Charity it friday presentation v2


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Bring together Non-Profits and IT Professionals
Non-Profit Organisations (NPOs) need help with their IT systems and they need YOU! In one weekend, you can make a difference to NPOs by using your IT skills to solve problems or improve their IT systems.
Some of the potential activities you could be doing include: improving websites, optimising the capabilities of CRM or simplifying internal IT applications. Small improvements will make a huge difference.
You'll form a team with other techies, and work with one of these NPOs. The team that brings the most sustainable improvement will be rewarded at the end of the weekend.
This is an opportunity for you to use your skills for public good, and network with like-minded people! We'll give you one weekend to make this world a better place. It’s as simple as that.

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Charity it friday presentation v2

  1. 1. Welcome to the Charity-IT HACKATHON Commercial in Confidence | Assurity Consulting Limited 2012
  2. 2. Before we begin • • • • • Evacuation Procedures Emergency Exits Location of Toilets Use of Access Cards Our Sponsor: Assurity Commercial in Confidence | Assurity Consulting Limited 2012
  3. 3. INTRODUCTION • The Charity-IT Hackathon • Who, what, why • The legal stuff Commercial in Confidence | Assurity Consulting Limited 2012
  4. 4. Agenda- Friday 5.30-5.45pm Registration 5.45-6.00pm Introduction 6.00-6.40pm Charity Presentations 6.40-7.00pm Project Selection 7.00-7.30pm Wrap-up + pizza Commercial in Confidence | Assurity Consulting Limited 2012
  5. 5. Agenda- Saturday 9.00am Start Day 2 1.00-2.00pm Lunch 5.00pm Finish Day 2 + Pizza Commercial in Confidence | Assurity Consulting Limited 2012
  6. 6. Agenda- Sunday 9.00am Start 12.00-1.00pm Lunch 3.00-4.00pm Team prep + retrospection 4.00-5.00pm Team presentations 5.00-5.30pm Wrap up + celebration Commercial in Confidence | Assurity Consulting Limited 2012
  7. 7. Charity Presentations Commercial in Confidence | Assurity Consulting Limited 2012
  8. 8. Social Development Partners What are our ICT needs?
  9. 9. Who are we? • An active national organisation for community organisations • Working to strengthen the capacity and influence of the community sector • Strong community organisations mean thriving communities • Around 100 members
  10. 10. What do we do? Provide members information on what’s happening at national & government level on matters that affect them. Support our members to do the job they need to by working collaboratively with others on a range of capacity-building projects. Advocate on issues affecting members and represent them on key sector issues.
  11. 11. Who do we work with? • Members – – – – Members are organisations Member organisations have a key contact Multiple contacts in organisations for newsletters & information Ability to segment • Other stakeholders – 100s of contacts/stakeholders = non members – Categories/groups e.g. funders, government contacts, business, other community organisations/individuals – Different information needs for different groups/categories
  12. 12. Current WordPress—SDP website Member sign-up Outlook—Email Manual processing Member management Contact management & communications Event management Xero—Financial management Member invoicing & payments Contact invoicing & payments MailChimp—Email newsletter Member communications Excel —CRM Member management & reporting Contact communications
  13. 13. How do we work? • Systems – – – – WordPress for website & blog MailChimp for email newsletters No CRM - Use Excel Xero for financial management • No interaction of systems • All manual processes, e.g. – New members join on website, but email form, then manually update website, MailChimp, Xero, Excel, etc. – New contacts – update various email lists, then MailChimp, Xero, etc. – Changes – manually update on all applications
  14. 14. CLUMSY! • No CRM, recently reverted to Excel • Previous systems too cumbersome, inflexible and no integration • No security: – Files can be copied or deleted easily – Multiple copies and versions – One staff member owns it • Manual processes – Operations not error proof – Easy to overwrite/delete cells – Someone has to remember to update it • No audit trail or alerts – Who did what? When? – Limited historical view
  15. 15. What’s needed here? • A CRM that integrates well with other systems where possible to streamline and automate processes for members and contacts
  16. 16. WordPress—SDP website Member sign-up Desirable Self-manage details Xero—Financial management ??? Member invoicing & payments Member management & reporting Contact invoicing & payments Contact management & processing —CRM Event Management— MailChimp—Email newsletter Event promotion, invoicing & payments to members and other contacts Member communications Contact communications
