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Build an IT Strategy for Canadian Provincial Government Organizations

Success for provincial government depends on IT initiatives clearly aligned to organizational goals, enabling IT excellence and driving technology innovation.

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IT strategies are often nonexistent or ineffective:

  • According to our IT Management & Governance Diagnostic (MGD), 64.0% of governments have an IT strategy process they feel is ineffective.
  • IT does not do a good job of communicating their support for organization goals. As a result, 17.5% of government leaders still feel that their goals are unsupported by IT.
  • IT departments that have not developed IT strategies experience alignment and prioritization issues with the broader government organization.

Our Advice

Critical Insight

Most surveyed leaders value tech leaders with experience fostering operational stability and strategic alignment, however…

  • The CIO is seen as an order taker by organizational leaders. This usually results in the demands on IT far outstripping the IT budget.
  • Projects and initiatives are not prioritized around the organization’s objectives. Synergies and dependencies are recognized too late. Projects are often late or put on hold because of sudden changes to organizational requirements.

Impact and Result

Follow Info-Tech’s approach to developing a strong IT strategy for government departments:

  • Use Info-Tech’s government-focused approach to discern the organizational context.
  • Clearly communicate to government executives how IT will support the government’s key objectives and initiatives using the Canadian Provincial Government Strategy Presentation Template.
  • Use Info-Tech’s prioritization tool to help make project decisions in a holistic manner that allows for the selection of the most-valuable initiatives to become part of the IT strategic roadmap.

Build an IT Strategy for Canadian Provincial Government Organizations Research & Tools

1. Build an IT Strategy for Canadian Provincial Government Organizations Deck – A blueprint to arrive at an IT strategy well aligned to organizational goals.

A step-by-step document that walks you through how to properly develop an IT strategy for Canadian provincial government organizations and clearly align their IT initiatives to organization goals, IT excellence, and technology innovation.

2. Canadian Provincial Government IT Presentation Template – A template to communicate your IT strategy to leadership and other stakeholders.

A best-of-breed template to help you build a clear, concise, and compelling strategy document for government stakeholders and senior government leadership.

3. IT Strategy Workbook – A structured tool to help you prioritize IT strategy activities and build a roadmap to ensure success.

A workbook to capture your organizational context, goals cascade, IT initiatives, and roadmap.

4. Canadian Provincial Government Organizational Context Interview Guide – An interview guide to help elicit organizational context from your leadership/stakeholders.

To elicit the organizational context from your government stakeholders, consider the questions provided and uncover the right information to build your IT strategy.

5. Canadian Provincial Government Strategy-on-a-Page Template – A one pager summary representing key aspects of your IT strategy.

A template to provide one-page summarization of the key aspects of your IT strategy for presentation to government leadership.

Unlock a Free Sample

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Build an IT Strategy for Canadian Provincial Government Organizations

Success for a provincial government depends on IT initiatives clearly aligned to organizational goals, enabling IT excellence and driving technology Innovation.

Analyst Perspective

Align IT strategy with organizational goals to deliver your organization's mandate

Anubhav Sharma

Anubhav Sharma
Research Director, CIO Strategy
Info-Tech Research Group

Canadian provincial government organizations operate in a challenging environment characterized by siloed structures of ministries, departments, and agencies. They utilize a combination of dedicated IT groups and shared services, resulting in a complex governance and stakeholder relationship ecosystem.

Numerous external and internal factors affect their work. These include budget constraints, compliance requirements, evolving technology trends, changing public expectations, and the need to collaborate with, and cater to, different stakeholders such as other ministries, departments, and agencies. At the same time, they are expected to execute modernization plans for aging technology applications, upgrade poor or sometimes non-existent data infrastructure, and manage security and privacy, as well as develop and retain increasingly hard-to-find technology talent.

In this environment, it is imperative that provincial government IT leaders have a clear understanding of the organization’s priorities, objectives, and resources so they can develop an IT strategy aligned with organizational goals. A clear understanding will also help them ensure that their technology investments maximize value creation through improved operational efficiency, better cost management, and an enhanced quality of services to the public and other stakeholders.

