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BP&T Strategic PlanBP&T Strategic Plan
Our vision is to be seen as professionals and Our vision is to be seen as professionals and trusted partners by the customers we serve, and trusted partners by the customers we serve, and to be recognized among peer communities as a to be recognized among peer communities as a premier provider of services and infrastructurepremier provider of services and infrastructure
Richard MertzRichard MertzUnix/Database AdministratorUnix/Database Administrator
City of EvanstonCity of [email protected]@cityofevanston.org
Tell ‘em What Tell ‘em What You’re Going to Tell ‘emYou’re Going to Tell ‘em
DisclaimerDisclaimer The City of EvanstonThe City of Evanston PresenterPresenter BP&T Strategic Plan ProcessBP&T Strategic Plan Process
DisclaimerDisclaimer
The views expressed during this The views expressed during this presentation do not necessarily presentation do not necessarily
express those of the City of Evanston. express those of the City of Evanston. The City of Evanston accepts no The City of Evanston accepts no
responsibility or liability for actions responsibility or liability for actions taken as a result of the views taken as a result of the views
expressed in this presentation.expressed in this presentation.
The City of EvanstonThe City of EvanstonBasic InformationBasic Information
Population 74,000Population 74,000 8.5 square miles8.5 square miles $167M$167M operating budget (FY2005)operating budget (FY2005) $35M capital budget (FY2005)$35M capital budget (FY2005) 16 City buildings with City network16 City buildings with City network
PresenterPresenter 40+ years experience in industry40+ years experience in industry Unix/Database Administrator Unix/Database Administrator Responsible for:Responsible for:
All Unix serversAll Unix servers Web site configurationWeb site configuration 7 Oracle databases7 Oracle databases All Oracle applicationsAll Oracle applications All Unix applicationsAll Unix applications Progress databaseProgress database ERP technical implementation and supportERP technical implementation and support Training/mentoring assistantTraining/mentoring assistant
Involved inInvolved in Project managementProject management IS service levelsIS service levels IS Department directionIS Department direction
Linux bigotLinux bigot
Why Did We Do It?Why Did We Do It? Tired of making decisions for organizationTired of making decisions for organization Need to know service requirementsNeed to know service requirements Need to know “Project” requirementsNeed to know “Project” requirements Need to know future technology and Need to know future technology and
infrastructure infrastructure Need to know long-term funding Need to know long-term funding
requirementsrequirements Need to know what we should be working onNeed to know what we should be working on Seemed like the right thing to doSeemed like the right thing to do
What is the Business What is the Business Process & Technology Process & Technology
Group?Group?
BusinessProcess & TechnologyGroup
Information Systems
• Application Support (Help Desk)
• Infrastructure & Architecture
• Application Development & Implementation
• Training
Geographic Information Services
• Maps
• Map Analysis
• Maintain Map Data
• Maintain and improve the GIS application
• Support End Users
Project Management Office
• Business Process Improvement Initiatives
• New System Implementations
• Maintain Business Applications
• Support End Users
The Three Main Components of the New
Business Process & Technology Group
BP&T Strategic PlanningBP&T Strategic PlanningThe ProcessThe Process
IT team scores projectsIT team scores projects Department scores their projects at Department scores their projects at
departmental meetingdepartmental meeting IT teamIT team
Produce analysisProduce analysis Submit to senior managementSubmit to senior management
Senior management Senior management ApprovesApproves PrioritizesPrioritizes
Plan and do itPlan and do it
Project AnalysisProject Analysis
MATRIX -- MATRIX -- MMike’sike’s AAnalyticalnalytical TTableable RRetentiveetentive IIndendeXX
A method for scoring and comparing A method for scoring and comparing projectsprojects
Projects analyzed using ten criteriaProjects analyzed using ten criteria Each of the criterion is “weighted”Each of the criterion is “weighted”
So how does the analysis work?
