Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

The Changing Role of IT Staff

500 views

Published on

As nonprofit organizations adopt cloud for basic productivity and database needs, the role of the"technology staff" must shift. Today, IT staff must engage with management and users to understand business needs and manage systems rather than hardware. We will discuss this changing role and how nonprofit leaders can prepare to successfully manage the new IT landscape, and the responsibility of managing data sources, understanding data integration and how this can affect the organization.

Published in: Government & Nonprofit
  • Be the first to comment

  • Be the first to like this

The Changing Role of IT Staff

  1. 1. Managing and Staffing NonprofitTechnology A New Approach
  2. 2. • Typical Tech Needs of Nonprofits • Changing Times • Planning for Technology • Moving from In House to Cloud • Managing Data Systems • Wrap Up
  3. 3. ABOUT US Providing high impact services to nonprofits since 2003 Tech Impact Philosophy & Team
  4. 4. OUR MISSION Empower communities and nonprofits to use technology to better serve our world.
  5. 5. • Just like you, we are a 501c3 Nonprofit • Capacity building organization • Workforce development in technology for at-risk-youth • Providing IT Services to Nonprofits since 2003 • Serving 100+ NGO’s with Managed IT Services nationally • Network engineering and implementation nationally • 600+ Office365 Assessment & Implementations globally • VoIP Phone Services nationally • Data Analytics and Support Services Solutions.Integration.Support.
  6. 6. DIRECTOR OF TECHNOLOGY SERVICES Linda Widdop I manage all aspects of client relations for Tech Impact including educating nonprofits about technology solutions. I work with local, regional and national partners to provide the nonprofit community with increased knowledge of technology through speaking engagements. I have been using Office 365 since it was first introduced and have helped over 600 nonprofits get on board with it. I’m an obsessed birdwatcher and head coach for a women’s ice hockey team when I’m not helping nonprofits get on board with cloud computing. linda@techimpact.org
  7. 7. Typical Needs Solutions for Nonprofits
  8. 8. Basic Productivity Email and file sharing, managing calendars and services
  9. 9. Communications Unlimited voice over Internet, unified communications, remote office
  10. 10. Raising Funds Donor and contact management, reporting, telling your story
  11. 11. Tracking Outcomes Intake, case notes, reports – all available from anywhere
  12. 12. Changing Times
  13. 13. Changing Attitudes of Funders and Community Way Back “we do good” Recent “we served 60” Yesterday “we now serve 84” Now “helping those 84 also …”
  14. 14. Way Back Technology • Desktop computers – Running old software, expensive to replace • Server – Expensive to purchase, needs maintenance, backup and replacement/upgrade • Networks – Connecting offices, providing VPN access to servers (which never works when you need it) • Databases – Installed locally, outdated, expensive to purchase/upgrade • Phone Systems – Don’t get me started – expensive to maintain, limited functionality, • Support – The IT guy working in the server room, keeping old equipment running, trying to keep the network connected Way Back “we do good”
  15. 15. Supporting the Mess • IT Staff or Outsource “IT Guy” –Provides mostly reactive support –Mainly keeps the hardware running –Spends a lot of time chasing down issues –Relies on grants to upgrade systems –Never gets ahead
  16. 16. Outcomes and Performance • Mobility – users are on the go – need access to information • Agility – programs are changing – need systems to be flexible • Metrics – org, consumer and community – need reports and dashboards Now “helping those 84 also …” Board and Funders want to support high performing orgs
  17. 17. How Does Tech Help? (Hint: it’s in the sky, puffy and looks like this ) • Mobility – users gain access to information hosted on cloud, accessed by wifi or mobile device • Agility – subscribe to cloud systems, onus on vendor to upgrade and adapt to customer requests. Do not need to wait 5 years to replace in-house server and systems. • Metrics – data systems tuned to provide dashboards and flexible reporting
  18. 18. Nonprofit IT Support – Changing Roles • Moving to Cloud eliminates/reduces servers • Cloud software never needs upgrades • Simple Broadband Internet connection replaces VPNs, WANs So what does this guy do now?
  19. 19. New Support Needs • Data drives your business – it is your money maker • Data systems require a different kind of expertise • Users need constant training • Systems require changes • Someone needs to understand business, billing, metrics to turn data into information
  20. 20. What Does All of That Mean? • “Struggling” organizations reporting more FTE “IT” • “Leading” organizations reporting a significantly larger number of “Data” staff than others. Significant increase Focus on the basics
  21. 21. 1. Create a Plan 2. Use the Cloud 3. Focus on Data
  22. 22. #1 - Technology Planning
  23. 23. Aligning Technology to Mission and Business Goals • The IT guy/gal/vendor has a lot of technology experience but doesn’t “get” the business ( not true of all IT guys/gals ) • Management under pressure to make every dollar count • Users need to be more productive than ever • Program and services are being performed outside of the office
  24. 24. Focus on Assessment and Design Focus on Security and Availability Focus on the User
  25. 25. Shift Gears How much of this do you need? Do you need to improve this?
  26. 26. Evaluate IT Staffing and Support • Assess Cost • Assess Value • Calculate ROI • Make a Change Managing IT for the Organization Shifting Focus
  27. 27. What Gets Outsourced? • Outsource the support that is a commodity – Managed IT Support contracted for maintenance and Help Desk – Move to Hosted VoIP – Use Cloud! • Provide In-House support for areas that rely on business understanding – Planning – Data Management – Systems Integration • Bring in Subject Matter Experts when necessary – Planning – Reporting – Systems Integration – Moving to Cloud
  28. 28. # 2 – Use the Cloud
  29. 29. Grow & Transform Run Focus on evolving the business Focus on maintaining the technology Maintain Evolve  Reduce TCO  Extend Capabilities  Reduce Time to Market = Increased IT ROI IT ROI
