John Kenyon masterclass

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John Kenyon masterclass

  1. 1. John KenyonMay, 2013
  2. 2. TechnologyTechnologyis no more aboutcomputers thanastronomy is abouttelescopes.~Edsger W.Dijkstra
  3. 3. Astronomy is about understanding the universe
  4. 4. www.wordle.netbyCATTechnology is about supportinggood business processes & managing data
  5. 5. Goal:To use technologyconfidently and skillfullyin support of your missionFlickrphotobygoalsky
  6. 6. Pollü  Org Technology Planü  Consistent Technology Support/Adviceü  Technology Training last 12 months
  7. 7. OverviewPlanning & BudgetingProcess MappingIT, Cloud, Database & Online BasicsChallenge of ChangeImplementation & SustainabilityQuestions & Discussion
  8. 8. NTEN ReportKey Findings1:29 Support RatioPer-Staff budget metricStill low % of budgetSpending smart goes farther than spending moreHave tools, not skills and training66% include tech in strategic plans
  9. 9. Tech Adoption
  10. 10. Benchmarking Tool
  11. 11. Nonprofit Tech CommandmentsAfter people, Data is your Most Important ResourceDefine your Needs in Detail BEFORE tool selection(Have tools? Regularly review new tools)Have an Ongoing Conversation about DataKeep in Touch with other OrganizationsKnowledge Eases Fear, Gather/Share Knowledge
  12. 12. ConstituentsServicesBusiness ProcessParticipants TechnologyInformationContext InfrastructureAdapted from The Work System Method: Connecting People, Processes, and IT for Business Results - Steven Alter, www.stevenalter.comWork Systems Framework
  13. 13. Nonprofits + TechnologySystems AnalysisHardware & SoftwareNetworks & DatabasesPlanning & BudgetingThe CloudOnline PresenceSocial MediaMobile
  14. 14. Need/WantWhat do youneed to learn ?What do you want to learn?
  15. 15. Need/Want1 minute – write downWhat do youneed to learn ?What do you want to learn?
  16. 16. Built in LayersHardware & NetworksOperating Systems & SoftwareThe InternetCloud-Based ServicesSocial Media/Mobile/Apps
  17. 17. Tech Use LevelsInfrastructure“Stable & Secure” - Technology used in operations(e.g. accounting, internal communications, Fund development)
  18. 18. Tech Use LevelsInfrastructure“Stable & Secure” - Technology used in operations(e.g. accounting, internal communications, Fund development)IntegrationTechnology used in service delivery(e.g. online advocacy, client tracking systems)
  19. 19. Tech Use LevelsInfrastructure“Stable & Secure” - Technology used in operations(e.g. accounting, internal communications, Fund development)IntegrationTechnology used in service delivery(e.g. online advocacy, client tracking systems)InnovationNonprofits create new technologies orapplications for org or sector
  20. 20. PlanningBenefitsCyclePerspectivesBudgetingProcess Mapping
  21. 21. BenefitsYou know where you are goingEveryone else knows too!Reduced ambiguity & guessingSupports coordinationFlickrphoto:NicholasBabaian
  22. 22. Planning CycleENVISIONCreate the Team, Create a Vision StatementASSESSCurrent Tech and Organizational ReadinessPRIORITIZEGoals, Tech ProjectsACTUnderstand TCO/TVO, ROI, ImplementEVALUATE & REVISETech Projects, Goals, Strategies, Tactics
  23. 23. Team PerspectivesSenior Mgmt/CIO function - OrganizationalConsultant function - Outsider/ExpertProgram Management - Process/PeopleLine Staff/Field workers - Results/UserGeographic Representation - If Multiple Facilities
  24. 24. Identify the Team2 minutesTeam LeaderTeam Members:Staff - Program, Admin, ITVolunteersAdvisors/ConsultantBoard
  25. 25. Plan ComponentsOrganizational ProfileTechnology Vision StatementDescription of Current Tech Useand How it Supports OperationsInventoriesLong and Short Term Tech Goals
