SAMPLE

Plan IT Action Plan

May 2015

Prepared by 501 Commons

Plan IT Consultants Technology Leadership Team

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Notes for the reader:

 This is an example plan, demonstrating the layout and content that might occur in a typical Action Plan.
 The reader is urged to focus on the use of Objectives and Actions, assignments to positions, timeline dates,
and metrics, rather than specific details of the plan.
 Timeline dates here are specific dates. Plans may also have dates expressed more generally, in terms of
months and/or quarters.
EXECUTIVE SUMMARY
After assessing its existing technology infrastructure and processes, SAMPLE has defined a plan that focuses on
the following:
 Improving communication with the community by expanding use of social media.
 Creating a plan to update/replace software functions on outdated servers, while supporting organization
needs. In the future, servers can be replaced or retired once software needs are covered.
 Creating a plan for improving network availability and access, across the office, including support for off-
site access into the network.

SECTION 1—ORGANIZATIONAL BACKGROUND

SAMPLE is a mid-size nonprofit in the arts community, focused on presenting contemporary theater at several
locations in Seattle, and providing residence opportunities that allow emerging artists to develop new work.

SECTION 2— ASSESSMENT RESULTS AND KEY ISSUES

Summary of Assessment Results

The assessment process captured information from SAMPLE’s leaders, including the Managing Director, Artistic
Director, other department directors, and a member of the board. The following are summary statements (not
in priority order) of issues identified:
 Rudimentary use of social media to connect with the community.
 No single “voice” for social media.
 Scheduling for volunteer activity is time-consuming.
 Office network and wireless (Wi-Fi) provides poor connectivity.
 No remote access for staff who want to work off-site.
 Is sensitive artist/subscriber/donor data adequately protected?
 No consistent backup process for data and files.
 No disaster recovery plan.
 Website is difficult to update.
 Servers, and server software, are old / outdated.

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Key Issues Identified
The Key Issues selected for further attention at this time are:
1. There is only rudimentary use of social media to connect with current and potential donors, volunteers,
supporters, etc. In addition, there are no clear guidelines for the content or “tone” of messages posted
to social media.
2. There are 2 older servers, running outdated versions of Windows Server operating systems, which are
used as a file server and a database server (which includes running ticket-sales software). Files and data
on these machines are not consistently backed-up. The age of the machines and the software is a
concern.
3. There is a wired office network, but not all machines connect to it. Wi-Fi is available in the office, but it
is not reliable across the entire office, and may not be secure. People working outside the office are not
able to properly login to the office network.

SECTION 3—GOALS
The following goals have been selected:

Goal 1: Social media accounts are actively used to communicate with donors, volunteers, and supporters, to
promote the organization and its events. There are editorial guidelines, with examples, for creating posts to
social media accounts.

Goal 2: There is a plan for improving storage of files and data, as well as updating support of ticket sales. Plan
will also include support for any other software run on the server. This may involve update/replacement of
servers, including update of server software, to support needs of file storage, database, and ticket sales.
Include plans for funding, training, maintenance, backup, processes.

Goal 3: There is a plan for putting all desktop computers on the wired network, offering secure Wi-Fi for laptops,
and offering secure remote access for offsite workers.

SECTION 4—ACTION PLANS

Positions used in Action steps are:

MD = Managing Director

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 AD = Artistic Director
CD = Communications Director
DD = Development Director
FD = Finance Director
BM = Box Office Manager
FM = Facility Manager
AA = Administrative Assistant

Goal 1: Social media accounts are actively used to communicate with donors, volunteers,
and supporters, to promote the organization and its events. There are editorial
guidelines, with examples, for creating posts to social media accounts.
Desired The organization has active accounts on major social media platforms.
Outcome: There is a clear communications plan for types of content that should be posted,
how often, and how content should be expressed, to present a consistent
message and voice.
The intent is to improve communications with supporters and the community in
general.
Steps to Achieve Desired Outcome Who Completed by
Objective 1.1 Investigate potential for outside assistance.
Contrast similar efforts – talk with other nonprofits
to see if any have done anything similar with regard
Action 1.1.1 to social media, and get input on their experience. CD, MD 7/31/15
In particular, did they use a consultant or expert
assistance?
Investigate potential consultants to assist, as well
Action 1.1.2 CD 7/31/15
as availability.
Coordinate with board on funding for consultant,
as needed. MD, FD,
Action 1.1.3 8/28/15
Investigate grants that may potentially support DD
work.
Objective 1.2 Gather information on current use of social media.
Catalog existing social media accounts
Action 1.2.1 CD, AA 9/11/15
(Platforms, accounts, passwords, etc.)
Catalog typical use, and collect examples of post
Action 1.2.2 CD, AA 9/11/15
content.

