The modern not-for-profit: Thriving in the age of Cloud Computing and Technology Presented By Tony Nissen National Solutions Manager

r & g technologies

About R & G Technologies

• ICT Services & Consulting firm with offices in Brisbane, Sydney and

Melbourne with 28 staff • Specialising in working with Not for Profit Organisations (10 400

staff ) • Core business lines are Outsourced IT Support, Strategic ICT

Consulting, Cloud Services & Software Development

R & G Technologies Head Office, Brisbane Technology Park, Eight Mile Plains, QLD.

• Cloud Computing To Cloud or Not to Cloud?

• A vision of the future from Microsoft

• Products for Productivity

• CRM & Software Solutions • Embracing Technology Case Study: Xavier Children's Support Network

The modern not-for-profit: Thriving in the age of Cloud Computing and Technology

To Cloud? Or Not To Cloud?

What is Cloud Computing?

Types of Cloud

In a nutshell, Cloud Computing is the method of delivering services over the internet.

• Software as a Service (SaaS) • Eg. Salesforce, Xero, Office 365 (Microsoft)

• Infrastructure as a Service (IaaS) • Eg. Amazon, Rackspace

• IT as a Service (ITaaS) • Managed Hosted Desktop

• Hybrid Cloud • Combining Cloud with local servers

So what are the benefits?

Reduced IT Support Overheads • Less local IT infrastructure = Less Complexity

Reduced Capital Expenditure on IT • Less Hardware/Software required

Mobility = Flexibility = Productivity • Staff can work from anywhere, anytime, from any device

Improved Redundancy • Automatic Failover/High Availability

The Benefits of Adopting Cloud

Computing:

What does this mean for my IT Manager / External Provider?

Cloud Computing does not = no IT issues • Whether you use internal IT, or an outsourced provider you will

always need IT staff in some capacity

As the delivery of IT changes, thus the skills mix of your IT team will need to adapt:

• Less focus on hardware maintenance & support • More focus on software • IT team will focus more strategically on improving your

operational efficiency through technology and enhancing your reporting/business intelligence capabilities eg. Management dashboards

• Vendor management eg. Dealing with multiple cloud providers So to Cloud or Not to Cloud?

What does this mean for your IT team?

The Cloud is Great! But it is not a one size fits all.. Do a Cloud Readiness Assessment

• Not a applications are suitable for the Cloud Is your current internet service suitable

• If not, what are the costs to upgrade? • Is the correct service available?

Weight up Risks & Reward • Where is your Data Stored? • What happens if the Cloud Provider closes shop? • How is your Data backed up? • Who else is using the service?

Is it best to do a staged implementation?

To Cloud or Not To Cloud?

The vision of the future

Vision of the Future

Steve Ballmer (CEO) in his annual conference said

• Microsoft wants to move all your systems into the Cloud:

Hosted Exchange for Email • SharePoint & SkyDrive for File Storage • Lync for Unified Communications • Microsoft Dynamics for CRM

What is Office 365?

Office 365 is a subscription-based service which gives you virtually anywhere access to various services and software built around the Microsoft Office platform.

Benefits of Office 365

Reduced Capital Expenditure on IT

Mobility - Accessible via multiple devices Redundancy Worry free Backup & DR

Elastic Solution - Pay per user Easily Communicate and Collaborate Inside and Outside your office SharePoint Lync

SharePoint 2013:

• Browser Based, Collaboration and Document Management platform. • Intranet & Extranet • Traditional File Server replacement.

What is SharePoint?

• Version Control, Check In/ Check Out & Version History • Powerful Search Features • Permission based Document library's, for both Shared & Personal Data • Drag & Drop!

SharePoint 2013:

Document Management

• Create Team Sites • Calendars • Newsfeeds • Announcements • • Social Interaction • Follow Colleagues or documents

SharePoint 2013:

Collaboration

Office Web Apps

• Word • Excel • PowerPoint

SharePoint 2013:

SharePoint Tips:

Getting the most

out of SharePoint

Set your SharePoint site to be page when opening I.E

Get HR involved to use the site as a central repository for company wide information.

We use it for: Great customer service stories Company events Quick internal surveys Gather information for the top 10 Internet resources staff use in the company and

post them in an everyday link section Use it to store all of your Standard Operating Procedures

Embrace the Social Elements of SharePoint 2013

• Unified Communications Application

• Instant Message (IM) • Voice • Video • Screen Sharing • Meetings

• Synchronises With Your Exchange (Email) Server

Lync 2013:

What is Lync?

