Nonprofit Tech Essentials October 2009 1
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NonprofitTech Essentials
October 2009
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NPower’s MissionTo inspire and empower
nonprofits to use technology to better serve their
communities.
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• Computing Trends• Top Nonprofit Tech Resources• The Nonprofit Tech Essentials
Today’s Session
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Computing Trends
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Windows Operating Systems
Windows XP Good for now, stable, everything works
Windows Vista Avoid if you can, needs power, buggy, not everything works
Windows 7 Available soon, already stable, needs less power
Office Suite2003 2007
Computing Trends
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Going Mobile(for communication, organization, productivity)
Computing Trends
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• “Cloud Computing”– Software with nothing to install– Applications accessed via Web browser– Databases, financials, etc. – Rent vs. Buy– Work from ANY computer
Computing Trends
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• “Cloud Computing”
Computing Trends
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Top Nonprofit Tech Resources
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TechSoup.org
Top Nonprofit Tech Resources
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Idealware.org
Top Nonprofit Tech Resources
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• Idealware.org– “Consumer Reports style” reviews and article on software
packages that nonprofits use– A Few Good…
• Constituent databases• Online donation tools• E-newsletter tools
– Webinars• Choosing a database• Open source software options• Etc.
Top Nonprofit Tech Resources
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NPower Michigan’s SlideSharewww.SlideShare.net/NPowerMichigan
Top Nonprofit Tech Resources
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NPower Michigan’s Delicious feed:www.Delicious.com/NPowerMichigan
Top Nonprofit Tech Resources
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Tech Checklist
1. Computers
2. Internet & Infrastructure (security, backup)
3. Printers
4. Voice communications infrastructure
5. Office software
6. Collaboration systems
7. Database(s)
8. Website
9. Storytelling Tools
10. Training
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Computer
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Average time businesses replace computers: 41 months
Average time consumers replace computers: 5 years
20www.dell.com ($1,178): Optiplex 330 MiniTower,
Computer
$800-$13001-year warranty5-year life
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Computer
•Operating System: XP Professional or Vista Business (Win 7?)
•Processor: Intel Core 2 Duo 3.16 GHz -or- Core 2 Quad 2.5 GHz
•Hard Drive: 160 GB to 320 GB
•Memory (RAM): 2 GB minimum
•Optical Drive: DVD+/-RW
•Monitor: 19” LCD
•Warranty: 1 year+
•Surge Protector
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Monitor Size
2008 University of Utah Study:
Participants using 24 inch monitor completed tasks 52% faster than those using an 18 inch monitor.
Productivity dropped off when using 26 inch monitors.
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Avoiding the “Budget” Computer
$308 Microtel
The “budget” computer:
•Slow processor
•“Home” edition
•Not enough memory
•Small hard drive
•No monitor
•No CD burner or DVD ROM
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Desktops vs. Notebooks
•Processor: Core 2 Duo or Turion 64 x2
•Memory: 2 GB minimum
•Hard Drive: 160 GB (faster speed: 7200 RPM vs. 5400 RPM)
•Screen Size: 12” - 14” - 15” - 17”
•“Business class”
$800-$1,3001-year warranty5-year life
$1,000-$1,5003-year warranty3-year life
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Notebook Necessities
Port Replicator$130 to $200
90 Watt Power Cable$20 to $70
Case$40
Lock$30
Extended Battery$99
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Minimize Upgrades
1 2 3 4 5
10-20% of original cost
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1 2 3 4 5
Computer Purchasing
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1 2 3 4 5
Computer Purchasing
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Internet & Infrastructure
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Internet
Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations.
