8. NTEN Report
Key Findings
1:29 Support Ratio
Per-Staff budget metric
Still low % of budget
Spending smart goes farther than spending more
Have tools, not skills and training
66% include tech in strategic plans
11. Nonprofit Tech Commandments
After people, Data is your Most Important Resource
Define your Needs in Detail BEFORE tool selection
(Have tools? Regularly review new tools)
Have an Ongoing Conversation about Data
Keep in Touch with other Organizations
Knowledge Eases Fear, Gather/Share Knowledge
13. Nonprofits + Technology
Systems Analysis
Hardware & Software
Networks & Databases
Planning & Budgeting
The Cloud
Online Presence
Social Media
Mobile
18. Tech Use Levels
Infrastructure
“Stable & Secure” - Technology used in operations
(e.g. accounting, internal communications, Fund development)
Integration
Technology used in service delivery
(e.g. online advocacy, client tracking systems)
19. Tech Use Levels
Infrastructure
“Stable & Secure” - Technology used in operations
(e.g. accounting, internal communications, Fund development)
Integration
Technology used in service delivery
(e.g. online advocacy, client tracking systems)
Innovation
Nonprofits create new technologies or
applications for org or sector
21. Benefits
You know where you are going
Everyone else knows too!
Reduced ambiguity & guessing
Supports coordination
Flickrphoto:NicholasBabaian
22. Planning Cycle
ENVISION
Create the Team, Create a Vision Statement
ASSESS
Current Tech and Organizational Readiness
PRIORITIZE
Goals, Tech Projects
ACT
Understand TCO/TVO, ROI, Implement
EVALUATE & REVISE
Tech Projects, Goals, Strategies, Tactics
23. Team Perspectives
Senior Mgmt/CIO function - Organizational
Consultant function - Outsider/Expert
Program Management - Process/People
Line Staff/Field workers - Results/User
Geographic Representation - If Multiple Facilities
24. Identify the Team
2 minutes
Team Leader
Team Members:
Staff - Program, Admin, IT
Volunteers
Advisors/Consultant
Board
26. Plan Components
Strategy for Meeting Goals
Timeline for Meeting Goals
Budget
By Project
- Description
- Benefits, Value
- Tasks, Benchmarks
- Timeline/Critical Path
- Costs
Evaluation Criteria
27. Keep focus on mission
Look at what s working
Identify opportunities for growth
If we had unlimited resources,
how could technology best support us in
reaching our goals and fulfilling our mission?
Crafting a Vision
28. Key Business Goals
Without thinking about tech,
just your mission & programs
How tech can help you reach them. Can you:
Be more efficient?
Broaden your reach?
Communicate more effectively?
Share stories in more engaging ways?
Engage new audiences?
Technology Goals
34. Strategic vs.
Operational Goals
Strategic Goal
What we want to achieve - Good Health
Operational Goals
How we are are going to achieve it -
- Good Nutrition, Exercise, Stress Management
35. Strategic Goals
- Engage more diverse audiences
- Regularly assess progress on our engagement
Strategic vs.
Operational Goals
36. Operational Goals
Ask community members for ideas
Conduct outreach to specific communities of color within and outside of
our networks
Craft specific outreach messages for Latino, African-American, Asian-
American, Native Peoples and other audiences we identify
Conduct Quarterly Assessment of progress
Evaluation: How many before & after? Results? % Change?
Strategic vs.
Operational Goals
37. Long vs.
Short-term Goals
Long Term Goal
Website revision to improve navigation, content management,
interactivity
Short-Term Goals
Research, select & implement online donation service
Research, select & implement bulk email service
Integrate both into website on every page
Begin planning process for website revision
Flickrphoto:Kecko
40. Logic Models
Listening
Setup Google Alerts
Technorati Search
RSS Reader
Participating
Read, Comment on
blogs
Monitor comments
Sharing Story
Learn more about
how npos are using
Blogs, YouTube,
Flickr, podcasts,
etc.
Listening
Research
Monitoring
Participating
Time to read posts/
comments
Time to make
posts/comments
Sharing Story
Identify stories
to be told
Identify authors
Create content
(text and images)
Transfer content
Monitor sSatistics
Better awareness of our
focus area
Better awareness of
attitudes/ conversations
Recognized participant in
blogosphere
Increased comments on our
blog(s)
Improved awareness of
organization/programs
Attraction of new prospects/
donors/advocates
Number of favorable/
unfavorable mentions
Number of comments left
on other blogs
Number of comments left
on our blog
Website Traffic from
Facebook, Twitter, etc.
Number of replies/
comments/posts to each
Unique visits to related
website pages
Click-throughs on email
with related content
Create &
implement a
social media
strategy to
increase public
awareness,
strengthen
current ties and
engage new
stakeholders
42. Process Mapping
Focus on actual process first
Think about the ideal process
given unlimited resources
Build ideal process, adjust for
current resources
Mapping tool is unimportant - it’s the process
44. Workflow Mapping Example
Event Registration
n What data is needed for reports, event management,
other projects?
n What information is collected?
Can it be grouped by who needs it?
What systems does it go into and for what purpose?
45. Workflow Mapping Example
Start with outputs
What reports are desired? By whom?
What specifics need to be included?
In what ways does data need to be aggregated/compared?
What decisions/strategies will the data/reports help
inform?
46. Process Mapping
Homework Exercise
Map one part of a process
client intake, intake of
visitor or volunteer
What information comes in?
Can it be grouped by who needs it?
What systems does it go into and for what purpose?
