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NSGIC March 2006 Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial Data Infrastructure (NSDI) Workshop on Developing.

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Presentation on theme: "NSGIC March 2006 Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial Data Infrastructure (NSDI) Workshop on Developing."— Presentation transcript:

1 NSGIC March 2006 Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial Data Infrastructure (NSDI) Workshop on Developing Strategic and Business Plans

2 NSGIC March 2006 About the Copyright Notice that may appear on Slides 7 through 84 The Strategic Plan Template, Business Plan Template, Strategic Planning Process Map, Performance Score Card and most of the slides from 7 through 84 of this presentation are the Intellectual Property of Applied Geographics, Inc. and therefore Copyrighted, unless otherwise indicated.The Strategic Plan Template, Business Plan Template, Strategic Planning Process Map, Performance Score Card and most of the slides from 7 through 84 of 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.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.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.

3 NSGIC March 2006 Metadata This workshop was presented on March 19, 2006, at the Mid-year Meeting of the National States Geographic Information Council (NSGIC) in Annapolis, Maryland.This workshop was presented on March 19, 2006, at the Mid-year Meeting of the National States Geographic Information Council (NSGIC) in Annapolis, Maryland. NSGIC was funded for this activity by the Federal Geographic Data Committee (FGDC) under contract number: 05HQCN0034.NSGIC was funded for this activity by the Federal Geographic Data Committee (FGDC) under contract number: 05HQCN0034. This PowerPoint tm presentation was created to supplement a printed manual that was distributed at the workshop.This PowerPoint tm presentation was created to supplement a printed manual that was distributed at the workshop. You can obtain the same manual and materials by visiting the NSGIC web page at and selecting the Hot Topics tab and then the Fifty States Initiative. You can also find the same materials on the FGDC web page at by selecting the Policy and Planning tab and then selecting the link for 50 States Strategic and Business Plan Templates.You can obtain the same manual and materials by visiting the NSGIC web page at and selecting the Hot Topics tab and then the Fifty States Initiative. You can also find the same materials on the FGDC web page at by selecting the Policy and Planning tab and then selecting the link for 50 States Strategic and Business Plan Templates.http://www.nsgic.orgFifty States Initiativehttp://www.fgdc.gov50 States Strategic and Business Plan Templateshttp://www.nsgic.orgFifty States Initiativehttp://www.fgdc.gov50 States Strategic and Business Plan Templates

4 NSGIC March 2006 More Metadata The following people presented this material during the workshop:The following people presented this material during the workshop: Steve Anderson, Applied Geographics, Inc. (Slides 5 through 36)Steve Anderson, Applied Geographics, Inc. (Slides 5 through 36) Peter Bujwid, Applied Geographics, Inc. (Slides 37 through 82)Peter Bujwid, Applied Geographics, Inc. (Slides 37 through 82) Bill Burgess, NSGIC Washington Liaison (Slides 83 through 98)Bill Burgess, NSGIC Washington Liaison (Slides 83 through 98)

5 NSGIC March 2006 Even More Metadata! The workshop attendees gave the following ratings for the workshop as it was held on March 19, 2006: In addition, 88% of the attendees said they were better prepared to develop strategic and business plans after the workshop.

6 NSGIC March 2006 Workshop Agenda Workshop Agenda 8:45 - 8:55 Project Overview 8:55 - 9:35 Strategic Plan Template 9:35 - 9:45 Strategic Plan Process Map 9: :00 Questions & Answers 10: :30 Break 10: :15 Business Plan Template 11: :30 Score Card 11: :45 Thoughts on Strategic Planning 11: :00 Questions & Answers

7 NSGIC March 2006 Project Overview and Goals Encourage Implementation of Statewide Spatial Data Infrastructure (SSDI) DevelopmentEncourage Implementation of Statewide Spatial Data Infrastructure (SSDI) Development Provide Guidance on Planning ActivitiesProvide Guidance on Planning Activities Encourage Formation of PartnershipsEncourage Formation of Partnerships Provide Uniform Framework for the Strategic & Business PlansProvide Uniform Framework for the Strategic & Business Plans ©2006, Applied Geographics, Inc

