What does an IT function do & why does that matter when I don't have one

Huge amounts of paper (and computer disc space) have been consumed by the question: "What should an IT function do". It has exercised the brains of academics, business people, consultants, and IT managers/directors since the first commercial computers were put on the market. But for small non-profits, its easy to ignore this question because, by and large, they don't have an IT function.

However, just because a formal IT function doesn't exist, doesn't mean small non-profits can't benefit hugely from the use of technology - there are a whole host of case studies on the CTX website that show how small non-profits use technology to further their missions. The issue for small non-profits is to find a way of delivering the key elements of what an IT function brings without employing more staff in IT than in the rest of the organisation!

A recent article on Computerworld, "IT gets its report card", sets out a good model for what to look for when trying to find IT resources to support your organisation. It splits the IT function into three parts:

• Plan
• Build
• Run

It also highlights that as you run down this list, the resources you need grow.

In my experience, a lot of small non-profits focus on the "build" part of this model, acquiring technology because its available, then fitting it to their needs. But because they don't spend enough time on the "Plan", IT is always a peripheral part of what they do - a necessary evil. This is compounded by a lack of appreciation of the resources needs of "Running" IT which either leads to resentment of the financial drain, or a slow atrophy of the technology to the point where it becomes a hindrance not a benefit.

So where do you find the resources to deliver the "IT function" for a small non-profit without having the people in your organisation? Well for the "Plan" and "Build" functions, one option is to find a volunteer. Because they are specific projects (all be it you will repeat the "Plan" exercise on a regular basis and have multiple "Build" projects), using a volunteer is a practical option. One good place to look for a suitable volunteer is IT4Communities. IT4C have a rosta of IT volunteers with a the full range of skill sets you need. What's more, IT4C can help you stucture the engagement so everyone is clear on what is needed and the commitment they are making.

When it comes to the ongoing "Run" activities, it's best to work with a commercial organisation. Essentially, for the run pieces, you want someone who is available when you need them i.e. when you have a problem. It's no good having to wait a week before your volunteer can look at a problem that is stopping you working. There are a number of commercial IT organisations that focus on the voluntary and charity sectors. Most focus on a particular region and many are social enterprises. The Suppliers Directory, maintained by LASA is a good starting point to finding one. Investing some money at this end of the "IT function" will help to ensure that the time, effort, and aspirations that went into the "Plan" and "Build" stages continues to pay off in the long run.