Lync 2013:

Flexible and Mobile

Lync makes communicating easier with a consistent and familiar experience available on Windows PCs, Windows Phone, iOS, and Android smartphones.

Extend Lync Meetings outside your organisation with browser-based access: The Lync Web App allows PC and Mac users to join a Lync Meeting from a browser and delivers a full online meeting experience including IM, voice, multiparty video, data collaboration and sharing.

A day in the life of

The modern NFP using Lync

• Weekly management meetings are run via web conference

• Staff training is conducted remotely via screen sharing

• Weekly webinars hosted by the Marketing team

• See when your colleagues are available/in meetings

Software Solutions & CRM

In the Cloud In the Office

Software Solutions

And CRM

Software systems tend to grow as the organisation grows and often this leaves systems unable to talk to each other, creating double handling and administrative overhead..

• Organisations will often have:

• Access Databases • Big Excel sheets

Viable Solutions: • Microsoft Dynamics CRM (SaaS & Local) • Blackbaud (SaaS & Local)

• Fundraising • Donor Management

• Custom Web Applications

Support Network

Embracing Technology

Xavier Children's Support Network

Xavier is a Brisbane-based support organisation for families of children aged 0-18 who have high support needs arising from a variety of disabilities including physical, sensory, intellectual and autistic spectrum disorders.

At Xavier aims to enhance capacity and empower families through the provision of tailored support, information and choice. Forming close partnerships with families,

network of services is designed to address individual needs by providing flexible support that is personalised to meet the specific requirements of each child and family.

About

Case Study The Problem • Organisation with approx. 50 staff across two offices

• Board had concerns with risk

• IT environment had grown organically over time

• ICT systems were causing productivity problems for staff:

• Document control was a big problem • Infrastructure was slow creating a poor user

experience • Backups were not functioning correctly • Use of slow Microsoft Access Databases • Lots of manual data handling and double entry

between systems

Xavier Children's Support Network

Case Study The Analysis • Analysed and documented the existing

software systems. Developed an RFP for CRM and ERP vendors and acted as an independent advisor. Also considered the option of a custom solution.

• Audited all the ICT infrastructure and evaluated Private Cloud options

• Performed surveys of staff and managers

• Met with key stakeholders to understand current challenges and vision for the organisation

• Created financial model of current costs (TCO)

Xavier Children's Support Network

Case Study Quantifying the Total Cost of ICT

• Fixed ICT costs • Staffing costs • Hidden costs

Productivity loss Cost of downtime

Xavier Children's Support Network

Case Study

The Solution

Developed Strategic ICT Plan which provided the following key recommendations:

• Infrastructure Move to a Citrix and thin client model with new infrastructure

• Support Implement an effective Outsourced IT solution

• Developed • Replaced multiple Access Databases and Excel sheets • Interfaced with SharePoint for document management

and company intranet • Integrated with finance system for improved reporting

and removal of double entry • Automate the process of timesheet entry over the

internet • Automates the process of submission to HACCC each

quarter

• Implement a new SharePoint solution

Xavier Children's Support Network

Case Study The Result Implemented new infrastructure Implemented new Outsourced IT support model Implemented Ops software and SharePoint • Projects are ongoing however the organisation has already

realised a saving of $50,000 in Year 1. • Expected saving over 3 years is $120,000

“We have been very impressed at the outcome of all projects,

and have seen productivity increase and IT headaches drop

dramatically. R & G Technologies have become our one stop IT

partner and since engaging their services our IT systems are

becoming than adequate to meet our needs now and into the

future.”

Lynn Card – CEO, Xavier

Xavier Children's Support Network

Case Study Tips for a Successful Outcome

• Do a total cost of IT to get buy-in from board/management and a positive return on investment

• Clearly identify the current state, before creating a future state

• Evaluate all options to find the best fit for the business. Cloud is not always the right option and

Xavier Children's Support Network

& G Technologies always deliver over and above my expectations and I would highly recommend them to anyone looking for Managed IT Support Provider Vaydra Wright

team at R & G Technology provide us with timely,

effective and friendly support and they are always willing to go that extra Paul Trapp

staff have a great way of communicating with

easy to understand language, and they are incredibly Katrina MacKenzie

The Trusted IT Partner that specialises in assisting Not For Profit organisations

job! You guys are legends and our team here at the Children & Family Centre really appreciate having problems resolved even though we are so remote.

R & G Once again you saved my Bacon and I very much appreciate your