Slides for Tech Essentials Webinar October 13th, 2009

1. Nonprofit Tech Essentials October 2009 1

2. Tech Essentials Adam King adam@npowermichigan.org Mark Shaw mark@npowermichigan.org 2

3. NPower’s Mission To inspire and empower nonprofits to use technology to better serve their communities. 3

4. Today’s Session Computing Trends Top Nonprofit Tech Resources The Nonprofit Tech Essentials 4

5. Computing Trends 5

6. Computing Trends 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 Suite 2003 2007 6

7. Computing Trends Going Mobile (for communication, organization, productivity) 7

8. Computing Trends “Cloud Computing” Software with nothing to install Applications accessed via Web browser Databases, financials, etc. Rent vs. Buy Work from ANY computer 8

9. “Cloud Computing” Computing Trends 9

10. Top Nonprofit Tech Resources 10

11. Top Nonprofit Tech Resources TechSoup.org 11

12. 12

13. Top Nonprofit Tech Resources Idealware.org 13

14. Top Nonprofit Tech Resources 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. 14

15. Top Nonprofit Tech Resources NPower Michigan’s SlideShare www.SlideShare.net/NPowerMichigan 15

16. Top Nonprofit Tech Resources NPower Michigan’s Delicious feed: www.Delicious.com/NPowerMichigan 16

17. Tech Checklist 17

18. Computer 18

19. Average time businesses replace computers: 41 months Average time consumers replace computers: 5 years 19

20. Computer $800-$1300 1-year warranty 5-year life www.dell.com ($1,178): Optiplex 330 MiniTower, 20

22. Processor: Intel Core 2 Duo 3.16 GHz -or- Core 2 Quad 2.5 GHz

23. Hard Drive: 160 GB to 320 GB

24. Memory (RAM): 2 GB minimum

25. Optical Drive: DVD+/-RW

26. Monitor: 19” LCD

27. Warranty: 1 year+

28. Surge Protector21

29. 22

30. 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. 23

32. “Home” edition

33. Not enough memory

34. Small hard drive

35. No monitor

36. No CD burner or DVD ROM$308 Microtel 24

38. Memory: 2 GB minimum

39. Hard Drive: 160 GB (faster speed: 7200 RPM vs. 5400 RPM)

40. Screen Size: 12” - 14” - 15” - 17”

41. “Business class”25

42. Notebook Necessities Port Replicator $130 to $200 Lock $30 Case $40 Extended Battery $99 90 Watt Power Cable $20 to $70 26

43. Minimize Upgrades 1 2 3 4 5 10-20% of original cost 27

44. Computer Purchasing 1 2 3 4 5 28

45. Computer Purchasing 1 2 3 4 5 29

46. Internet & Infrastructure 30

47. Internet Source: Bayer Center for Nonprofit Management Study, 2008. Survey of 330 nonprofit organizations. 31

48. Internet The need for speed… DSL Cable T1 1.5 Mbps– 6 Mbps Download Speed 1.5 Mbps– 20 Mbps Download Speed 1.5 Mbps Download Speed $40-90/month $300+/month Test your speed: www.Speedtest.net 32

50. Firewall: protects your network33

51. Router Wired vs. Wireless Wired Connections: More reliable Faster More secure Go wireless for Convenience and/or Necessity 34

53. Over 2000 laptops are stolen or lost everyday

54. 1 in 5 computers suffer hard drive failure during their normal useful life

55. Eventually, 100% of all hard drives will failSource: Realty Times 35

56. Backup 36

58. Offsite

59. Versioning

61. Recurring feehttp://www.jungledisk.com http://www.mozypro.com 15¢ per GB $3.95 + $0.50/GB per month 37

64. Backup External USB Hard Drives: www.newegg.com($90 each): Western Digital My Passport Essential WDME2500TN 250GB USB 2.0 External Hard Drive 40

65. Printing 41

67. Networkable (n)

68. Duplex (d)

69. PPM

70. Laser vs. InkjetHP Laserjet P2055dn - $425 – newegg.com 42

71. Printer Laser 3-5 cents Inkjet 10-35 cents Networked copier <2 cents Color laser 7-9 cents Source: http://www.jeffersondavis.k12.ms.us/Departments/InformationTechnology/FAQs/tabid/72/Default.aspxaccessed on 8/9/2007. 43

72. Printer Reduce Printing Costs: PrintGreener.com People to Printer ratio – 8:1 44

73. Voice & Phone Systems 45

74. Voice & Phone FreeConferenceCall.com Host a conference call for free Usually not a local number 46

76. Current phone system needs to be replaced

77. Moving to new location

78. Multiple locations

79. Use business VOIP system

80. Estimate $1000 per phone

81. Voipreview.org47

82. Voice & Phone 800-Goog-411 Free directory assistance vs. calling information (up to $1.99 per call) No residential connections 48

83. Voice & Phone 49

84. Voice & Phone Why Smartphone? Email anywhere Faster scheduling Task management (“to dos”) Address book always available Look up information / search Directions 50

