Free (like a puppy) web tools for nonprofits to manage information.

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)

22. Questions & Answers

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