Microsoft NGO day cloud computing panel

1. Peer Panel:
Not-for-profits using
cloud computing
Julie Chapman
NPower Greater DC Region
Microsoft NGO Connection
Day
Wednesday, April 21, 2010

2. Today’s Speakers
 Julie Chapman, President,
NPower Greater DC Region
 Shyam Desigan, CFO
Volunteers of America Chesapeake
 Donna Ramos-Johnson, CTO
DC Primary Care Association
 Chrystal Kern, CFO
Chaim Yudkowski, CIO
AIPAC

3. About NPower
Who: NPower is the only nonprofit that provides technical
support and advice exclusively to other nonprofits. We
are mission driven to build capacity around the strategic
use of technology.
What: We provide high quality and affordable to our region’s
nonprofits:
• Technology Assessment and Planning
• Network Solutions
• Managed Services--NPower ON!
Why: Our work is more than just technology – it’s about
building and strengthening our nonprofit community.

4. NPower ON! Clients
1. Advocates for Justice and Education 20. Five Talents International 38. Partners for Livable Communities
2. Afterschool Alliance 21. Georgetown BID 39. Peace X Peace
3. America Speaks 22. Girls on the Run of Northern VA 40. Physician Assistant Education Association
4. Annenberg Media 23. GlobalGiving Foundation 41. Polaris Project
5. Association of Children's Museums 24. Goodwill of Greater Washington 42. Potomac Conservancy
6. Association of Partners for Public Lands 25. Healthy Teen Network 43. Primary Care Coalition
7. Capital Area Immigrants' Rights 26. Housing Unlimited, Inc. 44. Sexual Minority Youth Assistance League
8. CEDPA 27. Jobs Have Priority 45. Threshold Services
9. CLASP 28. Justice at Stake Campaign 46. Urban Alliance
10. Coalition for Juvenile Justice 29. Latin American Working Group 47. USO of Metropolitan Washington
11. Community Council for the Homeless 30. Latino Economic Development Corporation 48. Volunteers of America Chesapeake
12. Community Health Charities 31. Legal Aid Society 49. Washington Area Women's Foundation
13. Community of Hope 32. LifeSTARTS Youth and Family Services 50. Washington Legal Clinic for the Homeless
14. Consumer Health Foundation 33. Lutheran Volunteer Corps 51. Women's Collective
15. Danya Institute 34. Mentors Inc 52. Young Playwrights’ Theater, Inc.
16. DC Bar Foundation 35. National Citizens Coalition for Nursing Home 53. YWCA National Capital Area
17. DC Scores Reform (NCCNHR) 54. YWCA – Washington Area Women in the Trades
18. DC Vote 36. Neighborhood Legal Service Program
19. Equal Justice Works 37. Our Place DC

5. Spotlight on 3 Nonprofits
Using Cloud Computing
• Volunteers of America Chesapeake
• DC Primary Care Association
• American Israel Public Affairs Committee

7. What we will cover today…
• About us
• Before Cloud Computing
• After Cloud Computing
• What we learned

8. Mission
• A faith-based, nonprofit corporation that provides
high-quality human services that result in positive life
changes for individuals and families throughout
Maryland, Virginia, and the District of Columbia. As
part of a national organization, we strive to fill the
communities’ human service needs through a
dedicated team of staff and volunteers to encourage
self-reliance, dignity and hope. We coordinate our
efforts with other agencies and local organizations to
maximize the impact of our work.

9. Our Operations
• An Affiliate of Volunteers of America, a $1 Billion
national Human Services Organization
• Key Facts – VOA Chesapeake:
‒ 3 Service Lines: Mental Health/Intellectual Disabilities,
Homeless Services and Corrections
‒ 28 programs in MD, DC & VA with annual revenue of
$22.5 Million
‒ 388 FT and 220 PT Employees
‒ Lean IT Dept with 1 ½ onsite IT staff

10. Before Cloud Computing
There are no limits to caring.®
• Windows XP desktop platform with all business applications and e-
mail hosted by a “managed services” company
• Only administration and 4 programs on Hosted infrastructure—140 of
nearly 500 full time employees
• Files saved on hosted shared drive at admin and these 4 programs.
Rest on local computer WITHOUT backup
• Paper, Paper, Paper…10% of paper documents in Administration
scanned into shared drive. Rest in files!
• 2 of the 4 audit findings related to lack of backup documentation.
Trouble!!!

