Tapping Technology for Your Nonprofit
Tapping Technology for Your Nonprofit
About Us `
Paula Jones,
`
Chris Limerick,
`
Sean Watson,
Technology Director, N.C. Center for Nonprofits Advisory Board Member, RTPnet and Board Member, Chapel Hill - Carrboro YMCA Technology Consultant, netCorps
Agenda `
`
`
` ` `
Assessment and planning Principles of budgeting Total cost of owning technology Training and technical support Evaluation related to technology Put our heads together!
Technology surrounds us...
`
DO ◦ ◦ ◦ ◦ ◦ ◦ ◦
Take the time to do it right! Involve Everyone (information vs decisions) Create goals AND measures Create strategies to achieve the goals Write them down, POST them, and value them Review them regularly Get support
`
DON’T ◦ ◦ ◦ ◦ ◦ ◦ ◦
`
`
Rush the process Have the “important people” create them Create goals without metrics Create goals without strategies to achieve them Keep them in your brain and always put them last Have the attitude, “Phew, that’s done forever!” Go it alone
Vision: Create a passionate connection with your vision Mission: Ask everyone, “What is our mission, and why is it important to you personally?”
`
Values: How do we believe in doing our work?
`
List (or create) your organizational goals ◦ 10 Years (“I have a dream”) – 3 goals
◦ 3-5 Years (The average IT lifecycle) – 5 goals ◦ 1 Year (This year we will…?) – 10 goals `
Create Use Cases (How do we accomplish our work on a daily/weekly/monthly/yearly basis?)
` ` `
1 Scribe + 40 Voices = Brilliance Get grounded in non-it goals and strategies Dream and brainstorm how technology could be used to achieve and implement ◦ Interns and volunteers are huge here ◦ No negatives, only ideas, create as a group
`
In process, have the scribe record:
◦ Recurring themes, they just keep coming up ◦ The most exciting ideas (according to the group) ◦ Ideas that align (everyone is yelling YES)
`
◦
`
◦
`
◦
`
`
`
`
Technology for the 10-year goals
Large Scale Systems: Databases, web-based solutions, network infrastructure, servers
Cyclic View – Technology Lifecycle
Clients hardware and software, some server software, external media, backup systems
Immediate View – Triage, NOT Band-aids What’s working, what’s missing, what’s not working – Productivity & user experience
Choose one of your organizations to work with, a scribe, and a speaker (4 Min) Connect with Your Vision and Mission (2 Min) Choose (or create) A 10 , 3-5, or 1 Year Goal from Your Actual Strategic Plan (4 Min) Brainstorm and Choose One IT Goal to Support that Goal – Only Additive Thinking
Budgeting Basics
Budget for Your Needs `
Invest in appropriate telecommunications equipment (such as telephones, voice mail, and fax machines), up-to-date, compatible computer hardware and software, and Internet access to enhance its ability to achieve its mission.
Costs & Responsibilities
Hidden costs and responsibilities are never immediately visible.
What’s hidden?
20-30% =
70-80% =
Purchase Research Time and Cost Security / Laptop Theft Down Time Re-installing Software Disposal of Confidential Data Network Configuration Backups Time Spent Managing Many Vendors Software Security Updates Printer Configuration Maintenance Contracts / Hourly Fees
Budgeting `
Total Cost of Ownership (TCO)
Purchase price + Long-term costs + Support
`
Total Value of Ownership (TVO) ◦ Improved work processes ◦ Results ◦ Staff morale
Preventive Budgeting `
Allocate Money Annually (TCO) ◦ Hardware: Workstations, Printers, Peripherals
◦ Software: Acquisition, Upgrades, Support, Training ◦ Training: Internal Systems, New Tools & Options ◦ Support: Maintenance, Troubleshooting
Preventive Budgeting `
Determining value (TVO) ◦ Costs (lost productivity): x Hard Costs + Soft Costs
◦ Benefits (morale):
x Efficiency, Effectiveness
Hardware `
`
`
Budget for support – for network and workstations. Can contract with a vendor that charges by the hour or charges a flat annual fee. Either way, hardware support should appear as a line item in your technology budget.
