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Developing a Technology Plan: Key to Getting Needed Funds By Radha Pillai Manager, Agency Relations United Way of New York City Economically strapped nonprofits are struggling to catch up with advances in technology. Executive directors and staff are realizing the need for computers, networked systems, and connectivity to the Web sooner than they ever imagined. Fortunately, many foundations, companies, and government have funds available for nonprofit agencies' technology upgrades. A well-written technology plan highlighting the needs of the organization is often a basic requirement when preparing an "RFP" (Request for Funding Proposal). Long-range and strategic planning are necessary for all agencies. Such planning enables agencies to prioritize and concentrate their efforts in order to reach their goals quickly and effectively. Unfortunately, many organizations fail to include technology as part of the planning process. The quality and efficiency of services provided by an agency often depend highly on the technological capacity of the organization. How well an organization uses technology can sometimes make or break its mere survival. For the past two years, as an AmeriCorps* VISTA member of Team TECH New York [now called TEAMing for TECHnology of New York City], I helped more than ten nonprofits in the New York City area develop technology plans. Some of these agencies were able to use their plans to procure funds for technology upgrades. Others are in the process of preparing RFP's for technology funding. In this article I hope to share the knowledge I gained over the two years. Agencies desiring technology plans are left with two options. One is to hire a technical consultant. The other is to develop the plan internally. If you want to develop one on your own, here are some basic steps to follow. 1. Title Page The title page of your Technology Plan must contain the agency's name, address, telephone number, fax number, e-mail address, Web address if any, and name and title of contact person (usually the executive director). It should also include the details of the person who prepares the plan and the date of preparation. The date is especially important to a technology plan because it can become obsolete in a matter of months. 2. Mission Statement/Introduction This is usually a brief (two to ten sentence) description of the agency's history and mission. 3. Departments and Programs List the departments and/or programs, giving a brief description of services provided. Provide the number of employees in each department. If the agency is very small, say total of two employees, just list their titles and the services provided by the agency. Make sure to include the number of customers served by the agency on a yearly basis as well as demographics, such as gender, age, race, ethnicity, whether your clients are homeless, living with HIV/AIDS and other relevant information. It is often helpful to describe the community setting where your agency is located. 4. Current Technology Structure/Inventory List the number of computers, printers, types of software, network if any, locations, and their current usage. Generally, a table is preferred with comments column. Comments could include "not working" or "need upgrade". 5. Technology Goals This is a list of needs and wants of staff. Today's wants could be tomorrow's needs. To arrive at this list, all or as many staff members as possible should be interviewed. You need to thoroughly understand their day-to-day activities. If more than one person is doing similar functions, try to talk with all of them. You will get different perspectives from each individual. Often the staff will tell you what they like about their job, what they find challenging, and where technology could help their work. After the interviews your role is to differentiate between wants and needs. Consider what technical changes would help to strengthen the services provided to your clients and/or make staff more efficient. Technology goals should be grouped into two categories -- short-term and long-term. Short-term goals are the ones that need to be attained within six months to a year. Long-term goals are those that can wait for a year or more. 6. Recommendations It is always useful to talk with a technical expert to discuss different options. Consider the needs first and then the wants. If the project is too expensive for the agency, break it down into two or three phases -- "necessities" as phase one, "helpful additions" as phase two, and "wish list" as phase three. Necessities could include, for example, upgrading RAM, purchasing additional computers, and acquiring or developing and installing new software. Listing cost estimates is helpful; however, computer equipment costs are plummeting rapidly and estimates need constant review. If possible, do a budget. Prioritize the items. Make sure to include expenses for installation of phone lines and recurring access fees. If a LAN/WAN (Local Area Network/ Wide Area Network) is needed, include set-up charges, wiring, furniture, facility needs, and the cost for an in-house technology specialist or consultants. Also include staff development/training, workshops, travel expenses, course registration fees and needed materials. Keep Your Plan Updated Any plan you prepare today must be revisited and updated on a routine basis. Once you develop your first technology plan, updating it will be a simple but necessary task. |
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