Tech Planning: A Critical Process for Nonprofits
By: Brendan Scanlon, 08/28/03

For the past two decades, organizations operating within the for-profit sector that have stayed abreast of the virtually continuous advancements in information technology have been rewarded with wider profit margins and increased operational capacity. It is unfortunate that the adoption of these advancements has been slower within the nonprofit sector, as the same efficiencies can be used by nonprofits to greatly increase their respective impact within the community. This article outlines some of the steps that have proven to be effective in increasing agencies' technical capacity over the years. 

Before delving into the details of each individual step, it is important to note that technology is merely a means to an end. The technology planning process is fundamentally an effort to harness the power of new technology to further the mission of a nonprofit. Therefore, it is vital that an organization has a clear, well-understood mission before undertaking a technology planning initiative.

Formation of a Technology Committee

While it might be possible that a single individual has the breadth of knowledge and the time necessary to complete the technology planning process alone, experience has shown that the end result benefits from being the product of a team effort. Since an organization's technology plan will have far-reaching effects, input from every group or department is critical. This broad participation ensures that the wants, needs, and concerns of each group within the organization are being addressed. It is, however, important that a balance be struck between wide representation and manageability of the group's size. Typically, a technology committee should have between three and ten members, depending on the size of the organization.

Determination of a Technology Vision

In many respects, a well-appointed technology committee first proves its worth during the determination of the organization's technology vision.  Because of the varied points of view its members hold, all facets of the organization can be considered and a meaningful vision can be established. A technology vision is a statement of where the organization wishes to go in terms of its technological capabilities. This statement should be formed with an eye toward how these increased capabilities will further the mission of the organization as a whole. A well-formed technology vision commonly takes between three and five years to realize.

Assessment of Current Technology

Once the committee has decided where it wishes the organization to go, and stated so within the technology vision, a proper assessment of the organization's technological capabilities is in order. A thorough inventory must be taken of all equipment possessed by the organization. Processor speeds, software versions, network connection speeds, age, number of users, and the like must be recorded for each computer, server, copier, and fax machine that the organization is currently using. Not only does this exercise pinpoint the organization's level of capacity, but also often reveals untapped technical resources or, in some cases, the hopeless obsolescence of some equipment.

Enactment and Fulfillment of the Plan

With the assessment of current technology completed and a vision for the future firmly in place, your starting and desired ending points have been clearly defined.  It is then a matter of getting from where you are to where you want to be.  This is much easier said than done. There will certainly be challenges along the way, but the organizations that have been most successful in the past have had a plan with concrete objectives, such as equipment purchases, network building, or website redesigns.  While each individual step enhances an organization's technical capacity, it also inevitably brings it one step closer to the realization of the larger vision.  The more details that can be attached to each objective, the better the outcome.  Costs, due dates, persons responsible, and sources of funding are all important to include.

Of course, money is always a factor in the determination of technology upgrades. It is difficult to divine the associated costs of such things as tech support, training, repairs, and upgrades. A common rule of thumb is that 30% of all technology expenditures should go toward new purchases, while the remaining 70% should be allocated to support this new hardware and software.

Evaluation of the Outcomes

Due to the constant evolution in information technology, it would be insufficient for an organization to take part in the technology planning process just once. A technology plan and its outcomes must be periodically reviewed.  An annual review is most common. This review allows the vision contained within the plan to be viewed in light of both newly available technologies and recent developments within the organization. It serves as a chance to verify that the stated technology vision is still worth pursuing. If the vision is found to be deficient, it can be adjusted, and the course toward it reset. The review also serves as a forum in which the technology committee can discuss mistakes made or knowledge gained during the past year. This information exchange encourages adoption of best practices and fosters greater efficiency in the future.

Writing the Plan

In the end, all the information gathered by the technology committee should be compiled into a single document - a technology plan. This document can be used as a guide for the organization and as a tool for pursuing outside funding and assistance.  The detail presented in a technology plan will help convince potential donors that any assistance shall be put to good use.

The experience of the I Have a Dream Foundation of Boulder County, CO is a case in point: "The technology planning process enabled us to prioritize and focus our efforts and resources appropriately. The technology plan was also used to present to funders and the I Have a Dream Board of Directors to approve the hiring of a part-time IT manager."

The I Have a Dream Foundation stands as witness to the value of the methods described within this article and is just one of the organizations that have met success with the applied techniques. It is hoped and believed that any organization that applies these techniques will have dramatic successes stories of their own.