Tech Planning Toolkit 20MAR12
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Transcript of Tech Planning Toolkit 20MAR12
TechSoup Technology Inventory and Planning Toolkit
Contents
Worksheet 1: Desktop Hardware and Printer Inventory......................................................................................................................................................................... 1
Worksheet 2a: Software License Inventory........................................................................................................................................................................................... 2
Worksheet 2b: Standard Image Sample Worksheet.............................................................................................................................................................................. 3
Worksheet 3a: Networking Equipment Inventory.................................................................................................................................................................................. 5
Worksheet 3b: Server Inventory........................................................................................................................................................................................................... 5
Worksheet 4a: Internet Connection Hardware Inventory...................................................................................................................................................................... 6
Worksheet 4b: Internet Service Provider.............................................................................................................................................................................................. 6
Worksheet 5: Website........................................................................................................................................................................................................................... 6
Worksheet 6: Cloud and Other Service Inventory................................................................................................................................................................................. 7
Worksheet 7: Tech Support Contact Information................................................................................................................................................................................... 8
Worksheet 8: Staff Skills and Training Needs Inventory........................................................................................................................................................................ 9
Worksheet 9: Policy Checklist............................................................................................................................................................................................................. 10
Worksheet 10: Technology Budget...................................................................................................................................................................................................... 11
Worksheet 11: Technology Assessment.............................................................................................................................................................................................. 12
Worksheet 12: Strategic Technology Plan Template........................................................................................................................................................................... 13
Worksheet 1: Desktop Hardware and Printer Inventory
# DEPT OR INDIVIDUALS COMPUTER
LOCATION MAKE ANDMODEL
OPERATING SYSTEM
SOFTWARE MONITOR, KEYBOARD, MOUSE
PRINTER
Client (Joe) Dell XP203 Win XP Pro SP2 Office 2010
1
2
3
4
5
6
7
8
9
10
TechSoup Technology Inventory and Planning Toolkit2
Worksheet 2a: Software License Inventory
SOFTWARE LICENSE INVENTORY
CATEGORY SOFTWARE NUMBER OF LICENSES
NUMBER OF COPIES
INSTALLED
PRODUCT KEYS LOCATION OF INSTALLATION CD (IF APPLICABLE)
Operating System
Office Productivity
Calendar and Scheduling
Database
Antivirus and Anti-Spyware
Security
Backup and Recovery
Analysis, Reporting and Evaluation
Finance and Accounting
Web Browsers
Multimedia, Layout, and Design
Relationship Management (CRM)
Fundraising
Human Resources and Volunteer Management
Other
TechSoup Technology Inventory and Planning Toolkit3
Worksheet 2b: Standard Image Sample Worksheet
(Note: staff titles and software for each role are for illustration purposes).
It can be very helpful to have a "standard image", a pre-defined set of software that is installed on each computer. This means that everyone has the same basic software, and you have a handy checklist to refer to whenever you get a new employee or a new computer.
