Creating Your Own Technology Plan Toledo

Andy Wolber [email_address] Creating Your Own Technology Plan

NPower’s Mission To inspire and empower nonprofits to use technology to better serve their communities.

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name org/job what you hope to learn today It’s all about you …

Technology & Today’s Nonprofit

“ IT accounts, on average, for nearly 7% of a company's operating expenses.” Source: “More Bang for the IT Buck,” McKinsey Quarterly, 2003 Number 2.

Technology Budget Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. <=20 staff >20 staff 43% 60%

http://nptechsurvey.wordpress.com/

83% of nonprofits spend less than 4% of their budget on technology. Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

Technology Plan Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. <=20 staff >20 staff 32% 71%

Technology Staff Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. <=20 staff >20 staff 34% 68%

Source: NTEN 2006 Nonprofit IT Staffing Survey Report.

22% of nonprofits have a technology committee. Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

Who should be on your Tech Committee?

http://www.techsoup.org/learningcenter/

By Joni Podolsky Edited By Holly Ross Katrin Verclas Alison Levine

http://www.maintainitproject.org/cookbooks

http://www.icthub.org.uk/publications/#management

Technology Strategy and Planning Process Preliminary Assessment Inventory Staff skills assessment Current and prior year IT operating costs Initial list of potential projects Any additional relevant background materials (e.g., technology usage policies) Meeting 1: Envision 1. Ensure agreement on I.T. “Current Reality” 2. Identify processes for obtaining additional information needed Meeting 3: Prioritize II Select strategy and sequence Detailed review of resources required Project Prioritization Identify and categorize projects Research high-level details on alternative solutions Meeting 2: Prioritize I Classify projects into categories, e.g. - “Quick wins” - Strategically essential - Need more info Identify Implementation Sequence and Resources Draft implementation plan Select resources (internal vs. external, build vs. buy) Define RFI/RFP processes Detailed Implementation Planning Cost details Assign specific responsibilities Timetable Identify key issues/risks Meeting 4: Act Finalize plan Implementation kickoff Identify circumstances required for committee to reconvene

Tech Checklist 1. Computer 2. Internet infrastructure (security, backup) 3. Printer 4. Voice communications infrastructure 5. Basic software (documents, accounting) 6. Collaboration systems 7. Database(s) 8. Website 9. Storytelling equipment 10. Training

“ The average time before a buyer replaces a PC... [is] 41 months for business desktops and almost five years for consumer machines.” October 28, 2002 Fortune Magazine

16% <1 year 37% 1-3 years 33% 3-5 years Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

$800-$1,500 1-year warranty 5-year life $1,000-$1,800 3-year warranty 3-year life www.dell.com :Optiplex 360 (left), Dell E6400 (right)

Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. 89% 4%

Standard DSL download speed (1.5 Mbps) Standard DSL upload speed (384 kbps) T1 Line (1.5 Mbps) download & upload “symmetrical”

Standard DSL download speed (1.5 Mbps) Skype-to-Skype Video (384 kbps) Skype Voice (64 kbps) Standard DSL upload speed (384 kbps)

Router : shares your Internet connection Firewall : protects your network NetGear, RangeMax Dual-Band Wireless-N Router with 4-Port Ethernet Switch: $130

Ethernet 10/100/1000 Wireless 802.11 a/b/g/n

www.cdw.com (680844) HP LaserJet P2015dn Standardize Networkable (n) Duplex (d) ppm Laser vs. Inkjet

Laser 3-5 cents Inkjet 10-35 cents Networked copier <2 cents Color laser 7-9 cents Source: http://www.jeffersondavis.k12.ms.us/Departments/InformationTechnology/FAQs/tabid/72/Default.aspx accessed on 8/9/2007.

http://nptechguide.pbwiki.com/

Left: HP Mediasmart Home Server EX485, including 750Gb hard drive, $600. Right: NAS Device (Synology Disk Station 207+, $340) plus 2 hard drives (Seagate Barracuda 7200rpm, 500Gb, $130 x 2).

http://www.commoncraft.com/video-googledocs

Consolidate Connect Web-enable

One internal database Web data 2006 Plan Auto-sync

One internal database 2009 Reality Some Web data Events

53% Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. 23% 41% Financials Donor Management Programs (Clients, Volunteers) “ Other”

List functional requirements (3 meetings, 1 hour each) Identify options (up to 4 hours per participant) Discuss alternatives; narrow list of options (2 meetings) Get product details Vendor demos Calls to real users User visits Decision

Photo source: http://tinyurl.com/b46wwt

Estimating Costs Source: www.aicpa.org/pubs/jofa/sep2003/johnston.htm , accessed 6/5/2006 Initial price Time to implement Cost of implementation Entry level $100 - $2.5k Up to 2 months 5 times initial price Small / medium business $5k - $40k Up to 6 months 1 times the initial price Small / medium enterprise $10k - $250k Up to 18 months 2 times the initial price tag Enterprise resource planning $250k - $50 million Up to 36 months 1-5 times the initial price tag

2006 Software Development Success Rates Source: http://www.sdtimes.com/article/story-20070301-01.html accessed on 8/9/2007.

If you have a website… You should be able to edit your website from any ___________. Your website should have the ability to publish an _____ “feed”. This lets people use a “feed reader” to view new content.

Basic Content Organization news Program information Board and staff list Donor list 990 Contact us Directions Search FAQs Document publishing

Enhanced Content Email lists Online donations Weblog Discussion forums Event calendar Compliance with web standards / accessibility

Advanced Content Event registration Multiple database integration (single view of customer) Multi-lingual support

Examples of Social Media Social Bookmarking Blogging Feed Reading & Sharing Social Networking Photosharing Video Podcasts

Photo source: Canon.com (PowerShot SD880) and www.Dell.com (MP1409x). 70% Data Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. 59%

29% <Contract on an as-needed basis 25% In-house MIS staff 22% Tech support w/1 or more providers 13% No formal approach to IT support 9% Volunteers to our agency 2% Friends and family of staff Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.

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Why? So YOU can better fulfill your mission.

Creating Your Own Technology Plan Toledo

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