Bagels & Bytes Meeting Notes – April 2018

About the Meetup

We had our first of two meetups at the Frick Pittsburgh on April 4. We will be back at the Frick one more time on May 2. Thank you to Lynn, Linda and the Frick team for hosting us!

Following are the notes and resources discussed during the meetup.

Security Surveillance Cameras (vendors don’t say “security” but surveillance these days)

  • NEST – backs up to cloud, can see who’s at door instead of just having a buzzer
    • Also has smoke detectors and the like
  • Lorex – phone app so you can see all cameras
  • Axis Companion – integraIVMStes with phone system
  • Vector – company that does comprehensive security
  • SmartCam
  • Ccure – security company

Updating technology

  • What to do with technology is the last thing to receive attention (sometimes caused by older board members who don’t get it)
  • Sometimes scaring board and leadership by pointing out risk can work
  • Need to get people on the board who are technology advocates
  • Donated software and hardware isn’t usually “free”
  • NTEN technology staffing and investments survey – to see how much your org should be spending
  • Plan more than you think you need to
  • TechSoup – low cost software and hardware; have to watch for license expirations
  • Other free software for NPOs
  • Ask merchant account providers about nonprofit rates
  • Northland Public Library lends out Internet hotspots

Social Media Policy Template

  • Look online for templates
  • Hard to enforce – need to make sure legal looks at it before deploying
  • Policy for staff is good, but also want to consider other stakeholders, like volunteers, board members, etc.
  • Social media task force can possibly help

Social Tools/Channels Most Used by Younger Generations

Website Security

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Bagels & Bytes Meeting Notes – March 2018

About the Meetup

We had a great March meetup at Grow Pittsburgh, with so many topics covered. Thank you to Rebekah and the Grow Pittsburgh staff for hosting us!

Following are the notes and resources mentioned during the meetup.

Windows 10

  • About 50% using Windows 10
  • Is 2013/2016 Office working fine on 10?
  • Office 365 runs on it too
  • Can make it look like Windows 7 if desired

Assorted Communications and Collaboration tools

  • Zoom
    • For vitual meetings and webinars
    • Doesn’t act up as much as tools like Skype, particularly when you get more than 10 people in the virtual meeting room
  • Workspace
    • Free for NPOs
    • Like Facebook for the workplace
    • Features:
      • Protected files
      • Video archiving
      • Chat
      • Only email in same domain can be added to network
      • Easier to use than Sharepoint
  • Slack
    • Similar to Workspace (above)
    • Widely used in corporate America

Moving to the Cloud

  • Want to move servers, print drivers, active directory
  • How will access VPN?
  • Krissy DeShetler wrote a post for the NTEN blog on moving to the cloud
  • Can move server to cloud & desktops if desired
  • Heavily reliant on Internet – need good connection
  • Can have multiple servers
  • Streaming video is challenging
  • VPN – looks the same when work at home, office, wherever
  • Can configure to mirror your current environment
  • Costs vary
  • JENLOR is one of a number of companies that provide this service, also NET Xperts
  • Less costly than on-premise most of the time
  • One location goes down, every other location stays up
  • Monthly fees vary, depending on space, # of users, support hours
  • Can still get TechSoup discounted licenses & have installed on VPN

Free Video and Photo Editing software

Resources to learn about the field (or for inexpensive hardware/software)

HRIS Systems

Bagels & Bytes Meeting Notes – November 2017

Prize winners at Bagels & Bytes

The winners of this month’s prize giveaways!

We met at ACHIEVA for the last time this year. Thank you again to Nicole and the ACHIEVA staff for hosting us!

Our meeting in December will be the annual holiday party at Dave & Buster’s at the Waterfront on Friday, December 8 from 1-4 pm. We will have our regular meeting over lunch (everyone orders off the menu and pays individually this time), then do a “techie white elephant” gift exchange (bring a geeky wrapped gift under $10, feel free to look for odd stuff in your tech closet to wrap) and then we’ll play a few games including our annual skee-ball tourney (Cindy will bring a few prizes for the winners).

