New Technology: Mission Impossible? Trainer: Ryan Peasley, MCSA, Consultant 1
Session Mission Understand current technology trends (cloud, mobile, social) Discuss technology challenges our agencies face How to manage these challenges with current technology trends Questions 2
What's on your agenda? 3
Technology Trends 4
Technology Trends Should we use cloud services for our computing infrastructure? How can we leverage cloud services to reduce cost & increase agility while maintaining compliance & security regulations? How do we support bring your own device (BYOD)? How do we address the need for mobile apps How do we build awareness, interest & desire through social media? What opportunities & risks exist when using social media? 5
Impact of Technology Trends? People Executive Directors Communication Directors IT/HelpDesk End Users Technology Current Systems Deployment Options Process Compliance Needs Business Workflows Your Agency Line of Business Applications Constituent Impact 6
Cloud 7
What is the cloud? Simple definition from the National Institute of Standards and Technology (NIST): Cloud computing is a model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management and effort or service provider interaction. 8
What is the cloud? 9
Cloud Services IaaS (Infrastructure as a Service) Virtual Machines Servers Storage Load balancers Networking SaaS (Software as a Service) Email Virtual desktops Document sharing & collaboration CRM PaaS (Platform as a Service) Database Web Server Development Runtime Environments 10
Cloud Service Comparison 11
Picturing the Cloud Google Apps Office 365 Client Track Abila MIP 12
Common Cloud Functions BackOffice Systems Client Intake Accounting Fundraising/Donation Management Online Backup Agency website 13
Common Cloud Vendors How do I choose? 14
Cloud Decision Making Factors
Mobility 16
Quick History Employee use of company owned computers Laptops Palm Pilot Internet access RIM release first true mobile device the Blackberry Apple iphone changes everything 17
Benefits & Challenges Benefits Improved responsiveness Improved accessibility Greater flexibility Challenges Support of a wide range of mobile vendors and operating environments Secure access to agency data Mitigate risk of unsecure personal apps 18
What makes a good strategy? Security Mobile App Portfolio Policies Who Pays? Backing Up Devices 19
Mobility Questions Who is responsible for equipment? IT staff availability and training Mobile device OS and security upgrades Mobile Device Management platform Is your agency website mobile friendly? 20
Mobile Device Management (MDM) Not new! Optimize functionality Increase security Compliance Is MDM a requirement for BYOD? 21
Why mobile device management? BYOD Malicious threats Control Application Portfolio Lost and Stolen Phones Access Control and Auditing Compliance Growing device inventory Native functions and features don t cut it Changes to Microsoft Exchange licensing costs 22
MDM Solution Platform Options Cloud 23
Typical MDM Feature Set Device provisioning and configuration Policy controls Security Backup / Restore Remote lock and wipe Sandboxing Activity logging Reporting dashboard 24
Advanced MDM Features Network access control Application deployment and management Firmware updates Diagnostics Network usage and support Mobile asset tracking and management Troubleshooting and diagnostic tools Remote control Remote administration GPS tracking and 'breadcrumb' mapping 25
Popular MDM Solutions 26
MDM Solution Considerations Enrollment Ease Self service Licensing Administration Device Support Ongoing Management Scalability 27
MDM Licensing Models Perpetual license Subscription Per devices Per user 28
Social Media 29
What is social media? An online, real time technology or practice through which people share 30
Bottom Line People, Groups, Organizations, Businesses, Causes, Etc. share what is important to them in hopes that others will agree, support them, and pass it along. 31
Popular Social Media Platforms 32
Social Networks Focus on building and reflecting social relationships among people. Think profiles, connections, etc. 33
Microblogs Short form of blogs. Used to post messages, news, links, articles, etc. 34
Video and Photo Publicly share pictures and videos 35
Hybrid Does a little bit of everything 36
Benefits 1. Learn what your supporters are saying 2. Drive traffic 3. Improve results 4. Get online donations 5. Make it easy for your supporters to spread your word. 6. Empower your most passionate supporters to tell their story about you 7. Enable grass roots movements 8. Put your organization out there 9. Get new contacts 10. Engage more trust and loyalty 37
Benefits 70% of Americans learn about social causes through traditional media; 47% learn through social media. Of those that engage with a cause via social media, 59% donated $$ 53% volunteered 52% donated items The average social media donation is $59 38