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 Collect social media statistics/analytics
Action 1.2.3 AA 9/11/15
(Number of posts, followers, etc.).
Define detailed goals, editorial guidelines, and pilot
Objective 1.3
project.
Action 1.3.1 Investigate social media platforms and tools. CD, AA 9/25/15
Action 1.3.2 Set up social media accounts. AA 9/25/15
Specify detailed goals for types of content to post,
Action 1.3.3 MD, CD 9/25/15
frequency, who will post, etc.
Outline editorial guidelines for content, focusing on
message and voice representing the organization.
MD, CD,
Action 1.3.4 While focused on social media, confirm that 10/2/15
DD
guidelines can also be appropriate for email
campaigns and website.
Define 1-month “pilot” to test goals/approach and
Action 1.3.5 guidelines. Include survey(s) to assess impact of CD 10/9/15
new approach.
Review goals/approach, guidelines, and pilot plan
Action 1.3.6 with staff and board, for feedback. MD, CD 10/30/15
Make adjustments as needed.
Objective 1.4 Run pilot, gather results, and evaluate.
Setup survey and collect results, for
Action 1.4.1 donor/supporter/community awareness of existing CD, AA 11/7/15
social media.
Execute pilot project, publishing on social media
sites with new guidelines/schedule. Collect
Action 1.4.2 statistics regarding followers, comments, etc. CD, AA 12/4/15
Run second survey, gathering results for new
approach.
Review results of pilot with staff and board.
Get feedback on approach & guidelines.
Action 1.4.3 MD, CD 12/18/15
Make adjustments as needed.
Prepare for January 2016 implementation.

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 Goal 2: There is a plan for improving storage of files and data, as well as updating
support of ticket sales.
Plan will also include support for any other software run on the server.
This may involve update/replacement of servers, including update of server
software, to support needs of file storage, database, and ticket sales.
Include plans for funding, training, maintenance, backup, processes.
Desired Needs related to files, data, ticket sales are understood.
Outcome: Plans are defined & approved for servers and software.
Relevant plans have been defined and approved for funding, etc.
Implementation schedule has been set up and approved.
Steps to Achieve Desired Outcome Who Completed by
Objective 2.1 Investigate potential for outside assistance.
Contrast similar efforts – talk with other nonprofits
to see if any have done anything similar with regard
Action 2.1.1 to servers, software, files, data, tickets, and get FM, MD 7/31/15
input on their experience. In particular, did they
use a consultant or expert assistance?
Investigate potential consultants to assist, as well as
Action 2.1.2 FM 7/31/15
availability.
Coordinate with board on funding for consultant, as
needed. MD, FD,
Action 2.1.3 8/28/15
Investigate grants that may potentially support DD
work.
Catalog current servers, and software, including
Objective 2.2
software used for files, data, and ticket sales.
Action 2.2.1 Catalog server hardware. FM 9/25/15
Catalog server software, include operating system,
Action 2.2.2 file storage, databases, ticket-sales, and any other FM 9/25/15
server-based software.
Objective 2.3 Determine options for file storage.
Action 2.3.1 Catalog current status regarding file storage. FM, AA 10/16/15
Action 2.3.2 Estimate future file storage needs. FM, MD 10/16/15
Investigate options and costs for updated file
Action 2.3.3 FM 10/30/15
storage (including server-based, external drive-

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 based, cloud-based), with cost estimates, including
maintenance and training.
Objective 2.4 Determine options for data
Catalog current status regarding data needs,
FM, DD,
Action 2.4.1 including all databases in use. 11/13/15
AA
Include data in Excel files or other storage.
Estimate future data needs. FM, DD,
Action 2.4.2 11/13/15
MD
Investigate options and costs for updated data
Action 2.4.3 needs, with cost estimates, including maintenance, FM, DD 12/11/15
training.
Objective 2.5 Determine options for ticket sales software.
Catalog status and features of current ticket sales BM, AA,
Action 2.5.1 1/15/16
software. FM
Determine requirements for ticket sales, which BM, AA,
Action 2.5.2 1/15/16
must be supported by any new option. FM
Investigate new options, including costs,
Action 2.5.3 BM, FM 1/29/16
maintenance and training.
Objective 2.6 Determine options for existing server software.
Catalog status and features of current applications
Action 2.6.1 FM, AA 2/10/16
on the server.
Determine requirements for any updated versions
Action 2.6.2 FM, AA 2/10/16
of application software.
Investigate new options for application software,
Action 2.6.3 FM 2/24/16
with costs, including maintenance and training.
Objective 2.7 Determine options for remaining server needs.
Catalog status and requirements for any remaining
Action 2.7.1 server-based needs which have not already been FM, AA 3/16/16
covered.
Investigate new options for covering remaining
Action 2.7.2 FM 3/30/16
server needs.
Objective 2.8 Budget planning and leadership review.
Discuss server/software update options, and cost FM, MD,
Action 2.8.1 4/15/16
estimates. FD

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 Create recommendation with proposed budget.
Include any needs for maintenance, documentation,
and staff training.
Review options, recommendation, budget proposal
Action 2.8.2 with leadership, board. FM, MD 4/29/16
Decide on plan and timeframe.

