Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial Data
Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial Data Infrastructure (NSDI) Webinar on Developing Strategic and Business Plans NSGIC November 30, 2006 1 Introductions • Steve Anderson • Peter Bujwid • Richard Grady Boston, Massachusetts www.appgeo.com NSGIC November 30, 2006 2 Webinar Agenda 1:00 - 1:15 Participants login using Webex 1:15 1:20 1:30 2:10 2:15 - Welcome from Milo Robinson Introductions Strategic Plan Template Questions and Answers Break 2:20 3:10 3:20 3:35 - 3:10 – 3:20 – 3:35 – 3:40 1:20 1:30 2:10 2:15 2:20 3:40 - 4:00 Business Plan Template, Score Card Success Factors Questions and Answers Break Questions & Answers (optional) NSGIC November 30, 2006 3 Project Overview and Goals • Encourage Implementation of Statewide Spatial Data Infrastructure (SSDI) Development • Provide Guidance on Planning Activities • Encourage Formation of Partnerships • Provide Uniform Framework for the Strategic & Business Plans NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 4 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 AT&T Larry Zink State of Nebraska Project Support Representing Federal State County Municipal Academic Utility Private Business Non-Profit Organization Richard Grady AppGeo Peter Bujwid AppGeo Michael Terner AppGeo Steve Anderson AppGeo Bill Burgess NSGIC NSGIC November 30, 2006 5 What was done? • Document Review Other Strategic & Business Plans, I-Plans NC, GA, IN, KY, ME, OR, CT, RI, MD, MA • Past Experience • Drafted Templates • WIKI: Collaboration • Produced Final Docs NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 6 NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 7 What’s the difference between a Strategic Plan and a Business Plan? • Strategic Plan • ‘What’ and the ‘Why’ • Process & Goals • Business Plan • ‘How’, ‘When’, and ‘How much’ • Aimed at those that approve and fund • Presents a business case NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 8 Strategic Plan vs. Business Plan Primary Strategic Goal Programmatic Goals To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards GOAL 1: Establish authority for statewide coordination ROI Benefits GOAL 2: Develop GIS clearinghouse Implementation Plan GOAL 3: Pursue goal 3 Risks Business Plan Details Cost/Benefit Justification SP Costs SP BP BP Requirements • Business plans should relate to Strategic objectives • Business Plans come from goals • You can have more then one Business Plan NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 9 What can they be used for? • Plan for a Comprehensive Goal or Initiative • Establish or Expand a Statewide Spatial Data Infrastructure (SSDI) • Plan or Clarify a Component of an Initiative • Statewide Coordination • Standards Implementation • Data Production • Common Applications Development • Etc, etc NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 10 What is the Purpose of a Strategic Plan? • Implements Long Term Goals • Details Programmatic Goals • Identifies Risks • Develops Strategies for Overcoming Risks • Provides a Process or Feedback Loop for Adjustment NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 11 What is this Strategic Plan Template? 1. Defines an Iterative Process for: • Discussions • Research • Drafting • Refining • Review NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 12 What is this Strategic Plan Template? 2. Provides a Consistent Framework for Articulating • Purpose • Values • Roles • Objectives • Strengths & Weaknesses NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 13 Let’s take a look inside… 1. Executive Summary 2. Strategic Planning Methodology 3. Current Situation 4. Vision and Goals 5. Requirements 6. Implementation Program 7. Appendices NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 14 Executive Summary (SPT:1) • Executive Level Presentation • Brief, but Sufficient Detail • Strategic Objectives of Plan • Benefits to be Realized • Resources Needs • Simplified Timeline • Associated Costs NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 15 Focus Your Executive Summary… • Ten Pages • Background & Overview • Intro. & Definition of GIS • History of GIS use in Maine • Major Findings of Needs Assessment • Major Recommendations & Plan of Action • Two Pages • Overview • Current Issues • Benefits of Plan of Action • Recommended Solutions • Funding the Plan • Summary • Proposed Governance Structure • Funding • Addressing Privacy • Conclusions NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 16 Strategic Planning Methodology (SPT:2) • Process taken to develop • Emphasize process not the situation • Gets you organized • Defines plan for success • Stakeholder