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The core technical services portion of the Art of Technology curriculum designed with support from the Mellon Foundation.
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These materials are available under the Creative Commons Attribution-NonCommercial 3.0 License.
The Art of Technology
The Art of Technology is made possible by generous funding from the Andrew W. Mellon Foundation
These materials are available under the Creative Commons Attribution-NonCommercial 3.0 License.
CORE TECHNICAL SERVICESThe Art of Technology
These materials are available under the Creative Commons Attribution-NonCommercial 3.0 License.
These materials are available under the Creative Commons Attribution-NonCommercial 3.0 License.
Topics for This Segment1. Starting from the Top: Your Strategic Plan2. A Technology Plan: What, Who, How3. Right-Sourcing Your Technology Decisions
Breakouts for Groupwork Derive a Technology Project from Your Strategic Plan Right-Source a Project with Vendors, Volunteers or Staff Assess Your Strengths & Weaknesses
Throughout This Segment Examples of Technology Projects Focus on Core Services: email, IT support, online services …
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Starting from the Top
Your Strategic Plan
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I understand my business needs. How do I evaluate my technical options?
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Strategy first. Technology follows.
Set goals & directionEnable decision-makingSet basis for accountabilityPromote growth & changeSupport fund-raisingClarify & explain visionGuide ongoing operations
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Without a Strategic Vision ….
Technology acquisitions are ad-hoc, short-term
Evaluation of options is cursory
Technology costs are unknown, unmanaged
Technical training is elusive, uneven
People get used to things “not working”
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It doesn’t have to be like this!
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Three Levels of AnalysisStrategic
Goals•Organization as a Whole•Example: Grow Audiences
Business
Needs•Activity or Division•Example: Better Marketing
Technology
Projects•Objective, Budget, Timeline•Example: Staff & Outcomes for
Social Media
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Four Viewpoints. All Essential.
Technology People Information
Process
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Your Turn! A Short Exercise Buddy 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
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A Technology Plan
Who, What, How… and for What Purpose?
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Technology + Planning =
A roadmap
A tool for budgeting & fund-raising
A guide for management & staff
A process
A document
ExecuteEvaluate
Analyze
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Planning is Cyclical
Doing a Project
Staff & Vendors
4
ED & Leaders
1Goals &
Team
Results & Feedback
(+/-)
5
Funders & Leaders
Needs
Alternatives
Vendors
Terms
Options& Priorities
Consultants& Team
2
+ $Decisions& Funding
Funders &Leaders
3
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Think zones of business operationWhere may better technology help?
Proprietary inner zone Secure, archived Controlled access
Public outer zone 2way, multi-channel Monitored messaging
Mediating zone Planning, delivering Managed services
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Think projects & outcomesDiscrete initiatives, measured results
Quick wins, to get started Fast, cheap, doable Clear impact
Three-year view, not more Funding targets Pace of technical change
Evidence & evaluation Feasibility Knowable outcomes
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Think projects & schedulesGood sequence, manageable overlap
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Think projects & budgetsMatrix of project, years – “the ask”
Project Year1 Year2 Year3 Total
1. Standardized IT Practices
$ 11,500 $ 1,500 $ 1,500 $ 14,500
2. Shared Online Workspace
$ 50,000 $ 45,000 $ 45,000 $140,000
3. Consolidated Online Database
$ 66,500 $103,000 $ 78,000 $247,500
4. Administrative Operations
$ 0 $ 22,000 $ 6,000 $ 28,000
Total $128,000 $171,500 $130,500 $430,000
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Goal: Organizational StabilityProject: Standard IT Practices
Guidelines for privacy & professionalism
Standard computers & applications
Remote access & smartphones
Backups & archives for critical data
Shared calendars, contacts & docs
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Goal: Better CollaborationProject: Shared Online Workspace
Move files to more secure storage
Make key docs & media more accessible
Segregate public files from proprietary ones
Create staging & archiving space for website & social media
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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=86901
http://i.cmpnet.com/custom/backup_recovery/assets/InformationWeek-Analytics-NWC-Backup-Restore.pdf
Online 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.
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Right-Sourcing Your Technology Decisions
Options & Basic Steps
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How can I get the right expertise, at the right cost, to make technology work better for my organization?
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Goal: Rationalized CostsProject: Realigned Our Roles & Rates
Volunteers & Whoever Hidden costs, uncertain
reliability OK for minor, non-
critical needs
Scheduled Support Part-time consultant,
regular visits Best from small shop
supporting .orgs like you
Outsourced Services Medium-large firms,
financially stable Best for integrated
products & support
Full-Time IT Staff If just one – beware! Consider technical
manager of services & vendors
Which roles best fit your needs?
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Goal: Efficient OperationsPossible Project: Core to the Cloud
Migrate data & get trained
Identify core apps & benefitsEmail, accountingSecurity, access, cost
Compare vendorsEmail: Google, MicrosoftAccounting: Financial Force, NetSuite, Blackbaud
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Breakout Exercise
Right-Source with Vendors, Volunteers or Staff
Join up in groups of 4-6. Pick 2 technology-enabled
goals from the last breakout. Decide right-sourcing for
both. Be ready to defend! Remember: viewpoints,
zones, outcomes, schedule, budget
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Basic Steps … and More Examples
Focus on more complex projects Pick a solution and a vendor Follow four steps systematically
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Specify
Needs
Solicit Alternatives
Decide on Solution
Engage Vendor
Evaluating Technical Options
AvoidConsider
Recommend
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Goal: Engaging the CommunityPossible Project: Website Content
Select software for web content managementOpen Source: Joomla!, Drupal, WordpressCommercial: Convio, Alfresco
Identify staffing plan – who does ongoing updates?
Consider implementing CMS with website redesign
Plan for the transition!
WebsiteBlog
Comment
Forum Page
Poll
Story
Tool for low-tech admin of web content
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More Information …Web Content Management Systems (CMS)
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
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.php
http://iainstitute.org/tools/
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Goal: Deep Knowledge of AudiencesPossible Project: Constituent Database
Select vendor for CRM - Constituent Relationship Management
Identify existing dataProcure & configure CRM
software or serviceMigrate existing dataGet trained on usage
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Goal: New Connections, New PatronsPossible Project: More Social Media
ObjectivesAudienceIntegrationTools and TacticsMeasurement
AudienceObjective
One Wayemail
Search EngineAds
SocialListening
ConversationConnecting
HomebaseWeb Site
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Basic process … Don’t skip steps!
Specify Needs
Solicit Alternatives
Decide onSolution
Engage Vendor
Analyze Needs
Prioritize
Requirements
InvestigateAlternatives
Target Solutions
Solicitation
EvaluateSolutions
SelectVendor
NegotiateTerms
SignContract
ContractFinal Proposal
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Final Exercise: Self-Assessment
Your Organization, The Past 12 Months
Strategic plans enabled by smart use of technology
Four viewpoints: technology, people, information, process
Project with targets for business zone, outcomes, schedule & budget
Deliberative decisions on right-sourcing Four key steps in selecting a solution & vendors