Digital government toolkit

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1 Digital Government Strategies: Good Practices Colombia: Definition and Implementation of an Enterprise Architecture by Colombian State Agencies The OECD Council adopted on 15 July 2014 the Recommendation on Digital Government Strategies. The Recommendation provides a set of 12 principles structured around 3 pillars. The OECD Secretariat is developing a Digital Government Policy Toolkit to support OECD member countries and non-member adhering countries with the implementation of the Recommendation. This practice was submitted by the government of Austria to be considered as a good practice in the implementation of one or more of the principles contained in the Recommendation. Description of the practice: Organisation: Name of the practice: Principles implemented: Ministry of Information and Communications Technologies Definition and Implementation of an Enterprise Architecture by Colombian State Agencies Principle 10 Reinforce institutional capacities to manage and monitor projects implementation Description: Colombia defined and structured an Enterprise Architecture framework for the management of information and communication technologies in the State. This framework is the instrument that establishes the conceptual structure, defines guidelines and standards, and incorporates best practices to materialize the Colombian Digital Government Strategy. The framework allows the standardization of IT management in State entities and establishes groundwork for generating dynamics of continuous improvement, with the participation of the academia, the private industry and the State; excellence processes and measurements become guides to the IT strategic vision in Colombia. This tool s main objective is to achieve excellence in public management, through the strategic use of ICTs. The framework is made up of 91 guidelines, 19 guides, 1 technical specification, 12 general principles, 6 domains or dimensions, four architecture points of view and two models, the Strategic IT Management Model (IT4+) and the Information Security and Privacy Model. The governance of the Enterprise Architecture Framework for the State is in hands of the Ministry of Information and Communications Technologies, more specifically the Department of Standards and IT Architecture (DEATI). Version 1.0 is available on a website for consultation and access by State agencies. 1

2 The team in charge of its updating, defined a government protocol which establishes the dialogue and discussion spaces for the impact evaluation and the approval of changes and adjustments, as well as the development of new instruments. The government protocol involves a co-creation and feedback process with the academia, the private industry and public entities in order to ensure that the aforementioned changes and adjustments are in fact viable and pertinent in the State. For more: Results The project s main results so far have been the design itself as well as the publishing of the State s Enterprise Architecture Framework. The adoption and implementation of the guidelines of the EA Framework by more than 25 public entities. Development Design: March 2014 Conceptual design and development of the framework s first drafts. The Architecture Framework s design was done with the participation of 22 sectors, 53 public entities, 4 universities, 12 industry representatives and 98 IT officials. Testing: March - July 2014 March 2014: Creation of Working Groups with the industry, the academia and the State. July 2014: Elaboration of the framework s implementation Pilot. The Enterprise Architecture Framework s guidelines were validated and adjusted through the realization of pilots in the health and social inclusion sectors. A project and/or process was selected in each sector and the guidelines were applied in order to validate their applicability and pertinence. Implementation: December 2014: Publishing and release of the Enterprise Architecture framework. January 2015: Beginning of the adoption and appropriation of the Enterprise Architecture framework. June 2015: Structuring Colombia s IT Architecture Portal, where the Framework and all its instruments are published: 11 of March 2015: Registration of the Colombia IT Architecture Brand and protection of all the products derived from it. SIC Resolution

