Ingraining Technology Into Strategic Planning- Strategic IT Planning. CAST Strategic Planning & Strategic IT Planning Workbook 4/25/2018

Transcription

1 Ingraining Technology Into Strategic Planning- Strategic IT Planning with MAJD ALWAN, PH.D. CAST Strategic Planning & Strategic IT Planning Workbook When, Who and What? When At least once every 5 years (preferably every 2-3 years) When embarking on new major initiatives, strategic partnership, merger Who Board, Executive and Management Team Staff, stakeholder representatives 1

2 First Steps, First Agreement on: The need for Strategic Planning Strategic Planning Approach: Vision/ Goal-based Issue-based Alignment Model Scenario Planning Vision-Based Strategic Planning Steps Environmental Scanning Technology Trends Consumer Desires/ Preferences Technology Needs (for internal operations, as well as strategic partners) Scenario Planning SWOT Analysis Key Issues, Questions and Choices Develop/ Review Values, Vision and Mission. LeadingAge 2030 Scenarios 2

3 Develop Goals and Strategies Strategic Goals Programs Resources Status Partnerships Institutional Development Governance Strategies Technology should be: A strategy Enabler of other strategies Consider implications on the IT infrastructure Agree on priorities, timing and resources. Last Few Steps Develop an Annual Action Plan that Addresses Goals and Specifies Objectives Finalize a Written Strategic Plan that Summarizes the Results and Decisions Build in Procedures for Monitoring, and for Modifying Strategies Use the Strategic Plan to guide your detailed Strategic IT Plan Sample Strategic Plan Source: INTAFRREGTOPTEIA/Resources/m osaica_10_steps.pdf 3

4 IT Strategic Planning Joe Velderman, MCP Director of Consulting Services Introduction 16+ Years of Professional Experience in Technology First PC in 1993, Upgraded in 1994 Audio-Visual Experience Internship converting manual water meters and valves to software controlled electronics First real job assembling code to build online pension benefits administration portal for Caterpillar retirees Experience designing and building virtual server environment to support 80+ virtual servers in higher education IT leadership roles for several organizations Implementation of many core enterprise applications Known Apple Fanboy Session Objectives 1. Understand the importance of incorporating technology and IT planning into your organization s strategic plan. 2. Learn how to conduct IT assessments, strategic planning, infrastructure update and operation planning for technology applications. 3. Discuss the outcomes and lessons learned from providers who have implemented strategic planning into their organization. 4

5 Technology in Senior Living & LTPAC Vital resource for nearly every operational area Increased efficiency Greater collaboration Deeper analytics Must support the organization s goals and objectives Requires funding and stewardship Importance of IT Strategic Planning Integral part of any organization s strategic planning and enterprise governance process. Ensure that technology aligns with the organization s business goals Supports the goals, objectives, initiatives or innovative business models efficiently and cost-effectively Project sustainability to existing information systems and communications infrastructure to support technology outcomes Define technology projects and delineated resources required for each project Articulate Technology Objectives and Riverbanks for Governance Align the focus of the IT Department Control Expenses Technology Governance Structure (Example) Board of Trustees Care & Case Mgmt Technolog y Team Talent Mgmt Technolog y Team Executive Leadership Technology Steering Group Financial Stewardshi p Technology Team Technology Infrastructure Team Review and approve major strategic directions, approve capital forecast and operating budget, approve capital project exenses in accordance Ensure IT strategic plan aligned with direction, with policy. recommend capital forecast and operating budget, approve or recommend capital project Manage expenses IT in strategic accordance plan, with develop policy. capital forecast and operating budget, approve or recommend capital project expenses in accordance with policy, oversee strategic initiatives. Teams brought together around various technology initiatives. These teams provide perspective to identify, evaluate, justify, prioritize, recommend and monitor all technology projects within their domain. 5

6 Role of the CIO Assist executive leadership in understanding technology considerations and how they will impact each part of the organization. Provide strategic IT vision, goals, objectives Accountable for day-to-day IT operations for the enterprise Must continue to research new systems and practices and educate c- suite and board Realities of Aging Services Small portion of LeadingAge members have a CIO Potential to pool resources across multiple organizations Outsource virtual CIO (vcio) Strategic Planning Process Start with a comprehensive assessment Current State of Technology Governance (Policies, Risk, Cyber, Vision) Infrastructure Information Systems Support & Staffing Review Goals, Objectives & Challenges of Organization Find out how IT Strategic Plan can support Develop IT Strategic Plan Technology Steering Group Address IT challenges Fulfill IT requirements Support Organization Objectives Strategic Planning Team Senior-Most IT Team Member (CIO) Executive Team Representation Establishing Clear Guidelines for Members of IT Steering Group Involvement in Organizational Planning Subject Matter Experts Representative of organization s residents / clients Resident Technology Council 6

