Digital Transformation Roadmap Development Guidelines

The European Commission's Digital Cities Challenge Guidelines for implementation of Digital Transformation Trajectory Step 3: Roadmap development

Digital Cities Challenge Guidelines for the implementation of step 3 of the Digital Transformation Trajectory: development of the digital strategy roadmap

Step 3: Roadmap development Objectives of the presentation 1. Go over next steps in the delivery of the Digital Transformation Trajectory -> development of long list of actions Discuss the preparation of the Roadmap workshop Next steps 2. 3. 3

Step 3: Roadmap development But before we think about the Roadmap: You will need to update the strategy chapter of your report, based on the feedback and input received during the peer review in Algeciras Adjust your operational objectives to make them truly operational in nature Identify aspects for which you require support from thematic experts Think about the immediate change you aim to generate e.g. more of what, better what, increased what? Establish a clear link between your digital strategy and other existing strategies or policy documents at the city / regional level (e.g. implicit & explicit links) Tailor your strategy to your city what makes it unique? Make sure your Strategy report is a new report. It should not be in the same document as your assement report. Upload your Doc to SP. We will make the Key Log frame figure. https://technopolisltd223.sharepoint.com/sites/digital- transformation/Shared%20Documents/Forms/AllItems.aspx 4

Step 3: Roadmap development Where are we now? 0 1 2 3 4 Monitoring & implemen- tation Digital vision & ambition Preparation Strategy Roadmap Field advisory services Ambition workshop SAT & KPIs Assess- ment visit Strategy workshops Roadmap workshop Monitoring workshop (on-line) Academy Kick-off seminar Vision & Ambition seminar Strategy seminar Roadmap seminar Wave 2 + fellow cities Wave 1 Today 5

Step 3: Roadmap development Key concepts and definitions Roadmap: The component of the digital transformation strategy that describes the practical implementation of the strategy, including priority activities and governance Monitoring Indicators: Indicators to be used to monitor the progress and success of your digital transformation strategy. In the context of step 3, they refer to the indicators to measure progress towards the operational objectives. Priority activities: The specific actions through which the strategy will be implemented. An activity can be described as a tangible and concrete action, which has a beginning and an end, accompanied by a specific objective and resources for its implementation. Pilot activity: One or two activities to be selected within the framework of the DCC project, and implemented in the short term to launch the digital transformation strategy. Digitalisation strategy governance: The scheme and system through which the implementation of the digital transformation strategy will be managed and overseen. This includes a detailed description of roles and responsibilities of managing, implementing and governing partners and agents. 6

Example for Patras General vision statement DONE The overall ambition of the City of Patras is to create an open smart city digital infrastructure supported by a rich research and innovation ecosystem eager to keep up with the new international challenges of the digital society while keeping citizens' engagement at the heart of this effort. The city of Patras perceives smart cities/regions as an Open Laboratory Ecosystem positioned at the intersection of digital technology, disruptive innovation and urban/rural environments for citizens and entrepreneurs. orientation (step Step 3: Roadmap development 1 vision and Strategic ambition) Ambition statements DONE To adopt ICT solutions for Patras to become a cultural attraction pole and a tourism destination and origin To offer digital services and content to citizens and companies by adopting open data and open standards To strengthen the sustainable urban development of Patras through the implementation of IoT technology on a large scale To exploit and strengthen broadband infrastructures and new generation networks objectives and high pilot activities level KPIs (step 2 & operational KPIs and targets for ambition statements DONE to be updated development) Operational KPIs : baseline and targets KPIs : baseline and targets KPIs : baseline and targets KPIs : baseline and targets strategy Operational objectives DONE to be updated Operational objective 1 Operational objective 2 Operational objective 3 Operational objective 4 Operational objective 5 Operational objective 6 Priority and KPI: baseline & target KPI: baseline & target KPI: baseline & target KPI: baseline & target KPI: baseline & target KPI: baseline & target Priority activities To be done objective Priority activities Priority activities Priority activities Priority activities Priority activities Priority activities KPIs 7

Step 3: Roadmap development Step 3 aims at developing a roadmap for implementation, thereby outlining priorities, governance and funding Overview of Roadmap phase Objectives Way of working A Long list of activities (existing and new) Data collection and development Develop a detailed roadmap for the implementation of the strategy document adopted in the previous phase Define a list of priority projects under each one of the specific objectives defined in the strategy intervention logic Define the governance and strategic steering of the strategy Identify potential funding streams for the implementation of priority projects B Ideation and formulation Roadmap workshop C Validation Roadmap seminar Deliverables Detailed roadmap and pilot activities City representatives are front and center: momentum needs to gradually be passed on to the city 8

