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IT Planning & BudgetingMay 23, 2013Community IT Innovators Webinar SeriesPresenters:Matthew EshlemanJohan Hammerstrom
Webinar Tips• Ask questionsPost questions via chat• InteractRespond to polls during webinar• FocusAvoid multitasking. You ...
About Community ITCommunity IT Innovators partners with nonprofits to help them solve theirstrategic & day-to-day IT chall...
About the PresentersMatthew EshlemanChief Technology Officermeshleman@communityit.com@meshlemanJohan HammerstromChief Oper...
AgendaI. GovernanceII. StrategyIII. AssessmentIV. Budget Guidelines
Affirmation• Technology is important, your organizationshould make it a priority• Focusing on technology brings significan...
The essentials that ensure that ITsustains and extends the mission.revised ITGI, 2012I. Governance
1. Leadership2. Organizational Structures(2a. IT Director/CIO)3. ProcessesGovernance Essentials
Getting buy-in…• Educate leadership in an inclusive way• Be patient, be persistent• Walk leadership through different scen...
PrioritizingII. Strategy
Strategic Plan1) Maintain the Status Quo2) Changea) Size (# of staff)b) Scope (# of programs)c) Scale (# of locations, con...
III. Assessment• Set expectations about the assessment andwhat will result• Review YTD Budget to Actuals, prev Year• Talk ...
Assessment Categories• Policies• Capacity• Security• Staffing and Support
Enterprise Architecture- Simple way of mapping business processes to applications and systems- A lot of applications may b...
Enterprise Architecture- Simple way of mapping business processes to applications and systems- A lot of applications may b...
budgetIV. Guidelines
RUN / GROW / TRANSFORM
IT Budget SpreadsheetYear 1 Year 2 Year 3 Year 4 Year 5RunGrowTransform
IT Budget SpreadsheetYear 1 Year 2 Year 3 Year 4 Year 5RunInternet 1000 1100 1500 1500 1500Software 2500 2000 2000 2000 20...
Hardware• Network– Switches– Firewall• Servers– Cloud– Virtualization & consolidation
Hardware• Workstations– Replace every 3-5 years– Align with your funding– Cascade down to interns, volunteers• Laptops– Re...
Software• Hosting– Host locally?– Migrate to the cloud?• Routine upgrades– Upgrade server OS– Upgrade Office version
Security• Backup– Local devices– Hosted service• Anti-virus– Local software– Email & Web filtering• Passwords
Ongoing Contracts• Understand Contract & Renewal Process• Internet Services– Internet Connection– Web-hosting– Domain name...
People• IT Support:– In-house– Volunteer– Support firm• Training to use software• IT Acceptable Use Policy
Resource LinkArticle: A Strategic Approach to IT BudgetingBy Donny Shimamotohttp://www.journalofaccountancy.com/Issues/201...
Upcoming WebinarJune 20Bring Your Own Device (BYOD)fPresenterJohan Hammerstromff
Next Steps• Connect with usTwitter, Google+, Linkedin and Facebook.http://www.communityit.com• Provide feedbackShort surve...
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Community IT Innovators - IT Planning and Budgeting Webinar 052313

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Nonprofits often struggle with planning and budgeting for IT expenses. Since IT often falls under overhead expenses, it is difficult to allocate funding for it.

Johan Hammerstrom, Chief Operating Officer, and Matthew Eshleman, Chief Technology Officer, talked about what you need to consider as you start to plan and budget for IT expenses.

Key Questions:
What are the ongoing IT costs you should budget for?
What are fixed IT costs that will be coming up in the next year?
How do you plan and budget for IT staff?

Published in: Technology, Business
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Community IT Innovators - IT Planning and Budgeting Webinar 052313

