NSGIC March 2006 NSGIC March 2006 Spatial Data Spatial Data Infrastructures in Infrastructures in Support of the National Support of the National Spatial Data Spatial Data Infrastructure (NSDI) Infrastructure (NSDI) Workshop on Developing Workshop on Developing Strategic and Business Plans Strategic and Business Plans
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NSGIC March 2006NSGIC March 2006
Advancing Statewide Spatial Advancing Statewide Spatial Data Infrastructures in Support of Data Infrastructures in Support of
the National Spatial Data the National Spatial Data Infrastructure (NSDI)Infrastructure (NSDI)
Workshop on Developing Workshop on Developing Strategic and Business PlansStrategic and Business Plans
NSGIC March 2006NSGIC March 2006
About the Copyright Notice that About the Copyright Notice that may appear on Slides 7 through 84may appear on Slides 7 through 84
• The Strategic Plan Template, Business Plan Template, The Strategic Plan Template, Business Plan Template, Strategic Planning Process Map, Performance Score Card Strategic Planning Process Map, Performance Score Card and most of the slides from 7 through 84 of this and most of the slides from 7 through 84 of this presentation are the Intellectual Property of Applied presentation are the Intellectual Property of Applied Geographics, Inc. and therefore Copyrighted, unless Geographics, Inc. and therefore Copyrighted, unless otherwise indicated.otherwise indicated.
• Applied Geographics has granted to the FGDC, NSGIC, all Applied Geographics has granted to the FGDC, NSGIC, all states and equivalent entities, and their subdivisions, the states and equivalent entities, and their subdivisions, the right to use, reproduce and distribute the strategic and right to use, reproduce and distribute the strategic and business plan templates and the training program materials business plan templates and the training program materials that were delivered under this contract.that were delivered under this contract.
• All permitted copies shall be reproduced with all titles, All permitted copies shall be reproduced with all titles, logos, copyright notices, trademark notices, and legends logos, copyright notices, trademark notices, and legends included in the original materials and list Applied included in the original materials and list Applied Geographics as the source. Geographics as the source.
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MetadataMetadata• This workshop was presented on March 19, 2006, at the This workshop was presented on March 19, 2006, at the
Mid-year Meeting of the National States Geographic Mid-year Meeting of the National States Geographic Information Council (NSGIC) in Annapolis, Maryland.Information Council (NSGIC) in Annapolis, Maryland.
• NSGIC was funded for this activity by the Federal NSGIC was funded for this activity by the Federal Geographic Data Committee (FGDC) under contract Geographic Data Committee (FGDC) under contract number: 05HQCN0034.number: 05HQCN0034.
• This PowerPointThis PowerPointtmtm presentation was created to presentation was created to supplement a printed manual that was distributed at supplement a printed manual that was distributed at the workshop.the workshop.
• You can obtain the same manual and materials by You can obtain the same manual and materials by visiting the NSGIC web page at visiting the NSGIC web page at http://www.nsgic.orghttp://www.nsgic.org and selecting the “Hot Topics” tab and then the “and selecting the “Hot Topics” tab and then the “Fifty States InitiativeFifty States Initiative.” You can also find the same .” You can also find the same materials on the FGDC web page at materials on the FGDC web page at http://www.fgdc.govhttp://www.fgdc.gov by selecting the “Policy and Planning” tab and then by selecting the “Policy and Planning” tab and then selecting the link for “selecting the link for “50 States Strategic and Business Plan Templates50 States Strategic and Business Plan Templates.”.”
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More MetadataMore Metadata
• The following people presented this The following people presented this material during the workshop:material during the workshop:• Steve Anderson, Applied Geographics, Steve Anderson, Applied Geographics,
Inc. (Slides 5 through 36)Inc. (Slides 5 through 36)• Peter Bujwid, Applied Geographics, Inc. Peter Bujwid, Applied Geographics, Inc.
