IT Alignment and The Cloud. How Cloud Computing Can Help Your Organization s Technology Management

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Richard Bruce
6 years ago
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1 IT Alignment and The Cloud How Cloud Computing Can Help Your Organization s Technology Management

2 Agenda IT Alignment and The Cloud Q & A Session Facebook and NTEN signups

3 Who is Elisabeth Kübler-Ross? Five Stages of Grief Denial Anger Bargaining Depression Acceptance

4 Five Stages of IT Grief Denial This should be easy to fix. What the heck just happened? Anger The vendor said this would never happen!!! Our consultant said this should not be a problem! What do you mean you can t fix it?!

5 Five Stages of IT Grief Bargaining Come on, please let it work. If you fix it, I ll renew your support contract for another year! Depression We are never going to be able to fix this! I can t believe we are going to have to start all over again. Acceptance Oh well?! I guess there s nothing else we can do.

6 Accept this!!!! Rather than accepting things as they are change them!!!!

7 What is IT Alignment? Coordinating an IT strategy with goals, strategies and processes to meet an organization's mission It is a process Identify where you are in the process

Five Stages of Managing Technology The goal is to move the role of technology in your organization from a necessary evil to a key piece in helping you

8 Five Stages of Managing Technology The goal is to move the role of technology in your organization from a necessary evil to a key piece in helping you meet your mission Use technology to help you do what you do Directly (meet your mission) Indirectly (save staff time so they can help you meet your mission)

9 Five Stages of IT Alignment Chaotic Reactive Proactive Service Value

10 Chaotic Not really keeping things going No technology plan No technology budget Outdated equipment No inventory of technology exists No tech support/training available Data is not easily assembled or collected No defined data requirements

11 Reactive Fire fighting mode Limited technology planning Informal technology budgeting No standard for new computer purchases Fixing/repairing things as they break Some training on software occurs Little or no documentation Minimal data requirements defined

12 Proactive Software and data needs analyzed and defined Technology budget planning IT staff supporting users Tech strategy serves overall strategic plan Tech staff interacts with operating departments Policies and procedures are in development Inventoried up-to-date standardized equipment Software documentation exists Data collected mainly for financial reasons

13 Service Data integration and process automation Computer systems support business processes IT becomes a part of the leadership team Technology projects tied directly to business needs Technology is an investment, not an expense Policies and procedures exist Super-users identified throughout the organization Technology skills are part of job descriptions Software documentation exists and is refined as needed Reporting focuses on more than financial data

14 Value Technology staff is part of senior leadership Board and/or staff technology committee Tech policies implemented and enforced Training needs are assessed annually Metrics are used to measure program success IT closely collaborates with program areas IT budget as a percentage; not a dollar amount Technology drives business process improvement

15 Five Stages of IT Alignment Chaotic Reactive Proactive Service Value

16 How to get there Know where you are Define your destination Build the buy in (staff and board) Make it happen Repeat

17 Tech Success <> $$$$ It is not the amount of money you can spend on technology that determines your success it s the people and process you use to manage technology that shapes the results Have to have the right people involved regardless of their technology expertise Don t even need tech people

18 What does cloud computing have to do with this? For new projects, it allows you to skip some of the headaches associated with the first couple phases Can quickly take you from chaotic to service on existing projects

19 What is cloud computing? You do not own or maintain the servers You use the vendors servers as needed Just like electricity Pay for what you use (utility or subscription basis) Immediate access to developed programs Little or no technical expertise needed Simple, universal access to information

21 Who offers seminars? What are some of the things your organization has to do to make them happen?

22 Who offers seminars? Registration and Advertising Marketing materials Take calls, open registration forms, read s Attendance Who attended what when? Locations How many people will be there? What if too many people show up? Or not enough?

23 Simple attendance database Information about what people attend which seminars you offer Well-designed system replaces a paper calendar and a rolodex Easier to reference information Staff time saver Track how many people attend or register for each session Adjust/modify content or days of the week based on attendance or feedback you can get from surveys

24 Implement a hosted meeting service People from all over the planet can attend People from all over the planet can present People can self-register Staff no longer have to key this information Record the seminar for later viewing Collect information about attendees No need to buy and maintain any additional hardware or software

25 Anybody get a new computer lately? Was it scheduled to be replaced or did it just stop working? Did you have one ready to go or did you have to order it and wait for it to arrive? What has to happen to get your new computer ready for you to use? Take computer out of box Do initial setup Start installing software

26 Installing software Install Office software Map network drives Install database software Install more database software Configure client Move contacts from old system Move old messages Install and configure remote access software

27 Move to cloud applications No special configurations on your new computer (usually) Access from anywhere you have an Internet connection No need to move your data every time you get a new computer Access from ANY computer with an Internet connection Longer life for your computers Buy replacements less frequently So easy a caveman can do it No need for technical staff No need for consultants Less need to use specific types of computers Access applications from your television of smart phone

28 Benefits of Cloud Computing Reduced costs Pay as you go No fixed costs Simple to implement, use and maintain Automatic upgrades Flexibility/scalable Universal access 24 / 7 /365 Built in disaster recovery No need for technology experts IT has more time to work on strategic issues if desired

29 What to move to the cloud Web site Web site content management Backup Donor management Accounting File sharing Word processing, spreadsheets and presentation software Case management Payroll Time and attendance

30 Q & A

Technology Planning Simplified

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,