Tips and Tools for Technology Planning

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Tips and Tools for Technology Planning

  1. 1. Tips and Tools forTechnology Planning#12ntcttplPeter CampbellAriel Gilbert-KnightCarlos BergfeldKarl Robillard
  2. 2. Evaluate This Session!Each entry is a chance to win an NTEN engraved iPad! INSERT QR CODE HERE or Online at www.nten.org/ntc/eval
  3. 3. Agenda• Introducing Planning: Peter Campbell• How Do I Actually Make a Plan: Ariel Gilbert-Knight and Carlos Bergfeld• Tale from the Trenches: Karl Robillard• Q&A TIPS AND TOOLS FOR Slide 2 TECHNOLOGY PLANNING
  4. 4. Organizational PlanningA Technology Plan has to integrate with and support broader organizationalplanningA unified strategic plan ties together the • Strategic plan, • Business plans, and • Budget TIPS AND TOOLS FOR Slide 3 TECHNOLOGY PLANNING
  5. 5. Definitions• A Strategic Plan describes the key strategies that the organization will pursue in order to accomplish the mission. These tie directly to the mission statement, goals and values.• A Business Plan outlines the steps required to accomplish the strategies. TIPS AND TOOLS FOR Slide 4 TECHNOLOGY PLANNING
  6. 6. Planning FrameworksAll Stakeholder Input • Anyone who makes decisions should be at the table and all staff perspectives should be consideredBalanced Scorecards • Strategies should tie to key organizational components (Financial, Constituent, Internal Process, Employee) TIPS AND TOOLS FOR Slide 5 TECHNOLOGY PLANNING
  7. 7. All Stakeholder Perspective• If only senior execs participate in planning, key perspectives will be missed. Include staff from all levels, board, constituents.• Democratizing the planning will infuse mission awareness at all levels of organization. TIPS AND TOOLS FOR Slide 6 TECHNOLOGY PLANNING
  8. 8. Balanced ScorecardsA balanced scorecard identifies four areas that your strategic plan shouldaddress: • financial, • constituent (or customer), • internal business processes, and • employee learning and growth. TIPS AND TOOLS FOR Slide 7 TECHNOLOGY PLANNING
  9. 9. Balanced ScorecardConstituent strategy:• starting a newsletter to inform and engage constituents, orFinancial strategy:• program-related services, such as offering classes to job seekers or providing counseling to abuse victimsInternal business process strategy:• instituting a new purchase order process.Employee training strategy:• employee bonuses or internal training. TIPS AND TOOLS FOR Slide 8 TECHNOLOGY PLANNING
  10. 10. Example: Supporting CriteriaStrategy Area Objectives Measures Targets Initiatives Start Increase Increase monthlyconstituent mission newsletter awareness awareness 5% increase eCRM of our in new analytics Addaccomplish- Consti- Increase prospects member- ments by tuents donations Donations ship to webdistributing 7% increase increases site a monthly Improve in donations email communi- Publicize in newsletter cation NP Times TIPS AND TOOLS FOR Slide 9 TECHNOLOGY PLANNING
  11. 11. Strategic Implementation• Technology plans aren’t laundry lists of applications and systems to be installed.• A strategic technology plan must be well-informed by business needs and developed in light of org-wide goals. TIPS AND TOOLS FOR Slide 10 TECHNOLOGY PLANNING
  12. 12. Comprehensive Evaluation• SWOT analyses• Technical and end-user assessments of options• Clear understanding of business needs versus software assumptions• Creativity TIPS AND TOOLS FOR Slide 11 TECHNOLOGY PLANNING
  13. 13. 360°Participation• Software evaluations have to be made by both the technologists and the users, and those decisions have to be vetted from the top.• If the users don’t know what the application will do for them, it’s not worth buying TIPS AND TOOLS FOR Slide 12 TECHNOLOGY PLANNING
