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Tech Planning Toolkit 20MAR12
Tech Planning Toolkit 20MAR12
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
LOCATION
OPERATING SYSTEM
SOFTWARE
PRINTER
Client (Joe)
Dell XP203
Office 2010
1 2 3 4 5 6 7 8 9 10
Operating System Office Productivity E-mail 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
CATEGORY
ROLE: VOLUNTEER
Operating System Office Productivity Email Calendar and Scheduling Database Antivirus and AntiSpyware Security Backup and Recovery Analysis, Reporting and Evaluation Finance and Accounting Web Browsers
Windows 7 Microsoft Office 2010 Microsoft Outlook 2010 Microsoft Outlook 2010
X X X X
X X X X
X X X X
X X X X
X X X X
X X
X X
X X X X
X Mozy X
X X
X X
X X
X X
Business Objects
Quickbooks Pro
CATEGORY
ROLE: VOLUNTEER
Multimedia, Layout, and Design Relationship Management (CRM) Fundraising Human Resources and Volunteer Management Other For example, instant messaging (IM), web conferencing, file sharing and collaboration, project management
X X X
X X
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
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
High Acceptable use policy, including email , internet, and mobile usage policy High Data privacy and security policy Medium Disaster Plan
Hardware
Software
Cloud or other hosted services (website domain name and hosting, SaaS)
Ongoing costs
Training
Staffing
Other
Total
TECHNOLOGY AREA
STRENGTHS
CHALLENGES
Infrastructure Software Website was recently updated, making it easier to learn about our services and for donors to donate online.
Computers are old and slow. Workstations are not networked. No central database - information is scattered around organization in different places Most staff could benefit from additional technology skills training. Good relationship with company that built website, they have given us an ongoing maintenance contract for a reasonable cost 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.
Attitudes towards technology (management, staff, clients, board, funders, donors) Resources (where you go to learn about technology or get help) Other
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 Upgrade organizational database systems so that they all program areas to work together on client cases. 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 ...
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 Desktop and laptop computers Description Planned Changes
Four desktop computers. All are P4 Replace in late 2012 with new systems running Windows machines. purchased in 2005. One black and white laser printer shared amongst all four computers. N/A Dedicated ADSL connection No current local network Windows XP Operating System, Office 2010 Microsoft Outlook Website created in 2005, no major updates since that time Email Facebook page Email newsletter planned Planned upgrade to Windows 7 in 2011 N/A
Printers
Outreach
Additional Information
Provide additional information about technology needs.
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.
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
Technology Budget
This section provides a high level technology budget. Item 2012 2013 2014 Notes