BP&T Strategic Plan Our vision is to be seen as professionals and trusted partners by the customers we serve, and to be recognized among peer communities

BP&T Strategic PlanBP&T Strategic Plan

Our vision is to be seen as professionals and Our vision is to be seen as professionals and trusted partners by the customers we serve, and trusted partners by the customers we serve, and to be recognized among peer communities as a to be recognized among peer communities as a premier provider of services and infrastructurepremier provider of services and infrastructure

Richard MertzRichard MertzUnix/Database AdministratorUnix/Database Administrator

City of EvanstonCity of [email protected]@cityofevanston.org

mailto:[email protected]

Tell ‘em What Tell ‘em What You’re Going to Tell ‘emYou’re Going to Tell ‘em

DisclaimerDisclaimer The City of EvanstonThe City of Evanston PresenterPresenter BP&T Strategic Plan ProcessBP&T Strategic Plan Process

DisclaimerDisclaimer

The views expressed during this The views expressed during this presentation do not necessarily presentation do not necessarily

express those of the City of Evanston. express those of the City of Evanston. The City of Evanston accepts no The City of Evanston accepts no

responsibility or liability for actions responsibility or liability for actions taken as a result of the views taken as a result of the views

expressed in this presentation.expressed in this presentation.

The City of EvanstonThe City of EvanstonBasic InformationBasic Information

Population 74,000Population 74,000 8.5 square miles8.5 square miles $167M$167M operating budget (FY2005)operating budget (FY2005) $35M capital budget (FY2005)$35M capital budget (FY2005) 16 City buildings with City network16 City buildings with City network

PresenterPresenter 40+ years experience in industry40+ years experience in industry Unix/Database Administrator Unix/Database Administrator Responsible for:Responsible for:

All Unix serversAll Unix servers Web site configurationWeb site configuration 7 Oracle databases7 Oracle databases All Oracle applicationsAll Oracle applications All Unix applicationsAll Unix applications Progress databaseProgress database ERP technical implementation and supportERP technical implementation and support Training/mentoring assistantTraining/mentoring assistant

Involved inInvolved in Project managementProject management IS service levelsIS service levels IS Department directionIS Department direction

Linux bigotLinux bigot

Why Did We Do It?Why Did We Do It? Tired of making decisions for organizationTired of making decisions for organization Need to know service requirementsNeed to know service requirements Need to know “Project” requirementsNeed to know “Project” requirements Need to know future technology and Need to know future technology and

infrastructure infrastructure Need to know long-term funding Need to know long-term funding

requirementsrequirements Need to know what we should be working onNeed to know what we should be working on Seemed like the right thing to doSeemed like the right thing to do

What is the Business What is the Business Process & Technology Process & Technology

Group?Group?

BusinessProcess & TechnologyGroup

Information Systems

• Application Support (Help Desk)

• Infrastructure & Architecture

• Application Development & Implementation

• Training

Geographic Information Services

• Maps

• Map Analysis

• Maintain Map Data

• Maintain and improve the GIS application

• Support End Users

Project Management Office

• Business Process Improvement Initiatives

• New System Implementations

• Maintain Business Applications

• Support End Users

The Three Main Components of the New

Business Process & Technology Group

BP&T Strategic PlanningBP&T Strategic PlanningThe ProcessThe Process

BP&T Strategic PlanningBP&T Strategic PlanningThe ProcessThe Process

IT team scores projectsIT team scores projects Department scores their projects at Department scores their projects at

departmental meetingdepartmental meeting IT teamIT team

Produce analysisProduce analysis Submit to senior managementSubmit to senior management

Senior management Senior management ApprovesApproves PrioritizesPrioritizes

Plan and do itPlan and do it

Project AnalysisProject Analysis

MATRIX -- MATRIX -- MMike’sike’s AAnalyticalnalytical TTableable RRetentiveetentive IIndendeXX

A method for scoring and comparing A method for scoring and comparing projectsprojects

Projects analyzed using ten criteriaProjects analyzed using ten criteria Each of the criterion is “weighted”Each of the criterion is “weighted”

So how does the analysis work?

Analysis ExampleAnalysis ExampleChoosing the Best Candy BarChoosing the Best Candy Bar

Analysis ExampleAnalysis ExampleChoosing the Best Candy BarChoosing the Best Candy Bar

First we select the criteria that we want to use to First we select the criteria that we want to use to evaluate our Candy bars. Our candy bars will be evaluate our Candy bars. Our candy bars will be evaluated based on four criteria.evaluated based on four criteria.

Second we add “weights” to each criteria that let Second we add “weights” to each criteria that let us designate how much influence each criteria us designate how much influence each criteria should have on the final score.should have on the final score.