  14. 14. Technology Planning• You can’t budget effectively on a year-to-year basis.• Long-term planning allows you to spread out recurring costs and space out large projects in ways that even out the expense.• Developing a road map for major system upgrades and replacements will smooth and foster adoption.• Large projects, such as email system upgrades or changing databases, can be planned in ways that will ease the pain for everyone involved. TIPS AND TOOLS FOR Slide 13 TECHNOLOGY PLANNING
  15. 15. Elements of the Plan• Technology plans should have at least three components: Strategy Support Actions TIPS AND TOOLS FOR Slide 14 TECHNOLOGY PLANNING
  16. 16. A plan answers these questionsHow will the actions laid out in the plan support the mission andorganizational strategic plan?How will staff be resourced to use the technology?Does the organization have a coherent strategy for application supportand training? TIPS AND TOOLS FOR Slide 15 TECHNOLOGY PLANNING
  17. 17. ConclusionGood planning requires that you understand who you are, what technologymust do well for you, and where you can get away with it by doing thingsmore creatively, or, perhaps, not quite as elegantly as a for-profitorganization might. TIPS AND TOOLS FOR Slide 16 TECHNOLOGY PLANNING
  18. 18. Resources• Peter Campbell• psc@techcafeteria.com• http://techcafeteria.com TIPS AND TOOLS FOR Slide 17 TECHNOLOGY PLANNING
  19. 19. I Know I Need A Plan…Now What?• Take a deep breath• Follow our step-by-step guide flickr.com/mattiasostmar TIPS AND TOOLS FOR Slide 18 TECHNOLOGY PLANNING
  20. 20. Mission, Mission, Mission• Before you get started, review your organization’s mission statement and strategic plan• Remember, technology is not a goal in and of itself - Technology is important because of what it allows people to do• See NTEN’s “Forget the Tech, Let’s Talk Mission” for an introduction to mission-driven technology planning (bit.ly/mission-driven) TIPS AND TOOLS FOR Slide 19 TECHNOLOGY PLANNING
  21. 21. Creating Your Tech Strategy• Step 1: Understand where you are.• Step 2: Understand where you want to be.• Step 3: Identify and prioritize technology solutions.• Step 4: Lay out a plan for funding and implementing technology changes.• Step 5: Write up your technology strategy. TIPS AND TOOLS FOR Slide 20 TECHNOLOGY PLANNING
  22. 22. Step 1: Understand Where You Are • Assess current infrastructure – Inventory – Start having conversations – Assess as you go flickr.com/orangebrompton TIPS AND TOOLS FOR Slide 21 TECHNOLOGY PLANNING
  23. 23. Step 1: Understand Where You Are Inventory tools • Do it manually: use the worksheets in the Toolkit • Automate (some of) it: use TechAtlas for Nonprofits – get started at techatlas.org TIPS AND TOOLS FOR Slide 22 TECHNOLOGY PLANNING
  24. 24. Step 1: Understand Where You Are TIPS AND TOOLS FOR Slide 23 TECHNOLOGY PLANNING
  25. 25. Step 1: Understand Where You Are TIPS AND TOOLS FOR Slide 24 TECHNOLOGY PLANNING
  26. 26. Step 1: Understand Where You Are • Assess current infrastructure – Remember: People are a part of your tech infrastructure. flickr.com/justkristin TIPS AND TOOLS FOR Slide 25 TECHNOLOGY PLANNING
  27. 27. Step 1: Understand Where You Are TIPS AND TOOLS FOR Slide 26 TECHNOLOGY PLANNING
  28. 28. Step 1: Understand Where You Are TIPS AND TOOLS FOR Slide 27 TECHNOLOGY PLANNING
  29. 29. Step 1: Understand Where You Are TIPS AND TOOLS FOR Slide 28 TECHNOLOGY PLANNING
  30. 30. Step 1: Understand Where You Are• Don’t panic (yet) flickr.com/lentaslagrimasnegras TIPS AND TOOLS FOR Slide 29 TECHNOLOGY PLANNING
  31. 31. Creating Your Tech Strategy• Step 1: Understand where you are.• Step 2: Understand where you want to be.• Step 3: Identify and prioritize technology solutions.• Step 4: Lay out a plan for funding and implementing technology changes.• Step 5: Write up your technology strategy. TIPS AND TOOLS FOR Slide 30 TECHNOLOGY PLANNING
