Presentation tips and tools for technology planning

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Tips and Tools for Technology PlanningJuly 20, 2010Audio is only available by calling this number:Conference Call: 866-740-1260; Access Code: 6339392

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Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392

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• Streaming into Second Life• This seminar will be available on the

TechSoup website along with past webinar presentations:– www.techsoup.org/go/webinars

• You will receive a link to this presentation, material and links.

• After the webinar, you can ask follow-up questions in the Tech Planning Forum:– http://bit.ly/cjKyo6

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Tips and Tools for Technology Planning

Sponsored by

Presenters: Kendra Morgan & Elliot Harmon


Today’s Speakers

Facilitator: Kami Griffiths, TechSoupAssisting with chat questions: Kevin Lo, TechSoup

Elliot HarmonTechSoup

Kendra MorganWebJunction


Agenda

The value of a tech plan The dangers of not having a tech plan When it should done Who should be involved The tech planning process TechAtlas Success stories


The Value of a Technology Plan • Create a path to the future• Establish expectations • Fulfill state/federal/grantor

requirements


TechSoup Donations & Your Fiscal Year • http://bit.ly/fiscalyear


flickr.com/inky

Dangers of Poor Technology Planning


flickr.com/wurz

Dangers of Poor Technology Planning• "tyranny of the urgent"


flickr.com/editor

Dangers of Poor Technology Planning• "tyranny of the urgent“• small picture focus


Inspired by Ed Granger-Happ


flickr.com/johnjack

Dangers of Poor Technology Planning• "tyranny of the urgent“• small picture focus• not ready for natural or

man-made disasters

• http://bit.ly/tsdisaster


How Often Should Planning Be Done

Planning cycles may vary based on organizational needs

Consider these:• Long range, strategic planning cycle• Grant, funding planning cycles• Fiscal year planning needs


How Often Should Planning Be Done

Planning and responding to the plan is a year-round

process.


flickr.com/dunechaser

Your Technology Team


flickr.com/sayonara


• accidental techie vs. purposeful techie


A major issue the Accidental Techie has with her responsibilities (however informal they may

be) is that they conflict with her core job function. Not everyone is a natural born

multitasker, but the Purposeful Techie puts in place parameters that allow her to balance competing needs. It’s basic, but scheduling time in her calendar for maintenance and

individual computer-user assistance at appropriate intervals in the day, week, or

month will bring order to the support role and create boundaries.

- Mark Shaw

http://bit.ly/purposefultechie


flickr.com/sanjoselibrary


• accidental techie vs. purposeful techie

• working with volunteers and consultants(and not wasting their time)

• http://bit.ly/techvols


flickr.com/cardoso

Assessing your Current Infrastructure• focus on the problem,

not the solution (yet)


What is the current workflow?What need is not met by the current workflow?

Who is impacted?

flickr.com/mandyxclear


The Process of Creating a Plan

Plan contents (can vary)• Mission and Vision• Historical statement• Goals, Objectives and Activities• Budget• Evaluation


Technology Plan Goals• They emerge because of

what you know about your community or clientele.

• Are intentions that are directed toward particular clientele or particular topics.

• Are more specific than a vision statement.

• Are different from objectives in that they are not connected to a timeline.


Technology Plan Objectives

• Can be crossed off when finished.

• State who will do what and when.

• Are measurable, precise timetables for action.

• Stem directly from the goals; there may be multiple objectives for each goal.


Get SMART!

Write SMART goals and objectives to create a clear plan.


pecific: is it clear what needs to be done?

easurable: are there specific measurements to gauge success?

ttainable: are there sufficient resources, staff time, budget to achieve?

elevant: does it support the library’s mission?

imebound: when should it be completed or measured?


Goal and Objective Example

Goal 1: Expand and enhance public and staff access to electronic information resources through our website.

Objectives:a.Replace the library’s web server and software by August of 2010.b.The outreach coordinator will develop marketing materials to promote the site and aim to increase traffic to the site by 20% after 6 months.c.The head of reference will establish a list of website competencies for staff and will offer 2 training sessions to familiarize staff with the resources on the library’s site by October 2010.


Budgeting

Challenges• Not knowing what costs will be or

where funding is coming from.• Providing enough details to satisfy

decision makers and reviewers.

Err on the side of 1-year planning with the budget.


flickr.com/jinglesthepirate

Implementation (the three P’s)


hased schedule


hased schedule

ublicize changes


hased schedule

ublicize changes

rain the staff


hased schedule

ublicize changes

lease train the staff


Evaluation

Helps to identify how you can improve and where you have succeeded!


How can TechAtlas help?

• Creates a “container” for your technology plan.

• Has links to resources and suggestions.

• It is still just a tool, like a car. You need lots of other components/resources to make it go!


TechAtlas


One of the most critical purchases that we made was the

Data Protection Manager (DPM) software for doing shadow copy/replica backups of our files … This

advantage became especially important during the September 2008 windstorms when our Liberty Street

location was without power for four days. We were still able to be partially operational because the site's data

was protected at another location and was restorable to another server.

http://bit.ly/foodbankplan


ResourcesGeneral Tech Planning Resources• Tech Beginner's Guide http://bit.ly/tsguide• Planning for Success (TechSoup for Libraries cookbook)

http://bit.ly/planningsuccess• Disaster Planning and Recovery Guide http://bit.ly/tsdisaster• Tech Planning forum http://bit.ly/techplanforum• NCVS: Technology Planning for Nonprofits and Public Libraries

http://bit.ly/ncvstechIT Staffing and Mission Alignment• John Merritt and Steve Heye: Forget the Tech, Let's Talk Mission

http://bit.ly/forgetthetech• Mark Shaw: The Purposeful Techie http://bit.ly/purposefultechieTechnology Assessment and Asset Management• Managing Your Organization's Technology Assets http://bit.ly/npmanagementBudgeting for Technology• Total Cost of Ownership http://bit.ly/totalcost• Foundation Center: Grants for Technology http://bit.ly/techgrantTechnical Volunteers• Working with Technical Volunteers http://bit.ly/techvols

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Questions?

Submit your questions using the chat box.


Continue the Discussion…

• Additional questions can be answered by posting in the Tech Planning Forum:– http://bit.ly/cjKyo6


Get the Most Out of TechSoup

• At TechSoup, you’ll find a range of technology services to help your nonprofit:

– Read helpful articles in our Learning Center– Request donated software, hardware, and

online services– Join our community forums to learn from

your colleagues– Browse upcoming events and conferences


Upcoming Webinars

• Business Planning for Nonprofits and Libraries – Thursday, July 22, 11 a.m. Pacific time

• Microsoft Office 2010: What’s in it for Nonprofits and Libraries – Tuesday, July 27, 11 a.m. Pacific time


Thank you to our Webinar Sponsor!

ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week.

For more information: pages.readytalk.com/techsoup.html

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Thank you! Please complete the post event survey!

Kami Griffiths, [email protected], 415-633-9392

Education

Presentation tips and tools for technology planning