Next we add the products and give them a score from Next we add the products and give them a score from 0-10 for each criteria (10 being the highest). 0-10 for each criteria (10 being the highest).

Total Score is calculated by multiplying the Total Score is calculated by multiplying the proper weight by each score and then all of the proper weight by each score and then all of the weighted scores are added together.weighted scores are added together.

What if we change the weighting? What if we change the weighting?

WeightsWeights 1010 66 11 44

3 Musketeers3 Musketeers

Cadbury Cadbury Chocolate Chocolate

with with AlmondsAlmonds

Sample Sample CriteriaCriteria

TasteTaste SizeSizeCost/Cost/

OunceOunceSatisfactiSatisfacti

onon Total Score

6 60844 9 2 101

18510 8 1 9

XX 1 10

X95

X128

Any Questions?Any Questions?

Project Analysis RationaleProject Analysis RationaleCriterion #1: Direct External Customer ImpactCriterion #1: Direct External Customer Impact

Core QuestionCore Question Is there a direct and positive Is there a direct and positive

impact on the external impact on the external customercustomer??

CriteriaCriteria Project impact can be “felt” by Project impact can be “felt” by

external customerexternal customer Project impacts the customer in Project impacts the customer in

a a positive positive manner (the degree manner (the degree to which this is true is to which this is true is assessed)assessed)

Improves City imageImproves City image Improves public safetyImproves public safety

ExamplesExamples Paying parking tickets on-linePaying parking tickets on-line Purchasing city stickers on-linePurchasing city stickers on-line Signing up for recreation Signing up for recreation

activities on-lineactivities on-line Citizen service requestCitizen service request

Score

External Customer Benefit

0 No Positive Impact

1

2

3

4

5 Moderate Positive Impact

6

7

8

9

10 Highest Positive Impact

1010

Project Analysis RationaleProject Analysis RationaleCriterion #2: Business Process ImprovementCriterion #2: Business Process Improvement

Core QuestionCore Question How much does the project How much does the project

improve the city’s ability to improve the city’s ability to conduct business effectively?conduct business effectively?

CriteriaCriteria Project replaces manual processesProject replaces manual processes Project eliminates isolated dataProject eliminates isolated data Project eliminates duplicate Project eliminates duplicate

activitiesactivities Project speeds up processing timeProject speeds up processing time Project eliminates redundant dataProject eliminates redundant data

ExamplesExamples Digitizing paper documents so they Digitizing paper documents so they

can be easily stored and accessed can be easily stored and accessed on-lineon-line

Replacing paper forms with Replacing paper forms with electronic ones that can be routed electronic ones that can be routed for approvalfor approval

Score

Business Improvement

0 No Improvement

1

2

3

4

5 Moderate Improvement

6

7

8

9

10 Highest Improvement

88

Project Analysis RationaleProject Analysis RationaleCriterion #3: Sponsor Department ReadinessCriterion #3: Sponsor Department Readiness

Core QuestionCore Question How ready is this department to implement this project?How ready is this department to implement this project?

CriteriaCriteria Project staff are available to implement and maintainProject staff are available to implement and maintain Project staff have the proper skill levels Project staff have the proper skill levels Department has a history of successful performance on past projectsDepartment has a history of successful performance on past projects Funding is available for the projectFunding is available for the project Work started?Work started?

ExamplesExamples Department has two qualified FTEs that it can dedicate to the project nowDepartment has two qualified FTEs that it can dedicate to the project now Department can dedicate a full time project manager to the projectDepartment can dedicate a full time project manager to the project

Score

Department Readiness

0 Not ready to go for the foreseeable future.

1

2

3

4

5 Ready to go but will need to do some resource planning

6

7

8

9

10 Ready to go now/Resources are not an issue. Let’s do it!

99

Project Analysis RationaleProject Analysis RationaleCriterion #4: Information Technology ReadinessCriterion #4: Information Technology Readiness

Core QuestionCore Question How ready is the IT department to How ready is the IT department to

implement this project?implement this project?

CriteriaCriteria Project staff are availableProject staff are available Project staff have the proper skill levels Project staff have the proper skill levels

(technical experts)(technical experts) Infrastructure in placeInfrastructure in place

ExampleExample IT can dedicate one qualified FTE that IT can dedicate one qualified FTE that

has some experience with the project’s has some experience with the project’s technologytechnology

Oracle database requiredOracle database required

ScorScoree

IT ReadinessIT Readiness

00 Not ready to go for the Not ready to go for the foreseeable future.foreseeable future.

11

22

33

44

55 Ready to go but will need Ready to go but will need to do some resource to do some resource planningplanning

66

77

88

99

1010 Ready to go now. Ready to go now. Resources are not an Resources are not an issue. Let’s do it!issue. Let’s do it!

33

Project Analysis RationaleProject Analysis RationaleCriterion #5: Low Functional Staff RequirementsCriterion #5: Low Functional Staff Requirements

Core QuestionCore Question How many FTE months will it How many FTE months will it

take to implement this project take to implement this project from the “functional” side?from the “functional” side?