Step 3: Roadmap development Step 3 aims at developing a roadmap for implementation, thereby outlining priorities, governance and funding What? Who? When? Tools / support provided None Debrief on Academy Seminar and update Strategy report Develop long list of Digital City team Early Feb Way of working A Long list of activities (existing and new) Delphi method questionnaire for the identification of priority activities activities (new or existing) with description Roadmap workshop Digital city team (city representatives + experts, including thematic if necessary) Drafting roadmap and governance chapters experts, including thematic if necessary) October - November Feb-March Data collection City representatives Activity presentation template December B C Ideation and formulation Roadmap workshop Validation Roadmap seminar March Workshop guidelines /suggested template Chapter template and guidelines January Deliverables Detailed roadmap and pilot activities Digital city team (city representatives + March 9

Step 3: Roadmap development What is an activity? Any strategy is implemented through specific activities An activity can be described as a tangible and concrete action, which has a beginning and an end, accompanied by a specific objective and resources for its implementation Examples of activities may include: Building or development of specific types of infrastructure Financing capacity building activities such as training sessions Launching calls for projects (e.g. research projects) Organising networking and collaboration schemes Developing data portals Providing innovation within firms through grants or loans Investment in venture capital funds / other financial instruments Your city can plan to develop new activities or build on existing ones The results of activities (i.e. outputs) are meant to contribute to reaching your operational objectives. Common activity outputs may include: Individuals with strengthened digital skills Research projects conducted Firms financed / volume of financing Infrastructure developed 10

Activity number: TITLE Activity fiche (produce c.a. 15 -20 in total) the city representative s shoulde be in charge / hold the pen Indicate what operational objective of the strategy the activity is linked to (only one operational objective) Link to operational objective Add a brief description of the activity which includes the general and specific objectives/goals, target population, means of delivery, expected outcomes and conditions for success Description Length: Add an estimated duration for implementation in number of months Estimated date of implementation: Indicate when this could be implemented, or if this is already being implemented Timeframe Provide an estimate of how much the implementation of the action would cost in (or indicate how much it s expected to cost if already underway) Indicate what the potential sources of funding would be Estimated cost and source of funding Provide a qualitative appraisal of how easy or difficult it would be to implement this action in light of existing conditions in the city. Use the following scale: low / medium / high Feasibility State the degree of importance of implementing the action in light of the strategy and its stated objectives. Priority should not be confused with feasibility i.e. an action may be high priority but have limited feasibilty. Use the following scale: low/medium/high Priority Indicate who in the city would be responsible for overseeing the implementation of the activity Organisation / unit in charge of delivery 11

Step 2: Roadmap devleopment Activity presentation template List of potential activities Feasibility and potential for immediate roll-out Organization in charge of delivery Timetable for delivery Estimated cost & source of funding Instructions Link to operational objective Description During the workshop, you should identify the two priority activities to be implemented under each operational objective. Additional activities can be added to the table during the workshop. ... Activity 1 ... ... ... ... ... ... Activity 2 ... ... ... ... ... ... Activity 3 ... ... ... ... ... ... Activity 4 ... ... ... ... ... ... Activity 5 ... ... ... ... ... ... Activity 6 ... ... ... ... ... IDENTIFY 2 PRIORITY ACTIVITIES PER OPERATIONAL OBJECTIVE AT THE LEAST + 1 PILOT ACTIVITY 12

B Ideation & formulation Step 3: Roadmap development Roadmap workshop: details Preparation Agenda Workshop Ideation & Prioritization Update and consolidate digital strategy based on feedback received during academy seminar Review the results of the on-line survey on activity priorities Develop a list of potential Operational Objective KPIs Develop a suggested governance scheme for the digital strategy 0.5h Recap of the key aspects of the digital transformation strategy 1h Presentation of long-list of potential activities 2h Finalizing priority activities per operational objective & identifying pilot activity(ies) - OPTIONAL FOCUS GROUPS Discussion on Operational Objective KPIs 1h Discussion on Digital Strategy governance (time allowing) The thematic expert may join 1h Send-out the results Participants > Complete city team (Team leader, local expert, thematic expert, business representatives etc.) > Previous and new external stakeholders interested in the ambition being discussed IDENTIFY 2 PRIORITY ACTIVITIES PER OPERATIONAL OBJECTIVE AT THE LEAST + 1 PILOT ACTIVITY 13

