Advancing Statewide Spatial Data Infrastructures in Support of the National Spatial Data Infrastruct

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Advancing Statewide Spatial Data Infrastructures
in Support of the National Spatial Data
Infrastructure (NSDI)

• Workshop on Developing Strategic and Business
  Plans

2
Metadata

• This workshop was presented on March 19, 2006, at
  the Mid-year Meeting of the National States
  Geographic Information Council (NSGIC) in
  Annapolis, Maryland.
• NSGIC was funded for this activity by the Federal
  Geographic Data Committee (FGDC) under contract
  number 05HQCN0034.
• This PowerPointtm presentation was created to
  supplement a printed manual that was distributed
  at the workshop.
• You can obtain the same manual and materials by
  visiting the NSGIC web page at http//www.nsgic.or
  g and selecting the Hot Topics tab and then
  the Fifty States Initiative. You can also find
  the same materials on the FGDC web page at
  http//www.fgdc.gov by selecting the Policy and
  Planning tab and then selecting the link for 50
  States Strategic and Business Plan Templates.

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More Metadata

• The following people presented this material
  during the workshop
• Steve Anderson, Applied Geographics, Inc. (Slides
  5 through 36)
• Peter Bujwid, Applied Geographics, Inc. (Slides
  37 through 82)
• Bill Burgess, NSGIC Washington Liaison (Slides 83
  through 98)

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Even More Metadata!The workshop attendees gave
the following ratings for the workshop as it was
held on March 19, 2006
In addition, 88 of the attendees said they were
better prepared to develop strategic and business
plans after the workshop.
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Workshop Agenda

• 845 855 Project Overview
• 855 - 935 Strategic Plan Template
• 935 - 9 45 Strategic Plan Process Map
• 945 - 1000 Questions Answers
• 1000 - 1030 Break
• 1030 -1115 Business Plan Template
• 1115 - 1130 Score Card
• 1130 - 1145 Thoughts on Strategic Planning
• 1145 - 1200 Questions Answers

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Project Overview and Goals

• Encourage Implementation of Statewide Spatial
  Data Infrastructure (SSDI) Development
• Provide Guidance on Planning Activities
• Encourage Formation of Partnerships
• Provide Uniform Framework for the Strategic
  Business Plans

7
Who was involved??
Representing Federal State County Municipal Acade
mic Utility Private Business Non-Profit
8
What was done?

• Document Review
• Other Strategic Business Plans, I-Plans
• NC, GA, IN, KY, ME, OR, CT, RI, MD, MA
• Past Experience
• Drafted Templates
• WIKI Collaboration
• Produced Final Docs

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Whats the difference between a Strategic Plan
and a Business Plan?

• Strategic Plan
• What and the Why
• Process Goals
• Business Plan
• How, When, and How much
• Aimed at those that approve and fund
• Presents a business case

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What can they be used for?

• Plan for a Comprehensive Goal or Initiative
• Establish or Expand a Statewide Spatial Data
  Infrastructure (SSDI)
• Plan or Clarify a Component of an Initiative
• Statewide Coordination
• Standards Implementation
• Data Production
• Common Applications Development
• Etc, etc

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In your binder

• Strategic Plan Template
• Strategic Plan Process Map
• Business Plan Template
• Scorecard
• Success and Failure
• Success Pitfall Table
• Return on Investment

12
In your binderStrategic Plan Template (Tab 1)
Strategic Plan Template
13
A more detailed look

• Overview or Purpose of Section (Arial)
• List of Questions (Times New Roman)
• Help Facilitate the Planning Process
• Yield Content of Plan Itself
• Stimulate Discussion
• Not all questions need to be answered
• Some may lead to more questions

14
In your binderStrategic Planning Process Map
(Tab 2)
15
In your binderBusiness Plan Template (Tab 3)
16
In your binderCollateral Materials (Tab 4)
Scorecard
Success and Failure
17
In your binderCollateral Materials (Tab 4)
Success Pitfall Table
ROI CBA
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What is the Purpose of a Strategic Plan?

• Implements Long Term Goals
• Details Programmatic Goals
• Identifies Risks
• Develops Strategies for Overcoming Risks
• Provides a Process or Feedback Loop for
  Adjustment

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What is this Strategic Plan Template?

