Art of Technology: Core Technical Services
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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.
Art of Technology: Core Technical Services
- 1. The Art of TechnologyThe Art of Technology is made possible by generous funding from the Andrew W. Mellon Foundation
- 2. Core Technical ServicesThe Art of TechnologyThese materials are available under the Creative Commons Attribution-NonCommercial 3.0 License.
- 3. Topics for This Segment1. Starting from the Top: Your Strategic Plan2. A Technology Plan: What, Who, How3. Right-Sourcing Your Technology DecisionsBreakouts for GroupworkDerive a Technology Project from Your Strategic PlanRight-Source a Project with Vendors, Volunteers or StaffAssess Your Strengths & WeaknessesThroughout This SegmentExamples of Technology ProjectsFocus on Core Services: email, IT support, online services …
- 4. Starting from the TopYour Strategic Plan
- 5. I understand my business needs. How do I evaluate my technical options?
- 6. Strategy first. Technology follows.Set goals & directionEnable decision-makingSet basis for accountabilityPromote growth & changeSupport fund-raisingClarify & explain visionGuide ongoing operations
- 7. Without a Strategic Vision ….Technology acquisitions are ad-hoc, short-termEvaluation of options is cursoryTechnology costs are unknown, unmanagedTechnical training is elusive, unevenPeople 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 ExerciseBuddy 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 PlanWho, What, How… and for What Purpose?
- 13. Technology + Planning = A roadmap A tool for budgeting & fund-raisingA guide for management & staff A process A document
- 14. Planning is CyclicalNeedsAlternativesVendorsTermsConsultants& TeamED & LeadersFunders &Leaders1Goals &Team2Options& Priorities + $Funders & LeadersStaff & Vendors3Decisions& Funding54Results & Feedback(+/-)Doing a Project
- 15. Think zones of business operationWhere may better technology help?Proprietary inner zoneSecure, archivedControlled accessPublic outer zone2way, multi-channelMonitored messagingMediating zonePlanning, deliveringManaged services
- 16. Think projects & outcomesDiscrete initiatives, measured resultsQuick wins, to get startedFast, cheap, doableClear impactThree-year view, not moreFunding targetsPace of technical changeEvidence & evaluationFeasibilityKnowable outcomes
- 17. Think projects & schedulesGood sequence, manageable overlap
- 18. Think projects & budgetsMatrix of project, years – “the ask”
- 19. Goal: Organizational StabilityProject: Standard IT PracticesGuidelines for privacy & professionalismStandard computers & applicationsRemote access & smartphonesBackups & archives for critical dataShared calendars, contacts & docs
- 20. Goal: Better CollaborationProject: Shared Online WorkspaceMove files to more secure storageMake key docs & media more accessibleSegregate public files from proprietary onesCreate staging & archiving space for website & social media
- 21. More Information …Offsite BackupFor 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=86901http://i.cmpnet.com/custom/backup_recovery/assets/InformationWeek-Analytics-NWC-Backup-Restore.pdfOnline CollaborationThere 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 DecisionsOptions & 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 & RatesVolunteers & WhoeverHidden costs, uncertain reliabilityOK for minor, non-critical needsScheduled SupportPart-time consultant, regular visitsBest from small shop supporting .orgs like youOutsourced ServicesMedium-large firms, financially stableBest for integrated products & supportFull-Time IT StaffIf just one – beware! Consider technical manager of services & vendorsWhich roles best fit your needs?
- 25. Goal: Efficient OperationsPossible Project: Core to the CloudIdentify core apps & benefitsEmail, accountingSecurity, access, costCompare vendorsEmail: Google, MicrosoftAccounting: Financial Force, NetSuite, BlackbaudMigrate data & get trained
- 26. Breakout ExerciseJoin up in groups of 4-6.
- 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 ExamplesFocus on more complex projectsPick a solution and a vendorFollow four steps systematically
- 33. Goal: Engaging the CommunityPossible Project: Website ContentSelect 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 redesignPlan 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.phphttp://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 DatabaseSelect vendor for CRM - Constituent Relationship ManagementIdentify existing dataProcure & configure CRM software or serviceMigrate existing dataGet trained on usage
- 36. Goal: New Connections, New PatronsPossible Project: More Social MediaObjectivesAudienceIntegrationTools and TacticsMeasurementOne WayemailSearch EngineAdsHomebaseWeb SiteAudienceObjectiveSocialListeningConversationConnecting
- 37. Basic process … Don’t skip steps!SpecifyNeedsSolicit AlternativesDecide onSolutionEngage VendorNegotiateTermsEvaluateSolutionsInvestigateAlternativesAnalyze NeedsSignContractSelectVendorTarget SolutionsPrioritizeContractFinal ProposalSolicitationRequirements
- 38. Final Exercise: Self-AssessmentStrategic plans enabled by smart use of technology
- 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