3 May 2015 and on: Initiation and development of the support programme for public entities: a 4 stage accompaniment strategy was deployed: Inform, Understand, Locate and Act. In the framework s design, co-creation exercises with the academia, the industry and state agencies were organized. The framework also incorporated COBIT, ITIL, ISO 27000, PMBok, TOGAF elements and Government Enterprise Architecture Frameworks such as FEAF, DoDAF. During the conceptualization and development of the EA Framework, benchmarking of other countries enterprise architecture frameworks was done and focus groups with the academia, the IT industry and public entities took place. Resources: The Framework s design cost was US$ and it was developed over 15 months. 15 consultants worked on the design including, application architects, enterprise architects, information architects, IT Government, as well as IT Strategy and Change management specialists. There are currently three architecture consultants or advisors, who are responsible for improving, designing EA Framework instruments and lead the processes of appropriation and support to entities. Diffusion and scaling: 2016 Currently lessons learned are being documented by two public entities that have implemented the framework in the structuring of the institutional enterprise architecture. The objective is to use these as example, guide and incentive for other entities to begin their adoption processes. For the Framework s diffusion and scaling two events were organized with the Information Technology Leaders (CIOs) from public entities, during national summits (CIO summit). The framework was presented in these spaces, explaining its structure, components, relevance and benefits. An accompaniment and implementation plan for the Online Government Strategy was structured, it incorporates the adoption of the EA framework and it is divided into 4 stages: Informing, Understanding, Locating and Acting. This strategy is supported by an external operator who has a team of 12 articulators and 4 specialized accompaniment professionals. The main objective of each stage is as follows: Informing stage: The objective is that entities get to know the Online Government Strategy and its accompaniment scheme in more depth. To achieve this, sectors and regions were invited to socialization meetings. At this stage 212 officials nationwide, 68 district officials, 476 officials from the comptroller general office, and 81 officials of the territorial level were sensitized 3

4 Understanding Stage: This stage s objective is that entities take ownership of the Online Government strategy and its 4 components through practical examples related to the online government projects with impact in their sector or region. During this stage specialized support was provided to 95 public national entities, 7 territorial level and 5 control entities in At the same time 4 sectors of the public administration were accompanied during the adoption of the EA Framework through the head of the sector (Foreign Affairs, Information and Communications Technology, Environment and Justice). In 2016, 35 entities have been accompanied, 2 sectors (Work and agriculture), there have been three workshops in the Online Government Strategy Thursdays, which has helped to strengthen the capacities of the officials responsible for IT management in public institutions and the implementation of the framework. 220 officials and 85 on the virtual level participated in the webinars organized as part of the Excellence Wednesdays. Locating Stage: The objective at this stage is that entities identify their actual state in regards to the fulfilment of the framework s guidelines in order to establish the technology strategic action plan and prioritize the activities to take place. In order to do so, agencies shall implement diagnosis tools that will allow them to identify their current status. Acting Stage: This stage s objective is to provide advice to entities in order for them to materialize technology projects defined in their strategic plan, guided by the fulfilment of the Online Government Act s objectives and the EA framework. To this end the Ministry of ICT has been supported by external accompaniment operators and by hiring specialized consultants in enterprise architecture, in order to provide support to entities in building evidence and products to verify compliance and adoption of the reference guidelines of the EA Framework. This practice must be adopted and is mandatory for the 6500 public entities in the executive branch of the national and territorial level. Partnerships: Partnerships with private and public sector organisations. Everis- Tecnocom Joint Venture: designed and structured the EA framework for the State. EY Auditing: was in charge of monitoring and ensuring compliance with the technical quality and the proposed work plan for the development and design of the EA Framework. Corporación Colombia Digital: is the State s consulting firm on the strategy for the strengthening of IT management within the State. It also was the entity that structured and developed Colombia s IT architecture portal and provided technical support services to public entities, in order to help during the adoption of this best practice. 4

5 Digital government toolkit Ministry of Health and Social Protection: participated in the framework s Validation Pilot. Social Protection Department: was part of the framework s Validation Pilot. Lessons learned The definition of an Enterprise Architecture Framework for State entities requires the cooperation and participation of the academia, the private sector and the public sector. It is necessary to elaborate a preparation campaign ahead of the information gathering processes in order to obtain the entities commitment and participation. Projects with very complex technical language require creative communication strategies, oriented to highlighting the project / programme benefits. Conditions required: A high level of commitment and leadership is required from the directors level in the State agencies in order to fulfil the implementation of the EA framework since this particular exercise implies allocating financial and human resources. The empowerment and establishment of the IT Leader (CIO) figure within the State entities. Officials and consultants with high competencies in leadership and enterprise architecture. The adoption of the Framework is not an issue that is only the responsibility of the IT area, but also the missionary areas. Therefore senior management awareness and appropriation of these issues becomes a critical success factor. The use of the framework s appropriation thematic, should be part of the training plans of public entities and not only the responsibility of the entity generating the public policy Additional information: No 5

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