Tech Essentials Webinar

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  • If you are in charge of your own backup either at home of in the office…
  • Tech Essentials Webinar

    1. 1. Nonprofit<br />Tech Essentials<br />October 2009<br />1<br />
    2. 2. Tech Essentials<br />Adam King<br />adam@npowermichigan.org<br />Mark Shaw<br />mark@npowermichigan.org<br />2<br />
    3. 3. NPower’s Mission<br />To inspire and empower nonprofits to use technology to better serve their communities.<br />3<br />
    4. 4. Today’s Session<br />Computing Trends<br />Top Nonprofit Tech Resources<br />The Nonprofit Tech Essentials<br />4<br />
    5. 5. Computing Trends<br />5<br />
    6. 6. Computing Trends<br />Windows Operating Systems<br />Windows XP Good for now, stable, everything works<br />Windows Vista  Avoid if you can, needs power, buggy, not everything works <br />Windows 7  Available soon, already stable, needs less power <br />Office Suite<br />2003 2007<br />6<br />
    7. 7. Computing Trends<br />Going Mobile<br />(for communication, organization, productivity)<br />7<br />
    8. 8. Computing Trends<br />“Cloud Computing”<br />Software with nothing to install<br />Applications accessed via Web browser<br />Databases, financials, etc. <br />Rent vs. Buy<br />Work from ANY computer<br />8<br />
    9. 9. “Cloud Computing”<br />Computing Trends<br />9<br />
    10. 10. Top Nonprofit Tech Resources<br />10<br />
    11. 11. Top Nonprofit Tech Resources<br />TechSoup.org<br />11<br />
    12. 12. 12<br />
    13. 13. Top Nonprofit Tech Resources<br />Idealware.org<br />13<br />
    14. 14. Top Nonprofit Tech Resources<br />Idealware.org<br />“Consumer Reports style” reviews and article on software packages that nonprofits use<br />A Few Good…<br />Constituent databases<br />Online donation tools<br />E-newsletter tools<br />Webinars<br />Choosing a database<br />Open source software options<br />Etc.<br />14<br />
    15. 15. Top Nonprofit Tech Resources<br />NPower Michigan’s SlideShare<br />www.SlideShare.net/NPowerMichigan<br />15<br />
    16. 16. Top Nonprofit Tech Resources<br />NPower Michigan’s Delicious feed:<br />www.Delicious.com/NPowerMichigan<br />16<br />
    17. 17. Tech Checklist<br />17<br />
    18. 18. Computer<br />18<br />
    19. 19. Average time businesses replace computers: 41 months<br />Average time consumers replace computers: 5 years<br />19<br />
    20. 20. Computer<br />$800-$1300<br />1-year warranty<br />5-year life<br />www.dell.com ($1,178): Optiplex 330 MiniTower,<br />20<br />
    21. 21. Computer<br /><ul><li>Operating System: XP Professional or Vista Business (Win 7?)
    22. 22. Processor: Intel Core 2 Duo 3.16 GHz -or- Core 2 Quad 2.5 GHz
    23. 23. Hard Drive: 160 GB to 320 GB
    24. 24. Memory (RAM): 2 GB minimum
    25. 25. Optical Drive: DVD+/-RW
    26. 26. Monitor: 19” LCD
    27. 27. Warranty: 1 year+
    28. 28. Surge Protector</li></ul>21<br />
    29. 29. 22<br />
    30. 30. Monitor Size<br />2008 University of Utah Study:<br />Participants using 24 inch monitor completed tasks 52% faster than those using an 18 inch monitor.<br />Productivity dropped off when using 26 inch monitors.<br />23<br />
    31. 31. Avoiding the “Budget” Computer<br />The “budget” computer:<br /><ul><li>Slow processor
    32. 32. “Home” edition
    33. 33. Not enough memory
    34. 34. Small hard drive
    35. 35. No monitor
    36. 36. No CD burner or DVD ROM</li></ul>$308 Microtel<br />24<br />
    37. 37. Desktops vs. Notebooks<br />$1,000-$1,500<br />3-year warranty<br />3-year life<br />$800-$1,300<br />1-year warranty<br />5-year life<br /><ul><li>Processor: Core 2 Duo or Turion 64 x2
    38. 38. Memory: 2 GB minimum
    39. 39. Hard Drive: 160 GB (faster speed: 7200 RPM vs. 5400 RPM)
    40. 40. Screen Size: 12” - 14” - 15” - 17”
    41. 41. “Business class”</li></ul>25<br />
    42. 42. Notebook Necessities<br />Port Replicator<br />$130 to $200<br />Lock<br />$30 <br />Case<br />$40 <br />Extended Battery<br />$99<br />90 Watt Power Cable<br />$20 to $70<br />26<br />
