2007

StrategicTechnologyPlanning:
Anecessitytodayandtomorrow
ByThomasA.Galanis

ThomasA.Galanis NonProfitManagement December20,2007

p.2

Astrategicplaniscentraltoanysuccessfulnonprofitinstitutionororganization.
Theideaofastrategicplanisnotanewconceptinrecentyears,however,theideaofa
strategictechnologyplanis.Astrategictechnologyplanspecificallylooksatthetechnology
ofanentireorganization.Utilizingastrategictechnologyplancanhelpaninstitutionbring
intolinetechnologywithitscurrentoperation,alongwithitsgoalsandstrategies.Another
reasonforthedevelopmentofastrategictechnologyplan(STP)istoestablishwhat
technologywillbeneededandwhatwillbeimplementedandalsotoestablishhowthat
technologywillbesupportedultimately.(Podolskyxv)
Exploringandquestioningthenecessityofstrategictechnologyplanningandits
integrationwithexistingstrategiesandgoalsisawaytoprepareforthefuture.Using
existingconceptsandtheoriesaboutstrategictechnologyplanningalongwithcasestudies
ofstrategicplanningandhowbringingthosetechnologyelementsintotheirownplanwill
helpfostertheargumentforthem.Afterexploringtheseviews,theadvantagesofutilizinga
formalstrategictechnologyplanalongsideacurrentstrategicplanwillbeapparent.In
additiontotheapplicationoftraditionalstrategicplanningmethodstoachieveastrategic
technologyplan,therealsowillbediscussionofcreativestrategiesthatcanbeutilizedin
thevariousstagesoftechnologyplanning.Thegoalisnottoestablishatechnologyplanfor
theorganizationbutrathertoillustratethestepsnecessarytoisolatetheexisting
technologycomponentsofacurrentstrategicplanandtoshowthestepsneededto
implementafullstrategictechnologyplan.

ThomasA.Galanis
p.3

NonProfitManagement December20,2007
Therearesomefundamentalreasonsbehindwhytechnologyplanningisnecessary
andthathavetobeintroducedandelaborateduponinordertobeginthephasesof
technologyplanning.Technologyplanninghasmanyadvantagesandcanbeveryeffective
whenusedappropriatelyandinthecontextthatitalwaysisalignedwiththemissionand
goalsoftheorganization.Atechnologyplanitselfneedstoworkwiththeexistingstrategic
planandcannotstandonitsownbutasacomplementandguideformakingdecisionsthat
affectthetoolsneededfortheorganizationtobesuccessful.
Byusingtechnologyplanningonecanensurethatthetechnologyofan
organizationisalignedtosupportitsmissionandgoals,itcanimproveexistingprocesses
andcreateasenseoflearningintheorganization.Inthiswaytheplanningcanhelpfocus
onthenowaswellasthefuture.Byusingplanningwecanexaminecurrenttechnologyand
seehowwecanbetterimproveonitinthefutureandpreparefornewermoreexpensive
technology,justasatraditionalstrategicplanisalivingdocumentsoisthestrategic
technologyplan.Planningenablestheorganizationtoeffectivelytargetandutilize
resources.Thisenablesanorganizationtopurchaseonlythenecessaryequipmentand
resourcesfortheorganization.
Planningestablishesaframeworkandprocessformakingdecisionsandcreatesa
historicalrecordofthedecisionsandactionsthathavetakingplaceduringthedesignand
implementationphaseofthetechnologyplan.Planningalsoprovidesabasisfor
fundraisingandallowsboardmembersofanorganizationtosupportwhatcanbeacostly
endeavorintryingtoaddorupdateexistingtechnology.(Podolsky5,6)Lookingatthese
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slowlywithincrementalchangesmadeovertime.Afterpartoftheplanisimplemented
thenthestudyphaseisachieved.Thestudyphaseisneededtocarefullyreviewfeedback
andevaluatewhatisworkingandwhatisnot.Thisisveryparalleltotraditionalstrategic
planning.Nextistheactphasesimilartothedophasebutinvolvesmodifyingoftheplan
basedontheevaluationoffeedback.Oneconceptthathasbeenaroundsincetechnology
planninghasexistedistotalcostofownership(TCO),whichreferstothetotalcostof
owningandusingtechnologythatisbothapparentandhidden.Theideaofidentifyingthe
TCOforallcurrentandfuturetechnologyistohelpanorganizationbudgetforallcosts
involvingtechnologyandhowthosecostscanbeaffectedbyfuturedecisionsandtradeoffs
thatwillbemadeandimplemented.(Podolsky9,10)
7
p.5

