NSGIC March 2006 Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial...

NSGIC March 2006NSGIC March 2006

Advancing Statewide Spatial Advancing Statewide Spatial Data Infrastructures in Support of Data Infrastructures in Support of

the National Spatial Data the National Spatial Data Infrastructure (NSDI)Infrastructure (NSDI)

Workshop on Developing Workshop on Developing Strategic and Business PlansStrategic and Business Plans


About the Copyright Notice that About the Copyright Notice that may appear on Slides 7 through 84may appear on Slides 7 through 84

• The Strategic Plan Template, Business Plan Template, The Strategic Plan Template, Business Plan Template, Strategic Planning Process Map, Performance Score Card Strategic Planning Process Map, Performance Score Card and most of the slides from 7 through 84 of this and most of the slides from 7 through 84 of this presentation are the Intellectual Property of Applied presentation are the Intellectual Property of Applied Geographics, Inc. and therefore Copyrighted, unless Geographics, Inc. and therefore Copyrighted, unless otherwise indicated.otherwise indicated.

• Applied Geographics has granted to the FGDC, NSGIC, all Applied Geographics has granted to the FGDC, NSGIC, all states and equivalent entities, and their subdivisions, the states and equivalent entities, and their subdivisions, the right to use, reproduce and distribute the strategic and right to use, reproduce and distribute the strategic and business plan templates and the training program materials business plan templates and the training program materials that were delivered under this contract.that were delivered under this contract.

• All permitted copies shall be reproduced with all titles, All permitted copies shall be reproduced with all titles, logos, copyright notices, trademark notices, and legends logos, copyright notices, trademark notices, and legends included in the original materials and list Applied included in the original materials and list Applied Geographics as the source. Geographics as the source.


MetadataMetadata• This workshop was presented on March 19, 2006, at the This workshop was presented on March 19, 2006, at the

Mid-year Meeting of the National States Geographic Mid-year Meeting of the National States Geographic Information Council (NSGIC) in Annapolis, Maryland.Information Council (NSGIC) in Annapolis, Maryland.

• NSGIC was funded for this activity by the Federal NSGIC was funded for this activity by the Federal Geographic Data Committee (FGDC) under contract Geographic Data Committee (FGDC) under contract number: 05HQCN0034.number: 05HQCN0034.

• This PowerPointThis PowerPointtmtm presentation was created to presentation was created to supplement a printed manual that was distributed at supplement a printed manual that was distributed at the workshop.the workshop.

• You can obtain the same manual and materials by You can obtain the same manual and materials by visiting the NSGIC web page at visiting the NSGIC web page at http://www.nsgic.orghttp://www.nsgic.org and selecting the “Hot Topics” tab and then the “and selecting the “Hot Topics” tab and then the “Fifty States InitiativeFifty States Initiative.” You can also find the same .” You can also find the same materials on the FGDC web page at materials on the FGDC web page at http://www.fgdc.govhttp://www.fgdc.gov by selecting the “Policy and Planning” tab and then by selecting the “Policy and Planning” tab and then selecting the link for “selecting the link for “50 States Strategic and Business Plan Templates50 States Strategic and Business Plan Templates.”.”


More MetadataMore Metadata

• The following people presented this The following people presented this material during the workshop:material during the workshop:• Steve Anderson, Applied Geographics, Steve Anderson, Applied Geographics,

Inc. (Slides 5 through 36)Inc. (Slides 5 through 36)• Peter Bujwid, Applied Geographics, Inc. Peter Bujwid, Applied Geographics, Inc.

(Slides 37 through 82)(Slides 37 through 82)• Bill Burgess, NSGIC Washington Liaison Bill Burgess, NSGIC Washington Liaison

(Slides 83 through 98)(Slides 83 through 98)


Even More Metadata!Even More Metadata!The workshop attendees gave the following ratings for the The workshop attendees gave the following ratings for the

workshop as it was held on March 19, 2006: workshop as it was held on March 19, 2006:

0

10

20

30

40

50

60

%

Instruction Presentation Handouts Facilities

Excellent

Good

Average

Poor

In addition, 88% of the attendees said they were better prepared to develop strategic and business plans after the workshop.


Workshop AgendaWorkshop Agenda

8:45 - 8:55 8:45 - 8:55 Project OverviewProject Overview

8:55 - 9:35 8:55 - 9:35 Strategic Plan TemplateStrategic Plan Template

9:35 - 9:45 9:35 - 9:45 Strategic Plan Process MapStrategic Plan Process Map

9:45 - 10:00 9:45 - 10:00 Questions & AnswersQuestions & Answers

10:00 - 10:30 10:00 - 10:30 BreakBreak

10:30 - 11:15 10:30 - 11:15 Business Plan TemplateBusiness Plan Template

11:15 - 11:30 11:15 - 11:30 Score CardScore Card

11:30 - 11:45 11:30 - 11:45 Thoughts on Strategic PlanningThoughts on Strategic Planning

11:45 - 12:00 11:45 - 12:00 Questions & AnswersQuestions & Answers


Project Overview and GoalsProject Overview and Goals

• Encourage Implementation of Encourage Implementation of Statewide Statewide Spatial Data InfrastructureSpatial Data Infrastructure (SSDI)(SSDI) DevelopmentDevelopment

• Provide Provide GuidanceGuidance on Planning Activities on Planning Activities

• Encourage Formation of Encourage Formation of PartnershipsPartnerships

• Provide Uniform Provide Uniform FrameworkFramework for the for the Strategic & Business PlansStrategic & Business Plans

©2006, Applied Geographics, Inc


Who was involved??Who was involved??