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Internet
The need for speed…
DSL Cable
T1
Test your speed: www.Speedtest.net
1.5 Mbps– 6 MbpsDownload Speed
1.5 Mbps– 20 MbpsDownload Speed
1.5 MbpsDownload Speed
$40-90/month $300+/month
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• Router: shares your Internet connection
• Firewall: protects your network
Router
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Wired vs. Wireless
Wired Connections:More reliable
FasterMore secure
Go wireless for Convenience and/or Necessity
Router
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Backup
Scary Statistics:– A computer hard drive fails every 15
seconds– Over 2000 laptops are stolen or lost everyday
– 1 in 5 computers suffer hard drive failure during their normal useful life
– Eventually, 100% of all hard drives will fail
Source: Realty Times
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Backup
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• Online BackupPros
•Automatic
•Offsite
•Versioning
•Affordable option
Cons
•Relies on your Internet connection
•Recurring fee
Backup
http://www.mozypro.comhttp://www.jungledisk.com
15¢ per GB $3.95 + $0.50/GB per month
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• Personal Backup:
My computer
Backup
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• Central file storage location:
Server, NAS, or networked PC
Backup
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Backup
www.newegg.com ($90 each): Western Digital My Passport Essential WDME2500TN 250GB USB 2.0 External Hard Drive
External USB Hard Drives:
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Printing
42HP Laserjet P2055dn - $425 – newegg.com
•Standardize
•Networkable (n)
•Duplex (d)
Printer
•PPM
•Laser vs. Inkjet
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Laser3-5 cents
Inkjet10-35 cents
Networkedcopier
<2 cents
Colorlaser
7-9 cents
Source: http://www.jeffersondavis.k12.ms.us/Departments/InformationTechnology/FAQs/tabid/72/Default.aspxaccessed on 8/9/2007.
Printer
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• Reduce Printing Costs:– PrintGreener.com– People to Printer ratio – 8:1
Printer
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Voice & Phone Systems
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• FreeConferenceCall.com– Host a conference call for free– Usually not a local number
Voice & Phone
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• When to Use:– Current phone system needs to be replaced– Moving to new location– Multiple locations
• Use business VOIP system • Estimate $1000 per phone• Voipreview.org
Voice & Phone
VOIP = Voice Over IP
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• 800-Goog-411– Free directory assistance vs. calling information
(up to $1.99 per call)– No residential connections
Voice & Phone
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Voice & Phone
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Why Smartphone?
• Email anywhere• Faster scheduling• Task management (“to dos”)• Address book always available• Look up information / search• Directions
Voice & Phone
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Office Software
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Software
www.techsoup.org: Office ($20), Internet Security ($15), Accounting ($45)
Nonprofits are eligible for reduced rates on software:
Retail NP Price
• Microsoft Office Professional 2007
•Norton Antivirus 2009
•Quickbooks Premier * $45$320
$400 $20
$40 $15
www.techsoup.org/stock
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Collaboration Systems
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Collaboration
Primary File Sharing Options
Server NAS Online
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• JungleDisk.com– Use as a shared network drive– Your files accessible on any computer – $2 per user per month, plus 15 ¢ per GB
(Workgroup Edition)
Online File Sharing
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File Server vs. Online
• Server– Hardware - $2000– Software - $200– Setup - $1000– Backup Media -
$300– Total: $3500 every
5 years
• Online File Service– 10 staff ($2 each per
month) - $20– 20 GB data (0.15 per
GB, per month) - $3– $23 per month– $1380 per 5 years
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• Wouldn’t it be nice?– Share calendars– Share contacts– Access ENTIRE mailbox (inbox & all folders) anywhere– Access all your own contacts, calendar, and tasks anywhere– Internal website for announcements, discussion– Share & collaborate on documents online– Organization-wide calendar
Email / File Share / Collaborate
+
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Email / File Share / Collaborate
• Option 1: Exchange & Sharepoint
– Need T1 internet: $300 per month minimum
– Need your own server: hardware + labor $3000 every 5 years
– Need large backup hard drives: minimum 2 @ $150 each
– Need separate antivirus protection: $85 dollars @ TechSoup.org
– Maintenance and updates required– Server goes down = email goes
down– Internet connection goes down =
email goes down
• Option 2: Hosted Exchange & Sharepoint
– Basic DSL connection – No server needed– Backed up by Hosted Exchange
provider– Antivirus protection included– Maintenance and updates included– $9 to $12 per month, per user– Makes sense for 25 or fewer staff– Recommended providers:
– Intermedia.net– Sherweb.com
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Email: Hosted Exchange
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Email & Online Collaboration
• Google Apps for Nonprofits – www.google.com/a/npo – Email with your domain (i.e. [email protected]) – Shared calendars– Organizational calendar– Internal team website– Share and collaborate on documents online (word processing, spreadsheet, etc)
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• Using Google Apps…– Email
Register for Nonprofit edition to use your domain i.e. [email protected]
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• Using Google Apps…– Shared, online calendars
Create organizational internal calendars and even public “calendar of events” to add to your website
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• Using Google Apps…– Collaborate on shared docs
Create and share spreadsheets, word docs, slideshows
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• Using Google Apps…– Internal website
Share info, manage projects, post announcements, etc.
