Sahana Software Foundation 2012 Annual Meeting Master Slide Deck

1. 2012 Annual Meeting
A Shared Vision
New York City
May 26-28, 2012

2. Thanks to our Sponsors
Platinum Sponsors:
Gold Sponsors: Hosts:
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3. Remote Participation via
Webex
Webex instructions:
Links are on the wiki (foundation:start under Annual Meetings)
Please use VOIP connection if possible, otherwise call, skype or
google chat out to US toll free number: 1-866-699-3239
Please mute speakers and microphones in this room
Webex chat is not a part of the official record of the SSF Annual
Meeting. It should be used solely to inform the remote participant
moderators if there is a problem hearing or if they wish to ask a
question or make a comment at the appropriate time.
Our remote participant moderators & liaison is Ramindu Deshapriya.
We will do our best, but can not be sidetracked by technical issues
such that there is no time to complete our meeting.

4. Ground-rules
We have both formal and informal sessions scheduled. We have a
large schedule of issues to discuss and need to observe the time
limits set out in the agenda for the formal sessions. Please be
willing to set aside detailed conversations for our informal self-
organized sessions.
We will follow standard parliamentary rules for such a meeting
(Roberts Rules of Order) to the extent possible.
There will be specific times when the floor will be open to questions
and comments from any and all participants, whether present in
person or participating remotely, whether a Director or Member or
observer. Everyone will be given a chance to participate; we will
take turns, going around the room and recognizing everyone
participating in person or remotely, before returning to someone
who wishes to make a second comment on an issue.
If presenting, please leave time for questions and discussion during
your segment of the meeting.
4

5. House Rules
We are guests here of our hosts, and trusted with
the protection and care of their property.
Please restrict yourselves to this meeting space
and other areas designated for our use.
Please do not enter or use offices or cubicles.
5

6. Agenda: Saturday, May 26
all times EDT
09:00 OPENING
Welcome & Report by Chair of SSF – Brent Woodworth
Remote Participation & Ground-rules, Review of Agenda
Quorum Call and Convening of Directors and Members, Secretary – Martin
Thomsen
Report of CEO – Mark Prutsalis
REPORT OF EXECUTIVE COMMITTEES and PROJECTS
Community Development Committee
Agasti – Chad Heuschober
Eden – Fran Boon
Standards – Chamindra de Silva
LUNCH BREAK
TEAM BUILDING EXERCISE
SELF-ORGANIZED SESSIONS

7. Agenda for Self-Organized
Sessions
all times EDT
Diversity Program / Outreach to Women – GSOC and GHC
GSOC Project Meetings
Hosted Solutions (SAAS) for humanitarian orgs
Infrastructure Support
Instructional Use of Sahana / Academic Internships
Integration of KED and Karma within Sahana Eden
Maintenance and Update of Sahana Eden Essential Guide
Mobile and offline accessibility approaches
Online training materials
Project Meetings (Concurrent)
Proposal Opportunities in the EU
Review and Update of Strategic Plan
Sahana Sunflower Community Portal – Next Steps
Support documentation for Agasti products
Training & Certification Program
UI/UX Review – engaging resources

8. Agenda: Sunday, May 27
all times EDT
09:00 MEMBERS MEETING
REPORT OF OFFICERS & EXECUTIVE COMMITTEE
Treasurer & Financial Oversight Committee – Louiqa Raschid
OFFICIAL BUSINESS
New Member Nominations
Nomination of Member Seats on Executive Committees
Membership in OASIS
Acceptance of Electronic Signatures
NEW BUSINESS
SELF-ORGANIZED SESSIONS (CONTINUED)
15:00 AFTERNOON SOCIAL EVENT / OUTING / FREE TIME
WIRELESS: SSF PASSWORD: PedroMarbles

9. Outings / Free Time
Suggestions
Downtown
Statue of Liberty/Ellis Island
World Trade Center Site
Midtown
Times Square
Uptown
Museum Mile (Met, Frick, Guggenheim)
Museum of Natural History
Central Park
Techie Shopping: J & R; B & H