Steering Committee Organization

Nathan Bentley State of Idaho

Ingrid Bruce City of Rancho Cucamonga, CA

David Brotzman State of Vermont

Learon Dalby State of Arkansas

Stu Davis State of Ohio

Tim Haithcoat University of Missouri

Christian Jacqz State of Massachusetts

Stu Kirkpatrick State of Montana

Vicki Lukas USGS – Geospatial Liaisons

Mike Mahaffie State of Delaware

Zsolt Nagy State of North Carolina

Craig Neidig State of West Virginia

Kevin Neimond National Association of Counties (NACo)

Milo Robinson FGDC

Sandy Schenck State of Delaware

Lynn Shirley University of South Carolina

Heather Voets A T & T

Larry Zink State of Nebraska

Project Support Organization

Richard Grady AppGeo

Peter Bujwid AppGeo

Michael Terner AppGeo

Steve Anderson AppGeo

Bill Burgess NSGIC

Representing

FederalStateCountyMunicipalAcademicUtilityPrivate BusinessNon-Profit


What was done?What was done?

• Document ReviewDocument Review Other Strategic & Business Plans, I-PlansOther Strategic & Business Plans, I-Plans

NC, GA, IN, KY, ME, OR, CT, RI, MD, MANC, GA, IN, KY, ME, OR, CT, RI, MD, MA

• Past ExperiencePast Experience

• Drafted TemplatesDrafted Templates

• WIKI: CollaborationWIKI: Collaboration

• Produced Final DocsProduced Final Docs





• Strategic PlanStrategic Plan

• ‘‘What’What’ and the and the ‘Why’‘Why’

• ProcessProcess & Goals & Goals

• Business PlanBusiness Plan

• ‘‘How’,How’, ‘When’,‘When’, andand ‘How much’‘How much’

• Aimed at those that Aimed at those that approveapprove and and fundfund

• Presents a Presents a business casebusiness case

What’s the difference between a Strategic What’s the difference between a Strategic Plan and a Business Plan?Plan and a Business Plan?



What can they be used for?What can they be used for?

• Plan for a Plan for a ComprehensiveComprehensive Goal or Goal or InitiativeInitiative• Establish or Expand a Statewide Spatial Establish or Expand a Statewide Spatial

Data Infrastructure (Data Infrastructure (SSDISSDI))

• Plan or Clarify a Plan or Clarify a Component Component ofof anan InitiativeInitiative

• Statewide CoordinationStatewide Coordination

• Standards ImplementationStandards Implementation

• Data ProductionData Production

• Common Applications DevelopmentCommon Applications Development

• Etc, etcEtc, etc



In your binder…In your binder…

1.1. Strategic Plan TemplateStrategic Plan Template

2.2. Strategic Plan Process MapStrategic Plan Process Map

3.3. Business Plan TemplateBusiness Plan Template

4.4. ScorecardScorecard

5.5. Success and FailureSuccess and Failure

6.6. Success Pitfall TableSuccess Pitfall Table

7.7. Return on InvestmentReturn on Investment



In your binder…In your binder…Strategic Plan Template (Tab 1)Strategic Plan Template (Tab 1)

Strategic Plan TemplateStrategic Plan Template



A more A more detaileddetailed look… look…

• Overview or Overview or PurposePurpose of Section ( of Section (ArialArial))

• List of List of Questions Questions (Times New Roman)(Times New Roman)::

• Help Help FacilitateFacilitate the Planning Process the Planning Process

• Yield Yield ContentContent of Plan Itself of Plan Itself

• Stimulate Stimulate DiscussionDiscussion

• Not all questions need to be answeredNot all questions need to be answered

• Some may lead to more questionsSome may lead to more questions



In your binder…In your binder…Strategic Planning Process Map (Tab 2)Strategic Planning Process Map (Tab 2)



In your binder…In your binder…Business Plan Template (Tab 3)Business Plan Template (Tab 3)



In your binder…In your binder…Collateral Materials (Tab 4)Collateral Materials (Tab 4)

To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards

Primary Strategic Goal

GOAL 1:Establish authority

for statewide coordination

Programmatic goals

GOAL 2:Develop GIS clearinghouse

GOAL 3:Pursue goal 3


TASK 1:Identify primary

stakeholders participants

Programmatic Tasks

TASK 2:Develop political

buy-in and support

TASK 4:Establish Statewide

Coordination Committee

TASK 3:Develop

user community buy-in and

support

5 points (Based on this example, to successfully complete Task 4, the unchecked task item needs to be achieved

TASK 4: Establish Statewide Coordination Committee

Successful

(6-7 points)

Needs Improvement

(3-5 points)

Long-way-to-go

(0- 2 points)

TASK 4 Scorecard

(7 points maximum, for this example)

Task success assessment

Performance monitoring should occur on a periodic basis throughout the project. Progress may be incremental.

TASK 4 Checklist: Identify and recruit

committee participants (2 points)

Select chairperson(1 point)

Establish statewide coordination committee goals (1 point)

Establish meeting frequency and location (1 point)

Develop liaison protocols for maintaining rapport with stakeholders and sponsors (2 points)

March 9, 2006 v2.2

Success and Failure

Scorecard


NSGIC March 2006NSGIC March 2006ROI & CBA

Success & Pitfall Table

In your binder…In your binder…Collateral Materials (Tab 4)Collateral Materials (Tab 4)



What is the What is the PurposePurpose of a of a Strategic PlanStrategic Plan??

