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30 Alberta Municipalities gathered together to review shared service opportunities as part of a project funded by Alberta Municipal Affairs. We've hired a great partner - Tantus Inc. to lead us through the research, evaluation and opportunity identification process. The end result is to have identified shared technology service opportunities that various municipalities can lead and implement. I have a presentation that describes the overall initiative, proposed outcomes, methodology, and initial results. There is a lot of positive momentum amongst municipalities to discuss opportunities, and we are really excited at the enthusiasm, collaboration, and support to date.
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Collaborating on Technologies for Municipal Service Delivery
Funded under Municipal Affairs Regional Collaboration GrantProject Manager:, Sabina Visser, IT GM, City of Lethbridge
Regional Collaboration Grant Application• 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
• 18 Municipalities with council support to participate
• $170,000
Proposed Methodology• Online and In-Person Discussions
• Describe their current state of technology, and initiatives• Identify technology areas where they could provide regionalized services delivery
(e.g. datacenter)• Determine their current participation in regional service delivery• Determine their current awareness of regional service delivery opportunities, and
desire to participate in future implementations
• A report and presentation outlining:• Recommendations where participating municipalities could implement shared
technology services• The total cost of service delivery to assist municipalities in evaluating the feasibility
of implementation• A total cost of ownership (TCO) for the service delivery model to assist in evaluating
current and future regionalization opportunities• An outline project plan for recommended opportunities
Project BenefitsShort 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
Project Plan• Evaluation of 7 Responses, procured Tantus Inc. of Edmonton
to complete the evaluation using a targeted business approach
• Stakeholder Workshop September 23, 2014 – Calgary
• Online Information Capture – thru October 2014
• 2 Opportunity Ratification Workshops to save travel• November 25 or 26 at City of Leduc• December 2 or 3 in Calgary
• Final Report in January
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
34 Participants Sturgeon County Adam Scharmann*City of Fort Saskatchewan Trevor HarderCity of Grande Prairie Darren Lepchuk*City of Leduc Gerald UngerCity of Lloydminister Paul SchwebiusCounty of Grande Prairie Natalia MaddenLeduc County Rob KainzM.D. of Bonnyville Mark ParsonsM.D. of Lesser Slave River Keith SmitsParkland County Jon Schmuland*City of Edmonton Janelle RobbCity of Red Deer Dan NewtonCity of Lethbridge Sabina Visser*Town of Banff Kelly GibsonTown of Canmore Allan Wingenbach
Town of OkotoksCharlene Nagy-Gyorgy*
Town of Strathmore Dan WilchowyCity of Airdrie Corey Halford
City of CalgaryValerio Franceschin*
City of Brooks Bruce ThiessenCity of Medicine Hat Marty RobinsonAUMA Kent PudlowskiAAMDC Gerald RhodesTaber Tom MoffatCounty of Vermillion River Louis GenestHigh River Kent BlairWoodBuffaloa AnnMarie HintzCity of Leduc Terry HolteStrathcona County Curtis SchneiderLethbridge Cliff ShigemiLethbridge Darren EveleighSt. Albert Gordon CoulmanMountain View CountyDon OldridgeAAMDC Gary Williams
Town of BanffAndrew Wheelhouse
Participants
September 23 Workshop Results
• Process Overview• Network model vs Hub and Spoke Model• Regional or Collaboration doesn’t mean it has to be a formal entity –
could be a community of practice, or an opportunity that is valuable only to a few
• Detailed assessments out of scope however opportunity recommendations will be identified with an understanding that further dialogue is needed
• Knowledge Café Approach to review Municipal Service Areas including IT• Breakout into groups, rotate and build off each others Feedback
• Dot - mocracy• Each municipality was given a series of dots to place on the opportunities
they want to participate in as a strength or as a need
Service Areas reviewed (1)Business Areas 1 Business Areas 2
• Waste Management• Land Planning and
Development• Infrastructure• Recreation• Economic Development• By Law Enforcement• Emergency Services• Public Safety• Utilities
• Public Health• Parks• Cemeteries• Public Housing• Arts, Culture and Historical Heritage• Libraries• Child Care• Adult Day Care• Homemaking• Supportive Housing• Long Term Care
Service Areas reviewed (2)Administration Information Technology
• Corporate Leadership
• Program and Service Planning- Monitoring
• Professional Support
• Corporate Policy Development
• Public Policy Development
• Council
• Financial Management
• Elections
• Integrated Service Delivery
• Communications
• Asset Access
• Email – User Management• Security• Server/Storage• Telecom• User Devices• Device-to-Device Internet
Tools• Information Management,
Content• Applications/Management
Dot-Mocracy
Sept 23 Workshop Insights• Learned about the municipality’s services, technology use,
strengths and opportunities in one day!• Municipality’s are all the same …but different• We all need to replace Class, we all use similar applications• Cell Phone contracts vary amongst municipality• Alberta Provincial standing offer isn’t always most cost effective• Unaware of available tools or methodologies that could be used in a
common way (e.g. benchmarking)• Good data is needed around what is legislated and what isn’t in
order to adopt technologies to help us be more effective (e.g. cloud)
September 23 Workshop Insights
• Keep it simple, • Share the business perspective and value to the community• Leadership buy in is critical• Include the business in your evaluations during the online
information capture to ensure accuracy and a collaborative approach• May need a mandate to change as in the Federal Government
experience• IT is a business unit that serves the municipality, as well as a
partner in other business units that deliver services• Focus on sharing efficiencies, best practices, rather than just
selling cost savings
Next Steps• October: Municipalities use on line tools to gather data
• November: Tantus to:• summarize and formulate opportunities • develop tools, templates, models to assist municipalities in
implementation o opportunities (e.g. TCO, SLAs, Governance Principles)
• Opportunity Validation Workshops• November 25 or November 26 in Leduc• December 2 or 3 in Calgary
• Final Report January 2015