identification • Constraints or limitations • Define target audience NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 17 Strategic Planning Process Map (SPPM) What is SPPM? • A practical approach • Ideas on execution • Structure and tasks • Modifiable The Five Phases of SPPM Getting Started Preliminary Planning Strategizing Authoring Monitoring and Marketing NSGIC November 30, 2006 18 2 1 1 = Iterative 2 = Inclusive 3 = Is Approved 4 = Supported 5 = Flows to the business plan 3 4 NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 5 19 Target Audience • Who do you need to convince? • What would make them support this initiative? • Are there any political barriers? • Election Year • Party in control • Timing is everything State of CT • Different Strokes for Different Folks NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 20 Current Situation (SPT:3) • Assessment of the situation • Who are we? • Where are we? • What has succeeded (or hasn’t) in the past • SWOT • Strengths and Weaknesses • Opportunities and Threats NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 21 Current Situation (SPT:3) • Study the history…where you’ve been • Examine the current issues…where you are • Know where the decision makers want to go • Tie them together…look for synergy State of November Connecticut – TOPOFF3 NSGIC 30, 2006 ©2006, Applied Geographics, Inc 22 Vision and Goals (SPT:4) • Overarching goal is SSDI • Articulating programmatic goals • Defining steps to get there • Realistic short and long-term horizons NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 23 NSDI, SSDI and the Strategic and Business Plan Templates Part of a bigger picture NSDI 50 States Initiative SSDI MA SSDI TX SSDI AK SP BP SP BP SP BP Stakeholders ©2006, Applied Geographics, Inc NSGIC November 30, 2006 Stakeholders Stakeholders 24 NSDI, SSDI Stakeholders • • • • • • • • • Municipalities Parishes Townships Villages County State Tribal Federal Regional government agencies • Regional planning organizations • Non-profit organizations • Utilities • Private Business • Academia • Public NSGIC November 30, 2006 25 Requirements (SPT:5) • Technical Section • Assessment of Infrastructure • Data Requirements • Technology Requirements • Resource Requirements • Standards • Organizational Needs NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 26 Requirements (SPT:5) Technology • • • • Hardware Software Network Legacy systems integration • Systems Architecture Maine Geo-Library Architecture NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 27 Requirements (SPT:5) Data • What are all the needs • Data specifications & standards • • • • • Federal, State, Local, Industry Data compliancy Data sensitivity/confidentiality Data flows Metadata Data sharing/MOU NSGIC November 30, 2006 ©2006, Applied Geographics, Inc Data Flows 28 Requirements (SPT:5) Coordination and Oversight 1. 2. 3. 4. 5. 6. 7. 8. 9. Full-time paid Coordinator Defined authority for Statewide Coordination Formal relationship with CIO Involved decision maker Responsibilities for NSDI and Clearinghouse assigned Coordinate with LGA’s, academia, & public sector Sustainable funding exists Coordinators have contractual authority Fed’s work through coordinating body NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 29 Implementation Program (SPT:6) • Divide and Conquer • Phased Approach • Should be High-Level • Business Plan Lays out the Details NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 30 Implementation Program (SPT:6) • What are your program elements? • Data Orthoimagery, Parcels, Centerlines Standards Metadata • Functional Public Safety Public Health Environmental Management • Business Process Permitting Asset Management Land Acquisition NSGIC November 30, 2006 31 ©2006, Applied Geographics, Inc Summary • Strategic Plan • What? • Why? • Strategic Process Map • Business Plan Template • How? • When? • How much? NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 32 Questions and Answers 5 minutes NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 33 Break 5 minutes NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 34 Business Plan Template Advancing Statewide Spatial Data Infrastructures in Support of NSDI NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 35 Business Plan Purpose To support the successful implementation of the programs identified in your organization’s Strategic Plan, thereby furthering the SSDI goal Makes a good business case to one or more ‘gatekeepers’ NSGIC November 30, 2006 36 What should a Business Plan comprise? • • • • • • Describes who you are Describes what you want to achieve Describes the benefits to be realized Quantifies cost and return on