8 NSGIC March 2006 Who was involved?? Steering Committee Organization Nathan BentleyState of Idaho Ingrid BruceCity of Rancho Cucamonga, CA David BrotzmanState of Vermont Learon DalbyState of Arkansas Stu DavisState of Ohio Tim HaithcoatUniversity of Missouri Christian JacqzState of Massachusetts Stu KirkpatrickState of Montana Vicki LukasUSGS – Geospatial Liaisons Mike MahaffieState of Delaware Zsolt NagyState of North Carolina Craig NeidigState of West Virginia Kevin NeimondNational Association of Counties (NACo) Milo RobinsonFGDC Sandy SchenckState of Delaware Lynn ShirleyUniversity of South Carolina Heather VoetsA T & T Larry ZinkState of Nebraska Project Support Organization Richard GradyAppGeo Peter BujwidAppGeo Michael TernerAppGeo Steve AndersonAppGeo Bill BurgessNSGIC Representing Federal State County Municipal Academic Utility Private Business Non-Profit

9 NSGIC March 2006 What was done? Document ReviewDocument Review Other Strategic & Business Plans, I-Plans Other Strategic & Business Plans, I-Plans NC, GA, IN, KY, ME, OR, CT, RI, MD, MA NC, GA, IN, KY, ME, OR, CT, RI, MD, MA Past ExperiencePast Experience Drafted TemplatesDrafted Templates WIKI: CollaborationWIKI: Collaboration Produced Final DocsProduced Final Docs ©2006, Applied Geographics, Inc

10 NSGIC March 2006 ©2006, Applied Geographics, Inc

11 NSGIC March 2006 Strategic PlanStrategic Plan What and the WhyWhat and the Why Process & GoalsProcess & Goals Business PlanBusiness Plan How, When, and How muchHow, When, and How much Aimed at those that approve and fundAimed at those that approve and fund Presents a business casePresents a business case Whats the difference between a Strategic Plan and a Business Plan? ©2006, Applied Geographics, Inc

12 NSGIC March 2006 What can they be used for? Plan for a Comprehensive Goal or InitiativePlan for a Comprehensive Goal or Initiative Establish or Expand a Statewide Spatial Data Infrastructure (SSDI)Establish or Expand a Statewide Spatial Data Infrastructure (SSDI) Plan or Clarify a Component of an InitiativePlan or Clarify a Component of an Initiative Statewide CoordinationStatewide Coordination Standards ImplementationStandards Implementation Data ProductionData Production Common Applications DevelopmentCommon Applications Development Etc, etcEtc, etc ©2006, Applied Geographics, Inc

13 NSGIC March 2006 In your binder… 1.Strategic Plan Template 2.Strategic Plan Process Map 3.Business Plan Template 4.Scorecard 5.Success and Failure 6.Success Pitfall Table 7.Return on Investment ©2006, Applied Geographics, Inc

14 NSGIC March 2006 In your binder… Strategic Plan Template (Tab 1) Strategic Plan Template ©2006, Applied Geographics, Inc

15 NSGIC March 2006 A more detailed look… Overview or Purpose of Section (Arial)Overview or Purpose of Section (Arial) List of Questions (Times New Roman):List of Questions (Times New Roman): Help Facilitate the Planning ProcessHelp Facilitate the Planning Process Yield Content of Plan ItselfYield Content of Plan Itself Stimulate DiscussionStimulate Discussion Not all questions need to be answeredNot all questions need to be answered Some may lead to more questionsSome may lead to more questions ©2006, Applied Geographics, Inc

16 NSGIC March 2006 In your binder… Strategic Planning Process Map (Tab 2) ©2006, Applied Geographics, Inc

17 NSGIC March 2006 In your binder… Business Plan Template (Tab 3) ©2006, Applied Geographics, Inc

18 NSGIC March 2006 In your binder… Collateral Materials (Tab 4) Success and Failure Scorecard ©2006, Applied Geographics, Inc

19 NSGIC March 2006 ROI & CBA Success & Pitfall Table In your binder… Collateral Materials (Tab 4) ©2006, Applied Geographics, Inc