The reminder email will go out next week, so keep an eye out and RSVP for the meeting on the Bayer Center’s website or on Meetup.com when you see it.

Here are the notes and resources from this month’s meeting:

On-Premise vs. Cloud Server

Data Analysis Software

Coax to Fiber

  • Coax (for example, like Comcast) – speeds are never consistent, disconnects frequently in high usage
  • Coax providers tell you the minimum speed they provide, fiber providers tell you the maximum speed they provide
  • Coax is generally faster, but there are many things that can affect speed
  • Verizon and DQE also have fiber
  • DQE owns the fiber lines
  • Check packet shaping on routers/prioritize traffic to keep more important going
  • Check into Level 3 Communications (owns the Pittsburgh backbone)

Click Dimensions

  • Click Dimensions – mass email marketing tool that connects to MS Dynamics 365 CRM
  • Ask about 30 day trial
  • Want to be able to connect to database
  • Email templates

NTEN Tech Accelerate

Remote IT Management

Lynda.com

Bagels & Bytes Meeting Notes – November 2016

Bagels & Bytes attendees sitting around a conference table discussing tech for nonprofits

We held our last regular meetup of 2016 at ACHIEVA in the South Side. Thank you to Nicole, Steve, Dave and the rest of their staff for hosting us!

Our next meetup will be the Bagels & Bytes Holiday Party at Dave & Buster’s on Friday, 12/9 from 1-4 pm. As in the past, we will have our regular meeting in the dining area (each person buys his or her own meal and Cindy will get some appetizers for all), have a “techie white elephant” gift exchange and then go play some games. A reminder email will be coming out within a week or so.

Here are the notes from November’s meetup:

Information Security

  • Backups are critical
  • There’s typically a time period of 120 days from the time something happens until the time it is discovered
  • Backups should not by attached or kept close to the main data server or source – need to store copies off-site
  • Have a social media policy to combat potential info security compromises in that area – nothing is truly private on social tools

Programs Related to Technology that Employ (or Engage as Volunteers) People with Disabilities & Veterans

  • Dave Tinker mentioned a program that ACHIEVA is doing in conjunction with CMU for their residents to perform microjobs online
  • Cycle Point (part of Source America and partners with Goodwill of SWPA) employs people with disabilities and veterans (located in DC)
  • Computer Reach particularly is interested in finding veterans to volunteer at their org

Salesforce Database Conversions (What to Expect)

  • All data gets put into spreadsheets and is then cleaned (usually by the organization not the vendor)
  • Lot of effort to go through an implementation like this, but well worth it in the long run
  • Best to keep the same vendor contact during the entire implementation process if possible
  • There is a learning curve involved but it’s great once everyone is trained and things are up and running properly
  • Cool plugin for Salesforce is Gridbuddy – it makes the database display data in spreadsheet format
  • There’s an annual conference called Dreamforce
  • Katie Gascoine shared a local Salesforce-related event called Dreamforce Comes to You (#DFC2U) that happened on Nov. 14 (sorry I didn’t post this in time!)

AFP National Philanthropy Day

Change Management

  • Example/question given was about an organization moving from paper forms being entered in database to direct entry of data (and the resistance being encountered by staff and volunteers)
  • Training is essential
  • Important to get buy-in from staff and volunteers, preferably before rolling out a change
  • Need support from management – they have to have your back and hold staff/volunteer accountable for making the necessary changes
  • Can also gamify or incentivize the change – figure out a way to make it fun

Other Items of Interest

Bagels & Bytes Meeting Notes – August 2016

Bagels & Bytes attendees discussing tech around a tableWe held our August meetup in the sunny conference room at Jewish Residential Services. Thank you to Paula, Harold and the rest of the JRS staff for hosting us!  We will return to JRS for our September 7 meetup, then it’s off to ACHIEVA for October and November.