  26. 26. Plan ComponentsStrategy for Meeting GoalsTimeline for Meeting GoalsBudgetBy Project- Description- Benefits, Value- Tasks, Benchmarks- Timeline/Critical Path- CostsEvaluation Criteria
  27. 27. Keep focus on missionLook at what s workingIdentify opportunities for growthIf we had unlimited resources,how could technology best support us inreaching our goals and fulfilling our mission?Crafting a Vision
  28. 28. Key Business GoalsWithout thinking about tech,just your mission & programsHow tech can help you reach them. Can you:Be more efficient?Broaden your reach?Communicate more effectively?Share stories in more engaging ways?Engage new audiences?Technology Goals
  29. 29. Tech ProjectsSmall ExperimentsFocus:To implement technology solutionsthat support good work flow processesFlickrphoto:steven_wong
  30. 30. Dreaming BigProcess to help ____to _________.Because__________
  31. 31. Dreaming BigProcess toallow patientstorequest animal visits.Becauseit’s more flexible andcustomized for thepatient and volunteers
  32. 32. Dreaming BigProcess to help ____to _________.Because__________
  33. 33. BrainstormTech Projects
  34. 34. Strategic vs.Operational GoalsStrategic GoalWhat we want to achieve - Good HealthOperational GoalsHow we are are going to achieve it -- Good Nutrition, Exercise, Stress Management
  35. 35. Strategic Goals- Engage more diverse audiences- Regularly assess progress on our engagementStrategic vs.Operational Goals
  36. 36. Operational GoalsAsk community members for ideasConduct outreach to specific communities of color within and outside ofour networksCraft specific outreach messages for Latino, African-American, Asian-American, Native Peoples and other audiences we identifyConduct Quarterly Assessment of progressEvaluation: How many before & after? Results? % Change?Strategic vs.Operational Goals
  37. 37. Long vs.Short-term GoalsLong Term GoalWebsite revision to improve navigation, content management,interactivityShort-Term GoalsResearch, select & implement online donation serviceResearch, select & implement bulk email serviceIntegrate both into website on every pageBegin planning process for website revisionFlickrphoto:Kecko
  38. 38. PrioritizingNeedEaseAffordabilityAbilityNon-Dependency
  39. 39. Prioritizing
  40. 40. Logic ModelsListeningSetup Google AlertsTechnorati SearchRSS ReaderParticipatingRead, Comment onblogsMonitor commentsSharing StoryLearn more abouthow npos are usingBlogs, YouTube,Flickr, podcasts,etc.ListeningResearchMonitoringParticipatingTime to read posts/commentsTime to makeposts/commentsSharing StoryIdentify storiesto be toldIdentify authorsCreate content(text and images)Transfer contentMonitor sSatisticsBetter awareness of ourfocus areaBetter awareness ofattitudes/ conversationsRecognized participant inblogosphereIncreased comments on ourblog(s)Improved awareness oforganization/programsAttraction of new prospects/donors/advocatesNumber of favorable/unfavorable mentionsNumber of comments lefton other blogsNumber of comments lefton our blogWebsite Traffic fromFacebook, Twitter, etc.Number of replies/comments/posts to eachUnique visits to relatedwebsite pagesClick-throughs on emailwith related contentCreate &implement asocial mediastrategy toincrease publicawareness,strengthencurrent ties andengage newstakeholders
  41. 41. Process MappingFlickr:wjklosMap the ProcessFind InefficienciesFix InefficienciesLook at how tech can supportgood processes
  42. 42. Process MappingFocus on actual process firstThink about the ideal processgiven unlimited resourcesBuild ideal process, adjust forcurrent resourcesMapping tool is unimportant - it’s the process
  43. 43. Workflow - Feedback/FeedforwardPlans, budgets, etc.!Results, totals, etc.!