Analysis ExampleAnalysis ExampleChoosing the Best Candy BarChoosing the Best Candy Bar
First we select the criteria that we want to use to First we select the criteria that we want to use to evaluate our Candy bars. Our candy bars will be evaluate our Candy bars. Our candy bars will be evaluated based on four criteria.evaluated based on four criteria.
Second we add “weights” to each criteria that let Second we add “weights” to each criteria that let us designate how much influence each criteria us designate how much influence each criteria should have on the final score.should have on the final score.
Next we add the products and give them a score from Next we add the products and give them a score from 0-10 for each criteria (10 being the highest). 0-10 for each criteria (10 being the highest).
Total Score is calculated by multiplying the Total Score is calculated by multiplying the proper weight by each score and then all of the proper weight by each score and then all of the weighted scores are added together.weighted scores are added together.
What if we change the weighting? What if we change the weighting?
WeightsWeights 1010 66 11 44
3 Musketeers3 Musketeers
Cadbury Cadbury Chocolate Chocolate
with with AlmondsAlmonds
Sample Sample CriteriaCriteria
TasteTaste SizeSizeCost/Cost/
OunceOunceSatisfactiSatisfacti
onon Total Score
6 60844 9 2 101
18510 8 1 9
XX 1 10
X95
X128
Any Questions?Any Questions?
Project Analysis RationaleProject Analysis RationaleCriterion #1: Direct External Customer ImpactCriterion #1: Direct External Customer Impact
Core QuestionCore Question Is there a direct and positive Is there a direct and positive
impact on the external impact on the external customercustomer??
CriteriaCriteria Project impact can be “felt” by Project impact can be “felt” by
external customerexternal customer Project impacts the customer in Project impacts the customer in
a a positive positive manner (the degree manner (the degree to which this is true is to which this is true is assessed)assessed)
Improves City imageImproves City image Improves public safetyImproves public safety
ExamplesExamples Paying parking tickets on-linePaying parking tickets on-line Purchasing city stickers on-linePurchasing city stickers on-line Signing up for recreation Signing up for recreation
activities on-lineactivities on-line Citizen service requestCitizen service request
Score
External Customer Benefit
0 No Positive Impact
1
2
3
4
5 Moderate Positive Impact
6
7
8
9
10 Highest Positive Impact
1010
Project Analysis RationaleProject Analysis RationaleCriterion #2: Business Process ImprovementCriterion #2: Business Process Improvement
Core QuestionCore Question How much does the project How much does the project
improve the city’s ability to improve the city’s ability to conduct business effectively?conduct business effectively?
CriteriaCriteria Project replaces manual processesProject replaces manual processes Project eliminates isolated dataProject eliminates isolated data Project eliminates duplicate Project eliminates duplicate
activitiesactivities Project speeds up processing timeProject speeds up processing time Project eliminates redundant dataProject eliminates redundant data
ExamplesExamples Digitizing paper documents so they Digitizing paper documents so they
can be easily stored and accessed can be easily stored and accessed on-lineon-line
Replacing paper forms with Replacing paper forms with electronic ones that can be routed electronic ones that can be routed for approvalfor approval
Score
Business Improvement
0 No Improvement
1
2
3
4
5 Moderate Improvement
6
7
8
9
10 Highest Improvement
88
Project Analysis RationaleProject Analysis RationaleCriterion #3: Sponsor Department ReadinessCriterion #3: Sponsor Department Readiness
Core QuestionCore Question How ready is this department to implement this project?How ready is this department to implement this project?
CriteriaCriteria Project staff are available to implement and maintainProject staff are available to implement and maintain Project staff have the proper skill levels Project staff have the proper skill levels Department has a history of successful performance on past projectsDepartment has a history of successful performance on past projects Funding is available for the projectFunding is available for the project Work started?Work started?