20 NSGIC March 2006 What is the Purpose of a Strategic Plan? Implements Long Term GoalsImplements Long Term Goals Details Programmatic GoalsDetails Programmatic Goals Identifies RisksIdentifies Risks Develops Strategies for Overcoming RisksDevelops Strategies for Overcoming Risks Provides a Process or Feedback Loop for AdjustmentProvides a Process or Feedback Loop for Adjustment ©2006, Applied Geographics, Inc

21 NSGIC March 2006 What is this Strategic Plan Template? 1.Defines an Iterative Process for: DiscussionsDiscussions ResearchResearch DraftingDrafting RefiningRefining ReviewReview ©2006, Applied Geographics, Inc

22 NSGIC March 2006 What is this Strategic Plan Template? 2.Provides a Consistent Framework for Articulating PurposePurpose ValuesValues RolesRoles ObjectivesObjectives Strengths & WeaknessesStrengths & Weaknesses ©2006, Applied Geographics, Inc

23 NSGIC March 2006 Lets 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 ©2006, Applied Geographics, Inc

24 NSGIC March 2006 Executive Summary (SPT:1) Executive Level PresentationExecutive Level Presentation Brief, but Sufficient DetailBrief, but Sufficient Detail Strategic Objectives of PlanStrategic Objectives of Plan Benefits to be RealizedBenefits to be Realized Resources NeedsResources Needs Simplified TimelineSimplified Timeline Associated CostsAssociated Costs ©2006, Applied Geographics, Inc

25 NSGIC March 2006 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 ActionMajor Recommendations & Plan of Action 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 ©2006, Applied Geographics, Inc

26 NSGIC March 2006 Strategic Planning Methodology (SPT:2) Process taken to developProcess taken to develop Emphasize process not the situationEmphasize process not the situation Gets you organizedGets you organized Defines plan for successDefines plan for success Stakeholder identificationStakeholder identification Constraints or limitationsConstraints or limitations Define target audienceDefine target audience ©2006, Applied Geographics, Inc

27 NSGIC March 2006 Target Audience Who do you need to convince?Who do you need to convince? What would make them support this initiative?What would make them support this initiative? Are there any political barriers?Are there any political barriers? Election YearElection Year Party in controlParty in control Timing is everythingTiming is everything Different Strokes for Different FolksDifferent Strokes for Different Folks State of CT ©2006, Applied Geographics, Inc

28 NSGIC March 2006 Current Situation (SPT:3) Assessment of the situationAssessment of the situation Who are we?Who are we? Where are we?Where are we? What has succeeded (or hasnt) in the pastWhat has succeeded (or hasnt) in the past SWOTSWOT Strengths and WeaknessesStrengths and Weaknesses Opportunities and ThreatsOpportunities and Threats ©2006, Applied Geographics, Inc

29 NSGIC March 2006 Current Situation (SPT:3) Study the history…where youve beenStudy the history…where youve been Examine the current issues…where you areExamine the current issues…where you are Know where the decision makers want to goKnow where the decision makers want to go Tie them together…look for synergyTie them together…look for synergy ©2006, Applied Geographics, Inc State of Connecticut – TOPOFF3

30 NSGIC March 2006 Vision and Goals (SPT:4) Overarching goal is SSDIOverarching goal is SSDI Articulating programmatic goalsArticulating programmatic goals Defining steps to get thereDefining steps to get there Realistic short and long-term horizonsRealistic short and long-term horizons ©2006, Applied Geographics, Inc

31 NSGIC March 2006 Part of a bigger picture NSDI, SSDI and the Strategic and Business Plan Templates Part of a bigger picture NSDI 50 States Initiative SSDI MA SSDI TX SSDI AK SPBP Stakeholders SPBP Stakeholders SPBP Stakeholders Municipalities Parishes Townships Villages County State Tribal Federal Regional government agencies Regional planning organizations Non-profit organizations Utilities Private Business Academia Public ©2006, Applied Geographics, Inc

32 NSGIC March 2006 Requirements (SPT:5) Technical SectionTechnical Section Assessment of InfrastructureAssessment of Infrastructure Data RequirementsData Requirements Technology RequirementsTechnology Requirements Resource RequirementsResource Requirements StandardsStandards Organizational NeedsOrganizational Needs ©2006, Applied Geographics, Inc

