Bring together Non-Profits and IT Professionals Non-Profit Organisations (NPOs) need help with their IT systems and they need YOU! In one weekend, you can make a difference to NPOs by using your IT skills to solve problems or improve their IT systems. Some of the potential activities you could be doing include: improving websites, optimising the capabilities of CRM or simplifying internal IT applications. Small improvements will make a huge difference. You'll form a team with other techies, and work with one of these NPOs. The team that brings the most sustainable improvement will be rewarded at the end of the weekend. This is an opportunity for you to use your skills for public good, and network with like-minded people! We'll give you one weekend to make this world a better place. It’s as simple as that.

1. Welcome to the
Charity-IT
HACKATHON
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2. Before we begin
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Evacuation Procedures
Emergency Exits
Location of Toilets
Use of Access Cards
Our Sponsor: Assurity
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3. INTRODUCTION
• The Charity-IT Hackathon
•
Who, what, why
• The legal stuff
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4. Agenda- Friday
5.30-5.45pm
Registration
5.45-6.00pm
Introduction
6.00-6.40pm
Charity Presentations
6.40-7.00pm
Project Selection
7.00-7.30pm
Wrap-up + pizza
Commercial in Confidence | Assurity Consulting Limited 2012

5. Agenda- Saturday
9.00am
Start Day 2
1.00-2.00pm Lunch
5.00pm
Finish Day 2 + Pizza
Commercial in Confidence | Assurity Consulting Limited 2012

6. Agenda- Sunday
9.00am
Start
12.00-1.00pm
Lunch
3.00-4.00pm
Team prep + retrospection
4.00-5.00pm
Team presentations
5.00-5.30pm
Wrap up + celebration
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7. Charity
Presentations
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8. Social Development Partners
What are our ICT needs?

9. Who are we?
• An active national organisation for community organisations
• Working to strengthen the capacity and influence of the community
sector
• Strong community organisations mean thriving communities
• Around 100 members

10. What do we do?
Provide members information on what’s happening at national & government level on
matters that affect them.
Support our members to do the job they need to by working collaboratively with others on a
range of capacity-building projects.
Advocate on issues affecting members and represent them on key sector issues.

11. Who do we work with?
• Members
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Members are organisations
Member organisations have a key contact
Multiple contacts in organisations for newsletters & information
Ability to segment
• Other stakeholders
– 100s of contacts/stakeholders = non members
– Categories/groups e.g. funders, government contacts, business, other
community organisations/individuals
– Different information needs for different groups/categories

12. Current
WordPress—SDP website
Member sign-up
Outlook—Email
Manual processing
Member management
Contact management &
communications
Event management
Xero—Financial management
Member invoicing & payments
Contact invoicing & payments
MailChimp—Email newsletter
Member communications
Excel
—CRM
Member management & reporting
Contact communications

13. How do we work?
• Systems
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WordPress for website & blog
MailChimp for email newsletters
No CRM - Use Excel
Xero for financial management
• No interaction of systems
• All manual processes, e.g.
– New members join on website, but email form, then manually update website,
MailChimp, Xero, Excel, etc.
– New contacts – update various email lists, then MailChimp, Xero, etc.
– Changes – manually update on all applications

14. CLUMSY!
• No CRM, recently reverted to Excel
• Previous systems too cumbersome, inflexible and no integration
• No security:
– Files can be copied or deleted easily
– Multiple copies and versions
– One staff member owns it
• Manual processes
– Operations not error proof
– Easy to overwrite/delete cells
– Someone has to remember to update it
• No audit trail or alerts
– Who did what? When?
– Limited historical view

15. What’s needed here?
• A CRM that integrates well with other systems where possible to
streamline and automate processes for members and contacts

16. WordPress—SDP website
Member sign-up
Desirable
Self-manage details
Xero—Financial management
???
Member invoicing & payments
Member management & reporting
Contact invoicing & payments
Contact management & processing
—CRM
Event Management—
MailChimp—Email newsletter
Event promotion, invoicing & payments
to members and other contacts
Member communications
Contact communications

