Nonprofit Tech SoundBytes

We Are BCNM

...a few snippets of wisdom compiled from experts and experience...

How do I determine how much IT staffing is appropriate for my organization?

For very basic systems, you can get by with one-half to one hour of technical support time per employee per week. For more advanced systems, you should think about adding one FTE of technical support for every 15 - 20 employees.

Budgeting:

How much or little is appropriate for my organization to spend on technology per year?

Expect to dedicate four to six percent of your total operating budget to technology each year. Remember that the most significant expense is related to 'humanware' - training, maintenance and implementation - and this is often hidden in unplanned ad hoc support and downtime that compromises the work of non-IT personnel.

If the humanware side is so expensive, how do I allocate my budget appropriately?

The largest portion, what we call 'humanware' (training, maintenance and implementation) will generally account for about 70% of your total technology budget. The remaining portion is split between hardware (20%) and software (10%). Be aware that donated hardware may actually increase the need for additional 'humanware' in order to keep obsolete machines performing.

Not all our staff have access to computers and four to six percent of our operating budget seems high. Is there any other way to determine the total cost we should expect to spend annually?

You can also apply the 70/20/10 rule to individual computers. If you've spent $1500 on a new system that includes your hardware, peripherals and software, you can expect to spend an additional $3500 (or more) on maintaining that system. There's a great article on the TechSoup website that might be helpful: Technology Budgeting Basics.

The Internet:

Everybody says we should have a website. Why?

A website can be a vital part of your communication strategy in outreach to potential clients and funders. However, it is far more important to have an email strategy first. Email has proven to be the Internet's "killer app;" if your organization isn't using the low-cost custom communication potential of email to communicate with constituents, your website may sit largely unvisited. The Field of Dreams promise that "if you build it, they will come" does not hold for your website. You have to drive visitors there, and email is often the best way to do that.

What's the big deal about a firewall?

Oh, we are so glad you asked that question! A firewall solution is your first line of defense against intrusion. Simply stated, if you have always-on Internet access you need a firewall. You owe it to your volunteers, your supporters and your donors to take steps to protect the integrity of your information. Using a high-speed, always-on connection to the Internet without a firewall makes your entire local area network vulnerable to intrusion from outside. Although an attack may seem unlikely due to the nature of your organization (you¿re not storing defense secrets or the formula for Coke), hackers don¿t always look for information that has value to them on networks. Nonprofits are typical targets for pass-through attacks using unprotected high-speed connections to mask hacker identities or provide avenues for distributing SPAM.

You may choose either a hardware or software firewall. A software solution generally provides greater monitoring and auditing options and may also provide other web-based services (such as VPN capabilities or additional security services) but requires a separate server. A hardware solution may be less expensive and easier to set-up, but may not provide the monitoring necessary.

ePhilanthropy

What is e-philanthropy and is it worth it?

According to the ePhilanthropy Foundation, ephilanthropy is:

the building and enhancing of relationships with supporters of nonprofit organizations using an Internet-based platform,
the online contribution of cash or real property or the purchase of products or services to benefit a nonprofit organization,
and the storage of and usage of electronic data or use of electronic methods to support fund raising activities.

Whether or not it is worth it depends on your expectations and how much effort you put into your ephilanthropy campaign. Be aware that at the present time even an effective online fundraising campaign is realistically only going to represent 1 - 5% of your total fundraising dollars. Adding an online giving button will not replace your cultivation and solicitation efforts. In fact, online fundraising is more similar to traditional giving than we might assume; donors are still cultivated and provided with motivation to give through targeted campaigns. Key differences in ephilanthropy are enhanced and simplified donor targeting and potential cost savings over paper mailing.

What are the key components to a successful ephilanthropy strategy?

There are several key components:

a useful and up-to-date website,
effective email and marketing strategies,
tools for online cultivation and feedback from donors and supporters,
a potentially significant investment in time, energy and financial resources from staff, and,
last, but not least, an effective and integrated fundraising strategy.