E-Service Planning and Enterprise Architecture
Oct 21, 2014
Presentation on fundamental elements in composing the e-services strategic plan that gives crucial attention to the enterprise architecture.
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TRANSFORMATION READINESS
Is the agency ready to be transformed throughICT Services?
TRANSFORMATION READINESS
Essential Question...
Essential Question...
Purpose (Mandate, Mission, Vision, Goals Stakeholders(Customer, Users, Partners Baseline(Performance, Environment) Change(Objectives, Time, Activities,
Results Responsibilities, Resources
Strategic Plan
•TIME• GAPS
•GOALS• CAPABILITY• RESULTS
•CELEBRATION
CHANGE
CHANGED
VALUE-CREATION
Strategic Planning
Strategic planning provides the participatory engagement and thinking tool to define, elaborate, document, agree and communicate the strategic baseline, strategic intent, strategic action and strategic resources with the constraint context and perspectives of time, stakeholders, performance, funds, environment, leadership and technology.
Strategic Planning
BASELINE
INTENT
ACTIONRESOURCES
TIMESTAKEHOLDERSPERFORMANCEFUNDSENVIRONMENTLEADERSHIPTECHNOLOGY
Strategic Intent – The End Points
The striving for performance is directed towards the defined strategic intent of the organization’s stakeholders. The functions, process, information, technology are evolved to the planned and agreed end points:
Position (direction)
Diffentiator (discovery)
Destiny (destiny)
-Gary Hammel & C.K. Prahalad
Strategic Intent – The End Points
Critical Attributes Sense of Direction -point of view on
long term market or competitive position
-Gary Hammel & C.K. Prahalad
Strategic Intent – The End Points
Critical Attributes Sense of Discovery -point of view on
what differentiate -unique point of view about the future
-Gary Hammel & C.K. Prahalad
Strategic Intent – The End Points
Critical Attributes Sense of Destiny – perceive goal as
inherently valuable
-Gary Hammel & C.K. Prahalad
Building Blocks of E-Services Strategic Intent in Government
MANDATEVISION
MISSIONVALUES
TECHNOLOGY
FUNCTIONSGOALS
OBJECTIVESPOLICIESPROCESS
PRODUCTS
USERSCUSTOMERSPARTNERSSUPPLIERS
ORGANIZATIONDECISION
STRUCTUREINFLUENCE
RELATIONSHIPSLOCATIONS
CORE CAPABILITIES
DIFFERENTIATING CAPABILITIES
KEY PERFORMANCE INDICATORS
FUND SOURCES
THE GOVERNMENT AGENCY
INFORMATIONSYSTEMS
STANDARDSPROCESSMETHODS
TOOLS
E-Service Strategic PlanningContent Elements:
Vision Mission Values Goals Objectives ARCHITECTUR
E Investment Sourcing Funds Results Risks Timelines Governance
AS-IS-STATE TO-BE-STATE
E-Services Strategic Planning Interrogatives
WHO ARE YOU? Corporate Mandate, Service Vision/Mission,
Programs, Organization, Performance Areas
WHERE ARE YOU NOW? Balance Scorecard, SWOT & Environmental
Scan >> Corporate Performance AreasWHAT YOU WANT TO BE? Business, Data, Application, and
Technological Architectures Definition; Principles and Standards, Integration View and Models
WHAT ARE THE GAPS? Process, Data, Application, Infrastructure,
Service Support NeedsWHAT NEEDS TO BE DONE? Business Area, Performance Definition,
Action Statements
WHAT ARE THE REQUIREMENTS? Process, Information, Technology, People
and FundsWHAT ARE THE STRATEGIC INVESTMENT? Program Scope, Assigned Resources, Time
and Cost EstimationWHO SHALL MAKE THINGS HAPPEN? RAEW Analysis – Stakeholders – R=
responsibility, A= authority E= expertise, W= work
HOW DO YOU KNOW IT HAPPENS? Performance Rubrics= From 0 -level of low
performance to 5 -level of high performance)
WHAT IS THE IMPLEMENTATION PLAN? Work Plan, Governance, Change
Management Plan, Migration Plan, Quality Management Plan, Security Plan
E-Services Strategic Planning Interrogatives
Strategic Intent
Mission (Core Purpose) Vision (Here to There) Goals (S.M.A.R.T. Targets)
Check Mission...
