The modern not-for-profit:Thriving in the age ofCloud Computing andTechnologyPresented By Tony Nissen National Solutions Managerr & g technologies
About R & GTechnologies• ICT Services & Consulting firm with offices in Brisbane, Sydney andMelbourne with 28 staff• Specialising in working with Not for Profit Organisations (10 400staff)• Core business lines are Outsourced IT Support, Strategic ICTConsulting, Cloud Services & Software DevelopmentR & G Technologies Head Office, Brisbane Technology Park, Eight Mile Plains, QLD.
• Cloud Computing To Cloud or Not to Cloud?• A vision of the future from Microsoft• Products for Productivity• CRM & Software Solutions• Embracing TechnologyCase Study: Xavier Childrens Support NetworkThe modern not-for-profit:Thriving in the age of Cloud Computing and Technology
To Cloud? Or NotTo Cloud?What is Cloud Computing?
Types of CloudIn a nutshell, Cloud Computing is the method of deliveringservices over the internet.• Software as a Service (SaaS)• Eg. Salesforce, Xero, Office 365 (Microsoft)• Infrastructure as a Service (IaaS)• Eg. Amazon, Rackspace• IT as a Service (ITaaS)• Managed Hosted Desktop• Hybrid Cloud• Combining Cloud with local serversSo what are the benefits?
Reduced IT Support Overheads• Less local IT infrastructure = Less ComplexityReduced Capital Expenditure on IT• Less Hardware/Software requiredMobility = Flexibility = Productivity• Staff can work from anywhere, anytime, from any deviceImproved Redundancy• Automatic Failover/High AvailabilityThe Benefits ofAdopting CloudComputing:What does this mean for my IT Manager / External Provider?
Cloud Computing does not = no IT issues• Whether you use internal IT, or an outsourced provider you willalways need IT staff in some capacityAs the delivery of IT changes, thus the skills mix of your IT team willneed to adapt:• Less focus on hardware maintenance & support• More focus on software• IT team will focus more strategically on improving youroperational efficiency through technology and enhancing yourreporting/business intelligence capabilities eg. Managementdashboards• Vendor management eg. Dealing with multiple cloud providersSo to Cloud or Not to Cloud?What does this meanfor your IT team?
The Cloud is Great! But it is not a one size fits all.. Do a Cloud Readiness Assessment• Not a applications are suitable for the Cloud Is your current internet service suitable• If not, what are the costs to upgrade?• Is the correct service available? Weight up Risks & Reward• Where is your Data Stored?• What happens if the Cloud Provider closes shop?• How is your Data backed up?• Who else is using the service? Is it best to do a staged implementation?To Cloud or NotTo Cloud?
Vision of theFutureSteve Ballmer (CEO) in his annual conference said• Microsoft wants to move all your systems into the Cloud:Hosted Exchange for Email• SharePoint & SkyDrive for File Storage• Lync for Unified Communications• Microsoft Dynamics for CRM
What is Office 365?Office 365 is a subscription-based service which gives you virtuallyanywhere access to various services and software built around theMicrosoft Office platform.
Benefits of Office 365 Reduced Capital Expenditure on IT Mobility - Accessible via multiple devices Redundancy Worry free Backup & DR Elastic Solution - Pay per user Easily Communicate and Collaborate Inside and Outside your officeSharePoint Lync
SharePoint 2013:• Browser Based, Collaborationand Document Managementplatform.• Intranet & Extranet• Traditional File Serverreplacement.What is SharePoint?
• Version Control, Check In/Check Out & Version History• Powerful Search Features• Permission based Documentlibrarys, for both Shared &Personal Data• Drag & Drop!SharePoint 2013:DocumentManagement
• Create Team Sites• Calendars• Newsfeeds• Announcements•• Social Interaction• Follow Colleagues ordocumentsSharePoint 2013:Collaboration
SharePointTips:Getting themostout of SharePoint Set your SharePoint site to be page when opening I.E Get HR involved to use the site as a central repository for company wideinformation.We use it for:Great customer service storiesCompany eventsQuick internal surveys Gather information for the top 10 Internet resources staff use in the company andpost them in an everyday link section Use it to store all of your Standard Operating Procedures Embrace the Social Elements of SharePoint 2013
• Unified CommunicationsApplication• Instant Message (IM)• Voice• Video• Screen Sharing• Meetings• Synchronises With YourExchange (Email) ServerLync 2013:What is Lync?