This blueprint and the associated tools will provide you with a step-by-step approach to achieve an IT strategy that is in sync with your organizational objectives and will help you establish IT as a strategic partner in the broader organization.

Expert Opinion

Think organizational value, not just technology, to create an effective IT strategy.

David Wallace

David Wallace
Executive Counselor, Executive Services
Info-Tech Research Group

Being a CIO in a provincial government is very different from being a CIO in the private sector. The scope of the mandate for provincial government CIOs is very large, spanning programs that provide critical services to citizens, ranging from health care to transportation infrastructure and safety, to support for the justice system.

Similar to private industry CIOs, provincial government CIOs are focused on business-driven IT goals. However, they also need to align strongly with their provincial government’s goals, objectives, and measures of success – all of which are available online for the public to see. Their focus needs to be on value and the efficient use of public funds to meet service needs and longer-term change to program mandates, rather than revenue and the bottom Iine, which is the measure of success for private industry CIOs.

Given this focus, it is essential for provincial government CIOs to fully understand the priorities of their government, as stated in public and ministerial measurements of success, and to develop data, application, and technology initiatives that meet or exceed the goals of their provincial government. After all, there is one fundamental goal for provincial governments – to meet their published legislative budget and program targets and to do this in collaboration with the appropriate ministries to deliver results.

This blueprint and the associated tools will guide you through the appropriate methodologies and processes to help you, as a provincial government CIO, create a business-driven and tangible IT strategy that aligns with your government commitments to the public and provide strategic IT leadership to the organization and ever-improving services to the public.

What is an IT strategy?

An information technology (IT) strategy provides a holistic view of the current IT environment, the future direction, and the initiatives required to achieve the desired future state. It has the following characteristics:

  • It is defined based on the organizational imperatives it enables, not the technology used to accomplish these initiatives.
  • It should support nimble, reliable, and efficient responses to strategic objectives.
  • It guides the prioritization of initiatives, focused on organization value, while ensuring alignment between IT and the organization.
  • It is not a list of IT initiatives that has been developed in isolation. It must be aligned with organizational needs.
IT

Ministry/Department/Agency

Defining an IT strategy means organizing IT’s financial, technical, and human resources around organizational goals and providing oversight to manage risks.

IT decisions are made with a focus on long-term investments. Initiatives are prioritized based on an organization-first approach.

An IT strategy ensures the wise investment of dollars on IT initiatives that help achieve organizational goals and objectives while driving future growth.

An IT strategy enables the alignment of IT activities with organizational objectives and sets expectations about what can be achieved.

Source: Info-Tech's IT Strategy Workshop Facilitation Deck

Introduction to Canadian provincial governments

Federal/Provincial Structure

  • Canada has ten provinces and three territories spread over the second-largest geographical country in the world.
  • Canada is a parliamentary democracy and a constitutional monarchy.
  • The provinces receive their power from the Constitution Act, 1867, and the territories have powers delegated by the Parliament of Canada. The provinces are sovereign and are represented by a lieutenant governor. The territories, which are not considered to be sovereign, are represented by a commissioner.1
  • Changes have been made over the years with the Canadian Bill of Rights and the Meech Lake Accord. As a result, more flexibility and accountability have been pushed down to the provincial governments.

Provincial Funding

  • The main sources of provincial funding are taxes, fees, and federal transfers.
  • Provincial budgets are based on income, sales, property taxes, and fees for various services, such as licenses and permits.
  • In addition, provincial governments receive federal transfers to support specific programs for promoting health care, education, and social assistance.
  • IT funding is aligned to the staffing model of the provincial government.

IT Governance

  • Agencies/departments, although following broad IT strategy guidelines, implement IT governance in varying ways while also using centralized shared services.
  • Architecture governance is typically centralized, along with standard and policy oversight.

Staffing Model

  • Each provincial ministry/agency develops and implements its own human-resource strategy while following broader guidance.
  • IT is structured at a cluster level, reporting to a cluster CIO, in some provinces and structured at a ministry level, reporting to a ministry CIO, in other provinces, which affects the staffing model.

