pcd gov v3
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Every company, organization and agency uses their own business process without understanding the tradeoffs. Process Benchmarking
Is the most detailed and most likely to be unbiased or objective
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Lisa Marie Martinez
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
A comparison of the ICT organization today using the HPF
Process Benchmarking
Complexity to skill assessment
Strategic Benchmarking
Complexity of the process
Maturity in execution
Industry Benchmarking
Maturity of solutions in the market
Competencies across borders
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
After We must use a different approach to known
problem. We must be precise in our approach as not
to create a wave of problems We must leverage the limited pool of
experts across the world We must use a host of tools to fit for
purpose then apply the in shared document stores for online access in open source solutions
We must minimize negative impact on citizens Ideally improving the capabilities
A framework has been piloted and designed
Before We focused on tools.
Leaders recognized the problem Acquired experts to identify a tool for
addressing the problem in planning. Experts convened an advisory team
Initial tools were well beyond the scope of the requirement Test requirement Test understanding of the
requirement Audit options
Rethink the problem Change management building blocks
Needs Improvement
BB3.3 - Increase from
.5 - 2
BB3.3 - Increase from
.5 - 2 Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Estimating children who wait for subsidized childcare, to build workforce and capacity planning in the 3rd largest county in California. Consolidate 16 agencies process and waiting list into
a single repository with online access for the agency representatives.
An in-depth quality assessment uncovered 80% of the records were duplicate. The migration strategy changed entirely saving
over a hundred thousand in implementation cost The ongoing cost savings were direct and indirect
Demand for the county was overstated by 80%, wasted budget dollars
Running organizations with little benefits back to the citizens. Most were not recognized by families Most of the families on the duplicate list
had not ever requested these services Private information was passed around
and justified programs The families are at fault when audits
reveal the family isn’t eligible These parents had no idea someone
used their name to steal money from the government programs
State and federal department of education grant abuse
Federal migrant workers Federal TANF indigenous peoples funds Federal child nutrition program funding
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Day 1 on a new project Sales people were screaming at the
person I was replacing
Sales people using a similar estimate tool were irate because the tools and tools constantly forced manual overrides.
All supporting stakeholders responded to the issues as bad behaviors by the person estimating
Forcing re-entry into the tools other commissioned rather than re-use
Sales People hired temporary workers to manage each of the 7 tools
Customer loyalty was at risk
Projects were over budget and under delivered
Audit mitigations 5 or more
Waste Effort – 6 x duplication and rework Introduce errors
Different users unable to locate original
time between estimates and ordering was generally two or three times through tool changes original estimates failed upload
Awarded “making life easier”
promoted re-use and
componentized items in 3 tier architecture
The organization had just invested multi-millions in one of the most complex consolidation and transformation projects based on perceptions of the problem. We were able to respond based on understanding the problem from an expert and un-bias point of view. Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Understanding the reason ICT projects fail
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
1. Design Strategy and Vision
1.1 Define the business concept and long-term vision
1.1. Assess the external environment
What value to the greater good can we measure in this new
offer?
1.1.1.1. Analyze and evaluate competition
1.1.1.2 Identify economic trends
1.1.1.3 Identify political and regulatory issues
1.1.1.4 Assess new technology innovations
1.1.1.5 Analyze demographics
1.1.1.6 Identify social and cultural changes
1.1.1.7 Identify ecological concerns
1.1.2 Survey market and determine customer needs and
wants
1.1.2.1 Conduct qualitative/quantitative assessments
1.1.2.2 Capture and assess customer needs
1.1.3 Perform internal analysis
1.1.3.1 Analyze organizational characteristics
1.1.3.2 Create baselines for current processes
1.1.3.3 Analyse systems and technology
1.1.3.4 Analyse Financial positions
1.1.3.5 Identify enterprise core competencies Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
1.1 Define the business concept and
long-term vision
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
How do we accelerate innovation designed for the
greater good?
Community Involvement and Development ISO
26000
Facebook style involvement
Google style involvement
Citizen Issues ISO 26000 Social Responsibility
Consumers are in no way in agreement with where your
server is located
People centered design ensures the least opportunity
to bypass the rights of people
My child has no authority to release any rights same
People have a right under federal law, a consumer
privacy act.
