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Longterm Tech Plan BJ 5-9-24 draft
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=== Implementation === '''Stakeholders and their Roles''' Three groups are involved with the technology function at Windrows: * The Board [G1] * Staff [G2] * The Technology Committee [G3] <div style="margin-left: 4em;"> '''Board’s Role''' [G1] * Approving Goals developed by Staff and Tech Committee * Approving implementation plans developed by Staff and Tech Committee * Budget approval <comment-streams id="Implementation: Stakeholders"/>. '''Staff Role''' [G2] * Implement tech plans approved by Board (Including purchasing, installing and maintaining equipment; providing tech support for meetings; providing backup troubleshooting support to Tech committee as it tries to address individual residents’ tech needs) * Evaluate performance on plans (provide performance data to board) * Take the lead in evaluating performance of existing technology systems e.g. SARA. * Make and implement personnel decisions <comment-streams id="Implementation: Staff"/>. '''Tech Committee’s Role''' (this is reflected in the Board’s annual guidance document to the Technology Committee) [G3] The Technology Committee is both a service and advisory committee established to help the Windrows community by providing education for the effective use of communications and other technology. The committee also helps residents solve their technology problems. Finally, the Committee assesses and recommends to the Board measures for the maintenance and continuous improvement of technology used throughout Windrows.so <comment-streams id="Implementation: TechComm"/>. ==== '''Key activities''': ==== {{Robbie}} # Monitoring the functioning and content of the resident website, recommending improvements and offering seminars to residents on how to access and use the website. # Responding to requests for technical assistance from other resident committees by either providing direct assistance, or by directing residents to others able to help. # Develop and implement programs to help boost residents’ comfort with using technology and bolster their technological literacy. # Monitoring the functioning of technology used throughout Windrows to ensure that it is operating correctly and working with staff to correct problems. # Researching and recommending technologies that could: ## Improve the efficiency or lower the cost of regularly-occurring procedures at Windrows, with a particular focus on communications. ## Facilitate residents’ participation in Windrows life while they are both on campus and away. ## Facilitate online communication between residents. ## Improve energy efficiency. # Working with the Board and Staff to develop long-term technology goals and implementation plans; developing data necessary for evaluating progress toward achieving these goals. # Implementing a Bi-annual technology satisfaction and need survey among residents and staff. '''Note: Appendix A presents an overview of the Technology Committee’s activities.''' <comment-streams id="TechComm: Key Activities"/> ==== '''Project selection:''' ==== Within the context of the goals established with the Board, the Technology Committee will be considering a number of projects aimed at achieving these goals. To prioritize the group’s efforts, a system has been developed to evaluate each project. This system has been “pre-tested” and found to be effective for evaluating large, complext projects. '''Project selection criteria''' – We will emphasize individual technology projects that satisfy the following criteria. # '''Provide benefits to many residents''' – We will evaluate the extent to which each project will benefit residents. Those that benefit many residents will be given priority. # '''Provide significant benefits''' – We will look for projects that promise to provide significant benefits to residents. Those offering the largest benefit will be given priority. A list of particularly desireable benefits appears as Appendix A. # '''Protect flexibility''' - We will avoid technological choices that lock us into rigid or “dead end” systems, frameworks, and capabilities. We will select projects that exhibit the greatest technological flexibility. # '''Improve performance''' – We will evaluate the extent to which project would positively impact performance in some area. For example, if, using technology, there were a more efficient way to order take-out meals than the method we use today, it would be given priority. # '''Lower costs''' – We will look for projects that appear able to lower costs associated with particular operations. Sticking with our previous example, if we find an ordering technology that is more effective than the combination of hardcopy and phone-in orders, we would give it priority. # '''Consistent reinforcing a common purpose''' - Ensure that projects build upon each other and achieve common and consistent goals. Provide exhibiting this quality will be given priority. # '''Protect Windrows Values''' - Assure that projects support Windrows’ overall values by balancing