Info-Tech Insight

Understanding organizational context for your ministry/agency, as well as the broader provincial government, is important for creating an effective IT strategy.

1 Wikipedia, 2023

Challenges and opportunities in government IT

Challenges

Opportunities

  • Meet heightened resident expectations on delivery of government services caused by shifts in attitudes since the pandemic and generational changes.
  • Manage a finite budget, requiring prioritization and hard decisions on where to spend.
  • Adhere to stringent compliance requirements, including security standards, accessibility requirements, and privacy laws.
  • Modernize legacy systems while continuing to ensure critical department/ agency support.
  • Attract, retain and upskill top IT talent while facing competition from the private sector.
  • Deal with rise in cyberthreats and data breaches, which enhance the need to implement robust security measures to protect sensitive government data.
  • Lead digital transformation by leveraging new innovative technologies, such as AI.
  • Incorporate user-centered design thinking while developing services/products.
  • Leverage data analytics to identify trends, gain insights into department operations, and make better data-driven decisions.
  • Defend against cyberthreats by implementing zero-trust security, shifting from securing network boundaries to a focus on verifying users, assets, and resources.
  • Migrate to cloud computing to reduce costs, increase flexibility, and improve service delivery.
  • Develop cross-department collaboration to focus on similar use cases for service modernization and, thus, improve resource effectiveness.

Info-Tech Insight

Understanding these challenges and opportunities will give you unique insights on key focus areas for your IT strategy.

Executive Summary

IT strategies are often nonexistent or ineffective.

Three-quarters of surveyed executives value technology leaders with experience fostering operational stability and strategic alignment.3

Follow Info-Tech’s approach to developing a strong IT strategy for provincial government

  • According to our Management & Governance diagnostic (MGD), 64.0% of governments have an IT strategy process that they feel is ineffective.1
  • IT does not do a good job of communicating its support for organizational goals. Therefore, 17.5% of government leaders still feel that their goals are unsupported by IT.2
  • IT departments that have not developed IT strategies experience alignment, organization, and prioritization issues within the broader organization.
  • However, the CIO is often seen as an order taker by the broader organization’s leaders. This usually results in the demands on IT far outstripping its budget.
  • In this scenario, projects and initiatives are not prioritized around the organization’s objectives. Synergies and dependencies are recognized too late. Projects are often late or put on hold because of sudden changes to organizational requirements.
  • Use Info-Tech’s government-focused approach to discern your organizational context and develop your strategy.
  • Clearly communicate to government executives how IT will support the government’s key objectives and initiatives using the Canadian Provincial Government IT Strategy Presentation Template.
  • Use Info-Tech’s prioritization tool to help you make project decisions in a holistic manner, which will allow you to select the most valuable initiatives to become part of your IT strategic roadmap.

Info-Tech Insight

A government CIO has three mandates: enable organizational productivity, run an effective IT shop, and drive technology innovation. Your IT strategy must reflect these three mandates and how IT will strive to fulfill them.

1 Info-Tech, IT Management & Governance Diagnostic; n=89 since January 1, 2021

2 Info-Tech, CEO-CIO Alignment Diagnostic; n=57 since January 1, 2021

3 CIO Journal, 2020

Info-Tech's approach

1

Establish the Scope of Your IT Strategy

Establish the scope of your IT strategy by defining IT’s mission and vision statements and guiding principles.

2

Review IT’s Performance From Last Fiscal Year

A retrospective of IT’s performance helps recognize the current state while highlighting important strategic elements to address going forward.

3

Build Your Key Initiative Plan

Elicit the organizational context and identify strategic initiatives that are most important to the organization and build a plan to execute on them.

4

Define IT’s Operational Strategy

Evaluate the foundational elements of IT’s operational strategy that will be required to successfully execute on key initiatives.

