strategic planning 10 critical success factors and sure-fire ways to fail! kelly j. harris search...
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Strategic Planning 10 Critical Success Factors
and Sure-Fire Ways to Fail!Kelly J. Harris
SEARCH Deputy Executive Director
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Information Sharing Initiatives Are Difficult!
Requires in-depth understanding of:Agency business processesIndependent but Interdependent OrganizationsUser needsLegal requirementsProcedural issuesTechnologyHow to align all of these elements
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IT is a Strategic Issue
Multiple budget cycles to build Multiple funding streams that must be
leveraged In regional and/or integrated justice
efforts that involve multiple agencies and different disciplines:
Independent agenciesSeparate branches of governmentIndependent systems for collecting and maintaining data
Standish Group Findings
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Top 10 Critical Success Factors
User Involvement Executive Management Support Clear Statement of Requirements Proper Planning Realistic Expectations Interim Project Milestones Competent Staff Ownership Clear Vision and Objectives Hard-working, Focused Staff
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You’re Project Is At Risk If…
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Don’t Establish a Governance Structure
Pitfall Avoidance!Pitfall Avoidance!
Establish a formal governance structureEmploy a steering committee with executive participationCreate and use subgroupsHire or assign a dedicated project manager
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Sample Governance Structure
P ro jec t M an ag erO v ersee s e n tire p ro je ct
A d H o c C o m m ittee A d H o c C o m m ittee
O p era tio na l C o m m ittee"B u sin e ss E xpe r ts"
D e ve lop s O pe ra tion a l R e q u irem en ts
A d H o c C o m m ittee
T e ch n ica l C o m m itteeT e ch n ica l S ta f
M a ke s O p era tio n a l R e q u ire m e nts W o rkA sse sse s E x istin g a nd P ro po sed T e ch S o lu tio ns
E xecu tiv e C o m m itteeC h ie f, S h e ri ff, C o m m an d S ta ff
C rea te s the V is ionR e m ov e s O b sta c les
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Don’t Honestly Assess Human Resources You Have Available to Dedicate to This
Pitfall Avoidance!Pitfall Avoidance!
Secure executive management supportInvolve UsersHave an invested and competent staffHave a hard-working, focused staff
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Don’t Analyze Business Process & Information
Exchanges
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Pitfall Avoidance!Pitfall Avoidance!
Get information sharing partners togetherAnalyze business processesUse an accepted methodology and ToolFind ways to improve and enhance processes and capabilities
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Don’t Develop a Strategy Document
Pitfall Avoidance!Pitfall Avoidance!
Formalize Your Plans, including goals and objectivesDetermine prioritiesConstantly assess those plansDefine scope and agree upon scope with project teamDevelop/execute change management process
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It’s All Related…
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Don’t Set Realistic Timeframes or Manage Expectations
Pitfall Avoidance!Pitfall Avoidance!
Prepare a realistic timelineIdentify resources within a Gantt chart Identify measurable interim milestonesDevelop/execute change management process
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Don’t Create A Realistic Budget
Pitfall Avoidance!Pitfall Avoidance!
Prepare one-time/recurring cost estimatesBudget for all project-related costsDevelop and use detailed payment plans Develop cost controls
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Don’t Develop Performance Measures
Pitfall Avoidance!Pitfall Avoidance!
Establish GoalsCreate mechanisms for measurementIdentify minimum acceptance criteriaFor Technology develop and execute acceptance test plan(s)
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Don’t Communicate
Pitfall Avoidance!Pitfall Avoidance!
Develop a Communications PlanInclude/Inform All StakeholdersAnalyze and Report Progress/PerformanceUse a Website
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Don’t Adopt Standards
Pitfall Avoidance!Pitfall Avoidance!
Understand standards efforts underwayUse models where availableWhere standards are lacking, create them in your jurisdiction; base them on open standards
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Do Not Improve Participating Agency Information Systems
Pitfall Avoidance!Pitfall Avoidance!
Recognize the need to prioritize
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Process, Not a “Project”
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Resources
SEARCH Technical AssistanceNo cost to youFunded by Bureau of Justice Assistance
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