investment Outlines an implementation plan Provides evidence of due diligence NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 37 Strategic Plan vs. Business Plan • Strategic Plan • ‘What’ and the ‘Why’ • Business Plan • ‘How’ • Aimed at those that approve and fund NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 38 Strategic Plan vs. Business Plan Primary Strategic Goal Programmatic Goals To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards GOAL 1: Establish authority for statewide coordination ROI Benefits GOAL 2: Develop GIS clearinghouse Implementation Plan GOAL 3: Pursue goal 3 Risks Business Plan Details Cost/Benefit Justification SP Costs SP BP BP Requirements • Business plans should relate to Strategic objectives • Business Plans come from goals • You can have more then one Business Plan NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 39 When writing a BP think of these things: • • • • • • • Relevant to the organization Short (10-20 pages) Easy to read and approve Clear and concise Compelling Credible and factually correct Action oriented Content is aimed at a very specific readership NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 40 BPT – Section Headings • • • • • • • Executive Summary Program Goals (programmatic goals) Program Benefits and Justification Program Requirements and Costs Organizational Approach Implementation Plan Appendices NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 41 The Executive Summary… (BPT:1) • Should represent the message of the whole report • Should stand alone • Aimed at getting approval and funding • Packaging NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 42 Georgia Case for a GIO NSGIC November 30, 2006 43 Programmatic Goals To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards Primary Strategic Goal Programmatic Goals Programmatic Task Task success assessment GOAL 1: Establish authority for statewide coordination TASK 1.1 Identify primary stakeholders participants Task Task Assessment Assessment 1.4.1:Task Assessment 1.4.1: recruit 1.4.1: recruit committee recruit committee participants committee participants participants GOAL 2: Develop GIS clearinghouse node TASK 1.2 Develop political buy-in and support GOAL 3: Pursue goal 3 SP TASK 1.3 Develop user community buy-in and support Programmatic Sub-Task SP TASK 1.4 Establish Statewide Coordination Committee SUB-TASK 1.4.1 Establish Statewide Coordination Committee Goals NSGIC November 30, 2006 ©2006, Applied Geographics, Inc Performance monitoring should occur on a periodic basis throughout the project BP BP BP 44 Program Benefits and Justification • Measure the value of your proposal • Value can be quantitative and qualitative NSGIC November 30, 2006 45 Program Benefits and Justification ROI and Cost Benefit ROI – Return on Investment CBA – Cost Benefit Analysis ROI calculates the most tangible financial gains expected versus costs of implementation CBA is more comprehensive and includes assessment of nonquantitative benefits such as: improved data security, better management of the environment, more access to data NSGIC November 30, 2006 46 Program Benefits and Justification (BPT:3) Quantitative/Financial Measuring the value of your proposal enhances credibility ROI assessment Cost Savings Time saving Cost avoidance Cost of doing nothing Revenue Generation ESRI Case Studies ROI = (benefit-cost)/cost GIT Businesses Case Development and ROI Literature Review GITA Research Division NSGIC November 30, 2006 ©2006, Applied Geographics, Inc Oregon GIS Utility Initiative 47 Montgomery County, MD 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Cannot find correct data when needed Maps and data are out of date, incomplete, inaccurate Different data sets and maps have incompatible formats, definitions, and scale Need to create and maintain redundant data and maps in individual organizational units Number of maps produced is limited by the person-time required Number of alternatives evaluated during a study is limited due to the time and cost required for materials and staff Combining data and maps for a study is time-consuming and difficult Dependent on personal knowledge and memory Products are not standard. NSGIC November 30, 2006 a. b. c. d. e. Improvements in existing operations Additional capabilities not available in a nonGIS environment Response to unexpected, non-planned, or emergency situations Intangible improvements Revenues generated through sale of data and products. 