33 NSGIC March 2006 Requirements (SPT:5) Technology HardwareHardware SoftwareSoftware NetworkNetwork Legacy systems integrationLegacy systems integration Systems ArchitectureSystems Architecture Maine Geo-Library Architecture ©2006, Applied Geographics, Inc

34 NSGIC March 2006 Requirements (SPT:5) Data What are all the needsWhat are all the needs Data specifications & standardsData specifications & standards Federal, State, Local, Industry Federal, 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

35 NSGIC March 2006 Requirements (SPT:5) Coordination and Oversight 1.Full-time paid Coordinator 2.Defined authority for Statewide Coordination 3.Formal relationship with CIO 4.Involved decision maker 5.Responsibilities for NSDI and Clearinghouse assigned 6.Coordinate with LGAs, academia, & public sector 7.Sustainable funding exists 8.Coordinators have contractual authority 9.Feds work through coordinating body ©2006, Applied Geographics, Inc

36 NSGIC March 2006 Implementation Program (SPT:6) Divide and ConquerDivide and Conquer Phased ApproachPhased Approach Should be High-LevelShould be High-Level Business Plan Lays out the DetailsBusiness Plan Lays out the Details ©2006, Applied Geographics, Inc

37 NSGIC March 2006 Implementation Program (SPT:6) What are your program elements?What are your program elements? DataData Orthoimagery, Parcels, Centerlines Orthoimagery, Parcels, Centerlines Standards Standards Metadata Metadata FunctionalFunctional Public Safety Public Safety Public Health Public Health Environmental Management Environmental Management Business ProcessBusiness Process Permitting Permitting Asset Management Asset Management Land Acquisition Land Acquisition ©2006, Applied Geographics, Inc

38 NSGIC March 2006 Summary 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? ©2006, Applied Geographics, Inc

39 NSGIC March 2006 Strategic Plan Process Map (SPPM) For use by all Stakeholders in the Geospatial Community ©2006, Applied Geographics, Inc

40 NSGIC March 2006 What is the SPPM? A practical approachA practical approach Ideas on executionIdeas on execution Structure and tasksStructure and tasks ModifiableModifiable ©2006, Applied Geographics, Inc

41 NSGIC March Phases 1.Getting Started 2.Preliminary Planning 3.Strategizing 4.Authoring 5.Monitoring and Marketing ©2006, Applied Geographics, Inc

42 NSGIC March = Iterative 2 = Inclusive 3 = Is Approved 4 = Supported 5 = Flows to the business plan 1 ©2006, Applied Geographics, Inc

43 NSGIC March Getting Started Establish a Working GroupEstablish a Working Group Define roles and responsibilitiesDefine roles and responsibilities Assign roles and responsibilitiesAssign roles and responsibilities ©2006, Applied Geographics, Inc

44 NSGIC March 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 ©2006, Applied Geographics, Inc

45 NSGIC March Strategizing ScopingScoping Determine scopeDetermine scope Other requirementsOther requirements What period of time will the plan cover?What period of time will the plan 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 helpEnlist political help Generate consensusGenerate consensus ©2006, Applied Geographics, Inc

46 NSGIC March Authoring Aimed at readershipAimed at readership Employ ReviewersEmploy Reviewers IterateIterate pave the waypave the way Publish and be….successfulPublish and be….successful ©2006, Applied Geographics, Inc

47 NSGIC March Monitoring and Marketing Assessing progressAssessing progress Who/whereWho/where How oftenHow often Develop metricsDevelop metrics Progress MonitoringProgress Monitoring MarketingMarketing Collecting feedbackCollecting feedback ©2006, Applied Geographics, Inc

48 NSGIC March 2006 Questions and Answers ©2006, Applied Geographics, Inc

49 NSGIC March 2006 Break Return by 10:30 ©2006, Applied Geographics, Inc

50 NSGIC March 2006 Business Plan Template Advancing Statewide Spatial Data Infrastructures in Support of NSDI ©2006, Applied Geographics, Inc

