Technology Planning Simplified

Transcription

1 National Head Start Association 42 nd Annual Head Start Conference and Expo March 29 April 2, 2015 Washington, DC Walter E. Washington Convention Center Technology Planning Simplified Thursday, April 2, :00 am 10:30 am Presented by: Ryan Peasley, Information Technology Consultant NONPROFIT AND GOVERNMENT PRACTICE Reproduction or use of any training materials in this manual, except within a participant s agency without express written permission is prohibited by copyright law.

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3 Technology Planning Simplified Trainer: Ryan Peasley, MCSA, Information Technology Consultant 1 Materials/Disclaimer Please note that these materials are incomplete without the accompanying oral comments by the trainer(s). These materials are informational and educational in nature and represent the speakers' own views. These materials are for the purchasing agency s use only and not for distribution outside of the agency or publishing on a public website. 2 Technology Planning Simplified 1

4 Session Objectives 1. Understand why a technology plan is needed to meet the mission of your agency 2. Discover the process for creating and implementing a Technology Plan 3. Discuss technology budgeting basics 4. Start your own technology plan 3 Your Objectives 4 Technology Planning Simplified 2

5 Why do I need a Technology Plan? 5 Why do I need a Technology Plan? Framework of today s session is from Amazon.com ~$30 6 Technology Planning Simplified 3

6 Why do I need a Technology Plan? What most people think of when they hear Tech Planning What Tech Planning really is 7 Why do I need a Technology Plan? Technology Planning helps your agency: Obtain Funding Buy the proper technology solutions Save Money Avoid technology disasters Use staff more effectively Meet your agency s mission! 8 Technology Planning Simplified 4

7 Why do I need a Technology Plan? What happens if you don t have a technology plan? 9 The Planning Process 10 Technology Planning Simplified 5

8 The Planning Process Planning Considerations Does your agency have the requisite resources Time Staff Budget Knowledge Use trusted resources outside the agency Volunteers Consultants 11 The Planning Process Ways to save $ if using consultants Define your technology plan goals in advance Complete a self assessment Have hardware & software inventory ready Have a technology budget ready 12 Technology Planning Simplified 6

9 The Planning Process Phases of Technology Planning 1. Create a technology mission delivery team 2. Assess your existing technology 3. Define your needs 4. Explore solutions 5. Write your technology plan 6. Implement your technology plan 7. Repeat 13 The Planning Process: Create a Technology Mission Delivery Team 14 Technology Planning Simplified 7

10 The Planning Process: Create a Technology Mission Delivery Team Why create this team? There s a lot we don t about technology There s a lot we don t know about our community There s a lot we don t know about our programs We need technology evangelists 15 The Planning Process: Create a Technology Mission Delivery Team Team Members Team Leader Does not have to be technical Oversees the tech planning process Delegates tasks to support staff or consultants Runs regularly occurring status meetings Support Staff Comprised of technology and program staff Enthusiastic about technology Carry out agency assessment & report findings Explore technology solutions 16 Technology Planning Simplified 8

11 The Planning Process: Assess Your Existing Technology 17 The Planning Process: Assess Your Existing Technology Understanding where you are What is working? What needs improvement? What technology is currently in place? What technology skills does your staff have? Who does your agency rely on for support? 18 Technology Planning Simplified 9

12 The Planning Process: Assess Your Existing Technology Areas to Assess Infrastructure Data Management Software & Services Strategy 19 The Planning Process: Assess Your Existing Technology How do we measure? 1. Chaotic 2. Reactive 3. Proactive 4. Integrated 20 Technology Planning Simplified 10

13 The Planning Process: Assess Your Existing Technology Chaotic Failing infrastructure Much of time spent repairing OLD equipment Compliance issues No budget 21 The Planning Process: Assess Your Existing Technology Reactive Inventory is tracked Workstations work Up-to-date software Budget for immediate needs 22 Technology Planning Simplified 11

14 The Planning Process: Assess Your Existing Technology Proactive Stable infrastructure Formalized helpdesk Defined policies & procedures Budget based on planned replacement 23 The Planning Process: Assess Your Existing Technology Integrated IT department is a service provider Capacity planning Service levels are defined Budget based on planned replacement & upgrades 24 Technology Planning Simplified 12

