Instructions

Understanding the Scores

Steps to Using the Tool

This worksheet is designed to help you identify which stage of IT maturity your YMCA is currently in.The stages of maturity referred to in the Assessment worksheet (Chaotic, Reactive, Proactive, Service, and Value) are described in great detail in Implementing IT Alignment, a document

written by the Y Tech committee. This document can be found on YMCAexchange, and may be helpful in gaining a deeper understanding of IT maturity.

Scoring a 5 in every row is not the objective of this tool. Some areas of this assessment may not be appropriate for your YMCA at this time. The objective is consistently working to improve how your technology is aligned, not scoring the highest score. After scoring your YMCA, use the

Target column in the assessment tool to define where you think your YMCA should be. Then compare your YMCA's scores with the target scores to see where improvement is needed.

1. Use the Assessment tab to score your YMCA's technology management. To use the assessment, read each of the items across the row, then decide which response most closely describes your YMCA. Look at the column header to find the value (1–5) of your response and enter that value in the score column. Continue down the worksheet and fill in all of the score fields.

2. Click the Results tab to view a summary of your assessment. Be sure to look at which stage of maturity your YMCA is in overall. But also look at the results by category to see whether there is a single category (Operations, Support-Training, Planning, Infrastructure) that has a large gap between Score and Total possible.

3. Once you have reviewed the summary results, it is time to decide what needs to be done to improve your YMCA's technology. The first step is to set your YMCA's target level for each item. Note that 5 is not always the best score for your YMCA; in some areas it may be more realistic and more appropriate to target level 3 or 4.

4. To help you determine next steps, refer to Implementing IT Alignment, which is available on YMCAexchange.

Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 Category

Planning

Planning

Planning

Operations

Planning

Rating (1–5)

Target (1–5)

How closely is

technology tied to

mission?

The YMCA does not use technology in support of its mission. Information systems, if any, are used only for routine business processes.

The YMCA does not use technology in support of its mission. Information systems exist but are used only for routine business processes and automating tasks.

The idea of mission-based technology is not a foreign concept. However, day-to-day issues often overshadow realizing these goals.

Technology assets are seen as a mix of investments and expenses. Some planning efforts have focused on technology or accounted for a technology component to support a new program.

Technology assets are seen as investments rather than expenses. Strategic planning efforts have focused on technology or accounted for a technology component to support a new program.

Is technology involved in

the strategic planning

process and the strategic

plan?

Technology is not represented in the association's strategic planning process or included in the association's strategic plan. No separate technology plan exists.

Technology is mentioned as a needed resource but is not represented in the association's strategic planning process. A separate technology plan may exist, but is limited to replacement and hardware requirements.

YMCA technology staff understand the mission and a separate technology plan exists that includes replacement, upgrades, and process improvements to best support the organization. Technology is mentioned as a needed resource, and technology staff is consulted for some projects but does not participate in the association's stategic planning process.

YMCA technology staff understand the mission and build a separate technology plan that includes replacement, upgrades, and process improvements to best support the organization. YMCA technology staff is included in the strategic planning process but with limited access: staff is present only to answer questions. Technology is directly mentioned as a tool throughout the association's strategic plan.

YMCA technology staff have a deep understanding of the mission and are included in the strategic planning process and acknowledged to be a managed resource of the YMCA. Technology staff advises on what is possible and ways to be more effective. Technology is fully integrated throughout the association's strategic plan. All projects and technology plans are tied to the association's plan and objectives.

Are leadership

and the board

supportive of

operations and

technology needs?

Leadership and the board are unaware of technology and operations needs beyond day-to-day requirements.

Leadership and the board have limited knowledge of how technology is supporting their operations.

Leadership and the board have knowledge of current technology in use, ongoing strategy, current challenges, and plans for future improvement.

Leadership shows full support and understanding of current and future technology strategies and works to engage the whole organization with IT. The board is aware of and has necessary information about upcoming technology projects.

Leadership strives for full integration of the IT team into the organization, gives YMCA technology staff authority to act at the leadership level, and shows ongoing support of aligning IT with the mission, operations, and strategic plan. The board offers advice as possible and stays aware of high-impact technology projects.

Are all areas of the YMCA

actively participating

in identifying technology

needs?

The YMCA does not allocate any regular resources or planning for technology.

The YMCA begins to actively look for ways to use technology to support new service offerings or develop new programs.

Some departments or programs regularly engage in meetings with technology staff to identify technology needs, but the effort may not be integrated across programs.