51 NSGIC March 2006 What is a Business Plan? Describes who you areDescribes who you are Describes what you want to achieveDescribes what you want to achieve Describes the benefits to be realizedDescribes the benefits to be realized Quantifies cost and return on investmentQuantifies cost and return on investment Outlines an implementation planOutlines an implementation plan Provides evidence of due diligenceProvides evidence of due diligence Makes a good business caseMakes a good business case ©2006, Applied Geographics, Inc

52 NSGIC March 2006 Strategic PlanStrategic Plan What and the WhyWhat and the Why Business PlanBusiness Plan HowHow Aimed at those that approve and fundAimed at those that approve and fund Strategic Plan vs. Business Plan ©2006, Applied Geographics, Inc

53 NSGIC March 2006 To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards Primary Strategic Goal GOAL 1: Establish authority for statewide coordination GOAL 2: Develop GIS clearinghouse GOAL 3: Pursue goal 3 Business Plan Details SP BP Programmatic Goals Strategic Plan vs. Business Plan Business plans should relate to Strategic objectives Business Plans come from goals You can have more then one Business Plan You can have more then one Business Plan Benefits Justification ROI Cost/Benefit Implementation Plan Costs Requirements Risks Copyright March 2006 Applied Geographics, Inc. ©2006, Applied Geographics, Inc

54 NSGIC March 2006 When writing a BP think of these things: Relevant to the organizationRelevant 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 readership ©2006, Applied Geographics, Inc

55 NSGIC March 2006 BPT – Section Headings Executive SummaryExecutive Summary Program Goals (programmatic goals)Program 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) ©2006, Applied Geographics, Inc

56 NSGIC March 2006 The Executive Summary… (BPT:1) Should represent the message of the whole reportShould represent the message of the whole report Should stand aloneShould stand alone Aimed at getting approval and fundedAimed at getting approval and funded PackagingPackaging ©2006, Applied Geographics, Inc

57 NSGIC March 2006 Georgia Case for a GIO

58 NSGIC March 2006 To implement a Statewide Spatial Data Infrastructure (SSDI) consistent with appropriate national standards Primary Strategic Goal GOAL 1: Establish authority for statewide coordination GOAL 2: Develop GIS clearinghouse node GOAL 3: Pursue goal 3 TASK 1.1 Identify primary stakeholders participants TASK 1.2 Develop political buy-in and support TASK 1.4 Establish Statewide Coordination Committee TASK 1.3 Develop user community buy-in and support Performance monitoring should occur on a periodic basis throughout the project SUB-TASK Establish Statewide Coordination Committee Goals SP BP Programmatic Goals Programmatic Task Task success assessment Programmatic Sub-Task Task Assessment 1.4.1: recruit committee participants Task Assessment 1.4.1: recruit committee participants Task Assessment 1.4.1: recruit committee participants Programmatic Goals ©2006, Applied Geographics, Inc

59 NSGIC March 2006 Program Benefits and Justification (BPT:3) Quantitative/Financial ROI assessment ROI assessment Cost/Benefit analysis Cost/Benefit analysis Cost Savings Cost Savings Time saving Time saving Cost avoidance Cost avoidance Cost of doing nothing Cost of doing nothing Revenue Generation Revenue Generation Oregon GIS Utility Initiative ESRI Case Studies ROI = (benefit-cost)/cost GIT Businesses Case Development and ROI Literature Review GITA Research Division ©2006, Applied Geographics, Inc

60 NSGIC March 2006 Cost/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 Benefits New Capabilities Improved regulatory compliance Work efficiencies Improved customer service Decreased wait time Decreased training costs Increase in billable services Avoidance of future costs Revenue enhancement Reduced dependency on consultants ©2006, Applied Geographics, Inc

61 NSGIC March 2006 Montgomery County, MD 1.Cannot find correct data when needed 2.Maps and data are out of date, incomplete, inaccurate 3.Different data sets and maps have incompatible formats, definitions, and 4.scale 5.Need to create and maintain redundant data and maps in individual 6.organizational units 7.Number of maps produced is limited by the person-time required 8.Number of alternatives evaluated during a study is limited due to the time 9.and cost required for materials and staff 10.Combining data and maps for a study is time-consuming and difficult 11.Dependent on personal knowledge and memory 12.Products are not standard. a.Improvements in existing operations b.Additional capabilities not available in a non- GIS environment c.Response to unexpected, non-planned, or emergency situations d.Intangible improvements e.Revenues generated through sale of data and products.

