This document discusses strategies for developing an effective technology plan for an organization. It recommends beginning with a strategic plan that identifies goals that could be supported by technology. A technology plan should then outline specific technology projects, who will be responsible, and how projects will be carried out. It also discusses right-sourcing technology decisions by evaluating whether to use volunteers, consultants, or full-time staff depending on the project's needs. The document provides examples of potential technology projects and guidance on evaluating options and selecting solutions and vendors.

1. The Art of Technology The Art of Technology is made possible by generous funding from the Andrew W. Mellon Foundation

2. Core Technical Services The Art of Technology These materials are available under the Creative Commons Attribution-NonCommercial 3.0 License.

3. Topics for This Segment 1. Starting from the Top: Your Strategic Plan 2. A Technology Plan: What, Who, How 3. Right-Sourcing Your Technology Decisions Breakouts for Groupwork Derive a Technology Project from Your Strategic Plan Right-Source a Project with Vendors, Volunteers or Staff Assess Your Strengths & Weaknesses Throughout This Segment Examples of Technology Projects Focus on Core Services: email, IT support, online services …

4. Starting from the Top Your Strategic Plan

5. I understand my business needs. How do I evaluate my technical options?

6. Strategy first. Technology follows. Set goals & direction Enable decision-making Set basis for accountability Promote growth & change Support fund-raising Clarify & explain vision Guide ongoing operations

7. Without a Strategic Vision …. Technology acquisitions are ad-hoc, short-term Evaluation of options is cursory Technology costs are unknown, unmanaged Technical training is elusive, uneven People get used to things “not working”

8. It doesn’t have to be like this!

9. Three Levels of Analysis

10. Four Viewpoints. All Essential. Process

11. Your Turn! A Short Exercise Buddy up! Identify 3 strategic goals. Pick 1 that gets the biggest boost from technology. Say why. Link the 4 viewpoints. Strategic Goals That Need Good Technology

12. A Technology Plan Who, What, How … and for What Purpose?

13. Technology + Planning = A roadmap A tool for budgeting & fund-raising A guide for management & staff A process A document

14. Planning is Cyclical Needs Alternatives Vendors Terms Consultants & Team ED & Leaders Funders & Leaders 1 Goals & Team 2 Options & Priorities  + $ Funders & Leaders Staff & Vendors 3 Decisions & Funding 5 4 Results & Feedback (+/-) Doing a Project

15. Think zones of business operationWhere may better technology help? Proprietary inner zone Secure, archived Controlled access Public outer zone 2way, multi-channel Monitored messaging Mediating zone Planning, delivering Managed services

16. Think projects & outcomesDiscrete initiatives, measured results Quick wins, to get started Fast, cheap, doable Clear impact Three-year view, not more Funding targets Pace of technical change Evidence & evaluation Feasibility Knowable outcomes

17. Think projects & schedulesGood sequence, manageable overlap

18. Think projects & budgetsMatrix of project, years – “the ask”

19. Goal: Organizational StabilityProject: Standard IT Practices Guidelines for privacy & professionalism Standard computers & applications Remote access & smartphones Backups & archives for critical data Shared calendars, contacts & docs

20. Goal: Better CollaborationProject: Shared Online Workspace Move files to more secure storage Make key docs & media more accessible Segregate public files from proprietary ones Create staging & archiving space for website & social media

21. More Information … Offsite Backup For critical documents (e.g., contracts) & databases (e.g., accounting), automated offsite backup makes sense. Articles like these can get you started: http://www.networkcomputing.com/print_entry.php?eid=86901 http://i.cmpnet.com/custom/backup_recovery/assets/InformationWeek-Analytics-NWC-Backup-Restore.pdf Online Collaboration There are lots of good options. Highlights from 2009 study by Forrester Research: http://www.centraldesktop.com/ attractive if “looking to deploy quickly and easily without IT support” http://www.mindtouch.com/ (hosted version) “open source offering with a large and active community” http://www.microsoft.com/online/sharepoint-online.aspx a “leader” with “integrated suite approach” Cisco WebEx Connect and Google Enterprise rated as “contenders” worth watching.

22. Right-Sourcing Your Technology Decisions Options & Basic Steps

23. How can I get the right expertise, at the right cost, to make technology work better for my organization?

24. Goal: Rationalized CostsProject: Realigned Our Roles & Rates Volunteers & Whoever Hidden costs, uncertain reliability OK for minor, non-critical needs Scheduled Support Part-time consultant, regular visits Best from small shop supporting .orgs like you Outsourced Services Medium-large firms, financially stable Best for integrated products & support Full-Time IT Staff If just one – beware! Consider technical manager of services & vendors Which roles best fit your needs?

25. Goal: Efficient OperationsPossible Project: Core to the Cloud Identify core apps & benefits Email, accounting Security, access, cost Compare vendors Email: Google, Microsoft Accounting: Financial Force, NetSuite, Blackbaud Migrate data & get trained

27. Pick 2 technology-enabled goals from the last breakout.

28. Decide right-sourcing for both.Be ready to defend!

29. Remember: viewpoints, zones, outcomes, schedule, budgetRight-Source with Vendors, Volunteers or Staff

30. Basic Steps … and More Examples Focus on more complex projects Pick a solution and a vendor Follow four steps systematically

32. Consider Recommend

33. Goal: Engaging the CommunityPossible Project: Website Content Select software for web content management Open Source: Joomla!, Drupal, Wordpress Commercial: Convio, Alfresco Identify staffing plan – who does ongoing updates? Consider implementing CMS with website redesign Plan for the transition! Tool for low-tech admin of web content

34. More Information … Web Content Management Systems (CMS) Key to any web design is a good information architecture. Start here: The Information Architecture Institute: http://iainstitute.org/en/learn/resources/what_is_ia.php http://iainstitute.org/tools/ For a good, independent review start here: “2009 Open-Source CMS Market Share Report,” Water&Stone and CMS Wire (2009) http://www.cmswire.com/downloads/cms-market-share/ Information Architecture

35. Goal: Deep Knowledge of AudiencesPossible Project: Constituent Database Select vendor for CRM - Constituent Relationship Management Identify existing data Procure & configure CRM software or service Migrate existing data Get trained on usage

36. Goal: New Connections, New PatronsPossible Project: More Social Media Objectives Audience Integration Tools and Tactics Measurement One Way emailSearch Engine Ads Homebase Web Site AudienceObjective SocialListeningConversation Connecting

37. Basic process … Don’t skip steps! SpecifyNeeds Solicit Alternatives Decide onSolution Engage Vendor NegotiateTerms EvaluateSolutions InvestigateAlternatives Analyze Needs SignContract SelectVendor Target Solutions Prioritize Contract Final Proposal Solicitation Requirements

39. Four viewpoints: technology, people, information, process

40. Project with targets for business zone, outcomes, schedule & budget

41. Deliberative decisions on right-sourcing

42. Four key steps in selecting a solution & vendorsYour Organization, The Past 12 Months