  1. 1. IT Planning & BudgetingMay 23, 2013Community IT Innovators Webinar SeriesPresenters:Matthew EshlemanJohan Hammerstrom
  2. 2. Webinar Tips• Ask questionsPost questions via chat• InteractRespond to polls during webinar• FocusAvoid multitasking. You may just miss the best part of the presentation• Webinar Powerpoint & RecordingPowerpoint and recording links will be shared after the webinar
  3. 3. About Community ITCommunity IT Innovators partners with nonprofits to help them solve theirstrategic & day-to-day IT challenges.StrategicProactive approach so you can make IT decisions that support yourmission and grow with youCollaborativeTeam of over 40 staff who empower you to make informed IT choicesInvestedWe are committed to supporting your mission, and take care of your ITnetwork as if it were our ownNonprofit focusWorked with over 900 nonprofits since 1993
  4. 4. About the PresentersMatthew EshlemanChief Technology Officermeshleman@communityit.com@meshlemanJohan HammerstromChief Operating Officerjhammerstrom@communityit.com@hammerstromj
  5. 5. AgendaI. GovernanceII. StrategyIII. AssessmentIV. Budget Guidelines
  6. 6. Affirmation• Technology is important, your organizationshould make it a priority• Focusing on technology brings significantvalue to your organization
  7. 7. The essentials that ensure that ITsustains and extends the mission.revised ITGI, 2012I. Governance
  8. 8. 1. Leadership2. Organizational Structures(2a. IT Director/CIO)3. ProcessesGovernance Essentials
  9. 9. Getting buy-in…• Educate leadership in an inclusive way• Be patient, be persistent• Walk leadership through different scenarios• Tell some good stories• Set realistic expectations
  10. 10. PrioritizingII. Strategy
  11. 11. Strategic Plan1) Maintain the Status Quo2) Changea) Size (# of staff)b) Scope (# of programs)c) Scale (# of locations, constituents)
  12. 12. III. Assessment• Set expectations about the assessment andwhat will result• Review YTD Budget to Actuals, prev Year• Talk to staff• Try to keep it ongoing over time
  13. 13. Assessment Categories• Policies• Capacity• Security• Staffing and Support
  14. 14. Enterprise Architecture- Simple way of mapping business processes to applications and systems- A lot of applications may be in the cloud or linked to other applicationsBusiness Process Business Process Business ProcessFunction 1 Function 2 Function 3ApplicationPlatformHardware
  15. 15. Enterprise Architecture- Simple way of mapping business processes to applications and systems- A lot of applications may be in the cloud or linked to other applicationsBusiness Process Business Process Business ProcessEmail File Sharing CRMApplication Exchange Windows SalesforcePlatform OrgSrv01 OrgSrv02 SalesforceHardware VirtualHost1 VirtualHost2 N/A
  16. 16. budgetIV. Guidelines
  17. 17. RUN / GROW / TRANSFORM
  18. 18. IT Budget SpreadsheetYear 1 Year 2 Year 3 Year 4 Year 5RunGrowTransform
  19. 19. IT Budget SpreadsheetYear 1 Year 2 Year 3 Year 4 Year 5RunInternet 1000 1100 1500 1500 1500Software 2500 2000 2000 2000 2000Hardware 12000 0 0 12000 0Email 1200 600 600 600 600Services 5000 8000 8000 8000 8000GrowO365 4000Web 20000CRM updates 10000 5000 5000TransformCRM 25000
  20. 20. Hardware• Network– Switches– Firewall• Servers– Cloud– Virtualization & consolidation
  21. 21. Hardware• Workstations– Replace every 3-5 years– Align with your funding– Cascade down to interns, volunteers• Laptops– Replace every 3 years– Support contract and warranty• Budget for eCycling!
  22. 22. Software• Hosting– Host locally?– Migrate to the cloud?• Routine upgrades– Upgrade server OS– Upgrade Office version
  23. 23. Security• Backup– Local devices– Hosted service• Anti-virus– Local software– Email & Web filtering• Passwords
  24. 24. Ongoing Contracts• Understand Contract & Renewal Process• Internet Services– Internet Connection– Web-hosting– Domain name• Annual Support Contracts– Hardware– Software
  25. 25. People• IT Support:– In-house– Volunteer– Support firm• Training to use software• IT Acceptable Use Policy
  26. 26. Resource LinkArticle: A Strategic Approach to IT BudgetingBy Donny Shimamotohttp://www.journalofaccountancy.com/Issues/2012/Mar/20114439.htm
  27. 27. Upcoming WebinarJune 20Bring Your Own Device (BYOD)fPresenterJohan Hammerstromff
  28. 28. Next Steps• Connect with usTwitter, Google+, Linkedin and Facebook.http://www.communityit.com• Provide feedbackShort survey after you exit the webinar. Be sure to include anyquestions that were not answered.• Missed anything?Link to slides & recording will be emailed to you.

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