residents’ right to privacy, while at the same time encouraging sharing of talents and perspectives. Projects exhibiting this consistency will be given priority. <comment-streams id="TechComm:Project Selection"/>. ==== '''Guiding principles''' ==== '''The following principles will guide our actions and recommendations:''' # '''Make personal use of new systems voluntary'''. We all deserve the ability to use or ignore whatever new tech services are offered. # '''Simplicity'''. We will look for technologies that are easy to use. #'''Access'''. We will look for technologies that provide the most access. That is, residents should be able to access features/information/processes from multiple devices any time of day. # '''Avoid bottlenecks'''. We will look for technologies that avoid having a single person or procedure become a bottleneck. That is, a procedure that can happen only if a particular person is available, or if there is a list that only a single staff person has access to. #'''Evaluation'''. We will make every effort to quantitatively evaluate each project, to determine the extent to which the project is delivering the expected benefits. #'''Make gradual and incremental, not bold changes'''. As we experiment and introduce new technologies, we will take an incremental, correctable, adaptable approach, not a “great leap into the future.” #'''Support Sales''' – We will support Windrows’ sales effort by providing the sales team with explanations for potential new owners as to what is planned to keep Windrows current technologically. #'''Provide needed training''' – We will provide residents and staff with training on how to use any new technology we introduce, and will provide help for residents to get the most out of the technology they already have. <comment-streams id="TechComm: Guiding Principles"/>. ==== '''Identifying Candidate Projects''' ==== We will identify candidate projects through several means: # '''Competitive offerings''' – We will investigate the technologies being used at other well-managed senior living communities. # '''Baby Boomer Priorities''' – We will identify, based upon available surveys and articles, what technology products and services are most important to the “baby boomers”. Boomers represent the next wave of senior home purchasers. We will investigate the tech capabilities they currently have in their homes and are likely to want in a senior living home. # '''Prospects’ priorities''' – We will speak to the Marketing Committee and the Sales Team to identify what technologies Windrows’ prospects are looking for. # '''Advice from our vendors''' – We will speak with our marketing consultants and service providers (including our CPAs, food service companies, software specialists, etc.) about important new technology trends. # '''Interview new Windrows owners''' – We will conduct some kind of survey of new Windrows residents and all current residents under the age of 75 to find out what technology-based products and services they are looking for (and to which they don’t current have access). # '''Forecasted Innovations''' – We will seek out articles discussing technology trends relating to senior living, and particularly within the context of a senior living community. We will pay particular attention to tech trends relating to safety, health, entertainment, education, personal growth, convenience, socialization, education, and communications. # '''Resident feedback''' – We will conduct a bi-annaul survey among Windrows residents to assess their satisfaction with the technologies Windrows currently employs and their unmet needs. We will also ask about what new technologies they would like to see offer at Windrows. '''Note: Appendix B presents a project scoring sheet.''' <comment-streams id="TechComm: Idetifying Candidate Projects"/>. ==== '''Planning procedures''' ==== The technology committe will utilitize the following steps to identify, evaluate and propose new projects. #'''Background Research'''. Conduct research into understand what our prospects want, what other communities are offering, and what new relevant technologies are becoming available. #'''Evaluation'''. Apply evaluation criteria (see above). Identify projects that provide sufficiently large benefits to a significant portion of the Windrows residents. Determine whether each project needs to be included in the Falcon Report. #'''Prioritization'''. Prioritize projects based on factors such as size of benefits, cost, personnel requirements, physical space requirements. #'''Recommendation'''. Provide the Board with our list of recommended projects, together with sufficient background material so that they can understand the project thoroughly and make a decision on implementation. As technology continues to evolve, and as our prospects’ interests and requirements change, we anticipate implementing the above procedures periodically. We will schedule our efforts to be in sync with Windrows’ budgeting process and the Falcon Report updating process. <comment-streams id="TechComm:Planning Procedures"/>.
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