Technology Planning for Small Non-profits

#11NTCsmallplan

Kristin AndersonTony BrunswickDan Shenk-Evans

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Take-aways

1) Assigning IT responsibilities in a small org2) How to prioritize IT decision-making3) Basic Elements of IT Budget

Agenda

I. IntroductionsII. OverviewIII. Responsibility for ITIV. Prioritizing ITV. Basic elements of IT BudgetVI. Executing the BudgetVII.Closing

Speakers

• Kristin AndersonDirector of Operations, Congressional Hunger Center

• Tony BrunswickCOO, LIFT

• Dan Shenk EvansIT Director, Capital Area Food Bank

• Johan HammerstromVP Client Services, Community IT Innovators

small IT

responsibility

Affirmation

• Technology is important,your organization needs to be focused on it

• Focusing on technology brings tremendous value to your organization

responsibility

Ownership

• Someone has to own IT• They need to have authority• Executive leadership needs to support them

• Having a point person has an impact• What will fit with your culture?

responsibility

Getting buy-in…

• Educate leadership in an inclusive way• Be patient, be persistent• Walk leadership through different scenarios• Tell some good stories• Set realistic expectations

responsibility

Value of IT

a) Return on investmentb) Achieving the missionc) What your peers are doingd) Know what matters to leadershipe) Impact on job satisfaction and retention

responsibility

Dividing IT responsibilities

• Network Infrastructure• Databases and data assets– Financial– Fundraising : CRM– Programs

• Online communication– Web site & Social Media

responsibility

prioritizing

Assess the current state

• Prepare yourself to discuss IT• Set expectations about the assessment and

what will result• Review YTD Budget to Actuals, prev Year• Talk to staff• Try to keep it ongoing over time

prioritizing

Organizational strategy

• What is your strategic plan?• Look over the last 2-3 years, and 2-3 years

ahead• Growth, Reduction, New funding sources,

New programs, New locations

prioritizing

Now what?

• Understand your internal capacity• Pros/Cons of working with consultants

prioritizing

Consultant Pros

• Consultants have a wider range of skills• Can be more candid• Bring experience from many other

organizations

prioritizing

Consultant Cons

• Expendable – can be let go more easily, thus avoiding commitment to IT

• Variable – can be brought in at insufficient levels

• Potential trust issues• More expensive• Have to learn the business

prioritizing

budgeting

Hardware

• Network– Switches– Firewall

• Servers– Cloud– Virtualization & consolidation

budgeting

Hardware

• Workstations– Replace every 3-5 years– Align with your funding– Cascade down to interns, volunteers

• Laptops– Replace every 3 years– Support contract and warranty

• Budget for eCycling!budgeting

Software

• Hosting– Host locally?– Migrate to the cloud?

• Routine upgrades– Upgrade server OS– Upgrade Office version

budgeting

Security

• Backup – Local devices– Hosted service

• Anti-virus– Local software– Email & Web filtering

• Passwords

budgeting

Ongoing Contracts

• Internet Services– Internet Connection– Web-hosting– Domain name

• Annual Support Contracts– Hardware– Software

budgeting

People

• IT Support:– In-house– Volunteer– Support firm

• Training to use software• IT Acceptable Use Policy

budgeting

execution

Ensuring follow-through

• Assign clear owners within the organization• Meet regularly• Present results• Compare to budget

budgeting

www.citidc.com/ntc• this presentation• budget spreadsheet template • additional resources• contact info

Session EvaluationEach entry via text or web is a chance to win

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Session Evaluations Powered By:

TEXTText #NTCsmallplan

to 69866.

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