Strategic Information Initiatives Week 3 Positioning for Approval

Agenda Quiz Team presentations – Call to Action Presentation - Positioning for Approval Project teams Research Process Presentation Preparation Deliverables Assignments

Presentation Best Practices Basic flow Tell them what you are going to tell them Tell them Tell them what you told them Introductions and professional start is key Be clear on decisions being requested Show next steps – include who and when Make the complex look simple (don’t make the simple look complex)

The Process Sell the general concept (get a sponsor) Sell the preliminary proposal (get approval to do a formal proposal) Sell the proposal (get approval to do the initiative) Questions: - Why these steps? - What if your company doesn’t have a process? - What if your company only has a process for final proposals?

Call to Action May be formal or informal Requires “homework” and investigation Have sponsor help define internal process Flavors of “no” – can be more helpful than “yes” Not now… Not until… Not ever… Handle objections – what could make no = yes Ratio of no’s to yes’s: 7:1

Preliminary Proposal Concept Summary (include decision being requested and expected costs of project and preliminary cost/benefit summary) Business Context Business Strategy being Addressed Business Objectives Addressed Key Needs, Issues and Opportunities Preliminary Cost/Benefit Assumptions (include ROI summary) Alternatives to be Analyzed Project Costs and Timing Next Steps (ask for approval)

Proposal Executive Overview (1 page summary of report) Business Context Business Strategy being Addressed Business Objectives Addressed Key Needs, Issues and Opportunities Alternatives Summary Analysis of Alternatives ($, staffing, timing, risks, cost reductions, benefits) Comparisons Recommendations (include risk mitigation, metrics, key decision points) Implementation (milestones, timing, key decision points, staffing, costs, quality control, ownership, sponsorship, task plan summary) Next Steps (resolve any prerequisites, key decisions to get started, project kick-off, staff buy-in process, detailed project planning)

Positioning Actions

Team Project Report Contents Executive summary (what, why, recommendations) Comparison of alternatives Recommendations Next steps Appendices: sources, analysis 4 pages max – not counting appendices Emphasis: make the complex easy to understand

Information Audit

The ultimate corporate initiative! Information Audit What is it and why do it? Process overview Detailed steps The ultimate corporate initiative!

Process Overview 8 2 4 6 7 1 9 3 5 10

Information Audit - Steps 1-4 Step 1 – Analyze the information implications of key business objectives Derive top level statements of what the org. needs, based on business artifacts (mission, vision, objectives, strategy, etc.) to produce “what should be” Figure. 3.2 illustrates the point Step 2 – Ensure support and resources from management Educate management on the value of the audit Commit management to scope, schedule, cost, and resources Step 3 – Get support from people in the organization Inform stakeholders Reduces anxiety Promotes interest and motivates involvement Step 4 – Planning the audit Choose projects with high strategic importance and high potential for adding value Clear scope Quick wins Info savvy participants Do something participants are interested / vested in. Managed inside the organization is best Focus on data stewards and stakeholders Various methods can be used, based on org. and culture

5 key areas for an information audit project Step 5: Finding out, what’s what Finding out what the organization is doing with information, compared to what it should be doing 5 key areas for an information audit project Information resources (content and container) Guardians and stakeholders(the people) Information flow and interactions External and internal, how much is given/received and how. Technology and systems to support information Cost effectiveness of information assessed Business value provided by the assessed information (systems, services, people). 14