Anotherpreliminarystagethathastobeestablishedistheorganizationalreadiness
phase.Thisphaseisnecessarytoachievesupportthroughouttheorganizationforthe
technologyplan.Itinvolvesmakingtechnologyplanningthepriorityandfocusand
workingwithunitsthatwillbeaffectedbytheplan.Alsoitisimportanttoinvolveandhave
thesupportoftheboardandoftheexecutivedirectoroftheorganization.
Theallocationofresourcesisanotherveryimportantpieceofthetechnologyplan
becausewithoutenoughhumanresources,theplanusuallycannotbefullyimplemented.
Also,theobviousfactorhereishavingenoughmoneyinthebudgetforimplementingthe
plan.Anotherimportantfactorinasuccessfulimplementationishavingthecorrectproject
managerwhocanhandlealloftheduties,isabletocoordinateresourcesandisresponsible
tomanagetheteamandfollowtheplanthrough.Ausefultoolusedforassessingthe
ThomasA.Galanis NonProfitManagement December20,2007

resourcesofanorganizationwhendesigningastrategictechnologyplanistheTriangleof
Constraints(seeFigure2).(Podolsky17)
Thethreeapexesofthetrianglearescope,time,andresources.
(Figure2)
p.6
Resistancefrommembersoftheorganizationisalwaysanissue.Resistancecan
actuallybeabeneficialfactortothetechnologyplan.Thosewhoresistcansometimes
identifytheissuesmorequicklythanothersinvolvedintheplanningphase.Theother
reasonsthatareusedforresistingthechangeintechnologycanrangefromtheplancosting
toomuchtoitwilltaketoomuchworkandtimetoimplement.Otherexcusesarethatit
wastriedbeforeortechnologychangestoorapidlytokeepup.Anotherconcernmayalso

Thekeywiththistriangleforthesuccessoftheprojectistoleaveatleastonevertex
unconstrainedwhiletheothertwooronecanbeconstrained.Ifalloftheverticesare
constrainedthentheprojectcannotadjustitselfbasedonneedsthatariseovertimeasthe
projectcontinues.Anexampleofthisisiftherearefortyprocessestoimplementandthere
isaharddeadlineofsixmonthswithlimitedresourcessuchaslimitedstaffandmoney,
thenthescopeoftheplanistoosmallforittosucceed.Thetriangleistooconstrainedand
thescopeoftheprojectneedstobereadjustedtoperhapsmaybetenprocesseswiththe
resourcesandthesixmonthsallottedtothisproject.(Podolsky17)
Time
Tradeoffs
Scope
Resources
ThomasA.Galanis NonProfitManagement December20,200
arisesuchastheagencydoesnothaveenoughtalentedstaffintechnologytoaccomplish
thegoalsoftheplanortheplanwilldistractfromthemission.Otherresistancecomesfrom
beingafraidanduncomfortablewithtechnologyandeventhosewhobelievetechnology
willreplacehumansjobs.(Podolsky21,22)Withalltheseconcerns,implementinga
technologyprojectseemstobeaverydauntingtask.However,itisimportanttoalignthe
planwiththemissionoftheorganization;alsorememberthatthefocusofimplementing
theplanisthroughtheuseoftechnologytohelptheorganizationbecomemoreeffective.
Thesuccessofawellexecutedtechnologyplanwillhelpjustifytheneedinhelpingthosein
theorganizationfocusonthemissionandgoalsofit,whichistheultimatereasonitexists.
Inasense,thereissomereciprocityandthusreinforcementthatoccursbetweentheplan
andmissionoftheorganization.
7
p.7