Info-Tech's methodology for IT strategy

01
Organizational Context

02

Key Initiative Plan

03

Operational Strategy

04

Executive Presentation

Inputs

  • Organizational (Org.) Strategy
  • Capability Map
  • Org. Context Information
  • Diagnostic Reports to Assess Current State
  • Last Fiscal Year’s Strategy
  • Key Initiatives List
  • Last Fiscal Year’s Operational Strategy
  • Initiatives and Roadmap
  • Operational Strategy

Outputs

Org. Context Information for Step 2:

  • Org. goals
  • Org. objectives and initiatives
  • Government-customized capability map

IT Strategy Information for Approval:

  • Strategy scope
  • Year in review
  • Key initiative plan and profiles
  • Goals cascade
  • Roadmap

Operational Strategy Information for

Step 4:

  • Stakeholder management
  • Metrics and targets
  • Risk management
  • Org. changes
  • Budget
  • Functional roadmap and next steps

Executive Presentations for:

  • Government leadership
  • IT team
  • Board
  • Organization-wide key highlights

Service

  • Pre-Workshop
  • Industry-Specific
  • Guided Implementation
  • IT Strategy Workshop
  • IT Strategy Workshop
  • IT Strategy Workshop

Info-Tech's methodology for IT strategy

01

Organizational Context

02
Key Initiative Plan

03

Operational Strategy

04

Executive Presentation

Org. Strategy Information

Government Capability Map

Current-State Assessment

Last Fiscal’s Strategy

Key Initiatives List

Last Fiscal’s Operational Strategy

Initiatives and Roadmap

Operational Strategy

Lightweight
Assessment

Conduct Org. Goals Exercise

Use Capability Map Template

Interview Department Head/ Govt. Leaders, Peers, and IT Managers

Brainstorm Success Stories

Brainstorm List of Projects Approved by Business

Collect Minimal Operational Strategy Data

Collect Minimal Initiatives and Roadmap Data

Collect Minimal Operational Strategy Data

Thorough
Analysis

Follow Org. Context Methodology

Conduct Half-Day Industry-Guided Implementation

Launch Business Vision, CEO-CIO Alignment, and MGD Diagnostics

Gather and Organize Past Fiscal Strategy Documents

Conduct Strategy Workshop

Conduct Strategy Workshop

Conduct Strategy Workshop

Conduct Strategy Workshop

Blueprint deliverables

The IT Strategy Workbook supports each step of this blueprint to help you accomplish your goals.

Goals Cascade Visual

Elicit org. context and use the workbook to build your custom goals cascade.

Goals Cascade Visual

Initiative Prioritization

Use the weighted scorecard approach to evaluate and prioritize your strategic initiatives.

Initiative Prioritization

Roadmap/ Gantt Chart

Populate your Gantt chart to represent your key initiative plan visually over the next 12 months.

Roadmap/ Gantt Chart

Key deliverable

Canadian Provincial Government IT Strategy Presentation Template

A highly visual and compelling presentation template that enables easy customization and executive-facing content developed based on ITRG’s experiences working with key government members

Canadian Provincial Government IT Strategy Presentation Template.

Info-Tech offers varying levels of support for your needs

Build your membership based on the right combination of Info-Tech's comprehensive and connected research frameworks, diagnostics, and advisory services.

DIY Toolkit

Guided
Implementation

Workshop

Counsellor
Services (Executive or IT Domain)

Consulting
Services

“Our team has already made this initiative a priority, and we have the time and capability, but some research along the way would be helpful.”

“Our team knows that we need to improve, but we need assistance to determine where to focus. Some check-ins with an expert along the way would help keep us on track.”

“We need to hit the ground running and get this project kicked off immediately. Our team has the ability to take this over once we get a framework and strategy in place.”

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Leverage our benchmarking services team for hands-on support.

Guided Implementation

What does a typical GI on this topic look like?

Phase 0 Phase 1 Phase 2 Phase 3 Phase 4

Call #1: Discuss organization context and customize your organization’s capability map.

Call #2: Identify mission and vision statements and guiding principles to discuss strategy scope.

Call #3: Assess year-in-review data and evaluate performance.

Call #4: Discuss diagnostic data results and success stories.

Call #5: Identify strategic initiatives and required information.

Call #6: Discuss how to build your roadmap.

Call #7: Discuss and identify appropriate operational strategy components.

Call #8: Summarize results and plan next steps.

A Guided Implementation (GI) is a series of calls with an Info-Tech analyst to help implement our best practices in your organization.

