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IT Alignment - Match your Technology to your Mission

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Presentation created for the NTEN Technology Leadership Academy on Implementing and Budgeting for technology.

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IT Alignment - Match your Technology to your Mission

  1. 1. The Tech Leadership Academy is made possible by generous funding from Microsoft Community AffairsThese materials are available under the Creative Commons Attribution-NonCommercial 3.0 License.
  2. 2. IT Planning and Implementation Steve Heye Digital Content Services Manager YMCA of Metro Chicago @steveheye steveheye.blogspot.com
  3. 3. Session Objectives– Place the organization within the pyramid framework and determine where to focus technology expertise– Outline ways to build an organizational culture where technology is included in all planning and strategy for the organization.– Know how to budget effectively for technology by including all costs (not just the purchase price)
  4. 4. Session Objectives– Place the organization within the pyramid framework and determine where to focus technology expertise– Outline ways to build an organizational culture where technology is included in all planning and strategy for the organization.– Know how to budget effectively for technology by including all costs (not just the purchase price)
  5. 5. Make it Happen1. Determine where you are2. Get consensus on where you should be3. Create a plan to fill the gap
  6. 6. IT Alignment Maturity
  7. 7. Where do you thinkyour org is?
  8. 8. First complete theTechnology capability and maturity assessment Available on steveheye.blogspot.com
  9. 9. Technology Hemispheres Core Business Support Enterprise Business Value Applications Applications Strategic Infrastructure Management Desktop / Laptop Servers / NetworkCommodity • Patch Mgmt • Anti-Virus • Upgrades • Asset Tracking • Fault Mgmt • Performance Mgmt • Configuration • Upgrades Tactical Help Desk E-Mail • Password Reset • “How to” • SPAM • Equipment failures • Upgrades
  10. 10. Maturity of the tech Type of impact your in your org tech is having What insights does this bring about your org? What are some pros and cons about how well technology is impacting your org?
  11. 11. Mission OperationsInfrastructure
  12. 12. Make it Happen Infrastructure Operations MissionPlanning Tech Plan = Focus on Operations Plan = Org Strategic Plan = a solid foundation Integrate tools, Align technology and (network, hardware& people and process innovate to make an software) for to improve impact & add value efficiency effectivenessImplementing Focus on IT, stability Cross Departmental, Change program/ & basic support build collaboration & service delivery skills &organization cultureBudgeting Replace& upgrade Include process Allow for based on improvement, experimentation, software/hardware training and support innovation and inventory, build IT technology fund skills Infrastructure Infrastructure & Operations
  13. 13. Infrastructure Operations Mission Plan Implement Budget 1. Inventory (Spiceworks or TechAtlas) 2. Replace, upgrade, add 3. Training, support and consulting needs 4. Create timelineNOTE: Get expert help (audit & analysis)
  14. 14. Infrastructure Operations Mission Plan Implement BudgetKey is to shift from fighting fires to being proactive. Find time to be strategic. • Rely on small teams or outside resources managed by one of your staff • Move commodities to the cloud • Use what you have
  15. 15. Infrastructure Operations Mission Plan Implement Budget • Quotes based on your replacement and upgrade timeline. • Distribute expenses to programs or centralize? • Leverage your NPO status *NOTE: set a min. standard for donated tech, old donations cost more than they help.
  16. 16. Infrastructure Operations Mission Plan Implement BudgetShare an example of a process mapping orbusiness improvement project you have done.
  17. 17. Infrastructure Operations Mission Plan Implement Budget1. Create Tech Project request process2. Set priorities of requested project3. Identify process, policy and T F F S A skill changes needed4. Determine training, support and consulting needed5. Create timelineNOTE: Involve key stakeholders to begin buildingunderstanding & buy-in for technology
  18. 18. Infrastructure Operations Mission Plan Implement BudgetKey is to balance tools, process and people. • Rely on cross department teams to change process and policies • Training, training, training • Stop, Collaborate and Listen • Begin business improvement
  19. 19. Infrastructure Operations Mission Plan Implement Budget • Investigate a range of solutions for each project • Capital or operations expense? • 70/30 rule • Fund Projects, Not Technology
  20. 20. 70 / 30• Spend 30% on Technology – Nuts, bolts & infrastructure• Spend 70% on People & Support – Training, systems, maintenance
  21. 21. Infrastructure Operations Mission Plan Implement Budget 1. Look for ways to impact mission or change service delivery 2. What can you do differently? 3. Look for emerging technologyNOTE: These will typically be large projects and may takeyears to implement. You have to be willing to experiment(and possibly fail).
  22. 22. Infrastructure Operations Mission Plan Implement Budget Key is to tie outcomes to meeting mission, not building organizational capacity. • Involve leadership and full organization • Changes to org structure, service delivery and Mission strategic planning Org
  23. 23. Infrastructure Operations Mission Plan Implement Budget • Budget driven by org’s overall budget and strategic plan, plus technology plan. • Move toward a technology fund of 2-4% of operating budget.
  24. 24. Infrastructure Operations Mission Plan Implement BudgetShare a mission strategy you are working on thatcould benefit from technology.