It is a “broadly defined but enduring statement of purpose that distinguishes the organization from others of its type and identifies the scope of its operation in product(service) and market terms.”
The Company Mission As a Strategic Tool, John A. Pearce II, Sloan Management Review, Spring 1982
Mission Statement – Elements Valuation
– Pick the key words or sentences in the mission statement that strongly speak of the following:
Purpose Strategy Values Character Behaviour
Ashridge Mission ModelAndrew Campbell
Check the Mission
Check Vision
Description of the “here to where”. A statement of desired future state for organization within the perceived horizon and targeted time frame.
Vision Statement – Elements Valuation– Pick the key words or sentences in the
vision statement that strongly speak of the following:
Outcome Inspiration Achievement Metrics
Check the Vision
Gaps: The goals express the gaps to be bridged. The gaps are needs in relation to compliance, demands, standards, value for money, optimization, business improvement, rationalization etc…
Check the Goals
• Goals should directly address needs.
• Goals are outcome and not process oriented. They clearly state, specific, measurable outcome(s) or change(s) that can be reasonably expected at the conclusion of a methodically selected intervention.
Check the Goals
Performance Goals Grid:
1. What do you want that you don't have? (ACHIEVE)
2. What do you want that you already have? (PRESERVE)
3. What don't you have that you don't want? (AVOID)
4. What do you have now that you don't want?
(ELIMINATE)
Objectives
• Objective is a statement of the results to be achieved, and includes a time frame, target of change, specific results to be achieved, method of measuring the results, and criteria for successful achievement.
• Objectives state results, not activities.
Strategic Baseline Financial Worksheets Customer Experience Internal Process Employees Lesson’s Learned
Balanced Scorecard
If we succeed, how will we look to our
shareholders?
Financial Perspective
To achieve our vision, how must we
look to our customers?
Customer Perspective
To satisfy our customers, which
processes must we excel at?
Internal Perspective
To achieve our vision, how must our
organization learn and improve?
Learning & Growth Perspective
The Strategy
40
Balanced Scorecard Perspectives
How do we Objectives Measures Targets Initiativesappear to ourStockholders?
Financial
How do we Objectives Measures Targets Initiativesappear to ourCustomers?
CustomerAt what internal Objectives Measures Targets Initiativesprocesses mustwe excel?
Internal Business ProcessVision &
Strategy
How do we Objectives Measures Targets Initiativessustain our ability to change& grow?
Learning and Growth
PerformanceModel
BusinessModel
InformationModel
TechnologyModel
BASELINE(Context)
Balance Scorecard
Process Mapping & Review
Information Systems Readiness
Configuration AssessmentStandards ComplianceService Delivery & Support Assessment
INTENT(Purpose)
Mandate, Mission, Vision,Goals
GAPS Needs
ACTION(Change)
Objectives, Priority, Raw # Tasks, Time, Results, Responsibility, Metrics
RESOURCE(Cost)
ServicesGoodsBudget -ABC
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Architecture:
– The statement of the to-be-state or desired models of the following
1. Business Architecture - Function and Process
2. Information Architecture – Data & Application
3. Technology Architecture - Standards, Network, Apps
Dev, Database etc.
CAPABILITY STRENGTH WEAKNESS OPPORTUNITY THREAT
ORGANIZATION
PROCESSES
DATA
CONTROLS
TECHNOLOGY
Information Systems S.W.O.T.
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Investment
– A listing of actions and resource requirements to support the strategic goals, objectives, and architecture
1. People Capability 2. Process Improvement3. Infrastructure Building4. Hardware Acquisition5. Software Acquisition6. Database Requirements7. Service Acquisition8. Business Continuity9. Continual Improvement
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Sourcing:
– Definition of the sourcing strategy to acquire the resources and services to support the planned actions.
