Technology Planning for Arts Managers

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It is becoming increasingly necessary for arts managers to understand technology and its application in their organizations. Development, marketing, finance, education… every department in an organization requires technology solutions to function efficiently and effectively. This technology planning presentation provides a step-by-step examination of an effective technology planning process, as well as an overview of the major technology concepts with which arts managers should be comfortable.

Presentation by Brad Stephenson, who hosts the monthly Technology in the Arts podcast and works as the Director of Online Communication for Carnegie Mellon University’s H. John Heinz III College.

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  • As a management instructor I enjoy viewing the function of others. This is among the greatest demonstration on planning I have viewed.
    Sharika
    http://winkhealth.com http://financewink.com
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Technology Planning for Arts Managers

  1. 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. 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. 3. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  4. 4. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  5. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 27. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  28. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 47. Research Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  48. 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. 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. 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. 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. 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. 53. Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
  54. 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

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