• Defines an Iterative Process for
• Discussions
• Research
• Drafting
• Refining
• Review

20
What is this Strategic Plan Template?

• Provides a Consistent Framework for Articulating
• Purpose
• Values
• Roles
• Objectives
• Strengths Weaknesses

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Lets take a look inside

• Executive Summary
• Strategic Planning Methodology
• Current Situation
• Vision and Goals
• Requirements
• Implementation Program
• Appendices

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Executive Summary (SPT1)

• Executive Level Presentation
• Brief, but Sufficient Detail
• Strategic Objectives of Plan
• Benefits to be Realized
• Resources Needs
• Simplified Timeline
• Associated Costs

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Focus Your Executive Summary

• Ten Pages
• Background Overview
• Intro. Definition of GIS
• History of GIS use in Maine
• Major Findings of Needs Assessment
• Major Recommendations Plan of Action
• Benefits of Plan of Action
• Funding the Plan
• Proposed Governance Structure
• Addressing Privacy
• Conclusions

• Two Pages
• Overview
• Current Issues
• Recommended Solutions
• Summary
• Funding

24
Strategic Planning Methodology (SPT2)

• Process taken to develop
• Emphasize process not the situation
• Gets you organized
• Defines plan for success
• Stakeholder identification
• Constraints or limitations
• Define target audience

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Target Audience

• Who do you need to convince?
• What would make them support this initiative?
• Are there any political barriers?
• Election Year
• Party in control
• Timing is everything
• Different Strokes for Different Folks

State of CT
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Current Situation (SPT3)

• Assessment of the situation
• Who are we?
• Where are we?
• What has succeeded (or hasnt) in the past
• SWOT
• Strengths and Weaknesses
• Opportunities and Threats

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Current Situation (SPT3)

• Study the historywhere youve been
• Examine the current issueswhere you are
• Know where the decision makers want to go
• Tie them togetherlook for synergy

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Vision and Goals (SPT4)

• Overarching goal is SSDI
• Articulating programmatic goals
• Defining steps to get there
• Realistic short and long-term horizons

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NSDI, SSDI and the Strategic and Business Plan
Templates Part of a bigger picture
Stakeholders Municipalities Parishes Townships Vil
lages County State Tribal Federal Regional
government agencies Regional planning
organizations Non-profit organizations Utilities
Private Business Academia Public

NSDI
50 States Initiative



SSDI MA
SSDI TX
SSDI AK
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Requirements (SPT5)

• Technical Section
• Assessment of Infrastructure
• Data Requirements
• Technology Requirements
• Resource Requirements
• Standards
• Organizational Needs

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Requirements(SPT5)

• Technology
• Hardware
• Software
• Network
• Legacy systems integration
• Systems Architecture

Maine Geo-Library Architecture
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Requirements(SPT5)

• Data
• What are all the needs
• Data specifications standards
• Federal, State, Local, Industry
• Data compliancy
• Data sensitivity/confidentiality
• Data flows
• Metadata
• Data sharing/MOU

Data Flows
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Requirements(SPT5)

• Coordination and Oversight
• Full-time paid Coordinator
• Defined authority for Statewide Coordination
• Formal relationship with CIO
• Involved decision maker
• Responsibilities for NSDI and Clearinghouse
  assigned
• Coordinate with LGAs, academia, public sector
• Sustainable funding exists
• Coordinators have contractual authority
• Feds work through coordinating body

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Implementation Program (SPT6)

• Divide and Conquer
• Phased Approach
• Should be High-Level
• Business Plan Lays out the Details

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Implementation Program (SPT6)

• What are your program elements?
• Data
• Orthoimagery, Parcels, Centerlines
• Standards
• Metadata
• Functional
• Public Safety
• Public Health
• Environmental Management
• Business Process
• Permitting
• Asset Management
• Land Acquisition

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Summary

• Strategic Plan
• What?
• Why?
• Strategic Process Map
• Business Plan Template
• How?
• When?
• How much?

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Strategic Plan Process Map (SPPM)

• For use by all Stakeholders in the Geospatial
  Community

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What is the SPPM?

