Free (like a puppy) Web Tools for Nonprofits
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The document discusses different types of "free" software options for non-profits, including open source software, freemium software, donations, and pro bono work, and notes that while the software itself may be free, there are often hidden costs associated with implementation, customization, support, upgrades, and ongoing maintenance that organizations should be aware of and plan for. It provides advice on evaluating options, understanding limitations and responsibilities, defining requirements, and developing a technology plan to successfully adopt new software solutions.
![“
[Board Member] thinks we should
use X, can get it for free and/or will
have their staff implement for us.
Scenario 1:](https://image.slidesharecdn.com/freelikeapuppywebtools-151104140032-lva1-app6891/85/Free-like-a-puppy-Web-Tools-for-Nonprofits-5-320.jpg)
![“
[Volunteer(s)] will figure this out –
they have the technology skills we
don’t have.
Scenario 2:](https://image.slidesharecdn.com/freelikeapuppywebtools-151104140032-lva1-app6891/85/Free-like-a-puppy-Web-Tools-for-Nonprofits-7-320.jpg)
Free (like a puppy) Web Tools for Nonprofits
- 1. Free* = Free like a puppy… Source: https://www.flickr.com/photos/mdem78/116737973/
- 2. 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
- 3. (Free* ≠ Free) $ Your learning time $ Staff Training $ Upgrades and premium add-ons $ Consulting $ Integration $ Support/Maintenance Hidden Costs
- 4. “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.”
- 5. “ [Board Member] thinks we should use X, can get it for free and/or will have their staff implement for us. Scenario 1:
- 6. ◉ 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”
- 7. “ [Volunteer(s)] will figure this out – they have the technology skills we don’t have. Scenario 2:
- 8. “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
- 9. “ Scenario 3: I heard we get this software for free/almost free – we should be using it.
- 10. “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)
- 11. 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!)
- 12. Example requirements list Requirement Type Our Nonprofit Needs DropBox Dropbox for Teams Box.org Account 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 1000GB File Protection/Permissioni ng 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%)
- 13. 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
- 14. “ 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
- 15. Barriers to successful tech projects Cost 28% No in-house support 22% Lack of training 21% Lack of org commitment 16% Mgmt not understanding tech benefits/risks 13% Source: Technology Affinity Group 2012 Survey, n=246 http://www.tagtech.org/
- 16. 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
- 17. Technology adoption Source: https://en.wikipedia.org/wiki/Diffusion_of_innovations
- 18. 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
- 19. 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)
- 20. ◉ 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
- 21. ◉ 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)
- 23. Contact Information: Marc Baizman mbaizman@salesforce.com Zachery Tapp Ztapp@cradlestocrayons.org William Lester wlester@npoki.org Igal Rabinovich igal.rabinovich@n-village.com
Editor's Notes
- #3: Free is *never* free! “free” here is like a free puppy: You will likely need a leash, food, poop bags, and a whole lot of training
- #5: What’s wrong with these statements? Free (we’ve already covered) Does CORPORATION have an IT team of professionals dedicated to supporting software? Great! Do you? Your 23 yr old intenr may be smart and “good with technology” but she doesn’t know your business processes or the software she’s been handed Unrealistic timeline HUGE NONPROFIT may not have the same needs that your org does. Why are you comparing yourselves to them?
- #9: Introduce what TAG is (self-reported data) #1 barrier is cost – reflects our funding environment #2 and #3 also tie back to cost, though – lack of in-house support and lack of training (hidden costs!) #4, lack of org commitment is the flip of #5 Exec support