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Tech Planning for Arts Managers
Implementing Technology at Your Organization
           g         gy           g

       Presented by Carnegie Mellon’s Center for Arts Management and
                               Technology

                                                    September 3, 2009




 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Upcoming Technology in the Arts Webinars

OCTOBER 6 – 2:00-3:30pm EST
The Arts and Social Media: From Experiment to Strategy
Presenter: David Dombrosky, Center for Arts Management and Technology


NOVEMBER 5 – 2:00-3:30pm EST
Mobile Applications for the Arts: Where Are We?
Presenter: Ron Evans, Groupofminds.com




   Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
A technology plan is a framework for
 selecting the appropriate technology
 tools to achieve strategic objectives
       efficiently and effectively
                       effectively.



 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Components of a Technology
                            Plan
•      Business Analysis
                                    • Acceptable Use Policies
•      Hardware/Software
                                    • Bd t
                                      Budget
       Inventories
•      Network Services & Inventory
                                    • Timeline
•      Support Plan
                                    • Appendices
•      Facilities Plan


    Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Mission
                                                             Goals
                                                           Strategies




      Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Mission
                                                             Goals
                                                           Strategies

                                                  Applications/Tools
                                                  A li ti     /T l




      Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Mission
                                                             Goals
                                                           Strategies

                                                  Applications/Tools
                                                  A li ti     /T l


                                                       Infrastructure
                                                       I f




      Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Why plan for technology?
                 yp                 gy


          Planning i an opportunity t
          Pl   i is           t it to
          improve existing processes
                           processes.



Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Why plan for technology?
                 yp                 gy


   Planning creates organizational
   Pl   i       t        i ti    l
              learning.
              learning



Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Why plan for technology?
                 yp                 gy


        Planning enables the
   organization to effectively target
              resources.


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Why plan for technology?
                 yp                 gy


                Planning establishes a
             framework and process for
                  making decisions.


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Why plan for technology?
                 yp                 gy


     Planning provides a b i f
     Pl   i       id      basis for
             fundraising.
             fundraising



Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
True or False?

     A technology plan will help an
       organization save money.




Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
True or False?
       You don’t need to be an expert in
       technology to write a technology
                    plan.




Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
PLAN                                                        IMPLEMENT




              ACT                                                                                 STUDY


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
PLAN                                                                  IMPLEMENT




              ACT                                                                                 STUDY


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
PLAN                                                      IMPLEMENT


              ACT                                                                                 STUDY


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
PLAN                                                        IMPLEMENT




              ACT                                                                                STUDY

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
PLAN                                                        IMPLEMENT




        ACT                                                                                       STUDY


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Total Cost of Ownership




 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
TCO: Consider the Following
                    Following...
  •      The initial costs of the hardware and software.
  •      Costs for the initial deployment and employee
         training.
         training
  •      On-going maintenance fees for software updates and
         upgrades as well as help desk support
                             help-desk support.
  •      Expenses related to system and network
         maintenance, b k and other d t protection
            i t       backup d th data         t ti
         services.
  •      Costs associated with downtime.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Orgs that Plan                                             Orgs that Don’t
                                                                                                           Don t
                                   Actions                         Costs                       Actions                        Costs
                                                                                                                           High software,
                                                              Consistent budget             Expects anything
                              Provisions for regular                                                                    support and training
Software                            upgrades
                                                                item, reduced
                                                               support costs
                                                                                             installed to be
                                                                                               supported
                                                                                                                           costs; Possible
                                                                                                                                p
                                                                                                                          incompatibilities



                                                                                                 Informal,              Staff frustration, loss
Support
  pp                             Regular support             Up-front, expected
                                                                                               case by case
                                                                                               case-by-case                of productivity



                                 Published list of
                                                            Low adaptation cost
                                                                           cost,                                          High adaptation
Donations
D   ti                            accepted tech
                                    donations
                                                              overall savings
                                                                                           Accepts everything
                                                                                                                         costs, office clutter




Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
$$ f
      for
 Support,
Maintenance




                                      $$ for Training, Software Updates


  Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Conducting a Business
      Analysis


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Business Analysis
• Aligns the technology strategy with
       mission and/or goals
                  /
• Clarifies how your organization or
       company works to achieve those
       goals

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Conducting a Business
                         Analysis
  1. Identify current business processes.
  2.
  2 Describe your process improvement
     objectives.
  3. Identify processes that might benefit
     from technology solutions
                      solutions.
  4.
  4 Establish success measures
                      measures.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identify current processes.
  • List in order the tasks associated with the
         process.
  • Identify owner and key contributers of
         each task.
  • Describe why the process currently works
                y
         this way.
  • Identify any technology currently being
         used f th process.
            d for the
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identify process improvement
                           objectives.
                           objectives

  • Identify the processes that need
         improvement.
         improvement
  • For each process y identify, describe
             p       you      y
         why the process needs to be improved.
  • D ib iin d t il your plan ffor iimproving
    Describe detail       l               i
         the process.

