Nonprofits often struggle with planning and budgeting for IT expenses. Since IT often falls under overhead expenses, it is difficult to allocate funding for it.
Johan Hammerstrom, Chief Operating Officer, and Matthew Eshleman, Chief Technology Officer, talked about what you need to consider as you start to plan and budget for IT expenses.
Key Questions:
What are the ongoing IT costs you should budget for?
What are fixed IT costs that will be coming up in the next year?
How do you plan and budget for IT staff?
The Codex of Business Writing Software for Real-World Solutions 2.pptx
Community IT Innovators - IT Planning and Budgeting Webinar 052313
1. IT Planning & Budgeting
May 23, 2013
Community IT Innovators Webinar Series
Presenters:
Matthew Eshleman
Johan Hammerstrom
2. Webinar Tips
• Ask questions
Post questions via chat
• Interact
Respond to polls during webinar
• Focus
Avoid multitasking. You may just miss the best part of the presentation
• Webinar Powerpoint & Recording
Powerpoint and recording links will be shared after the webinar
3. 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
4. About the Presenters
Matthew Eshleman
Chief Technology Officer
meshleman@communityit.com
@meshleman
Johan Hammerstrom
Chief Operating Officer
jhammerstrom@communityit.com
@hammerstromj
6. Affirmation
• Technology is important, your organization
should make it a priority
• Focusing on technology brings significant
value to your organization
7. The essentials that ensure that IT
sustains and extends the mission.
revised ITGI, 2012
I. Governance
9. 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
11. Strategic Plan
1) Maintain the Status Quo
2) Change
a) Size (# of staff)
b) Scope (# of programs)
c) Scale (# of locations, constituents)
12. 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
14. 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
15. 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
21. 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!
22. Software
• Hosting
– Host locally?
– Migrate to the cloud?
• Routine upgrades
– Upgrade server OS
– Upgrade Office version
23. Security
• Backup
– Local devices
– Hosted service
• Anti-virus
– Local software
– Email & Web filtering
• Passwords
24. Ongoing Contracts
• Understand Contract & Renewal Process
• Internet Services
– Internet Connection
– Web-hosting
– Domain name
• Annual Support Contracts
– Hardware
– Software
25. People
• IT Support:
– In-house
– Volunteer
– Support firm
• Training to use software
• IT Acceptable Use Policy
26. Resource Link
Article: A Strategic Approach to IT Budgeting
By Donny Shimamoto
http://www.journalofaccountancy.com/Issues/20
12/Mar/20114439.htm
28. Next Steps
• Connect with us
Twitter, Google+, Linkedin and Facebook.
http://www.communityit.com
• Provide feedback
Short survey after you exit the webinar. Be sure to include any
questions that were not answered.
• Missed anything?
Link to slides & recording will be emailed to you.