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Helping Voluntary & Community Organisations Make Sense of ICT

Session 2 – Potential Technology

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Purpose of today• To look at possible ICT applications that

may meet your needs• To review progress, Steps 1-5

• eg Individual ‘clinic’ sessions• By appointment

• Use other resources • Share group experience• Steps 6 to 10

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Agenda

• Write your agenda in here

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Session 2 - Structure eg 1

Hands on demonstrations

Presen

tation

Optional second strand of mentoring/technical clinic

appointments

2.5

– 3

hou

rs:

Day o

r Even

ing

Sharin

g exp

erience

net:gain Mentoring sessions – review progress with steps 1 - 5

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Session 2 - Structure eg 2Visit to delegate organisation• One to one review of progress• One to one demo of:

• Test Drive area• http://www.i-see-t.org.uk/netgain/• Password - read• Experts Online service

• using it to ask specific question

• Introduce/use net:gain Toolkits• Produce Action Plan

• Collect outcome data and next actions

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Session 2 - Structure eg 3Workshop at delegate organisation• Run eg Steps 1-5, OR eg 3-7 ‘for real’• Group demo of:

• Test Drive area• Experts Online service

• using it to ask specific question

• Introduce/use net:gain Toolkits• Produce Action Plan

• Collect outcome data and next actions

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Session 2: Structure eg 4

Hands-on demonstrations

Presen

tation

All D

ay o

r Even

ing

dro

p in

Op

en

D

ay w

ith

core

for

every

on

e

Sharin

g exp

erience

Hands-on demonstrations

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Session 2: Structure eg 5

Lunchtime: Hands-on demonstrations for all delegates from Sessions 1 & 2

Session 2 Jan group

Day a

nd

Even

ing

Session 2 Jan group

Session 2 Feb/Mar group

Session 2 Apr/May group

Session 2 Feb/Mar group

Session 3 Jan group

Session 2 Jun/Jul group

Session 2 Apr/May group

Session 3 Feb/Mar group

Session 2 Sept group

Session 2 Jun/Jul group

Session 3 Apr/May group

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Recap: Session 1• Steps 1-5

• Recap of 1 to 5• Insert support slides from Session 1• Facilitate groupwork ‘For Real’• Use printed templates/tools from Steps

1-5

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Progressing Steps 5 to 7:Helping non-techies to ask the right questions

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The Next Steps

• Steps 5, 6, 7• How do they fit together?• What are the key issues to grasp?

• Forward look at Step 9• Sources of support - brainstorm

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Review Step 5

• Step 5 helped you to begin to identify and prioritise potential technical solutions

• Progress so far?

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•Could a database or spreadsheet do this? Note: how would we run reports from it?

•Set up a system for counsellors to report their time in

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•Usable by all our clients•Cheap to run and maintain•Can reach clients at anytime•Can be sent easily and quickly•Confidential

•Send brief appointment reminder to clients

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•All managers should be able to put reminders in a calendar to prompt Info Officer to action

•Calendar to prompt Info Officer to make updates

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Can we identify any technology that might help us with the activity?

What do we need to be able to carry out this activity?

What work needs to be done to help us achieve this goal?

Notes on Potential Technology

RequirementsInitiativeNo.

•An online diary that all managers can access? •A ‘to do’ list function on the diary?•An ‘alarm’ function on the diary to raise prompts.

•Easy to use•Quick to use •Confidential•Can run reports to show how long each counsellor has spent in sessions

•There was a project in North East that used SMS to send text messages to clients. Note: how does this work?

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Concepts for Steps 6 and 7

• Full Cost of Ownership

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Concepts for Step 6

• A simple Cost:Benefit analysis• Full Cost of Ownership factors are

mapped against:• Issues arising

• Add your queries and concerns• Risks

• What if we do nothing?• Benefits• Indicative Costs

• (or cost queries we need to pursue)

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Concepts for Step 7

• How Many of What?• Full Cost of Ownership factors are

mapped against:• Specific items against each FCO category

• (ie “What exactly….”)• How many of each do we need?

• SMART• Specific, Measurable, Achievable, Relevant, Time-

bound

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Step 9 - Sources of support

• Who can help for each FCO factor?

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Progressing Steps 8 & 10:Quick review

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Steps 8 and 10 - Quick review

• Personal to your own situation• Step 8 - How will you implement?

• A simple calendar/timechart with responsibilities and dependencies

• Step 10 - Four Hats ride again!

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Our ICT Strategy

To …only use ICT for basic internal processes at an administrative level and to ensure all staff have level 2 training in Microsoft Office Applications

OR…………..To implement ICT solutions at every level of our organisation

Clients’ standpoint

What role for ICT in:Making services better thro ICT?Delivery to and serving clients?Level of exposure of clients to our services via ICT means?How often would we review decisions?

Funders’ and Stakeholders' standpoint

What role for ICT in: reporting outputs, costs etc against funder criteria?Which element/% of ICT costs to claim?How often would aspects be reviewed?

Internal processes standpoint

Reflection & improvement standpoint

What strategic ICT considerations onStaff Training? Policies? Performance improvement? Quality? Evaluation? Other?

What role for ICT in:Supporting existing processes?Supporting new processes?As part of organisation infrastructure?

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Sharing experience

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Potential Technology Demonstrations

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Date of PROGRESS sessionFeedback forms please!Complete next Actions

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Funders

Acknowledgementsnet:gain centres and mentors for their help with pathfinder work

Original SourcesStrategy Maps - Robert Kaplan and David NortonThe Balanced Scorecard - Robert Kaplan and David NortonThe Technology Trap - David Wilcox and Terry Grunwald

Development consultants