Cambridge: Fire IT Strategy
Read how we helped Cambridge Fire develop a focused IT Strategy for the department.
Perry Group has supported multiple Emergency and 24/7 Service departments within various municipalities develop their long-term information and technology master plans and strategies.
With Provincial funding from the second round of the Audit and Accountability Fund (AAF), the City of Cambridge wanted to review the technology that Cambridge Fire Department (CFD) uses and its service delivery processes with the goal of finding efficiencies and recoverable funds that can be used to provide improved and streamlined services.
Focused on becoming a data driven organization, powered by evidence based decision making we worked collaboratively with CFD and Technology Services department to produce a fire-focused IT strategy that maps out the immediate, mid-term, and long-term direction for CFD’s modernization of workflows, resource allocation and integration technologies.
We provided a range of detailed recommendations, including for the implementation of a robust, modern Fire-specific RMS platform that eliminates the non-optimized use of multiple software applications that do not interface with each other and reduces manual manipulation of data.
Waterloo Region - Development Tracking
Read about our work to help Waterloo Region identify their needs, procure a development approvals solution and support the implementation of the system and modern processes.
The Region of Waterloo identified some challenges with the systems that supported their development approvals processes.
Our consulting team of planning and technology specialists worked with the team at the Region of Waterloo to assess the existing systems landscape for development approvals and permitting, conduct a fit gap assessment, a marketplace assessment and then to lay out a go forward systems strategy and business case for investment.
With the business case accepted by leadership and Council, Perry Group were further engaged to support and facilitate the procurement process. Perry Group consultants worked with the Region’s multi-disciplinary team to develop the scoping, requirements, and RFP. They worked with the procurement team to facilitate the running of the procurement process and eventual selection of a chosen partner.
The same consulting team has been retained as an ongoing Project Advisor to assist with process reviews, project implementation activities and helping to ensure that the project realizes the vision.
Burlington - Land Management / Amanda Review
Learn how we helped the City of Burlington and its key Planning, Permitting and Licensing leaders determine their go forward systems strategy.
The City of Burlington had long used Amanda as its core business solution for planning, permitting and licensing activities - alongside a variety of other services and processes.
However, frustration at the pace at which advancements had been made, and pressures from SDAF and the Ontario housing crisis prompted a re-evaluation of the situation.
Perry Group’s team of planning, permitting and technology specialists were engaged to help determine the path forward.
Working closely with a working group consisting of stakeholders from across the organization, and funded by SDAF, and subject to tight timelines; our team conducted reviews of key processes and consulted broadly with stakeholders, systems users and those involved in managing the system. We conducted a broad market scan and talked to many municipalities that have recent experience of implementing new systems or enhancing existing ones, we talked with vendors and assessed the various options.
Our recommendations, provided a clear graduated path forward, with budget and resource estimates, timelines and ongoing product management and evolution strategies and tactics.
Hastings County - HR Systems Review and Strategy
Read how we helped Hastings County review its HR systems and processes and map out a future systems strategy.
Perry Group Consulting’s core business for many years has been information technology and digital strategic planning. In those years, we have also built extensive service offerings and expertise in:
Process reviews and process optimization.
Needs assessments and solutions requirements development.
Solutions reviews and systems planning.
Solutions architecture and integration design.
Procurement strategy and advice
Hastings County was looking for a thorough needs assessment and review of the current state of its HR processes and systems in an effort to address multiple issues identified by staff. We worked closely with the HR and IT teams to review and help standardize and streamline their HR business processes. Utilizing funding from the Province’s Municipal Modernization Program, we helped the HR department identify opportunities to simplify their processes, move to a self-serve model and increase visibility into operations and the workforce, we conducted a fit-gap assessment against their current systems and identified their target systems needs.
We also provided a recommended implementation strategy and a go-forward procurement strategy.
York Region - Regional Digital Planning and Development
How we helped the Region think through the future of digital planning and collaboration in York.
We recently worked with the folks in York Region and their 9 area municipal partners to review the opportunities for increased digitization of the planning process and for enabling improved digital collaboration between municipalities and agencies around handling development applications.
We evaluated current as-is processes between local municipalities and the Region. We looked closely at how school boards, conservation authorities and other parties, including provincial agencies fit into the process.
The level of duplication between agencies is significant - and this duplication contributes to delays in the process.
The consulting team built a set of recommendations around a future strategy focused upon digitization of the application process and the back office process in those municipalities that don't yet have digitization. But, at the centre of the concept is a data exchange hub that will automate data and document transfer between agencies. A clear business case was built that shows a very clear return on investment for all agencies across the Region.
South Huron - IT Service Delivery Review
How we helped South Huron take a step back and review their IT setup and IT management practices through an IT Service Delivery Review.
The Municipality was looking for a review of their IT services with outcomes including improving efficiencies, optimizing business processes, looking for redundant IT solutions functionality and improving governance.
Our discovery work revealed a number of potential opportunities to address the desired outcomes of the review, and the consultants put together a set of recommendations that looked at IT resources, functionality duplication, manual processes and governance around evaluating and prioritizing projects and other IT-related activities.
