E-Business Strategic Planning

02/27/2001 – Slide #02/27/2001 – Slide #11 2001 NCES MIS Conference - Orlando, FL2001 NCES MIS Conference - Orlando, FL

ISBE – Norton / PowellISBE – Norton / Powell

E-Business Strategic PlanningE-Business Strategic Planning

How is your agency addressing E-Business? How is your agency addressing E-Business?

The revolution has just begun. Are you ready?The revolution has just begun. Are you ready?

Presented by Presented by Scott NortonScott Norton & & Dennis PowellDennis Powell

Illinois State Board of Education Illinois State Board of Education (ISBE)(ISBE)



Presentation AgendaPresentation Agenda Introduction – Norton / PowellIntroduction – Norton / PowellDefinitionsDefinitionsPast and Present Past and Present The Strategic PlanThe Strategic PlanLooking to the Future…Looking to the Future…Questions & AnswersQuestions & Answers



DefinitionsDefinitionsE-Business – E-Business – The beneficial exchange of The beneficial exchange of

electronic information between stakeholders electronic information between stakeholders who share common business goals (e.g. who share common business goals (e.g. Education).Education).

Strategic Plan for E-Business – Strategic Plan for E-Business – A A formal policy which is used to manage current formal policy which is used to manage current and future E-Business.and future E-Business.

Customer – Customer – Any entity who may benefit Any entity who may benefit from the business that your agency conducts.from the business that your agency conducts.



Past & PresentPast & Present 10 Years Ago at ISBE10 Years Ago at ISBE

– BBS (Bulletin Board Service) - BBS (Bulletin Board Service) - wow.wow.

– Client/Server Applications emerge.Client/Server Applications emerge.

5 Years Ago at ISBE5 Years Ago at ISBE– The Internet was for the ‘Network People’.The Internet was for the ‘Network People’.– All new systems were being developed for the All new systems were being developed for the

Client/Server LAN environment.Client/Server LAN environment.– ‘‘Forms Control’ staff learned HTML and dreamed Forms Control’ staff learned HTML and dreamed

of someday becoming a “webmaster”.of someday becoming a “webmaster”.



Past and PresentPast and Present2 Years Ago at ISBE2 Years Ago at ISBE

– 5 Internet Applications (Head Count = 2)5 Internet Applications (Head Count = 2) Complex web-based applications were required Complex web-based applications were required

to satisfy internal and external customer needs.to satisfy internal and external customer needs. There was a great need for internal staff to be There was a great need for internal staff to be

trained on Internet Application Development.trained on Internet Application Development. Sporadically, we would need to hire contractual Sporadically, we would need to hire contractual

employees to fill some gaps.employees to fill some gaps. These applications were very successful.These applications were very successful.



Past and PresentPast and PresentToday at ISBEToday at ISBE

– 35 Internet Applications (Head Count =10)35 Internet Applications (Head Count =10) ISBE has seen an absolute explosion of ISBE has seen an absolute explosion of

requests for internet applications.requests for internet applications. An E-Business Application Development Team An E-Business Application Development Team

was formed to address this need on 05/2000.was formed to address this need on 05/2000. It is often necessary to hire contractual It is often necessary to hire contractual

employees to fulfill requests. (Hidden Costs)employees to fulfill requests. (Hidden Costs) We are still under-staffed by at least 3 people.We are still under-staffed by at least 3 people.



Past and PresentPast and Present Some interesting facts at ISBE:Some interesting facts at ISBE:

– In the past two years, there has been a 700% In the past two years, there has been a 700% increase in the number of internet applications.increase in the number of internet applications.

– Our head count (for our E-Business team) has Our head count (for our E-Business team) has increased by 500% in the past two years increased by 500% in the past two years (including contractual employees).(including contractual employees).

– At least four(4) web applications were contracted At least four(4) web applications were contracted outside the agency without our knowledge.outside the agency without our knowledge.

– Client/Server LAN applications? No new ones in Client/Server LAN applications? No new ones in the past year or two…the past year or two…



Past and PresentPast and Present Who are your customers?Who are your customers?