Aftertheneedforatechnologyplanbecomesapparentfortheorganizationandthe
developmentoftheplanhasbeenachieveditisnowimportanttohavethemanagementof
theplanbeexecutedinawellthoughtoutmanner.Someofthesubsequentstepsinvolved
afterthisinitialphaseinclude:teamdevelopment,havingmeetingsthatarenecessaryfor
decisionmaking,makingalistofplanningtasks,havingaprojectplantimeline,setting
priorities,knowingrolesandresponsibilities,makingabudgetfortheplansformation,
chartingandtrackingitsprogresswithmilestones,andkeepingthelinesof
communicationsopenonalllevelsoftheinstitute.(Podolsky27)
Someoftheobvioustaskstohelpfacilitatethenecessarymeetingsonthe
technologyplanaretofigureoutthelongtermandshorttermgoalsoftheplanand
communicatethemtotheorganization.Also,itisrecommendedtokeepadecisionlogof
ThomasA.Galanis NonProfitManagement December20,200
whoattendedaparticularmeetingandwhatdecisionsweremade,thislogcanhelp
transformthosedecisionsintoactions,anexampleisillustrated(seeTable1).(Podolsky
31)
7
p.8

DecisionLog
DecisionNo. DateMade DecisionDescription Participants ReasonforDecision
1 12/12/07 AllowStudentstoPost
CommentsaboutPublic
WebSite
Marketing,IT,Student
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Affairs
FeedbackonPublic
InternetWebsite,
LargePopulation
(Table1)
Thereisanessentialpartofanyplanningtaskthatmustbetakenintoaccount,
whichiscreatinglistsoftaskstobecompletedandhowtheyalignthemselveswiththe
particularsectionofthetechnologyplan.Onewaytoaccomplishthedelegationoftasksin
additiontousingtraditionalprojectmanagementtoolssuchasGanttchartsorflowchartsis
touseanactionsrequiredorARlogtotrackhowthefourthphaseofthecycleofplanning
(acting)willbeexecutedappropriately.Illustratedisanexampleoftheactionrequiredlog
andfollowingthepreviousexampleturningthedecisionlogintoarealaction(seeTable2).
(Podolsky33)
ActionsReq )Log uired(AR
ActionNo. DateA d ssigne Assig dTo ne Action
Description
De e liverabl DateDue Date
Done
1 12/15/07 IT Developaweblog
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1/31/08 1/25/08
(Table2)
Developingatimelineisanotheressentialpartofanysuccessfulplan,becauseitis
necessarytocreateanddeletetasksandmilestonesastheplanprogresses.Also,itis
ThomasA.Galanis NonProfitManagement December20,200
importanttosetstartandenddatesonthetasksyouaretryingtoaccomplishinpiecesof
yourtechnologyplan.Theideaisthatifdeadlinesareclearlydefinedithelpstokeep
everyoneinvolvedintheplanontrackandmovingforward.Prioritysettingisalsoatalent
thatisneededwhenaddressingthetechnologyplanimplementation.Identifyingthose
taskswhichneedtocomebeforeotherswillhelpdeterminethecriticalpathoftheproject
whichmayaffectbudgetaryandstaffresources.Managingtheplanalsorequiresthe
coordinatingofthecommunicationplanwithinintheteamandthroughoutthe
organization.Themostimportantfactoristocommunicateeffectivelyandoftenduringthe
projectandwhenindoubtovercommunicatethroughtheuseofemails,memos,meeting
minutesandinwritingtothepartiesaffectedbythetechnologyplan.(Podolsky36)
7
p.9

Theplanningteamisprobablyjustasimportantastheplanitselfandchoosingteam
memberswhohavethenecessaryskillsandexperiencetoassistintheimplementationof
theplanmustbeexecutedwithcare.Also,theskillstheteamshouldhavemustsupportthe
rolesnecessarytoaccomplishtasksthatmayappearontheactionsrequiredlog.An
exampleofaroleisthosewithauthoritytoapprovefundsandmakedecisions,whetherfor
theentireplanorapartialsection.Thosewhoareaffectedbytheplandirectlywouldbe
goodcandidatesfortheteam;inaddition,expertsintheareasoftechnologyinvolvedinthe
plan.Theotherkeyissueisidentifyingtherolesandresponsibilitiesofthepeoplewhoare
goingtobeontheplanningteam.
Alongwithidentifyingteammembershiproles,identifyingthoseinleadershiproles
isanotherimportantstepintheplanningprocessalongwiththosewhomaybeexternalto
theorganization.Thefirstpersonwhohasacrucialroleintechnologyplanningisthe
ThomasA.Galanis NonProfitManagement December20,200
executivedirector.Itistheexecutivedirectorwhohastheauthoritytosaywhetherthe
technologyplanwillbethefocusoftheorganizationandthedirectionthetechnologyplan
willtakewhichwillhopefullybeinthedirectionthatsupportsthegroupsmissionand
vision.Theexecutivedirectorprovidesandallocatesstaffresourcesforthetechnology
planningprocess.Equallyimportanttheexecutivedirectorsselectionofthecorrectproject
managerforproperexecutionofthetechnologyplan.Theroleoftheboardofan
organizationisalsoaveryimportantone.Theboardmembersmayactuallybepartofthe
planningteamandtheycanbeveryusefulbyhelpingcommunicatewithotherboard
membersandassistbysupportingstaffrecommendationswhenchangesariseintheplan
alongwithsupportingthestaffandservingasadvisers.(Podolsky4649)
7
p.10

