Guidelines for Roadmap Development in Digital Transformation

1. The European Commission's Digital CitiesChallenge • Guidelines for implementation of Digital Transformation Trajectory Step 3: Roadmap development

2. Guidelines for the implementation of step 3 of the Digital Transformation Trajectory: development of the digital strategy roadmap

3. Step 3: Roadmap development Objectives of the presentation • 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

4. 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

5. Step 3: Roadmap development Where are we now? Preparation 0 Digital vision& ambition 1 Strategy 2 Roadmap 3 Monitoring& implemen-tation 4 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

6. 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.

7. Step 3: Roadmap development • 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. Strategic orientation (step 1 vision and ambition) 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 Ambition statements DONE 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 KPIs and targets for ambition statements DONE to be updated Operational objectives and high level KPIs (step 2 strategy development) KPIs : baseline and targets KPIs : baseline and targets KPIs : baseline and targets KPIs : baseline and targets Operational objectives DONE to be updated Operational objective 6 Operational objective 5 Operational objective 4 Operational objective 3 Operational objective 2 Operational objective 1 Priority and pilot activities & operational objective KPIs KPI: baseline & target KPI: baseline & target KPI: baseline & target KPI: baseline & target KPI: baseline & target KPI: baseline & target Priority activities To be done Priority activities Priority activities Priority activities Priority activities Priority activities Priority activities

8. 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 • Data collection and development • Long list of activities (existing and new) • 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 A • Ideation and formulation • Roadmap workshop B • Validation • Roadmap seminar C ✓ Deliverables • Detailed roadmap and pilot activities • City representatives are front and center: momentum needs to gradually be passed on to the city

9. Step 3: Roadmap development Step 3 aims at developing a roadmap for implementation, thereby outlining priorities, governance and funding Month 1 (Oct-Nov) Way of working October - November • Data collection • Long list of activities (existing and new) • Delphi method questionnaire for the identification of priority activities A December • Ideation and formulation • Roadmap workshop B ✓ • Validation • Roadmap seminar C January Deliverables • Detailed roadmap and pilot activities

10. Step 3: Roadmap development • Whatis 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 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 Your city can plan to develop new activities or build on existingones

11. Activity fiche (produce c.a. 15 -20 in total) – the city representativesshouldebe in charge / hold the pen

12. 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 Estimatedcost & source of funding Link to operational objective Instructions 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

13. 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 The thematic expert mayjoin 1h • Discussion on Operational Objective KPIs • Send-out the results 1h • Discussion on Digital Strategy governance (time allowing) • 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

14. 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. • Threelevels of KPIswhich correspond to threelevels of results • Ambition statementKPIs: thesemeasurestrategyoutcomes • Operational objectives: these are a consolidation of strategy outputs • Activities: strategy outputs

15. Step 3: Roadmap development • Drafting the governancescheme 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?)

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

17. 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

18. Step 3: Roadmap development

19. Step 3: Roadmap development • Setting a target for KPIs • Requires doing three things • Establishing a robust baseline reflecting the current situation: if data is not available, then you need to generated it • Defining the breath of your ambitions e.g. do you want to double growth rates or simply increase them by 5% • 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.

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