• Implements Implements Long Term GoalsLong Term Goals

• Details Details ProgrammaticProgrammatic Goals Goals

• Identifies Identifies RisksRisks

• Develops Develops StrategiesStrategies for for Overcoming RisksOvercoming Risks

• Provides a Provides a ProcessProcess or or Feedback LoopFeedback Loop for Adjustment for Adjustment



What is this What is this StrategicStrategic Plan Plan TemplateTemplate??

1.1. Defines an Defines an Iterative ProcessIterative Process for: for:

• DiscussionsDiscussions

• ResearchResearch

• DraftingDrafting

• RefiningRefining

• ReviewReview



What is this What is this StrategicStrategic Plan Plan TemplateTemplate??

2.2. Provides a Provides a Consistent FrameworkConsistent Framework for Articulating for Articulating

• PurposePurpose

• ValuesValues

• RolesRoles

• ObjectivesObjectives

• Strengths & WeaknessesStrengths & Weaknesses



Let’s take a look inside…Let’s take a look inside…

1.1. Executive SummaryExecutive Summary

2.2. Strategic Planning MethodologyStrategic Planning Methodology

3.3. Current SituationCurrent Situation

4.4. Vision and GoalsVision and Goals

5.5. RequirementsRequirements

6.6. Implementation ProgramImplementation Program

7.7. AppendicesAppendices



Executive SummaryExecutive Summary (SPT:1)(SPT:1)

• Executive Level PresentationExecutive Level Presentation

• Brief, but Brief, but Sufficient DetailSufficient Detail

• Strategic Strategic ObjectivesObjectives of Plan of Plan

• BenefitsBenefits to be Realized to be Realized

• ResourcesResources Needs Needs

• Simplified Simplified TimelineTimeline

• Associated Associated CostsCosts



Focus Your Executive Summary…Focus Your Executive Summary…• Ten PagesTen Pages

• Background & OverviewBackground & Overview

• Intro. & Definition of GISIntro. & Definition of GIS

• History of GIS use in MaineHistory of GIS use in Maine

• Major Findings of Needs AssessmentMajor Findings of Needs Assessment

• Major Recommendations & Plan of Major Recommendations & Plan of ActionAction

• Benefits of Plan of ActionBenefits of Plan of Action

• Funding the PlanFunding the Plan

• Proposed Governance StructureProposed Governance Structure

• Addressing PrivacyAddressing Privacy

• ConclusionsConclusions

• Two PagesTwo Pages

• OverviewOverview

• Current IssuesCurrent Issues

• Recommended SolutionsRecommended Solutions

• SummarySummary

• FundingFunding



Strategic Planning MethodologyStrategic Planning Methodology (SPT:2)(SPT:2)

• Process takenProcess taken to develop to develop

• Emphasize processEmphasize process not the not the situationsituation

• Gets you Gets you organizedorganized

• DefinesDefines plan for plan for successsuccess

• StakeholderStakeholder identification identification

• ConstraintsConstraints or limitations or limitations

• Define Define targettarget audienceaudience



Target AudienceTarget Audience

• Who do you need to Who do you need to convinceconvince??

• What would make them What would make them supportsupport this this initiative?initiative?

• Are there any Are there any politicalpolitical barriers? barriers?

• Election YearElection Year

• Party in controlParty in control

• TimingTiming is everything is everything

• Different Strokes for Different FolksDifferent Strokes for Different Folks

State of CT



Current SituationCurrent Situation (SPT:3)(SPT:3)

• Assessment of the situationAssessment of the situation

• WhoWho are we? are we?

• WhereWhere are we? are we?

• WhatWhat has succeeded (or hasn’t) in the has succeeded (or hasn’t) in the pastpast

• SWOTSWOT

• SStrengths and trengths and WWeaknesseseaknesses

• OOpportunities and pportunities and TThreatshreats



Current SituationCurrent Situation (SPT:3)(SPT:3)

• Study the Study the historyhistory…where you’ve been…where you’ve been

• Examine the current Examine the current issuesissues…where you are…where you are

• Know where the Know where the decision makersdecision makers want to go want to go

• Tie them together…look for Tie them together…look for synergysynergy


State of Connecticut – TOPOFF3


Vision and GoalsVision and Goals (SPT:4)(SPT:4)

• Overarching goal is Overarching goal is SSDISSDI

• Articulating Articulating programmaticprogrammatic goals goals

• Defining Defining stepssteps to get there to get there

• Realistic Realistic shortshort and and long-termlong-term horizonshorizons



NSDI, SSDI and the Strategic and Business Plan Templates Part of a bigger picturePart of a bigger picture

NSDI

50 StatesInitiative

SSDIMA

SSDITX

SSDIAK

SP BP

Stakeholders

SP BP

Stakeholders

SP BP

Stakeholders

StakeholdersMunicipalitiesParishesTownshipsVillages CountyStateTribalFederalRegional government agencies Regional planning organizations Non-profit organizationsUtilitiesPrivate BusinessAcademiaPublic



RequirementsRequirements (SPT:5)(SPT:5)

• Technical Technical SectionSection

• Assessment of Assessment of InfrastructureInfrastructure

• DataData Requirements Requirements

• TechnologyTechnology Requirements Requirements

• ResourceResource Requirements Requirements

• StandardsStandards

• OrganizationalOrganizational Needs Needs



RequirementsRequirements(SPT:5)(SPT:5)

TechnologyTechnology• HardwareHardware• SoftwareSoftware• NetworkNetwork• Legacy systems Legacy systems

integrationintegration• Systems Systems

Architecture Architecture

Maine Geo-Library Architecture




DataData• What are all the needsWhat are all the needs• Data specifications & standardsData specifications & standards