1. In-Source2. Out-Source3. Mixed-Source
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Fund Sources:
– An identification of financial sourcing to support the strategic investment
1. GAA2. ODA3. Internal Funds4. Generated Income
STRATEGIC INFORMATION SYSTEM PLANNINGSuccess Indicators:
• Indicative items to be measured quantitatively and experienced qualitatively to speak of results.
• List of expected key performance indicators to be realized by the selected strategic actions.
STRATEGIC INFORMATION SYSTEM PLANNINGRisks to Mitigate:
• Statement of “What If”, the potential to occur and the mitigating measures
INFORMATION SYSTEMStrategic Action Timeline
INVESTMENT/ DELIVERABLES
YEAR 1 YEAR 2 YEAR 3OBJECTIVES ACTIONS
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Architecture:
– The statement of the to-be-state or desired models of the following
1. Business Architecture - Function and Process
2. Information Architecture – Data & Application
3. Technology Architecture - Standards, Network, Apps
Dev, Database etc.
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Investment
– A listing of actions and resource requirements to support the strategic goals, objectives, and architecture
1. People Capability 2. Process Improvement3. Infrastructure Building4. Hardware Acquisition5. Software Acquisition6. Database Requirements7. Service Acquisition8. Business Continuity9. Continual Improvement
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Sourcing:
– Definition of the sourcing strategy to acquire the resources and services to support the planned actions.
1. In-Source2. Out-Source3. Mixed-Source
STRATEGIC INFORMATION SYSTEM PLANNINGStrategic Fund Sources:
– An identification of financial sourcing to support the strategic investment
1. GAA2. ODA3. Internal Funds4. Generated Income
STRATEGIC INFORMATION SYSTEM PLANNINGSuccess Indicators:
• Indicative items to be measured quantitatively and experienced qualitatively to speak of results.
• List of expected key performance indicators to be realized by the selected strategic actions.
STRATEGIC INFORMATION SYSTEM PLANNINGRisks to Mitigate:
• Statement of “What If”, the potential to occur and the mitigating measures
INFORMATION SYSTEMStrategic Action Timeline
INVESTMENT/ DELIVERABLES
YEAR 1 YEAR 2 YEAR 3OBJECTIVES ACTIONS
ORGANIZE
1. Identify and engage the service of the Mentoring Consultant, Technical Consultants, Technical Facilitators and Researchers
2. Assist and coordinate with the AGENCY NAME ICT Services Strategic Planning Committee
3. Define and agree on the strategic planning framework, tasks and timetable
Planning Phases
DISCOVER
1. Set the organizational assessment framework for the strategic planning
2. Identify the specific issues or decisions that the strategic planning should address
3. Identify the information that must be collected4. Conduct Focus Group Discussions on the situational
assessmenta.The Mandate, Laws and Standardsb.Technical and Business Units and Business
Processesc.Current Organizational Strategies and
Limitationsd.Best Practices and International Trendse.Future Organizational Strategies and
Directionsf. The Enterprise Architecture
5. Gather and create summary presentation of the information gathered from the key technical and business areas of the organization
6. Assess the information needs/requirements of the agency7. Assess the existing IT infrastructure (i.e., hardware,
software, network, special solutions/devices, etc.) as to its applicability and further use
Planning Phases
Planning Phases
DEFINE
1. Revisit the mandate, mission, vision and values of the organization2. Define the aim, goals, and objectives of ICT services aligned to the
mission, vision, values, and business ends of the organization3. Identity the strategic directions of the agency4. Define the Enterprise Architecture aligned to the strategic
directions5. Define what it takes to realize the strategic directions6. Define the ICT service projects or components of the business
case7. Define the metrics of success or key performance indicators8. Define the best practice references9. Identify the key areas of the plan requiring specific technical
experts10.Identify the necessary upgrades and replacements that must be
made to the IT infrastructure using lifecycle management practices for infrastructure and technologies employed
11.Identify the information systems necessary to support the mandate of the AGENCY NAME.