  17. 17. Sample processes • New member joins – Completes website form – Held in CRM with email alert – Acknowledged and verified • Activated in CRM • Details to MailChimp – Invoice generated • Details to Xero – Payment made • Details to Xero and back to CRM • e-newsletter or event planned – Member and contact lists from CRM linked to MailChimp or event management site – e-newsletter/invitation sent to members and/or specified contacts
  18. 18. Consequently… • • • • • Up-to-date information available across all systems No manual processing of data for each system Eliminates errors/discrepancies in contact details Saves time All information in one place
  19. 19. Supporting people in need to live with dignity in the community OUTREACH DATABASE
  20. 20. WHO ARE WE? In 1901 the Sisters of Compassion began the soup kitchen service in a small house in Buckle Street. Today, we operate from 132 Tory Street, where breakfast and dinner are served six days a week. Our services include: • Soup Kitchen – Serving breakfast and dinner. • Access to social services and advocacy. • Social inclusion – projects and
  21. 21. WHAT DO WE NEED? • Database • Info & contact details of guests • track the work we do with guests
  22. 22. WHY DO WE NEED IT? This is what we currently have…
  24. 24. DETAIL S
  25. 25. • • • • Started in December 2011, in Tawa 100% run by 42 volunteers One stop distribution hub for up to 40 charity partners Assisted over 15,000 people
  26. 26. What do we do? We supply schools and charities with fresh produce, clothing, footwear, toys, curtains, furniture through to whiteware
  27. 27. Challenge • Website currently hosted on weebly with very few options to expand • Migrate weebly website to our hosted site • All orders are texted or emailed to a cellphone • Move to order form on website • Manual forwarding of orders to volunteers • Secure log in for our charity partners and volunteers to access orders • Manual collection of statistics
  28. 28. What we have to work with • • • • Current website Our own domain - 150GB of hosted storage on LAMP server Access to a multitude of tools (23 community building tools, 34 content management tools, 14 ecommerce & business tools, 10 photos and file management tools, 8 survey and stat tools and 4 contact forms and search engines ) • Unlimited traffic • 100 email addresses • Procedures and processes on Google Docs
  29. 29. Who in the world is Philanthropy New Zealand? We are not philanderers, nor are we philatelists. Though we are asked this a lot! We are the umbrella organisation for people and organisations who donate money in NZ. We run events, research and publications to help our members give thoughtfully, strategically and collaboratively. So basically, we help them make sure their money is changing the world the way they want it to.
  30. 30. What the world would look like without us:
  31. 31. Philanthropy New Zealand: Our website Member feedback has indicated that our website: a) b) Looks like it was designed by hippies. Hides the fact that we want to recruit members. c) Is a rabbit warren. We need your help!
  32. 32. We would like: A clean, more modern interface that is easy to navigate We want to promote our membership and our events, with an easy to manage event booking system We want clear sections for new research and news. We want advice on how we can best engage with social media and drive traffic to our website And any other advice that you may have!
  33. 33. The ideas we have had for our website include: How can our application form show people what each category means? Would search engine optimisation help? How can our main page show clearly how people can join? How about Google Analytics? Looking forward to hearing your ideas!
  34. 34. Team allocation • • 20 minutes Look for projects that match your expertise + interest • Aim for even distribution Commercial in Confidence | Assurity Consulting Limited 2012
  35. 35. Things to consider Working with charities • • • Hear everything Ask questions straight away “What is the one thing that is causing the biggest issue?” Commercial in Confidence | Assurity Consulting Limited 2012
  36. 36. Working on the output • • • • • Don’t bite off more than you can chew See delivered functionalities Support + maintenance Documentation handover Make business decisions Commercial in Confidence | Assurity Consulting Limited 2012
  37. 37. Team planning Commercial in Confidence | Assurity Consulting Limited 2012
  38. 38. Copyrights • All slides in this presentation is under Creative Commons Attribution ShareAlike 4.0 international • • Contact: Scher.jonathan at Commercial in Confidence | Assurity Consulting Limited 2012