1. Shared Services: Developing our Potential John Lally David Arbeit
Director of Strategic Planning
David Arbeit
Minnesota Chief Geospatial Information Services Officer

2. 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 of centers of excellence
Support for unique agency missions

3. 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

4. Shared Services
Shared services allow agencies to serve one another as centers of excellence

5. 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

6. 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

7. 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

8. The potential disadvantages of shared services
Confused priorities without SLA or equivalent
Requires governance to set direction, tools and standards

9. Examples of Shared Services
Examples include:
Case management
Document management
Data warehouse
Grant management
Licensing and registration
Debt collection
Asset management

10. Financing shared services
Partnerships
Negotiated service level agreements
Rates or fee-for-service
Shared assets and resources
Staff
Programs
Data

11. 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

12. A practical test Not needed by everybody? Not needed by everybody?
Requires special expertise?
Multiple delivery options?
Not needed by everybody?
Requires special expertise?
Multiple delivery options?

13. 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

14. Two case studies
Central services: Business continuation planning and operations and Data center consolidation
Distributed services: Geospatial Information Systems and Services

15. Business Continuation aspects
Coordination – central oversight
Planning – central support
COOP operations – decentralized or combined
“Hot” sites
Recovery services.

16. 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.

17. 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

18. 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

19. Another central services example: Data Center Consolidation
The business case:
Less expensive
More secure
More stable
More efficient

20. 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

21. Distributed Solutions
Geospatial Information Systems and Services
David Arbeit
Minnesota Chief Geospatial Information Services Officer

22. GIS: Not Just for Map Techies Anymore!
MapQuest
Yahoo Maps
Google Maps
Google Earth

23. Geographic Information is Everywhere
On the Web
On your TV
In your Car
On your Phone!

24. Location, Location, Location…
Almost everything we do or are concerned about involves location
People, Places, Things, Events

25. 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?

26. 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

27. 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

28. 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

29. 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

31. Lots of GIS & IT Planning in MN Lately This project is part of a logical progression
IT & TeleCom Systems and Services Master Plan OET, 2007
A Foundation for a Coordinated GIS MGCGI, 2004
State GIS Enterprise Conceptual Architecture Design - MGCGI, 2005
Compass Points Retreat Report – MGCGI / LMIC, 2007
The Case for a MN State GIS Enterprise MGCGI, 2006
Drive to Excellence Transformation Roadmap DOA, 2005
Drive to Excellence Launch of Enterprise GIS Project – D2E, 2008
2004
2005
2006
2007
2008

32. 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.

33. 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”

34. Minnesota Geospatial Information Office

35. Shared Application Services Concept
Hosted
Services
Government
Business
Application C
Government Entity 2
Government
Business
Application B
Hosted
Services
Government Entity 1
Hosted
Services
Government Entity 3
Government
Business
Application A
Service
Provider
Commercial Service
Mash Ups!!??

36. Enterprise Geospatial Services Architecture
Service providers identify & document services
Broker Organization
Service
Provider
Catalog
MPCA
Service
Service
Agriculture
DNR
Catalog
Services
MnDOT
MnGeo
Consumer applications interact directly with Service Providers
Query for Service
Access
Service
Consumers learn about services through a broker catalog service
Consumer
Consumer

37. Example Services Name Request Description Result Image
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

38. 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?

39. 500,000 images/month and growing!
$6.5 M Investment

40. 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

44. 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

45. GIS Coordinated Affordable Reliable Effective The MnGeo Vision
"Minnesota makes Coordinated, Affordable,
Reliable, and Effective
use of GIS technology to improve services throughout the state."
Coordinated
Affordable
Reliable
Effective
GIS

46. 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

47. 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

48. 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

49. Governance
Governance that respects customers and promotes trust that their needs will be met.

50. Things to Watch For Advisors, Contributors and Stakeholders
Community of Partners

51. 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!

52. Let’s Talk Shared Services