community it innovators - it planning and budgeting webinar 052313

IT Planning & Budgeting

May 23, 2013

Community IT Innovators Webinar Series

Presenters:

Matthew Eshleman

Johan Hammerstrom

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About Community IT

Community IT Innovators partners with nonprofits to help them solve their

strategic & day-to-day IT challenges.

Strategic

Proactive approach so you can make IT decisions that support your

mission and grow with you

Collaborative

Team of over 40 staff who empower you to make informed IT choices

Invested

We are committed to supporting your mission, and take care of your IT

network as if it were our own

Nonprofit focus

Worked with over 900 nonprofits since 1993

About the Presenters

Matthew Eshleman

Chief Technology Officer

meshleman@communityit.com

@meshleman

Johan Hammerstrom

Chief Operating Officer

jhammerstrom@communityit.com

@hammerstromj

Agenda

I. Governance

II. Strategy

III. Assessment

IV. Budget Guidelines

Affirmation

• Technology is important, your organization

should make it a priority

• Focusing on technology brings significant

value to your organization

The essentials that ensure that IT

sustains and extends the mission.

revised ITGI, 2012

I. Governance

1. Leadership

2. Organizational Structures

(2a. IT Director/CIO)

3. Processes

Governance Essentials

Getting buy-in…

• Educate leadership in an inclusive way

• Be patient, be persistent

• Walk leadership through different scenarios

• Tell some good stories

• Set realistic expectations

PrioritizingII. Strategy

Strategic Plan

1) Maintain the Status Quo

2) Change

a) Size (# of staff)

b) Scope (# of programs)

c) Scale (# of locations, constituents)

III. Assessment

• Set expectations about the assessment and

what will result

• Review YTD Budget to Actuals, prev Year

• Talk to staff

• Try to keep it ongoing over time

Assessment Categories

• Policies

• Capacity

• Security

• Staffing and Support

Enterprise Architecture

- Simple way of mapping business processes to applications and systems

- A lot of applications may be in the cloud or linked to other applications

Business Process Business Process Business Process

Function 1 Function 2 Function 3

Application

Platform

Hardware

Enterprise Architecture

- Simple way of mapping business processes to applications and systems

- A lot of applications may be in the cloud or linked to other applications

Business Process Business Process Business Process

Email File Sharing CRM

Application Exchange Windows Salesforce

Platform OrgSrv01 OrgSrv02 Salesforce

Hardware VirtualHost1 VirtualHost2 N/A

budgetIV. Guidelines

RUN / GROW / TRANSFORM

IT Budget SpreadsheetYear 1 Year 2 Year 3 Year 4 Year 5

Run

Grow

Transform

IT Budget SpreadsheetYear 1 Year 2 Year 3 Year 4 Year 5

Run

Internet 1000 1100 1500 1500 1500

Software 2500 2000 2000 2000 2000

Hardware 12000 0 0 12000 0

Email 1200 600 600 600 600

Services 5000 8000 8000 8000 8000

Grow

O365 4000

Web 20000

CRM updates 10000 5000 5000

Transform

CRM 25000

Hardware

• Network

– Switches

– Firewall

• Servers

– Cloud

– Virtualization & consolidation

Hardware• Workstations

– Replace every 3-5 years

– Align with your funding

– Cascade down to interns, volunteers

• Laptops

– Replace every 3 years

– Support contract and warranty

• Budget for eCycling!

Software• Hosting

– Host locally?

– Migrate to the cloud?

• Routine upgrades

– Upgrade server OS

– Upgrade Office version

Security

• Backup

– Local devices

– Hosted service

• Anti-virus

– Local software

– Email & Web filtering

• Passwords

Ongoing Contracts• Understand Contract & Renewal Process

• Internet Services

– Internet Connection

– Web-hosting

– Domain name

• Annual Support Contracts

– Hardware

– Software

People

• IT Support:

– In-house

– Volunteer

– Support firm

• Training to use software

• IT Acceptable Use Policy

Resource Link

Article: A Strategic Approach to IT Budgeting

By Donny Shimamoto

http://www.journalofaccountancy.com/Issues/20

12/Mar/20114439.htm

Upcoming Webinar

June 20

Bring Your Own Device (BYOD)

f

Presenter

Johan Hammerstrom

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http://www.communityit.com

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