Using Reference Models For Service Mapping In Canadian Governments

Alain Perry Senior Project Coordinator, Enterprise Architecture and Standards, CIO Branch Service Mapping Subcommittee (SMSC), Acting Federal co-chair Roy Wiseman Chief Information Officer, Region of Peel Project Director, Municipal Reference Model Version 2 (MRM v2) Project for the Municipal Information Systems Association (MISA/ASIM) Service Mapping Subcommittee (SMSC), Municipal co-chair John Chandler Senior Enterprise Architect, Service Alberta, Government of Alberta Service Mapping Subcommittee (SMSC), Provincial co-chair Reference Models: a pan-Canadian Foundation for Government Improvement GTEC 2008 Conference October 28, 2008 Presenters: Using Reference Models for Service Mapping in Canadian Governments

Part 1: What are reference models? What are reference models and why should you care? Part 2: The Pan-Canadian Context What are different orders of government doing, both individually and collectively, to develop reference model standards, tools and capabilities that can be shared and leveraged by all governments in Canada? Part 3: How can you use them? How can you use them in your program? How are they being used in other government jurisdictions? Questions Agenda

Definition An abstract representation of the entities and relationships involved in a problem space and forms the conceptual basis for the development of more concrete models of the space and, ultimately, implementations in a computing context. It thereby serves as a… template for the development of more specific models …and allows for comparison between complying models. Source: Wikipedia In short: A reference model is a set of rules for how you describe things. Part 1: What are Reference Models? Thanks. Now tell me why I care.

The challenge... Why does our business exist? How many programs and services do we provide? Who do we work with? Who is accountable for what? Are there duplicate services? How much do we spend to deliver those services? What has conflicting accountability? Or no accountability? Are there services showing limited or no resources? What is wrong with the way we are now? Where do we want to go? What are we changing to? What will it be like when we get there? How will we know when we get there? How are we going to do it? Is it worth making the trip? Tell me all the services any of our departments provide to a given target group (e.g. seniors, youth, aboriginals)? Are the services achieving the desired program outcomes? What about horizontal portfolios (departmental, intra- or inter- government)? What investments best address seamless client-centred services? Simple Questions... ... Tough to Answer! Government is complex. Change is hard! Integrated change is even harder!!

The challenge (cont’d) Words (without rules for them) are weak. They can be misunderstood. Let’s build a house Yes we should

A Better Way Creating superior results by design . By using a common, agreed-upon set of rules for creating better descriptions of what we want. Let’s build a house Yes we should

Coherent Government by design We really need: a consistent and more formal business design capability based on a common language and set of rules for using it to create better descriptions of what we want (e.g. more coherent ones). A pan-Canadian standard along these lines will enable any conceivable government line-of-business (and inter-collaborations thereof) to better: interpret and clarify their missions, strategies, outcomes, etc. accurately depict or map how they work (and how they can work together), discover opportunities for business improvements, support their planning and successful implementation. We really need: a Canadian Governments Reference Model If we really want: to move to a “whole of government” approach, seamless, citizen-centred services, legislation, regulations and policies designed rather than crafted, alignment, integration, interoperability, etc. in our business systems, to do more with less, etc.

Government Reference Model Example (source: the Government of Canada GSRM specification) Government Reference Models Provide: A Common Language and Structure for Describing and Improving Government.

Supply capacity to act (Units of) Resource Funds New Knowledge Enhance capability to act Care & Rehabilitation Encounters Educational & Training Encounters Movements Recreational & Cultural Encounters Facilitate & influence action Advisory Encounters Advocacy and Promotional Encounters Matches, Referrals & Linkages Periods of Agreement Regulation action Findings Interventions Penalties & Periods of Sanction Periods of Permission Periods of Protection Rulings & Judgments Core Implemented changes Rules (laws, regulations, policies, strategies, plans, designs, standards) Clients Outputs Services The 19 GSRM Service Output Types Government Reference Models Provide: Standard Classification Schemes ...and much more! Government Reference Model Example (source: the Government of Canada GSRM specification)

What are different orders of government doing, both individually and collectively, to develop reference model standards, tools and capabilities that can be shared and leveraged by all governments in Canada? Part 2: The Pan-Canadian Context

Public Sector Service Delivery Council (PSSDC) Joint Councils “ We share information, develop partnerships and facilitate potential solutions that can be used to improve public sector service delivery .” “ We enable enhanced service to the Canadian public through demonstrated leadership in the management of information and technology .” Our members are: Senior Service Delivery Officials Supported by the Institute for Citizen-Centred Service (ICCS) “ We collaborate and share information in areas of common interest ” Network of colleagues sharing knowledge Common Tools Shared Projects A collaboration of all orders of government (Federal, Provincial/Territorial, Municipal) along a continuum from knowledge sharing to pilot projects Our members are: Chief Information Officers The Joint Councils Public Sector CIO Council (PSCIOC)