• A practical approach
• Ideas on execution
• Structure and tasks
• Modifiable

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5 Phases

• Getting Started
• Preliminary Planning
• Strategizing
• Authoring
• Monitoring and Marketing

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2
5
1
3
1 Iterative 2 Inclusive 3 Is Approved 4
Supported 5 Flows to the business plan
4
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1. Getting Started

• Establish a Working Group
• Define roles and responsibilities
• Assign roles and responsibilities

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2. Preliminary Planning

• Logistics
• kick-off meeting
• meeting frequency
• Resource Planning
• impact on process itself
• Schedule
• Timing considerations
• Target milestones
• Organization
• Charter
• Sub-committees

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3. Strategizing

• Scoping
• Determine scope
• Other requirements
• What period of time will the plan cover?
• Goal Assessment
• Set preliminary programmatic goals
• Stakeholder validation
• Identify road blocks
• SWOT
• Capturing information
• Generating Support
• Enlist political help
• Generate consensus

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4. Authoring

• Aimed at readership
• Employ Reviewers
• Iterate
• pave the way
• Publish and be.successful

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5. Monitoring and Marketing

• Assessing progress
• Who/where
• How often
• Develop metrics
• Progress Monitoring
• Marketing
• Collecting feedback

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Questions and Answers
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Break

• Return by 1030

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Business Plan Template

• Advancing Statewide Spatial Data Infrastructures
  in Support of NSDI

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What is a Business Plan?

• Describes who you are
• Describes what you want to achieve
• Describes the benefits to be realized
• Quantifies cost and return on investment
• Outlines an implementation plan
• Provides evidence of due diligence
• Makes a good business case

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Strategic Plan vs. Business Plan

• Strategic Plan
• What and the Why
• Business Plan
• How
• Aimed at those that approve and fund

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Strategic Plan vs. Business Plan
To implement a Statewide Spatial Data
Infrastructure (SSDI) consistent with appropriate
national standards
SP
Primary Strategic Goal
GOAL 1 Establish authority for statewide
coordination
GOAL 2 Develop GIS clearinghouse
GOAL 3 Pursue goal 3
SP
BP
Programmatic Goals
ROI
Risks
Business Plan Details
BP
Implementation Plan
Costs
Benefits
Justification
Cost/Benefit
Requirements

• Business plans should relate to Strategic
  objectives
• Business Plans come from goals
• You can have more then one Business Plan

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When writing a BP think of these things

• Relevant to the organization
• Short (10-20 pages)
• Easy to read and approve
• Clear and concise
• Compelling
• Credible and factually correct
• Action oriented
• Content is aimed at a very specific readership

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BPT Section Headings

• Executive Summary
• Program Goals (programmatic goals)
• Program Benefits and Justification
• Program Requirements and Costs
• Organizational Approach
• Implementation Plan
• Appendices (your reference)

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The Executive Summary (BPT1)

• Should represent the message of the whole report
• Should stand alone
• Aimed at getting approval and funded
• Packaging

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Georgia Case for a GIO
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Programmatic Goals
To implement a Statewide Spatial Data
Infrastructure (SSDI) consistent with appropriate
national standards
SP
Primary Strategic Goal
GOAL 1 Establish authority for statewide
coordination
GOAL 2 Develop GIS clearinghouse node
GOAL 3 Pursue goal 3
SP
BP
Programmatic Goals
TASK 1.1 Identify primary stakeholders
participants
TASK 1.2 Develop political buy-in and support
TASK 1.3 Develop user community buy-in and support
TASK 1.4 Establish Statewide Coordination
Committee
BP
Programmatic Task
SUB-TASK 1.4.1 Establish Statewide Coordination
Committee Goals
BP
Performance monitoring should occur on a periodic
basis throughout the project
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Program Benefits and Justification(BPT3)

• Quantitative/Financial
• ROI assessment
• Cost/Benefit analysis
• Cost Savings
• Time saving
• Cost avoidance
• Cost of doing nothing
• Revenue Generation

ESRI Case Studies
ROI (benefit-cost)/cost
GIT Businesses Case Development and ROI
Literature Review GITA Research Division
Oregon GIS Utility Initiative
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Cost/Benefit

• Internal External Benefits
• New Capabilities
• Improved regulatory compliance
• Work efficiencies
• Improved customer service
• Decreased wait time
• Decreased training costs
• Increase in billable services
• Avoidance of future costs
• Revenue enhancement
• Reduced dependency on consultants

• System planning
• system acquisition
• Implementation
• Staffing training
• Operations and maintenance
• Database development
• System costs
• Equipment
• Software
• Hardware
• Facility

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Montgomery County, MD

• Cannot find correct data when needed
• Maps and data are out of date, incomplete,
  inaccurate
• Different data sets and maps have incompatible
  formats, definitions, and
• scale
• Need to create and maintain redundant data and
  maps in individual
• organizational units
• Number of maps produced is limited by the
  person-time required
• Number of alternatives evaluated during a study
  is limited due to the time
• and cost required for materials and staff
• Combining data and maps for a study is
  time-consuming and difficult
• Dependent on personal knowledge and memory
• Products are not standard.