    43. 43. Minimize Upgrades<br />1 2 3 4 5<br />10-20% of <br />original cost<br />27<br />
    44. 44. Computer Purchasing<br />1 2 3 4 5<br />28<br />
    45. 45. Computer Purchasing<br />1 2 3 4 5<br />29<br />
    46. 46. Internet & Infrastructure<br />30<br />
    47. 47. Internet<br />Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.<br />31<br />
    48. 48. Internet<br />The need for speed…<br />DSL <br />Cable<br />T1<br />1.5 Mbps– 6 Mbps<br />Download Speed<br />1.5 Mbps– 20 Mbps<br />Download Speed<br />1.5 Mbps<br />Download Speed<br />$40-90/month<br />$300+/month<br />Test your speed: www.Speedtest.net<br />32<br />
    49. 49. Router<br /><ul><li> Router: shares your Internet connection
    50. 50. Firewall: protects your network</li></ul>33<br />
    51. 51. Router<br />Wired vs. Wireless<br />Wired Connections:<br />More reliable <br />Faster<br />More secure<br />Go wireless for Convenience and/or Necessity<br />34<br />
    52. 52. Backup<br />Scary Statistics:<br /><ul><li>A computer hard drive fails every 15 seconds
    53. 53. Over 2000 laptops are stolen or lost everyday
    54. 54. 1 in 5 computers suffer hard drive failure during their normal useful life
    55. 55. Eventually, 100% of all hard drives will fail</li></ul>Source: Realty Times<br />35<br />
    56. 56. Backup<br />36<br />
    57. 57. Backup<br /><ul><li>Online Backup</li></ul>Pros<br /><ul><li>Automatic
    58. 58. Offsite
    59. 59. Versioning
    60. 60. Affordable option</li></ul>Cons<br /><ul><li>Relies on your Internet connection
    61. 61. Recurring fee</li></ul>http://www.jungledisk.com<br />http://www.mozypro.com<br />15¢ per GB<br />$3.95 + $0.50/GB per month<br />37<br />
    62. 62. Backup<br /><ul><li>Personal Backup:</li></ul>My computer<br />38<br />
    63. 63. Backup<br /><ul><li>Central file storage location:</li></ul>Server, NAS, or networked PC<br />39<br />
    64. 64. Backup<br />External USB Hard Drives:<br />www.newegg.com($90 each): Western Digital My Passport Essential WDME2500TN 250GB USB 2.0 External Hard Drive<br />40<br />
    65. 65. Printing<br />41<br />
    66. 66. Printer<br /><ul><li>Standardize
    67. 67. Networkable (n)
    68. 68. Duplex (d)
    69. 69. PPM
    70. 70. Laser vs. Inkjet</li></ul>HP Laserjet P2055dn - $425 – newegg.com<br />42<br />
    71. 71. Printer<br />Laser<br />3-5 cents<br />Inkjet<br />10-35 cents<br />Networked<br />copier<br />&lt;2 cents<br />Color<br />laser<br />7-9 cents<br />Source: http://www.jeffersondavis.k12.ms.us/Departments/InformationTechnology/FAQs/tabid/72/Default.aspxaccessed on 8/9/2007.<br />43<br />
    72. 72. Printer<br />Reduce Printing Costs:<br />PrintGreener.com<br />People to Printer ratio – 8:1<br />44<br />
    73. 73. Voice & Phone Systems<br />45<br />
    74. 74. Voice & Phone<br />FreeConferenceCall.com<br />Host a conference call for free<br />Usually not a local number<br />46<br />
    75. 75. Voice & Phone<br />VOIP = Voice Over IP<br /><ul><li>When to Use:
    76. 76. Current phone system needs to be replaced
    77. 77. Moving to new location
    78. 78. Multiple locations
    79. 79. Use business VOIP system
    80. 80. Estimate $1000 per phone
    81. 81. Voipreview.org</li></ul>47<br />
    82. 82. Voice & Phone<br />800-Goog-411<br />Free directory assistance vs. calling information (up to $1.99 per call)<br />No residential connections<br />48<br />
    83. 83. Voice & Phone<br />49<br />
    84. 84. Voice & Phone<br />Why Smartphone?<br />Email anywhere<br />Faster scheduling<br />Task management (“to dos”)<br />Address book always available<br />Look up information / search<br />Directions<br />50<br />
    85. 85. Office Software<br />51<br />
    86. 86. Software<br />Nonprofits are eligible for reduced rates on software:<br />www.techsoup.org/stock<br />Retail<br />NP Price<br /><ul><li> Microsoft Office Professional 2007</li></ul>$400<br />$20<br />$40<br />$15<br /><ul><li>Norton Antivirus 2009
    87. 87. Quickbooks Premier *</li></ul>$45<br />$320<br />www.techsoup.org: Office ($20), Internet Security ($15), Accounting ($45)<br />52<br />