ExamplesExamples Department has two qualified FTEs that it can dedicate to the project nowDepartment has two qualified FTEs that it can dedicate to the project now Department can dedicate a full time project manager to the projectDepartment can dedicate a full time project manager to the project
Score
Department Readiness
0 Not ready to go for the foreseeable future.
1
2
3
4
5 Ready to go but will need to do some resource planning
6
7
8
9
10 Ready to go now/Resources are not an issue. Let’s do it!
99
Project Analysis RationaleProject Analysis RationaleCriterion #4: Information Technology ReadinessCriterion #4: Information Technology Readiness
Core QuestionCore Question How ready is the IT department to How ready is the IT department to
implement this project?implement this project?
CriteriaCriteria Project staff are availableProject staff are available Project staff have the proper skill levels Project staff have the proper skill levels
(technical experts)(technical experts) Infrastructure in placeInfrastructure in place
ExampleExample IT can dedicate one qualified FTE that IT can dedicate one qualified FTE that
has some experience with the project’s has some experience with the project’s technologytechnology
Oracle database requiredOracle database required
ScorScoree
IT ReadinessIT Readiness
00 Not ready to go for the Not ready to go for the foreseeable future.foreseeable future.
11
22
33
44
55 Ready to go but will need Ready to go but will need to do some resource to do some resource planningplanning
66
77
88
99
1010 Ready to go now. Ready to go now. Resources are not an Resources are not an issue. Let’s do it!issue. Let’s do it!
33
Project Analysis RationaleProject Analysis RationaleCriterion #5: Low Functional Staff RequirementsCriterion #5: Low Functional Staff Requirements
Core QuestionCore Question How many FTE months will it How many FTE months will it
take to implement this project take to implement this project from the “functional” side?from the “functional” side?
CriteriaCriteria FTE from RFP through go-LiveFTE from RFP through go-Live Project managementProject management Project team membersProject team members Is an RFP required?Is an RFP required? Is this new technology?Is this new technology? Are data conversion & interfaces Are data conversion & interfaces
required?required? Do we need to do a lot of end Do we need to do a lot of end
user training?user training? Does NOT include support from Does NOT include support from
IS or from vendors/consultantsIS or from vendors/consultants
Examples (See Spreadsheet)Examples (See Spreadsheet)
ScoreScore FTE MonthsFTE Months
00 > 36 FTE Months> 36 FTE Months
11 36 FTE Months36 FTE Months
22 24 FTE Months24 FTE Months
33 21 FTE Months21 FTE Months
44 18 FTE Months18 FTE Months
55 15 FTE Months15 FTE Months
66 12 FTE Months12 FTE Months
77 9 FTE Months9 FTE Months
88 6 FTE Months6 FTE Months
99 3 FTE Months3 FTE Months
1010 < = 1 FTE Month< = 1 FTE Month
77
Project Analysis RationaleProject Analysis RationaleCriterion #6: Low IT Staff RequirementsCriterion #6: Low IT Staff Requirements
Core QuestionCore Question How many FTE months will it How many FTE months will it
take to implement this project take to implement this project from the “Technical” Side?from the “Technical” Side?
CriteriaCriteria FTE from RFP through go-LiveFTE from RFP through go-Live Is an RFP required?Is an RFP required? Is this new technology?Is this new technology? Are data conversion & interfaces Are data conversion & interfaces
required?required? Does NOT include support from Does NOT include support from
IS or from vendors/consultantsIS or from vendors/consultants
ExampleExample One IT staff member for 1 day One IT staff member for 1 day
per week for 26 weeks = 1.2 FTE per week for 26 weeks = 1.2 FTE months (9)months (9)
ScorScoree
FTE MonthsFTE Months
00 >36 FTE Months>36 FTE Months
11 36 FTE Months36 FTE Months
22 24 FTE Months24 FTE Months
33 21 FTE Months21 FTE Months
44 18 FTE Months18 FTE Months
55 15 FTE Months15 FTE Months
66 12 FTE Months12 FTE Months
77 9 FTE Months9 FTE Months
88 6 FTE Months6 FTE Months
99 3 FTE Months3 FTE Months
1010 <= 1 FTE Month<= 1 FTE Month
55
Project Analysis RationaleProject Analysis RationaleCriterion #7: Low City CostCriterion #7: Low City Cost
Core QuestionCore Question What is the total cost to the city to What is the total cost to the city to
implement this project?implement this project?
