Www.AppGeo.com Slide 1 The Minnesota Geographic Information Office: MnGEO Summary of the Drive to Excellence GIS Functional Transformation Project Prepared

www.AppGeo.comwww.AppGeo.com Slide Slide 11

The MinnesotaThe MinnesotaGeographic Geographic Information Information Office:Office:MnGEOMnGEO

Summary of the Summary of the Drive to ExcellenceDrive to ExcellenceGIS Functional Transformation ProjectGIS Functional Transformation Project

Prepared by Applied Geographics, Inc.Prepared by Applied Geographics, Inc.

June, 2009June, 2009

Slide Slide 22www.AppGeo.comwww.AppGeo.com

OverviewOverview

• The process that was followedThe process that was followed

• The business drivers for transformationThe business drivers for transformation

• What was recommendedWhat was recommended

• What happens now?What happens now? RisksRisks Success factorsSuccess factors


Overview of the GIS Functional Transformation ProjectOverview of the GIS Functional Transformation Project

• OpenOpen and and transparenttransparent process process No surprisesNo surprises Lots of opportunity to provide inputLots of opportunity to provide input

• Information gatheringInformation gathering WorkshopsWorkshops Interviews with 17 state agenciesInterviews with 17 state agencies

• Strategizing and recommendation developmentStrategizing and recommendation development State government workshop to refine preliminary State government workshop to refine preliminary

recommendationsrecommendations Supplemental information gatheringSupplemental information gathering

• Cost to government surveyCost to government survey• Prioritization surveyPrioritization survey

• OversightOversight and and guidanceguidance from Drive To Excellence from Drive To Excellence Steering CommitteeSteering Committee


Business Drivers for GIS TransformationBusiness Drivers for GIS TransformationAs with all things D2E, it’s about silos to enterprise…As with all things D2E, it’s about silos to enterprise…

Minnesota Drive to Excellence Transformation Roadmap SummaryMinnesota Drive to Excellence Transformation Roadmap SummaryFrom Deloitte: March, 2005From Deloitte: March, 2005

GIS GIS GIS


Common problems many states face…Common problems many states face…

• GIS governance has “grown up” incrementally and organically; GIS governance has “grown up” incrementally and organically; not necessarily strategicallynot necessarily strategically

• How to achieve coordination?How to achieve coordination? Agency to agencyAgency to agency State government to other levels of governmentState government to other levels of government Who’s job is it?Who’s job is it? It’s not a part-time job. It’s not a part-time job.

• Acknowledging that many departments have successful Acknowledging that many departments have successful enterprise systemsenterprise systems Departmental programs can be larger and better funded than the Departmental programs can be larger and better funded than the

“state GIS office”“state GIS office” Respecting departmental autonomy and expertiseRespecting departmental autonomy and expertise without creating without creating

“hardened silos”“hardened silos”

• Investing in new enterprise technologiesInvesting in new enterprise technologies Without being redundantWithout being redundant


High level business case for the MGIO:High level business case for the MGIO:

• Enterprise approachEnterprise approach New adopters:New adopters:

Lowers barriers for entryLowers barriers for entry• Avoids costs for new investmentAvoids costs for new investment

Specialized adopters:Specialized adopters: Provides communal infrastructure to tap intoProvides communal infrastructure to tap into• Controls growth of costsControls growth of costs

Mature adopters:Mature adopters: Leverages their investments across the enterpriseLeverages their investments across the enterprise• Extends benefits of existing investmentsExtends benefits of existing investments

• Creation of Shared Service CentersCreation of Shared Service Centers


The Cost of GIS to GovernmentThe Cost of GIS to GovernmentProvides a baseline for cost savings estimationProvides a baseline for cost savings estimation

• GIS cost to GIS cost to government:government:Conservatively:Conservatively:

$12,564,000$12,564,000 /yr /yr

• 10% efficiency 10% efficiency would yield would yield >$1M/yr. savings>$1M/yr. savings

• Controlling growth Controlling growth of costsof costs Future avoided Future avoided

costscosts

• Have not seen this Have not seen this completed for any completed for any other stateother state

• Thank you for your Thank you for your help!help!