    88. 88. Collaboration Systems<br />53<br />
    89. 89. Collaboration<br />Primary File Sharing Options<br />Server<br />NAS<br />Online<br />54<br />
    90. 90. Online File Sharing<br />JungleDisk.com<br />Use as a shared network drive<br />Your files accessible on any computer <br />$2 per user per month, plus 15 ¢ per GB<br />(Workgroup Edition)<br />55<br />
    91. 91. File Server vs. Online<br /><ul><li>Server
    92. 92. Hardware - $2000
    93. 93. Software - $200
    94. 94. Setup - $1000
    95. 95. Backup Media - $300
    96. 96. Total: $3500 every 5 years
    97. 97. Online File Service
    98. 98. 10 staff ($2 each per month) - $20
    99. 99. 20 GB data (0.15 per GB, per month) - $3
    100. 100. $23 per month
    101. 101. $1380 per 5 years</li></ul>56<br />
    102. 102. Email / File Share / Collaborate<br />Wouldn’t it be nice?<br />Share calendars<br />Share contacts<br />Access ENTIRE mailbox (inbox & all folders) anywhere<br />Access all your own contacts, calendar, and tasks anywhere<br />Internal website for announcements, discussion<br />Share & collaborate on documents online<br />Organization-wide calendar<br />+<br />57<br />
    103. 103. Email / File Share / Collaborate<br /><ul><li>Option 1: Exchange & Sharepoint
    104. 104. Need T1 internet: $300 per month minimum
    105. 105. Need your own server: hardware + labor $3000 every 5 years
    106. 106. Need large backup hard drives: minimum 2 @ $150 each
    107. 107. Need separate antivirus protection: $85 dollars @ TechSoup.org
    108. 108. Maintenance and updates required
    109. 109. Server goes down = email goes down
    110. 110. Internet connection goes down = email goes down
    111. 111. Option 2: Hosted Exchange & Sharepoint
    112. 112. Basic DSL connection
    113. 113. No server needed
    114. 114. Backed up by Hosted Exchange provider
    115. 115. Antivirus protection included
    116. 116. Maintenance and updates included
    117. 117. $9 to $12 per month, per user
    118. 118. Makes sense for 25 or fewer staff
    119. 119. Recommended providers:
    120. 120. Intermedia.net
    121. 121. Sherweb.com</li></ul>58<br />
    122. 122. Email: Hosted Exchange<br />59<br />
    123. 123. 60<br />
    124. 124. 61<br />
    125. 125. 62<br />
    126. 126. 63<br />
    127. 127. 64<br />
    128. 128. 65<br />
    129. 129. 66<br />
    130. 130. Email & Online Collaboration<br />Google Apps for Nonprofits – www.google.com/a/npo<br />Email with your domain (i.e. me@mynonprofit.org) <br />Shared calendars<br />Organizational calendar<br />Internal team website<br />Share and collaborate on documents online (word processing, spreadsheet, etc)<br />67<br />
    131. 131. Using Google Apps…<br />Email<br />Register for Nonprofit edition to use your domain <br />i.e. Adam@NPowerMichigan.org<br />68<br />
    132. 132. Using Google Apps…<br />Shared, online calendars<br />Create organizational internal calendars and even public “calendar of events” to add to your website<br />69<br />
    133. 133. Using Google Apps…<br />Collaborate on shared docs<br />Create and share spreadsheets, word docs, slideshows<br />70<br />
    134. 134. Using Google Apps…<br />Internal website<br />Share info, manage projects, post announcements, etc.<br />71<br />
    135. 135. Get Started with Google Apps<br />www.nonprofittechblog.org/how-tos<br />72<br />
    136. 136. Collaboration<br />DimDim.com <br /><ul><li>Online voice, video
    137. 137. Conference number provided
    138. 138. Share slides, show your computer Desktop
    139. 139. Free for 20 or less attendees</li></ul>73<br />
    140. 140. Collaboration<br />MeetingWizard.com<br /><ul><li>Send a single meeting request to many people with proposed dates and times
    141. 141. Choose the time that works best for most
    142. 142. Automated email reminders</li></ul>74<br />
    143. 143. Databases<br />75<br />
    144. 144. Databases<br />Build vs. Buy<br />Local vs. Hosted<br />76<br />
    145. 145. Databases<br /><ul><li>Build
    146. 146. MS Access, Filemaker Pro, etc.