Software ` `
` `
Standardize! If you buy new computers, make sure to choose software versions that are compatible with your existing computers. Budget for occasional upgrades. Save money - Buy nonprofit licenses. ◦ Offered at TechSoup, CDW and other retailers.
Replacements `
`
`
Create a hardware cycling schedule. Count on replacing them every three or five years. Prices range from $700 to $1,000 for a network ready computer.
Train Your Staff ` `
`
`
Budget time for staff training. Make it task-specific with immediate on-the-job application. Short mini-lessons are more valuable than hours of software training.
www.flickr.com/photos/cambodia4kidsorg
Identify staff interested in being mentors for other staff.
Put Your Heads Together! `
With your group, create a simple budget that will include your total cost of ownership.
Your Findings
Guidelines `
1:50 maximum support ratio
`
3-5 year hardware replacement cycle
`
`
Technology costs > 10% of your organizational budget 30:70 Expense Rule
◦ 30% Equipment/Software/Service ◦ 70% Support/Training/Maintenance
Final Thoughts and Questions?
Contact Us! Paula Jones 919.790.1555 [email protected] www.ncnonprofits.org Chris Limerick [email protected] Sean Watson 919.373.4234 [email protected] www.netcorps.org
Resources
Technology A national look `
`
Provided by Nonprofit IT Staffing: Budgets, Salaries, Training and Planning, an NTEN Report, conducted with The Nonprofit Times. In this report:
◦ small organizations: budgets less than $500,000 ◦ medium sized organizations: $500,000 - $3 million ◦ large organizations: $3 million - $10 million ◦ very large organizations: more than $10 million
Technology Planning
Average Spending by Org. Size
No Capital Budget
Average Capital Budget
IT Discretionary Budget
Average Discretionary Budget
IT Training by Org. Size
Tech Atlas, TCO & ROI Resources: http://www.npower.org/resources/tools/
About Us `
Paula Jones,
`
Chris Limerick,
`
Sean Watson,
Technology Director, N.C. Center for Nonprofits Advisory Board Member, RTPnet and Board Member, Chapel Hill - Carrboro YMCA Technology Consultant, netCorps
Agenda `
`
`
` ` `
Assessment and planning Principles of budgeting Total cost of owning technology Training and technical support Evaluation related to technology Put our heads together!
Technology surrounds us...
`
DO ◦ ◦ ◦ ◦ ◦ ◦ ◦
Take the time to do it right! Involve Everyone (information vs decisions) Create goals AND measures Create strategies to achieve the goals Write them down, POST them, and value them Review them regularly Get support
`
DON’T ◦ ◦ ◦ ◦ ◦ ◦ ◦
`
`
Rush the process Have the “important people” create them Create goals without metrics Create goals without strategies to achieve them Keep them in your brain and always put them last Have the attitude, “Phew, that’s done forever!” Go it alone
Vision: Create a passionate connection with your vision Mission: Ask everyone, “What is our mission, and why is it important to you personally?”
`
Values: How do we believe in doing our work?
`
List (or create) your organizational goals ◦ 10 Years (“I have a dream”) – 3 goals
◦ 3-5 Years (The average IT lifecycle) – 5 goals ◦ 1 Year (This year we will…?) – 10 goals `
Create Use Cases (How do we accomplish our work on a daily/weekly/monthly/yearly basis?)