Step 3: Roadmap development Monitoring Indicators: Indicators to be used to monitor the progress and success of your digital transformation strategy. Monitoring KPIs defined in the framework of your strategy are not to be confused with KPIs used during the assessment phase of the digital transformation trajectory. Three levels of KPIs which correspond to three levels of results 1. Ambition statement KPIs: these measure strategy outcomes 2. Operational objectives: these are a consolidation of strategy outputs 3. Activities: strategy outputs 14

Step 3: Roadmap development Drafting the governance scheme for the digital strategy The city is free to decide what type of governance scheme it wishes to adopt for the implementation of the digital transformation. The DCC is meant to contribute to the definition and launching of this governance scheme. It may evolve with time. Before the roadmap workshop, the Digital City team is invited to reflect on the design of the governance scheme. The workshop will allow to present it to the local DCC working group, and introduce improvements based on comments. The governance scheme should include a definition of the following elements: The organization or body responsible for the general oversight of the strategy (i.e. who owns the strategy?) The composition of the strategy steering committee (e.g. representatives of the local digital community), role of the steering committee, frequency of meetings, and chairpersonship (i.e. who oversees the delivery of the strategy?) The existence of thematic working groups, and for what intent / purpose (i.e. who contributes to enriching the strategy on a rolling basis?) The operational team in charge of delivering activities or projects, monitoring results, reporting to the Steering Committee (i.e. who is responsible for the day to day implementation of the strategy and specific activities?) 15

Step 3: Roadmap development Drafting the governance scheme for the digital strategy 1 Strategy ownership Single institution, ad- hoc institution, ad-hoc body Identify resources for strategy managment 2 3 Composition of steering committee, role, rules and frequency of meetings Define decision making procedures Strategy steering and oversight Day to day management of implementation Reporting to steering bodies Monitoring of progress and results Management of financial resources Implementing agent or agents 16

Step 3: Roadmap development Digital Transformation Roadmap + Governance Chapters: Step 3 output Validated strategy and operational objectives Validated priority activities for each of the operational objectives, with a description on operational implementation (e.g. roles and responsibilities, implementation timetable, resources) Identification of one or two pilot activities to be implemented in the short term Key Performance Indicators and targets for the ambition statements & operational objectives Full intervention logic Identified budget to support operational objectives / activities Strategy governance The role of thematic experts Review the strategy and the operational objectives and assess for robustness and feasibility Provide support in the definition of the KPIs if necessary Provide support in the identification and formulation of priority activities + technical due diligence 17

Step 3: Roadmap development Objective Example of indicator To spur growth and competitiveness of the local tourism sector, supporting innovation based on digital technologies Innovation taking place within the tourism sector as illustrated by the number of companies which have introduced innovative digital technologies in the last year Increase in turnover & employment generated by the tourism sector Number of start-ups launched with a strong digital technology base (cf. activity outputs) in the tourism sector Number of incubators created Number of start-ups launched through newly created incubators Ambition statement To support the creation of innovative companies with a strong digital technology base, working in the tourism sector Providing financial support for the creation of incubators supporting the launch of start- ups with a strong digital technology base, particularly in the tourism sector Operational objective Activity 18

Step 3: Roadmap development Setting a target for KPIs Requires doing three things 1. Establishing a robust baseline reflecting the current situation: if data is not available, then you need to generated it 2. Defining the breath of your ambitions e.g. do you want to double growth rates or simply increase them by 5% 3. Establishing time horizons If data is not available to define the baseline at this stage, then you should identify the means through which you could develop the baseline at a later stage e.g.: generate data, conduct a study, conduct a survey, etc Establish a target which seems reasonable at this point in time. Target can always be adjusted later. Targets should always be accompanied by a timeframe, e.g. supporting the creation of 200 innovative companies over the next 4 years. Timeframe for output related indicators should be shorter than for outcomes Outcomes should not be set to appear before 3-5 years. 19

Contacts Carlos Hinojosa [carlos.hinojosa@technopolis-group.com] Pierre Bastien [pierre.bastien@rolandberger.com] Morgane Veillet Lavall e [morgane.veillet-lavallee@technopolis-group.com] Jacek Walendowski - project leader [jacek.walendowski@technopolis-group.com] 20