i tplanimplementation
DESCRIPTION
TRANSCRIPT
State of Alaska – July 31, 2003
Enterprise Integration of IT Planning, Budgeting and Resources
Craig Holt
Practice Director
Enterprise Transformational Services
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Overview – 9 Phases
Phase 1: Customize Enterprise Integration Methodology
Phase 2: Integrated Enterprise Workshops
Phase 3: Function Specific Workshops
Phase 4: Develop IT Planning/Budget Methodology
Phase 5: Present findings from Workshops
Phase 6: IT Planning/Budgeting Workshops for ITG/AST
Phase 7: Develop Enterprise Integration Implementation
Phase 8: On-site review of Department IT Plans
Phase 9: OMB review and approval of Dept. IT Plans
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Deliverable: Customized methodology which leverages the existing Statewide IT Plan.
Time Frame: Aug.18 – Sept.1, 2003
Review PTI report, summarize key findings with respect to IT integration
Develop recommended approach, based on findings
Present findings to Commissioner of Administration and Cabinet
Adjust and finalize approach based on feedback
Phase 1: Customized Enterprise Implementation Methodology
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Deliverable: Workshop(s) on Enterprise Integration.
Time Frame: September 2-5, 2003
Phase 2: Integrated Enterprise Workshops
Customize workshop materials
Workshop for Information Technology Group (ITG)
Workshop for Department IT Managers
Workshop for Directors of Administrative Services
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Structure of IT Function(s) - EXAMPLE
Best practices research indicates there is not an ideal or recommended structure for the Information Technology (IT) function. IT structures vary from organization to organization. Rather, organizations considered ‘best-in-practice’ ensure capacity to deliver IT services in five primary areas* - which have been adapted to the City’s Core Services contained in the IT Master plan:
Technology Strategic Planning
Network & Communications
Services
TechnologyCustomer Support
City-WideData Management
Technology Solutions Consulting
Geographic Information Systems
Call Center / IT Help Desk
* Not typically a “stand alone”best practice.
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Deliverable: Functional recommendations for integration.
Time Frame: September 5-16, 2003
Phase 3: Function Specific Workshops
System Services Workshop
Business Application Services Workshop
IT Planning Workshop
Customer Services Workshop
IT Administrative Services
Note: Above Functional Categories from PTI Report
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Structure of IT Function(s) - EXAMPLE
San Jose
Centralized
Decentralized
Centralized/Decentralized
Decentralized
Integrated
CentralizedIntegrated
IT Functions
Technology Strategic Planning
Data Management -Geographic
Information Systems
Network & Communication
Technology Solutions Consulting
Technology Customer Support
Call CenterIT Help Desk
San Diego
Integrated
Integrated
Integrated
Integrated
Integrated
DecentralizedIntegrated
Seattle
Centralized
Centralized
Decentralized
Integrated
Centralized
CentralizedCentralized
Scottsdale
Centralized
Centralized
Centralized
Centralized
Centralized
CentralizedCentralized
Recommendation
Centralized
Integrated
Integrated
Integrated
Integrated
IntegratedIntegrated
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Phase 4: IT Plan/Budget Methodology
Review and leverage Statewide IT Plan (PTI)
Present Methodology to Administrative Services Team (AST)
Present Methodology to Commissioner of Administrative and OMB
Finalize Methodology
Deliverable: Customized methodology which leverages the existing Statewide IT Plan.
Time Frame: September 17 - 22, 2003
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Prioritization Methodology - EXAMPLE
Budget Office
Range of IT Dollars available
(by funding source) for City
Replacement
“On-going”Support
ITP
BS
ub-A
lloca
tion
New Project
January 17 - Decision By ITPB
December 7CSA IT Investment Needs
due to ITD (Wendy)
December 7
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Proposed BUDGET(IT) Process - EXAMPLE
Budget Office
TOTAL IT Dollars for City
( $22.8 M )
CSA “IT Plan” “New Projects” - $6.25M
•eGovernment•PeopleSoft Upgrade•GIS Enterprise•Integrated Waste Mgt.
IT Enterprise “Budget” - $16M
•$4.8 m = Phone•$10.6 m = Personal Serv
IT “Replacement”
$755.9K
Department Specific• non-project• non-network• non-city wide license
IT Enterprise Investment • on-going support• “enterprise” investments• city-wide “upgrades”
CSA Business Plan• new project• CSA approved• money in dept. budget
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Detailed Sub-Process - EXAMPLE
Replacement*
“On-going”Support
New Project
Departments determineneed, and submit throughthe normal budget process
ITD determines enterpriseneeds, and submits to theITPB for modification/approval
CSA’s review feedback fromITPB, and makes adjusts asnecessary - within numbers.
