NTEN ReportKey Findings1:29 Support RatioPer-Staff budget metricStill low % of budgetSpending smart goes farther than spending moreHave tools, not skills and training66% include tech in strategic plans
Nonprofit Tech CommandmentsAfter people, Data is your Most Important ResourceDefine your Needs in Detail BEFORE tool selection(Have tools? Regularly review new tools)Have an Ongoing Conversation about DataKeep in Touch with other OrganizationsKnowledge Eases Fear, Gather/Share Knowledge
ConstituentsServicesBusiness ProcessParticipants TechnologyInformationContext InfrastructureAdapted from The Work System Method: Connecting People, Processes, and IT for Business Results - Steven Alter, www.stevenalter.comWork Systems Framework
Need/WantWhat do youneed to learn ?What do you want to learn?
Need/Want1 minute – write downWhat do youneed to learn ?What do you want to learn?
Built in LayersHardware & NetworksOperating Systems & SoftwareThe InternetCloud-Based ServicesSocial Media/Mobile/Apps
Tech Use LevelsInfrastructure“Stable & Secure” - Technology used in operations(e.g. accounting, internal communications, Fund development)
Tech Use LevelsInfrastructure“Stable & Secure” - Technology used in operations(e.g. accounting, internal communications, Fund development)IntegrationTechnology used in service delivery(e.g. online advocacy, client tracking systems)
Tech Use LevelsInfrastructure“Stable & Secure” - Technology used in operations(e.g. accounting, internal communications, Fund development)IntegrationTechnology used in service delivery(e.g. online advocacy, client tracking systems)InnovationNonprofits create new technologies orapplications for org or sector
BenefitsYou know where you are goingEveryone else knows too!Reduced ambiguity & guessingSupports coordinationFlickrphoto:NicholasBabaian
Planning CycleENVISIONCreate the Team, Create a Vision StatementASSESSCurrent Tech and Organizational ReadinessPRIORITIZEGoals, Tech ProjectsACTUnderstand TCO/TVO, ROI, ImplementEVALUATE & REVISETech Projects, Goals, Strategies, Tactics
Team PerspectivesSenior Mgmt/CIO function - OrganizationalConsultant function - Outsider/ExpertProgram Management - Process/PeopleLine Staff/Field workers - Results/UserGeographic Representation - If Multiple Facilities
Identify the Team2 minutesTeam LeaderTeam Members:Staff - Program, Admin, ITVolunteersAdvisors/ConsultantBoard
Plan ComponentsOrganizational ProfileTechnology Vision StatementDescription of Current Tech Useand How it Supports OperationsInventoriesLong and Short Term Tech Goals
Plan ComponentsStrategy for Meeting GoalsTimeline for Meeting GoalsBudgetBy Project- Description- Benefits, Value- Tasks, Benchmarks- Timeline/Critical Path- CostsEvaluation Criteria
Keep focus on missionLook at what s workingIdentify opportunities for growthIf we had unlimited resources,how could technology best support us inreaching our goals and fulfilling our mission?Crafting a Vision
Key Business GoalsWithout thinking about tech,just your mission & programsHow 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
Tech ProjectsSmall ExperimentsFocus:To implement technology solutionsthat support good work flow processesFlickrphoto:steven_wong
Dreaming BigProcess to help ____to _________.Because__________
Dreaming BigProcess toallow patientstorequest animal visits.Becauseit’s more flexible andcustomized for thepatient and volunteers
Dreaming BigProcess to help ____to _________.Because__________
Strategic vs.Operational GoalsStrategic GoalWhat we want to achieve - Good HealthOperational GoalsHow we are are going to achieve it -- Good Nutrition, Exercise, Stress Management
Strategic Goals- Engage more diverse audiences- Regularly assess progress on our engagementStrategic vs.Operational Goals
Operational GoalsAsk community members for ideasConduct outreach to specific communities of color within and outside ofour networksCraft specific outreach messages for Latino, African-American, Asian-American, Native Peoples and other audiences we identifyConduct Quarterly Assessment of progressEvaluation: How many before & after? Results? % Change?Strategic vs.Operational Goals
Long vs.Short-term GoalsLong Term GoalWebsite revision to improve navigation, content management,interactivityShort-Term GoalsResearch, select & implement online donation serviceResearch, select & implement bulk email serviceIntegrate both into website on every pageBegin planning process for website revisionFlickrphoto:Kecko
Logic ModelsListeningSetup Google AlertsTechnorati SearchRSS ReaderParticipatingRead, Comment onblogsMonitor commentsSharing StoryLearn more abouthow npos are usingBlogs, YouTube,Flickr, podcasts,etc.ListeningResearchMonitoringParticipatingTime to read posts/commentsTime to makeposts/commentsSharing StoryIdentify storiesto be toldIdentify authorsCreate content(text and images)Transfer contentMonitor sSatisticsBetter awareness of ourfocus areaBetter awareness ofattitudes/ conversationsRecognized participant inblogosphereIncreased comments on ourblog(s)Improved awareness oforganization/programsAttraction of new prospects/donors/advocatesNumber of favorable/unfavorable mentionsNumber of comments lefton other blogsNumber of comments lefton our blogWebsite Traffic fromFacebook, Twitter, etc.Number of replies/comments/posts to eachUnique visits to relatedwebsite pagesClick-throughs on emailwith related contentCreate &implement asocial mediastrategy toincrease publicawareness,strengthencurrent ties andengage newstakeholders
Process MappingFlickr:wjklosMap the ProcessFind InefficienciesFix InefficienciesLook at how tech can supportgood processes
Process MappingFocus on actual process firstThink about the ideal processgiven unlimited resourcesBuild ideal process, adjust forcurrent resourcesMapping tool is unimportant - it’s the process
Workflow Mapping ExampleEvent Registrationn 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?