All departments at the YMCA regularly engage in technology-enabled process improvements across departments, branches, and the association. These improvements are measured for effectiveness and reviewed for needed adjustments.

The YMCA engages in regular technology-enabled process improvements across departments, branches, and the association. It is tied to the overall strategy defined by the technology steering committee. These improvements are measured for effectiveness and reviewed for needed adjustments.

Is there a review of

technology to measure

member impact?

There are no reviews in place to measure how effective technology is for members.

The YMCA tracks anecdotal comments from members or staff about how effective technology is for members.

All member feedback and surveys, formal and informal, are analyzed for areas where technology may be able to enhance service.

All member feedback and surveys, formal and informal, are analyzed for areas where technology may be able to enhance service. Member and staff satisfaction with technology and procedures is reviewed annually. Member and staff satisfaction with technology and procedures is reviewed annually.

All member feedback and surveys, formal and informal, are analyzed for areas where technology may be able to enhance service. Member and staff satisfaction with technology and procedures is reviewed annually. Focus groups are held with members to discuss their experiences with technology at the YMCA. Results are evaluated and integrated into strategic planning.

Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 CategoryRating (1–5)

Target (1–5)

Planning

Planning

Planning

Operations

Operations

Operations

Infrastructure

Infrastructure

Infrastructure

Is technology updated to

provide new opportunitie

s to members?

There is no strategy to provide members with new opportunities through technology.

Considerations are made to change technology based on comments or suggestions made directly by members.

A formal mechanism is in place to encourage and collect ideas and feedback from members on technology, procedures, and future plans.

A formal mechanism is in place to encourage and collect ideas and feedback from members on technology, procedures, and future plans. The YMCA also offers online opportunities for members to interact, learn, and manage their memberships.

A formal mechanism is in place to encourage and collect ideas and feedback from members on technology, procedures, and future plans. The YMCA offers online opportunities for members to interact, learn, and manage their memberships. YMCA also gives members online access to fitness tracking, health tips, volunteer opportunities, and more, based on their needs and preferences.

How is technology

funded?

There is no formal technology funding or budget.

Limited funds are dedicated to replacement.

Funds are dedicated to replacement, and technology is upgraded on a regular schedule.

A technology fund equal to 2 to 4 percent of the operating budget is created for technology replacement and upgrades.

A technology fund equal to 4 to 6 percent of operating budget is created for technology replacement, upgrades, and new technology or applications.

What is the technology spending process?

No process or forum exists to examine technology needs, nor is there a technology budget.

Processes around technology decisions and purchases are informal but have been mostly effective.

Technology replacement and upgrades are tied to department or branch requests, but there is no formal plan.

Technology is included in the operating budget and is tied to department, branch, or association operating plans with a formal plan to implement.

Technology is included in the operating budget and is aligned with the association's business strategy and strategic plan.

How are technology

assets managed?

Technology is generally not regarded as an asset. It requires attention only when it is broken.

Technology is regarded as an asset that requires limited attention.

There is at least one individual in the YMCA with the capability to assess technology needs.

There is a designated individual or committee to oversee technology issues.

There is a designated committee to oversee technology issues.

Are technology

policies defined?

There are no documented technology policies and procedures.

Technology policies and procedures are minimally documented.

Technology policies and procedures are in development.

Technology policies and procedures have been developed and are being implemented.

Comprehensive technology policies and procedures have been developed and are used association-wide.

How closely is

technology tied to the business process?

Business processes are not defined or supported by technology.

Some business processes are defined but are not directly tied to technology plans.

All business processes are defined, and the technology needed has been identified and planned for.

All business processes are defined and have been reviewed for consistency across the organization. Technology is identified and implemented to fully support the YMCA's business processes.

All business processes are defined and have been reviewed for consistency across the organization. Technology staff, in conjunction with the IT steering committee and all business units, is actively improving processes by upgrading the tools and technology used.

Is the association-

wide network

stable and current?

There is no network connectivity between sites and only limited Internet access.

There is some network connectivity between sites and limited Internet access.

There is reliable network connectivity between sites and adequate bandwidth for Internet use.

There is reliable network connectivity between sites and adequate bandwidth for Internet use, which is monitored for cost.

There is regularly monitored, reliable network connectivity between sites with adequate and expandable bandwidth for Internet use.

Are you using state-of-the-shelf technology?

Equipment, if existing, is outdated or is the personal property of individual employees.

Equipment is an ad hoc collection without a standard to measure it.