12.Define other ICT projects that need to be included in the AGENCY NAME budget forecasts and to be prioritized within the next three (3) years.
13.Identify the criteria in the selection of the appropriate systems integration/solutions provider for the eventual implementation of the ISSP.
DRAFT
1. Consolidate the input derived from the focus discussion and research
2. Design and develop the AGENCY NAME Enterprise Architecture (EA) document
3. Develop a three (3) year Information Systems Strategic Plan (ISSP) that would serve as the “blueprint” of AGENCY NAME in the various aspects of technology, solutions, IT strategies, IS strategies, IT manpower support and budgetary requirements, among others.
4. Ensure that the developed ISSP is in conformance to the requirements of the regulatory bodies in the Philippine Government primarily as it related to monitoring, approval and implementation of the ICT vision of the agency.
5. Prepare an ISSP that conforms to the NCC format (M.O. 2003-02)6. Prepare the E-commerce Plan of the agency in support of the E-
commerce Law so that the agency maximizes the use of the Internet in the various aspects of operational and strategic thrusts.
7. Prepare the ICT Projects Investment Roadmap that considers hardware, software and network infrastructure, information systems, and other ICT projects that need to be included in the AGENCY NAME budget forecasts and to be prioritized within the next three (3) years.
8. Conduct a stakeholders and users review9. Revise and submit for final approval
Planning Phases
IMPLEMENT
1. Define implementation and monitoring process of the project outcomes and recommendations
2. Facilitate the organizational definition of the Implementation Oversight Committee
3. Define and perform a technology transfer program to ensure that AGENCY NAME management and the corresponding staff of the agency understand the conceptual and operational aspects of the deliverables
4. Conduct training on ICT Project Management5. Conduct training on ICT Subcontract Management
Planning Phases
OBJECTIVES
1.Standard-based and Performance-based Management
2.High level accuracy and immediacy of information for service delivery and for pro-active planning
3.Reduction of redundancy for service delivery and information consistency
4.Elimination of work around and manual interventions
5.Improvement in communication and work collaboration
6.Effective control and governance
7.Low total cost of ownership
ASSET MANAGEMENT ARCHITECTURE COMPONENT
PERFORMANCE AREAS
PROCESS INFORMATION
TECHNOLOGY
Immediacy
Accuracy
Availability
Accountability
Security
Capture of asset related data and information
Generation of knowledge about assets to guide analysis, decision and action
Data – set of information with attribute to compose a knowledge about asset
Application – tools, methods, procedures to generate information
Computer and Internet based devices, programs and services to enable capture, process, storage, presentation, and communication of information