– Internet applications bring you closer to your Internet applications bring you closer to your customer and your customer closer to you.customer and your customer closer to you.

My, oh my, the phone calls!My, oh my, the phone calls! Your customers are becoming more technically savvy.Your customers are becoming more technically savvy. Your customers see “better features” on other sites.Your customers see “better features” on other sites. Did I mention the phone calls?Did I mention the phone calls?

– Helpdesk or Technical Support for External Helpdesk or Technical Support for External Customers must be considered before your system Customers must be considered before your system rolls out the door!rolls out the door!

– Multi-user testing is a must! Don’t release an Multi-user testing is a must! Don’t release an application until it has been stress tested!application until it has been stress tested!



Past and PresentPast and Present Divided We Crawl…Divided We Crawl…

– We have two web teams in separate divisions:We have two web teams in separate divisions: One team for data-driven web applicationsOne team for data-driven web applications One team for non-data-driven web pages (webmaster) – 4 One team for non-data-driven web pages (webmaster) – 4

FTE’sFTE’s

– We are in need of more collaboration between We are in need of more collaboration between teams. Ideally, we should be one team.teams. Ideally, we should be one team.

– We need to provide a consistent look and feel to our We need to provide a consistent look and feel to our entire web site.entire web site.

– We need to design our website from our customers’ We need to design our website from our customers’ perspective rather than how we view ourselves.perspective rather than how we view ourselves.

02/27/2001 – Slide #02/27/2001 – Slide #1010 2001 NCES MIS Conference - Orlando, FL2001 NCES MIS Conference - Orlando, FLISBE – Norton / PowellISBE – Norton / Powell

Past and PresentPast and Present Can you put “xyz” on the web tomorrow?Can you put “xyz” on the web tomorrow?

– Most policy makers are now under the impression Most policy makers are now under the impression that everything should be on the web and that it that everything should be on the web and that it takes very little effort to put it there.takes very little effort to put it there.

– There is a big difference between a PDF file and a There is a big difference between a PDF file and a web-based data collection application – some web-based data collection application – some people still do not understand this difference.people still do not understand this difference.

– If data collection forms change from year-to-year If data collection forms change from year-to-year these forms are not “good candidates” to design these forms are not “good candidates” to design and build web-based data collection applications and build web-based data collection applications around. Why? Annual maintenance costs $$$. Do around. Why? Annual maintenance costs $$$. Do we still build these? Yes, we oblige the boss.we still build these? Yes, we oblige the boss.


Past and PresentPast and Present From Silos to Thimbles…From Silos to Thimbles…

– There is an ever increasing need for ISBE staff to There is an ever increasing need for ISBE staff to collect ‘Survey’ or ‘Feedback’ data from our collect ‘Survey’ or ‘Feedback’ data from our customers.customers.

– Smaller data collection efforts can be put on the web Smaller data collection efforts can be put on the web for a very low cost – this is attractive.for a very low cost – this is attractive.

– With a mixture of mainframe and Client/Server With a mixture of mainframe and Client/Server applications, ISBE still experiences some ‘Silos’ of applications, ISBE still experiences some ‘Silos’ of data within our agency.data within our agency.

– Now with the internet, we are collecting these little Now with the internet, we are collecting these little surveys and feedback forms. It’s like we are placing surveys and feedback forms. It’s like we are placing little ‘thimbles’ next to those ‘silos’.little ‘thimbles’ next to those ‘silos’.


Past and PresentPast and Present Server Pastures – “Worst Practices”Server Pastures – “Worst Practices”

– Less than one year ago, we had five or six web Less than one year ago, we had five or six web servers with applications and web sites all over the servers with applications and web sites all over the place. Some servers were TEST boxes and place. Some servers were TEST boxes and others were PROD boxes – some were both. Our others were PROD boxes – some were both. Our customer could physically be directed anywhere in customer could physically be directed anywhere in our server “pasture”. our server “pasture”.

