The federated model

Shared Services:
Developing our Potential
John Lally
Director of Strategic Planning
David Arbeit
Minnesota Chief Geospatial Information Services Officer
Shared services
The state’s Master Plan reflects the
Governor’s and DTE’s vision of a truly
contemporary IT environment, which
includes:
 Enterprise
management of common IT
resources -- applications, data, hardware
 Recognition
 Support
of centers of excellence
for unique agency missions
Our Blueprint:
The Federated Governance Model
The federated enterprise model balances three
ways of managing IT activities for the state
Agency-specific services
Shared services
Utility services
Shared Services
Shared services allow agencies to serve
one another as centers of excellence
What are Shared Services? –
A working definition
• Processes common to several agencies
or levels of government
• Requires special expertise
• Tied to best practices, Centers of
Excellence and the service center models
• Provided by lead agencies (or central IT)
to other agencies on a cost-sharing basis
• Also called in-sourcing
Shared Services Drivers
• Business units need to realize economies of
scale to redirect more resources to front line
• EGS demands 24x7 availability for users and
customers
• Diminishing availability of technical staff in
some areas
• Security-related requirements (access,
authentication) are best met by coordination
across the enterprise
• Information sharing requires better integration
and data consistency across the enterprise
The potential advantages of
shared services
• Direct a larger percentage of the total IT
spend to unique applications and customer
and agency services
• More efficient management of assets
• Protection of service levels
• Compatibility, interoperability, uniform
quality
The potential disadvantages of
shared services
• Confused priorities without SLA or
equivalent
• Requires governance to set direction,
tools and standards
Examples of Shared Services
Examples include:
• Case management
• Document management
• Data warehouse
• Grant management
• Licensing and registration
• Debt collection
• Asset management
Financing shared services
•
Partnerships
•
Negotiated service level agreements
•
Rates or fee-for-service
•
Shared assets and resources
 Staff
 Programs
 Data
It’s not just for state agencies
• Local government IT consortia
• E-12 service centers
• Cooperative agreements for support
services (parks, community ed)
• Purchasing alliances
A practical test
•

Not needed by everybody?
•

Requires special expertise?
•

Multiple delivery options?
Shared Services summary
Directions
• Focus on shared resources
• Partners vs. vendor/customers
• Emphasis on performance and value
Desired Results
• Increased efficiency
• Lower cost
• Wider array of options and services
• Shared governance
Two case studies
Central services: Business continuation
planning and operations and Data center
consolidation
Distributed services: Geospatial Information
Systems and Services
Business Continuation aspects
• Coordination – central oversight
• Planning – central support
• COOP operations – decentralized or
combined
 “Hot” sites
 Recovery services.
Typical agency Business Continuation
situation
• Limited financial & human resources
• Lack of legislative support
• Lack of knowledgeable and committed
executive sponsorship
• Lack of desire to do planning when
other competing priorities exist
• Lack of appropriate facilities.
Benefits of a shared approach to BC
• Planning expertise, consulting and
training available, along with tools and
templates
• Living Disaster Recovery Planning System
(LDRPS) & enterprise-wide tools
• All state COOPs complementary
• Workspace sharing for business recovery
Interagency agreements
Benefits of a shared approach to BC
• Technology recovery strategies are costly
– State Recovery Center (SRC)
– Hot-site contracts
– Reciprocal agreements w/Wisconsin
– OET equipment and application hosting
agreements
• Ability to share costs between
organizations
Another central services example:
Data Center Consolidation
• The business case:
– Less expensive
– More secure
– More stable
– More efficient
Another central services example:
Data Center Consolidation
• The decision:
– One Tier III state data center
– A few Tier II DR sites
– Move to common architectures
– Mix of managed and colocated equipment
– Potential for partners
Distributed Solutions
Geospatial Information Systems and Services
David Arbeit
Minnesota Chief Geospatial Information Services Officer
GIS: Not Just for Map Techies Anymore!
• MapQuest
• Yahoo Maps
• Google Maps
• Google Earth
Geographic Information is Everywhere
• On the Web
• On your TV
• In your Car
• On your Phone!
Location, Location, Location…
Almost everything we do or are concerned about
involves location
– People, Places, Things, Events
Geography: Why Do We Care?
Geography is fundamental to almost
everything we do in government service
Where is it?
How can I get to it?
What’s near it?
What’s affected by it?
What can I build on it?
What’s services are
available there?
Geographic Information:
Why Do We Need It?
Most government functions concern Geographic
Information
Resource Management
Transportation Management and Logistics
Land Management
Economic Development
Health and Human Services
Emergency Services
Homeland Security
Geographic Information Systems:
Why We Need Them
Collect and store data
Analyze complex
relationships
Produce new information
Increase knowledge and
understanding
Solve complex problems
at a level of detail that was
not previously possible
GIS in the State:
Big and Growing
 Until recently, no state
has comprehensively
reported scale of
investment
 Conservative - $12.5 M/Yr
 Realistic - $25 M/Yr
 Growing ~ 10%/Yr
 Huge opportunity for
controlling costs while
enhancing capabilities
through Shared Services.
 Even cutting growth in
half would yield about $1
to $2 M/Yr
Typical Agency GIS Technology Situation

