ELECTRONIC RECORDS MANAGEMENT IN VERMONT
BUDGETING FOR I.T. - PLANNING SHEET
2002 Municipal E-Government
Mini-Conference
5/24/02
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Technology Planning
ü What items come under IT for budgeting and planning purposes?
ü How do you determine how best to meet the needs of technology users?
ü How do you make the most cost-effective use of technology when planning a project or replacement?
ü How far ahead should you plan projects?
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Capital Improvement Programs: Hardware and
Software Upgrade Schedules
ü How important is it to have regular upgrades of equipment and software?
ü How do you decide when replacement or upgrading is necessary?
ü How do you prioritize projects/upgrades?
ü How does the CIP schedule fit into budget planning?
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Cost Benefit Analysis
ü How do you determine all costs related to the project or item?
ü How should on-going maintenance costs be factored in?
ü How do you determine the benefits that will result in purchasing a particular technology (hardware, software, service, etc.)?
ü How important is training as both a cost and a benefit?
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Selling Technology to the Board
ü What should you include in your presentation?
§ What sort of information is the Board looking for?
§ How detailed should your presentation be?
§ Should you discuss costs up-front or at the end?
ü What should you avoid in your presentation?
ü Can you ever give them “too much” information?
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Purchasing Technology
ü When should you hire a consultant to determine your needs? And how do you find the “right” one?
ü How do you select the right vendor to purchase from?
§ How do you put together an RFP and and RFQ?
§ When do you need an RFP or RFQ?
§ Is leasing a good option?
Reviewed on 08/02/02