Technology As A Management Tool Pat Sine Office

Technology As A Management Tool Pat Sine Office of Educational Technology College of Human Resources, Education & Public Policy University of Delaware

Topics Technology strategic planning Purchasing hardware and software Security Networking Your presence on the web Online communications tools March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Technology Strategic Technology Planning

Elements of Strategic Planning March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 don’t know…get an expert Question all experts! March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Budgeting TCO – Total Cost of Ownership 70 / 30 rule ◦ 30% -> initial purchase of hardware, software and peripherals ◦ 70% ->technical support, repairs, training and upgrades March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Planning Resources Tech Soup www. techsoup. org Tech Atlas – Online Tech Plan Development Tool techatlas. org/tools/default. asp March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Who are the Stakeholders?

Stakeholders Decision makers across the organization Clients to be served Staff and volunteers who will use the technology March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Purchasing Hardware

The only reason to have a computer is to run software. So… decide on your general software needs first.

How do we measure? Bits Bytes March 2008 Kilo Mega Giga Tera Peta 103 106 109 1012 1015 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Basic Hardware Decisions What kind of machine? Windows or Macintosh? Desktop, laptop, tablet? Desktop and laptop? March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 X 2 Dual-Core • Mac (1. 8 to 2. 2) • Intel Core 2 Duo processor March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Basic Hardware Decisions Memory – RAM Measured in MB or GB Preferably 1 - 2 GB March 2008 (some specs say 512, but weigh it against later update costs) This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Basic Hardware Decisions Hard drive size ◦ Measured in GB ◦ 150 GB and up ◦ More in a desktop (price limitations) ◦ More to store multimedia March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Basic Hardware Decisions Optical Drives ◦ DVD ROM & CD R/W (the old way) ◦ CDRW/DVD Combo (2006) ◦ CD writer / DVD ◦ CD/DVD writer March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Basic Hardware Decisions Connectivity ◦ Modem – 56 Kbps (but for how long) ◦ Network card – 1 Gbps ◦ Wireless adapter – 802. 11 b/g ◦ heading for 802. 11 n March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Other Hardware Decisions Things you don’t need to think about, much. Monitors – DVI capable Mouse and keyboard Video cards Sound cards Modems Ethernet (network) connectivity Wireless access in a notebook March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

The biggest mistake to avoid… Waiting just one more week for the prices to drop and the technology to stabilize. March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

One More Hardware Decision What about recycled computers? www. techsoup. org/recycle/index. cfm March 2008 TCO – Total Cost of Ownership This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Hardware Decisions

Choosing Software

Software Characteristics Compatibility Capability Stability Scalability Ease of Use Longevity and Support March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Software Categories Commercial or purchased Free ◦ Open Source ◦ Shareware ◦ Freeware ◦ Public Domain March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

What’s Available For Free Office Suite Open. Office Web Browsers Internet Explorer Mozilla Firefox E-mail clients Outlook Express Mozilla Thunderbird Non-profit Databases E-base Etapestry Look for software at download. com or tucows. com March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

What’s Available For Free Online Word Processor, Spreadsheet, Presentation Google Docs E-mail Gmail or Yahoo Mail March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Purchasing Software Donated and Discount Products for Nonprofits ◦ Tech. Soup Stock ◦ www. techsoup. org/stock March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Using Online Apps Google Apps ◦ Free for Nonprofits ◦ www. google. com/a March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

What Else? Virus and Spyware Protection! ◦ AVG Antivirus free. grisoft. com ◦ Windows Defender www. microsoft. com/athome/security/spyware/software/default. mspx ◦ Tech. Soup: Virus Protection Resource Page Firewall ◦ Built-in Windows Firewall ◦ Your wireless or network router March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Databases: Powerful, Somewhat more daunting, but Priceless Capabilities ◦ Next step after spreadsheets for organizing data ◦ Can grow with the organization ebase and e. Tapestry ◦ Specifically for non-profits to conduct business March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Software Decisions

Tech Skills

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 computerbased, what will you do about technophobes? March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Tech Skills