INFORMATION SYSTEMS ANALYSIS FRAMEWORK
BUSINESS DOMAIN
BUSINESS AREA 1 BUSINESS AREA 2
BUSINESS PROCESS 1
BUSINESS PROCESS 2
BUSINESS PROCESS 3
PROCESSOBJECTIVES
INPUT PROCEDURES OUTPUTSHARE
PROCESSSTAKEHOLDERS
PROCESSLOCATIONS
DATAELEMENTSMEDIASOURCESQUANTITYQUALITYTIMINGRESPONSIBILITY
TRIGGERSTASKSACTIVITIESSEQUENCESRELATIONSHIPSRULESCONTROLSAUTHORITY
KINDSFORMATINFORMATIONTIMINGSTYLE GUIDEQUALITYQUANTITYUSERS
MEDIAFORMATSECURITYPOLICIESUSERS
STORE
Organization, Functions and Outcomes
Mandate, Mission, VisionStrategic, Tactical and Operation Goals
INFORMATION SYSTEMS TECHNOLOGY CONFIGURATION
INPUT PROCEDURES OUTPUTSHARE
STORE
USER ACCESS DEVICEINPUT/OUTPUT DEVICE
APPLICATIONSERVICES
DATABASESERVICES
PROCESS DEVICESTORAGE DEVICE
NETWORK DEVICECOMMUNICATION
USERINTERFACE
NETWORKSERVICES
SECURITYSERVICES
TECHNOLOGY DEVICES (Hardware)
TECHNOLOGY PROGRAMS (Software)
Performance Specifications
Functional and Non-Functional Requirements
Peop
le S
kills
Serv
ice L
evel
Serv
ice F
eatu
res
SOLUTION PROCESS DEFINITION
INPUT ENTRY
REQUIREMENT
TASKS
Actor: Step 1
Actor: Step 2
Actor: Step 3
EXIT REQUIREME
NT
OUTPUT
VALIDATION
Quantity Metrics
Quality Metrics
Policy References
Business Rules
VERIFICATION
Audit Procedures
Result Criteria
AGENCYVIRTUALPRIVATE
NETWORK
PROPERTY
PROCUREMENTACCOUNTING
SUPPLIES
BUILDING AND SITES
BUDGET/AUDIT
E-Services Point-Of-Presence
CENTRALLEVEL
DIVISIONAND REGIONAL
LEVEL
AGENCYASSET
DATABASE
SolutionConceptualModel:
SUPPLIESPROPERTY
AGENCYBUILDING
SITES
OTHERAGENCIES
PROCUMENTACCOUNTING
BUDGETAUDIT
ASSETMANAGEMENTAPPLICATION
ASSETMANAGEMENT
DATABASE
E-SERVICESTRANSACTION
DATABASEDATA ELEMENTS:(Data Dict1. Sites2. Building3. Equipment4. Supplies5. Personnel6. Funds
ASSET SYSTEM AND DATA SERVICESE-SERVICES NETWORK
USERS:1. Central Office2. Regional Office3. Unit Offices4. Provincial
ASSET MANAGEMENT SYSTEM
DATA SERVICESDATA SERVICES
APPLICATION SERVICES Program Procedures and Controls
APPLICATION SERVICES Program Procedures and Controls
SCHOOLLEVELDATA
SCHOOLLEVELDATA
CENTRAL &
REGIONLEVELDATA
CENTRAL &
REGIONLEVELDATA
DATA and
INFORMATIONRECORDING
DATA and
INFORMATIONRECORDING
DATA and
INFORMATIONREPORTING
DATA and
INFORMATIONREPORTING
TRACKING and
MONITORING
TRACKING and
MONITORING
TEXTBOOKMULTIMEDIA
TEXTBOOKMULTIMEDIA
FURNITURESSCHOOL BUILDING
FURNITURESSCHOOL BUILDING SCHOOL SITESSCHOOL SITESEQUIPTMENT
SUPPLIES
EQUIPTMENTSUPPLIES
HARDWARE DEVICES & BANDWIDTH ACCESS
INPUT FORMINPUT FORM OUTPUT FORMOUTPUT FORM
EQUIPTMENT SUPPLIES BOOKS BUILDINGS
ORGANIZATION PEOPLE FUNDS SITES
ASSETDATABASESERVICES
ASSET MANAGEMENT SYSTEMS NETWORK
PROPERTYPROPERTYDIVISION
IMCS PFSED SCHOOL SITESTITLING UNIT
PROCUREMENT ACCOUNTING
INPUT SUPPLIER INFORMATION USER
SCHOOL LEVELDIVISON LEVELREGION LEVEL
DEPEDVIRTUALPRIVATE
NETWORK
INTERNET
TASKSSTAGE
ACTORS ACTIVITIESDESCRIPTORS
DATA TRIGGERSCONTROLS
A.
B.
C.
D.
E.
PROCESS NAME:
TASKSSTAGE
ACTORS ACTIVITIESDESCRIPTORS
OUTPUTINFORMATION
FORMATATTRIBUTES
A.
B.
C.
D.
E.
PROCESS NAME:
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