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Managing ict final
- 1. M a n a g in g IC T Miles Maier Twitter @LasaICT Ian Runeckles Lasa To join the conference freephone 0800 229 0094 PIN: 986965 Then press #6 to mute your
- 2. • Funded by DfE via Children England • Capacity building CYP knowledge of ICT • Series of 6 webinars on technology http://lasa.eventbrite.co.uk www.childrenengland.org.uk/overview/1584
- 3. About Lasa • 25+ years in the sector • Technology leadership, publications, events and consultancy • www.lasa.org.uk/ict • Welfare Rights • www.rightsnet.org.uk
- 4. Managing ICT • manage your organisation’s technology • developing a technology strategy • where to go for impartial technology help • discount and donation schemes • funding ICT Outcome: improving organisational ICT to support your service delivery
- 5. Audience Poll #1 What is your main area of responsibility? •CEO •Management •Information technology •Finance/Administration •Other
- 6. Audience Poll #2 What size of organisation are you from? •£5m - £10m •£1m - £5m •£501k - £1m •£101k - £500k •£26k - £100k •Under £25k
- 7. Audience Poll #3 Number of people in your organisation using IT services (including staff and volunteers)? •1-10 •11-25 •26-50 •51-100 •Over 100 •We do not employ any staff
- 8. Audience Poll #4 Who provides internal IT support? •I am the internal IT support •we have an internal person •volunteer or Trustee •we use an external company •we don’t have anyone
- 9. Managing ICT - IT disconnect IT is usually somewhat of a black sheep for managers and trustees •techies speak a different language •don’t know what it is you don’t know •perceive IT as doing its own thing •lack of time or desire to fully understand IT
- 10. Managing ICT – IT Disconnect Techies tell us: •People assume that technology is a cure-all •People think IT is about fixing computers •People think organisational IT is simple However: •technology is an Enabler •IT must support People and Processes •communicate goals and expectations to IT
- 11. Audience Poll #5 Consider the following statement: “I have a clear understanding of our organisation’s mission and strategic plan.” Do you: •Strongly Agree •Agree •Neutral •Disagree •Strongly Disagree
- 12. Managing ICT: Fix the disconnect Q. How does IT enable, facilitate, or otherwise contribute to the achievement of your goals? C. Through the IT Strategy •Understand your organisation’s mission and goals •Understand role IT plays in helping your organisation achieve its goals:
- 13. Managing ICT: The IT Strategy Typical IT Strategy headings: •Organisation mission and goals •Timescale •How technology will meet those aims •Standards, policies, procedures •Technology projects •Schedule and costs www.ictknowledgebase.org.uk/itstrategyframework www.ictknowledgebase.org.uk/businessstrategy
- 14. Managing ICT: Health-check Baseline information on IT needs and gaps DIY health-checks •www.ictknowledgebase.org.uk/healthchecklists •Or www.ictchampions.org.uk Inventory •Belarc advisor - www.belarc.com •Spiceworks - www.spiceworks.com •IT Handbook www.ictknowledgebase.org.uk/techhandbook
- 15. Managing ICT: Risk Increasing dependence on technology, requires identification, assessment, and mitigation of IT- related risks •Management – understand IT risks to the org •IT – help managers understand options www.ictknowledgebase.org.uk/riskassessment
- 16. Managing ICT: Investing What’s our IT investment model? Use Gartner’s Run-Grow-Transform model: •RUN = keep the organisation running •GROW = projects and initiatives improving organisational efficiencies and effectiveness •TRANSFORM = providing new products or services
- 17. Audience Poll #6 Which organisation are you? IT Budget Run Grow Transform Org A 80% 20% 0% Org B 60% 30% 10% Org C 50% 30% 20% None of the above Not sure
- 18. Managing ICT: Resources Strategy and planning • www.ictknowledgebase.org.uk/strategyplanning Backing-up data • www.ictknowledgebase.org.uk/backupstrategy Budgeting • www.ictknowledgebase.org.uk/calculatingtechnologybudge Policies and procedures • www.ictknowledgebase.org.uk/acceptableusepolicy
- 19. Audience Poll #7 Do you allow staff to use their own devices (mobiles, tablets, laptops) on your network? •Yes •No
- 20. Audience Poll #8 Do you have policies and procedures in place to manage Bring Your Own Device (BYOD)? •Yes •No
- 21. Managing ICT: BYOD Not about whether BYOD should happen, because it is, but how to manage it Business benefits: •cost savings, staff satisfaction, productivity gains, business continuity Business risks: •assume the worst and plan for it! •staff will work around, even if you tell them not to •staff value convenience more than security •assume USB drives will be lost and you will never know
