Technology As A Management Tool

1
Technology As A Management Tool

• Pat Sine
• Office of Educational Technology
• College of Human Resources, Education Public
  Policy
• University of Delaware

2
Topics

• Technology strategic planning
• Purchasing hardware and software
• Security
• Networking
• Your presence on the web
• Online communications tools

3
Technology Strategic Planning

• Strategic TechnologyPlanning

4
Elements of Strategic Planning
5
Pointers for Strategic Planning

• Keep focus on the goals of the organization
• Use the plan as an ongoing map not a task to be
  completed
• If you dont knowget an expert
• Question all experts!

6
Budgeting

• TCO Total Cost of Ownership
• 70 / 30 rule
• 30 - initial purchase of hardware, software and
  peripherals
• 70 -technical support, repairs, training and
  upgrades

7
Planning Resources

• Tech Soup www.techsoup.org
• Tech Atlas Online Tech Plan Development
  Tooltechatlas.org/tools/default.asp

8
Who are the Stakeholders?
9
Stakeholders

• Decision makers across the organization
• Clients to be served
• Staff and volunteers who will use the technology

10
Purchasing Hardware
11
The only reason to have a computer is to run
software.

• So decide on your general software needs first.

12
How do we measure?

• Bits
• Bytes

• Kilo 103
• Mega 106
• Giga 109
• Tera 1012
• Peta 1015

13
Basic Hardware Decisions

• What kind of machine?
• Windows or Macintosh?
• Desktop, laptop, tablet?
• Desktop and laptop?

14
Basic Hardware Decisions

• Processor type and speed
• Measured in GHz
• Dual, Quad and 8 Core
• Windows (1.8 to 2.4)
• Intel Core Duo Series
• AMD Athlon 64 X2 Dual-Core
• Mac (1.8 to 2.2)
• Intel Core 2 Duo processor

15
Basic Hardware Decisions

• Memory RAM
• Measured in MB or GB
• Preferably 1- 2 GB
• (some specs say 512, but weigh it against later
  update costs)

16
Basic Hardware Decisions

• Hard drive size
• Measured in GB
• 150 GB and up
• More in a desktop (price limitations)
• More to store multimedia

17
Basic Hardware Decisions

• Optical Drives
• DVD ROM CD R/W (the old way)
• CDRW/DVD Combo (2006)
• CD writer / DVD
• CD/DVD writer

18
Basic Hardware Decisions

• Connectivity
• Modem 56 Kbps (but for how long)
• Network card 1Gbps
• Wireless adapter 802.11b/g
• heading for 802.11n

19
Other Hardware Decisions

• Things you dont need to think about, much.
• Monitors DVI capable
• Mouse and keyboard
• Video cards
• Sound cards
• Modems
• Ethernet (network) connectivity
• Wireless access in a notebook

20
Even More Hardware Decisions

• What else?
• Backup devices and data transport
• CD-R, CD-RW, DVD /-RW
• Tape
• Thumb drive (pen, USB, flash, jump)
• Direct Attached Storage (e.g., Drobo)
• Printers, scanners, digital cameras

21

• The biggest mistake to avoid
• Waiting just one more week for the prices to drop
  and the technology to stabilize.

22
One More Hardware Decision

• What about recycled computers?
• www.techsoup.org/recycle/index.cfm
• TCO Total Cost of Ownership

23
Hardware Decisions
24
Choosing Software
25
Software Characteristics

• Compatibility
• Capability
• Stability
• Scalability
• Ease of Use
• Longevity and Support

26
Software Categories

• Commercial or purchased
• Free
• Open Source
• Shareware
• Freeware
• Public Domain

27
Whats Available For Free
Look for software at download.com or tucows.com
28
Whats Available For Free Online
29
Purchasing Software

• Donated and Discount Products for Nonprofits
• TechSoup Stock
• www.techsoup.org/stock

30
Using Online Apps

• Google Apps
• Free for Nonprofits
• www.google.com/a

31
What Else?

• Virus and Spyware Protection!
• AVG Antivirus free.grisoft.com
• Windows Defenderwww.microsoft.com/athome/security
  /spyware/software/default.mspx
• TechSoup Virus Protection Resource Page
• Firewall
• Built-in Windows Firewall
• Your wireless or network router

32
Databases Powerful, Somewhat more daunting, but
Priceless

• Capabilities
• Next step after spreadsheets for organizing data
• Can grow with the organization
• ebase and eTapestry
• Specifically for non-profits to conduct business

33
Software Decisions
34
Tech Skills
35
Tech Skills Considerations

• How will you train all your staff to use
  technology to improve productivity?
• How will you reward those who do excel and
  encourage those who shy away?
• As your operations become more computer-based,
  what will you do about technophobes?

