure etc.). BSC implementation approaches infrequently domain-specific. Little or cost intensive software support.

Contribution Combining MIS and project management Domain-specific adaptation of BSC approach

Method Conceptual design and implementation Case study implementation

IT Artifact BASIS – Software for BSC-MIS and Project Management

Further researchFurther case study implementationsCross-domain applicationSoftware maturization

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Q & A

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BASIS - BSC and Strategic MIS for Public Administrations, IRIS 2006

Björn Niehaves

Contact

Björn Niehaves, Dipl.-Kfm., M.A.European Research Center for Information Systems

University of MünsterLeonardo-Campus 3

Tel. +492518338087bjoern.niehaves@ercis.de