Reference Models Across Canada Municipal Reference Model (MRM) Public Service Reference Model (PSRM) Government of Canada Strategic Reference Model (GSRM) 1992-1998 Joint Venture / Chartwell Partnership 1998... Ontario Enterprise Architecture Initiative 2002... Federal Enterprise Architecture Initiative Looking Back: a 16-year proven history of enabling government. www.gov.on.ca/mgs/graphics/200067.pdf www.tbs-sct.gc.ca/btep-pto 2. The MRM v2 Project 1. The Service Mapping Subcommittee (SMSC) Municipal Reference Model Version 2 (MRMv2) Canadian Governments Reference Model (CGRM) Next Steps: with the full support of the Joint Councils, two interrelated initiatives are now underway to unify and build on the above and take it to the next level. 2007... www.iccs-isac.org www.misa-asim.ca/en/LatestNews.html

Initiative 1: The Service Mapping Subcommittee (SMSC) guiding principle: the Maximum Middle To establish the pan-Canadian standard Canadian Governments Reference Model (CGRM) SMSC Goals:

to establish the set of ongoing, financially-sustainable business services and computing infrastructure necessary to steward the CGRM and support its effective use and well-governed evolution over time. Initiative 1: The Service Mapping Subcommittee (SMSC) concept of operations: SMSC Goals:

Task 1: Develop a CGRM Task 2: Develop Business Model (Business Proposal) Task 3: Establish Memorandum of Understanding (MOU) for the Institute of Citizen Centric Service (ICCS) Task 4: Install a CGRM Governance Structure Task 5: Recommend a Reference Model Infrastructure SMSC Program of Work: (see draft structure below) (that leverages and builds upon the work of the MRM v2 initiative) Initiative 1: The Service Mapping Subcommittee (SMSC) Goal: sustainable, well-managed governance processes, stewarded by the ICCS, that allow the CGRM to evolve based on suggestions for improvement from both public and private sector stakeholders.

… in a standard way … using precise definitions and concepts accepted and adopted by all governments in Canada … with tools and templates to help you create the descriptions of the municipality … with user guides and training material to help create and use these descriptions for a range of municipal purposes … with a repository where these descriptions can be saved … repository pre-populated with a generic set of service descriptions that may be provided by any municipality in Canada … repository pre-populated with specific descriptions (models) created by other municipalities … with tools that allow for the analysis and comparison of such descriptions … and with a collaboration space that allows ideas to be shared on how these tools are being used in participating municipalities In short: A powerful Authoritative Service Catalogue that all Municipalities can use and share. MRM v2 Goal: to create a Tool (Product, Service) that will help municipal governments describe their vision, goals, objectives, programs, services, performance metrics, etc. Initiative 2: The Municipal Reference Model Version 2 (MRM v2)

Customized Halton Model MRM Meta-Model (i.e. Shell Program, Shell Service, etc.) MRM Reference Model (i.e. Public Safety Program, Fire Rescue Service, etc.) Best Practice Model (i.e. AWWA Potable Water Supply Service, etc.) Customized York Model Customized Peel Model (i.e. Peel Potable Water Supply Service) Customized “My Municipality’s” Model MRM v2 Components: Initiative 2: The Municipal Reference Model Version 2 (MRM v2)

How can you use them in your program? How are they being used in other government jurisdictions? Part 3: How Can You Use Them?

Strategy and Policy Improvements Process and Quality Improvements Organizational Improvements Leadership and Management Improvements Human Resource Management Improvements Financial Management improvements Information and Technology Improvements etc. Q: What Can You use Them For? A: Anything! (anything that needs describing)

Seniors Service Mapping Initiative Participants: Veterans Affairs Canada, Canada Revenue Agency, Social Development Canada, Health Canada, Ontario Ministry of Health and Long-term Care, Ontario Ministry of Consumer and Business Services, Ontario Seniors Secretariat, Representatives from Niagara Community Services, Public Health and Police departments Methodology 16 people participated in three two-day sessions to identify potential transformation opportunities Output: a shared vision for Seniors across all jurisdictions a standardized definition of seniors’ programs a problem statement based on ranking and rigorous root cause analysis opportunities for transformation, ranked and profiled, with initial business cases

Opportunities for Working Vertically and Horizontally in Seniors Programs

Service Improvement Opportunities

Integrated Water Management Architecture Approved by the Ontario Water Directors’ Committee in Feb 2001 Participants Ministry of Environment Ministry of Natural Resources Ministry of Agriculture & Food Methodology Approach focused on public target groups and water related needs rather than administrative function Outputs a contextual view of water management in Ontario 100+ provincial services identified within 19 Programs

The Integrated Water Management Architecture Vision “ To be” “ As is” Integrated Service Delivery Program Mgmt Integrated Solutions Planning Business/ I&IT Strategy Architecture Integrated Service Needs

One Toolkit, Many Uses Application Budget/Service Review Organizational Design Corporate Strategic Plan Technology Plan Application Design Process Improvement Amalgamation Planning Certification (ISO, NQI) Benchmarking Sample Municipalities Brantford, Coquitlam, Guelph, Winnipeg Fredericton, Halifax, Saint John Milton, Saint John, Centre Wellington Brantford, Guelph, Phoenix Peel, Phoenix, Shanghai Peel, Polish municipalities Guelph, Halifax, Toronto Fredericton, Saint John Ontario Municipal Benchmarking Initiative (OMBI)

Using Reference Models For Service Mapping In Canadian Governments

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Using Reference Models For Service Mapping In Canadian Governments