36
Tech Skills Considerations

• Technology Literacy Benchmarks for Nonprofit
  Organizations(2002)
• www.benton.org/publibrary/stratcom/techlit.pdf
• Guidelines for assessing how the organization is
  managing technology and staff

37
Tech Skills
38
Security
39
Categories of Malware

• Infectious
• Viruses
• A program or piece of code that is designed to
  replicate itself and spread from file to file,
  usually attaching itself to applications.
  Replicates itself via the network or email.
• Worms
• A program or algorithm that replicates itself
  over a computer network without user intervention
  and usually performs malicious actions.
• Source Jeff MacArthur, commandNpodcast, October
  12, 2007

40
Categories of Malware

• Concealment
• Trojan Horses
• A destructive program that masquerades as a
  benign application.
• RootKits
• modifies operating system
• Backdoors

41
Categories of Malware

• For Profit
• Spyware
• Send info back to someone who uses it for
  commercial profit or redirects to a profit site
• Botnets
• Key Loggers
• Dialers

42
Defenses

• Virus and Malware scanner, along with
  antivirus/malware software
• OS updates
• Only download from trusted sites or the program
  creators site
• Think twice about installing software
• Use a firewall
• Use wireless access controls WEP and WPA
• No unnecessary rights (ie., no extra
  administrators)
• Vista UAC
• Apples password protection for software installs

43
Invasions the enemy outside

• Hacking and Cracking
• Viruses
• Worms
• Trojan Horses
• Hoaxes
• Phishing and pharming

44
User Practices the enemy inside

• Insecure passwords
• Posted passwords
• Poor back up practices
• Internet firewall non-use
• Lack of virus software updates
• Lack of OS and other software updates

45
Security
46
Connecting to the Internet
47
Connecting To The Internet
Broadband
48
Connecting to the Internet
49
Local Area Networking
50
Types Of Local Area Networks

• Peer-to-Peer
• Local
• Virtual
• Client-Server

51
Peer-to-peer Networking
Router
Source Techsoup.org, www.techsoup.org/articlepage
.cfm?ArticleID210topicid3
52
Client-server Networking
Router
Router
Source Techsoup.org, www.techsoup.org/articlepage
.cfm?ArticleID210topicid3
53
Why A Server?

• Authentication
• E-mail
• Applications
• File and Print Servers
• Security
• Backups
• Why not on the Internet?

54
When A Server?

• 4 or fewer ? Peer-to-Peer - maybe
• 20 or more ? Client/Server
• In between ? determine by
• Business practice
• Availability of network support staff

55
Reaching Further on the Network

• Internet
• LAN Local Area Network
• Single site network
• VPN Virtual Private Network
• Network that uses public wires to allow access to
  a network (usually a LAN)

56
Local Area Networking
57
Why the Web?
58
Why The Web?

• General information puts you on the map
• Disseminate special materials more efficiently
• Any time connections
• Create a library of materials
• Involve new people less intrusively

59
Where to Publish

• Space from your connection provider
• Local server
• Vendors
• Web Hosting
• You must have a domain name for your organization

60
Where to Publish

• Criteria for a Web Hosting Service
• FindMyHosting Web Host Guidewww.findmyhosting.co
  m/webhosting-guide.htm
• How to Choose a Web Host by Christopher
  Hengwww.thesitewizard.com/archive/findhost.shtml
  
• FindMyHosting
• www.findmyhosting.com/

61
Skills Needed for a Great Site

• Publications writing organizing
• Graphics arts
• Technical

62
Stages of Site Development

• Brochure - static
• Magazine regular updates
• Direct Mail Appeal tied to membership or
  outreach database
• Community closer to a portal

Source The Stages of Site Development, Rick
Christ
63
NPO Web Site Samples

• Center for Democracy Technology
• www.cdt.org/
• Creative Mentoring
• www.creativementoring.org/index.shtml
• OceanHealth.org
• oceanhealth.org/

64
Blogging

• Web logsWeblogsBlogs
• Nonprofit Blog Exchangenonprofitblogexchange.blog
  spot.com/
• A Nonprofit's Guide to the Blogospherewww.techsou
  p.org/learningcenter/internet/page5509.cfm?cgsear
  chtermssgblogging

65
Why Blog?

• To report back from an event or conference
• To involve staff and take advantage of their
  knowledge
• To involve volunteers and document their work
• To provide resources and information to
  constituents
• To provide resources and information from
  constituents
• To give constituents a place to voice their
  opinion
• To give constituents support
• To create the media coverage constituents want
• To give constituents the power and tools to
  create change
• To reach potential donors

SourceNetsquared.org, http//www.netsquared.org/b
log/britt-bravo/10-ways-nonprofits-can-use-blogs
66
Web Site Decisions
67
Using OnlineCommunications Tools
68
Asynchronous Communication

• Email
• Listservs
• Blogs
• Wikis

69
E-mail

• Netiquette
• Management and storage
• Clarity
• Lists managed through an Address book

70
Listservs

• Chatty
• Charity Channel Forums
• charitychannel.com/forums/index.asp
• E-zines or newsletters
• Do-it-yourself
• Yahoo! Groups
• Google Groups

71
Synchronous Communication

• Chatrooms
• Instant Messaging
• Video conferencing
• Skype

72
AOL Instant Messenger
73
Skype
74
Online Communication Decisions
75
Great Sources of Additional Help
TechSoupwww.techsoup.org
NetSquared www.netsquared.org
76
Materials for this presentation can be found at

• www.udel.edu/sine/nonprof