A typical GI is 8 to 12 calls over the course of 2 to 4 months.

Workshop Agenda

Contact your account representative for more information.
workshops@infotech.com 1-888-670-8889

Session 0

(Pre-Workshop)

Session 1

Session 2 Session 3 Session 4

Session 5

(Post-Workshop)

Elicit Org. Context

Establish the Scope of Your IT Strategy

Build Your Key Initiative Plan

Build Your Key Initiative Plan (cont.)

Define Your Operational Strategy

Document Strategy

Activities

0.1 Complete recommended diagnostic programs.

0.2 Interview key department stakeholders, as needed, to identify org. context: org. goals, initiatives, and the org. mission and vision.

0.3 (Optional) CIO compiles and prioritizes IT success stories.

1.1 Review/validate the org. context.

1.2 Construct your mission and vision statements.

1.3 Elicit your guiding principles and finalize IT strategy scope.

2.1 Identify key IT initiatives that support the organization.

2.2 Identify key IT initiatives that enable operational excellence.

2.3 Identify key IT initiatives that drive technology innovation.

2.4 Consolidate and prioritize (where needed) your IT initiatives.

3.1 Determine IT goals.

3.2 Complete Org.-IT goals cascade.

3.3 Build your IT strategy roadmap.

4.1 Identify metrics and targets per IT goal.

4.2 (Optional) Identify required skills and resource capacity.

4.3 Discuss next steps and wrap-up.

5.1 Complete in-progress deliverables.

5.2 (Optional) Set up review time for workshop deliverable.

Outcomes

1. Diagnostics reports (CIO Business Vision, Management & Governance diagnostic, Government Leadership-CIO alignment)

2. Canadian Provincial Government IT Strategy Workbook – org. context and goals

1. IT strategy scope (IT mission, vision, and guiding principles)

1. List of key IT initiatives

1. Goals cascade

2. Roadmap (Gantt chart)

1. IT metrics and targets

2. IT resourcing changes

3. Next steps and strategy refresh schedule

1. IT strategy presentation

Workshop Requirements

Launch Diagnostics

Organizational Inputs

IT Inputs

Launch the CIO Business Vision diagnostic.

Launch the Government Leadership-CIO Alignment diagnostic.

Launch the Management & Governance diagnostic.

Gather all historical diagnostic reports (if they exist).

Contact your Account Manager to get started.

Gather organizational strategy documents and find information on:

  • Organization goals
  • Organization initiatives
  • Organizational capabilities to create or enhance

(If your organization does not have this information, contact your Info-Tech account manager to get started.)

Interview the following stakeholders to uncover business context information:

  • Government leadership
  • CFO

Download the Business Context Discovery Tool.

Gather information on last fiscal year’s strategy, particularly information on:

  • IT goals
  • Specific IT initiatives/projects completed
  • Project start and end dates
  • Metrics and targets and progress made toward them
  • Last fiscal year’s budget information
  • Organizational structure

Phase 1

Establish the Scope of Your IT Strategy

Phase 1

1.1 Mission & Vision Statement

1.2 Guiding Principles

1.3 Finalize Scope

This phase will walk you through the following activities:

  • How to build IT mission and vision statements
  • How to elicit IT guiding principles
  • How to finalize and communicate your IT strategy scope

This phase involves the following participants:

  • CIO and Department Head
  • Senior IT Team

To complete this phase, you will need:

Canadian Provincial Government IT Strategy Presentation Template

Canadian Provincial Government IT Strategy Presentation Template

Use the Canadian Provincial Government IT Strategy Presentation Template to document the results from the following activities:

  • Mission and Vision Statements
  • IT Guiding Principles

1.1 Mission & Vision Statement

IT must aim to support the organization's mission and vision.

For further guidance, please refer to the appendix.

A mission statement:

  • Focuses on today and what an organization does to achieve it.
  • Drives the organization.
  • Answers: What do we do? Whom do we serve? How do we service them?

"A mission statement focuses on the purpose; the vision statement looks to the fulfillment of that purpose."

