Creating Your Own Technology Plan Toledo

Andy Wolber [email_address] Creating Your Own Technology Plan

NPower’s Mission

To inspire and empower nonprofits to use technology to better serve their communities.

www.slideshare.net/NPowerMichigan/

name

org/job

what you hope to learn today

It’s all about you …

Technology & Today’s Nonprofit

“ IT accounts, on average, for nearly 7% of a company's operating expenses.” Source: “More Bang for the IT Buck,” McKinsey Quarterly, 2003 Number 2.

Technology Budget Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. <=20 staff >20 staff 43% 60%

http://nptechsurvey.wordpress.com/

83% of nonprofits spend less than 4% of their budget on technology. Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

Technology Plan Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. <=20 staff >20 staff 32% 71%

Technology Staff Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. <=20 staff >20 staff 34% 68%

Source: NTEN 2006 Nonprofit IT Staffing Survey Report.

www.nten.org/research

Technology Planning

22% of nonprofits have a technology committee. Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

Who should be on your Tech Committee?

http://www.techsoup.org/learningcenter/

By Joni Podolsky Edited By Holly Ross Katrin Verclas Alison Levine

http://www.maintainitproject.org/cookbooks

http://www.icthub.org.uk/publications/#management

Technology Strategy and Planning Process

Preliminary

Assessment

Inventory

Staff skills assessment

Current and prior year IT operating costs

Initial list of potential projects

Any additional relevant background materials (e.g., technology usage policies)

Meeting 1: Envision 1. Ensure agreement on I.T. “Current Reality” 2. Identify processes for obtaining additional information needed

Meeting 3: Prioritize II

Select strategy and sequence

Detailed review of resources required

Project Prioritization

Identify and categorize projects

Research high-level details on alternative solutions

Meeting 2: Prioritize I Classify projects into categories, e.g. - “Quick wins” - Strategically essential - Need more info

Identify Implementation Sequence and Resources

Draft implementation plan

Select resources (internal vs. external, build vs. buy)

Define RFI/RFP processes

Detailed Implementation Planning

Cost details

Assign specific responsibilities

Timetable

Identify key issues/risks

Meeting 4: Act

Finalize plan

Implementation kickoff

Identify circumstances required for committee to reconvene

Tech Checklist 1. Computer 2. Internet infrastructure (security, backup) 3. Printer 4. Voice communications infrastructure 5. Basic software (documents, accounting) 6. Collaboration systems 7. Database(s) 8. Website 9. Storytelling equipment 10. Training

Computer

“ The average time before a buyer replaces a PC... [is] 41 months for business desktops and almost five years for consumer machines.”

October 28, 2002

Fortune Magazine

16% <1 year 37% 1-3 years 33% 3-5 years Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

$800-$1,500 1-year warranty 5-year life $1,000-$1,800 3-year warranty 3-year life www.dell.com :Optiplex 360 (left), Dell E6400 (right)

1 2 3 4 5

Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. 89% 4%

Internet & Infrastructure

Standard DSL download speed (1.5 Mbps) Standard DSL upload speed (384 kbps) T1 Line (1.5 Mbps) download & upload “symmetrical”

Standard DSL download speed (1.5 Mbps) Skype-to-Skype Video (384 kbps) Skype Voice (64 kbps) Standard DSL upload speed (384 kbps)

Router : shares your Internet connection

Firewall : protects your network

NetGear, RangeMax Dual-Band Wireless-N Router with 4-Port Ethernet Switch: $130

Ethernet 10/100/1000 Wireless 802.11 a/b/g/n

Printing & Imaging

www.cdw.com (680844) HP LaserJet P2015dn

Standardize

Networkable (n)

Duplex (d)

ppm

Laser vs. Inkjet

Laser 3-5 cents Inkjet 10-35 cents Networked copier <2 cents Color laser 7-9 cents Source: http://www.jeffersondavis.k12.ms.us/Departments/InformationTechnology/FAQs/tabid/72/Default.aspx accessed on 8/9/2007.

drop.io/fax

Voice

http://nptechguide.pbwiki.com/

Office Software

Collaboration Systems

Left: HP Mediasmart Home Server EX485, including 750Gb hard drive, $600. Right: NAS Device (Synology Disk Station 207+, $340) plus 2 hard drives (Seagate Barracuda 7200rpm, 500Gb, $130 x 2).

http://www.commoncraft.com/video-googledocs

www.google.com/nonprofits/

Workspace.officelive.com

www.mycommittee.com

www.sherweb.com

www.dimdim.com

http://tinyurl.com/9dznct

http://tinyurl.com/2sardx

Databases

Web data 2005

Consolidate Connect Web-enable

One internal database Web data 2006 Plan Auto-sync

One internal database 2009 Reality Some Web data Events

One web database Cloud option

53% Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. 23% 41% Financials Donor Management Programs (Clients, Volunteers) “ Other”

List functional requirements (3 meetings, 1 hour each) Identify options (up to 4 hours per participant) Discuss alternatives; narrow list of options (2 meetings) Get product details Vendor demos Calls to real users User visits Decision

Photo source: http://tinyurl.com/b46wwt

Estimating Costs Source: www.aicpa.org/pubs/jofa/sep2003/johnston.htm , accessed 6/5/2006 Initial price Time to implement Cost of implementation Entry level $100 - $2.5k Up to 2 months 5 times initial price Small / medium business $5k - $40k Up to 6 months 1 times the initial price Small / medium enterprise $10k - $250k Up to 18 months 2 times the initial price tag Enterprise resource planning $250k - $50 million Up to 36 months 1-5 times the initial price tag

1 2 3 4 5

2006 Software Development Success Rates Source: http://www.sdtimes.com/article/story-20070301-01.html accessed on 8/9/2007.

Website

http://tinyurl.com/43u83p

If you have a website…

You should be able to edit your website from any ___________.

Your website should have the ability to publish an _____ “feed”. This lets people use a “feed reader” to view new content.

Basic Content

Organization news

Program information

Board and staff list

Donor list

990

Contact us

Directions

Search

FAQs

Document publishing

Enhanced Content

Email lists

Online donations

Weblog

Discussion forums

Event calendar

Compliance with web standards / accessibility

Advanced Content

Event registration

Multiple database integration (single view of customer)

Multi-lingual support

www.WildApricot.com

Storytelling Tools

Examples of Social Media

Social Bookmarking

Blogging

Feed Reading & Sharing

Social Networking

Photosharing

Video

Podcasts

Photo source: Canon.com (PowerShot SD880) and www.Dell.com (MP1409x). 70% Data Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. 59%

www.WeAreMedia.org

Training & Support

www.nhgreatlakes.com

Office.Microsoft.com/help

www.tinyurl.com/64herm

29% <Contract on an as-needed basis 25% In-house MIS staff 22% Tech support w/1 or more providers 13% No formal approach to IT support 9% Volunteers to our agency 2% Friends and family of staff Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

By Sue Bennett

www.delicious.com/NPowerMichigan/

One more tool…

www.google.com

www.google.com/advanced_search

Why? So YOU can better fulfill your mission.