Technology Planning

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Workshop presentation on planning for technology in 2009. Looks at aligning technology with business goals; analyzing current needs and spending, and reviewing new options. Aimed at non-technical leaders in small to medium businesses.

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  • Technology Planning

    1. 1. Make Technology Work for You Technology Leveraging Cooperative Technology Leveraging Cooperative; www.tlccoop.org
    2. 2. Technology (IT) supports your business and it includes: <ul><li>Computers </li></ul><ul><li>Copiers, printers, faxes, scanners </li></ul><ul><li>Phones </li></ul><ul><li>Network equipment and services </li></ul><ul><li>Web sites, social media </li></ul><ul><li>Applications </li></ul><ul><li>Technical support and maintenance </li></ul><ul><li>Operating supplies </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    3. 3. 4 Steps to IT Mastery Technology Leveraging Cooperative; www.tlccoop.org
    4. 4. <ul><li>Establish Business Goals </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    5. 5. OPERATING PLAN GOALS MARKETING PLAN GOALS TECHNOLOGY PLAN Outreach Communication Collaboration Productivity Efficiency Growth Back office Social media Technology Leveraging Cooperative; www.tlccoop.org
    6. 6. What are YOUR Business Goals? <ul><li>Improve productivity </li></ul><ul><li>Reduce IT staff cost </li></ul><ul><li>Reduce training time/cost </li></ul><ul><li>Reduce cost of supplies </li></ul><ul><li>Increase access to data from anywhere </li></ul><ul><li>Improve communication and collaboration </li></ul><ul><li>Grow the business </li></ul><ul><li>Increase outreach </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    7. 7. <ul><li>Review IT Current Picture </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    8. 8. Current Picture. Do you know: <ul><li>What you are using? </li></ul><ul><li>What you have but don’t use? </li></ul><ul><li>What you need but don’t have? </li></ul><ul><li>What needs replacing/updating? </li></ul><ul><li>What you are really spending? </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    9. 9. Inventory what you have <ul><li>Hardware, software, devices </li></ul><ul><li>Age </li></ul><ul><li>Purchase cost or lease amount </li></ul><ul><li>Location and user </li></ul><ul><li>Limits (# users/stations) </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    10. 10. Do you have any of these: <ul><li>Computers (laptop,desktop,appliance,server) </li></ul><ul><li>Telephones (cellular, PBX, desktop) </li></ul><ul><li>Dial up, DSL phone lines </li></ul><ul><li>Network (routers, switches, T1s) </li></ul><ul><li>Backup (system, software, tapes) </li></ul><ul><li>Virus protection </li></ul><ul><li>Database Applications (finance, ERP, custom) </li></ul><ul><li>End User Applications (office suite, graphic) </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    11. 11. Find the hidden costs <ul><li>Check your phone bills: are you paying for old dial up lines? Multiple DSL lines? </li></ul><ul><li>Check your supply bills: are you paying more than one vendor for the same goods/services? </li></ul><ul><li>Check your vendor bills: are you paying for services you don’t need? </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    12. 12. Do you know what you spend? <ul><li>The latest prices on the Dell or HP Web site represent roughly 20 to 30 percent of the total, long-term cost of that computer. </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    13. 13. Purchase price may be a fraction of TOTAL COST Technology Leveraging Cooperative; www.tlccoop.org
    14. 14. What are you paying for: <ul><li>System maintenance and support fees </li></ul><ul><li>License fees, upgrades </li></ul><ul><li>Supplies (ink, paper, tapes) </li></ul><ul><li>Phones (cellular bill, land phones, internet) </li></ul><ul><li>Technical expertise (staff, vendors) </li></ul><ul><li>Downtime, duplicated effort, lost data </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    15. 15. Easy to spend too much or too little Technology Leveraging Cooperative; www.tlccoop.org Too little Too much
    16. 16. Do you spend too much? <ul><li>Buy ink for your printers? </li></ul><ul><li>Pay retail on your computers? </li></ul><ul><li>Use more software than you need? </li></ul><ul><li>Pay a ransom to fix mission-critical apps? </li></ul><ul><li>Pay for duplication of effort, manual process? </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    17. 17. Do you spend too little? <ul><li>Let equipment get too old (failure, downtime) </li></ul><ul><li>Let bandwidth become limited (inefficiency) </li></ul><ul><li>Implement without a plan (unexpected costs) </li></ul><ul><li>Omit training and support (user errors, delay) </li></ul><ul><li>Lack of replacement parts (downtime, costs) </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    18. 