Anotherroleoftheboardistogetthecoordinationofconsultantsandvolunteers.
Whenutilizingconsultantsitisimportanttogothroughtheselectionprocessasthough
youwereactuallyhiringthem.Examinetheirqualifications,experienceandtheirabilityto
clarifytechnicaljargonespeciallysincetheplanningteamwillbeworkingcloselywith
theseindividualsthroughtheplanningandimplementationphases.Whenutilizing
volunteers,theycanbeagreatassettothetechnologyplanningsincetheydonotincurany
costs.Theycanbeusefulingatheringresearchandresourcesonsolutionstotheproblems
thatmaybefacedinthetechnologyplan.Volunteersshouldbecontributingbylookingat
theplanandconsideringwhetheritiscomplete,readable,andunderstandable.(Podolsky
5154)
Changeisakeythemeinthevastmajorityofliteratureaboutstrategicplanning
whetheritrelatestotechnologyplanningortraditionalplanning.MerriamWebsterhasone
ThomasA.Galanis NonProfitManagement December20,200
particulardefinitionofastrategythatapplieshere.Itdefinesastrategyasanadaptation
orcomplexofadaptations(asofbehavior,metabolism,orstructure)thatservesorappears
toserveanimportantfunctioninachievingevolutionarysuccess.Managingchange
effectivelyisbasicallywhatstrategicplanningisaboutandthatobviouslyextendsto
strategictechnologyplanningbutmorespecificallymanagingthechangeinthe
organizationstechnology.
7
p.11

Therearemanystrategiesformanagingorganizationalchangeacrossaninstitution
whichwillbediscussedwithuseofexamplesfromthecurrentstrategicplanofWestfield
StateCollege.Lookingatthecollegesexistingstrategicplan,wewillpaycloseattentionto
thetechnologyelementsandalso,lookatthehowtoapplythoseelementstoplanningand
implementingastrategictechnologyplan.
Lookingattheitemsofthestrategicplanpertinenttotechnologythefirstincontext
isthat thedepartmentofinformationtechnologysecuredfundingforanupgradetoour
LMSorlearningmanagementsystemtotheenterpriseversionofWebCTknownas
VISTA.Breakingthisdownintothecomponentsthatwouldbeincludedinatechnology
planthisisclearlyaplanphasependingthedophaseorimplementation.Havingan
existingtechnologyplanonecouldintegratethisintowouldshowtheconnectivitybetween
thevariouscomponentsoftechnologythatcurrentlyexistintheorganizationalreadyand
howthisitemwouldfitintoit.Alsoitwouldlookatallofthepartiesinvolvedandhavinga
planningteam,withacrosssectionofthecollegetohaveinputsonvariousareaswould
allowforbetterintegration.
ThomasA.Galanis 7
p.12