10. Agenda: Monday, May 28
At OPENGEO Offices
all times EDT
09:00 DIRECTOR'S MEETING
Interview and Appointment of New Directors
Organization Address
Adoption of Financial Report
OSI Affiliate Agreement
Use of Sahana brand
Membership in OASIS
Annual Meeting Requirements
Acceptance of Electronic Signature
Appointment of Officers
Conflict of Interest Statement
13:00 CLOSING SESSION
Report of Director's Meeting to Community
Reports from Self-Organized Sessions
15:00 ADJOURN

11. Quorum Call - Directors
A majority constitutes a quorum.
We have 9 Directors so 5 is required in person or
remotely.
SSF Directors
David Bitner Mark Prutsalis
Mifan Careem Louiqa Raschid
Darmendra Pradeeper Martin Thomsen
Chamindra de Silva Brent Woodworth
Leslie Hawthorn
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12. Members Quorum Call
1/3 of Members constitutes a quorum
SSF has 38 Members so 13 are required
Members:
David Bitner Shikhar Kohli
Praneeth Bodduluri Dominic Konig
Fran Boon Laura Lanford
Ravith Botejue Ishan Liyanage
Don Cameron Darlene McCullough
Mifan Careem Greg Miernicki
Maria D'Albert Glenn Pearson
Trishan de Lanerolle Mark Prutsalis
Chamindra de Silva Eero Pykalainen
Ravindra de Silva Louiqa Raschid
Darmendra Pradeeper Eric Rasmussen
Sudheera Fernando Antonio Santos
Joseph Fonseka Martin Thomsen
Graeme Foster Gavin Treadgold
Leslie Hawthorn Pat Tressel
Chad Heuschober Nuwan Waidyanatha
Michael Howden Brent Woodworth
Mahesh Kaluarachchi Tom Worthington
Avni Khatri Dan Zubey
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13. We are convened
13

14. REPORT OF THE OFFICERS
Mark Prutsalis – CEO
14

15. Report of the CEO
Priorities for next year
Major Accomplishments
Financial Report
Report on Development Committee Activities
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16. Last Year's Priorities
Community Development
aggressively grow our membership numbers
diversity
Fund Raising
Strategic plan as basis of fund raising
Building stakeholder relationships
Supporting requirements of major users
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17. Priorities for the Next Year
Engage in Project-based Opportunities
Make Sahana easier to Deploy
Continue to build stakeholder relationships
Continue to be a leader in promoting use of Open
Standards
Learn to effective leverage new technologies
17

18. Best Practices: Open Standards and
Information Sharing Agreements/MOUs
Standards Organizations
Missing Persons Community
of Interest 2012
Safe and Well
EDXL-
EDXL-
TEC
TEC
PFIF
PFIF
Travax
Haiti Hospital Data
(Proposed) 2010
Google
EDXL- Resource
Sahana HAVE
Finder
March 21, 2012 DISASTER ROUNDTABLE 18

19. Leveraging New Technologies
How do you understand in 140 characters:
 Source, credibility, verification, validation, location,
prioritization, categorization, causation, responsibility
Challenge: appropriately integrate publicly available
information with trusted systems.
March 21, 2012 DISASTER ROUNDTABLE 19

