IT Alignment (Tech capability and maturity) assessment

Instructions

This worksheet is designed to help you identify which stage of IT maturity your YMCA is currently in.The stages of maturity referred to in the
Assessment worksheet (Chaotic, Reactive, Proactive, Service, and Value) are described in great detail in Implementing IT Alignment, a document
written by the Y Tech committee. This document can be found on YMCAexchange, and may be helpful in gaining a deeper understanding of IT
maturity.

Understanding the Scores
Scoring a 5 in every row is not the objective of this tool. Some areas of this assessment may not be appropriate for your YMCA at this time. The
objective is consistently working to improve how your technology is aligned, not scoring the highest score. After scoring your YMCA, use the
Target column in the assessment tool to define where you think your YMCA should be. Then compare your YMCA's scores with the target scores
to see where improvement is needed.

Steps to Using the Tool
1. Use the Assessment tab to score your YMCA's technology management. To use the assessment, read each of the items across the row, then
decide which response most closely describes your YMCA. Look at the column header to find the value (1–5) of your response and enter that
value in the score column. Continue down the worksheet and fill in all of the score fields.
2. Click the Results tab to view a summary of your assessment. Be sure to look at which stage of maturity your YMCA is in overall. But also look at
the results by category to see whether there is a single category (Operations, Support-Training, Planning, Infrastructure) that has a large gap
between Score and Total possible.
3. Once you have reviewed the summary results, it is time to decide what needs to be done to improve your YMCA's technology. The first step is
to set your YMCA's target level for each item. Note that 5 is not always the best score for your YMCA; in some areas it may be more realistic and
more appropriate to target level 3 or 4.

4. To help you determine next steps, refer to Implementing IT Alignment, which is available on YMCAexchange.

Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 Rating Target Category
(1–5) (1–5)
How closely is The YMCA does not use The YMCA does not use The idea of mission-based Technology assets are seen as Technology assets are seen as
technology tied technology in support of its technology in support of its technology is not a foreign a mix of investments and investments rather than
to mission? mission. Information systems, mission. Information systems concept. However, day-to-day expenses. Some planning expenses. Strategic planning
if any, are used only for exist but are used only for issues often overshadow efforts have focused on efforts have focused on
routine business processes. routine business processes and realizing these goals. technology or accounted for a technology or accounted for a
automating tasks. technology component to technology component to Planning
support a new program. support a new program.

Is technology Technology is not represented Technology is mentioned as a YMCA technology staff YMCA technology staff YMCA technology staff have a
involved in the in the association's strategic needed resource but is not understand the mission and a understand the mission and deep understanding of the
strategic planning process or included in represented in the separate technology plan build a separate technology mission and are included in
planning the association's strategic plan. association's strategic planning exists that includes plan that includes the strategic planning process
No separate technology plan process. A separate technology replacement, upgrades, and replacement, upgrades, and and acknowledged to be a
process and the
exists. plan may exist, but is limited process improvements to best process improvements to best managed resource of the
strategic plan? to replacement and hardware support the organization. support the organization. YMCA. Technology staff
requirements. Technology is mentioned as a YMCA technology staff is advises on what is possible and
needed resource, and included in the strategic ways to be more effective.
technology staff is consulted planning process but with Technology is fully integrated
for some projects but does not limited access: staff is present throughout the association's
participate in the association's only to answer questions. strategic plan. All projects and Planning
stategic planning process. Technology is directly technology plans are tied to
mentioned as a tool the association's plan and
throughout the association's objectives.
strategic plan.

Are leadership Leadership and the board are Leadership and the board have Leadership and the board have Leadership shows full support Leadership strives for full
and the board unaware of technology and limited knowledge of how knowledge of current and understanding of current integration of the IT team into
supportive of operations needs beyond day- technology is supporting their technology in use, ongoing and future technology the organization, gives YMCA
operations and to-day requirements. operations. strategy, current challenges, strategies and works to engage technology staff authority to
and plans for future the whole organization with act at the leadership level, and
technology
improvement. IT. The board is aware of and shows ongoing support of
needs? has necessary information aligning IT with the mission,
about upcoming technology operations, and strategic plan.
projects. The board offers advice as Planning
possible and stays aware of
high-impact technology
projects.