7 1 Discovery & Information Assessment Discover Organization s Goals, Objectives & Challenges Strategic and Tactical Assess Existing IT Infrastructure Technology Inventory WAN, LAN, Datacenter, User Endpoints, Licensing, Telephony, Low Voltage Systems Software Inventory Enterprise Applications, Commercial Applications, Licensing, Subscriptions, Accessibility, Interfaces, Authentications & Accessibility Staffing & Support Inventory IT Staff Competencies All Staff Technology Competencies 2 Determining & Prioritizing Needs Information Technology Department Hardware (evergreen replacement) Software & Licensing Support & Training Needs of Business Units Finance, HR, Clinical, Facilities, Sales, Marketing, Dining, Administration Discussion with departments Interoperability Needs Internal & External Cybersecurity Needs Business Intelligence Needs 3 Developing Objectives & Budget Formulating Objectives Ongoing Objectives Hardware Rotation, Staffing, Connectivity, etc New Objectives Information Systems Improvements (software implementations) Project Support Resources Budgeting Benchmark current spending vs. future spending Vendor Selection & Proposals Staff Time & Resources 7

8 3 Developing Objectives & Budget 4 Organization Vision Alignment Define / Review the organization s values, community vision and mission Develop a shared vision for the IT department Program Goal Support Resource Goal Support Status Goal Support Relationship Goals Agree on Key Strategies Role of Technology 5 Strategic Plan Format Organization Vision, Mission, Goals, Objectives Supporting IT Vision, Mission, Goals, Objectives IT Purpose Role of Technology Technology Governance Service Level Agreements Strategic Planning Process Presentation of Objectives Timeline, Resources, Future State of Technology 8

9 IT Strategic Planning Outcomes Increase Support and Advocacy for IT Board & Executive Team Organization Resident Satisfaction IT Department Alignment Vendor Alignment Increased Efficiency Cost Containment Measurable Success & Demonstrated Value IT Strategic Planning Lessons Learned View Technology as a Strategic Asset IT people Wired as problem solvers So many areas that IT can support organizational initiatives Leverage Opportunities to Complete IT Strategic Plan Development, Repositioning, Upgrade, Partnership Ask Tomorrow s Questions alongside Today s Issues Consider emerging technologies that are disrupting other industries Impact on resources through the Strategic Planning Process Consider professional assistance through this process IT Infrastructure 9

10 Cloud Computing vs. Local Hosting Network Topology IT Infrastructure Cloud is the direction to go: Vet your provider Network/ Connectivity Redundancies: Dual Core Redundant ISP Mesh topologies Manageability/ Managed Environments Bandwidth needs Mediums Depend on size, applications, factor future needs! Data Back-Up and Disaster Recovery Plan Business Continuity Plan Identify Risks/ Threats Data Back-up Plan Back-up Power Back-up Connectivity Off-line Operations Disaster Recovery Plan Recovery Point Objective Recovery Time Objective. IT Support: In-House vs. Outsourcing Decision Depends On: Organization Infrastructure/ Environment Size of the IT Department Internal Competencies Applications Supported etc. Generally: Outsource Locally Vet Your Provider! 10

11 Generic Overview of Operational Planning, Selection Implementation and Support of Specific Technology Applications Project Planning-Project Team/Goals Understanding Impact on Workflow and Operations Example Flowchart for Medication Set Up Workflow with Opportunities for EHR 11

12 Must Have vs Nice to Have Accelerated Walkthrough Planning Overall Strategic Goals, Issues, and Care Settings Target Users or Population, Specific Issues and Characteristics High-level Technology Review Add Requirements Program Design and Support Needs Assessment of Resources When and where the issue arises and what is the workflow involved Especially important for Personal Adherence Solutions Potential Solutions Constraints to Refine/ Narrow your search Additional Constraints Finalists to invite to Demo and to submit an RFP Comparing Products/Shortlist CAST Online Selection Tool CAST Product Matrix 12

13 Vendor Evaluation and Selection RFP Invitation/Demo Implementation, System Integration, Data Migration and Change Management 13

14 Training and Support Strategic IT Planning Tools Interactive Online Tool Thank You 14

15 Questions? THANK YOU 15