62 NSGIC March 2006 Program Benefits and Justification (BPT:3) Qualitative/Non-Financial/Hard to quantify/Collateral Benefits Meeting a mandated requirement Meeting a mandated requirement Societal/community benefit Societal/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 benefits Spin-off benefits improved mappingimproved mapping Response to the unexpectedResponse to the unexpected Enhanced revenueEnhanced revenue Benefit accrual Benefit accrual Oregon GIS Utility Initiative Georgia, Case for a GIO ©2006, Applied Geographics, Inc

63 NSGIC March 2006 Overview of VMM CIO CouncilCIO Council Measuring the value of electronic servicesMeasuring the value of electronic services Measure valueMeasure value Full accounting of costFull accounting of cost Considers riskConsiders risk VMM How To Guide - See SPT Appendix 1 Cost ValueRisk

64 NSGIC March 2006 Overview of VMM Steps (Source: Federal CIO Council, Committee on Best Practices) Step 1: Develop a Decision Framework Step 2: Alternative Analysis Step 3: Pull the Information Together Step 4: Communicate and Document Identify and define value structure Identify and define value structure Identify and define alternatives Identify and define alternatives Aggregate the cost estimate Aggregate the cost estimate Communicate value to customers and stakeholders Communicate value to customers and stakeholders Identify and define risk structure Identify and define risk structure Estimate value and cost Estimate value and cost Calculate ROI Calculate ROI Prepare budget justification document Prepare budget justification document Identify and define cost structure Identify and define cost structure Conduct risk analysis Conduct risk analysis Calculate the value score Calculate the value score Satisfy ad hoc reporting requirement Satisfy ad hoc reporting requirement Begin documentation Begin documentation Ongoing documentation Ongoing documentation Calculate the risk score Calculate the risk score Use lessons learned to improve processes Use lessons learned to improve processes Compare value, cost, and risk Compare value, cost, and risk

65 NSGIC March 2006 More on VMM Appendix 1 in SPT

66 NSGIC March 2006 Program Requirements and Costs (BPT:4) 1. Inventory 2. Data 3. Technology 4. Resource 5. Standards 6. Budget 7. Risk Assessment State of Maine Geo-Pillars ©2006, Applied Geographics, Inc

67 NSGIC March 2006 Program Requirements (BPT:4) Standards This is a cornerstone NSDI GoalThis is a cornerstone NSDI Goal the technology, policies, standards, and human resources necessary to acquire, process, store, distribute, and improve utilization of geospatial data the technology, policies, standards, and human resources necessary to acquire, process, store, distribute, and improve utilization of geospatial data FGDC is charged as the coordinating body responsible for development and implementing national strategies to advance the goal of NSDIFGDC is charged as the coordinating body responsible for development and implementing national strategies to advance the goal of NSDI ©2006, Applied Geographics, Inc

68 NSGIC March 2006 Program Costs (BPT:4) Budget Requirements Short-term, long-term projected costs broken down as appropriate:Short-term, long-term projected costs broken down as appropriate: Planning, acquisition, implementation, operations, maintenance, consultant, other Planning, acquisition, implementation, operations, maintenance, consultant, other Sources of funding:Sources of funding: General funds, mission specific, service fees, permits/licenses, grants, cost recovery General funds, mission specific, service fees, permits/licenses, grants, cost recovery What is the source of funding over the long-term? What is the source of funding over the long-term? Remaining insulated from being cutRemaining insulated from being cut Remaining ready to harvestRemaining ready to harvest 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 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 ©2006, Applied Geographics, Inc