  30. 30. Benefits of Cloud Computing • Availability – Access from anywhere – Host provides SLA – Business Continuity and Disaster recovery • Security – Provider responsible for physical hardware, operating system, application security – User/group permissions set by admin – All information stored in one location – not emailed around • Reduces Capex – No more server purchases! • Scalable – Add users and data on the fly 32
  31. 31. Benefits of Cloud Computing • Eliminates or reduces maintenance costs – No more servers! • Better collaboration – Work on the same doc/data with coworkers • Agility – Ease of adoption – Pay as you go, move when something better comes along • Access to Cutting Edge Technology – Vendors are faster to market – Competition drives down pricing – Initial investment is reduced 33
  32. 32. IT Expense Example Expense IT Support Hosted Cloud Server Purchase $2,000+ $0 $0 Server $100+ per month $300+ per month $0 Server outages Varies Rare Never Email Exchange support $100+ per month, spam filter $2/mailbox/month, backup $100+/month Exchange support $100+ per month, spam filter $2/mailbox/month, backup $100+/month $0 File storage $0, plus backup costs $1/GB/month $0 - ?? Depending on volume
  33. 33. Defining ROI for Nonprofit IT • Costs – pretty straight forward. Don’t forget staffing • Benefits – not so straight forward. – Obvious cost savings – no hardware, reduced maintenance, no backup, reduced security – Often overlooked – increased revenue realized by providing better metrics to funders/donors, providing more services remotely, decreased expense related to inefficiencies, http://www.idealware.org/blog/measuring-return-investment-technology
  34. 34. Getting There • Outsource implementation • Provide extensive end user training • Provide more end user training • Include training for all new hires • Contract for support or provide training and allocate time for IT staff to support internally
  35. 35. #3 - Data Systems
  36. 36. Non Profit Data Needs • Development – Donors, Funders, Events, Volunteers – Often include online components for donations and event registration • Finance – Accounts Payable / Receivable – Grant management • Productivity – Document management – Task / Project Management • Programmatic – Service delivery tracking – Impact/outcomes analysis
  37. 37. We Surveyed 200 Organizations • % of Survey takers that said “Yes” • 51% - You, and other employees, often enter the same data in many different places • 50% - You often see errors in entered data • 46% - It’s difficult to train new employees to use the database(s) or systems • 20% - You’re unable to make changes to your database internally 17% of these organizations do not currently use a database
  38. 38. We Surveyed 200 Organizations Often there are complaints about ease of use and ability to report, but people use the same database Most give up on using the database and instead use their own tools Everyone is happy with and frequently uses the database No one uses a database How have you observed colleagues’ approach to using the database?Only 12% of survey takers said they were happy with how the organization currently manages and uses data.
  39. 39. Outcomes and Performance • Mobility – users are on the go – need access to information • Agility – programs are changing – need systems to be flexible • Metrics – org, consumer and community – need reports and dashboards Nonprofits need data systems to support and report on their work! Board and Funders want to support high performing orgs
  40. 40. Data Management, Training and Support • Data drives your business – it is your money maker • Data systems require a different kind of expertise • Users need constant training • Systems require changes • Someone needs to understand business, billing, metrics to turn data into information
  41. 41. Wrap Up
  42. 42. Importance of Oversight • Create a CIO Role if possible • IT must report to someone who understands who technology can help the mission and business • Invite IT to the table • Continue to adjust plans • Outsource when it makes sense • Hire to support your money maker (data)
  43. 43. How Tech Impact Can Help • Strategic Technology Planning – work with your team to create a plan that aligns tech with mission/business goals • Tech Consultation – specific to cloud solutions available through Techsoup • Implementation • Ongoing Support • Analytics and Report Generation
  44. 44. Questions?
  45. 45. Thank You! Contact Linda Widdop, Director of Technology Services for more information linda@techimpact.org | (215) 557-1559 x 111
  46. 46. Data Visualization Using Tableau
  47. 47. Who cares about pretty charts and graphs? At this point, everybody. Here’s why you should… • Visualizations can help you quickly evaluate the efficacy of your work, and identify both areas of success and areas for growth • Visualizations can help you be more strategic, targeting efforts towards times/places/populations in which they are likely to have the greatest impact • Visualizations are very compelling tools for telling people about your work
  48. 48. Tool Excel Pivot Tables + Maps Power BI Tableau Cost Part of higher-end Office subscriptions Free $58/2 years for non- profits Ease of Use Fair Poor Excellent Ability to manipulate data Excellent Good Poor Mapping Good Fair Excellent Dashboards Fair Good Good PowerMap https://www.microsoft.com/en-us/download/details.aspx?id=38395 PowerBI https://powerbi.microsoft.com/en-us/downloads/ Tableau http://www.techsoup.org/products/tableau-desktop-professional--2-year-subscription--G-49474--
  49. 49. Resources  http://techimpact.org/services/data-management  Learn more about our Assessments, Solution Recommendations, Support and Analytics Services  http://techimpact.org/our-resources/  TechSoup.org (Tableau training, software donations, cloud products, cloud report, etc.)  Many Tech Impact offers are listed here  Idealware.org (Articles, training, buyer guides)  Nten.org (training, conference, articles)
  50. 50. How Tech Impact Can Help • Strategic Technology Planning – work with your team to create a plan that aligns tech with mission/business goals • Tech Consultation – specific to cloud solutions available through Techsoup • Implementation • Ongoing Support • Analytics and Report Generation
  51. 51. Questions?
  52. 52. Thank You! Contact Linda Widdop, Director of Technology Services for more information linda@techimpact.org | (215) 557-1559 x 111

×