    147. 147. Very customized
    148. 148. Issues: support & compatibility
    149. 149. Buy
    150. 150. “Off the Shelf”
    151. 151. Limited customization
    152. 152. More stable, more support</li></ul>77<br />
    153. 153. Databases<br /><ul><li>Local
    154. 154. Runs internally on server
    155. 155. Must maintain, backup
    156. 156. Hosted
    157. 157. Online database
    158. 158. Hosted by 3rd party w/ monthly fee
    159. 159. No maintenance, backup</li></ul>78<br />
    160. 160. Databases<br />Local - Custom Built<br /><ul><li>Access, Filemaker Pro, etc.</li></ul>Local – “Off the Shelf”<br /><ul><li>GiftMaker, Exceed, Donor Pro, etc. etc. etc. etc.</li></ul>Hosted - Customized<br /><ul><li>Online CRM options such as:
    161. 161. Salesforce
    162. 162. Convio CRM</li></ul>Hosted – “Off the Shelf”<br /><ul><li>Donor Perfect Online
    163. 163. eTapestry.com</li></ul>79<br />
    164. 164. List functional requirements (3 meetings, 1 hour each)<br />Identify options (up to 4 hours per participant)<br />Discuss alternatives; narrow list of options (2 meetings)<br />Get product details<br />Vendor demos<br />Calls to real users<br />User visits<br />Decision<br />80<br />
    165. 165. Online Database<br /><ul><li>SalesForce.com
    166. 166. Free Enterprise version of CRM (Constituent Management Database)
    167. 167. Online, accessible anywhere, automatically backed up/updated
    168. 168. Tracks donors, clients, volunteers, households
    169. 169. Nonprofit Starter Pack: http://www.Salesforcefoundation.org/product</li></ul>81<br />
    170. 170. Website & Database<br />WildApricot.com<br />Website & Online Donations - e-Newsletter tool<br />Event/Class registration - Integrated blog<br />Constituent database - Members only login<br />82<br />
    171. 171. 83<br />
    172. 172. Online Database<br />FreshDex.com<br />Online database for nonprofits<br />Track clients, volunteers, donors<br />Keep case notes related to individuals & households<br />Allow clients/members to login and update their own information (optional)<br />$50-70 per month<br />84<br />
    173. 173. Website & Storytelling <br />Tools<br />85<br />
    174. 174. Basic Content<br />Organization news<br />Program information<br />Board and staff list<br />Donor list<br />990<br />Contact us<br />Directions<br />Search<br />FAQs<br />Document publishing<br />86<br />
    175. 175. Enhanced Content<br />Email lists<br />Online donations<br />Weblog <br />Discussion forums<br />Event calendar<br />Compliance with web standards / accessibility<br />87<br />
    176. 176. Advanced Content<br />Event registration<br />Multiple databaseintegration (single view of customer)<br />Multi-lingual support<br />88<br />
    177. 177. If you have a website…<br />You should be able to edit your website from any browser.<br />Your website should have the ability for online donations.<br />89<br />
    178. 178. Website<br />Wordpress.org as an option for a nonprofit website:<br />http://tinyurl.com/bqg69e<br />90<br />
    179. 179. Web Hosting<br />Free web hosting at DreamHost<br /><ul><li>http://dreamhost.com/hosting-nonprofit.html
    180. 180. Can host a Wordpress site </li></ul>91<br />
    181. 181. Online Donations<br />NetworkForGood.org’s Basic DonateNow<br /><ul><li>Register for free
    182. 182. 4.75% fee of online donations
    183. 183. One-time or reoccurring donations</li></ul>92<br />
    184. 184. Online Donations<br />PayPal<br /><ul><li>http://www.paypal.com/nonprofits</li></ul>93<br />
    185. 185. Online Photo Sharing<br /><ul><li>Flickr.com/good
    186. 186. Pro Account for free at TechSoup.org
    187. 187. Tell your story with photos: Post pictures of events, community, staff, etc.
    188. 188. Embed on your website</li></ul>94<br />
    189. 189. 95<br />
    190. 190. TechSoup.org/Stock<br />96<br />
    191. 191. Online Video Sharing<br /><ul><li>YouTube.com/nonprofits
    192. 192. Video campaigns educate/raise awareness
    193. 193. Promote your org or an event</li></ul>97<br />
    194. 194. ArtsAndScraps.org  About Us<br />98<br />
    195. 195. http://www.youtube.com/user/YTVideoVolunteers<br />99<br />
    196. 196. ENewsletter<br /><ul><li>Vertical Response
    197. 197. www.vertcialresponse.com/non-profits
    198. 198. Free up to 10,000 emails</li></ul>100<br />
    199. 199. Training and Support<br />101<br />
    200. 200. www.nhgreatlakes.com<br />102<br />
    201. 201. HP.com/go/LearningCenter<br />Basic computer, email, Office suite training<br />103<br />
    202. 202. Office.Microsoft.com/help<br />104<br />
    203. 203. Reviewing Tech Purchases<br />Best Source for Professional Reviews:<br />Best Source for User Reviews and Purchasing:<br />105<br />
    204. 204. Thank you!<br />Adam King<br />adam@npowermichigan.org<br />Mark Shaw<br />mark@npowermichigan.org<br />106<br />

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