CriteriaCriteria Software licensesSoftware licenses One year maintenance & supportOne year maintenance & support Consulting feesConsulting fees Infrastructure (hardware/network)Infrastructure (hardware/network)
ExampleExample Project Costs: Project Costs:
$100,000 – Software$100,000 – Software $20,000 – 1$20,000 – 1stst Year of maintenance Year of maintenance $300,000 – Consulting fees$300,000 – Consulting fees $50,000 – New hardware/server$50,000 – New hardware/server $470,000 – Total = 4$470,000 – Total = 4
Score City Cost
0 > $2 million
1 $1 million to $2 million
2 $750,001 to $1 million
3 $500,001 to $750,000
4 $250,001 to $500,000
5 $100,001 to $250,000
6 $75,001 to $100,000
7 $50,001 to $75,000
8 $20,001 to $50,000
9 $5,001 to $20,000
10 < $5,000
33
Project Analysis RationaleProject Analysis RationaleCriterion #8: Low Time to BenefitCriterion #8: Low Time to Benefit
Core QuestionCore Question How long will it take to realize the “first” How long will it take to realize the “first”
benefit associated with this project?benefit associated with this project?
CriteriaCriteria Timeline starts at the kick-off of the Timeline starts at the kick-off of the
project and goes until the first benefit is project and goes until the first benefit is realizedrealized
Benefits can include but are not limited to Benefits can include but are not limited to service improvements and/or financial service improvements and/or financial savingssavings
ExampleExample Project begins on January 1 and the first Project begins on January 1 and the first
benefit is realized on December 31. benefit is realized on December 31. Twelve months = 6Twelve months = 6
Score Time to Benefit
0 > 4 years
1 37 to 48 months
2 29 to 36 months
3 24 to 28 months
4 19 to 23 months
5 15 to 18 months
6 11 to 14 months
7 7 to 10 months
8 4 to 6 months
9 1 to 3 months
10 < 1 months
44
Project Analysis RationaleProject Analysis RationaleCriterion #9: High Return on InvestmentCriterion #9: High Return on Investment
Core QuestionCore Question How much new revenue received or cost How much new revenue received or cost
saved will the city realize within two years saved will the city realize within two years after the project ends?after the project ends?
CriteriaCriteria How long will it take for the project to pay How long will it take for the project to pay
for itself (excludes cost of internal staff)for itself (excludes cost of internal staff) % = (Savings or Revenue)/Cost% = (Savings or Revenue)/Cost
ExampleExample ROIROI
$470,000 – Total Project Cost$470,000 – Total Project Cost $250,000 – Savings Per Year$250,000 – Savings Per Year $250,000/$470,000 = 53% = 6$250,000/$470,000 = 53% = 6 Project “pay back” period is just under 2 Project “pay back” period is just under 2
yearsyears
Score
Value (@ 2 Years)
0 0%
1 1% to 4%
2 5% to 10%
3 11% to 20%
4 21% to 35%
5 36% to 50%
6 51% to 70%
7 71% to 90%
8 91% to 150%
9 151% to 250%
10 < 250%
22
Project Analysis RationaleProject Analysis RationaleCriterion #10: Low RiskCriterion #10: Low Risk
Core QuestionCore Question What is the risk of project failure?What is the risk of project failure?