85. Office Software 51

87. Quickbooks Premier *$45 $320 www.techsoup.org: Office ($20), Internet Security ($15), Accounting ($45) 52

88. Collaboration Systems 53

89. Collaboration Primary File Sharing Options Server NAS Online 54

90. Online File Sharing 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) 55

92. Hardware - $2000

93. Software - $200

94. Setup - $1000

95. Backup Media - $300

96. Total: $3500 every 5 years

97. Online File Service

98. 10 staff ($2 each per month) - $20

99. 20 GB data (0.15 per GB, per month) - $3

100. $23 per month

101. $1380 per 5 years56

102. Email / File Share / Collaborate 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 + 57

104. Need T1 internet: $300 per month minimum

105. Need your own server: hardware + labor $3000 every 5 years

106. Need large backup hard drives: minimum 2 @ $150 each

107. Need separate antivirus protection: $85 dollars @ TechSoup.org

108. Maintenance and updates required

109. Server goes down = email goes down

110. Internet connection goes down = email goes down

111. Option 2: Hosted Exchange & Sharepoint

112. Basic DSL connection

113. No server needed

114. Backed up by Hosted Exchange provider

115. Antivirus protection included

116. Maintenance and updates included

117. $9 to $12 per month, per user

118. Makes sense for 25 or fewer staff

119. Recommended providers:

120. Intermedia.net

121. Sherweb.com58

122. Email: Hosted Exchange 59

123. 60

124. 61

125. 62

126. 63

127. 64

128. 65

129. 66

130. Email & Online Collaboration Google Apps for Nonprofits – www.google.com/a/npo Email with your domain (i.e. me@mynonprofit.org) Shared calendars Organizational calendar Internal team website Share and collaborate on documents online (word processing, spreadsheet, etc) 67

131. Using Google Apps… Email Register for Nonprofit edition to use your domain i.e. Adam@NPowerMichigan.org 68

132. Using Google Apps… Shared, online calendars Create organizational internal calendars and even public “calendar of events” to add to your website 69

133. Using Google Apps… Collaborate on shared docs Create and share spreadsheets, word docs, slideshows 70

134. Using Google Apps… Internal website Share info, manage projects, post announcements, etc. 71

135. Get Started with Google Apps www.nonprofittechblog.org/how-tos 72

137. Conference number provided

138. Share slides, show your computer Desktop

139. Free for 20 or less attendees73

141. Choose the time that works best for most

142. Automated email reminders74

143. Databases 75

144. Databases Build vs. Buy Local vs. Hosted 76

146. MS Access, Filemaker Pro, etc.

147. Very customized

148. Issues: support & compatibility

149. Buy

150. “Off the Shelf”

151. Limited customization

152. More stable, more support77

154. Runs internally on server

155. Must maintain, backup

156. Hosted

157. Online database

158. Hosted by 3rd party w/ monthly fee

159. No maintenance, backup78

161. Salesforce

163. eTapestry.com79

164. 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 80

166. Free Enterprise version of CRM (Constituent Management Database)

167. Online, accessible anywhere, automatically backed up/updated

168. Tracks donors, clients, volunteers, households

169. Nonprofit Starter Pack: http://www.Salesforcefoundation.org/product81

170. Website & Database WildApricot.com Website & Online Donations - e-Newsletter tool Event/Class registration - Integrated blog Constituent database - Members only login 82

171. 83

172. Online Database 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 84

173. Website & Storytelling Tools 85

174. Basic Content Organization news Program information Board and staff list Donor list 990 Contact us Directions Search FAQs Document publishing 86

175. Enhanced Content Email lists Online donations Weblog Discussion forums Event calendar Compliance with web standards / accessibility 87

176. Advanced Content Event registration Multiple databaseintegration (single view of customer) Multi-lingual support 88

177. If you have a website… You should be able to edit your website from any browser. Your website should have the ability for online donations. 89

178. Website Wordpress.org as an option for a nonprofit website: http://tinyurl.com/bqg69e 90

180. Can host a Wordpress site 91

182. 4.75% fee of online donations

183. One-time or reoccurring donations92

186. Pro Account for free at TechSoup.org

187. Tell your story with photos: Post pictures of events, community, staff, etc.

188. Embed on your website94

189. 95

190. TechSoup.org/Stock 96

192. Video campaigns educate/raise awareness

193. Promote your org or an event97

194. ArtsAndScraps.org  About Us 98

195. http://www.youtube.com/user/YTVideoVolunteers 99

197. www.vertcialresponse.com/non-profits

198. Free up to 10,000 emails100

199. Training and Support 101

200. www.nhgreatlakes.com 102

201. HP.com/go/LearningCenter Basic computer, email, Office suite training 103

202. Office.Microsoft.com/help 104

203. Reviewing Tech Purchases Best Source for Professional Reviews: Best Source for User Reviews and Purchasing: 105

204. Thank you! Adam King adam@npowermichigan.org Mark Shaw mark@npowermichigan.org 106