Federal, State, Local, IndustryFederal, State, Local, Industry

• Data compliancyData compliancy• Data sensitivity/confidentialityData sensitivity/confidentiality• Data flowsData flows• MetadataMetadata• Data sharing/MOUData sharing/MOU

Data Flows©2006, Applied Geographics, Inc



Coordination and OversightCoordination and Oversight1.1. Full-time paid Full-time paid CoordinatorCoordinator

2.2. Defined Defined authorityauthority for Statewide Coordination for Statewide Coordination

3.3. FormalFormal relationship with relationship with CIOCIO

4.4. InvolvedInvolved decision maker decision maker

5.5. ResponsibilitiesResponsibilities for NSDI and Clearinghouse for NSDI and Clearinghouse assignedassigned

6.6. CoordinateCoordinate with LGA’s, academia, & public sector with LGA’s, academia, & public sector

7.7. Sustainable Sustainable fundingfunding exists exists

8.8. Coordinators have Coordinators have contractual authoritycontractual authority

9.9. Fed’s Fed’s work throughwork through coordinating body coordinating body



Implementation ProgramImplementation Program (SPT:6)(SPT:6)

• DivideDivide and Conquer and Conquer

• PhasedPhased Approach Approach

• Should be Should be High-LevelHigh-Level

• Business Plan Business Plan Lays outLays out the the DetailsDetails



Implementation ProgramImplementation Program (SPT:6)(SPT:6)

• What are your program elements?What are your program elements?• DataData

Orthoimagery, Parcels, CenterlinesOrthoimagery, Parcels, Centerlines

StandardsStandards

MetadataMetadata

• FunctionalFunctional Public SafetyPublic Safety

Public HealthPublic Health

Environmental ManagementEnvironmental Management

• Business ProcessBusiness Process PermittingPermitting

Asset ManagementAsset Management

Land AcquisitionLand Acquisition



SummarySummary

• Strategic PlanStrategic Plan

• What?What?

• Why?Why?

• Strategic Process MapStrategic Process Map

• Business Plan TemplateBusiness Plan Template

• How?How?

• When?When?

• How much?How much?



Strategic Plan Process Strategic Plan Process Map (SPPM)Map (SPPM)

For use by all Stakeholders in For use by all Stakeholders in the Geospatial Communitythe Geospatial Community



What is the SPPM?What is the SPPM?

• A practical approach A practical approach

• Ideas on executionIdeas on execution

• Structure and tasks Structure and tasks

• ModifiableModifiable



5 Phases5 Phases

1.1. Getting StartedGetting Started

2.2. Preliminary PlanningPreliminary Planning

3.3. StrategizingStrategizing

4.4. AuthoringAuthoring

5.5. Monitoring and MarketingMonitoring and Marketing



2

3

5

4

1 = Iterative2 = Inclusive3 = Is Approved4 = Supported5 = Flows to the business plan

1



1. Getting Started1. Getting Started

• Establish a Working Establish a Working GroupGroup

• Define roles and Define roles and responsibilitiesresponsibilities

• Assign roles and Assign roles and responsibilitiesresponsibilities



2. Preliminary Planning2. Preliminary Planning

• LogisticsLogistics• kick-off meetingkick-off meeting• meeting frequencymeeting frequency

• Resource PlanningResource Planning• impact on process itselfimpact on process itself

• ScheduleSchedule• Timing considerationsTiming considerations• Target milestonesTarget milestones

• OrganizationOrganization• CharterCharter• Sub-committeesSub-committees



3. Strategizing3. Strategizing• ScopingScoping

• Determine scopeDetermine scope

• Other requirementsOther requirements

• What period of time will the plan What period of time will the plan cover?cover?

• Goal AssessmentGoal Assessment• Set preliminary programmatic goalsSet preliminary programmatic goals

• Stakeholder validationStakeholder validation

• Identify road blocksIdentify road blocks

• SWOTSWOT

• Capturing informationCapturing information

• Generating SupportGenerating Support• Enlist political help Enlist political help

• Generate consensusGenerate consensus



4. Authoring4. Authoring• Aimed at readershipAimed at readership

• Employ ReviewersEmploy Reviewers

• IterateIterate

• ‘‘pave the way’pave the way’

• Publish and Publish and be….successfulbe….successful



5. Monitoring and Marketing5. Monitoring and Marketing

• Assessing progressAssessing progress

• Who/whereWho/where

• How oftenHow often

• Develop metrics Develop metrics

• Progress MonitoringProgress Monitoring

• Marketing Marketing

• Collecting feedbackCollecting feedback



Questions and AnswersQuestions and Answers



BreakBreak

Return by 10:30Return by 10:30



Business Plan TemplateBusiness Plan Template

Advancing Statewide Spatial Advancing Statewide Spatial Data Infrastructures in Data Infrastructures in

Support of NSDISupport of NSDI



What is a Business Plan?What is a Business Plan?

• Describes who you areDescribes who you are• Describes Describes whatwhat you want to achieve you want to achieve• Describes the Describes the benefitsbenefits to be realized to be realized• Quantifies Quantifies costcost and and return on investmentreturn on investment• Outlines an implementation planOutlines an implementation plan• Provides evidence of Provides evidence of due diligencedue diligence

• Makes a good business caseMakes a good business case



• Strategic Plan Strategic Plan

• ‘‘WhatWhat’’ and the and the ‘‘WhyWhy’’

• Business Plan Business Plan

• ‘‘HowHow’’

• Aimed at those that Aimed at those that approveapprove and and fundfund

Strategic Plan vs. Business PlanStrategic Plan vs. Business Plan



To implement a Statewide Spatial Data Infrastructure (SSDI)

consistent with appropriate national standards




GOAL 2:Develop GIS

clearinghouse


Business Plan DetailsBusiness Plan DetailsBusiness Plan DetailsBusiness Plan Details

SP

SP

BP

BPProgrammatic Goals

Strategic Plan vs. Business PlanStrategic Plan vs. Business Plan

• Business plans should relate to Strategic objectivesBusiness plans should relate to Strategic objectives• Business Plans come from goals• You can have more then one Business PlanYou can have more then one Business Plan

Benefits

Justification

ROI

Cost/Benefit

Implementation PlanCosts

Requirements

Risks

Copyright March 2006 Applied Geographics, Inc.