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Get Started with Google Apps
www.nonprofittechblog.org/how-tos
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CollaborationDimDim.com
– Online voice, video– Conference number provided– Share slides, show your computer Desktop– Free for 20 or less attendees
CollaborationMeetingWizard.com
– Send a single meeting request to many people with proposed dates and times
– Choose the time that works best for most– Automated email reminders
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Databases
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Build vs. Buy
Local vs. Hosted
Databases
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Databases• Build
• MS Access, Filemaker Pro, etc.• Very customized• Issues: support & compatibility
• Buy• “Off the Shelf”• Limited customization• More stable, more support
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Databases• Local
• Runs internally on server• Must maintain, backup
• Hosted• Online database• Hosted by 3rd party w/ monthly fee• No maintenance, backup
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Databases
Local - Custom Built• Access, Filemaker Pro, etc.
Local – “Off the Shelf”• GiftMaker, Exceed, Donor
Pro, etc. etc. etc. etc.
Hosted - Customized• Online CRM options such
as:• Salesforce• Convio CRM
Hosted – “Off the Shelf”• Donor Perfect Online• eTapestry.com
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List functional requirements (3 meetings, 1 hour each)
Identify options (up to 4 hours per participant)
Discuss alternatives; narrow list of options (2 meetings)
Get product details
Vendor demos
Calls to real users
User visits
Decision
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Online Database
• SalesForce.com– Free Enterprise version of CRM (Constituent Management Database)– Online, accessible anywhere, automatically backed up/updated– Tracks donors, clients, volunteers, households– Nonprofit Starter Pack: http://www.Salesforcefoundation.org/product
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Website & Database
• WildApricot.com– Website & Online Donations - e-Newsletter tool– Event/Class registration - Integrated blog– Constituent database - Members only login
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• FreshDex.com– Online database for nonprofits– Track clients, volunteers, donors– Keep case notes related to individuals & households– Allow clients/members to login and update their own information (optional)– $50-70 per month
Online Database
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Website & Storytelling
Tools
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Basic Content
• Organization news• Program information• Board and staff list• Donor list• 990
• Contact us• Directions• Search• FAQs• Document publishing
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Enhanced Content• Email lists• Online donations• Weblog • Discussion forums• Event calendar• Compliance with web standards /
accessibility
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Advanced Content• Event registration• Multiple database
integration (single view of customer)
• Multi-lingual support
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If you have a website…
1. You should be able to edit your website from any browser.
2. Your website should have the ability for online donations.
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WebsiteWordpress.org as an option for a nonprofit website:
http://tinyurl.com/bqg69e
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Web HostingFree web hosting at DreamHost
• http://dreamhost.com/hosting-nonprofit.html
• Can host a Wordpress site
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Online Donations
NetworkForGood.org’s Basic DonateNow• Register for free
• 4.75% fee of online donations
• One-time or reoccurring donations
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Online Photo Sharing
• Flickr.com/good– Pro Account for free at TechSoup.org– Tell your story with photos: Post pictures of events, community, staff, etc.– Embed on your website
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Online Video Sharing
• YouTube.com/nonprofits– Video campaigns educate/raise awareness– Promote your org or an event
98ArtsAndScraps.org About Us
99http://www.youtube.com/user/YTVideoVolunteers
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ENewsletter
• Vertical Response• www.vertcialresponse.com/non-profits• Free up to 10,000 emails
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Training and Support
103Basic computer, email, Office suite training
HP.com/go/LearningCenter
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Best Source for Professional Reviews:
Best Source for User Reviews and Purchasing:
Reviewing Tech Purchases
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