15 The Planning Process: Assess Your Existing Technology IT is an investment in the mission Collaboration with business units/programs Innovative Budget is percentage of operational funds 25 The Planning Process: Assess Your Existing Technology Infrastructure Up to date network diagram Inventory of IT assets (network devices, servers, computers, printers, phones, etc.) Do computers run fast enough that staff and volunteers can do their work effectively? Do you replace your computers every 3-5 years? Do you have organization-owned mobile devices? 26 Technology Planning Simplified 13

16 Example Network Diagram 15/2 mbps up/down 27 Example Inventory Tracking Index Passwords Servers Server Roles Server Hardware VPN & Remote Access Printers Network Equipment Wireless APs Firewall Rules Backup Licensing Drive Mappings User & Computer Setup Domain/DNS/Web Hosting Contacts IP Info Change log 28 Technology Planning Simplified 14

17 Inventory Tools Spiceworks (free) 29 Inventory Tools LANSweeper (free & paid) 30 Technology Planning Simplified 15

18 Self Assessment Infrastructure 31 The Planning Process: Assess Your Existing Technology Data Management Do relevant staff/volunteers have the training necessary to use your systems? Are you able to run the reports and get the metrics you need to make important decisions and to improve your processes? Do you have any tools to help you in this area? How does your organization view data and the idea of using data to inform decisions? Would you consider yourself to be data-informed, fearful, confused, etc? 32 Technology Planning Simplified 16

19 Self Assessment Data Management 33 The Planning Process: Assess Your Existing Technology Software & Services Are files stored on a server/networked drive or in the cloud (Dropbox, Box.net, Google Drive, etc.)? Are all staff and volunteers in the habit of using a central location? Can you access your files remotely? Can you edit and save changes to files while working remotely? Do your board and volunteers have access to the files they need to do their work? 34 Technology Planning Simplified 17

20 Self Assessment Software & Services 35 The Planning Process: Assess Your Existing Technology Strategy Does your agency have an IT committee? Do program and agency goals align with IT? Do you have leadership & board buy in? 36 Technology Planning Simplified 18

21 Self Assessment Strategy 37 The Planning Process: Assess Your Existing Technology Innovation How do you use technology to Engage supporters Collaborate with other non-profits Improve your member/client/community s experience Streamline/optimize/automate existing programs and services Offer new programs or services 38 Technology Planning Simplified 19

22 Self Assessment Innovation 39 The Planning Process: Assess Your Existing Technology Share Results What parts did you score well on? What parts need improvement? Were there any surprises? 40 Technology Planning Simplified 20

23 The Planning Process: Define Your Needs 41 The Planning Process: Define Your Needs Identify problem areas Find areas you ranked lowest Find elements most critical to your agency s operations These our your priorities 42 Technology Planning Simplified 21

24 The Planning Process: Define Your Needs Where do you want to be? Most difficult part of tech planning process Don t focus on specific technology solutions What are you trying to accomplish? Who will get us there? Technology mission delivery team Staff members 43 The Planning Process: Define Your Needs What you think you need to buy What can you do with technology 44 Technology Planning Simplified 22

25 The Planning Process: Define Your Needs Example Problem 300 computers Programs purchase and install their own software IT department doesn t know what software is installed on what computers Software license management and inventory is impossible Solution Implement software inventory system Which software inventory system How to collect and store inventory data 45 The Planning Process: Define Your Needs Your Turn Write down 2 technology goals Evaluate each one State the benefit the technology will provide Does this technology help meet your mission? How? Avoid using specific technology Focus on what the technology allows you to do Why is this important to your agency? 46 Technology Planning Simplified 23

26 The Planning Process: Define Your Needs Sharing 47 The Planning Process: Explore Solutions 48 Technology Planning Simplified 24

27 The Planning Process: Explore Solutions Look before you leap Do your web research Read case studies and whitepapers Watch product demos Call the vendor Discuss with user groups/communities Work with trusted consultants 49 The Planning Process: Explore Solutions Agency Need Solution A Solution B Solution C Hardware & Software Asset Tracking Windows PC only Windows PC, Mac, ios, Android Remote Control No Yes, but not ios Yes Software deployment & patching OS patching Automated and Manual deployment Windows only Automated and Manual deployment Windows Only Yes, manual deployment for PC, Mac, ios & Android Yes, manual deployment for PC, Mac, ios & Android Windows PC & Mac only Automated and Manual deployment, Windows PC & Mac Automated and Manual deployment, Windows PC & Mac Price $7 per computer per month Free for unlimited devices $10 per computer + support and maintenance 50 Technology Planning Simplified 25