Fair Operating Practices ISO 26000 Social
Responsibility
Human Rights ISO 26000 Social Responsibility
Labor Practices ISO 26000 Social Responsibility
ISO TL 9000 Segment - Service Providers
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
1.2.1 Develop overall mission statement
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
1.1.4 Establish strategic vision
1.1.4.1 Align stakeholders around strategic vision
1.1.4.2 Communicate strategic vision to stakeholders
1.2 Develop business strategy
1.2.1 Develop overall mission statement
1.2.1.1 Define current business
1.2.1.2 Formulate mission
1.2.1.3 Communicate mission
1.2.2 Evaluate strategic options to achieve the objectives
1.2.2.1 Define strategic options
1.2.2.2 Assess and analyze impact of each option
1.2.2.3 Develop sustainability strategy
1.2.2.4 Develop global support and shared services strategy
1.2.2.5 Develop risk mitigation and management strategy
1.2.2.6 Develop lean/continuous improvements
1.2.3 Select long-term business strategy
1.2.4 Coordinate and align functional and process strategies
1.2.5 Create organizational design
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Understand
Enterprise is a system
• Social systems
• People and change
• Process and change
• Tools and change
• Quality management systems
• Published position papers
• Professional Forums
• Professional Experience
Observe
Users design patterns
• People
• Employees
• Leaders
• Suppliers
• Customers
Prototype
Tools
• Insight Maker Models
• Debate Graph Models
• Prezi Visual Guides
• Cacoo Diagrams
• Social Media as an external sensing channel
Synthesis Party Management
A static system Business Management System
Party Management
• Employees
• Suppliers
• Customers
Financial Management
Entities - Distribution
Locations
Timing
Enterprise as a System – Social System
Design Thinking Process for Enterprise Architects Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
ICT projects fail
ICT negative impacts to the environment are equal to the aviation industry
Business change projects are not understood and delivery of the ICT scope comes up short.
Source of many symptoms “planning” or poor planning “people, process and technology”
Billions of dollars are lost each year
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Internal Service Provider to Branches
ICT Cost and Benefit Estimates
ICT Services
Cabinet Business Case
Non-ICT cost Estimates and Benefits
Branch Non-ICT Cost and Benefit Estimates
Transportation – Managing estimates for new assets (trucks, cars, motorcycles, boats)
Housing, Property and Land – Manage assets or planned purchase of assets
Treasury - Role Accountable
Res
pons
ible
, co
nsul
ted
and
info
rmed
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Develops and Operates ICT services
for branches
Enables strategy with improvements to
existing ICT Services
Supports Innovation
with cabinet business case development
Stakeholder – Branch Leaders
Stakeholder group 2
Internal Customers branch managers leading branch strategy
Branch
1
Branch
2
Branch
3 Branch
4
Branch
6
Branch
7
10
20
30
Running the branch
Continuously Improving
Changing the branch
Low Complexity
Medium Complexity
High Complexity
ICT as a Service A service provider
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Outputs in Record Repositories
Strategy Innovation
1.1.1.2 Identify economic trends Cost and Benefit Estimates
Expense and Revenue
Deduction and Increase
Debit and Credit
Each region or state may elect to use differing practices and often elect to use different tools. The archetype displays common
requirements and challenges for any CIO in the Government.
The left side of the diagram represents services a government supplies citizens that are familiar or a service like justice system, education, transportation or Tourism.
A portfolio may best describe the behaviors
Every branch has 3 maturity levels Sub – Account Code 10
Operational business
Sub-Account Code 20 and 30
Your continuous improvement
Your highly complex and innovation projects.
2nd level government Statewide Administration
Branch
1
Branch
2
Branch
3 Branch
4
Branch
6
Branch
7
Cabinet Members
Leaders Accountable
and Governance
Finance ICT Employee Dev
10 20
30
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Roadmap to reach
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
After
The tools will be components designed with
the Accounting Framework rules built in.
Complexity and risk will be segmented using a
three tier framework.
Services by branch
Competencies by branch
Configured Services
Cost estimate business service as an
offer
Strategic Supplier relationships
Mutually beneficial
Before
The methods used were not consistent
Each branch uses their own tool
Fit for purpose
Each branch has their own understanding
about cost
Not iterative nor allowing for incremental
funding
Forcing complexity when we try to innovate
No way to promote innovation
Risk
BB4.1 = 0
BB4.1 - Increase from
0 - 2
High Performing Toolkit – Building Blocks
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
ICT Change Understand the dependencies and use
clear RACI’s.
The request is typically a Treasury
led process or driven by
Procurement.
IT decisions can have severe
threat on public opinion.
