TechSoup Technology Inventory and Planning Toolkit

Contents
Worksheet 1: Desktop Hardware and Printer Inventory .......................................................................................................................................................................... 1 Worksheet 2a: Software License Inventory ............................................................................................................................................................................................. 2 Worksheet 2b: Standard Image Sample Worksheet ................................................................................................................................................................................ 3 Worksheet 3a: Networking Equipment Inventory .................................................................................................................................................................................... 5 Worksheet 3b: Server Inventory.............................................................................................................................................................................................................. 5 Worksheet 4a: Internet Connection Hardware Inventory ........................................................................................................................................................................ 6 Worksheet 4b: Internet Service Provider ................................................................................................................................................................................................ 6 Worksheet 5: Website ............................................................................................................................................................................................................................. 6 Worksheet 6: Cloud and Other Service Inventory................................................................................................................................................................................... 7 Worksheet 7: Tech Support Contact Information ..................................................................................................................................................................................... 8 Worksheet 8: Staff Skills and Training Needs Inventory .......................................................................................................................................................................... 9 Worksheet 9: Policy Checklist ................................................................................................................................................................................................................ 10 Worksheet 10: Technology Budget ........................................................................................................................................................................................................ 11 Worksheet 11: Technology Assessment ................................................................................................................................................................................................ 12 Worksheet 12: Strategic Technology Plan Template ............................................................................................................................................................................. 13

Worksheet 1: Desktop Hardware and Printer Inventory

DEPT OR INDIVIDUALS COMPUTER

LOCATION

MAKE AND MODEL

OPERATING SYSTEM

SOFTWARE

MONITOR, KEYBOARD, MOUSE

PRINTER

Client (Joe)

Dell XP203

Win XP Pro SP2

Office 2010

1 2 3 4 5 6 7 8 9 10

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Worksheet 2a: Software License Inventory

SOFTWARE LICENSE INVENTORY CATEGORY SOFTWARE NUMBER OF LICENSES NUMBER OF COPIES INSTALLED PRODUCT KEYS LOCATION OF INSTALLATION CD (IF APPLICABLE)

Operating System Office Productivity E-mail Calendar and Scheduling Database Antivirus and Anti-Spyware Security Backup and Recovery Analysis, Reporting and Evaluation Finance and Accounting Web Browsers Multimedia, Layout, and Design Relationship Management (CRM) Fundraising Human Resources and Volunteer Management Other

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Worksheet 2b: Standard Image Sample Worksheet

(Note: staff titles and software for each role are for illustration purposes). It can be very helpful to have a "standard image", a pre-defined set of software that is installed on each computer. This means that everyone has the same basic software, and you have a handy checklist to refer to whenever you get a new employee or a new computer.
ROLE: EXECUTIVE DIRECTOR ROLE: PROGRAM MANAGER ROLE: ADMINISTRATIVE ASSISTANT

CATEGORY

SOFTWARE (INCLUDE VERSION)

ROLE: FINANCE/ ACCOUNTING

ROLE: VOLUNTEER

Operating System Office Productivity Email Calendar and Scheduling Database Antivirus and AntiSpyware Security Backup and Recovery Analysis, Reporting and Evaluation Finance and Accounting Web Browsers

Windows 7 Microsoft Office 2010 Microsoft Outlook 2010 Microsoft Outlook 2010

X X X X

X X X X

X X X X

X X X X

X X X X

FileMaker Pro Norton Antivirus

X X

X X

X X X X

X Mozy X

X X

X X

X X

X X

Business Objects

Quickbooks Pro

Internet Explorer Mozilla Firefox

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CATEGORY

SOFTWARE (INCLUDE VERSION)

ROLE: EXECUTIVE DIRECTOR

ROLE: PROGRAM MANAGER

ROLE: FINANCE/ ACCOUNTING

ROLE: ADMINISTRATIVE ASSISTANT

ROLE: VOLUNTEER

Multimedia, Layout, and Design Relationship Management (CRM) Fundraising Human Resources and Volunteer Management Other For example, instant messaging (IM), web conferencing, file sharing and collaboration, project management

X X X

X X

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Worksheet 3a: Networking Equipment Inventory

NETWORKING EQUIPMENT
MAKE AND MODEL IP ADDRESS ALIAS CORE FUNCTIONS LOCATION ADDITIONAL INFORMATION (IF ANY)

Worksheet 3b: Server Inventory

SERVERS
MAKE AND MODEL IP ADDRESS ALIAS OPERATING SYSTEM DOMAIN ADDITIONAL INFORMATION (IF ANY)

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Worksheet 4a: Internet Connection Hardware Inventory

INTERNET CONNECTION HARDWARE
EQUIPMENT TYPE (FOR EXAMPLE, CABLE MODEM) MAKE/MODEL LEASED OR OWNED?

Worksheet 4b: Internet Service Provider

INTERNET SERVICE PROVIDER
SERVICE PROVIDER CONTRACT TERM SPEED (UP/DOWN) ACCOUNT OR CUSTOMER NUMBER USERNAME AND PASSWORD COST PER MONTH

Worksheet 5: Website
INTERNET SERVICE PROVIDER
WEBSITE NAME DOMAIN NAME REGISTRATION COMPANY DOMAIN NAME REGISTRATION EXPIRATION DATE HOSTING COMPANY RELATED USERNAMES AND PASSWORDS RELATED SOFTWARE USED TO MANAGE WEBSITE

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Worksheet 6: Cloud and Other Service Inventory

CLOUD AND OTHER SERVICE INVENTORY

VENDOR NAME SERVICE DESCRIPTION USERNAME AND PASSWORD SERVICE EXPIRATION DATE COSTS (PER MONTH OR PER USAGE)

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Worksheet 7: Tech Support Contact Information

TECH SUPPORT CONTACT INFORMATION

VENDOR NAME SERVICE DESCRIPTION CONTACT INFORMATION ACCOUNT/ CUSTOMER ID NUMBER SUPPORT/ SERVICE EXPIRATION DATE

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Worksheet 8: Staff Skills and Training Needs Inventory

List all the technical skills of your staff and volunteers - e.g. writing HTML, social media, good at using Excel. These are a resource, just like your actual technology is.