• Improvements in existing operations
• Additional capabilities not available in a
  non-GIS environment
• Response to unexpected, non-planned, or emergency
  situations
• Intangible improvements
• Revenues generated through sale of data and
  products.

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Program Benefits and Justification(BPT3)

• Qualitative/Non-Financial/Hard to
  quantify/Collateral Benefits
• Meeting a mandated requirement
• Societal/community benefit
• Better or more available data
• More efficient data exchange
• Improved customer service
• Improved quality of life
• Better management of environment
• Saving life's
• Spin-off benefits
• improved mapping
• Response to the unexpected
• Enhanced revenue
• Benefit accrual

Georgia, Case for a GIO
Oregon GIS Utility Initiative
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Overview of VMM
Value
Risk
Cost

• CIO Council
• Measuring the value of electronic services
• Measure value
• Full accounting of cost
• Considers risk

VMM How To Guide - See SPT Appendix 1
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Overview of VMM Steps (Source Federal CIO
Council, Committee on Best Practices)
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More on VMM
Appendix 1 in SPT
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Program Requirements and Costs (BPT4)

• Inventory
• Data
• Technology
• Resource
• Standards
• Budget
• Risk Assessment

State of Maine Geo-Pillars
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Program Requirements(BPT4)

• Standards
• This is a cornerstone NSDI Goal
• the technology, policies, standards, and human
  resources necessary to acquire, process, store,
  distribute, and improve utilization of geospatial
  data
• FGDC is charged as the coordinating body
  responsible for development and implementing
  national strategies to advance the goal of NSDI

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Program Costs (BPT4)
Phase I costs estimates Low estimate
815,000 High estimate 1,477,000 Phase II cost
estimates Low estimate 1,016,000 High
estimate 2,032,000 Total Cost 1,831,000 -
3,509,000 Average 2,670,000 Breakdown by
activity(calculated from the average of low/high
bracket) Hardware Software 17.4 Professional
Services 25.0 Application Development 57.6

• Budget Requirements
• Short-term, long-term projected costs broken down
  as appropriate
• Planning, acquisition, implementation,
  operations, maintenance, consultant, other
• Sources of funding
• General funds, mission specific, service fees,
  permits/licenses, grants, cost recovery
• What is the source of funding over the long-term?
• Remaining insulated from being cut
• Remaining ready to harvest

Commonwealth of Massachusetts Investment Brief
for parcels data development
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Program Requirements and Costs (BPT4)

• Risk Assessment
• What is Risk?
• Program not successful
• Loss of key people
• Conflicts with mandates
• Part of planning
• What is the likelihood and potential impact
• How to mitigate

Identify Quantify Plan Response Monitor
PRIORITY
Oregon GIS Utility Initiative
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Program Requirements and Costs (BPT4)

• RISK
• Risk of doing nothing
• Risk assessment is a continuous activity

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Organizational Approach (BPT5)

• Leadership
• Statewide GIS Coordinator (GIO)
• Consolidation
• repositioning staff
• Qualification
• New staff/outsourcing
• Training needs
• Consultants
• Organize around the objective
• Coordination amongst stakeholders
• Sustainable

CT HLS Organizational Structure
Indiana GIS Organizational Structure
70

• Are you still
• Convinced
• you are doing the right thing?

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Implementation Plan (BPT6)

• This is the project plan
• Should include implementation details
• Phases
• Tasks
• Timeline
• Cost

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Marketing
Marketing Montana Coordination Council
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Branding
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The Business Plan

• BP aims to realize programmatic goal(s)
• Make a compelling business case for
• what you want to achieve
• what benefits to be realized
• Relevancy to the organization
• Targeted document aimed at check signer
• Executive Summary and the Bottom-line
• Plan is fresh for a short period so act
• Leverage the geo-community and other resources
• NSGIC website
• other

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• Plans are nothing planning is everything
• Dwight D. Eisenhower
• Plans are of little importance, but planning is
  essential
• Winston Churchill

http//www.whitehouse.gov/history/presidents/de34.
html
http//en.wikipedia.org/wiki/ImageWinston_Churchi
ll.jpg
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Case for a GIO in Georgia

• Regardless of what the future holds and how
  the Case may impact decisions, developing the
  document encouraged collaboration between several
  state and local agencies.
• In building the Case, the GISCC reached out to
  the Regional Development Centers and really
  engaged them in the document development which
  was mutually beneficial to all.