Equipment is up-to-date and interoperable. It meets standards set in Healthy and Secure Computing.

Equipment is up-to-date, interoperable, and readily expanded. It exceeds all standards set in Healthy and Secure Computing.

Equipment is up-to-date, interoperable, and readily expanded. It exceeds all standards set in Healthy and Secure Computing and meets industry standards.

Are technology

assets actively

monitored?

The technology inventory is not managed or documented.

There is some documentation of the technology inventory.

There is electronic technology inventory tracking with a replacement schedule

The technology infrastructure is approaching real-time management.

The technology infrastructure is managed in real time.

Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 CategoryRating (1–5)

Target (1–5)

Infrastructure

Support-Training

Support-Training

Support-Training

Support-Training

Support-Training

Support-Training

Infrastructure

Infrastructure

Is technology

capacity monitored?

There are simple reports for networks and management.

There is consistent alert and event management.

Network monitoring is automated.

Capacity planning is beginning.

There is aggregated capacity planning across the association.

Is technology

support offered?

Support is ad hoc or nonexistent.

Support is ad hoc or based solely on manufacturer’s warranty.

There is generally someone on site or on call to respond to technology problems.

A designated individual or team of support specialists is available to users. This team offers expertise in some areas of YMCA operations.

A designated team of support specialists with expertise in technology, operations, applications, and management is available to users. These users are regularly evaluated for their understanding and effectiveness.

Is user support offered?

Users with computers are responsible for finding their own solutions.

Users work with each other to find their own solutions.

Processes for reporting problems are informal but appropriate for the size of the YMCA.

A structured process exists for reporting and tracking problems.

A structured process exists for reporting and tracking problems, along with a tool to document cause analysis.

Is technology

support response measured

and dependable?

The timing of support response is unpredictable.

The timing of support response is unpredictable but bearable.

Support is not always timely, but users have learned work-arounds to use while awaiting help.

Support is reliable, timely, and consistent. Service-level agreements define support expectations for users, technology staff, and all other staff.

Support is reliable, timely, and consistent. Support staff proactively seeks to resolve problems with business units. Service-level agreements have been established and are reported on regularly.

Is technology-

systems training offered?

Training is provided by observation or “passed down” among volunteers or employees.

Training is provided by observation or “passed down” among volunteers or employees, but documentation exists.

Training is mostly provided by outside vendors, classes, or consultants, but is available on an as-needed basis. Documentation exists.

Super users for major business applications have been identified, and time is allocated for this function in their job descriptions. Documentation exists and is regularly updated in an online resource.

Super users for each business application have been identified, time is allocated for this function in their job descriptions, and a formal training schedule or plan exists. Documentation exists, is regularly updated in an online resource, and is integrated into trainings.

Is ongoing technology-

systems training offered?

There are very limited or no professional training resources available to staff.

There are limited professional training resources available to staff.

Training is included as part of a new system implementation. Follow-up training is limited to new employees when there is turnover.

Technology training is planned on a regular basis and is included in the overall technology planning process.

Technology training needs are assessed on an annual basis, then scheduled accordingly and included in the overall technology planning process.

Is technology

training integrated

with all trainings?

Technology training is not considered part of the YMCA’s planning process.

Limited technology training is considered part of the YMCA’s planning process for select staff.

Technology training for new hires is generally available but is not systematic.

Technology training is integrated across the association and is available to all full-time staff. Training is an available part of new-hire orientation.

Technology training is integrated with the association's strategic and training plans. It is available at some level to all staff. Training is an integrated part of new-hire orientation.

Is data actively

managed?

There are no clear definitions of data needs. Only minimal data is collected for billing and reporting purposes.

There are minimal definitions of data needs. Only minimal data is collected for billing and reporting purposes.

Some of the YMCA's data needs have been clearly defined, but they are not uniformly documented.

The YMCA has defined and documented its data needs across the organization in each area of service.

The YMCA has defined, standardized, and documented its data needs for all levels of the organization, including the board. Data needs are tied to staff decision-making needs and the strategic plan.

Have data needs for

reports been identified?

Clear definitions of data elements on reports are lacking throughout the YMCA.

Clear definitions of data elements for reports are emerging throughout the YMCA.

The underlying calculations or algorithms are documented for some reports, but not all.

The majority of data elements are clearly defined for each report and each program.

All data elements are clearly defined for each report and each program, with established metrics to measure against.