69 NSGIC March 2006 Program Requirements and Costs (BPT:4) Risk Assessment What is Risk?What is Risk? Program not successful Program not successful Loss of key people Loss of key people Conflicts with mandates Conflicts with mandates Part of planningPart of planning What is the likelihood and potential impactWhat is the likelihood and potential impact How to mitigateHow to mitigate PRIORITY Identify Quantify Plan Response Monitor Oregon GIS Utility Initiative ©2006, Applied Geographics, Inc

70 NSGIC March 2006 Program Requirements and Costs (BPT:4) RISK Risk of doing nothingRisk of doing nothing Risk assessment is a continuous activityRisk assessment is a continuous activity ©2006, Applied Geographics, Inc

71 NSGIC March 2006 Organizational Approach (BPT:5) LeadershipLeadership Statewide GIS Coordinator (GIO) Statewide GIS Coordinator (GIO) ConsolidationConsolidation repositioning staff repositioning staff QualificationQualification New staff/outsourcing New staff/outsourcing Training needs Training needs Consultants Consultants Organize around the objectiveOrganize around the objective Coordination amongst stakeholders Coordination amongst stakeholders SustainableSustainable CT HLS Organizational Structure Indiana GIS Organizational Structure ©2006, Applied Geographics, Inc

72 NSGIC March 2006 Are you still Convinced you are doing the right thing? ©2006, Applied Geographics, Inc

73 NSGIC March 2006 Implementation Plan (BPT:6) This is the project planThis is the project plan Should include implementation detailsShould include implementation details Phases Phases Tasks Tasks Timeline Timeline Cost Cost ©2006, Applied Geographics, Inc

74 NSGIC March 2006 Marketing Marketing – Montana Coordination Council

75 NSGIC March 2006 Branding

76 The 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: what you want to achievewhat you want to achieve what benefits to be realizedwhat benefits to be realized Relevancy to the organizationRelevancy to the organization Targeted document aimed at check signerTargeted document aimed at check signer Executive Summary and the Bottom-lineExecutive Summary and the Bottom-line Plan is fresh for a short period so actPlan 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 ©2006, Applied Geographics, Inc

77 NSGIC March 2006 Plans are nothing; planning is everything Dwight D. Eisenhower Plans are of little importance, but planning is essential Winston Churchill Winston Churchill

78 NSGIC March 2006 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. 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. 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

79 NSGIC March 2006 Measuring Success The Scorecard Advancing Statewide Spatial Data Infrastructures in Support of NSDI ©2006, Applied Geographics, Inc

80 NSGIC March 2006 Measuring Progress? Without some level of progress monitoring and oversight, success maybe successfully avoidedWithout some level of progress monitoring and oversight, success maybe successfully avoided If you are not keeping score then you are only practicingIf you are not keeping score then you are only practicing Develop progress metricsDevelop progress metrics Assign task responsibilitiesAssign task responsibilities Develop structures for reportingDevelop structures for reporting MeetingsMeetings Progress ReportsProgress Reports MetricsMetrics ©2006, Applied Geographics, Inc

81 NSGIC March 2006 Developing a Scorecard Use a point-based approachUse a point-based approach Use Pass/Fail approachUse Pass/Fail approach ©2006, Applied Geographics, Inc

82 NSGIC March 2006 ©2006, Applied Geographics, Inc

83 NSGIC March 2006 ©2006, Applied Geographics, Inc

84 NSGIC March 2006 Questions and Answers ©2006, Applied Geographics, Inc

85 NSGIC March 2006 Some Final Thoughts on Strategic and Business Planning Advancing Statewide Spatial Data Infrastructures in Support of NSDI

86 NSGIC March 2006 Whats Left Return On Investment (ROI) & Cost Benefit AnalysisReturn On Investment (ROI) & Cost Benefit Analysis RamonaRamona Factors leading to success and failureFactors leading to success and failure

87 NSGIC March 2006 Selecting 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 Intangible Benefits vs. Cost to ImplementTangible and Intangible Benefits vs. Cost to Implement One Example is Value Measuring Methodology (VMM)One Example is Value Measuring Methodology (VMM) Federal CIO Council – Value, Cost & Risk Federal CIO Council – Value, Cost & Risk

88 NSGIC March 2006 Simple Example GOAL - Improve Bills Work Performance by Reducing StressGOAL - Improve Bills Work Performance 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