CATEGORYSOFTWARE (INCLUDE
VERSION)
ROLE: EXECUTIVE DIRECTOR
ROLE: PROGRAM MANAGER
ROLE: FINANCE/ ACCOUNTING
ROLE: ADMINISTRATIVE
ASSISTANTROLE:
VOLUNTEER
Operating System Windows 7 X X X X X
Office Productivity Microsoft Office 2010 X X X X X
Email Microsoft Outlook 2010 X X X X X
Calendar and Scheduling
Microsoft Outlook 2010 X X X X X
Database FileMaker Pro X X X
Antivirus and Anti-Spyware
Norton Antivirus X X X X X
Security X X X X X
Backup and Recovery
Mozy X X X X X
Analysis, Reporting and Evaluation
Business Objects X
Finance and Accounting
Quickbooks Pro X
Web Browsers Internet Explorer
Mozilla Firefox
X X X X X
TechSoup Technology Inventory and Planning Toolkit4
CATEGORYSOFTWARE (INCLUDE
VERSION)
ROLE: EXECUTIVE DIRECTOR
ROLE: PROGRAM MANAGER
ROLE: FINANCE/ ACCOUNTING
ROLE: ADMINISTRATIVE
ASSISTANTROLE:
VOLUNTEER
Multimedia, Layout, and Design
X X X X X
Relationship Management (CRM)
X X
Fundraising X X
Human Resources and Volunteer Management
X X X
Other For example, instant messaging (IM), web conferencing, file sharing and collaboration, project management
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Worksheet 3a: Networking Equipment Inventory
NETWORKING EQUIPMENT
MAKE AND MODEL IP ADDRESS ALIAS CORE FUNCTIONS
LOCATION ADDITIONAL INFORMATION
(IF ANY)
Worksheet 3b: Server Inventory
SERVERS
MAKE AND MODEL IP ADDRESS ALIAS OPERATING SYSTEM
DOMAIN ADDITIONAL INFORMATION
(IF ANY)
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Worksheet 4a: Internet Connection Hardware Inventory
INTERNET CONNECTION HARDWARE
EQUIPMENT TYPE
(FOR EXAMPLE, CABLE MODEM)
MAKE/MODEL LEASED OR OWNED?
Worksheet 4b: Internet Service Provider
INTERNET SERVICE PROVIDER
SERVICE PROVIDER CONTRACT TERM SPEED
(UP/DOWN)
ACCOUNT OR CUSTOMER
NUMBER
USERNAME AND PASSWORD
COST PER MONTH
Worksheet 5: Website
INTERNET SERVICE PROVIDER
WEBSITE NAME DOMAIN NAME REGISTRATION
COMPANY
DOMAIN NAME REGISTRATION
EXPIRATION DATE
HOSTING COMPANY
RELATED USERNAMES AND PASSWORDS
RELATED SOFTWARE USED TO MANAGE WEBSITE
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Worksheet 6: Cloud and Other Service Inventory
CLOUD AND OTHER SERVICE INVENTORY
VENDOR NAME SERVICE DESCRIPTION USERNAME AND PASSWORD
SERVICE EXPIRATION DATE
COSTS (PER MONTH OR PER USAGE)
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Worksheet 7: Tech Support Contact Information
TECH SUPPORT CONTACT INFORMATION
VENDOR NAME SERVICE DESCRIPTION CONTACT INFORMATION ACCOUNT/ CUSTOMER ID NUMBER SUPPORT/ SERVICE EXPIRATION DATE
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Worksheet 8: Staff Skills and Training Needs Inventory
List all the technical skills of your staff and volunteers - e.g. writing HTML, social media, good at using Excel. These are a resource, just like your actual technology is.
Staff Skills
NAME SKILLS
Also provide a high-level summary of training needs. You don't need to identify specific individuals' training needs here, but do list any general areas where training could be helpful.
Training Needs
TECHNOLOGY AREA TRAINING NEEDS
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Worksheet 9: Policy Checklist
This list includes the basic policies your organization should have in place. The highest priority policies are:
POLICIES DATE CREATED LAST UPDATED LOCATION WHO KEEPS IT UP TO DATE AND AUTHORIZES
CHANGES?
PRIORITY
Acceptable use policy, including email , internet, and mobile usage policy
High
Data privacy and security policyHigh
Disaster PlanMedium
Other policies (will depend on your organization's needs)
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Worksheet 10: Technology Budget
Enter items based on your technology budget and priorities.
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ITEM 2012 2013 2014 NOTES
Hardware
Software
Support and maintenance
contracts
Cloud or other hosted services
(website domain name and
hosting, SaaS)
Services (consultants, advisors)
Ongoing costs
Training
Staffing
Other
Total
Worksheet 11: Technology Assessment
Based on your review of technology assets, assess your organization’s technology strengths and challenges. Data is included for illustration purposes.
TECHNOLOGY AREA STRENGTHS CHALLENGES
Infrastructure Computers are old and slow. Workstations are not networked.
Software Website was recently updated, making it easier to learn about our services and for donors to donate online.