Flickr:wjklos
47. Budgeting
Total Cost of Ownership (TCO)
Ø Purchase price + Long-term costs + Support
Total Value of Ownership (TVO)
Ø Improved work processes, results, morale
48. Budgeting Guidelines
- 1:50 maximum support ratio
- 36 - 60 month hardware replacement cycle
- Technology > 10% of Your Organizational Budget
- 30:70 Expense Rule
30% Equipment/Software/Service
70% Support/Training/Maintenance
49. Budgeting Example
n Budget - Workstation - 1 year $ Hours
- Review options, Plan for purchase 2
- Purchase process 2
- Computer purchase 1500
- Unbox and setup computer 2
- Install software, network setup, test 3
- Install user files, customize 2
- Training as needed, plus ongoing training 10
- Monthly maintenance, upgrades, troubleshooting 48
- Repairs and hardware upgrades 250
n Costs (labor 69 @ $60/hour) $1750 $4140
50. Preventative Budgeting
Allocate Money Annually (TCO)
Ø Hardware Workstations, Printers, Peripherals
Ø Software Acquisition, Upgrades, Support, Training
Ø Training Internal Systems, New Tools & Options
Ø Tech Support Maintenance, Troubleshooting
Adjusting the Outlook,
Facing Technical/Economic Realities
Preventive Budgeting
51. Budgeting
Goals
Ø Get Accurate
Ø Understand benefits & costs of adopting/not adopting
Ø Appropriate, Appropriate, Appropriate
Consider…
Ø Including in Proposals - Cost per FTE
Ø Describing how you use tech in promotional material
Ø Technology focused fundraising campaign
52. Planning Review
Identify Team Members
Prioritize Projects
Define Business Models & Goals
Process Mapping
Preventative Budgeting
54. IT Basics
Onsite & Offsite Backups, Restore Tested
Networked, Online Workstations
Documentation and Disaster Plan
Regular Maintenance & Upgrades
Investment in Resources - Human & Information
58. Use Examples
Replace servers
Board or work teams sharing docs vs. mailing/paper
Bulk emailing, creating/distributing surveys
Data Repository with greater accessibility
Video conference with multiple locations
60. Email Example
¢ Server-based: Microsoft Exchange
— Cost of server: varies
— Windows Server + CALs: $55 + $3/person
— Exchange Server Standard + CALs: $44 + $5/person
— Microsoft Outlook: $6/person
— Security, spam filtering: varies
— Upgrade every 3-5 years
¢ Cloud-based: Google
— $50/person/year
— Also includes calendar, docs
61.
62.
63. Cloud Security & Risk
Availability
Internet may go down
Service provider may go down/out of business
Confidentiality
How well is data protected
FlickrPhotos:Cesarharada.com;
64. Cloud Security & Risk
Security
Is service protected from unauthorized access?
Privacy
Process and policies agree with yours/requirements?
65. Cloud Security & Risk
Availability
Uptime usually better than on-premise
Service provider may go down/out of business
Recovery period usually short/Notice given of closure
How long can you operate without it?
Important to keep copy in-hand
66. Cloud Security & Risk
Security
Generally better than most small/medium nonprofits
Requires org have good practices:
Security levels, passwords
Privacy
Must monitor internal processes to maintain
68. Your Tasks
Privacy
Fines/penalties on you, not provider
Reputational impact on you
May need to limit what data is in the cloud
Data in-hand
Regular backups, sync process
Exit strategy
Data movement, storage, upload/download
69. Your
nonprofit
Email & office
productivity
File sharing
Communication
Social
networking
Facebook
Twitter
Pinterest
Google Apps
Office 365
Zoho
CRM Salesforce
CiviCRM
Dropbox
Box.net
Google
Drive
Skydrive
Skype
GoToMeeting
ReadyTalk
70. What is a new way your org
could use the cloud?
71. Database Basics
Maximize Investment: Training, Audit
Minimum Entry in 2 Systems
Dedicated Data Manager
Garbage In - Garbage Out: S.O.P.’s
Systems for Moving Data, Safeguarding Data
Map Business Processes
72. Internet Basics
Updated, Easy to Navigate Site
Donor/Member Engagement
Online Donation & Email Tools
Coordination between Online and Offline
Easy Social Media Sharing
Future: CRM + CMS
73. Making Good Choices
Never Start with Tools
List Your Needs in Priority Order
Check Idealware to Narrow Choices
Compare Needs Against Tools
Test Drive, Talk to Other Nonprofits, Consultants
74. What are some initial steps I can take in these areas?
75. Challenge
of Change
Focus on Strategies
Not: What should we do with texting?
What are our priorities/goals?
How might “_______” help us towards those goals?
Read/Share stories of other orgs & how they use new tech
Flickrphoto:RedVers
76. Challenge
of Change
Small Experiments
If we want to try online event registration
Pick one program/event
Include link on flyers, handouts, postcards
Test for mobile-friendlyness
Track results, learn, try again
Flickrphoto:RedVers
81. Process Roadmap
Form Team. Articulate Vision, Roles, Decision Making
Conduct Hardware/Software/Skills Audit
List All Projects, Prioritize
Detail Technology Initiatives (Logic Models)
Create Implementation Plan, Timelines
Create Budgets
Write Introduction
86. Funding
Do you have funders in mind you can approach with your
plan?
What programs are funded that could demonstrate
improvement through technology?
87. Support &
Management
What steps could be taken to integrate tech
management into all parts of your organization?
How will you include various function areas (fundraising,
programs) in tech decisions & maintenance?