Are all areas of The YMCA does not allocate The YMCA begins to actively Some departments or All departments at the YMCA The YMCA engages in regular
the YMCA any regular resources or look for ways to use programs regularly engage in regularly engage in technology-enabled process
actively planning for technology. technology to support new meetings with technology staff technology-enabled process improvements across
participating in service offerings or develop to identify technology needs, improvements across departments, branches, and
new programs. but the effort may not be departments, branches, and the association. It is tied to the
identifying
integrated across programs. the association. These overall strategy defined by the
technology improvements are measured technology steering
needs? for effectiveness and reviewed committee. These
for needed adjustments. improvements are measured Operations
for effectiveness and reviewed
for needed adjustments.

Is there a There are no reviews in place The YMCA tracks anecdotal All member feedback and All member feedback and All member feedback and
review of to measure how effective comments from members or surveys, formal and informal, surveys, formal and informal, surveys, formal and informal,
technology to technology is for members. staff about how effective are analyzed for areas where are analyzed for areas where are analyzed for areas where
measure technology is for members. technology may be able to technology may be able to technology may be able to
enhance service. enhance service. Member and enhance service. Member and
member
staff satisfaction with staff satisfaction with
impact? technology and procedures is technology and procedures is
reviewed annually. Member reviewed annually. Focus
and staff satisfaction with groups are held with members
technology and procedures is to discuss their experiences Planning
reviewed annually. with technology at the YMCA.
Results are evaluated and
integrated into strategic
planning.

(1–5) (1–5)
Is technology There is no strategy to provide Considerations are made to A formal mechanism is in place A formal mechanism is in place A formal mechanism is in place
updated to members with new change technology based on to encourage and collect ideas to encourage and collect ideas to encourage and collect ideas
provide new opportunities through comments or suggestions and feedback from members and feedback from members and feedback from members
opportunities to technology. made directly by members. on technology, procedures, on technology, procedures, on technology, procedures,
and future plans. and future plans. The YMCA and future plans. The YMCA
members?
also offers online opportunities offers online opportunities for
for members to interact, learn, members to interact, learn,
and manage their and manage their
memberships. memberships. YMCA also gives
members online access to
fitness tracking, health tips, Planning
volunteer opportunities, and
more, based on their needs
and preferences.

How is There is no formal technology Limited funds are dedicated to Funds are dedicated to A technology fund equal to 2 A technology fund equal to 4
technology funding or budget. replacement. replacement, and technology to 4 percent of the operating to 6 percent of operating
funded? is upgraded on a regular budget is created for budget is created for
schedule. technology replacement and technology replacement, Planning
upgrades. upgrades, and new technology
or applications.

What is the No process or forum exists to Processes around technology Technology replacement and Technology is included in the Technology is included in the
technology examine technology needs, decisions and purchases are upgrades are tied to operating budget and is tied to operating budget and is
spending nor is there a technology informal but have been mostly department or branch department, branch, or aligned with the association's
process? budget. effective. requests, but there is no association operating plans business strategy and strategic
Planning
formal plan. with a formal plan to plan.
implement.

How are Technology is generally not Technology is regarded as an There is at least one individual There is a designated There is a designated
technology regarded as an asset. It asset that requires limited in the YMCA with the individual or committee to committee to oversee
assets requires attention only when it attention. capability to assess technology oversee technology issues. technology issues.
is broken. needs. Operations
managed?

Are technology There are no documented Technology policies and Technology policies and Technology policies and Comprehensive technology
policies defined? technology policies and procedures are minimally procedures are in procedures have been policies and procedures have
procedures. documented. development. developed and are being been developed and are used
Operations
implemented. association-wide.

How closely is Business processes are not Some business processes are All business processes are All business processes are All business processes are
technology tied defined or supported by defined but are not directly defined, and the technology defined and have been defined and have been
to the business technology. tied to technology plans. needed has been identified reviewed for consistency reviewed for consistency
process? and planned for. across the organization. across the organization.
Technology is identified and Technology staff, in
implemented to fully support conjunction with the IT
the YMCA's business processes. steering committee and all
business units, is actively Operations
improving processes by
upgrading the tools and
technology used.

Is the There is no network There is some network There is reliable network There is reliable network There is regularly monitored,
association-wide connectivity between sites and connectivity between sites and connectivity between sites and connectivity between sites and reliable network connectivity
network stable only limited Internet access. limited Internet access. adequate bandwidth for adequate bandwidth for between sites with adequate
and current? Internet use. Internet use, which is and expandable bandwidth for
Infrastructure
monitored for cost. Internet use.