48 Program Benefits and Justification (BPT:3) Qualitative/Non-Financial/Hard to quantify/Collateral Benefits Meeting a mandated requirement Societal/community benefit • • • • • • Better or more available data More efficient data exchange Improved customer service Improved quality of life Better management of environment Saving life's Georgia, Case for a GIO Spin-off benefits • improved mapping • Response to the unexpected • Enhanced revenue Benefit accrual Oregon GIS Utility Initiative NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 49 Value Measuring Methodology (VMM) Value Risk Cost • Federal CIO Council • Measuring the value of electronic services • Decision Framework enables comparisons • Considers risk VMM How To Guide - See SPT Appendix 1 NSGIC November 30, 2006 50 Program Requirements and Costs (BPT:4) 1. 2. 3. 4. 5. 6. 7. Inventory Data Technology Resource Standards Budget Risk Assessment State of Maine Geo-Pillars NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 51 Phase I costs estimates: Low estimate: $815,000 High estimate: $1,477,000 Phase II cost estimates: Low estimate: $1,016,000 High estimate: $2,032,000 Total Cost: $1,831,000 $3,509,000 Average: $2,670,000 Program Costs (BPT:4) Budget Requirements • Short-term, long-term projected costs broken down as appropriate: Planning, acquisition, implementation, operations, maintenance, consultant, other • Sources of funding: General funds, mission specific, service fees, permits/licenses, grants, cost recovery What is the source of funding over the long-term? • Remaining insulated from being cut • Remaining ready to harvest NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 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 52 Program Requirements and Costs (BPT:4) Risk Assessment Identify Quantify Plan Response Monitor • What is Risk? Program not successful Loss of key people Conflicts with mandates PRIORITY • Part of planning • What is the likelihood and potential impact • How to mitigate Oregon GIS Utility Initiative NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 53 Organizational Approach • Leadership Statewide GIS Coordinator (GIO) (BPT:5) CT HLS Organizational Structure • Consolidation repositioning staff • Qualification New staff/outsourcing Training needs Consultants • Organize around the objective Indiana GIS Organizational Structure Coordination amongst stakeholders • Sustainable NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 54 Are you still Convinced you are doing the right thing? NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 55 Implementation Plan (BPT:6) • This is the project plan • Should include implementation details Phases Tasks Timeline Cost NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 56 Marketing & Branding Marketing – Montana Coordination Council NSGIC November 30, 2006 57 The Business Plan • BP aims to realize programmatic goal(s) • Make a compelling business case for: • • • • • what you want to achieve • what benefits to be realized • Relevancy to the organization Targeted document aimed at “check signer” Executive Summary and the Bottom-line Plan is “fresh” for a short period so ‘act’ Leverage the geo-community and other resources • NSGIC website • other NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 58 “Plans are nothing; planning is everything” Dwight D. Eisenhower http://www.whitehouse.gov/history/presidents/de34.html “Plans are of little importance, but planning is essential” Winston Churchill http://en.wikipedia.org/wiki/Image:Winston_Churchill.jpg NSGIC November 30, 2006 59 Case for a GIO in Georgia “Regardless of what the future holds and how the Case may impact decisions, developing the document encouraged collaboration between several state and local agencies. In building the Case, the GISCC reached out to the Regional Development Centers and really engaged them in the document development which was mutually beneficial to all. ” Danielle Ayan, Center for GIS NSGIC November 30, 2006 60 Measuring Success The Scorecard Advancing Statewide Spatial Data Infrastructures in Support of NSDI NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 61 Measuring Progress? • Without some level of progress monitoring and oversight, success maybe ‘successfully’ avoided • If you are not keeping score then you are only practicing • Without a target you have minimal chances of hitting it. • Develop progress metrics • Assign task responsibilities • Develop structures for reporting • Meetings • Progress Reports • Metrics NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 62 Developing a Scorecard • Use a point-based approach • Use Pass/Fail approach NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 63 To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards Primary Strategic Goal Programmatic goals Programmatic Tasks GOAL 1: Establish authority for statewide coordination TASK 1: Identify primary