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HomeMy WebLinkAbout4.F.5. Authorization to Proceed with IT Strategic Plan Consent Business 4. F. 5. sE t.AKO13EE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator DATE: 10/07/2014 SUBJECT: Authorization to Proceed with IT Strategic Plan (C) Action Sought The Council is asked to authorize the expenditure of an amount not to exceed $19,500 from the IT Fund for an IT Strategic Plan to be developed by LBL Technology Partners. Background At a recent budget workshop, staff recommended making a significant investment in the City's IT operations by expanding the number of IT staff from two to five, including a dedicated IT Director. In order to refine the plan and ensure that such an investment yields the desired results, staff is recommending that the City undertake an IT Strategic Planning process with the consulting firm LBL Technology Partners out of Minneapolis. LBL specializes in working with public-sector IT issues and has a proven process for developing a usable strategic plan in the rapidly changing world of technology. They are also being recommended due to their philosophy that the mission and priorities of the organization must drive the goals and investments in the IT arena. The completed strategic plan will be available in December and can be used by both staff and Council to inform final decisions about the size and form of our IT operations for 2015. Budget The cost of the proposed work is not to exceed $19,500 and it would be paid for out of the IT Fund. Relationship to Vision This item relates to Goal B: Positively manage the challenges and opportunities presented by growth, development and change. Requested Action The Council is asked to authorize the expenditure of an amount not to exceed $19,500 from the IT Fund for an IT Strategic Plan to be developed by LBL Technology Partners. Attachments: Statement of Work& Price Quote LBL Technology Partners — A Division d Lurie Besikol Lapidus&Company.LIP ' Cliv OF SHAKOPEE STATEMENT OF WORK AND PRICE PROPOSAL LBL Technology Partners — A Division of Lurie Besikof Lapidus&Company.LIP ' September 29, 2014 City of Shakopee Ms. Kris Wilson,Assistant City Administrator 129 Holmes St. S. Shakopee, MN 55379 Dear Ms. Wilson: We are pleased for the opportunity to present our statement of work to assist City of Shakopee (the City) with the development of an IT Strategic Plan. LBL Technology Partners provides IT planning services for municipalities throughout the country. Our focus areas include: IT department planning, IT assessment and planning, IT security assessment and planning, other technology assurance service, and business continuity planning. Our IT consultants are highly qualified to perform this engagement. Individually and as a team we have been providing IT planning on a continuous basis for over fifteen years. Our understanding of municipalities will result in a comprehensive project that is performed in an expeditious manner. As a result of our experience and our proven methodology, we have developed an effective and efficient approach for conducting this project. As a result of our experience we are prepared to provide an IT Strategic Plan to the City at a not to exceed cost of $19,500. This not to exceed cost represents the maximum fees and expenses for all work to be performed and is valid for ninety(90) days. Please call Jeffrey S. Locketz at 612-381-8830 or email him at JLocketz@lblco.com, if you have any questions regarding our proposal. We look forward to serving the City. Sincerely, LBL Technology Partners ). / e rey . Locketz phones 612.381.8939 888.437.5051 fax 612.377.1325 address 2501 Wayzata Boulevard Minneapolis,MN 55405-2197 websites www.lbltech.com www.drplan.com TABLE OF CONTENTS SECTION PAGE 1.0 Concept 1 2.0 Statement of Work 3 3.0 High Level Plan Development 5 4.0 Timeline 6 LBL Technology Partners — A Division of Lurie Besikof Lapidus&Company,LLP CONCEPT 1.0 CONCEPT LBL Technology Partners provides IT strategic planning services for municipalities throughout the country. Our services focus on developing appropriate IT staffing levels, applying appropriate IT organizational structures, implementing sustainable technology budgeting practices, applying necessary IT customer service and performance metrics, and developing appropriate IT position responsibilities and descriptions. To understand our methodology, it is based on the concept that at its core an IT Strategic Plan must support the facts that where: • IT governance can be improved to assure strategic alignment of information technology with the organization's mission and strategy, risks to the organization are properly evaluated and managed, IT resources are being managed appropriately and IT policies, standards, and procedures support the overall mission and goals of the organization. • IT customer service (service delivery) can be improved to assure IT resources are being utilized without being impacted by unnecessary and unplanned downtime. In addition, users are able to perform their duties with minimal interruption due to technical issues. • IT infrastructure can be improved to take advantage of increased capabilities due to advances in technology, potential sharing of resources, improvements in security capabilities and other potential advancement. • Application/software can be updated, utilized, enhanced and improved to make the organizational operations more efficient. These enhancements can provide needed and in some cases requested and required services to the organization's stakeholders and customers. Therefore, our approach will focus on the four key elements that exist in well-managed IT environments: • IT Governance—a subset of the Organizational Governance, focusing on the: • Oversight of the City's IT direction and prioritization. • Assurance of IT's strategic alignment with the overall City's strategic direction. • Approval of the City's IT risk objectives and resulting posture. • Authorization of the policies that support the IT risk objectives. Note that we use the guidance provide by COBIT related to IT Governance. • IT Service Delivery — the IT organizational structure, staffing, policies and implemented work instructions provide for effective: • Service lifecycle management, assuring the development and execution of an appropriate support structure for applications and the associated technologies from implementation to retirement. • Training and support that guarantees the maximum appropriate and effective utilization of the City's IT assets by management and staff. • Availability of IT assets through the use of preventative maintenance, appropriate refresh cycles, troubleshooting and support techniques. Note that we use the guidance provide by ITIL related to IT Service Delivery. Page l LBL Technology