Technology Plan As of December 2014

Transcription

1 Technology Plan As of December of 8

2 Purpose and Goals The purpose of this technology plan is to support the Community Foundation of Greater Fort Wayne s mission of serving as a community leader to improve the quality of life by building permanent endowments, promoting effective grantmaking, fostering philanthropy, stimulating community dialogue, and helping donors achieve their charitable goals. This technology plan will help evaluate the Community Foundation s technology infrastructure and policies in order to ensure the organization is able to meet its mission. The goal of this plan is to help the Community Foundation better manage its technology by providing: I. an inventory of current technology assets, II. documentation of policies and procedures, and III. a prioritized three year budget for addressing needs. I. Current Technology Assets A. Hardware The network operates with client/server architecture powered by a Dell server. Server HP Proliant DL580 G5 virtual server with Windows Server 2012 R2 Standard & Exchange Server 2013 Backup Storage Craft Shadow Protect Backup Workstations 13 Dell workstations attached to the network; See III A for a workstation replacement rotation schedule Laptops 4 Dell laptops Tablets 1 ipad air, 1 ipad mini Copier/Scanner Networked Sharp color copier-new lease in 2013 Networked Printers 2 HP networked printers (1 color and 1 black & white) Desktop Printers 10 HP desktop printers Wireless Network 2 guest wireless networks 1 internal wireless network Ethernet Switches 2-24 port Ethernet switches Firewall Cisco firewall AV technology AV Equipment (Chapman Room) AV Equipment (various) Digital Automatic Voting Equipment (DAVE) 2 ceiling mounted projectors & screens, ceiling speakers, handheld microphone, lavaliere microphone, sound system mixer and Apple TV 1 42 LCD Screen 1 46 LCD Screen 2 poly com video conferencing systems 2 DVD players 1 Toshiba projector Telephone System Telephone & Voic System Direct Dial Numbers NEC SV 8100 Digital System from Allstar Communications new in blocks of 20 direct dial numbers from Earthlink 2 of 8

3 Elevator Phone Internet Dedicated line from Frontier FiOS through Frontier Recommendations/Considerations: Add tablets: Consideration should be given to adding to the amount of tablets available for staff to use for meetings and to check out for conferences. B. Software The following software is utilized by the Community Foundation: Operating Platform Windows 7 Professional Software Suite Office Professional Plus 2010 Database management FIMS with Progress Database (from Microedge) Donor Portal DonorFirst (from Crown Philanthropic Services)-SAS Website Softsys (hosting) SiteFinity (CMS); Vimeo (videos); Authorize.Net (online donation gateway) Print design Adobe In Design CS 4.0 Win ESD Presentation software Prezi Infographic software SAP Lumira Standard Edition & SAP Visual Intelligence Planned Giving Crescendo Flow charting Microsoft Visio Standard 2003 Backup Shadow Protect SBS Anti Virus TrendMicro Worry-free Business Security Standard Scholarship Portal Academic Works-SAS SSL Certificate GoDaddy Standard UCC SSL up to 5 PDF Adobe Acrobat XI Pro Spam filter Mailprotector Software: Software is generally purchased through TechSoup. Because the Community Foundation is a nonprofit, it qualifies for donated software and technology from companies such as Microsoft, Intuit, Adobe and Cisco, as well as other TechSoup partners. The products are greatly discounted or donated by the partners for the nonprofit community. Backup System: In 2012 StorageCraft Shadow Protect server imaging software was installed as backup software. The software performs a full backup nightly as well as incremental backups twice during the day for a more constant backup recovery. Database Management: In 2012 a review of the Community Foundation s database system, FIMS, was conducted. A competing product from Stellar Technologies was reviewed and it was determined to retain the current database system and commit to increased staff training with the FIMS system for increased utilization. Scholarship Portal: In 2013 an online scholarship portal was launched with a limited number of scholarship funds. In 2014 additional scholarship funds began utilizing the online portal. Donor Portal: In late 2013 an online donor portal was launched with Donor Advised Fund holders and Agency Endowment Fund holders. This allows donors access to view fund information electronically, process grant recommendations and become aware of unmet funding opportunities. 3 of 8