Budget officemakes final
decision - NO ITPBInvolvement
ITD includesenterprise
investments in Business Plan
ITPB Selection of City’s IT Portfolio
for next year
Budget officereceives
list of Projects
Budget officereceives
ITD Business Plan
Ad j
ust
Fun
ds a
s N
eede
d
* Once asset management is operational (03-04), this process will become part of enterprise planning
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Deliverable: Agreement by ITG and Dept. IT Managers regarding functional integration.
Time Frame: September 23-26, 2003
Phase 5: Present findings – Functional Workshops
Aggregate materials, from functional workshops
ITG Workshop – Enterprise Integration Recommendations
Department IT Managers Workshop – Enterprise Integration Recommendations
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Technology Customer Support = Provide direct customer support and training for technology equipment and applications.
Rationale for Integration;
Integration of Technology Customer Support allows the city the ability to continue support of those operations
that currently operate efficiently and strengthen those that need assistance. Integration identifies areas of
equalization as well as specialization. For example, an IT technician located in a specific building could provide
customer support for all customers located within that building allowing other IT staff to concentrate on their specific
functional responsibility. Integration will maintain the integrity of IT staff functionality and responsibilities. It will help
create strategies to bridge gaps through better collaborative planning and implementation of training, application
support, etc.
Benefits of Integration:Creates a support system accessible by all departments. IT support will be better leveraged.An integrated approach helps identify needs to create balance between specialists and generalists. Stops competition of staff within departments.
Catalyst for Integration:Some departments have created dependency on very few IT staff for support without a back up support system. As a result, there is no planning time or cross-functional training time or preparation time for emergency situations. Current emergency situations warrant a citywide approach to emergency planning such as the energy crisis.
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Phase 6: IT Plan/Budget Training
Develop training materials
Information Technology Group (ITG) training on IT Planning Methodology
Directors of Administrative Services training on IT Planning Methodology
Deliverable: Training on the IT Methodology, and templates to use in developing Dept. Plans.
Time Frame: Sept. 29 – Oct. 8, 2003
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
IT Governance Structure - EXAMPLE
Mayor’s Office &City Council
IT PlanningBoard
InformationTechnologyDepartment
Technology
Standards
InternetStrategies
DataManagement
Project QA/Management
PublicAccess
(ITPB Subcommittees)
City Manager’sOffice
Prioritize IT projects/investmentsCoordinate IT investmentsOversee IT plans & strategiesRecommend IT policies/standards
PoliciesPrioritiesFunding approval
Recommend policiesProvide leadershipManage service delivery
Provide central IT servicesStaff ITPBProvide IT leadership
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
IT Department Plan “Roll-Up” - EXAMPLE
Public Safety
FIRE PolicePublicWorks
StreetsTraffic
TransportationServices
PRNSPRNS
1
2
3
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
1
2
3
Division/Unit specific project proposals. This would include existing and proposed projects, to be presented to the Departments selection committee.
Department priority projects, which are to be presented to the appropriate CSA selection committee. “Best” candidate projects are those that leverage across multiple divisions/units and generate the greatest impact.
ITPB final selection of projects that leverage across multiple departments, and/or generate the greatest impact for the investment for the City.
IT Department Plan “Roll-Up” - EXAMPLE
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Phase 7: Develop Implementation Schedule
Develop 3-6-12-18 month milestone driven implementation plan
Present implementation plan to ITG and Department IT Managers
Present Enterprise Integration Schedule to OMB and Cabinet
Deliverable: Enterprise Integration Implementation Schedule.
Time Frame: October 13-21, 2003
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Preparing the CitySan Jose - Integrate Like IT Functions - Zero to Three Months
Develop a communication plan for disseminating project information to key stakeholders such as; Senior Staff, City Council, Mayor’s Staff, ITD Staff, Department “IT” staff, etc. KEY points for the communication plan should include the following;
Rationale for the Study – the “why”
Back ground / History – the “what”
Process used / those involved – the “who” and “how”
Project plan going forward – the “when” and “where”
Revise ITPB “charter” to clearly designate Roles, Responsibilities, and Decision Authority of ITPB.
