free (like a puppy) web tools for nonprofits
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Free* = Free like a puppy…
Source: https://www.flickr.com/photos/mdem78/116737973/
Different Flavors of "free"Open Source
“free like a puppy”Software Donations“basically free”
Freemium Software“the first one’s free”
Professional Services“free volunteers”
Description Software that is free to use, extend, modify in almost every way.
‘In-kind’ or deeply discounted software (typically paid)
Some free features, with an “upsell” to paid
‘Pro bono’ time committed by skilled volunteers
‘So What?’ • Download source code and change for your needs
• Often requires tech-savvy staff
• Support is typically community-provided
• Understand the donation restrictions
• Support may not be included
• Donation may be limited to a certain version
• Good for trying out • Know the costs to
outgrow ”free”• Make sure it works
across the org, not just for one team
• Check vendor reliability
• Limited scope and/or time
• The needs of nonprofits don’t always align with volunteer skills
(Free* ≠ Free)$ Your learning time$ Staff Training$ Upgrades and
premium add-ons$ Consulting$ Integration$ Support/Maintenance
Hidden Costs
“Red Flag Phrases”“We get this for free!”
“Our board member told us to get this, he loves it at his (CORPORATE) office.”
“Our Peace Corps Volunteer / new intern is great! She’ll figure this out!
“We need to get this up and running in the next 2-3 weeks before our board
mtg.”“My friend at HUGE NONPROFIT says this is the best system. We *have* to
get it.”
“
[Board Member] thinks we should use X, can get it for free and/or will have their staff implement for us.
Scenario 1:
◉ Use the technology planning process to foresee and plan for risk/opportunities
◉ Understand any 'hidden costs' of the proposed solution(s)
“The best defense is a good offense”
“
[Volunteer(s)] will figure this out – they have the
technology skills we don’t have.
Scenario 2:
“Then what?”◉ Understand the constraints
of volunteer time◉ Ensure there is a clear plan
for ongoing maintenance, support (including budget)
◉ Create 'volunteer experiences' that have clearly defined scopes of work
“
Scenario 3:I heard we get this
software for free/almost free – we should be using
it.
“We should – but first…”◉ Have you evaluated all your
options? Do you even need it?
◉ Who is responsible for implementing and maintaining? Is it in their goals/job description?
◉ Are there hidden costs? (hint: yes)
Define your needs!◉ Does it do what you need it
to do? Define your needs!◉ Budget: Per
user/megabyte? Growth? Nonprofit discounts?
◉ Research! People have done this before!
“Are these tools any good?”
◉ NTEN reports, www.nten.org ◉ Idealware reports, www.idealware.org ◉ InsideNGO, www.insidengo.org◉ TechSoup, www.techsoup.org ◉ NetHope, www.nethope.org ◉ Technology Affinity Group,
www.tagtech.org ◉ Google Apps marketplace (ratings,
reviews)◉ Salesforce AppExchange (ratings, recs,
reviews)◉ Socialbrite.org: lots of reviews for
social media apps◉ Peer organizations (but make sure you
can truly compare – requirements!)
Example requirements list
Requirement Type Our Nonprofit Needs DropBox Dropbox for Teams Box.orgAccount System Type
n/a Indvidual Accounts, share a common file created by one person
Individual Accounts, share a common file, but share quotas and an control panel
Indvidual Accounts, share a common file created by one person
Number of Accounts Needed
4 now, up to 8 in a year
8 8 8
Total Disk Space 36 GB as of today 50 GB per user 750GB 1000GBFile Protection/Permissioning
High priority (in the future as we expand)
Specific accounts can be invited as viewers or collaborators depending on permission level given by creator of file.
Specific accounts can be invited as viewers or collaborators depending on permission level given by creator of file.
Specific accounts can be invited as viewers or collaborators depending on permission level given by creator of file.
Price Per Month Max Budget: $200/month
$80/mo for 8 accounts
$66/mo for 5 accounts, Additional accounts are $10/mo
$15/user/mo = $120/mo for 8 accts (NPO discount - 10%)
Price Per Year Max Budget: $2500/year
$792/yr for 8 accounts
$1170 (8 accounts, 5 for 795, additional are $125/yr)
$1440 (8 accounts) (NPO discount - 10%)
The dangers of “free”
◉ Risk is seen as low since cost is low or zero
◉ Org doesn’t prioritize it like other projects◉ May work for a single team, but not
enterprise-wide ◉ Improvisational nature discourages a
proper requirements gathering process◉ People’s time is never free – even if the
software is
“
More than 50% of IT Projects
fail
Source: http://www.cio.com/article/3068502/project-management/more-than-half-of-it-projects-still-failing.html
Barriers to successful tech projects
Cost28%
No in-house support
22%Lack of training
21%
Lack of org commitment
15%
Mgmt not understand-ing tech ben-
efits/risks13%
Source: Technology Affinity Group 2012 Survey, n=246 http://www.tagtech.org/
Technology maturity @ your org
Source: “Managing Technology to Meet your Mission” book, NTEN
Chaotic• No plan• No budget• No people
Reactive• Fire fighting• Some
budget• Vendor
Proactive• Basic Help
desk• Predictable
$
Service• Process
Automation• Staff/Vendor
Value• IT is a
partner• Mission Link
Technology adoptionSource: https://en.wikipedia.org/wiki/Diffusion_of_innovations
Developing a plan◉ Talk to stakeholders.◉ What are risks?
Opportunities?◉ What are the long term
goals of the organization?◉ Use the plan as a tool to
measure solutions (free/paid) against
Implementing your plan◉ Have you evaluated all your
options? Do you even need it?
◉ Who is responsible for implementing and maintaining? Is it in their goals/job description?
◉ Are there hidden costs? (hint: yes)
◉ Advancing the mission is the framework for every conversation
◉ Understand priorities – what is most urgent?◉ What technology is needed to advance the
mission?◉ What is the cost of not moving on technology
projects?
Talking to Leadership
◉ Email/Calendar: Google Apps for Nonprofits, google.com/nonprofits◉ File sharing: Box for Nonprofits, box.org ◉ CRM/Donor Management: Salesforce, salesforce.org (you knew that was
coming 😉)◉ Email Marketing: Campaign Monitor, campaignmonitor.com◉ Websites: Wordpress, wordpress.com ◉ Hosting: Dreamhost, dreamhost.com
(http://wiki.dreamhost.com/Nonprofit#How_to_apply)◉ Office 365 – Mail, Calendar, File Sharing, Business Intelligence ◉ WhatsApp – Communication◉ Skype – Communication◉ Asana – Project Management ◉ Slack – Chat, Collaboration◉ DHIS2 – Data Collection (added by an anonymous donor)
The list (our current favorites)
Questions & Answers
Contact Information:Marc [email protected]
Zachery [email protected]
William [email protected]
Igal [email protected]