CriteriaCriteria FTE from RFP through go-LiveFTE from RFP through go-Live Project managementProject management Project team membersProject team members Is an RFP required?Is an RFP required? Is this new technology?Is this new technology? Are data conversion & interfaces Are data conversion & interfaces

required?required? Do we need to do a lot of end Do we need to do a lot of end

user training?user training? Does NOT include support from Does NOT include support from

IS or from vendors/consultantsIS or from vendors/consultants

Examples (See Spreadsheet)Examples (See Spreadsheet)

ScoreScore FTE MonthsFTE Months

00 > 36 FTE Months> 36 FTE Months

11 36 FTE Months36 FTE Months









1010 < = 1 FTE Month< = 1 FTE Month

77

Project Analysis RationaleProject Analysis RationaleCriterion #6: Low IT Staff RequirementsCriterion #6: Low IT Staff Requirements

Core QuestionCore Question How many FTE months will it How many FTE months will it

take to implement this project take to implement this project from the “Technical” Side?from the “Technical” Side?

CriteriaCriteria FTE from RFP through go-LiveFTE from RFP through go-Live Is an RFP required?Is an RFP required? Is this new technology?Is this new technology? Are data conversion & interfaces Are data conversion & interfaces

required?required? Does NOT include support from Does NOT include support from

IS or from vendors/consultantsIS or from vendors/consultants

ExampleExample One IT staff member for 1 day One IT staff member for 1 day

per week for 26 weeks = 1.2 FTE per week for 26 weeks = 1.2 FTE months (9)months (9)

ScorScoree

FTE MonthsFTE Months

00 >36 FTE Months>36 FTE Months










1010 <= 1 FTE Month<= 1 FTE Month

55

Project Analysis RationaleProject Analysis RationaleCriterion #7: Low City CostCriterion #7: Low City Cost

Core QuestionCore Question What is the total cost to the city to What is the total cost to the city to

implement this project?implement this project?

CriteriaCriteria Software licensesSoftware licenses One year maintenance & supportOne year maintenance & support Consulting feesConsulting fees Infrastructure (hardware/network)Infrastructure (hardware/network)

ExampleExample Project Costs: Project Costs:

$100,000 – Software$100,000 – Software $20,000 – 1$20,000 – 1stst Year of maintenance Year of maintenance $300,000 – Consulting fees$300,000 – Consulting fees $50,000 – New hardware/server$50,000 – New hardware/server $470,000 – Total = 4$470,000 – Total = 4

Score City Cost

0 > $2 million

1 $1 million to $2 million

2 $750,001 to $1 million

3 $500,001 to $750,000

4 $250,001 to $500,000

5 $100,001 to $250,000

6 $75,001 to $100,000

7 $50,001 to $75,000

8 $20,001 to $50,000

9 $5,001 to $20,000

10 < $5,000

33

Project Analysis RationaleProject Analysis RationaleCriterion #8: Low Time to BenefitCriterion #8: Low Time to Benefit

Core QuestionCore Question How long will it take to realize the “first” How long will it take to realize the “first”

benefit associated with this project?benefit associated with this project?

CriteriaCriteria Timeline starts at the kick-off of the Timeline starts at the kick-off of the

project and goes until the first benefit is project and goes until the first benefit is realizedrealized

Benefits can include but are not limited to Benefits can include but are not limited to service improvements and/or financial service improvements and/or financial savingssavings

ExampleExample Project begins on January 1 and the first Project begins on January 1 and the first

benefit is realized on December 31. benefit is realized on December 31. Twelve months = 6Twelve months = 6

Score Time to Benefit

0 > 4 years

1 37 to 48 months

2 29 to 36 months

3 24 to 28 months

4 19 to 23 months

5 15 to 18 months

6 11 to 14 months

7 7 to 10 months

8 4 to 6 months

9 1 to 3 months

10 < 1 months

44

Project Analysis RationaleProject Analysis RationaleCriterion #9: High Return on InvestmentCriterion #9: High Return on Investment

Core QuestionCore Question How much new revenue received or cost How much new revenue received or cost

saved will the city realize within two years saved will the city realize within two years after the project ends?after the project ends?

