information systems management and budgeting presented by jim mckenna technology services manager,...
TRANSCRIPT
![Page 1: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/1.jpg)
Information Systems Management and Budgeting
Presented by
Jim McKenna
Technology Services Manager, Morrison & Foerster LLP
![Page 2: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/2.jpg)
Goals of Information Systems, Management, and Budgeting
• Continually influence management through past performance, progress in the present, and future deliverables.
• Demonstrated excellence at whatever your technology department is focussed upon.
• To always know what has happened, what is happening, and what will happen.
![Page 3: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/3.jpg)
Why use them?
• What you don’t know, will hurt you.
• Surprises in business are rarely positive.
• Sometimes the bigger cat does not hear “uncle”.
![Page 4: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/4.jpg)
What are information systems?
• Any mechanism which provides data.
• They account for activity.
• Help identify trends
• Offer a glimpse of the future.
![Page 5: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/5.jpg)
What’s a budget?
• Summary of spending activity.
• Tool to help allocate time, talent, and priority.
• A financial foundation for the future.
![Page 6: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/6.jpg)
How do you combine the two? Think of building a house.
• What will it’s selling price be?
• What’s the location like?
• What fits into the existing neighborhood?
• Draw out the finished product first.
![Page 7: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/7.jpg)
What happens when you combine the two?
Past Present FutureWhat
happenedKeeps you on
trackPredict
When did itoccur
Focuses yourdecisions
Justify
How much itcost
Realtimeadjustments
Always readywith answers
![Page 8: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/8.jpg)
What happens when you don’t?
• If they don’t work together, you may be missing the “big picture”.
• It is possible to have different systems fully operational, but not integrated properly.
![Page 9: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/9.jpg)
Budgeting Methodologies:what will work best for you?
• Singular bucket
• Multi bucket
• Time based
• Top down
• Bottom up
• Zero based
![Page 10: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/10.jpg)
How do you create a budget from scratch?
• Zero based
• Spanning years
• Ratio based– qualified FTE’s– number of devices
• COLA budgeting
• Percent of revenues
• Model best practices
![Page 11: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/11.jpg)
What is Predictive management and budgeting?
• Multi year budget
• Staffing
• Budgetary expenditures/cash flows
• Ranking of deliverables
• “What if” flexibility
![Page 12: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/12.jpg)
Where can you get data?
• Financial reports
• Existing budget
• Formal and informal feedback
•H.R. reports
•Vendors/Web
•Tickets/Tags
•Best Practices
![Page 13: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/13.jpg)
Assembling your Information Systems
• Think “Chinese Menu” of results– Funding of this
amount– Delivers these results
• Start simple, grow where necessary, and prune regularly.
• Chart of accounts
• Standard vocabulary
• Standard time reference
• How will you measure “time and talent”?
![Page 14: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/14.jpg)
What type of metrics should you look at?
• Cost per employee
• Cost per supported device
• Uptime
• Internal informal R.O.I.
• Ratio of I.T. folks to employees
• Cost per initiative (measure of value)
• Cost per lawyer
What do you use at your Firm?
![Page 15: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/15.jpg)
• Everything must work together.
• Look out for interdependencies.
• Practice your processes before they are needed.
Make sure to look at both function and process
![Page 16: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/16.jpg)
What should you track?
• Expense• Capital• Projects• Talent• Time• Failures, impediments,
scope creep
“You never want to come up short”
![Page 17: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/17.jpg)
How do you classify work?
Critical HighValue
Enhancements,not critical
Maintenance
Admin
Development
Construction
![Page 18: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/18.jpg)
How often should you deliver?• A magic number is 12:
– 2 Home runs
– 1 Triple
– 3 Doubles
– 6 singles
• Ideally one happens each month.
Either be on base or scoring
![Page 19: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/19.jpg)
Turning data into information• Effective
summaries.
• Graphics.
• Web access.
Always be able to answer “what am I getting for my money”?
•Consistently updated.
•Standard reporting mechanisms.
•Regularly delivered
![Page 20: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/20.jpg)
How to make plans reality
• Equipment Standards• Dedicated Project
Manager• Regular standardized
reports and presentations
• Staff development– 50% of time/$ to
improve skills in existing job
– 30% for assignment du jour
– 20% for next job
Have the answer before the question is asked
![Page 21: Information Systems Management and Budgeting Presented by Jim McKenna Technology Services Manager, Morrison & Foerster LLP](https://reader036.vdocuments.us/reader036/viewer/2022062618/5514ea90550346a80c8b4a91/html5/thumbnails/21.jpg)
Activity Time: Group Solutions• Break into groups, introduce yourselves,
and become best friends.
• You will be assigned an objective, strength, and weakness.
• Create your solution.
• Share “how, why, when, cost” etc.