  25. 25. Session Objectives– Place the organization within the pyramid framework and determine where to focus technology expertise– Outline ways to build an organizational culture where technology is included in all planning and strategy for the organization.– Know how to budget effectively for technology by including all costs (not just the purchase price)
  26. 26. CEO COO CFO Vision Tactics Budget Technology Goals Services ProgramsExecutive Membership ProgramDirectors Staff Staff
  27. 27. CEO COO CFO Vision Tactics Budget Technology Goals Services ProgramsExecutive Membership ProgramDirectors Staff Staff
  28. 28. But where is technology?Source:http://uncw.edu
  29. 29. Technology?Source:http://uncw.edu
  30. 30. ExecutiveFinance Fundraising Operations Program Communication Technology should not be the focus, so lets go back to a simple org chart without technology in it and review each of the areas. But we will look at them as topic areas, not positions.
  31. 31. What does alignment look Executive like at the Executive level?Early alignment stages Late alignment stages• Strategic plan created to • IT included earlier in the meet mission process• Leadership staff enabled to • IT allowed to participate in create operational plans to understanding the meet strategic plans operational goals• Individual departments pass • IT offers solutions to meet needs to IT goals not individual needs
  32. 32. What does alignment look Finance like in the Finances?Early alignment stages Late alignment stages• IT purchases approved • IT strategies approved with individually a budget• Technology purchases • Technology purchases reviewed as expenses weighed against benefit• Financial data used to • Financial data not sole measure progress against reports to determine budget success
  33. 33. What does alignment look Fundraising like in Fundraising?Early alignment stages Late alignment stages• Fin Dev software used as • Data analyzed to maximize financial record keeping donor experience (then tied• Fundraising campaigns to software) developed by Fin Dev team • Fundraising campaigns are that uses email and web to developed as a part of full deliver org communication plan• Individual Fin Dev staff • Fin Dev staff collaborate create own process to work with IT to understand around the systems to get business needs and work results together to improve process
  34. 34. What does alignment look Operations like across the Operations?Early alignment stages Late alignment stages• Individual Depts develop • Cross functional teams work processes to complete tasks to increase effectiveness in• Data stored and reported as processes needed by each staff • Data stored and reported• Tools and technology on is tied to measuring selected as parts of projects objectives in strategic plan • Tools and technology selected planned for during full org operational plan
  35. 35. What does alignment look Program like in Program delivery?Early alignment stages Late alignment stages• Work hindered by • Technology works well ineffective technology enough to be transparent• Views IT as team to “fix” all • Views IT as partner in the technology problems meeting the mission• Makes decisions, then asks • Includes IT in planning to IT to implement allow for better outcomes
  36. 36. What does alignment look Communication like in Communications?Early alignment stages Late alignment stages• Unclear who owns • Cross functional partnership website, email strategy or on communication strategy solely owned by IT or with roles to implement it Marketing • Define goals first, then• Starts with technology, then collaborate to pick looks to leverage it technology• Makes decisions, then asks • Includes IT in planning to IT to implement allow for better outcomes
  37. 37. 1 = Strategy Execution 2 = Technology Potential3 = Competitive Potential 4 = Service Level
  38. 38. 1 = Strategy Execution2 = Technology Potential Can you think of examples3 = Competitive Potential4 = Service Level of when one of these perspectives may be more effective than others?
  39. 39. Recommendations• Use IT process maturity model not as an end, but as a means• Automate only after good documentation• Be “State of the Shelf” Cost ≠ Value• Leverage staff across the org, they can be your best advocate for change• Make technology a part of the strategic process• Build a Technology Fund• Your CEO is your Partner
  40. 40. Session Objectives– Place the organization within the pyramid framework and determine where to focus technology expertise– Outline ways to build an organizational culture where technology is included in all planning and strategy for the organization.– Know how to budget effectively for technology by including all costs (not just the purchase price)
  41. 41. Budget
  42. 42. "Buying technology without a plan is sort of likegoing grocery shopping without a list afterfasting all day." Jason Saul, Chicago Tribune 4.29.2002
  43. 43. Start with Leadership Commitment
  44. 44. There’s No Budget Without a Plan• Form a technology team• Conduct assessment & research• Set goals & strategies• Operationalize & prioritize goals• Establish budget• Write plan• Implement• Evaluate – revise - update
  45. 45. 70 / 30• Spend 30% on Technology – Nuts, bolts & infrastructure• Spend 70% on People & Support – Training, systems, maintenance
  46. 46. Methods to present a budget? How do you present it?
  47. 47. Fund Projects, Not Technology
  48. 48. Review1. Determine where you are – Use the IT Alignment model and a technology inventory2. Get consensus on where you should be – Create the picture of where you want to be and start to share that3. Create a plan to fill the gap – Build the strategy for changes across the alignment, relationship and transparency of technology

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