Technology planning & resource allocation for nonprofits

1. Technology planning & resource allocation for nonprofits Presented by Ned Fasullo of SimplifyIT

2. The Nonprofit in 2009 Everything starts with a plan…

3. Where to begin? • Action: Think of the technology plan as a funding proposal; the plan is driven by your agency's objectives and goals. Therefore: • First decide what the agency wants to accomplish, and then create a technology plan to help make it happen. • Remember to update the technology plan frequently as your agency's needs change and as technology changes. • A structured plan that outlines a viable technology strategy can be useful and highly relevant when approaching funders.

4. Before You Start… • There are important decisions to make before you start writing your technology plan. Since the process requires time, effort, resources and input from various people across your organization, adequate preparation is essential. • Start by reflecting on your situation: • How long will this take? • Establish a reasonable timeline. • Budget between 7–10 weeks to develop your plan.

5. Before You Start… • Who needs to be involved in planning and writing? • Involve the key stakeholders to cultivate buy-in. • Designate a lead person to coordinate and focus the planning process. • Find a technology champion to lend ideas and inspiration. • See handout #2 for more!

6. Nonprofit Technology The backbone of your activities is your technology infrastructure. Is yours up to par?

7. The Basics… • Bandwidth Services • Network Hardware & Hardware-as-a-Service • Telephony Services • Network Software & TechSoup • Email Services • Website Hosting Services • eMarketing Services • Employee Development & Training

8. Basic Internet Service 101 • Bandwidth is the key to your future! • Types of Internet services • DSL (AT&T, Eatel, etc) • T-1 (AT&T, Eatel, Sprint, CenturyTel, etc) • Cable Modem (Comcast, Charter, Cox, etc) • Wireless Broadband (Broadband IP, DTEL, etc) • Recommendations?

9. Basic Hardware101 • Workstations • All-in-one or not? • Name brand or not? • Thin-client or not?

10. Basic Hardware101 • Notebook vs. Netbook • Size • Functionality • Capacity

11. Basic Hardware 101 • Servers • Do you need one? • What kind? • What capacity?

12. Basic Network Infrastructure 101 PC’s Internet Network Server Modem Laptops Firewall Router/Switch

13. Basic Network Infrastructure 102 Internet Your Building My Data Center With your network (servers, email, etc) hosted securely offsite in a Data Center, your employees can work and function from within your premise, or anywhere else they are connected to the internet.

14. Basic Telephony 101 • Telephone technology is “technology”. • VoIP (Voice-Over-Internet-Protocol) is the direction you need to go. • More cost effective than traditional copper landline telephone service • More business-class phone system features • Not grounded by landlines – can go anywhere

15. Network Software 101 • Procurement • 1 WORD = TECHSOUP • CDW, Ingram and other distributors offer nonprofit discounts as well • Implementation • Always test before roll-out • Upgrades and Windows 7 • October 22, 2009 official street date

16. Email Services 101 • POP 3 email • Gmail, Yahoo, AOL, Cox, AT&T, etc • Business-class email • Microsoft Exchange • Mobile synchronization • Windows Mobile/ActiveSync • Blackberry Enterprise Services • GoodLink (Palm) • Anytime, anywhere delivery in real-time is key

17. Web Hosting Services 101 • Two types of web sites • Content Management System (CMS) • Simple user interface, changes made in real time, pre-built design, etc. • Custom Designed HTML • No user interface, changes made by third-party, design is whatever you want. • Hosting services must be 99.99% uptime! • Content changes MUST be controlled by you!

18. eMarketing Services 101 • Email Marketing system • iContact.com #1 in the world • CAN-SPAM Compliant • Mobile Giving system • vTEXT offers mobile giving, coupon and ad delivery • FCC Wireless Compliant • Facebook implementation • Twitter implementation

19. How do we budget? • The crux of budgeting and allocating funds for technology must be thought of on a “per user” or “per device” system, with a fixed monthly fee. • Fixed monthly fees, or “managed services” allow you to cost allocate your technology maintenance, support and upgrades for 12 months or more. • All technology can be cost allocated as a per user or per device system!

20. What do we ask for? • Stop writing grants for new hardware only • Without support and maintenance, your costs turn variable and make it nearly impossible to budget for the best and worst of times! • Start writing grants for the funding of overall technology implementation for the organization • Foundations and funders know what managed services are. Use your technology plan as your selling tool for requesting the funds to support your monthly budget for technology!

21. Know your staff, know your limitations • Staff is the key to any technology implementation • Age, education and prior experience are key indicators of success or failure • Management should work with their technology vendors to provide ongoing education and training • If your vendor leaves you out to dry, then you are paying the wrong vendor. • Coordinate with other agencies who all use the same vendor to capitalize on the training opportunity.

22. Special offers from SimplifyIT! • SimplifyIT will provide a free technology assessment to anyone attending this workshop! • Cox offers SimplifyIT clients 15% off of any cable modem internet package • SimplifyIT offers a special $350 setup fee and $25 per month for a fully functional CMS web site • http://www.lantap.org – Louisiana Nonprofit Technology Assistance Program • WORKetc.com offers a 10% discount to nonprofits who use the following link - https://www.worketc.com/Sign_Up?AffilCode=SimplifyIT • iContact.com is supported by SimplifyIT and users receive a free trial at - http://www.icontact.com/a.pl/281589