Instructions This worksheet is designed to help you identify which stage of IT maturity your YMCA is currently in.The stages of maturity referred to in theAssessment worksheet (Chaotic, Reactive, Proactive, Service, and Value) are described in great detail in Implementing IT Alignment, a document written by the Y Tech committee. This document can be found on YMCAexchange, and may be helpful in gaining a deeper understanding of IT maturity. Understanding the Scores Scoring a 5 in every row is not the objective of this tool. Some areas of this assessment may not be appropriate for your YMCA at this time. The objective is consistently working to improve how your technology is aligned, not scoring the highest score. After scoring your YMCA, use theTarget column in the assessment tool to define where you think your YMCA should be. Then compare your YMCAs scores with the target scores to see where improvement is needed. Steps to Using the Tool1. Use the Assessment tab to score your YMCAs technology management. To use the assessment, read each of the items across the row, thendecide which response most closely describes your YMCA. Look at the column header to find the value (1–5) of your response and enter thatvalue in the score column. Continue down the worksheet and fill in all of the score fields.2. Click the Results tab to view a summary of your assessment. Be sure to look at which stage of maturity your YMCA is in overall. But also look atthe results by category to see whether there is a single category (Operations, Support-Training, Planning, Infrastructure) that has a large gapbetween Score and Total possible.3. Once you have reviewed the summary results, it is time to decide what needs to be done to improve your YMCAs technology. The first step isto set your YMCAs target level for each item. Note that 5 is not always the best score for your YMCA; in some areas it may be more realistic andmore appropriate to target level 3 or 4.4. To help you determine next steps, refer to Implementing IT Alignment, which is available on YMCAexchange.
Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 Rating Target Category (1–5) (1–5) How closely is The YMCA does not use The YMCA does not use The idea of mission-based Technology assets are seen as Technology assets are seen astechnology tied technology in support of its technology in support of its technology is not a foreign a mix of investments and investments rather than to mission? mission. Information systems, mission. Information systems concept. However, day-to-day expenses. Some planning expenses. Strategic planning if any, are used only for exist but are used only for issues often overshadow efforts have focused on efforts have focused on routine business processes. routine business processes and realizing these goals. technology or accounted for a technology or accounted for a automating tasks. technology component to technology component to Planning support a new program. support a new program. Is technology Technology is not represented Technology is mentioned as a YMCA technology staff YMCA technology staff YMCA technology staff have ainvolved in the in the associations strategic needed resource but is not understand the mission and a understand the mission and deep understanding of the strategic planning process or included in represented in the separate technology plan build a separate technology mission and are included in planning the associations strategic plan. associations strategic planning exists that includes plan that includes the strategic planning process No separate technology plan process. A separate technology replacement, upgrades, and replacement, upgrades, and and acknowledged to be aprocess and the exists. plan may exist, but is limited process improvements to best process improvements to best managed resource of thestrategic plan? to replacement and hardware support the organization. support the organization. YMCA. Technology staff requirements. Technology is mentioned as a YMCA technology staff is advises on what is possible and needed resource, and included in the strategic ways to be more effective. technology staff is consulted planning process but with Technology is fully integrated for some projects but does not limited access: staff is present throughout the associations participate in the associations only to answer questions. strategic plan. All projects and Planning stategic planning process. Technology is directly technology plans are tied to mentioned as a tool the associations plan and throughout the associations objectives. strategic plan.Are leadership Leadership and the board are Leadership and the board have Leadership and the board have Leadership shows full support Leadership strives for fulland the board unaware of technology and limited knowledge of how knowledge of current and understanding of current integration of the IT team into supportive of operations needs beyond day- technology is supporting their technology in use, ongoing and future technology the organization, gives YMCAoperations and to-day requirements. operations. strategy, current challenges, strategies and works to engage technology staff authority to and plans for future the whole organization with act at the leadership level, and technology improvement. IT. The board is aware of and shows ongoing support of needs? has necessary information aligning IT with the mission, about upcoming technology operations, and strategic plan. projects. The board offers advice as Planning possible and stays aware of high-impact technology projects.Are all areas of The YMCA does not allocate The YMCA begins to actively Some departments or All departments at the YMCA The YMCA engages in regular the YMCA any regular resources or look for ways to use programs regularly engage in regularly engage in technology-enabled process actively planning for technology. technology to support new meetings with technology staff technology-enabled process improvements acrossparticipating in service offerings or develop to identify technology needs, improvements across departments, branches, and new programs. but the effort may not be departments, branches, and the association. It is tied to the identifying integrated across programs. the association. These overall strategy defined by the technology improvements are measured technology steering needs? for effectiveness and reviewed committee. These for needed adjustments. improvements are measured Operations for effectiveness and reviewed for needed adjustments. Is there a There are no reviews in place The YMCA tracks anecdotal All member feedback and All member feedback and All member feedback and review of to measure how effective comments from members or surveys, formal and informal, surveys, formal and informal, surveys, formal and informal,technology to technology is for members. staff about how effective are analyzed for areas where are analyzed for areas where are analyzed for areas where measure technology is for members. technology may be able to technology may be able to technology may be able to enhance service. enhance service. Member and enhance service. Member and member staff satisfaction with staff satisfaction with impact? technology and procedures is technology and procedures is reviewed annually. Member reviewed annually. Focus and staff satisfaction with groups are held with members technology and procedures is to discuss their experiences Planning reviewed annually. with technology at the YMCA. Results are evaluated and integrated into strategic planning.
Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 Rating Target Category (1–5) (1–5) Is technology There is no strategy to provide Considerations are made to A formal mechanism is in place A formal mechanism is in place A formal mechanism is in place updated to members with new change technology based on to encourage and collect ideas to encourage and collect ideas to encourage and collect ideas provide new opportunities through comments or suggestions and feedback from members and feedback from members and feedback from membersopportunities to technology. made directly by members. on technology, procedures, on technology, procedures, on technology, procedures, and future plans. and future plans. The YMCA and future plans. The YMCA members? also offers online opportunities offers online opportunities for for members to interact, learn, members to interact, learn, and manage their and manage their memberships. memberships. YMCA also gives members online access to fitness tracking, health tips, Planning volunteer opportunities, and more, based on their needs and preferences. How is There is no formal technology Limited funds are dedicated to Funds are dedicated to A technology fund equal to 2 A technology fund equal to 4 technology funding or budget. replacement. replacement, and technology to 4 percent of the operating to 6 percent of operating funded? is upgraded on a regular budget is created for budget is created for schedule. technology replacement and technology replacement, Planning upgrades. upgrades, and new technology or applications. What is the No process or forum exists to Processes around technology Technology replacement and Technology is included in the Technology is included in the technology examine technology needs, decisions and purchases are upgrades are tied to operating budget and is tied to operating budget and is spending nor is there a technology informal but have been mostly department or branch department, branch, or aligned with the associations process? budget. effective. requests, but there is no association operating plans business strategy and strategic Planning formal plan. with a formal plan to plan. implement. How are Technology is generally not Technology is regarded as an There is at least one individual There is a designated There is a designated technology regarded as an asset. It asset that requires limited in the YMCA with the individual or committee to committee to oversee assets requires attention only when it attention. capability to assess technology oversee technology issues. technology issues. is broken. needs. Operations managed? Are technology There are no documented Technology policies and Technology policies and Technology policies and Comprehensive technologypolicies defined? technology policies and procedures are minimally procedures are in procedures have been policies and procedures have procedures. documented. development. developed and are being been developed and are used Operations implemented. association-wide. How closely is Business processes are not Some business processes are All business processes are All business processes are All business processes aretechnology tied defined or supported by defined but are not directly defined, and the technology defined and have been defined and have beento the business technology. tied to technology plans. needed has been identified reviewed for consistency reviewed for consistency process? and planned for. across the organization. across the organization. Technology is identified and Technology staff, in implemented to fully support conjunction with the IT the YMCAs business processes. steering committee and all business units, is actively Operations improving processes by upgrading the tools and technology used. Is the There is no network There is some network There is reliable network There is reliable network There is regularly monitored,association-wide connectivity between sites and connectivity between sites and connectivity between sites and connectivity between sites and reliable network connectivity network stable only limited Internet access. limited Internet access. adequate bandwidth for adequate bandwidth for between sites with adequate and current? Internet use. Internet use, which is and expandable bandwidth for Infrastructure monitored for cost. Internet use. Are you using Equipment, if existing, is Equipment is an ad hoc Equipment is up-to-date and Equipment is up-to-date, Equipment is up-to-date, state-of-the- outdated or is the personal collection without a standard interoperable. It meets interoperable, and readily interoperable, and readily shelf property of individual to measure it. standards set in Healthy and expanded. It exceeds all expanded. It exceeds all technology? employees. Secure Computing. standards set in Healthy and standards set in Healthy and Infrastructure Secure Computing. Secure Computing and meets industry standards.Are technology The technology inventory is There is some documentation There is electronic technology The technology infrastructure The technology infrastructureassets actively not managed or documented. of the technology inventory. inventory tracking with a is approaching real-time is managed in real time. Infrastructure monitored? replacement schedule management. Is technology There are simple reports for There is consistent alert and Network monitoring is Capacity planning is beginning. There is aggregated capacity capacity networks and management. event management. automated. planning across the Infrastructure monitored? association.
Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 Rating Target Category (1–5) (1–5) Is technology Support is ad hoc or Support is ad hoc or based There is generally someone on A designated individual or A designated team of supportsupport offered? nonexistent. solely on manufacturer’s site or on call to respond to team of support specialists is specialists with expertise in warranty. technology problems. available to users. This team technology, operations, offers expertise in some areas applications, and management of YMCA operations. is available to users. These users are regularly evaluated Support-Training for their understanding and effectiveness. Is user support Users with computers are Users work with each other to Processes for reporting A structured process exists for A structured process exists for offered? responsible for finding their find their own solutions. problems are informal but reporting and tracking reporting and tracking own solutions. appropriate for the size of the problems. problems, along with a tool to Support-Training YMCA. document cause analysis. Is technology The timing of support The timing of support Support is not always timely, Support is reliable, timely, and Support is reliable, timely, and support response is unpredictable. response is unpredictable but but users have learned work- consistent. Service-level consistent. Support staff response bearable. arounds to use while awaiting agreements define support proactively seeks to resolve measured and help. expectations for users, problems with business units. technology staff, and all other Service-level agreements have dependable? Support-Training staff. been established and are reported on regularly. Is technology- Training is provided by Training is provided by Training is mostly provided by Super users for major business Super users for each businesssystems training observation or “passed down” observation or “passed down” outside vendors, classes, or applications have been application have been offered? among volunteers or among volunteers or consultants, but is available on identified, and time is allocated identified, time is allocated for employees. employees, but documentation an as-needed basis. for this function in their job this function in their job exists. Documentation exists. descriptions. Documentation descriptions, and a formal exists and is regularly updated training schedule or plan in an online resource. exists. Documentation exists, is Support-Training regularly updated in an online resource, and is integrated into trainings. Is ongoing There are very limited or no There are limited professional Training is included as part of Technology training is planned Technology training needs are technology- professional training resources training resources available to a new system implementation. on a regular basis and is assessed on an annual basis,systems training available to staff. staff. Follow-up training is limited to included in the overall then scheduled accordingly offered? new employees when there is technology planning process. and included in the overall turnover. technology planning process. Support-Training Is technology Technology training is not Limited technology training is Technology training for new Technology training is Technology training is training considered part of the YMCA’s considered part of the YMCA’s hires is generally available but integrated across the integrated with theintegrated with planning process. planning process for select is not systematic. association and is available to associations strategic and all trainings? staff. all full-time staff. Training is an training plans. It is available at available part of new-hire some level to all staff. Training Support-Training orientation. is an integrated part of new- hire orientation.Is data actively There are no clear definitions There are minimal definitions Some of the YMCAs data The YMCA has defined and The YMCA has defined, managed? of data needs. Only minimal of data needs. Only minimal needs have been clearly documented its data needs standardized, and documented data is collected for billing and data is collected for billing and defined, but they are not across the organization in each its data needs for all levels of reporting purposes. reporting purposes. uniformly documented. area of service. the organization, including the board. Data needs are tied to staff decision-making needs Infrastructure and the strategic plan.Have data needs Clear definitions of data Clear definitions of data The underlying calculations or The majority of data elements All data elements are clearlyfor reports been elements on reports are elements for reports are algorithms are documented for are clearly defined for each defined for each report and identified? lacking throughout the YMCA. emerging throughout the some reports, but not all. report and each program. each program, with YMCA. established metrics to measure Infrastructure against. Have data Data is entered from a variety Data is entered from a variety Data input documents are well Data input documents are well Data input documents are well quality of sources without defined of sources with some defined defined, with some procedures defined, and report defined, and reportstandards been procedures. procedures. for data entry and some specification documents with specification documents with set? accuracy standards set. written procedures for data clearly written procedures for entry have been well designed. data entry have been well Accuracy levels are measured designed by cross-functional for data entry. teams. Accuracy levels are Infrastructure measured for data entry.
Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 Rating Target Category (1–5) (1–5) How is data Data collection and Data collection and The YMCA pays attention to The YMCA values data and The YMCA values data and collected and management is not a priority management is not a high data collection mainly for prioritizes efforts to manage, prioritizes efforts to manage, used? for the YMCA. priority for the YMCA. internal financial collect, and use data to support collect, and use data to support management. better internal processes. better internal processes. Data is used to promote community and individual health Infrastructure improvement and advocacy.What are data Reporting requirements are Reporting requirements are Reporting requirements for The majority of reporting Reporting requirements for reporting not well understood or met. not well met. Some data is not funders, government agencies, requirements for funders, funders, government agencies, metrics? Data is not easily accessible or easily accessible. Sampling is and internal management are government agencies, and and internal management are accurate. sometimes used to generate mostly met, but with some internal management are met met by mining data from the reports where complete data is inconsistencies. Reports are by mining data from the YMCAs information systems. missing. based on data samples. YMCAs information systems. Reports are based on complete Reports are based on complete and integrated data systems. and integrated data systems. There are established metrics Infrastructure to measure against. Is data shared Only data required for Only data required for The YMCA engages in limited The YMCA securely shares The YMCA proactively and outside of the reporting is shared. There are reporting is shared. There are collaboration with one or two available data with other securely shares data with association? no ongoing collaborative minimal ongoing collaborative other YMCAs or organizations YMCAs, collaborating other YMCAs, collaborating efforts with other efforts with other YMCAs or to examine comparative data. organizations, and appropriate organizations, and appropriate organizations. organizations, but the ability to government agencies to government agencies through share information is lacking. improve the health status of regularly updated online tools the community and to to improve the health status of promote effective advocacy the community and to efforts. promote effective advocacy efforts. The YMCA is engaged at the national level by sharing data within Activate America, Infrastructure Y-USA Government Relations, or where appropriate based on the YMCA mission. Are formal Technology projects have no Technology projects are Technology projects have Technology projects have Technology projects have project project management. minimally monitored or are formal plans with an assigned formal plans, established formal plans, established management managed only by an outside YMCA staff person to manage timelines, measurable goals, timelines, measurable goals, practices in consultant. them. milestones, and reporting with milestones, and reporting with an assigned YMCA staff person an assigned YMCA staff person place? to manage them. to manage each project. Cross- functional teams are involved, and progress reports are Planning shared across the association.Are applications There is no formal plan or There is a basic inventory of There is a full inventory of Software licensing and usage is Software licensing and usage is actively documentation of software software being used with software being used with managed in an electronic managed in an electronic managed? used. There is a mix of correct licensing. There may correct licensing. The majority inventory tool. Systems have a inventory tool. Systems have a software and operating be a mix of software and of systems use the same standard image that is easily standard image that is easily systems. operating systems. versions and operating system. reproduced. reproduced. Software is monitored for maximum Planning benefit, and a plan is in place to keep it current.
Overview of Technology Capability and Maturity Assessment Scoring a 5 in every row is not the objective of this tool. Some areas of this assessment may not be appropriate for your YMCA at this time. The objective isconsistently working to improve how your technology is aligned, not scoring the highest score. After scoring your YMCA, use the Target column in the assessment tool to define where you think your YMCA should be. Then compare your YMCAs scores with the target scores to see where improvement is needed. Responses by Maturity Level Total Score 0 1 Target Score 0 0.9 Average Score 0.0 0.8 Overall Level 0.7 # of responses Chaotic 0.6 0.5 Breakdown of responses 0.4 Chaotic 0 0.3 0.2 Reactive 0 0.1 Proactive 0 0 Service 0 Chaotic Reactive Proactive Service Value Value 0 Maturity level Responses by Category Total possible Score Total Score possible 50 Operations 45 40 0 20 35 Support-Training 30 25 0 30 20 Planning 15 0 45 10 5 Infrastructure 0 0 50 Operations Support-Training Planning Infrastructure