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IT for CSO workflow April 1 - 2 , 2019 Kristina Mänd and Merje Vaide

IT for CSO workflow April 1 - 2 , 2019 Kristina Mänd and Merje Vaide. Introduction. Outcomes and Tasks Trainers Experience. Outcomes.

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IT for CSO workflow April 1 - 2 , 2019 Kristina Mänd and Merje Vaide

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  1. IT for CSO workflow April1-2, 2019 Kristina Mänd and Merje Vaide

  2. Introduction Outcomes and Tasks Trainers Experience

  3. Outcomes • CSOs’ leaders have knowledge and skills in designing and setting up an organization’s development strategy in terms of its digitalisation for better efficiency (daily activities, operations and fundraising). • Skills to work with digital solutions to address specific needs of an organisation, and select and apply the best-match one(s) • Ability to identify security vulnerabilities in the organisation. • Behavioural changes in CSO management, project, workflow, communication and engagement of beneficiaries take place.

  4. Our Tasks • Keep balance between concepts and tools - what you want to achieve and what tools to use; • Explain the concepts and show optional tools: • Some tools are for small, some for big organisations, • Online and offline component, • If possible, show options for Mac and options PCs, • Pros and cons of the tools. • Try different tools (before choosing the most suitable ones); • Show how to engage, how to do two-way communication; • Make the training fun and useful.

  5. Your Tasks • Learn and reflect. • Analyse existing tools for your organisation. • Perform exercises using the IT-tools so that you know how to adapt them to your needs and empower your colleagues. • Ask questions and think along. • Have fun!

  6. Opening Discussion • What specific needs does your organization have? Tell us about your main problem. • How have you addressed it until now? http://bit.ly/ProblemsAndNeeds

  7. Organization Management and Tools Organizational logic Why, what and how of management How tools are developed General principles for management tools

  8. WHY: Management Logic kristina@heakodanik.eeWillem P. A. van derTuuk Adriani & CeesTh. SmitSibinga

  9. WHAT: ManagementFocuses Kristina@heakodanik.ee

  10. HOW: Elements of Management • Management Involvement: how to coordinate the actions and reactions of individuals. • Goal Setting: what to achieve. • Learning and Development: what will and should happen, how can we improve. • Feedback and Coaching: how are we doing. • Ongoing Conversation: how is the implementation going by bringing together management, goals, learning and feedback.

  11. HOW: Processes to Manage • Management: workflow and oversight. • Financial management and accounting, budgets, cash-flow, fund development. • Marketing: delivery of ideas, services, products. • People: staff, volunteers, board, partners. • Quality management and development. • IT management. • Communication. • Administration.

  12. HOW: Principles and Tools for Management • Agile (12 principles, values) • Scrum (framework)

  13. Simple Lifecycle: How tools are developed?General principles for management tools. • analysis • design • implementation • maintenance

  14. Waterfall • Pre-analysis • Analysis • Design • Development • Implementation • Using

  15. “If you fail to plan, you are planning to fail” Benjamin Franklin

  16. Waterfall: Verification and Validation “A test of a system to prove that it meets all its specified requirements at a particular stage of its development.” “An activity that ensures that an end product stakeholder’s true needs and expectations are met.” Is the solution doing what the customer wants?

  17. https://semiengineering.com/verification-and-validation-brothers/https://semiengineering.com/verification-and-validation-brothers/

  18. Waterfall: Continuous Work • When the solutions is ready to use and customer has accepted it, still the development continues. • There can be still errors, environment changes, laws change, new requirements. • Need to log the change requests, do analysis, design and create new additions. A never-ending story!

  19. The Deming Cycle

  20. Agility Agile software development: an umbrella term for a set of frameworks and practices based on the values and principles expressed in the Manifesto for Agile Software Development and the 12 Principles behind it. WhatisAgile? (https://www.youtube.com/watch?v=Z9QbYZh1YXY)

  21. The Agile Manifesto • Individuals and interactions over processes and tools • Working software over comprehensive documentation • Customer collaboration over contract negotiation • Responding to change over following a plan https://agilemanifesto.org/

  22. ? „Agile process will provide the most bang for the buck, but won't say exactly when that bang will be".

  23. Scrum: WHY • Scrum is popular: makes people work efficiently, the productivity grows, management and customers are pleased. • Simple to understand, lot of trainings and it really works. • Can be used for complicated development projects where the uncertainty is very high. • Flexible framework, suitable for small and big projects.

  24. Scrum: WHAT • Most used agile method: a flexible process framework used to manage product development and other knowledge work.  • Best suited where a cross functional team is working in a product development setting where there is a non trivial amount of work that lends itself to being split into more than one 2 - 4 week iteration. • A methodology to support teams to organize work and gain the results. • Introduction to Scrum - 7 minutes video (https://www.youtube.com/watch?v=9TycLR0TqFA).

  25. Scrum: Values • Commitment: Team members personally commit to achieving team goals • Courage: Team members do the right thing and work on tough problems. • Focus: Concentrate on the work identified for the sprint and the goals of the team. • Openness: Team members and stakeholders are open about all the work and the challenges the team encounters. • Respect: Team members respect each other to be capable and independent.