20. Joining OASIS
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21. Disaster Trends
World’s urban population will reach 6.4 billion by 2050 (that’s
70% of the world’s projected population of 9.2 billion)
- United Nations, World Urbanization Prospects, 2007
World’s population and economic centers are concentrated in “vulnerable cities near earthquake faults,
on river deltas or along tropical coasts.”
- the Economist, January 14, 2012
Growing vulnerability to to an increased incidence of costly
disasters
By 2050 the city populations exposed to tropical cyclones or earthquakes will more than double, rising
from 11% to 16% of the world’s population.
- United Nations & World Bank, Natural Hazards, UnNatural Disasters: The Economics of Effective Prevention, 2010
By 2070, seven of the ten greatest urban concentrations of economic assets that are exposed to
coastal flooding will be in the developing world (vs. none in 2005). Assets exposed to flooding will rise
from 5% of the world GDP to 9%.
- OECD, Ranking Port Cities with High Exposure and Vulnerability to Climate Extremes : Exposure Estimates, 2007
Global annual disaster spending will triple to $185 billion by
2100
- United Nations & World Bank, Natural Hazards, UnNatural Disasters: The Economics of Effective Prevention, 2010
Spending on urban infrastructure to approach $350 trillion over next 30 years.
- Booz & Co., Reinventing the City to Combat Climate Change, 2010
2011 was costliest year ever for disasters (earthquakes in Japan & New Zealand, flooding in China,
Australia & Thailand, tornadoes in US).
Five of ten costliest disasters have occurred in last five years.
– 20% of aid is now spent responding to disasters ; only 0.7% is spent on mitigation.
President Obama declared record 99 disaster declarations in 2011.
- the Economist, January 14, 2012
March 21, 2012 DISASTER ROUNDTABLE 21

22. Disaster Trends
World’s urban population will reach 6.4 billion by 2050 (that’s
70% of the world’s projected population of 9.2 billion)
- United Nations, World Urbanization Prospects, 2007
World’s population and economic centers are concentrated in “vulnerable cities near earthquake faults,
on river deltas or along tropical coasts.”
- the Economist, January 14, 2012
Growing vulnerability to to an increased incidence of costly
disasters
By 2050 the city populations exposed to tropical cyclones or earthquakes will more than double, rising
from 11% to 16% of the world’s population.
- United Nations & World Bank, Natural Hazards, UnNatural Disasters: The Economics of Effective Prevention, 2010
By 2070, seven of the ten greatest urban concentrations of economic assets that are exposed to
coastal flooding will be in the developing world (vs. none in 2005). Assets exposed to flooding will rise
from 5% of the world GDP to 9%.
- OECD, Ranking Port Cities with High Exposure and Vulnerability to Climate Extremes : Exposure Estimates, 2007
Global annual disaster spending will triple to $185 billion
by 2100
- United Nations & World Bank, Natural Hazards, UnNatural Disasters: The Economics of Effective Prevention, 2010
Spending on urban infrastructure to approach $350 trillion over next 30 years.
- Booz & Co., Reinventing the City to Combat Climate Change, 2010
2011 was costliest year ever for disasters (earthquakes in Japan & New Zealand, flooding in China,
Australia & Thailand, tornadoes in US).
Five of ten costliest disasters have occurred in last five years.
– 20% of aid is now spent responding to disasters ; only 0.7% is spent on mitigation.
President Obama declared record 99 disaster declarations in 2011.
- the Economist, January 14, 2012
March 21, 2012 DISASTER ROUNDTABLE 22

23. Disasters are
A Growth Industry
There is both Opportunity
And Responsibility

24. Haiti Earthquake & The
“New Information Environment”
New information and communication technologies, new information providers, and new
international communities of interest emerged during the Haiti earthquake response
that will forever change how humanitarian information is collected, shared, and
managed. Humanitarian responders used social networking media, mobile phone text
messaging, open source software applications, and commercial satellite imagery more than
ever before. Outside of the established international humanitarian community, volunteers
and participatory reporters from the affected population became new sources of data and
information. Humanitarian organizations, host governments, and the donor
community will all need to adapt to this new information environment.
US Department of State Humanitarian Information Unit, White Paper: Haiti Earthquake: Breaking New
Ground in the Humanitarian Information Landscape, July 2010
New partners are offering faster, more effective means of analyzing an ever-increasing
volume and velocity of data. The challenge ahead is how to create an effective interface
between these resources, and create an eco-system where each actor understands its role.
It will not be easy. Volunteer and technical communities (V&TCs) like OpenStreetMap,
Sahana and CrisisMappers approach problems in ways that challenge the status quo.
UN Foundation, Disaster Relief 2.0: The Future of Information Sharing in Humanitarian Emergencies, 2011

25. I want SSF to challenge the Status Quo
I want SSF to not accept excuse that funds
are not available
There are resources being spent on
disasters
It is a matter of will

