1. Putting Technology Planning
into Your Business Plan
For Established Small to Mid Sized Business
Linda Kuppersmith, President and Chief Technology Advisor
CMIT Solutions of Stamford
11/14/2016 1

2. Session Objectives
11/14/2016 2

3. 11/14/2016 3

4. Provide the Questions that are missing in the
SBA Business Plan
11/14/2016 4
Technology Planning Session Goals

5. It typically takes several weeks to
complete a good plan
11/14/2016 5

6. 11/14/2016 6
Obvious
Not so
Obvious

7. What you will walk out of here with
• The questions you need to add to your business
planning process
• A start on some of the answers
• Maybe some projects you need to take on
• What IT “things” you already have and are managing
• What IT “things” you need and/or need to be
managing
• Line items for your technology budget
11/14/2016 7

8. About me
11/14/2016 8

9. What you should know about me
• I’ve been focused on technology since I was 16
• Software development manager
• System Architect
• Enterprise System Architect and Manager
• IT Infrastructure Management
• IT Planning and Budgeting
• Strategic Planning
• IT Change Agent
• IT Function Management
11/14/2016 9
• Wall Street Broker-Dealer
• Reinsurance
• Annuities
• Health Insurance Company
• Wireless / Mobile
• Insurance
• Call Centers Software
• Accounting Software
• ERP & LOB
• Claims Processing
• Technical Infrastructure
• Application Infrastructure

10. 145+ Offices / 800+ Engineers / full time staff for vendor management, education and support
Vetted technology partners
Dell, Intuit, Microsoft, Apple, Continuum, Datto, Sonicwall, Freedom, Flashback Data, Microsoft, Reflexions and more
Big Company abilities with small company
implementation
Productivity
Defend your
network
Protect
your data
Technology
planning
Let you
sleep at
night
Become
part of your
staff
A whole IT Department without the
expense and managementOnboarding
Assessment
Support, Maintenance,
Monitoring
Quarterly
Review and Planning meeting
1177 High Ridge Road  Stamford, CT  203-595-9091  www.cmitstamford.com
100
10

11. Background – How to think about technology
in relation to your Business Plan
11/14/2016 11

12. 11/14/2016 12

13. 11/14/2016 13

14. 11/14/2016 14
Business
Software
Stuff
Infrastructure

15. 11/14/2016 15

16. Information technology (IT) is the application of computers and
telecommunications equipment to store, retrieve, transmit and
manipulate data, often in the context of a business or other
enterprise.
The term is commonly used as a synonym for computers and
computer networks, but it also encompasses other information
distribution technologies such as television and telephones.
Several industries are associated with information technology,
including computer hardware, software, electronics,
semiconductors, internet, telecom equipment, e-commerce
and computer services.” , Wikipedia
11/14/2016 16

17. 11/14/2016 17
Defend the network.
Protect the data.
Empower staff.
Data Curation
Data Protection
Security
Mobility
On
Premise
Cloud

18. Let’s start Technology Planning
11/14/2016 18

19. Step 1
Identify the technology topics (layers) that
need to be in your plan
11/14/2016 19

20. Technology Planning Layers
The IT Function
IT Infrastructure
Business Systems
11/14/2016 20
Marketing
Sales
Operations
Finance
Maintenance
& Monitoring
Help Desk
Projects
Desktop
Network
Server
New Technology /
Development
Strategic Planning and
Budgeting

21. 11/14/2016 21
How do my employees going to
interact with my core
applications?
What core applications do I
need?
What technical infrastructure do
I need?

22. 11/14/2016 22

23. 11/14/2016 23

24. 11/14/2016 24

25. 11/14/2016 25

26. 11/14/2016 26

27. Technology Layers
Business
Systems
• ERP vs. functional area vs generic
Disaster
Recovery
• Power, internet, voice service, desktop, server failure
Compliance
• Regulations and Prevalent Practices
Security
• Authentication, Authorization, Monitoring
Hardware
• Desktop, Network, Cloud, Mobile, Peripherals
11/14/2016 27

28. The cloud changes everything
11/14/2016 28
Google Apple Dropbox Salesforce AdobeMicrosoft

29. Review last
year’s
expenses
Equipment &
Services
Refresh
New IT needs
Growth
Regulation
Security
Disaster
Recovery
Technology Planning
1177 High Ridge Road  Stamford, CT  203-595-9091  www.cmitstamford.com

30. Technology Planning Layers
The IT Function
IT Infrastructure
Business Systems
11/14/2016 30
Marketing
Sales
Operations
Finance
Maintenance
& Monitoring
Help Desk
Projects
Desktop
Network
Server
New Technology /
Development
Strategic Planning and
Budgeting

31. Step 2 – Choose your technology
attitude
11/14/2016 31

32. Reactive or Proactive
1. Wait ‘til it breaks or replace on a schedule
2. Wait for problems or monitor for problems
3. Find out something is running or Monitor for non activity
4. Apply known updates and upgrades
5. On the job training or dedicated training
6. Wing it or have a plan
11/14/2016 32