Partners — A Division of Lune Besikof Lapidus 8.Company,LIP 1 STATEMENT OF WORK • Infrastructure — the fundamental systems comprising the networks and hardware components deployed and managed to support the applications to assure that: • Changes to the environment will not negatively impact the City's operations. • Systems are maintained to minimize user downtime. • Availability of IT assets exists through the use of preventative maintenance, appropriate refresh cycles, troubleshooting and support techniques. • Security exists in and around IT assets minimizing the potential for damage or loss of IT assets that would result in unplanned downtime. • Applications —the programs used to support the City's business operations and functions assure that: • Changes to applications are performed in a controlled manner so they will not negatively impact the City's operations. • Applications are maintained to minimize user downtime. • Training and support maximizes the appropriate and effective utilization of the City's applications. • Security exists in and around applications to minimize the potential for loss of information, data integrity, confidentiality of sensitive information, and damage to the City's reputation. The diagram below demonstrates how these four key elements work together to form a well-managed IT operation for the City. IT Direction and Prioritization IT Governance IT Service Delivery Training& pplications Support Service Lifecycle Application Management Change Control Well Managed IT &Management o Environment ,. a m E Q g m Providing Value to a 4. Operations w� g i f d Infrastructure Change 4•. Control&Maintenance 444�1�Ya4 4 ,. ~tiffs ,':' S 444'�ti,4ti4tiy 4yi4titi4: I Infrastructure ti 44 4 Page 2 LBL Technology Partners — A Division of Lurie Besikot Lapidus&Company.LIP I STATEMENT OF WORK 2.0 STATEMENT OF WORK The diagram below presents a high level view of the work breakdown structure that will be performed to develop the IT Strategic Plan for the City of Shakopee. Performance of a Examining of Facts Development of Validation& Gathering of Facts SWOT Analysis and SWOT Analysis Definition of IT Adjustment Vision&Strategies 1. Gathering of Facts • Input from all Stakeholders via one-on-one meetings. • Input from IT users/customers via a broad spectrum interactive and adaptive online survey. • Hold meetings with departments and focus groups to clarify and evaluate the trends identified in the online survey. • Obtain and evaluate the existing IT performance metrics. • Review existing IT staff and outsourced support skill sets versus needed IT skill sets. • Obtain other information available regarding the as-is state pertaining to the four key elements and their structure as they relate to a well-managed IT environment: • IT Governance, • Service Delivery, • Applications, and • Infrastructure. 2. Performance of a Strengths, Weakness, Opportunities and Threats (SWOT)Analysis • Perform an analysis of the City's IT's strengths and weaknesses (both tangible and intangible attributes that add or diminish value to the City's IT services resulting either the IT organization and/or infrastructure and/or applications). • Perform an analysis of the opportunities and/or threats that can affect the City's IT services, whether they be positive or negative. • Identify strategic questions and issues for the City's stakeholders to define internal and external attributes that will be helpful and/or harmful to the success of the implementation of the IT Strategic Plan. 3. Examining of Facts and SWOT Analysis • Review the inputs received from all stakeholders, management and staff to identify additional services required, unmet needs, and improvements to providing better and more timely results from the City's IT systems. • Review the results of the SWOT Analysis to determine any necessary changes to tools and/or functions to aid in the achievement of the IT vision and future IT strategic initiatives. • Define key statements and facts for the development of the IT strategic initiatives. • Consider the potential user adoption, early adapters and additional training requirements. LBL Technology Partners — Page 3 A Division of Lurie Besikot Lapidus&Company,LLP STATEMENT OF WORK 4. Development and Definition of IT Vision and Strategies • Development of an IT vision for the City based on the facts. • Consideration of SWOT challenges to the City's IT vision. • Development of initiatives to overcome the challenges and obstacles discovered during the SWOT analysis. • Development of action items to form the basis of the IT Strategic Plan. 5. Validation and Adjustment Provide the draft plan to Stakeholders and management. • The Stakeholders and management review the: • Vision • Mission • Goals • Strategies • Action Items • Make adjustments where necessary. Page 4 A Division of Lurie Besikof Lapidus&Company,LLP I HIGH LEVEL PLAN DEVELOPMENT 3 3.0 HIGH LEVEL PLAN DEVELOPMENT At a high level the statement of work above results in recommendations and the resulting Strategic Plan based on: • the existing and future needs of the City as a whole, • the needs of the City's operating departments, • management's needs, and • the needs of the stakeholders. Once our assessment is complete we work to: 1. Cultivate a vision for the information technology within the City. From the vision we develop IT goals. 2. We consider the obstacles or challenges to the vision and create IT strategies. 3. From here we create the strategic initiatives necessary to overcome the obstacles or challenges and then build the IT action items. The above becomes the basis for the resulting IT Strategic Plan. The plan development can be viewed graphically in the diagram below. Information Technology Vision Deye,00 Goals Obstacles or Challenges "gate Strategies 4- Strategic Initiatives B4`ki Action Items Page 5 LBL Technology y Partners - A Division of Lurie Besikot Lapidus&Company,LLP ' TIMELINE 4 4.0 TIMELINE The project timeline is presented below and considers the following dates: ' .<3 til % 3 11S` ) ,AN` 2 1 Planning Begins Analysis of Survey Interviews/Focus Group Draft Report Delivery to Draft Report Final Report Delivery to Results Meetings City of Shakopee Comments Badr to LBL City of Shakopee survey results, -One-on-0ne meetings andl Y I I Engagement planning, Review comments,and survey development and „Analyze Vends and ~ I Dewery of draft -•make adjustments where --h Report Delivery deployment identify Of group dicussions necessary Y v. Obtain and evaluate the —'Identify stakeholders -s existing IT performance Perform SWOT Analysis metrics Begin writing Report development,file .recommendations for IT and report review, Strategic Plamn finalization and project close 1 Page 6 LBL. Technology Part!. ;: .. A Division of Lurie Besikof Lapidus 8 Company,LLP I