Tech Planning for Arts Managers
Implementing Technology at Your Organization
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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

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?
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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?
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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?
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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?
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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

PLAN IMPLEMENT
ACT STUDY
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

PLAN IMPLEMENT
ACT STUDY
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

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
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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
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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

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