One issue most information technology (IT) professionals deal with is the purchase of new equipment.  In ministry this challenge is usually compounded by very limited resources. What strategy should be used to decide what to buy, when to buy it, and who to buy it for?  How can we be smart with our resources for technology?

I employ a simple set of questions that help me determine what computers and support systems to buy and when to purchase them.  They are ranked in order of importance, and purchases must meet each criteria above it in order to move forward.

Computer: Does the staff person qualify for a computer?
I first determine whether someone qualifies to have a computer.  Generally I would provide a system for a full-time staff member only.  I prefer part-time staff and volunteers use their own computers or share with a designated staff member.  I also limit laptops or more expensive systems to senior- or department-director level staff.  Support staff work most of the day at their desks and so I would most often provide less expensive desktop computers for their needs. 

Core: What technologies (hardware and software) are required?
Every computer in the office must provide some core functions.  My list of core functions includes email, web access, Microsoft Office and membership software.  By listing the core needs and providing them to all computer users, I can provide everyone a functional system from the start, and set a baseline from which to specialize computers to each task.

Other needs beyond the core are based on a specific job function.  A musician may need music sequencing software, or a secretary who helps with newsletters may need page layout software.  In all cases, once core needs are met, I would specialize systems versus equalize them.  Spending money on software that is needed based on job function is better stewardship.

Consistency:  How reliable is the equipment?
When purchasing system, I want to use reliable equipment.  Often this moves us to purchase brand-name systems like Dell, Apple or HP.  Sometimes I can build a system that meets our needs if it is not a mission-critical application.  The reliability of a computer used by a support staff person during the week, for instance, would not be as important as the one running PowerPoint for live worship each Sunday. 

Consistency is also important in the computer's interfaces and components.  I support broad-based software and industry standards when possible--what good is a computer if it can't open a Word file, or if we can't plug a USB device into it when required? I must also consider the total lifespan cost of the computer, which is usually 2-4 years--will I have to spend more on it during that time to add basic functionality?  Consistency often means I typically buy or build a slightly more expensive model than a bare-bones system.

Compatibility:  How will this computer interact with other systems?
Each computer will interact with other computers in the office.  I first provide basic network compatibility (Ethernet, and sometimes wireless). I also provide for common physical media, like CD-ROMs and thumb (flash memory) drives.

For compatibility, I realize the platform may be different if need is specific. For this reason, I often supply Apple Macintoshes for creative, music and video staff.  Of course, a Windows machine is much more appropriate and useful to the financial office or administrative staff. This mixed-platform environment is a reality today, and more easily accomplished as more and more software becomes web-based.

Continuity:  What is the user’s experience over time?
Often churches do not factor in cost of learning or training in something new.  Continuity comes into play when we consider replacing or upgrading systems.  The first rule is don’t break what works.  If the user is satisfied and does not need an upgrade, let him produce instead of relearn.  In this way, many older systems can continue to be used by those who simply need email, web access, and write an occasional document.

When I upgrade, I look for a balance of necessary new features.  Security measures, compatibility with other office staff, and increased productivity and speed with new hardware and software are typical reasons to upgrade.

Cost-Effectiveness:  How much should we spend?
Ah, this is the thousand-dollar question--literally!  Before purchase, I must first define a usable lifespan for a computer--usually 2-4 years.  When I add a new computer or "seat," I'm committing to support it and upgrade it as long as that seat is there.  When I replace an existing system, I may create an opportunity to sell or re-use the old gear.

I usually get at least three bids for purchases over $10,000.  For mission-critical items like servers, financial office systems or worship room systems, I explore both lease and purchase options, knowing that we will save ourselves dollars and headaches down the road if an immediate-replacement issue arises (lightning strike, component failure, theft or damage). A partner or consultant in large purchases where server hardware and software are involved is something I believe is good stewardship, as the advice of experience often makes a tremendous difference in these long-term purchases.

I also consider property tax, financing and insurance in the total cost of a system. If you get nothing else from this article, take at least this much away: The price Dell or anyone else gives you on the phone or online is never the total cost of the system, long term, for your church.

Cutting-Edge:  When should I employ brand-new technology?
The cutting-edge of technology is where so many bad purchasing decisions are made.  Careful consideration should be given to any technology that is new, untested and expensive.  It is rare that the combination of those three elements will serve the church well in terms of stewardship.

I consider any technology younger than 2 years old as cutting-edge.  When looking at new technologies--podcasting is a current example--I first determine whether the technology will meet a pertinent ministry need.  Why use it if it doesn't make a significant positive contribution to ministry?

If the technology is useful, I next look for alternatives.  Could it be accomplished another way using existing means?  I also look for momentum--is this technology a flash-in-the-pan, or will it obviously become the standard down the road?  Finally, I consider the cost of the technology.  Does the end justify the resources? 

Configuration:  What are common priorities after the purchase?
Most computer purchases end at the cost-effectiveness question.  Using these criteria, I'm able to practice good stewardship by balancing the needs with available funds.  And it makes for sound decisions--I never have to worry about giving an explanation for an odd or excessive purchase, because I've weighed each transaction against a reasonable standard.

Once a computer is purchased, configuration--setup and software licensing--is served centrally by IT staff and volunteers.  I provide for security of sensitive information and monitoring of internet usage through passwords and content blocking software.  I also discourage our users from seeking their own software online or elsewhere.  I caution against making a purchase and then "handing the box" off to a staff person.  Spending a little time on configuration will save many hours of support and re-installations later on.

Also, I supervise inventory and inspection all of the church's gear periodically--especially mobile systems like laptops.  Technology evolves quickly and we can often find ourselves with stacks of old hardware that could be donated or sold on eBay to benefit ministry--a periodic inventory solves this. And it keeps equipment from "walking off" with office visitors or former staff persons. 

Finally, having some oversight over internet usage and having an occasional random inspection of computer systems guards against inappropriate content or illegal software.  Remember that the individual user bears responsibility for how they use their computer as a tool, but we as the IT department bear responsibility taking reasonable steps to safeguard our data and our investment. 

About the Author. Eugene Mason has more than two decades of experience in ministry communications and technoloiges. More...