DeKalb County Community Foundation

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DeKalb County Community Foundation

• Technology Workshop for DeKalb County Non-profit
  Agencies
• February 7, 2006

FOR GOOD. FOR EVER.
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DeKalb County Community Foundation
AGENDA 830-900 Registration and Coffee
900-910 Background/Purpose of Workshop
Jerry Smith, DCCF Gretel Pfeifer, 4-C
910-1010 Evaluating your Organizations
Technology Cohen Barnes, TBC Net 1010-1020
Break 1020-1100 Developing a Technology Plan
Scott Armstrong, Kishwaukee
College 1100-1145 Key Technology for
Non-Profits Cohen Barnes, TBC Net 1145-1200
Feedback, Training Opportunities, Future Topics,
Evaluation
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Evaluating your Organizations Technology

• Cohen Barnes
• Chief Technician/Principal
• TBC Net, Inc

FOR GOOD. FOR EVER.
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Need to know your current technology

• Audit
• Software Compliancy
• Productivity through technology
• Budgeting (Recurring and End-of-Life)

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The Audit

• Workstations
• How many workstations do you have
• What Software is installed
• Microsoft Office
• Accounting Software
• Operating System
• Adobe, etc..

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The Audit

• Server Hardware
• How much RAM (Random Access Memory)
• How much free disk space
• How fast is it (Processor Speed) P4, Xeon
• What type of battery backup

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The Audit

• Server Software
• What Server OS is installed
• How many CALs (Client Access Licenses) have been
  purchased
• What Antivirus Software is installed
• How many Antivirus Licenses have been purchased

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The Audit

• What speed is your Internet Connection
• Who is your ISP
• Type and Age of Firewall

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The Audit

• Network Infrastructure
• Wired to Structured Cabling Standard
• Wired by the Friend of a Friend
• Do you have a Switch or Hub
• Do you have enough ports

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Software Compliancy

• Have you purchased enough copies of
• Microsoft Office
• Server Client Access Licenses
• Antivirus Client Licenses
• BSA (Business Software Alliance)
• 100,000 fine per instance
• Software Piracy is against the law

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Productivity Through Technology

• Wish I had more time to
• Gift of time from my Parents

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Productivity Through Technology

• Productivity loss through age
• Workstations and Servers get slower over time
• Software being installed/uninstalled over the
  years
• Compared to newer technology
• Virus/Spyware/Adware infections

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Productivity Through Technology

• Productivity loss through age
• Software Updates
• Newer versions of applications and old versions
  of Windows
• Windows Updates not available
• Antivirus software will not install
• Security Decreases/Vulnerability increases
• More susceptible to virus infection
• Increased security exploits

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Productivity Through Technology

• Productivity loss through age
• Internet Connection outgrown?
• Heavy Internet users more productive with faster
  access
• This goes for home too.
• 20 dialup vs. 50 to 150 broadband
• Employee cost will way offset Internet connection
  costs
• Hardware based firewall
• Reduces possibility of attack
• Reduces downtime due to attack

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Budgeting (Recurring and End-of-Life)

• Recurring
• Firewall updates and support
• Antivirus updates and support
• Backup software updates and support
• Website and domain name renewal
• Internet Access renewal
• IT Support contract renewal

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Budgeting (Recurring and End-of-Life)

• End-of-Life
• Workstations every 3-5 years
• Servers every 5 years
• Firewall every 3 years
• Battery backup ever 3 years
• Network wiring ever 10-20 years

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In conclusion

• After your audit
• Ensured Software Compliancy
• Understand productivity through technology
• Created budget for recurring and End-of-Life
  items
• You have now created a great technological
  foundation
• Your are now ready to formulate a technology plan
  and start looking at key technologies

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Tech Plan Development

• Scott Armstrong
• Director of Information Technology
• Kishwaukee College

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Overview

• Do Your Homework
• Describe Your Organization
• Identify the Stakeholders
• Define Your Needs
• Describe the Intended Impact
• Develop a Timeline
• Document Your Plan

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Homework

• Identify Known Funding Sources
• Know the Staff, Skills and Limitations
• Inventory Equipment and Infrastructure
• Collect Sensible Metrics

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Organization

• Vision
• I have a dream. (Dr. Martin Luther King, Jr.)
• Mission
• We serve the communitys needs for.
• Goals
• We plan to add 3 new services to.