Examples: Role of ITPB oversight needs to lead citywide technology decisions that affect smaller offices or departments such as City Clerks Office; Develop corporate policy that impacts how software/hardware is deployed; Determine if ITPB needs a technology subcommittee to help advise on decisions by providing data; Determine if ITPB needs dedicated support staff; Determine how project and customer needs are prioritized within the dotted/solid line reporting relationships, etc.
Reconstitute membership on the ITPB to include team lead designees for the City Service Area (CSA) teams but don’t
dilute the knowledge of the ITPB with CSA.
ITPB “charter” a team to establish budget and budget plan which corresponds with “transitional” structure phasing.
Integrate the reporting relationship of other “IT Project” , other “non-traditional” technologies – cable TV as an example,
and other Technology oriented “oversight “ groups with the ITPB.
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Preparing the CitySan Jose - Integrate Like IT Functions - Zero to Three Months
ITPB Evaluation of Progress:
1. Internal ITPB member survey on confidence level of the following: Member involvement (attendance) Understanding of Direction & Focus of ITPB Trust & Reliability with Progress Feel that process supports Citywide benefits Feel that process supports & honors departmental needs
2. Charter Team Identified and Operational.
3. Resources identified to support enterprise process.
4. General Pulse Check with Department Heads (including ITPB members) that the enterprise process is
incorporating their business needs or at least understanding them.
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
“Transition” StructureRecommendations for Consideration by CIO - Three to Six Months
Announce the formation of the eGovernment Project Team to support a citywide focus on customer service delivery through multiple technology-enabled channels (e.g., internet, messaging/e-mail, etc.).
To achieve unity of purpose and better integration create GIS Management Project Team.
Rename Administrative Officer/Office to Management & Administrative Services Division to service Enterprise IT functions, providing: Budget Administration Personnel Services ITPB logistical support and communication Communications Related to IT Miscellaneous Administration (e.g., logistics)
Action Steps:
EnterpriseTechnology Planning
Strategy &
Architecture
TechnologyResearch
Operational Planning
Corporate ITServices
eGovernmentManagement &Administrative
ServicesIT Help Desk
Chief InformationOfficer
TelecommunicationsInfrastructure
NetworkInfrastructure
Development &Enterprise Applications
Deployment
ApplicationDevelopment
Streets and Traffic
Airport
Human Resources
Fire
Police
Others…
ITPB
Proje
ct S
tatu
s
GIS Management Division
Deputy Chief Information Officer(s)(3)
AdministrativeOffice Applications
E-MailSystems
EnterpriseSupport Systems
* NOTE: Green eclipse isn’t intended to be inclusive of every city dept, only as an example.
City-wide Data Management - DMTechnology Solutions Consulting - TSCTechnology Customer Support - TCSNetwork & Communication Services - NCS
Denotes function stays “As Is”
Denotes new function
Denotes modified function Technology Strategic Planning - TSPStrategic Support - SSHybrid (multi-function)
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Phase 8: Review of Department IT Plans
On-site review of Department IT Plans – assumption is that 14 department IT plans will be reviewed.
• Natural Resources / Environmental
• Public Safety
• Health and Social Services
• Revenue / Financial
• Education
• Etc…..
Deliverable: Draft Department IT Plans
Time Frame: Oct. 20 - Nov.7, 2003
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Departmental Information Technology Plan
DEPARTMENT NAME: _______________________________________________________________________CONTACT NAME: _____________________________________ TELEPHONE: ________________________ 1. INITIATIVE1.1. Name […] 1.2. Purpose […] 2. DESCRIPTION2.1. Key Functionality […] 2.2. Requirements […] 3. IMPACT 3.1. Customer Service - External service oriented […] , (High, Medium, or Low) 3.2. Operational Excellence - Internal efficiency/effectiveness oriented […],(High, Medium, or Low) 3.3. Equity - “Digital divide”, fairness for all departments […],(High, Medium, or Low) 3.4. Innovation leadership - First to market oriented […],(High, Medium, or Low)
Section 1: Justification - EXAMPLE
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Section 1: Justification - continued
1. COST1.1. Drivers 1.2. Estimates [Includes: “best estimate” dollars and city staff time, consultant dollars, hardware and software IF part of the system, infrastructure modifications due to new system requirements and projected on-going maintenance/support costs] 2. SOURCE OF FUNDING AND JUSTIFICATION 3. SPEED TO IMPLEMENT
[In months, beginning with approval] 4. TECHNOLOGY RISK ASSOCIATED WITH THE INITIATIVE
(High, Medium, or Low)
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
SECTION 2 – Technology Asset Inventory EXAMPLE
Existing Planned
HARDWARE
Number of Desktop PCs and operating systems
[…] […]
Number of Laptop PCs and operating systems
[…] […]
Printers […] […]
Other hardware […] […]
SOFTWARE
Word processing software and number of units
[…] […]
Spreadsheet software and number of units
[…] […]
E-mail software and number of units
[…] […]
Database software and number of units
[…] […]
Web browser software and number of units
[…] […]
Other software […] […]
SERVERS Brand and model and number of units
[…] […]
Operating systems […] […]
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Phase 9: Final Review (OMB/Governor)
Facilitated review of Department IT Plans
Assist in presenting recommendations to OMB
Deliverable: Approved Department IT Plans, consistent with the Statewide IT Plan.