Goal 3: There is a plan for putting all desktop computers on the wired network, for offering
secure Wi-Fi for laptops, and offering secure remote access for offsite workers.
Desired Plans defined, including funding, training, maintenance.
Outcome: After execution, all machines, including printers, to be on network.
Laptops have secure Wi-Fi throughout the office.
Staff are able to login and access network resources remotely.
All machines on the network have internet access.
There is a written process for accessing the network, either in-office or remote,
and all staff have been trained.
Steps to Achieve Desired Outcome Who Completed by
Objective 3.1 Investigate potential for outside assistance
Check similar efforts – talk with other nonprofits to
see if any have done anything similar with regard to
Action 3.1.1 networks and remote access, and get input on their FM, MD 11/13/15
experience. In particular, did they use a
consultant or expert assistance?
Investigate potential consultants to assist, as well as
Action 3.1.2 FM 11/13/15
availability.
Coordinate with board on funding for consultant, as
needed. MD, FM,
Action 3.1.3 11/20/15
Investigate grants that may potentially support FD
work.
Objective 3.2 Plan wired network update
Assess current wired network and machine
Action 3.2.1 FM, AA 1/15/16
connections (including printers, scanners)
Action 3.2.2 Assess Internet connection FM, AA 1/15/16

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 Identify any hardware, software needed for
Action 3.2.3 network, with cost estimates, including maintenance FM 1/29/16
and any training needed
Objective 3.3 Plan Wi-Fi update
Assess current Wi-Fi coverage (for coverage holes),
Action 3.3.1 FM, AA 2/12/16
and security (passwords, protocol, etc.)
Identify hardware, software needed to improve Wi-
Action 3.3.2 Fi coverage and/or security, with cost estimates, FM 2/26/16
including maintenance and any training needed
Objective 3.4 Plan remote access update
Action 3.4.1 Assess existing remote access FM, AA 3/11/16
Action 3.4.2 Investigate alternatives for providing remote access FM 3/11/16
Identify hardware, software needed to provide
Action 3.4.3 remote access, with cost estimates, including FM 3/25/16
maintenance and any training needs
Objective 3.5 Budget planning, and leadership review
Discuss all network-update options, and cost
estimates.
FM, MD,
Action 3.5.1 Create recommendation with proposed budget. 4/15/16
FD
Include any needs for maintenance, documentation,
staff training.
Review options, recommendation, budget proposal
Action 3.5.2 with leadership, board. FM, MD 4/29/16
Decide on plan and timeframe.

SECTION 5—IMPLEMENTING THE PLAN AND MEASURING IMPACT

There are several methods in place to ensure that the plan is implemented and has a positive impact on
the organization’s ability to accomplish its mission. The plan is intended to accomplish the following
outcomes:
1. Overall systems for the three key issues addressed will be improved as evidenced by the indicators
identified below.

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2. The organization has an actionable plan for improvement which is designed to increase
performance of its mission.

Position accountable for monitoring and updating the plan

[Technology Leadership Team Member] is responsible for keeping the action plan up to date, making
changes, and marking off action items as they are completed.

Monitoring plan implementation

In addition to updating the action plans as conditions change, and marking off action items as they are
completed, [Technology Leadership Team Member] will establish the internal systems to track and
report on the three indicators of plan implementation listed below.

Monitoring Report
Indicators How Measured Completion Target
(What will be measured) What shows the outcome is achieved? (Number, Dates etc.)
1. Regular posts to social Number of posts per month, per goals
16+ posts/month
media platforms. related to each social media
Date achieved: 6/30/16
platform.

2. Expanded social media Number of “followers” and/or

audience among “comments”, per quarter, for each
25+ new followers / quarter
donors, supporters, social media platform.
Date achieved: 6/30/16
and general
community.

3. Backups of files and Recovery of random file from backup. Successful monthly test of
data, weekly basis backup
Date: approx. Q4 2016

4. Wi-Fi coverage across % of office area receiving clear Wi-Fi 90% of office area
the office. signals. Date: approx. Q4 2016