Leslie Bauer, Chief Information Officer, 501cTECH Presented to United Way NCA partners on November 5, 2013

1. Understanding Your
Nonprofit Technology Needs
Leslie Bauer
Chief Information Officer
501cTECH
November 5, 2013

2. About Me
q 30+ year of IT experience à Data Entry Clerk to CIO
§ Programmer/Analyst
§ Project Manager/Executive
§ CIO
§ Mainframe à Minicomputer à Cloud Computing
§ Government à FBI à Army
§ IBM à Courts à Unemployment à Sports
§ Distribution à $12B à Public
§ Media à $350M à Public
§ 501cTECH Nonprofit à Technology

3. 501cTECH
q NPower nationwide network was funded by Microsoft, Meyer
Foundation, AOL Foundation and the Fannie Mae Foundation
§ Provide technology support and solutions for nonprofits
nationwide
§ Later dissolved NPower organizations and cut funding
§ Name changed to 501cTECH and continued operations
q IT department for nonprofits that serve the common good
q Services include:
§ Technology Consulting and Services
§ Assessments
§ Outsourced IT (Help Desk)
§ Cloud Computing Migrations

4. Objectives
q Provide an understanding of technology basics and
current trends
q Provide an understanding of advantages and
disadvantages to certain solutions and low/no cost options
q Review technology priorities, budget planning and
technology resources to help create a technology roadmap

5. Let’s Break it Down

6. Technology Basics
q Start with your workstation
§ Operating system
§ Applications
• Office 2010
§ Excel spreadsheets, Word documents, PowerPoint
§ Data files
q How old are your workstations?
• 3 to 5 year replacement
§ Are they up-to-date?
§ Do they have up-to-date virus protection, patches,
etc.?
§ Are your files backed up? If so, where?

7. Technology Basics
q Server
§ Operating system
§ Applications
• Email
• Quickbooks
• Constituent Relationship Management System
§ Data files
• Shared files
q How many physical and virtual servers?
§ How old are your servers?
§ Where are the servers located?
• Kitchen or data center?
§ Do they have up-to-date virus protection, patches, etc.?
q Are your files backed up? If so, where?

8. Technology Basics
q Internet connection-Bandwidth
§ Speed requirements increase with more cloud activity
§ Must have adequate bandwidth
§ Minutes to download a document
§ Size to meet the demands of your business
§ Productivity loss is expensive
§ Connection to the Cloud
q Firewall-Security
§ Must have
q Router-Directs traffic

9. Technology Basics
q Backup
§ Data loss happens
§ Backup as a Service (BaaS)
§ Local backup
§ How long will it take to restore?
§ Who is responsible for the backup?
§ What is your record retention policy?
q Disaster Recovery Plan
§ How long to restore one system or all systems?
§ Data shuttle + Restore time = Long time
§ Are you using tape?
§ Benefit of cloud computing
• Somebody else has to fix the problem
• Even they have outages
q Business Continuity
§ What will your staff do while you are bringing systems back online?
q How would you rate the stability of your infrastructure?

10. Technology Basics
q Cloud Computing
§ Network of remote servers hosted on the Internet to store, manage,
and process data, rather than a local server or a personal computer
• Software as a Service, Backup as a Service, Platform as a Service,
Infrastructure as a Service
§ Eliminate the need for a local server
§ Access from anywhere
• Work at home
§ Upgrades and backups are managed by the provider
§ Customization is limited
§ Servers in huge data centers around the world
• Search-Google and Bing
• Google Apps and Office 365
§ Extensive security, backup and recovery
§ Do you have a Gmail or Yahoo email account?

11. Cloud Computing
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12. Business Systems
q Email
§ Mission critical
§ On premise or cloud solutions
§ Microsoft Office 365 or Google for Nonprofits
• Free to qualified nonprofits
§ Recovery challenges
q Constituent Relationship Management (CRM)
• Salesforce, Salsa, Charity Engine
q Financial System
• QuickBooks and Dynamics
• On-premise or in the cloud
• Don’t have to upgrade software
• Lose some customization options
• Not likely to modify w/limited budget
q Software as a Service Option

13. Cloud Applications
q Document sharing and central repository
§ Google Doc, Dropbox, Skydrive, or SharePoint
• Pictures, videos, documents and file types
§ Work offline or in the cloud
q Shared calendar
§ Doodle
q Video chat and conferencing
§ Microsoft Lync or Google Hangouts
q Share presentations on-line
§ Webex

14. Google Cloud Connect
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15. Google Docs
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16. Doodle

17. Doodle

18. Doodle
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19. Business Process
q How efficient is your business process?
§ Do your business applications meet your needs?
q Streamline the Business Process
§ Productivity Improvement
§ Redundant data entry
§ Sharing data
§ Quality

20. Budget and Strategy
q Do you have a strategic plan?
q Does it map to your budget?
q Does your strategic plan assume growth?
q Does your technology budget support the growth?
q Who is helping you plan?

21. Internal-Technology Support
q Who is responsible for IT support?
§ Gatekeeper
• Director of IT or CIO/CTO
• Technical staff
• Help Desk
• Outsourced support
§ Do you have a backup for that person?
• What is your risk if he/she walks?
• Co-managed, monitoring, patches, etc.
• Back up internal technical resource
• No vacation
§ Can you afford to train internal resources?

22. Technology Partner
q Technology partnerships are important
§ Internal and external
q Do you have a trusted IT advisor/partner?
§ Internal resources or external partners
§ Extension of your team
§ Do they understand your mission?
§ Do they have deep technical skills?
§ Help find grants or funders to support your IT
projects?
§ Help you make technology decisions on a limited
budget

23. Technology Checklist
q Do you look for technology support in emergencies only?
q Do you have a line item in your budget for technology upgrades and
maintenance?
q Are you using technology that doesn’t quite work right simply because you
got used to it?
q Do you experience internet connectivity issues?
q Do you maintain your office files in a way that anyone could find what they
were looking for—without specialized knowledge of your organization?
q Do you back-up your data? Do you test that back-up?
q Have you ever evaluated your technology and made strategic efforts to
improve it?
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24. Action Items
q Create a short term and long term plan for IT
• Strategic Plan or Roadmap
q Budget for IT
q Internal or external IT support
q Upgrade workstations and servers
q Upgrade internet connection
q Evaluate cloud solutions
q Create or update policies and procedures

25. Nonprofit Resources
q Organizations
§ 501cTECH
§ NTEN
§ TechSoup
§ Idealware
§ Center for Nonprofit Advancement
§ Nonprofit Roundtable
§ Foundation Center
§ Network with nonprofit organizations
q Benefits
§ Share information
§ Nonprofit discounts for hardware and software
§ Free software to qualified organizations
§ Apply for technology grants with partner(s)
• Veterans programs
• Small nonprofit initiative

26. Do you have a strategy?
Technology must be part of your strategy!
Manage your technology or it will be
hard to achieve your mission!

27. Contact Information
Abigail Goliber
Manager of Outreach and Development
202-234-9670 x115
agoliber@501ctech.org
Leslie Bauer
Chief Information Officer
202-234-9670 x108
lbauer@501ctech.org
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28. Thank You
Thank you for joining us today!
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