Social Media Risk Hacked Accounts Famous people http://thenextweb.com/twitter/2012/01/15/the-huffington-post-andashton-kutchers-twitter-accounts-get-hacked/ 55,000 twitter accounts hacked by Anonymous http://mashable.com/2012/05/08/twitter-hacked-accounts/ What happens if your organization s account gets hacked? 39
Social Media Risk http://harmon.ie/company/pressrel eases/press-release-may-18-2011 Lost Productivity According to harmon.ie, "nearly 60% of work interruptions now involve either using tools like email, social networks, text messaging and IM, or switching windows among disparate standalone tools and applications. In fact, 45% of employees work only 15 minutes or less without getting interrupted, and 53% waste at least one hour a day due to all types of distractions." personal online activities such as Facebook (9 percent)... 40
Social Media Risk Brand Perception Employees fall like Domino's Last year, two employees filmed themselves flouting hygiene rules in an American branch of Domino s Pizza. They then decided that it would be a good idea to upload the video to YouTube. It quickly became a phenomenon; the video was viewed thousands of times, Domino s suffered enormous financial losses, and the employees were arrested. http://www.simplybusiness.co.uk/knowledge/articles/2010/ 04/2010-04-23-four-social-media-marketing-disasters/ 41
Social Media Risk Ignoring Social Media Interesting Facts (Ethos Business Law 2009) 51% of executives do not use social media because they do not know enough about it 81% of executives believe social media can be a security risk, reduce employee productivity, or damage an organization s reputation 64% see it helping as a customer service tool 81% believe it can build brand reputation 70% think it can help in recruiting employees 42
Utilizing Social Media Safely Establish a Social Media Acceptable Use Policy Overall position on social media Rules still apply security, acceptable use, confidentiality, etc. Representing the organization Rules of use at work how much time, when, who Accepted/restricted social media categories/sites Establish boundaries and expectations Confidentiality, endorsements/recommendations, honesty and respect, personal use Responding to comments what, who, and when Consequences for inappropriate actions 43
Social Media Policy Components Identify/define what is meant by social media State that nothing in the policy prohibits employees from discussing the terms and conditions of their employment with other employees Prohibit the unauthorized disclosure of confidential or proprietary organizational information, i.e., client information, employee names, strategic plans, logos Prohibit disparaging comments or any postings regarding competitors, vendors, or suppliers 44
Social Media Policy Components Prohibit the use of intellection property, i.e., copyrighted materials, without permission Indicate that the organization will monitor employee use of social media State that the employee should have no expectation of privacy when using social media sites Prohibit the use of social media during work hours (unless work related) 45
Social Media Policy Components State that work-related social media contacts may only occur at work and on organization equipment and may only contain statements of fact about the organization, information from the organization s website, and/or information that has already been made public Prohibit statements on the basis of an employee s personal point of view Prohibit an employee from speaking on behalf of or as an agent of the organization when engaged in personal social media activities, i.e., references 46
Social Media Policy Components Establish expectation that employees are to act within the professional guidelines of the Agency Prohibit the violation of any other applicable Agency policy Prohibit installation of unauthorized software Encourage and identify a process for reporting any violations of Agency social media policy that occur 47
Social Media Policy Components Indicate that violation of the Agency s social media policy may result in disciplinary action, up to and including discharge Create an employee acknowledgement of the policy and of course include at-will disclaimers as appropriate 48
Policy Cautions Be aware of the changing landscape of social media and the policy and practice implications Review all policies related to social media to confirm the policies do not restrict/prohibit the concept of protected concerted activities under Section 7 of the NLRA Review Section 8(a)(1) of the NLRA Act Understand social media is an unfolding area of employment law and one that needs to be monitored to ensure ongoing compliance 49
Questions? 50
Thank You! Thank You! Presenter Info: Ryan Peasley, MCSA, Consultant rpeasley@wipfli.com 608.661.2684 51
www.wipfli.com 52