  44. 44. Workflow Mapping ExampleEvent Registrationn  What data is needed for reports, event management,other projects?n  What information is collected?Can it be grouped by who needs it?What systems does it go into and for what purpose?
  45. 45. Workflow Mapping ExampleStart with outputsWhat reports are desired? By whom?What specifics need to be included?In what ways does data need to be aggregated/compared?What decisions/strategies will the data/reports helpinform?
  46. 46. Process MappingHomework ExerciseMap one part of a processclient intake, intake ofvisitor or volunteerWhat information comes in?Can it be grouped by who needs it?What systems does it go into and for what purpose?Flickr:wjklos
  47. 47. BudgetingTotal Cost of Ownership (TCO)Ø Purchase price + Long-term costs + SupportTotal Value of Ownership (TVO)Ø Improved work processes, results, morale
  48. 48. Budgeting Guidelines- 1:50 maximum support ratio- 36 - 60 month hardware replacement cycle- Technology > 10% of Your Organizational Budget- 30:70 Expense Rule30% Equipment/Software/Service70% Support/Training/Maintenance
  49. 49. Budgeting Examplen  Budget - Workstation - 1 year $ Hours- Review options, Plan for purchase 2- Purchase process 2- Computer purchase 1500- Unbox and setup computer 2- Install software, network setup, test 3- Install user files, customize 2- Training as needed, plus ongoing training 10- Monthly maintenance, upgrades, troubleshooting 48- Repairs and hardware upgrades 250n  Costs (labor 69 @ $60/hour) $1750 $4140
  50. 50. Preventative BudgetingAllocate Money Annually (TCO)Ø Hardware Workstations, Printers, PeripheralsØ Software Acquisition, Upgrades, Support, TrainingØ Training Internal Systems, New Tools & OptionsØ Tech Support Maintenance, TroubleshootingAdjusting the Outlook,Facing Technical/Economic RealitiesPreventive Budgeting
  51. 51. BudgetingGoalsØ  Get AccurateØ  Understand benefits & costs of adopting/not adoptingØ  Appropriate, Appropriate, AppropriateConsider…Ø  Including in Proposals - Cost per FTEØ  Describing how you use tech in promotional materialØ  Technology focused fundraising campaign
  52. 52. Planning ReviewIdentify Team MembersPrioritize ProjectsDefine Business Models & GoalsProcess MappingPreventative Budgeting
  53. 53. ReflectionWhat is new/different to me about thesetechnology planning & budgeting activities?
  54. 54. IT BasicsOnsite & Offsite Backups, Restore TestedNetworked, Online WorkstationsDocumentation and Disaster PlanRegular Maintenance & UpgradesInvestment in Resources - Human & Information
  55. 55. The CloudApp /
  56. 56. The CloudScalable service accessed via InternetGmailFacebookTwitterMSOffice 365SalesforceSurvey Monkey
  57. 57. StrengthsSharingCollaborationWorking RemotelyScaling (add/remove people or space)
  58. 58. Use ExamplesReplace serversBoard or work teams sharing docs vs. mailing/paperBulk emailing, creating/distributing surveysData Repository with greater accessibilityVideo conference with multiple locations
  59. 59. Human SideRequires trainingCulture shift for teams, orgInvolvement in security, backupsShow examples to open up thinking
  60. 60. Email Example¢  Server-based: Microsoft Exchange—  Cost of server: varies—  Windows Server + CALs: $55 + $3/person—  Exchange Server Standard + CALs: $44 + $5/person—  Microsoft Outlook: $6/person—  Security, spam filtering: varies—  Upgrade every 3-5 years¢  Cloud-based: Google—  $50/person/year—  Also includes calendar, docs
  61. 61. Cloud Security & RiskAvailabilityInternet may go downService provider may go down/out of businessConfidentialityHow well is data protectedFlickrPhotos:Cesarharada.com;
  62. 62. Cloud Security & RiskSecurityIs service protected from unauthorized access?PrivacyProcess and policies agree with yours/requirements?
