Gordon Tan shares advice on how you can use SharePoint and CRMs inside your not for profit organisation.

1. The modern not for profit
HOW TO LEVERAGE SHAREPOINT AND CLIENT MANAGEMENT SOFTWARE

2. About Us
 Today, 33 staff
 Specialise in the not for profit sector
 Clients in all states QLD, NSW, VIC, NT, WA, SA
 We aren’t just selling what’s in fashion or is “cool”, we work with the
complete IT stack from servers and helpdesk to strategy

3. Why this matters

4. Why this matters
 Technology rapidly changing the game
 Competition is increasing
 Government vision eg. NDIS
 More accountability and higher levels of
governance

5. The data nightmare
 Excel
 Access
 Documents
 Manila Folders

6. The problems start to grow…
 Everything feels very manual
 Errors in data and reporting
 Multiple places where same data sits
 Data silos
 Too much tacit knowledge
 No management visibility

7. The now…
 Cloud solutions
 Free NFP options

8. The now…
 Cheap to implement
 More products available
 Better integration

9. Jack Welch
 Today IT is a major strategic function in just about every
business….Even with the advent of a low-cost cloud based
solution, it can still feel like IT comes around too often asking
for huge sums of money to upgrade this or that system….
However there is a terrible cost for marginalizing the CIO”
 - Jack Welch, “The Real Life MBA”

10. So, what does the modern NFP need?
 A central technology platform that manages data, streamlines process
and delivers insight in a meaningful way
 Productivity Platform
 Document Management
 Business Workflow Management
 Client Management
 Financial Management

11. Document Management & Workflow
Management

12. Document Management Systems
 Drop Box
 Google Docs
 How Now
 SharePoint

13. SharePoint
 Free with Office 365
 Intranet
 CEO updates
 Policies & Procedures
 Shared information

14. Start discussion

15. Document Management
 Document Management
 Version Control
 Permissions
 “Follow” Documents

16. Workflows
 Workflow
 Automate business process
 Remove checklists and manila
folders full of paper

17. Workflows (advanced)
 SharePoint can do basic workflows
 More advanced workflows needed? Use Nintex or similar
 With training, many clients build their own

18. Powerful Search

19. Client Management Systems
A simple crash course

20. Client Management Software
 Stores all Client Information in one place
 May often encompass other areas eg. asset management, finance,
workflow etc.
 Should preferably be cloud based (unless Microsoft CRM via CU)

21. What sort of functions?
 Client database
 Support processes/ticketing
 Project specific information
 Task management
 Timesheets/Rostering
 Marketing
 Reporting

22. Key Benefits
 Improved organisational efficiency
 Better outcomes/service for clients
 Better decision making for management
 Reduction in risk

23. Build or Buy?
 In 90% of cases, Buy is best!
 Portability of Product
 Tacit knowledge issues
 Ongoing support costs
 Is building it Core IP? Does it offer
competitive advantage

24. How do I find one?
 What do we have?
 Audit of what you have – create a systems map
 What would we like?
 Stakeholder Workshops
 ICT Survey
 Develop Requirements
 Create data model
 Produce requirements document
 Go to market
 Search for suitable products
 Invite to enter tender process,
 Evaluate various proposals
For some sample templates please email me
gordon.tan@rgtech.com.au

25. Lots of choices
 Some choices from the conference

26. Four overlooked questions to ask…
 Ask about the partner
 Can we have onsite training and weekly post-implementation meetings?
 Where is the data hosted?
 How will Support work?
 Australian Based?
 SLA?

27. Final words of advice

28. Success factors?
 Start with IT strategy
 A large portion of implementations fail because of the wrong partner
 Design functional requirements clearly before going to market
 Change Management is biggest hidden cost

29. The modern not for profit…
Infrastructure (IaaS, Local Hardware)
IT Support & Managed Services
Software (CRM, SharePoint) Business Intelligence/Reporting
ICT Strategy

30. Thanks for listening – questions?
 For more information please visit http://www.rgtechnologies.com.au or
email me Gordon.tan@rgtech.com.au