` ` `
1 Scribe + 40 Voices = Brilliance Get grounded in non-it goals and strategies Dream and brainstorm how technology could be used to achieve and implement ◦ Interns and volunteers are huge here ◦ No negatives, only ideas, create as a group
`
In process, have the scribe record:
◦ Recurring themes, they just keep coming up ◦ The most exciting ideas (according to the group) ◦ Ideas that align (everyone is yelling YES)
`
◦
`
◦
`
◦
`
`
`
`
Technology for the 10-year goals
Large Scale Systems: Databases, web-based solutions, network infrastructure, servers
Cyclic View – Technology Lifecycle
Clients hardware and software, some server software, external media, backup systems
Immediate View – Triage, NOT Band-aids What’s working, what’s missing, what’s not working – Productivity & user experience
Choose one of your organizations to work with, a scribe, and a speaker (4 Min) Connect with Your Vision and Mission (2 Min) Choose (or create) A 10 , 3-5, or 1 Year Goal from Your Actual Strategic Plan (4 Min) Brainstorm and Choose One IT Goal to Support that Goal – Only Additive Thinking
Budgeting Basics
Budget for Your Needs `
Invest in appropriate telecommunications equipment (such as telephones, voice mail, and fax machines), up-to-date, compatible computer hardware and software, and Internet access to enhance its ability to achieve its mission.
Costs & Responsibilities
Hidden costs and responsibilities are never immediately visible.
What’s hidden?
20-30% =
70-80% =
Purchase Research Time and Cost Security / Laptop Theft Down Time Re-installing Software Disposal of Confidential Data Network Configuration Backups Time Spent Managing Many Vendors Software Security Updates Printer Configuration Maintenance Contracts / Hourly Fees
Budgeting `
Total Cost of Ownership (TCO)
Purchase price + Long-term costs + Support
`
Total Value of Ownership (TVO) ◦ Improved work processes ◦ Results ◦ Staff morale
Preventive Budgeting `
Allocate Money Annually (TCO) ◦ Hardware: Workstations, Printers, Peripherals
◦ Software: Acquisition, Upgrades, Support, Training ◦ Training: Internal Systems, New Tools & Options ◦ Support: Maintenance, Troubleshooting
Preventive Budgeting `
Determining value (TVO) ◦ Costs (lost productivity): x Hard Costs + Soft Costs
◦ Benefits (morale):
x Efficiency, Effectiveness
Hardware `
`
`
Budget for support – for network and workstations. Can contract with a vendor that charges by the hour or charges a flat annual fee. Either way, hardware support should appear as a line item in your technology budget.
Software ` `
` `
Standardize! If you buy new computers, make sure to choose software versions that are compatible with your existing computers. Budget for occasional upgrades. Save money - Buy nonprofit licenses. ◦ Offered at TechSoup, CDW and other retailers.
Replacements `
`
`
Create a hardware cycling schedule. Count on replacing them every three or five years. Prices range from $700 to $1,000 for a network ready computer.
Train Your Staff ` `
`
`
Budget time for staff training. Make it task-specific with immediate on-the-job application. Short mini-lessons are more valuable than hours of software training.
www.flickr.com/photos/cambodia4kidsorg
Identify staff interested in being mentors for other staff.
Put Your Heads Together! `
With your group, create a simple budget that will include your total cost of ownership.
Your Findings
Guidelines `
1:50 maximum support ratio
`
3-5 year hardware replacement cycle
`
`
Technology costs > 10% of your organizational budget 30:70 Expense Rule
◦ 30% Equipment/Software/Service ◦ 70% Support/Training/Maintenance
Final Thoughts and Questions?
Contact Us! Paula Jones 919.790.1555 [email protected] www.ncnonprofits.org Chris Limerick [email protected] Sean Watson 919.373.4234 [email protected] www.netcorps.org
Resources
Technology A national look `
`
Provided by Nonprofit IT Staffing: Budgets, Salaries, Training and Planning, an NTEN Report, conducted with The Nonprofit Times. In this report:
◦ small organizations: budgets less than $500,000 ◦ medium sized organizations: $500,000 - $3 million ◦ large organizations: $3 million - $10 million ◦ very large organizations: more than $10 million
Technology Planning
Average Spending by Org. Size
No Capital Budget
Average Capital Budget
IT Discretionary Budget
Average Discretionary Budget
IT Training by Org. Size
Tech Atlas, TCO & ROI Resources: http://www.npower.org/resources/tools/