Limited financial & human resources

Limited technical capacity

Lack of attention when other competing
priorities exist

Lack of appropriate facilities

Lack of knowledgeable and committed
executive sponsorship

Lack of legislative support
Lots of GIS & IT Planning in MN Lately
This project is part of a logical progression
IT & TeleCom Systems
and Services Master Plan
A Foundation for a
Coordinated GIS
OET, 2007
MGCGI, 2004
State GIS Enterprise
Conceptual Architecture
Design - MGCGI, 2005
Drive to Excellence
Transformation Roadmap
Compass Points Retreat
Report – MGCGI / LMIC, 2007
The Case for a MN
State GIS Enterprise
MGCGI, 2006
DOA, 2005
2004
2005
2006
Drive to Excellence
Launch of Enterprise GIS
Project – D2E, 2008
2007
2008
Transforming the GIS Business
2008: DTE GIS Coordination Study
 Extensive analysis of agency needs,
capabilities, resources, and plans.
 Detailed profiles of State agency GIS
programs.
 Analysis of GIS programs in other states.
 Identication of opportunities for
collaboration and shared solutions.
 Recommended program elements and
design.
 Implementation options.
Benefits of Shared Approach to GIS

Shared HW, SW, infrastructure

Staffing – greater breadth and depth

Joint development teams

Joint training

Leveraged funding/cooperative purchasing

Standardized solutions

Services through “Shared Service Centers”
Minnesota Geospatial Information Office
Shared Application Services Concept
Government
Entity 3
Government Entity 1
Government Entity 2
Government
Business
Application C
Government
Business
Application B
Hosted
Services
Hosted
Services
Hosted
Services
Commercial Service
Provider
Government
Business
Application A
Service
Provider
Mash Ups!!??
Enterprise Geospatial Services
Architecture
Broker Organization
Service
providers
identify &
document
services
Catalog
Service
Provider
Service
Catalog
Services
Consumers learn
about services
through a broker
catalog service
Query
for
Access
Service
Consumer
applications
interact directly
with Service
Providers
Consumer
MPCA
Agriculture
DNR
MnDOT
MnGeo
Example Services
Name
Request
Description
Result
Image
Area of Interest
Image file suitable for viewing
Geocoding
Street Address
Coordinate Location
Lake Buffer
Lake ID
Buffer Distance
Area feature (in GML format)
Floodplain
Test
Coordinate
Location
0 – Not in Floodplain
1 – In Floodplain
Routing
Service
Start Location
End Location
Travel directions and route map
What Services Exist Now?
Several Minnesota state agencies host geospatial
services that potentially eliminate the need for
duplication.
– MnGeo
– MN Department of Natural Resources
– MN Department of Transportation
– MetroGIS
Organizations like these already have invested in
expertise and technology. Why not use them?
500,000 images/month and growing!
$6.5 M Investment
Who Uses WMS Image Server?
•
•
•
•
•
•
•
•
MnGeo - NorthStar Mapper
MN DOT-Boring Sites
MN Dept. of Agriculture - Weed Mapping
MN DNR- Firewise program
U of MN - Swine Disease Mapping Project
U of MN Natural Resources Research Institute
Metropolitan Mosquito Control District
Private companies
– Houston Engineering
– The Lawrence Group
– Riverside Companies
Shared Service Opportunities
 Application Function Services
 Address Geocoding
 Routing Service
 Mail Label Service
 Web Mapping Hosting Services
 Application Development Services
 Secure Data Center
 GIS Training Center
 Contract Coordination Services
 Enterprise Licensing Agreements
The MnGeo Vision
"Minnesota makes
Coordinated,
Affordable,
Reliable, and
Effective
use of GIS
technology to
improve services
throughout the
state."
Things to Watch For
Positive Signs
– Strategic (serendipitous) opportunities
– Champions who “Get It”
– A community of partners
– Small successes to build on
Warning Signs
– Territorial bahavior! That Turf Thing!
– Pride of ownership
– Failure to meet commitments
– Mistrust
Things to Watch For
Champions Who Get It
Brad Moore
Project Sponsor
Commissioner
MN Pollution Control Agency
Gopal Khanna
Commissioner and State CIO
Office of Enterprise Technology
Dana Badgerow
Commissioner
Department of Administration
Things to Watch For
Leaders and Team Members
“Drive” Team Leadership
Brad Moore, Sponsor
Commissioner, Pollution Control Agency
“Drive” Team Members
David Arbeit, Department of Administration
Michael Barnes, Department of Transportation
Janet Cain, Department of Public Safety
Margaret Kelly, Department of Health
John Lally, Office of Enterprise Technology
Fred Logman, Department of Administration
Robert Maki, Department of Natural Resources
Larry Palmer, Department of Agriculture
Leo Raudys, Pollution Control Agency
Dan Storkamp, Department of Corrections
Governance
Governance
that respects
customers
and
promotes
trust that
their needs
will be met.
Things to Watch For
Advisors, Contributors and Stakeholders
Community of Partners
Final Thoughts
 We face a fundamental challenge:
 Customers continue to expect more
 Technology is essential to providing it
 The era of budget growth has ended
 We are smart enough and committed enough to
meet that challenge.
 Working together through creative shared service
arrangements are key to getting it done.
 We can get it done!
Let’s Talk Shared Services