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National Human Services IT Resource Center

External Scanning Worksheet

Click here to download the MS Word (48.5 KB)

There are two parts to the external data collection worksheet. The first part is used to determine the HS Agency's external environment. The second part helps identify best practices and initiatives from other sources that can be adopted as potential enhancements to the HS Agency's current IT program.

Part 1

  1. Purpose:
    1. To summarize the interfaces between the HS Agency and the external entities, noting the relationships in terms of the responsibilities and dependencies. This leads to an understanding of the influences the external entities and the HS Agency exert on one another. For strategic planning purposes, it is not necessary to define each interface precisely but only to identify and characterize them in terms of the types of information exchanged. This includes an understanding of the relationships among the external entities, as well as between the HS Agency and the external entities.
    2. Each row should include a reference to the source data that was used to develop the summary. This source data could take any form, such as a report, presentation, Web site, or an individual.
  2. Instructions:
    1. Column 1 lists the external entities. (e.g., the Federal HHS Agency expects to receive certain TANF data transmitted to it on a regular basis).
    2. Column 2 lists the electronic and manual interfaces to this entity.
    3. Column 3 lists the responsibilities the HS Agency has to the entity (what goes out). Responsibilities indicate objects (e.g., money, information, and resources) that the entity expects to receive from the HS Agency (e.g., contractors expect to receive certain payments).
    4. Column 4 gives the dependencies the HS Agency has on the entity (what comes in). Dependencies indicate objects that the HS Agency expects to receive from the entity (e.g., the HS Agency needs to receive the current interpretation of TANF laws from the Federal HHS).
    5. Column 5 lists the constraints on the interfaces, responsibilities, or dependencies. This includes those constraints placed on the HS Agency by external entities, such as those derived from policy, State IT regulations, or funding rules.
    6. Column 6 documents quality measures or perceptions about the interface or associated support (such as that gained from user surveys). Consider whether the information is passed in a timely manner, if it is accurate, or if  it is presented in a usable form.
    7. Column 7 lists potential changes to an entity or the relationship. This may include new Federal or State legislation, potential mergers, or acquisitions of suppliers or contractors. For each possible change, include the following:
      1. Expected time frame
      2. Likelihood of occurring
    8. Column 8 describes the relationships between the entities.
    9. Column 9 is for collecting other information about the entity that might impact either the HS Agency or the IT Division.
  3. All entities from the External Environment Data Collection Plan Worksheet must be described.
  4. Example (TANF).

Example - External Scanning Worksheet (Part 1)

 

1.

External Entity

2.

Interfaces

M = Manual

E = Electronic

3.

Responsibilities

M = Manual

E = Electronic

4.

Dependencies

M = Manual

E = Electronic

5.

Constraints

6.

Perceived Quality

7.

Potential Changes

L =Likelihood

T = Time Frame

8.

Relationships

9.

Other

State Employment Office

E.  We have the ability to search the State employment database for currently open jobs.

None

E.  We depend on the database working when our offices are open.

TANF regulations require that we assist clients in finding jobs (e.g., employment workshops, resume classes, and employment opportunities).

The State employment database appears to be out of date. We get a lot of hits on jobs that are already filled.

Currently the State employment office is investigating a new off-the-shelf product for the employment database

L= Will probably happen.

T = FY 2003.

No relationships have been identified.

 

Child Care Providers

M & E.  We receive invoices from Child Care Providers.

Make certain that child care payments are on time and accurate.

We depend on the accuracy of the invoices.

Regulations require us to pay parent for child care services if parent requests.

Child Care Providers are complaining that they are not receiving payments.

Legislation is pending that may allow the HS Agency to pay Child Care Providers directly.

L = Probable.

T = FY 2003.

With the Child Care Licensing HS Agency. Need to know if the license is valid.

There has been a lot of press coverage about lack of qualified Child Care Providers.

External Scanning Worksheet (Part 1)

1. External Entity

2. Interfaces

M = Manual

E = Electronic

3. Responsibilities

M = Manual

E = Electronic

4. Dependencies

M = Manual

E = Electronic

5. Constraints

6. Perceived Quality

7. Potential Changes

L =Likelihood

T = Time Frame

8. Relationships

9. Other






               






               

External Scanning Worksheet

Part 2

  1. Purpose:
    1. To collect and summarize best practices and initiatives from other similar organizations, such as IT Divisions in other State HS Agencies. This can aid in the identification of potential strategies.
  1. Instructions:
    1. Column 1 lists the external entity.
    2. Column 2 lists the current or planned practice and the time frame for implementation.
    3. Column 3 lists the specific program or programs that would be affected by the practice.
    4. Column 4 lists the point of contact inside the entity that could provide additional information.

 

There are number of potential sources for this type of information, such as the Promising Practices Library available from the National Human Services Information Technology Resource Center (http://www.acf.hhs.gov/nhsitrc/).  The source of the information should be noted and kept for future reference, as needed.

  1. Example (TANF)

Example - External Scanning Worksheet (Part 2)

1.

External Entity

2.

Current or Planned Practice

3.

HS Agency Programs Affected

4.

POC

State of Delaware

HHS

Online ability to determine public transportation routes to go to a specific job site. The system will give a list of licensed Child Care Providers that are on or near the route.

This system is already implemented.

TANF, Child Care Providers, and State employment offices

Site: www.state.oz.us.gov/trans/

Program Manager: Jim Smith

Phone Number: (xxx) yyy-zzzz

       

 

External Scanning Worksheet (Part 2)

1.

External Entity

2.

Current or Planned Practice

3.

HS Agency Programs Affected

4.

POC








  		     








  		     


Last Updated: May 4, 2005