Page 74 - U4SSC Simple ways to be smart

Developing information capabilities can start with involving all staff in the use of information
systems so that they develop a better understanding of how such systems work. This can be as
simple as the use of email and messaging systems in the office as any exposure to information and
communications technology helps to build understanding.

More specifically, cities need to develop capabilities in managing and interpreting data. Many
smart city interventions are based on the collection and use of data, and cities need to understand
the challenges. Cities need to identify staff who can be trained in various information capabilities
and to use a mix of formal and on-site development to develop their skills. Some of these skills are
technical and involve for example, the collection cleaning, and storage of data. Others are to do
with the management of data, with institutional policies, and with concerns such as data privacy.
Cities will need staff to be familiar with local legislation and regulations surrounding the collection
and use of data and will need to implement procedures to ensure compliance.

Since smart interventions often entail cities working collaboratively with technology suppliers
and depend on buy-in and support from other city stakeholders, it is important to develop skills
in partnering effectively. Many smart initiatives entail contracting a technology partner, usually
through a tender process, and unclear specifications or poorly structured tenders can contribute
to project failures. 109

So, city officials need to develop the skills to undertake procurement processes like

• Preparing a Request for Proposal (RFP), describing a problem and the benefits expected of a
solution.
• Preparing tender documentation with all the required terms & conditions.

• Evaluating submitted proposals and selecting the vendor that bests meets all the required
criteria.

• Contracting with suppliers in such a manner as to protect the city’s interests and ensure success.

Many smart interventions span departments and involve a range of internal and external
stakeholders. Open communication is necessary between functional units, particularly where
interventions integrate systems and processes across departments. Cities can also benefit from
good communication with nearby or similar cities or municipalities. Knowledge sharing between
peers can be an effective way to develop knowledge, to identify useful smart interventions, as well
as to prevent known pitfalls.

Additionally, cities need to develop skills in communicating with and engaging with city stakeholders,
both in the planning stage, to understand city problems and in the implementation phase, to ensure
buy-in and adoption of smart solutions. New technologies offer opportunities to interact more
frequently and in more depth with city stakeholders, and cities should develop skills in their use,
as well as the use of more traditional consultative mechanisms. City government is becoming more
collaborative and cities that engage residents, organisations, and local businesses will be able to
draw on these partners to contribute to and strengthen their smart city efforts.

62 U4SSC: Simple ways to be smart