When writing a BP think of these When writing a BP think of these things:things:

• Relevant to the organization Relevant to the organization • Short (10-20 pages)Short (10-20 pages)• Easy to read and approveEasy to read and approve• Clear and conciseClear and concise• CompellingCompelling• Credible and factually correctCredible and factually correct• Action orientedAction oriented

Content is aimed at a very specific readershipContent is aimed at a very specific readership



BPT – Section HeadingsBPT – Section Headings

• Executive SummaryExecutive Summary• Program Goals Program Goals (programmatic goals)(programmatic goals)• Program Benefits and JustificationProgram Benefits and Justification• Program Requirements and CostsProgram Requirements and Costs• Organizational ApproachOrganizational Approach• Implementation PlanImplementation Plan• Appendices (your reference)Appendices (your reference)



The Executive Summary… The Executive Summary… (BPT:1)(BPT:1)

• Should represent the message of the Should represent the message of the whole reportwhole report

• Should stand aloneShould stand alone• Aimed at getting approval and fundedAimed at getting approval and funded• PackagingPackaging



GeorgiaCase for a GIO


To implement a Statewide Spatial Data Infrastructure (SSDI)

consistent with appropriate national standards




GOAL 2:Develop GIS

clearinghousenode


TASK 1.1Identify primary


TASK 1.2 Develop political

buy-in and support

TASK 1.4 Establish Statewide


TASK 1.3Develop


support

Performance monitoring should occur on a periodic basis throughout the project

SUB-TASK 1.4.1

Establish Statewide


Goals

SP

SP

BP

BP

BPProgrammatic

Goals

ProgrammaticTask


Programmatic Sub-Task

Task Assessment

1.4.1:recruit

committee participants

Task Assessment

1.4.1:recruit


Task Assessment

1.4.1:recruit


Programmatic GoalsProgrammatic Goals



Program Benefits and JustificationProgram Benefits and Justification(BPT:3)(BPT:3)

Quantitative/Quantitative/FinancialFinancial

ROI assessmentROI assessment Cost/Benefit analysisCost/Benefit analysis Cost Savings Cost Savings Time savingTime saving Cost avoidanceCost avoidance Cost of doing nothingCost of doing nothing Revenue GenerationRevenue Generation

Oregon GIS UtilityInitiative

ESRI Case Studies

ROI = (benefit-cost)/cost

GIT Businesses Case Development and ROI Literature ReviewGITA Research Division



Cost/BenefitCost/Benefit

• System planningSystem planning• system acquisitionsystem acquisition• ImplementationImplementation• Staffing & trainingStaffing & training• Operations and maintenanceOperations and maintenance• Database developmentDatabase development• System costsSystem costs• EquipmentEquipment• SoftwareSoftware• HardwareHardware• FacilityFacility

Internal & External BenefitsInternal & External Benefits• New CapabilitiesNew Capabilities• Improved regulatory Improved regulatory

compliancecompliance• Work efficienciesWork efficiencies• Improved customer serviceImproved customer service• Decreased wait timeDecreased wait time• Decreased training costsDecreased training costs• Increase in billable servicesIncrease in billable services• Avoidance of future costsAvoidance of future costs• Revenue enhancementRevenue enhancement• Reduced dependency on Reduced dependency on

consultantsconsultants



Montgomery County, MDMontgomery County, MD1. Cannot find correct data when needed2. Maps and data are out of date, incomplete, inaccurate3. Different data sets and maps have incompatible formats, definitions, and4. scale5. Need to create and maintain redundant data and maps in individual6. organizational units7. Number of maps produced is limited by the person-time required8. Number of alternatives evaluated during a study is limited due to the time9. and cost required for materials and staff10. Combining data and maps for a study is time-consuming and difficult11. Dependent on personal knowledge and memory12. Products are not standard.

a. Improvements in existing operationsb. Additional capabilities not available in a non-

GIS environmentc. Response to unexpected, non-planned, or

emergency situationsd. Intangible improvementse. Revenues generated through sale of data

and products.


Program Benefits and JustificationProgram Benefits and Justification(BPT:3)(BPT:3)

Qualitative/Qualitative/Non-Financial/Hard to Non-Financial/Hard to quantify/Collateral Benefitsquantify/Collateral Benefits

Meeting a mandated requirementMeeting a mandated requirement Societal/community benefitSocietal/community benefit

• Better or more available dataBetter or more available data• More efficient data exchangeMore efficient data exchange• Improved customer serviceImproved customer service• Improved quality of lifeImproved quality of life• Better management of environmentBetter management of environment• Saving life'sSaving life's

Spin-off benefitsSpin-off benefits• improved mappingimproved mapping• Response to the unexpectedResponse to the unexpected• Enhanced revenueEnhanced revenue

