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Workshop 1 presentation

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  • Release 01/09/07 From 1st September 2007 a more flexible delivery of the net:gain programme is possible. We still require centres to undertake certain MANDATORY activities/slides, and to produce certain learning outcomes or activity outcomes with delegates. Contact time with delegates may be EITHER in group sessions OR some may be delivered one-to-one and/or on delegate premises. Slides you must use are marked: THIS SLIDE IS MANDATORY . Where the activity is mandatory it is marked: THIS ACTIVITY IS MANDATORY (but you may change or omit the slide). PLANNING Session These slides correspond to the previously released “WORKSHOP 1” slides. If you are holding a separate (possibly larger) PROMOTIONAL event, delegates may already have covered the first part of this session (including MANDATORY elements). They may then begin to work on the ‘real material’ from Step 1 (Slide 17) in the PLANNING session. You need to review this presentation and delete slides that are not required for your delegates.

Workshop 1 presentation Workshop 1 presentation Presentation Transcript

  • Helping Third Sector Organisations Make Sense of ICT Planning Session
  • Agenda
    • Introductions
    • Welcome to net:gain
      • Programme details & membership benefits
      • Sources of support
    • ICT planning & the technology trap
    • The Ten Steps to your ICT plan
    • Beginning the journey
      • From Mission to Technology
    • What’s next?
  • Icebreaker 1
  • Icebreaker – team exercise
    • Individual introductions
      • Name
      • Role
      • What are you hoping to gain from net:gain?
  • How will net:gain help?
    • net:gain will help you to:
        • Look before you leap
        • Involve staff, volunteers, users
        • Gather, sift and prioritise information
        • Understand your technology requirements better
        • Align these with your mission
      • Contribute to quality assurance
        • eg PQASSO, IiP (Investors in People)
        • and other quality processes
      • net:gain will help you to take control
  • What benefits..? “ We have an immediate saving of at least £1,500 a year.” Hartlepool Carers “ Better access to information and a better booking system have resulted in improved and more effective services for patients for the same cost.” Dorothy House Hospice “ We can communicate so much better. Everything is all there, we can all see it.” Jack Drum Arts
    • Planning session
      • Concepts and processes
      • Ten Step Reference Guide and support toolkits
      • Contacts; sources of help
    • Looking at potential technology
      • Demonstration/visits
    • Ongoing support
      • help from this centre (eg visit, group work)
      • Experts Online
    • Completed planning templates
      • Drop into: funding bids, Business Plan, ICT Strategy
    • Affinity schemes - eg Charity Technology Trust
    net:gain membership offers you:
    • Charity Technology Trust offer (CTX)
      • Free CISCO equipment - pay 8% admin fee
      • Discounted Microsoft software
      • Free online guidance on selecting order
      • For charities only - eligibility criteria may apply
        • Go to online shop at www.ctxchange.org
    • Experts Online
      • Free year’s membership
    Membership: Affinity schemes
    • Examples
      • Ongoing ‘mentoring’ help
      • A ‘clinic’ session
      • One free site visit/other visits? (Chargeable?)
    • Peer-to-peer support (other net:gain delegates)
    • Links to local ChangeUp initiatives
    • Centre membership benefits
      • Example - discounted/free training
      • Example - discounted ICT access
      • Example - AIG for your staff and volunteers
      • Example - ICT technical support ‘club’
    Membership: Centre offers
  • Outcomes from today:
    • Equip you to implement planning sessions in your own organisation
    • Review sources of support
      • Covering all aspects of ICT
    • Timetable next actions
    • Internally
      • efficient processes
      • effective communications and trust
      • happy, productive staff & volunteers
      • good, available market information
    • Externally
      • increased likelihood of grant success
      • increased likelihood of service contracts
      • happy, well-served clients!
    • This is what is all about!
    How does planning for ICT help?
  • Group exercise: Help!
    • In 5 minutes: discuss & write on sticky notes
    • Apart from funding, all the aspects of ICT you need help with
  • The ten steps
    • The Four Hats
    • Key Connections
    • Goals to Initiatives
    • Initiatives to Key Processes
    • Requirements for Initiatives
    • Merging to a Plan
    • Technology Specifications
    • Initial Implementation plan
    • Sources of Support
    • Outline Strategic Approach
  • How the steps filter information
    • A living, working document
    • Analysis
      • What you do
    • Understanding
      • Why you do it
    • Commitment
        • to change
        • to a shared vision
    • Progress
    • Culture, Values
    • Enthusiasm
    The goal: a strategy
  • Successful planning requires
    • Leadership
      • in your own organisation
    • Time
      • to invest in finding new ways to work
    • Focus on improving the way you work
    • Support
      • Some of which net:gain will provide
    • A route map!
