Shewchuk Strategic IT

							     Strategic IT

“It’s more than just fixing
         things”


       Tom Shewchuk
 IT Director, Ingham County
              Background

• Worked as a VP of Technology and
  Director for an IT Systems Integrator from
  1980 to 2007
• Worked for a Small Family Business,
  Private and Public Company
• Managed 100+ Network Engineers
• At Ingham County for 2+ years
           Traditional IT Model
• General hardware and software support
• Reacting to issues and problems your customers
    are having
•   Departments/Users selected software and
    hardware before consulting the IT Department
•   IT Department has to support technology
    selected by non-technical individuals &
    departments
•   Do things because “that is the way we did it in
    the past”
            New IT Model

• Continue to provide traditional IT Support
                -PLUS-
• Business Process Engineering Services
• Cooperation and Collaboration
• Participation at the Executive Level
       Key Strategic Planning
      Development Components

• Develop a Mission, Vision, Values, Goals,
  and Objectives
• Information Systems Model
• Clear and Concise Job Descriptions
• Clear and Concise Policies and Procedures
• Consistent IT Tools and Procedures
• Business Process Engineering
• Cooperation and Collaboration
Mission, Vision, Values, Goals, and
             Objectives
• Define why you exist
• Ultimate guide to making decisions
• Sets expectations with your staff
• Needs to align with the County’s goals
• Define Guiding Principles:
     • Dr. Deming’s System of Profound Knowledge:
            Appreciation for a System
            Theory of Variation
            Theory of Knowledge
            Psychology: Individual & Group
Information Systems Model
       Information Systems Model
           Strategic Initiatives
•   Integrated Systems
•   Needs to be Scalable (Enterprise Systems)
•   “Do it right the first time”
•   Seek the optimal Solution then scale back if
    needed
•   Converged Network:
       • Integrated Voice, Video, Data
• Common Systems:
       • Video Surveillance System
       • Phone System
       • Imaging System
       • Enterprise Faxing System
       • Website Template
       • Virtual Servers/Desktops
             Job Descriptions
• Define clear areas of responsibility
• Emphasize consistency
• Structured Freedom:
     • Enforce guiding principles
     • Be flexible
     • No Micro Management
     • Let your people do their jobs and provide them the
      needed support
• Goal:
     • Employees understand their Job Responsibilities
  Clear Policies and Procedures

• Acceptable Use Policy
• Security Policy
• IT Department Operations Guide
• Union Shops – Collective Bargaining
  Agreement
• General County Policies and Procedures
• Distribute and educate users on
  appropriate use of IT Systems
Consistent IT Tools and Procedures
• Develop standards and tools that are used
 consistently. Examples:
    • Project Information Forms
    • Call Tracking System
    • Desktop Images
• Don’t keep reinventing the wheel
• Goal:
    • Eliminate inconsistency
    • Give your employees direction
    • Eliminate problems and issues
    Business Process Engineering
• Partner with your customers to utilize and
    integrate technology into their departments
    effectively
•   Marry Technology to:
       • The needs of the Customer/Department
       • Customer/Department Business Processes and Workflow
• Align with:
       • The County’s IT Strategy
       • The goals of the County’s Board of Commissioners
• Providing these non-traditional services will
    make your department more valuable
•   Goal:
       • Take a holistic approach towards problem solving
   Business Process Engineering
• All new Projects use this concept and the
  following are defined using a Project Initiation
  Form:
     • Scope of Work
     • Statement of Needs
     • Examine the current environment
     • Design of the new solution
     • Implementation of the new solution
     • Closure
• Examples:
     • Imaging
     • Faxing from the Desktop
     • Website
     • Database Integration at our Health Department
 Cooperation and Collaboration
• Old Model:
    • Everyone has their own systems
    • No sharing
    • Lack of Trust
• New Model Goals:
    • Share systems
    • Eliminate duplicate systems
    • Reduce costs
    • Efficiency
    • “It just makes sense”
    • Feed off each other
    • Partner – Both Agencies have accountability
    Cooperation and Collaboration
               Model
• Ingham County IT Department:
     • Maintains and supports the shared systems
     • Works with the partners IT staff, not their end users
     • Charges the partner a maintenance fee
• The Partner:
     • Buys or shares in the cost of all hardware
     • Continues to support their end-users
     • Has full Admin access to their portion of the system
• Both Parties:
     • Establish a legal binding agreement or MSA
• The Agreement or MSA states it is a partnership
  with shared responsibilities and accountability
      Cooperation and Collaboration
                Examples
• Common Records Management and Computer Aided
    Dispatch System for all Police and Fire in Ingham County
    (except 1 agency)
•   Power School Application is hosted in the Ingham County
    Data Center for the Ingham Intermediate School District
    (IISD)
•   Ingham County MIS provides network support for the
    Tri-County Office on Aging
•   In the process of consolidating the two Ingham County
    911 centers to one 911 center
•   Collaborating with Livingston, Clinton and Eaton County
    on the purchase of a new 911 phone system
    Cooperation and Collaboration
              Examples
• Currently collaborating with the IISD on:
     • GW to Exchange Migration
     • Enterprise back up solution
     • Video Surveillance
     • IP Telephony
• Region 1 Cyber Security Team
• Common Jail System for Ingham County
• Wireless access for D55, 54A, and 54B courts so
  our Prosecuting Attorney’s can access our
  Imaging System in any courtroom
               Challenges
• Rogue departments
• Lack of Trust
• Politics
• You will run into resistance
    Keys to a Successful Strategy
• A well defined plan
• Involve staff in your strategic planning
• Educate and communicate with your staff:
        • Regular meetings
        • Review all projects
        • Review successes and failures
• Hold regular meetings with key stakeholders:
        • Information Systems Advisory Committee
        • Get on the Agenda for Board meetings
• Educate your departments:
        • Technology Road Show
        • Get invited to department meetings
• Integrate Business Process Engineering into the IT
    Departments job
•   Sometimes you have to say “No” , but be flexible and
    open-minded at the same time
•   Market your strategy, accomplishments and cost savings
•   Document your accomplishments and cost savings
    Keys to a Successful Strategy
•   Be Proactive and persistent
•   You earn Trust, just don’t expect it
•   Don’t give up, you will run into resistance
•   “If there is a will there’s a way”
•   Be patient, this is a cultural change and it will
    take time
•   Think out of the box
•   Get buy in from your supervisor and your Board
•   Communicate, communicate, communicate
•   Keep your eye on the target
•   Don’t do things just because that is the way you
    always did them
•   Don’t be shy about using Vendors
Questions