IT Planning and Budgeting Crash Course Nonprofit Communications and Technology Conference March 21, 2018

Transcription

1 IT Planning and Budgeting Crash Course IT Planning and Budgeting Crash Course Nonprofit Communications and Technology Conference March 21, 2018

2 Speaker intro slide Autumn Patterson Web & IT Director, Arts Midwest Jason Samuels IT Operations Manager, American Craft Council

3 Access the collaborative notes document:

4 Think mission Slide credits: Lindsay Bealko, Andrea Berry, Steve Heye Hashtag #14NTCsmack

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9 Run/Grow/Transform model Run - keep the organization running keep the lights on Most operating expenditures fall here Project expenditures related to support and maintenance also fall here Grow - projects and initiatives that seek to improve organizational efficiencies and effectiveness Many project expenditures fall here Transform - providing new capabilities/products/services Some project, some capital expenditures fall here Could be an iteration of an existing system or something entirely new Source: Shimamoto, D. (2012). A strategic approach to IT budgeting. Journal of Accountancy

10 Re-visioning overhead costs Source: Klotz, C. (2016). A Graphic Re-visioning of Nonprofit Overhead Nonprofit Quarterly

11 Access the collaborative notes document:

12 TechBook and Tech Plan credits: Ber Yang MAP For nonprofits

13 How to make a TechBook Download the Sample TechBook Word document

14 TechBook structure Table of contents Introduction Infrastructure areas Appendixes

15 TechBook sample infrastructure areas Network diagram Office port map - phone & data ports Server hardware details Server roles and IP addresses Server peripherals Hubs/switches Wireless access points Internet connectivity IP schema Firewall port mappings Data backup configuration Account log in & accounts Data storage Website hosting marketing and transactional providers Technology support (managed service providers) Domain registration & DNS hosting SSL certificates Database hosting Telephone system Conference calling service Antivirus/endpoint protection Staff technology roles and responsibilities Staff computer equipment plan Standard software

16 TechBook sample supporting documentation Network diagram Office port map Equipment inventory Software license inventory Software license installation inventory Staff computer replacement schedule Equipment checkout sheet Conference call provider moderator setup form Phone handset specs and cost Voic instructions PCI compliance assessment (Month 201x)

17 How to make a Tech Plan Download the Sample Tech Plan Word document

18 Tech Plan structure Table of contents Introduction Executive summary Guts Supporting documentation

19 Tech Plan guts Specific area Discussion of specific area Known issues: Recommendations: Documentation: Budget implications:

20 Tech Plan executive summary Run (stability and security) Heading Key Recommendation Grow (efficiency and effectiveness) Heading Key Recommendation Transform (innovation) Heading Key Recommendation

21 Tech Plan sample areas Run Strategy, budgeting, and documentation Technology support staff Technology policies and procedures Data storage Data backups Servers Networking equipment Staff computers Printers Telephone and internet Website hosting and maintenance Software procurement G Suite Accounting software Mail machine leasing Event audiovisual services Grow Website development Phone system upgrade Staff technology training Transform Salesforce database implementation Organization voices project

22 Tech Plan sample supporting documentation TechBook IT Director job description Staff computer equipment plan Staff technology usage policy Staff social media guidelines Copier contract CenturyLink phone & internet service agreement Comcast internet service agreement Comcast nonprofit rate sheet Website vendor maintenance agreement Salesforce implementation vendor contract Mail machine contract Website privacy policy

23 A strategic approach to IT budgeting

24 IT budgeting concepts

25 IT expenditure classes Run Grow Transform Source: Shimamoto, D. (2012). A strategic approach to IT budgeting. Journal of Accountancy

26 IT expenditure categories Capital Expenditures that will need to be considered as part of the capital budget Operating Expenditures related to operations Project Expenditures tied to a discrete effort, may or may not be capitalized Source: Shimamoto, D. (2012). A strategic approach to IT budgeting. Journal of Accountancy

27 IT expenditure category considerations Capital Has a greater cash flow impact, but may also be eligible for financing Consider impact to financial statements Operating Are usually required expenditures related to day-to-day Somewhat of a fixed cost, difficult to minimize Project Usually discretionary, but not executing may have impacts Timing may be adjusted for cash flow Source: Shimamoto, D. (2012). A strategic approach to IT budgeting. Journal of Accountancy

28 IT asset types Hardware Software Subscriptions Services Source: Shimamoto, D. (2012). A strategic approach to IT budgeting. Journal of Accountancy

29 How to make a five year strategic IT budget

30 IT budgeting template sections Detail Aggregate Transactions Summary Download the Excel spreadsheet

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35 IT Planning and Budgeting Questions? Crash Course

36 IT Planning and Thank you forbudgeting attending Crash Course