- 22. Managing ICT: BYOD Managing BYOD: •Be proactive and assess needs for your organisation •Security - set appropriate access controls (who really needs access) Policy •BYOD is not standalone - fits with HR and terms of employment, codes of conduct, confidentiality, data protection, etc Education •Staff are your frontline – educate them about acceptable use Enforcement •Windows Intune PC management & security in the cloud http://bit.ly/Qk3tUc •www.ictknowledgebase.org.uk/byodnightmare
- 23. Audience Poll #9 Does your organisation take advantage of discounted or donated products? •Yes •No
- 24. Donations, Discounts, Free IT Volunteers •IT4C - www.it4communities.org.uk Software * •Donated: www.ctxchange.org •Discounted: www.ictknowledgebase.org.uk/charitysoftwaresuppliers Free and Open Source alternatives •OpenOffice - www.openoffice.org •Anti-virus - www.avg.com/gb-en/homepage
- 25. Free and low cost tools • Toolbox of online tools: www.ictknowledgebase.org.uk/onlinetools • Collaborate, file storage/sync, organise events, arrange meetings, timelines, photo editing, etc • Flexible, pay as you go, any device with a web browser
- 26. Funding ICT Funders tell us: “Your project can use technology to help our beneficiaries, but it can’t be about the technology itself” Directory of Social Changewww.dsc.org.uk /Publications/FundingWebsites NCVO www.ncvo-vol.org.uk/advice-support/ict/research Funding tech tipswww.advocacynet.org /modules/fck/upload/file/buildingyouricthouse/Finance.pdf/
- 27. ICT help and support • AbilityNet - www.abilitynet.org.uk • Charity Technology Trust – www.ctt.org • Know How Non Profit - www.knowhownonprofit.org/ • Idealware - http://idealware.org/ • NTEN – www.nten.org/
- 28. Lasa ICT help and support Lasa ICT Knowledgebase • over 470 articles on all aspects of ICT • www.ictknowledgebase.org.uk Lasa Suppliers Directory • only trusted suppliers listed • www.suppliersdirectory.org.uk UKRiders discussion list • over 500 experts • http://ukriders.lasa.org.uk/
- 29. Lasa ICT help and support eBulletin • free to subscribe, monthly roundup • www.lasa.org.uk/lasa/mailing-lists/ Events • programme of IT conferences and webinars • www.lasa.org.uk/ict/lasa-technology-events-and-co Consultancy • project management, strategy • www.lasa.org.uk/ict/consultancy/
- 30. Summing up…. This webinar is a conversation starter: •Understanding contribution of technology to the organisation’s service delivery •Improving use of technology •Improving alignment of technology with the business plan
- 31. Coming up next…. • 11 July – Data Protection (Paul Ticher) • 18 July – Social Media (Paul Webster) Sign up at: http://lasa.eventbrite.co.uk/ Follow us at: @LasaICT and @childrenengland
Notes de l'éditeur
- MUTE ALL CALLERS EXCEPT IAN R (##) PRIVATE HEAD COUNT (#9) RECORD CALL (#8) Welcome and Introductions (IR) > NEXT SLIDE > About these webinars
- About Children England and this webinar series Thank you to our funders, DfE via Children England, who are enabling us to present these webinars to you free of charge. Children England are the government’s strategic partner for children, youth and families organisations in the non-profit sector. You can find out more by following the link at the bottom of this presentation: www.childrenengland.org.uk/overview/1584 This project is about capacity building ICT knowledge in the CYP sector and, Lasa as Children England’s technical partner, is delivering a series of 6 workshops * 3 in the summer – managing ict, data protection and social media * and 3 from mid-September onwards with cloud tools, websites and e-safety And the link to find out more about that is http://lasa.eventbrite.co.uk
- 3. Orientation (IR) HANDOVER CHAIR FROM IR REMINDER TO MUTE/UNMUTE #6
- Thank you Ian, good morning everybody and welcome. My name is Miles Maier, and in my 6 years at Lasa I’ve been a circuit rider, ICT Champion and IT consultant, working with organisations of all shapes and sizes. This morning we’re going to look at the building blocks of managing ICT, with our goal being to improve the delivery of our organisation’s service delivery, with our ultimate beneficiaries being the communities we serve. So, now you’ve heard about Children England, Lasa and the webinar programme, let’s start with some audience participation and some quick questions about you and your organisations. NEXT SLIDE > Poll #1
- In our consultancy experience we often find a disconnect between technology, managers and the organisation’s goals. So when we talk to people about the disconnect, managers say things like: I don’t understand technology or what it does for us, I just want it to work. Or, I don’t have the time energy to think about technology along with everything else. Or even, I have no idea what our IT person does or why – which comes up more often than you’d think. >NEXT SLIDE >Challenges
