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 ...

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 Presentation Transcript

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