      • net:gain 10 Step Reference Guide
  • ICT Planning and the Technology Trap
  • The Technology Trap Technology Rampant The way we’ve always done things Review ways of working Potential Realised Adapted from: David Wilcox and Terry Grunwald 1 2 3 4 10 9 8 7 6 5 Reference Guide steps: Technology New Old Processes New Old
  • The Four Hats : Mission to Goals
  • The Mission To provide a drug rehabilitation counselling service Clients’ standpoint To achieve our Mission , which goals must we pursue to meet our clients’ needs? Funders’ and Stakeholders’ standpoint To achieve our Mission , which goals must we pursue to meet our funders’ and stakeholders’ needs? Internal processes standpoint To achieve our Mission , our goal is to pursue excellence in the most appropriate internal processes to meet our client and funder & stakeholder needs; in which internal processes must we excel? Reflection & improvement standpoint To achieve our Mission , our goal is to reflect and to improve to meet our client and funder needs; how do we do this? Adapted from: Kaplan and Norton
  • The Four Hats
    • Client Hat
    • Funder & Stakeholder Hat
    • Internal processes
      • “ Back Office Hat”
    • Reflection and Improvement Hat
    • With each ‘Hat’ on, we seek:
      • Needs
      • Goals that will meet those needs
  • The Mission To provide a drug rehabilitation counselling service Clients’ standpoint Funders’ and Stakeholders’ standpoint Internal processes standpoint Reflection & improvement standpoint No more missed Appointments! Providing up-to-date info Reporting efficient use of resources Reviewing information & updating Improving case recording system Adapted from: Kaplan and Norton Efficient appointment booking Maintaining info resources Running 1-1 counselling sessions
  • What are we looking for under each ‘Hat’?
    • Understanding this can be tricky so:
    • A Game: Ten Words Trick
    • Delivering
    • Running
    • Reviewing
    • Reporting
    • Task: Put one in each box
  • Ten words trick-part 2
    • Counting
    • Maintaining
    • Disseminating
    • Training
    • Serving
    • Finding
    • Task: Put each in the box where you think it fits best
  • The Mission To provide a drug rehabilitation counseling service Clients’ standpoint Funders’ and Stakeholders’ standpoint Internal processes standpoint Reflection & improvement standpoint Delivering Serving Reporting Running Maintaining Counting Training Disseminating Reviewing Finding
  • What about making a cake?
    • Mission
      • To provide a personal and original wedding cake design-and-bake service
    • What are the needs under each ‘Hat’
    • What are the key goals?
  • The Mission To provide a personal and original wedding cake design and bake service Bride’s standpoint Bride’s parents’ standpoint Internal processes standpoint Reflection & improvement standpoint
  • The Mission To provide a personal and original wedding cake design and bake service Bride’s standpoint Bride’s parents’ standpoint Internal processes standpoint Reflection & improvement standpoint Value for money Costing Recipe testing Training in latest icing effects Original, beautiful personal cake Purchasing Tasty Cake making Beautiful On time Up to date with fashions
  • A worked example for a Drug User Rehabilitation project
  • The Mission To provide a drug rehabilitation counseling service Clients’ standpoint Funders’ and Stakeholders’ standpoint Internal processes standpoint Reflection & improvement standpoint Delivering no more missed appointments Providing up-to-date info Reporting Efficient use of resources Reviewing information & updating Improving case recording system Efficient appointment booking Maintaining info resources Running 1-1 counselling sessions
  • The Mission To provide a drug rehabilitation counseling service Clients’ standpoint Funders’ and Stakeholders’ standpoint Internal processes standpoint Reflection & improvement standpoint Delivering no more missed appointments Providing up-to-date info Reporting Efficient use of resources Reviewing information & updating Improving case recording system Adapted from: Kaplan and Norton Efficient appointment booking Maintaining info resources Running 1-1 counselling sessions
  • Optional: Group work on own 4 Hats chart
  • Steps 3 to 5
  • Send brief appointment reminder to clients System for recording counsellor time and reporting it System for booking appointments System for keeping and accessing records 35% increase in appointment take-up Counsellor contact time increased from 45% to 80% No double bookings Every Client contact recorded accurately Better informed counsellors Better use of staff. Reduced stress. Improved professional image. Lower unit cost Better client progress Helping clients not to miss appointments Reporting efficient use of resources Efficient appointment booking Improved case recording system Adapted from: Kaplan and Norton Improved case recording system Reflection & Improvement Efficient appointment booking Internal Processes Reporting efficient use of resources Funders & Stakeholders Delivering no more missed appointments Client Initiatives Outputs Outcomes Goals Four Hats standpoint
  • Step 4 - Unpicking a process
    • Easy to use
    • Quick to use
    • Confidential
    • Can run reports to show how long each counsellor has spent in sessions
    • There was a project in North East that used SMS to send text messages to clients. Note: how does this work?
