THE REGIONAL MUNICIPALITY OF YORK Information Technology Strategy & 5 Year Plan

Preamble This 2004 edition of the York Region Information Technology Strategy is the first publication of a comprehensive information technology strategy for the Region of York. There are many reasons that such a document is needed. Technology is viewed as an enabler of the goals of the organization.

1. Executive Summary An effective IT Strategy, closely aligned with the Region’s business strategies and objectives is fundamental. The Benefits What the IT Strategy Includes The Consultative Process The Results Key Strategic Outcomes Programs & Projects The 5-Year Plan Strategy Execution

2. Context of the Information Technology Strategy In the past, information technology (IT) was acquired in response to current requirements related to corporate or departmental initiatives. sometimes resulting in the duplication of data, systems and IT infrastructure.

Background Synergistic opportunities for sharing costs, systems, data and technology were not considered, and there was not an effective forum to identify and pursue such opportunities.

The Purpose of the IT Strategy The purpose of the Information Technology Strategy and five year plan is to chart a roadmap for the effective deployment of Information Technology in York Region. The IT Strategy is about making choices. Associated with these choices are corresponding costs and benefits. The IT Strategy is also about leveraging the resources of the organization to accomplish the programs and projects identified in the five year work plan resulting from the Strategy

The Guiding Principles seven principles were established to guide the IT service delivery and IT investment decisions. 1. Service to Citizens/Customer Service 2. Support the Region’s Core Business Needs 3. Integration of IT Applications at Every Opportunity 4. Strategic Investment in IT 5. Collaboration and Co-operation 6. Alignment with the 2026 Vision & Integration with other Government Jurisdictions. 7. Secure Information Management in Accordance with Legislative Requirements

Trends a number of trends and changes that are happening in the IT and telecommunication industry. De-regulation in the telecommunications industry has resulted in significant changes to the marketplace. Changes are occurring with the telecommunications technology that transports the voice and data signals.

Trends technology advancements that facilitate the use of mobile technology include the evolution of “mini” devices (lap top). The Internet has become a popular forum for providing general interest information. The major challenge in implementing business transactions on the Internet has been security.

Issues & Challenges York Region is also facing some significant issues and challenges

The Strategy Development: A Consultative Process The planning approach for the strategy development in York Region was based on a disciplined consultative process and the direct and active involvement of senior representatives from across multiple departmental business functions, decision makers, and some municipalities

IT Alignment with York Region Vision and Objectives This IT Strategic Plan is well-aligned with the Region’s priorities and should help ensure that IT budgets are spent in areas that reflect the greatest value for York’s citizens,businesses and visitors.

IT Alignment with York Region Vision and Objectives The effort to align business and IT focused on three aspects: I. Vision and objectives II. Business & IT Staff Alignment III. Business and IT work priorities

Critical Success Factors What are the critical success factors for the IT Strategy? 1. Change Leadership. 2. Senior Management commitment. 3. Communication. 4. Vendor Relations 5. Policies, Standards and Best Practices..6Enterprise Architecture (EA) as a Foundation.

3. The Strategy Development Process The 13 Step IT Strategic Planning Process that would facilitate the alignment of the IT Strategic Planning process with the Region’s 2005 business plan and budget process.

Step 1 Vision & Objectives IT Vision – Information Technology will enable Regional departments to deliver customer- centered, cost-effective, quality programs to the Region’s growing population and businesses. Related to this vision is a set of IT Strategic objectives: -Enhanced customer-centered access channels to Region information and services. -Secure & responsible information management in accordance with legislative requirements.

Step 2 Environmental Scan The current situation reviewed and assessed by ITS management

Step 3 User Needs four IT Service dimensions of Human Services, Hard Services, e-Government Services and IT Infrastructure have been reviewed according to list of user needs from a number of perspectives – organization, data, technology and applications.

Step 4 Key Need Results The four sets of user needs were then consolidated into key need results

Step 5 Expectation Analysis To manage expectations and define the gap between the users and providers of IT. the gap between the as-is situation and the to-be target for five years according to maturity scale (aware – capable –mature – world class)

Step 6 SWOT Analysis set of Strengths, Weaknesses, Opportunities and Threats related to the ability of the Region to achieve the kinds of IT related objectives defined during the strategic planning process.

Step 7 Strategic Outcomes Require to respond to the question: It is September, 2009! What has changed in the use of IT in York Region? The results represent strategic outcome statements that are ambitious and challenging

Step 8 Key Strategic Outcomes The detailed strategic outcomes produced in the last step were consolidated into Ten Key Strategic Outcomes: 1. Secure & Reliable IT Infrastructure 2. IT Aligned with Business 3. Value Driven Strategic IT Investments 4. Customer-Centric Service Delivery

Step 9 Mapping Programs & Projects to Key Strategic Outcomes key strategic outcomes became one of the main factors for the prioritization of the 32 programs and the corresponding 200+ current and potential IT related projects. The Framework for Business Planning was used to guide the subsequent steps in the IT Strategy development Process.

Step 10 Mapping Programs & Projects to Client Impacts Using the goals defined in the Vision 2026, a set of eight client impacts was defined. The list included: -Service improvement and information accessibility -Enhancement to resource identification and protection -E-Business and learning promotion

Step 11 Mapping Programs & Projects to 3 Categories 32 programs allocate into three categories defined as follows: 1. Corporate ITS Driven Programs 2. Department Driven Programs & Projects jointly with ITS 3. Department Driven Programs & Projects with 3rd Party

Step 12 Implementation Plan & Schedule Step Actual detailed schedule for each program was developed in accordance with understanding of the specifics of each program.

Step 13 Charters Project Profiles/Project Much more work will be done to complete a project charter and project templates for each of these projects prior to implementation.

4. Programs & Projects The CTRC deliberations resulted with the following program allocation into the three categories: 1-Corporate ITS Driven Programs & Projects 2-Department Driven Programs & Projects jointly with ITS Branch 3-Department Driven Programs & Projects with 3rd Party

5. Business Plan Strategic Outcomes are Important How Do We Accomplish the Strategic Outcomes? Governance Framework 2005 Initiatives Budget –Integration with the IT Strategy 2005 Program Priorities 2005 corporate IT Driven Priorities 2005 Departmental priorities

6. Conclusions Importance of IT function Objectives, Guiding Principles & Strategic Outcomes Overlap Lessons Learned Leadership is essential

7. Recommendations and Next Steps

Thank you for attention