Recommendations were prioritized and put into a work plan that would assist South Huron to move forward with a more effective IT environment resulting in improved service delivery.
Orillia - ECM Review and Business Process Optimization
How we helped Orillia review 28 business processes to determine high priority opportunities for process improvement, set out technology priorities and a roadmap for implementation. Also, how we helped them figure out whether they could use Office 365 for their document and records management needs.
PROJECT: ECM REVIEW AND BUSINESS PROCESS OPTIMIZATION
DESCRIPTION
Funded by the Province's Municipal Modernization program, the City of Orillia's project had two goals a) Review and determine whether Office 365 could meet their needs for a corporate Enterprise Content Management system replacement, and b) to conduct a BPO review of 25 business processes.
OUTCOME
On the ECM portion of the project we worked with the City's IT and Records Management staff and representatives from all business units to review records management practices and develop a set of business requirements. We assessed Office 365 against the requirements and confirmed that the vast majority of required features could be met, out of the box. The recommendation was to implement Office 365, without add-ons to replace their current ECM product.
The BPO portion of the project conducted as-is and to-be business process design against 28 services and processes, including Utility Locate Requests, Building Permits, Road Occupancy Permits, Complaints and Service Requests, and Tax Certificate Request Management.
The review identified over $900,000 of potential savings, significant customer service improvements and the elimination of waste.
Importantly, we identified the technology and people required to support the implementation of the process improvements, and a roadmap to follow for implementation.
PROJECT DATA
Population: 30,000
IT Team: 5
Budget: 150K
Timeline: 9 months
Town of Lincoln: Systems Review & BPO
How we helped the Town of Lincoln learn how to apply Business Process Optimization and how we helped them rationalize their IT Application portfolio.
DESCRIPTION
Digital transformation is driving municipalities to take a critical look at aging systems and technology infrastructure. While it is tempting to jump straight into systems planning and replacement, it is essential to step back and think hard and in detail about how services and processes are designed first.
Working with the Town of Lincoln’s leadership team, Perry Group helped them understand and embrace the criticality of Business Process Optimization before systems implementation.
Business Process Optimization (BPO) has already enabled The Town of Lincoln to begin transforming its accounts payable process, with many more processes to follow.
Waterloo Region: Development Tracking Systems Review
How we helped the Region of Waterloo review its development tracking system options and set a path, including budget and resource needs for the implementation of a new system.
PROJECT: DEVELOPMENT TRACKING SYSTEMS REVIEW
DESCRIPTION
The Region operated various databases and systems to track and manage development approvals. This piecemeal approach resulted in an incomplete view of the development process. Under pressure to speed the approvals process - the Region was looking to evaluate its options and determine a path forward.
The Region wanted to know whether to enhance one of the existing systems, whether to build a new system or whether to go to market to purchase a commercial product.
OUTCOME
Our team worked with Regional staff to assess the existing solutions in use and their suitability for future development.
We conducted discovery sessions and workshops to identify business requirements.
We conducted a market scan, talking to vendors and municipalities that have recently implemented development tracking systems - to assess whether the Region's requirements could be met.
Finally, we developed recommendations on the best approach, and provided budget and staffing estimates to implement and sustain the new development tracking system.
PROJECT DATA
Budget: $45k
Timeline: 4 months
Year: 2020
Halton Hills - Website RFP
How we worked with the Town of Halton Hills to run an RFP and select a vendor-partner for the implementation of a new website and online services.
PROJECT: WEBSITE RFP
DESCRIPTION
We worked with the Town of Halton Hills to develop a Corporate IT Strategy. One of the key projects identified was a need to replace the Town's website, while introducing a range of new online services. Town leadership saw the importance of the project, but didn't have the resources available to get the project moving in the short-term.
OUTCOME
We worked with internal stakeholders to prepare business requirements and build an RFP document for the new website and online services. We worked with the Town's purchasing team to facilitate the running of the RFP, to review responses, shortlist and conduct interviews - with key stakeholders involved throughout. Once a selection was made, we handed over the Town's project team and selected vendor to implement.
PROJECT DATA
Timeline: 3 months
Budget: 20k
City of Burlington: CMMS Review
How we helped Burlington review its existing CMMS, determine a need for replacement, and how we helped them budget and plan for the replacement project.
Project: CMMS SYSTEM REVIEW
Building and negotiating consensus on the strategic path forward with corporate maintenance management systems description
The City had implemented a Maintenance Management system (MMS) 8 years earlier, but the system had not met expectations, implementation was incomplete and overall satisfaction with the solution was low. We conducted a review of all of the City’s current multiple work and maintenance management systems (linear, facilities, and fleet) and supporting business processes. We analyzed the current situation and identified shortcomings and opportunities. We facilitated a market scan and an environmental scan of other municipal MMS implementations - identifying lessons learned. We incorporated findings and research into a recommended strategy, that clearly identified the way forward, resource and budget requirements.
OUTCOME
A clear direction on the MMS was set and approved by the IT Governance Committee, budgets and resource requirements were provided to support the budget process
PROJECT DATA
Pop: 180,000
IT Department: 35
Projects: IT Strategy, eGovernment Strategy
Timeline: 6 months
2017