Chaotic = 1 Reactive = 2 Proactive = 3 Service = 4 Value = 5 CategoryRating (1–5)

Target (1–5)

Infrastructure

Infrastructure

Infrastructure

Infrastructure

Planning

Planning

Have data quality

standards been set?

Data is entered from a variety of sources without defined procedures.

Data is entered from a variety of sources with some defined procedures.

Data input documents are well defined, with some procedures for data entry and some accuracy standards set.

Data input documents are well defined, and report specification documents with written procedures for data entry have been well designed. Accuracy levels are measured for data entry.

Data input documents are well defined, and report specification documents with clearly written procedures for data entry have been well designed by cross-functional teams. Accuracy levels are measured for data entry.

How is data collected and used?

Data collection and management is not a priority for the YMCA.

Data collection and management is not a high priority for the YMCA.

The YMCA pays attention to data collection mainly for internal financial management.

The YMCA values data and prioritizes efforts to manage, collect, and use data to support better internal processes.

The YMCA values data and prioritizes efforts to manage, collect, and use data to support better internal processes. Data is used to promote community and individual health improvement and advocacy.

What are data

reporting metrics?

Reporting requirements are not well understood or met. Data is not easily accessible or accurate.

Reporting requirements are not well met. Some data is not easily accessible. Sampling is sometimes used to generate reports where complete data is missing.

Reporting requirements for funders, government agencies, and internal management are mostly met, but with some inconsistencies. Reports are based on data samples.

The majority of reporting requirements for funders, government agencies, and internal management are met by mining data from the YMCA's information systems. Reports are based on complete and integrated data systems.

Reporting requirements for funders, government agencies, and internal management are met by mining data from the YMCA's information systems. Reports are based on complete and integrated data systems. There are established metrics to measure against.

Is data shared

outside of the

association?

Only data required for reporting is shared. There are no ongoing collaborative efforts with other organizations.

Only data required for reporting is shared. There are minimal ongoing collaborative efforts with other YMCAs or organizations, but the ability to share information is lacking.

The YMCA engages in limited collaboration with one or two other YMCAs or organizations to examine comparative data.

The YMCA securely shares available data with other YMCAs, collaborating organizations, and appropriate government agencies to improve the health status of the community and to promote effective advocacy efforts.

The YMCA proactively and securely shares data with other YMCAs, collaborating organizations, and appropriate government agencies through regularly updated online tools to improve the health status of the community and to promote effective advocacy efforts. The YMCA is engaged at the national level by sharing data within Activate America, Y-USA Government Relations, or where appropriate based on the YMCA mission.

Are formal project

management practices in

place?

Technology projects have no project management.

Technology projects are minimally monitored or are managed only by an outside consultant.

Technology projects have formal plans with an assigned YMCA staff person to manage them.

Technology projects have formal plans, established timelines, measurable goals, milestones, and reporting with an assigned YMCA staff person to manage them.

Technology projects have formal plans, established timelines, measurable goals, milestones, and reporting with an assigned YMCA staff person to manage each project. Cross-functional teams are involved, and progress reports are shared across the association.

Are applications

actively managed?

There is no formal plan or documentation of software used. There is a mix of software and operating systems.

There is a basic inventory of software being used with correct licensing. There may be a mix of software and operating systems.

There is a full inventory of software being used with correct licensing. The majority of systems use the same versions and operating system.

Software licensing and usage is managed in an electronic inventory tool. Systems have a standard image that is easily reproduced.

Software licensing and usage is managed in an electronic inventory tool. Systems have a standard image that is easily reproduced. Software is monitored for maximum benefit, and a plan is in place to keep it current.

Overview of Technology Capability and Maturity Assessment

Total Score 0

Target Score 0

Average Score 0.0

Overall Level Chaotic

Breakdown of responsesChaotic 0

Reactive 0

Proactive 0

Service 0

Value 0

Score

Operations0 20

Support-Training0 30

Planning0 45

Infrastructure0 50

Scoring a 5 in every row is not the objective of this tool. Some areas of this assessment may not be appropriate for your YMCA at this time. The objective is consistently working to improve how your technology is aligned, not scoring the highest score. After scoring your YMCA, use the Target column in the assessment tool

to define where you think your YMCA should be. Then compare your YMCA's scores with the target scores to see where improvement is needed.

Total possible

Chaotic Reactive Proactive Service Value0

0.2

0.4

0.6

0.8

1

Responses by Maturity Level

Maturity level

# of

resp

onse

s

Operations Support-Training Planning Infrastructure0

10

20

30

40

50

Responses by Category Total possible

Score