Tech Planning for Really Smart People

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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 Dombrosky Carnegie 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)

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Transcript of Tech Planning for Really Smart People

Page 1: Tech Planning for Really Smart People

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)

Page 2: Tech Planning for Really Smart People

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.

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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

Page 4: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Why plan for technology?

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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?

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MissionGoals

Strategies

Applications/Tools

Why plan for technology?

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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?

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Planning is an opportunity to improve existing

processes.

Why plan for technology?

Page 9: Tech Planning for Really Smart People

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?

Page 10: Tech Planning for Really Smart People

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Planning enables the organization to effectively

target resources.

Why plan for technology?

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Planning establishes a framework and process for

making decisions.

Why plan for technology?

Page 12: Tech Planning for Really Smart People

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Planning provides a basis for fundraising.

Why plan for technology?

Page 13: Tech Planning for Really Smart People

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A technology plan will help an organization save

money.

True or False?

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You don’t need to be an expert in technology to write a

technology plan.

True or False?

Page 15: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

ACT

PLAN

STUDY

IMPLEMENT

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Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

ACT

PLAN

STUDY

IMPLEMENT

Page 17: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

ACT

PLAN

STUDY

IMPLEMENT

Page 18: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

ACT

PLAN

STUDY

IMPLEMENT

Page 19: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

ACT

PLAN

STUDY

IMPLEMENT

Page 20: Tech Planning for Really Smart People

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Total Cost of Ownership

Page 21: Tech Planning for Really Smart People

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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.

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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

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Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Page 24: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Conducting a Business Analysis

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Business Analysis

•Aligns the technology strategy with mission and/or goals

•Clarifies how your organization or company works to achieve those goals

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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

Page 34: Tech Planning for Really Smart People

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

Page 35: Tech Planning for Really Smart People

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

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• 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

Page 37: Tech Planning for Really Smart People

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

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Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Measure Twice,

Cut Once

Page 39: Tech Planning for Really Smart People

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."

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Give Your Criteria Weight

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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

Page 42: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Research

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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

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Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Word of Mouth

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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

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Pick a Winner

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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

Page 48: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

Page 49: Tech Planning for Really Smart People

Presented by the Center for Arts Management and Technology (CAMT.Artsnet.org), Carnegie Mellon’s H. John Heinz III College

[email protected]

www.twitter.com/DDombrosky

David Dombrosky

Technology in the Artswww.technologyinthearts.org

[email protected]

www.twitter.com/TechInTheArts

Center for Arts Management & Technology

http://camt.artsnet.org