# Presentation: 287418

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

**Webinar on Developing Strategic and Business Plans**

## Introductions

- Steve Anderson
- Peter Bujwid
- Richard Grady

- Boston, Massachusetts
- www.appgeo.com

## Webinar Agenda 

- 1:00 - 1:15	Participants login using Webex
- 1:15 - 1:20 	Welcome from Milo Robinson
- 1:20 - 1:30 	Introductions
- 1:30 - 2:10 	Strategic Plan Template
- 2:10 - 2:15	Questions and Answers
- 2:15 - 2:20 	Break
- 2:20 - 3:10 	Business Plan Template, Score Card
- 3:10 – 3:20	Success Factors
- 3:20 – 3:35	Questions and Answers
- 3:35 – 3:40	Break
- 3:40 - 4:00 	Questions & Answers (optional)

## 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

- ©2006, Applied Geographics, Inc

## Who was involved??

| Steering Committee |  Organization |
| --- | --- |
| Nathan Bentley | State of Idaho |
| Ingrid Bruce | City of Rancho Cucamonga, CA |
| David Brotzman | State of Vermont |
| Learon Dalby | State of Arkansas |
| Stu Davis | State of Ohio |
| Tim Haithcoat | University of Missouri |
| Christian Jacqz | State of Massachusetts |
| Stu Kirkpatrick | State of Montana |
| Vicki Lukas | USGS – Geospatial Liaisons |
| Mike Mahaffie | State of Delaware |
| Zsolt Nagy | State of North Carolina |
| Craig Neidig | State of West Virginia |
| Kevin Neimond | National Association of Counties (NACo) |
| Milo Robinson | FGDC |
| Sandy Schenck | State of Delaware |
| Lynn Shirley | University of South Carolina |
| Heather Voets | A T & T |
| Larry Zink | State of Nebraska |
| Project Support |   Organization |
| Richard Grady | AppGeo |
| Peter Bujwid | AppGeo |
| Michael Terner | AppGeo |
| Steve Anderson | AppGeo |
| Bill Burgess | NSGIC |

**Representing**
- Federal
- State
- County
- Municipal
- Academic
- Utility
- Private Business
- Non-Profit

## 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

- ©2006, Applied Geographics, Inc

- ©2006, Applied Geographics, Inc

## 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

- ‘What’ and the ‘Why’
- Process & Goals
- Business Plan
- ‘How’,** **‘When’,** **and** **‘How much’
- Aimed at those that approve and fund
- Presents a business case

- What’s the difference between a Strategic Plan and a Business Plan?

- ©2006, Applied Geographics, Inc

## Strategic Plan vs. Business Plan

**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 Details**

**SP**

**SP**

**BP**

**BP**

**Programmatic **
**Goals**

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

- Benefits

- Justification

- ROI

- Cost/Benefit

- Implementation Plan

- Costs

- Requirements

- Risks

- ©2006, Applied Geographics, Inc

## 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

- ©2006, Applied Geographics, Inc

## 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

- ©2006, Applied Geographics, Inc

## What is this Strategic Plan Template?

- Defines an Iterative Process for:
- Discussions
- Research
- Drafting
- Refining
- Review

- ©2006, Applied Geographics, Inc

## What is this Strategic Plan Template?

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

- ©2006, Applied Geographics, Inc

## Let’s take a look inside...

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

- ©2006, Applied Geographics, Inc

## Executive Summary (SPT:1)

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

- ©2006, Applied Geographics, Inc

## 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

- ©2006, Applied Geographics, Inc

## Strategic Planning Methodology (SPT:2)

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

- ©2006, Applied Geographics, Inc

## Strategic Planning Process Map (SPPM) 

**What is SPPM?**
- A practical approach
- Ideas on execution
- Structure and tasks
- Modifiable

**The Five Phases of SPPM**
- Getting Started
- Preliminary Planning
- Strategizing
- Authoring
- Monitoring and Marketing

## 1 = Iterative

**2**

**3**

**5**

**4**

- 2 = Inclusive
- 3 = Is Approved
- 4 = Supported
- 5 = Flows to the
-       business plan

**1**

- ©2006, Applied Geographics, Inc

## 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

- ©2006, Applied Geographics, Inc

## Current Situation (SPT:3)

- Assessment of the situation
- Who are we?
- Where are we?
- What has succeeded (or hasn’t) in the past
- SWOT
- Strengths and Weaknesses
- Opportunities and Threats