Are you using Equipment, if existing, is Equipment is an ad hoc Equipment is up-to-date and Equipment is up-to-date, Equipment is up-to-date,
state-of-the- outdated or is the personal collection without a standard interoperable. It meets interoperable, and readily interoperable, and readily
shelf property of individual to measure it. standards set in Healthy and expanded. It exceeds all expanded. It exceeds all
technology? employees. Secure Computing. standards set in Healthy and standards set in Healthy and Infrastructure
Secure Computing. Secure Computing and meets
industry standards.

Are technology The technology inventory is There is some documentation There is electronic technology The technology infrastructure The technology infrastructure
assets actively not managed or documented. of the technology inventory. inventory tracking with a is approaching real-time is managed in real time. Infrastructure
monitored? replacement schedule management.
Is technology There are simple reports for There is consistent alert and Network monitoring is Capacity planning is beginning. There is aggregated capacity
capacity networks and management. event management. automated. planning across the
Infrastructure
monitored? association.

(1–5) (1–5)
Is technology Support is ad hoc or Support is ad hoc or based There is generally someone on A designated individual or A designated team of support
support offered? nonexistent. solely on manufacturer’s site or on call to respond to team of support specialists is specialists with expertise in
warranty. technology problems. available to users. This team technology, operations,
offers expertise in some areas applications, and management
of YMCA operations. is available to users. These
users are regularly evaluated Support-Training
for their understanding and
effectiveness.

Is user support Users with computers are Users work with each other to Processes for reporting A structured process exists for A structured process exists for
offered? responsible for finding their find their own solutions. problems are informal but reporting and tracking reporting and tracking
own solutions. appropriate for the size of the problems. problems, along with a tool to Support-Training
YMCA. document cause analysis.

Is technology The timing of support The timing of support Support is not always timely, Support is reliable, timely, and Support is reliable, timely, and
support response is unpredictable. response is unpredictable but but users have learned work- consistent. Service-level consistent. Support staff
response bearable. arounds to use while awaiting agreements define support proactively seeks to resolve
measured and help. expectations for users, problems with business units.
technology staff, and all other Service-level agreements have
dependable? Support-Training
staff. been established and are
reported on regularly.

Is technology- Training is provided by Training is provided by Training is mostly provided by Super users for major business Super users for each business
systems training observation or “passed down” observation or “passed down” outside vendors, classes, or applications have been application have been
offered? among volunteers or among volunteers or consultants, but is available on identified, and time is allocated identified, time is allocated for
employees. employees, but documentation an as-needed basis. for this function in their job this function in their job
exists. Documentation exists. descriptions. Documentation descriptions, and a formal
exists and is regularly updated training schedule or plan
in an online resource. exists. Documentation exists, is Support-Training
regularly updated in an online
resource, and is integrated into
trainings.

Is ongoing There are very limited or no There are limited professional Training is included as part of Technology training is planned Technology training needs are
technology- professional training resources training resources available to a new system implementation. on a regular basis and is assessed on an annual basis,
systems training available to staff. staff. Follow-up training is limited to included in the overall then scheduled accordingly
offered? new employees when there is technology planning process. and included in the overall
turnover. technology planning process. Support-Training

Is technology Technology training is not Limited technology training is Technology training for new Technology training is Technology training is
training considered part of the YMCA’s considered part of the YMCA’s hires is generally available but integrated across the integrated with the
integrated with planning process. planning process for select is not systematic. association and is available to association's strategic and
all trainings? staff. all full-time staff. Training is an training plans. It is available at
available part of new-hire some level to all staff. Training Support-Training
orientation. is an integrated part of new-
hire orientation.

Is data actively There are no clear definitions There are minimal definitions Some of the YMCA's data The YMCA has defined and The YMCA has defined,
managed? of data needs. Only minimal of data needs. Only minimal needs have been clearly documented its data needs standardized, and documented
data is collected for billing and data is collected for billing and defined, but they are not across the organization in each its data needs for all levels of
reporting purposes. reporting purposes. uniformly documented. area of service. the organization, including the
board. Data needs are tied to
staff decision-making needs Infrastructure
and the strategic plan.

Have data needs Clear definitions of data Clear definitions of data The underlying calculations or The majority of data elements All data elements are clearly
for reports been elements on reports are elements for reports are algorithms are documented for are clearly defined for each defined for each report and
identified? lacking throughout the YMCA. emerging throughout the some reports, but not all. report and each program. each program, with
YMCA. established metrics to measure Infrastructure
against.