Business Change Function Point measures and cost
structures for software purchase
If no process exist – adopt broad
principle based process to minimize
audit risk and measure minimal
viable scope
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Changing the Government
Sub-Account Code 20 and 30
ICT planned programs – Migrating from
distributed model (branch managed)
to a federated supplier hosted model
online cloud
service management model in a
cloud based model
Running the government
Sub-Account code 10
Cost to operate existing branch benefits
Benefits can be measured to serve
Direct or Indirect to Citizens
Service Provider to citizens
ICT Services charged to a branch
ICT delivering cost and benefits as a web service
with future integration to income and expense
reporting
ICT delivers a highly complex project in an
iterative manner delivering an integrated Portfolio,
Program and Project Accounting System in ERP
IT Service Management
Enabling employees to Innovation
on demand
Business Service Management
Task performed as part of the operational process
Negotiate 15% discount on all
telecommunications services to any branch
A cost estimate can be derived for any branch
service
10
20
30
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Lead
ersh
ip
Accountability
Governance
Cabinet Member
Planning
Funding
Portfolio
A cabinet member would be a leader
Accountable for the branch and decisions made for both cost and benefits
Sub-Account 10 are normal operating expenses-cost of running a branch
Accountable to approve business case as a project on continuous improvement projects typically within a branch “changing the branch business services”
Approves business case before a highly complex project in changing the branch
Estimate
Probity/ Procurement
Purchase Contract
10
20
30
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
7 x • Estimate push
210 • Waste Savings
6 • Approved Budget
30 • Cost Estimate (1 item)
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Portfolio
Agreed upon strategy for a branch
A branch has a cost center
A branch can be measured for maturity
A portfolio may have 3 sub-types
A resource may mature in their role by 3 tiers over the life of their career
1.2.4 Coordinate and
align functional and process strategies
Lead
ersh
ip
Accountability
Governance
Cabinet Member
Planning
Funding
Portfolio
10
20
30
Running the branch
Continuously Improving
Changing the branch
Pro
gram
s
Pro
ject
P
roje
ct
Estimate Date
Supplier
G/L code
H/W and Service labor
Department
Expire Date
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Company
Code
GL Code Sub-Account
Code
Department Code Project Code
Transportation
02
A list of codes a branch was approved to
buy these types of expenses
A list of codes to recognize the benefits
10 Roads-1 G/L for cost and
1 benefits
Licensing-1 G/L for cost
and 1 for benefits
No project codes operational
Resources are generalist
Suppliers are strategic
Transportation
02
A list of codes a branch was approved to
buy these types of expenses
A list of codes to recognize the benefits
20 Roads-1 G/L for cost and
1 benefits
Licensing-1 G/L for cost
and 1 for benefits
Resources are advanced and manage
both people, process and technology.
Suppliers are maverick
Service to internal branches
Citizens + Collaborative projects
Transportation
02
A list of codes a branch was approved to
buy these types of expenses
A list of codes to recognize the benefits
30 Roads-1 G/L for cost and
1 benefits
Licensing-1 G/L for cost
and 1 for benefits
Resources are experts can design
change impacting more than one
branch
New suppliers
in both direct and indirect
Bra
nch
=
ER
P C
ompa
ny C
ode
General Ledger Code
Sub-Account
Department Code
Project Code
Activity Code
10
20
30
Running the branch
Continuously Improving
Changing the branch
Pro
gram
s
Port
folio
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Who? In this scenario we are in the United States
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Federal sponsor supplies a budget to the state administrator
The state administrator allocates the budget to each county
Then each county to each city
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
RACI
Branch Leaders
Executive Leaders
CIO (ICT)
Procurement
Treasury
Workforce Services
Branch workers
Service Providers
Citizens
Service Providers Agencies
Legislator's and Cabinet
Members
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Service Providers
and Suppliers
Cost
Branch or Regional Delivery
Capability and
Citizen Benefits
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
What we are talking about
hierarchy of needs and information in high performing delivery systems
Who needs to know?
consumers – me and you
sponsors
providers (collectors, producers, social media,
Scenario – information hierarchies
correct visual Zip, City, County, State, Nation and World
Validity of information
ease of access and delivery without higher cost
Digital information the data behind an electronic record
privacy and consumer protection
speed and accuracy for built once and used by many
Information hierarchies and valid data capture.
Information delivery without the high cost
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
semantic relationships across global boundaries
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Architecture Agility
A thing having 1 or more sub-grouping or categories.
In this example a county has 1 or more cities.
Cities must be grouped by county for many reasons, in this case to ensure single counting of budget needs or demand.
Every city and therefore the county will group the employees who support the cities for a county.
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
nat
ion
cou
ntr
y state 1 county 1
county 2
state 2 county 1
natural hierarchy extended for states in a nation Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
each city has a series of zip codes
exceptions being less than 20% of the use cases
under-developed countries excluded but not forgotten; the value in ensuring those countries have the same model ensures cost and secure delivery
zip codes summarize populations in a generic manner and each local government has the option to enrich locally without changing the context of the information.
validity of information
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Co
un
ty
City 1
City 2
City 3
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
people are identified by zip code based on residence
permanent versus temporary would be an identifier
the rule being physical location
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Co
un
ty
City 1
zip code 1
zip code 2
City 2
Zip code 2
Zip code 1
City 3
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Accountability and Auditability
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Hierarchy of information includes the grouping or categories within a subject or “thing”.
how does this affect you or why does this need your attention?
think of your checking account...
you have deposits
you have debits
you must not over spend beyond your deposit or balance
The federal budget is just like a checking account
The deposits must not exceed the spending
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
An estimate and benefits service would include a defined set of processes, with leadership visibility and planned investment guidance from the federal sponsor who’s contributing a national agenda
Copyright @ 2014 WICKED Design Solutions
Lisa Martinez 408.638-9016
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