Benefit accrualBenefit accrual


Georgia, Case for a GIO



Overview of VMMOverview of VMM

• CIO CouncilCIO Council• Measuring the Measuring the

value of value of electronic electronic servicesservices

• Measure valueMeasure value• Full Full

accounting of accounting of costcost

• Considers riskConsiders riskVMM How To Guide - See SPT Appendix 1

Cost

Value Risk


Overview of VMM Steps Overview of VMM Steps (Source: Federal CIO Council, Committee on Best Practices)(Source: Federal CIO Council, Committee on Best Practices)

Step 1: Step 1:

Develop a Decision Develop a Decision FrameworkFramework

Step 2: Step 2:

Alternative AnalysisAlternative AnalysisStep 3: Step 3:

Pull the Information Pull the Information TogetherTogether

Step 4:Step 4:

Communicate and Communicate and DocumentDocument

Identify and Identify and define value define value structurestructure

Identify and Identify and define alternativesdefine alternatives

Aggregate the Aggregate the cost estimatecost estimate

Communicate Communicate value to customers value to customers and stakeholdersand stakeholders

Identify and Identify and define risk structuredefine risk structure

Estimate value Estimate value and costand cost

Calculate ROICalculate ROI Prepare budget Prepare budget justification justification documentdocument

Identify and Identify and define cost structuredefine cost structure

Conduct risk Conduct risk analysisanalysis

Calculate the Calculate the value scorevalue score

Satisfy ad hoc Satisfy ad hoc reporting reporting requirementrequirement

Begin Begin documentationdocumentation

Ongoing Ongoing documentationdocumentation

Calculate the risk Calculate the risk scorescore

Use lessons Use lessons learned to improve learned to improve processesprocesses

Compare value, Compare value, cost, and riskcost, and risk


More on VMMMore on VMM

Appendix 1 in SPT


Program Requirements and Costs Program Requirements and Costs (BPT:4)(BPT:4)

1.1. InventoryInventory

2.2. DataData

3.3. TechnologyTechnology

4.4. ResourceResource

5.5. StandardsStandards

6.6. BudgetBudget

7.7. Risk AssessmentRisk Assessment

State of Maine Geo-Pillars



Program RequirementsProgram Requirements(BPT:4)(BPT:4)

StandardsStandards• This This isis a cornerstone NSDI Goal a cornerstone NSDI Goal

““the technology, policies, standards, and the technology, policies, standards, and human resources necessary to acquire, human resources necessary to acquire, process, store, distribute, and improve process, store, distribute, and improve utilization of geospatial data”utilization of geospatial data”

• FGDC is charged as the coordinating FGDC is charged as the coordinating body responsible for development and body responsible for development and implementing national strategies to implementing national strategies to advance the goal of NSDIadvance the goal of NSDI



Program Costs Program Costs (BPT:4)(BPT:4)

Budget RequirementsBudget Requirements• Short-term, long-term Short-term, long-term

projected costs broken down projected costs broken down as appropriate:as appropriate:

Planning, acquisition, Planning, acquisition, implementation, operations, implementation, operations, maintenance, consultant, maintenance, consultant, otherother

• Sources of funding:Sources of funding: General funds, mission General funds, mission

specific, service fees, specific, service fees, permits/licenses, grants, cost permits/licenses, grants, cost recoveryrecovery

What is the source of funding What is the source of funding over the long-term?over the long-term?

• Remaining insulated from Remaining insulated from being cutbeing cut

• Remaining ready to harvestRemaining ready to harvest

Phase I costs estimates:Low estimate: $815,000High estimate: $1,477,000

Phase II cost estimates:Low estimate: $1,016,000High estimate: $2,032,000

Total Cost: $1,831,000 - $3,509,000

Average: $2,670,000

Breakdown by activity(calculated from the average of low/high bracket):

Hardware & Software: 17.4%Professional Services: 25.0%Application Development: 57.6%

Commonwealth of Massachusetts Investment Brief for parcels data development



Program Requirements and Costs Program Requirements and Costs (BPT:4)(BPT:4)

Risk AssessmentRisk Assessment• What is Risk?What is Risk?

Program not successfulProgram not successful Loss of key peopleLoss of key people Conflicts with mandatesConflicts with mandates

• Part of planningPart of planning• What is the likelihood What is the likelihood

and potential impactand potential impact• How to mitigate How to mitigate

PRIORITY

IdentifyQuantifyPlan ResponseMonitor




Organizational Approach Organizational Approach (BPT:5)(BPT:5)

• LeadershipLeadership Statewide GIS Statewide GIS

Coordinator (GIO)Coordinator (GIO)

• ConsolidationConsolidation repositioning staffrepositioning staff

• QualificationQualification New staff/outsourcingNew staff/outsourcing Training needsTraining needs ConsultantsConsultants

• Organize around the Organize around the objective objective

Coordination amongst Coordination amongst stakeholdersstakeholders

• SustainableSustainable

CT HLS Organizational

Structure

Indiana GIS Organizational

Structure



Are Are youyou still still

Convinced Convinced

you are doing the right thing?you are doing the right thing?