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identify technology strategies
           y         gy       g
   to support improvement goals.

  • Be specific about the strategies
                          strategies.
  • Describe the affected processes and
                          p
         parties.
  • P id jjustification.
    Provide    tifi ti
  • Define a desired implementation deadline.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Establish success measures
                      measures.

  • Think quantitatively and be specific.
            •      Bad: Increase efficiency.
            •      Better: Joan Smith will spend at least 50%
                                            p
                   less time updating grant information in our GM
                   database.

  • Add the measures to your technology
         plan timeline.
          l ti li
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Hardware Inventory
•      A complete inventory of your organization’s
       technology equipment.
       t h l          i     t
•      Include as much detail as possible.
                                 p
•      Mark each item with KEEP, UPGRADE or
       REPLACE.
       REPLACE
•      For each item you mark as REPLACE or
       UPGRADE,
       UPGRADE provide d t il and costs.
                       id details d   t
•      Describe proposed new hardware in detail,
                 p p
       including costs.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
QTY                                          2                                         1
                                                         MacBook Pro                           Thinkpad 365XD
                        Item
                                                           (Laptop)                                (Laptop)
                      Brand                                      Apple                                      IBM
                                                    2.2 GHz Intel Core
                        CPU                                                                   Pentium 120 MHz
                                                          2 Duo
                                                     Mac OS X 10.5.1
                          OS                                                                       Windows XP
                                                       (Leopard)
                        RAM                                      2 GB                                   128 MB
                          HD                                   120 GB                                    20 GB
                  Internal
                                                         CD/DVD-RW                                      CD-RW
                 Peripherals
                     Monitor                                       20"                                      13"
                      Action                                     Keep                                   Replace
        Hardware Inventory: Computers/Servers
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
QTY                                             1                                         1

                                                   MiniMax External Hard
                        Item                                             LaserJet P3005
                                                           Drive

                      Brand                                       Iomega                                        HP


                Networked?                                             No                                       No


           If not networked,                              Allison Jordan’s                          Greg Randall’s
           which computer?                                     Laptop                                  Desktop

                                                                                                         Color,
                       Other                                      500 GB
                                                                                                      multifunction
                                                                                                        ltif   ti
                      Action                                        Keep                                      Keep

                    Hardware Inventory: Peripherals
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Software Inventory
 • A complete inventory of your organization’s
        software.
        software

 • Include as much detail as possible.
                             p

 • Mark each item with KEEP, UPGRADE or
        REPLACE.
        REPLACE

 • For each item you mark as REPLACE or
                 y
        UPGRADE, provide details and costs.

 • D
   Describe proposed new software i d t il
        ib         d       ft     in detail,
        including costs.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
QTY                                         2                                         8

                         Title                           Microsoft Office                            Microsoft XP

          Type (OS, End-User,
                                                              End-User                                       OS
                Server)
                  Description                          Office Productivity                          Windows OS
              Version/Release                              2004, 11.3.7                                     SP2
             Compatible with
                                                             Mac OS X                                       N/A
               what OS?
                                                                                                    All marketing,
                 Computer(s)                          Finance Desktops                              development
                                                                                                      machines
             Number Licensed                                         2                                         8
             Licenses Needed                                         1                                         0
                       Action                                     Keep                                  Replace

                                   Software Inventory
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
New Software Itemization

 • Description of software and business process
        that will be supported.
                     supported

 • How many copies or licenses needed?
 • How much does the software cost?
 • Is this new software or a replacement? If
        replacement, what is it replacing?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Software Tracking
 • How does your organization currently track
        software and license information?

 • Are these procedures appropriate and
        efficient?

