The Minnesota Geographic Information Office: MnGEO Summary of the Drive to Excellence GIS Functional Transformation Project Prepared by Applied Geographics, Inc. June, 2009 www.AppGeo.com

Overview The process that was followed The business drivers for transformation What was recommended What happens now? Risks Success factors

Overview of the GIS Functional Transformation Project Open and transparent process No surprises Lots of opportunity to provide input Information gathering Workshops Interviews with 17 state agencies Strategizing and recommendation development State government workshop to refine preliminary recommendations Supplemental information gathering Cost to government survey Prioritization survey Oversight and guidance from Drive To Excellence Steering Committee

Business Drivers for GIS Transformation As with all things D2E, it’s about silos to enterprise… Minnesota Drive to Excellence Transformation Roadmap Summary From Deloitte: March, 2005

Common problems many states face… GIS governance has “grown up” incrementally and organically; not necessarily strategically How to achieve coordination? Agency to agency State government to other levels of government Who’s job is it? It’s not a part-time job. Acknowledging that many departments have successful enterprise systems Departmental programs can be larger and better funded than the “state GIS office” Respecting departmental autonomy and expertise without creating “hardened silos” Investing in new enterprise technologies Without being redundant

High level business case for the MGIO: Enterprise approach New adopters: Lowers barriers for entry Avoids costs for new investment Specialized adopters: Provides communal infrastructure to tap into Controls growth of costs Mature adopters: Leverages their investments across the enterprise Extends benefits of existing investments Creation of Shared Service Centers

The Cost of GIS to Government Provides a baseline for cost savings estimation GIS cost to government: Conservatively: $12,564,000 /yr 10% efficiency would yield >$1M/yr. savings Controlling growth of costs Future avoided costs Have not seen this completed for any other state Thank you for your help!

Opportunities & Benefits Reducing the Cost of GIS Improved coordination Reduced duplication of effort More efficient data storage/management More effective software licensing Shared web applications and services Coordinated data acquisition, collection and compilation Common data distribution portal Communal strategic investments in data/technology

What’s required to get there? Identified specific activities for the MGIO to pursue Collaborative approach respectful of agency involvement in developing technical architecture Accesses departmental expertise to deliver shared services

Recommended Implementation Strategy Principles: The MGIO is about facilitation and coordination, not production Leverage existing infrastructure and collaborative spirit of MN GIS stakeholders Incremental, phased approach Budgets will remain tight for the foreseeable future Priorities: Rank Program Element Priority Points (of 100) 1 Leadership, Outreach & Communication 18.33 2 Data Coordination 15.80 3 Web Services 14.00 4 Data Services 13.20 5 Technology Coordination 12.07 6 Training 9.27 7 Technical Guidance 8.87 8 Project Consulting 8.47 TOTAL Points 100.00

Staffing Requirements for a Successful MGIO High-level identification of teams Rough numbers of staff across activities Provides baseline that was modeled in budget scenarios

How ambitious is this? What other states are doing

Implementation Budget Recommended funding: Num Item Amount FTE 1 Base budget (existing LMIC appropriation):** $804,000 6 2 New operating budget to fully staff the MGIO: $800,000 10 3 New operating budget $200,000   4 New data development and maintenance funding: $1,250,000 Sub-tot TOTAL Annual Appropriation: $3,054,000 16 5 OTHER revenue (based on 2009 estimates): $700,000 3 Additional Lower Cost Scenarios: $650k operating increase; $1M for data; $2.54M annual; 11 FTE $400k operating increase; $250k for data; $1.45M annual; 9 FTE $350k operating increase; $0 for data; $1.15M annual; 9 FTE Warning against a “no new funding” scenario Real “transformation” will be much more difficult without some new resources

Risks & Implementation Barriers Missing the unique timing of the Drive to Excellence initiative Loss of executive support for the proposed transformation Agency GIS programs need direction to follow this path Loss of agency GIS program support for the proposed transformation MGIO needs to continue transparency and active outreach to agencies Perceptions of insufficient transformation Inadequate funding Insufficient support for cross agency activities Inadequate performance of shared services and resources

Success factors This is a well considered plan The state has done its homework There is senior executive support Through the D2E Cabinet The MN State Government GIS Community is committed and collaborative And continues to grow New technologies support this vision

Summary & Conclusion A large cross section of GIS practitioners from across the state, have invested time and energy in this process with the belief that this type of GIS transformation will address existing problems and help restore Minnesota to national GIS leadership. Expectations are high. The path forward has been identified. It is now time to move forward.