Implementation Plan Implementation Plan (BPT:6)(BPT:6)

• This is the project This is the project planplan

• Should include Should include implementation implementation detailsdetails

PhasesPhases TasksTasks TimelineTimeline CostCost



MarketingMarketing

Marketing – Montana

Coordination Council


BrandingBranding


The Business PlanThe Business Plan

• BP aims to realize programmatic goal(s)BP aims to realize programmatic goal(s)• Make a compelling business case for:Make a compelling business case for:

• whatwhat you want to achieve you want to achieve• what what benefitsbenefits to be realized to be realized• RelevancyRelevancy to the organization to the organization

• Targeted document aimed at “check signer”Targeted document aimed at “check signer”• Executive Summary and the Bottom-line Executive Summary and the Bottom-line • Plan is “fresh” for a short period so ‘act’Plan is “fresh” for a short period so ‘act’• Leverage the geo-community and other resourcesLeverage the geo-community and other resources

• NSGIC websiteNSGIC website• otherother



““Plans are nothing; Plans are nothing; planning is planning is everything”everything”

Dwight D. Dwight D. Eisenhower Eisenhower

““Plans are of little Plans are of little importance, but importance, but planning is planning is essential”essential” Winston Winston

Churchill Churchill

http://www.whitehouse.gov/history/presidents/de34.html

http://en.wikipedia.org/wiki/Image:Winston_Churchill.jpg


Case for a GIO in GeorgiaCase for a GIO in Georgia

“ “Regardless of what the future holds and how the Regardless of what the future holds and how the Case may impact decisions, developing the Case may impact decisions, developing the document document encouraged collaboration between encouraged collaboration between several state and local agenciesseveral state and local agencies. .

In building the Case, the GISCC reached out to the In building the Case, the GISCC reached out to the Regional Development Centers and really Regional Development Centers and really engaged them in the document development engaged them in the document development which was which was mutually beneficial to allmutually beneficial to all. ” . ”

Danielle Ayan, Center for GIS


Measuring SuccessMeasuring SuccessThe ScorecardThe Scorecard





Measuring Progress?Measuring Progress?

• WithoutWithout some level of progress monitoring and some level of progress monitoring and oversight, success maybe ‘successfully’ avoidedoversight, success maybe ‘successfully’ avoided

• If you are If you are not keeping scorenot keeping score then you are only then you are only practicingpracticing

• Develop progress metricsDevelop progress metrics• Assign task responsibilitiesAssign task responsibilities• Develop structures for reportingDevelop structures for reporting

• MeetingsMeetings• Progress ReportsProgress Reports• MetricsMetrics



Developing a ScorecardDeveloping a Scorecard

• Use a point-based approachUse a point-based approach• Use Pass/Fail approachUse Pass/Fail approach







Programmatic goals




TASK 1:Identify primary


Programmatic Tasks

TASK 2:Develop political

buy-in and support

TASK 4:Establish Statewide


TASK 3:Develop


support

5 points (Based on this example, to successfully complete Task 4, the unchecked task item needs to be achieved

TASK 4: Establish Statewide Coordination Committee

Successful

(6-7 points)

Needs Improvement

(3-5 points)

Long-way-to-go

(0- 2 points)

TASK 4 Scorecard

(7 points maximum, for this example)



TASK 4 Checklist: Identify and recruit

committee participants (2 points)

Select chairperson(1 point)

Establish statewide coordination committee goals (1 point)

Establish meeting frequency and location (1 point)

Develop liaison protocols for maintaining rapport with stakeholders and sponsors (2 points)

March 9, 2006 v2.2







Programmatic goals




TASK 1:Develop

inventory of existing

geospatial data

(including metadata)

Programmatic Tasks

TASK 2: Adopt

appropriate standards and

establish minimum

compliance criteria

TASK 4:Establish a

clearinghouse website for publishing

metadata and sources for the

actual data

TASK 3:Promote

awareness amongst

stakeholders and

constituents

Completed all checklist items, both mandatory and non-mandatory

Completed all mandatory checklist items

No completed checklist items

TASK 4: Establish a clearinghouse website for publishing metadata and sources for the actual data

Successful Sufficient

Not Sufficient

TASK 4 Scorecard



TASK 4 Checklist: Establish Memos of

Understanding for sharing data (mandatory if applicable)

Establish hardware, software, networking and support requirements for clearinghouse (mandatory)

Establish links to RAMONA and FGDC/GOS sites (mandatory)

Develop on-line User Guide for clearinghouse (non-mandatory)

March 9, 2006 v2.2






Some Final Thoughts on Some Final Thoughts on Strategic and Business Strategic and Business

PlanningPlanning




What’s LeftWhat’s Left

• Return On Investment (ROI) & Cost Return On Investment (ROI) & Cost Benefit AnalysisBenefit Analysis

• RamonaRamona• Factors leading to success and failureFactors leading to success and failure


Selecting a MethodSelecting a Method

• Need a Documented ApproachNeed a Documented Approach• Return On Investment (ROI)Return On Investment (ROI)

• Tangible Benefits vs. Cost to ImplementTangible Benefits vs. Cost to Implement

• Cost Benefit Analysis (CBA)Cost Benefit Analysis (CBA)• Tangible and Tangible and IntangibleIntangible Benefits vs. Cost to Benefits vs. Cost to

ImplementImplement• One Example is Value Measuring Methodology One Example is Value Measuring Methodology

(VMM)(VMM) Federal CIO Council – Value, Cost & RiskFederal CIO Council – Value, Cost & Risk


Simple ExampleSimple Example

• GOAL - Improve Bill’s Work GOAL - Improve Bill’s Work Performance by Reducing StressPerformance by Reducing Stress• Bill needs a hobbyBill needs a hobby

• What are the OptionsWhat are the Options• What are the CostsWhat are the Costs• What are the BenefitsWhat are the Benefits


Options (Qualitative Review)Options (Qualitative Review)

• BaseballBaseball• Seasonal, too hard on the kneesSeasonal, too hard on the knees

• FootballFootball• Seasonal, too hard on everythingSeasonal, too hard on everything

• BasketballBasketball• All year long, heart attack waiting to happenAll year long, heart attack waiting to happen

