Needed capacities or functions - Personnel
- An organization should aim for a ratio of approximately one full-time IT support staff person (or equivalent) for every 40-60 employees. For larger organizations, this may include a combination of systems administrator(s) and helpdesk IT associates.
- Ensure that personnel planning includes capacity for management-level technology leadership and strategy.
- Have sufficient technology staff or equivalent consultant or managed services capacity to:
- Maintain and upgrade equipment and networks, as needed;
- Secure, monitor, and maintain all information systems, including cloud-based information systems, containing confidential program, personnel, or client data;
- Support and train program staff in the use of equipment and technology tools;
- Develop and maintain knowledge of best practices in technology security, nonprofit purchasing options, and general technology best practices; and contribute to creating policies aligned with best practices and the organization's needs.
- Whether technology administration capacity is maintained internally or outsourced, the organization should plan for continuity of services in the event of loss or unavailability of staff.
- Adequate staffing or consultant time to maintain or contribute content to the statewide website and any program website.
Important Considerations and Best PracticesOrganizations should also consider the capacity for additional technology roles such as data analysis and management, knowledge management, and special projects management that require different knowledge and skills than systems administration and technical support. Having adequate personnel does not necessarily mean having permanent and paid staff. Consider outsourcing the implementation, maintenance, and support of technological capacities to a professional organization, managed service provider ("MSP"), or a legal services organization that takes on such a role on a statewide, regional, or national basis. Virtual Chief Information Officer ("V-CIO") services are also available to provide outsourced strategic leadership capacity. When utilizing outsourced IT resources, the organization may still require onsite IT capacity to address issues that cannot be resolved remotely. An essential ingredient to having sustainable, effective technology that furthers a program's mission is the support of upper-level management. Without support from senior management, many technology strategies will fail. Senior management’s support should include a demonstrated willingness to integrate technology into program operations and to budget appropriate expenditures for technology support and staff training. Useful websites, resources, and other tools |