  63. 63. Cloud Security & RiskAvailabilityUptime usually better than on-premiseService provider may go down/out of businessRecovery period usually short/Notice given of closureHow long can you operate without it?Important to keep copy in-hand
  64. 64. Cloud Security & RiskSecurityGenerally better than most small/medium nonprofitsRequires org have good practices:Security levels, passwordsPrivacyMust monitor internal processes to maintain
  65. 65. Other ConsiderationsCustomizationUsually little or noneUpdatesHappen “on the fly”Functions, look might changeNeed to keep up internally on changes to support users
  66. 66. Your TasksPrivacyFines/penalties on you, not providerReputational impact on youMay need to limit what data is in the cloudData in-handRegular backups, sync processExit strategyData movement, storage, upload/download
  67. 67. YournonprofitEmail & officeproductivityFile sharingCommunicationSocialnetworkingFacebookTwitterPinterestGoogle AppsOffice 365ZohoCRM SalesforceCiviCRMDropboxBox.netGoogleDriveSkydriveSkypeGoToMeetingReadyTalk
  68. 68. What is a new way your orgcould use the cloud?
  69. 69. Database BasicsMaximize Investment: Training, AuditMinimum Entry in 2 SystemsDedicated Data ManagerGarbage In - Garbage Out: S.O.P.’sSystems for Moving Data, Safeguarding DataMap Business Processes
  70. 70. Internet BasicsUpdated, Easy to Navigate SiteDonor/Member EngagementOnline Donation & Email ToolsCoordination between Online and OfflineEasy Social Media SharingFuture: CRM + CMS
  71. 71. Making Good ChoicesNever Start with ToolsList Your Needs in Priority OrderCheck Idealware to Narrow ChoicesCompare Needs Against ToolsTest Drive, Talk to Other Nonprofits, Consultants
  72. 72. What are some initial steps I can take in these areas?
  73. 73. Challengeof ChangeFocus on StrategiesNot: What should we do with texting?What are our priorities/goals?How might “_______” help us towards those goals?Read/Share stories of other orgs & how they use new techFlickrphoto:RedVers
  74. 74. Challengeof ChangeSmall ExperimentsIf we want to try online event registrationPick one program/eventInclude link on flyers, handouts, postcardsTest for mobile-friendlynessTrack results, learn, try againFlickrphoto:RedVers
  75. 75. Learning by Teaching
  76. 76. Learning by TeachingInteractiveFacilitating vs PresentingDraw Out ResistanceInspire Ideas & Enthusiasm
  77. 77. Break
  78. 78. Plan Outline SectionsIntroductionEvaluation ProcessTechnology InitiativesUpdate PlansImplementation PlanBudgetsAppendices
  79. 79. Process RoadmapForm Team. Articulate Vision, Roles, Decision MakingConduct Hardware/Software/Skills AuditList All Projects, PrioritizeDetail Technology Initiatives (Logic Models)Create Implementation Plan, TimelinesCreate BudgetsWrite Introduction
  80. 80. Planning Process DiscussionResourcesSupportersChallenges/RoadblocksTimeframeWhat will you need to complete this process?
  81. 81. SustainabilityBudgetingEvaluationFundingSupport & Management
  82. 82. Budgeting/ROIWhat isn t clear about tech budgeting for you?
  83. 83. EvaluationWhat isn t clear about evaluation for you?
  84. 84. FundingDo you have funders in mind you can approach with yourplan?What programs are funded that could demonstrateimprovement through technology?
  85. 85. Support &ManagementWhat steps could be taken to integrate techmanagement into all parts of your organization?How will you include various function areas (fundraising,programs) in tech decisions & maintenance?
  86. 86. SustainabilityEducating and Empowering StaffIntegration into regular activities- Staff meetings- Board Meetings- Advancement
  87. 87. Question & DiscussionTechnologyFree-for-all
  88. 88. Closure ExerciseCombine with other MasterclassTime for reflection, takeaways
  89. 89. www.johnkenyon.org

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