P.S. TechNow 2016 Conference registration is open and early bird rates are active!  Register by September 30 to get the best rate!

Here are the notes from this month’s meetup:

Adding Search to Website

Telephone Systems

Technology Challenges Faced by New Nonprofits (and Some Suggested Solutions)

NP Tech Skill Set

Custom Software vs. Off-The-Shelf Software

  • Hybrid is best- off the shelf that can be customized
  • Example: want to process volunteer applications via the web
    • Upload PDFs/scans, etc.
    • Portal on website
    • WordPress Visual Form Builder plugin
    • If WordPress site, turn off Google indexing of PDFs in media library by editing robots.txt file
  • Spiceworks – network monitoring, management, help desk ticketing and inventory – has concierge service and is free

CRM Software

Finding Nonprofit Tech Jobs

Additional Resources (Shared by Attendees Post-meeting)

Bagels & Bytes Meeting Notes – April 2016

The external view of the Frick's Community Room and corresponding Courtyard

Photo credit: Frick Art & Historical Center

This month, we are grateful to Linda Buker and the Frick Art & Historical Center for hosting us in the Frick’s new Community Room just off the Car & Carriage Museum!

I totally forgot to take photos at the meeting (the discussion was engaging!), so here’s an outside photo of the building taken from the museum’s corporate rentals brochure.

Here are the notes and resources from this month’s meetup. We’ll be back at the Frick on May 4 for our next meetup.

Age affecting tech usage in nonprofits

  • Younger folks “get” the concepts (ex: cloud computing) more easily because they are digital natives
  • There are notable social differences – not unusual to see two young people sitting four feet away from each other and chatting on their phones instead of talking
  • Younger generation also:
    • tends to have a faster response time
    • mixes personal and work
    • wants work-at-home and flexible scheduling

Time tracking and the upcoming changes to FLSA law regarding exempt/non-exempt staff

  • The question: how does your organization currently track staff time (if at all)?
    • Random audits / time samplings
    • “Lawyer’s Timekeeper” software if need minute by minute tracking
    • Sage/Schneider Downs software
    • Sentric software
    • RescueTime software
    • ADP app – clock in through cellphone app, which is connected to GPS so you can’t fib
  • Is there a trust issue at play here? Outside of the new law requirements, should we be tracking time or watching the levels of staff productivity?
  • It’s important to be consistent with policies on remote working and work flexibility

Other items discussed

Addendum

Bagels & Bytes Meeting Notes – October 2015

Bagels & Bytes attendees sitting around a long conference table, discussing technologyFor October, we were pleased to hold our meetup at ACHIEVA on the South Side.  Thank you to Steve, Nicole and Dave for hosting us!  Our next meeting will be held at the same location on November 4.  In the meantime, we hope to see everyone at the TechNow Conference on Oct. 29!

Here are the notes and resources from the meeting:

Upgrading Windows software

  • 2003 server upgrades possible (general consensus was “yes”)
  • Windows 10 upgrades not very easy (some 3rd party software not doing well on it)

Device management

  • For adding phones in Google Apps, there’s an app (Google Device Policy) that you can add to devices that connects with your Google admin page – providing a way to control device connection to services
  • BYOD policy? Some have, some don’t – varies on the level of access given

Password management system

Office 2016 (and other productivity software)

  • Outlook is less “white” and more “gray”
  • MS is moving this package to just being called “Office” with no version number in the title
  • Pushing Office 365 + Sharepoint server right now
  • A preview video is available
  • Other (free) alternatives include:
  • People tend to resist change and to resort to software with which they are already familiar, so it may take some work to get your org to move away from Office to one of the free equivalents

Risk management

  • Largest risk to data is still employees – accidental or purposeful
  • Frequently the ball is dropped between HR and IT, in the sense that IT isn’t notified immediately if someone leaves the organization

Advice for new “accidental” techies