Danielle Ayan, Center for GIS
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Measuring SuccessThe Scorecard

• Advancing Statewide Spatial Data Infrastructures
  in Support of NSDI

78
Measuring Progress?

• Without some level of progress monitoring and
  oversight, success maybe successfully avoided
• If you are not keeping score then you are only
  practicing
• Develop progress metrics
• Assign task responsibilities
• Develop structures for reporting
• Meetings
• Progress Reports
• Metrics

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Developing a Scorecard

• Use a point-based approach
• Use Pass/Fail approach

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Questions and Answers
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Some Final Thoughts on Strategic and Business
Planning

• Advancing Statewide Spatial Data Infrastructures
  in Support of NSDI

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Whats Left

• Return On Investment (ROI) Cost Benefit
  Analysis
• Ramona
• Factors leading to success and failure

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Selecting a Method

• Need a Documented Approach
• Return On Investment (ROI)
• Tangible Benefits vs. Cost to Implement
• Cost Benefit Analysis (CBA)
• Tangible and Intangible Benefits vs. Cost to
  Implement
• One Example is Value Measuring Methodology (VMM)
• Federal CIO Council Value, Cost Risk

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Simple Example

• GOAL - Improve Bills Work Performance by
  Reducing Stress
• Bill needs a hobby
• What are the Options
• What are the Costs
• What are the Benefits

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Options (Qualitative Review)

• Baseball
• Seasonal, too hard on the knees
• Football
• Seasonal, too hard on everything
• Basketball
• All year long, heart attack waiting to happen
• Target Shooting
• Great stress reliever, easy on the body
• What are the costs and the benefits

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Target Shooting Options Quantitative Review
Options Analysis
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What are the Benefits?

• Tangible
• Estimated 2 hours per week productivity gain
• Intangible
• Customer Satisfaction
• In future, less likely to have
• Heart attack
• Nervous breakdown

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What is ROI?

• Benefits
• 13,000 for increased productivity (104 hours per
  year _at_ 125.00 per hour)
• Costs
• 2,514.20 (Bi-weekly Purchase Option)
• 1,434.68 (3,224 miles annually _at_ .445/mile)
• ROI Net Benefits/Total Cost
• ROI (13,000-3,949) / 3,949 or 2.29
• Payback in one year, therefore no discounting of
  future benefits/costs

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Guidance From Here

• Brief Handout on ROI in Package
• Examples on Web Page
• VMM Method Documents on Web Page
• Take some time to get a basic understanding
  before you need it
• Could have an entire workshop on ROI and CBA and
  only scratch the surface
• May try to create an Excel tool over the next
  year to assist with ROI and CBA

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Ramona as a Tool

• Information on
• Users
• Organizations
• Systems
• Policies
• Data
• Future Improvements

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Ensuring Success

• Two documents in package to read before starting
  the planning process
• Success and Failure topics
• Success and Pitfall Table
• Contain Information for
• Before you start
• During the process
• After plans are done
• The real work begins after you complete the
  Strategic and Business Plans

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Ensuring Success

• Evaluate whether or not you created a realistic
  and workable solution
• Can you articulate the compelling reasons for
  funding your project?
• Repeatedly ask
• Right people must remember your solution
• Everyone must ask for the same thing
• Provide a consistent message about solving
  problems

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Ensuring Success

• Be right and always ready to make your case
• Be reasonable and always ready with intelligent
  compromises
• Be prepared to take the other guys money
• Understand your friends and enemies

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Ensuring Success

• Dont despair be patient
• No substitute for honest effort and hard work
• MANAGE Stakeholder Expectations!!
• and much more

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How to Fail

• Dont do the above
• Write complex or confusing plans
• Assume people know what you are talking about
• Skip number crunching
• Inflate the numbers
• Do it all for them and expect them to like it
• and More

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Questions and Answers
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END