- ©2006, Applied Geographics, Inc

## Current Situation (SPT:3)

- Study the history...where you’ve been
- Examine the current issues...where you are
- Know where the decision makers want to go
- Tie them together...look for synergy

- ©2006, Applied Geographics, Inc

- State of Connecticut – TOPOFF3

## Vision and Goals (SPT:4)

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

- ©2006, Applied Geographics, Inc

## NSDI, SSDI and the Strategic and Business Plan Templates Part of a bigger picture

**NSDI**

- 50 States
- Initiative

- SSDI
- MA

- SSDI
- TX

- SSDI
- AK

- ©2006, Applied Geographics, Inc

## NSDI, SSDI Stakeholders

- Municipalities
- Parishes
- Townships
- Villages
- County
- State
- Tribal
- Federal
- Regional government agencies

- Regional planning organizations
- Non-profit organizations
- Utilities
- Private Business
- Academia
- Public

## Requirements (SPT:5)

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

- ©2006, Applied Geographics, Inc

## Requirements(SPT:5)

**Technology**
- Hardware
- Software
- Network
- Legacy systems integration
- Systems Architecture

- Maine Geo-Library Architecture

- ©2006, Applied Geographics, Inc

## Requirements(SPT:5)

**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

- ©2006, Applied Geographics, Inc

## Requirements(SPT:5)

**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 LGA’s, academia, & public sector
- Sustainable funding exists
- Coordinators have contractual authority
- Fed’s work through coordinating body

- ©2006, Applied Geographics, Inc

## Implementation Program (SPT:6)

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

- ©2006, Applied Geographics, Inc

## Implementation Program (SPT:6)

- 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

- ©2006, Applied Geographics, Inc

## Summary

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

- ©2006, Applied Geographics, Inc

## Questions and Answers

- 5 minutes

- ©2006, Applied Geographics, Inc

## Break

- ©2006, Applied Geographics, Inc

- 5 minutes

## Business Plan Template

- Advancing Statewide Spatial Data Infrastructures in Support of NSDI

- ©2006, Applied Geographics, Inc

## Business Plan Purpose

- To support the successful implementation of the programs identified in your organization’s Strategic Plan, thereby furthering the SSDI goal
**Makes a good business case to one or more ‘gatekeepers’**

## What should a Business Plan comprise?

- 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**

- ©2006, Applied Geographics, Inc

## Strategic Plan 
‘What’ and the ‘Why’ 
Business Plan 
‘How’
Aimed at those that approve and fund

**‘****What****’** and the **‘****Why****’**** **
- Business Plan
**‘****How****’**
- Aimed at those that **approve** and **fund**

- Strategic Plan vs. Business Plan

- ©2006, Applied Geographics, Inc

## Strategic Plan vs. Business Plan

**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 Details**

**SP**

**SP**

**BP**

**BP**

**Programmatic **
**Goals**

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

- Benefits

- Justification

- ROI

- Cost/Benefit

- Implementation Plan

- Costs

- Requirements

- Risks

- ©2006, Applied Geographics, Inc

## 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**

- ©2006, Applied Geographics, Inc

## BPT – Section Headings

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

- ©2006, Applied Geographics, Inc

## The Executive Summary... (BPT:1)

- Should represent the message of the whole report
- Should stand alone
- Aimed at getting approval and funding
- Packaging

- ©2006, Applied Geographics, Inc

- Georgia

## Programmatic Goals

**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
- node

**GOAL 3:**
- Pursue goal 3

**TASK 1.1**
- Identify primary stakeholders participants

**TASK 1.2** Develop political
- buy-in and support

**TASK 1.4** Establish Statewide Coordination Committee

**TASK 1.3**
- Develop user community buy-in and support

**Performance monitoring should occur on a periodic basis throughout the project**

**SUB-TASK 1.4.1** Establish Statewide Coordination Committee
- Goals

**SP**

**SP**

**BP**

**BP**

**BP**

**Programmatic **
**Goals**

**Programmatic**
**Task**

- ©2006, Applied Geographics, Inc

## Program Benefits and Justification

- Measure the value of your proposal
- Value can be quantitative and qualitative

## Program Benefits and Justification ROI and Cost Benefit

- ROI – Return on Investment
- CBA – Cost Benefit Analysis	ROI calculates the most tangible financial gains expected versus costs of implementation
- CBA is more comprehensive and includes assessment of non-quantitative benefits such as: improved data security, better management of the environment, more access to data