28 The Planning Process: Explore Solutions How to meet our needs? Make sure solution is compatible with Hardware & Software Network & Internet Backup & DR plans How does solution help accomplish mission? Does solution fit within our budget? Dollars Time What is the impact of the solution? Efficiencies Effectiveness 51 The Planning Process: Explore Solutions 52 Technology Planning Simplified 26

29 The Planning Process: Writing the Plan 53 The Planning Process: Writing the Plan Tech Plan Elements Agency profile Technology Vision Projects Budget Timeline 54 Technology Planning Simplified 27

30 The Planning Process: Writing the Plan Agency Profile Short description of agency Agency mission and vision Details on agency s body of work Probably have this on your website or social media pages 55 The Planning Process: Writing the Plan Technology Vision Current state of technology How will technology further mission? Long term vision for technology Overview of technology goals Incorporate Define your needs 56 Technology Planning Simplified 28

31 The Planning Process: Writing the Plan Projects Brief description of the project What defined need is solved & how Benefits Tasks (include needed prerequisites) Person responsible for task completion 57 The Planning Process: Writing the Plan Budget Estimated costs of all projects Hardware Software New hires Consultants TRAINING! 58 Technology Planning Simplified 29

32 The Planning Process: Writing the Plan Homework 59 The Planning Process: Writing the Plan Timeline Phases of project Start date Deadline 60 Technology Planning Simplified 30

33 Project Management Tools Freedcamp Freedcamp.com 61 Project Management Tools Microsoft SharePoint Project Site Included with Office 365 non-profit subscription 62 Technology Planning Simplified 31

34 The Planning Process: Writing the Plan More Homework 63 The Planning Process: Writing the Plan Sharing 64 Technology Planning Simplified 32

35 Implementing Your Plan 65 Implementing Your Plan Recipe for Success Designate a point person Management role Communication is key Treat the plan as a project Break into phases or milestones Assign tasks to individuals Have regular scheduled meetings Build in evaluation & testing time Measure Success TRAINING! 66 Technology Planning Simplified 33

36 Implementing Your Plan How can we measure success? Time Cost Efficiency Effectiveness 67 Implementing Your Plan Measuring Time & Cost Improved ability to maintain systems Eliminated duplicate systems Increased workload Reduced manual operations Increased number of people served Reduced travel time and expenses 68 Technology Planning Simplified 34

37 Implementing Your Plan Measuring Efficiency & Effectiveness Improved ability to deliver mission Improved access to systems and services Improved access to information Improved accuracy Improved effectiveness of delivered information 69 Implementing Your Plan Update your plan As new needs or priorities come up Failure is O.K. Rethink and execute 70 Technology Planning Simplified 35

38 Technology Budgeting 71 Technology Budgeting Building the Budget Include all costs associated with technology plan Time = 30/70 Rule 30% of technology budget on new efforts 70% of technology budget on operations or existing efforts Categorize by initiative, program/department, equipment, support, etc. Indicate priorities Provide calendar of spending 72 Technology Planning Simplified 36

39 Technology Budgeting Budgeting Without a Tech Plan Review technology expenses from the last twelve months Assess the existing state of technology and other potential technology needs Review agency calendar, note technology requirements associated with agency events and activities Eliminate duplicate budgeting of similar expenses Prioritize project based on largest bang for your buck 73 Technology Budgeting Budgeting Tips Track what you spend as you go Recognize when you make unplanned purchases Track recurring costs Track contract dates and payment dates Track costs for new hires by department/program 74 Technology Planning Simplified 37

40 Technology Budgeting Budget Template 75 Questions? 76 Technology Planning Simplified 38

41 For Information on How We Can Help Visit the Wipfli Booth (#316) for more details or Connect with me: Bring Wipfli to You: Ryan Peasley, MCSA My Wipfli Access to our experts: Evaluation: Regulation questions Audit Process Human Resource Technology Leadership Thank You! 78 Technology Planning Simplified 39