– Our web servers were an absolute mess! When a Our web servers were an absolute mess! When a site was down, sometimes we couldn’t find it or site was down, sometimes we couldn’t find it or someone on the other team had just deleted it someone on the other team had just deleted it from the server. from the server. <Insert Rant Here><Insert Rant Here>


The Strategic PlanThe Strategic Plan It’s time to act! We need a plan!It’s time to act! We need a plan!

– Unless something changed soon, we were Unless something changed soon, we were knowingly headed down a rough road. knowingly headed down a rough road.

– It was time for us to formulate a strategic It was time for us to formulate a strategic E-Business plan to get our agency on-tract E-Business plan to get our agency on-tract for success. for success.

– What is success? Success is when our What is success? Success is when our customers can get what they want, how customers can get what they want, how they want it and whenever they want it.they want it and whenever they want it.


The Strategic PlanThe Strategic Plan What Resources are Necessary to Begin?What Resources are Necessary to Begin?

– To design, build and implement data-driven web To design, build and implement data-driven web applications for your agency that are to be aligned applications for your agency that are to be aligned with a strategic plan, you will need the following:with a strategic plan, you will need the following:

A powerful visionary who is willing to think “outside the A powerful visionary who is willing to think “outside the box”,box”,

Veteran staff familiar with your agency’s data collection Veteran staff familiar with your agency’s data collection efforts over the past 5-10 years,efforts over the past 5-10 years,

Highly qualified Systems Analysts and DBA’s,Highly qualified Systems Analysts and DBA’s, Highly qualified Internet Application Developers Highly qualified Internet Application Developers

(contractual or permanent), and(contractual or permanent), and Management & Policy Maker support and $$$.Management & Policy Maker support and $$$.


The Strategic PlanThe Strategic PlanPlan Formulation: (Step 1)Plan Formulation: (Step 1)

– Formulate a current and future support Formulate a current and future support assessment. assessment.

Internal Support – New Development & Internal Support – New Development & MaintenanceMaintenance

External Support – Web Help Desk & Agency-External Support – Web Help Desk & Agency-wide Feedback Mechanismwide Feedback Mechanism

Bottom-line: How many bodies do we need?Bottom-line: How many bodies do we need?


The Strategic PlanThe Strategic PlanPlan Formulation: (Step 2a)Plan Formulation: (Step 2a)

– Secondly, propose a structure and Secondly, propose a structure and necessary staffing. necessary staffing.

Merge into one web development team.Merge into one web development team. Look at existing web staff and their functions in Look at existing web staff and their functions in

the agency.the agency. Re-define roles and create new roles if Re-define roles and create new roles if

necessary (see step 2b).necessary (see step 2b). Provide budgeting numbers for upper Provide budgeting numbers for upper

management.management.


The Strategic PlanThe Strategic PlanPlan Formulation: (Step 2b)Plan Formulation: (Step 2b)

– Our Proposed Structure: Our Proposed Structure: 1 – Manager (Leader, Customer Liaison)1 – Manager (Leader, Customer Liaison) 1 – Webmaster (Site Consistency)1 – Webmaster (Site Consistency) 2 to 6 – Web-page Designers (front-end)2 to 6 – Web-page Designers (front-end) 6 to 10 – Web Application Developers6 to 10 – Web Application Developers 1 - Technical Writer (FAQ & On-Line Help)1 - Technical Writer (FAQ & On-Line Help) 1 – Dedicated DBA (Database Design)1 – Dedicated DBA (Database Design) 2 to 4 – Helpdesk Specialists (Front-Line)2 to 4 – Helpdesk Specialists (Front-Line)



– Address any Hardware or Infrastructure Address any Hardware or Infrastructure Issues. Issues.

Work with the Infrastructure team to plan Work with the Infrastructure team to plan adequately into the future for the expected adequately into the future for the expected hardware and infrastructure needs.hardware and infrastructure needs.

The Infrastructure team should be able to The Infrastructure team should be able to provide solid dollar figures for budgeting.provide solid dollar figures for budgeting.


The Strategic PlanThe Strategic Plan Plan Formulation: (Step 4)Plan Formulation: (Step 4)

– The team manager needs to be a permanent The team manager needs to be a permanent member of a policy-making body. member of a policy-making body.