26. Major Accomplishments
of the Past Year
26

27. SSF is an OSI Affiliate!
27

28. SahanaCamps
SahanaCamp@ISCRAM SahanaCamp NYC
SahanaCamp LA
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29. 29

30. Wildfires in Chile
“Faced with disaster situations, like
those lived by our country in the last
days, the need for information becomes
imperative. With this Smart Center, we
can significantly reduce response times
for the persons that search, and
optimize volunteer work.”
Lorenza Donoso, President of the Chilean Red Cross
on the Sahana Eden-based IBM Smart Center solution,
used in response to wildfires in early 2012
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31. Hurricane Irene – NYC
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32. Joplin, Missouri Tornado
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33. 33

34. 34

35. IFRC RMS
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36. Give2LA
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37. Chicago CERT
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38. HelioShare
38

39. RCPT - the Sahana Emergency
Management System (SEMS)
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40. Bombeiros
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41. WFP & Government of
Philippines - RGIMS
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42. 42

43. EVHAC – European Voluntary
Humanitarian Aid Corps
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44. 44

45. CHALLENGES
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46. Local and Global Needs
US Charitable Organizations (NGOs)
“I would like to thank you for the amazing database that you have created...I would like to ask you about the
possibility of partnering with the organization that I volunteer with, a US-based, 501 (c )3 non-profit
organization that provides hands-on assistance to survivors of natural disasters around the world... Currently,
we are working in Leogane, Haiti and Cagayan de Oro, Philippines. We are in need of updating our databases
so that they are more efficient and would love to use Sahana.”
“Hello and thank you so much for your hard work and the products that we are beginning to enjoy. I have
loaded the software and like it, however we need some additional functionality. Where would we turn with
almost no budget to begin a adaptation to this software. If we are looking for a programmer to donate his time
what skills would be needed? Thank you for your courtesies in these matters and for the great software which
we are going to try to use for the first time here in Harrisburg IL.”
“I would like to talk with someone about disaster volunteer management software and how we work with you.
We are a registered 501c3 and know of Sahana through Golden Phoenix”
“We provide disaster support mostly with communication, logistics, and planning support for rural communities.
We are interested in using the Eden software to assist us and our allied partners. If you could assist us with
determining technical need and some guidance that would be much appreciated.
Local CERT Chapter
“I'm the webmaster for a volunteer organization known as CERT. We are looking for an asset /personnel
management program, that will track all our vehicles and equipment, our volunteers and their
trainings/certifications/and events they were deployed to. I've played with your Eden demo and am amazed. ”
National Red Cross Society
“I’m currently managing a software development project on behalf of the,,, Government and... Red Cross. Our project
is to replace the software base of National Registration and Inquiry System (NRIS ). NRIS is our national voluntary
registration system for displaced people during disasters.
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47. Disaster Support Requests
Typhoon Sendong (Philippines)
“I am studying masters of information technology right now and one of my project is to deploy Sahana software to
a relocation site here in Cagayan de Oro which recently devastated by the typhoon "Washi " or "Sendong " here in
the Philippines... Thank you so much for your organization. Looking forward for your reply.”
Dexter, Michigan (tornado)
“I am writing from Dexter, MI where we are dealing with the aftermath of a tornado. I am chair of a public safety
committee and have been tasked with trying to find a solution for connecting people and organizations that want
to help/donate to those who need assistance. It seems your program might be a great fit. I need to get this up and
running asap. Any advice and help would be greatly appreciated.”
Harrisburg, Illinois (tornado)
“I am currently looking towards setting up the Sahana Eden software in response to our tornado catastrophe last
month. I need some guidance in my efforts. We realize Sahana Eden is one of the best programs to aid in the
current disaster and future calamities.”
These Support Requests
came in to SSF during March 2012
47

48. Conclusions
We have real customers now
We have real and expanding demand
The nature of our community is changing
Sahana is no longer just a proof of concept
We have a responsibility to support our customers
better
Can we offer a hosted solution?
48