CriteriaCriteria How long will it take for the project to pay How long will it take for the project to pay

for itself (excludes cost of internal staff)for itself (excludes cost of internal staff) % = (Savings or Revenue)/Cost% = (Savings or Revenue)/Cost

ExampleExample ROIROI

$470,000 – Total Project Cost$470,000 – Total Project Cost $250,000 – Savings Per Year$250,000 – Savings Per Year $250,000/$470,000 = 53% = 6$250,000/$470,000 = 53% = 6 Project “pay back” period is just under 2 Project “pay back” period is just under 2

yearsyears

Score

Value (@ 2 Years)

0 0%

1 1% to 4%

2 5% to 10%

3 11% to 20%

4 21% to 35%

5 36% to 50%

6 51% to 70%

7 71% to 90%

8 91% to 150%

9 151% to 250%

10 < 250%

22

Project Analysis RationaleProject Analysis RationaleCriterion #10: Low RiskCriterion #10: Low Risk

Core QuestionCore Question What is the risk of project failure?What is the risk of project failure?

CriteriaCriteria Project failure is defined as the project Project failure is defined as the project

being cancelled or tabled before/during being cancelled or tabled before/during the implementation or after it goes live the implementation or after it goes live (Projects can fail after they go live)(Projects can fail after they go live)

Do we have non-IT skills required to Do we have non-IT skills required to make the project a successmake the project a success

Does the project require the input of Does the project require the input of multiple departments or citizensmultiple departments or citizens

Are interfaces or data conversion Are interfaces or data conversion requiredrequired

ExampleExample Citizen Relationship Management has Citizen Relationship Management has

high visibility, impacts citizens and high visibility, impacts citizens and requires input from every city requires input from every city departmentdepartment

Score

Risk

0 Highest Possible Risk

1

2

3

4

5 Moderate but Manageable Risk

6

7

8

9

10 No Risk Whatsoever

66

Project Scoring Matrix

Sponsor Department

10 8 9 3 7 5 3 4 2 6

Direct External Customer

Impact

Business Improv.

Sponsor Dept.

Readiness

IT Readiness

Low Functional Staff Req.

Low IT Staff

Req.

Low City Cost

Low Time to Benefit

High Return on

Investment

Low Risk

WEIGHTED SCORE

10 10 0 8 1 2 4 7 4 1 275

Project Scoring Matrix

IT Team

10 8 9 3 7 5 3 4 2 6

Direct External Customer

Impact

Business Improv.

Sponsor Dept.

Readiness

IT Readiness

Low Functional Staff Req.

Low IT Staff Req.

Low City Cost

Low Time to Benefit

High Return on

Investment

Low Risk

WEIGHTED SCORE

9 10 0 8 1 2 4 7 0 1 257

Actual ScoringActual Scoring

AnalysisAnalysis

Produce rankings/graphs byProduce rankings/graphs by Individual criteriaIndividual criteria Combined/weighted scoresCombined/weighted scores

BP&T Strategic PlanningBP&T Strategic PlanningDeciding: What Will We Do?Deciding: What Will We Do?

Add infrastructure projectsAdd infrastructure projects Database migration/upgradeDatabase migration/upgrade Exchange migration/upgradeExchange migration/upgrade SAN migration/upgradeSAN migration/upgrade Phone migration/upgradePhone migration/upgrade WirelessWireless


Group projectsGroup projects Already budgetedAlready budgeted Already startedAlready started Budget neededBudget needed

IT involvement “heavy”IT involvement “heavy” New system for Community DevelopmentNew system for Community Development Customer service requestCustomer service request Document managementDocument management Work orderWork order

IT involvement “light”IT involvement “light” Sign fabricationSign fabrication Sidewalk inventorySidewalk inventory


Put together proposed plan for Put together proposed plan for projectsprojects

1 huge project at a time1 huge project at a time 6 other projects at a time6 other projects at a time Constrained by:Constrained by:

Budget availabilityBudget availability Department readinessDepartment readiness

Ultimately decided by City ManagerUltimately decided by City Manager

BP&T Strategic PlanningBP&T Strategic PlanningBenefitsBenefits

Projects/desires exposedProjects/desires exposed Project synergy (licensing)Project synergy (licensing) Infrastructure needs exposed Infrastructure needs exposed

(wireless)(wireless) It’s a business/political decisionIt’s a business/political decision It’s NOT, NOT, NOT, NOT, NOT, NOT, It’s NOT, NOT, NOT, NOT, NOT, NOT,

NOT an IT decisionNOT an IT decision

ChallengesChallenges Obtaining management support and involvementObtaining management support and involvement Obtaining management support and involvementObtaining management support and involvement Getting people to believe it will make a differenceGetting people to believe it will make a difference Obtaining management support for Obtaining management support for

implementationimplementation Transfer peopleTransfer people Agree on scheduleAgree on schedule

Change processChange process Steering committeeSteering committee Try and figure out how to stop making all the Try and figure out how to stop making all the

decisionsdecisions

Documents

BP&T Strategic Plan Our vision is to be seen as professionals and trusted partners by the customers we serve, and to be recognized among peer communities