Lync 2013:Flexible and MobileLync makes communicating easierwith a consistent and familiar experienceavailable on Windows PCs, WindowsPhone, iOS, and Android smartphones.Extend Lync Meetings outside yourorganisation with browser-based access:The Lync Web App allows PC and Mac usersto join a Lync Meeting from a browser anddelivers a full online meeting experienceincluding IM, voice, multiparty video,data collaboration and sharing.
A day in the life ofThe modernNFPusingLync• Weekly management meetings are run via webconference• Staff training is conducted remotely via screensharing• Weekly webinars hosted by the Marketing team• See when your colleagues are available/in meetings
Software Solutions& CRMIn the Cloud In the Office
Software SolutionsAnd CRMSoftware systems tend to grow as the organisationgrows and often this leaves systems unable to talkto each other, creating double handling andadministrative overhead..• Organisations will often have:• Access Databases• Big Excel sheetsViable Solutions:• Microsoft Dynamics CRM (SaaS & Local)• Blackbaud (SaaS & Local)• Fundraising• Donor Management• Custom Web Applications
XavierChildrensSupportNetworkXavier is a Brisbane-based support organisation for families of children aged 0-18 whohave high support needs arising from a variety of disabilities including physical, sensory,intellectual and autistic spectrum disorders.At Xavier aims to enhance capacity and empower families through the provision oftailored support, information and choice. Forming close partnerships with families,network of services is designed to address individual needs by providing flexiblesupport that is personalised to meet the specific requirements of each child and family.About
Case StudyThe Problem• Organisation with approx. 50 staff across two offices• Board had concerns with risk• IT environment had grown organically over time• ICT systems were causing productivity problems for staff:• Document control was a big problem• Infrastructure was slow creating a poor userexperience• Backups were not functioning correctly• Use of slow Microsoft Access Databases• Lots of manual data handling and double entrybetween systemsXavierChildrensSupportNetwork
Case StudyThe Analysis• Analysed and documented the existingsoftware systems. Developed an RFP forCRM and ERP vendors and acted as anindependent advisor. Also considered theoption of a custom solution.• Audited all the ICT infrastructure andevaluated Private Cloud options• Performed surveys of staff and managers• Met with key stakeholders to understandcurrent challenges and vision for theorganisation• Created financial model of current costs (TCO)XavierChildrensSupportNetwork
Case StudyQuantifying the Total Cost of ICT• Fixed ICT costs• Staffing costs• Hidden costsProductivity lossCost of downtimeXavierChildrensSupportNetwork
Case StudyThe SolutionDeveloped Strategic ICT Plan which provided the following keyrecommendations:• Infrastructure Move to a Citrix and thin client model withnew infrastructure• Support Implement an effective Outsourced IT solution• Developed• Replaced multiple Access Databases and Excel sheets• Interfaced with SharePoint for document managementand company intranet• Integrated with finance system for improved reportingand removal of double entry• Automate the process of timesheet entry over theinternet• Automates the process of submission to HACCC eachquarter• Implement a new SharePoint solutionXavierChildrensSupportNetwork
Case StudyThe Result Implemented new infrastructure Implemented new Outsourced IT support model Implemented Ops software and SharePoint• Projects are ongoing however the organisation has alreadyrealised a saving of $50,000 in Year 1.• Expected saving over 3 years is $120,000“We have been very impressed at the outcome of all projects,and have seen productivity increase and IT headaches dropdramatically. R & G Technologies have become our one stop ITpartner and since engaging their services our IT systems arebecoming than adequate to meet our needs now and into thefuture.”Lynn Card – CEO, XavierXavierChildrensSupportNetwork
Case StudyTips for a Successful Outcome• Do a total cost of IT to get buy-in fromboard/management and a positive return oninvestment• Clearly identify the current state, before creating afuture state• Evaluate all options to find the best fit for thebusiness. Cloud is not always the right option andXavierChildrensSupportNetwork
& G Technologies always deliver over and above my expectationsand I would highly recommend them to anyone looking for ManagedIT Support ProviderVaydra Wrightteam at R & G Technology provide us with timely,effective and friendly support and they are always willingto go that extraPaul Trappstaff have a great way of communicating witheasy to understand language, and they areincrediblyKatrina MacKenzieThe Trusted IT Partner that specialises in assisting Not For Profit organisationsjob! You guys are legends and ourteam here at the Children & FamilyCentre really appreciate havingproblems resolved even though we areso remote.R & G Once againyou saved my Bacon andI very much appreciate your