Opportunities & BenefitsOpportunities & BenefitsReducing the Cost of GISReducing the Cost of GIS

Improved coordinationImproved coordination

Reduced duplication of effortReduced duplication of effort

More efficient data storage/managementMore efficient data storage/management

More effective software licensingMore effective software licensing

Shared web applications and servicesShared web applications and services

Coordinated data acquisition, collection and Coordinated data acquisition, collection and compilationcompilation

Common data distribution portalCommon data distribution portal

Communal strategic investments in data/technologyCommunal strategic investments in data/technology


What’s required to get there?What’s required to get there?• Identified specific activities for the MGIO to pursueIdentified specific activities for the MGIO to pursue

• Collaborative approach respectful of agency Collaborative approach respectful of agency involvement in developing technical architectureinvolvement in developing technical architecture Accesses departmental expertise to deliver shared Accesses departmental expertise to deliver shared

servicesservices


Recommended Implementation StrategyRecommended Implementation Strategy• Principles:Principles:

The MGIO is about The MGIO is about facilitation and coordinationfacilitation and coordination, not , not productionproduction

Leverage existing infrastructureLeverage existing infrastructure and and collaborative spiritcollaborative spirit of of MN GIS stakeholdersMN GIS stakeholders

Incremental, phased approachIncremental, phased approach

Budgets will remain tightBudgets will remain tight for the foreseeable future for the foreseeable future

• Priorities:Priorities:Rank Program Element

Priority Points (of 100)

1 Leadership, Outreach & Communication 18.33

2 Data Coordination 15.80

3 Web Services 14.00

4 Data Services 13.20

5 Technology Coordination 12.07

6 Training 9.27

7 Technical Guidance 8.87

8 Project Consulting 8.47

TOTAL Points 100.00


Staffing Requirements for a Successful MGIOStaffing Requirements for a Successful MGIO• High-level identification of teamsHigh-level identification of teams

• Rough numbers of staff across activitiesRough numbers of staff across activities Provides baseline that was modeled in budget scenariosProvides baseline that was modeled in budget scenarios


How ambitious is this?How ambitious is this?What other states are doingWhat other states are doing


Implementation BudgetImplementation Budget

• Recommended funding:Recommended funding:Num Item Amount FTE

1 Base budget (existing LMIC appropriation):** $804,000 6

2 New operating budget to fully staff the MGIO: $800,000 10

3 New operating budget $200,000

4 New data development and maintenance funding: $1,250,000

Sub-tot TOTAL Annual Appropriation: $3,054,000 16

5 OTHER revenue (based on 2009 estimates): $700,000

• 3 Additional Lower Cost Scenarios:3 Additional Lower Cost Scenarios: $650k operating increase; $1M for data; $650k operating increase; $1M for data; $2.54M annual; 11 FTE$2.54M annual; 11 FTE $400k operating increase; $250k for data; $400k operating increase; $250k for data; $1.45M annual; 9 FTE$1.45M annual; 9 FTE $350k operating increase; $0 for data; $350k operating increase; $0 for data; $1.15M annual; 9 FTE$1.15M annual; 9 FTE

• Warning against a “no new funding” scenarioWarning against a “no new funding” scenario Real “transformation” will Real “transformation” will be much more difficultbe much more difficult without some new resources without some new resources


Risks & Implementation BarriersRisks & Implementation Barriers

• Missing the Missing the unique timingunique timing of the Drive to Excellence of the Drive to Excellence initiativeinitiative

• Loss of Loss of executive supportexecutive support for the proposed transformation for the proposed transformation Agency GIS programs need direction to follow this pathAgency GIS programs need direction to follow this path

• Loss of Loss of agency GIS program supportagency GIS program support for the proposed for the proposed transformationtransformation MGIO needs to continue transparency and active outreach to MGIO needs to continue transparency and active outreach to

agenciesagencies

• Perceptions of insufficient transformationPerceptions of insufficient transformation

• Inadequate fundingInadequate funding

• Insufficient support for cross agency activities Insufficient support for cross agency activities

• Inadequate performance of shared services and resourcesInadequate performance of shared services and resources


Success factorsSuccess factors

• This is a well considered planThis is a well considered plan The state has done its homeworkThe state has done its homework

• There is senior executive supportThere is senior executive support Through the D2E CabinetThrough the D2E Cabinet

• The MN State Government GIS Community is The MN State Government GIS Community is committed and collaborativecommitted and collaborative And continues to growAnd continues to grow

• New technologies support this visionNew technologies support this vision


Summary & ConclusionSummary & Conclusion

A large cross section of GIS practitioners from A large cross section of GIS practitioners from across the state, have invested time and energy across the state, have invested time and energy in this process with the belief that this type of in this process with the belief that this type of GIS transformation will address existing GIS transformation will address existing problems and help restore Minnesota to national problems and help restore Minnesota to national GIS leadership. Expectations are high. The GIS leadership. Expectations are high. The path forward has been identified. It is now time path forward has been identified. It is now time to move forward.to move forward.

Documents

Www.AppGeo.com Slide 1 The Minnesota Geographic Information Office: MnGEO Summary of the Drive to Excellence GIS Functional Transformation Project Prepared