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Stakeholders

• Customers
• General or Specific
• Staff
• Funding Organizations or Agencies
• Other Community Entities

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Needs

• Review of points from the previous presentation

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Impact

• What is the Expected Difference?
• Will this Satisfy the Organizations Goals
• How does this effect the Stakeholders?

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Timeline

• Realistic Schedule
• This is an Estimate
• Establish Logical Starting Time
• Include Training
• Identify Processes Beyond Your Control
• Plan for Delays
• Establish a Logical Finish Line

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Documentation

• Format
• Their Format if Required
• Your Format if Possible
• Logical Structure for Your Organization
• Make it Useful
• Available and Easy to Modify
• Establish a Regular Review
• Updates are Easier than Rewrites

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Summary

• Do Your Homework
• Describe Your Organization
• Identify the Stakeholders
• Define Your Needs
• Identify the Intended Impact
• Develop a Timeline
• Document Your Plan

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Key Technology for Non-Profits

• Cohen Barnes
• Chief Technician/Principal
• TBC Net, Inc

FOR GOOD. FOR EVER.
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Need to know what technology is available

• Why is this important
• Accounting software
• Server software and hardware
• Internet Technology
• Relationship with IT company

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Why is this important?

• Non-Profits are a business
• - Grants are tougher to get
• - Stricter requirements from State regarding
  payments
• - Donor Drain
• - Redundant Services in DeKalb
• - Money wells being over dipped

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Why is this important?

• Dont reinvent the wheel with technology
• Technology is a tool for you to use.
• - Find technology to fill a need
• - Pop machines
• - TBC Net
• Use of the correct technology increases
  productivity over time
• Integration of technology is key

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Accounting Software

• Dont do accounting by hand
• Consider purchasing accounting software
  designed for Non-Profits

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Accounting Software

• Quickbooks for Not-for-Profits
• - Track Donors and their contributions
• - Integration into Microsoft Office - Create
  Contribution Letters - Create Thank You
  Letters - Synchronization of Quickbooks
  Contact information with Outlook
• - Financial Statement for Board of Directors
• - AR and AP Tracking
• - Emailing of Invoice

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Server Software/Hardware

• Microsoft Exchange Server - Hosting of Email
  Internally - Director could have
  director_at_myorganization.com
  jerrys_at_myorganization.com - Create
  technologyworkshop_at_myorganization.com to track
  response levels to events and fundraisers -
  Contacts - Keep track of all business and
  personal contacts

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Server Software/Hardware

• Now Share all this information - Multiple
  people accessing others information - When
  someone is sick or on vacation you have
  easy access to their mail, calendar, and
  contacts - Meeting invitations to
  internal/external users - Public Folders
  Central location for mail, contacts, or
  calendar items - info_at_tbc.net is a Public
  Folder - Vacation/Sick Calendar -
  Conference Room Calendar

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Server Software/Hardware

• Now Access this information - Outlook Web
  Access - Access your email, calendar, and
  contacts from anywhere - Outlook Mobile
  Access - Laptop users have Outlook Access on
  the road

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Server Software/Hardware

• Benefits of having a Server - Ability to have
  centralized data management - Anyone can access
  anything (permission based) - Centralized
  data backup - Terminal Services - RAID
  (Redundant Array of Disks) - Centralized
  management of Antivirus Definitions

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Internet Tools

• Broadband Internet Connection
• Domain Name myorganization.com
• Website - Get rid of the fluff - Define what
  you do - Clear concise information - Contact
  Information - Supplemental advertising Not
  primary

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Establish a Technology Partner

• What to avoid - Not the Friend of a
  Friend - Not a one man shop
• IT Company with redundant technicians
• IT Company with deep knowledge base
• IT Company that follows Microsofts Best
  Practices

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Resources of Interest

• www.techsoup.org
• Resource for discounted Software and Hardware
• www.microsoft.com/office
• Resource for Office Product Descriptions and
  Add-ons

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Conclusion

• Evaluate, Plan, and Utilize existing technology
  to assist in accomplishing your organizations
  mission
• Ask your peers about their technology successes
• Provide feedback on this seminar to DCCF Tech
  committee
• Look forward to seeing you again

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For Good. For Ever.

• Please complete an evaluation of the workshop
• Thank you!

DeKalb County Community Foundation (815)
748-5383 www.dekalbcountyfoundation.org Jerry
Smith jerry_at_dekalbcountyfoundation.org Dan
Templin dan_at_dekalbcountyfoundation.org