Workflow Mapping ExampleStart with outputsWhat 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 helpinform?
Process MappingHomework ExerciseMap one part of a processclient intake, intake ofvisitor or volunteerWhat information comes in?Can it be grouped by who needs it?What systems does it go into and for what purpose?Flickr:wjklos
BudgetingTotal Cost of Ownership (TCO)Ø Purchase price + Long-term costs + SupportTotal Value of Ownership (TVO)Ø Improved work processes, results, morale
Budgeting Guidelines- 1:50 maximum support ratio- 36 - 60 month hardware replacement cycle- Technology > 10% of Your Organizational Budget- 30:70 Expense Rule30% Equipment/Software/Service70% Support/Training/Maintenance
Budgeting Examplen 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 250n Costs (labor 69 @ $60/hour) $1750 $4140
Preventative BudgetingAllocate Money Annually (TCO)Ø Hardware Workstations, Printers, PeripheralsØ Software Acquisition, Upgrades, Support, TrainingØ Training Internal Systems, New Tools & OptionsØ Tech Support Maintenance, TroubleshootingAdjusting the Outlook,Facing Technical/Economic RealitiesPreventive Budgeting
BudgetingGoalsØ Get AccurateØ Understand benefits & costs of adopting/not adoptingØ Appropriate, Appropriate, AppropriateConsider…Ø Including in Proposals - Cost per FTEØ Describing how you use tech in promotional materialØ Technology focused fundraising campaign
Planning ReviewIdentify Team MembersPrioritize ProjectsDefine Business Models & GoalsProcess MappingPreventative Budgeting
ReflectionWhat is new/different to me about thesetechnology planning & budgeting activities?
IT BasicsOnsite & Offsite Backups, Restore TestedNetworked, Online WorkstationsDocumentation and Disaster PlanRegular Maintenance & UpgradesInvestment in Resources - Human & Information
The CloudApp /
The CloudScalable service accessed via InternetGmailFacebookTwitterMSOffice 365SalesforceSurvey Monkey
StrengthsSharingCollaborationWorking RemotelyScaling (add/remove people or space)
Use ExamplesReplace serversBoard or work teams sharing docs vs. mailing/paperBulk emailing, creating/distributing surveysData Repository with greater accessibilityVideo conference with multiple locations
Human SideRequires trainingCulture shift for teams, orgInvolvement in security, backupsShow examples to open up thinking
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
Cloud Security & RiskAvailabilityInternet may go downService provider may go down/out of businessConfidentialityHow well is data protectedFlickrPhotos:Cesarharada.com;
Cloud Security & RiskSecurityIs service protected from unauthorized access?PrivacyProcess and policies agree with yours/requirements?
Cloud Security & RiskAvailabilityUptime usually better than on-premiseService provider may go down/out of businessRecovery period usually short/Notice given of closureHow long can you operate without it?Important to keep copy in-hand
Cloud Security & RiskSecurityGenerally better than most small/medium nonprofitsRequires org have good practices:Security levels, passwordsPrivacyMust monitor internal processes to maintain
Other ConsiderationsCustomizationUsually little or noneUpdatesHappen “on the fly”Functions, look might changeNeed to keep up internally on changes to support users
Your TasksPrivacyFines/penalties on you, not providerReputational impact on youMay need to limit what data is in the cloudData in-handRegular backups, sync processExit strategyData movement, storage, upload/download
Database BasicsMaximize Investment: Training, AuditMinimum Entry in 2 SystemsDedicated Data ManagerGarbage In - Garbage Out: S.O.P.’sSystems for Moving Data, Safeguarding DataMap Business Processes
Internet BasicsUpdated, Easy to Navigate SiteDonor/Member EngagementOnline Donation & Email ToolsCoordination between Online and OfflineEasy Social Media SharingFuture: CRM + CMS
Making Good ChoicesNever Start with ToolsList Your Needs in Priority OrderCheck Idealware to Narrow ChoicesCompare Needs Against ToolsTest Drive, Talk to Other Nonprofits, Consultants
What are some initial steps I can take in these areas?
Challengeof ChangeFocus on StrategiesNot: 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 techFlickrphoto:RedVers
Challengeof ChangeSmall ExperimentsIf we want to try online event registrationPick one program/eventInclude link on flyers, handouts, postcardsTest for mobile-friendlynessTrack results, learn, try againFlickrphoto:RedVers
Learning by Teaching
Learning by TeachingInteractiveFacilitating vs PresentingDraw Out ResistanceInspire Ideas & Enthusiasm
Plan Outline SectionsIntroductionEvaluation ProcessTechnology InitiativesUpdate PlansImplementation PlanBudgetsAppendices
Process RoadmapForm Team. Articulate Vision, Roles, Decision MakingConduct Hardware/Software/Skills AuditList All Projects, PrioritizeDetail Technology Initiatives (Logic Models)Create Implementation Plan, TimelinesCreate BudgetsWrite Introduction
Planning Process DiscussionResourcesSupportersChallenges/RoadblocksTimeframeWhat will you need to complete this process?
Budgeting/ROIWhat isn t clear about tech budgeting for you?
EvaluationWhat isn t clear about evaluation for you?
FundingDo you have funders in mind you can approach with yourplan?What programs are funded that could demonstrateimprovement through technology?
Support &ManagementWhat steps could be taken to integrate techmanagement into all parts of your organization?How will you include various function areas (fundraising,programs) in tech decisions & maintenance?
SustainabilityEducating and Empowering StaffIntegration into regular activities- Staff meetings- Board Meetings- Advancement
Question & DiscussionTechnologyFree-for-all
Closure ExerciseCombine with other MasterclassTime for reflection, takeaways