> For the complete documentation index, see [llms.txt](https://usdr.gitbook.io/digital-service-toolkit/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://usdr.gitbook.io/digital-service-toolkit/assess-your-readiness/process-for-assessing/current-state-inventory.md).

# Current State Inventory

Document the services, systems, capabilities, and resources already supporting digital service delivery

## Decide What Your Inventory Should Cover

Document the services, systems, people, capabilities, and resources most relevant to your digital service effort. Start with the priorities established through your directive or discovery work rather than trying to inventory your entire organization.

The amount of information you collect will depend on your organization’s digital maturity and the scope of the effort. Focus on what stakeholders need to understand the current state, identify gaps, and make informed decisions.

{% hint style="info" icon="head-side-gear" %}
Use the [Information Gathering Starter Guide](/digital-service-toolkit/resources/templates-and-tools.md#information-gathering-starter-guide) to organize your findings, document sources, and identify information that still needs to be gathered.
{% endhint %}

## Build Your Current-State Inventory

{% stepper %}
{% step %}

### Define the scope of your inventory

Use your directive, priorities, and discovery findings to:

* Name the services or processes you will review
* List the departments, agencies, and teams involved in delivering them
* Identify the residents, employees, businesses, or other groups who use them
* Note which information is available, where it can be found, and what still needs to be gathered

{% hint style="info" icon="head-side-gear" %}
The scope may range from a few priority services to an organization-wide review, depending on the effort and your organization’s digital maturity.
{% endhint %}
{% endstep %}

{% step %}

### Document the current state

For each service or process in scope, document:

* **Services and users:** List who uses the service, how they access it, service volume, common pain points, and accessibility barriers
* **Tools, systems, and data:** List the websites, applications, forms, systems, and data sources involved, including their purpose, owner, connections, and known limitations
* **Ownership and support:** Name who owns the service, maintains its systems, approves changes, and provides operational support, including vendors and contractors
* **Workforce and capabilities:** Record the employees and contractors involved, including their roles, skills, available capacity, and relevant digital, IT, innovation, and service-delivery leadership job descriptions
  * See how other governments have defined digital leadership roles through examples from [Maryland](https://digitalgovernmenthub.org/examples/maryland-director-of-digital-services/?utm_source=chatgpt.com), [Columbus](https://digitalgovernmenthub.org/examples/columbus-ohio-director-digital-experience/?utm_source=chatgpt.com), [Portland](https://digitalgovernmenthub.org/examples/digital-services-manager-portland/?utm_source=chatgpt.com), and [Hennepin County](https://digitalgovernmenthub.org/examples/hennepin-county-director-digital-experience/?utm_source=chatgpt.com)
* **Resources and dependencies:** Record available funding, contract or renewal dates, infrastructure needs, approval requirements, and other factors that could affect delivery

{% hint style="info" icon="head-side-gear" %}
When available, record service volume, processing time, completion rates, support requests, costs, and system usage. Note the source and time period for each measure, and identify where data is unavailable.
{% endhint %}
{% endstep %}

{% step %}

### Evaluate the current state against your directive

Compare what you documented with the [directive’s goals](/digital-service-toolkit/assess-your-readiness/process-for-assessing/digital-service-directive.md), expectations, and available resources. If the directive is still developing, use the priorities and intended outcomes established so far.

Use the completed inventory to:

* Note which services, systems, capabilities, and partnerships already support the directive
* Identify missing or underused capabilities, including gaps in ownership, skills, staffing, funding, and operational support
* Flag delays, confusion, repeated work, and accessibility barriers
* Identify duplicate tools, disconnected systems, manual handoffs, and overlapping responsibilities
* List approvals, contracts, and technology dependencies that could slow or block progress
* Record unanswered questions and who can help resolve them

{% hint style="info" icon="head-side-gear" %}
Treat these as preliminary findings. Stakeholders will help validate and prioritize them during the alignment process.
{% endhint %}
{% endstep %}
{% endstepper %}

## Prepare for Stakeholder Alignment

Create a concise summary of the current state, key findings, and unresolved questions. Focus on the information stakeholders will need to understand the current environment, discuss priorities, and make informed decisions.

Bring this summary into [Align Your Stakeholders](/digital-service-toolkit/align-your-stakeholders/alignment-overview.md), where participants can validate the findings, identify priorities, and determine what should happen next.