- The other side of the disconnect is this: If you are the internal IT person, the message we frequently get is that: managers don’t communicate what they want from IT you’re just there to keep it running. managers think organisational IT is as simple as personal IT. Right? Wrong! Most of us can manage without a computer at home if we really had to. But can your organisation manage without computers for a day or a week? Or what if you get locked out of your own system by a disgruntled ex employee and have no email for 5 weeks? Yes, that really happened, and no the answer wasn’t simple or cheap! So fixing the disconnect is about solving these communication issues. And that means figuring out how technology can help your organisation meets its goals, whether that’s to reduce bullying at school, or you run a youth group, or a health project for young people. And moving forwards what I want to FOCUS ON is: remember technology is an Enabler IT must support People and Processes communicate goals and expectations to IT NEXT SLIDE > Audience Poll #5
- This question is the first step in fixing the disconnect and thinking about how technology can support our organisation. We need to understand what our organisation’s mission is, who it strives to serve and why. Once we understand that we can start thinking about the technology resources we need to deliver our organisation’s mission and goals. NEXT SLIDE > FIXING THE DISCONNECT
- So, having asked if we understand our organisation’s mission, we now ask: How does IT enable, facilitate, or otherwise contribute to the achievement of your goals? And the answer will be different for each organisation. If you’re a membership organisation your primary technology needs may be about managing your members, communicating with them, and organising them to come to events, etc. If you’re a small playgroup in Cornwall run by volunteers and part-timers, basic co-ordination may be the issue, such as sharing calendars, putting your files in a central place, and so on. And the way we answer those questions is through the IT strategy, which will look at your IT needs and gaps, and how you plan to answer those challenges. So let’s look at putting together a basic IT strategy. NEXT SLIDE > The Strategy
- Our first step is to focus on the need and the how. We’re not even asking which tools or technologies or how much it costs – we are asking what technology needs do we have. Typical headings: mission and goals – we looked at those earlier timescale for achieving our strategy plan – typically 3 years given how quickly the sector, IT and life in general move how technology will meet those our aims – increased org flexibility, more robust systems, better communications, better use of staff time standards (data protection), policies (AUP), procedures (who does the back-up and when) Technology projects (ie replace our servers which will be at end of life in the next 6 months) Schedule and costs – how much will this cost? phased investment? NEXT SLIDE > THE HEALTH-CHECK
- Baseline information on IT needs and gaps DIY health-checks www.ictknowledgebase.org.uk/healthchecklists Or www.ictchampions.org.uk Inventory Belarc advisor - www.belarc.com Spiceworks - www.spiceworks.com IT Handbook www.ictknowledgebase.org.uk/techhandbook NEXT SLIDE > RISK
- What are the risks inherent in our current IT strategy? Management should – Help IT understand critical business operations and the implications of technology-related failure or disruption Scenario: What happens if you loose data because you haven’t backed up? Or if someone takes all the passwords with them? Or your premises flood? IT should – Help executive management assess the IT-related risks and understand the options for mitigating those risks Bad things do happen and the Objective should be: To manage (not eliminate) IT-related risk to an acceptable level for the organisation. Knowledgebase link – risk assessment template
- Before thinking about the annual IT budget, we need to think strategically about our IT spend and the kind of organisation we want to be. Gartner’s model provides a very good framework for thinking about this. NEXT SLIDE > Poll #6
- In our experience the usual ratio is 80% - 20% - 0% or Organisation A. But for an org that does a lot of digital delivery or is based in the cloud you might find the ratio is 50/30/20 None of these spending patterns are ―wrong. They just represent different types of IT roles/investment that organisations need to deliver their services. Now, notice what we’ve done here. We’ve been concentrating on broad/strategic questions such as: What are the organization’s goals? What is IT’s role in delivering our organisation’s services? How are we managing IT-related risks? Does our investment in IT match what we need it to do help us deliver services? > NEXT SLIDE: RESOURCES
