Tech Planning for Really Smart People

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Tech Planning for Really Smart People

  1. 1. Presented by David Dombrosky Carnegie Mellon’s Center for Arts Management and Technology October 1, 2010 Tech Planning for Really Smart People (who just don’t have time to plan)
  2. 2. A technology plan is a framework for selecting the appropriate technology tools to achieve strategic objectives efficiently and effectively.
  3. 3. <ul><li>Acceptable Use Policies </li></ul><ul><li>Budget </li></ul><ul><li>Timeline </li></ul><ul><li>Appendices </li></ul><ul><li>Business Analysis </li></ul><ul><li>Hardware/Software Inventories </li></ul><ul><li>Network Services & Inventory </li></ul><ul><li>Support Plan </li></ul><ul><li>Facilities Plan </li></ul>Components of a Technology Plan
  4. 4. Why plan for technology?
  5. 5. Mission Goals Strategies Why plan for technology?
  6. 6. Mission Goals Strategies Applications/Tools Why plan for technology?
  7. 7. Mission Goals Strategies Applications/Tools Infrastructure Why plan for technology?
  8. 8. Planning is an opportunity to improve existing processes. Why plan for technology?
  9. 9. Planning creates organizational learning. Why plan for technology?
  10. 10. Planning enables the organization to effectively target resources. Why plan for technology?
  11. 11. Planning establishes a framework and process for making decisions. Why plan for technology?
  12. 12. Planning provides a basis for fundraising. Why plan for technology?
  13. 13. A technology plan will help an organization save money. True or False?
  14. 14. You don’t need to be an expert in technology to write a technology plan. True or False?
  15. 15. ACT PLAN STUDY IMPLEMENT
  16. 16. ACT PLAN STUDY IMPLEMENT
  17. 17. ACT PLAN STUDY IMPLEMENT
  18. 18. ACT PLAN STUDY IMPLEMENT
  19. 19. ACT PLAN STUDY IMPLEMENT
  20. 20. Total Cost of Ownership
  21. 21. TCO: Consider the Following... <ul><li>The initial costs of the hardware and software. </li></ul><ul><li>Costs for the initial deployment and employee training. </li></ul><ul><li>On-going maintenance fees for software updates and upgrades as well as help-desk support. </li></ul><ul><li>Expenses related to system and network maintenance, backup and other data protection services. </li></ul><ul><li>Costs associated with downtime. </li></ul>
  22. 22. $$ for Training, Software Updates $$ for Support, Maintenance
  23. 24. Conducting a Business Analysis
  24. 25. Business Analysis <ul><li>Aligns the technology strategy with mission and/or goals </li></ul><ul><li>Clarifies how your organization or company works to achieve those goals </li></ul>
  25. 26. Conducting a Business Analysis <ul><li>Identify current business processes. </li></ul><ul><li>Describe your process improvement objectives. </li></ul><ul><li>Identify processes that might benefit from technology solutions. </li></ul><ul><li>Establish success measures. </li></ul>
  26. 27. Identify current processes. <ul><li>List in order the tasks associated with the process. </li></ul><ul><li>Identify owner and key contributers of each task. </li></ul><ul><li>Describe why the process currently works this way. </li></ul><ul><li>Identify any technology currently being used for the process. </li></ul>
  27. 28. Identify process improvement objectives. <ul><li>Identify the processes that need improvement. </li></ul><ul><li>For each process you identify, describe why the process needs to be improved. </li></ul><ul><li>Describe in detail your plan for improving the process. </li></ul>
  28. 29. Identify technology strategies to support improvement goals. <ul><li>Be specific about the strategies. </li></ul><ul><li>Describe the affected processes and parties. </li></ul><ul><li>Provide justification. </li></ul><ul><li>Define a desired implementation deadline. </li></ul>
  29. 30. Establish success measures. <ul><li>Think quantitatively and be specific. </li></ul><ul><ul><li>Bad: Increase efficiency. </li></ul></ul><ul><ul><li>Better: Joan Smith will spend at least 50% less time updating contact information in our database. </li></ul></ul><ul><li>Add the measures to your technology plan timeline. </li></ul>