33. Step 3 – Review what you already
have
11/14/2016 33

34. Technology Planning Layers
The IT Function
IT Infrastructure
Business Systems
11/14/2016 34
Marketing
Sales
Operations
Finance
Maintenance
& Monitoring
Help Desk
Projects
Desktop
Network
Server
New Technology /
Development
Strategic Planning and
Budgeting

35. Getting Ready
1. 2015 Business Goals
2. Create a list of Technology expenses in the last 3 years, 1 at a
minimum.
3. Create a list of your IT Assets
1. Hardware
2. Software
3. Support agreements
4. Services
4. 2015 Business Initiatives / 2015 Business Plan
11/14/2016 35

36. For Each Technology Component Consider
• Operating Costs
• Replacement
• Upgrade
• ROI – Is this technology component providing you more value than it
costs?
• ROT – Return on Time – is this technology component robbing you of
time you should be using to grow your business and service your
clients?
• Management effort – DIY, Outsource or Hire a Pro
11/14/2016 36

37. Step 4 – Walk through the needs
of your functional areas
11/14/2016 37

38. Technology Planning Layers
The IT Function
IT Infrastructure
Business Systems
11/14/2016 38
Maintenance
& Monitoring
Help Desk
Projects
Desktop
Network
Server
New Technology /
Development
Strategic Planning and
Budgeting

39. Functional Areas
Sales & Marketing
Operations
Finance
Technology
11/14/2016 39

40. Functional Areas and Considerations
Functional Areas
• Executive
• Products & Services
• Marketing
• Sales
• Operations
• Accounting
• HR
• IT/IS
Technology Components
• Hardware
• Software
• Support Agreements
• Maintenance Agreements
• Internet based services – “the
cloud”
• Backup
• Business Contingency Planning
• Disaster Recovery
• Training
• Assessments
11/14/2016 40

41. Needs -> Impact Study
For each Technology Need
consider
• Functionality / Fit to your
business and IT infrastructure
• strategic or tactical
• Infrastructure
• Needs
• Replacement
• Repairs
• Upgrades
• Don’t need
• Technology Training
• Data Management
• Communications
• LOB or Functional area computer
systems
• EMR
• Case Management
• Project costing and management
• ERP
• CRM
• Regulatory requirements
• Total Cost -
11/14/2016 41

42. Common Marketing Systems
• Contact Management
• Leads & Targets
• Active Prospective Customers
• Current & Past Customers
• Vendors
• Email Marketing
• Direct Mail Marketing
• Website / Internet Presence
• Flyers, ads, brochures
• Presentation Materials
• Videos
• Graphics Library
11/14/2016 42

43. 11/14/2016 43

44. 11/14/2016 44

45. Services or a Product Business?
What is the core “product” you need to organize the operation around? A project?
A contract for services? Furniture?
11/14/2016 45

46. Does your industry have one or
more prevalent “line of business”
software?
LOB, ERP, System
11/14/2016 46

47. LOB Selection
• Features that meet your needs
• Price – one time and ongoing
• yearly subscriptions (support
contract, maintenance),
• Infrastructure requirements
• Training
• Customization
• Infrastructure needs – server,
another desktop, printers, internet
• Software Defect Process
• Bug Fixes
• Platforms supported
• US / Offshore
• Code Escrow
• Financial strength of the company
• Customer/Technical Support
experience
• How many versions? Is new
functionality added regularly?
• Are you keep up with the latest
technology platforms?
• Where is the data stored? How
backed up?
• Number of developers / # QA
• Number of support professionals
• 24x7 support? holidays?
• Response Time agreement
11/14/2016 47

48. Cloud Hosting
• Location of Data Center(s)
• Hot or Standby Backup Data
Centers
• # Internet providers that service
the Data Center
• Is Throttling done
• Data Center Certification Level
• Technology Partners
• Last downtime incident – date
and now long
• Forecasted Growth
• Staffing and Training strategy
• Term Agreement
11/14/2016 48

49. Financial Systems
• QuickBooks, Sage, Dynamics
• Sometimes built into LOB or ERP
• Integrations between other software systems and the financial
systems
• Security Needs
• Outside Access needs
• Data and Records Retention
• Invoicing, AR, bill approval, AP, financial reporting
11/14/2016 49

50. Technology Planning Layers
The IT Function
IT Infrastructure
Business Systems
11/14/2016 50
Maintenance
& Monitoring
Help Desk
Projects
Desktop
Network
Server
New Technology /
Development
Strategic Planning and
Budgeting

51. End User Hardware, Software, Services
11/14/2016 51
Desktop
Laptop
Mobile
Phone
Tablet
Home
equipment
Email
Generic EU
Software
Remote
Access
File
Storage
Phones
Headsets