(Slides 37 through 82)(Slides 37 through 82)• Bill Burgess, NSGIC Washington Liaison Bill Burgess, NSGIC Washington Liaison
(Slides 83 through 98)(Slides 83 through 98)
NSGIC March 2006NSGIC March 2006
Even More Metadata!Even More Metadata!The workshop attendees gave the following ratings for the The workshop attendees gave the following ratings for the
workshop as it was held on March 19, 2006: workshop as it was held on March 19, 2006:
0
10
20
30
40
50
60
%
Instruction Presentation Handouts Facilities
Excellent
Good
Average
Poor
In addition, 88% of the attendees said they were better prepared to develop strategic and business plans after the workshop.
Project Overview and GoalsProject Overview and Goals
• Encourage Implementation of Encourage Implementation of Statewide Statewide Spatial Data InfrastructureSpatial Data Infrastructure (SSDI)(SSDI) DevelopmentDevelopment
• Provide Provide GuidanceGuidance on Planning Activities on Planning Activities
• Encourage Formation of Encourage Formation of PartnershipsPartnerships
• Provide Uniform Provide Uniform FrameworkFramework for the for the Strategic & Business PlansStrategic & Business Plans
What can they be used for?What can they be used for?
• Plan for a Plan for a ComprehensiveComprehensive Goal or Goal or InitiativeInitiative• Establish or Expand a Statewide Spatial Establish or Expand a Statewide Spatial
Data Infrastructure (Data Infrastructure (SSDISSDI))
• Plan or Clarify a Plan or Clarify a Component Component ofof anan InitiativeInitiative
DataData• What are all the needsWhat are all the needs• Data specifications & standardsData specifications & standards
Federal, State, Local, IndustryFederal, State, Local, Industry
• Data compliancyData compliancy• Data sensitivity/confidentialityData sensitivity/confidentiality• Data flowsData flows• MetadataMetadata• Data sharing/MOUData sharing/MOU
• Describes who you areDescribes who you are• Describes Describes whatwhat you want to achieve you want to achieve• Describes the Describes the benefitsbenefits to be realized to be realized• Quantifies Quantifies costcost and and return on investmentreturn on investment• Outlines an implementation planOutlines an implementation plan• Provides evidence of Provides evidence of due diligencedue diligence
• Makes a good business caseMakes a good business case
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 DetailsBusiness Plan DetailsBusiness Plan DetailsBusiness Plan Details
SP
SP
BP
BPProgrammatic Goals
Strategic Plan vs. Business PlanStrategic Plan vs. Business Plan
• Business plans should relate to Strategic objectivesBusiness plans should relate to Strategic objectives• Business Plans come from goals• You can have more then one Business PlanYou can have more then one Business Plan
When writing a BP think of these When writing a BP think of these things:things:
• Relevant to the organization Relevant 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 readershipContent is aimed at a very specific readership
• Executive SummaryExecutive Summary• Program Goals Program Goals (programmatic 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)
compliancecompliance• Work efficienciesWork efficiencies• Improved customer serviceImproved customer service• Decreased wait timeDecreased wait time• Decreased training costsDecreased training costs• Increase in billable servicesIncrease in billable services• Avoidance of future costsAvoidance of future costs• Revenue enhancementRevenue enhancement• Reduced dependency on Reduced dependency on
Montgomery County, MDMontgomery County, MD1. Cannot find correct data when needed2. Maps and data are out of date, incomplete, inaccurate3. Different data sets and maps have incompatible formats, definitions, and4. scale5. Need to create and maintain redundant data and maps in individual6. organizational units7. Number of maps produced is limited by the person-time required8. Number of alternatives evaluated during a study is limited due to the time9. and cost required for materials and staff10. Combining data and maps for a study is time-consuming and difficult11. Dependent on personal knowledge and memory12. Products are not standard.
a. Improvements in existing operationsb. Additional capabilities not available in a non-
GIS environmentc. Response to unexpected, non-planned, or
emergency situationsd. Intangible improvementse. Revenues generated through sale of data
and products.