  30. 31. Inventory <ul><li>A complete inventory of your organization’s technology equipment (both hardware and peripherals) as well as software. </li></ul><ul><li>Include as much detail as possible. </li></ul><ul><li>Mark each item with KEEP, UPGRADE or REPLACE. </li></ul><ul><li>For each item you mark as REPLACE or UPGRADE, provide details and costs. </li></ul><ul><li>Describe proposed new hardware, peripherals and software in detail, including costs. </li></ul>
  31. 32. Hardware Inventory: Computers/Servers QTY 2 1 Item MacBook Pro (Laptop) Thinkpad 365XD (Laptop) Brand Apple IBM CPU 2.2 GHz Intel Core 2 Duo Pentium 120 MHz OS Mac OS X 10.5.1 (Leopard) Windows XP RAM 2 GB 128 MB HD 120 GB 20 GB Internal Peripherals CD/DVD-RW CD-RW Monitor 20&quot; 13&quot; Action Keep Replace
  32. 33. Hardware Inventory: Peripherals QTY 1 1 Item MiniMax External Hard Drive LaserJet P3005 Brand Iomega HP Networked? No No If not networked, which computer? Allison Jordan’s Laptop Greg Randall’s Desktop Other 500 GB Color, multifunction Action Keep Keep
  33. 34. Software Inventory QTY 2 8 Title Microsoft Office Microsoft XP Type (OS, End-User, Server) End-User OS Description Office Productivity Windows OS Version/Release 2004, 11.3.7 SP2 Compatible with what OS? Mac OS X N/A Computer(s) Finance Desktops All marketing, development machines Number Licensed 2 8 Licenses Needed 1 0 Action Keep Replace
  34. 35. <ul><li>Description of software and business process that will be supported. </li></ul><ul><li>How many copies or licenses needed? </li></ul><ul><li>How much does the software cost? </li></ul><ul><li>Is this new software or a replacement? If replacement, what is it replacing? </li></ul>New Software Itemization
  35. 36. <ul><li>How does your organization currently track software and license information? </li></ul><ul><li>Are these procedures appropriate and efficient? </li></ul><ul><li>Describe any proposed software tracking procedures. </li></ul><ul><li>Detail any costs associated with proposed procedures. </li></ul>Software Tracking
  36. 37. Identifying and Evaluating Technology Tools
  37. 38. Measure Twice, Cut Once
  38. 39. EXAMPLE: &quot;When someone wants to order tickets from the Web site, they send us an email with their name, contact info, number of tickets and date of performance. We then call them back to get their credit card information, print their tickets and mail them out. Then we go into an Excel sheet and mark those seats as sold for that particular performance.&quot;
  39. 40. Give Your Criteria Weight
  40. 41. Criteria Weight Choice 1 Choice 2 Choice 3 Choice 4 Choice 5 Criteria 1 W1 A1 B1 C1 D1 E1 Criteria 2 W2 A2 B2 C2 D2 E2 Criteria 3 W3 A3 B3 C3 D3 E3 Criteria 4 W4 A4 B4 C4 D4 E4 Score A5 B5 C5 D5 E5
  41. 42. Research
  42. 43. www.google.com/help/basics.html
  43. 44. Word of Mouth
  44. 45. <ul><li>Zen and the Art of Nonprofit Technology </li></ul><ul><li>Gizmodo </li></ul><ul><li>Engadget </li></ul><ul><li>Lifehacker </li></ul><ul><li>ReadWriteWeb </li></ul><ul><li>Idealware </li></ul><ul><li>Technology in the Arts </li></ul><ul><li>TechSoup </li></ul><ul><li>AppScout </li></ul><ul><li>TechCrunch </li></ul><ul><li>Wired </li></ul><ul><li>NTEN </li></ul>Tech Blogs
  45. 46. Pick a Winner
  46. 47. What does it cost? <ul><li>NEVER accept the first quote </li></ul><ul><li>Research, research, research </li></ul><ul><li>Off-the-shelf software and hardware costs are easy to estimate </li></ul><ul><li>Development costs are more difficult </li></ul><ul><ul><li>Consult a technology expert </li></ul></ul><ul><li>Granularity ensures accuracy </li></ul>
  47. 49. [email_address] www.twitter.com/DDombrosky David Dombrosky Technology in the Arts www.technologyinthearts.org info@technologyinthearts.org www.twitter.com/TechInTheArts Center for Arts Management & Technology http://camt.artsnet.org

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