 • Describe any proposed software tracking
        procedures.
        proced res

 • Detail any costs associated with proposed
        procedures.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identifying and Evaluating
            y g               g
         Technology Tools



Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Measure
 Twice, Cut
      ,
   Once




Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
EXAMPLE:

"When someone wants to order tickets from
 When
the Web site, they send us an email with their
name,
name contact info number of tickets and
                  info,
date of performance. We then call them back
to t their
t get th i credit card i f
                dit     d information, print th i
                                 ti      i t their
tickets and mail them out. Then we go into an
Excel sheet and mark those seats as sold for
that particular performance."
 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Give Your Criteria Weight
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Criteria             Weight            Choice 1 Choice 2 Choice 3 Choice 4 Choice 5


  Criteria 1               W1                   A1                  B1                   C1                  D1              E1


  Criteria 2               W2                   A2                  B2                   C2                  D2              E2


  Criteria 3               W3                   A3                  B3                   C3                  D3              E3


  Criteria 4               W4                   A4                  B4                   C4                  D4              E4


             Score                              A5                  B5                   C5                  D5              E5


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Research

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
www.google.com/help/basics.html




Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Word of Mouth
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Tech Blogs
   •       Technology in the
                                                                        •      Zen and the Art of
           Arts
                                                                               Nonprofit Technology
   •       TechSoup
                                                                        •      Gizmodo
   •       AppScout
                                                                        •      Engadget
   •       TechCrunch
           T hC     h
                                                                        •      Lifehacker
   •       Wired
                                                                        •      ReadWriteWeb
   •       NTEN


Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Pick a Winner
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
What does it cost?
• NEVER accept the first quote
• Research, research, research
• Out-of-the-box software and hardware
       costs are easy to estimate
• Development costs are more difficult
         •       Consult a technology expert
• Granularity ensures accuracy
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Contact Brad
C t tB d

           • bradpstephenson@gmail.com
           • twitter.com/bstephenson



Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

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Technology Planning for Arts Managers