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Program Benefits and JustificationProgram Benefits and Justification(BPT:3)(BPT:3)
Qualitative/Qualitative/Non-Financial/Hard to Non-Financial/Hard to quantify/Collateral Benefitsquantify/Collateral Benefits
Meeting a mandated requirementMeeting a mandated requirement Societal/community benefitSocietal/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 benefitsSpin-off benefits• improved mappingimproved mapping• Response to the unexpectedResponse to the unexpected• Enhanced revenueEnhanced revenue
• CIO CouncilCIO Council• Measuring the Measuring the
value of value of electronic electronic servicesservices
• Measure valueMeasure value• Full Full
accounting of accounting of costcost
• Considers riskConsiders riskVMM How To Guide - See SPT Appendix 1
Cost
Value Risk
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Overview of VMM Steps Overview of VMM Steps (Source: Federal CIO Council, Committee on Best Practices)(Source: Federal CIO Council, Committee on Best Practices)
Step 1: Step 1:
Develop a Decision Develop a Decision FrameworkFramework
Step 2: Step 2:
Alternative AnalysisAlternative AnalysisStep 3: Step 3:
Pull the Information Pull the Information TogetherTogether
Step 4:Step 4:
Communicate and Communicate and DocumentDocument
Identify and Identify and define value define value structurestructure
Identify and Identify and define alternativesdefine alternatives
Aggregate the Aggregate the cost estimatecost estimate
Communicate Communicate value to customers value to customers and stakeholdersand stakeholders
Identify and Identify and define risk structuredefine risk structure
Estimate value Estimate value and costand cost
Calculate ROICalculate ROI Prepare budget Prepare budget justification justification documentdocument
Identify and Identify and define cost structuredefine cost structure
Conduct risk Conduct risk analysisanalysis
Calculate the Calculate the value scorevalue score
Satisfy ad hoc Satisfy ad hoc reporting reporting requirementrequirement
Begin Begin documentationdocumentation
Ongoing Ongoing documentationdocumentation
Calculate the risk Calculate the risk scorescore
Use lessons Use lessons learned to improve learned to improve processesprocesses
Compare value, Compare value, cost, and riskcost, and risk
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More on VMMMore on VMM
Appendix 1 in SPT
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Program Requirements and Costs Program Requirements and Costs (BPT:4)(BPT:4)
Program RequirementsProgram Requirements(BPT:4)(BPT:4)
StandardsStandards• This This isis a cornerstone NSDI Goal a cornerstone NSDI Goal
““the technology, policies, standards, and the technology, policies, standards, and human resources necessary to acquire, human resources necessary to acquire, process, store, distribute, and improve process, store, distribute, and improve utilization of geospatial data”utilization of geospatial data”
• FGDC is charged as the coordinating FGDC is charged as the coordinating body responsible for development and body responsible for development and implementing national strategies to implementing national strategies to advance the goal of NSDIadvance the goal of NSDI
• 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:
• whatwhat you want to achieve you want to achieve• what what benefitsbenefits to be realized to be realized• RelevancyRelevancy to the organization to the organization
• Targeted document aimed at “check signer”Targeted document aimed at “check signer”• Executive Summary and the Bottom-line Executive Summary and the Bottom-line • Plan is “fresh” for a short period so ‘act’Plan is “fresh” for a short period so ‘act’• Leverage the geo-community and other resourcesLeverage the geo-community and other resources
Case for a GIO in GeorgiaCase for a GIO in Georgia
“ “Regardless of what the future holds and how the Regardless of what the future holds and how the Case may impact decisions, developing the Case may impact decisions, developing the document document encouraged collaboration between encouraged collaboration between several state and local agenciesseveral state and local agencies. .