4 Recommendations/Considerations: Donor Portal: Staff will work with Crown to add additional fund types to the DonorFirst platform, ie: scholarships, designated, etc. Board Portal: The DonorFirst software includes a board portal which will be utilized for board and committee meeting documents. Use of the portal will be explored during implementation. MicroEdge/Blackbaud Acquisition: Staff will keep abreast of acquisition plans and potential impact the acquisition will have on the FIMS database software. MicroEdge plans to release a plan by mid 2015 and continues to express that FIMS will continue to be supported. Current plans are to take the best features of FIMS (MicroEdge) and Financial Edge (Blackbaud) to combine into a new super platform in the cloud with migration expected to be 5 to 10 years. Online Grant Application: An online grant application system will be investigated as further information is available regarding the MicroEdge/Blackbaud acquisition as this could impact the selection of a software provider. C. Technology Service Providers Internal Network Administrator Manages the network, server, user accounts, and backups. External technical support Vendor(s) relied upon for supporting hardware and software. Heidi, Rhonda Mike Johnson (DWD) DWD Technology Group provides technical support on a time and materials basis. Labor is purchased via a prepaid block of hours which reduces the hourly rate. DWD also provides quarterly maintenance support at set quarterly rate. Recommendations/Considerations: Network monitoring: Consideration should be given in the future (as the server ages) to subscribing to DWD Managed Services for monitoring the server in real time and receiving alerts if there are any problems or issues with the server. This would allow for alerts to services stopped and immediate intervention ie: warnings before critical things occur like drive failure, etc. Pricing is $600/year per server (3 virtual servers x $600 per year = $1,800). D. Website/Social Media Website Website Administrator Responsible for establishing the direction and functionality of the Web site and administering basic content updates. Facebook Twitter Softsys (hosting), SiteFinity (CMS); Vimeo (videos); Authorize.Net (online donations) Beth, Rhonda, Mary Scholarship is a private group under CF Facebook account Website: In 2012 the website was rebranded and online giving was added. PCI compliance for online giving is renewed annually in August with Trustwave. 4 of 8

5 Domain Name: One domain name, CFGFW.ORG is maintained and renewed on a regular cycle through Networksolutions.com. Giving Day: The Community Foundation participated in a nationwide giving day on May 6, The platform used to manage the giving day was Kimbia. Website statistics: DEVICE Desktop 11,929 visits (90%) 13,717 visits (86.8%) Mobile Phone 662 visits (5.3%) 1,229 visits (7.8%) Tablet 592 visits (4.7%) 849 (5.4%) Facebook statistics: Total Likes Engaged Users* 384 3,594 *Engagement includes any click or story created Recommendations/Considerations: Mobile Web Page Design: As more visitors to the Community Foundation s Website are utilizing mobile devices, attention should be given to additional design work in order to implement mobile optimization on the Website. II. Technology Policies and Procedures All authorized users of the Community Foundation s technology systems are required to comply with exclusive property, software compliance, , internet access, and electronic media policies as outlined in the Community Foundation Personnel Manual. The Community Foundation also has a Bring Your Own Device Policy (BYOD) for employees who are approved to receive business on their personal device. The BYOD Policy is part of the Personnel Manual. Other technology procedures are as follows: A. Backup A regular back-up procedure has been established using StorageCraft s server imaging software Shadow Protect. Data on the server is backed up every morning at 2 am with an incremental backup at Noon and 4 pm. The backup drive is transferred off site according to the following rotation schedule: Monday Tuesday Wednesday Thursday Friday (rotates for expanded retention) Monday drive Tuesday drive Wednesday drive = 2 drives that rotate as mid month tape to lockbox Thursday drive Friday # 1 Friday # 2 Friday # 3 Friday # 4 Month #1 Month #2 Heidi Rhonda Heidi Heidi Heidi Back ups are tested quarterly when quarterly maintenance is performed by DWD Technology Group. 5 of 8

6 B. File Naming Procedures The Community Foundation maintains departmental folders on the shared network drive as follows: Folder Administration Communications Development Finance Programs Items in Folder Committee minutes and material, policies, procedures, staff meeting material Annual reports, print material, event material, photo library Donor thank you letters, development events, fund agreement material Dashboards, investment reports, quarterly fund statements, time allocation study material Grant material, scholarship material There is also a restricted access drive on the network for shared accounting files. Recommendations: Develop a standard set of guidelines for storing and sharing files consistent among all departments. In 2014 two document management system vendors were reviewed for software which would electronically file Community Foundation files. It was concluded that the resources needed to implement such a software system could be better utilized in other areas, such as an online grant management system. Document Management Software will be evaluated again at a future time. FIMS has an electronic file naming system. This should be explored to determine if the system would work to organize fund files in a more efficient manner. C. Security The building is secured with an alarm system monitored by Tyco Security. NAI Harding Dahm provides property management and first response to alarm calls. Staff of Harding Dahm, staff of the cleaning crew, and staff of the Community Foundation have key fob access with individual, unique security codes to enter the building. The executive assistant maintains all unique security codes and key fobs on Tyco s Website. Computer systems are secured with each employee assigned an individual user id and password. The system forces users to reset passwords every 180 days and requires a complex password (8 characters in length consisting of upper case, lower case and numbers/special characters). Screen saver locks with password protection are enforced on each workstation. Employees may obtain remote access to their office workstation through the use of a home computer and internet connection. Remote access may be set up as determined by organizational needs with supervisor approval. Recommendations/Recommendations: Consider a password storage software application for staff access. Consideration should be given to a security compliance evaluation or an IT audit performed by an independent vendor (ie: Mako Group or Acubond). 6 of 8