18. Spending too little: A Story <ul><li>A small retailer purchased a new system to tie sales into inventory. </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    19. 19. Spending too little: A Story <ul><li>They “saved” by doing it all with existing staff </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    20. 20. Spending too little: A Story <ul><li>Six months after cut-over, they continue to struggle with problems without achieving the anticipated efficiencies </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    21. 21. Total Cost of Ownership <ul><li>Purchase Price </li></ul><ul><li>Maintenance, License and Use Fees </li></ul><ul><li>Installation and Configuration Costs </li></ul><ul><li>Break/Fix, Help Desk, Admin, Tech Support </li></ul><ul><li>Replacement parts </li></ul><ul><li>Supplies (paper, ink, tapes) </li></ul><ul><li>Employee training </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    22. 22. How old is your equipment? <ul><li>Technology ages more quickly than you think </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    23. 23. In People Years? Technology Leveraging Cooperative; www.tlccoop.org
    24. 24. Equipment too old? You spend more when you react to a problem Downtime Limited choices Premiums Technology Leveraging Cooperative; www.tlccoop.org
    25. 25. Re-acting: A Story <ul><li>A small bank had a support contract coming due that they wanted to shop around, and an old system that needed replacing. </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    26. 26. Re-acting: A Story <ul><li>They waited for a “good time” to do it. </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    27. 27. Re-acting: A Story <ul><li>It crashed </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    28. 28. Re-acting: A Story <ul><li>They Paid </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    29. 29. Emergencies Cost More <ul><li>Downtime </li></ul><ul><li>No time to evaluate options </li></ul><ul><li>Premium to vendors for quick response </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    30. 30. Growth Planning <ul><li>Adding seats </li></ul><ul><li>Infrastructure limits </li></ul><ul><li>Bandwidth and capacity </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    31. 31. Infrastructure Limits: A story <ul><li>A small clinic has a five-year old phone system that can handle up to 10 extensions. They are using all 10, and hiring two new employees. </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    32. 32. Infrastructure Limits: A story <ul><li>Cost of new employees: </li></ul><ul><li>2 additional PCs </li></ul><ul><li>2 additional sets of licenses </li></ul><ul><li>$500/year office supplies </li></ul><ul><li>New phone system </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    33. 33. <ul><li>Research IT Options </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    34. 34. Change is the only Constant <ul><li>Limited life span </li></ul><ul><li>Changing business needs </li></ul><ul><li>New options all the time </li></ul><ul><li>Ever-changing cost assessments </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    35. 35. What’s Changing Out There? <ul><li>Cheaper, faster connections </li></ul><ul><li>Cheaper storage </li></ul><ul><li>Social media </li></ul><ul><li>Free or inexpensive hosted apps </li></ul><ul><li>Complexity of user software </li></ul><ul><li>Operating systems (eg, Vista) </li></ul><ul><li>VOIP (internet phones); cellular networks </li></ul><ul><li>Collaboration tools and collaboration efforts </li></ul><ul><li>World-wide economy troubles </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    36. 36. Identify Costs You can Reduce <ul><li>Unused equip/apps/services </li></ul><ul><li>Negotiate new phone bills </li></ul><ul><li>Investigate leasing, hosting </li></ul><ul><li>Consider switching to free apps </li></ul><ul><li>Negotiate office supplies deals </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    37. 37. Analyze Options <ul><li>Leasing vs Buying </li></ul><ul><li>Hosted vs Served </li></ul><ul><li>Served vs Desktop Loaded </li></ul><ul><li>Freeware vs Microsoft </li></ul><ul><li>Digital vs Analog </li></ul><ul><li>Contract vs Staff </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    38. 38. <ul><li>Create IT Plan and Budget </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    39. 39. Monthly Budget Technology Leveraging Cooperative; www.tlccoop.org
    40. 40. Upcoming Events: <ul><li>Telephones: March 27, Chamber </li></ul><ul><li>New Tools: April 23, Troy nonprofit seminar </li></ul><ul><li>Project costs: April 24, Chamber </li></ul><ul><li>Social media: May 29, Chamber </li></ul>Technology Leveraging Cooperative; www.tlccoop.org
    41. 41. Technology Leveraging Cooperative <ul><li>Save on office supplies </li></ul><ul><li>Save on technology </li></ul><ul><li>Help assessing/planning your IT budget </li></ul>Technology Leveraging Cooperative; www.tlccoop.org

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