technology planning and implementation

Certificate CoreIT Planning and Implementation

IT Planning and Implementation

Steve HeyeSolution [email protected]

Tactical Strategic MissionPlanning Most of your needs

revolve around keeping things running

Things work well, many needs focus on people and process

People, Process and Tools all work together well, looking for innovation and impact technology

3

Session Objectives

1. Understand your level of technology maturity and determine where to focus technology expertise

2. Know how to budget effectively for technology by including all costs (not just the purchase price)

3. Outline ways to build an organizational culture where technology is included in all planning and strategy for the organization.

4

Session Objectives




5

Technology Planning is Simple

But there is a difference between simple and easy.

You are here

Wish you were here

1. Determine where you are2. Get consensus on where you should be3. Create a plan to fill the gap

IT Basics

Manage Regular Maintenance & Upgrades,

Help Desk Onsite & Offsite Backups, Restore

Tested

Plan Technology Vision and Plan Business Continuity

Govern Business Process, Project

Management, Change Management

Policies and Procedures Partner in planning

Enable Training and support Process improvement

Business System Basics

Staff Capacity Information/Knowledge Management -

Intranet File Server, SharePoint, Google Sites

Communications Exchange Server, Office365, Google

Gmail Organization Capacity

Database CRM – Customer Relationship Management Enterprise Software

Network Basics

Network Infrastructure Storage, Memory, Processing, Routing

Maintenance Patches, Updates, Upgrades

Backups Safeguarding your data is essential

Bandwidth Internet connectivity is a mission critical need

Protection Practice safe computing by protecting your network and all

who use it Acceptable Use Policies

Permission to discipline those who do not practice safe computing

The Cloud

App /

Options

On Premise Traditional client-server environment

Cloud Software as a Service (SaaS) Platform as a Service (PaaS) Infrastructure as a Service (IaaS)

Hybird A little of this and a little of that

12

Strategic1. Business Process2. Staff Skills3. Strategy Begins

Mission1. Innovation2. Impact

Tactical1. Focus is on

keeping things running

2. Network, Hardware, Software

3. Little to No Strategy

13

Enterprise Applications

Business Applications

Core Business Support

Desktop / Laptop

Infrastructure Management

Help Desk

Servers / Network

E-Mail

• Patch Mgmt • Upgrades • Anti-Virus • Asset Tracking

• Password Reset • “How to”• Equipment failures

• Fault Mgmt • Performance Mgmt • Configuration • Upgrades

• SPAM• Upgrades

Value

Commodity

Strategic

Tactical

Technology Hemispheres

14

Make it Happen

Tactical Strategic Mission

Planning Tech Plan = Focus on a solid foundation (network, hardware & software) for efficiency

Operations Plan = Integrate tools, people and process to improve effectiveness

Org Strategic Plan = Align technology and innovate to make an impact & add value

Implementing Focus on IT, stability & basic support

Cross Departmental, build collaboration & skills

Change program/ service delivery & organization culture

Budgeting Replace & upgrade based on software/hardware inventory, build IT skills

Include process improvement, training and support

Allow for experimentation, innovation and technology fund

Infrastructure Infrastructure& Operations

15

Which area of technology planning do you need to focus on? Tactical Strategic Mission

Planning Most of your needs revolve around keeping things running

Things work well, many needs focus on people and process

People, Process and Tools all work together well, looking for innovation and impact technology

Tactical Tactical& Strategic

16

1. Inventory (Spiceworks or simple spreadsheet)

2. Replace, upgrade, add3. Training, support and consulting

needs4. Create timeline

NOTE: Get expert help for an audit and/or analysis, consider a local company or volunteers


Plan Implement Budget

http://www.spiceworks.com/

http://www.spiceworks.com/

17

• Rely on small teams or outside resources managed by one of your staff

• Move commodities to the cloud

• Use what you have


Key is to shift from fighting fires to being proactive. Find time to be strategic.


18

• Quotes based on your replacement and upgrade timeline.

• Distribute expenses to programs or centralize?

• Leverage your NPO status

*NOTE: set a min. standard for donated tech, old donations cost more than they help.



19

How do you currently budget for technology?• No specific tech budget• Budget for each item to replace• Budget to replace and for projects• Fund setup for strategic technology



20

InventoryStart simple;

draw or take a picture of your

network.

21

Inventory Spreadsheet

Then add columns for Budget

22

Tech Trap = Seeing past what doesn’t work

Once your tech works, you can think strategy.

What is the biggest business need in your org and what role can technology play?



23

1. Create Tech Project request process

2. Set priorities of requested projects

3. Identify process, policy and skill changes needed

4. Determine training, support and consulting needed

5. Create timeline

NOTE: Involve key stakeholders to begin building understanding & buy-in for technology


ST A F F


24

1. Rely on cross department teams to change process and policies

2. Training, training, training3. Stop, Collaborate and Listen4. Begin business improvement


Key is to balance tools, process and people.


25

1. Investigate a range of solutions for each project

2. Capital or operations expense?3. 70/30 rule4. Fund Projects, Not Technology



26

70 / 30 Rule

Spend 30% on TechnologyNuts, bolts & infrastructure

Spend 70% on People & SupportTraining, systems, maintenance

Tip:Don’t wait till you are hungry to go to the grocery store…

27

Which of these has been implemented at your org?(Select all that apply)

1. Process mapping2. Formal project management3. Regular technology training4. IT Help Desk tracking5. Technology steering committee6. None of the above

28

1. Look for ways to impact mission or change service delivery

2. What can you do differently?3. Look for emerging technology

NOTE: These will typically be large projects and may take years to implement. You have to be willing to experiment (and possibly fail).