7 D. Training Plan The Community Foundation offers continuous training for each staff member. Continuous training is essential to maximize investment in software, to increase staff productivity, to increase the value of services to our donors and grantees, and to increase morale and retain staff. The staff is diverse in various areas of computer knowledge. The chart below identifies in-house experts for various software applications. Academic Works Crescendo Donor First Excel FIMS AP/GL/FACTS FIMS Grants FIMS- Funds FIMS- Gifts FIMS- Profiles FIMS- Scholarships In Design Peachtree (fixed assets) Sitefinity Visio Word Krista, Annette Beth Annette, Christine Christine, Rhonda, Lori Heidi, Lori Christine, Annette Heidi, Lori Heidi, Lori Rhonda, Donna Krista, Christine, Annette Donna Lori Rhonda Lori Rhonda, Donna Recommendations/Considerations: Develop a training plan for cross training in software where there is currently only one expert. Encourage staff members to keep abreast of technology capabilities. FIMS Software Training: In 2014 FIMS Client Care was added for increased FIMS training, user conference discounts and a database optimization review. It was determined for 2015 that the additional cost is not worth the value received. Employees take advantage of regional, hands-on trainings when they are offered, which are more effective than web trainings. Other Software Training: Training resources for software include ENS Group (locally). Also research online training platforms: Review technology groups to join that have training opportunities: or III. Three Year Budget A. Replacement and Rotation of Workstations Computers are depreciated over a three-year life span, but it is recognized that computers have an average life of four to five years. As technology improves, it will be necessary to always review the cost of repairing older equipment versus the cost of replacing it with newer equipment. Computers are assigned to staff based on functional needs. While this policy hopes to minimize any equipment failure by replacing systems prior to failure, situations may arise where it will be necessary to replace equipment outside of the replacement schedule. Following is a three year replacement schedule. 7 of 8

8 Location #1 Lori New #2 Donna #3 Reception #4 Rhonda New #5 Annette New #6 Krista #7 Ron #8 Christine New #9 David New #10 Heidi #11 Beth New #12 Mary #13 Development corner #1 Laptop New #2 Laptop #3 Laptop-add 2013 #4 Laptop-add 2013 #1 SERVER ( 07) New #1 ipad New #2 ipad New #3 ipad New #1 ipad mini New Life expectancies: Laptop = 3 years Desktop = 4 years Mobile = 2 years Server = 4 to 5 years Recycling: DWD wipes old hardware clean using a data destruction tool and hardware is donated to a nonprofit organization for recycling of parts. B. Budget Summary See Appendix A for three year budget detail. 8 of 8

9 Three Year Technology Budget Comments Hardware Printers New Replace Workstations New Replace 5,000 5,000 5,000 Battery backup for workstations - 1, =add battery backup to each workstation Laptop/tablets New - 1, =add two ipads Replace Server Replace 20, Server replaced in 2014 Backup system Backup system replaced in 2012 Software & Subscriptions Adobe Creative /year Crescendo 5,500 3,700 3,700 GoDaddy (SSL) paid July 2014, 3 year plan $ DonorFirst Portal 18,000 20,000 20,000 Launched 2014 Mailprotector Merchant Account (online giving) 2,000 2,000 2,000 based on % of gifts MicroEdge - FIMS Core 23,000 24,000 25,000 3 year commitment thru 2014 Operating platform software Upgraded to Windows 7 Operating System in 2011 Prezi license renewal Academic Works Portal 4,000 4,200 4,400 Implemented 2013 Shadow Protect SiteFinity 1,500 1,500 1,500 increased page capacity for Website 2014 Softsys Web hosting Software application suite Upgraded to Microsoft Office 2010 in 2011 Trend Micro Antivirus software renewal Vimeo Videos for Website Web site maintenance 1,000 1,000 1,000 King & Knight maintenance Staff Training FIMS 5,000 2,000 2,000 trainings/user conference Other 2,500 2,500 2,500 Consulting - Maintenance & Labor DWD - Quarterly Maintenance 1,500 1,500 1,500 DWD - general support 6,000 8,000 8,000 Other Technology Equipment AV equipment Purchased new in 2014 Fax machine Copier lease & print management services 7,200 7,500 7,500 Postage machine lease & maintenance 1,500 1,500 1,500 Digital camera - - purchased new in 2012 Telephone & voic system - - Replaced system in 2012 Subtotal 104,935 88,224 87,402 Board approved budget amount 104,935 88,224 Note: software & hardware upgrades include technical support to install