art of technology: core technical services
DESCRIPTION
The core technical services portion of the Art of Technology curriculum designed with support from the Mellon Foundation.TRANSCRIPT
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The Art of Technology
The Art of Technology is made possible by generous funding from the Andrew W. Mellon Foundation
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CORE TECHNICAL SERVICESThe Art of Technology
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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