Have data Data is entered from a variety Data is entered from a variety Data input documents are well Data input documents are well Data input documents are well
quality of sources without defined of sources with some defined defined, with some procedures defined, and report defined, and report
standards been procedures. procedures. for data entry and some specification documents with specification documents with
set? accuracy standards set. written procedures for data clearly written procedures for
entry have been well designed. data entry have been well
Accuracy levels are measured designed by cross-functional
for data entry. teams. Accuracy levels are Infrastructure
measured for data entry.

(1–5) (1–5)
How is data Data collection and Data collection and The YMCA pays attention to The YMCA values data and The YMCA values data and
collected and management is not a priority management is not a high data collection mainly for prioritizes efforts to manage, prioritizes efforts to manage,
used? for the YMCA. priority for the YMCA. internal financial collect, and use data to support collect, and use data to support
management. better internal processes. better internal processes. Data
is used to promote community
and individual health Infrastructure
improvement and advocacy.

What are data Reporting requirements are Reporting requirements are Reporting requirements for The majority of reporting Reporting requirements for
reporting not well understood or met. not well met. Some data is not funders, government agencies, requirements for funders, funders, government agencies,
metrics? Data is not easily accessible or easily accessible. Sampling is and internal management are government agencies, and and internal management are
accurate. sometimes used to generate mostly met, but with some internal management are met met by mining data from the
reports where complete data is inconsistencies. Reports are by mining data from the YMCA's information systems.
missing. based on data samples. YMCA's information systems. Reports are based on complete
Reports are based on complete and integrated data systems.
and integrated data systems. There are established metrics Infrastructure
to measure against.

Is data shared Only data required for Only data required for The YMCA engages in limited The YMCA securely shares The YMCA proactively and
outside of the reporting is shared. There are reporting is shared. There are collaboration with one or two available data with other securely shares data with
association? no ongoing collaborative minimal ongoing collaborative other YMCAs or organizations YMCAs, collaborating other YMCAs, collaborating
efforts with other efforts with other YMCAs or to examine comparative data. organizations, and appropriate organizations, and appropriate
organizations. organizations, but the ability to government agencies to government agencies through
share information is lacking. improve the health status of regularly updated online tools
the community and to to improve the health status of
promote effective advocacy the community and to
efforts. promote effective advocacy
efforts. The YMCA is engaged
at the national level by sharing
data within Activate America, Infrastructure
Y-USA Government Relations,
or where appropriate based on
the YMCA mission.

Are formal Technology projects have no Technology projects are Technology projects have Technology projects have Technology projects have
project project management. minimally monitored or are formal plans with an assigned formal plans, established formal plans, established
management managed only by an outside YMCA staff person to manage timelines, measurable goals, timelines, measurable goals,
practices in consultant. them. milestones, and reporting with milestones, and reporting with
an assigned YMCA staff person an assigned YMCA staff person
place?
to manage them. to manage each project. Cross-
functional teams are involved,
and progress reports are Planning
shared across the association.

Are applications There is no formal plan or There is a basic inventory of There is a full inventory of Software licensing and usage is Software licensing and usage is
actively documentation of software software being used with software being used with managed in an electronic managed in an electronic
managed? used. There is a mix of correct licensing. There may correct licensing. The majority inventory tool. Systems have a inventory tool. Systems have a
software and operating be a mix of software and of systems use the same standard image that is easily standard image that is easily
systems. operating systems. versions and operating system. reproduced. reproduced. Software is
monitored for maximum Planning
benefit, and a plan is in place
to keep it current.

Overview of Technology Capability and Maturity Assessment

Scoring a 5 in every row is not the objective of this tool. Some areas of this assessment may not be appropriate for your YMCA at this time. The objective is
consistently working to improve how your technology is aligned, not scoring the highest score. After scoring your YMCA, use the Target column in the assessment tool
to define where you think your YMCA should be. Then compare your YMCA's scores with the target scores to see where improvement is needed.
Responses by Maturity Level
Total Score 0 1
Target Score 0 0.9
Average Score 0.0 0.8
Overall Level 0.7

# of responses
Chaotic
0.6
0.5
Breakdown of responses 0.4
Chaotic 0 0.3
0.2
Reactive 0
0.1
Proactive 0 0
Service 0 Chaotic Reactive Proactive Service Value
Value 0 Maturity level

Responses by Category Total possible
Score Total Score
possible 50
Operations 45
40
0 20 35
Support-Training 30
25
0 30 20
Planning 15
0 45 10
5
Infrastructure 0
0 50 Operations Support-Training Planning Infrastructure

IT Alignment (Tech capability and maturity) assessment

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