11. After Cloud Computing
There are no limits to caring.®
• Email moved to Microsoft BPOS platform
• Company-wide email—better communications between programs and
Exec Team!
• Backup and HIPAA-compliant cloud-based shared storage on
Rackspace/Jungledisk for the program
• Cloud-based document management and archival system,
KnowledgeTree. Backend of the solution is Amazon S3
• Cloud-based PR and donor management applications are being
reviewed for selection

12. What We Learned
• Educate, Educate, Educate!
• Always emphasize the ROI so staff is willing to go through the
transition pains
• Ensure that your mobile users are looped in and the exchange server
on the cloud talks to smartphones/PDAs
• Check your firewalls and spamware. These need to be managed to the
new architecture
• Cloud is not the magic pill. May not work for all applications—but can
solve many concerns over time
• Understand who holds your data on the cloud and ensure that you
have a way of getting it back

14. About DC Primary Care Association (DCPCA)
• Non-profit health action and advocacy organization that seeks
to improve health care and health coverage for low-income,
uninsured, and medically vulnerable populations in the
District of Columbia
• Annual budget of $8.9 million
• 26 employees (23 FT and 3 PT)
• Membership includes 15 community health centers (with 48
sites in the District of Columbia), hospitals, individuals and
others health interest groups
• Key technical assistance program areas:
– Medical Homes DC
– Health Information Technology
– Community Health Access

15. Before Cloud Computing & Electronic Health
Record (EHR)
• Each clinic had a legacy system that was used for patient
scheduling/check-in and billing
• Clinical operations were manual processes; medical records
were still paper based
• Staff was drowning in paper and struggled to do their jobs;
critical pieces of patient data were often lost
• Patient information was kept in “silos” based on service
provided – difficult to have a comprehensive view of a
patient’s health status

16. After Cloud Computing & EHR
• A single integrated practice management and electronic
health record was adopted by each clinic – one vendor vs..
several vendors
• Streamlined staff interactions and patient flow – everyone
could seen where the patient was in the system
• Electronic interfaces with claims clearinghouse, lab results, e-
prescribing
• Remote access for providers to their patient information
• Foundation for the exchange of patient information among
clinic facilities and with other health care providers

17. Current EHR Architecture
DCPCA Architecture Database Servers
Application Servers
DL380 DL380
Dual-Core Xeon 3 GHz Dual-Core Xeon 3 GHz
DL360 DL360 DL360 8GB RAM 8GB RAM
Dual-Core Xeon 3 GHz Dual-Core Xeon 3 GHz Dual-Core Xeon 3 GHz (2) 72 gig internal disk (2) 72 gig internal disk
4GB RAM 4GB RAM 4GB RAM
(2) 72 gig internal disk (2) 72 gig internal disk (2) 72 gig internal disk
FTP Servers
Training/Test Server
DL360
Dual-Core Xeon 3 GHz
4GB RAM
Interface Server (2) 72 gig internal disk
DL360
DL320 DL320 Dual-Core Xeon 3 GHz
Dual-Core Xeon 3 GHz Dual-Core Xeon 3 GHz 4GB RAM
2GB RAM 2GB RAM (2) 72 gig internal disk
(2) 72 gig internal disk (2) 72 gig internal disk
CLARiiON EMC CX3-10
2.5TB usable
Reports Server
DL360
Dual-Core Xeon 3 GHz
8GB RAM
(2) 72 gig internal disk
Cisco Catalyst 3750 EMI
TMX1000 SSL Accelarator
Switch-24 ports
PowerEdge
2950
VMWARE ESX Server
Cisco ASA 5520 64GB RAM
Firewall Edition TMX1000 SSL Accelarator Dual Quad Core 3.0GHz
Cisco Catalyst 3750 EMI
6x300GB 15k Drives
Switch-24 ports
• Individual servers performing core functions (application,
database, FTP, interface, etc)
• High risk if one component fails then loses a core
function