  32. 32. Step 2: Understand Where You Want To Be• What is working well?• What could be working better?• What is broken? flickr.com/timsnell TIPS AND TOOLS FOR Slide 31 TECHNOLOGY PLANNING
  33. 33. Step 2: Understand Where You Want To Be• Identify the problem first – Don’t think “What do we want to buy” – Think “What do we want to do” TIPS AND TOOLS FOR flickr.com/arjin Slide 32 TECHNOLOGY PLANNING
  34. 34. Step 2: Understand Where You Want to BeFundraising Manager Volunteer Manager flickr.com/arjin TIPS AND TOOLS FOR Slide 33 TECHNOLOGY PLANNING
  35. 35. Where You Want to Be: ExamplesExample 1: Example 2:We are an organization that provides We are a domestic violence supportcomprehensive services to homeless organization located in an area withpersons in the Bay Area. We require an increasingly high percentage ofa secure central database to manage Spanish-speaking residents. Toand track client information. Having address this populations needs, weone database will save time that is plan to update our website to providenow wasted in multiple entries of the information and resources in Spanishsame data and will create one as well as English.accurate source for all clientinformation. TIPS AND TOOLS FOR Slide 34 TECHNOLOGY PLANNING
  36. 36. Now It’s Your Turn…Exercise:• Write down a few technology goals for your organization• Evaluate each one: – Can you clearly articulate the benefits the technology will provide? – Would implementing this technology help your organization better meet its mission? How so?• Try to rewrite the goal so that it: is not focused on a particular technology, but is instead focused on what the technology will allow you to do (and why what it allows you to do flickr.com/photosteve101 is important for your organization) TIPS AND TOOLS FOR Slide 35 TECHNOLOGY PLANNING
  37. 37. Creating Your Tech Strategy• Step 1: Understand where you are.• Step 2: Understand where you want to be.• Step 3: Identify and prioritize technology solutions.• Step 4: Lay out a plan for funding and implementing technology changes.• Step 5: Write up your technology strategy. TIPS AND TOOLS FOR Slide 36 TECHNOLOGY PLANNING
  38. 38. Step 3: Identify and Prioritize Technology SolutionsThis is where you start talking about specific technologies• How secure is your technology set-up? Are there any gaps that should be addressed?• Are there better data storage and collaboration solutions available?• Will upgrading to more recent hardware or software help?• Is there a tool out there that will fill in a gap in your toolset?• Would it help if your staff were trained (or retrained) in how to use your technology? TIPS AND TOOLS FOR Slide 37 TECHNOLOGY PLANNING
  39. 39. Creating Your Tech Strategy• Step 1: Understand where you are.• Step 2: Understand where you want to be.• Step 3: Identify and prioritize technology solutions.• Step 4: Lay out a plan for funding and implementing technology changes.• Step 5: Write up your technology strategy. TIPS AND TOOLS FOR Slide 38 TECHNOLOGY PLANNING
  40. 40. Budgeting • Include all costs associated with implementation (30/70 rule) • Time is a budget itemflickr.com/aidanmorgan TIPS AND TOOLS FOR Slide 39 TECHNOLOGY PLANNING
  41. 41. Budgeting• Total Cost of Ownership (TCO) – Staff support – Vendor fees – Staff training – Bandwidth costs – Hardware costs – Infrastructure costs – Technology replacement – Additional supplies flickr.com/eric731 TIPS AND TOOLS FOR Slide 40 TECHNOLOGY PLANNING
  42. 42. The Three P’s of Implementation hased schedule ublicize changes lease, please, please train your staff flickr.com/lwr TIPS AND TOOLS FOR Slide 41 TECHNOLOGY PLANNING
  43. 43. More Implementation Tips• Know who you need to talk to• Designate a point person• Break projects into tasks• Assign responsibilities• Establish a timeline• Evaluate your success TIPS AND TOOLS FOR Slide 42 TECHNOLOGY PLANNING