stakeholders participants TASK 4 Scorecard (7 points maximum, for this example) Task success assessment March 9, 2006 v2.2 TASK 4: Establish Statewide Coordination Committee GOAL 2: Develop GIS clearinghouse TASK 2: Develop political buy-in and support TASK 3: Develop user community buy-in and support Long-wayto-go (0- 2 points) Needs Improvement (3-5 points) GOAL 3: Pursue goal 3 TASK 4: Establish Statewide Coordination Committee Successful (6-7 points) GOAL 4: Pursue goal 4 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) 5 points (Based on this example, to successfully complete Task 4, the unchecked task item needs to be achieved 64 NSGIC November 30,basis 2006 Performance monitoring should occur on a periodic throughout the project. Progress may be incremental. ©2006, Applied Geographics, Inc To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards Primary Strategic Goal Programmatic goals Programmatic Tasks GOAL 1: Establish authority for statewide coordination March 9, 2006 v2.2 GOAL 3: Pursue goal 3 TASK 1: TASK 2: TASK 3: TASK 4: Develop inventory of existing geospatial data (including metadata) Adopt appropriate standards and establish minimum compliance criteria Promote awareness amongst stakeholders and constituents Establish a clearinghouse website for publishing metadata and sources for the actual data Sufficient Successful TASK 4 Scorecard Task success assessment GOAL 2: Develop GIS clearinghouse TASK 4: Establish a clearinghouse website for publishing metadata and sources for the actual data Not Sufficient No completed checklist items Completed all mandatory checklist items Completed all checklist items, both mandatory and nonmandatory GOAL 4: Pursue goal 4 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) 65 NSGIC November 30, 2006 Performance monitoring should occur on a periodic basis throughout the project. Progress may be incremental. ©2006, Applied Geographics, Inc Some Final Thoughts NSGIC November 30, 2006 66 Guidance From Here • • • • Brief Handout on ROI in Package Examples on Web Page VMM Method Documents on Web Page Take some time to get a basic understanding before you need it • Could have an entire workshop on ROI and CBA and only scratch the surface NSGIC November 30, 2006 67 Ramona as a Tool • Information on: • • • • • Users Organizations Systems Policies Data • Future Improvements NSGIC November 30, 2006 68 How to Fail • Write complex or confusing plans • Assume people know what you are talking about • Skip number crunching • Inflate the numbers • Do it all for “them” and expect “them” to like it • and More… NSGIC November 30, 2006 69 Ensuring Success • Two documents in package to read before starting the planning process • Success and Failure topics • Success and Pitfall Table • Contain Information for: • Before you start • During the process • After plans are done • The real work begins after you complete the Strategic and Business Plans NSGIC November 30, 2006 70 Ensuring Success • Evaluate whether or not you created a realistic and workable solution • Can you articulate the compelling reasons for funding your project? • Repeatedly ask • Right people must remember your solution • Everyone must ask for the same thing • Provide a consistent message about solving problems NSGIC November 30, 2006 71 Ensuring Success • Be right and always ready to make your case • Be reasonable and always ready with intelligent compromises • Be prepared to take the other “guy’s” money • Understand your friends and “enemies” NSGIC November 30, 2006 72 Ensuring Success • Don’t despair – be patient • No substitute for honest effort and hard work • MANAGE Stakeholder Expectations!! • and much more… NSGIC November 30, 2006 73 Questions and Answers Brief Q&A – 5 minutes Break – 5 minutes Continue Q&A until 4pm NSGIC November 30, 2006 ©2006, Applied Geographics, Inc 74 END NSGIC November 30, 2006 75 Copyright Notice Slides 1 through 65 • The Strategic Plan Template, Business Plan Template, Strategic Planning Process Map, Performance Score Card and slides 1 through 65 in this presentation are the Intellectual Property of Applied Geographics, Inc. and therefore Copyrighted, unless otherwise indicated. • Applied Geographics has granted to the FGDC, NSGIC, all states and equivalent entities, and their subdivisions, the right to use, reproduce and distribute the strategic and business plan templates and the training program materials that were delivered under this contract. • All permitted copies shall be reproduced with all titles, logos, copyright notices, trademark notices, and legends included in the original materials and list Applied Geographics as the source. 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