Technology Planning for Arts Managers

Tech Planning for Arts Managers Implementing Technology at Your Organization g gy g Presented by Carnegie Mellon’s Center for Arts Management and Technology September 3, 2009 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Upcoming Technology in the Arts Webinars OCTOBER 6 – 2:00-3:30pm EST The Arts and Social Media: From Experiment to Strategy Presenter: David Dombrosky, Center for Arts Management and Technology NOVEMBER 5 – 2:00-3:30pm EST Mobile Applications for the Arts: Where Are We? Presenter: Ron Evans, Groupofminds.com Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

A technology plan is a framework for selecting the appropriate technology tools to achieve strategic objectives efficiently and effectively effectively. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Components of a Technology Plan • Business Analysis • Acceptable Use Policies • Hardware/Software • Bd t Budget Inventories • Network Services & Inventory • Timeline • Support Plan • Appendices • Facilities Plan Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Mission Goals Strategies Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Mission Goals Strategies Applications/Tools A li ti /T l Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Mission Goals Strategies Applications/Tools A li ti /T l Infrastructure I f Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Why plan for technology? yp gy Planning i an opportunity t Pl i is t it to improve existing processes processes. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Why plan for technology? yp gy Planning creates organizational Pl i t i ti l learning. learning Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Why plan for technology? yp gy Planning enables the organization to effectively target resources. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Why plan for technology? yp gy Planning establishes a framework and process for making decisions. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Why plan for technology? yp gy Planning provides a b i f Pl i id basis for fundraising. fundraising Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

True or False? A technology plan will help an organization save money. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

True or False? You don’t need to be an expert in technology to write a technology plan. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

PLAN IMPLEMENT ACT STUDY Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Total Cost of Ownership Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

TCO: Consider the Following Following... • The initial costs of the hardware and software. • Costs for the initial deployment and employee training. training • On-going maintenance fees for software updates and upgrades as well as help desk support help-desk support. • Expenses related to system and network maintenance, b k and other d t protection i t backup d th data t ti services. • Costs associated with downtime. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Orgs that Plan Orgs that Don’t Don t Actions Costs Actions Costs High software, Consistent budget Expects anything Provisions for regular support and training Software upgrades item, reduced support costs installed to be supported costs; Possible p incompatibilities Informal, Staff frustration, loss Support pp Regular support Up-front, expected case by case case-by-case of productivity Published list of Low adaptation cost cost, High adaptation Donations D ti accepted tech donations overall savings Accepts everything costs, office clutter Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

$$ f for Support, Maintenance $$ for Training, Software Updates Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Conducting a Business Analysis Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Business Analysis • Aligns the technology strategy with mission and/or goals / • Clarifies how your organization or company works to achieve those goals Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Conducting a Business Analysis 1. Identify current business processes. 2. 2 Describe your process improvement objectives. 3. Identify processes that might benefit from technology solutions solutions. 4. 4 Establish success measures measures. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Identify current processes. • List in order the tasks associated with the process. • Identify owner and key contributers of each task. • Describe why the process currently works y this way. • Identify any technology currently being used f th process. d for the Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Identify process improvement objectives. objectives • Identify the processes that need improvement. improvement • For each process y identify, describe p you y why the process needs to be improved. • D ib iin d t il your plan ffor iimproving Describe detail l i the process. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Identify technology strategies y gy g to support improvement goals. • Be specific about the strategies strategies. • Describe the affected processes and p parties. • P id jjustification. Provide tifi ti • Define a desired implementation deadline. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Establish success measures measures. • Think quantitatively and be specific. • Bad: Increase efficiency. • Better: Joan Smith will spend at least 50% p less time updating grant information in our GM database. • Add the measures to your technology plan timeline. l ti li Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Hardware Inventory • A complete inventory of your organization’s technology equipment. t h l i t • Include as much detail as possible. p • Mark each item with KEEP, UPGRADE or REPLACE. REPLACE • For each item you mark as REPLACE or UPGRADE, UPGRADE provide d t il and costs. id details d t • Describe proposed new hardware in detail, p p including costs. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

QTY 2 1 MacBook Pro Thinkpad 365XD Item (Laptop) (Laptop) Brand Apple IBM 2.2 GHz Intel Core CPU Pentium 120 MHz 2 Duo Mac OS X 10.5.1 OS Windows XP (Leopard) RAM 2 GB 128 MB HD 120 GB 20 GB Internal CD/DVD-RW CD-RW Peripherals Monitor 20" 13" Action Keep Replace Hardware Inventory: Computers/Servers Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

QTY 1 1 MiniMax External Hard Item LaserJet P3005 Drive Brand Iomega HP Networked? No No If not networked, Allison Jordan’s Greg Randall’s which computer? Laptop Desktop Color, Other 500 GB multifunction ltif ti Action Keep Keep Hardware Inventory: Peripherals Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Software Inventory • A complete inventory of your organization’s software. software • Include as much detail as possible. p • Mark each item with KEEP, UPGRADE or REPLACE. REPLACE • For each item you mark as REPLACE or y UPGRADE, provide details and costs. • D Describe proposed new software i d t il ib d ft in detail, including costs. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

QTY 2 8 Title Microsoft Office Microsoft XP Type (OS, End-User, End-User OS Server) Description Office Productivity Windows OS Version/Release 2004, 11.3.7 SP2 Compatible with Mac OS X N/A what OS? All marketing, Computer(s) Finance Desktops development machines Number Licensed 2 8 Licenses Needed 1 0 Action Keep Replace Software Inventory Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

New Software Itemization • Description of software and business process that will be supported. supported • How many copies or licenses needed? • How much does the software cost? • Is this new software or a replacement? If replacement, what is it replacing? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Software Tracking • How does your organization currently track software and license information? • Are these procedures appropriate and efficient? • Describe any proposed software tracking procedures. proced res • Detail any costs associated with proposed procedures. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Identifying and Evaluating y g g Technology Tools Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Measure Twice, Cut , Once Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

EXAMPLE: "When someone wants to order tickets from When the Web site, they send us an email with their name, name contact info number of tickets and info, date of performance. We then call them back to t their t get th i credit card i f dit d information, print th i ti i t their tickets and mail them out. Then we go into an Excel sheet and mark those seats as sold for that particular performance." Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Give Your Criteria Weight Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

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 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Research Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

www.google.com/help/basics.html Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Word of Mouth Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Tech Blogs • Technology in the • Zen and the Art of Arts Nonprofit Technology • TechSoup • Gizmodo • AppScout • Engadget • TechCrunch T hC h • Lifehacker • Wired • ReadWriteWeb • NTEN Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Pick a Winner Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

What does it cost? • NEVER accept the first quote • Research, research, research • Out-of-the-box software and hardware costs are easy to estimate • Development costs are more difficult • Consult a technology expert • Granularity ensures accuracy Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Contact Brad C t tB d • bradpstephenson@gmail.com • twitter.com/bstephenson Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

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Technology Planning for Arts Managers

by CAMT on Sep 02, 2009

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Technology Planning for Arts Managers — Presentation Transcript