  44. 44. Creating Your Tech Strategy• Step 1: Understand where you are.• Step 2: Understand where you want to be.• Step 3: Identify and prioritize technology solutions.• Step 4: Lay out a plan for funding and implementing technology changes.• Step 5: Write your technology strategy. TIPS AND TOOLS FOR Slide 43 TECHNOLOGY PLANNING
  45. 45. Step 5: Write Your Tech Strategy TIPS AND TOOLS FOR Slide 44 TECHNOLOGY PLANNING
  46. 46. Your Tech Strategybit.ly/ncvsdara TIPS AND TOOLS FOR Slide 45 TECHNOLOGY PLANNING
  47. 47. Your Tech StrategyStep 1: UnderstandWhere You Are TIPS AND TOOLS FOR Slide 46 TECHNOLOGY PLANNING
  48. 48. Your Tech StrategyStep 2: Understand WhereYou Want to Be TIPS AND TOOLS FOR Slide 47 TECHNOLOGY PLANNING
  49. 49. Your Tech StrategyStep 3: Identify andPrioritize Solutions
  50. 50. Your Tech StrategyStep 4: Plan for fundingand implementingchanges TIPS AND TOOLS FOR Slide 49 TECHNOLOGY PLANNING
  51. 51. Your Tech StrategyStep 5: Write Up YourTech Strategy TIPS AND TOOLS FOR Slide 50 TECHNOLOGY PLANNING
  52. 52. AcknowledgmentsAriel and Carlos would like to thank• The Blue Shield of California Foundation for their generous grant support for developing these materials• Elliot Harmon, Tierney Smith, and Jane Zhang for their content contributions TIPS AND TOOLS FOR Slide 51 TECHNOLOGY PLANNING
  53. 53. Contact UsAriel: agknight@techsoupglobal.orgCarlos: cbergfeld@techsoupglobal.org TIPS AND TOOLS FOR Slide 52 TECHNOLOGY PLANNING
  54. 54. Tale from the TrenchesKarl Robillard has planned…and lived to tell the tale Communications and Outreach Senior Manager TIPS AND TOOLS FOR Slide 53 TECHNOLOGY PLANNING
  55. 55. The Story of St. Anthony’s TIPS AND TOOLS FOR Slide 54 TECHNOLOGY PLANNING
  56. 56. A Direct Appeal TIPS AND TOOLS FOR Slide 55 TECHNOLOGY PLANNING
  57. 57. Tale from the Trenches TIPS AND TOOLS FOR Slide 56 TECHNOLOGY PLANNING
  58. 58. Creating Your Tech Strategy• Step 1: Understand where you are.• Step 2: Understand where you want to be.• Step 3: Identify and prioritize technology solutions.• Step 4: Lay out a plan for funding and implementing technology changes.• Step 5: Write up your technology strategy. TIPS AND TOOLS FOR Slide 57 TECHNOLOGY PLANNING
  59. 59. The Technology Plan Trifecta1) Mission2) Values3) Goals …then what? TIPS AND TOOLS FOR Slide 58 TECHNOLOGY PLANNING
  60. 60. Example: Supporting CriteriaStrategy Area Objectives Measures Targets Initiatives Educate PR Events about St. A’s Coherent Increase History and Mobile Text-to- consistent Community DonateRecharge Build Comm. = 250+the St. awareness strategy mobile ImproveAnthony around the donations website userbase and need for Improved Constituents interfaceappeal to a addressing websitenew issues of information Raise $5 Social Mediageneration poverty architecture million Strategyof donors. Raise funds Clearly Add to Linking for a New defined ‘ask’ donor base Internal Dining for by 20% Constituents RoomAND TOOLS FOR TIPS constituents Slide 59 TECHNOLOGY PLANNING
  61. 61. Channels of Communication Traditional Media Social Media General Supporters Staff, Volunteers, Guests
  62. 62. Road Map for FY 2011 - 2012 Public Phase of Holidays the Capital Campaign Veterans Day TIPS AND TOOLS FOR Slide 61 TECHNOLOGY PLANNING
  63. 63. Communications TimelineCompleted by • Facebook ‘LIKE’ Campaign • February – Facing Facebook February 1st • Facebook updates Ongoing • Blog updatesthrough public • Tweets phase • Eblasts • Text to Donate • Giants PSASApril/May/June • Penny Pitch: Home game on June 12th against Astros
  64. 64. Duck and Cover1. BUY-IN2. Facing Facebook3. Technical obstacles (seen and unforseen)4. Tales from the city TIPS AND TOOLS FOR Slide 64 TECHNOLOGY PLANNING
  65. 65. Questions TIPS AND TOOLS FOR Slide 65TECHNOLOGY PLANNING
  66. 66. Evaluate This Session!Each entry is a chance to win an NTEN engraved iPad! INSERT QR CODE HERE or Online at www.nten.org/ntc/eval

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