Time Frame: November 10-17, 2003
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Detailed Schedule
ID Task Name Duration Start Finish
1 Phase 1: Customize Enterprise Integration Methodology 11 days
2 Review PTI Report, summarize key findings with respect to IT Integration 5 days
3 Develop recommended approach, based on findings 5 days
4 Present Findings to Commissioner, Administrative Services 0.5 days
5 Adjust and Finalize approach based on feedback 0.5 days
6 Phase 2: Integrated Enterprise Workshops 3.5 days
7 Develop workshop materials 2 days
8 Workshop for ITG 0.5 days
9 Workshop for Department IT Managers 0.5 days
10 Workshop for AST 0.5 days
11 Phase 3: Function Specific Workshop - Breakout follows PTI Categories 7.5 days
12 System Services (WAN, LAN, Server, etc.) Workshop 1.5 days
13 Business Application Services Workshop 1.5 days
14 IT Planning Workshop 1.5 days
15 Customer Services (Help Desk, Training, PC/Desktop, etc.) 1.5 days
16 IT Administration Services 1.5 days
17 Phase 4: Customize IT Planning/Budgeting Methodology 4 days
18 Present draft methodology to AST 1 day
19 Present to Governor/OMB 1 day
20 Finalized methodology 2 days
21 Phase 5: Present Findings from Workshop(s) 4 days
22 Develop workshop materials 2 days
23 Workshop for ITG 1 day
24 Workshop for Department IT Managers 1 day
25 Phase 6: IT Planning/Budgeting Workshops 8 days
26 Develop training materials 4 days
27 ITG training on IT Planning Methodology 2 days
28 AST training on IT Planning Methodology 2 days
29 Phase 7: Develop Enterprise Integration Implementation Schedule 7 days
30 Develop 3-6-12-18 month milestones 5 days
31 Present Implementation Schedule to ITG and Dept. IT Managers 1 day
32 Present Enterprise Integration Schedule to Governor/OMB 1 day
33 Phase 8: Conduct "on-site" review of IT Plans 15 days
34 14 departments - 1/2 day review each 15 days
35 Phase 9: Final Review(s) 6 days
36 Facilitate review of Department IT Plans 3 days
37 Assist in presenting Dept. IT Plans to OMB 3 days
Time Commitment (approximate) Summary:
• Project Manager – ¾ time through-out
• Administrative Services Directors - 10 days
• Department IT Managers - 9 days
• IT Staff (per person) - 10 days
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Results – IT Planning/Budget
Department IT spending aligned with State-wide direction and standards,
Integrated “IT Capital” prioritization process between departments and OMB,
Statewide IT Governance model/methodology,
Department and ITG staff trained to conduct on-going IT planning and budgeting,
Department IT plans completed and aligned to the Statewide IT Plan.
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
Results – Enterprise Staffing
Alignment of IT staff – statewide – to an Enterprise approach to managing and delivering services.
Maximum utilization(efficiency) and allocation(effectiveness) of IT resources, statewide.
Integrated Enterprise IT Organization, including detailed work plan that transitions the current ITG and Department IT staff to the desired – Enterprise - state.
Clearly defined and agreed upon roles and responsibilities between ITG and Department IT staff.
Property of Unisys Corporation and not to be reprinted or used in any fashion without the prior consent of Unisys Corporation and the Alaska Department of Administration
QuestionsJan Moyer – Enterprise Integration Project Manager
• 907.465.5169
Craig Holt – Unisys Engagement Manager
• 503.371.7224