- Share knowledge and pool information with the entire IT department
- Rationalize the computer park and anticipate its evolution trajectories
- Create a common IS culture
- Better IS knowledge: Applications, Technologies, Stakeholders, Suppliers
- Implementation of a single platform decentralizing the entry of information concerning the application landscape
- Knowledge sharing with all stakeholders via the intranet portal: maps, reports, etc.
Capitalize on knowledge of Information Systems to drive business transformation
Bordeaux Métropole (formerly the Urban Community of Bordeaux) is a Public Establishment for Intermunicipal Cooperation (EPCI), which brings together 28 municipalities spread over both banks of the Garonne covering nearly 750,000 constituents. The 2014 law governing the creation of metropolitan areas in France aimed to pool shared services (Finance, HR, IS, etc.) under the responsibility of local authorities. This means each of the 28 municipalities can decide to pool one or more skills on a modular basis - an arrangement that leads to great organizational complexity.
For the pooling of Information System (IS), 14 other municipalities and Bordeaux Métropole collaborated. The objective for these 15 different entities was to build a harmonized common repository.
The Directorate General for Digital and IS (DGNSI) of Bordeaux Métropole was created on January 1, 2016 and represents 9 different departments, with 300 agents, 450 professions to cover and 15 different IS cultures.
The main challenges of the Department of Information Systems of the Metropolis were to:
- Get control of legacy applications and share this knowledge with all of the 300 IS agents so that they can utilize it
- Pilot the transformation by having a global vision of IS, in order to build a roadmap for transformation
- Create a common IS culture through methods and a common vocabulary, as well as a standardized description through a single repository.
"One of the major challenges of our project was to promote the emergence of a common culture in terms of information system.“
Draw up an exhaustive IT inventory to support its transformation
The challenge for Bordeaux Métropole was to set up a common repository, making it possible to make the link between applications and the various IT objects, with the capacities and business processes.
A single repository was created to centralize knowledge of IT assets. To connect the teams and create a common IS culture, all employees were consulted to give a name to this common repository. The one that was chosen was “CASSIS” for CArtography of the SIS. In addition, to share and distribute information, a dedicated sharing site has been created and called “K6Web”.
In order to include the whole of the DGNSI in the city's transformation projects, working groups, made up of 7 departments out of the 9 existing ones, are organized regularly in order to establish clear specifications of the needs related to the repository.
At the end of the first phase, Bordeaux Métropole undertook a pragmatic approach based on specific principles:
- Turn constraints into value drivers
- Respond to an expressed need and challenge objectives
- Prioritize and arbitrate the objects according to the identified managers in order to preserve the quality of the repository
- Start with the majority/priority cases, before working on the marginal or complex cases
- Work by iteration by explicitly justifying all the data
- Implement a “Minimum Viable Product” (MVP) strategy
A pragmatic, iterative approach
This is a somewhat unusual approach in public services because the procurement code requires precise determination of the need before the start of a project. This usually favors the adoption of the V-cycle method: carrying out the different stages of the project one after the other and limiting backtracking.
Bordeaux Métropole's policy was to innovate by implementing an MVP (Minimum Viable Product) Product strategy, which consists of launching a first "modest" version ("Skateboard" version), then developing it based on the needs reported by all of the 300 IS employees through a “User Club” created for this purpose.
Bordeaux Métropole chose the application portfolio management solution, HOPEX IT Portfolio Management, to map its entire application portfolio. The choice of the solution was mainly based on two criteria:
- The relevance of the IT Portfolio Management solution to support Bordeaux Métropole in a merger context
- The ergonomics of the HOPEX IT Portfolio solution Management.
Two MEGA International consultants were able to accompany Bordeaux Métropole to determine the specific needs of the organization and best guide the teams of urban planners in their transformation projects. Once the specifications were finalized, the tool was configured to meet the identified needs.
This phase of preparation and configuration was fundamental to facilitate the adoption of the solution by the various stakeholders, allowing the construction within the organization of a collective, a vocabulary and a common culture. The work was carried out with the help of a MEGA International consultant to train three functional administrators, who then themselves trained all the employees involved in this transformation project within the IS.
The responsiveness of the administrators to take requests into account has created a strong team spirit and a feeling of collective achievement among all the various stakeholders. This enablement of the teams also makes it possible to adjust the roadmap of the solution according to feedback from the field. Indeed, the roadmap of the information system is not set in stone; it is defined by all the stakeholders based on operational needs. Thus, all the functionalities which have not been taken into account are rejected, and the stakeholders are regularly re-questioned to understand how their needs have evolved.
These iterations are possible thanks to the establishment of a “Users Club”, a portal allowing users' expectations to be collected. A questionnaire was thus shared with the 300 agents of the DSI in order to collect the needs for changes and adjust the settings if necessary. The process is then renewed every 6 to 12 months to implement a process of continuous improvement and adaptation.
"The most important criteria for us was that HOPEX corresponded exactly to our need and our context merging of the different IS of the metropolis.“
A successful transformation of the information system
Bordeaux Métropole has carried out an advanced mapping of its application portfolio and published all the information in an internal portal, available to all of the community's stakeholders.
The benefits were immediate:
- Better knowledge of IS - Applications, Technologies, Actors, Suppliers: Breakdown by “current state” / Average age of applications / Identification of orphan applications /Impact of obsolescence, etc.
- Implementation of a single platform for all stakeholders to decentralize the entry of information on the repository. This choice reflects Bordeaux Métropole's desire to “get information as close as possible to its source”.
- Knowledge shared with all parties stakeholders via the intranet portal
- Dissemination of heritage maps transmitted to municipalities quarterly
- Dissemination of reference data (SI) to other DGNSI repositories through the use of Web Services.
Proactively growing the project
The main challenge for this ambitious project is to continuously find ways to transform constraints into value in order to make the supply more reliable.
With a proactive approach to control obsolescence, the rationalization of applications to serve the transformation of the organization is a major element for Bordeaux Métropole.
"To federate the different teams that make up the DGNSI, we have decided to have a pragmatic, - but above all iterative approach – which is still rare in our organization.“
- Perpetuate the methods and the new common culture
- Strengthen proactivity to control and accelerate transformation
- HOPEX IT Portfolio Management
- HOPEX IT Architecture
- HOPEX platform
- MEGA Services Team
About Bordeaux Métropole
Bordeaux Métropole is the urban organization of Bordeaux. It is a French metropolis located in the department of Gironde, in the New Aquitaine region which includes 28 municipalities of the Bordeaux agglomeration.