18. Future EHR Architecture - True Cloud Computing
Proposed Virtual Server Layout 04/15/2010
Physical VM Machines will use VMSphere 4 Enterprise
version (4 licenses required)
WWCI MySQL 64 MySQL 64 MySQL 64 All virtual Servers will operating on Windows 2008 R2.
BFTC WWCI BFTC MCMC
DCPCA-DBCLUST01 Cisco Nexus 1000v will be used on each server to
DCPCA-APP01 DCPCA-RPT01 optimize routing and network load (included in Vsphere
4 Enterprise)
SOME All Servers will have 2 partitions (C: and D:).
MySQL 64 MySQL 64 MySQL 64 MySQL 64
LCDP SOME FMCS LCDP COH Application servers and database servers will have a
eCW VM SEVER 1 (CISCO 1)
DCPCA-APP02 20G/80G split partition
DCPCA-RPT02
Clusters will be allocated with 500GB for local DB
storage
All other specific (e.g. memory, CPU and network
speeds) allocations will be determined as necessary.
MCMC MySQL 64 MySQL 64 MySQL 64 MySQL 64 MySQL 64 MySQL 64
WWCI BFTC MCMC WWCI BFTC MCMC
DCPCA-APP03
DCPCA-PROD01 DCPCA-SLAVE01 DCPCA-DBCLUST02
COH MySQL 64 MySQL 64 MySQL 64 MySQL 64
MySQL 64 MySQL 64 MySQL 64 MySQL 64
SOME FMCS LCDP COH
FMCS SOME FMCS LCDP COH
eCW VM SERVER 2 (CISCO 2)
DCPCA-APP04 DCPCA-PROD02 DCPCA-SLAVE02
Currently Active Currently Active Currently Active
IP: 10.235.1.204 IP: 10.235.1.206 IP: 10.235.1.208
TEMP. ON EHX TEMP. ON EHX TEMP. ON EHX
TO BE COMPLETED
11/31/2010
Currently Active Currently Active Currently Active
ALL CLINICS ALL CLINICS IP: 10.235.1.101 IP: 10.235.1.196 IP: 10.235.1.215
EHX FUTURE FTP
ALL CLINICS ALL CLINICS
VM EHX SERVER (HP) FUTURE INTERFACE FUTURE TEST ENV. BRIDGEIT SERVER (REPORTING) Management Server WUG SERVER (DC)
(DC)
• Reduced cost through consolidation of hardware
• Streamlined server management and monitoring

19. What motivated shift to cloud computing?
• Improve quality of care
• Reduce the volume of paper – staff were drowning in
paperwork
• Reduce the amount of time spent searching for needed
information
• Move to a multi-disciplinary team approach to patient care –
treat the whole person vs. focus on a single part
• Break down the silos of data

20. Lessons Learned/Words of Wisdom
• Training, training, training. Incorporate continuous, on-going
training into your organization
• Identify one-person in the organization whose sole job is to
support the system. It’s a full time job
• Educate staff on the big picture and not just on what they
need to do. They need to know how they fit in and their
impact/value to the entire system
• Get a good assessment of the technology infrastructure at
every location; don’t make any assumptions

22. Cloud Computing at AIPAC
American Israel Public Affairs Committee
American Israel Educational Foundation
251 Mass Ave. LLC

23. Mission
We are a national grassroots advocacy
organization whose mission is to promote
strong US/Israel ties through educational
programs and advocacy support

24. Organizational Structure
• Legal Entities
– AIPAC – 501C4
– AIEF – 501C3
– 251 Mass Ave LLC – Building held by AIPAC
• Statistics
– 250 Employees
– 18 US offices, 1 International office

25. The Cloud and AIPAC
• Our definition of cloud:
– Scalable (storage)
– Resilient
– Secure
– Browser-based access
– Platform and browser agnostic
• Cloud computing can be internally or
externally hosted

26. Then
Headquarters
Membership data
Web sites
Email
Cash Processing
Accounts Payable
Financial Systems
Business Intelligence
NO Virtual Servers
Broadcast Email

27. Now
Accounts Payable
Web Presence
Headquarters Any Bill
Financial System: Dynamics NAV
Virtual Server
HR
Various Systems
Donor Relationship
Management
Email
Cash Processing
Exchange
Business Intelligence Broadcast Email

28. Business Issues Driving Change
• Best of Breed for solutions
• Resilience
• Mobility and flexibility to access information
• Capital expenditure control
• Security
• Business continuity
• Operational efficiency and impact to head count for
operational tasks
• Organizational scalability

29. Lessons
• Do it right – invest in training, explaining why, and integrate
feedback to the final solution.
• These IT projects are recursive; they are being adopted for
organizational agility. Incorporate those opportunities to
further leverage the investment.
• It always takes longer than you planned.
• It always costs more.
• It impacts the culture in ways you can’t anticipate. If you are
fortunate, they will be good impacts.
• Sometimes, Rule 1 needs to be do no harm.

30. Q&A