## Program Benefits and Justification(BPT:3)

- Quantitative/Financial
- Measuring the value of your proposal enhances credibility
- ROI assessment
- Cost Savings
- Time saving
- Cost avoidance
- Cost of doing nothing
- Revenue Generation

- Oregon GIS Utility
- Initiative

- ESRI Case Studies

- ROI = (benefit-cost)/cost

- GIT Businesses Case Development and ROI Literature Review
- GITA Research Division

- ©2006, Applied Geographics, Inc

## 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.

## Program Benefits and Justification(BPT:3)

- 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

- Oregon GIS Utility
- Initiative

- Georgia, Case for a GIO

- ©2006, Applied Geographics, Inc

## Value Measuring Methodology (VMM)

- Federal CIO Council
- Measuring the value of electronic services
- Decision **Framework** enables comparisons
- Considers risk

- VMM How To Guide - See SPT Appendix 1

- Cost

- Value

- Risk

## Program Requirements and Costs (BPT:4)

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

- State of Maine Geo-Pillars

- ©2006, Applied Geographics, Inc

## Program Costs (BPT:4)

- 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

**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%

- Commonwealth of Massachusetts Investment Brief for parcels data development

- ©2006, Applied Geographics, Inc

## Program Requirements and Costs (BPT:4)

- 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

- PRIORITY

- Identify
- Quantify
- Plan Response
- Monitor

- Oregon GIS Utility
- Initiative

- ©2006, Applied Geographics, Inc

## Organizational Approach  (BPT:5)

- 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

- ©2006, Applied Geographics, Inc

## 

Are you still 
Convinced 
you are doing the right thing?

- Are **you** still
- Convinced
- you are doing the right thing?

- ©2006, Applied Geographics, Inc

## Implementation Plan (BPT:6)

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

- ©2006, Applied Geographics, Inc

## Marketing& Branding

- Marketing – Montana
- Coordination Council

## 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

- ©2006, Applied Geographics, Inc

## “Plans are nothing; planning is everything” 
	Dwight D. Eisenhower 

“Plans are of little importance, but planning is essential”
   Winston Churchill 

**	**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/Image:Winston_Churchill.jpg

## 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

## Measuring SuccessThe Scorecard

- Advancing Statewide Spatial Data Infrastructures in Support of NSDI

- ©2006, Applied Geographics, Inc

## 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
- Without a target you have minimal chances of hitting it.
- Develop progress metrics
- Assign task responsibilities
- Develop structures for reporting
- Meetings
- Progress Reports
- Metrics

- ©2006, Applied Geographics, Inc

## Developing a Scorecard

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

- ©2006, Applied Geographics, Inc

- ©2006, Applied Geographics, Inc

## ©2006, Applied Geographics, Inc

## Some Final Thoughts

## 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

## Ramona as a Tool

**Information on:**
**Users**
**Organizations**
**Systems**
**Policies**
**Data**
**Future Improvements**

## How to Fail

- 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...

## 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

## 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

## 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 “guy’s” money
- Understand your friends and “enemies”

## Ensuring Success

- Don’t despair – be patient
- No substitute for honest effort and hard work
- MANAGE Stakeholder Expectations!!
- and much more...

## Questions and Answers

- Brief Q&A – 5 minutes
- Break – 5 minutes
- Continue Q&A until 4pm

- ©2006, Applied Geographics, Inc

- END

## Copyright Notice Slides 1 through 65

- The Strategic Plan Template, Business Plan Template, Strategic Planning Process Map, Performance Score Card and slides 1 through 65 in this presentation are the Intellectual Property of Applied Geographics, Inc. and therefore Copyrighted, unless otherwise indicated.
- Applied Geographics has granted to the FGDC, NSGIC, all states and equivalent entities, and their subdivisions, the right to use, reproduce and distribute the strategic and business plan templates and the training program materials that were delivered under this contract.
- All permitted copies shall be reproduced with all titles, logos, copyright notices, trademark notices, and legends included in the original materials and list Applied Geographics as the source.