89 NSGIC March 2006 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 benefits What are the costs and the benefits

90 NSGIC March 2006 COST Bi-WeeklyWeeklyBi-MonthlyMonthly Rental Option Gun$10.00 $1,040.00$520.00$240.00$ Rounds Ammo$25.50 $2,652.00$1,326.00$612.00$ 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$1,094.40$ Per Trip Cost $45.60 Purchase Option Gun$ Rounds Ammo (Bulk)$14.70 $1,528.80$764.40$352.80$ Ear Protection$31.50 Targets$2.10 $218.40$109.20$50.40$25.20 Lane$ Annual Cost $2,514.20$1,640.60$1,170.20$ Per Trip Cost $24.18$31.55$48.76$80.72 Net Savings Per Trip $21.43$14.05-$3.16-$35.12 Options Analysis Target Shooting Options Quantitative Review

91 NSGIC March 2006 What are the Benefits? TangibleTangible Estimated 2 hours per week productivity gainEstimated 2 hours per week productivity gain IntangibleIntangible Customer SatisfactionCustomer Satisfaction In future, less likely to haveIn future, less likely to have Heart attack Heart attack Nervous breakdown Nervous breakdown

92 NSGIC March 2006 What is ROI? BenefitsBenefits $13,000 for increased productivity (104 hours per $ per hour)$13,000 for increased productivity (104 hours per $ per hour) CostsCosts $2, (Bi-weekly Purchase Option)$2, (Bi-weekly Purchase Option) $1, (3,224 miles $.445/mile)$1, (3,224 miles $.445/mile) ROI = Net Benefits/Total CostROI = Net Benefits/Total Cost ROI = ($13,000-$3,949) / $3,949 or 2.29ROI = ($13,000-$3,949) / $3,949 or 2.29 Payback in one year, therefore no discounting of future benefits/costsPayback in one year, therefore no discounting of future benefits/costs

93 NSGIC March 2006 Guidance 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 understanding before you need itTake some time to get a basic understanding before you need it Could have an entire workshop on ROI and CBA and only scratch the surfaceCould have an entire workshop on ROI and CBA and only scratch the surface May try to create an Excel tool over the next year to assist with ROI and CBAMay try to create an Excel tool over the next year to assist with ROI and CBA

94 NSGIC March 2006 Ramona as a Tool Information on:Information on: Users Organizations Systems Policies Data Future ImprovementsFuture Improvements Information on:Information on: Users Organizations Systems Policies Data Future ImprovementsFuture Improvements

95 NSGIC March 2006 Ensuring Success Two documents in package to read before starting the planning processTwo documents in package to read before starting 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 Strategic and Business PlansThe real work begins after you complete the Strategic and Business Plans

96 NSGIC March 2006 Ensuring Success Evaluate whether or not you created a realistic and workable solutionEvaluate whether or not you created a realistic and workable solution Can you articulate the compelling reasons for funding your project?Can you articulate the compelling reasons for funding your project? Repeatedly askRepeatedly 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 solving problemsProvide a consistent message about solving problems

97 NSGIC March 2006 Ensuring Success Be right and always ready to make your caseBe right and always ready to make your case Be reasonable and always ready with intelligent compromisesBe reasonable and always ready with intelligent compromises Be prepared to take the other guys moneyBe prepared to take the other guys money Understand your friends and enemiesUnderstand your friends and enemies

98 NSGIC March 2006 Ensuring Success Dont despair – be patientDont despair – be patient No substitute for honest effort and hard workNo substitute for honest effort and hard work MANAGE Stakeholder Expectations!!MANAGE Stakeholder Expectations!! and much more…and much more…

99 NSGIC March 2006 How to Fail Dont do the aboveDont do the above Write complex or confusing plansWrite complex or confusing plans Assume people know what you are talking aboutAssume people know what you are talking about Skip number crunchingSkip number crunching Inflate the numbersInflate the numbers Do it all for them and expect them to like itDo it all for them and expect them to like it and More…and More…

100 NSGIC March 2006 Questions and Answers

101 NSGIC March 2006 END


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