In building the Case, the GISCC reached out to the In building the Case, the GISCC reached out to the Regional Development Centers and really Regional Development Centers and really engaged them in the document development engaged them in the document development which was which was mutually beneficial to allmutually beneficial to all. ” . ”
• WithoutWithout some level of progress monitoring and some level of progress monitoring and oversight, success maybe ‘successfully’ avoidedoversight, success maybe ‘successfully’ avoided
• If you are If you are not keeping scorenot keeping score then you are only then you are only practicingpracticing
• Develop progress metricsDevelop progress metrics• Assign task responsibilitiesAssign task responsibilities• Develop structures for reportingDevelop structures for reporting
Some Final Thoughts on Some Final Thoughts on Strategic and Business Strategic and Business
PlanningPlanning
Advancing Statewide Spatial Advancing Statewide Spatial Data Infrastructures in Data Infrastructures in
Support of NSDISupport of NSDI
NSGIC March 2006NSGIC March 2006
What’s LeftWhat’s Left
• Return On Investment (ROI) & Cost Return On Investment (ROI) & Cost Benefit AnalysisBenefit Analysis
• RamonaRamona• Factors leading to success and failureFactors leading to success and failure
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Selecting a MethodSelecting 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 Tangible and IntangibleIntangible Benefits vs. Cost to Benefits vs. Cost to
ImplementImplement• One Example is Value Measuring Methodology One Example is Value Measuring Methodology
(VMM)(VMM) Federal CIO Council – Value, Cost & RiskFederal CIO Council – Value, Cost & Risk
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Simple ExampleSimple Example
• GOAL - Improve Bill’s Work GOAL - Improve Bill’s Work Performance by Reducing StressPerformance 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
• Benefits Benefits • $13,000 for increased productivity (104 hours $13,000 for increased productivity (104 hours
per year @ $125.00 per hour)per year @ $125.00 per hour)• CostsCosts
• $2,514.20 (Bi-weekly Purchase Option)$2,514.20 (Bi-weekly Purchase Option)• $1,434.68 (3,224 miles annually @ $.445/mile) $1,434.68 (3,224 miles annually @ $.445/mile)
• ROI = ROI = NetNet Benefits/Total Cost Benefits/Total Cost• ROIROI = ($13,000-$3,949) / $3,949 or = ($13,000-$3,949) / $3,949 or 2.292.29• Payback in one year, therefore no Payback in one year, therefore no
discounting of future benefits/costsdiscounting of future benefits/costs
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Guidance From HereGuidance 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 Take some time to get a basic
understanding before you need itunderstanding before you need it• Could have an entire workshop on ROI and Could have an entire workshop on ROI and
CBA and only scratch the surfaceCBA and only scratch the surface• May try to create an Excel tool over the May try to create an Excel tool over the
next year to assist with ROI and CBAnext year to assist with ROI and CBA
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Ramona as a ToolRamona as a Tool
• Information on:Information on:• UsersUsers• OrganizationsOrganizations• SystemsSystems• PoliciesPolicies• DataData
• Future Future ImprovementsImprovements
• Information on:Information on:• UsersUsers• OrganizationsOrganizations• SystemsSystems• PoliciesPolicies• DataData
• Future Future ImprovementsImprovements
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Ensuring SuccessEnsuring Success
• Two documents in package to read before Two documents in package to read before starting the planning processstarting 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 real work begins after you complete the Strategic and Business Plansthe Strategic and Business Plans
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Ensuring SuccessEnsuring Success
• Evaluate whether or not you created a Evaluate whether or not you created a realistic and workable solution realistic and workable solution
• Can you articulate the compelling reasons Can you articulate the compelling reasons for funding your project?for funding your project?
• Repeatedly ask Repeatedly 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 Provide a consistent message about
solving problemssolving problems
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Ensuring SuccessEnsuring Success
• Be right and always ready to make Be right and always ready to make your caseyour case
• Be reasonable and always ready with Be reasonable and always ready with intelligent compromisesintelligent compromises
• Be prepared to take the other Be prepared to take the other “guy’s” money“guy’s” money
• Understand your friends and Understand your friends and “enemies”“enemies”
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Ensuring SuccessEnsuring Success
• Don’t despair – be patientDon’t despair – be patient• No substitute for honest effort and No substitute for honest effort and
hard workhard work• MANAGE Stakeholder Expectations!!MANAGE Stakeholder Expectations!!• and much more…and much more…
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How to FailHow to Fail
• Don’t do the aboveDon’t do the above• Write complex or confusing plansWrite complex or confusing plans• Assume people know what you are talking Assume people know what you are talking
aboutabout• Skip number crunchingSkip number crunching• Inflate the numbersInflate the numbers• Do it all for “them” and expect “them” to Do it all for “them” and expect “them” to