NonProfitManagement December20,200
Anotherexampleofatechnologyelementthatcouldhavebeenincorporatedintoa
technologyplanisthatthedepartmentofinformationtechnologyimplementedapolicy
recognizingemailastheofficialmeansofcommunicationforstudents.Upgradeswere
madetotheemailsystemandreportswerecreatedtoalloweaseincreatingemail
distributionlists.ArchivesofallemailmessagessenttostudentsareavailableontheIT
website.Althoughthepolicycouldhavebeenconceivedbyasteeringcommitteethatwas
madeupofrepresentativecollegeofficials,itwasnotcreatedthroughtheauspicesofa
technologyplanwithahistoricalrecordandorganizationalaccountability.Another
planningandactionitemthatwaspartofthecurrentfiveyearstrategicplanisthere
designandrolloutofthenewCollegewebsitewhichisontargetandthatistobe
completedbyJuly15,2006.Additionalmodifications,asoutlinedintheStrategicPlan,will
becompletedduringFY07.
Thesetechnologyelementscouldhavealsocomeunderaseparatestrategic
technologyplanforthesamereasonsaslistedabovedemonstratingwhytechnology
planningisnecessary.Takingthesetechnologyelementsandincorporatingthemintoa
singlestrategictechnologyplanmayhelprefocustheorganizationonitsmissionandvision
withouthavingtointegratethesometimeverycomplicatedareaoftechnologyinto
somethingthatcanbeaveryextensivestrategicplan.Consideringhowtodefinewhata
technologyelementiscanhelpseparatethoseelementsfromacurrentorfuturestrategic
plan.
TechnologybydefinitionfromMerriamWebsteris,thepracticalapplicationof
knowledgeespeciallyinaparticulararea.Technologyitselfisnotrevolutionarynoris
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belief,policy,orprocedureproposedorfollowedasthebasisofaction.Soinasenseone
canrelatetheactphasetotheorizingthusfullyillustratingtheparallelconstructionofboth
cyclesandhowsimilarinfacttheycanbe.Creatingaorganizationthatissmartcancome
fromnotonlytheinherentnatureofourlearningandtheindividualsthatmakeupthe
organizationandtheirlearningcyclesbutalsocancomefromutilizingthecontinuous
improvementcycleandapplyingittostrategictechnologyplanning.
7
p.14

ThomasA.Galanis NonProfitManagement December20,2007
p.15

Conclusion
Inlookingatthefuture,institutionsandorganizationswillnotbeabletoresistor
avoid:technology.Technologyisaneverchangingandcomplexareathatwilljustbecome
moreefficientandwiththatefficiencythecomplexityincreases.Organizationscanutilizea
strategictechnologyplantohelpbetteralignthetechnologywiththemissionandvisionof
theorganization.Andbyusingthisplaninconjunctionwithanexistingorfuturestrategic
plantheorganizationanditsboardcanfocusonthenontechnologyaspectsseparately.
Therearemanyadvantagestousingtechnologyplanninginanorganizationand
hopefullytheyhavebeenillustratedandexemplified.Noplaniseverperfectandasitstates
theplanisalivingdocumentwhichrequiresalotofinputandfeedbacktobesuccessful.
Also,lookingatnewstrategiesandinnovativetechniquesandincorporatingtheminto
traditionalstrategicplanningaswellastechnologyplanningcanhaveitsadvantagesas
well.Inordertoexplorealloftheseinnovativetechniquesandapplythemisfarbeyondthe
scopeofthisdiscussionandforasubsequenttreatmentofthematerial.
Usingtechnologyplanninginorganizationsisrecommendedespeciallysince
technologyisbecominganintegralpartofeverydaylifeofindividualsaswellas
institutions.Itiswelladvisedtolookattheadvantagesoftechnologyplanningandtokeep
trackofthechangesthatwillcomemostlikelyrapidlyandatsignificantcoststoany
organizationandthroughplanning,anorganizationcanhelpachieveitsmissionandvision
andbesuccessful.

ThomasA.Galanis NonProfitManagement December20,2007

p.16

WorksCited
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JoniPodolsky.WiredforGood:StrategicTechnologyPlanningforNonProfits.SanFrancisco:
JosseyBass:AWileyImprint,2003
WestfieldStateCollegeStrategicPlan.WestfieldStateCollege
12December2007
<http://www.wsc.ma.edu/About_WSC/Strategic%20Plan/Strategic%20Plan%20.html>.
WestfieldStateCollegeStrategicPlanActionPlanChart.WestfieldStateCollege
12December2007
<http://www.wsc.ma.edu/About_WSC/Strategic%20Plan/Strategic%20Plan%20.html>.
WestfieldStateCollegeStrategicPlanAcademicAffairsAddendum.WestfieldStateCollege
12December2007
<http://www.wsc.ma.edu/About_WSC/Strategic%20Plan/Strategic%20Plan%20.html>.
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