    • An online diary
    • Could it be accessible from Blackberry or mobile phone?
    • Do our computers need to be fully networked?
    • System for recording
    • counsellor time and
    • reporting it
    • Could a database or spreadsheet do this? Note: how would we run reports from it?
    • System for booking
    • appointments
    • All staff able to access and update
    • Able to show free appointment slots as well as booked ones
    • Able to book repeating appointments in one go
    3 2
    • Usable by all our clients
    • Cheap to run and maintain
    • Can reach clients at anytime
    • Can be sent easily and quickly
    • Confidential
    • Send brief appointment
    • reminder to clients
    1 Can we identify any technology that might help us with the activity? What do we need to be able to carry out this activity? What work needs to be done to help us achieve this goal? Potential Technology Requirements Initiative No.
  • Steps 6 to 10
  • Concepts for Step 6
    • A simple Cost:Benefit analysis
    • Full Cost of Ownership factors are mapped against:
      • Issues arising
        • Add your queries and concerns
      • Risks
        • What if we do nothing?
      • Benefits
      • Indicative Costs
        • (or cost queries we need to pursue)
  • Concepts for Step 7
    • How Many of What?
    • Full Cost of Ownership factors are mapped against:
      • Specific items against each FCO category
        • (ie “What exactly….”)
      • How many of each do we need?
        • SMART
        • Specific, Measurable, Achievable, Relevant, Time-bound
  • Steps 8-10 - Quick overview
    • Personal to your own situation
    • Step 8 - How will you implement plans?
      • A simple calendar/timechart with responsibilities and dependencies
    • Step 9 - started this morning..
    • Step 10 - Four Hats ride again!
  • Our ICT Strategy To …only use ICT for basic internal processes at an administrative level and to ensure all staff have level 2 training in Microsoft Office Applications OR…………..To implement ICT solutions at every level of our organisation Clients’ standpoint What role for ICT in: Making services better through ICT? Delivery to and serving clients? Level of exposure of clients to our services via ICT means? How often would we review decisions? Funders’ and Stakeholders' standpoint What role for ICT in: reporting outputs, costs etc against funder criteria? Which element/% of ICT costs to claim? How often would aspects be reviewed? Internal processes standpoint Reflection & improvement standpoint What strategic ICT considerations on Staff Training? Policies? Performance improvement? Quality? Evaluation? Other? What role for ICT in: Supporting existing processes? Supporting new processes? As part of organisation infrastructure?
  • Next steps
    • Centres to add their own slides/info here.
    • PROVIDE dates for diaries
    • eg Date of tech demo/’Progress’ session and/ or ‘Potential Technology’ session
      • This may be done one to one or in a group using http://www.i-see-t.org.uk/netgain/
      • Arrangement for buddying visits?
      • Arrangement of site visits?
  • Funders Acknowledgements net:gain centres and mentors for their help with pathfinder work Original Sources Strategy Maps - Robert Kaplan and David Norton The Balanced Scorecard - Robert Kaplan and David Norton The Technology Trap - David Wilcox and Terry Grunwald Development consultants
      • net:gain members’ area
      • - online materials
      • access to Experts Online
      • www.net-gain.org.uk
  • Login at www.net-gain.org.uk
  • Sign in using your net:gain ID and password
  • Members’ Area
  • Sign in using your ExpertsOnline ID and password
  • Experts Online
  • Meet the Experts
  • Reference Guide (reinforcing slides if needed)
  • The Reference Guide structure
    • Ten Steps
    • Each with an Activity/Template
    • The result of each Step informs the next
    • Use Toolkits to go ‘deeper/wider’
    • ‘ Get off’ at any time…
    • … armed with completed templates
    • to inform ‘an ICT expert’
  • The online Toolkit
    • Templates
      • All tools and diagrams needed
    • An ICT Plan template
      • With sample text
      • With guidance on where to use diagrams
    • Further suggested activities by theme
    • Sources of Support
      • National, Local
    • Sources of Funding
      • … and how to approach these
  • Toolkits