CriteriaCriteria Project failure is defined as the project Project failure is defined as the project
being cancelled or tabled before/during being cancelled or tabled before/during the implementation or after it goes live the implementation or after it goes live (Projects can fail after they go live)(Projects can fail after they go live)
Do we have non-IT skills required to Do we have non-IT skills required to make the project a successmake the project a success
Does the project require the input of Does the project require the input of multiple departments or citizensmultiple departments or citizens
Are interfaces or data conversion Are interfaces or data conversion requiredrequired
ExampleExample Citizen Relationship Management has Citizen Relationship Management has
high visibility, impacts citizens and high visibility, impacts citizens and requires input from every city requires input from every city departmentdepartment
Score
Risk
0 Highest Possible Risk
1
2
3
4
5 Moderate but Manageable Risk
6
7
8
9
10 No Risk Whatsoever
66
Project Scoring Matrix
Sponsor Department
10 8 9 3 7 5 3 4 2 6
Direct External Customer
Impact
Business Improv.
Sponsor Dept.
Readiness
IT Readiness
Low Functional Staff Req.
Low IT Staff
Req.
Low City Cost
Low Time to Benefit
High Return on
Investment
Low Risk
WEIGHTED SCORE
10 10 0 8 1 2 4 7 4 1 275
Project Scoring Matrix
IT Team
10 8 9 3 7 5 3 4 2 6
Direct External Customer
Impact
Business Improv.
Sponsor Dept.
Readiness
IT Readiness
Low Functional Staff Req.
Low IT Staff Req.
Low City Cost
Low Time to Benefit
High Return on
Investment
Low Risk
WEIGHTED SCORE
9 10 0 8 1 2 4 7 0 1 257
Actual ScoringActual Scoring
AnalysisAnalysis
Produce rankings/graphs byProduce rankings/graphs by Individual criteriaIndividual criteria Combined/weighted scoresCombined/weighted scores
BP&T Strategic PlanningBP&T Strategic PlanningDeciding: What Will We Do?Deciding: What Will We Do?
Add infrastructure projectsAdd infrastructure projects Database migration/upgradeDatabase migration/upgrade Exchange migration/upgradeExchange migration/upgrade SAN migration/upgradeSAN migration/upgrade Phone migration/upgradePhone migration/upgrade WirelessWireless
BP&T Strategic PlanningBP&T Strategic PlanningDeciding: What Will We Do?Deciding: What Will We Do?
Group projectsGroup projects Already budgetedAlready budgeted Already startedAlready started Budget neededBudget needed
IT involvement “heavy”IT involvement “heavy” New system for Community DevelopmentNew system for Community Development Customer service requestCustomer service request Document managementDocument management Work orderWork order
IT involvement “light”IT involvement “light” Sign fabricationSign fabrication Sidewalk inventorySidewalk inventory
BP&T Strategic PlanningBP&T Strategic PlanningDeciding: What Will We Do?Deciding: What Will We Do?
Put together proposed plan for Put together proposed plan for projectsprojects
1 huge project at a time1 huge project at a time 6 other projects at a time6 other projects at a time Constrained by:Constrained by:
Budget availabilityBudget availability Department readinessDepartment readiness
Ultimately decided by City ManagerUltimately decided by City Manager
BP&T Strategic PlanningBP&T Strategic PlanningBenefitsBenefits
Projects/desires exposedProjects/desires exposed Project synergy (licensing)Project synergy (licensing) Infrastructure needs exposed Infrastructure needs exposed
(wireless)(wireless) It’s a business/political decisionIt’s a business/political decision It’s NOT, NOT, NOT, NOT, NOT, NOT, It’s NOT, NOT, NOT, NOT, NOT, NOT,
NOT an IT decisionNOT an IT decision
ChallengesChallenges Obtaining management support and involvementObtaining management support and involvement Obtaining management support and involvementObtaining management support and involvement Getting people to believe it will make a differenceGetting people to believe it will make a difference Obtaining management support for Obtaining management support for
implementationimplementation Transfer peopleTransfer people Agree on scheduleAgree on schedule
Change processChange process Steering committeeSteering committee Try and figure out how to stop making all the Try and figure out how to stop making all the
decisionsdecisions