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Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Presented by David DombroskyCarnegie Mellon’s Center for Arts Management and
Technology
October 1, 2010
Tech Planning for Really Smart People
(who just don’t have time to plan)
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
A technology plan is a framework for selecting the
appropriate technology tools to achieve strategic objectives efficiently and effectively.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
• Acceptable Use Policies
• Budget
• Timeline
• Appendices
• Business Analysis
• Hardware/Software Inventories
• Network Services & Inventory
• Support Plan
• Facilities Plan
Components of a Technology Plan
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
MissionGoals
Strategies
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
MissionGoals
Strategies
Applications/Tools
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
MissionGoals
Strategies
Applications/Tools
Infrastructure
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Planning is an opportunity to improve existing
processes.
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Planning creates organizational learning.
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Planning enables the organization to effectively
target resources.
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Planning establishes a framework and process for
making decisions.
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Planning provides a basis for fundraising.
Why plan for technology?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
A technology plan will help an organization save
money.
True or False?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
You don’t need to be an expert in technology to write a
technology plan.
True or False?
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
ACT
PLAN
STUDY
IMPLEMENT
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
ACT
PLAN
STUDY
IMPLEMENT
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
ACT
PLAN
STUDY
IMPLEMENT
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
ACT
PLAN
STUDY
IMPLEMENT
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
ACT
PLAN
STUDY
IMPLEMENT
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Total Cost of Ownership
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
TCO: Consider the Following...
• The initial costs of the hardware and software.
• Costs for the initial deployment and employee training.
• On-going maintenance fees for software updates and upgrades as well as help-desk support.
• Expenses related to system and network maintenance, backup and other data protection services.
• Costs associated with downtime.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
$$ for Training, Software Updates
$$ for Support,
Maintenance
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Conducting a Business Analysis
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Business Analysis
•Aligns the technology strategy with mission and/or goals
•Clarifies how your organization or company works to achieve those goals
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Conducting a Business Analysis
1.Identify current business processes.
2.Describe your process improvement objectives.
3.Identify processes that might benefit from technology solutions.
4.Establish success measures.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identify current processes.
•List in order the tasks associated with the process.
• Identify owner and key contributers of each task.
•Describe why the process currently works this way.
• Identify any technology currently being used for the process.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identify process improvement objectives.
•Identify the processes that need improvement.
•For each process you identify, describe why the process needs to be improved.
•Describe in detail your plan for improving the process.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identify technology strategies to support improvement goals.
•Be specific about the strategies.
•Describe the affected processes and parties.
•Provide justification.
•Define a desired implementation deadline.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Establish success measures.
•Think quantitatively and be specific.
• Bad: Increase efficiency.
• Better: Joan Smith will spend at least 50% less time updating contact information in our database.
•Add the measures to your technology plan timeline.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Inventory• A complete inventory of your organization’s
technology equipment (both hardware and peripherals) as well as software.
• Include as much detail as possible.
• Mark each item with KEEP, UPGRADE or REPLACE.
• For each item you mark as REPLACE or UPGRADE, provide details and costs.
• Describe proposed new hardware, peripherals and software in detail, including costs.
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
QTY 2 1
ItemMacBook Pro
(Laptop)Thinkpad 365XD
(Laptop)
Brand Apple IBM
CPU2.2 GHz Intel Core 2 Duo
Pentium 120 MHz
OSMac OS X 10.5.1
(Leopard)Windows XP
RAM 2 GB 128 MB
HD 120 GB 20 GB
Internal Peripherals
CD/DVD-RW CD-RW
Monitor 20" 13"
Action Keep Replace
Hardware Inventory: Computers/Servers
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
QTY 1 1
ItemMiniMax External
Hard DriveLaserJet P3005
Brand Iomega HP
Networked? No No
If not networked,
which computer?
Allison Jordan’s Laptop
Greg Randall’s Desktop
Other 500 GBColor,
multifunction
Action Keep Keep
Hardware Inventory: Peripherals
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
QTY 2 8
Title Microsoft Office Microsoft XP
Type (OS, End-User, Server)
End-User OS
Description Office Productivity Windows OS
Version/Release 2004, 11.3.7 SP2
Compatible with what OS?
Mac OS X N/A
Computer(s) Finance DesktopsAll marketing, development
machines
Number Licensed 2 8
Licenses Needed 1 0
Action Keep Replace
Software Inventory
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
• Description of software and business process that will be supported.
• How many copies or licenses needed?
• How much does the software cost?
• Is this new software or a replacement? If replacement, what is it replacing?
New Software Itemization
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
• How does your organization currently track software and license information?
• Are these procedures appropriate and efficient?
• Describe any proposed software tracking procedures.
• Detail any costs associated with proposed procedures.
Software Tracking
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Identifying and Evaluating Technology
Tools
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Measure Twice,
Cut Once
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
EXAMPLE:
"When someone wants to order tickets from the Web site, they send us an email with their name, contact info, number of tickets and date of performance. We then call them back to get their credit card information, print their tickets and mail them out. Then we go into an Excel sheet and mark those seats as sold for that particular performance."
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Give Your Criteria Weight
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Criteria WeightChoice
1Choice
2Choice
3Choice
4Choice
5
Criteria 1 W1 A1 B1 C1 D1 E1
Criteria 2 W2 A2 B2 C2 D2 E2
Criteria 3 W3 A3 B3 C3 D3 E3
Criteria 4 W4 A4 B4 C4 D4 E4
Score A5 B5 C5 D5 E5
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Research
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
www.google.com/help/basics.html
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Word of Mouth
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
• Zen and the Art of Nonprofit Technology
• Gizmodo
• Engadget
• Lifehacker
• ReadWriteWeb
• Idealware
• Technology in the Arts
• TechSoup
• AppScout
• TechCrunch
• Wired
• NTEN
Tech Blogs
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Pick a Winner
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
What does it cost?•NEVER accept the first quote
•Research, research, research
•Off-the-shelf software and hardware costs are easy to estimate
•Development costs are more difficult
• Consult a technology expert
•Granularity ensures accuracy
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College
www.twitter.com/DDombrosky
David Dombrosky
Technology in the Artswww.technologyinthearts.org
www.twitter.com/TechInTheArts
Center for Arts Management & Technology
http://camt.artsnet.org