Security

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 Mac. Arthur, command. Npodcast, October 12, 2007 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Categories of Malware Concealment ◦ Trojan Horses A destructive program that masquerades as a benign application. ◦ Root. Kits modifies operating system ◦ Backdoors March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Defenses Virus and Malware scanner, along with antivirus/malware software OS updates Only download from trusted sites or the program creator’s 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 Apple’s password protection for software installs March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Invasions: the enemy outside Hacking and Cracking Viruses Worms Trojan Horses Hoaxes Phishing and pharming March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Security

Connecting to the Internet

Broadband Connecting To The Internet March 2008 Dial-up 56 Kbps DSL Generally 1 -3 Mbps (distancedependent, asymmetrical) Fi. OS 5 -30 Mbps (“fiber to the home”) Cable Generally 384 Kbps (upload) - 6 Mbps (asymmetrical, shared) T 1 1. 5 Mbps (symmetrical, dedicated) This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Connecting to the Internet

Local Area Networking

Types Of Local Area Networks Peer-to-Peer ◦ Local ◦ Virtual Client-Server March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Peer-to-peer Networking Router Source: Techsoup. org, www. techsoup. org/articlepage. cfm? Article. ID=210&topicid=3 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Client-server Networking Router Source: Techsoup. org, www. techsoup. org/articlepage. cfm? Article. ID=210&topicid=3 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Why A Server? Authentication E-mail Applications File and Print Servers Security Backups Why not on the Internet? March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Reaching Further on the Network Internet LAN – Local Area Network VPN – Virtual Private Network ◦ Single site network ◦ Network that uses public wires to allow access to a network (usually a LAN) March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Local Area Networking

Why the Web?

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 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Where to Publish Space from your connection provider Local server Vendors Web Hosting You must have a domain name for your organization March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Where to Publish Criteria for a Web Hosting Service ◦ Find. My. Hosting: Web Host Guide www. findmyhosting. com/webhosting-guide. htm ◦ How to Choose a Web Host by Christopher Heng www. thesitewizard. com/archive/findhost. shtml Find. My. Hosting ◦ www. findmyhosting. com March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Skills Needed for a Great Site Publications – writing & organizing Graphics arts Technical March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

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 March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

NPO Web Site Samples Center for Democracy &Technology Creative Mentoring www. cdt. org www. creativementoring. org/index. shtml Ocean. Health. org March 2008 oceanhealth. org/ This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Blogging Web logs Weblogs Blogs Nonprofit Blog Exchange A Nonprofit's Guide to the Blogosphere nonprofitblogexchange. blogspot. com/ www. techsoup. org/learningcenter/internet/page 5509. cfm? cg=se archterms&sg=blogging March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Why Blog? 1. To report back from an event or conference 2. To involve staff and take advantage of their knowledge 3. To involve volunteers and document their work 4. To provide resources and information to constituents 5. To provide resources and information from constituents 6. To give constituents a place to voice their opinion 7. To give constituents support 8. To create the media coverage constituents want 9. To give constituents the power and tools to create change 10. To reach potential donors Source: Netsquared. org, http: //www. netsquared. org/blog/britt-bravo/ 10 -ways-nonprofits-can-use-blogs March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Web Site Decisions

Using Online Communications Tools

Asynchronous Communication March 2008 Email Listservs Blogs Wikis This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

E-mail Netiquette Management and storage Clarity Lists managed through an Address book March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Listservs “Chatty” Charity Channel Forums charitychannel. com/forums/index. asp E-zines or newsletters Do-it-yourself ◦ Yahoo! Groups ◦ Google Groups March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Synchronous Communication Chatrooms Instant Messaging Video conferencing Skype March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

AOL Instant Messenger March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Skype March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Online Communication Decisions

Great Sources of Additional Help Tech. Soup www. techsoup. org Net. Squared www. netsquared. org March 2008 This work is licensed under a Creative Commons Attribution -Non. Commercial-No. Derivs 2. 5 License.

Materials for this presentation can be found at www. udel. edu/sine/nonprof