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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?