Key IT StrategiesMay 3rd, 2012

By Jessica Zielonis, Jonathan Wyss, Sharon Sykes, Samantha Kenny and Leigh Estes

Project’s Purpose

Henrico County’s Department of Planning would like an analysis of its current initiatives and documentation of current challenges in an effort to illustrate what the department can do to better position itself for the future.

Departmental Assets

Resources• Training• Staff• Equipment (Hardware/Software)

Commitment• Dedicated Staff• Experience• Expertise

Problem Analysis The Department of Planning is facing not

only technological challenges, but human challenges that often accompany the technological aspects: Digital Divide Silo Effect Buy-In

Digital Divide

A knowledge divide occurs when the digital divide has moved beyond inequalities in access and resources, and instead involves a lack of information about technology

Silo Effect Silos are groups of

employees that tend to work as autonomous units.  They tend to promote resistance to the integration of work across units, thus limiting ideas and collaborative efforts, which could enhance work processes and efficiencies.

To overcome the silo effect:

De-compartmentalize business processes

Improve Executive Coordination Standardize Processes Improve Communication

Buy-In

Buy-In Achieves: Consistency Trust Commitment

Buy-In needs to be organization-wide

Potential Consequences of Not Maximizing Efficiency and Effectiveness

Causes

• Stove-piped or silo process structures• Lack of training• Lack of IT capabilities (infrastructure, software, personnel)

• Resistance to change• Poor communication and coordination between divisions/staff

Compensatory Behavior

• Hire additional staff• Increase work hours for existing staff• Shift work allocation/priorities based on immediate need, (i.e.) forego performance of more routine functions or eliminate steps in the process

Results

• Organization is more vulnerable to errors• Staff burn-out – can lead to more significant health issues

• Lost productivity (time and money that could be directed to other purposes)

• Potential loss of customers • Lost organizational performance opportunities (lost business/revenue)

Methodology

Meth0ds• Literature Review

• Stakeholder Analysis

• Interviews• Electronic Survey

Literature Review

Strategic Planning in Local Government

Change Business

Processes E-Government Going Paperless

Stakeholder Analysis

Division Manager Interviews

4 Division Interviews: Comprehensive

Planning Design and Review Zoning Appeals Planning Systems

Structured questionnaire Willingness to change Daily

responsibilities/tasks Use of technology

Electronic Survey’s Purpose

To assess the Department of Planning’s information technology: Preferences Capabilities Challenges

To solicit input from organizational members beyond the organization’s leadership.

Question 1

FileNet

GIS

TideMark

26.32%

2.63%

31.58%

10.53%

21.05%

15.79%

63.16%

73.68%

50.00%

Figure 1 - Most Widely Used Technologies, Systems and/or Databases

Yes, I use this daily No, I do not use this Sometimes, but not daily

N = 38Question 1: Which of the following technologies, systems and/or databases do you use to perform the Department of Planning work processes? A complete list of technologies, systems, and/or databases can be found within this report's appendices.

Question 2

Daily Weekly Monthly Never No Response

47.37%

31.58%

5.26% 10.53% 5.26%

Figure 2 - FileNet Usage Rates

N = 38Question 2: Do you access plan files/information/data using FileNet? If ypu answered "yes", how often do you access files/information/data electronically? If you answered "no", please provide the main reasons as to why you do not access plan files/information/data electronically.

Question 3

GIS

FileNet

TideMark

Microsoft Office Suite

63.16%

55.26%

44.74%

55.26%

Figure 3 - Technologies, Software, Systems and/or Databases That Make Work Easier

N = 38Question 3: What current technologies, software programs, systems and/or databases make your job easier? A complete list of technologies can be found within this report's appendices.

Question 4

Provide Training

Increase User Friendliness

Establish Buy-In

No Response

Acquire Better Hardware/Software

Enhance Information

Foster Greater Integration

36.84%

21.05%

15.79%

15.79%

13.16%

2.63%

2.63%

Figure 4 - What would need to be different?

N = 38Question 4: What would need to be different for you to use the tools you do not currently use?

Question 5

Provide Training

Establish Buy-In

Enhance Information

Acquire Better Hardware/Software

Foster Greater Integration

Increase User Friendliness

No Response

23.68%

39.47%

26.32%

10.53%

18.42%

15.79%

15.79%

Figure 5 - What Can Move Technology Forward?

N = 38Question 5: What are ways the Department of Planning can do things differently in the future to move technology forward?

Needs Comparison

Foster Greater Integration

Enhance Information

Acquire Better Hardware/Software

No Response

Establish Buy-In

Increase User-Friendliness

Provide Training

0.00% 20.00% 40.00% 60.00%

Figure 6 – Themes Compared in Questions 4 and 5

Question 4Question 5

N = 38Question 4: What would need to be different for you to use the tools you do not currently use?Question 5: What are ways the Department of Planning can do things differently in the future to move technology forward?

Question 6

Male45%

Female29%

Prefer not to say26%

Figure 7 - Gender

N = 38Question 6: Gender.

Question 7

Less than 1 year3%

1 to 5 years11%

6 to 10 years29%

11 to 15 years16%

16 to 20 years3%

More than 20 years5%

Prefer not to say34%

Figure 8 – Tenure at the Department of Planning

N = 38Question 7: Tenure at the Department of Planning.

Question 8

20 to 29 years old8%

30 to 39 years old18%

40 to 49 years old11%

50 to 59 years old21%60 to 69 years old

3%

Prefer not to say39%

Figure 9 - Age

N = 38Question 8: Age.

4 Key Focus Areas

Establish Buy-In

ProvideTraining

Enhance Informatio

n

Foster Greater

Integration

Figure 10 – 4 Key Focus Areas

Survey Results as Compared to the Literature

The literature suggests several themes that develop throughout the survey results:

Themes• Buy-In• Resistance to

Change• Leadership

Sponsoring Change

• Increasing Quantity of Electronic Content

• Training

Recommendations

• Pilot Projects

• Virtual Communication

• eGovernment

Recommendations

Continuity of Operations Plan

Consequences

Recommendations

• Public Value

• Gantt Chart

Gantt Chart

Recommendations

Training

Internship Program

Recommendations

Integration

Complete High Priority IT Initiatives

Questions or Comments?