• Target ShootingTarget Shooting• Great stress reliever, easy on the bodyGreat stress reliever, easy on the body

What are the costs and the benefitsWhat are the costs and the benefits


COST Bi-Weekly Weekly Bi-Monthly Monthly

Rental Option

Gun $10.00 $1,040.00 $520.00 $240.00 $120.00

100 Rounds Ammo $25.50 $2,652.00 $1,326.00 $612.00 $306.00

Ear Protection $1.00 $104.00 $52.00 $24.00 $12.00

Targets $2.10 $218.40 $109.20 $50.40 $25.20

Lane $7.00 $728.00 $364.00 $168.00 $84.00

Annual Cost $4,742.40 $2,371.20 $1,094.40 $547.20

Per Trip Cost $45.60 $45.60 $45.60 $45.60

Purchase Option

Gun$587.5

0 $587.50 $587.50 $587.50 $587.50

100 Rounds Ammo (Bulk) $14.70 $1,528.80 $764.40 $352.80 $176.40

Ear Protection $31.50 $31.50 $31.50 $31.50 $31.50

Targets $2.10 $218.40 $109.20 $50.40 $25.20

Lane$148.0

0 $148.00 $148.00 $148.00 $148.00

Annual Cost $2,514.20 $1,640.60 $1,170.20 $968.60

Per Trip Cost $24.18 $31.55 $48.76 $80.72

Net Savings Per Trip $21.43 $14.05 -$3.16 -$35.12

Options AnalysisT

arge

t Sho

otin

g O

ptio

ns

Tar

get S

hoot

ing

Opt

ions

Q

uant

itativ

e R

evie

wQ

uant

itativ

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evie

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What are the Benefits?What are the Benefits?

• TangibleTangible• Estimated 2 hours per week productivity Estimated 2 hours per week productivity

gaingain

• IntangibleIntangible• Customer SatisfactionCustomer Satisfaction• In future, less likely to haveIn future, less likely to have

Heart attackHeart attack Nervous breakdownNervous breakdown


What is ROI?What is ROI?

• Benefits Benefits • $13,000 for increased productivity (104 hours $13,000 for increased productivity (104 hours

per year @ $125.00 per hour)per year @ $125.00 per hour)• CostsCosts

• $2,514.20 (Bi-weekly Purchase Option)$2,514.20 (Bi-weekly Purchase Option)• $1,434.68 (3,224 miles annually @ $.445/mile) $1,434.68 (3,224 miles annually @ $.445/mile)

• ROI = ROI = NetNet Benefits/Total Cost Benefits/Total Cost• ROIROI = ($13,000-$3,949) / $3,949 or = ($13,000-$3,949) / $3,949 or 2.292.29• Payback in one year, therefore no Payback in one year, therefore no

discounting of future benefits/costsdiscounting of future benefits/costs


Guidance From HereGuidance From Here

• Brief Handout on ROI in PackageBrief Handout on ROI in Package• Examples on Web PageExamples on Web Page• VMM Method Documents on Web PageVMM Method Documents on Web Page• Take some time to get a basic Take some time to get a basic

understanding before you need itunderstanding before you need it• Could have an entire workshop on ROI and Could have an entire workshop on ROI and

CBA and only scratch the surfaceCBA and only scratch the surface• May try to create an Excel tool over the May try to create an Excel tool over the

next year to assist with ROI and CBAnext year to assist with ROI and CBA


Ramona as a ToolRamona as a Tool

• Information on:Information on:• UsersUsers• OrganizationsOrganizations• SystemsSystems• PoliciesPolicies• DataData

• Future Future ImprovementsImprovements

• Information on:Information on:• UsersUsers• OrganizationsOrganizations• SystemsSystems• PoliciesPolicies• DataData

• Future Future ImprovementsImprovements


Ensuring SuccessEnsuring Success

• Two documents in package to read before Two documents in package to read before starting the planning processstarting the planning process• Success and Failure topicsSuccess and Failure topics• Success and Pitfall TableSuccess and Pitfall Table

• Contain Information for:Contain Information for:• Before you startBefore you start• During the processDuring the process• After plans are doneAfter plans are done

• The real work begins after you complete The real work begins after you complete the Strategic and Business Plansthe Strategic and Business Plans



• Evaluate whether or not you created a Evaluate whether or not you created a realistic and workable solution realistic and workable solution

• Can you articulate the compelling reasons Can you articulate the compelling reasons for funding your project?for funding your project?

• Repeatedly ask Repeatedly ask • Right people must remember your solutionRight people must remember your solution• Everyone must ask for the same thingEveryone must ask for the same thing• Provide a consistent message about Provide a consistent message about

solving problemssolving problems



• Be right and always ready to make Be right and always ready to make your caseyour case

• Be reasonable and always ready with Be reasonable and always ready with intelligent compromisesintelligent compromises

• Be prepared to take the other Be prepared to take the other “guy’s” money“guy’s” money

• Understand your friends and Understand your friends and “enemies”“enemies”



• Don’t despair – be patientDon’t despair – be patient• No substitute for honest effort and No substitute for honest effort and

hard workhard work• MANAGE Stakeholder Expectations!!MANAGE Stakeholder Expectations!!• and much more…and much more…


How to FailHow to Fail

• Don’t do the aboveDon’t do the above• Write complex or confusing plansWrite complex or confusing plans• Assume people know what you are talking Assume people know what you are talking

aboutabout• Skip number crunchingSkip number crunching• Inflate the numbersInflate the numbers• Do it all for “them” and expect “them” to Do it all for “them” and expect “them” to

like itlike it• and More…and More…




ENDEND

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