Creating a Comprehensive Technology Plan

Guidelines by US community technology specialist Terry Grunwald

Key Elements of a Tech Plan

• Mission/Audience/Goals
• Programme/Services
• Operations/Administration
• Connectivity
• Equipment
• Staffing
• Staff development/Training
• Maintenance/Administration/Upgrades
• Technical Support/Help Desk
• Equity issues ( a rationale for who gets what when)
• A Timeline
• Strategies for Implementing Change
• Budget
• Review and reporting process
• Clearly defined roles for consultant or volunteer

What should a Budget Include?

• Equipment costs
• Upgrades costs
• Software costs
• Setup charges - wiring, furniture, facility modifications
• Network access fees
• Service contracts and maintenance charges
• Staff Costs

And don’t forget...

• Insurance Coverage
• Operating Costs - phone lines, security, utilities, expendable materials (paper,toner, etc.)
• Personnel costs - in-house Technology Specialist, consultants, volunteer manager
• Staff Development - workshop/training costs, consultant fees, substitute pay, course, registration, materials, etc.
• Time Costs - the learning curve. Don’t expect instant productivity increases
• Cost Avoidance - sometimes efficiencies come through what you don’t have to spend

Create your Tech Wish List

• Recordkeeping: automate client records, mailing lists, donor lists, accounting system, specialised databases
• Publish: newsletters, brochures, papers, annual report, success stories, news as it happens. Heavy use of graphics?
• Connect: staff, board, volunteers, consultants, funders, affiliates, members,
• Participate with: networks & collaborators, other sectors, the media via the Net, conference calls, video conferencing

And more...

• Access to a computer & Net: on every desk?
• Get info: on LAN, Internet, online databases, library catalogues
• Present info in new ways: via multimedia presentations, Videos, Web site
• Work more flexibly: from home, while traveling
• Automate admin tasks: integrate machines
• Share common tasks: document sharing, access to the Net, calendars, internal e-mail

Consider other Technology Issues

• Security
• Confidentiality
• Virus Protection
• Back-up Utilities & Protocols
• Hardware and Software Standards
• Porn on the Net? Internet addiction
• Acceptable Use Policies (e-mail, etc.)
• Documentation

More here on developing a technology plan for an organisation