49. Sahana Software Foundation
2011 Income and Expense Summary
Income Amount
Direct Public Support $17,754.71
Project Contracts $5,016.37
Total Cash Income $22,771.08
In-Lind Donations $6,785.40
Total Income $29,556.48
Expenses
Business Expenses $639.24
Contract Services $1,125.00
Operations $554.69
Events $18,049.08
Project Expenses ( WFP) $4,312.82
Total Cash Expenses $24,680.83
In-Kind Donations $6,785.40
Total Expenses $31,466.23
Net Income -$ 1,909.75
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50. Sahana Software Foundation
2011 Income & Expense Statement
Income Amount
Direct Public Support
Corporate and Business Contributions
Google Inc $9,500.00
AidIQ $2,479.34
Total Corporate and Business Contributions $11,979.34
Individual Contributions
Mark Prutsalis $3,083.13
Maria D'Albert $1,000.00
Martin Thomsen $750.00
David Bitner $500.00
Louiqa Raschid $250.00
Chad Heuschober $182.65
Total Individual Contributions $5,765.78
Publication Royalties
Lulu Press (Eden Essential Guide) $9.59
Publication Royalties $9.59
Total Direct Public Support $17,754.71
Contracts
World Food Programme $5,016.37
Total Contracts $5,016.37
In-Kind Donations
IBM (Meeting Space, Annual Meeting) $2,539.00
AidIQ (Time & Materials SahanaCamps) $2,173.61
IT Crisis Services (Materials & Food - SahanaCamp LA)
$1,464.79
ISCRAM (Meeting Space, Annual Meeting) $608.00
Total In-Kind Donations $6,785.40
Total Income $29,556.48
50

51. Sahana Software Foundation
2011 Detailed Expense Statement
Expense Amount
Business Expenses
Bank Fees
Chase $600.00
Paypal $39.24
Total Bank Fees $639.24
Business Registration Fees
Secretary of State $20.00
Total Business Registration Fees $20.00
Total Business Expenses $659.24
Contract Services
Howling Zoe Productions (website) $1,125.00
Total Contract Services $1,125.00
Operations
Hosting
Open Incident (GoDaddy) $554.69
Total Hosting $554.69
Total Operations $554.69
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52. Sahana Software Foundation
2011 Detailed Expense Statement
Expense Amount
Events
Travel & Meetings
Annual Meeting* $11,496.18
Relief 11-02 $3,331.58
SahanaCamp LA $990.32
HFOSS Symposium $793.76
Tech@State $298.00
GSOC Doc & Mentor Summit $72.78
Total Travel & Meetings $16,982.62
Promotional Materials
T-shirts, stickers, hats $1,066.46
Total Promotional Materials $1,066.46
Total Events $18,049.08
World Food Programme Project
Hosting
Slicehost $2,112.82
Contract Services
Praneeth Bodduluri $1,500.00
Mark Prutsalis $700.00
Total World Food Programme Project $4,312.82
52

53. Sahana Software Foundation
2011 Detailed Expense Statement
Expense Amount
In-Kind Donations
Event - Annual Meeting
IBM Lisbon meeting space $2,539.00
ISCRAM meeting space $608.00
AidIQ printing costs $373.61
SahanaCamp LA Program
AidIQ time $1,800.00
IT Crisis Services materials and food $1,464.79
Total In-Kind Donations $6,785.40
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54. Fundraising Report
Development Committee
501(c)(3) approved by IRS in January 2012
Prepared fundraising goals based on project-based
proposals that match the programs included in our
operations plan:
Advocacy (travel): $5,000
Advocacy (Ontology Project)*: $55,000
Core (CEO): $50,000
Events (Annual Meeting): $18,000
Software Development*: $120,000
Training (SahanaCamp)*: $60,000
Totals: $308,000/year
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55. REPORT OF COMMITTEES
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56. Community Development Committee
56

57. Chad Heuschober
57

58. Fran Boon
58

59. Standards and Interoperability
Chamindra de Silva
59

60. Team Building
Your Sahana Origin Story
Why are you here (NYC)?
Why do you want to contribute to this Foundation?
60