No central database - information is scattered around organization in different places
Skills Most staff could benefit from additional technology skills training.
Contractor Relationships Good relationship with company that built website, they have given us an ongoing maintenance contract for a reasonable cost
Attitudes towards technology (management, staff, clients, board, funders, donors)
Board is very comfortable with technology and pushing us to improve in this area. Donors are increasingly giving online.
Most staff are comfortable with their current processes and are reluctant to change. Hard to get funding for technology projects.
Resources (where you go to learn about technology or get help)
Other
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Worksheet 12: Strategic Technology Plan Template
Overview
This section is intended to provide an overview of your organization and its strategic goals. It is also intended to make a link between your strategic goals and your technology goals. How will technology further your organization's mission? What is your long-range vision for technology use?
About Our Organization
A quick description of what your organization does, who it serves, and what its mission is.
Organizational Goals
A bulleted list of the goals/ objectives in your organization's current strategic plan. If you don't have a current strategic plan, a list of program areas and projects could be included here.
Technology Goals
Your strategic goals and your technology goals should be linked.
For example: Our three departments serve the same client base, but currently have no mechanism to share client contact information, client history, and client needs. Sharing information is crucial to making accurate referrals and giving advice to clients. Sharing contact information will also dramatically increase efficiency. In order to allow staff from all departments to view all information about a client, we will develop a shared database that tracks information about each client. Given the nature of our work, security will be a high priority. We will train selected staff in the use of the database, so they can efficiently document and research interactions with clients in one location.
This can also be done in table format as outlined in the following example:
Goals from strategic plan Technology related goals
Improve service to clients by making it easier for staff in all program areas to work together on client cases.
Upgrade organizational database systems so that they can be used as an integrated case management system across all program areas.
Increase number of volunteers. Create monthly e-newsletter that informs supporters of happenings and volunteer opportunities in our organization.
And so on ...
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Technology Assets
This section describes the current state of technology within your organization. It is a high-level summary of the information you gathered in your inventory. Sample data included for illustration purposes.
Item Description Planned Changes
Desktop and laptop computers Four desktop computers. All are P4 systems running Windows purchased in 2005.
Replace in late 2012 with new machines.
Printers One black and white laser printer shared amongst all four computers.
Servers N/A N/A
Internet connection Dedicated ADSL connection
Network No current local network
Software Windows XP Operating System, Office 2010
Planned upgrade to Windows 7 in 2011
Email and Communications Microsoft Outlook
Website Website created in 2005, no major updates since that time
Outreach Email
Facebook page
Email newsletter planned
Additional Information
Provide additional information about technology needs.
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Technical Skills
List all the technical skills of your staff and volunteers - e.g. writing HTML, social media, good at using Excel. Also list any major training needs.
High Priority Technology Projects
Based on your mission, needs, and priorities, list the high-priority projects you plan to work on over the next 2-3 years. For each area, consider:
How will this project help you meet your organization goals? How much it might cost (high level estimate) What are the other work and costs you will have to make this happen - e.g. training, data migration, new
infrastructure, market research on donors How you can use your strengths to assist you
Describe the technology-related tasks you plan to complete, as well as their benefits. What will this project enable your organization to do that you could not do before?
Description: Establishing a local area network. We currently have 10 independent workstations, with no network connecting them. This project will set up a peer-to-peer, local area network for these 10 computers.
Benefits: We have several departments that all keep data about the same clients. Currently, these departments have no way to access each other's records. A local area network would allow all staff to input and access data in one database which is shared across the network. Having one database will save time that is now wasted in multiple entries of the same data and will create one accurate source for all client information.
Tasks
What tasks will it take to complete this project? Listing the tasks will be extremely useful in establishing a timeline and beginning the implementation.
Three sample tasks associated with setting up a local area network might be:
Lay down wiring Configure workstations Train staff to access shared files over the network
Action Plan
This section provides a high level list of all of the tasks required to implement your technology plan.
Name Task Due by
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Technology Budget
This section provides a high level technology budget.
Item 2012 2013 2014 Notes
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