- So, before we wrap up on the strategic side of ICT, here are some great resources to get you started on better managing ICT. Strategy and planning Backing-up data Budgeting Policies and procedures OK, that concludes the strategic side of managing ICT. Next we’re going to look at a more practical side of ICT that people frequently ask us about. Yes, it’s the Bring Your Own or BYOD nightmare! > NEXT SLIDE: BYOD
- Conversation is not about whether BYOD should happen, because it already is, but how to manage it. IT is being driven by end users who want to use their personal devices on your network. Question is how to manage the process sensibly and securely. Benefits of BYOD: Location – home, travelling etc Time – part time workers, job sharers Flexible working Risks: 1. Assume the worst! 75% of organizations have suffered data loss from negligent or malicious insiders. 2. Assume staff will use their personal devices on your network, even if they are told not to. More than 50% of employees use portable devices to take confidential data out of their companies every day. 3. Assume staff value convenience more than security. If a security policy is overly cumbersome or inconvenient, employees will find a way around it. Don't underestimate the ingenuity of employees looking to circumvent procedures that slow them down. 4. Assume that USB flash drives will be lost and you will never know. Losing a £10 USB flash drive can be even worse than losing a laptop. Stolen or lost laptops are reported, £10 USB flash drives are quietly replaced. Use encrypted flash drives or don't use them at all, right now only 35% of companies enforce data encryption on company issued devices.
- Issues: Equality – not all employees can afford smart devices, laptops etc – how do you solve? If needed as part of the job then employers should provide – may provide choice of devices If not, then have to accommodate personally owned How do you manage moving data from network to personal clouds? (like Dropbox) Education vital – documents are company owned not personal Security Understand your data Set appropriate access controls – who really needs access Enforcement Windows Intune PC management & security in the cloud - http://www.microsoft.com/en-gb/windows/windowsintune/pc-management.aspx Perform security and management tasks remotely from a web-based console Help secure PCs from malware and virus threats with endpoint protection. Deploy most updates and line of business applications through the cloud. Greater performance and security with available Windows 7 Enterprise upgrade. £7.25 per month per machine
- NEXT SLIDE > DONATIONS AND DISCOUNTS
- News flash: From 30 September, specialist charities such as housing associations will lose their voluntary status and will be reclassified under the public sector licensing agreement. Microsoft’s licensing changes mean that organisations will only qualify for academic-level discounts if they receive over 10% of their revenue from donations. However, organisations that receive the majority of their funding from public sector contracting will see prices rise by up to four times. Obviously, this needs to be decoded in more detail, so follow us on Twitter @LasaICT NEXT SLIDE > FREE AND LOW COST TOOLS
- SCREEN SHARE THIS LINK www.ictknowledgebase.org.uk/onlinetools NEXT SLIDE > Funding ICT
- Also… GrantFinder, FunderFinder – available at many CVSs or local libraries NEXT SLIDE > ICT HELP AND SUPPORT
- NEXT SLIDE > LASA ICT HELP AND SUPPORT
- SCREENSHARE: www.ictknowledgebase.org.uk www.suppliersdirectory.org.uk NEXT SLIDE > LASA ICT HELP AND SUPPORT
- NEXT SLIDE > SUMMING UP
- The questions we’ve asked today are conversation starters. None of the questions are technical. Starts with recognising IT is an increasingly integral part of any organization – that’s why you’re here today. Everyone should leave the discussion with improvement in mind: – Improving their understanding of how technology contributes to the organisation delivering its services – Improving the alignment of IT’s activities with the organization’s mission; – Improving the communication between the IT leader and executive management NEXT SLIDE > COMING UP
- END PRESENTATION THANK YOU EVERYONE FOR YOUR TIME TODAY, WE HOPE IT WAS USEFUL. BEFORE YOU GO WE HAVE A COUPLE OF ANNOUNCEMENTS TO MAKE: WE HOPE TO MAKE THIS PRESENTATION AND THE AUDIO RECORDING AVAILABLE FOR DOWNLOAD VERY SHORTLY, WE’LL LET YOU KNOW WHEN ITS AVAILABLE. FORTHCOMING WEBINARS PLEASE COMPLETE THE WEBINAR EVALUATION HANDOVER TO IAN R FOR WRAP AND THANK YOUS