29

1. Involve leadership and full organization2. Changes to org structure, service

delivery and strategic planning


Key is to tie outcomes to meeting mission, not building organizational capacity.

Mission

Org


30

1. Budget driven by org’s overall budget and strategic plan, plus technology plan.

2. Move toward a technology fund of 2-4% of operating budget.



31

Share a mission strategy you are working on that could benefit from technology.



32

Technology Planning

1. Look for common questions\problemsDocument mgmt, data, slow computers, etc.

2. Identify themesSecurity, innovation, reporting, stability, communications, collaboration, etc.

3. Mission ImpactGet input from the people you serve or look to others in your field

33

Business Process

Intranet

Email

Hardware

Phones

Printers

Desktop

Network

Security

Enterprise Software

Social Media

Website

Email Blast

Policies

Support

Training

Business Continuity

Use a white board, write all of the parts of your technology

34

Topic Strength Weakness Opportunity

Business Process Well Understood Not Documented Document for new system

Intranet Solid Structure Not Used User Training

Servers Space Available Aging Hardware Move to Cloud

Security Network Strong Endpoint Weak (user)

Security Policy and Training

Policies Standard Policies Not enforced Address Culture

Training Management Trained

End Users Lack Training

Push Training out to all Staff

Brainstorm strengths, weaknesses and opportunities

35

Session Objectives




36

There’s No Good Way to Budget --Without a Plan1. Form a technology team2. Conduct assessment & research3. Set goals & strategies4. Operationalize & prioritize goals5. Establish budget6. Write plan7. Implement8. Evaluate – revise - update

37

1. Replace – create a schedule, budget by item2. Upgrade – plan for additions, budget by item3. Support – 70/30 4. Projects – gather requests & estimate

There’s No Good Way to Budget --Without a Plan

38

Session Objectives




39

Is technology staff involved in Strategic Planning?1. We don’t have a strategic plan2. Strategic Planning doesn’t include tech staff3. Strategic Planning mentions tech, but tech staff not

involved4. Strategic Planning involved Tech Staff

My Note: Being given the strategic plan is not the same as being involved in the process of creating it.

40

CEO CFO

ProgramStaff

ExecutiveDirectors

COO

MembershipStaff

Vision Tactics Budget

ProgramsServicesGoals

Technology

41

CEO CFO

ProgramStaff

ExecutiveDirectors

COO

MembershipStaff

Vision Tactics Budget

ProgramsServicesGoals

Technology

42Source:http://uncw.edu

But where is technology?

43

Technology?

Source:http://uncw.edu

44

Finance Fundraising Operations Program Communication

Executive

Collect technology project requests from across the organization.

Gather input and set priorities

Set your budget, timeline and plan

Step back and look for Organization widetrends, needs and possibilities

45

Mission

Strategic

Tactical

46

First complete the Technology capability and maturity assessment

Available on steveheye.blogspot.com

47

Recommendations

1. Use IT process maturity model not as an end, but as a means

2. Automate only after good documentation3. Be “State of the Shelf” Cost ≠ Value4. Leverage staff across the org, they can be your

best advocate for change5. Make technology a part of the strategic process6. Build a Technology Fund7. Your CEO is your Partner

48

Review

1. Determine where you areUse the IT Alignment model and a technology inventory

2. Get consensus on where you should beCreate the picture of where you want to be and start to share that

3. Create a plan to fill the gapBuild the strategy for changes across the alignment, relationship and transparency of technology

49

Finance Fundraising Operations Program Communication

Executive

Technology should not be the focus, so lets go back to a simple org chart without technology in it and review each of the areas. But we will look at them as topic areas, not positions.

50

Early alignment stagesStrategic plan created to meet missionLeadership staff enabled to create operational plans to meet strategic plansIndividual departments pass needs to IT

Late alignment stagesIT included earlier in the processIT allowed to participate in understanding the operational goalsIT offers solutions to meet goals not individual needs

ExecutiveWhat does alignment look like at the Executive level?

51

Early alignment stagesIT purchases approved individuallyTechnology purchases reviewed as expensesFinancial data used to measure progress against budget

Late alignment stagesIT strategies approved with a budgetTechnology purchases weighed against benefitFinancial data not sole reports to determine success

FinanceWhat does alignment look like in the Finances?

52

Early alignment stagesFin Dev software used as financial record keeping Fundraising campaigns developed by Fin Dev team that uses email and web to deliver Individual Fin Dev staff create own process to work around the systems to get results

Late alignment stagesData analyzed to maximize donor experience (then tied to software)Fundraising campaigns are developed as a part of full org communication planFin Dev staff collaborate with IT to understand business needs and work together to improve process

FundraisingWhat does alignment look like in Fundraising?

53

Early alignment stagesIndividual Depts develop processes to complete tasksData stored and reported as needed by each staffTools and technology selected as parts of projects

Late alignment stagesCross functional teams work to increase effectiveness in processesData stored and reported on is tied to measuring objectives in strategic planTools and technology selected planned for during full org operational plan

OperationsWhat does alignment look like across the Operations?

54

Early alignment stagesWork hindered by ineffective technologyViews IT as team to “fix” all the technology problemsMakes decisions, then asks IT to implement

Late alignment stagesTechnology works well enough to be transparentViews IT as partner in meeting the missionIncludes IT in planning to allow for better outcomes

ProgramWhat does alignment look like in Program delivery?

55

Early alignment stagesUnclear who owns website, email strategy or solely owned by IT or MarketingStarts with technology, then looks to leverage itMakes decisions, then asks IT to implement

Late alignment stagesCross functional partnership on communication strategy with roles to implement itDefine goals first, then collaborate to pick technologyIncludes IT in planning to allow for better outcomes

CommunicationWhat does alignment look like in Communications?