52. IT Infrastructure Hardware, Software, Services
11/14/2016 52
Firewall WAP Patch Management AV Software Content Filtering Email System
Data Backup
Email Encryption
and Archiving
WebSite Hosting,
Domain Registar,
DNS Host, Email
Host
Remote Access
Data Storage,
backup and remote
access
Internet Service
Ethernet Cabling Phone System Phone cabling Network switches
Static IP
reservations
Active Directory
Management
UPS Virtual machines
Mobile device
Management

53. Technology Planning Layers
The IT Function
IT Infrastructure
Business Systems
11/14/2016 53
Maintenance
& Monitoring
Help Desk
Projects
Desktop
Network
Server
New Technology /
Development
Strategic Planning and
Budgeting

54. IT Management
11/14/2016 54
Maintenance Patch Management Server Monitoring Desktop Monitoring Network Monitoring
Network Equipment
Monitoring
Email Monitoring
Cloud Services
Monitoring
Data and Server Backup
Monitoring
Data and Server
Restore Testing
Help Desk – someone
to call when things go
wrong
IT Specialist/Manager/
Director/CIO – who to
call when you have
questions
Technology Change
Assessments
PCI, HIPAA, FINRA,
Insurance Compliance
Application monitoring

55. Technology Planning Layers
The IT Function
IT Infrastructure
Business Systems
11/14/2016 55
Maintenance
& Monitoring
Help Desk
Projects
Desktop
Network
Server
New Technology /
Development
Strategic Planning and
Budgeting

56. The missing questions
• Hardware – what do I have to buy?
• Software – what software will each
person and functional area need?
• Where will the data be stored? Backed
up? How versioned? How archived? How
secured?
• Where am I going to get Technology
Advise?
• Do I need a server?
• What kind of a network do I need
• Should I allow employees to use their
own equipment to save money?
• What software should I use for inventory
management?
• How will I share my contacts with other
people in my company?
What do I look for in an IT Provider?
How do I contract with an app developer?
How do I choose software?
What do I need so I can work when outside
of the office?
What do my employees need to
collaborate?
How do I become PCI Compliant? What is
PCI?
How do I protect my business when disaster
strikes?
What about security?
What is an MSP?
What kind of a phone system do I need?
11/14/2016 56

57. • How can I spend less time on creating proposals?
• How do I manage my contracts with clients and vendors?
11/14/2016 57

58. 7. Create your Plan
• Technology Plan
• Projects / Initiatives
• You already have the needs!
• Budget needs
• Operating Expenses
• Capital Expenses - replacements
• Capital Expenses - growth
• Updates to your Business Plan
• 2015 Technology Budget
11/14/2016 58

59. What you will walk out of here with
• The questions you need to add to your business
planning process
• A start on some of the answers
• Maybe some projects you need to take on
• What IT “things” you already have and are managing
• What IT “things” you need and/or need to be
managing
• Line items for your technology budget
11/14/2016 59

60. Offer to attendees today
Start - ups
• 1 hour phone consult – tell me
about your business and I’ll
make some technology
recommendations to get started
on the right foot
Established Businesses
< 5 computers – 1 hour phone
consult
Or
Onsite technology assessment
11/14/2016 60
Give me your card and write “CALL ME” or email
Linda@cmitstamford.com
Bring your coach!
Coaches bring your
clients

61. 145+ Offices / 800+ Engineers / full time staff for vendor management, education and support
Vetted technology partners
Dell, Intuit, Microsoft, Apple, Continuum, Datto, Sonicwall, Freedom, Flashback Data, Microsoft, Reflexions and more
Big Company abilities with small company
implementation
Productivity
Defend your
network
Protect
your data
Technology
planning
Let you
sleep at
night
Become
part of your
staff
A whole IT Department without the
expense and managementOnboarding
Assessment
Support, Maintenance,
Monitoring
Quarterly
Review and Planning meeting
1177 High Ridge Road  Stamford, CT  203-595-9091  www.cmitstamford.com
100
10

62. Typical Technology Plan items- Executive Function
1. Executive - Hardware
1. Desktop/laptop/smart
phone/tablet
2. Printer
3. Scanner
4. Desk phone
5. Headset
6. Home computer
7. Projector
2. Executive – Software
1. Freeware – ie: Adobe reader,
LogMeIn
2. Payware – Office, Quickbooks,
Lastpass, GTM,
3. Support Agreements
3. QuickBooks
4. LOB
5. Firewall
4. Maintenance Agreements
3. Printer
4. IT Provider
5. Internet based services – “the
cloud”
3. Website Hosting (Marketing)
4. Domain Registrar
5. DNS Host
6. Office 365
11/14/2016 62

63. Cont.
6. Backup
• Data
• Full Disk Image
7. Business Contingency Planning
• How to run the business when
some part of technology is down.
Internet? Workstation? Phones?
Power?
8. Disaster Recovery
• Recovery from a disaster
• What events can occur?
• Physical destruction – Fire, flood, etc.
• Hard drive crash
• Loss of power for extended time
• Loss of internet for extended time
• Loss of phone service for extended
time
• Theft of data
• Technology Vendor goes out of
business
11/14/2016 63