  • 1. Tech Planning for Arts Managers Implementing Technology at Your Organization g gy g Presented by Carnegie Mellon’s Center for Arts Management and Technology September 3, 2009 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 2. Upcoming Technology in the Arts Webinars OCTOBER 6 – 2:00-3:30pm EST The Arts and Social Media: From Experiment to Strategy Presenter: David Dombrosky, Center for Arts Management and Technology NOVEMBER 5 – 2:00-3:30pm EST Mobile Applications for the Arts: Where Are We? Presenter: Ron Evans, Groupofminds.com Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 3. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 4. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 5. A technology plan is a framework for selecting the appropriate technology tools to achieve strategic objectives efficiently and effectively effectively. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 6. Components of a Technology Plan • Business Analysis • Acceptable Use Policies • Hardware/Software • Bd t Budget Inventories • Network Services & Inventory • Timeline • Support Plan • Appendices • Facilities Plan Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 7. Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 8. Mission Goals Strategies Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 9. Mission Goals Strategies Applications/Tools A li ti /T l Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 10. Mission Goals Strategies Applications/Tools A li ti /T l Infrastructure I f Why plan for technology? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 11. Why plan for technology? yp gy Planning i an opportunity t Pl i is t it to improve existing processes processes. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 12. Why plan for technology? yp gy Planning creates organizational Pl i t i ti l learning. learning Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 13. Why plan for technology? yp gy Planning enables the organization to effectively target resources. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 14. Why plan for technology? yp gy Planning establishes a framework and process for making decisions. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 15. Why plan for technology? yp gy Planning provides a b i f Pl i id basis for fundraising. fundraising Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 16. True or False? A technology plan will help an organization save money. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 17. True or False? You don’t need to be an expert in technology to write a technology plan. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 18. PLAN IMPLEMENT ACT STUDY Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 19. PLAN IMPLEMENT ACT STUDY Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 20. PLAN IMPLEMENT ACT STUDY Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 21. PLAN IMPLEMENT ACT STUDY Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 22. PLAN IMPLEMENT ACT STUDY Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 23. Total Cost of Ownership Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 24. TCO: Consider the Following Following... • The initial costs of the hardware and software. • Costs for the initial deployment and employee training. training • On-going maintenance fees for software updates and upgrades as well as help desk support help-desk support. • Expenses related to system and network maintenance, b k and other d t protection i t backup d th data t ti services. • Costs associated with downtime. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 25. Orgs that Plan Orgs that Don’t Don t Actions Costs Actions Costs High software, Consistent budget Expects anything Provisions for regular support and training Software upgrades item, reduced support costs installed to be supported costs; Possible p incompatibilities Informal, Staff frustration, loss Support pp Regular support Up-front, expected case by case case-by-case of productivity Published list of Low adaptation cost cost, High adaptation Donations D ti accepted tech donations overall savings Accepts everything costs, office clutter Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 26. $$ f for Support, Maintenance $$ for Training, Software Updates Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 27. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 28. Conducting a Business Analysis Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 29. Business Analysis • Aligns the technology strategy with mission and/or goals / • Clarifies how your organization or company works to achieve those goals Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 30. Conducting a Business Analysis 1. Identify current business processes. 2. 2 Describe your process improvement objectives. 3. Identify processes that might benefit from technology solutions solutions. 4. 4 Establish success measures measures. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 31. Identify current processes. • List in order the tasks associated with the process. • Identify owner and key contributers of each task. • Describe why the process currently works y this way. • Identify any technology currently being used f th process. d for the Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 32. Identify process improvement objectives. objectives • Identify the processes that need improvement. improvement • For each process y identify, describe p you y why the process needs to be improved. • D ib iin d t il your plan ffor iimproving Describe detail l i the process. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 33. Identify technology strategies y gy g to support improvement goals. • Be specific about the strategies strategies. • Describe the affected processes and p parties. • P id jjustification. Provide tifi ti • Define a desired implementation deadline. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 34. Establish success measures measures. • Think quantitatively and be specific. • Bad: Increase efficiency. • Better: Joan Smith will spend at least 50% p less time updating grant information in our GM database. • Add the measures to your technology plan timeline. l ti li Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 35. Hardware Inventory • A complete inventory of your organization’s technology equipment. t h l i t • Include as much detail as possible. p • Mark each item with KEEP, UPGRADE or REPLACE. REPLACE • For each item you mark as REPLACE or UPGRADE, UPGRADE provide d t il and costs. id details d t • Describe proposed new hardware in detail, p p including costs. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 36. QTY 2 1 MacBook Pro Thinkpad 365XD Item (Laptop) (Laptop) Brand Apple IBM 2.2 GHz Intel Core CPU Pentium 120 MHz 2 Duo Mac OS X 10.5.1 OS Windows XP (Leopard) RAM 2 GB 128 MB HD 120 GB 20 GB Internal CD/DVD-RW CD-RW Peripherals Monitor 20" 13" Action Keep Replace Hardware Inventory: Computers/Servers Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 37. QTY 1 1 MiniMax External Hard Item LaserJet P3005 Drive Brand Iomega HP Networked? No No If not networked, Allison Jordan’s Greg Randall’s which computer? Laptop Desktop Color, Other 500 GB multifunction ltif ti Action Keep Keep Hardware Inventory: Peripherals Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 38. Software Inventory • A complete inventory of your organization’s software. software • Include as much detail as possible. p • Mark each item with KEEP, UPGRADE or REPLACE. REPLACE • For each item you mark as REPLACE or y UPGRADE, provide details and costs. • D Describe proposed new software i d t il ib d ft in detail, including costs. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 39. QTY 2 8 Title Microsoft Office Microsoft XP Type (OS, End-User, End-User OS Server) Description Office Productivity Windows OS Version/Release 2004, 11.3.7 SP2 Compatible with Mac OS X N/A what OS? All marketing, Computer(s) Finance Desktops development machines Number Licensed 2 8 Licenses Needed 1 0 Action Keep Replace Software Inventory Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 40. New Software Itemization • Description of software and business process that will be supported. supported • How many copies or licenses needed? • How much does the software cost? • Is this new software or a replacement? If replacement, what is it replacing? Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 41. Software Tracking • How does your organization currently track software and license information? • Are these procedures appropriate and efficient? • Describe any proposed software tracking procedures. proced res • Detail any costs associated with proposed procedures. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 42. Identifying and Evaluating y g g Technology Tools Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 43. Measure Twice, Cut , Once Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 44. EXAMPLE: "When someone wants to order tickets from When the Web site, they send us an email with their name, name contact info number of tickets and info, date of performance. We then call them back to t their t get th i credit card i f dit d information, print th i ti i t their tickets and mail them out. Then we go into an Excel sheet and mark those seats as sold for that particular performance." Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 45. Give Your Criteria Weight Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 46. Criteria Weight Choice 1 Choice 2 Choice 3 Choice 4 Choice 5 Criteria 1 W1 A1 B1 C1 D1 E1 Criteria 2 W2 A2 B2 C2 D2 E2 Criteria 3 W3 A3 B3 C3 D3 E3 Criteria 4 W4 A4 B4 C4 D4 E4 Score A5 B5 C5 D5 E5 Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 47. Research Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 48. www.google.com/help/basics.html Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 49. Word of Mouth Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 50. Tech Blogs • Technology in the • Zen and the Art of Arts Nonprofit Technology • TechSoup • Gizmodo • AppScout • Engadget • TechCrunch T hC h • Lifehacker • Wired • ReadWriteWeb • NTEN Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 51. Pick a Winner Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 52. What does it cost? • NEVER accept the first quote • Research, research, research • Out-of-the-box software and hardware costs are easy to estimate • Development costs are more difficult • Consult a technology expert • Granularity ensures accuracy Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 53. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  • 54. Contact Brad C t tB d • bradpstephenson@gmail.com • twitter.com/bstephenson Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College