  26. Scrum: Principles • Transparency: The team must work in an environment where everyone is aware of what issues other team members are running into. Teams surface issues within the organization, often ones that have been there for a long time, that get in the way of the team’s success. • Inspection: Frequent inspection points built into the framework to allow the team an opportunity to reflect on how the process is working. These inspection points include the Daily Scrum meeting and the Sprint Review Meeting. • Adaptation: The team constantly investigates how things are going and revises those items that do not seem to make sense.

  27. ScrumRoles: The Product Owner • The product owner is a role team responsible for managing the product backlog in order to achieve the desired outcome that the team seeks to accomplish. • The product owner role exists in Scrum to address challenges that product development teams had with multiple, conflicting direction, or no direction at all with respect to what to build.

  28. ScrumRoles: Scrum Master • The scrum master is the team role responsible for ensuring the team lives agile values and principles and follows the processes and practices that the team agreed they would use. • The name was initially intended to indicate someone who is an expert at Scrum and can therefore coach others. • The role does not generally have any actual authority. People filling this role have to lead from a position of influence, often taking a servant-leadership stance.

  29. ScrumRoles: Team • The development team consists of the people who deliver the product increment inside a Sprint. • The main responsibility of the development team is to deliver the increment that delivers value every Sprint. • How the work is divided up to do that is left up to the team to determine based on the conditions at that time.

  30. TODO - BUSY - DONE Scrum: Process • Customers’ requirements, product/service description, learning outcomes • Product backlog, user stories and tasks • Every task: • Plan (To Do) • Implement (Busy | In Progress) • Evaluate (according to requirements, learning outcomes, definition of done) and document (Done)

  31. Scrum: Resources Concepts https://www.agilealliance.org/agile101/ • Time line https://www.agilealliance.org/agile101/practices-timeline/ Scrum • https://www.scrumguides.org/scrum-guide.html • https://www.scrumguides.org/ • https://www.yodiz.com/blog/agile-vs-waterfall-differences-in-software-development-methodologies/ Videos • WhatisAgile? https://www.youtube.com/watch?v=Z9QbYZh1YXY • Scrumhttps://www.youtube.com/watch?v=9TycLR0TqFA

  32. How to choose and use the best tools • Where does your current solution fail? • What do you need in a new solution? • What project management methodology should it be compatible with? • Who will use the tool?

  33. TOOLS: Collaboration via Internet • Planning meetings - http://doodle.com/ • Cloud services • Surveys, entertainment, etc. • Time management – Outlook, calenders • Social media, blogs, wikis • E-learning – Moodle • FreeOnlineCourses

  34. TOOLS: Doodle

  35. TOOLS: Main Cloud Services • GoogleDrive • Account • Documents | files • Folders • Sharing documents • Forms • Dropbox • OneDrive – MicroSoft

  36. What to Use? Source: https://www.cnet.com/how-to/onedrive-dropbox-google-drive-and-box-which-cloud-storage-service-is-right-for-you/

  37. TOOLS: Google Drive • Cloud storage + office + synchronization • Many different services • If you use Gmail you can save your attachments in Google Drive • Synchronization • Documents created with Google you must export to edit them with Word or Excel. • Storage is shared with Gmail, if you have lot of emails then your storage is smaller BEST: Free Office + cloud storage

  38. TOOLS: Google Drive in your computer

  39. TOOLS: Google in Business - GSuite • Product information https://gsuite.google.com/features/ https://gsuite.google.com/products/vault/ • Links collection https://raindrop.io/ • Shortening links https://goo.gl/ Survey example for using Google Form • The best choice for shorting linkshttps://bitly.com/ • http://bit.ly/ProblemsAndNeeds

  40. TOOLS: OneDrive At first, just for storing files. • Works seamlessly with Windows devices because. • It's easy to open and edit files with MS Word or Excel. • Signing up for OneDrive gets you a Microsoft account, which gives you access to other services. • Automatic file organization doesn't always put files in correct folders. BEST: Perfect if you are using Windows in your computer and other devices.

  41. TOOLS: OneDrive • OneDrive - guide • For personal use 5 GB, for business 1 TB • OneNote – digital notebook and memos • Teams – guide, Step-by-step • Trainings • Documentation

  42. TOOLS: Others • Sway – application for telling stories (interactive, easy to share) • ForReports, Presentations, Newletters, Stories • GettingstartedwithSway • Good example - Office 2016 Quick Start • Excel 2016 guide

  43. TOOLS: Others • Plannerhelp: • Make plans; • Create and manage tasks; • Share files; • Discuss about workflow or ongoing tasks. • Monitor your team’s workflow • Delve – connecting with others and collaboration quick start • Yammer – info, support

  44. TOOLS: Dropbox • Cloud storage, easy to use, synchronization, possible to get more capacity • Working well with all operation systems • Design is simple and elegant • Automatically and quickly syncs your files across all of your devices • Dropbox's website doesn't let you control how your files are displayed BEST: simple tool to share files with different users (different operating systems, devices)

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