Writing a technology plan

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Abstract

Busy directors and program managers may feel that they don't have time for technology planning or that technology planning is too complicated. However, the creation of a technology plan is an important way to stay aligned with the program’s needs and to procure adequate funding. This effective practice is adapted from materials written by ETR Associates for training and technical assistance to Senior Corps programs. In addition to outlining the necessary steps to take in creating a technology plan, a sample technology plan, pre-planning worksheet; and a template for creating your own plan are included.

Issue

Developing a technology plan may seem excessively business-oriented for some in national and community service; but now, more than ever, nonprofits and funding agencies need to concern themselves with the "bottom line." A structured plan that outlines a viable technology strategy can be useful and highly relevant when approaching funders.

Action

Think of the technology plan as a funding proposal; the plan is driven by your agency's objectives and goals. Therefore:

First decide what the agency wants to accomplish, and then create a technology plan to help make it happen.
Remember to update the technology plan frequently as your agency's needs change and as technology changes.

The process of technology planning involves assessing what you have, deciding what you need, and then prioritizing those needs to help guide your search for funding.

Before You Start

There are important decisions to make before you start writing your technology plan. Since the process requires time, effort, resources and input from various people across your organization, adequate preparation is essential.

Start by reflecting on your situation:

How long will this take?
- Establish a reasonable timeline.
- Budget between 7–10 weeks to develop your plan
Is outside help needed?
- Consider technical assistance (TA) providers.
- Consider the pros and cons of a consultant. Check out several informative articles by TechSoup.org on this topic.
Who needs to be involved in planning and writing?
- Involve the key stakeholders to cultivate buy-in.
- Designate a lead person to coordinate and focus the planning process.
- Find a technology champion to lend ideas and inspiration.
- Who are you as an organization?
- What is your mission?
- Whom do you serve?
- What kinds of services do you provide?
- What are your goals and aspirations as an agency?
- What problems do you want to solve?
- How will solving these problems play a role in your mission?
- How will technology contribute?
- What technology do you currently have?
- What works well?
- What needs maintenance or upgrade? How do you maintain technology currently?
- What kind of staff training will be needed?
- What do you want to accomplish with technology?
- Why do you need a new computer, piece of software, or a network?
- How are technology upgrades going to further your mission?
- What are your priorities? Which technology needs are most critical?
- Research various technology options to discover which ones best meet your needs and budget.
- Beware of donated equipment.
- Gather information from the Internet, technical assistance providers, and other Senior Corps agencies to discover possible solutions.
- Compare what you have now with what you want.
- Decide upon specific technology for meeting the needs identified in the previous section.
- Map out the future system and show how it will meet those needs.
- Write out your recommendations for implementation.
- Develop a technology support strategy.
- Outline any organizational changes necessary to support the proposed technology, such as hiring new staff, changing organizational policy, or revising job descriptions.
- Focus less on the technology and more on outcomes — sell your technology solutions to possible funding sources on the basis of how they will improve people's lives.
- Show that you have developed pragmatic solutions to achieve your goals.
- Track budget against goals and objectives.
- Consider using an outside source for technology maintenance — and budget for it.
- Include “hidden” costs such as staff, hardware, software, consultants, and so forth.

Writing the Technology Plan

A well-developed technology plan should contain the following components:

Executive Summary

The executive summary is a snapshot of the entire plan, highlighting the key areas of the plan, which include goals, vision, needs, priorities, and (most importantly) solutions. It conveys how you will use technology to achieve agency goals in alignment with your agency's mission.

Organization Profile

Include a short description of the organization to set the context.

Goals and Technology Vision

Paint a picture of how you see your agency using technology in light of its goals. Remember, this is not about the acquisition of technology — it's about how the technology will help you achieve organizational goals.

Current Technology and Resources

Assess your current technology and staff resources.

Priority Needs

Focus on what you want to do with technology, not simply what you want to purchase. Show how you'll better serve people's needs through improved equipment, tools, and training. Return to your vision and goals, linking technology to a few key areas.

Solutions

Technology is interdependent and often costly, so make sure that the technology is right for the job and that it is compatible with other systems already in place. You may decide to enlist the help of a technical assistance provider, a consultant, or other program directors in how to best solve these complex issues.

Timeline

Develop a reasonable timeline to complete all phases of the technology plan. Set deadlines for phases and milestones.

Budget

Develop a realistic budget that shows you are proposing feasible solutions to achieve your goals. Potential funders are interested in workable solutions.

Attachments / Appendices

Include attachments or an appendix at the end of the plan for documents that are relevant, but not necessarily appropriate for the body of the proposal. These might include a complete budget, a timeline, lists, or mission and vision statements.

Citation

Adapted from materials written by ETR Associates for the Senior Corps Technology Center, a project of the Resource Center, 2001-2009.

Posted On

May 1, 2009

For More Information

Resources

To see all elements of a technology plan combined, view a complete Sample Technology Plan written for an RSVP Program. You may also want to download the Technology Plan Template to help you write your own technology plan.

Various articles on technology planning are available from TechSoup.org.

Related Practices

Keywords:

Resource Center

Program management