A vision statement:

  • Focuses on tomorrow and what an organization ultimately wants to become.
  • Gives the organization direction.
  • Answers: What problems are we solving? Who and what are we changing?

"A vision statement provides a concrete way for stakeholders, especially employees, to understand the meaning and purpose of your organization. However, unlike a mission statement – which describes the who, what, and why of your organization – a vision statement describes the desired long-term results of your organization's efforts."

Source: Business News Daily, 2020

1.1 Mission & Vision Statement

1.1 Construct mission and vision statements

Objective: Help teams define their purpose (why they exist) to build a mission statement (if one doesn't already exist).

60 minutes

Step 1:

  • Gather the IT strategy creation team and revisit your organizational context inputs, specifically the org. mission statement.
  • Begin by asking the participants:
    • What is our job as a team?
    • What’s our goal? How do we align IT to our organization mission?
    • What benefit are we bringing to our residents?
  • Ask them to share general thoughts in a check-in.

Step 2:

  • Share some examples of IT mission statements.
    • Example: To provide leadership for the use of innovative information technology in a secure and efficient manner to enable and empower the department.
  • Provide each participant with some time to write their own version of an IT mission statement.

Step 3:

  • This step involves reviewing individual mission statements, combining them, and building one collective mission statement for the team.
  • Consider the following approach to build a unified mission statement:
    • Use the 20 x 20 rule for group decision making. Give the group no more than 20 minutes to craft a collective team purpose with no more than 20 words.
  • As a facilitator, provide guidelines on how to write for the intended audience.
  • Refer back to the org. mission statement periodically and ensure there is alignment.
  • Document your final mission statement in your Canadian Provincial Government IT Strategy Presentation

Source: Hyper Island, 2021

1.1 Mission & Vision Statement

1.1 Construct mission and vision statements (cont.)

Objective: Help teams define their ideal culture (how they work together to achieve their purpose) in a vision statement.

60 minutes

Step 4:

  • Gather the IT strategy creation team and revisit your org. context inputs, specifically the org. vision statement.
  • Share one or more examples of vision statements.
  • Provide participants with sticky notes and writing materials and ask them to work individually for this step.
  • Ask participants to brainstorm using the following questions:
    • What is the desired future state of the IT organization?
    • How should we work to attain the desired state?
    • How do we want IT to be perceived in the desired state?
  • Provide participants with guidelines to build descriptive, compelling, and achievable statements regarding their desired future state.
  • Regroup as a team and review participants’ answers.

Step 5:

  • Ask the team to post their notes on the wall.
  • Have the team group the words that have a similar meaning or feeling behind them. These will create themes.
  • When the group is done categorizing the statements into themes, ask if there is anything missing. Did they ensure alignment to the org. vision statement? Are there any elements missing when considering alignment back to the org. vision statement?

Step 6:

  • Consider each category as a component of your vision statement.
  • Review each category with participants; define what the behavior looks like when it is being met and what it looks like when it isn’t.
  • As a facilitator, provide guidelines on wordsmithing and finessing the language.
  • Refer back to the org. vision statement periodically and ensure there is alignment.
  • Document your final mission statement in your Canadian Provincial Government IT Strategy Presentation Template.

Source: Hyper Island, 2021

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About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.

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What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

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Get the help you need in this 5-phase advisory process. You'll receive 8 touchpoints with our researchers, all included in your membership.

Guided Implementation 1: Pre-project call
  • Call 1: Discuss org. context and customize your org. capability map.

Guided Implementation 2: Establish the scope of your IT strategy
  • Call 1: Identify mission and vision statements and guiding principles to discuss strategy scope.

Guided Implementation 3: Review performance from the last fiscal year
  • Call 1: Assess year-in-review data and evaluate performance.
  • Call 2: Discuss diagnostic data results and success stories.

Guided Implementation 4: Build your key initiative plan
  • Call 1: Identify strategic initiatives and required information.
  • Call 2: Discuss how to build your roadmap.

Guided Implementation 5: Define your operational strategy
  • Call 1: Discuss and identify appropriate operational strategy components.
  • Call 2: Summarize results and plan next steps.

Author

Anubhav Sharma

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