Staff Skills
NAME SKILLS

Also provide a high-level summary of training needs. You don't need to identify specific individuals' training needs here, but do list any general areas where training could be helpful.

Training Needs
TECHNOLOGY AREA TRAINING NEEDS

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Worksheet 9: Policy Checklist

This list includes the basic policies your organization should have in place. The highest priority policies are:
POLICIES DATE CREATED LAST UPDATED LOCATION WHO KEEPS IT UP TO DATE AND AUTHORIZES CHANGES? PRIORITY

High Acceptable use policy, including email , internet, and mobile usage policy High Data privacy and security policy Medium Disaster Plan

Other policies (will depend on your organization's needs)

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Worksheet 10: Technology Budget

Enter items based on your technology budget and priorities.
ITEM 2012 2013 2014 NOTES

Hardware

Software

Support and maintenance contracts

Cloud or other hosted services (website domain name and hosting, SaaS)

Services (consultants, advisors)

Ongoing costs

Training

Staffing

Other

Total

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Worksheet 11: Technology Assessment

Based on your review of technology assets, assess your organizations technology strengths and challenges. Data is included for illustration purposes.

TECHNOLOGY AREA

STRENGTHS

CHALLENGES

Infrastructure Software Website was recently updated, making it easier to learn about our services and for donors to donate online.

Computers are old and slow. Workstations are not networked. No central database - information is scattered around organization in different places Most staff could benefit from additional technology skills training. Good relationship with company that built website, they have given us an ongoing maintenance contract for a reasonable cost Board is very comfortable with technology and pushing us to improve in this area. Donors are increasingly giving online. Most staff are comfortable with their current processes and are reluctant to change. Hard to get funding for technology projects.

Skills Contractor Relationships

Attitudes towards technology (management, staff, clients, board, funders, donors) Resources (where you go to learn about technology or get help) Other

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Worksheet 12: Strategic Technology Plan Template

Overview
This section is intended to provide an overview of your organization and its strategic goals. It is also intended to make a link between your strategic goals and your technology goals. How will technology further your organization's mission? What is your long-range vision for technology use?

About Our Organization

A quick description of what your organization does, who it serves, and what its mission is.

Organizational Goals
A bulleted list of the goals/ objectives in your organization's current strategic plan. If you don't have a current strategic plan, a list of program areas and projects could be included here.

Technology Goals
Your strategic goals and your technology goals should be linked. For example: Our three departments serve the same client base, but currently have no mechanism to share client contact information, client history, and client needs. Sharing information is crucial to making accurate referrals and giving advice to clients. Sharing contact information will also dramatically increase efficiency. In order to allow staff from all departments to view all information about a client, we will develop a shared database that tracks information about each client. Given the nature of our work, security will be a high priority. We will train selected staff in the use of the database, so they can efficiently document and research interactions with clients in one location. This can also be done in table format as outlined in the following example: Goals from strategic plan Technology related goals

Improve service to clients by making it easier for staff in Upgrade organizational database systems so that they all program areas to work together on client cases. can be used as an integrated case management system across all program areas. Increase number of volunteers. Create monthly e-newsletter that informs supporters of happenings and volunteer opportunities in our organization.

And so on ...

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Technology Assets
This section describes the current state of technology within your organization. It is a high-level summary of the information you gathered in your inventory. Sample data included for illustration purposes. Item Desktop and laptop computers Description Planned Changes

Four desktop computers. All are P4 Replace in late 2012 with new systems running Windows machines. purchased in 2005. One black and white laser printer shared amongst all four computers. N/A Dedicated ADSL connection No current local network Windows XP Operating System, Office 2010 Microsoft Outlook Website created in 2005, no major updates since that time Email Facebook page Email newsletter planned Planned upgrade to Windows 7 in 2011 N/A

Printers

Servers Internet connection Network Software

Email and Communications Website

Outreach

Additional Information
Provide additional information about technology needs.

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Technical Skills
List all the technical skills of your staff and volunteers - e.g. writing HTML, social media, good at using Excel. Also list any major training needs.

High Priority Technology Projects

Based on your mission, needs, and priorities, list the high-priority projects you plan to work on over the next 2-3 years. For each area, consider: How will this project help you meet your organization goals? How much it might cost (high level estimate) What are the other work and costs you will have to make this happen - e.g. training, data migration, new infrastructure, market research on donors How you can use your strengths to assist you

Describe the technology-related tasks you plan to complete, as well as their benefits. What will this project enable your organization to do that you could not do before? Description: Establishing a local area network. We currently have 10 independent workstations, with no network connecting them. This project will set up a peer-to-peer, local area network for these 10 computers. Benefits: We have several departments that all keep data about the same clients. Currently, these departments have no way to access each other's records. A local area network would allow all staff to input and access data in one database which is shared across the network. Having one database will save time that is now wasted in multiple entries of the same data and will create one accurate source for all client information.

Tasks
What tasks will it take to complete this project? Listing the tasks will be extremely useful in establishing a timeline and beginning the implementation. Three sample tasks associated with setting up a local area network might be: Lay down wiring Configure workstations Train staff to access shared files over the network

Action Plan
This section provides a high level list of all of the tasks required to implement your technology plan. Name Task Due by

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Technology Budget
This section provides a high level technology budget. Item 2012 2013 2014 Notes

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