The team manager is probably the most qualified The team manager is probably the most qualified individual in the agency to make a determination of how individual in the agency to make a determination of how feasible a potential initiative will be (from a realistic data feasible a potential initiative will be (from a realistic data systems standpoint).systems standpoint).

The team manager will also be the most qualified to The team manager will also be the most qualified to assess whether an application can be built in-house or assess whether an application can be built in-house or by contractual employees.by contractual employees.

An agency policy-making body must set and adjust An agency policy-making body must set and adjust priorities for which web applications are developed, and priorities for which web applications are developed, and in which order?in which order?



– The current teams need to get together The current teams need to get together and formulate E-Business Standards. and formulate E-Business Standards.

Which web applications will be accepted / Which web applications will be accepted / turned away by the team?turned away by the team?

What are the web application coding What are the web application coding standards?standards?

What are the overall agency web site What are the overall agency web site standards?standards?


The Strategic PlanThe Strategic PlanPlan Presentation:Plan Presentation:

– Present previous work to policy makers to Present previous work to policy makers to get a solid commitment. get a solid commitment.

Much more detail must be provided than what Much more detail must be provided than what is displayed in these slides.is displayed in these slides.

Make sure that the budget figures are solid.Make sure that the budget figures are solid. Make sure that the strategic plan aligns with Make sure that the strategic plan aligns with

agency philosophy. (e.g. ISBE uses agency philosophy. (e.g. ISBE uses Lincoln/Baldridge Leadership).Lincoln/Baldridge Leadership).


Looking to the Future…Looking to the Future… ISBE has not yet submitted it’s plan to Policy ISBE has not yet submitted it’s plan to Policy

Council – that will occur within the next Council – that will occur within the next couple of months. couple of months. (5-Year Strategic IT Plan in progress)(5-Year Strategic IT Plan in progress)

The E-Business team is moving forward with The E-Business team is moving forward with the elements of the E-Business Strategic Plan the elements of the E-Business Strategic Plan as if it were approved. (See the next slide…)as if it were approved. (See the next slide…)

We’ll keep you posted – check with us this We’ll keep you posted – check with us this July in D.C.July in D.C.


Looking to the Future…Looking to the Future… A Window of Opportunity - “Best Practices”A Window of Opportunity - “Best Practices”

– Last October, we purchased three new web Last October, we purchased three new web servers that would house only data-driven web servers that would house only data-driven web applications. applications. Last FridayLast Friday, we finally finished , we finally finished migrating our last web application to the three new migrating our last web application to the three new servers. servers.

– Two of the servers are for Production. The third is Two of the servers are for Production. The third is a TEST server.a TEST server.

– Each server has two separate areas for the Each server has two separate areas for the storage of web applications: LTAPPS and storage of web applications: LTAPPS and STAPPS (LT=Long Term and ST=Short Term)STAPPS (LT=Long Term and ST=Short Term)


Looking to the Future…Looking to the Future… Standards Are In Place - “Best Practices”Standards Are In Place - “Best Practices”

– The E-Business Team has developed Coding The E-Business Team has developed Coding Standards for new web application development. Standards for new web application development.

– Our latest web application development effort Our latest web application development effort (Teacher Certificate Renewal) will be our flagship (Teacher Certificate Renewal) will be our flagship for future web-based applications. (COM+ for future web-based applications. (COM+ Components, Security, Approval Structures, On-Components, Security, Approval Structures, On-Line User Sign-up, System-based email, Crystal Line User Sign-up, System-based email, Crystal Reports, etc.)Reports, etc.)

– ““Older” web applications will have to be retro-fitted Older” web applications will have to be retro-fitted when (and if) time permits.when (and if) time permits.


Demo’sDemo’s If time permits, we may demo some If time permits, we may demo some

sites here…sites here…


Questions & AnswersQuestions & Answers

Thank You for your time!Thank You for your time!

We will now entertain any questions that We will now entertain any questions that you may have.you may have.

E-Business Strategic Planning

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