17. Sample processes
• New member joins
– Completes website form
– Held in CRM with email alert
– Acknowledged and verified
• Activated in CRM
• Details to MailChimp
– Invoice generated
• Details to Xero
– Payment made
• Details to Xero and back to CRM
• e-newsletter or event planned
– Member and contact lists from CRM linked to MailChimp or event management site
– e-newsletter/invitation sent to members and/or specified contacts

18. Consequently…
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Up-to-date information available across all systems
No manual processing of data for each system
Eliminates errors/discrepancies in contact details
Saves time
All information in one place

19. Supporting people in need to live with dignity in the
community
OUTREACH DATABASE

20. WHO ARE WE?
In 1901 the Sisters of Compassion
began the soup kitchen service in a
small house in Buckle Street. Today,
we operate from 132 Tory Street,
where breakfast and dinner are served
six days a week.
Our services include:
• Soup Kitchen – Serving breakfast and
dinner.
• Access to social services and advocacy.
• Social inclusion – projects and

21. WHAT DO WE
NEED?
• Database
• Info & contact details of guests
• track the work we do with guests

22. WHY DO WE NEED
IT?
This is what we currently have…

23. SOUP KITCHEN
PEOPLE
NANCE THOMSON
Saturday pm
STEVE FLUDE
Sunday

24. DETAIL
S

25. •
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Started in December 2011, in Tawa
100% run by 42 volunteers
One stop distribution hub for up to 40
charity partners
Assisted over 15,000 people

26. What do we do?
We supply schools and charities with
fresh produce, clothing, footwear,
toys, curtains, furniture through to
whiteware

27. Challenge
• Website currently hosted on weebly with very few options to expand
• Migrate weebly website to our hosted site
• All orders are texted or emailed to a cellphone
• Move to order form on website
• Manual forwarding of orders to volunteers
• Secure log in for our charity partners and volunteers to access
orders
• Manual collection of statistics

28. What we have to work with
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Current website www.kiwicommunityassistance.weebly.com
Our own domain - kca.org.nz
150GB of hosted storage on LAMP server
Access to a multitude of tools (23 community building tools, 34 content
management tools, 14 ecommerce & business tools, 10 photos and file
management tools, 8 survey and stat tools and 4 contact forms and search
engines )
• Unlimited traffic
• 100 email addresses
• Procedures and processes on Google Docs

29. Who in the world is Philanthropy New Zealand?
We are not philanderers, nor are we philatelists.
Though we are asked this a lot!
We are the umbrella organisation for people and organisations who donate money in NZ.
We run events, research and publications to help our members give thoughtfully,
strategically and collaboratively.
So basically, we help them make sure their money is changing the world
the way they want it to.

30. What the world would look like without us:

31. Philanthropy New Zealand: Our website
Member feedback has indicated that our website:
a)
b)
Looks like it was designed by hippies.
Hides the fact that we want to recruit members.
c)
Is a rabbit warren.
We need your help!

32. We would like:
A clean, more modern interface that is easy to navigate
We want to promote our membership and our events, with an
easy to manage event booking system
We want clear sections for new research and news.
We want advice on how we can best engage with social media and
drive traffic to our website
And any other advice that you may have!

33. The ideas we have had for our website include:
How can our application form show people what each category means?
Would search engine optimisation help?
How can our main page show clearly how people can join?
How about Google Analytics?
Looking forward to hearing your ideas!

35. Team allocation
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20 minutes
Look for projects that match your
expertise + interest
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Aim for even distribution
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36. Things to consider
Working with charities
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Hear everything
Ask questions straight away
“What is the one thing that is causing the
biggest issue?”
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37. Working on the output
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Don’t bite off more than you can chew
See delivered functionalities
Support + maintenance
Documentation handover
Make business decisions
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38. Team planning
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39. Copyrights
• All slides in this presentation is under Creative Commons
Attribution ShareAlike 4.0 international
• http://creativecommons.org/licenses/by-sa/4.0/
• Contact: Scher.jonathan at gmail.com
Commercial in Confidence | Assurity Consulting Limited 2012